Tourism Corporation Of Gujarat Limited Tender

Escorting dignitaries, Managing all two-three Garba ground with proper costumes and footwear, Rope, etc. required material to maintain the Garba ground and managing the crowd/Players. These shall be kept separate from manpower of item. Agency shall submit the details of name, age, educational background, contact number and xerox copy of ID'Proof to TCGL before 15 days of event starts. TCGL concern official shall verify the attendance from time to time during event. Agency shall maintain the attendance register duly signed by the manpower (Qty/day 430 nos. for other 8 days)

Providing,Arranging and Executing Bouquets/Fruit basket: Bouquets/fruit basket(If required) for VVIP/VIP & Invitees. As per instruction of TCGL official. Agency shall submit the receipt of same to TCGL concern official (Qty/day 125 nos. for 1 day)

Providing,Arranging and Executing Bouquets: Bouquets for VVIP/VIP & Invitees. As per instruction of TCGL official. Agency shall submit the recipt of same to TCGL concern official (Qty/day 5 nos. for other 8 days)

Managing and Executing Police Band/Military Band by co-ordinating, liasioning to & fro transportation arranging from the concerned office to the venue. (For Inaugural day or as directed by TCGL) (For 1 day)

Providing,Arranging and Executing arati and pooja material with flower mala, prasad,arati stand,diya and maharaj for pooja vidhi etc comleted for all entire event days is part of scope of work (For 9 days)

Providing and arranging for Anchor with speech scripted for the event with protocols, assuring synchronised performance management, synchronization of stage performers with folk troupes/artists as directed by TCGL for entire event. The anchors shall be finalized in consultation with TCGL. (a) Male anchor. (For 9 days)

Female Anchor (For 9 days)

Providing and arranging Event Management Crew:-Coordinator for entire event with necesarry arrangement of walky talky or site communication system. Agency shall submit the details of name, age, educational background , contact number and xerox copy of ID'Proof to TCGL before 15 days of event starts. TCGL concern official shall verify the attendance from time to time during event. Agency shall maintain the attendance register duly signed by the manpower. (Qty/day 12 nos. For 9 days)

Event Managers: For entire event with necesarry arrangement of walky talky or site communication system. Agency shall submit the details of name, age, educational background , contact number xerox copy of ID'Proof to TCGL before 15 days of event starts. TCGL concern official shall verify the attendance from time to time during event. Agency shall maintain the attendance register duly signed by the manpower. (Qty/day 4 nos. For 9 days)

Providing, Executing and Arranging and managing suitable staff(male and female) arrangement for - Venue Guides having fluency in English, Gujarati, and Hindi Languages- with tshirt of Gujarat Tourism logo & caption "May I Help You?' . TCGL concern official shall verify the attendance from time to time during event. Agency shall maintain the attendance register duly signed by the manpower. (Qty/day 15 nos. For 9 days)

Providing and Arranging Ambulance Van with team of Doctors and First Aid Kit for entire event period. The details of Doctors & team shall be submitted to TCGL for approval. Agency shall preferebly tie up with standard medical institution/hospitals for the purpose and will assure that only qualified staff & services are available during event days from 3.30 pm to 12.30 am. without any extra cost (Qty/day 1 Ls. for 9 days) (Note: Item shall be operated only if required by TCGL)

Providing, printing and distribution of all area access cards including photographs as per directions of TCGL. The details of distribution of all area access card shall be given by TCGL. The agency shall manage database related to cards distributed to other agencies, govt officials & TCGL officials duly signed by concerned team leader, without which no payment shall be made to agency. No extra excess work will be considered without instruction without instruction from TCGL. agency need to start work before 15 days.

Distribution, sticking, labelling, printing for Invitation Cards only as directed by TCGL. Including cover packing, name sticker, labelling of address, postage, stamp/RPAD, hand delivery, trasnportation etc complete. The task has to be one point solution for distribution of cards(minimum 30000 cards). No fuel cost shall be given additionally. Agency shall submit the details of distribution of cards to TCGL like, name of invitee, no. of card given, mode of distribution (post/hand delivery/courier/RPAD etc) date of dispatch etc. The agency shall provide the team (Minimum 15 persons/ as per TCGL requirment) to TCGL head office before 20 days or as per instruciton of TCGL. Agnecy shall provide extra manpower in all above items , if required. No extra cost wil be paid. No other facilities of compensation shall be paid.

Managing, upkeeping, providing, arranging of mineral bottled water, tea-coffee, light snacks and beverages, serving and other services at all Admin & Media/Police/Medical lounges as well as on dias etc. during the inauguration day as per directions of TCGL. This includes providing & managing inventory of branded mineral water, soft drinks, snacks , tea , coffee, etc with all necesarry accessories, storage, refrigeration, utensils, crockery complete as well as serving staff in uniform and necesarry manpower for the purpose. (i) Managing (Services) Arrangements of bottled mineral water (branded - 200ml) refrigerated, microwave/oven, etc and its distribution to all lounges and dias. (Arrangements for minimum 100 peoples) (Consumption report to be checked and approved by the Officer in Charge.) (ii) Provision of tea, coffee,Soft Carbonated Drinks (SCDs) and Juices to be served chilled in all lounges. Required provision for refrigerator, power to run refrigerator, etc to be carried out by the bidder. Assorted SCDs to be provided in flavours of Cola, Orange, Lemon and Soda. (250 ml) and Juices such as Apple, Grapes, Orange, Pineapple, Mixed Fruits etc. (Arrangements for minimum 100 peoples) (Consumption report to be checked and approved by the Officer in Charge.) (iii) Provision of Light Snacks in all lounges and dias. Light Snacks such as Sandwich, cookies, wafers. The necessary arrangements for plates, spoons, forks, sauces, napkins etc included. (Arrangements for minimum 100 peoples) (Consumption report to be checked and approved by the Officer in Charge.) Minimum staff required 10 person , in total at all concerned lounges and dias management. If required, Agency shall arange for more person for servicing at no extra cost. TCGL concern official shall verify the attendance from time to time during event. Agency shall maintain the attendance register duly signed by the manpower. Also, The details of inventory of tea, coffee, soft drinks, water snacks shall be submitted to TCGL - consumption report etc. No extra excess shall be consumed without notice of signature of TCGL office (For 1 day)

During remaining event days Managing, upkeeping, providing, arranging of mineral bottled water, teacoffee, light snacks and beverages, serving and other services at all Admin & Media lounges as well as on dias etc. as per directions of TCGL. This includes providing & managing inventory of branded mineral water, soft drinks, snacks , tea , coffee etc with all necesarry accessories, storage, refrigeration, utensils, crockery complete as well as serving staff in uniform and necesarry manpower for the purpose (i) Managing (Services) Arrangements of bottled mineral water (branded - 200ml) refrigerated microwave/oven, etc and its distribution. (Arrangements for minimum 50 peoples per day) (Consumption report to be checked and approved by the Officer in Charge.) (ii) Provision of Soft Carbonated Drinks (SCDs) and Juices to be served chilled in all lounges. Required provision for refrigerator, power to run refrigerator, etc to be carried out by the bidder. Assorted SCDs to be provided in flavours of Cola, Orange, Lemon and Soda. (250 ml) and Juices such as Apple, Grapes, Orange, Pineapple, Mixed Fruits etc. (Arrangements for minimum 50 peoples per day) (Consumption report to be checked and approved by the Officer in Charge.) (iii) Provision for Tea/Coffee Vending Machine to serve variants of coffee and Tea in all lounges. The necessary cups, saucers, spoon, sugar, tea etc included. Provision of Light Snacks in all lounges. (iv) Light Snacks such as Sandwich, cookies, wafers. The necessary arrangements for plates, spoons, forks, sauces, napkins etc included. (Arrangements for minimum 50 peoples day) (Consumption report to be checked and approved by the Officer in Charge.) Minimum staff required 10 person , in total at all concerned lounges and dias management. If required, Agency shall arange for more person for servicing at no extra cost.Agency need to provide mineral water bottel of 200 ml at VVIP seating area asper instruction by TCGL. TCGL concern official shall verify the attendance from time to time during event. Agency shall maintain the attendance register duly signed by the manpower. Also, The details of inventory of tea, coffee, soft drinks, water snacks shall be submitted to TCGL - consumption report etc. No extra excess shall be consumed without notice of signature of TCGL office. (For 8 days).

Managing (Services) Arrangements of mineral water and its distribution in Entire Seating area on the inauguration day. (Consumption report to be checked and approved by the Officer in Charge) from 4.00 pm. 12.30 am (i) Managing (Services) Arrangements of bottled mineral water (branded - 200ml refrigerated and its distribution to all VVIP/VIP seating area on the inauguration day. (Arrangements for minimum 8,000 bottles) (ii) Manning, Keeping, Arranging and Providing Services with necessary staff, water dispensers (chilled), disposable glasses etc at 10-12 different locations near the invitees/general seating area during the inauguration day as per the requirements of the TCGL.(Arrangements for minimum 15,000 peoples) Agency P03 will take care of solid waste management including dustbins etc at each counter and cleanliness around the counter area.(For 1 day)

Managing (Services) Arrangements of mineral water at Water counters in Entire venue during the remaining event days. (i) Manning, Keeping, Arranging and Providing Services, water dispensers (chilled), disposable glasses etc at 10 different locations within the venue (from 4.00 PM To 12:30 AM)during the entire event periods as per the requirements of the TCGL. Supplying, Arranging, providing Mineral water at the venue including water dispenser, counter, disposable glasses including garbage collection & disposal system & 2 person to serve the water at counter shall be provided by agency for entire event period. The agency shall ensure enough drinking water supply (Mini. 50 bottles of 20 litres daily) for entire event period. The agency shall ensure enough drinking water supply. The agency shall be responsible to provide and serve water to all the visitors to the venue. Note: The agency shall provide, setup and operate a plastic glass disposal machines.Keep atleast 2 water boy s at each counter, to avoid chaos, water logging and keep the counter clean and need to collect and through all glasses in waste disposal area as per installated on site. The using of water disposal glass of plastic or any other material should proper as per govt. norms only. Agency P03 will take care of solid waste management including dustbins etc at each counter and cleanliness around the counter area. (For 9 days) (Note: If Disposable glasses is not use regulalry than 80% quoted rates will considered.)

Hospitality Services at VVIP lounge, During Inauguration day Managing, upkeeping, providing, arranging of mineral bottled water, tea-coffee, light snacks and beverages, serving and other services at all VVIP,Lounges. during the inauguration day as per directions of TCGL. This includes providing & managing inventory of branded mineral water, soft drinks, snacks , tea , coffee etc with all necesarry accessories, storage, refrigeration, utensils, crockery complete as well as serving staff in uniform and necesarry manpower for the purpose. (i) Managing (Services) Arrangements of bottled mineral water (branded - 200ml) refrigerated microwave/oven, etc and its distribution to VVIP lounge. (Arrangements for minimum 150 peoples) (Consumption report to be checked and approved by the Officer in Charge.) (ii) Provision of tea, coffee,Soft Carbonated Drinks (SCDs) and Juices to be served chilled in VVIP lounges. Required provision for refrigerator, etc power to run refrigerator, etc to be carried out by the bidder. Assorted SCDs to be provided in flavours of Cola, Orange, Lemon and Soda. (250 ml) and Juices such as Apple, Grapes, Orange, Pineapple, Mixed Fruits etc. (Arrangements for minimum 150 peoples) (Consumption report to be checked and approved by the Officer in Charge.) (iii) Provision of Light Snacks such as Sandwich, cookies, wafers. The necessary arrangements for plates, spoons, forks, sauces, napkins etc included. (Arrangements for minimum 150 peoples) (Consumption report to be checked and approved by the Officer in Charge.) Minimum staff required 5 person , in total at VVIP Lounge management. If required, Agency shall arange for more person for servicing at no extra cost. TCGL concern official shall verify the attendance from time to time during event. Agency need to provide all services of Five star cateogry. Agency shall maintain the attendance register duly signed by the manpower. Also, The details of inventory of tea, coffee, soft drinks, water snacks shall be submitted to TCGL - consumption report etc. No extra excess shall be consumed without notice of signature of TCGL office. Mode of measurement: Based on Lumpsum. (Note: If seperate VVIP lounge will be constructed near at main stage area as per instruction of committee)

Hospitality Services at VVIP lounge, Entire remaing 8 Event days Managing, upkeeping, providing, arranging of mineral bottled water, tea-coffee, light snacks and beverages, serving and other services at all VVIP,Lounges. during the entire event day as per directions of TCGL. This includes providing & managing inventory of branded mineral water, soft drinks, snacks , tea , coffee etc with all necesarry accessories, storage, refrigeration, utensils, crockery complete as well as serving staff in uniform and necesarry manpower for the purpose. (i) Managing (Services) Arrangements of bottled mineral water (branded - 200ml) refrigerated microwave/oven, etc and its distribution to VVIP lounge. (Arrangements for minimum 50 peoples) (Consumption report to be checked and approved by the Officer in Charge.) (ii) Provision of tea, coffee,Soft Carbonated Drinks (SCDs) and Juices to be served chilled in VVIP lounges. Required provision for refrigerator, power to run refrigerator, etc to be carried out by the bidder. Assorted SCDs to be provided in flavours of Cola, Orange, Lemon and Soda. (50 ml) and Juices such as Apple, Grapes, Orange, Pineapple, Mixed Fruits etc. (Arrangements for minimum 50 peoples) (Consumption report to be checked and approved by the Officer in Charge.) (iii) Provision of Light Snacks such as Sandwich, cookies, wafers. The necessary arrangements for plates, spoons, forks, sauces, napkins etc included. (Arrangements for minimum 50 peoples) (Consumption report to be checked and approved by the Officer in Charge.) Minimum staff required 5 person , in total at VVIP Lounge management. If required, Agency shall arange for more person for servicing at no extra cost. TCGL concern official shall verify the attendance from time to time during event. Agency need to provide all services of Five star cateogry. Agency shall maintain the attendance register duly signed by the manpower. Also, The details of inventory of tea, coffee, soft drinks, water snacks shall be submitted to TCGL - consumption report etc. No extra excess shall be consumed without notice of signature of TCGL office. Mode of mesurement : Based on Lumpsum.Note:Agency need to take proper precaution to prevent any kind of damage to the existing structures and all the other facilities, agency will be responsible to compensate incase of such damage. (Note: If seperate VVIP lounge will be constructed near at main stage area as per instruction of committee)

Providing volunteers & ushers for the stalls, help desk & RSVP within the venue. Agency shall submit the details of name, age, educational background , contact number to TCGL before 15 days of event starts. TCGL concern official shall verify the attendance from time to time during event. Agency shall maintain the attendance register duly signed by the manpower. Agency shall ensure the help desk volunteers (in proper uniform containing TCGL Logo) are well aware about venue, events of each days, services, & basic knowledge of Gujarat Tourism destinations & other events. (Qty/day 10 Nos. for 9 days)

Conceptualizing, planning and operationalizing a system for counting the tourist/visitor arrival to the venue, the agency has to provide necessary investigators/Operating staff to work on the counting and segregsating the visitors in terms of time slot, age, gender, origin (Foreigner,etc. other state) and provide daywise report to TCGL/PMC. The counting shall be done by providing and using the sensors/ Manual Counting Machines at all the visitors arrival lanes around 15 nos. The agency shall also be responsible to count the visitors/performers at Theme Pavilion, Bal Nagri, Anand Nagari (Adventure zone), Garba ground, Food Stalls, Craft Stalls etc. The agency shall have to undertake work in close consultation with PMC/TCGL and their manpower shall be responsible to work and report accordingly.

Providing and arrangeing Emergency lighting/tourch/Umbrela for VVIP/ VIP lounge for entire event days (Qty Minimum 20) - As per instruction of TCGL (For 9 days)

Providing and arranging Golf carts/battery operate vehicles with flower decoration (7 seater) for VVIP/VIP to travel within Venue during the inaugral day - as per site requirements or as instructed by TCGL officials. (Qty/day 3 nos. For 1 day)

Providing and arranging Golf carts/battery operate vehicles with flower decoration (7 seater) for VVIP/VIP to travel within Venue during the inaugral day - as per site requirements or as instructed by TCGL officials. (Qty/day 2 nos. For 8 days)

Arrangement of provision and management of communication system for entire event in VVIP/VIP/admin/media lounges near stage as directed by TCGL.(a)walkytalky sets (1.5 Km range) to the TCGL officals (Qty/day 15 nos. for 09 days) (Note: Counted only that has been provided to Government Officials. and distributed by Officials, other than this agency utilize for their internal communication that will not be considered.)

Taking instructions and list of names from TGCL, printing name/designation of the dignitories on the dias as well as in seating arrangement and also printing and installing name of various sections arrangement like Press,VVIP,VIP,Armed forces etc. complete, with printing stickers/papers of appropriate sizes sticking or installingon appropriate stands them at various locations on stage as well as in seating on inauguration day as directed by TGCL.

Preparing, designing, printing of Badgets for security of Navratri theme/logo based in consultation with TCGL and distributes to security as per instruction of TCGL. (Need to review item)

Providing and Managing Wheel chair with Manpower (Qty/day 5 nos. for 9 days)

To run and manage the back office for TCGL/Committee including office infrastructure like latest computers ( 02 nos)Laptop (02 nos)Laser printer (01 nos),All in one ( printer , zerox ,fax, copy , scan) machine(01 no), Multiple Mobile charging unit (1 no.), operational and active internet connection for all computers and laptops. Required stationary items including manpower 01 no ,Typist (english and gujarati) 01 no office assistant(min graduate) 01 no administration executive(min MBA degree holder) from as per instruction of TCGL prior minimum 7-10 days of event as per instruction of TCGL/PMC.

Photography & Videography for almost all days of entire event period : Digital Photography: Agency to arrange the digital photo shoot for all days of the events. Agency to shoot and compose the photo Album of event date wise, VVIP - VIP, Tourists Visit, different activities, Surrounding Locations and Sights, Culture Program stage - 1 &2 , All over ambience,Theme pavilion, Bal nagari, Adventure sports activities, Garba, structure, etc. Agency to submit softcopy by way of DVD in duplicate printed date on the DVD and Karizma/Offset Album of size 12" X 15" or 12" X 12" with 300 nos. photos. HD Videography: Agency to arrange,HD Video shoot for all days of the event date wise, VVIP - VIP Visit, Tourists Visit, different activities, Surrounding Locations and Sights,Culture Program stage - 1 &2 , All over ambience,Theme pavilion, Bal nagari, Adventure sports activities, Garba, structure, etc. Agency to shoot and edit the video and to submit the DVDs of edited video. (Max. 90 Mins & 5 Copies of DVDs, pendrive) Editing and sound mixing is a part of job. Note - Agency have to provide softcopy of photography on daly basis to TCGL without fail. ITEM WILL BE EXECUTED ONLY IF REQUIRED.

Post event report : (in soft copy (DVD, CD, Pendrive) and hard bounded copy) consisting all event related details, photographes, and data of visitors, participants etc complete for entire event period.

Total Amount Rs.

Total Amount in Words

All staff and team member of Event manager shall wear an approved uniform - Tshirt with Gujarat Tourism logo, Pent, Shoes, belt, Cap.

All Govt. norms Rules & regulation need to be follow properly on site. All plastic and other new rules should be follow.

Necessary arrangement for service & catering staff shall be provided to performers during rehearsal and to VIP guest during site visit by the Event manager accordingly.

The rate shall be quoted for entire event ( all 9 days) considering all the requirements of the event.

Where there is discrepancy between the rates in figures and in words, whichever is less shall govern

Where there is discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern.

If the total amount of bid quoted is less than actual summation of cost of all the components/parts as the case may be, then the total quoted amount shall govern and difference between the actual summation and amount quoted shall be considered as a discount.

NO GST/Service tax as applicable shall be paid extra. The rates quoted above shall be inclusive of service tax, VAT, octrio, and all other taxes and shall not be separately reimbursed.

If total amount of bid is more than actual summation of cost of all components/parts as the case may be, then the individual cost of the components/parts shall govern and total amount shall be reduced to actual summation and it shall be considered as mistake in totaling.

The Event Manager considering attached layout and proposal shall fill up the quantity fields, which are left blank. Quantity filled by the Event Manager shall match with the presentation/discussion made before the Committee. If the modification suggested, same shall be incorporated without any extra cost. Stipulated quantity shall not be permitted to be corrected.

Whereever the words suitable or necessary or adequate are used means the Event Manager shall provide or fulfill the requirement in consultation with Engineer-in-Charge of TCGL or Art Director or Police Department or Consultant appointed by TCGL or other related Department.

Any ambiguity found in technical or price bid shall be brought to the notice in writing during Pre-bid meeting.

Services by way of providing adequate manpower in proper dress for VVIP & VIPs lounges and in all other lounges like media, Administrative etc. shall be in the part of scope of Event Management

The Event Contractor shall provide detail s of all LS items with quantification and amount as an attachment as separate Annexure to the Price Bid in Hard copy.

No excess quantity for the Additional items as proposed by event Contractor will be paid extra.

The agency shall take a insurance of event (TCGL as beneficiary) as per respective clause of technical bid

Sign & Seal of the Bidder