No.

J-11011/19/2021-Media
Government of India
Ministry of Panchayati Raj

Scope of Work for AV and Event Management Activities of

National Panchayati Raj Day–2021

24th April has a special significance in the history of Panchayati Raj, as on

this day, in 1993, the President of India gave his assent to the 73rd Constitutional
Amendment Bill passed by the Parliament. To commemorate this day, the Ministry
of Panchayati Raj organizes the National Panchayati Raj Day on 24 th April of every
year. Like previous years, it has been decided by the Ministry of Panchayati Raj to
organize a national event to commemorate National Panchayati Raj Day on 24th
April 2021 at Plenary Hall, Vigyan Bhawan, New Delhi.

2. Amid lockdown due to the COVID-19 outbreak in the country, National

Panchayati Raj Day–2020 was commemorated virtually on 24th April, 2020 graced
by the Hon’ble Prime Minister and Hon’ble Minister of Agriculture & Farmers
Welfare, Rural Development & Panchayati Raj. All the Sarpanches were informed
through bulk SMSs well in advance about this programme and were requested to
witness this prestigious event. The entire event was telecast / broadcast live and
web-streamed, and the same was widely viewed / listened to. This historic event
witnessed Hon’ble Prime Minister’s interaction with seven elected Heads of
Panchayats from different regions of the country (Jammu & Kashmir, Karnataka,
Bihar, Uttar Pradesh, Maharashtra, Punjab and Assam).

3. National Panchayat Awards are given annually on the occasion of National

Panchayati Raj Day celebrated on 24th April every year to best performing
Panchayats/States/UTs under various categories namely, (i) Deen Dayal Upadhyay
Panchayat Sashaktikaran Puraskar (DDUPSP) for Gram/Block/District Panchayats;
(ii) Nanaji Deshmukh Rashtriya Gaurav Gram Sabha Puraskar (NDRGGSP) for Gram
Panchayats (GPs); (iii) Gram Panchayat Development Plan Award (GPDPA) for
Gram Panchayats; (iv) Child-friendly Gram Panchayat Award (CFGPA) for GPs and
(v) e-Panchayat Puraskar for States/UTs only (there is no financial incentive in this
category). National Panchayat Awards 2021 (Appraisal year 2019–2020) will be
conferred to around 300 awardees.

4. Hon’ble Prime Minister has been requested to grace and inaugurate the
national event to commemorate NPRD–2021. The awardees will be requested to
congregate at Vigyan Bhawan, New Delhi on 23rd April 2021 – one day prior to
NPRD–2021 – for rehearsal of the event.

5. Despite the size, scope and intensity of the COVID-19 pandemic, some things
require to go back to the way they were – with adherence to the norms of “New
Normal” and COVID-19 preventive measures. The proposed event will be organised
in hybrid format – physical and virtual modes – utilizing the digital initiatives of the
Government of India. Hon’ble Prime Minister would be interacting with some of the

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Elected Heads of the awardee Panchayati Raj Institutions through video
conferencing.

6. As this event will be for the first time done on hybrid format, which requires
perfect synchronization between virtual and physical programs running together.
Therefore, Ministry of Panchayati Raj needs to engage an expert, experienced and
professional agency to organize the event.

7. The Ministry of Panchayati Raj endeavours to engage a multi-media agency

empanelled with Bureau of Outreach and Communication (formerly DAVP),
Ministry of Information & Broadcasting, to undertake all the activities associated
with the event.

8. The scope of work is as under

1. Event conceptualization, Design and Execution

2. Designing and production of creatives and AVs as per brief and managing the
national event to be organized in hybrid mode.
3. Production of AV as well as other creatives at short notice on priority basis.
4. Engaging an experienced and professional Anchor with for handling events
/ programmes attended by the Hon’ble President and Hon’ble Prime
Minister for conducting the proceedings of the events. The Anchor will have
to conduct the proceeding of the event from the Office of Hon’ble Union
Minister of Panchayati Raj or from Plenary Hall, Vigyan Bhawan, New Delhi.
5. Deploying a Video shooting team / photography teams (for still
photographs) at various locations as per requirement to cover the entire
event (before and during the event.
6. Producing one short film of 2 – 3 minutes duration on awardee
Panchayats under different categories of National Panchayat Awards
showcasing their outstanding and exemplary works as per the approved
BOC / DAVP rates
7. Designing and printing of Coffee Table Book (60 – 70 pages) on SVAMITVA
8. Designing of one quarter-page newspaper advertisement on SVAMITVA
9. Delhi Sightseeing Tour for award-winners
10. Floral decoration.
11. Dais management.
12. Coordinating physical and virtual event (all technical services in this matter)
13. Managing interaction of Hon’ble Prime Minister with Sarpanches (in close
coordination with NIC Units.
14. Designing and Installing backdrops/ hoardings/ brandings at Vigyan
Bhawan and near Vigyan Bhawan roundabouts in the National Capital.
15. Technical requirements for screening films
16. Technical requirements for interaction of Hon’ble Prime Minister with
selected Elected Heads of PRIs (coordination with NIC)
17. Services of Ushers /
18. Conference Badges [Colour coding event badges for different categories
of attendees like Awardees, Officials etc.]/ Signage / Standees
19. Technical requirements for scrolling of list of awardees through PPT

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 20. Graphics and Animation of Awards with Awardee Panchayat Name and
Category
21. Nameplates for dignitaries/ Category of Awards
22. Setting-up a small camp office at site with computer net connectivity and
colored printer for emergency work.
23. Providing Bags/ batches to the participants one day before the event.
24. Helpdesk / Reception counter
25. Watchout Server with operator
26. Sound Mixer with Operator
27. LCD Monitors and other equipment as per requirement
28. Automatic Hand Sanitizer Dispenser
29. Verbatim Report of the proceedings of the event
30. Any other requirements as may be required
31. Seating arrangement of awardees and their rehearsal for taking award.
32. Management of movement of awardees to the dais.
33. Coordinating with Media and Incentivization team of MoPR.
34. Social Media promotion and live streaming of the event
35. Preparing Press Release at camp office.
36. Any other unforeseen work related to the event.

Submissions
 The agency will be required to submit a concept and treatment note for
production of the AV / creatives and execution-plan for other activities.
 The item-wise financial proposal along with the concept note must be
emailed to the Ministry of Panchayati Raj at (email: malti.rawat@nic.in and
subhash.sangwan@nic.in) by 10:30 AM on 3rd April, 2021. Any
additional item of work, proposed by the agency, may specifically be
mentioned with cost estimate.
 Interested agencies to make a 10 mins presentation before the Core
Committee virtually 11:00 AM onwards on 3rd April, 2021 (Saturday).
Web-link will be subsequently intimated through email.
 The evaluation and selection will be done by Core Committee assisted
by BOC. The evaluation will be based on Quality-cum-Cost-Based
Selection (QCBS) method where 70 percent weightage will be given
Creative Concept, design etc. and 30 percent weightage will be given for
the cost quoted by the agencies.
 The selected agency will be informed through email.
 Ministry of Panchayati Raj reserves the right to reject any submission
without prejudice.
Performance Security, Payment Schedule etc.
 Performance Security, Payment Schedule etc. will be governed as per GFR,
2017.
 Admissible GST/ taxes etc. will be released upon submission of documents
evidencing payment of taxes.
Deliverables
 The agency will submit video footage and still photographs of the event
(digital photos on same day for social media posts)
 The agency will submit verbatim report of the proceeding

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 Financial format for submission of Proposal (indicative actual as
per the job required in the event)

Unit cost in
Amount in
Head Rs. (<BOC Nos.
Rs.
rates)

1 Professional Anchor 01

Intro AV (BOC Rate) Upto 2 – 3

2 01
Minutes

Creatives for Newspapers

3 advertisement, Flex
Backdrop/Standees etc.

Designing and printing of Coffee

Table Book on SVAMITVA [Size,
Pages (approx. 60 – 70), Paper,
6
Type of cover (Hard bound or Soft
bound) Any special treatment on
Cover or inside pages.]

Printing and Installation of Flex

8 Backdrop/Standees/Canvas
backdrop/Banners (Per Sq. feet)

Multi-Camera Videography and

Photography
10
Includes: Lights, Camera &
accessories, Cameraman, Light-
men, Local Transportation

12 WATCHOUT setup with operator

13 Sound Mixer with Operator

14 Cabling and other accessories LS

15 Ushers 04

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 16 Bags, Badges with Lanyard 1000

17 Event Management fees LS

Estimated total Excluding Taxes

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