SELECTIONOF EVENT MANAGEMENT COMPANY FOR COMPREHENSIVE MANAGEMENT OF INDIA SMART CITIES AWARDS CONTEST (ISAC) - 2022AWARD CEREMONY INCLUDING DEVELOPMENT AND MANAGEMENT OF EXHIBITIONBEING ORGANISED IN INDORE, MADHYA PRADESH FROM 27-29 SEPTEMBER 2023

Amount

Thematic development of the venue, Infrastructure setup for the entire event including Physical Exhibition for ISAC 2022 Award Ceremony and Exhibition.

Booking charges of the proposed venue for the Award Ceremony and entire duration of the Exhibition as per the requirements and instructions of the Authority.

Charges, fees for acquiring Local permission/licenses from concerned authority including Fire NOC, Electrical Safety NOC, Charges towards premium for availing insurance for the Entire Event etc. (Payable upon submission of receipt as per actuals)

Exhibition Infrastructure: Charges for conceptualisation designing and installation of temperature controlled Air-conditioned wooden floored, carpeted, German Hanger with fire retardant roof and side covers including water supply, drainage, internal light, entry arch, façade, backdrops and glass doors at the space designated by the Authority. The rates should also include cost of dismantling and handing over the premises in good condition.

Exhibition -Interiors : Charges for Conceptualisation, Design Development of the Interior of the Exhibition Area (German Hanger) including the installation of necessary artifacts, Fixtures as per the approved design with following minimum features: 1 - Conceptualisation of the Entire Exhibition as per the theme of Smart Cities to show case the versatile work executed under Smart Cities Mission across the country. 2 - Deployment of creative team / design team (atleast 2 Professionals) in Indore for the entire duration of engagement so as to work in close coordination with the Authority. 3 - Preparation of design of the interiors of the Exhibition area as per the approved concept in due consultation with the Authority. 4 - Development of the interiors of the Exhibition Hanger including installation of artificats and fixtures as per the approved design and concept. (The rates should also include cost of dismantling and handing over the premises in good condition after completion of the Exhibition)

Award Ceremony Hall: Conceptualisation Designing and execution of Stage setup as per approved design: 80' x 40' with side wings of Size 15' x 4' 2 Nos. in multiple levels using MS structure (scaffolding) with ply on top, carpet flooring, both side 12ft wide steps with railing, skirting of the stage, 2 podium and head table/tea poi table setup with VIP sitting arrangement as guided by the authority

Award Ceremony Hall: Flower decoration on stage as per the approved concept and sub theme

Award Ceremony Hall: Podium décoration as per the approved concept and design

Providing VIP Hand Bouquets - Premium Quality

Providing Garlands for Welcome of Guests at the Airport

Award Ceremony Hall: Charges for Installation of EAW/JBL or equivalent line array sound system with delay speakers, 06 stage monitors, 08 subs for 2500 pax, required amplifier, 48 channel digital mixer, 04 podium mic, 06 lapel mikes, 20 cordless mic, 36 output DI boxes for media, required cabling, technicians, 01 sound engineer etc. (The rates should include transportation, setup, maintenance during the event and dismantling)

Award Ceremony Hall: Charges for installation of Stage lighting on box truss (100ft x 60ft) using 32 Warm LED Par, 32 LED Par, 08 profile lights, 24 intelligent lights, 08 blinder, 01 avolight board, required cabling, required technicians, 01 light engineer etc. (The rates should include transportation, setup, maintenance during the event and dismantling)

Award Ceremony Hall: Charges for installation of P3 LED Wall (1800 sq. ft) for stage backdrop, watchout software, switcher, 04 preview monitors 52inch, 06 laptops, 01 cue commander and other necessary technical requirements, required cabling, required technicians, 01 AV engineer etc. (The rates should include transportation, setup, Cost of required scaffolding, maintenance during the event and dismantling)

Award Ceremony Hall: Installation of Steel barricading in from stage in D shape for Honourable President protocol and maintenance during the event duration

Award Ceremony Hall: Installation of High multi layered platform for media 40ft x 16ft, 20 console and back stage tables, console 12ft x 40ft with black masking in front and 04 camera platforms 4ft x 4ft etc. and maintenance of the system during entire event

Arrangement of lightening of lamp at the Award Ceremony Hall

Furniture: Supplying and installing Banquet chairs with white covers (Properly cleaned at all times during the event). - 3000 Nos.

Furniture: Supplying and installing Banquet Tables with white covers (Properly cleaned at all times during the event). - 20 Nos.

Furniture: Supplying and installing 2-Seater VIP Sofa Sets (Properly cleaned at all times during the event). The cover if applicable should be properly washed and cleaned prior to the event- 20 Nos.

Furniture : Supplying, installing Teapoy (properly cleaned at all times during the event days). The cover if applicable should change atleast once a day or prior to the event. (50 Nos.)

Supplying, Installing Queue Managers for demarcating seating zone (properly cleaned and Maintained at all times during the event days) (50 Nos.)

Supplying, Installing Flowers prop stands at the location specified by Authority (properly cleaned and Maintained at all times during the event days) (100 Nos.)

Furniture - Supplying, installing Set of Round Table with white cover with 06 banquet chairs (properly cleaned at all times during the event days). The cover should change atleast once a day or prior to the event. [20 Nos.]

PC and Media Briefing Room Conceptualisation Designing and installation of stage setup: 32' x 16' with ply on top, carpet flooring, both side 8ft wide steps, skirting of the stage, 01 podium and head table setup (12 pax) with VIP sitting arrangement as guided by the authority

PC and Media Briefing Room Installation of EAW/JBL or equivalent line array sound system for 200 pax, 04 stage monitors, required amplifier, 32 channel digital mixer, 12 podium mic, 02 lapel mikes, 08 cordless mic, 24 output audio DI box for media, required cabling, technicians, etc. And Maintenance of the system during the event duration

PC and Media Briefing Room Installation of Stage lighting on truss using 24 Warm LED Par, 01 light board, required cabling, required technicians etc. and maintenance of the system during the event duration

PC and Media Briefing Room Installation of Platform for media (40ft x 16ft), 6 console tables, console masking (20ft x 4ft) etc. and maintenance of system during the event days

Meeting / Discussion rooms specific requirements

Meeting / Discussion rooms: Conceptualise, Design and Installation of Board room setup for 30 pax with tables, VIP Chairs and other arrangements and maintenance during the event days.

Meeting / Discussion rooms: P3 LED Wall (200 sq. ft), software, 01 switcher, 02 laptops and other necessary technical requirements, cabling, technicians etc.

Meeting / Discussion rooms: EAW/JBL or equivalent sound system for 30 pax, required amplifier, 32 channel digital mixer, 30 podium mic, 06 cordless mic, required cabling, technicians, etc.

Meeting / Discussion rooms: Supply and Installation of Console tables with console masking (12ft x 4ft) etc. and maintenance of the setup for the entire event duration

Meeting / Discussion rooms: Flower decoration on tables with floral props placed in hall as per the approved concept and sub theme. The charges should also include replacement of flowers on daily basis

Seminar / Thematic Session Rooms: Conceptualisation Designing and execution /installation of stage setup: 20' x 12' with ply on top, carpet flooring, both side 6ft wide steps, skirting of the stage, 01 podium and head table/teapoy table setup (16 pax) with VIP sitting arrangement as guided by the authority including maintenance of the system for the entire event duration

Seminar / Thematic Session Rooms: Flower decoration on stage as per the approved concept and sub theme and maintenance of the same during the entire event. (Charges for flower replacement to be considered)

Seminar / Thematic Session Rooms: Podium decoration as per the approved concept and subtheme and maintenance of the same during the entire event.

Preparation of partition walls as per the requirements by the authority

Seminar / Thematic Session Rooms: Installation of EAW/JBL or equivalent sound system for 500 pax, 04 stage monitors, required amplifier, 24 channel digital mixer, 02 podium mic, 02 lapel mikes, 08 cordless mic, 12 output audio DI box for media, required cabling, technicians, etc. and Maintenance of the system during the event duration

Seminar / Thematic Session Rooms: Installation of Stage lighting on truss using 16 Warm LED Par, 12 LED Par, 02 profile lights 01 light board, required cabling, required technicians etc. and Maintenance of the system during the event duration

Seminar / Thematic Session Rooms: Installation of P3 LED Wall (400 sq. ft) for stage backdrop, software, switcher, 02 preview monitors 52inch, 04 laptops and other necessary technical requirements, cabling, technicians etc. and Maintenance of the system during the event duration

Seminar / Thematic Session Rooms: Installation of Platform for media 12ft x 8ft, 10 console and backstage tables, console black masking 20ft x 4ft in front and 02 camera platforms 4ft x 4ft etc. and Maintenance of the system during the event duration

Preview Meetings / VIP Interview Room Supplying, Installation of Leather Sofa Set 3+1+1 with 01 coffee table as per the approved concept and theme. The furniture shall be kept clean and all times during the entire event

Preview Meetings / VIP Interview Room Conceptualise, Design and Development of Sound Proof Room (8ft x 8ft) with Branding on biodegradable media on all walls including 2 single seater sofa and 01 coffee table and maintenance of the setup for the entire event duration

Food Hall Arrangement as per proposed plan Supplying, Installation of set of Round Table with cover with 06 banquet chairs as per the approved concept and theme. The furniture shall be kept clean and all times during the entire event. The cover should be changed daily

Food Hall Arrangement as per proposed plan Installation of JBL or equivalent sound system with light instrumental music (1 each hall) and Maintenance of the system during the event duration

Food Hall Arrangement as per proposed plan Supplying, Installation of Flowers prop stands and table props as per the approved concept and theme. The furniture shall be kept clean and all times during the entire event.

Provision of Modular Bio toilets with cleaning staff and material for Male, Female and Specially abled at exhibition area, Venue and Parkings

Area Landscaping - Venue beutification using ornamental/bonsai plants and 1,000 potted planters covering entire event & function venue including charges for transportation, placement and shifting after event completion - Ceremony Hall and other halls

Area Landscaping - Venue beutification using ornamental/bonsai plants and 1,000 potted planters covering entire event & function venue including charges for transportation, placement and shifting after event completion - Exhibition Area

Professional Fees

Professional Fees for concept designing for the entire event including collation of research data, expenses towards travelling of professionals, prints, stationary etc.

Professional Fees for design of branding and creatives including charges for design of brochure, manuals , coffee table book all complete. In case any of the items specified herein / in the scope of work is not executed, payment shall be done on Pro-Rata basis

Professional Fees for preparation of Videos (180 Seconds) including charges for transportation, travel all complete as per the direction of the Authority / MoHUA) - For Locations within Indore

Professional Fees for preparation of 3D animations videos (120 Seconds) with contents provided by the Authority / MoHUA)

Professional Fees for Master lay outing and any other lay outing required for different purposes (agency needs to depute a cad designer on site for the same)

IT and Security Infrastructure (development of robust access control system for the entire event) EMC shall have to acquire data from PBD website managed by MEA and use the data to develop a seamless access control system

Access Control System - Implementation of Technology based access control system with colour coded access (Specific access to designated areas to the guests) including Installation of Server, Networking, switchers, hardware engineers and software engineers necessary for the ACS to be fully operational

Development of Application and Web Portal - Development of web portal and application for registration and information dissemination prior to the event and during the event in accordance to the Scope of Work specified in the RFP and as per the directions of the Authority.

CCTV and Surveillance - Installation of CCTV surveillance with night vision cameras, at parking spaces and exhibition domes.

CCTV and Surveillance - Setup of Control Rooms with Desktop and other necessary infrastructure with direct feed from all the installed CCTV.

Installation of Desktops / Laptops (minimum configuration: 8GB/ 256 SSD) as per the directions of Authority

Parking Management: Installation of 10x10ft Pagoda Canopy Tent at the location as specified by the Authority

Parking Management: Development of Box shape gates constructed from Metal Frames and covered with approved branding all complete. Surface area of the gate shall be calculated

Parking Management: Conceptualise, Design and Installation of Public announcement system including 60 LED metal lights with Scaffold, shades to the extent of 1000 sq. ft and water arrangement (Jars with paper cups) for deployed manpower (approximately 10) at parking spaces

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - 65 inch LED Plasma with stand and live feed of Inaugural Hall and D2H connection

Installation of Charging Stations for Mobile / Laptop Charging at the Ceremony Hall

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Extension power boards

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Hi end desktop system with Minimum configuration: 16 GB RAM / 500 SSD and with video captures cards at the media Control Room / Media Centre

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Hi speed photocopy machine (preferably 3in1) at the media Control Room / Media Centre / Administrative Control Room

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Printer with Scanner placed at table

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - Hi end Laptops with Minimum configuration: 16 GB RAM / 500 SSD

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved concept and theme - LED screens (150 sq. ft) with platform & skirting

1 GBPS Highspeed Internet connectivity with wifi in the the entire premises including with installation of routers and other necessary infrastructure for Media Control Room / Control Room / Media Briefing Room / Exhibition Area

Documentation of the event. Charges for photography and Videography. All the photographs and videos shall be provided to the Authority in External Harddisks.

Charges for providing specific arrangements for Doordarshan and All India Radio as per the Scope of Work - RFP complete in all respect as per the directions of Authority

Installation of 2 way conferencing system (if required) at Ceremonial hall, complete photography (3 nos), videography (5 nos) using high end cameras with HD live mixing unit, 36 out audio video DI box etc

Venue Branding and City wide Branding with Bio-degradable material

Preparation of progress presentations (preferably 3D representation/ Video presentation) to ISCDL/ MOHUA regarding the progress of project during the entire duration as and when required by the authority

Preparation for creatives for the entire event in line with the approved Branding and Publicity Plan

Venue Branding : Special innovative Branding on High quality biodegradable media as per the approved creatives and installation of the same at location as approved in the branding and publicity plan

Route Branding: Branding on biodegradable media of the entire event including gates, signages, backdrops, route Branding on biodegradable media etc. as per the approved creatives and installation of the same at location including the cost of Scaffolding if required as approved in the branding and publicity plan - Airport to Venue/ Venue to Hotels/ Prominent places as required by the Authority

Route Branding: Branding on High Quality Fabric Media of the entire event including gates, signages, backdrops, route Branding on biodegradable media etc. as per the approved creatives and installation of the same at location including the cost of Scaffolding if required as approved in the branding and publicity plan - Airport to Venue/ Venue to Hotels/ Prominent places as required by the Authority

Route Branding: Branding on Star-Flex media of the entire event including gates, signages, backdrops, route Branding on biodegradable media etc. as per the approved creatives and installation of the same at location including the cost of Scaffolding if required as approved in the branding and publicity plan - Airport to Venue/ Venue to Hotels/ Prominent places as required by the Authority

Preparation and installation of Attractive 3D Selfie Points Installations in the city and at the function venues with high quality prints including maintenance of same

Social Media publicity of the event including 1. Content development as required by the authority 2. Creation of event specific pages / handles on Social media 3. Developing social media strategy in accordance with the approved branding and publicity plan *It is to be noted that the scope of work of EMC shall be limited to the creation of digital content and submission of overall social media strategy. The execution of thus developed social media strategy post successful content creation shall be done by Indore Municipal Corporation

Outdoor branding - placement of creative on paid hoardings airport to venue / near the venue / prominent places of city with high footfall at Existing Installation including payment of applicable charges to concerned Licensee

BRTS Bus stops branding on Biodegradable media (1100 sq. ft) on Existing Installations including payment of applicable charges to concerned Licensee

Branding on LED backlit Lollypops (preferrably 3ftx4ft) on Existing installations including payment of applicable charges to concerned Licensee

Branding on vinyl media

Venue Branding on biodegradable media and including standees and Backdrop for all the Halls, and Control Rooms

Conceptualise, Design and Development of Media Control Room : The media control room shall be developed for nearly 500 personnel to include but not limited to following listed 65 inch LED Plasma with stand and live feed of Inaugural Hall and D2H connection Hi speed photocopy machine Printers with Scanner

Security Arrangements of the Entire Venue

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Door Frame Metal Detector Machines for entry points

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Hand Held Metal Detector Machine for checking at Entry Gates

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Walky-Talky for the entire team and 10 Nos. Walky-Talky for Authority's personnel

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Baggage Scanning Machines at all the entry gates

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved Security Management Plan Providing of Fire extinguishers in exhibition area 10 kg ABC type cylinders and sand buckets with stands

Parking Management System for parking spaces including marking of the grounds, adequate signages, for nearly 100 Buses, 500 Nos. Cars etc. The system and installation must include but not limited to: 1. Adequate boom barrier, 2. Signages 3. Parking Lights etc.

Manpower as specified in the Scope of Work

Programme Manager - 15 years experience in the field of Publicity and Branding

Creative Lead – 7 Years experience in the field of Exhibition Design

IT Manager - 10 years experience in the field of Event Management - IT infrastructure

Publicity and Branding manager- 10 years experience in the field of Publicity and Branding

Safety incharge - 10 years experience in the field of Event management

Programme Coordinators - For Report Preparation and Presentation Preparation

CAD Operator - 2 Nos.

Supporting Staff - (3 Years Experience) including Data entry Operator for backoffice

Guest Coordinators - 50 Nos

Event Coordinators - 50 Nos.

Other Professional Staff

Professional ushers - 100 Nos.

Housekeeping personnel with adequate equipment and cleaning material for the venue - 50 Nos.

Master of Ceremonies - Professional as approved by the authority - (1 Nos.) Prices shall be negotiated in case finalised MC is different from Proposed MC

Security supervisors (3 nos.)

Security Personnel with uniform - Well behaved professionals (50 Nos.)

Fire Safety Personal round the clock- Fire Marshals and Fireman ( 5 Nos.)

Valets drivers - Well behaved professionals with uniform (5 Nos.)

Registration cum helpdesk Manpower with uniform - Well behaved professionals fluent in English / Hindi Conversation (10 Nos.)

Barcode scanning unit with manpower for handheld scanning devices - Well behaved professionals fluent in English / Hindi Conversation - (10 nos.)

Other Miscellaneous requirements as specified in the Scope of Work like: Kiosks, Forex Counters, printing, stationary etc.

Printing and Stationary (on media as specified by the authority)

Printing and Stationary (on media as specified by the authority) Printing of manuals - A4 50 pager multicolour: Photo print quality in 80 GSM paper

Printing and Stationary (on media as specified by the authority) Invitation cards with envelopes - A5 multicolour: Photo print quality, laminated

Printing and Stationary (on media as specified by the authority) Brochures - A4 10 pager multicolour photo print quality in Glossy Paper

Printing of Badges with lanyards for delegates with multi colour logo of event and bar code scanning facility

Supply of Delegation Kit comprising of Eco-Friendly Material prepared as per the items specified in the RFP and as per the directions of Authority.

Charges towards providing the Delegation Kit to all the delegates and guests at their Hotels/ Place of Stay within Indore

Coffee Machine for 3Days to be placed with attendant and all material (Coffee premix, Tea premix & Lemon tea premix) for guest within the venue

Provision of Helpdesk in hotels and Airports 8 ft x 8 ft plus U shaped table branding 18 Sq ft. including the charges of transportation

Conceptualisation, Design, and Installation of Helpdesk / Registration Desk at designated hotels / Venue with seating capacity of atleast two attendants and one Desktop / laptop at all times

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 250 Kva Backup Gensets with Operator and Fuel - 20 Nos.

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Installation of Diesel Genrator Set of Capacity 125 KVA with Operator and Fuel - 10 Nos.

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Installation of Diesel Genrator Set of Capacity 500 KVA with Operator and Fuel - 5 Nos.

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Genset 3 phase cabling unit - 50 mtrs long with connecting kits

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Installation of Diesel Genrator Set of Capacity 62 KVA with Operator and Fuel - 20 Nos.

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Changeover panels compatible with the 62/ 125/ 250 / 500 KVA DG Set

Conceptualisation and development of Photoriser for capturing photographs of the Awardees with Honourable President near the Exhibition Area sufficient enough for 50 Nos. Officials

Charges for providing Pole Buntings

Charges for providing and Installing Jharokha at the places specified by the Authority

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan Lighting Poles with 8 Nos Halogen Lights for Entire Venue

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 4200K Grow Light Hydroponics Metal Halide Lamp for Plant 400W

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 4200K Grow Light Hydroponics Metal Halide Lamp for Plant 600W

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 4200K Grow Light Hydroponics Metal Halide Lamp for Plant 1000W

Supplying, Installation and Maintenance for the entire event duration at the venue at the specified place as per approved event execution Plan 100 Watt LED Flood Light White Body Down Chock Waterproof IP65 For Outdoor Purposes

Charges towards making it a Zero Waste Event and Carbon Neutral Event. EMC shall have to provide all the information and documentation as may be relevant and required for the same.

PRESIDENT LOUNGE: EMC shall have to develop Lounge for Honourable President with necessary furniture/equipment, lighting arrangement and seating arrangements as per the requirements at the place designated by the Authority.

VIP Lounges : EMC shall have to develop Lounge for VVIP and VIP dignitaries with necessary furniture/equipment Lighting arrangement and seating arrangements as per the requirements at the place designated by the Authority

Charges for placement of floor carpet in the entire venue including Halls and places as per the requirement of the Authority

Deepali Designs and Exhibits Pvt Ltd