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Hiring Of Event Management Agencies To Organize Saksham Cycle And Walk Rally => Limited, Noida-Uttar Pradesh

Gas Authority Of India Limited has published Hiring Of Event Management Agencies To Organize Saksham Cycle And Walk Rally => Limited. Submission Date for this Tender is 04-01-2022. Event Management Tenders in Noida Uttar Pradesh. Bidders can get complete Tender details and download the document.




Tender Notice

30442796
Hiring Of Event Management Agencies To Organize Saksham Cycle And Walk Rally => Limited
Limitted
Indian
Uttar Pradesh
Noida
04-01-2022

Tender Details

Hiring Of Event Management Agencies To Organize Saksham Cycle And Walk Rally => Limited

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BOQ Items

Name of Work: Project :HIRING OF EVENT MANAGEMENT AGENCY FOR SAKSHAM 2022 : EVENT-(CYCLOTHON IN AGRA)
Sl. No. Item Description
1Permission for Cyclothon Route: Obtaining required permissions from concerned Authorities of Govt. / Local/ Administrative / Transport /Civil / Police / Fire etc. of dedicated Cyclothon Route. The Cyclothon Route should be duly marked. The letters, mentioning the PCRA/MoPNG mandate to organise the Cyclothon event, would be provided by GAIL. The charges on account of permission for Cyclothon route will be paid actual on the production of money receipt/invoice/documents from concerned authority. Therefore, Vendors need not to quote.
2Booking of Event Venue: The charges on account of booking of venue will be paid actual on the production of money receipt/invoice/documents from concerned authority. Therefore, Vendors need not to quote. Booking of ground/park/stadium, which is suitable for organizing the event and have sufficient space for accommodating the participants, guests, dignitaries, organising crew and other invitees and taking necessary permissions from concerned authorities.
3Arrangement of Event Venue:All allied facilities at the event venue like parking, display of event details, refreshing, washrooms, toilets and urinals with continuous water availability are to be arranged. If event venue has washroom /toilet etc. facility the same need to be cleaned for the event, and chemical toilets if required to be arranged in consultation with EIC and rates are to be quoted in the SOR items. The event venue should have proper barricading and space for godown. A seating arrangement with required furniture for 30 persons at the event site to be arranged. If required filling/ back filling/removing water logging due to rain or otherwise to be done if required. Metal Detector and thermal screening to be arranged at event venue:Participants carrying bags will not be allowed. However, smaller bags will be allowed only after thorough checking with hand held metal detector. Participants shall be checked by thermal screening and social distancing to be maintained.Arrangement of proper sanitization points and display of covid guidelines at the event site. Along the Cyclothon Route necessary marking to be done for the Cyclist. The event venue to be cleaned before and during the event. Covid guideline to be followed, necessary arrangements to be made for the compliance of COVID guidelines before, during and after the event, like display of COVID guidelines, maintaining social distancing etc.
4Registration of Participants: Registration of Participants is to be done through Offline mode only. Local Cycle Clubs/NGOs/Sports & Athletic federations/ environmentalists/ Educational institutions including colleges and schools should be involved. Registration Counters should be opened at event venue also. Age of participants should be more than 12 years. Covid guidelines will also be maintained by participants. Minimum participants = 100 Nos and Maximum Participants = 300 Nos.
5Covid kit :A set of Disposable Surgical Masks and Sanitizer (30 ml) to be provided to eachparticipants and VIPs. All protocols and guideline to be strictly adhered. Masks - 450 Nos and Sanitizers -450nos.
6Advertisement of event through Social Media, Print Media: A page of the event in the name of specific city is to be created on Social Media such as Facebook / Instagram/ Twitter to connect people. These platforms should be used to spread the need and benefits of the Oil & Gas conservation, invite people to participate in the event and upload pictures and videos of the main events. The publication of post event in the social and print media (at least one Newspaper) to be done inconsultation with EIC.
7Cloth Flags: Arrangement of Cloth flags with Pole at the event venue. The cloth flags should be of different colours and length of pole should be minimum of 10 ft.
8Start & Finish Gate: Arrangement of removable one Start and one Finish Gate having side wings with recyclable flex. The gates should display the designs of the event as per PCRA. The start and finish points should be staggered so that there is no mass gathering at one location.
9Banners /Standee across Cyclothon Route: Banners/Standee of minimum size of 3 ft x 6 ft be placed at equal distance along the Cyclothon route displaying Fuel Conservation Tips at least one day before the event. Permission for same is to be obtained from concerned Authorities. Design should be taken from PCRA website.
10Hoardings at Prominent places of City: Hoardings with recyclable flex of size 20 ft x 10 ft mentioning time and venue of Cyclothon to be displayed at prominent places/Bus Shelters in the city before 3 days of start of event. Necessary permission to be taken from concerned authorities. Design should be taken from PCRA website.
11Stage at Event Venue: Arrangement of Stage having seating capacity of 20 Persons. There should be Chairs and Sofas to accommodate 20 persons on the stage. The stage should have Backdrop of appropriate size. The design should be taken from PCRA site. The stage will be covered with carpet and all iron rods and frames used at the event venue should be masked. A podium is also to be provided at stage. The stage should be beautifully decorated by balloons, flowers etc. Two number of checker flags are to be arranged. A professional anchor is also to be arranged for making important announcements and connecting the audience to make the event vivid, lively and successful. A cultural event at the event site to be arrange.
12Light and Sound System, Audio/Visual: Light and Sound System,Adequate light and sound system have to be provided. Cordless mikes, Lapel mike, CD Player, Operating board with sound engineer, Ambience music, Switcher for Main stage. Suitable power back is to be arranged with Generators for uninterrupted and smooth running of all programmes including main event venue, Stage, Media Centre,Medical Lounge, VIP Lounge etc. Audio/Visual: Arrangement of Audio/Visual system with required accessories like switcher, mixer, laptop etc. For clear display, a LED Screen ofminimum size of 10 ft X 8 ft is to be arranged at event venue.
13Lounge for VIPs, Medical Team: Lounge for VIPs- A space of 60 ft x 40 ft for 20 VIPs should be covered with cloth by Event Management Agency with sufficient number of Sofas, Centre tables and Chairs. Arrangement of suitable memento/gifts to VIPs.Lounge for Medical Team: Separate Lounge / Tent of minimum 15 ft x 15 ft for Medical team with required furniture for seating arrangement of minimum 10 persons are to be provided.
14Arrangement of Bibs: Printing of Bib (maximum A4 Size) along with adequate stationaries likePin, Safety pins etc. Sufficient number of counters and manpower be arranged for smooth distribution of Bibs to participants.
15T-shirts and Cap for Participants: Microfiber Dry-Fit,Round neck/Collar, Half sleeve, 160-180 gsm, Colour-White or Parrot Green ( all shirts of one colour only),Size -10% S, 20% M, 50% L, 20% XL. Offset printing of the multicolour Logo having size of 3.5 inch X 2.5 inch (approx.) on the left chest and Tagline of Saksham printed at backside of T-Shirt as provided on PCRA Website. T-Shirts should be packed in high quality plastic bag. Cap for Participants: Providing white colour Cotton Cap printed Saksham Logo at front as per PCRA guidelines available at PCRA website. Sufficient number of counters and manpower be arranged for smooth distribution of participants.
16T-shirts for VIPs: T-Shirt of famous brands like Adidas /Puma/Nike or equivalent brands with specification of Microfiber Dry-Fit, Round neck/Collar, Half sleeve, 160-180 gsm of White or Parrot Green ( all shirts of one colour only). Size -10% S, 20% M, 50% L, 20% XL. Offset printing of the multicolour Logo having size of 3.5 inch X 2.5 inch (approx.) on the left chest and Tagline of Saksham printed at backside of T-Shirt as provided on PCRA Website. T-Shirts should be packed in high quality plastic bag. Cap for VIPs: Providing white colour Cotton Cap printed Saksham Logo at front as per PCRA guidelines available at PCRA website. Sufficient number of counters and manpower be arranged for smooth distribution.
17Hiring of Cycles: Hiring of cycles of good quality and condition, for VIPs on Cycle Day with repair facility at site.
18Arrangement of Lucky draw : Arrangement for the distribution of 10 New Cycle to the participants, 05 for Male and 05 for Female based on the lucky draw.
19Invitation Cards: Printing and distribution of 30 Invitation Card to Local dignitaries / Celebrities / Public functionaries such as members of various parliamentary committees, electedrepresentatives etc.
20Still Photo & Videography, Photo Album & Video: Still Photo & Videography Still Photo and Videography of the entire event using high resolution and professional HD camera.Photo Album & Video: Two Copies of Photo Albums having size of photo of 5inch x 7 inch. Photographs and Videography in Pen Drives/HDD have to be provided after the event.
21Refreshment for Participants: Providing refreshment for Participants, Volunteers, Core team, Security Personnel, Police and others with adequate arrangement of counters. The items should include Tetra pack juices, Muffin, Cottage Cheese Kulcha, Banana, Sandwich, Cookies etc. Items should be packed in cardboard/paper boxes. Arrange sufficient number of counters and manpower to distribute the refreshment smoothly. Covid -19 protocols and guidelines to be followed strictly. Changes in menu should be done only with advice/approval of SIC/Coordinator of GAIL.
22Refreshment for VIPs: Providing refreshment to VIPs, Media persons, dignitaries, Guests invited by GAIL and other officials. The exclusive counters with sufficient number of chairs and tables be arranged. The item should include Tetra pack juices, various Fruits, muffin, South Indian/North Indian Snacks, Sandwiches, Pakoras, Spring rolls, Tea/Coffee. Good quality plates, cutlery, cups and glasses have to be arranged. Chairs and round table with good quality to be arranged in required numbers. Well-dressed service personnel be arranged. Covid -19 protocols and guidelines to be followed strictly. Changes in menu should be done only with advice/approval of SIC/Coordinator of GAIL
23Providing Drinking Water: Bottled water - 400 Nos. of 200 ml and providing water despenssor of 03 nos. of 10/20 ltr with manpower to refill timely.
24Security Guards and Bouncer: Deployment of 7 Male and 3 Female Security Guards at Venue & Route Deployment of 3 Male & 2 Female Bouncer on event day.
25Fire Tender: Arrangement of Fire Tender on event day
26Fire Extinguishers at event site: Arrangement ofDry Powder/CO2 fireextinguisher on event day minimum 08 nos to be arranged.
27CCTV/Drone : Providing CCTV / Drone to cover the event area with display monitors and recording devices in a control room. Drone with licence and permission.
28Arrangement of Walkie-Talkie: Arrangement of Walkie-Talkie set for quick communication. At least one Walkie-Talkie is to be handed over to event coordinator of GAIL, which will be returned back to agency after the event is over.
29Arrangement of Ambulance, Doctors and First-aid:Ambulance : Arrangement of ambulance equipped with necessary accessories and one Emergency MedicalTechnician (EMT).Doctors and First Aid: Deployment of one doctor having minimum MBBS Degree.There should be 5 Trained medical staff - 3 male and 2 female. The staff should be deputed suitably at venue and along the route. There should be sufficient first aid equipments to cater the need if arises at the venue and along the route of event.
30Chemical Toilet / Urinals: Arrangement of Chemical / Bio Toilets & Urinals with temporary washbasins ensuring continuous supply of water. There should be 2 Toilets for male participants, 2 for female and 1 for VIPs and dignitaries at venue of event.
31House Keeping: Deployment of sufficient housekeeping staff and dust bins at the event venue before and during the event. Housekeeping of the venue should be carried out immediately after the event. All temporary structures fabricated like stage, lounges, counters, start and finish gate, barricading, poles etc. should be removed same day. All Banners/Hoardings/Standee placed elsewhere in the city are to be removed. Venue to be handed over to the concerned authority fulfilling all underlying terms and conditions. The event venue to be restored to the original condition after the completion of Event.
32Insurance of event: Insurance coverage of Event Cancellation due to unforeseen circumstances, Third Party Damages Liability, Damage of property due to fire, natural calamity, terrorism, burglary etc. The charges against Insurance Policy will be paid as actual on production of money receipt/invoice/policy document. Therefore, Vendors need not to quote.
33GST (CGST&SGST/UTGST or IGST) in percentage (%) on Total
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