Delhi Development Authority Tender

Non- Timed BIB for 5km : The Agency shall provide BIBs, sized 9" x 8", in accordance with the specifications and directions of the Management committee. Each BIB shall prominently display the following elements: the DDA logo, the Marathon logo, the participant's Bib number, the participant’s name, and the participant's blood group. All BIBs shall be prepared and finalized strictly in compliance with the directions provided by the Management committee, ensuring that all necessary details are accurately included and formatted according to the event's requirements.

Timing System: The Agency shall procure a Timing System on a rental basis to accurately track the runners and record their respective times during the event. The system shall include the following equipment: • Two (2) units of 8-meter timing systems • Five (5) units of 4-meter timing systems Or sufficient number as required during event All equipment shall be provided in full working condition, with installation, calibration, and operation carried out as per the event’s requirements. The rental and setup of the timing system shall be in accordance with the specifications and instructions provided by the in consultation with DDA.

The Agency shall provide medals, the design of which shall be finalized in consultation with the event organizer. The specifications for the medals are as follows: • Material o Medal Material: Antique Brass, Copper, or Silver (as per final decision) o Ribbon Material: Polyester with digital printing • Size o Diameter of Medal: 71–80 mm (2.79–3.14 inches) o Thickness of Medal: 4.1–5 mm (0.16–0.19 inches) o Length of Ribbon: 701–800 mm (27.5–31.4 inches) o Width of Ribbon: 25–30 mm • Shape of Medal: Round, Oval, or as per the buyer’s choice • Weight: 80 grams • Design: One side of the medal shall feature the DDA logo and marathon theme logo, while the other side shall display the sponsors logo, along with a design as agreed upon by the event organizer. All medals shall be manufactured to meet the specified size, material, and design requirements, ensuring high quality and suitability for the event. The final design and production shall be carried out in accordance with the specifications and directions provided by the Agency in consultation with the organizer.

a) The Agency shall provide goodie bags, the design of which shall be finalized in consultation with the DDA. The goodie bags shall be environmentally friendly and adhere to the following specifications: • Material: o Option (a): Paper Bag o Option (b): Jute • Volume: 10 liters • Weight Carrying Capacity: 10 kg The goodie bags shall be manufactured to meet the specified material, size, and weight requirements, ensuring durability and suitability for the intended purpose. All production shall be carried out in compliance with the design specifications in consultation with the DDA. a) The Agency shall provide caps made of Barathea cloth in consultation with DDA, meeting the following specifications: the diameter of the cap shall be 9.5" x 9.75", the peak shall measure 2.5" x 9.5", and the complete height (from peak to top) shall be 5.5". The cap shall feature two side buttons of the same metal and color as the cap, with a leather strip measuring 15mm from button to button. The inner side of the cap shall have a leather bend, and the band patti shall be 2.5". All caps shall be produced in accordance with these specifications, ensuring consistency and quality as per the event's requirements.

The Agency shall provide souvenirs, mementos, and other items for visiting delegates, as well as for the felicitation of prominent sports figures. These items shall include sports kits from reputed brands such as Nike, Reebok, Sketchers, or any other similar brand, as mutually agreed upon by the Agency and the event organizers. The selection of these items shall be in accordance with the standards of quality and branding as per direction of Management committee.

The Agency shall arrange trophies, certificates, showcase/dummy/winners award Cheque mentioning prize money etc. as per requirement and as per the decision of management Committee of DDA. (Excluding Prize Money)

The Agency shall provide refreshment packets for participants, which shall include the following items: • 1 Banana • 1 Apple • 1 Sandwich • 1 Sweet • 250 ml Water • 1 Cup-Cake • 250 ml Fruit Juice • Dates • Sprouts These items shall be provided in accordance with the specifications and requirements set forth by the Agency, ensuring quality and freshness. The refreshment packets shall be prepared and distributed to all eligible participants as per the event schedule and guidelines. all complete as per the direction of Enigneer-in-charge

The Agency shall make arrangements for en route refreshments, including the following items, to ensure participants are provided with adequate hydration and energy during the event: • Dates • ORS (Oral Rehydration Solution) Drink • Glucose • Sweet Candy • Fruits • Water • Lemon • Salt • Chikki These provisions shall be made at strategic points along the route, ensuring that all participants have access to necessary refreshments for hydration and energy replenishment during the event, in accordance with the event’s requirements and safety standards.

The Agency shall ensure the following infrastructure and support along the marathon route: • Filled Paper Water Glasses with water dispenser as well as water bottles along the route at designated hydration points is required • Table Counters at required locations for easy access to refreshments • Dustbins placed at strategic points for proper waste disposal • Staff for Refilling the refreshments as needed to ensure a continuous supply These provisions shall be made in accordance with the event’s requirements, ensuring participant safety, hydration, and comfort throughout the race. As per marathon protocol and as directed by the Management committee.

AIMS: The Bidder shall be responsible for the route measurement & certifications, which must be conducted by an AIMS (Association of International Marathons and Distance Races) or World Athletics certified measurer. The route measurement shall adhere to all standards and guidelines set by AIMS/World Athletics to ensure accuracy and compliance with international event regulations.

Photography and Videography: The Bidder shall be responsible for the photography and videography of the event. The Event Management Agency will ensure arrangements for capturing high-definition (HD) photographs and will deliver these photographs to the designated office within 48 hours following the completion of the event. The video coverage of the event, in 4K quality, must be provided in electronic storage form to the DDA representative within 2 days after the conclusion of the event. The specifics of the photographic and videographic coverage are as follows: • Photographers: sufficient number of photographers covering pre-event, post-event, and race day activities, expo day. • Videographers: sufficient number of photographers covering pre-event, post-event, and race day activities, expo day. • Drone videography and photography: sufficient number of drones covering pre-event, post-event, and race day activities, expo day. (permission/NOC from concerned authority shall be taken by the agency) • live feed and High Speed Internet • Camcorders of required numbers: for recording runner All photographs and video footage shall comprehensively cover all aspects of the event, including pre-event preparations, the race day itself, and post-event activities, ensuring that no important moments are missed.

Branding and Event Arrangements: The Agency shall be responsible for the branding and promotional activities at all press conferences, event venues, race routes, and Expo Days (including BIB and T-shirt distribution). The following items shall be arranged and branded accordingly: 1. Entry/Welcome Gate – Clearly marked with event branding for participants and spectators. 2. Runner Board – Displaying participant information and race details. 3. Race Information – Signage providing event details and essential race information. 4. Route Map – Adequate number of Route Maps to be displayed at strategic locations to guide participants. 5. Counter Branding – Branding at all counters, including registration, information, and support areas. 6. DDA and sponsors Branding – Branding of DDA logos at key event locations as per design and approval. 7. KM Markers – Clearly visible KM markers at 21.096km, 10km, and 5km along the route. 8. Selfie Backdrop – Three (3) self-contained selfie backdrops for participants and spectators to capture event memories. 9. How to Wear BIB – Signage and instructions on how to correctly wear the BIB, ensuring visibility and compliance. 10. Help Desk – Dedicated help desks, clearly branded, to provide support and guidance to participants and visitors. 11. Photobooth-dedicated photobooth at required number of locations These branding and arrangement elements shall be carried out in compliance with the event’s branding guidelines and ensure optimal visibility for sponsors and partners. All installations shall be done in accordance with the event schedule and approved by the Management committee.

Production Items for the Entire Event: The Agency shall be responsible for the production and provision of all necessary items for the event, including Expo days, press conferences, event venues, race routes, race day pre-event and post-event activities. The following items shall be arranged as part of the production requirements: • PA System and Cordless Mic: Announcement for distribution • Light: In distribution Arena • Dustbin: required numbers. • Genset with Cables: of required units and capacity. • welcome gate:500sqft or required size • Barricades: during race day and expo day, press conference, route. Main Stage with Carpet: 60' X 20' X 3 ft. • Main Stage Backdrop: 60' X 12 ft. • Main Stage Front Facia: 20' X 3'(2pcs) + 60' X 3'ft(1pc) • Flower Decoration: race day and expo day • Zumba Stage with Carpet: 24' X 12' X 3ft. • Zumba Backdrop Branding: 24' X 12 ft. • Zumba Front Facia Branding: 24' X3' (1pcs) + 12' X 3' (2pc) • Flag-off platform with carpet:2 nos of size: 20' X 10' X 2 ft. • Flag off Front Facia Branding: 04 no. of size: 20' X 2' (2pcs) • Flag with stick for flag off: Flag - 2' X 1' Stick - 3' of sufficient quantity not less than 100. • Flag-off Railing: height 2 feet with branding • Prize Distribution Stage with carpet, backdrop and Front Facia: 50' X 20' X 3 ft. • LED Lighting of adequate number so that minimum lumes reaches out. • Plug Point, Change over and Panel:adequate • Cabelling : Approx 3000 mtr/ sufficient length as per requirement. • 0Silent Genset: adequate for smooth functioning of the event. • Official's Arena: For sitting capacity of 100 Person. • Sofa with towel:100Nos, 2 seater Leather sofa • Center table:100 Nos. • Control Room with German Tent (of size minimum(20*20)) I. Communications control : touch, Screen, Mouse and Keyboard II. Telephone III. Main Screen (Spans 2 monitors) IV. Main Keyboard and Mouse V. 4 Monitors and Control Pad / Sticks for external Cameras VI. Radio Transmitter VII. Wire line hand set VIII. LED TV - 2pcs. • Timing and Officials Tent with Gazebo: 1no. (20*20) • 2 nos Start and Finish Gate:2 Nos of each 5500 Sq.ft. • Medal Distribution Arena with Branding: Separate Counters for each category of run. (12 No counter minimum) • Barricades at the venue with Branding: adequate number but number shall not be less than 200Nos • Carpeting: Entry, Exit, 5km Start and other imp. Locations, quantiy: 5000 sq.ft • Digital Clock: I no With GPS • 3D Selfie Point: 4 numbers of A 3D Selfie booth for each category of run. • 360 Degree Selfie Booth with Branding: • Live Led Timing Result: Live Result Display of Runners with name • Live Telecast (Scrapfolding LED: 2nos. (12feet x 8feet) • LED TV with Stand: 4 nos. (52 inch) To be put up on stage • PA System with cordless Mic: For announcement, information, prize distribution, assembly of participants etc of adequate quantity. • Music System and Mic • Baggage Tent: 15 Nos: 30' X 20‘. • Cheque Board:80nos of size: 4' X 2’. • Refreshment Arena German Tent: Material = PVC Coated Polyester Fabric Feature = Stainless, Light weight durable, 4 Channel, Waterproof, UV Resistant, Fire Retardant superior enclosure with Hot Dip Galvanized steel. • Chair and Table at venue: Chair 200 nos., Tables 180 nos. • Recovery Zone: 4 nos.: Size = 20' X 10 ft. (For recovery of runners) • Advance Medical Set-up counter Aid for Prevention of Abdominal Cramps for Runners, Antiseptic wipes, Brace and support supplies. Up-to-date first-aid manual 2 medicos and 4 Physios, 2 Gazebo, all side covering, Complete bedding, Chairs and tables. • Dustbin at Venue and Route: of sufficient quantity not less than 400 numbers Expo and race day • Garbage Bag: as per requirement. • Portable Toilet: sufficient quantity not less than 100 Nos, Venue and Route. • Water Tanker: 3nos. of Capacity = 4500 - 5000 Ltr. per tanker • Medical Counter Enroute: sufficient numbers not less than 10 numbers along the route. • Enroute counters with chair and table: With branding • Shot Gun and Paper Blast: Sufficient in Numbers at venue. • Mojo barricading: Sufficient in Nos. • Traffic cones: sufficient number • Walkie Talky:30 to be issued to dept on event day for monitoring. And also sufficient numbers shall be with the agency for better coordination during the event. • Lighting arrangement at all important points along the route including rest shelters. Approximate 300 nos. of metal light with cabling, Wiring, Panelling, MCCB and DG Set. At all important points along the route. All complete and as per Marathon protocol and as per the directions of Management committee. In addition to the existing items, The Bidder shall be responsible for arranging and bringing the one vanity van washroom for the event.

Security: The Agency shall ensure the presence of police personnel along the entire marathon route and at Baansera site, coordinating with the relevant police stations/SHO in each area the route passes through, and maintaining proper coordination throughout the event. The Agency shall be responsible for ensuring comprehensive security arrangements throughout the event. This shall include, but not be limited to: 1. Venue Security – Deployment of security personnel at all key entry and exit points of the venue, including check-in areas, VIP sections, and participant zones. 2. Route Security – Provision of security along the entire marathon route, ensuring the safety of participants, spectators, and event staff. This may include police presence and security checkpoints at strategic locations. 3. Crowd Control – Managing large crowds at various points such as start/finish lines, water stations, and refreshment areas to prevent congestion and ensure smooth operations. 4. Emergency Response – Availability of emergency response teams, including medical staff, paramedics, and emergency vehicles, to handle any incidents or accidents that may occur during the event. 5. Bag Checks & Surveillance – Implementation of bag checks at entry points, along with appropriate surveillance measures (CCTV) to monitor crowd movement and ensure the safety of all attendees. 6. Safety Protocols – Ensuring all safety protocols are adhered to, including participant identification, lost-and-found management, and coordination with local law enforcement and emergency services. All security measures shall be executed in full compliance with local laws and regulations, with the goal of providing a safe and secure environment for all participants, staff, and spectators during the event.

Bouncers During Marathon: The Agency shall engage qualified bouncers or security personnel specifically for the marathon event. The bouncers will be tasked with the following responsibilities: 1. Route Security – Ensuring the safety of participants by monitoring and controlling access to the marathon route, preventing unauthorized individuals or vehicles from interfering with the race. 2. Crowd Control at Start/Finish Lines – Managing spectators and participants at the start and finish lines to maintain order and prevent congestion, ensuring smooth transitions and operations. 3. Handling Disruptions – Addressing any disruptions, disturbances, or security concerns along the route or event venues in a calm and professional manner. 4. Enforcing Event Policies – Ensuring participants and spectators adhere to the event's safety regulations, such as no entry into restricted areas or interference with the race. 5. Emergency Support – Assisting in crowd control and facilitating evacuation procedures in case of an emergency, coordinating with event security and local authorities when necessary. All bouncers shall be trained in crowd management and emergency response procedures, ensuring their readiness to handle any security or safety-related incidents during the marathon.

Manpower Requirements: The Agency shall provide the necessary manpower for the successful execution of the marathon event. The required personnel for various roles are as follows: 1. Housekeeping (On Route) – Not less than 60 personnel for the management and cleaning of waste along the marathon route, ensuring cleanliness throughout the event. 2. Volunteers & Bikers (Route + Venue) – A total of 200 volunteers and bikers will be assigned to assist with various tasks, including route management, participant guidance, and venue support. 3. Zumba Instructors – A sufficient number of Zumba instructors for participant warm-ups, but not less than 6 instructors, ensuring a lively and energetic start to the event. 4. Singer – A singer to enhance the atmosphere and bring glory to the event, contributing to the overall experience. She/he should have sung at least 50 songs in Bollywood movies and having at least 500,000 Instagram followers. 5. EMCEE (Master of Ceremonies) – A qualified EMCEE to host and manage the event on race day, ensuring smooth communication and engagement with participants and spectators. 6. Safai Mitra (Waste Management) – 60 Safai Mitra personnel will be deployed to manage waste collection, ensuring cleanliness before, during, and after the event. The personnel will work 2 shifts. 7. Physiotherapists, Sports Medicine Physicians, and Paramedical Assistance – Adequate numbers of qualified physiotherapists, sports medicine physicians, and related paramedical staff to be stationed at appropriate checkpoints along the race route, ensuring participant well-being and immediate medical support. 8. Male Promoters – Adequate number of male promoters will be responsible for engaging with participants and assisting in the event’s promotions. 9. Supervisors – 10 supervisors will oversee operations, ensuring coordination and efficient management of event activities. 10. Head of Route Management – A designated Head of Route Management will be assigned to supervise the route, ensuring proper logistics, participant guidance, and route safety. All personnel will be appropriately trained and assigned in accordance with the specific needs of the event to ensure smooth operations, participant safety, and event success. All complete as per the directions of Management committee.

Sports Personality of International/National Repute: The engagement of a sports personality of international/national repute / Bollywood personality shall be undertaken in consultation with the organizer (DDA). The payment for the sports personality’s or Bollywood personality engagement will be made on an actual basis, but shall not exceed the maximum quoted amount of Rs. 15,00,000/-. Any costs incurred shall be subject to verification and approval, ensuring the total payment does not exceed the specified limit. All complete as per the directions of Management committee.

Tracksuit: The tracksuits provided for the event shall be of a reputed make, selected in consultation with the organizer (DDA). The choice of brand shall include, but is not limited to, renowned sports brands such as Nike, Adidas, or Puma, or any other equivalent brand of repute, as mutually agreed upon by the Agency and the organizer. The tracksuits shall meet the quality and design standards specified as per directions of Management committee.

Food, Breakfast, Hi-Tea, and Dining Arena: The Agency shall be responsible for organizing and managing food and beverage services for dignitaries, guests. The arrangements shall include the following: 1. Breakfast – Providing breakfast for dignitaries, guests, and staff as per the event schedule. The menu shall include a variety of suitable options to accommodate dietary preferences. 2. Hi-Tea – Arrangements for hi-tea, to be served at appropriate times during the event for dignitaries, guests, and VIPs, with a selection of refreshments, snacks, and beverages. 3. Dining Arena – A designated dining area for dignitaries and guests, furnished with appropriate seating and amenities. This area shall be staffed with sufficient manpower to serve and assist attendees. 4. Manpower and Materials – The Agency shall ensure that adequate staff are available for food service, ensuring smooth operations during breakfast, hi-tea, and dining services. All required materials, such as tables, chairs, linens, and serving equipment, shall be provided as part of the arrangement. The quality and presentation of food and beverages shall meet the standards set by the Engineer-in-chage.

Cultural Groups for Route: The Agency shall provide 10 cultural groups for the event, with each group consisting of 5 artists. A total of 10 different cultural groups shall be arranged to perform along the marathon route. These groups shall be selected to represent diverse cultural expressions and add to the vibrancy and atmosphere of the event. The performances shall be scheduled appropriately along the route to enhance participant and spectator engagement.

Miscellaneous Items: The Agency shall provide the following miscellaneous items required for the smooth execution of the event: 1. Whistles, Flags, Paint, Brushes, Files, Paper, Pens – These items shall be provided to ensure effective coordination, record-keeping, and signaling during the event. 2. Standees for Registration Counters and Press Conference – A total of 30 standees (5' x 4') of reputed make shall be provided for use at registration counters and the press conference area. These standees shall feature appropriate branding and signage as per the event's design specifications. 3. T-Shirts for Volunteers – A total of 100 T-shirts shall be provided for volunteers, made from a reputed brand, ensuring both comfort and proper branding for the volunteers during the event. 4. Stationery Items for Record-Keeping – Essential stationery items, such as files, paper, pens, and other materials, shall be provided to the AFI (Athletics Federation of India) officials for record-keeping and administrative tasks throughout the event. All items shall meet the specified quality standards and be delivered in a timely manner to support the efficient management and organization of the event.

Overall Management: The Agency shall be responsible for managing the entire event, including: 1. Concept & Creative Design – Development of event concept, creative visuals, and social media engagement. 2. Expo Day Management – Organizing registration, material distribution, and attendee experience on Expo day. 3. Race Day Management – Overseeing logistics, timing systems, water stations, and crowd coordination on race day. 4. Crowd Flow Management – Ensuring safe and efficient movement of participants and spectators throughout the event. 5. Certified Route Measurement – Ensuring the marathon route is measured by an AIMS/World Athletics certified measurer. 6. Customized Expo Management Software – Providing software to manage registrations and distribute race materials. 7. Pacer Selection & Logistics – Selecting pacers, providing pacer bags, and coordinating their travel arrangements. The Agency shall execute these tasks professionally, ensuring the event’s success and smooth operation. All complete as per marathon protocol and consultation with DDA and as per the direction of Management committee.

Note: The rates are inclusive of all taxes including GST, bidder shall quote rate accordingly. It is certified that: 1. I/we, have carefully studied scope of the work and all terms and conditions of this tender document. The rates quoted above are in acceptance to all terms and condition along with scope of work described in the tender document. 2. Validity of Rate: 45 days from the date of opening of financial bid. 3. All rates quoted above are inclusive of all taxes as applicable and the same will remain firm and final in all respect for the scope of work as specified in the tender document. 4. I/we shall not retract from the rate quoted above, in event of award of work in full or part. 5. Agency need to execute the all works mentioned in the scope of work. Nothing extra will be paid for the items mentioned in the scope of work and in the tender document.