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Indian Army Department Of Military Affairs Event Supplies Tender 2026 - ISI/AAA Applications & Stage Equipment Procurement

Bid Publish Date

10-Jan-2026, 8:25 pm

Bid End Date

20-Jan-2026, 9:00 pm

Progress

Issue10-Jan-2026, 8:25 pm
AwardPending
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Quantity

3647

Category

Pamphlets

Bid Type

Two Packet Bid

Key Highlights

  • • Specific IP address requirement: bidders must participate from three distinct IP addresses
  • • Pre-bid meeting with product samples at Dodarhama; board-approved samples required
  • • Affidavit on INR 100 stamp paper confirming not blacklisted
  • • MSE reservation for State bidders with valid Udyam Registration; manufacturer-only eligibility for benefits
  • • 25% quantity variation permitted during contract and currency with calculated extension rules
  • • No explicit EMD amount disclosed; standard GeM-based security deposit anticipated
  • • OEM/manufacturer eligibility emphasized for certain procurement benefits
  • • Extensive event logistics items spanning apparel, trophies, stage setup, and hospitality

Tender Overview

Organization: Indian Army, Department Of Military Affairs. Procurement scope includes event and participant materials: T shirts, pamphlets, medals, chest numbers, tea/refreshments, water bottles, water points, participant certificates, trophies (1st-10th), gift momentos, stage decoration, start/finish gates, promotional banners/flex, VIP seating/enclosure, rentals (2 generators, PA system, 4 LPG heaters, 2 digital data walls), tentage, sofa sets (10), plastic chairs (200), tables (20), and general publicity advertising. Total items: 16. Location: not specified. Estimated value/EMD not disclosed. Unique terms include a 25% quantity option and a pre-bid meeting at Dodarhama for product samples.

Technical Specifications & Requirements

  • No technical specifications provided; tender relies on itemized event support goods as listed above.
  • Comprehensive scope covers apparel, printed materials, medals and trophies, civil works for start/finish, audiovisuals, lighting, and basic hospitality logistics.
  • Key compliance expectations include sample approval by board of officers and IP-based participation verification; online GeM validation for MSE reservation eligibility; OEM/manufacturer requirements apply for certain benefits.
  • Delivery/installation implications revolve around multi-item coordination, on-site setup, and staged handover aligned with event schedule.
  • Required documentation appears to center on pre-bid meeting participation, quality undertakings, and anti-blacklist affidavits.

Terms, Conditions & Eligibility

  • EMD details not specified in the available terms; bidders should anticipate typical security deposits per GeM guidelines.
  • Option Clause allows up to 25% quantity variation during contract and currency; delivery extension calculated as (additional quantity/original quantity) × original delivery period, minimum 30 days.
  • Mandatory pre-bid meeting at unit location and submission of product samples for approval; auction participants must attend.
  • Bidders must provide an undertaking on e-stamp paper declaring product quality and an on-stamp notarized affidavit confirming not blacklisted in GeM ID.
  • State-level reservation for MSE bidders with valid Udyam Registration; only manufacturers/OEMs may claim benefits; traders are not eligible.

Key Specifications

  • Event apparel: T shirts for all participants

  • Souvenirs & recognition: medals, trophies (1st-10th)

  • On-site logistics: stage decoration, start/finish gates, VIP seating enclosure

  • Facilities: tentage, sofa sets (10), plastic chairs (200), tables (20)

  • Support equipment: 2 generators, PA system, 4 LPG heaters, 2 digital data walls

  • Hydration & catering: tea/refreshments, water bottles, water points

Terms & Conditions

  • Delivery scope allows 25% quantity variation with calculated delivery extension

  • Mandatory pre-bid meeting with product samples at Dodarhama

  • IP address and online GeM registration checks for eligibility

  • Affidavits and non-blacklist declarations are required for bid submission

Important Clauses

Payment Terms

EMD amount not disclosed; standard GeM-based security deposit expected; payment terms not specified in data provided

Delivery Schedule

Delivery period extends from original delivery date; additional time = (additional quantity/original quantity) × original delivery period, minimum 30 days

Penalties/Liquidated Damages

Not explicitly stated; standard tender penalties may apply as per GeM terms and contract

Bidder Eligibility

  • Manufacturer / OEM eligibility for MSE reservation with valid Udyam Registration

  • Online GeM profile validation and online credential verification

  • Participation via three different IP addresses and attendance at pre-bid meeting

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Bill of Quantities (BOQ) 16 Items

Item # Title Description Quantity Unit Consignee Delivery (Days)
1 T Shirts for all participants T Shirts for all participants 350 nos 2ic_24rr 30
2 Pamphlets Pamphlets 200 nos 2ic_24rr 30
3 Medal for all Participants Medal for all Participants 350 nos 2ic_24rr 30
4 Chest Numbers Chest Numbers 350 nos 2ic_24rr 30
5 Tea and Refreshment Tea and Refreshment 500 packet 2ic_24rr 30
6 Water Bottle Water Bottle 1,500 nos 2ic_24rr 30
7 Water point on route Water point on route 5 nos 2ic_24rr 30
8 Certificate for participants Certificate for participants 350 nos 2ic_24rr 30
9 Trophy for winners 1st to 10th rank Trophy for winners 1st to 10th rank 10 nos 2ic_24rr 30
10 Gift Momento for officials guests and dignitaries Gift Momento for officials guests and dignitaries 10 nos 2ic_24rr 30
11 Stage decoration at start and finish point Stage decoration at start and finish point 2 nos 2ic_24rr 30
12 start and finish gate start and finish gate 2 nos 2ic_24rr 30
13 Promotional banners and flex Promotional banners and flex 15 nos 2ic_24rr 30
14 VIP sitting arrangemtn and enclosure at start point VIP sitting arrangemtn and enclosure at start point 1 job 2ic_24rr 30
15 Rent 02 Generator PA Eqpt Music System 4 LPG Heater 02 Digital Data Wall 01 each for start point and finish point 02 tentage 10 sofa set 200 plastic chair and 20 plastic table Rent 02 Generator PA Eqpt Music System 4 LPG Heater 02 Digital Data Wall 01 each for start point and finish point 02 tentage 10 sofa set 200 plastic chair and 20 plastic table 1 day 2ic_24rr 30
16 Publicity Advertising Publicity Advertising 1 job 2ic_24rr 30

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Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) card

3

Experience certificates related to similar event procurements

4

Financial statements or turnover proof

5

EMD submission documents (as per GeM guidelines)

6

Technical bid documents and product samples for pre-bid meeting

7

OEM authorizations (where applicable) and quality compliance certificates

8

Notarized undertakings and affidavits (not blacklisted)

Frequently Asked Questions

How to bid for Indian Army event procurement in 2026?

Bidders must meet eligibility criteria including manufacturer/OEM status for MSE benefits, submit GST, PAN, financials, and experience certificates. Attend the pre-bid meeting at Dodarhama, provide product samples for board approval, and furnish an on-stamp undertaking and notarized non-blacklist affidavit. Ensure three IP address participation.

What documents are required for the event logistics tender in India?

Submit GST registration, PAN, prior experience certificates for similar events, financial statements, EMD documents per GeM guidelines, technical bid, OEM authorizations where applicable, and notarized affidavits confirming not blacklisted and product quality undertakings.

What standards or certifications are needed for stage equipment tender?

While no explicit standards are listed, ensure OEM/manufacturer authenticity for stage equipment like PA systems, data walls, lamps, and stage decor. Applicable certifications should align with Indian safety and performance expectations and be evidenced via OEM authorizations.

When is the pre-bid meeting and what to bring for the Dodarhama event?

Pre-bid is mandatory; bring product samples for all 16 items, an undertaking on e-stamp, and notarized non-blacklist affidavit. Samples must be reviewed and approved by the board before bid finalization.

What is the 25% option clause in this procurement for?

The purchaser may increase or decrease quantities by up to 25% at contract placement or during currency. Delivery extensions are calculated as (increase ÷ original) × original days, minimum 30 days, with orderly extension rules.

What is required to prove MSE eligibility for this bid in Rajasthan?

Submit valid Udyam Registration online evidence and ensure online profile validation. Only manufacturers/OEMs may claim MSE benefits; traders are excluded. Documentation confirming manufacturer status is essential for eligibility.

What are the delivery expectations for the event equipment bundle?

Delivery spans from start to finish points, covering stage decor, banners, seating, tents, and AV gear. Ensure coordinated on-site setup, with equipment ready for the event schedule and approved quality samples prior to order placement.

How to verify vendor eligibility for GeM-based procurement?

Register on GeM, ensure your profile is online-validated, provide required documents (GST, PAN, experience certificates), and upload OEM authorizations. Clear not-blacklisted affidavits and EMD submission are essential for bid participation.

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