Indian Army Reciprocal Cultural Exchange Seminar OTA Gaya Tender for Event Services, Transportation & Accommodation 2026
Progress
RAKey Highlights
- • End-to-end Reciprocal Cultural Exchange Seminar for Military Delegation at OTA Gaya
- • Venue arrangements, catering hospitality, transportation, registration, events management, photography/videography
- • On-site event coordinator required; strict adherence to approved programme and OTA directives
- • 25% quantity variation allowed; extended delivery time formula with minimum 30 days
- • Security-compliant access; protocol materials produced per approved formats
- • Budget: ₹3,930,711; EMD: ₹117,000; emphasis on hygienic catering and timely delivery
Tender Overview
The Indian Army, Department Of Military Affairs, invites bids for comprehensive event services to execute a Reciprocal Cultural Exchange Seminar at OTA Gaya. Estimated value is ₹3,930,711 with an earnest money deposit of ₹117,000. Scope spans venue arrangements, catering, transportation, registration, events management, photography/videography, and protocol materials such as nameplates and badges. A competent on-site event coordinator must be provided and remain available throughout the program. Location is OTA, Gaya, with strict adherence to approved programme and security coordination through OTA officials.
Key differentiators include end-to-end planning, end-user coordination with OTA Gaya, and strict compliance to approved menus, timings, and cultural program content. The Purchaser reserves a 25% quantity variation during contract execution and an extension framework based on the original delivery period. Service must align with security restrictions and protocol guidelines, with no deviations without prior approval. Competitive bidders should demonstrate capability to manage hospitality, transport, and documentation at scale, ensuring professional conduct of deployed personnel.
Technical Specifications & Requirements
- Scope items: venue setup, catering hospitality, transportation, registration, events management, photography/videography, delegate materials, and protocol signage.
- Delivery framework: end-to-end planning, coordination, and execution as per OTA Gaya approved programme.
- Staffing: dedicated event coordinator; on-site supervision through all event phases.
- Security/protocol: all arrangements coordinated with OTA Gaya and compliant with security norms; materials per approved formats.
- Quality standards: hygienic food preparation, timely service, and adherence to approved menus.
- ATC constraints: adherence to reciprocal cultural exchange scope with documented approvals.
Terms, Conditions & Eligibility
- EMD: ₹117,000.
- Option clause: quantity may increase/decrease up to 25% of bid quantity; extension time calculated with minimum 30 days.
- Delivery effects: delivery period aligns to last date of original order; extended time follows the option clause formula.
- Scope compliance: service provider must execute end-to-end planning, catering, transport, and event management as directed by OTA, Gaya.
- Coordination: named on-site coordinator must liaise with OTA representatives; no changes without approvals.
- Security: staff access restricted areas only with explicit authorization.
- Quality/menus: food served as per approved menu, quantities and timings; hygienic transport and service guaranteed.
Key Specifications
-
Event management for cultural exchange seminar at OTA Gaya
-
Venue setup, catering, transportation, registration, photography/videography
-
Dedicated on-site coordinator and OTA liaison
-
Menu and timings approved by OTA; hygienic food handling
-
Security-compliant access and protocol signage
Terms & Conditions
-
EMD ₹117,000; bid security must accompany proposal
-
25% quantity variation during contract; extended delivery time rules
-
End-to-end service including venue, catering, transport, and documentation
Important Clauses
Payment Terms
Payments processed per contract after delivery milestones; adherence to OTA payment schedules
Delivery Schedule
Delivery and execution aligned with approved OTA Gaya programme; extension governed by option clause
Penalties/Liquidated Damages
Penalties defined in contract for non-compliance with schedule, quality or security requirements
Bidder Eligibility
-
Proven experience in government/event management contracts
-
Ability to provide end-to-end hospitality and transport services
-
Financial stability with documented turnover and liquidity
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 |
|---|---|---|---|
| L1 | DEEPAK KUMAR(MSE,MII) Under PMA Winner | ₹39,25,530 | Item Categories : Executive suite room,Deluxe Twin Room single occupancy,Deluxe Twin Rooms Double occupancy,Veh Volvo |
| L2 | Cenozoic - Era Tour & Travels (MSE,MII) Under PMA | ₹43,05,300 | Item Categories : Executive suite room,Deluxe Twin Room single occupancy,Deluxe Twin Rooms Double occupancy,Veh Volvo |
| L3 | M/S JAI JAWAN (MII) Under PMA | ₹45,20,400 | Item Categories : Executive suite room,Deluxe Twin Room single occupancy,Deluxe Twin Rooms Double occupancy,Veh Volvo |
🎉 L1 Winner
DEEPAK KUMAR(MSE,MII) Under PMA
Final Price: ₹39,25,530
Reverse Auction Schedule
Start
02-Oct-2026, 3:00 pm
End
03-Oct-2026, 3:00 pm
Duration: 24 hours
Reverse Auction Document
✅ RA concluded. Check financial results for final rankings.
Tender Data
Bid Details
Quantity
808
Category
Deluxe Twin Rooms Double occupancy
Bid Type
Two Packet Bid
Bid Validity
60 (Days)
Bid Type
Service
Evaluation
Total value wise evaluation
Inspection Required
No
RA Qualification Rule
50% Lowest Priced Technically Qualified Bidders
Tech Clarification Time
2 Days
Preference & Exemptions
EMD Required
Yes
MII Purchase Preference
Yes
MII Preference Band
L1+20%
MSE Purchase Preference
Yes
MSE Preference Band
L1+15%
MSE Exemption/Relaxation
No
Startup Exemption/Relaxation
No
Bid Splitting Applied
No
Requirements
Min. Avg. Annual Turnover
12
Past Performance
30 %
Experience Required
3 Year (s)
Arbitration Clause
No
Mediation Clause
No
Additional Tender Data
Commercial Details
Tender Category
Goods
Bid To RA
No
Bid To RA Enabled
Yes
Item Category
Executive suite room , Deluxe Twin Room single occupancy , Deluxe Twin Rooms Double occupancy , Veh Volvo coach , Hiring of Innova Veh , Hiring of Sedan Veh , Dinner with Diginities , Mementos tickets, Guide, Refreshment, photography , Lunch , Dinner , Tea Snacks
Advisory Bank
State Bank of India
ePBG Percentage
2%
ePBG Duration (Months)
3
Delivery Details
Max Delivery Days
15
Delivery Locations
1
Delivery Cities
GAYA
Delivery Locations
| Consignee | Address | City | State | Pincode | Quantity | Delivery Days | Additional Requirement |
|---|---|---|---|---|---|---|---|
| - | GAYA | GAYA | - | - | 2 | 15 | - |
Authority Records
BID & GeM Expert Consultancy
End-to-end support — bid preparation, GeM registration, document filing & compliance by industry experts.
Free consultation · 24h response
Documents 5
GeM-Bidding-9872992.pdf
Main Document
BOQ Document
BOQ
BOQ Document
BOQ
Other Documents
OTHER
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
Bill of Quantities (BOQ)
11 Items Sign in to view GEM price trends Sign in for GEM prices
Executive suite room
VVIP Guest Room
Deluxe Twin Room single occupancy
VIP Guest Room
Deluxe Twin Rooms Double occupancy
Standaard Guest Room
Veh Volvo coach
Veh Volvo coach
Hiring of Innova Veh
Hiring of Innova Veh
Hiring of Sedan Veh
Hiring of Sedan Veh
Dinner with Diginities
Dinner with Diginities
Mementos tickets, Guide, Refreshment, photography
Mementos tickets, Guide, Refreshment, photography
Lunch
Lunch
Dinner
Dinner
Tea Snacks
Tea Snacks
| Item # | Title | Description | Quantity | Unit | Consignee | Delivery (Days) | Price Trends |
|---|---|---|---|---|---|---|---|
| 1 | Executive suite room | VVIP Guest Room | 2 | nos | sotrg1234 | 15 | |
| 2 | Deluxe Twin Room single occupancy | VIP Guest Room | 15 | nos | sotrg1234 | 15 | |
| 3 | Deluxe Twin Rooms Double occupancy | Standaard Guest Room | 52 | nos | sotrg1234 | 15 | |
| 4 | Veh Volvo coach | Veh Volvo coach | 3 | nos | sotrg1234 | 15 | |
| 5 | Hiring of Innova Veh | Hiring of Innova Veh | 3 | nos | sotrg1234 | 15 | |
| 6 | Hiring of Sedan Veh | Hiring of Sedan Veh | 3 | nos | sotrg1234 | 15 | |
| 7 | Dinner with Diginities | Dinner with Diginities | 250 | nos | sotrg1234 | 15 | |
| 8 | Mementos tickets, Guide, Refreshment, photography | Mementos tickets, Guide, Refreshment, photography | 120 | nos | sotrg1234 | 15 | |
| 9 | Lunch | Lunch | 120 | nos | sotrg1234 | 15 | |
| 10 | Dinner | Dinner | 120 | nos | sotrg1234 | 15 | |
| 11 | Tea Snacks | Tea Snacks | 120 | nos | sotrg1234 | 15 |
Categories
3
Required Documents
GST registration certificate
Permanent Account Number (PAN) card
Experience certificates for similar event management and hospitality projects
Financial statements showing turnover and liquidity
EMD submission proof (online payment or DD)
Technical bid documents detailing scope of services
OEM authorizations or vendor certifications if applicable
Proof of on-site event management capability and staffing plan
Frequently Asked Questions
Key insights about BIHAR tender market
How to bid for Indian Army cultural exchange seminar in Gaya?
Bidders must submit EMD ₹₹117,000 along with GST, PAN, experience certificates, and financials. Provide technical bid detailing end-to-end services: venue, catering, transport, registration, events management, and photography. Ensure OTA Gaya programme alignment and security coordination, with on-site coordinator.
What documents are required for OTA Gaya event tender submission?
Required documents include GST certificate, PAN, experience certificates for similar events, financial statements, EMD proof, technical bid, and any OEM authorizations. Provide staffing plan and proof of on-site coordination capabilities to meet security and protocol guidelines.
What are the delivery and extension terms for quantity variation?
The purchaser may adjust quantity by up to 25% during contract and extend delivery time using the formula (increased quantity ÷ original quantity) × original delivery period, with a minimum of 30 days. Ensure planning supports last-date delivery alignment.
Which standards or certifications are required for this event bid?
While no specific IS/ISO standard is listed, ensure compliance with government event management norms, secure access control, hygienic catering, and documentation per OTA Gaya approvals. Obtain and present any non-mandatory certifications that strengthen reliability.
When is the EMD submission deadline for the Indian Army bid?
EMD must accompany the bid as ₹117,000 via online payment or demand draft, with the rest of the bid package including GST and PAN. Timely submission is essential to qualify for technical evaluation.
What is included in the end-to-end service scope for OTA Gaya?
Scope includes venue setup, catering hospitality, transportation, registration, events management, photography/videography, and protocol materials. A dedicated event coordinator will coordinate with OTA Gaya, ensure menu adherence, and manage signage and delegate badges per approved formats.
How to ensure security and protocol compliance for the event tender?
Coordinate all arrangements with OTA Gaya representatives; staff access restricted without authorization; adhere to approved programme, menus, and timings; prepare nameplates and badges as per formats; maintain professional conduct at all times.
What experiences strengthen eligibility for this government event bid?
Prior government or large-scale event management experience, demonstrated ability to deliver end-to-end hospitality and transport logistics, and documentation proving staff capability and staffing plans. Provide references and project outcomes showing timeliness and quality.