Filming, Production of Promo Video, LIVE Telecast

Bid publication date

Bid document dated 11-08-2026 (GeM bid GEM/2026/B/7896951).

• No corrigendum changes this date.

Pre-bid meeting

Pre-bid on 13-08-2026 at 10:00:00 at Air HQ (VB), New Delhi; ATC states attendance is mandatory before bid opening.

• Venue: ROOM NO. G11 (GROUND FLOOR), TENDER ROOM, NEAR CANARA BANK, AIR HQ (VB), MOTILAL NEHRU MARG, NEW DELHI-11.
• ATC: 'Pre Bid meeting is mandatory before opening of the Bid' / 'Date of Pre Bid meeting on 13 Aug 26 at 1000 Hr'.

Bid submission deadline

Bid End Date/Time: 25-08-2026 13:00:00.

• Auto-extension: bid may be auto-extended by 7 days, maximum 1 auto-extension; automatic extension disabled if minimum 1 bid is received.
• No corrigendum extends this deadline.

Bid opening

Bid Opening Date/Time: 25-08-2026 13:30:00.

• Time allowed for Technical Clarifications during technical evaluation: 2 Days.
• Type of Bid: Two Packet Bid.

Bid offer validity

Bid Offer Validity is 180 days from the bid end date.

• Per GeM GTC, Bid Security/EMD should be valid for 45 days beyond bid validity.

Contract period and delivery milestones

Contract Period is 1 Month(s) 27 Day(s); AF Day Parade live telecast 08 Oct 26 and Flypast 26 Oct 26, with sample/AV delivery timelines from work order.

• AF Day Parade 2026 planned on 08 Oct 26 at Air Force Station Hindan; Flypast at Namo Ghat, Varanasi on 26 Oct 26.
• Shooting of AV narrative footage: Month of Aug 2026/Sep 2026 at multiple IAF bases.
• CAS message recording probable first week of Oct 2026.
• All samples to be furnished for approval within one week from the date of work order.
• Production of AF Day 2026 AV narrative (06-08 min) within one week from approval of samples after filming at last location.
• LIVE Telecast on IAF social media: 08 Oct 26, 0800 hrs onwards at AFS Hindan; Flypast 26 Oct 26 at Namo Ghat, Varanasi.
• ePBG duration required: 6 Months.

Estimated bid value

Estimated Bid Value is INR 6,63,000 inclusive of all taxes.

• Declared for guidance on EMD and eligibility (turnover/past experience); not a ceiling on quoted price.
• Evaluation Method: Total value wise evaluation.
• Financial Document Indicating Price Breakup Required: Yes.
• Bid to RA enabled with RA Qualification Rule: H1-Highest Priced Bid Elimination.

EMD / bid security

EMD Amount is INR 33,150; Advisory Bank State Bank of India; payable in favour of the stated beneficiary; exemptions available for eligible categories.

• Beneficiary: AIR OFFICER COMMANDING / Air Force Public Fund Accounts, New Delhi — Air Force Station New Delhi, Department of Military Affairs, Indian Air Force, Ministry of Defence.
• Bid also states Earnest Money Deposit (EMD) shall also be accepted by the buyer in the form of a surety bond.
• GeM GTC Bid Security forms: Insurance Surety Bond, Account Payee Demand Draft, Fixed Deposit Receipt, Banker's Cheque or Bank Guarantee (including e-Bank Guarantee) from Commercial Banks, or online payment in acceptable form.
• GTC: Bid Security should be valid for 45 days beyond bid validity; no interest payable.
• Scanned EMD to be uploaded with online bid; hard copy to Buyer within 5 working days of bid opening, else bid may be rejected.
• EMD exemption: bidder must submit valid supporting document for the relevant category; under MSE category only Service Providers for Services (not traders) are eligible.
• GTC also exempts DPIIT Start-ups, certain boards/PSUs/VA holders etc., subject to validation.
• No separate tender document / bid participation fee is stated in the bid.

Performance security (ePBG)

ePBG Percentage is 5.00% for 6 months; Advisory Bank State Bank of India; payments due only after verified receipt.

• GTC: Performance Security valid for 2 months beyond completion of all contractual obligations including warranty; buyer may select up to 5% of contract value.
• Forms (GTC): Insurance Surety Bonds, Account Payee Demand Draft, Fixed Deposit Receipt from a Commercial bank, Bank Guarantee (including e-Bank Guarantee), or online payment in acceptable form.
• Must be submitted within 15 days of award of contract on GeM; payments become due only after receipt and genuineness verification.
• Refund within 30 days of completion of all contractual obligations if seller performs; forfeitable for breach.
• EMD & Performance security should be in favour of Beneficiary wherever applicable.

Payment terms

No bid-specific payment schedule is printed; GeM GTC default for services applies unless otherwise specified: 100% within ten (10) days of SDAC and online bill submission.

• Bid lists attachment 'Payment Terms:1786343415.pdf', but that file is identical to the Scope/Technical Specification PDF and does not state a payment schedule.
• SOW requires offers inclusive of transportation up to consignee; hand delivery under vendor arrangement.
• Seller bears boarding/lodging and miscellaneous expenditure at all locations.
• MSE purchase preference available up to L1+15%; if L-1 is not MSE and eligible MSE is within L-1+15%, 100% order quantity may be awarded to such MSE subject to matching L1 price.

Turnover

Minimum Average Annual Turnover of the bidder (For 3 Years): 25 Lakh (s); verified by buyer at technical evaluation.

• If constitution/incorporation is less than 3 years old, average turnover of completed financial years after constitution is taken into account (standard GeM clause in bid).
• MSE Relaxation for Years Of Experience and Turnover: Yes | Complete.
• Startup Relaxation for Years Of Experience and Turnover: Yes | Complete.
• Supporting documents mandatory if seeking exemption.

Years of past experience

Years of Past Experience Required for same/similar service: 5 Year (s); Past Experience of Similar Services required: Yes.

• Bid clause 6: experience for the number of years indicated, ending month of March prior to bid opening, of providing similar type of services to any Central / State Govt Organization / PSU; upload relevant contracts/orders for each Financial year.
• MSE and DPIIT Startup complete relaxation from Experience Criteria subject to quality/technical specifications, with supporting exemption documents.

Similar-work value criteria

Over the last three years (current FY and last three FYs ending March prior to bid opening), complete either 3 works @ ≥40%, 2 @ ≥50%, or 1 @ ≥80% of estimated cost.

• Estimated cost basis is INR 6,63,000, so approximate thresholds are ~INR 2,65,200 / 3,31,500 / 5,30,400 respectively (40/50/80%).
• Similar Category listed as Videography and Photography Services.

Military aviation filming experience (ATC/SOW)

Seller must have military aviation photography & filming experience for Indian Defence Forces, with supply orders, job completion certificates and video proof links.

• ATC: experience of military aviation photography & filming and delivered projects including filming and editing with supply order issued by the Indian Defence Forces.
• SOW Para 6.1 tightens this to minimum two such projects.
• Submit original video file(s) via link (embedded as experience criteria) along with job completion certificate; video must be specific to Indian Defence Forces.
• This ATC/SOW filter is narrower than the generic Central/State/PSU experience clause on bid p.4.

Mandatory pre-bid attendance

ATC states pre-bid meeting is mandatory before opening of the bid (13 Aug 26, 1000 Hr at Air HQ VB).

• Documents do not spell out the exact disqualification process for non-attendance, but the clause is written as mandatory.

MSE / MII / land-border conditions

MII Compliance: Yes; MSE Purchase Preference: Yes (upto L1+15%); land-border bidders need Competent Authority registration under GeM GTC clause 26.

• MSE benefits only if seller validated online in GeM profile and approved by Buyer after document evaluation; traders excluded from MSE EMD/purchase preference for services.
• False land-border declaration / non-compliance is ground for immediate termination and legal action.

Procurement overview

Custom Bid for Services: FILMING, PRODUCTION OF PROMO VIDEO AND LIVE TELECAST OF AIR FORCE DAY PARADE AND FLYPAST (quantity 1, project/lumpsum).

• Organisation: Indian Air Force under Department of Military Affairs, Ministry of Defence.
• Similar Category: Videography and Photography Services.
• Contract Period: 1 Month(s) 27 Day(s).
• Consignee/Reporting location shown as Central Delhi; project lumpsum based.

Promo AV narrative

Produce one 06–08 minute Air Force Day promo AV narrative in minimum 4K, Hindi and English (male and female voiceover).

• To be played during CAS press conference, AF Day celebrations at various locations and official social functions/social media handles.
• Also includes change of visuals of existing Air Force Song with latest visuals.
• In-house AV recording of CAS message for AF Day 26 with Director and equipment including teleprompter; probable first week of Oct 2026.

Filming locations and live telecast

Film AV footage at multiple IAF bases (Aug/Sep 2026); live telecast Parade at AFS Hindan (08 Oct 26) and Flypast at Namo Ghat, Varanasi (26 Oct 26) on official IAF social media handles.

• Parade location: Air Force Station Hindan; Flypast: Namo Ghat, Varanasi.
• LIVE Telecast from 0800 hrs onwards on 08 Oct 26 at Hindan.
• Regulatory/Statutory Compliance of Service: YES; Compliance of Service to SOW, STC, SLA etc: YES.

Post-production, delivery and copyright

Editing only with MCC Dte Ops (MPR) at Air HQ (VB); full copyright and all footage to IAF on vendor-procured hard drive; hand delivery to consignee in New Delhi.

• Footages must be catalogued, colour graded in entirety with audio correction; compatible for Windows & MAC OS viewing/editing/future use.
• Submit completion certificate along with Audio Video Narrative in minimum 4K format.
• Successful bidder has no right to use content elsewhere for any purpose.
• Consignee: Directorate of Operations (Media & Public Relations), Air Headquarters, Vayu Bhawan, Motilal Nehru Marg, New Delhi – 110011, 0900–1730 hrs working days.

Quantity variation / option clause

Buyer option clause allows up to 25% increase/decrease in quantity or duration at contract issue; post-issue only increase up to 25%; for lumpsum services scope/value increase up to 25% with service provider consent.

Submission mode and portal

Online two-packet bid on GeM (GEM/2026/B/7896951); documents uploaded by bidders are visible to all participating bidders after login.

• Document required from seller fields: Experience Criteria, Bidder Turnover, Certificate (Requested in ATC), Additional Doc 1 (Requested in ATC).
• Financial Document Indicating Price Breakup Required: Yes.
• No separate physical tender-box submission process is prescribed beyond GTC hard-copy EMD rule.
• Buyer office name/consignee officer identity are masked as *********** in the bid PDF.

EMD hard-copy submission

Upload scanned Bid Security/EMD with online bid and submit hard copy directly to the Buyer within 5 working days of bid opening.

• Failure may lead to rejection without reference to seller.
• Beneficiary for instruments: Air Force Public Fund Accounts, New Delhi / AIR OFFICER COMMANDING, Air Force Station New Delhi.

Signing / platform compliance

Bid is governed by GeM GTC and marketplace conditions; land-border compliance undertaking is required while participating.

• If SLA contradicts GTC for the service, SLA overrides GTC.
• GeM e-sign is treated at par with digital signatures under IT Act Amendment 2008 (GTC definitional note).

No corrigendum / addendum found

The tender folder contains no corrigendum or addendum; all dates, amounts and conditions stand as in the original GeM bid and attachments.

• Documents present: bid_9732461.pdf, SOW/technical specification PDF (uploaded twice as Scope of Work and Payment Terms), GeM Availability Report, Competent Authority undertaking, and GeM GTC.
• Final applicable key values remain: Bid End 25-08-2026 13:00:00; Bid Opening 25-08-2026 13:30:00; validity 180 days; EMD INR 33150; estimated value INR 663000; ePBG 5% for 6 months; pre-bid 13-08-2026 10:00.

Generic govt experience vs Indian Defence Forces military-aviation filter

Bid clause 6 accepts similar services to any Central/State Govt/PSU over 5 years, while ATC/SOW require military aviation filming projects with Indian Defence Forces supply orders.

• Bid p.4 para 6: similar type of services to any Central / State Govt Organization / PSU.
• ATC para 1 / SOW para 6.1: military aviation photography & filming with supply order issued by the Indian Defence Forces.
• Practical effect: Defence-Forces military aviation proof is the tighter pass/fail filter for this bid; generic non-defence experience alone is unlikely to satisfy ATC/SOW.

Number of mandatory Defence projects: ATC vs SOW

ATC requires delivered 'projects' without a number; SOW expressly requires minimum two projects.

• Safer compliance standard is SOW para 6.1: minimum two Indian Defence Forces filming/editing projects with supply orders, plus video links and completion certificates.

5-year experience vs 3-year similar-work value window

Bid requires 5 years' past experience and, separately, similar completed services over the current FY plus last three FYs with 40/50/80% value tests.

• Both appear as concurrent GeM eligibility conditions; bidders should satisfy the 5-year requirement (unless MSE/Startup relaxed) and the three-year value criteria, subject to the additional Defence military-aviation ATC/SOW filter.

Payment Terms attachment is not a payment schedule

Bid labels 1786343415.pdf as 'Payment Terms', but the file is byte-identical to the Scope/Technical Specification PDF and contains no payment milestone schedule.

• Default GeM GTC service payment (100% within 10 days of SDAC) therefore remains the only written payment rule, unless buyer later clarifies.
• This is a documentation conflict between the bid index label and attachment content.

Signatory designation inconsistency for Avinash Dave

SOW is signed as Gp Capt Ops (MPR) dated 30 Apr 26, while GAR/Undertaking show Air Cmde Ops (MPR & Space) dated 07 Aug 26.

• Likely a rank/role update over time rather than competing commercial terms; no bidder action other than using the latest contact/authority details.

Consequence of missing mandatory pre-bid

Ask whether non-attendance at the 13 Aug 26 mandatory pre-bid is automatic technical disqualification and whether any attendance record/certificate will be issued.

• ATC says pre-bid is mandatory but does not define the enforcement mechanism or late/alternate attendance options.

Which experience standard prevails

Seek written confirmation that only Indian Defence Forces military-aviation filming projects count, and that minimum two such projects with SOs + completion certificates + video links are mandatory even for MSE/Startup bidders claiming experience relaxation.

• Material to bid/no-bid because ATC/SOW may override generic GeM experience relaxation if treated as technical compliance rather than 'Experience Criteria' years/turnover.

Missing payment schedule

Request the actual payment milestones (advance/stage/final), billable deliverables, and whether GTC 100%-on-SDAC applies to this lumpsum multi-event service.

• Payment Terms attachment does not contain payment terms; cash-flow risk is material on a multi-city shooting + two live events package.

Live telecast technical scope undefined

Ask for camera count, OB/live-switcher, uplink/bandwidth, multi-platform streaming specs, crew size, backup/redundancy, rehearsal rights and who provides connectivity at Hindan and Varanasi.

• SOW only says live telecast on official IAF social media handles at two locations/dates — insufficient to price or resource the service.

Base access, clearances and shooting plan

Request the list/number of IAF bases, expected shoot days, security clearance lead time, escort rules, equipment restrictions and whether foreign nationals/crew are barred.

• Filming is at 'multiple IAF bases' in Aug/Sep 2026 while bid opens only on 25-08-2026 — schedule feasibility depends on buyer facilitation.

Contract period vs event dates through 26 Oct 26

Clarify how Contract Period of 1 Month 27 Days aligns with Flypast on 26 Oct 26 and post-production handover obligations.

• If award is around end-August, 1 month 27 days may expire before/at Flypast depending on effective date; bidders need the exact obligation end date and ePBG coverage logic.

Mandatory pre-bid and compressed schedule

Pre-bid is mandatory; bid closes 25-08-2026 while shooting is planned Aug/Sep 2026 and parade is 08 Oct 26 — execution window is very tight after award.

• Samples due within one week of work order; AV final cut within one week of sample approval after last-location filming.
• Live events on fixed national ceremonial dates leave little float.

Liquidated damages and unilateral extension control

Delivery extensions are at buyer’s sole discretion with LD; GTC LD is 0.5% of delayed value per week (part week counts), capped at 5% normally and 10% for inordinate delay.

• SOW: Extension of contracted delivery period will be at the sole discretion of the buyer, with applicability of LD clause.
• Inordinate delay defined as more than 25% of completion period.

Cost, indemnity and security risks on military sites

Seller bears all boarding/lodging/misc costs at all locations and full indemnity for loss/damage to IAF/contractor personnel and property; no underage/unauthorised labour allowed.

• Multi-base shooting plus Hindan and Varanasi live events create significant travel/logistics exposure inside the lumpsum price.
• Safety and security of personnel, civilians and IAF/contractor property is sole contractor responsibility.

IP ownership and no reuse rights

IAF takes full unconditional copyright over AV narrative, captured data and related specifications; successful bidder cannot use content elsewhere.

• All footage must be handed over on vendor-procured hard drive after cataloguing/colour grade/audio correction — residual commercial value to seller is nil.

Payment and security cash-flow risk

No bid-specific stage payments; performance security 5% for 6 months must be submitted within 15 days of award and payments are due only after its verification.

• Arbitration Clause: No; Mediation Clause: No — dispute path defaults to GeM GTC mechanisms only.
• Option clause can increase lumpsum scope/value up to 25% (with consent for lumpsum scope increase).

Transparency / competitive-information risk

Documents uploaded by bidders (including clarification/representation documents) are displayed to other participating bidders after login.

• Video experience links and completion certificates may become visible to competitors.

Narrow eligibility and RA dynamics

Defence military-aviation experience filter plus reverse auction with H1 elimination can create thin competition and aggressive pricing pressure.

• RA among technically qualified bidders except highest quoting bidder, with listed exceptions when H1 may still participate.
• Nil charges bid is non-responsive under GTC.

Inviting authority

Indian Air Force, Department of Military Affairs, Ministry of Defence; buyer grievance/contact emails are published on the bid.

• Ministry/State Name: Ministry Of Defence.
• Department Name: Department Of Military Affairs.
• Organisation Name: Indian Air Force.
• Office Name: masked as *********** in the bid PDF.
• HOD Grievance redressal Email id: [email protected].
• Buyer Email id: [email protected].

Pre-bid venue and technical authority

Pre-bid at Room No. G11 (Ground Floor), Tender Room, near Canara Bank, Air HQ (VB), Motilal Nehru Marg, New Delhi-11; technical papers associated with Avinash Dave, Ops (MPR).

• SOW signatory: Gp Capt Avinash Dave, Gp Capt Ops (MPR), dated 30 Apr 26.
• GAR/Undertaking: Air Cmde Avinash Dave, Air Cmde Ops (MPR & Space), Air HQ (VB), New Delhi.
• Undertaking file number: AIR HQ/99946/97/MPR(MCC) BM-I (PC2) dated 07 Aug 26.

Consignee / delivery address

Directorate of Operations (Media & Public Relations), Air Headquarters, Vayu Bhawan, Motilal Nehru Marg, New Delhi – 110011.

• Delivery window: 0900 hrs to 1730 hrs on working days; Saturday, Sunday and closed holidays are non-working at Air Headquarters.
• Bid consignee/reporting officer name and full address line are masked as ***********, with location Central Delhi.
• EMD/PBG beneficiary designation: AIR OFFICER COMMANDING, Air Force Station New Delhi (Air Force Public Fund Accounts, New Delhi).