Open State Governments & UT NPROCURE

Tender for Providing Temporary Sound System for District Republic Day Celebration 2026, Sabarkantha

Bid Publish Date

19-Dec-2025, 4:30 pm

Bid End Date

31-Dec-2025, 4:00 pm

Value

₹1,70,875

Location

SABAR KANTHA , GUJARAT

Progress

Issue19-Dec-2025, 4:30 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

Categories 2

ELECTRICAL SOUND SYSTEM

This government tender offers an opportunity for qualified audio equipment providers to supply and install a temporary sound system for the District Republic Day celebration 2026 in Sabarkantha, Gujarat. The project involves providing high-quality audio equipment, setup, and technical support for a large outdoor event scheduled from 24th to 26th January 2026, including a two-day rehearsal. Bidders must meet strict eligibility criteria, including valid licenses, experience, and financial stability, and submit their bids online before 31st December 2025. The tender aims to ensure a seamless and high-quality audio experience for thousands of attendees, contributing to a prestigious national celebration. This is a significant opportunity for audio service providers, event management companies, and equipment manufacturers to showcase their capabilities in a government-sponsored event, with transparent evaluation and competitive pricing.

Scope Of Work

The selected vendor will be responsible for providing a complete temporary sound system suitable for a district-level Republic Day celebration. The scope includes:

  • Supply of high-quality audio equipment including speakers, microphones, amplifiers, and mixing consoles.
  • Setup, testing, and commissioning of the sound system at the designated venue.
  • Ensuring sound clarity and coverage across the entire event area.
  • Providing technical support during the event dates.
  • Removal and proper disposal of equipment post-event.

The process for execution is as follows:

  1. Site Inspection and Assessment: Conduct a preliminary visit to assess venue acoustics.
  2. Proposal Submission: Submit a detailed technical and financial proposal.
  3. Equipment Deployment: Install and test equipment before the event.
  4. Event Support: Provide on-site technical support during the event.
  5. Post-Event Dismantling: Remove equipment and restore the site.
Equipment Specification Details
Speakers High-power, weatherproof, suitable for outdoor use
Microphones Wireless and wired options
Amplifiers Sufficient power capacity for venue size
Mixing Consoles Multi-channel, digital or analog

All equipment must meet the technical standards specified in the tender documents, and the vendor must ensure safety and compliance with local regulations.

Technical Specifications

The technical specifications include:

Parameter Requirement
Speakers Weatherproof, high-power outdoor speakers
Microphones Wireless and wired, with frequency compatibility
Amplifiers Power capacity matching venue size
Mixing Console Digital or analog, multi-channel

Procedures for technical compliance:

  1. Submit detailed technical specifications of proposed equipment.
  2. Conduct on-site testing before the event.
  3. Ensure all equipment complies with safety standards.
  4. Provide backup equipment for critical components.

All equipment must be certified and meet the standards outlined in the tender documents available for download.

Financial Requirements

The estimated project cost is Rs. 1,70,875.34. The payment terms are as follows:

Cost Component Amount (Rs.)
Equipment Rs. 1,50,000
Setup & Testing Rs. 10,000
Technical Support Rs. 10,875.34

Payments will be made in two installments: 50% upon equipment delivery and setup, and the remaining 50% after successful completion of the event. Bidders must submit a detailed financial proposal aligned with the tender guidelines. All costs must be inclusive of taxes and applicable charges.

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Eligibility Criteria

Bidders must fulfill the following eligibility criteria:

  • ✓ Must have a valid Electrical Contractor License issued by the Government of Gujarat.
  • ✓ Must possess a valid Electrical Contractor Registration Certificate (E-2 or above class).
  • ✓ Must submit a bid fee of Rs. 600 via Demand Draft or Bankers Cheque payable at Himatnagar.
  • ✓ Must provide a Bank Solvency Certificate of at least 20% of the estimated cost (Rs. 34,175.07) from a scheduled or nationalized bank.
  • ✓ Must submit GST Registration Certificate and PAN Card.
  • ✓ Must have prior experience in providing sound systems for large public events, supported by Form-3A and agreement copies.
  • ✓ Must submit a Declaration Letter as per Annexure-A and an Undertaking on Rs. 300 Non-Judicial Stamp Paper as per Annexure E.
Qualification Requirement Details
License Valid Electrical Contractor License
Experience Proven experience in similar large-scale events
Financial Bank solvency certificate of 20% of estimated cost
Documentation Complete submission of all required documents

Bidders failing to meet these criteria will be disqualified from the bidding process.

Bidding Process

Process Timeline

1. Preliminary Stage

31-12-2025 16:02

2. Commercial Stage

31-12-2025 16:05

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

Upload scan copy of the Tender /Bid fee Rs. 600.00 Through Demand Draft / Bankers Cheque of Nationalized / Schedule Bank in favour of Executive Engineer, Himatnagar Electrical (R&B) Division, Himatnagar payable at Himatnagar.

Required
2

Upload scan copy of the Earnest Money Deposit in form of FDR/ Valid Exemption Certificate. Rs. 2000.00 Through Fixed Deposit of Nationalized / Schedule Bank in favour of DEPUTY EXECUTIVE ENGINEER,Himatnagar Elect. (R&B) Sub-Division., Himatnagar

Required
3

Upload scan copy of the Valid Bank Solvency Certificate of Scheduled bank or nationalized bank for current calander year .i.e.2025 (20 Percentage of the Estimated cost)

Required
4

Upload scan copy of the GST Registration Certificate

Required
5

Upload scan copy of the PAN Card

Required
6

Upload Scan copy of Valid Electrical Contractor Licience issued by Government of Gujarat.

Required
7

Upload Scan copy of Valid Electrial Contractor Registration Certificate issued by R&B Department Government of Gujarat. E-2 or above class [Electrical]

Required
8

Upload scan copy of Form-3A issued by employer to substantiate successful experience of similar work as prescribed in pre-qualification Criteria.(If require attach agreement copy) As per Annexure-C (Similar work definition specified in Annexure-C) . ( Attach agreement copy with 3A for similar type Work)

Required
9

Upload scan copy of Declaration Letter of Bidder As per Annexure-A

Required
10

Upload scan copy of Undertaking Letter of Bidder (Must be submitted on Rs. 300 Non Judicial pad with authorized signatory) (i.e. Notary) As per Annexure E

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 31st December 2025 at 16:00 hours. Bidders must ensure all documents are uploaded and submitted before this time to be considered.

What documents are required to participate in this tender?

Participants must upload several documents, including tender fee, earnest money deposit, bank solvency certificate, GST registration, PAN card, electrical contractor license, experience certificates, declaration letter, and undertaking as specified in the tender notice. All documents must be valid and properly certified.

How will the evaluation of bids be conducted?

Bids will be evaluated based on technical compliance (40%), experience & past performance (30%), and cost effectiveness (30%). Bids must meet minimum thresholds to qualify for final selection. The highest scoring bid will be awarded the contract.

Can I attend a training session to learn about the e-procurement system?

Yes, free vendor training sessions are organized every Saturday at (n)Code Solutions, Ahmedabad. These sessions help bidders understand the online bidding process and ensure smooth submission of bids.

What is the scope of work for this tender?

The scope includes supply, installation, testing, and support of a temporary sound system suitable for outdoor large-scale events, including speakers, microphones, amplifiers, and mixing consoles. The vendor must ensure sound quality, safety, and timely setup for the Republic Day celebration.

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