Event Managers it’s time to Bid! Andhra Pradesh Pavilion Design Bid Open for IITF 2023

Industry Watch | September 18, 2023 | News

Andhra Pradesh

The Government of Andhra Pradesh, through the Commissionerate of Industries, Commerce & Export Promotion Wing, has issued a Request for Proposal (RFP) for the Designing, Developing, and Setting up of the Andhra Pradesh Pavilion for the India International Trade Fair (IITF) 2023. This prestigious event is scheduled to take place from November 14th to 27th, 2023, at Pragati Maidan in New Delhi, and it promises to be a significant platform for showcasing the cultural heritage and economic potential of Andhra Pradesh.

The RFP outlines the scope of work, evaluation criteria, and the selection process for experienced designers, decorators, contractors, and architect firms interested in undertaking this exciting project. The theme for IITF 2023, "Vasudhaiva Kutumkam-United by Trade," emphasizes the importance of global trade and cooperation, making it essential for the Andhra Pradesh Pavilion to reflect this theme while highlighting the state's unique cultural identity.

The successful bidder will play a crucial role in creating an aesthetically pleasing and culturally significant pavilion, incorporating elements of Andhra Pradesh's heritage and showcasing the state's strengths in various sectors. The RFP also emphasizes the importance of timely execution, quality work, and adherence to all relevant regulations and guidelines.

Who Can Bid:

This tender is open to qualified and experienced event planning firms or individuals with a proven track record in organizing and executing successful events. Bidders should possess the necessary expertise, resources, and creativity to deliver a high-quality event that aligns with the client's objectives.

How to Bid:

  1. Registration: Interested event planners must register their intent to bid with the relevant authority, usually the organization or client seeking event planning services.

  2. Obtain Tender Documents: Bid documents, including the Request for Proposal (RFP) or Request for Tender (RFT), will be provided by the client or the issuing authority. These documents contain detailed information about the event, requirements, evaluation criteria, and submission deadlines.

  3. Pre-Bid Meeting (if applicable): Attend any pre-bid meetings or site visits organized by the client. This is an opportunity to ask questions, seek clarifications, and gain a better understanding of the client's expectations.

  4. Proposal Preparation: Prepare a comprehensive proposal that addresses all the requirements outlined in the RFP/RFT. This may include event concept, budget, timeline, staffing, logistical plans, and creative ideas.

  5. Submission: Submit the proposal within the specified deadline and according to the submission guidelines outlined in the tender documents. This often involves providing both a technical proposal and a financial proposal.

  6. Evaluation: The client or issuing authority will evaluate all received bids based on predetermined criteria, such as qualifications, experience, proposed approach, and cost.

  7. Selection: The successful bidder will be chosen based on their proposal's merit, and they will be notified accordingly.

Scope of Work:

  1. Design and Decoration: The selected bidder will be responsible for the design, erection, and decoration of the Andhra Pradesh Pavilion. The design should cover a 500.00 sq.m. space and align with the theme of "Vasudhaiva Kutumkam-United by Trade."

  2. Cultural Reflection: The pavilion should adequately reflect the cultural ethos and heritage of Andhra Pradesh, showcasing its unique traditions, art forms, and historical significance.

  3. Exterior Façade: Approximately 50% of the exterior façade, including the front open space, should incorporate the theme "Vasudhaiva Kutumkam-United by Trade." This could include 2D and 3D models depicting Andhra Pradesh's handicrafts and cultural heritage.

  4. Interior Design: Apart from the theme pavilion, the interior space should be designed to reflect the theme of IITF 2023 and highlight the unique strengths of the state.

  5. Display Elements: The pavilion must include temporary exhibits, dioramas, murals, paintings, mannequins, and 3D models both inside and outside the Pavilion.

  6. Technology Integration: The bidder should plan for technology usage within the Pavilion, including LED screens for showcasing videos, AVs, and other relevant content.

  7. Electrical and Lighting: The agency is responsible for the maintenance and operation of the electrical system, including lighting and emergency lighting as needed.

  8. Printed Materials: Printing and pasting of stall numbers, unit names, and thematic signage should be done by the bidder.

  9. Inverter/Generator: Installation and operation of an inverter/generator with adequate capacity for power exigencies, including music systems, CCTV, emergency lighting, and LED TVs.

  10. Floral Arrangements: Provide fresh flower plants and decorative plants inside and outside the Pavilion, along with regular maintenance during the fair.

  11. Drinking Water System: Ensure the provision of a drinking water system within the Pavilion.

  12. Cleaning and Maintenance: Regular cleaning and maintenance of the exhibition areas, corridors, and the Pavilion's exterior during the fair period.

  13. Security: Provide experienced security personnel, including supervisors and hostesses, as approved, along with necessary security equipment.

  14. Signage: Install "No Smoking," "Fire Exit," and other signboards as per the Pavilion In-charge's instructions.

  15. Glow Sign: Erect a new glow sign featuring "ANDHRA PRADESH" in English, Hindi, and Telugu as approved.

  16. General Maintenance: Conduct general maintenance of all areas, both inside and outside the Pavilion building. 

Stay tuned to know which company wins the bid.

For editorial related queries, reach us at edit@eventfaqs.com

The Government of Andhra Pradesh is inviting proposals for designing and setting up the Andhra Pradesh Pavilion at IITF 2023.

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