National Institute For Interdisciplinary Science And Technology Tender
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Costs
EMD
₹ 20,00,000Document Cost
₹ 1,770Tender Fee
Refer Documents
Summary
Niist/2024-25/iisf Event Management Service For Iisf 2024
Description
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Contact
Tender Id
2024_CSIR_214895_1Tender No
NIIST/2024-25/IISFTender Authority
National Institute For Interdisciplinary Science And Technology ViewPurchaser Address
-Website
http://https://www.csir.res.in/
GEM & Bid Advisory Services
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Documents
BOQ Items
Media riser with multistep platform, carpet flooring, side skirting, railing and steps
1
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Green room: Setup of green room to accommodate the group of artist, with table, chairs, lighting, mirror, lockable door, separate for male and female artist
1
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Seating arrangement up to separate enclosure (barricaded area) for 600 VIPs, official, media and up to 5000 participants / students
1
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Minister & VIP Lounge with good quality interior with wooden fabricated partition walls and ceiling, high quality interiors, pantry with VVIP refreshment and VIP toilets etc.
100
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Speakers' Podium with branding
2
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Inaugural Lamp with lighter, candle, oil. Etc.
1
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Mojo barricades for segregate the seating area
400
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Light and sound for Inaugural Hall
-
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Sound System line array Speakers, delay, Sub, etc. with amplifier mixer, podium mike, cordless mike, etc. and Aluminium truss & installing of stage lights including of PAR 64, LED Par RGBW, PAR 64 CP-61 FOH, Sharpie etc. as per requirements
1
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Video - Centre Led Wall with riser, Side Wings, watch out Servers, LED/Plasma TV for backstage, green rooms and other area as per requirement
1
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Delay screen wall inside & outside hangar structure (with live display) to view the stage 12' x 8' with riser, masking
4
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Cultural Program
-
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Performances of artist, themed choreography with props. Group should be renowned dance group with high quality and experienced dancers for three days (30 Nov, 1 & 2 Dec 2024)
1
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Hiring of show management team for cultural and other activities
1
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Hiring of renowned singer including of TBL for three days (30 Nov, 1 & 2 Dec 2024) as per approval, including one mega event
1
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Media Center
-
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Providing & erecting aluminium structural dome, airconditioned roof covered with SRF Fabric (waterproof and fire resistance) including of carpet, platform, and doors
450
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Setup of lounge area with furniture, stage setup with PA system for conference area with all require furniture and fixtures
1
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Registration Set-up and Kits
-
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Setup of registration counter of, branding, backdrop, fascia name, q-manager, form counter, form filling counter etc. consideration to facilitate up to 8000 participates
1
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Printing of lanyards & Badges with multi color logo of event with multiple category with QR code reading, no use of plastic in the badge unit, the badges to be printed at site and well laminated with 300 GSM of paper.
8000
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Software development with relevant fields as per requirement of registration data needs, linking the software to the website for online registration and scanning of badges
1
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Providing of manpower for registration along with laptop / computer, printer and scanning devices for registration counter and multiple locations with = 20 Pax 4 Days
80
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Registration kits for Students (as in scope)
2750
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Registration kits for Delegates (as in scope)
7000
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Registration kits for Volunteers (as in scope)
300
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Organising of Curtain Riser Event
-
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Arrangement & booking of five star venue for 200 Pax to conduct the event
1
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Providing and setup of Stage, dais chairs for speaker / Dignitaries, mic podium, Lighting.
1
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Providing, and installation of LED wall and PA system including of Media box, digital mixer, laptop, printer, Pointer, Q-commander, etc for presentation facility.
1
-
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Live streaming of the event along with internet connectivity
1
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Catering arrangements Running Tea / coffee with cookies throughout the day Buffet lunch Evening Hi-Tea
200
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Other Requirements. 2 Ushers, Floral Décor, Branding
1
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Accommodation (5-Star) for 2 Nights
4
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Two Car For Local Movement fpr 2 days
4
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Branding in arround the City
20000
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Thematic Events
-
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Student Science & Technology Village
Conceptualizing, designing, and maintenance of the room with its own façade/ theme, which needs to be designed, printed and put up outside. Similar branding (poster designing, printing and pasting) to be done inside the rooms
Complete arrangement including of sound system, display screen / LED wall, speaker's podium, etc for presentation facility, carpet, name plates, branding One Storage room: two seater sofa sets, storage racks, lockable almirah as per requirement
Rest elements as per scope
15
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Science through Games and Adventures… detail of event as per scope
1
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Focused S&T for the North East - Science Odyssey of the North East… detail of event as per scope
1
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Global Manufacturing Summit - Make in India, Make for the World… detail of event as per scope
1
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New Frontiers in S&T for Visit Bharat 2047 - Pragya Bharat… detail of event as per scope
1
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Women’s Development to Women-led Development in S&T - Nari Shakti… detail of event as per scope
1
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Ideas for Viksit Bharat - S&T Hackathon… detail of event as per scope
1
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Empowering the Youth - Young Scientists Conclave… detail of event as per scope
1
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Aspiring Educators and Teachers Workshop - The Gurukula… detail of event as per scope
1
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Innovation, Technology and Entrepreneurship - Mission Start
up… detail of event as per scope
1
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Transformation through New Age Technologies - Reimagining Bharat Exhibition… detail of event as per scope
1
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Meteorology, Oceanography and Ecology - Sagarika – The Tale of Earth Sciences… detail of event as per scope
1
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Global S&T Alliance - Science Beyond Borders… detail of event as per scope
1
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Science Literature Festival – Vigyanika… detail of event as per scope
1
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Nuclear Energy for Self-Reliant India - Fusion Forum – The Atomic Assembly… detail of event as per scope
1
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National Social Organizations and Institutions Meet – NSOIM… detail of event as per scope
1
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Science, Technology, Communication and Media - Media Conclave… detail of event as per scope
1
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North East Food Street - The Taste of the Hills… detail of event as per scope
1
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Laser Show - Saga of Science Chronicles … detail of event as per scope
1
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North East Cultural Fest - North East Symphony … detail of event as per scope
1
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Chandrayan - The Museum of the Moon… detail of event as per scope
1
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Minister - Secretary - Councils - CEO Conclave - Thought Leaders Round Table
Providing & erecting aluminium structural dome, airconditioned roof covered with SRF Fabric (waterproof and fire resistance) including of carpet, platform, and doors
Complete arrangement including of sound system, with table mics, display screen / LED wall, speaker's podium, etc for presentation facility, carpet, name plates, branding Setup of head in board room style with revolving chairs for 150 Pax Rest elements as per scope
1
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Science Institutional Leaders Meet - Vision Sansad… detail of event as per scope, same as 7.22 above
1
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Student - Scientist Interaction Program - Face to Face with New Frontiers in S&T … detail of event as per scope
1
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Office, Help desk and Control Rooms
-
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The hanger should have enough number of lockers in order to cater all the participants/delegates. It should also have a separate desk for lost & found items & control room along with PA System. General Lighting along with Entry, Exit, & Fire Exit Gate, cushioned chairs & tables along with synthetic carpet should be provisioned. Rest elements as per scope
1
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Paid Food Court
-
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Waterproof structure for food counters in the two food courts shall be designed aesthetically to match the status of the event.
1
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The agency shall arrange procurement/preparation and sale of food items to visitors. It shall be responsibility of contractor to obtain all requisite licenses, maintain hygiene around such place.
1
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The factory packed items (like juices, water bottles, etc.) should be sold at printed MRP and prepared items shall be sold at reasonable prices to the visitors. All items should be of good quality and shall be served in a hygienic manner.
1
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Food Court for VVIPs & VIPs, Experts and Invitees for 500 Pax
-
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Providing & erecting aluminium structural dome, airconditioned roof covered with SRF Fabric (waterproof and fire resistance) including of carpet, platform and doors. Good Quality of interior decor on ceiling, side wall with cloth / wooden partition panels or other material
600
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Setup of buffet counter and round table seating arrangement as per requirements
1
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Setup of kitchen area, with furniture, lighting, flooring, water supply and other necessary arrangements
1
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Two Food Courts for participants/delegates - 5500 pax total
-
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Providing & erecting aluminium structural dome, roof covered with SRF Fabric (waterproof and fire resistance) including of carpet and doors
3000
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Setup of buffet counter and round table seating arrangement as per requirements
75
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Setup of kitchen area, with furniture, lighting, flooring, water supply and other necessary arrangements
1
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Food Counters near the Core 5 Class Rooms for 4000 - 4500 pax, near lake side (1000 pax)
1
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Food and Catering Arrangements
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Buffet Breakfast for 4 Days. 4000 each day
16000
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Morning tea / coffee, cookies (2), vegetarian snacks (2) VIP for all 4 Days. 600 Each day
2400
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Morning tea / coffee, cookies (2), vegetarian snacks (2) Participants / Delegate for all 4 days, 7000 Each Day
28000
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Buffet Lunch VIP for all 4 Days. 600 Each day
2400
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Buffet Lunch Participants / Delegate for all 4 days, 7000 Each Day
28000
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Evening tea / coffee, cookies (2), vegetarian snacks (2) VIP for all 4 Days 600 Each day
2400
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Evening tea / coffee, cookies (2), vegetarian snacks (2) Participants / Delegate for all 4 days, 7000 Each day
28000
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Buffet Dinner VIP for all first 3 Days, 600 Each day, last day: 200 pax
2000
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Buffet Dinner Participants / Delegate for first 3 days: 7000 each day, lat day: 2000 pax
23000
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Food packet for distribution for all 4 days. 3000 Each Day
12000
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Lunch buffet 28th Nov. 500 and 29 Nov. 1000
1500
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Lunch buffet Support Staff 500 Boxes Each day from 29 to 3rd
2500
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Adequate water stations at multiple locations Inside the event area, parking area and all the food courts needs to be provided. Including of proper cleaning and manpower, dustbin etc.
40
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Accommodation and Transport
-
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Planning and booking of hotels for attendees
1
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5/4 Star property 15 Rooms on 28 Nov
150 Rooms 29 Nov 150 Rooms 30 Nov 100 Rooms 1 Dec and 100 Rooms 2 Dec Total 515 Rooms Nights.
515
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Three/ Two Star property 1300 Rooms x 4 Days 29 Nov - 3 Dec 2024 AND
200 Rooms x 1 Day for 28 Nov
5400
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Provision of local transport six seater SUV (Crysta) 120 Km / 12 Hrs shift per day
27 Nov 2024 - 10 Cars
28 Nov 2024 - 40 Cars
29 Nov - 3 Dec 2024 - 200 Car each day. 5 Days
1050
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Provision of local transport Sedan (Desire/Aura etc.) 120 Km / 12 Hrs shift per day
27 Nov 2024 - 10 Cars
28 Nov 2024 - 40 Cars
29 Nov - 3 Dec 2024 - 200 Car each day. 5 Days.
1050
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Provision of 40 seater buses 29 Nov - 3 Dec 2024 - 100 Buses each day
500
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Ticketing or reimbursements to attendees as given by the organizers in writing should be provided. Bookings may be through GOI empanelled agents only (IRCTC, Balmer Lawrie, Asoka). The payments to the agency shall be as per actuals. The agency is required to quote the percentage of agency fee.
1
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Agency need to provide for them thermal / insulating sheets, bedding or bedrolls, bed sheets, pillow with cover, and warm blankets. All the material should be neat, clean and hygienic, and should be changed on Dec 1. Sufficient material should be in store to replace any damaged, soiled or to cover any extra requirement.
3000
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Material for washroom like mug, bucket and toiletries for 5 Days
1
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-
Sufficient number of housekeeping persons (male and female) should be deployed in the hostels for bed setting every morning once the students leave for event - cleaning of rooms, bathrooms, toilets etc. with consumable cleaning material
1
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Venue décor and branding
-
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Development & Creative Fee for the Entire
1
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Welcome gate and VIP artistic gates: Designing & fabrication of Welcome theme based pillar gate outside the exhibition hall as per requirement. The gates must look similar from outside & inside. which is made of MS Hollow Pipe, base iron and plywood including water base painting, digital printing, 2D/3D art work, Letters for branding and with other construction/ Fabrication materials as per required.
2
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The Facade need to speak the theme language with neutral colour and unique decor elements, use of modular structure size and dimensions refer to site layout and may change as per final layout and design and different & innovative materials such as 3D sculptures / cut-outs, entry portals, fabric, paper mashes, tissue clothe, bamboo, landscaping decor etc. in sync with the theme of event (The Agency has to provide detail design in the presentation)
1
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Flex cubical gate to be setup up with exhibition, seminar, session hall
25
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Providing and installation of flex print, mount on iron frame with fixing inside and outside the venue for sign ages, banner, hoarding, hangar facade etc. All designs and creatives should be as per the theme of event.
60000
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Vinyl Branding for Podiums, Table facia, and another area as required. (Including printing, stretching and installation)
1
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Vinyl Branding with 3mm sun board for Podiums, Table facia, and another area as required. (Including printing, stretching and installation)
1
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-
Horticulture work, landscaping of main entry gate, plants, flower decoration, Rangoli etc. for entire event area
1
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Thematic installations / 3D selfie points
10
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Helium balloon with event branding
1
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IT Infrastructure
-
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Provision of Hybrid Setup and Live streaming of the entire event with the installation of the necessary, suitable equipment, hardware and software along with technical manpower
1
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Internet connectivity: - Approx. 15000 concurrent users daily - The whole IT Setup/arrangements will be considered under the scope of the service provider. The major requirements of the IT Services/arrangements will be as per scope
1
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Venue décor and branding
-
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Photography & Videography to cover all aspects of events, and should be compiled on various platforms. 2 Photographer & 2 Videographer for the Inaugural function (separate) for All days. Soft copy of video/photos to be given in Hard Disc.
1
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Dedicated team for photography & videography in each session Halls during all event days. Softcopy of the footage / data will be submitted on day to day basis.
35
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Fire Fighting - Provision in entire event area including kitchen, food court, main hangar and surrounding areas with firefighting equipment and require manpower deployment
1
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Security - Provision of security guards (Male/Female prior of the events, guards should be in proper uniform with equipment's and deployment of male / female guards
1
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Conservancy and housekeeping - Provision of cleaning staff each day for conservancy and maintenance of the entire event areas including back areas; surrounding areas including surrounding toilet areas, Staff should be in proper uniform
1
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CCTV cameras with wiring - in entire event area including periphery, surrounding areas and parking Installation and operation during entire two month. At the end of the period complete recording of all the days to be submitted in hard disk
1
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Electrical and Gen-set
-
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Design, supply, installation, testing and commissioning of Electrical distribution system complete with laying of cables, feeder panels, distribution panels, Sync panels, Automatic transfer panel, fixing of LED flood lights, power points as per requirement.
1
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-
Providing, fixing & installation of soundproof silent diesel genset with accessories including wiring, testing and operation with necessary maintenance complete. Including of fuel and earthing pits
1
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-
PR and Promotion Activity
-
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In-route city branding including outdoor hoarding, Bus shelters, Railway stations, pole bunting etc.
25
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-
Radio Jingles with Media
1
-
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Outdoor Road side Branding Entire city
60000
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Publicize and report the proceedings at IISF 2024 in print, electronic and other media and provide press notes and press releases in local language, English and Hindi. Cover the press conferences organized as part of IISF 2024
1
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Kits / Memento / Give Always / Printing Material
-
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Designing of Invitation/ E-Invitation Cards
1500
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Car passes
1500
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Printing of IISF Program Guide
7000
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Printing of event brochure
7000
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Mementos (including premium and standard)
1000
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Traditional Gamcha (silk and cotton)
1000
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Flower Bouquet (Natural flowers)
1000
-
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Printing of Certificates
15000
-
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Office Stationery (as per scope and requirement)
1
-
-
Other Miscellaneous Items
-
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Provision of wheel chairs
5
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Outdoor passage carpet for walkway, gate ramps, etc.
5000
-
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Green net for open ground or walkway
3000
-
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Patient transport ambulance / ICU ambulance
2
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-
Planning, demarcation and setup of barricading including of tin bamboo, view cutter / masking wall as per requirement at venue.
1
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-
Bio Chemical toilet block setup one day prior of event, with toiletries, un-interrupted water supply, regular hygiene and maintenance staff
100
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Air-conditioned portable Toilets in vicinity of VIP lounge, stage for Artist and CM lounge with dedicated staff deployment with toiletries, amenities and adequate water supply at all time of event
2
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Waterproof structure for multiple service, with carpet, platform, furniture, lighting etc. as per following - • Registration • Medical and safety • Transportation • Accommodation • Reception • Food • Lost & Found Counter ... and other utility / services
25
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Planning, demarcation and management of parking area with security guards and general lighting, genset etc.
1
-
-
Insurance of the entire event
1
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-
Contingent and Miscelleneous Expenses
1
-
-
Transportation of Material
1
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Poster Boards
250
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