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| 1 | Main Plenary Hall (Hall No. 06) |
| 2 | Development of Hall No. 06 plus associated foyer area, circulating area and first floor area as Main Plenary Hall for Inaugural, Cultural Evening and Valedictory function with flooring, setup of large stage with customised and thematic backdrop, Dias seating arrangement, speaker podium, Digital backdrop of P1.6 quality, delay screens, VIP seating arrangement for 1500 plus, General Seating arrangement for 10000 plus, camera set up, flower decoration, barricading, power back up, UPS, Green room, media gallery, branding in the hall including associated area etc. Provision of at least two internal partition walls with self support structure up to 16 feet height and segregate the hall for multiple use like food arrangements, business meetings etc. High quality Sound Systems (DNB J Series / Alaquastics KARA 2 Series or equivalent) : line array speakers, top, base, Side fill, delay speakers, monitors, 64 Channel digital Audio mixer (Dijico), lapel / cordless / Podium / tables / stand Microphones as per requirement, Audio / Video Distribution Box, 32 channel media box, cable and Jacks etc. |
| 3 | Video Conferencing, Webcasting & Livestreaming at Inaugural with following items: Polycam Group 500, Video Mixer, Laptops, Capture Card, Live Streaming Servers, VC - 2-way communication & Live Stream Conference Halls, Webex Integration, Video Mixer etc. |
| 4 | Registration Areas |
| 5 | Creation and fabrication of 02 Registration areas with associated circulating area at different locations in waterproof hangar with platform, carpet, doors, lighting, air conditioning to maintain ambient temperature of 24 degrees, entry gates, branding, interiors with furniture, panelling, electrical switchboards etc. to accommodate minimum 30 counters in each area, store, office, power, barricading etc. (Note: The provision of IT infrastructure like computer printer etc., Internet and manpower in the Registration Areas is excluded from the scope of work.) |
| 6 | Creation and fabrication of 02 Cloak Rooms with associated circulating area at different locations in waterproof hangar with platform, carpet, doors, furniture with branding facade, lighting, air conditioning, barricading etc. with sufficient provision for racks for bags, token arrangement etc.(Note: The provision of IT infrastructure like computer printer etc., Internet and manpower in the Cloak Room is excluded from the scope of work.) |
| 7 | Passage Carpet (new with lamination) |
| 8 | Passage Carpet (new with lamination) |
| 9 | CEOs Round Table Conference at Grande Hall |
| 10 | Creation of CEO Round Table with associated circulating area for 125 top level executives at Grande Hall with flooring, provision of high class furniture, LED walls, comfort monitors (65\"), sound, conference system, console, technicians, power backup, branding, etc. |
| 11 | Setting up Video Conferencing Facility in CEO\"s conference room (Note: The provision of Internet Lease Line and manpower for conference management is excluded from the scope of work.) |
| 12 | Complete Interpretation System with soundproof rooms, translators, etc. in 10 Indian and foreign languages for CEOs Round Table Conference |
| 13 | PM Lounge at Grande Hall |
| 14 | Creation of PM Lounge with associated circulating area at Grande Hall with plush interiors and flooring, high class furniture, flower decor including Bilateral room, PM Office, Lunch Area, Pantry, SPG Area, Waiting Area or any other requirement of PMO etc. |
| 15 | Governor, CM and Ministers\" Lounges at Grande Hall |
| 16 | Creation of Governor\"s Lounge with associated circulating area at Grande Hall with plush interiors and flooring, high class furniture, flower décor etc. including office, lunch area, pantry etc. |
| 17 | Creation of CM\"s Lounge with associated circulating area at a suitable location with plush interiors and flooring, high class furniture, flower décor etc. including office, lunch area, pantry etc. |
| 18 | Creation of Cabinet Minister Lounge with associated circulating area at Grande Hall with plush interiors and flooring, high class furniture, flower décor etc. including office, lunch area, pantry etc. |
| 19 | Creation of Minister of State\"s Lounge with associated circulating area at Grande Hall with plush interiors and flooring, high class furniture, flower décor etc. including office, lunch area, pantry etc. |
| 20 | Creation of VVIP waiting area lounge with associated circulating area at Grande Hall with plush interiors and flooring, high class furniture, flower décor, etc. for 25-30 persons, with tea-coffee serving space and a common pantry. |
| 21 | Secretary, Ministry, IPA, Sponsors and Business Lounges at Hall No. 04 |
| 22 | Creation of 01 Secretary Lounge with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. including office, lunch area, pantry etc. |
| 23 | Creation of 01 Ministry\"s Lounge with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. including lunch area, pantry, office for Special Secretary, 03 Joint Secretaries and 03 senior officers. |
| 24 | Creation of 01 IPA Lounge with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. including lunch area, pantry, office for Chairman IPA, Vice Chairman IPA, MD IPA and 03 senior officers. |
| 25 | Creation of 02 Diamond Partners Lounges with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. including lunch area, pantry, office for 02 Diamond Partners |
| 26 | Creation of 05 Ruby Partners Lounges with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. including lunch area, pantry, office for 05 Ruby Partners |
| 27 | Creation of 07 Business Lounges with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. |
| 28 | Creation of VIP waiting area lounge with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. for approx. 50 persons, with tea-coffee serving space and a common pantry. |
| 29 | Conference Rooms at Hall No. 04 |
| 30 | Creation & fabrication of 01 soundproof Conference Room with associated circulating area at Hall No. 04 with all necessary facilities for 500 Delegates with ceiling, platform, stage, speaker podium, carpet, furniture, good quality interiors on walls, doors, sound proofing, lighting, LED backdrop, sound, light, branding, Digital display sysyem outside room min. 55 inch, Wi-fi/Lan connection etc. |
| 31 | Creation & fabrication of 01 soundproof Conference Room with associated circulating area at Hall No. 04 with all necessary facilities for 300 Delegates with ceiling, platform, stage, speaker podium, carpet, furniture, good quality interiors on walls, doors, sound proofing, lighting, LED backdrop, sound, light, branding, Digital display system outside room min. 55 inch, Wi-fi/Lan connection etc. |
| 32 | Creation & fabrication of 01 soundproof Conference Room with associated circulating area at Hall No. 04 with all necessary facilities for 200 Delegates with ceiling, platform, stage, speaker podium, carpet, furniture, good quality interiors on walls, doors, sound proofing, lighting, LED backdrop, sound, light, branding, Digital display sysyem outside room min. 55 inch, Wi-fi/Lan connection etc. |
| 33 | Speakers Lounges at Hall No. 04 |
| 34 | Creation of 02 Speakers Lounges with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. each for approx. 25 persons, with tea-coffee serving space and a common pantry. |
| 35 | Media Centre, Media Lounge, Media Briefing Area and Media Dining Areaat Hall No. 04 |
| 36 | Creation of a Media Centre with associated circulating area at Hall No. 04 to cater for approx 50 media persons with work stations, computers & laptops with updated softwares as per media requirement, heavy duty & normal printers with provision for paper and toner refills throughout the event duration, wi-fi/lan network, 10 TVs min 55 inch with DTH, seating, interior décor, office for 02 senior officers etc. The agency shall ensure that full technical support is available during setup, event days, and dismantling. |
| 37 | Creation of Media Lounge with associated circulating area at Hall No. 04 with proper interiors, furniture, flower décor, etc. for approx. 25 persons, with tea-coffee serving space and a common pantry. |
| 38 | Creation of Media Briefing Area with associated circulating area at Hall No. 04 for approx 100 media persons with dais seating, backdrop, furniture, décor, branding, etc. |
| 39 | Creation of an enclosed Dining area with associated circulating area at Hall No. 04 with round table seating, buffet/serving tables, interior décor, flooring for approx 150 pax, with a kitchen/pantry |
| 40 | MoU Signing Area and Open Lounge at Hall No. 04 |
| 41 | Creation of MoU signing area with associated circulating area at Hall No. 04 with dais seating, backdrop, furniture, décor, and open lounge with sofas seating, etc. |
| 42 | B2B, B2G, G2G Meeting Rooms at Hall No. 04 |
| 43 | Creation and fabrication of 05 enclosed meeting rooms each for 20 persons with associated circulating area at Hall No. 04 with comfortable level of sound proofing, ceiling, platform, carpet, interiors, doors, office/round tables, chairs, lighting, min 55 inch TV screen, Wi-Fi/Lan connection, Digital display system outside room etc. |
| 44 | Creation and fabrication of 10 enclosed meeting rooms each for 10 persons with associated circulating area at Hall No. 04 with comfortable level of sound proofing, ceiling, platform, carpet, interiors, doors, office/round tables, chairs, lighting, min 55 inch TV screen, Wi-Fi/Lan connection, Digital display system outside room etc |
| 45 | Creation and fabrication of 15 enclosed meeting rooms each for 06 persons with associated circulating area at Hall No. 04 with comfortable level of sound proofing, ceiling, platform, carpet, interiors, doors, office/round tables, chairs, lighting, min 55-inch TV screen, Wi-Fi/Lan connection, Digital display system outside room etc. |
| 46 | Creation of Delegate waiting area with associated circulating area at Hall No. 04 with furniture, sofa seating etc. for approx. 50 persons, with tea-coffee serving space and a common pantry. |
| 47 | Dining Halls for VVIP (Gold) and VIP (Silver) Category Delegates at Hall No. 04 |
| 48 | Creation of an enclosed VVIP (Gold) standard dining area with associated circulating area at Hall No. 04 with reserved exclusive dining space for table servicing of approx. 50 persons, round table seating, buffet/serving tables, interior décor, flooring for approx. 500 pax, with kitchen/pantry etc. |
| 49 | Creation of an enclosed VIP (Silver) standard dining area with associated circulating area at Hall No. 04 with round table seating, buffet/serving tables, interior décor, flooring for approx. 750 pax, with kitchen/pantry etc. |
| 50 | Creation of an enclosed VIP (Red) standard dining area with associated circulating area at Hall No. 04 with round table seating, buffet/serving tables, interior décor, flooring for approx. 1000 pax, with kitchen/pantry etc. |
| 51 | Concurrent Events Arrangements at Hall No. 05 |
| 52 | Creation and fabrication of an enclosed soundproof area for inaugural & valedictory sessions with associated circulating area at Hall No. 05 with ceiling, platform, flooring, Stage with seating, speaker podium, carpet, furniture, LED backdrop, VIP seating arrangement for 50 plus, General Seating arrangement for 500 plus, camera set up, sound, lights, console with technicians, flower decoration, Digital display system outside room min. 55 inch, Wi-fi/Lan connection barricading, power back up, UPS, Green room, media gallery, branding in the hall including associated area etc. |
| 53 | Conference Rooms at Hall No. 05 |
| 54 | Creation & fabrication of 01 soundproof Conference Room with associated circulating area at Hall No. 04 with all necessary facilities for 200 Delegates with ceiling, platform, stage, speaker podium, carpet, furniture, good quality interiors on walls, doors, sound proofing, lighting, LED backdrop, sound, light, branding, Digital display system outside room min. 55 inch, Wi-fi/Lan connection etc. |
| 55 | Speakers Lounge at Hall No. 05 |
| 56 | Creation of 01 Speakers Lounge at Hall No. 05 with proper interiors, furniture, flower décor, etc. for approx. 25 persons, with tea-coffee serving space and a common pantry. |
| 57 | B2B, B2G, G2G Meeting Rooms at Hall No. 05 |
| 58 | Creation and fabrication of 02 enclosed meeting rooms each for 20 persons with associated circulating area at Hall No. 04 with comfortable level of sound proofing, ceiling, platform, carpet, interiors, doors, office/round tables, chairs, lighting, min 55 inch TV screen, Wi-Fi/Lan connection, Digital display system outside room etc. |
| 59 | Creation and fabrication of 05 enclosed meeting rooms each for 10 persons with associated circulating area at Hall No. 04 with comfortable level of sound proofing, ceiling, platform, carpet, interiors, doors, office/round tables, chairs, lighting, min 55 inch TV screen, Wi-Fi/Lan connection, Digital display system outside room etc. |
| 60 | Creation and fabrication of 08 enclosed meeting rooms each for 06 persons with associated circulating area at Hall No. 04 with comfortable level of sound proofing, ceiling, platform, carpet, interiors, doors, office/round tables, chairs, lighting, min 55 inch TV screen, Wi-Fi/Lan connection, Digital display system outside room etc. |
| 61 | Creation of Delegate waiting area with associated circulating area at Hall No. 04 with furniture, sofa seating etc. for approx. 25 persons, with tea-coffee serving space and a common pantry. |
| 62 | General Food Court at Hall No. 05 |
| 63 | Creation of a sufficiently large F&B area at Hall No. 05 to cater to approx 1000 pax at a time, with 25-30 food stalls, seating arrangment with bistro tables, round tables, benches, branding, décor, etc. |
| 64 | Venue Décor around Hall No. - 04, 05, 06, Grande, Main Gates, Parking Area, Passage Area and any other area assigned by IPA |
| 65 | Theme Based VIP Gate: Designing & fabrication of theme based VIP welcome pillar gate outside the venue or exhibition hall as per requirement of IPA. The gate must look similar from outside & inside. which is made of MS Hollow Pipe, base iron and plywood including water base painting, digital printing, 2D/3D art work, Letters for branding and with other construction/ fabrication materials as per requirement of IPA. Only Good Quality Paint & graphic to be used for the gate. The Gates should be firmly fixed with good support. (Note: There may be requirement for setting up of VIP Gates at multiple locations. The bidder should quote lumpsum rate for 01 gate only which shall be used to calculate pro rata charges as per actual numbers.) |
| 66 | Theme Based Welcome Gate: Designing & fabrication of theme based Welcome pillar gate outside the venue or exhibition hall as per requirement of IPA. The gate must look similar from outside & inside which is made of MS Hollow Pipe, base iron and plywood including water base painting, digital printing, 2D/3D art work, Letters for branding and with other construction/ fabrication materials as per requirement of IPA. Only Good Quality Paint & graphic to be used for the gate. The Gates should be firmly fixed with good support. (Note: There may be requirement for setting up of Welcome Gates at multiple locations. The bidder should quote lumpsum rate for 01 gate only which shall be used to calculate pro rata charges as per actual numbers.) |
| 67 | Hall Facade of structure to be designed thematically with nicely designed wall with the use of fabric, 3D cut-outs on MDF, logo of IEW in 3d acrylic cut-out, Thematic gate and Lighting, Provision of LED screens |
| 68 | Intelligent ambient lighting for the decor and aesthetically designed props/ decorations/ installations etc.related to the theme to be fabricated with the approval of IPA and placed at vantage points of the area.Creativeandgraphicdesigningofsymbolofeventwithoptions, designing of view cutter, signage, backdrop, and gates, 3D Cut out at various locations and direction indicator panels as per inputs from IPA in and around the scope area and periphery. |
| 69 | Interactive wall using good material- fabric, wood crafted jaalis, flex prints using 3-D effects, selfie points; Graffiti walls, masks etc.on the theme of event. to create and enhance the ambiance. |
| 70 | LED Screens Set up at 3 different locations (inside the venue) along with Audio Set up & the creation of Content to be displayed on screens . |
| 71 | Construction of Covered Pathway |
| 72 | All Pathways of the venue are to be connected to the Hangers of entry & exit. They will be constructed of a covered steel framework and suitable flooring. As the event attracts huge number of visitors adequate evaluation measures are to be ensured in consultation with IPA to address any eventuality. |
| 73 | Signages & Branding |
| 74 | Provision of sufficient signage and branding (hoardings, banners, direction standee, backdrops, buntings, etc. in eco friendly material) all around the venue, halls |
| 75 | Power Generation, Transmission and Distribution at Hall No. 4,5,6 and Grande |
| 76 | Cabling and Power distribution in Hall No.4,5,6 and Grande from available power sources |
| 77 | 62.5 KVAGreen DG set with fuel (4 days) |
| 78 | 125 KVAGreen DG set with fuel (4 days) |
| 79 | 20 KVA UPS For Power Backup |
| 80 | Manpower Requirement |
| 81 | Temporary staff |
| 82 | Hostesses and Ushers |
| 83 | Emcee/Anchor for Inaugural, Cultural Evening, Valedictory session |
| 84 | Anchors for the Conference halls, Concurrent events |
| 85 | Parking Management |
| 86 | Necessary arrangements for approx. 2500 vehicles with leveling of parking area (if required), marking, manpower, PA system, shed & toilets for drivers, barricading, etc. |
| 87 | Liaison and Statutory Permissions |
| 88 | Undertaking complete liaison work and obtaining all necessary statutory permissions and clearances required for the event from relevant authorities, including but not limited to Police, Traffic Police Department, Fire Department, Municipal Corporation, PPL (Phonographic Performance Ltd.), IPRS (Indian Performing Right Society), and the Venue Authority etc. The agency shall ensure timely submission of applications, coordination with departments, and procurement of approvals/NOCs, ensuring full compliance with legal and regulatory norms for the smooth conduct of the event. |
| 89 | Fogging & Fumigation Services |
| 90 | Execution of thorough external and internal fogging and fumigation to maintain a hygienic and pest-free environment at the venue. The service shall be carried out two days prior to the event and daily during show days, to be conducted after the close of daily activities. The scope includes the use of approved, safe, and eco-friendly chemicals, with necessary equipment and trained manpower to cover all relevant areas including halls, lounges, toilets, and open zones, ensuring compliance with health and safety standards. |
| 91 | Walkie-Talkie Communication System |
| 92 | Supply and maintenance of two-way walkie-talkie communication devices with chargers and spare batteries for seamless coordination among event staff, security teams, and technical crews during setup, show days, and dismantling. Devices must offer clear audio quality, long-range coverage, and be provided in sufficient quantity to cover all critical zones of the venue. The agency shall also ensure technical support and standby units throughout the event. |
| 93 | Security Arrangments |
| 94 | Security Arrangements as per Prime Minister Security Protocol practised in other similar events - Installation of XBIS/ HHMD/DFMD and other security equipments as per SPG requirement |
| 95 | Creation and Fabrication of Thematic Installations to be provided at various locations |
| 96 | Creation and Fabrication of Thematic Installations to be provided at various locations |
| 97 | IT Infrastructure on purchase basis |
| 98 | Computer - AIO 24 CR0485IN, HP make, of the following specifications; i5-1334U, 16GB RAM, 1TB SSD, 23.8\" FHD, Win 11+MS Office |
| 99 | Laptop 15-FD0467TU, HP make of the following specifications- i5, 13th Gen, 16 GB RAM,512 GB SSD, Win 11 Home, 15.6\", MS office |
| 100 | Printer, Canon image RUNNER ADVANCE 4525nwith the following features; Print, copy, scan, send, store, up to 25 ppm (A4), duplex scanning, supports wireless and wired LAN |
| 101 | Printer, HP Smart tank 670 All in One with the following features; Print, copy, scan, Bluetooth, wifi connectivity, ink tank, auto duplex printing |
| 102 | Seagate portable hard drive 5 TB capacity |
| 103 | Internet Lease Line with LAN / Wi-Fi Connectivity (Hall nos. 04,05,06, Grande) |
| 104 | Internet, LAN/ Wi-Fi access through managed leased line of 5 GB capacity covering all the locations ensuring no network disturbance and 99% up and running. (Note: There may be requirement for increased / decreased capacity of lease line. The bidder should quote rate for 5 GB Lease Line only which shall be used to calculate pro rata charges as per actual lease line capacity.) |
| 105 | Miscellaneous Items |
| 106 | Golf Carts |
| 107 | Kitchen Area Arrangements at suitable location as per requirements of caterer (Note: There may be requirement for setting up kitchen areas at multiple locations. The bidder should quote rate for 100 Sqm only which shall be used to calculate pro rata charges as per actual area.) |
| 108 | VIP Toilets van with water supply and maintain proper hygiene during the entire event |
| 109 | Country Flags |
| 110 | Event flags |
| 111 | Landscaping |
| 112 | Potted Plants |
| 113 | Logistics |
| 114 | Transportation, boarding, lodging, travel of crew and staff |
