Porbandar Municipal Corporation Tender for Audio-Visual Equipment & Event Support Services

This tender invites qualified vendors to submit proposals for providing comprehensive audio-visual equipment, lighting decoration, DJ setup, generator services, and operator support for various events organized by the Porbandar Municipal Corporation. The contract aims to ensure high-quality event support, enhancing the visual and audio experience for public programs and celebrations. The scope includes hiring of equipment such as sound systems, lighting, generators, and skilled operators to manage these services efficiently. The tender is open to experienced companies with proven capabilities in event support services within the government sector. The project duration is 12 months, with a total estimated cost of approximately ₹25,00,000. Bidders must adhere to the eligibility criteria, submit the necessary documents, and comply with the terms and conditions outlined in the tender documents. This opportunity is ideal for vendors specializing in event management, audio-visual technology, lighting, and generator services seeking government contracts in Gujarat.

• Provide and operate high-quality audio-visual equipment including microphones, speakers, projectors, and screens.
• Supply and set up lighting decoration for various events, ensuring safety and aesthetic appeal.
• Deploy DJ setup including sound mixing consoles, speakers, and lighting effects.
• Supply portable generators with sufficient capacity to support all electrical equipment during events.
• Provide trained operators for managing audio, lighting, and generator systems throughout the event duration.

• The process involves:

1. Bidders submitting their technical and financial proposals before the deadline.
2. Evaluation and shortlisting based on technical competence and cost.
3. Contract award and signing.
4. Equipment deployment and operational support during events.
5. Post-event dismantling and equipment return.

✓ Must have valid registration and licenses for providing event support services.
✓ Proven experience in handling government or large-scale events.
✓ Submission of EMD of ₹25,000 along with tender documents.
✓ Payment of tender fee of ₹1,062.
✓ Must submit all required documents as per the tender guidelines, including technical capability proof and financial stability.

Financial Qualification	Minimum Requirement
Annual turnover	₹10,00,000 or more
Past project execution	At least 3 government or reputed private projects in the last 3 years
Certification	Valid GST registration and relevant technical certifications

**Important:** Bidders must meet all eligibility criteria to qualify for the tender process.

All equipment and services must conform to the specifications provided in the tender documents. For example:

plaintext

• Audio systems should have a minimum power output of 2000W.
• Lighting fixtures must be LED-based with adjustable brightness.
• Generators should have a minimum capacity of 10 KVA with fuel efficiency features.
• Operators must be certified in event management and technical operation.

The process involves:

1. Reviewing technical specifications in detail.
2. Ensuring equipment compliance before deployment.
3. Conducting pre-event testing and calibration.
4. Maintaining operational standards throughout the event.
5. Post-event inspection and equipment return.

The total estimated budget for this contract is approximately ₹25,00,000. The cost breakdown includes:

Component	Estimated Cost
Audio-Visual Equipment	₹10,00,000
Lighting Decoration	₹5,00,000
DJ Setup	₹3,00,000
Generator Services	₹4,00,000
Operator Support	₹3,00,000

Payment terms are as follows: - 30% advance upon contract signing. - 40% after equipment deployment. - Remaining 30% after successful completion of events.

1. Bidders must download the tender documents from the official portal and submit their technical and financial proposals before the deadline.
2. The proposals will be evaluated based on technical competence and cost.
3. Shortlisted bidders will be invited for clarification or presentation.
4. The final selection will be announced after evaluation.
5. Contract signing will follow, and equipment deployment will commence.

Event	Date	Details
Bid Submission Deadline	16-06-2025 18:00	Last date for submission
Technical Evaluation	17-06-2025	Evaluation of proposals
Contract Award	18-06-2025	Notification to successful bidder
Equipment Deployment	20-06-2025	Start of service period

**Bidders must ensure all documents are complete and submitted before the deadline to avoid disqualification.**

Proposals will be evaluated based on:

Criteria	Weightage
Technical competence and experience	50%
Cost competitiveness	30%
Compliance with technical specifications	10%
Past performance and references	10%

**Minimum qualifying score for technical evaluation is 70%. Bidders must meet or exceed this threshold to qualify for financial evaluation.**

Date	Event	Details
31-05-2025	Bid Start Date	Bidders can start submitting proposals
16-06-2025	Bid End Date	Last date for submission
16-06-2025	Document Download End	Final date to download tender documents
16-06-2025	Evaluation Completion	Technical and financial evaluation
18-06-2025	Contract Award	Notification of successful bidder

**Key deadlines include bid submission and document download closing dates. Ensure timely submission to participate.**

For queries and support, contact:

Name	Position	Email	Phone
Deputy Municipal Commissioner	Tender Inviting Authority	copbr2008@gmail.com	N/A
Tender Support Team	(n)Code Solutions	nprocure@ncode.in	+91-79-40007517, 40007514, 40007515

Bidders are encouraged to seek clarifications before the deadline to ensure compliance and successful participation.

All bidders must adhere to the terms and conditions specified in the tender documents. A free vendor training camp will be organized every Saturday at (n)Code Solutions, Ahmedabad, to assist bidders in understanding the online bidding process. The tender is part of the state government's initiative to improve public event management and support local vendors. Bidders are advised to review all technical and financial requirements thoroughly and submit complete proposals within the stipulated timelines.