Selection of Event Management Agency for Erecting Hangars, Octonorm Stalls including other ancillary services on rental basis for Mahalaxmi Saras Exhibition -2024-25

Amount

A. EXHIBITION AREA

Waterproof aluminum German Hanger for exhibition area with fire retardant top covering, side covers, front facade etc. All the structures / hangars should be HIGH QUALITY GERMAN TECHNOLOGY ALUMINIUM STRUCTURE WITH WOODEN PLATFORM OF 6 “HEIGHT.

Proper tin 8 feet high with covering white cloth/barricading of entire area for safety purpose with provision of appropriate brandings of the event.

Adequate general LED Lighting inside the hanger of 61500 sq. meter area (natural white LED light)

Construction of approx. 500 nos. well-designed exhibition octonorm stalls (200 nos.-size 2x2m,& 460 nos.-3x2 m.) outdoor stalls to be provided with wooden platform (construction of stalls with aluminum R8 system with powder coated finish with laminated panels & fascia having name for State and stall number with cut out letters). Accessories for each stall: A. Wooden/glass shelves/racks as per requirement with proper clamps, etc. B. Power socket 5 and 15 amp. C. Waste paper basket with bio-degradable garbage bags

Octonorm 1 Tables in each stall (construction of table with aluminum R8system with powder coated finish with board on top)

Good quality banquet 2 chairs in each stall

2 LED spot lights in each stall with proper hooks and wiring

Providing Ceiling Fans inside the hangar as per the requirement

B. STAGE SETUP

Stage setup : 40 ft. x 80 ft. x 4.00 ft. high MS structure with scaffolding/truss blocks with ply board on top & following items : A. Steps on both side 8 ft. wide with railing and masking B. Arrangement of floral belt in front of stage with decoration with flowers with LED Plasma

Double seater sofa

Single seater sofa

Centre table

Good quality banquet chairs

Podium with branding

LED riser 40 ft. x 4 ft. x 10 ft. with masking & carpet from all sides

Green rooms with wooden platform with proper lighting and other required items like adequate mirror/cloth stand/spot lights/power points/tables/chairs and all other furniture required of approx. 250 sq. ft. each

Platform for media setup with carpet, masking from all sides and required furniture with necessary fixtures & lighting of size 8 ft. x 6 ft. x 4 ft.

Platform for light & sound console with carpet, masking from all sides including required furniture, etc. with necessary fixtures & lighting of size 24 ft. x 6 ft. x 4 ft.

C. SOUND ITEMS (Reputed brand 3 way sound system (JBL Vertec/RCF TTL series or equivalent)

Platform for camera setup with carpet, masking from all sides including required furniture, etc. With necessary fixtures & lighting of size 8 ft. x6 ft. x4 ft.

PA Top Line Array

Delay speakers/top with stands

PA Side Fills

PA Front Fills

PA Bass

Stage Monitor

Digital Mixer 64 channel B

Amp/ Cabling / Racks

Artist tech rider as per Requirement.

Power Amplifiers & Crossover (as per requirement)

DI box (as per requirement)

Cordless Microphone with similar configuration as that of Shure/Sennheiser

Central PA Sound system for entire venue and parking with suitable sound outreach at all places

Sound technician

D. LIGHTS ITEMS

Box truss for lights of 20 ft. height with proper base and support

P3 LED Wall 40 ft. x 10 ft. for stage backdrop with technician and operator support for entire period of exhibition.

High resolution LED screens inside and outside hangar structure for the general public to show the schemes and programs of the Ministry with technician and operator support for the LED Screen. 16 x12 feet - 2 Nos.

Platform for high resolution screen with masking (i) 10 x 4 feet -2 Nos

Beams Sharpy Beam 200

Profile Lights

LED par 32

LED par 64

LED Beam par

4 way Molefay

Dimmer Pack (as per requirement)

Avolite Pearl for controlling the light set up (as per requirement)

E. VIDEO & PHOTOGRAPHY

Video Coverage of Inaugural Function & all other major events/function during the fair and video coverage of stalls (04 copies of DVDs must be provided to with proper spot mixing and editing in addition to social media). Live video coverage of the cultural events and inaugural function in the LED panel with 2 video cameras.

Seamless switcher

F. MANPOWER

Attendant/facilitators (Male &Female) well experienced duly uniformed as per our requirement

MTS (multi-tasking staff) for managing registration counter & other areas of exhibition

Charges for sanitation/cleaning workers for Cleaning materials wearing Caps and T-shirts with printed logo of Swachh Bharat Abhiyan

Charges for sanitation/cleaning Supervisor for Cleaning materials wearing Caps and T-shirts with printed logo of Swachh Bharat Abhiyan.

T- Shirts for Staff

G. VIP LOUNGE

Construction of well-designed one air conditioned (with Tower AC) VVIP room with proper wooden platform, flooring, carpeting and false ceiling, lights etc. Rates including flower decoration (every day), fridge, crockery for minimum 40 persons/fancy cushion chairs/two and three seater sofas, center tables, coffee tables and other required items for beautification of the room.

Construction of well-designed one air conditioned(with Tower AC) VIP room with proper wooden platform, flooring, carpeting and false ceiling ,lights etc. rates including flower decoration (every day), fridge, crockery for minimum 20 persons/fancy cushion chairs/two and three seater sofas, center tables, coffee tables and other required items for beautification of the room.

Construction of well-designed one air conditioned(with Tower AC) room with proper wooden platform, flooring, carpeting and false ceiling ,lights etc. rates including flower decoration (every day), fridge, crockery for minimum 10 persons/fancy cushion chairs/two and three seater sofas, center tables, coffee tables and other required items for beautification of the room.

Supplying Temporary Hire Based 26HP, VRF/VRV air conditioning system out door unit (ODU) complies type-IV OEM standards working on HFC refrigerant R410A or other required/suitable green equivalent refrigerant, for minimum cooling capacity as delivering 100% capacity at 47° C, nonstop cooling even at 56° C and coefficient of performance (COP) 3.00 to 4.00, modular type vertical hot air discharge suitable for longer piping range up to 1000 meter operation in cooling mode with inverter/digital VRF/VRV technology microprocessor based control compressor starter/control panel with scroll compressor, air cooled copper condenser coil of suitable shape for increasing maximum heat transfer area, rain protection cover, built in oil separator, accumulator and oil receiver, copper tube aluminum fin air cooled condenser, condenser fan with motor suitable for 415V±10%, 50 Hz, 3 phase power supply (all suitable for high ambient conditions), internal copper refrigerant piping, internal wiring and refrigerant, etc. all housed in powder coated weather proof cabinet complete.(I.N.3-11-11)

Supply Temporary Hire Based of VRV/VRF based ceiling suspended 6.5TR treated fresh air (TFA) (5380 cfm) room/IDU with evaporator fan with motor, copper tube, aluminum fin evaporator coil, washable air filter, insulated drain tray, in built drain pump, expansion device, cordless remote control with necessary controls and electrical terminal to receive power . having anti-corrosive coating suitable for costal area with decorative slim dimension suitable ceiling suspended arrangement and an electronic control console with any additional refrigerant and oil charge as per requirement during installation complete.(I.N.3-11-58)

H. CONFERENCE ROOM

Construction of well-designed air conditioned (with Tower AC) conference room cum State Coordinator Room/Meeting room with wooden structure/platform/flooring/false ceiling and proper carpeting and proper lighting. Conference table/ B2B Area with sufficient number of chairs and other required furniture like sofa/coffee table/side tables etc. Interior of the room should be well thematic decoration for seating arrangement of 100 persons.

Sound System for conference/meeting room with 02 Cordless Handheld Mic, Goose neck talk back system mic, Amplifier, Speakers Suitable along with technician

I. THEME AREA

Designing and conceptualization of well-designed Theme area with proper display, lighting, logos, graphics and artwork complete with raised platform, designer wooden flooring, reception and required furniture. LED screen - 2 nos (Size 42 inch), wooden digital poster and other par can/fancy lights with colorful decoration. Photo gallery of SHG Products. Design must be submited before & prior approval of the appropriate authority must be taken.

Plasma TV (Size 43") Wall Mounted /Wooden Plywood Fixing.

J. FOOD COURT - J1- Food Court Area - Pavilion Setup

Weather proof pandal for setting up Kitchen pot wash area, Require a roof cover to be installed, 15 ft. Height to the backside of the kitchen work area for washing big utensils and for resting purpose.

Setting up 8 individual stall (as per drawing/layout) inside the main pandhal (German hanger) as per direction of Food court management committee. Stall will be cover with all side along with Door with lock facility. Each stall having minimum area and requirement: • One administrative office with power plug with 3 pins - 5M x 5M. , should be furnished with 1 table and 5 numbers of chairs(armless), should be electrified with power plug with 3 pins, 1 numbers of fluorescent tube, 1,P.C. & 1 printer with Internet facility. • One finance room - 5M x 5M, should be furnished with 1 table and 5 numbers of chairs (armless), should be electrified with power plug with 3 pins, 1 numbers of fluorescent tube, and 1, P.C. & 1 printer with Internet facility having Internet speed up to 100 mbps or as required. • One infant Feeding room with power plug with 3 pins - 3M x 3M, should be furnished with 1 table and 10 numbers of chairs(armless), should be electrified with power plug with 3 pins, 1 numbers of fluorescent tube

Construction of well-designed one air conditioned(with Tower AC) Dining room with proper wooden platform, flooring, carpeting and false ceiling ,lights etc. rates including flower decoration (every day), fridge, crockery for minimum 10 persons/fancy cushion chairs/two and three seater sofas, center tables, coffee tables and other required items for beautification of the room.

Setting up 70 individual stall inside the main pandhal as per direction of Food court management committee of Jute frame (Dyed Jute) with adequate support system of bamboo(10 ft. height) of below mentioned size: 3 m x 3 m - 70 nos with the table on 3 sides with the proper cover ( 3 table + 2 chairs )

Straight panel behind the food stalls

Amirah with safe locker facility – 2 numbers (for admin and finance room)

Foldable square tables for kitchen area.

Round dining tables with cloths cover over the tables in dining area (4 ft. radius)

Standing tables (standard size)

Square table with drawers for coupon / billing counter

Chairs without arms for dining area.

Chairs(armless) in each 8 coupon / billing counter

Chairs(armless) in each stall for 70 Food stalls

K- Plumbing and Water arrangement

Syntex water tanks with a total capacity of 30000 liters with required motor pump and necessary plumbing arrangements at ground level near the raised syntex tank for continuous water supply to the kitchen/food court and wherever necessary with adequate backup other than 30,000 liters

Plumbing lines of 25 mm pvc pipes to kitchen, food court, etc. (as required as per direction of Food court management committee)

Kitchen sinks (2ft X 2 ft.) with water taps with necessary plumbing and drainage arrangements.

Supplying with Pot wash area sink with water taps with necessary plumbing and drainage arrangements (sink specification - 3ft X 3 ft.)

Hand wash basins of 5 numbers on strong stands and providing the same with continuous water supply for washing and necessary drainage of the used water

Grease filters

L- Electrical and Electronic Arrangements

Hire and Labor charges for providing and fixing Exhaust fans in cooking area as per IS specifications with suitable and safe wiring

15A power sockets (with 3 pins) giving connection with safe wiring and insulation as per IS standards and specifications as required in Food Stalls and Kitchen area

M. Kitchen Vessels and cooking equipment

Providing Commercial stove (2 Burner) (as per direction of Food court management committee)

Erecting and Providing gas pipe line and connection as per directions and specifications M/S Mahan agar gas Ltd

Provide Deep Freezer (300 ltr) with power supply (as required as per direction of Food court management committee) (VERTICAL -5 nos. + DEEP -5 nos.)

N. Waste Management

Kitchen Area Providing waste bin for food waste(green) - 20 waste bins with 100 ltrs capacity Waste bins for plastic waste(red) – 10 waste bins with 50 ltrs capacity Waste bin for paper waste (yellow)- 10 waste bins with 50 ltrs capacity

Dining Area - Providing waste bin for food waste(green) - 20 waste bins with 100 ltrs capacity Waste bins for plastic waste(red) – 20 waste bins with 100 ltrs capacity Waste bin for paper waste (yellow)- 20 waste bins with 100 ltrs capacity

Providing bio-degradable garbage bags (One packets having 50 pieces)

Garbage cleaning & collection van (2 times a day) with manpower for the entire period of the show. Waste disposal should be done as per the municipality norms by the contractor

O. Human Resource/ Manpower Requirement

Charges for sanitation/cleaning workers for 15 days with cleaning materials

Q. TOILETS

Providing ,Constructing temporary Toilet Blocks with necessary Glazed Tiles finishing, laminated hardnersheet, PVC/Octonorm system side finishing wall partition 6 feet height and door with proper fixtures and fastening i.e. tower bolt, holdfast, hinges ,handles all drops etc. .OR Portable chemical toilets including necessary proper sanitary, drainage line, outlets, Inspection Chamber and day to day cleaning arrangements with material like DDT powder & all such necessary things to maintain hygienic conditions etc. (DDT powder, Phynile etc.) properly during Exhibition period incl. necessary arrangements, loading, unloading incl. all etc. complete for the period of Exhibition (each separate for Ladies and Gents) with proper staff. Facility should be provided one day before the event.

Vehicle mounted AC Toilet Van: for VIP lounge, placed at back side (one male and one female) with attendant. Facility should be provided one day before the event for entire duration of the fair

Adequate Cleaning and Sanitizer Material for toilets, hand wash, paper napkin, cented phenyls, odonils etc. for the entire exhibition period.

R. ELECTRICALS & GENSETS

Power distribution with armored cables from main panel board & generator up to Exhibition hall/stage/all hangers/food area and all over the ground & sub distribution with main panel switch board & sub main panel board. 1500 KW

Lighting Poles with proper wiring/earthing for Entire Venue with adequate number of poles should be provided.

Metal/flood lights for all over the venue

Electrical cabling of entire venue with proper covering

Ground Earthling through the area for generator and lighting

Cabling & Changeover box/main panel with proper fittings

S. BRANDING AND PRINTING

Branding of the entire venue including, hangar facades & side covering of the hanger structures, stage side panels, standee, pole buntings, welcome hoardings, Banners of all types signage etc. Vinyl flex print. (Block out flex), large display of the layout of stalls.as detected by authority.

Construction of theme based flood lit Gates based on Theme main entrance & hangar entry/exit (Artistic Design, Decoration)

MDF with paint finish 3d block letters of #MAHALAXMI SARAS (2.5 X 20 ft.) with platform 2 ft. height

Hand stripe with QR code ID cards with lanyards with hologram

T. SECURITY, CCTV & FIRE SERVICES

Security guards Male-20, Female-10 (9.00 a.m. to 9.00 p.m.

Security Supervisor Male-2, Female-1 ((9.00 a.m. to 9.00 p.m.)

Security guards Male-15 (9.00 p.m. to 9.00 a.m.)

Security Supervisor Male-4(9.00 p.m. to 9.00 a.m.)

Firemen well Trained ( Day & night)

DFMD machines with staff with auto entry counting facility

HHMD Machine with staff

Providing of Fire extinguishers in exhibition area ABC type cylinders with sand buckets (CO2 Water and Powder mix with Refilling Dates). Sufficient equipment to be placed at various locations as per directions of Fire Department.

CCTV Cameras set up all over the venue, cameras shall have night vision with operator & technician

LCD Monitors for CCCTV camera

Recording DVR

Construction of room with octonorm (3 M x 3 M) in each hangar for monitoring of CCTV cameras etc. with chair, table, operator & technician near police control room

Frisking area at entry points (4 M x 4 M)

Box type Flex Gate

Construction of Registration Desk of (10 x 5) meter well designed structure with adequate lighting, platform, carpet, counter, brochure stand & banquet chair& one steel Amirah with lock facility.

U. REGISTRATION & HELP DESK

Construction of Registration Desk of (10 x 5) meter well designed structure with adequate lighting, platform, carpet, counter, brochure stand & banquet chair& one steel Amirah with lock facility.

V. FIRST AID FACILITIES (MEDICAL FACILITIES)

Construction of a First Aid Room 6 M X 3M with all required facilities curtains/divider in German Pagoda

W. Others

Construction of Store Room (5 M X 5 M) aluminum R8system with powder coated finish with laminated panels, carpet, lighting & basic furniture

Construction of Housekeeping room (3 M X 3 M) aluminum R8 system with powder coated finish with laminated panels, carpet, lighting & basic furniture

Construction of Fire service room (3 M X 3 M) aluminum R8system with powder coated finish with laminated panels, carpet, lighting & basic furniture

Construction of Security room (3 M X 3 M) aluminum R8system with powder coated finish with laminated panels, carpet, lighting & basic furniture

Carpeting - Non woven needle punch laying & fixing of brand new carpet subject to actual requirement and as per the direction of Core Committee.

Coir type carpet for outdoor & other required area

Drinking water tanker for cooking purpose (10000 ltr tanker capacity) or as per direction of food management committee

Drinking Mineral Water 20 Liter Jar of approved brand with dispenser and 100 disposable glass with each Bottle

Water Bottle of 200 ml with approved Brand

Diya, Samya, Scissor, Ribbon, Rangoli Color, Candle, Kapoor, Arti Thali, Haldi Kumkum, Photo Frame, Standard quality Shwal approved by appropriate authority . etc. for Inaugural Day

Landscaping with good quality natural potted plants in entire exhibition area

Landscaping with good quality natural potted plants, water Fountain, and Picket Fencing in entire exhibition area

Proper Ground Levelling of Main Exhibition Ground as well as Parking Ground with road roller and JCB (Refer site layout plan)

Deepali Designs and Exhibits Pvt Ltd