Event Management for SARAS fairs

Amount

Construction of flood lit Gates/Well Decorated &Lightened based on Rural Theme with SARAS logo (Artistic Design, Decoration (3 Main gates + 2 gates at Exit ) (Approx Size 12 feet x17 feet)(14th to 27th Nov., 2021)

Construction of approx. 130 well designedstalls (construction of stalls with aluminum R8 system with powder coated finish with laminated panels, Fascia having name for State and stall number in computer cut out letters). Outdoor stalls to be provided with 3 inch flooring platform. Basic furniture required to be provided for standard stall of (3X3) Sqmt. (Some stalls may be made of size 3x3 Sqmt depending on availability of space): (a) Table - 1, (b) Chairs - 2 (c) Shelves - as per requirement of artisans (d) Spot light (use CFL/LED light) with hooks etc. - 3 nos. (e) Waste paper basket - 1 no. (f) Socket 5/15 amp - 1 no. (14th to 27th Nov., 2021)

Constructions of one Registration Counter/Help Desk with seating arrangement for 15 persons covering with canopy shade, fans and one steel almirah with lock and key. (12th to 27th Nov,2021)

Construction of one air conditioned conference /meeting room with flooring platform including the following arrangements: • 02 air conditioner • flower decoration (every day) • two-seater sofas (06 nos.) • centre glass table (02 nos.) • side glass table (02 nos.) • fancy cushion chairs (10 nos.) • fridge (01 no) • crockery for min. 20 persons

Construction of well designed Theme Area with proper display and lighting systems including the following: i. Parker lights ii. Fancy lights iii. Wooden platform iv. 12 nos. of size (37 or 42) inch LED screen- Front & Back v. Female facilitators -04 nos. (14th to 27th Nov,2021)

Construction of one room with octanorm for monitoring of CCTV cameras etc. and for staff with chairs and table. (14th to 27th Nov., 2021)

Construction of two Green Room/Changing Room for Song & Drama Division with big mirror.(14th to 27th Nov,2021)

Canopy for outdoor stalls and other required area (water resistance)(14th to 27th Nov., 2021)

Stall & Passage Carpeting - (Synthetic Carpet).(14th to 27th Nov., 2021)

Stall & Passage Carpeting - (Coir).(14th to 27th Nov., 2021)

Inaugural Function (Only for one day for item No.11.1 to 11.9) except 11.2 & 11.6

Stage (stage, backdrop and sound system, Anchor, 10 bouquet and floral decoration of stage and diyas) (only for one day but Stage and Backdrop will be for entire event.

200 chairs with white covers (for 14 days) for inaugration &cultural programs (14th to 27th Nov,2021)

Two rows sofas with white covers- 08 sofa (3 seater) (only for one day)

300 snacks packets with water bottles (small) these will be distributed during or after the inaugural function (only for one day)

High-tea in VIP Room (only for one day)

Food and snacks for 50 (Aprox) per day deputed on official duty from 12th Nov. to 27th Nov.2021. This includes Tea, Green Tea & Coffee, Snacks (like Samosa, Pakoda,Idli, SamberWada, dhokla, Greeledsandwitch, Masala Dosa, biscuits, Cutlets, Pastry,wafers etc.) per day two times. Packed Mineral Water for deputed duty staff. (The food committee will verify the above items supply on daily basis. If the items increase/decrease the payment will be made on pro rate basis certified by the Food Committee)

Shwal-5, Bookeque-5, Tulsi Plant-5 for inaugural function

Tentage for covering the area (only for one day)

Shahnai Vadan- one group with complete arrangements (only for one day)

Music System with 16 mikes and equalizer for cultural programme (14th to 27th Nov,2021)

Signage (signage on upper side of stalls, hoardings, banners, directory entry, pole bunting, standees, backdrops etc. made in Flex mounted on frame work) (14th to 27th Nov,2021)

Metal Detector (14th to 27th Nov,2021)

Staff to monitor Metal Detactors (14th to 27th Nov,2021)

CCTVs (50 Cameras)(14th to 27th Nov,2021)

Monitors [for CCTV Cameras](14th to 27th Nov,2021)

Recording DVR [ For CCTV Cameras](14th to 27th Nov,2021)

Security Supervisors (2 male and 2 female) (9:00 am to 9:00 pm)(13th to 27th Nov,2021)

Security Guards • 30 Guards (9 am to 9 pm) and • 10 Guards (9 pm to 9 am) (The Event Manager should ensure that security agency should have the valid license/documents i.e. PASAR license from Home Deptt. prescribed by the authorities. If any clause of labour law is violated, or any criteria is not fulfilled, the penalty will be borne by the Event Manager/Security Agency. NIRDPR will not be responsible for any lapses.) From 13th to 27th Nov. 2021.

Fire planning with staff (Fire Extinguishers, necessary equipments as per plan and approval of the fire authority). (14th to 27th Nov,2021)

Emergency Lighting System (14th to 27th Nov,2021)

Public Address System (should be audible in the entire SARAS fair area) for making important announcement etc. (14th to 27th Nov,2021)

Printing of:

a) Certificates for artisans and State Cordinators (A4 size, four colour, 300 gsm Imp. Art Card – gloss)

b) Invitation Cards for inaugural function with envelopes (5x7 inch, 300 gsm. Imp. Art Card, four colour, printed in both side (English and Hindi) [before two days of inaugural function]

c) Brochure: No. of pages: 12 Size: 5.5x11 inch of each page Paper: 240 gsm. Imp. Art paper (gloss) Colour: Four colour Photographs: around 10 Binding : Folded [delivery of brochure on 17th Nov. , 2021] for SARAS IITF

Landscaping of suitable areas in and around the fair premises with natural potted plants and materials etc.(14th to 27th Nov,2021)

Desktop Computers ( computers with TFT monitor and high speed internet connection-Dongle)(12th to 27th Nov,2021)

Laser printer (12th to 27th Nov,2021)

Plasma TV(42”) & DVD player or USB with all required accessories(14th to 27th Nov,2021)

Photocopy Machine (Small Size or Portable)(12th to 27th Nov,2021)

Photocopy Machine Operator (12th to 27th Nov,2021)

Waste paper basket (big size) (14th to 27th Nov,2021)

LED High Mass light - 500 watt (14th to 27th Nov,2021)

LED High Mass Light- 400 watt (14th to 27th Nov,2021)

LED High Mass Light- 150 watt(14th to 27th Nov,2021)

Construction of one pantry room with chairs (14th to 27th Nov,2021)

Construction of one Security Guard Room(14th to 27th Nov,2021)

Construction of One State Cordinator Room(14th to 27th Nov,2021)

Manpower: (Duty time 9 am to 8:00 pm) • MTS (Multitasking Staff) : 04 • Announcer ( Female) : 01 • Female attendant for conference/meeting room : 02 . Female Staff to attend the VIPs/Dignitaries having the experience to attend the dinitaries for protocol duty :04 (14th to 27th Nov., 2021 for all manpower)

High Resolution outdoor full color LED Screen (10x10) Feet) with all required equipments and operators to show the schemes and programs of the Ministry. Note: Agency is requested to provide operators for the LED screen.(14th to 27th Nov,2021)

Video Coverage and Still photography

Video Coverage (Format HD Film of 15 to 20 minutes with proper editing by Professional Camera Man) of entire events, Inaugural Function and all other major events/functions during the fair and video coverage of SARAS stalls (02 copies of hard disk must be provided to NIRDPR with proper mixing and editingin addition to source media) (14th to 27th Nov., 2021)

Sanitation/Cleaning services (From 12-27 November2021)Minimum 3 time per day Sanitisation of entire Saras Pavalian with reference to Covid 19 guidelines

Charges for 15 numbers of sanitation/cleaning workers for 16 days with Cleaning materials wearing Caps and T-shirts with printed logo of Swachh Bharat Abhiyan and name of Ministry of Rural Development, Govt, of India and NIRDPR. Time : 08:00 a.m. to 08:00 p.m. [12-27 Nov., 2021]

Charges for 02 numbers of sanitation/cleaning supervisors for 16 days -wearing Caps and T- shirts with printed logo of Swachh Bharat and name of Ministry of Rural Development, Govt, of India and NIRDPR. Time: 08:00 a.m. to 08:00 p.m. [12-27 November, 2021]

Caps for artisans with printed name of SARAS, Ministry of Rural Development and NIRDPR.

Printed cloth bags with the name of Ministry & NIRDPR, SARAS IITF and its Logo (Size 15 X 17)” inch. (No Plastic Bags, only Cloth Bags)

Taxi service: Innova(14 hours & 200 km per day) for marketing team (taxi will be provided from 01stNovember to 27thNovember2021). [01st -27thNovember, 2021]

Taxi service: Innova(14 hours & 200 km per day) for marketing team (taxi will be provided from 12th November to 27thNovember,2021). [12th -27thNovember, 2021]

Taxi service: Innova(14 hours & 200 km per day) for staff & female artisans (taxi will be provided from 14th Novemberto 28th November, 2021)

Wi Fi based high speed Internet Connectivity for covering entire Saras Pavalian (14th to 27th Nov., 2021)

Health Desk with all basic amenities like Bed-1, Wheel Chair-1, Chair-5, Table-2 Oximeter-2, Thermal Scanner-2, BP Check-1 etc. (Note: A stall will be provided inside Pragati Maidan for making Health Desk) 13th to 27 November,2021

Nursing Staff -2 (1 Male and 1 Female) (Time:9 AM to 7 PM) (To check BP, Oxygen Level) (13thto 27th November, 2021)

Thermal Scanning Staff with thermal Scanner (3 Male and 3 Female) (Time:9AM to 7 PM) (13thto 27th November, 2021)

Ambulance with basic life support along with two Staffs (Time:9 AM to 7 PM) (13thto 27th November, 2021)

Sanitizer for 130 Stalls and Staffs deputed for duty (One bottle for each stall) (200 bottles of 500 ml) with refilling facility during entire events.

Sanitizer Dispenser Machine with refilling facility during entire events (1 for office, 2 for Gates, 1 for health desk) (13thto 27th November, 2021)

Spray of disinfectants or Sanitization of 130 Stalls and Registration office/Help Desk every day (13thto 27th November, 2021)

Mask for 130 Stalls and Staff deputed for duty with printed name & logo of SARAS, Ministry of Rural Development and NIRDPR

Media Planning- (Print Media (Designing Part only), Social Media, Electronic Media, Press Meets, Press Conference etc. The following task will have to be covered : • Press Conference/Press Meet -2, Minimum 10 write ups every day on social media (facebook, instagram, whatsapp groups etc.), Press Release Every Day, Publicity on different You tube channels and arrangement of visits of influncers and bloggers, Making Radio Jingle and interviews of dignataries, Sufficient number of SMS of events, emails etc. Agency will have to submit every day one to two minute of small videos of success stories of SHGs for the purpose of social media (Note: Agency will have to set up a Media Desk with minimum three qualified staff members having the background of journalism/print media/electronic media) (The above work will be monitored by a Committee of officials of NIRDPR & MoRD and the payment wil be made based on recommendations of this Committee. So Event Agency will have to produce all documentary evidence/electronic evidence of publicity to the Committee).

Arch Concept Pvt.Ltd.

Expression 360 Services India Pvt. Ltd.