Request to Bid (Tender) for Selection of Agency for Organizing and Managing Vibrant Gujarat Global Trade Show 2027 on turnkey basis.

2. Description of work:

Selection of Agency for Organizing and Managing on turnkey basis Vibrant Gujarat

Global Trade Show 2027 to be organized as a part of Vibrant Gujarat Global

Summit 2027 in Gandhinagar in the Month of January 2027 on turnkey basis.

Proposed dates for the Summit are 10-12, January, 2027 and the

exhibition/tradeshow will be organized concurrently from 9th to 13th January

Issue of RFP document 01.09.2026, 1600 HRS

Online bid submission deadline 16.09.2026, 1600 HRS

Deadline for physical submission of technical bid 16.09.20266,

documents 1600 HRS

Pre-bid meeting at iNDEXTb office in Gandhinagar 08.09.2026,

Opening of technical bid online 16.09.2026,

Opening of financial bid Will be intimated later

4. Access to bid documents

Bid documents are available online on organizations website www.indextb.com

and on www.nprocure.com portal

a) Tender fee is ₹ 10,000/- non-refundable

6. Tender fee to be deposited by Demand draft in the favour of “Industrial Extension

Bureau” payable at Gandhinagar

7. Earnest Money Deposit (EMD)

a) Earnest money deposit is ₹ 20,00,000/- Refundable (without interest)

b) EMD to be deposited by Demand draft in the favour of “Industrial Extension

Bureau” payable at Gandhinagar from nationalized scheduled bank

c) EMD can be deposited in the form of BG (bank Guarantees).

8. Submission of RFP

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

a) Technical bid documents including documents proving eligibility criteria to be

submitted in hard copy to the iNDEXTb office as per the deadline mentioned

b) Tender fee and EMD Demand Draft to be submitted to iNDEXTb office (as per

the deadline mentioned) after uploading its details online on www.nprocure.com

c) Financial bid to be submitted online only on www.nprocure.com portal as per

the deadline mentioned

9. Eligibility criteria

a) Relevant Experience

i. Bidder should have minimum 10 years of experience in the field of

organizing and managing exhibitions as on last date of bid submission

ii. Joint ventures are not allowed

b) Financial standing

i. Bidder should have an average annual turnover of ₹ 75 Crore for three

financial year 2022-23, 2023-24 and 2024-25.

ii. Bidder Firm should not have suffered any financial loss for more than one

year during these three years, ending on ‘The Relevant Date’.

iii. Bidder submitting their bid shall not be under liquidation, court receivership

or similar proceeding.

i. Bidder should have completed similar work as mentioned in the “Schedule

of Requirement” in last 5 years with total area of 1,00,000 Sq. mt. net

saleable area (in various exhibitions) with following provision

a. For calculating 1,00,000 Sq. mt area, only those events having net saleable

area greater than 15,000 sq.mt will be considered;

ii. The experience in marketing, selling, designing and setting up of exhibition

/ trade show/BSM will be given preference.

d) Other eligibility criteria

i. The bidder should be an income tax payer and should have filed IT returns

for the above three assessment years

ii. Bidder must have valid GST registration number

iii. The bidder should not have been blacklisted by any State Government,

Central Government or any other Public sector undertaking or a

Corporation or any other Autonomous organization of Central or State

10. Right to amend or withdraw

The Department reserves the right to amend or withdraw any of the terms and

conditions contained in the Tender Document or to reject any or all tenders without

assigning any reason. The decision of the Industrial Extension Bureau in this

regard shall be final and binding on all.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

11. Registration for bidding

Bidders who wish to participate in this e-tender will have to register on

https://indextb.nprocure.com. In case, the bidders need any clarification or for

training requirement for participating in e-tender, they may contact the following

(n)Code Solutions (A DIVISION OF GNFC LTD.)

403, GNFC Info Tower, S. G. Road, Bodakdev, Ahmedabad – 380 054 (Gujarat)

Managing Director

Industrial Extension Bureau (iNDEXTb)

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

a) Vibrant Gujarat Global Trade Show

The Government of Gujarat biennially organizes global summit - Vibrant Gujarat

Summits – since year 2003. Over the years, this Summit has emerged as one of

the important Summits taking place in India and having participation from

International and National Companies, Academicians, Technocrats,

Administrators, Policy Makers, etc.

On behalf of the Government of Gujarat, Industrial Extension Bureau (iNDEXTb)

– a Government of Gujarat Organization under the Industries and Mines

Department of the Government of Gujarat is acting as the nodal agency for the

Summits since the first such summit organized in the year

Concurrently with the Summit, an Exhibition is also organized for about 4-5 days,

where in companies, organizations, governments, institutions from India and

abroad participate to showcase their technologies, innovations, investment

opportunities, investment potential etc and to have meaningful business to

business interactions.

Over the years, the exhibition has witnessed increased participation and has been

organized in larger areas year after year.

Exhibition concurrent to Previous Gross Area (Sq. Mtr)

The 10th edition of the Summit was organized in the year 2024 (January 2024).

During the exhibition organized along with the Summit, more than 1100 national

and international companies participated and more than 16,00,000 footfalls during

the course of 05 days of the exhibition occurred. Visitors included representatives

of Leading Companies participating in VG: 2024 Summit, foreign delegates,

representatives of SMEs in various sectors across the country, young

entrepreneurs, academic institutes, etc.

Next Summit would be organized in January 2027 in Gandhinagar, Gujarat. For

this Summit, it has been planned to organize a Vibrant Gujarat Global Trade Show

2024 in an area of over 1,60,000 sq. mt. at Exhibition Ground, Sector

Gandhinagar, Gujarat.

The exhibition during 2019 Summit was organized by setting up of combination of

semi-permanent and temporary structures. All the structures were air-conditioned.

2024 exhibition would also be organized in already existing semi-permanent

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

domes and by setting up of additional temporary structures with air-conditioning

facilities by successful applicant, if required.

Gujarat, in addition to promote new investment, is also committed to promote

business in the State and India through increased trading activities in agriculture,

manufacturing and services sectors. Also Government is committed to promote

exports from the State thereby contributing to the Indian economy. Thus, under

Vibrant Gujarat Summit, Government of Gujarat may organize Buyers-Seller

Meets, Reverse Buyers Sellers Meet and Vendor Development as part of the

Vibrant Gujarat Global TradeShow

Support from various organization is envisaged in making the organizing of the

above events successful especially from Ministry of Commerce and Industry,

Government of India; various trade promotion councils, chamber of commerce and

iNDEXTb as Nodal Organization for Government of Gujarat for organizing the

Summit will be coordinating various activities related to the same with different

committees, and government departments and its organization.

b) Objective of the RFP

The purpose of the RFP is to invite interested and qualified agencies as applicants

to submit proposals for the right to provide services to iNDEXTb. Services are

sought in connection with organizing the Vibrant Gujarat Global Trade Show

concurrently with Vibrant Gujarat Global Summit 2027 as described in Scope of

Work mentioned in Chapter 6 and on the terms and conditions set out in the bid

The successful agency will be allowed to collect and retain the rental received

from the participating organizations in the Trade Show/Exhibition. Rental for

participation will be charged at the finalized rates for various categories mentioned

Against the allowing of retaining the proceedings received from rental and

participation, the successful agency will have to incur expenditure towards venue

booking (for the period as mentioned in this document), for all other works

mentioned in the scope of work.

The successful agency will have to bid for the royalty amount they will provide to

the Government of Gujarat / Nodal Organization on behalf of Government of

Gujarat. The bidder bidding for highest amount of Royalty above the minimum

amount may be adjudged successful after the outcome of QCBS Process of

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iNDEXTb - Industrial Extension Bureau

Instructions to Bidders (ITB)

1. Clarification of Tender Document

a) A prospective bidder requiring clarification on the tender documents may notify

to iNDEXTb in writing 48 hours before the bid closing date and time.

b) If there is any ambiguity or contradiction found/observed in the RFP document

between technical proposal and financial proposal, the bidder shall bring it to

the notice of the iNDEXTb/Consultant appointed by the iNDEXTb 48 hours

before the bid closing date and time.

c) A response to the query will be published on the iNDEXTb website.

2. Amendment of the tender document

a) At any time prior to the date of submission of bids, iNDEXTb may, whether at

his own initiative or in response to a clarification sought by a prospective bidder,

amend bid documents by issuing a corrigendum.

b) The corrigendum shall be published on the iNDEXTb website.

c) When the amendment/modification changes the requirement significantly and

/or when there is not much time left for the tenderers to respond to such

amendments, and prepare a revised tender, the time and date of submission of

tenders are also to be extended suitably, along with suitable changes in the

corresponding timeframes for receipt of the tender, tender validity period, and

so on, and validity period of the corresponding EMD/bid security.

3. Bid validity

a) A bid shall remain valid for 90 days

b) In exceptional circumstances, the consent of the bidder may be requested in

writing for an extension to the period of bid validity. Such requests will be made

much before the expiry of the bid validity. The bid security provided shall also

be suitably extended.

c) A bidder accepting the request and granting extension shall not be permitted to

modify his bid.

a) Tender fee is 10,000/- non refundable

5. Tender fee to be deposited by Demand draft in the favour of “Industrial Extension

Bureau” payable at Gandhinagar.

6. Earnest Money Deposit (Bid Security)

a) The Earnest Money Deposit is required to protect the Purchaser's interests

against the risk of bidder's conduct, which would warrant forfeiture of the bid

b) Earnest money deposit is ₹ 20,00,000/- Refundable

c) EMD to be deposited by Demand draft in the favour of “Industrial Extension

Bureau” payable at Gandhinagar.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

d) The amount deposited as bid security shall carry no interest during the entire

period it remains with iNDEXTb.

e) EMD of the unsuccessful owner will be refunded without interest within

reasonable time after final decision of the tender

f) EMD of the successful bidder will also be returned without interest within

reasonable time after final decision of the tender or will be adjusted against the

Security Deposit, royalty sum payable.

g) EMD shall be forfeited:

I. If the bidder withdraws his bid during the period of bid validity; or

II. In the case of a successful bidder, if the bidder fails to sign the contract

and/or fails to furnish performance guarantee in accordance to the

relevant clauses of the documents(s).

7. Withdrawal, substitution and modification of Tenders

a) The tenderer, after submitting the tender, is permitted to withdraw, substitute or

modify the tenders in writing without forfeiture of Bid Security/EMD, provided

these are received duly sealed and marked like the original tender, up to the

date and time of receipt of the tender.

b) Any such request received after the prescribed date and time of receipt of

tenders will not be considered.

c) No bid may be withdrawn in the interval between the deadline for submission

of bids and expiration of the period of bid validity. Withdrawal of a bid during

this period will result in forfeiture of the bidder’s bid security (EMD) and other

8. Cost of bidding

a) The Bidder shall bear all costs associated with the preparation and submission

b) iNDEXTb in no case will be responsible for these costs regardless of the

conduct or outcome of the bidding process.

a) All Proposals, correspondence and documents related to proposals, shall be

written in the English language.

b) Supporting documents and printed literature furnished by the Bidder may be in

another language; provided they are issued by competent agencies and their

English translation is provided

10. Currency of bidding

a) Price shall be quoted in Indian Rupees ( ₹ )only

11. Summary rejection of bid

a) One or more of the following reasons will render a bid liable to be rejected

I. A bid not secured in accordance with EMD.

II. If Demand Draft towards the tender document fee is not submitted

before the date and time as mentioned in the notice inviting RFP.

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iNDEXTb - Industrial Extension Bureau

III. A Conditional bid or a bid with conditions other than those specified in

the RFP documents

IV. A bid received with validity for a shorter period than prescribed.

V. Documents establishing eligibility are not submitted.

VI. Any attempt to negotiate directly or indirectly by bidder with the authority

to whom the tender is submitted or with the authority who is competent

to accept the tender or endeavours to secure interest for actual or

prospective tender or to influence by any means will disqualify the tender

and same will be summarily rejected

VII. Each bidder shall submit only one bid. A bidder who submits or

participates in more than one Bid (other than as a subcontractor or in

case of alternatives that have been permitted or requested) will cause

all the proposals with the Bidder’s participation to be disqualified

12. Correction of errors

a) Bids determined to be sub-sequentially responsive will be checked by the

Owner for any arithmetic errors in computation and summation, Errors will be

corrected by the Owner as follows:

I. Where there is discrepancy between amounts in figures and in words, the

amount in words will govern.

II. Where there is a discrepancy between the unit rate and the total amount

II. Where there is a discrepancy between the unit rate and the total amount

derived from the multiplication of the unit rate and the quantity, the unit

rate as quoted will govern, unless in the opinion of the Owner there is an

obviously gross misplacement of the decimal point in the unit rate, in

which event the total amount as quoted will govern and the unit rate will

which event the total amount as quoted will govern and the unit rate will

b) The amount stated in the Bid Form will be adjusted by the Owner in accordance

with the above procedure for the correction of errors and shall be considered

as binding upon the bidder. If the bidder does not accept the corrected amount

of Bid, his Bid will be rejected and the EMD forfeited.

13. Filling of bid document

The Bidder’s Details, Declarations and Documents in support of Eligibility Criteria

shall be either typed and printed or neatly hand written and should be signed and

stamped by the person duly authorised by the Bidding Company. .

14. Submission of bid

a) The bid along with the necessary documents should be uploaded in the

https://indextb.nprocure.com portal as per guidelines mentioned in the portal

b) Financial bid will have to be submitted online at https://indextb.nprocure.com in

two bid systems

c) All the forms mentioned in the standard format chapter are mandatory to be

filled and submitted as a part of technical bid submission.

d) Hard copies of all documents of technical bid are to be sent on or before last

date of bid submission in an envelope named as “Technical Bid”. Each paper

of technical bid shall be duly signed and stamped by signatory authority, given

page number at the bottom and bound properly

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

e) iNDEXTb would not be responsible for any delays occurred during the transit

of the initial proposal to reach by the stipulated time and date as mentioned in

the timetable for submission of the proposal.

f) Financial bid to be submitted online only. No physical submission should be

g) Both the EMD and tender fees demand drafts, shall be placed in a separate

single envelope named as “ EMD and Tender Fees”

h) Both “Technical bid” envelopes and “EMD & Tender Fee Envelope” are to be

placed in a third envelope which is to be sent to following address on or

before due date for submission of bid.

Managing Director,

Industrial Extension Bureau

Block No 18, 2nd Floor, Udyog Bhavan

Sector 11, Gandhinagar, Gujarat

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Appendix to Instructions To Bidders (AITB)

1. Venue for the event

a) Venue for the Vibrant Gujarat Global Trade Show 2027 will be the Helipad

Exhibition Ground, Sector 17, Gandhinagar- 382 017, Gujarat, India.

b) Booking of the Venue including payment of rental for the halls, other

infrastructure and open areas would be carried out by the shortlisted/successful

agency. Moreover, all other facilities as per the guidelines of GARUD including

the deposit and guarantees towards the safety, security, operations, and no-

damage are to be borne by the selected agency including but also not limited

electricity, water, construction in open area etc.

c) The terms and condition for working at Venue is attached as Annexure to this

d) Necessary facilitation in booking of the venue will be provided by the Nodal

Organization of the Government of Gujarat.

e) The agency shall market and sell the space solely through its own efforts.

a) Bidder is advised to depute a suitable team to visit the proposed venue of the

Vibrant Gujarat Global Trade Show 2027 to fully understand the venue and

ascertain the difficulties that may be encountered during execution of works and

for obtaining all information for himself on his own responsibility that may be

necessary for preparing the bid and entering into contract. The site visits shall

be entirely at bidder’s own expense.

b) Bidder has to undertake a detailed meeting with GARUD prior to the bidding

process and submit the consent of the detail understanding of terms &

conditions of working at the venue and an undertaking to execute all other

required works for successful completion of the event.

c) For the purpose of the visit the interested bidder may contact iNDEXTb office

mentioning the tender description

3. Local conditions

a) Each Bidder is expected to get fully acquainted with the local conditions and

factors, such as historical, geographical, social, political, legal, administrative,

and/or infrastructure etc., which would have any effect on the performance of

the contract and /or the cost.

b) The Bidder is expected to know all conditions and factors, which may have any

effect on the execution of the contract after issue of Letter of Award as

described in the bidding documents.

c) Owner shall not entertain any request for clarification from the Bidder regarding

such local conditions. It is the Bidder’s responsibility that such factors have

properly been investigated and considered while submitting the bid proposals

and no claim whatsoever including those for financial adjustment to the contract

awarded under the bidding documents will be entertained by the owner. Neither

any change in the time schedule of the contract nor any financial adjustments

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

arising thereof shall be permitted by the owner on account of failure of the

Bidder to know the local laws / conditions.

d) The Bidder is expected to visit and examine the location of work site and its

surroundings and obtain all information that may be necessary for preparing

the bid at their own interest and cost.

4. Minimum area of the exhibition

a) Minimum net sealable area for the exhibition is 40,000 Sq. Mtr.

a) The applicant would provide the proposal stating the Royalty amount that it

would be providing to the iNDEXTb – the nodal agency on behalf of

Government of Gujarat in Industries and Mines Department for the exhibition

for minimum 40,000 Sq. Mtr.

b) The bidder shall have to offer additional Royalty for the increase of the display

area beyond initial proposal on pro-rata basis unless exempted by the employer

c) The quote should be exclusive of taxes, i.e. the bidder would have to pay the

applicable tax extra beyond the quoted amount.

6. Visitor fees for exhibition

a) The applicant would have to incur expenditure necessary to market, set up and

manage the exhibition and related services. The applicant would also be

entitled to charge to the participants for their participation. However, there

would be no visitors’ fees allowable to be charged by the applicant.

7. Booking and payment of Exhibition venue

 The Successful Agency shall be responsible for booking the Helipad Exhibition

Centre (HEC), Gandhinagar, from the authorized operator/agency of HEC for

the entire required exhibition period, including the period required for

installation, dismantling and other preparatory/post-event activities.

 The Successful Agency shall make payment of all applicable venue

rent/booking charges by the HEC operator as per the terms and conditions

prescribed by the HEC operator. The agency shall also be responsible for

obtaining the necessary booking confirmation, permissions and related

documents from the HEC operator.

 The venue rent and other applicable charges shall be borne by the Successful

Agency. No separate claim towards venue rent or booking charges shall be

entertained by iNDEXTb/Authority.

 The agency shall ensure that the venue is booked and made available within

the timelines specified by iNDEXTb/Authority and shall coordinate with the HEC

operator for all matters relating to possession, use of premises, utilities, access,

installation, dismantling and handover of the venue. Please refer to Annexure

III- Schedule of rates for venue required for exhibition/Trade Shaw (no. of days

only). The Successful Agency shall be responsible for booking the Helipad

Exhibition Centre (HEC), Gandhinagar, on its own efforts and at its own

responsibility.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Eligibility & Qualification Criteria

a) Relevant Experience

1) Bidder should have minimum 10 years of experience in the field of

organizing and managing exhibitions as organiser as on last date of bid

2) Joint ventures are not allowed

3) Supporting documents to be submitted are

I. Certificate of registration; or

II. Copy of relevant work orders for 10 years on the name of bidding

b) Financial standing

1) Bidder should have an average annual turnover of 75 Crore for three

financial years (2023-24, 2024-25 and 2025-26)

2) Bidder Firm (manufacturer or principal of authorised representative) should

not have suffered any financial loss for more than one year during the above

three years, ending on ‘The Relevant Date’.

3) Bidder submitting their bid shall not be under liquidation, court receivership

or similar proceeding.

4) Supporting documents to be submitted are

I. Certificate from CA stating turnover for last three years; and

II. Copy of balance sheet for three FYs 2023-24, 2024-25 and 2025-26

1) Bidder should have completed similar work as mentioned in the “Schedule

of Requirement” in last 5 years with total area of 1,00,000 Sq. Mtr. net

sealable area (in various exhibitions as organiser and collect the receivable

in agency account) with following provision

a. For calculating 1,00,000 Sq. Mtr. area, only those events having net

sealable area greater than 15,000 sq.mt will be considered.

2) The experience in designing, setting up, marketing and selling of exhibition

/ trade show/RBSM.

3) Supporting documents to be submitted are

I. Work order copy of work mentioned with value; and

II. Work completion certificates of work mentioned with value from

competent authority; and

III. Brochure of the event claimed; and

IV. Layout of the exhibition area with quantification of net sealable area

d) Other eligibility criteria

1) The bidder should be an income tax payer and should have filed IT returns

for the last three assessment years

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

2) Bidder must have valid GST registration number

3) The bidder should not have been blacklisted by any State Government,

Central Government or any other Public sector undertaking or a Corporation

or any other Autonomous organization of Central or State Government.

4) Supporting documents to be submitted are

I. Income tax returns for last three assessment years; and

II. GST registration certificate

III. Undertaking for not being black listed as per prescribed format

mentioned in the tender document

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Schedule of Requirement

Interested agency would have to take up all the activities on a turnkey basis as may

be required for organizing and managing an exhibition of international standards. Inter

alia, the scope of services to be provided includes (but not limited to) the following:

a) Theme design, Strategic planning & Coordination

 Necessary conceptualizing, designing, planning, execution and related

activities for the exhibition.

 Developing the Strategy for organizing the Exhibition in sync with the Theme

for the 2027 Summit

 Trade Show/ Exhibition will be organised theme based includes Artificial

intelligence, Quantum technologies, Biotech, Wellness and longevity, space

tech & space travel, Simulations…etc.

 Trade Show/Exhibition will also include key features like International

Theme Pavilions (incl. Partner Country Pavilions), Partnership Pavilions

(including VDP and RBSM), BharatHub (Curated experiential zones and

cultural showcase), Highlights and outcomes of VGRCs, Showcase major

developments, sectoral strengths & achievements of the State post the

previous edition of VGGS and focus on private participation.

 Propose sectors for display and finalize in consultation with iNDEXTb/Govt.

 Layout preparation for Vibrant Gujarat Global Trade Show 2027. The

agency would have to provide for a planning of area as per the plan and

area mentioned in Annexure I & II.

 Organizing the inaugural function of Vibrant Gujarat Global Trade Show

2027, as per the discussion with the VGGTS Committee of the Government

of Gujarat. Take up necessary event management related activities such as

preparation of invitations, seating arrangements, dais plan and setting up of

the same, preparation of name plates, provision and functioning of seating

and aisle arrangements, security, floral decoration, all activities related

inauguration of trade show etc.

 Other activities related to inauguration are making provision of necessary

plaque, technology driven announcement of opening of the exhibition which

include show opening, ribbon cutting light and sound effects, remote control

opening of gates, etc or any other activities as planned and finalized with

 Liaison with necessary authority such as local governing bodies, Health

Department for first-aid Room, etc for all applicable statutory approvals for

organizing the exhibition.

 Successful applicant shall have to provide the layouts of the exhibition

alongwith the schedule for saleable area upon receiving the letter of intent

for approval to iNDEXTb. Further, the successful applicant shall not, without

the written sanction of iNDEXTb, make any deviation in the approved plans,

details, specifications, resulting in decrease of net sellable area, etc

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iNDEXTb - Industrial Extension Bureau

b) Infrastructure development

 Provision and managing of following facilities (constructed/ temporary)

including provision of water and drainage.

 Toilet blocks (constructed/ temporary / mobile),

 First aid counters,

 Security cabins,

 CCTV command & control room,

 Information booth,

 Registration counters,

 Technical control room,

 Announcement centres,

 Labour Colony,

 Food Court etc.

 VIP Lounge, Officers Lounge and iNDEXTb office setup with

necessary stationery.

 All type Badges/passes distribution centres

 If required, necessary provision for exhibition in open area.

 Repairs to the damages incurred / carried out while putting exhibition in

place are to be taken up and efforts to be made to complete within

Days after the dismantling of temporary structure in consultation with

authorities. The bidder would have to carry out the work under the

necessary supervision of officials of Exhibition Committee and GARUD

or any authority as may be informed to the bidder.

 Setting up of necessary foundation and preparing the floor befitting the

display which includes but not limited to having concrete flooring, laying

of paver blocks inside and outside the dome, etc.

 Temporary Structures

 Ambience creation for the Vibrant Gujarat Global Trade Show

based on the theme including but not limited to creation of Façade for

pavilions, murals, potted plants and plantation, soft and hard

landscaping, water bodies, floral decoration, flags (event flags and flags

of various countries within exhibition area).

 Setting up of air conditioned dome, if required.

 Complete management of the activities related to necessary

furniture/fixtures including but not limited to providing, preparation of

 To take up any additional landscaping and beautification work as per the

presentation to the committee for selection of the prospective bidder.

 To take up the necessary beautification in the existing layout and

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Various beautification activities as may be necessary to beautify the

surroundings in terms of laying of paver blocks, beautification in terms

of potted plants, flags, paintings, theme lighting, cut-outs, masking, etc.

 Setting up mobile toilets in sufficient nos. or as directed by the Exhibition

committee of GoG

 Electricity supply to all the stalls in the exhibition

 Water and compressed air to be provided if required by the exhibitor

 Depute adequate manpower for Housekeeping for maintain clean entire

venue for trade show.

 Air Conditioning

 Provision of necessary capacity of Air-conditioning infrastructure on

temporary basis for each of the 13 nos. of domes meant for exhibition

and other permanent structure towards admin building, medical room

and other small offices, lounges available at the site. The type and the

quantum of air-condition would be as per the directions of engineer-in-

charge or the committee for organizing the Exhibition.

 All necessary activities related to supply, installation, commissioning,

testing and maintaining of the air-conditioning so supplied for the

 Setting up of the air-conditioned temporary structures as may be

 Electricity and lighting

 Necessary arrangements and managing of sufficient power supply at the

venue site including but not the limited to necessary cabling, earthing,

DG sets for backup, necessary electrical protection system, existing

electrical system and all the consumables with necessary cabling, and

related payments towards temporary service line charges, security

deposit, inspection charges and all other associated payments for

exhibition area as well as parking and as such required or directed by

Engineer-in-charge.

 The successful applicant shall liaise with Torrent Power for temporary

power or any changes in the permanent power so available, vis a vis the

requirement for the exhibition. Also it shall provide for generator back-

up for the Event for critical functions and services. The successful

applicant shall have to do liaison, arrange and bear the cost of arranging

Torrent Power connection and usage bills.

 Liaison with necessary authority such as local governing bodies, chief

electrical inspector, etc for statutory approvals for organizing the

exhibition and should be obtained in advance.

 Ambience creation for the Vibrant Gujarat Global Trade Show

based on the theme including but not limited to creation of Façade for

pavilions, day and night lighting, theme lighting, stage lighting, general

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 The successful bidder would ensure that the work of electrical

installations is carried out as per the guidelines of the operator of the

 ELV (Extra Low Voltage) Systems

 Take up necessary security measures including but not limited to

deployment of the security personnel, baggage screening gadgets (~12

nos.), DFMD and HHMD, CCTV cameras at various locations, CCTV

room, round the clock security of the exhibits & gadgets during the

exhibition period, etc. and maintaining them in consultation and direction

by the local police.

 All necessary setup of LED Screens, Video wall, Public Address System,

AV System, Public announcement system, other sound system, Watch-

out etc. at exhibition area as well as at defined parking area as may be

required as per the proposed design or directed by the Exhibition

 Organizing the inaugural function of Vibrant Gujarat Global Trade Show

2027. Take up necessary event management related activities such as

provision and functioning of AV Equipment, Sound Systems, LED

Screens, Video walls, etc. as may be required or directed by officer-in-

 Fire Mitigation Arrangements/Risk Mitigation

 Provision of necessary firemen in each dome and other exhibition areas

throughout the exhibition. Firemen deployment subject to verification by

local fire department.

 Provision of sufficient number of fire extinguishers of type and size as

may be directed by the fire authority of Government of Gujarat.

 Liaison with necessary authority such as local governing bodies, fire,

utility providers, state security agencies, etc for statutory approval for

organizing the exhibition in advance.

 The successful applicant shall apply fire resistant coating which shall be

non-allergic, odorless, non-toxic, VOC free, non-carcinogenic, and earth

friendly clear fire retardant of ‘Flame Resist’ or equivalent as approved

by the Committee members/ iNDEXTb /Consultants on all internal and

external structures wherever applicable including stage and as and

where specified by Consultants/Client.

 The bidder will have to ensure adequate bandwidth availability free of

cost for exhibitors, visitors, VVIPS, administration work, security, etc.

throughout the event.

 Bidder shall have to arrange for dedicated bandwidth on a chargeable

basis as per the requirement of exhibitor at respective stalls.

 Food-court and Refreshment Arrangements

 Making provision of food court at multiple location within the venue as

per the guidelines of the venue and the directions of the Exhibition

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Lunch arrangements for dignitaries (~ 1000 Pax ) for all days of the event

 Setting up of kiosks for snacks and hot and cold beverages inside area

 The scope also includes provision of water, wash area, drainage, utilities

such as electricity, fixtures, etc. in the extra temporary food courts

 Provision for food and refreshment at the VVIP Lounge or at any

appropriate place for visiting dignitaries.

 Parking & Vehicle movement Arrangements

 Finalizing the vehicle moving plan during the exhibition days.

 Making the vehicle movement plan for public consumption.

 Liaison with traffic police for vehicle, public and VIP movement.

 Provision of necessary barricades for movement.

 Necessary arrangements at the parking venues which includes marking

of parking space, provision of electricity, public address system, toilets,

drinking water facility, etc.

 Provision of necessary manpower at each and every parking locations

and on the routes for all kind of traffic managements.

 Necessary arrangements at the transfers of exhibitors and visitors

between exhibition and parking venues.

 Provision of necessary services such as fire mitigation, pest control,

insecticides, disinfecting at parking areas

 Provision of internal venue transportation sufficient arrangements like

EV Rickshaw, Golf cars, E -scooters for the entire event.

c) Affiliated services

 Covid – 19 Protocol

 To make necessary arrangements as per the COVID 19 Protocol of the

Government of Gujarat / Government of India.

 Provision of sanitizer dispensing machines

 Provision for checking of vaccination certificates

 Provision for physical infrastructure Rapid Antigen Testing at the site.

 Necessary barricading to maintain social distancing

 Mobile Application and website for Visitor Engagement and

Exhibition Navigation

The successful agency shall design, develop, deploy, operate and maintain

a user-friendly, informative and interactive mobile application for VGGTS

2027. The mobile application shall provide a seamless digital experience to

visitors, exhibitors, delegates and other stakeholders. The application shall,

at minimum, include the following features:

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Visitor Registration & Profile: Online visitor registration, profile creation

and access to relevant exhibition information.

 Interest-Based Stall Search: Visitors shall be able to select/search their

areas of interest (e.g. sector, industry, product, technology, company,

etc.) and receive a list of relevant exhibitors/stalls.

 Stall & Exhibitor Information: Detailed information of each participating

exhibitor/stall, including company profile, products/services, sector, stall

number, location and other relevant details.

 Interactive Exhibition Map: Digital/interactive floor plan showing halls,

stalls, important facilities, help desks, food courts, meeting areas,

washrooms, emergency exits and other visitor facilities.

 Stall Navigation: The application should enable visitors to easily locate

and navigate to their selected/relevant stalls from their current location

within the exhibition venue.

 Showcase Details: Information regarding products, technologies,

innovations, projects and other showcases displayed by exhibitors.

 Search & Filter Facility: Users shall be able to search and filter

exhibitors/stalls based on sector, industry, company name, product,

technology, location/hall and other relevant parameters.

 Personalized Recommendations: Based on the visitor's selected

interests, the application should recommend relevant exhibitors, stalls,

showcases, sessions and other activities.

 Event & Programme Information: Details of VDP (Vendor Development

Programme), RBSM (reverse Buyer Seller Meet) and others like

(conferences, seminars, B2B/B2G meetings, cultural programmes,

demonstrations and other events, including venue, date and time.

 Notifications & Alerts: Real-time notifications regarding important

events, programme changes, announcements, visitor activities and

other relevant information.

 Exhibitor/Visitor Connect: Provision for visitors to save/favourite

exhibitors and, wherever approved by the Authority, facilitate

communication or meeting requests with exhibitors.

 The facility shall include event-wise schedule, date, time, venue,

available capacity, slot availability, online slot booking/registration,

confirmation and automated notifications/reminders. The system shall

prevent overbooking and provide the Authority with a backend

dashboard for managing slots, registrations, cancellations and

 Feedback Facility: Online facility for visitors to provide feedback,

suggestions and ratings regarding the exhibition and facilities.

 Multi-Language Support: The application should preferably support

English and Gujarati, with provision for additional languages as directed

by the Authority.

 Admin/Backend Dashboard: A comprehensive backend dashboard shall

be provided to the Authority for updating and managing exhibitor, stall,

showcase, event, programme and other relevant information in real time.

 Data Integration: The application shall be capable of integration with the

VGGTS 2027 website, visitor registration system, exhibitor database

and other digital platforms, as required by the Authority.

 Performance & Security: The application shall be secure, scalable,

mobile-responsive and capable of handling high visitor traffic during the

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Post-Event Data: The agency shall provide relevant analytics/reports,

including visitor searches, most searched sectors/stalls, popular

exhibitors/showcases and application usage statistics, as required by

 Development and integration of a secure online payment gateway with

the exhibitor registration and stall/space allotment system including

facility for exhibitors to make payments through UPI, debit/credit cards,

net banking and other approved digital payment modes and Generation

of online payment status, payment acknowledgement/receipt

immediately after successful payment.

 The application shall be developed in consultation with

iNDEXTb/Exhibition Committee and shall be subject to approval by the

Authority before deployment. All development, hosting, maintenance,

technical support, updates and related costs during the Trade

Show/Exhibition period shall be borne by the successful agency.

 The website should be integrated with the Summit website

 Certificate of participation and appreciation/award

 Selected agency to design and issue participation certificate to all the

exhibitor of the trade show as per the approved design of the certificate

by the Exhibition committee appointed by GoG

 Agency also has to design and provide appreciation certificates and

mementos for the exhibitors for their at par level performance for stall

preparation. Category of the award and nos. will be decided by the

exhibition committee appointed by GoG. Approximately 15-16

categories will be there and in each category 5 participants will be

selected for award.

 Design of all certificates and mementos to be presented to the Exhibition

committee for approval

 Videography/Photography during inaugural function and exhibition

 Necessary Videography/Photography during Inaugural and exhibition

 Use of drone cameras in consultation with concern authorities.

 Special photographic point/selfie zone to be setup.

 Photography of visiting VVIPs.

 Arrangements for the interviews/Media bites.

 Regular upkeep of the complete area of the exhibition including toilets,

food court, parking area earmarked for exhibition during the exhibition

days including but not limited to making provisions for cleaning through

necessary personnel, machines and consumables.

 The successful bidder has to liaison with the local municipal bodies for

the proper and designated disposal of waste and debris within the venue

and city municipal limits.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Payment of necessary fees & charges as may be applicable to be paid

to Municipal Corporation or any other authorities. This is likely to be

revised and applicable charges are required to be borne by the bidder.

 Security Services

 Agency shall provide security services during all event days and non-

 VIP and VVIP security related arrangements including barricading but

not restricted to shall have to be worked out by the successful applicant

with the Police and relevant department, the cost of such arrangements

shall be borne by the applicant.

 20 nos. of watch towers to be installed (Temporary) without manning.

 Provision of minimum 50 nos. of Mojo barricades in the venue public

management during VVIP movement

 Provision of the space for police control room and senior personnel

lounge in Pagoda structure (minimum 02 nos.) or any suitable structure

including water and electricity arrangement

 To set up a dust-free CCTV control room (10mx8m) near Admin block

or any other location within the venue made up of steel fabricated

structure/dome having octanorm structure partitions with air

conditioning, electrical supply and landline telephone facility

 Setting up of seven nos. of pagoda structure at different places in the

venue with necessary provision for electricity supply and fixes.

 Provision of necessary security personnel for screening of exhibitors

exhibits & material and frisking

 Printing and distribution of different categories of badges which includes

but not limited to 1) permanent and temporary labour 2) visitors 3)

Exhibitors 4) VVIP 5) Govt. officials 6) Service providers 7) Volunteers

and any others etc. All categories of badges/passes shall be issued in

consultation with Gujarat Police. The Agency shall prepare a Standard

Operating Procedure (SOP) for the issuance of badges/passes for all

categories. The SOP shall be submitted for approval to the competent

authority (Exhibition Committee/iNDEXTb/Gujarat Police) prior to

implementation.

 Providing stickers for vehicles having completed BDDS check.

Approximate quantity 2000 nos.

 Providing tags for security check. Approximate quantity is

 Providing stickers for authorised vehicle entry

 Character and history verification of the private security personnel to be

undertaken from the Gujarat Police.

 Setting up of ladies enclosure.

 Setting up of cloak room.

 Provision of view cutter and cue mangers.

 Battery operated vehicles for dignitaries & differently abled people

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Arrangements of necessary numbers of Golf Carts not less 20 nos.

 Wheel chairs for differently abled people (Minimum 20 nos.)

 The successful bidder will have to take insurance towards the following

from the nationalized insurance company.

o animal lives,

o damage to flora and fauna

o plants, machinery, equipment, etc.

o Existing structure

d) Promotion of Trade Show

 Promotional activities

 The agency will prepare and present to the evaluation committee its

marketing and promotional plan for Vibrant Gujarat Trade Show

 Marketing of Vibrant Gujarat Global Trade Show 2022-Nationally and

Internationally - by developing marketing plan and executing the same

for wider promotion and publicity of the exhibition, including preparation

of website, promotional material, hoardings, brochures, Pen drives,

organizing meetings, etc as may be required and executing the same.

The agency will present its marketing plan. The Government can also

supplement in marketing the exhibition, for which the areas would be

highlighted and presented during the promotional meeting

 To organize the launch function of organizing the exhibition which can

either be five star hotel, party plot, and convention centre or as may be

decided jointly with the authorities which includes but not limited to

inviting the chief guest, Government officers, Industrialist, Media, etc:

Seating arrangements, dais arrangements, hospitality, refreshment, etc.

 The organizer would either organize the road shows in Gujarat/ other

part of India or would arrange to send the representatives for marketing

and booking of exhibition space during the road shows of Vibrant Gujarat

Global Summit nationally and internationally. The organizers may have

to organize roadshows at destinations decided jointly or desired by

Government of Gujarat. Organizer may also joined the international

roadshow planned by Government to promote the exhibition on its own

 Liaison with national and international media houses for advertisement

and promotion of the exhibition as per the media plan.

 Preparation of radio jingles, press advertisements, TV advertisements,

website banners.

 Extensive use of online platform for promotion of the exhibition and also

over social media is the scope of work of the agency

 Release of advertisements in media in consultation with authorities.

 The successful bidder will have to engage his own team for

 Promotional calls to various category of exhibitors

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Liaison with Government departments for participation

 Liaison with Foreign Embassies, High Commissions and Overseas

Trade Organization

 Liaison with all other category of participants.

 Social Media Campaign and Digital Promotion

The successful agency shall deploy a dedicated and experienced Social

Media and Digital Marketing Team for planning, executing and managing

the social media campaign for VGGTS 2027 before, during and after the

event. The scope shall include:

 Preparation and implementation of a comprehensive Social Media

Campaign Strategy and Content Calendar.

 Promotion of Trade Show/Exhibition through relevant social media

and digital platforms.

 Creation of creative posts, banners, reels, short videos,

animations, infographics and other digital content.

 Promotion of exhibitors, sectors, key speakers, events,

demonstrations, B2B/B2G meetings and other major attractions of

Trade show/Eaxhibition.

 Pre-event campaign for awareness, visitor mobilisation, exhibitor

participation and registration.

 Live social media coverage during the event, including

photographs, videos, reels, interviews, highlights and important

 Post-event campaign covering achievements, participation,

business outcomes, visitor footfall, key highlights and success

 Engagement with visitors and stakeholders through comments,

messages, polls, contests, quizzes and other approved interactive

 Coordination with the Authority, Exhibition Committee, exhibitors and

other stakeholders for collection and verification of content.

 Monitoring of social media engagement, reach, impressions, views,

clicks and other relevant performance indicators.

 Submission of regular campaign reports and analytics to

iNDEXTb/Exhibition Committee.

 The agency shall ensure that all content, branding, creatives and

campaigns are approved by the Authority before publication,

wherever required.

 The agency shall deploy adequate manpower, including social

media manager, content writer, graphic designer,

videographer/photographer and digital marketing personnel, as

required for effective campaign execution.

The successful agency shall be responsible for all manpower,

equipment, content creation, production, platform management and

other resources required for the social media campaign, as per the

requirements of the Authority.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 Media & Public Relations

 Liaison with national and international media for visit of media fraternity

and coverage of the exhibition.

 Setting up and manning of Media Lounge with necessary and adequate

infrastructure which includes but not limited to computers, printers,

scanners, photocopying machines; supplies which includes but not

limited to printing papers, writing pads, pens, other stationeries.

 Setting up and manning of VIP lounge with necessary furniture and

 Arrangements for refreshments and manpower to serve in both the

 Necessary liaison with the Information Department of Government of

Gujarat for media participation and Protocol Division for VIP movement.

e) Selling of space & Stall preparation and stall allotment

 Selling of the space for Vibrant Gujarat Global Trade Show 2027 including

right mix of participants from identified sectors, target countries, other states

of India and from within Gujarat.

 Complete management of the activities related to participation by interested

exhibitors, including but not limited to registering the exhibitors,

communication with them, preparation of manual for participation,

payments, facilitation, issuing of badges, passes, invitations, preparation

and distribution of exhibitors catalogues, etc.

 Visitors Management including business visitors and general visitors.

Necessary arrangements at the parking venues, their transfers to the venue,

entry segregation, entry gates, screening, all the other arrangements like

temporary power and necessary lightings, flow of visitors within exhibition

area, pathways, etc.

 Stall/space allotment shall be made with the prior approval and concurrence

of the Exhibition Committee.

f) Visitor Engagement Activities

The successful agency shall plan, organize and execute various visitor

engagement and footfall enhancement activities throughout the exhibition

period to attract and retain visitors. Such activities shall include, but not be

 Daily Lucky Draw: The agency shall organize a daily lucky draw for visitors

during the exhibition period, including arrangement of attractive prizes,

registration/entry mechanism, draw process, announcement and distribution of

prizes. The agency shall ensure transparency and proper documentation of the

lucky draw and prize distribution.

 Cultural Programmes: The agency shall organize suitable cultural

programmes, live performances and entertainment activities during the

exhibition period to enhance visitor engagement and create an attractive and

vibrant atmosphere at the exhibition venue. The programme may include

local/traditional cultural performances, music, dance and other approved

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

 The agency shall prepare a detailed Visitor Engagement & Entertainment

Plan, including the proposed activities, schedule, prize details, performers,

logistics and estimated expenditure, and obtain prior approval of

iNDEXTb/Exhibition Committee before implementation.

 All arrangements related to artists/performers, prizes, stage, sound and

lighting, anchoring, manpower, permissions, safety, crowd management,

publicity and other logistics required for such activities shall be the responsibility

of the successful agency.

 The agency shall ensure that all such activities are conducted without adversely

affecting the movement of visitors, exhibitors and VIPs and shall comply with

all applicable security, safety and administrative guidelines.

 The successful agency shall make adequate and comfortable seating

arrangements for visitors at suitable locations within the exhibition

venue, including common visitor areas, halls, food courts, waiting areas and

other designated spaces, as approved by the Authority.

 Arrangements (free of cost) of necessary drinking water bottles and distribution

for visitors, exhibitors and staff.

 Arrangements during the visit of Dignitaries / VIPs including but not limited to

extending necessary hospitality services. This also includes setting up of

necessary VIP Lounge/administrative building already set up which requires

facilities including but not limited to air-condition, furniture, fixtures, TV,

upholstery, carpets, refreshments, gadgets necessary for refreshment such as

refrigerators, ovens, etc., toilets, toiletries, up keeping, etc.

 Provision of necessary personnel and manpower for necessary services during

the exhibition.

 Take up necessary registration under Labour Contract Act, and other statutory

acts as may be necessary.

h) Documentation

 A2 Size copy of following

o Finalized Venue layout and Finalized layout of Exhibition area

o Movement plan

o Individual dome layout

o Various facilities provide at venue

 Details of meetings held related Trade Show

 Report daily basis space booking dome/sector /categories wise.

 Exhibitor list with contact details (Contact No, Email id, Address)

 Statistics of industry sector-wise participation

 Statistics of visitors day-wise

 Album of Photographs of each and every element of the venue as well as

 Soft and hard copy of all promotional material.

 Agency to prepare and print brochure of Trade Show with relevant details.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Selection and award of contract

1. Selection Criteria

a) The selection procedure is “Quality Cum Cost Based Selection” (QCBS)

b) Weightage of the technical proposal and financial proposal is 70:30

c) Technical evaluation of Proposals to find responsiveness of each Applicants

will be done by examining following and score of the same is termed as

combined technical score ( St)

a. Meeting the qualification criteria

b. Technical presentations which shall cover

i. Understanding of the project

ii. Capability for organizing BSM/RBSM

iii. Institutional tie-ups

iv. manpower availability

v. Assets availability

vi. Exhibition organizing experience

vii. Proposed design for the exhibition

viii. Sectors proposed for exhibition

ix. Presentation of overall ambience for the venue

x. The complete work flow of organizing Vibrant Gujarat Global

Trade Show 2027 including execution of media and promotional

plan, use of IT, Innovativeness of organizing exhibition,

expectation from Government.

d) Technical proposal will have maximum marks of 70 points. Scoring method is

tabulated below

Sr. Evaluation Criteria Max

1. Relevant Experience

Years of experience as on 31st March,

Five marks for completed Fifteen years as on 31st March

Years of relevant Experience Marks

10 years to 15 years

25 years and above

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Sr. Evaluation Criteria Max

2. Financial Standing

Average Annual Turnover for three financial years :

2023-24, 2024-25 and 2025-26 as on 31st March

Seven marks for turnover of Rs. 75 crore. One mark for

each addition of Rs. 03.00 crores over and above Rs.75.00

Eight marks for total of 1,00,000 net sellable area.

One mark for each addition of 10,000 Sq. Mtr. of net sellable

Technical Presentation to the Committee on the

understanding of the project, capability for organizing trade

show, Marketing, BSM/RBSM, Institutional tie-ups,

manpower availability, assets availability, exhibition

organizing experiences, Social Media plan for event

promotions, Marketing and selling methodology, design

proposed for the exhibition, importance sectors proposed

for exhibition, presentation of overall ambience for the

venue, the complete work flow of organizing Vibrant Gujarat

Global Trade Show 2027 including execution of media and

promotional plan, use of IT, Innovativeness of organizing

exhibition, expectation from Government.

e) Minimum qualifying marks for technical evaluation i.e. Technical Score ( St)

shall be minimum is 50 out of

f) Financial bid of only those agencies will be open who scores minimum required

technical score

g) The bidder would have to provide the financial proposal in the prescribed format

in the form FIN:1 annexed to this document for the net sellable area of minimum

h) Financial score (Sf) is calculated as follows Sf= F/Fm X 30, where F=bid value

of the bidder under evaluation and Fm= maximum bid value received from all

i) Total Score (S)= St (Max. = 70 Marks) + Sf( Max. = 30 Marks) and who so ever

is highest in Total Score (S, Max.= 100 Marks) will be considered for further

process of awarding work.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

2. Employer’s right

a) The employer reserves the right to accept or reject any bid and to annul the

bidding process and reject all bids at any time prior to award of contract, without

thereby incurring any liability to the affected bidder or bidders or any obligation

to the inform the affected bidder or bidders of the grounds for the employer’s

action. Employer also reserves the right to modify the selection criteria without

informing the bidders.

b) Employer has right to appoint single or multiple contractor for tendered scope

c) The employer reserves its right to call for clarifications/original of the supporting

document for verification, as deemed fit and also to cross check for any details

as furnished by the Bidder(s) from past-executed projects/clients/consultants

etc. Bidder(s) shall have no objection whatsoever in this regard. Bidder has to

provide such details within 5 days from date of communication

d) iNDEXTb reserve right for acceptability of the Bidder's Bank.

e) All the details/documents submitted along with Bid and which have been

considered for qualification and the minimum commitments from Bidder shall

remain valid and in case of successful Bidder, such commitments may form

part of Contract Document.

f) iNDEXTb reserves the right to make the appointment of the Successful

Applicant and shall not be obliged to give any reason(s) for the selection and/or

rejection of any Proposal or any part thereof.

3. Award of Contract

a) iNDEXTb, Gandhinagar shall consider placement of letter of intent to the bidder

whose offer has been found technically, commercially and financially

4. Acceptance of award

a) The bidder, within 7 working days of issue of letter of intent, shall give his

acceptance in writing along with submission of Security Deposit.

a) The final Work Order will be issued only after receipt of LoI acceptance and

deposit of security deposit.

6. Annulment of contract

a) Failure of the successful bidder to comply with the requirement of Clause 4 of

this section may constitute sufficient ground for the annulment of the award and

forfeiture of the bid security

b) In such event iNDEXTb, Gandhinagar can make the award to any other bidder

at the discretion of iNDEXTb, Gandhinagar or can call for new bids.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

General Conditions of Contract

1. Mobilization/Demobilization charges

a) No Mobilization/Demobilization shall be paid by iNDEXTb.

2. Stepping down of royalty

a) No stepping down of royalty amount is permissible.

3. Termination of contract

a) In case of any default by the contractor in any of the terms and conditions,

iNDEXTb may without prejudice to any other right/remedy which shall have

accrued or shall accrue thereafter, terminate the contract, in whole or in part,

by giving one week’s notice in writing to contractor/ bidder.

b) Notwithstanding anything contained herein, iNDEXTb also reserves the right to

terminate the contract at any time or stage during the period of contract, by

giving one week’s notice in writing without assigning any reason and without

incurring any financial liability whatsoever to the contractor.

4. Termination for insolvency

a) iNDEXTb may also by giving written notice and without compensation to the

contractor terminate the contract if the contractor becomes unwilling, bankrupt

or otherwise insolvent without affecting its right of action or remedy as hirer.

5. Disputes and arbitrations

a) Every effort to resolve, amicably by direct informal negotiation, any

disagreement or dispute arising between parties under or in connection with

the tender and subsequent contract shall be undertaken first.

b) If, after 30 (thirty) days from the commencement of such informal negotiations,

iNDEXTb, GoG and the selected Bidder have been unable to amicably resolve

dispute, either party may require that the dispute be referred for resolution to

the formal mechanisms, which may include, but are not restricted to,

conciliation mediated by a third party acceptable to both, or in accordance with

the Arbitration and Conciliation Act,

c) All Arbitration proceedings shall be held at Gandhinagar and the language of

the arbitration proceedings and that of all documents and communications

between the parties shall be in English.

a) Any sum of money due and payable to the agency (including security deposit

refundable to him) under the contract may be appropriated by iNDEXTb and

set off the same against any claim of iNDEXTb for payment of a sum of money

arising out of this contract or under any other contract made by contractor with

7. Breach of tender condition

a) In case of breach of any tender condition, delay or non-performance purchaser

may take all or any of the following actions:

I. Forfeiture of EMD

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iNDEXTb - Industrial Extension Bureau

II. Forfeiture of SD

III. Cancellation of contract

IV. Barring participation of bidder in all future tenders of iNDEXTb for a

period of 3 years or more

8. Right to cancel the contract

a) iNDEXTb have the right to cancel the contract wholly or in part in the event he

is obliged to do so on account of any decline, diminution, curtailment or

stoppage of the work(s), by giving one week notice.

9. Statutory Obligations pertaining to the event

a) The Bidder shall comply with all statutory and government requirements,

including acquiring all necessary permits and approvals necessary pertaining

to the event and all temporary installations or other installations having longer

service duration. The Bidder shall ensure that all staff, employees and sub-

contractors have the required qualifications to carry out the Works as assigned

to them and meet all statutory requirements, permits and approvals, as maybe

required by law. The Bidder ensure that all staff & labors are covered under

labor compliances.

b) Should there be any legal requirement which requires varying the Bidders

methods of work or the Works as set out in the Bid, the Bidder shall do so at

no additional cost to the Owner.

10. Bidders control of site

a) The Bidder shall constantly keep a competent supervisor in charge on the Site

and shall notify the Owner or the name of the supervisor.

b) The Owner shall be entitled to prohibit from the Site any person who can

be reasonable regarded as prejudicial to the quality, safety or speedy

completion of the works.

c) The Bidder shall exercise all reasonable care in his control of the Site and

shall be responsible to ensure that the use of any temporary works, and

methods of working are appropriate to safeguard the Works themselves, all

other unfixed materials and goods together with any adjoining property.

d) The Bidder is to protect in all ways building and other property of things that

may be disturbed or damaged during the execution of the works.

e) The Bidder shall be entirely responsible for ensuring that no damage is

caused by his work people including Sub-contractors and specialist contractors

(whether nominated or not) and if any such damage is caused he shall be

entirely responsible for the entire cost of reinstatements whether carried out by

himself or others.

f) The Bidder shall not allow any unauthorized visitors on the Site and it to keep a

visitors book with clear warning that the Owner and Bidders shall indemnify

against any claim for death or injury to persons authorized to visit the Site and

provide safety helmets for such visitors.

g) The Bidder shall ensure that all the workers & employees working on site are

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iNDEXTb - Industrial Extension Bureau

issued with proper PPE & are using the same religiously. The Bidder should

also ensure that the best HSE practice is followed on site by all the employees,

labors & visitors. In case of any accident, fire or damage to the property because

of poor HSE practice the Bidder will be liable for the damage or loss occurred.

h) The Bidder is to employ protect all finished works and will be responsible for

any damage caused by carelessness and negligence in this respect.

i) The Bidder must keep the Site clean, tidy and dry at all times and free from

rodent or other infestation. Rubbish & debris shall be removed by the Bidder

on a daily basis and will not be permitted to accumulate either on Site or in

any other area within the base building except areas as agreed with the base

building management / Landlord.

j) Night item work may be carried out at the discretion of the Bidders, on the

condition that prior approval from the landlord is obtained in respect of access

and security clearance. No claim for extension of time and/or costs shall be

considered by Owner, if the Owner is prevented from carrying out night time /

overtime / public holiday work.

11. Safe custody of materials

a) The Bidder will be responsible for the safe custody of any materials delivered

on to the Site and will be required to reinstate at his own expense any such

materials that may be lost or stolen.

b) The Bidder will also be required to reinstate at his own expense any materials

or article damaged by careless handling or storage or interior workmanship by

his workmen either in the original fixing or in the subsequent taking down and

re-fixing thereof.

c) Necessary arrangements for fabrication yard, godowns, and storage space for

required installation works will be managed by the successful applicant at no

additional cost within or outside the venue.

12. EMPLOYER’S USE OF APPLICANTS DOCUMENTS

a) The Applicant’s Documents and other Design Documents made by (or on

behalf of) the contract can be used, copied or communicated to a third party by

(or on behalf of) the employer for purposes no other than those permitted under

this sub-clause.

a) “The Applicant shall treat the details of the Contract as private and confidential,

except to the extent necessary to carry out his obligations under it. The

Applicant shall not publish, permit to be published, or disclose any particulars

of the Contract in any trade or technical paper or elsewhere without the previous

consent in writing of the iNDEXTb and at the iNDEXTb’s sole discretion.”

14. ELECTRICITY, WATER AND GAS

a) The Applicant shall make his own arrangement of electrical power/ water/ gas

and any other services required by the applicant for Execution of "Work".

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iNDEXTb - Industrial Extension Bureau

b) The successful applicant shall make all necessary arrangements for water and

electricity including potable drinking water for visitors, service persons and staff

from outside source.

15. STAFF AND LABOUR

a) A reasonable proportion of the applicant's superintending staff shall have a

working knowledge of Gujarati and/or Hindi language, or the Event Contractor

shall have sufficient competent interpreters available on Site during all working

hours. The work should be executed through the technical persons having

requisite knowledge of the electrical, mechanical, fire, HVAC, civil, ELV, etc.

16. MEASURES AGAINST INSECT AND PEST NUISANCE

a) "The Applicant shall at all times take the necessary precautions to protect all

staff and labour employed on the Site from insect and pest nuisance, and to

reduce the dangers to health and the general nuisance occasioned by die

same. The applicant shall provide his staff and labour with suitable

prophylactics for the prevention of malaria and take steps to prevent the

formation of stagnant pools of water. The applicant shall comply with all the

regulations of the local health authorities and shall arrange to spray thoroughly

with approved insecticide all buildings erected on the Site. Such treatment shall

be carried out at least once or as instructed by such authorities". The applicant

shall install repellant at site as required.

a) In the event of any outbreak of illness of an epidemic nature, the applicant shall

comply with and carry out such regulations, orders and requirements as may

necessary and issued by the Government, or the local medical or sanitary

authorities, for the purpose of dealing with and overcoming the same.

18. ALCOHOLIC LIQUOR OR DRUGS

a) The applicant shall not, otherwise than in accordance with the statutes,

ordinances and government regulations or orders for the time being in force,

impart, sell, give, barter or otherwise dispose of any alcoholic liquor or drugs,

or permit or suffer any such importation, sale, gift, barter or disposal by his

Subcontractors, agents, staff or labour.

19. ARMS AND AMMUNITION

a) The Event Contractor shall not have, barter or otherwise dispose of to any

person or persons, any arms or ammunition of any kind or permit or suffer the

same as aforesaid.

a) The insurance liability under this clause shall cover full reinstatement cost

including the costs of demolition and professional fees and profit.

b) The Insurance cover under this clause shall be as under and policy shall be

taken at entire cost of the applicant during the exhibition period.

a. Loss of human life – Minimum Rs. Twenty Lakhs

b. Permanent Disability of human beings – Minimum Rs. Ten Lakhs

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c. Human Body Injury not resulting into permanent disability – Minimum

c) Besides this, any damage occurred to iNDEXTb/Consultant/Govt. Officers or

Applicant’s personnel, equipment, assets etc. shall be liability of applicant. (All

insurance taken by bidder should be in the name of iNDEXTb as beneficiary)

21. FORCE MAJEURE

a) Force Majeure shall mean such an Event or Circumstance or combination of

Events and Circumstances which are beyond the reasonable control of the

Affected Party and which the affected party could not have prevented by Good

Industry Practice or by the exercise of reasonable skills and care for the

purpose of discharging its obligations under the Contract. The Force Majeure

will tend to have material adverse effect on the performance of- such affected

b) Following shall be the events and circumstances of Force Majeure:

c) Act of War (whether declared or undeclared), invasion, armed conflict or act of

foreign enemy, blockade, revolution, riots, insurrection, civil commotion, act of

terrorism, or sabotage. The expropriation or Compulsory acquisition or seizure

of the assets of The Agency by any Governmental Instrumentality, provided

that this clause shall not apply where such Act constitutes a remedy or sanction

lawfully exercised as a result of a breach by the Agency of any Indian law or

Indian Directive but excluding any change in law.

d) Act of God epidemic, lightning earthquake, cyclone, whirlwind, flood, tempest,

storm, drought, lack of water or other unusual or extreme adverse weather or

environmental conditions, action of the elements, meteorites, fire or explosion

to the extent generated from the source external to the Agency or his assets

due to reasons other than, those caused by negligence of the Parties, chemical

or radioactive contamination or ionizing radiation.

e) Procedure for Calling Force Majeure: The affected party shall notify to the other

party in writing of the occurrence of the Force Majeure as soon as reasonably

practicable, and in any event within 24 hours (Twenty Four hours) after the

Affected Party knew, or ought reasonably to have known, of its occurrence and

that the Force Majeure would be likely to have a material impact on the

performance of its obligations under the Contract.

f) The notice shall include full particulars of the nature of Force Majeure event,

the effect it is likely to have on the Affected Party's performance of its

obligations and the measures which the Affected Party is taking, or proposes

to LA-e, to alleviate the impact of the Force Majeure Event and restore the

performance of its obligations. When the affected Party is able to resume

performance of its obligations under this Contract, it shall promptly give the

other party written notice to that effect provided that in no event shall the

suspension of performance be of greater scope and of longer duration than is

necessitated by Force Majeure.

g) The rights and obligations of the Affected Party shall be suspended to the extent

they are affected by the Force Majeure. iNDEXTb shall not be liable to make

any payments to the Agency for it being affected on account of Force Majeure.

iNDEXTb reserves the right to terminate the contract if the Force Majeure

continues for more than 15 (Fifteen) days at a stretch.

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22. Other conditions

a) The work shall be carried out in the manner complying in all respect with the

requirements of relevant bye laws, rule and regulations of the local body and

other associated Concerned Authority under the jurisdiction of which the

work is to be executed and as directed by the committees constituted by

Govt. of Gujarat for Trade Show and nothing extra shall be paid on this

account only otherwise agreed and approved by the Committee.

b) The Contractor shall comply with all laws and statutory regulations dealing

with employment of labour.

c) No payment shall be made to the Contractor for any damage caused by rain,

floods or any other natural cause, whatsoever during the execution of work.

The damage to work shall be made good by the Contractor at his own cost

and no claim in the matter shall be entertained.

d) Security Watch and Ward: The Contractor shall employ necessary

establishment for security and shall be fully responsible for the watch and

ward of all equipment, temporary structures, signages, hoardings,

barricading etc. provided by him against pilferage and including breakage

during the period the event

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Special Conditions of Contract

1. Project Implementation period

a) The bidder must start preparatory activity immediately after release of LOI.

b) Site will be available for 20 days including event days. Event is tentatively

scheduled in January 2027. However, if Govt. of Gujarat decides to change

dates; agency will have to comply accordingly.

c) Exhibition site shall be ready in all aspect 48 hours prior to inauguration of the

d) Set up for conducting RBSM/BSM and VD preparation shall be ready in all

aspect 48 hours prior to inauguration of the exhibition, if required

e) Dismantling inside venue will be as per Venue provider’s guidelines

f) Dismantling of the temporary structures and installations outside venue would

be within Seven days after completion of Vibrant Gujarat Global Trade Show

2027 in consultation with authorities in Government of Gujarat.

2. Local office

a) If bidder do not have local office in Gandhinagar/Ahmedabad; in that case

bidder has to open a local office in Gandhinagar with 15 days from the award

of the contract and submit the necessary documentary evidence e.g. lease

deed mentioning purpose of use, photo graphs etc. for the same to iNDEXTb.

b) A residential property occupied by bidder will not be considered as local office.

3. Performance security

a) The successful bidder will have to deposit a Performance Security Deposit of

20% of the minimum royalty amount mentioned in this document within 7 days

of release of LoI.

b) The 50% of performance security will be furnished in the form of the Bank

Guarantee drawn in favour of iNDEXTb, payable at Gandhinagar and balance

50% to be deposited in the form of cheque or Demand draft from scheduled

nationalized bank.

c) Earnest Money deposited at the time of submission of the tender will be

adjusted towards performance security deposit on the appointment as the

d) The performance security should remain valid for a period of 180 days after

successful completion of work.

e) The Performance Guarantees shall cover additionally the following guarantee

a. Safe custody of the venue and production of new dues with the venue

O&M agency/organization.

b. Successful and satisfactory organization of the Trade show as per the

requirement specified in the RFP documents within stipulated time limit

specified by Govt. of Gujarat

c. Work will be done with almost focus on quality of the work.

f) Performance Security Deposit shall not bear any interest for any period

whatsoever, and therefore, Interest shall not be payable by the iNDEXTb on

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the Security Deposit or on amounts payable to the Contractor under the

g) Performance Security Deposit shall be liable for appropriation / adjustment

against any liquidated damages for delayed execution. If the contractor fails or

neglects to perform any of his obligations under the contract, it shall be lawful

for the iNDEXTb to forfeit either whole or any part of the Security Deposit

furnished by the contractor.

h) The performance security shall be considered for adjustment against liquidated

damages only at the time of final conclusion of the contract and final settlement

i) If the contractor duly performs and completes the contracts in all respects,

iNDEXTb shall refund the performance security to the Contractor after

deducting all costs and other expenses that the iNDEXTb may have incurred

for making good any loss due to any action attributable to the contractor which

the iNDEXTb is entitled to recover from the contractor.

j) Performance security will be refundable only after full settlement of final bill for

the works contracted/executed under the contract and on submission of NOC

from the concerned.

k) This deposit would be refunded back to the agency on the following conditions:

a. After handing over the venue in proper condition and

b. After handing over the venue within the stipulated time limit and

c. After having received the sum towards the royalty payments committed

in the tender by successful applicant.

4. Price bid validity

a) Price bid validity is 90 days.

5. Payment terms

a) The payments to be made by the successful applicant to iNDEXTb as per

following schedule

a. 5 % of the Total Royalty by end of November

b. 15 % of the Total Royalty by end of December

c. Balance amount of total Royalty by end of January

b) The delay of over 30 days in payment over the scheduled date as mentioned

above would draw interest on pro-rata basis @ 1% for 30 days and part there

of then after on the payable amount.

a) The Contractor shall not transfer or assign this order. However the Contractor

may appoint any sub-contractor with intimation to the owner. The responsibility

to execute the work shall solely vest with the Contractor.

b) Copies of sub-contract order shall be forwarded to the Owner.

7. Monitoring and supervision

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a) There could be an independent agency/committee appointed/nominated by

iNDEXTb / Government, which could be a Government Organization/ academic

institution / private organization/ consisting of representatives of above type of

organizations; to oversee the progress and monitor the implementation of work

as per the decided timeline. This would be informed subsequently.

b) Where explicit specifications are not available, the work may have to be

executed as per the instructions of Managing Director, iNDEXTb. Additionally,

iNDEXTb may appoint third party inspection (TPI)/Consultant to monitor the

work. The instructions by such Consultant shall be binding to the successful

8. Right to vary

a) iNDEXTb may have to make any variation of the form, quality or quantity of the

works relating to any item of a component according to site conditions or any

part thereof that may, in its opinion, be necessary and for that purpose, or if for

any other reason it shall, in its opinion, be appropriate, it shall have the authority

to instruct the Applicant to do and the applicant shall do any of the following:

a. Increase or decrease the quantity of any work included in the RFP

including extension of days of exhibition beyond 05 days by another

b. Omit any such work (but not if the any work intended to be omitted is

specifically instructed by Employer to retain), before the end of stipulated

time limit of the contract.

c. Change the character or quality or kind of any such work.

d. Change the levels, lines, position and dimensions of any part of the

e. Execute additional work of any kind necessary for the completion of the

f. Change any specified sequence or timing of construction of any part of

b) No such variation shall in any way vitiate or invalidate the contract, provided

that where the issue of an instruction to vary the works is necessitated by some

default of or breach of contract by the applicant or for which he is responsible,

any additional cost attributable to such default shall be borne by the applicant.

c) The Applicant shall not make any such variation without informing the iNDEXTb

and/or appointed agencies/advisors/officers in charge/committee, etc.

d) The scope is likely to vary. Depending upon the requirements the successful

applicant shall attempt to accommodate all such changes without prejudice to

the condition of this contract and within time frame. In case of increase or

decrease in area of the structures to an extent of + or – 10%, no rate revision

shall be considered but if the variation is beyond, rates shall be pro rata

increased or decreased taking into account the prevailing market rates.

9. Variations, Modifications etc.

a) If the additional or altered work includes any class of work for which no

reference is made in the schedule contract, then such class of work shall be

carried out at the market rate. The detail cost break up shall be provided by the

applicant for such items. iNDEXTb will decide the rate based on rate analysis

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iNDEXTb - Industrial Extension Bureau

to be submitted by applicant.

b) If it is not possible to arrive at the rate from above, such class of work shall be

carried out at the rate decided by the competent authorities on the basis of

detailed rate analysis after hearing the applicant before a Committee formed by

iNDEXTb stationed at the same place or the nearest place, as may be

appointed by iNDEXTb.

c) Applicant shall not execute the extra/additional work without prior written

approval of the iNDEXTb/Advisors/Consultant/Committee Member of the

Event. Any extra item if executed must have written consent of the concerned

decision maker and to be submitted with detail cost analysis.

d) The applicant shall keep all the joint records of measurement duly signed by

the Employer/Professional Advisor/Committee Member with proper justification

as and when require. No extra cost or rate shall be considered if applicant is

unable to justify the extra or additional work. If required the measurements shall

be supported by Total Station Survey. The contractor shall provide CD of Video

recording of the entire event under the applicant’s scope work to the iNDEXTb

and Consultant.

10. Extension of whole or part of the event

a) In case of extension of the whole event or part beyond planned event days,

compensation shall be decided on mutual understanding between the bidder

and the organizers.

b) In case of extension of the whole event or part of the event, the revised

income would be worked out by iNDEXTb based on the commitments made

and variable inputs for the exhibition. The applicant would have to maintain

the records for the additional expenses incurred due to extension of the

exhibition period and submit to iNDEXTb.

11. Liquidate damages

a) The completion period of the entire work shall be as per the dates specified for

the Event; this shall be deemed to be the essence of the contract. The time

limit specified above and as approved in writing by iNDEXTb, shall be strictly

adhered to and followed. Liquidated Damages will be applicable, on the entire

value of the contract. In case of delay in completion of a specific job beyond

the date of completion given by the Applicant and accepted by iNDEXTb, unless

extended by iNDEXTb in writing, penalty would be at the rate of 1% of the

decided royalty value for delay of each day taken by the Applicant, subject to

maximum of 5% of the royalty value in addition to the total value of the royalty.

Whichever is more.

b) In case of observance of delay to deliver the work within stipulated time-limit,

and if felt by iNDEXTb about the non-competence of the bidder to complete the

work; iNDEXTb reserves the right to terminate the contract and get all the jobs

or the delayed job completed through another agency of its choice. Any extra

loss/cost that iNDEXTb will have to incur for completion of the balance job/s

through another agency will be recovered from the initial contracting agency’s

account, Security deposit, etc.

c) Moreover, iNDEXTb shall be entitled to all other legal proceedings as may be

required for shortfalls in recovery.

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a) Participation below the area of 40,000 Sq. m is liable to draw a penalty on

balance unsold area at the rate of Rs. 10,000.00 per Sq. Mtr excluding taxes or

any other, if desired by the Committee / Government.

13. Delay and penalty in the supplier’s performance

a) Services under the contract shall be provided strictly in accordance with the

schedule specified in the purchase/work order.

b) Delay(s) in the performance obligations including delay in payment of royalty

amount as per the timeline mentioned in this shall render the selected

agency/supplier of service liable to any or all as may be decided by iNDEXTb;

1. Penalty as per the stipulation in liquidate damage clause

2. forfeiture of performance security (S/D),

3. imposition of liquidated damages and/or termination of the

contract for default, and/or

4. barring the supplier for 3 years.

c) If at any time during performance of the contract, the supplier should encounter

conditions impending timely delivery of the services, the supplier shall promptly

notify in writing of the full fact about the delay, its likely duration & cause(s). As

soon as practicable after receipt of the supplier's notice, the discretion to extend

the period for performance of the contract after mutual discussions, lies with the

purchaser i.e. iNDEXTb

d) If the Event Contractor fails to deliver required work as per agreed schedule or

quality, iNDEXTb can appoint other Agencies, Contractors and actual payment

made to these agencies shall be deducted from the security agency and bank

guarantee available.

14. Manpower requirement

Necessary arrangements of manpower to execute the scope of work is to be

carried out by the agency, and is desired to have manpower for the

a) Marketing and sales executives

b) Graphic designer/Creative work incharge

c) IT personnel

e) Fire expert – As directed by local fire authority

f) HVAC and Electrical expert

g) Security in-charge

h) Site in-charge

i) Individual dome in-charge

j) Housekeeping in-charge

k) Food-court in-charge

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l) BSM and RBSM coordinator, if required

m) VD coordinator

n) Guest relationship Manger

o) Civil Engineer

p) Electrical Engineer

q) Overall event/Exhibition coordinator

r) Parking incharge

s) Visitor Management incharge

15. Defective work

a) In cases where the Bidder has carried out defective work or used defective

materials, Owner shall be entitled to:

I. Where reasonable to do so, order a suspension of work and further

inspect the work to determine the exact nature of the defect

II. To order the removal or replacement of defective work or material without

any additional payment, or

b) Quality and finishing of all structures will be reviewed after final execution of

work. Any deviations or non-compliance from approved designs are bound for

removal and re-installation.

16. Providing free space to employer in the exhibition

a) Net space of 3,000 Sq. Mtr having complete provision for electrification, air

conditioning and necessary octanorm systems required to populate the dome

(with standard furniture and fixtures) would be provided to iNDEXTb free of cost

during Vibrant Gujarat Global Trade Show

b) For space above 3,000 Sq. Mtr of net space within domes or in open exhibition

area (temporary or semi-permanent); iNDEXTb reserves the first right of

rejection by 20th December, 2026 and to be provided if required at special rate

as may be decided jointly between iNDEXTb and the successful bidder which

includes electrification and air-conditioning. The agency will have to put in

necessary marketing efforts if this space or part thereof is rejected by iNDEXTb

or will take up necessary liaison with concerned allottees of this space or part

there of if the space is drawn by iNDEXTb.

c) The onus of providing standard services and addressing the participation

queries within the space allotted remains with the successful applicant.

17. Rates and details for selling/providing space

a) The amount to be charged for per Sq. Mtr for the following facilities should not

exceed the rate charged during Vibrant Gujarat Global Trade Show 2027. The

charges for the facilities during Vibrant Gujarat Global Trade Show 2027 were:

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iNDEXTb - Industrial Extension Bureau

PARTICULARS FOR PARTICIPATION Amount to be charged

per Sq. Mtr (Taxes extra)

Bare space (Inside AC Dome) including supply of 5 Rs.

Amp single phase power or 15 Amp three phase

power upto 1 KW including consumption for private

Space with Fabricated Stall (Shell Scheme inside Rs.

AC Dome) with standard furniture and including

supply of 5 Amp single phase power or 15 Amp

three phase power upto 1 KW including

Open Space Participation Outside Dome without Rs.

AC but including 5 Amp single phase power supply

or15 Amp 15 Amp three phase power upto 1 KW

including consumption.

Additional 15 Amp Three phase Power requirement Rs. 4.500.00 per KW

beyond 1 KW for the exhibition including

Water if being used for display of product As per the actual cost

quoted by the supplier

MSME / Startups / Women Entrepreneurs (the 60% discount over the bare

minimum net area should be 2000 Sq. Mtr) space rate mentioned

iNDEXTb (minimum net display area of 3000 Sq. 100% discount over the

Mtr) bare space rate mentioned

above (free of cost)

18. Sponsorship

a) The finalized agency will be allowed to raise sponsorship to mitigate its

expenditure for organizing Vibrant Gujarat Global Trade Show 2027 from

reputed and relevant organizations.

b) Any sponsorship beyond this or any particular segment of organizing the trade

show (e.g. sponsorship for lanyards, sponsorship for kit-bags, etc.) would be

carried out under the intimation of iNDEXTb or any committee appointed by the

Government for organizing the exhibition. The agency will require the prior

approval of iNDEXTb or Exhibition Committee.

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Standard Formats

1. Bidders Details

Tender Description :

1. Name of the tendering :

2. Name of authorized signatory :

3 Full address of reg. office :

4 Correspondence address :

5 Contact person details

Telephone no. :

E-mail address :

a. Government/ Public

Sector Undertaking

b. Proprietary Firm

c. Partnership firm

d. Limited company or

Limited Corporation

e. Member of a group of

f. Subsidiary of a large

7 Year, date and place of :

incorporation of company

8 Former name of the company, if :

9 GST registration no. :

11 Profile of the firm : To be attached

Signature of bidder with seal

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2. Organization Structure

1.0 Overall organization chart of the company showing position of Managing

Directors and HO organization

2.0 Give list of employees: technical and non-technical

3.0 Give list of sister-concerns, if any.

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iNDEXTb - Industrial Extension Bureau

3. Plan for organizing the Tradeshow

Please provide here the plan of execution regarding Tradeshow sub parts a). b).c)

and d) mentioned in Chapter 6 “Schedule of Requirements”

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iNDEXTb - Industrial Extension Bureau

4. List of Trade Shows/Trade Fairs/ Exhibitions as Exhibition

Organizers and list of events on hand

Please finish information about minimum of Work Execution Capacity as per clause

Sr. Name of Area of Trade Location and Net Date of

No. Trade Fair/ Fair / description of Saleable event and

Exhibition Exhibition event Area Time

(Sq. Mtr.) Duration

1) Each of the listed events shall be supported with the copy of Work

Order/Agreement, event brochure, photographs, etc.

2) Attested satisfactory completion certificate from the employer indicating the

scope of work and magnitude of work.

3) Time duration/venue/contents/name of agencies participated in the

event/photographic documentation shall be submitted by concerned agency.

4) Non disclosures of any information in the schedule will result in disqualification

5) Non-disclosure of any information in the schedule will result disqualification of

6) In case of private work sufficient authentic proof of work done. Along with

evidence of financial transactions shall have to be furnished.

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7) List of works / events on hand shall be attached as under.

Sr.No Name of Location and Value of Period of

Employer description of contract (INR) execution

8) If the company or firm is divided among partners, the experience of the

individual or new firm set up by the partner/s shall be considered

provided past experience is subject to legal consent of individuals,

partner/s or new firm set up by the partner/s.

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5. Detail of work carried out

Sr. Name & address Type of work Total Order Year of

No. of organization area Value execution

where work (Sq. Ft.) ₹ in crore

Signature of bidder with seal

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6. Financial Information Summary

Sr. Description FY 2023- FY 2024- FY 2025- Average

No. 24 25 26 turnover

1 Turnover (₹. In Lacs)

2 Net profit (₹. In Lacs)

3 Net worth (₹. In Lacs)

Signature of bidder with seal Signature of chartered accountant with

Address : Address :

Contact : Contact No. :

E-mail: : E-Mail :

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

7. SELF DECLARATION

DECLARATION REGARDING BLACKLISTING/ NON-BLACKLISTING FROM

TAKING PART IN GOVT.TENDER BY GOVT. DEPT

(To be executed on Rs.20/- Stamp paper &attested by Public Notary/Executive

Magistrate by the bidder)

I/We Director(s)/Authorized Signatory of of M/S _______________________ hereby

declare that the Company has not been blacklisted or debarred in the past by

iNDEXTB or any other Government Department/Organization/Under Taking from

taking part in Government tenders.

In case the above information found false, I/We are fully aware that the tender/ contract

will be rejected/cancelled by iNDEXTb and EMD/SD shall be forfeited. In addition to

the above, iNDEXTb will not be responsible to pay the bills for any completed / partially

completed work.

SIGNATURE OF THE BIDDER WITH SEAL

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

8. AUTHORIZATION LETTER

AUTHORISATION LETTER

(ON THE LETTER HEAD OF THE ORGNISATION /FIRM)

We authorize [Name of the person], who is employed and

holding the position of ...................................[Designation] in our Company, to

submit bid on our behalf and do all such acts, deeds and things necessary in

connection with or incidental to submission of Bids for........................ [Name

The Signature of the Authorized Person is also attested herewith.

Signature of Authorized Person:

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

9. BID CONDITION ACCEPTANCE LETTER

DECLARATION REGARDING ACCEPTANCE TO TERMS & CONDITIONS OF THE

1. I/We, Director/authorized signatory of the Company M/s

_______________________, is competent to sign this declaration and execute

this tender document.

2. I have carefully read, understood and accept all the terms and conditions of the

tender and undertake to abide by them.

3. The information / documents furnished along with the above application are true

and authentic to the best of my knowledge and belief. I / we, am / are well aware

of the fact that furnishing of any false information / fabricated document would lead

to rejection of my tender at any stage besides liabilities towards prosecution under

appropriate law.

SIGNATURE OF THE BIDDER WITH SEAL

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

FIN-1 : Financial Proposal Submission Format *

(* to be provided online only and no physical submission)

Managing Director

Industrial Extension Bureau (iNDEXTb)

Block No. 18, 2nd Floor,

Udyog Bhavan, Sector 11, Gandhinagar –

In response to the tender document, we offer to provide the services to iNDEXTb for

the Vibrant Gujarat Global Trade Show 2027 to be organized as part of the Vibrant

Gujarat: 2027 Summit and in accordance with the guidelines mentioned in the RTB

document (Request to Bid) No IEB/VGGTS2027/2026/01 and our Proposal in

response to it.

We hereby quote the Price Bid, amount to be paid to iNDEXTb, as under:

Reserve Royalty Amount (A) Rs. 4,00,00,000 / -

Additional Royalty Amount (B)

Total Royalty Amount (A+B)

The Total Royalty Amount is exclusive of applicable taxes and duties, levies, GST etc.

Our Financial Proposal shall be binding upon us subject to the modifications resulting

from Contract negotiations, up to expiry of the validity period of the Proposal, i.e.

calendar days from the last date of submission of this Proposal.

We understand you are not bound to accept any Proposal you receive.

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Annexure I: DOME / VENUE LAYOUT

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Annexure II: DOMEWISE AREA STATEMENT

Dome Number Length (M) Width (M) Gross Area (Sq. Mtr)

Total Gross Area (sq mt)

Admin Block 22.5 18.00

Vibrant Gujarat Global Trade Show 2027

iNDEXTb - Industrial Extension Bureau

Annexure III: SCHEDULE OF RATES

Charge for Event and Non-event day of the Venue –

Total Area – approx. 76,000 Sq. Mtr

SN Event Days/ Non-Event Days Total Amount (INR)

SN Event Days/ Non-Event Days Total Amount (INR)

Event Days - 05 Days

1 Charges: Rs. 200 per Sq. Mtr per day

Non-Event Days - 20 Days

(15 days pre- event + 5 days post-event)

2 Charges: Rs. 100 per Sq. Mtr per day

AIR CONDITIONING

Event Days (05 Days)

3 Charges: Rs. 80 per Sq. Mtr per day

GST @ 18% (9% as SGST and 9% as CGST)

Grand Total Amount

Grand Total Amount

Source: Operator at Helipad Exhibition Centre

Disclaimer: Before bidding, the same may be confirmed with

The Chief Operating Officer

Helipad Exhibition Ground,

Sector 17, Gandhinagar.

 However, successful agency may negotiate with operator at Helipad Exhibition Centre,

Vibrant Gujarat Global Trade Show 2027