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Open State Governments & UT NPROCURE

Tender for Providing Temporary Sound System for District Republic Day 2026 in Chhotaudepur

Bid Publish Date

17-Jan-2026, 2:00 pm

Bid End Date

21-Jan-2026, 5:05 pm

Value

₹2,57,897

Location

CHHOTAUDEPUR , GUJARAT

Progress

Issue17-Jan-2026, 2:00 pm
AwardPending
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Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹600

Contract Form

Works

Completion Period

As per tender Document Attached

Currency Type

Single

This government tender offers an exclusive opportunity for experienced audio-visual vendors to supply a temporary sound system for the District Republic Day 2026 celebrations in Chhotaudepur, Gujarat. The project involves providing high-quality audio equipment, installation, and technical support during the event scheduled from 24th to 26th January 2026. Bidders must meet strict eligibility criteria, including valid licenses, experience with government projects, and financial stability. The tender process is conducted online, ensuring transparency and fair competition. The successful vendor will deliver a reliable sound system capable of covering large outdoor venues, ensuring clear audio for thousands of attendees. This contract is ideal for companies specializing in event sound systems, electrical services, and audio equipment rentals, seeking to expand their government project portfolio. The total estimated value is approximately ₹2,57,897, with detailed specifications and compliance requirements outlined in the tender documents. Participate now to be part of this prestigious government event.

Scope Of Work

The selected vendor shall provide a temporary sound system suitable for large-scale public celebrations, including but not limited to:

  • High-quality microphones, speakers, amplifiers, and mixing consoles
  • Sound setup and calibration at the event site in Chhotaudepur
  • Ensuring sound clarity and coverage for the entire venue
  • Disassembly and removal of equipment post-event

The process involves:

  1. Site Inspection and Planning: Conduct a preliminary visit to assess site-specific requirements.
  2. Equipment Delivery: Transport all sound system components to the venue.
  3. Installation & Testing: Set up and test the sound system to ensure optimal performance.
  4. Operational Support: Provide technical support during the event dates.
  5. Dismantling & Cleanup: Remove all equipment and restore the site.

The vendor must ensure compliance with safety standards and provide all necessary accessories and backup equipment for uninterrupted service.

Equipment Type Specification Quantity
Microphones Wireless & Wired As required
Speakers High Power, Outdoor Use As required
Amplifiers Suitable for outdoor events As required
Mixing Consoles Digital/Analog As required

Technical Specifications

The sound system must meet the following technical parameters:

Parameter Specification
Power Output Minimum 10,000 Watts RMS
Frequency Response 50 Hz to 20 kHz
Microphone Compatibility Wireless and wired, with noise reduction
Connectivity Bluetooth, AUX, USB
Weather Resistance Equipment suitable for outdoor use

Procedures include:

  • Conducting pre-installation site survey.
  • Transporting equipment to the site.
  • Setting up and calibrating the system.
  • Testing for sound clarity and coverage.
  • Providing on-site technical support during the event.

The vendor must ensure all equipment complies with relevant safety and quality standards and provide backup systems for critical components.

Financial Requirements

The total estimated budget for this project is approximately ₹2,57,897. The cost breakdown includes equipment rental, setup, and dismantling charges. Payment terms are as follows:

  • 50% advance payment upon contract signing.
  • Remaining 50% after successful completion and acceptance of the event.
  • Payments will be processed within 15 days of invoice submission.
Cost Component Amount (₹)
Equipment Rental Rs. 2,00,000
Setup & Dismantling Rs. 50,000
Miscellaneous & Contingency Rs. 7,897

Bidders must include detailed financial proposals, ensuring transparency and adherence to the budget limits.

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Eligibility Criteria

  • ✓ Must have valid registration and licenses as per Gujarat government regulations.
  • ✓ Must submit a demand draft for tender fee of ₹600.
  • ✓ Must provide EMD in FDR format valid for at least 180 days.
  • ✓ Must have solvency certificate issued in 2025, not less than 20% of the tender amount.
  • ✓ Must possess a valid PAN Card and GST registration.
  • ✓ Must hold a valid electrical contractor license (E-2 Class or above).
  • ✓ Must demonstrate experience with at least one similar government event in the last five years, supported by work orders and completion certificates.
Financial Criteria Details
Minimum Turnover Rs. 5,00,000 in last fiscal year
Experience At least one completed project involving sound systems for government events
Certification Valid electrical and contractor licenses

Note: All documents must be uploaded in scanned format as per tender instructions.

Bidding Process

Process Timeline

1. Preliminary Stage

21-01-2026 17:06

2. Commercial Stage

21-01-2026 17:10

Required Forms

Preliminary

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Commercial

Percentage Rate

Library-Secured

Required

Required Documents

Stage - Preliminary Stage

1

(1) Scanned Copy of Tender fee (only Demand Draft is Valid).

Required
2

(2) Scanned of E.M.D. in FDR Format. (Not Less Then 180 Days) /Exemption Certificate

Required
3

(3) Scanned Copy of Nationalized / Schedule Bank Solvency. (Issue in current Calendar year 2025) (Not Less then 20 Percentage of Amount put to Tender)

Required
4

(4) Scanned Copy of Pan Card.

Required
5

(5) Scan Copy of G.S.T. Registration.

Required
6

(6) Valid Registration Certificate in appropriate class. (E-2 Class & above) (Govt. of Guj., R&B Deptt. Paripatra No. TNC-10-2016-(FA-591-16)02-C ; dtd. 3.9.2016).

Required
7

(7) Scanned Copy of Valid Electrical Contractor License.

Required
8

(8) Experience (Work Order & Completion Certificate (Form-3A)) of similar work (GOVT.) executed in last five year.

Required

Form - Tender Fee Form

1

Provide any proof of Bid Processing Fee

Required

Form - Emd Fee Form

1

Provide any proof of EMD Document

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the deadline for submitting bids for this tender?

The bid submission deadline is 21st January 2026 at 17:05 hours. Bidders must upload all required documents and fees before this time. Late submissions will not be accepted.

What documents are required to participate in this tender?

Participants must submit:

  • Demand Draft for tender fee of ₹600
  • EMD in FDR format valid for 180 days
  • Solvency certificate issued in 2025
  • Valid PAN Card and GST registration
  • Valid Electrical Contractor License
  • Experience certificates for similar government projects
    All documents must be scanned and uploaded as per instructions.
How will the evaluation of bids be conducted?

Bids will be assessed based on technical compliance (40%), experience (30%), financial offer (20%), and certifications (10%). A minimum of 60% in technical evaluation is required for qualification. The highest scoring compliant bid will be awarded the contract.

Are there any training sessions available for online bidding?

Yes, free vendor training sessions are organized every Saturday at (n)Code Solutions, Ahmedabad. These sessions help bidders understand the online bidding process, document submission, and platform navigation. Participation is highly recommended for first-time bidders.

What is the scope of work for this tender?

The scope includes providing a high-quality temporary sound system for public celebrations, including setup, calibration, operation during the event, and dismantling. Equipment must meet specified technical standards, and the vendor is responsible for all logistics, safety, and backup arrangements to ensure seamless event execution.

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