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| 1 | PART - A |
| 2 | German shed: - Supply and fixing of German Shed of size 200’x100’ with a height of 21 ft. at the centre and 15 ft. at the sides, without any intermediate support with necessary frames and, supporting structure including full covering at the back side of the stage, covering the front triangular portion at the top in the front stage and covering the side up to 6’ height from the top, etc., complete as per the standard specifications. Obtaining the safety certificate from the state PWD is within the vendor\"s scope of work. (Kindly refer to the previous convocation photos.) |
| 3 | Stage arrangementsa) Providing a stage (for convocation) of size 50’x40’x4’height using MS angle frames with plywood panels of minimum 3/4” thickness on MS pipe /angle support with cross bracings on both directions and top covered with good quality new red colour carpet. The sides (three sides) should also be covered with new plain white satin cloth up to the ground/flooring.b) Ramp to be provided on both sides of the stage made in MS angle framed plywood panels of minimum 3/4” thickness on MS pipe/ angle support with cross bracing, continuous handrail (including painting with approved colour by the Institute) with red-carpet coveringc) Printing and fixing of stage backdrop (50’x 15’) in steel frame, including necessary pipe support, and the entire back side should be covered with new black colour cloth up to ground level.d) Tables of a total of 30’ in length and at least 2’ in width with a new, clear, white table cover on all sides (to be set on the stage).e) Premium quality VIP Class Cushion Chairs (65 Nos) (to be set on the stage). (Refer to previous convocation photos)f) Professional, good quality Flower Arrangements/decorations on the front side of the stage. (Refer to previous convocation photos)g) Signage (2’x 1’) on a board with a 3’ height stand for marking Faculty, Chief Guest, VIP area, Guest area, Parents area, Staff area, Students area, Rest Rooms, etc. (approx. 30 Nos).h) Cushioned VIP Chairs – 5 Nosi) Providing a safety handrail on two sides of the stage for a height of 3ft.j) Providing steps on either side of the stage.k) Provide a ceiling above the stage with new white frilled cloth with provision for light fittings and connections, etc., as approved by the Institute.l) Obtaining the safety certificate from the state PWD is within the scope of the vendor. (Kindly refer to the previous convocation photos)Note: The text/content for the backdrop will be provided by IIMT.All the above requirements should meet the safety norms. |
| 4 | Barricades:- Supply and fixing of barricades of 3’ height made in white-painted MS pipe/angles fixed in position along the pathways,behind the stage, etc., complete as per the standard specifications and as directed by the Institute. |
| 5 | Chair: - Providing good quality plastic ivory-coloured armless chairs with neat and stainless white satin cloth cover for audience and students seating etc., complete.Provision to be made for supplying additional chairs with white satin cloth covers for up to 500. Any additional requirements would be communicated five days in advance, and the payment will be made on a pro-rata basis. |
| 6 | Platform:- Providing an elevated platform in front of the stage (size 8’x8’ x 1.5’ht) for photo and video coverage; the top floor covered with red carpet, and all four sides to be covered with black cloth. |
| 7 | Carpet:- Providing a red carpet for the procession inside the convocation shed, including fixing it in position with a sticking tape, etc. |
| 8 | Tent: - Providing an Arabian Tent of 20’x 20’ size with necessary support, etc. The colour shall match the German shed. |
| 9 | Podium:- Providing standard-sized podiums neatly finished (model to be approved by the Institute). |
| 10 | Photo GalleryGerman Shed: - Providing a German Shed of size 120’x60’ with a height of 21 ft. at the centre and 15 ft. at the sides, without any intermediate support with necessary frames, supporting structure, including covering the front triangular portion, etc., complete as per the standard specifications. Obtaining the safety certificate from the state PWD is within the scope of the vendor. |
| 11 | Gallery :- ( 100’ length) Arrangementsa) With 7 steps of 2 feet width and 1.5 feet height of each step stage for 410 persons (around 80 persons on the ground level) with steel frames, steel pipe supports with cross bracing on both directions, steel framed plywood of minimum 3/4” inch thickness platforms.The agency should ensure the gallery\"s safety in all respects.b) There should be a staircase of 6” risers (with side handles covered with red colour cloth) on both sides for the students to get in and out of the photo gallery.c) Red-colour Carpet for the gallery stage and steps.d) To print and fix a flex banner (size 60’x 5’) as a backdrop with necessary support. (Text for the flex banner will be provided by IIM Tiruchirappalli.).e) 80 Nos. of armless ivory-coloured Plastic Chairs fully covered with red satin cloth are to be provided for the photo gallery. It should match the colour of the red carpet.f) Floor Red Carpet in front of gallery (120’x20’).g) The supports are to be fixed /tied by steel ropes with the nearby concrete pillars, and the gallery stage should be ensured for proper anchoring without any movement/jerk.h) Obtaining the safety certificate from the state PWD is within the scope of the vendorNote: The text/content for the backdrop will be provided by IIMT.All the above requirements should meet the safety norms. |
| 12 | Flag posts (50 mm dia. MS/GI Pipe post, 20’ ht.) with new satin flags of different colours, and to be fixed in various locations as directed by the Institute. |
| 13 | Printed Flex Banners fixed in a steel frame in different sizes according to the specified requirements for Collages with necessary supports, Name Boards, Welcome Boards, etc., to be fixed around the venue and the main gate.Note: Matter/Text for the flex banner will be provided byIIM Tiruchirappalli. |
| 14 | Dressing mirror :- Providing a dressing mirror with a stand of size 6’x1.5’for the robing area |
| 15 | Part – B: Electrical |
| 16 | Providing a focus light arrangement comprising 4 Nos. of 200 W LED lights mounted on a heavy-duty adjustable stand (height adjustable from 8 ft to 12 ft) on both sides of the stage, including necessary cabling, plugs, and accessories for complete operation. |
| 17 | Supply and fixing of ceiling fans in the German Shed. The work includes proper alignment, dynamic balancing, firm mounting to avoid wobbling, a separate Distribution Box including RCCB & MCB protection of suitable rating, proper earthing, provision of suitable clamps, fan hook boxes, rigid supports, down rods, fasteners, 3-core copper wire of suitable size, accessories, operation during the event, and dismantling after completion. Ensuring safe, stable, and noise-free operation. |
| 18 | Supply and fixing of 200 W LED flood light with 20’ height poles (2-8 lights in a pole based on the requirement at the site) using MS/GI pipe. Scope includes temporary poles, LED fittings, cables, providing feeder pillar boxes and separate Distribution Boards with RCCB & MCB protection of suitable rating, Proper earthing for each pole and distribution system, painting of poles, and operation during the event. All lights shall be 100% LED and weatherproof. |
| 19 | Providing on basis LED reading lamp / flexible gooseneck lamp for podium use during the event period, comprising 5W–10W LED lamp with minimum 300 mm flexible metal gooseneck arm, suitable for 230V AC operation, neutral white light for comfortable reading, individual ON/OFF switch, necessary power cord with plug top, complete installation at podium, operation support during the event. |
| 20 | Provision of LED Serial Lights in the following locations:i. Warm white colour serial lights should be provided in the entire convocation and pathway leading to the first gate.ii. Blue colour serial lights should be provided outside the main entrance gate. Each set should consist of 50 LED bulbs, installed as per the Engineer-in-Charge\"s instructions and approved sample design photos. |
| 21 | Providing Tower Air conditioners of each 4.5TR on stage, including necessary copper pipes, drain, wires of suitable rating etc. Includes indoor & outdoor units, copper piping with insulation, power/control wiring, feeder pillar box, separate AC DB with MCB & RCCB of suitable rating, proper earthing, operation during the event, and dismantling after completion. |
| 22 | Parcon light with various colours (as desired by the institute) with 100 to 200 watts capacity, including mounting, wiring, connectors, etc.Electrical Safety Certificate: All statutory approvals, including Electrical safety certification from the Electrical Inspector, Government of Tamil Naduwill be in the scope of Vendor. |
| 23 | PART – C: AV Arrangements |
| 24 | Two Professional 4K video Cameras, along with a Videographer, on the day of convocation. Sufficient cables should be provided by the vendor to capture the entire audience and procession. The vendor should visit the site at least one week before the event to study the arrangements and procedure in consultation with the ICT department of IIM Tiruchirappalli. |
| 25 | A third professional videographer, equipped with a candid video camera and all necessary professional lenses, will be provided to ensure more effective and high-quality video coverage on the convocation day. This additional support will help capture natural moments, enhance the overall video output, and enable the creation of engaging and memorable content for the event. |
| 26 | a) Suitable Full HD Digital Video Mixer with recorder and required inputs and outputs – 1 No.b) Professional mixer operator (Manpower)- 1 No.c) Output of the mixer (2 Nos) should be provided for live streaming. Necessary cables to be provided for the same.d) Video Editing and Recording of the event (edited video has to be submitted to IIM Trichy in a pendrive/DVD) -1 No.e) The videographers should carry extra cables and connectors, which should be sufficient to capture the procession, which would start from the academic block (about 300 meters away from the location of the mixer). |
| 27 | A professionally edited glimpse video (2 Minutes duration) showcasing the key events and major highlights of the program must be delivered within 12 hours of the event’s completion. Any delay in submission beyond the stipulated timeline will incur a penalty in accordance with the agreed terms. The editing work shall be carried out only by a certified professional video editor, using licensed and industry-standard professional editing software, to ensure high-quality output and timely delivery. |
| 28 | LED video wall of size 10’ (height) X 16’(width) or bigger, along with Floor Stand, necessary Cables and connectors should be installed for the audience. The full HD video output of the mixer should be connected to these LED video walls. Display brightness (Lumens) should be suitable for outdoor installation.The names of the speakers should be displayed on the monitors through the mixer during the event. All this equipment (except Candid Camera) should be delivered and tested on the previous day during rehearsal. |
| 29 | Audio system requirement for convocation: -a) Two-channel Amplifier 1500 Watts or above- 10 Nos.b) 18 Channel or 22-channel digital Audio mixer (Stereo)with required inputs -1 No.c) Stage monitor speakers-2 Nos.d) Goose neck microphone for podium-2 Nos.e) Wireless handheld mic along with required batteries-2 Nos.f) Speakers – 800 W (Min.)- 16 Nos, which should be compatible with the amplifiers mentioned above (item #a). In addition, two speakers to be installed in front of the Library and two at the location where procession starts. g) Two handheld mics along with two speakers to be provided separately for the PA System at the procession origin point.h) Accessories and Cables for interconnecting all the Audio and Video components including labour charges.Video Mixer output along with synchronized audio should be provided for live streaming according to the requirement of the vendor who performs the live webcast of the event.i) All the Audio Visual equipment should be delivered and tested on the previous day of the event (before rehearsal).j) Power extension cables and necessary electrical connectors should be arranged by the vendor according to the site condition.k) Audio files will be provided in pen drive and the same should be played during the event. |
| 30 | Drone Camera recording:The vendor should provide a 4K drone camera along with a pilot for the recording of the event (Two days). Minimum 30 Minutes battery backup. Additional standby batteries should be available as needed.4K recorded video and Live HD output to be provided to the mixer from the drone during the event. In addition, the drone operator should record all the building videos and drone photos during free time. Should capture natural moments, enhance the overall video output, and enable the creation of engaging content. |
| 31 | The vendor shall provide dedicated professional photographers for the Convocation Day, Rehearsal Day, and the Convocation Dinner. The mirror-less cameras with suitable lens must be capable of delivering a minimum image resolution of 30 megapixels, ensuring high-quality photographs suitable for official documentation and publication. All essential photographs of the event, including key ceremonies, campus buildings, dignitaries, and student activities, must be captured in an aesthetically appealing, professional manner for use on the Institute website and for future promotional and archival purposes. Flashlights should be available to the photographers.The photographers are also expected to capture natural, candid moments, creating engaging visual content with special lenses, creative effects, and professional techniques. Additionally, student group photographs in natural settings should be taken on both Pre-Convocation Day and Convocation Day, ensuring comprehensive coverage of student participation and celebrations. |
| 32 | Part – A: Civil - (i) |
| 33 | Covering all around the convocation venue with white kada clothup to 10’ height with a necessary support system etc., complete |
| 34 | Restroom: - Provision of a restroom (bio toilet) near the stage of size mini. 8’x4’ size, including covering the area with an opaque cloth cover (double layer) with steel framesupport and floor carpet, etc., complete |
| 35 | Frisking rooms:-Providing movablefrisking rooms of 6’ x 6’ sizewith opaque cloth cover and steel frame support etc., complete |
| 36 | Tent:- Fixing of the Arabian tent of 20’x20’ size with proper support in front of Guest House no 408 to conduct the guard of honor for the Hon’ble Chief Guestetc., complete |
| 37 | Carpet :- Fixing of the red carpet in front ofGuest House 408and in the Admin block for the guard of honorto the Hon’ble Chief Guest |
| 38 | Barrier:- Provision of a barrierof 3’ height with SS handrails with a chain in front of the stage |
| 39 | Part – B: Electrical - (i) |
| 40 | Providing installation, operation, and dismantling of a 125 KVA Diesel Generator (DG) set, Brand: Powerica, complete with necessary temporary wiring, proper earthing, protective relays with CT, changeover switch (manual/automatic), feeder cables, and required protective devices (MCB, MCCB, ELCB) of suitable rating. The scope includes deployment of trained operator(s) for continuous operation during the event, and interconnecting power cables to be provided by the vendor, fuel monitoring (fuel to be supplied by the agency), Raw power supply shall be provided by the Institute, safe operation, and removal after completion of the function. Complete in all respects as directed by the Engineer-in-Charge. |
| 41 | Providing 5 KVA UPS with a battery capable of providing a minimum of 30 minutes backup, including wiring, DB with MCB & RCCB of suitable rating, earthing, etc. Electrical Safety Certificate: All statutory approvals, including Electrical safety certification from the Electrical Inspector, Government of Tamil Naduwill be in the scope of Vendor. |
