Tender For Hiring Event Management Agency For The Saras Aajeevika Mela - 2026 Scheduled To Be Held From 22Nd October 2026 To 06Th Nov. 2026 At Leisure Valley Park, Gurugram.
Tender Value
Ref. Documents
Estimated cost
Bid Submission
05 Oct 2026
6 days left
EMD
25 Lakhs
Bank guarantee accepted
Document Fee
15000
Non-refundable
Tender Type
Online
Tender Overview
Organization
Tender ID
Competition Type
NCB
Bidding Type
Tender
Location / State
Gurgaon → Haryana
EMD Exemption
Available
Quantity
Not Available
Website
Contact Person
Address
Project Description
Tender for Hiring Event Management Agency For The Saras Aajeevika Mela - 2026 Scheduled To Be Held From 22Nd October 2026 To 06Th Nov. 2026 At Leisure Valley Park, Gurugram.
BOQ
| Sl. No. | Item Description |
| 1 | NS items |
| 2 | Construction of flood lit Gates/Well Decorated & Lightened based on Rural Theme with SARAS logo (Artistic Design, Decoration (6 for Entry/ Exit and 2 for Emergency Exit) (Approx. Size 12 feet x 20 feet) (21st October 2026 to 06th Nov. 2026) |
| 3 | Installation of theme Box gates with pillar size 2ftx2ft, clear height of 12ft and top of side 4ftx2ft - Both side branding (21st October 2026 to 06th Nov. 2026) |
| 4 | Installation of approx. 400 well designed stalls (stalls with aluminium R8 system with powder coated finish with laminated panels, Fascia having name of State and stall number in computer cut out letters). Back walls to have SARAS branding. Basic furniture as below is required to be provided for standard stall of (3x3) sq mtrs All electrical fittings to be carried out with utmost care and only ISI certified, fire and heat resistance wiring is to be used. 3600(sq mt). (a) Table – 2, (b) Chairs – 2, (c) Shelves 2, (d) Dustbin - 1 no., (e) Spot light (CFL/LED light) with hooks etc. - 5 + (100 extra lights for backup), (f) Socket 5/15 amp - 1 no., (g) Standing Fan-1. |
| 5 | (h) Providing pagoda structure with waterproof roof covering of size 5m x 5m (400) including parnallas/gutter in every pagoda connected together and having secure locking system *Payment will be made on actual size of the pagoda installed (21st October 2026 to 06th Nov. 2026) (Note: Stall will be 3x3 sq meter and remaining area may be converted in lockable store for keeping products in Pagoda). |
| 6 | (i) Providing & fixing of 4\\" High wooden flooring in pagodas (21st October 2026 to 06th Nov. 2026) |
| 7 | (j) Front Coverage of stalls with cloth to save direct sunlight (40 stalls). EMA should ensure that while covering dripping, CCTV area should not be hidden. In addition to above, additional 250 tables to be provided. (As per the requirement, we will communicate to the EMA, and calculation to be provided of individual item). (21st October 2026 to 06th Nov. 2026) |
| 8 | Watch Tower for security 20ft height with ladders and covered from top with 1 chair and guard (shift-wise following labour laws) with whistle and spot light (with proper lighting in the Tower round the clock 24 hrs, a Morcha will also setup as per the police guidline (21st October 2026 to 06th Nov. 2026) |
| 9 | Installation of one Welcome Pavilion/Help Desk with seating arrangement for 15 persons covering with canopy shade or pagodas, fans-4, Standing AC- Two (2 Ton each) and one steel almirah with lock and key with 4\\" High wooden flooring with pantry. (21st October 2026 to 06th Nov. 2026) |
| 10 | Mis & Stationery:- a) Clip Boards for Form filling |
| 11 | b) Lanyard Badges |
| 12 | c) 3 Fold Flyers |
| 13 | d) Note Pad (Upto 20 Pages) (cover page should be printed with SARAS details) & Pen |
| 14 | e) A 4 Size Paper (10 Rim) |
| 15 | f) Pen Drive : 05 |
| 16 | g) L Size Plastic Folder |
| 17 | h) Tent Cards for round tables |
| 18 | Mother’s Caring Room (2 Seater Sofa, 1 Table, 2 Standing Fan, 2 Chairs) Closed Pagoda 3*3) with lady security guard time-10:30AM to 9:30PM every day during the Mela, |
| 19 | Installation of one 50 sq mtr Conference / Meeting room with flooring platform, wooden wall partition dusky finished, carpeting, general lighting, decor including the following arrangements: a) Floral décor around uri and matkas, b) Urli, c) Table top floral centerpieces, d) Mirchi lights/ LED Lights, Two-seater sofas (06 nos.), Centre glass table (02 nos.), Side glass table (02 nos.), Fancy cushion chairs (10 nos.), 1 projector with laptop and screen, Standing AC of five tonne each- (02 nos.). (Calculation to be provided of individual item). |
| 20 | Setting up of VIP Lounge in covered Hange or Pagoda of size10mx10m with 4inch wooden platform, attached washroom, high class wall panelling and grid false ceilling and lighting. With Furniture:- two seater sofa, single seater side table, central table, decorated with plants, Led TV 50'' (2 nos.), High class carpeting or wooden laminated flooring, Air Conditioner, power sockets with full fledge pantry with trained staff and proper crockery. (21st October 2026 to 06th Nov. 2026) (Calculation to be provided of individual item) |
| 21 | VIP Lounge Service:- (a) Tissue Paper Holder |
| 22 | (b) Himalyan Glass Water Bottles |
| 23 | (c) Platers for snacks |
| 24 | (d) Waiters for serving |
| 25 | (e) Fridge (01 no capacity of min. 250 ltr.) |
| 26 | (f) Crockery (Bone China Cups, Saucers, Plates, Spoons, forks, Glases etc.for approximate 50 guests per day) (21st October 2026 to 06th Nov. 2026) |
| 27 | (g) Dedicated 4 female Staff for VIP Room (21st October 2026 to 06th Nov. 2026) Time: 10 A.M to 10 P.M (To be followed as per labour laws) |
| 28 | Food & Beverage at VIP Lounge for 50 delegates per Day:- a) Fresh Coconut water, b) Millet Cookies, banana chips and roasted peanuts etc., c) Flavoured tea bags with brown sugar. |
| 29 | Setting up of Convergence Pavilion in Covered Hanger 15m x 10m with 4\\" wooden platform and lighting with furniture - Two seater Sofa-10, Central Table-10, Chairs 10 Decorated with plants, LED TV 50\\" (1 Nos), High- Class carpeting, Tower AC, Power sockets, with Stage Podium, Rack, Sound and Backdrop. (21st October 2026 to 06th Nov. 2026) |
| 30 | a) LED Screen - 85\\" - 1 Nos |
| 31 | b) Cordless Mike - 6 Nos |
| 32 | Installation of 70 Sq mtr Saras Gallery having proper space/hangars/ shelfs for display of products and lighting systems with parker lights, fancy lights, cloth decoration, counter and branding including water proof covering & 4\\" wooden flooring with 6 TVs (52 inch with Steel Stand) (three standing fans) (21st October 2026 to 06th Nov. 2026) |
| 33 | Installation of one 25 sq mtr room with octanorm for monitoring of CCTV cameras etc. covering with canopy shade or pagodas size 5 x 5 mtr for staff with chairs and table, electric sockets, spot lights with 4\\" wooden flooring. EMA to provide two trained staff members (round the clock 24 hrs shift-wise) should be retired staff from para- military forces/ Delhi Police/ Haryana Police etc. (21st October 2026 to 06th Nov. 2026) |
| 34 | Stall & Passage Carpeting- (Synthetic Carpet) (21st October 2026 to 06th Nov. 2026) |
| 35 | Green Net (21st October 2026 to 06th Nov. 2026) |
| 36 | Stage Area : Cultural:- Providing waterproof Hangar structure of size 30 x 40 sq mtr with wooden platform, carpeting, General lighting and air-cooled system on stage area for Cultural Program |
| 37 | Stage: Stage of size 60' x 24' x 4'.height, LED end to end backdrop, music sound system with trained staff and necessary items for cultural program like parker moving lights, smog machine, high tech rider and mixer, etc. Note: Supervision of stage – Stage Manager. |
| 38 | Landscaping around the stage - Seasonal plants |
| 39 | Green Room-2 (One for Male and one for Female) (15x12 Sq feet) with sufficient number of Mirrors (2 X 2.5 ft) with adequate lighting and 1 table. |
| 40 | Anchor-1, and floral decoration with fresh flowers covering entire stage area for inauguration . |
| 41 | 500 chairs with white clean covers (Should be replaced in every 2 days) |
| 42 | Two rows’ sofas with white clean covers for 30 People (2/3-seater) (Covers should be replaced in every 2 days) |
| 43 | 40 Traditional Moda (21st October 2026 to 06th Nov. 2026) |
| 44 | Signage (signage on upper side of stalls, hoardings, banners, directory entry, pole bunting, standees, backdrops etc. made in Flex mounted on frame work) (21st October 2026 to 06th Nov. 2026) |
| 45 | Installation of one pantry room with chairs (21st October 2026 to 06th Nov. 2026) |
| 46 | (i) Health desk (pagodas 5X5 sq mtr) with all basic amenities like wheel chair-2, chair-5, table-2,Standing Fan-1, oxymeter-2, thermal scanner-2, BP checking machine-1 etc. (21st October 2026 to 06th Nov. 2026) |
| 47 | (ii) Nursing Staff -2 (1 Male and 1 Female) in shifts as per labour laws. (Time:9 AM to 11 PM) (21st October 2026 to 06th Nov. 2026) |
| 48 | Pagoda sructure for Police with waterproof roof covering of size 5m x 5m with 1 standing fan and two Chairs |
| 49 | Tin Barricading of 8 ft height at venue with cloth covering both side and SARAS branding |
| 50 | 60 temporary Chemical toilet with tiles flooring with proper sanitary pipe setup in Pagoda and water supply for toilet and maintenance (In 3 different locations) Including 3 Bathrooms at 3 locations (21st October 2026 to 06th Nov. 2026). |
| 51 | Dignitaries Toilet Van with one male and one female sweeper. (21st October 2026 to 06th Nov. 2026) |
| 52 | General Decoration of Venue & Masking of Selfie Points (6 nos. size of 6*3 feet) on theme of making lakhpati didis, Landscaping of suitable areas in and around the mela premises with natural potted plants (200) and materials etc., EMA should have to cover all trees and other locations with proper mirchi lights and parker lights with cloth masking.(21st October 2026 to 06th Nov. 2026) |
| 53 | Providing Golf Cart 4-6 seater with staff and driver (wearing saras t-shirt) for Dignitaries, Senior Citizens, Disabled etc. (21st October 2026 to 06th Nov. 2026) |
| 54 | Mosquito Fogging for two times in a day in entire premises from (21st October 2026 to 06th Nov. 2026) |
| 55 | 6 Rooms for MoRD/SRLM Officials and NIRDPR in reputed hotel (In 3 Star) near the venue including breakfast facility (21st October 2026 to 06th Nov. 2026) |
| 56 | Human Resource/Manpower (Core Team): (trained staff) (Duty time 9:30 am to 10.30 pm)- Manpower:- i. Executive Staffs… 10 for Welcome Pavilion (having experenice of working in event of minimum 5 years), ii. MTS (Multitasking Staff) … 06, iii. Professional Announcer (Female)… 01, iv. Female attendant for conference/meeting room, v. Female Staff to attend the Dignitaries having the experience to attend the dignitaries for protocol duties etc… 04, vi. Trained Electricians… 03, vii. Emcee or anchor to ensure whole program goes smoothly, also to manage time, briefly intro artists, chief guests etc., viii. One stage manager for dais planning, maintenance of protocol during VVIP movements, Electricians to be available in shifts to ensure at least two is at the site at all times.(21st October 2026 to 06th Nov. 2026) (Calculation to be provided of individual staff) |
| 57 | Human Resource/Manpower Requirement for Food Court (trained staff with adequate experience):- Human resource for Waste Disposal Activities No: 6, Human Resource for Housekeeping (continuous cleaning of dining space, morning 9am-11:30 pm). 16 Human Resources to be mobilized at all event days times keeping labour code in mind, 4 Professional Chef from reputed organisations or having the experience of five star hotel or institute of hotel management from 9.00 AM to 11.00 PM (to support in food display, plating and decor), Human resource for serving the dignitaries (continuous support from 9 am -11 pm in shifts) following labour laws as required No: 5 + 1 (5 trained serving staff; 1 supervisor), Electrician required throughout the mela to operate and fix the problems on emergency basis, Plumbing human resource support throughout the mela & 2 gas mechanic with enough repair inventory throughout the mela and Paid Fire Brigade from fire department (as per actuals will be reimbursed by Haryana State Rural Livelihoods Mission (HSRLM), Gurugram). |
| 58 | Security and Fire Safety:- Installation of one Security Guard Room (21st October 2026 to 06th Nov. 2026) |
| 59 | Metal Detector - 8, Frisking Stalls – 4 (21st October 2026 to 06th Nov. 2026) |
| 60 | Staff with Metal Detectors (in shift) 9 am to 9 pm (4 male 4 female) EMA to ensure security coverage at gates following labour laws. (21st October 2026 to 06th Nov. 2026) |
| 61 | 300 CCTVs with night vision (100 should be 360 degrees.) Payment will be made on actual cameras installed based on need ensuring adequate coverage of entire area of the mela (including parking). (21st October 2026 to 06th Nov. 2026) |
| 62 | 25 Monitors 32” [for CCTV Cameras] (21st October 2026 to 06th Nov. 2026) |
| 63 | Recording DVR [For CCTV Cameras – Web Enabled] – Recording of entire mela and to be handed over to Haryana State Rural Livelihoods Mission (HSRLM), Gurugram in hard disk (21st October 2026 to 06th Nov. 2026) |
| 64 | Security Supervisors (6 males and 4 female) ex-official from army, para- military force or from police department. All Supervisors should have walkie talkies. (9:00 am to 9:00 pm) 4 male 4 females (9:00 pm to 9:00 am) 2 male (30 Supervisors required for one day for celebrity show, parking & food court crowd management) & Parking Marshal with proper uniform(21st October 2026 to 06th Nov. 2026) |
| 65 | Traffic Marshal - Providing 10 nos. Traffic Marshals in Uniform, with whistle, traffic signal led baton with (red and green colour) during the show days from (21st October 2026 to 06th Nov. 2026) (timing 10.00am to 10.00pm). |
| 66 | 50 Guards (9 am to 9 pm) and 25 Guards (9pm to 9 am) should have Walkie Talkies EMA to ensure security coverage for the mela following labour laws as required (20 guards for one-day celebrity show, parking & food court crowd management). 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. Haryana State Rural Livelihoods Mission (HSRLM), Gurugram will not be responsible for any lapses. (21st October 2026 to 06th Nov. 2026) |
| 67 | Baggage Scanning Machines with Terminals and trained staff (8 Operator in 4 entry gates X 2 shifts) to ensure entire mela timings are covered) and for Gate adjourning parking with security and scanning equipment. (21st October 2026 to 06th Nov. 2026) |
| 68 | Fire-Fighting Planning Fire Extinguishers (300), other necessary equipment as per plan and approval of the fire authority. Bidder will have to set up a separate fire office with sufficient number of fire qualified trained staff members) (30 Personnel) having valid firefighting certificates with proper fire dress. This office will work round the clock 24 hours. (If any lapses are found, the Bidder will be responsible for all legal complications) An affidavit related to fire safety will have to be submitted to the Haryana State Rural Livelihoods Mission (HSRLM), Gurugram. EMA have to produce the clearance of fire planning of entire event from Local Fire Authority. (21st October 2026 to 06th Nov. 2026) (Booster Fire Extinguisher: CO2, Mechanical Foam & Water, the same should be approved by the concerned department) |
| 69 | A private fire-brigade mobile vehicle small - 2 no with proper equipment’s and professional firemen round the clock to be stationed from (21st October 2026 to 06th Nov. 2026) |
| 70 | Two Bike Fire Brigade with trained staff (21st October 2026 to 06th Nov. 2026) time 9:00AM to 11:00PM |
| 71 | Food Court and Kitchen Equipment (22nd Oct. 2026 to 06th Nov. 2026):- Providing of Hangar for Food Court are of size 80m X 50m (side height 18 feet), center Height 23 feet for 17 days with general lighting, cloth draping, décor with 40 rotational pedestal fans (26\\") exclusive for dining space |
| 72 | Providing & fixing of 4\\" High wooden flooring |
| 73 | Providing Synthetic carpeting of food hangar |
| 74 | Storage at food court of size 5m x 5m in Pagoda |
| 75 | Providing Kitchen Shed behind food hangar made out of steel structure with Tin sheets on roof and side walls of size 30 x 10 mtr The flooring needs to be made with bricks or inter locking cement tiles - 20 Wash sinks to be setup with continuos piped water supply and piped drainage for all:- Floodlights for the bulk kitchen space, 30 multi point power sockets 5 A, 15 power socket 15 A and 20 Pedestal standing fans. |
| 76 | Provide Bulk cooking Gas Stove (Single Burner — Size 2*2 feet, Sheet thickness 4-5 mm, Height 3-4 feet) with gas pipe and regulator (as required as per direction of Food court management committee) |
| 77 | Provide Domestic Gas Stove (two burner, burner type: brass) (as required as per direction of Food court management committee) |
| 78 | Provide Cooking Vessels - Handis (40-50 ltrs capacity, Inner Diameter - 18 Inch (46 cm) x Height - 9.8 Inch (25 cm), Thickness - 2-4 mm ) (as required as per direction of Food court management committee) |
| 79 | Provide Cooking Vessels - Kadhai (20 ltrs capacity, Corrosion-Resistant) (as required as per direction of Food court management committee) |
| 80 | Provide kitchen tray (Medium size) (as required as per direction of Food court management committee) |
| 81 | Provide Tea Jug / Kettle with 15 ltrs (as required as per direction of Food court management committee) |
| 82 | Provide Pressure Cooker (10 ltr) (as required as per direction of Food court management committee) |
| 83 | Provide Soup Ladle - 12 1/2\\"(Standard Commercial Kitchen size) (as required as per direction of Food court management committee) |
| 84 | Provide Curry Ladle — (Standard Commercial Kitchen size) (as required as per direction of Food court management committee) |
| 85 | Provide Serving Ladle – (Standard Commercial Kitchen size) (as required as per direction of Food court management committee) |
| 86 | Provide Tawa (3*2.5 ft.) (as required as per direction of Food court management committee) |
| 87 | Provide Casserole hot pot (Medium size) (as required as per direction of Food court management committee) |
| 88 | Provide Tongs (as required as per direction of Food court management committee) |
| 89 | Provide Steel bowls (2 litre) (as required as per direction of Food court management committee) |
| 90 | Provide Steel basin (5 litre) (as required as per direction of Food court management committee) |
| 91 | Provide Frying spoon with hole - Medium size (as required as per direction of Food court management committee) |
| 92 | Provide Saucepan (5 litre) (as required as per direction of Food court management committee) |
| 93 | Provide Saucepan (2 litre) (as required as per direction of Food court management committee) |
| 94 | Provide Deep Freezer (300 litre) with power supply (as required as per direction of Food court management committee) |
| 95 | Provide Chafing dish electric (with double partition, Medium size) (as required as per direction of Food court management committee |
| 96 | Electrical Commercial Vegetable cutting machine with 5 blades (70Kg/hour with .33HP single phase motor- similar to Lakshmi brand) |
| 97 | Mixer Grinder – 900 watt |
| 98 | Wet grinder – 10 liter |
| 99 | Dosa Tawa (14X36X10) |
| 100 | Canopy (6 x 6 ft. each) with 3 side covering with waterproof for 8 coupon counters with following requirements:- Floodlights for each counter, Power chord extension for each billing counter, Lockable drawers with key for each billing counter, Sunboard branding with signages for all billing counters (design to be shared by the food court management team), 10 litre dustbin each for all billing counters, 1 Security guard each for all event days for billing counter and 8 Queue managers per billing counter. |
| 101 | Square table with drawers for each coupon / billing counter for 8 coupon counters and one each for admin, finance, store room (should be lockable with available keys) |
| 102 | Chairs (armless) in each 8 coupon / billing counter with covers – 2 per coupon counters, 3 per food stall, 50 for kitchen space, 8 each for finance and storeRooms. |
| 103 | Almirah with safe locker facility (for admin and finance room, Store) & Multipurpose Storage Rack (78 x 41 x 18 Inch) with Shelves (for inventory, store) |
| 104 | Fly catcher for different area like production area, dining area, conference Area, Food Area etc. |
| 105 | Foldable catering iron tables for food stalls incl. kitchen area (working & Serving area) - 10 per stall |
| 106 | Adequate LED lighting for food stalls, kitchen area, food serving area (yellow warm light for serving area and cool light for stall and kitchen area 200+ led units) |
| 107 | Round dining tables with cloth cover (white plain) over the tables in dining area (4 ft radius) ,Table cover cloth to be replaced with washed clothes every 3 days or plastic sheets to be put on top along with IFC Logo table tops & fibreglass standees for menu display and feedback QR diplay |
| 108 | Different Coloured Dining Chairs complementing the tables above (material- Polypropylene Plastic, for example: Vanilla, Mango Moulded Furniture- spider net style) multi colour |
| 109 | Coolers/Fans to be provided to cover all of the Food court area/production area/dining area/ wash area/ administrative area |
| 110 | Round Standing Tables (4.5-5 feet high) |
| 111 | 50 units Food stalls pagodas (3x3 meter dimesion) to be constructed with octanorm panel and decorated through states motifs and patterns, all sides (interior decoration - design will be provided). The front bottom should be of material as wooden with warm LED light around and having decoration as wooden Indian Door way pattern. Door Space from the back for the movement should be made available and covered through artistic designed curtains. Stalls names should be in Backlit Acrylic 3D LED (Size - height feet, width - as per the states names). Basic furniture as below is required to be provided in each stall. All electrical fittings to be carried out with utmost care and only ISI certified, fire and heat resistance wiring is to be used. The following items are to be provided to each stalls:- 2 open shelves for storage and display- 2 units of 50 litre dustbin for wet and dry waste- 3 Warm spot/focus lights for food display focus- Flood Light - Socket 5A - 3 nos & 15A - 2 nos- Digital (acrylic backlit) Menu Boards stick to the stall for displaying menu and rate of food items (2ftx3ft) (lxh):- Food display table paper roll to be provided and changed daily for all food stalls |
| 112 | Prints/Flexes/Hoardings/Direction signs for SARAS Food Court Branding |
| 113 | 3 power chords extensions with 5 points each per admin room, finance room, 2 storeroom |
| 114 | Cooking water tap connection for food stall kitchen area (with drainage facility) & Wash Basins with tap connection in with drainage facility (50+50) |
| 115 | Drinking water dispensers (with requirement based refills) for each stall and also for admin, finance, store sections |
| 116 | 150 units of 20 Litre bottles on a daily basis with need based replacement |
| 117 | 5 Hand Wash areas on the space suggested by food court coordination committee (4 taps each) – total 20 taps with proper drainage facility |
| 118 | Pot wash sink structure inside kitchen section for washing utensils and for ensuring proper drainage facility for each stall (To be divided in 2 segments of veg and non veg) - 2 sections with 7 taps each |
| 119 | Installation of Water tanks on solid mounted structures with piped connection to all IFC stalls (of 30,000 litres) with need based refilling of the tanks. |
| 120 | Adequate general LED Lighting Inside the Food Court dining space and for highlighting food court art installations as per requirement (natural white warm LED light) |
| 121 | Providing and fixing of separate sound system of 6000 W with cordless microphone (2) and 6-8 speakers inside food court with proper earthing as per ISI specifications and a person to operate the same for complete coverage of food court |
| 122 | Waste bin for food waste(red) - 50 Litre capacity for food stalls and Kitchen Area |
| 123 | Waste bin for food waste(green) - 50 Litre capacity for food stalls and Kitchen Area |
| 124 | Provision of Installaon of Temprorary drainage system for used water (5 inches water flow pipe to be installed for the complete drainage system) |
| 125 | Providing bio-degradable garbage bags (One packets having 50 pieces) |
| 126 | Carts for waste removal activity (from to venue to nearest waste collection point) with 3 human resource from 12 pm to 11:30 pm daily) |
| 127 | Van (1 Maruti Eeco passenger seating) for raw material purchase with driver. from (21st October 2026 to 06th Nov. 2026) |
| 128 | Providing Multi-purpose trolley for cleaning purpose and related food court utility |
| 129 | Providing shed for LPG Cylinders for storing near food area made out of steel structure with Tin sheets on roof and side walls of size 20 Ft x 10 Ft. The flooring needs to be made with bricks or inter locking cement tiles. Chain for cylinder locking to be made Available |
| 130 | Dedicated VIP Zone 300 sq feet, surrounded with Velvet Rope Queue Manager (planters for decoration), banquet style cloth draping 4 round table, 25 chairs, 1 rectangular landing tables, aesthtic table tops with SARAS IFC Branding |
| 131 | Set up of 3 additional rooms/covered 3*3 sqm) (1 Finance Room with door locking facility, 1 Admin/Announcement room, 1 inventory room) - all Lockable |
| 132 | Drinking Water coolers (15 Nos.) inside food court area for the guests (to be placed at 5 different places) with piped and electricity connection with biodegradable paper cups (3000 packs of 100 units) |
| 133 | 30 number of exhaust fans |
| 134 | Tea and Snacks for 200 Persons per day two times for Guests, Media, Bloggers, and officials (21st October 2026 to 06th Nov. 2026). This includes Tea, Green Tea & Coffee, Snacks (like Samosa, Pakoda, Idli, Sambher Wada, dhokla, veg sandwich, Masala Dosa, biscuits, Cutlets, Pastry, wafers, fruits etc.).:- Packed Mineral Water for staff and Food - Lunch for 200 Officials, Guests, Media Personnel & 100 Dinner -Thali, (The committee will verify the above items supply on daily basis. If the items increase/decrease the payment will be made on pro rata basis certified by the Committee) (21st October 2026 to 06th Nov. 2026) |
| 135 | Transport (Taxi Service):- 2 Maruti Swift Dezire (14 hours & 200 km per day) (taxi will be provided from (17th October 2026 to 06th Nov. 2026) |
| 136 | 4 Maruti Swift Dezire (14 hours & 200 km per day) (taxi will be provided from (21st October 2026 to 06th Nov. 2026) |
| 137 | 6 Maruti Swift Dezire (14 hours & 200 km per day) (taxi will be provided from 22nd October 2026 to 06th Nov. 2026 |
| 138 | 2 Ambulance with Basic Life Support (BLS) along with two staffs in each ambulance (Round the clock, 24 hours) from 22nd October 2026 to 06th Nov. 2026 |
| 139 | Miscellaneous Cultural Programme Artists & Troupes:- Performance by various artists for 17 days- Dhol Nagada- 6 Persons, Been Party- 10 Persons, Bagpiper Party- 6 Persons, Piano- 1 Person, Long Man – 2 Person, Circus Act/Behroopiya Acts-2, Charlie Chaplin outfit – 1 person, Guitarist- 1 Person, Lakhpati Didi Mascot- 4 Persons, Entertainer for Kids (Fun activities such as glitter face tattoos/moral value lessons etc.) – 1 Person, Sketch Artist – 1 Person, Pagdi Wala-1 (He will have to make arrangement of Pagdi/Turban for D and visitors), Female band of 5/6 pax (Performance of 2 hours everyday) and Tambola and other entertaining games for all age groups every day (EMA will have to organize this). (10th February 2026 to 26th February 2026) |
| 140 | Shahnai Vadan- one group with complete arrangements (only for one day – date will be communicated by MoRD) |
| 141 | Provide Dance Troupes empanelled by Songs & Drama Division, Ministry of Broadcasting or other Department. The artists of the 4 troupes will perform on State based theme between 5 pm and 9 pm every day (16 days as per MoRDs requirements) |
| 142 | Kids Zone/ Play Area:- Area developed with kid’s theme decor with playing setup for children like games, Painting Competition Mickey Mouse bouncy (9*12 feet), slides (10 – 12 feet) etc. with necessary safety measures and proper lighting and trained staff. No electric items will be used in this area. |
| 143 | Public Address System:- Public Address System with 40 speakers & 2 mikes for making important announcement etc. (The announcements should be audible in the entire SARAS fair area including parking area, therefore enough good quality speakers are to be provided) (21st October 2026 to 06th Nov. 2026) |
| 144 | Media Planning:- Print Media (Designing part only), Social Media, Electronic Media, Press Meets, Press Conference etc. The following task will have to be covered: Digital Marketing: Include pre-event, during event and post event posting activity. At least 50 lakhs outreach and impressions in digital and media platforms such as Facebook, Instagram, YouTube, X, Google ads (Handles of Saras Aajeevika will be used). All content to include captions, post copies and scheduled for timely and consistent posting in line with the approved content Calendar, Platform specific posts (curated and customized as per the content format andcommunication style of each platform)i. Minimum 6 feed posts per day on Instagram and Facebookii. Minimum 4 stories per day on Instagram and Facebookiii. Minimum 10 tweets per day on Xiv. Minimum 3 YouTube Shorts + 3 Community Posts per dayv. Minimum 1 LinkedIn post per dayvi. Arrangement of visits of influencers and bloggers minimum 3 per week after proper approvals, Press Conference/Press Meet -2, Minimum 10 write ups every day on social media (Facebook, Instagram, Whatsapp groups etc.) with Press kit (@ Rs 1000/-and refreshment for 80 press officials. EMA will have to pay hall charges to PWD Conference hall/Hotel /Guest House etc of Gurugram with proper hoardings and banners, Social media advertising: Specific budget to be set up for paid promotions on social media and execution of daily ad boosts for selected posts to maximize reach, including monitoring and optimization of campaign performance Minimum 10 write ups every day on social media (Facebook, Instagram, Whatsapp groups etc) and print media, 75 Memento with branding of SARAS Aajeevika (like Shawls, Paintings etc) for social media/ influencers (@INR – 1500/- each), |
| 145 | Press Release at least 5 news item/feature in leading newspapers every day:- Creation of a Radio Jingle(not to be broadcasted) and interviews of dignitaries to be submitted to Haryana State Rural Livelihoods Mission (HSRLM), Gurugram 10 days from the event start date, SMS of events (5000 per day), Minimum 3 Reels on Social Media every day, Posters 1000 (25 x 15 inches) glossy paper for boards of Corporate offices. The same posters will be placed in the notice board of corporate houses, RWA, Market Federations, Govt. officials etc., Paid promotions on social media up to Rs.2 lakhs. EMA will have to produce evidence and analysis and proper records of designated platform. (Atleast 10 days before of Mela), E-mails to business traders association/ RWAs every Day, Event Management Agency will have to submit every day one to two minutes of small videos of success stories of SHGs for the purpose of social media. (22nd October 2026 to 06th Nov. 2026). Note : EMA is advised to consult with local PRO of Haryana Govt. posted in Gurugram and NIRDPR Officials regarding all media activities. Event Management Agency will have to set up a Media Desk with minimum three qualified staff members having the background of journalism/print media/electronic media and Social Media) (The above work will be monitored by a Committee of officials of & Haryana State Rural Livelihoods Mission (HSRLM), Gurugram and the payment will be made based on recommendations of this Committee. So Event Management Agency will have to produce all documentary evidence / electronic evidence of publicity to the Committee. |
| 146 | 6 High Resolution outdoor full color LED Screen with platform for SARAS branding (15x10 Feet) with all required equipment’s and operators to show the schemes and programs of the Ministry. Note: Event Management Agency to provide operators for the LED screens. (22nd October 2026 to 06th Nov. 2026) |
| 147 | Printing:- 50 Trophies (@INR 1,000 each) To be provided by 05th Nov. 2026, . |
| 148 | Desk Top latest Computers with I7 Processors Minimum 16 GB Ram ( Computers with TFT/LED monitor 17” and high speed internet connection-Dongle) (22nd October 2026 to 06th Nov. 2026). |
| 149 | High speed internet connection (5G) with routers for covering the entire SHG stalls in the mela premises (22nd October 2026 to 06th Nov. 2026). |
| 150 | Laser colour Printer with scanning and photocopy function (22nd October 2026 to 06th Nov. 2026). =- including invitation, brochure |
| 151 | Stationary for day to day use. |
| 152 | Interactive Display Panel with application and software to display the information about the stalls (theme, category, stall no, etc.) (22nd October 2026 to 06th Nov. 2026) |
| 153 | LED High Mass Light - 400 watt 15-20 feet poles (based on location) (22nd October 2026 to 06th Nov. 2026) |
| 154 | Caps for artisans with printed name of SARAS Aajeevika with logo, Ministry of Rural Development. |
| 155 | T Shirts with branding of SARAS Aajeevika |
| 156 | 80000 Printed cloth bags of good quality big size (15 x 17 inch) 60000 Printed cloth bags of good quality small size (12x15 inch) All bags to be with branding with SARAS Aajeevika logo. |
| 157 | Shawl-20, Boquets-15, Tulsi Plant- 20 for inaugural function (only for one day – date will be communicated by MoRD) |
| 158 | Memento @ Rs. 4000/- for 60 Officials/Guests |
| 159 | Inaugural Function & Cultural Programmes:- 1000 Snack packets (1 Samosa and 1 Veg Sandwich, 1 sweets, 1 cashew nut, 1 chips one small juice tetra pack) for inaugural function (only for one day – date will be communicated by Haryana State Rural Livelihoods Mission (HSRLM), Gurugram) |
| 160 | 20 drinking water dispensers with adequate paper cups (with requirement-based refills) for different place of the Mela Ground (22nd October 2026 to 06th Nov. 2026) |
| 161 | High-tea in Dignitaries Room 80 Nos (only for one day – date will be communicated by Haryana State Rural Livelihoods Mission (HSRLM), Gurugram) |
| 162 | Sanitation:- Dustbin (big size) (22nd October 2026 to 06th Nov. 2026) |
| 163 | 50 numbers of sanitation/cleaning workers for 18 days with Cleaning material swearing Caps and T-shirts with printed logo of Swachh Bharat Abhiyan and name of Ministry of Rural Development, Govt. of India for cleaning of mela premises. Time: 08:00 a.m. to 10:00 p.m. Agency may place the staff members in two shifts in view of labour laws) (21st October 2026 to 06th Nov. 2026). |
| 164 | 02 numbers of sanitation/ cleaning supervisors for 18 days -wearing Caps and T-shirts with printed logo of Swachh Bharat and name of Ministry of Rural Development, Govt. of India. Time: 08:00 a.m. to 08:00 p.m. (21st October 2026 to 06th Nov. 2026. |
| 165 | Other Arrangements:- Parking arrangement: EMA will have to set up parking zone for 2000 vehicles (zone-wise) with proper CCTV cameras and well-dressed parking staff members under one parking supervisor. (22nd October 2026 to 06th Nov. 2026) |
| 166 | Tempo Traveller (26 seater) service for Food Court Entrepreneurs everyday pickup and drop nearby locations for 200 pax for 18 days including one security guard in each bus from (21st October 2026 to 06th Nov. 2026) - Coordination to be done by food court management team. |
| 167 | Outdoor Branding:- Outdoor Branding / City good quality Hoardings in Gurugram- i. 20X10ft (1500 no.), ii. 5X3ft (3000 no.), iii. 4X2 (1400 no.). Outdoor Hoardings must be in and around the venue including 160 Resident Welfare Associations in Gurugram. Also, key entry and exit points of Gurugram and near prominent roads MG Road, NH Metro stations on the outskirts, etc, iv) EMA will have to deliver invitation cards to the Staff Members of 250 Corporate houses and under the supervision of Haryana State Rural Livelihoods Mission (HSRLM), Gurugram and NIRDPR officials. (22nd October 2026 to 06th Nov. 2026) |
| 168 | Wrist Band with SARAS Branding (Wrist Band Made from Hi-Quality Rubber. Should be flexible, lightweight and stretchable in multiple colours) |
| 169 | Gas Balloon with the printed Name of SARAS Fair |
| 170 | Discount Sticker 500 |
| 171 | 360 degree Selfie Booth |
| 172 | KIOSK for SHGs Details/Stalls Details /Products Details and to take Feedback from Customrs. (One for Food Court and One for Welcome Pavalian) |
| 173 | Lakhpati Didi Pavilion (60 sq.mt) as per design with creatives, wooden laminated flooring, Walling, Prints, 3D cutouts of Lakhpati didis and a separate corner with wooden platform will be set up for demo area in lakhapati pavilion |
| 174 | Insurance:- Third Party insurance to cover loss of or damage to Equipment/ products of SHGs with a cover of INR 20 Crores. Under no circumstances Ministry will be liable to pay claims or challenges by the bidder before, during or after the event in relation to any mis- happening associated with the Mela arrangements. |
| 175 | Electricity Connection:- Power distribution with consumption including soundproof generator of 500 KVA-2 with diesel and operator for 14 hours running per day & general lighting (22nd October 2026 to 06th Nov. 2026) |
| 176 | EMA should make a provision for emergency light during the mela. |
| 177 | Special Items (subject to condition of requirement):- Moja barricading as per SPG advice |
| 178 | Floor decoration for VIP Visit |
| 179 | Branding for Welcome in and around the Venue |
| 180 | Web casting, camera setup for live coverage |
| 181 | Dedicated internet for Web Casting - 50 MBPS speed |
| 182 | Additional security to manage the crowd for 1 Day |
| 183 | Video and photography:- Video Coverage (Format UDH Film of 15 to 20 minutes with proper editing by Professional Camera Man) of entire event, starting from preparation of the event, meetings held, installations done. Inaugural Function and all other seminar/workshop during the fair and video coverage of SARAS stalls (02 copies of hard disk must be provided to Haryana State Rural Livelihoods Mission (HSRLM), Gurugram with proper mixing and editing in addition to source media) |
| 184 | Still photography coverage (200 selected photos each album in size 5x7 inch (2 albums). In addition to all the photographs in digital format must be provided). [Photographer should be available with camera in the entire period of Mela at the Venue Site] |
| 185 | 600 Certificates for Artisans and State Coordinators (A4 size, four color, 300 gsm Imp. Art Card – glossy) |
| 186 | 500 Invitation Cards for inaugural function with envelopes (5x7 inch, 300 gsm. Imp. Art Card, four color, printed in both side (English and Hindi) [These should be supplied at least two days prior to the inaugural function] |
| 187 | 2000 Brochure: No. of pages: 12 Size: 10 *10 inch of each page Paper: 240 gsm. Imp. Art paper (gloss) Color: Four color Photographs: around 10 Binding : Folded [These should be supplied at least five days prior to the inaugural function] |
| 188 | 100000 Handbills Size (8 x6 inch) (Glossy Papers) to be approved by MoRD in advance. |
| 189 | 1200 Photo IDs with badges and lanyards |
| 190 | Not to be quoted (will be reimbursed on actuals on submission of actual bill/s & receipts.):- (a) Bouncer male and female required for the celebrity show 3 days only Nos: 30 (20 Male and 10 female) (30,00,000 to be provided), (b) Star/Celebrity Performer for 3 days. EMA to propose a performer suitable for the event who is able to generate huge publicity of the event. The Star/Celebrity will be finalized by Chief Executive Officer-cum- District Mission Director, Haryana State Rural Livelihoods Mission, Zila Parishad, Gurugram with consultation of EMA. Freezing Amount up to Rs. 30.00 Lakhs and please do not quote for this activity. (c) Two (02) 300 KVA (Main loading During show days ) non-domestic electrical connection (fixed cost only including security deposit, etc.) The Ministry will reimburse the all- charges reg. installation of all electricity meter connections after producing the proper records. (Charges of electricity bills, cables, apply charges, man power charges etc.) 50 KVA Temporary load during erection and dismantling period. (d) To facilitate approximate 120 commercial Gas cylinders requirement with need-based refill facilities. Payments will be made by Kudumbashree NRO after reconciliation with EMA, as per the directions. Please Enable Macros to View BoQ information |
AI Tender Summary
Tender Timeline
Sep 28, 2026
11:30 IST
Tender Published
Tender notice published.
CompletedOct 05, 2026
17:00 IST
Bid Submission Deadline
Online submission via eProcurement portal.
Upcoming · 6 daysOct 05, 2026
Bid Opening Date
Technical bids will be opened and evaluated.
Upcoming · 6 daysTender Documents
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