GEM

Indian Air Force Gwalior Tentage & Event Equipment Tender 2025 - IS Fireproof Decor, Audio, Data Wall, Furniture

Posted

23 Oct 2025, 05:55 pm

Deadline

03 Nov 2025, 06:00 pm

EMD

₹45,000

Value

₹15,00,000

Location

GWALIOR , MADHYA PRADESH

Progress

Issue23 Oct 2025, 05:55 pm
AwardPending
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Quantity

76692

Bid Type

Two Packet Bid

Categories 4

TENT EQUIPMENT AUDIO EQUIPMENT DECORATION

Tender Overview

The Indian Air Force, Department Of Military Affairs, invites bids for provisioning of SHAMIANA tentage, AUDIO EQUIPMENT, DATA WALL, DECORATION and FURNITURE for an international event at Air Force Station Gwalior, Madhya Pradesh 474001. Estimated contract value is ₹15,00,000 with an EMD of ₹45,000. The vendor must be locally registered in Gwalior and experienced in handling international dignitaries and armed forces engagements. The contract may vary by up to ±25% in quantity or duration prior to award. Site survey, security clearance and 24-hour pre-event readiness are mandatory.

Technical Specifications & Requirements

  • Product scope includes: tentage, decor, furniture, audiovisual equipment, and a data wall for an international event.
  • Crucial pre-conditions: site survey at Air Force Station Gwalior; site survey report with date and gate pass; 24-hour advance placement and connections ready 6 hours before rehearsals; continuous electronic equipment operation with power backup; all tentage and décor must be fire-proof.
  • Compliance: security clearance for handling international delegates; preferred local registration in Gwalior; vendor must provide additional accessories as needed; all equipment must be ready before event rehearsals.
  • ATC requires: submission of buyer’s SOW with inked signature and stamp; non-compliance may lead to technical rejection.
  • No BOQ items listed; bid covers comprehensive event provisioning and logistics.

Terms, Conditions & Eligibility

  • EMD: ₹45,000; payment terms unspecified in this excerpt.
  • Experience: prior handling of international dignitaries and dealings with armed forces; security clearance deemed final by IAF.
  • Delivery/Setup: all tentage, furniture, and electronics installed 24 hours before event; rehearsals ready six hours beforehand.
  • Location: Gwalior, Madhya Pradesh; registration must be local to the city.
  • Compliance: fire-proofing, uninterrupted electronic service, and site verification required; quantity/duration flexibility up to 25% prior to contract award.

Key Specifications

  • Tender scope includes: tentage, decoration, furniture, AUDIO EQUIPMENT, and DATA WALL

  • Estimated contract value: ₹15,00,000; EMD: ₹45,000

  • Delivery/Setup: equipment placed 24 hours before event; ready with connections 6 hours before rehearsals

  • Standards/Compliance: all tentage and decor fire-proof; uninterrupted electrical supply with power backup

  • Site requirements: site survey at Air Force Station Gwalior; security clearance by IAF

  • Documentation: upload Buyer Added SOW with ink signature and stamp

Terms & Conditions

  • EMD amount: ₹45,000; valid as per tender terms

  • Quantity/duration may vary ± 25% before award

  • Site survey report and security gate pass required for participation

  • Fire-proof tentage and continuous power backup mandatory

  • Local registration in Gwalior, MP is mandatory

Important Clauses

Payment Terms

Payment terms not explicitly stated in excerpt; bidders should anticipate standard government terms post-delivery and acceptance

Delivery Schedule

All equipment must be deployed 24 hours before the event; rehearsals preparations complete 6 hours prior

Penalties/Liquidated Damages

No explicit LD details provided; security clearance and site readiness imply adherence to schedule

Bidder Eligibility

  • Local registration in Gwalior, MP

  • Experience in handling international dignitaries and armed forces engagements

  • Must provide site survey report and security gate pass details

  • Capability to supply fire-proof tentage, decor, furniture, and AV equipment with power backup

  • No interruptions in electronic equipment during event

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Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) card

3

Experience certificates for handling international dignitaries

4

Experience certificates for dealing with armed forces

5

Site survey report for Air Force Station Gwalior (date and security gate pass no.)

6

Ink-signed and stamped Buyer Added SOW

7

Power of attorney or authorized signatory details

8

Proof of local registration in Gwalior, MP

9

Details of available audiovisual and tentage equipment with fire-proof certification

Frequently Asked Questions

How to bid for tentage and decor tender in Gwalior for IAF 2025

Bidders should first ensure local registration in Gwalior, MP, and confirm experience with international dignitaries and armed forces. Submit EMD of ₹45,000, GST, PAN, site survey report, Buyer Added SOW inked and stamped, and security clearance documents. Ensure fire-proof tentage and power backup, with 24-hour pre-event setup

What documents are required for IAF tentage procurement in MP

Required documents include GST certificate, PAN, experience certificates for dignitary handling and armed forces, site survey report for Air Force Station Gwalior, ink-signed Buyer Added SOW, vendor authorization, local registration proof, and equipment certificates for fire-proof and power backup readiness.

Which standards and certifications are needed for event AV equipment

Bidders must ensure AV equipment and tentage comply with fire-proof standards and provide documentation showing certification. Local registration and site survey results accompany the bid, with security clearance decisions by IAF as final.

What is the estimated value and EMD for this tender in Gwalior

The estimated contract value is ₹15,00,000 with an Earnest Money Deposit of ₹45,000. Bidders should plan to meet this financial threshold and submit the EMD as part of the technical bid, along with all specified documents.

When must equipment be ready for rehearsals at the event

All tentage, furniture, and electronics must be placed 24 hours before the event and be fully ready with connections 6 hours prior to rehearsals, ensuring uninterrupted operation during the event.

What is the scope of work for data wall and decor in this tender

Scope includes provisioning of data wall, decor, and associated furniture and audiovisuals for an international event at Air Force Station Gwalior, with power backup and 24-hour pre-event readiness requirements.

Are there quantity adjustments allowed for this IAF tender

Yes, quantity or contract duration may be adjusted by up to 25% at the time of contract issue and prior to award, requiring bidders to accept revised scopes as per the ATC terms.

Who determines security clearance for bidders in this IAF procurement

Security clearance is determined by the Indian Air Force; the contractor’s ability to handle international delegates is a prerequisite and the decision of IAF is final for eligibility.