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Indian Army Event Management Tender for Torch Run 17 KM in India 2026 – Sports Event Execution, Stage, Audio, Security & Logistics Standards

Bid Publish Date

16-Jun-2026, 10:44 am

Bid End Date

26-Jun-2026, 11:00 am

EMD

₹59,652

Location

WEST KAMENG , ARUNACHAL PRADESH
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Progress

RA
Issue16-Jun-2026, 10:44 am
Reverse AuctionCompleted
AwardCompleted
Explore all 4 tabs to view complete tender details

Quantity

24

Categories 1

CONFERENCE MANAGEMENT

Tender Overview

Organization: Indian Army (Department Of Military Affairs) under national sport event mobilization. Procurement category: Sports tournament event management & execution for a 17 KM torch run from Jaswantgarh Memorial to stadium, plus prizes, venue prep, equipment/kits, service staff, logistics and media publicity with a closing ceremony. Estimated value/EMD: EMD ₹59,652; quantity and scope cover event staff, transport and on-site setup. Location: India; emphasis on safety, brand-wide standards, and on-time delivery across a multi-day schedule. Delivery context: option clauses allow quantity adjustments up to 25%, with delivery timelines anchored to original order dates. Key differentiator: comprehensive event management covering ground layout, stage, sound, lighting, and sports equipment supply.

Technical Specifications & Requirements

  • Eligibility criteria require 3-5 similar event executions, GST registration, PAN, and company profile. Proposals must include day-wise event execution plan, ground/stage layout, equipment specifications (brands and quantities), team structure and safety plan.
  • Quality & materials demand new or well-maintained branded equipment, adherence to safety standards, and complete submission of past performance with client references.
  • Financials: separate financial bid with item-wise costing; prices inclusive of transport, labor, installation, and taxes; no hidden charges.
  • Evaluation favors detailed, non-generic proposals with risk mitigation and contingency planning.

Terms, Conditions & Eligibility

  • EMD: ₹59,652; submission in compliant format per bid documents.
  • Delivery schedule: project timelines aligned to event dates; option clause permits up to 25% quantity variation.
  • Payment terms: ensure clear, transparent cost sheets; no unspecified charges.
  • Past performance: provide 2-3 client references with photos/videos and completion certificates where available.
  • Documentation: GST, PAN, company profile, and technical/compliance certificates must be included; incomplete bids risk disqualification.

Key Specifications

  • Event management scope includes torch run planning from Jaswantgarh Memorial to stadium (17 KM)

  • Required capabilities: stage setup, sound & lighting, sports equipment supply, event operations

  • Branded equipment only; safety standards compliance; new or well-maintained materials

  • 3-5 similar sports events experience; client references and media/publicity experience

  • Bid must include day-wise execution plan, layout, equipment quantities, team deployment

  • EMD amount: ₹59,652; price bids to include transport, labor, installation, taxes

  • Option clause allows up to 25% variation in order quantity during contract currency

Terms & Conditions

  • EMD of ₹59,652 required with bid submission

  • 3-5 similar events experience; GST and PAN mandatory

  • Separate financial bid with item-wise costing; inclusive pricing

Important Clauses

Payment Terms

Prices must be inclusive of transport, labour, installation and taxes; no hidden charges; separate financial bid sheet

Delivery Schedule

Delivery timelines aligned to event dates; option clause enables up to 25% quantity variation; additional time as per formula

Penalties/Liquidated Damages

Not explicitly stated; bidders to meet contingency and safety standards; non-compliance risks rejection

Bidder Eligibility

  • Minimum 3-5 similar sports event executions

  • GST registration and PAN submission

  • Experience in stage, sound, lighting and sports equipment supply

Additional Tender Data

Commercial Details

Tender Category

Goods

Bid To RA

No

Item Category

Organise Torch Run from Jaswantgarh Memorial to statidum 17 KM , Prizes , Preparation of Venue , Equpment and Kits , Service staff to organise the event , Logistics and Boarding to players and staff , Media Publicity , Closing Ceremony

Authority Records

MINISTRY OF DEFENCEMILITARY AFFAIRS DEPARTMENT

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Documents 4

GeM-Bidding-9461951.pdf

Main Document

BOQ Document

BOQ

BOQ Document

BOQ

GEM General Terms and Conditions Document

GEM_GENERAL_TERMS_AND_CONDITIONS

Bill of Quantities (BOQ) 8 Items Sign in for GEM prices

#1

Organise Torch Run from Jaswantgarh Memorial to statidum 17 KM

Torch Run from Jaswantgarh Memorial to statidum 17 KM

1 set Delivery: 30 days
#2

Prizes

Prizes

6 pieces Delivery: 30 days
#3

Preparation of Venue

Preparation of Venue

1 set Delivery: 30 days
#4

Equpment and Kits

Equpment and Kits

8 set Delivery: 30 days
#5

Service staff to organise the event

Service staff to organise the event

5 set Delivery: 30 days
#6

Logistics and Boarding to players and staff

Logistics and Boarding to players and staff

1 set Delivery: 30 days
#7

Media Publicity

Media Publicity

1 set Delivery: 30 days
#8

Closing Ceremony

Closing Ceremony

1 set Delivery: 30 days

Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) details

3

Company profile and registration documents

4

Past performance references (2-3 clients) with contact details

5

Completion certificates or project closures (if available)

6

Event execution plan (day-wise) and layout designs

7

Technical specifications of equipment (brands, quantities)

8

Item-wise financial bid with transport, installation and taxes

9

Safety and contingency plans

10

OEM authorizations or brand endorsements (if required)

Reverse Auction Schedule

Completed

Start

10-Jul-2026, 11:00 am

End

11-Jul-2026, 11:00 am

Duration: 24 hours

Reverse Auction Document

✅ RA concluded. Check financial results for final rankings.

Technical Results

S.No Seller Item Date Status
1
GOYAL ENTERPRISES   Under PMA
-23-06-2026 21:17:24
2
MK Sales   Under PMA
-23-06-2026 20:04:21
3
RAM TRADING CO   Under PMA
-25-06-2026 19:58:43
4
SHRI BALAJI TRADING COMPANY   Under PMA
-23-06-2026 19:25:23
5
VERTEX UNIVERSAL   Under PMA
-25-06-2026 20:09:24

Reverse Auction Results Final Prices

These are the final prices after the reverse auction event. Prices may be lower than initial bids.

Rank Seller Final Price Item
L1SHRI BALAJI TRADING COMPANY(MSE,MII)   Under PMA Winner ₹19,86,790Item Categories : Organise Torch Run from Jaswantgarh Memorial to statidum 17 KM,Prizes,Preparation of Venue,Equpment
L2GOYAL ENTERPRISES (MSE,MII)   Under PMA₹19,99,000Item Categories : Organise Torch Run from Jaswantgarh Memorial to statidum 17 KM,Prizes,Preparation of Venue,Equpment
L3RAM TRADING CO (MII)   Under PMA₹21,75,000Item Categories : Organise Torch Run from Jaswantgarh Memorial to statidum 17 KM,Prizes,Preparation of Venue,Equpment

🎉 L1 Winner

SHRI BALAJI TRADING COMPANY(MSE,MII)   Under PMA

Final Price: ₹19,86,790

Frequently Asked Questions

Key insights about ARUNACHAL PRADESH tender market

How to bid for the Indian Army torch run event tender in India 2026

Submit a complete proposal with day-wise execution, layout plans, equipment lists, team deployment, and safety plan. Include GST, PAN and company profile. Ensure the financial bid is itemized and includes transport, labour, installation, and taxes. EMD is ₹59,652; non-compliance may disqualify.

What documents are required for the sports event management bid in India

Provide GST registration, PAN, company profile, 2-3 client references, completion certificates if available, past event photos/videos, OEM authorizations if applicable, and detailed technical proposals with equipment brands and quantities.

What are the technical specifications for equipment and safety in this tender

The tender requires branded equipment, new or well-maintained, with safety standards compliance. While no explicit IS numbers are listed, vendors should present brand, quantity, quality, and safety certificates as part of the equipment specifications and contingency planning.

When is the delivery window and what is the option clause for quantity

Delivery must align with the event dates; the option clause allows up to 25% increase in ordered quantity during contract execution. Additional time is calculated as (Additional quantity / Original quantity) × Original delivery period, minimum 30 days.

What are the EMD and payment terms for this Indian Army bid

EMD is ₹59,652. Financial bids must be separate, with item-wise costing. Prices must be all-inclusive of transport, labour, installation, and taxes. Payment terms are not explicitly listed beyond standard government practice; bidders should seek clarity on advance versus milestone payments in the bid.

What experience qualifications are required for event operations bidders

Applicants must demonstrate experience in stage setup, sound & lighting, sports equipment supply, and event operations across 3-5 similar sports events. Provide client references and completion certificates; vague proposals will be rejected.

What are the performance and safety expectations for this event

Bidders must present a safety and contingency plan, with branded, standards-compliant equipment. The proposal should include risk mitigation, team structure, and past performance evidence (photos/videos, references). Substandard materials or vague plans will be disqualified.

What is required to prove past performance for this tender

Submit 2-3 client references with contact details, completion certificates if available, and documentation demonstrating successful delivery of past events. Include photos or videos to verify layout, stage, and equipment execution; non-verifiable claims will be rejected.

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