Short Tender Notice for Exhibit, Design Event Management of DST Pavilion

Date of Opening of Technical Bid 15/05/2026 at 11:00 hours

Date of Presentation 15/05/2026 at 11:30 hours

Opening of Financial Bid 15/05/2026 at 11:30 hours

Tender Fee Rs. 1500/-

EMD Amount Rs. 15000/-

“SwaRaksha Mahotsav 2026” – Fostering Partnerships for Security on 21–22 May

2026 at Gujarat Science City, Ahmedabad, Gujarat.

Important Dates & Details:

1 Bid Reference Number GUJCOST/SP/202627/

Bid Documents Download Date 06/05/2026 at 18:00 hours

Last Date & Time for Submission of

4 13/05/2026 till 18:00 hours

online Financial Bid

Last Date & Time for Submission of

5 14/05/2026 till 18:00 hours

Technical Bid, Tender Fee & EMD

Date & Time of Opening of

7 Date & Time of Presentation 15/05/2026 at 11:30 hours

Date & Time of Opening of Financial

Gujarat Council on Science and

9 Venue of Opening of Bids

BLOCK NO. B, 7th Floor M. S.

Building, Sector -11, Gandhinagar

Bid Processing Fees (Non- Rs.1,500/- (Rupees One Thousand

refundable) Five Hundred Only)

Rs. 15,000/- (Rupees Fifteen

11 Earnest Money Deposit (E.M.D.)

The Advisor & Member Secretary

Gujarat Council on Science and

15 GUJCOST Contact Person Technology

The submission of bid on the

16 https://www.nprocure.com/

1. The Authority has adopted Quality cum Cost Based Selection (QCBS)

methodology for selection of the Agency for Exhibit Design and Event

Management for SwaRaksha Mahotsav 2026” – Fostering Partnerships

2. This is two Bid Process Technical & Financial having 60:40 weightages

respectively. The Technical marks out of 100 marks.

3. The Technically qualified bidder will be called for the physically

presentation of Exhibit Design and Event Management for SwaRaksha

Mahotsav 2026” – Fostering Partnerships for Security.

Eligibility Criteria for the bidder:

Sr. Parameter Eligibility Criteria Supporting documents

The bidder should have 1. Audited Annual Reports, or

turnover of Rs. 3.00 Lakh 2. Audited Financial Results,

(Minimum) in the each or

1 year for last three financial 3. CA Certified Balance Sheet

years i.e F.Y. 2022- and Profit & Loss Account

23,2023-24 and 2024-25. Statements

Proprietorship/ 1. GST/VAT/CST-Registration

Firm/ Company Registration

Company Documents 3. Address Proof

1. Copies of any two of the

following: Property Tax Bill of

Office in The bidder must have

3 last year / Electricity Bills of

Gujarat one office in Gujarat.

last one year / Telephone

Bills of last one year / GST.

Experience (work order) 1. Copies of Work Orders

similar assignments and 2. Completion or client certified

have executed Work in Progress

assignments in pavilion/ Certificates

stall related i n S&T

sector, Govt. organization,

University, etc.

1. All the details and the supportive documents for the above mentioned

itemsshould be uploaded in eligibility section in the bid.

2. Bidders who wish to participate in this bid will have to register

onhttps://www.nprocure.com

The Gujarat Council on Science and Technology (GUJCOST) was established in

September, 1986, to play a catalytic role in promoting the use of Science and

Technology in the development process of the State. The S&T Council was

constituted with a view to develop technologies appropriate to and in harmonywith

present conditions. The Council has been catalyzing interaction between developers

and users of technologies, by bringing on a common platform to training Scientists

and Engineers on the one hand and policy makers as well as Administrators on the

Accordingly, the State Council is identifying the areas in which Science and

Technology can be applied for development activities and achieve the goals of the

State, with a particular emphasis to eliminate the prevailing backwardness, rural

unemployment and poverty. It was also felt necessary to establish effective

Communication and other links between, and Co-ordinate the activities of centres of

Scientific and Technological Research, Government agencies and industries in order

to promote the application of Science and Technology in the State

The Council is an autonomous body registered under the Societies Registration

Act from 1st February, 2000 and working under department of Science & Technology.

Hon’ble Minister of Education is the Chairman of the Council. The Administration and

Management affairs of the state Council is inducted by the Governing Board. The

Board has constituted Executive Committee for fast Execution of work. The day to

day affairs and administration of the State Councilis looked after by its Advisor who

is also Member Secretary of the Council. Presently GUJCOST is working at B/7,

M.S. Building, Sector-11, Gandhinagar.

GUJCOST is dedicated to educating young minds, assisting teachers and increasing

public understanding of science and technology along with its research and

development programs.

The rural population of India could not harness the benefit of science and technology

in post independence era due to urban centric development creating economical and

social divide between the two sections. People there remain isolated and needed

special efforts to bridge the gap. Gujarat Council on Science and Technology

(GUJCOST) is introducing a novel but standardized concept of science on

wheels for its science outreach programme, to harness the benefit of Science &

Technology right to the doorsteps of people creating scientific temper among those

who needed it the most.

Science festivals are rich expressions of a nation’s cultural importance and progress

in science and technology. The science festivals aim to engage citizens with science

in inspirational and empowering ways, attracting younger generations toward the

world of science and technology.

About Swa Rakshak Mahotsav 2026 – Fostering Partnership for Security in

collaboration with the trade Promotion Council for Geospatial and Space Industry

India’s Aerospace and Defence (A&D) sector is undergoing a rapid transformation driven

by the Government’s ‘Make in India’ and ‘Aatmanirbhar Bharat’ initiatives. With one of

the world’s largest armed forces, India is shifting from being a major importer to becoming

a hub of indigenous design, development, and manufacturing.

India’s Aerospace and Defence (A&D) sector is witnessing a significant transformation,

propelled by the Government of India’s flagship initiatives such as Make in India and

Aatmanirbhar Bharat. With one of the largest armed forces globally, the country is

steadily transitioning from a major importer to a key hub for indigenous design,

development, and manufacturing in the A&D domain.

The Trade Promotion Council for Geospatial and Space Industry (TPCGSI), as the apex

body representing the aerospace, defence, geospatial, space, and unmanned systems

sectors in India, plays a pivotal role in advancing these industries and promoting their

applications at national and international levels.

In this context, TPCGSI is organizing “SwaRaksha Mahotsav 2026” – Fostering

Partnerships for Security on 21–22 May 2026 at Gujarat Science City, Ahmedabad,

Gujarat. The event aims to generate investment opportunities within the state of Gujarat,

showcasing Gujarat’s capabilities through a dedicated state pavilion, highlighting

achievements in aerospace manufacturing, defence electronics, and research

excellence and strengthening and enhancing the supply chain ecosystems in the A&D

The exhibition also features a wide range of scientific disciplines, including space

science, agriculture, healthcare, environmental science, biotechnology, and more.

It offers people of all ages the opportunity to interact with scientists & experts and

gain a deeper understanding of complex scientific concepts. This exhibition not only

celebrates India’s scientific achievements, but also inspires the next generation of

scientists and technologists to make meaningful contributionsto the scientific world.

BoQ of the work are as follows: (Scope of Work)

1. The agency shall be required to conceptualize the entire raw space for portraying

the Science & Technology Pavilion (72 sq.mt).

2. The agency shall be required to provide the services as per following specifications:

a) Conceptualize / prepare theme of the Science & Technology, prepare

design of the Pavilion and construct the entire pavilion accordingly. The

pavilion will include GoG initiatives, etc. all which have to be constructed by

b) Manage the entire event right from the building of the stall to dismantling of

the exhibits as well as disposal of materials from the ground.

c) Conceptualization, designing of new Panels with branded fittings and setting

up of the panels, etc.

d) All the arrangements of procuring the necessary hardware including carpeting,

platforms, towers, conference area, partition walls, support structures,

structure for mounting panels, furniture, electrical fixtures, etc.

e) Supervision, dismantling of all the material required for the stall.

f) Hiring of Audio Video equipment including LED TV and their installation and

proper functioning through the exhibition.

g) Transport all materials, equipments, panels etc. to the stall at the SwaRaksha

Mahotsav 2026 at Vigyaan Bhavan, Gujarat Science City, Ahmedabad.

h) Agency is required to deploy two (2) Manpower for reception at pavilion and

one (1) for cleaning of pavilion on timely basis.

3. Any incidental changes required to be incurred for the said work will be part of the

contract amount no separate payment will be made on this account.

4. Co-ordination with the private companies, research centers and educational

institutes participating in the event with respect of obtaining all necessary

material, information required for the exhibition shall be the sole responsibility

of the agency. No additional amount paid on this account.

5. Necessary support staff including hostesses, visitors book, broacher stand, card

drop box, banquets of the agency shall be present at the exposition venue at all

the time during the exhibition and all repairs resulting as a part of wear and

tear of the stall will be done at no extra cost.

6. The final design, layout of the stall, materials to be used, other specifications of the

work to be done, etc. have to be approved by GUJCOST.

7. All exhibit materials as well as any soft copies of designs, etc. shall be the property

of GUJCOST. The agency will deliver the exhibits at GUJCOST office within a week

of completion of the exhibition.

8. All installation shall be complete before 6:00 pm of 20 th May, 2026 at Vigyaan

Bhavan, Gujarat Science City, Ahmedabad.

9. No compromise in quality of material will be made. The tax shall be deducted

as per I.T. Act.

10. In case of failure to comply with above terms and conditions or in case of not being

able to deliver / complete the project in time or satisfactorily, as per the approval

design / specifications, the EMD will be forfeited. More over any advance money

paid will have to be returned.

11. The Selected Agency is required to submit 10% security deposit of quoted price.

On Successful completion of event GUJCOST will release the same.

12. At the end of the event the agency will submit photographs of the event with

coverage of the Science & Technology stall. The photographs should cover all

important events including VIP visitation.

13. In case of any dispute, the decision of the Member Secretary, Gujarat Council on

Science & Technology shall be final.

In case of any dispute, the decision of the Member Secretary, Gujarat Council on

Science & Technology shall be final.

“SwaRaksha Mahotsav 2026” – Fostering Partnerships for Security on 21–22 May

2026 at Gujarat Science City, Ahmedabad, Gujarat.

Name of the work: Event Management of DST Pavilion

Location: Vigyan bhavan, Science City, Ahmedabad

Earnest Money: Rs15,000/- (Rupees Fifteen thousand only) in

the form of Demand Draft payable at

Gandhinagar. No interest is payable on

theEarnest Money Deposit.

Last date for submission: 14/05/2026 till 18:00 hours (Hard Copy)

Place of submission: Gujarat Council on Science and Technology

Address: Block B, 7th Floor, M. S. Building,

Sector 11, Gandhinagar

Tender document can be obtain and submit from 06/05/2026 to 14/05/2026

between 11.00 and 18.00 hrs from the office of Gujarat Council on Science

And Technology by paying non-refundable fees of Rs.1500 -(Rupees One

Thousand five hundred only) in the form of Cash or crossed DD drawn on

“Advisor & Member Secretary, Gujarat Council on Science and Technology”

payable at Gandhinagar. The tender document is not transferable.

Earnest Money Deposit of Rs.15,000/- should be paid by Crossed Demand

Draft/Banker’s Cheque in favour of "Member Secretary, Gujarat Council On

Science and Technology", payable at Gandhinagar. Tender submitted without

the requisite Earnest Money Deposit shall not be considered for evaluation.

After receiving the tenders, GUJCOST may invite the agencies for a

presentationon concept and content design before a technical committee. After

the presentation, the financial bid of qualified agencies will be opened and

consideration and further finalization. There would be a 60:40 ratio in technical

and Financial Bid evaluation respectively.

GUJCOST reserves the right to cancel any or all tender without assigning any

General Terms and Conditions

GUJCOST invites SEALED quotations for financially sound and competent

vendors / establishments / designers and model makers of repute with proven

track record, for Design panels and pavilion for exhibition

Terms and conditions:

 The agency should have been in the business of providing similar service

for at least 3 years and should have own resources for similar assignments

and have executed assignments related to S&T Sector for such

assignments. The agency should have experience of Design panels and

pavilion as well as event management for exhibition and attach the photo-

copy of such work done with the documents.

 The agency should have own production house and well trained

staff/agency for different work profile of the Design panels and pavilion for

 Technical and Financial bid should be sealed in separate envelop.

 Turnover – Minimum average turnover should be 3.00 lakhs averages for

last three years (2022-23, 2023-24 and 2024-25) Audited Balance/ CA

Certificate Sheet must be enclosed.

 The agency should have strong financial capability to provide services and

should have the capabilities to complete the job and sustain joint on long

 The agency shall be required to sign an agreement with GUJCOST before

the commencement of the business.

 Conditional offer shall not be considered.

 The rates quoted shall include all taxes/GST, levies, material, labor,

transportation and delivery at site.

 Entire job shall have to complete within the stipulated days from issuing of

 The complete work shall be done as directed by in charge of GUJCOST to

the satisfaction of Quality.

 Offers shall be sent in the enclosed prescribed form only.

The firm has to submit colored concept designs of the proposed theme / stall and

creative for display panels.

“SwaRaksha Mahotsav 2026” – Fostering Partnerships for Security on 21–22 May

2026 at Gujarat Science City, Ahmedabad, Gujarat.

INSTRUCTIONS TO VENDORS / FIRMS

Online Submit Mode

Bidders are required to submit financial bid on https://www.nprocure.com portal

only. Financial Submitted in hardcopy will be rejected.

Pre Tender Scrutiny

Before submitting Tender, the vendor/firms shall be deemed to have satisfied him

by actual inspection of the site and the requirements and shall have deemed to

have taken all these factors into consideration while quoting his offer price.

The Tender submitted without prescribed earnest money will be summarily

rejected. The rejected bids will become the property of GUJCOST.

Validity of Quotation

The Tender shall remain open for acceptance by GUJCOST for the period of

days from the date of opening of the Tender and the applicant shall not cancel or

withdraw the tender during this period. If any bidder withdraws from the bid

before the final award of the contract, the Earnest Money Deposit of such bidder

shall be forfeited.

Late Submission

Bids must be submitted by due date and the time only. Bids received after the

time and date fixed for receipt of bid is liable to be rejected.

Evaluation of bids

Clarification and additional information

During evaluation, GUJCOST may request the bidders for any clarification on the

bid or additional information.

This is at two bid system. Successful bidders who quality the technical bid criteria

may be called for presentation about their concept and design before the

technical committee.

GUJCOST have a right to accept or reject any or all quotations

Notwithstanding anything contained in all the clauses mentioned hereinbefore,

GUJCOST at its sole discretion reserves the right to accept or reject any or

allbids, at any time prior to the award of the contract, without thereby

liability to the affected applicant/s or any obligation to inform the affected

applicant/s of the grounds for GUJCOST action without assigning

reasonsthereof.

Security Deposit:

The vendor will be required to maintain a Security Deposit of Rs. 15,000/-

(Rupees fifteen thousand only) for the period of the Contract. The EMD of the

successful vendor will be converted into a Security Deposit. No interest is

payable on the Security Deposit.

Information related to the examination, clarification, evaluation and comparison

of bids and recommendations for award of contract shall be confidential and will

not be disclosed to any applicant.

All the technical documents should be put in an envelope sealed and super

scribed as "Design panels and Pavilion for exhibition at the SwaRaksha

Mahotsav 2026” – Fostering Partnerships for Security on 21–22 May

at Gujarat Science City, Ahmedabad, Gujarat” and the envelope should carry

the tender number, due date for submission along with the name, address,

telephone number, e-mail address of the agency.

“SwaRaksha Mahotsav 2026” – Fostering Partnerships for Security on 21–22 May

2026 at Gujarat Science City, Ahmedabad, Gujarat.

Sr. No Year Annual Turnover

1. Name of the Company / Firm.

2. Date of Incorporation

3. Name of the Main Promoters with Equity

Holding Pattern

4. Names and other Details of Subsidiaries

5. Commercial Brand Name Under which the

Company is Known in the Market

6. Details of Pending Litigations /Court Cases

against Company and its Directors

7. Name of the Consortium Partner (If any)

8. Client list Attach extra copy of Client

Demand Draft No.: Bank Name:

Drawn on: Demand Draft Amount:

Demand Draft Date: Branch:

Signature of the Agency

GUJARAT COUNCIL ON SCIENCE AND TECHNOLOGY

Department of Science & Technology, Govt. of Gujarat

Short Tender Notice for Exhibit, Design

Event Management of DST Pavilion

The submission of bid on the website https://www.nprocure.com/

Investing in Science: Investing in Future!

GUJARAT COUNCIL ON SCIENCE AND TECHNOLOGY

Department of Science and Technology, Government of Gujarat

Block -B, 7th Floor, M.S. Building, Sector-

11,Gandhinagar - 382

Phone No: 23259362 - 65, Fax No:

Email: [email protected], URL:www.gujcost.gujarat.gov.in

“SwaRaksha Mahotsav 2026” – Fostering Partnerships for Security on 21–22 May

2026 at Gujarat Science City, Ahmedabad, Gujarat.

Item Particulars Amount in Amount in

No. Rs.(Including Rs.

GST ) (Including

01 Design and Event Management of DST,

Govt. of Gujarat Pavillion “SwaRaksha

Mahotsav 2026” – Fostering Partnerships

for Security on 21–22 May 2026 at Gujarat

Science City, Ahmedabad, Gujarat. (72

1. The selected agency should to show the "Design panels and pavilion for

exhibition." work to GUJCOST and obtain necessary approval prior to final

2. The work will be completed 20th May, 2026 18:00 hours at Vigyan bhavan,

Science City, Ahmedabad.

3. Payment will be released after successfully completion of the work.

4. Amount will be Inclusive of all taxes.

Signature of the Agency with stamp