Thematic Decoration and Passenger Engagement at LBSI Airport

Publication date

Bid document dated 11-08-2026 (GeM bid GEM/2026/B/7885018).

• NIT critical date sheet marks Publishing Date as 'As Per GeM'; the GeM bid header supplies the concrete date.

Clarification / pre-bid window

No fixed pre-bid meeting date is printed; Clarification Start/End are 'As Per GeM'. Tender clarifications may be sought by email on working days 09:30–18:00 hrs.

• Critical Date Sheet items 3–4: Clarification Start Date and Clarification End Date = As Per GeM.
• Contact for tender clarifications: [email protected] (except Saturday, Sunday and Gazetted Holiday).
• GeM also allows technical clarifications during technical evaluation within 5 Days.

Bid submission deadline

Bid End Date/Time: 01-09-2026 15:00:00.

• If fewer than 3 bids are received, GeM may auto-extend the bid by 7 days, up to 2 auto-extensions.
• NIT critical date sheet defers Bid Submission End Date to GeM values.

Bid opening

Bid Opening Date/Time: 01-09-2026 15:30:00 (Two Packet Bid: Envelope-I technical first, then Envelope-II financial of eligible bidders).

• NIT: Opening of Envelope-I and Envelope-II on GeM portal as per GeM dates.

Bid offer validity

Bid Offer Validity is 90 (Days) from Bid End Date on GeM; SCC also requires quoted rates valid 90 days from tender opening.

• GeM: Bid Offer Validity (From End Date) = 90 (Days).
• SCC Clause 2: Rates Quoted by Bidder shall remain valid for a period of 90 (Ninety) days from the date of opening of the tender.
• See contradictions for the end-date vs opening-date anchor difference.

Contract period and related timelines

Contract Period is 1 Year / 12 months from taking over; Security Deposit BG validity note is schedule completion + 6 months; BCAS security clearance application within 5 days of award.

• Novation clause: period is 1 year or earlier transfer of airport under PPP/O&M, with 30-day termination notice.
• Agreement on stamp paper within fifteen days of acceptance or taking over of Contract.
• Install décor at least 2 days before each event; dismantle within at least 2 days after event.

Estimated tender value

Estimated Bid Value / estimated cost is Rs. 34,22,531 (inclusive of 18% GST).

• GeM: Estimated Bid Value in INR (Inclusive of all taxes) 3422531.
• NIT: estimated cost of Rs. 34,22,531/- (Rupees Thirty Four Lakhs Twenty Two Thousands five Hundred Thirty One Only), including 18% GST.
• BOQ totals are to be quoted excluding GST and including 18% GST for 5 MAJOR and 7 MINOR events.
• Estimated value is guidance for EMD/eligibility only and has no bearing on quoted price.

EMD / bid security

EMD Amount is Rs. 1,02,676; Advisory Bank State Bank of India; NIT requires NEFT/RTGS to AAI Varanasi revenue account; GeM also accepts surety bond and standard GTC instruments.

• NIT form: Account No 00000030141204943, Account Name Airports Authority of India (REVENUE COLLECTION A/C), IFSC SBIN0002512, SBI Air Cargo Complex Babatpur, Varanasi.
• Beneficiary wherever applicable: Airport Director, Lal Bahadur Shastri International Airport, VARANASI, AAI.
• MSE / exempt category sellers: no EMD if valid supporting documents uploaded; Udyam activity must cover Event Management / Decoration etc.
• GeM GTC: Bid Security validity should be 45 days beyond bid validity; hard copy of Bid Security to Buyer within 5 working days of bid opening where applicable.
• No interest on EMD.

Tender document fee

No tender document fee / bid document purchase fee is stated in the GeM bid or AAI NIT.

• Documents are to be downloaded from www.gem.gov.in; no fee amount is printed.

Performance security / Security Deposit

GeM ePBG Required = No; AAI NIT still requires Security Deposit @ 10% of Bid amount after award via RTGS/NEFT or Bank Guarantee (Annexure-V), no interest, released within three months after expiry subject to dues.

• BG to be in favour of Airports Authority of India, Varanasi, on Nationalized/Scheduled Bank payable at Varanasi.
• Annexure-V note: BG validity = schedule date of completion + Six months.
• See contradictions: GeM ePBG 'No' vs AAI 10% SD requirement.

Payment terms

No advance. Bills after each event within 10 days with work completion certificate; payment within 15 days of bill/SDAC via RTGS; paid only for executed items at quoted rates.

• GeM Payment Timelines: within 15 days of issue of service delivery acceptance certificate (SDAC) and online submission of bills (supersedes 10 days in GeM GTC clause 12).
• Payment withheld wholly/partially for deficiencies until rectified; Airport Director/Operations-in-Charge certification is final.
• TReDS is preferred payment mode for MSME sellers registered on a TReDS exchange where Buyer is registered.
• ITC on GST and GST Cess available to buyer at 100%.
• Rates inclusive of equipment, labour, transport, GST, AEP charges and contingencies for the contract period (GCC Cl.11).

Financial turnover

Minimum average annual turnover Rs. 10.27 Lakh / Rs. 10,26,759 over last three years ending 31.03.2026; continuous losses in last three years lead to summary rejection.

• GeM: Minimum Average Annual Turnover of the bidder (For 3 Years) 10.27 Lakh (s); verified at technical evaluation.
• Proof: certified audited balance sheets or CA/Cost Accountant certificate with UDIN; abridged Balance Sheet with P&L.
• If constitution < 3 years old, average of completed financial years after constitution is taken.
• MSE / Startup relaxation for Years of Experience and Turnover: No.

Work experience / past performance

5 years similar experience required. NIT: three works of Rs 13,69,012 each OR two of Rs 17,11,265 OR one of Rs 27,38,025 of Decorations/Event Management at five-star hotels, malls, Airports, Govt/Corporate buildings/offices, MNCs during last five years ending 30.06.2026.

• Client certificate must show nature, value, start/completion dates and satisfactory completion remarks; non-Govt/non-PSU experience needs TDS Form 16A.
• GeM also states Past Experience of Similar Services over last three years (current FY + last three FYs ending March prior to bid opening) at 40%/50%/80% of estimated cost (three/two/one works) — see contradictions vs NIT 5-year thresholds.
• GeM years-of-experience clause additionally refers to similar services to any Central/State Govt Organisation/PSU — narrower client set than NIT.

Registrations, statutory and other pass/fail conditions

PAN, GST registration, UDIN-backed financials, digitally signed tender, and non-blacklisting affidavit are mandatory; MSE certificate only if claiming exemption; land-border and MII rules apply.

• Documents without UDIN (balance sheet/turnover/TDS etc.) shall not be entertained.
• AAI may reject working agencies with poor ongoing performance or restart/debar letters.
• False/incorrect credentials: debarment from AAI tendering and other legal action.
• GeM GTC Cl.26: bidder from a country sharing land border with India eligible only if registered with Competent Authority.
• MII Compliance: Yes.
• Post-award: BCAS security clearance/program and character verification for AEP; criminal case can terminate contract and forfeit SD.

Debarment / blacklisting conditions

Notarised Rs.100 affidavit required that firm and its proprietors/partners/directors are not debarred/blacklisted by AAI/MoCA/DoE as on bid due date; debarment before opening or contract can reject the bid.

• False statement attracts debarment, blacklisting, termination and other action.
• Annexure-II also requires declaration of no police/court case and no near relative/employee of AAI in the firm.

Consortium / JV

No consortium, joint venture, or multi-entity bidding rules are stated in the bid or NIT.

• Eligibility is framed for Agency/Firms as a single bidder; no JV equity/size caps appear.

What is being procured

Custom Bid for Services: Thematic Decorations and Passenger Engagement Activities at Lal Bahadur Shastri International Airport (LBSI), Varanasi, for 12 months.

• Similar GeM category: Event or Seminar or Workshop or Exhibition or Expo Management Service.
• Invited by Airport Director, AAI Varanasi Airport on behalf of Chairman, AAI.
• Item-rate / SOQ-based; only required items & quantities as directed per event are payable.
• Evaluation: Total value wise evaluation; Financial Document Indicating Price Breakup Required = Yes (BoQ Excel).

Location and delivery model

Works at LBSI International Airport, Babatpur, Varanasi-221006; Project/Lumpsum Based quantity on GeM consignee Jyoti Singh.

• Power supply free from AAI; agency arranges machinery operation costs.
• Airport Entry Passes, police verification, BCAS clearance at agency cost; rates inclusive of AEP fees.
• Work may be stopped at 2 hours' notice for VVIP/exigencies without compensation.

Events, phases and timelines

MAJOR events use SOQ items 1–12; MINOR events use items 1–6. BOQ prices 5 MAJOR + 7 MINOR events. Install ≥2 days before; dismantle ≤2 days after each event.

• Annexure-IX tentative festival list (Major: Diwali, Christmas & New Year, Republic Day, Holi, Independence Day; Minor: Gandhi Jayanti, Dussehra, Makar Sankranti, AAI Day) — list may change by Airport Director.
• Minimum three design proposals per event for AAI written approval before fabrication/installation.
• AAI may change quantities ±30% within overall 30% contract-value deviation; extra/substitute items up to 30% of contract value.

Deliverables and quantities (Schedule-A / SOQ)

Per-event Schedule-A minimum quantities: 3D replica×3; selfie zone×3; selfie backdrop×1; standees×4; rangoli×2; photo/video×1; entry/exit installs×5; hanging 2D×200; hanging 3D×50; counter décor×31; live demo×1; passenger engagement×1.

• Key specs include SS frames, vinyl/sunboard ≥5mm, fire-retardant lightweight materials, HD prints, spotlighted 10×8×5 ft 3D replica, 10×10 ft rangoli, 200 photos + 4K video/reels/passenger bites, ≥4 performers and ≥4 sessions (20–45 min) for live demos, ≥60 pax and 100 themed gifts for engagement.
• Photography: same-day social reels; cinematic video next working day; AAI owns copyright.
• No commercial third-party branding without AAI written approval.

Submission portal, mode and packet structure

Online two-packet bid on GeM (www.gem.gov.in) only; Envelope-I EMD/PQ/Technical, Envelope-II financial rates in GeM format/BoQ; DSC mandatory.

• Uploading documents other than specified locations not considered for evaluation.
• Type of Bid: Two Packet Bid; Bid to RA enabled: No.
• Shortfall documents only via GeM within time allowed by AAI (technical clarification window 5 Days).
• Bidder documents uploaded are visible to other bidders after login.
• Financial Document Indicating Price Breakup Required: BoQ Excel 1786426050.xlsx.
• GeM GTC: where Bid Security instrument is used, hard copy to Buyer within 5 working days of bid opening; NIT critical date for original EMD docs is As Per GeM.
• GeM Disclaimer treats mandating physical form documents as a pre-requisite to qualify as a ground that can nullify custom bid ATCs — bidders should follow GeM online process plus any GeM-mandated hard-copy EMD rules.

Signing and attestation rules

Digitally sign complete tender document; checklist and annexures signed/stamped; blacklist affidavit notarised on Rs.100 non-judicial stamp; financials CA-certified with UDIN.

• Offer liable to rejection if certificates/documents sought in Bid/ATC/Corrigendum are not uploaded.
• ATC text: All Documents mentioned in NIT and Its checklist need to be uploaded by Bidder.

No corrigendum / addendum on record

The tender pack contains no corrigendum or addendum; original GeM bid dated 11-08-2026 and AAI tender document values apply as issued.

• Final applying values: Bid End 01-09-2026 15:00:00; Bid Opening 01-09-2026 15:30:00; Bid validity 90 days from end date; Estimated value Rs. 34,22,531 incl. GST; EMD Rs. 1,02,676; Contract 12 months; ePBG Required No on GeM with AAI SD 10% still in NIT.

GeM ePBG 'No' vs AAI 10% Security Deposit

GeM bid sets ePBG Required = No, while AAI GCC Clause 23 requires Security Deposit @ 10% of Bid amount after award.

• GeM Disclaimer also warns that ATC clauses contravening ePBG Detail can render bid/contract null & void — bidders face uncertainty whether 10% SD will be enforced.
• Practical reading: GeM marketplace ePBG flag is off, but buyer NIT still demands AAI Security Deposit/BG.

Experience look-back period and end date

NIT Clause 7.1 uses last five years ending 30.06.2026; Annexure-IV checklist says last seven years ending 30.03.2026; GeM past-experience formula uses current FY + last three FYs.

• NIT 7.1 thresholds (13,69,012 / 17,11,265 / 27,38,025) match ~40/50/80% of Rs 34,22,531 and align with GeM percentage formula, but the time windows differ.
• Bidder should seek clarification; safest compliance is to meet NIT Clause 7.1 five-year ending 30.06.2026 and also satisfy GeM three-year percentage test if insisted at evaluation.

Eligible prior clients for experience

GeM years-of-experience clause limits similar services to Central/State Govt/PSU, while NIT 7.1 expressly allows five-star hotels, malls, Airports, Government and Corporate buildings/offices, MNCs.

• Private hotel/mall/MNC experience is valid under NIT if supported by TDS, but may be challenged if evaluator applies only GeM Govt/PSU wording.

EMD acceptable forms

NIT requires EMD via NEFT/RTGS to specified AAI account; GeM bid also accepts surety bond and GTC lists DD/FDR/BG/online forms.

• Follow NIT NEFT/RTGS path unless buyer confirms alternate GeM instruments; retain proof for upload.

Bid validity anchor date

GeM Bid Offer Validity is 90 days from Bid End Date; SCC Clause 2 states rates valid 90 days from date of opening of the tender.

• Usually nearly aligned (opening is same day), but wording differs if opening slips.

Event count: Annexure-IX vs BoQ

BoQ prices 5 MAJOR and 7 MINOR events (12 total), while Annexure-IX lists only 9 tentative festivals (5 Major + 4 Minor).

• Notes allow Airport Director to change list and execute rest of events as directed; commercial exposure is to the BOQ event multiples, not only the nine named festivals.
• Schedule-A shows non-zero minimum quantities, while GeM BoQ Excel shows Minimum Quantity 0 for unit-rate entry — pricing is unit-rate driven with BOQ event multipliers.

Payment trigger wording

GeM ties payment to SDAC + online bills within 15 days; AAI SCC ties payment to event-wise bill within 15 days of submission after completion certificate, and also says 'per month'.

• Operationally both point to 15-day payment after certified completion, but 'per month' vs 'each event' language is inconsistent.

Confirm whether 10% Security Deposit applies despite ePBG = No

Ask buyer to confirm in writing that GCC Clause 23 (10% SD/BG) will be enforced after award, and that this does not violate GeM ePBG Detail = No / Disclaimer item 12.

• Material to cash lock-up (~Rs 3.4 lakh on estimated value) and bid/no-bid risk.

Which experience criteria and client types will be evaluated

Seek clarification whether evaluation will apply NIT 7.1 (5 years to 30.06.2026; hotels/malls/corporate/MNCs allowed) or GeM Govt/PSU-only / last-three-years 40-50-80% test, and whether checklist 'seven years ending 30.03.2026' is a typo.

• Pass/fail eligibility hinges on this; private-sector experience may be rejected if GeM wording prevails.

Guaranteed event volume and payment for partial item lists

Ask whether the contract guarantees 5 Major + 7 Minor events, how unlisted/rescheduled events are ordered, and whether Major events with fewer than items 1–12 (or Minor with fewer than 1–6) are paid only for executed lines without minimum bill.

• SCC says quantities tentative and only required items payable; BOQ multiplies full item baskets — pricing risk if many items are dropped.

Design approval lead time before each festival

Request minimum notice period for event confirmation and design approval cycle, given need for 3 concept proposals, fabrication, and installation at least 2 days before the event.

• Tight festivals calendar (e.g., Oct–Jan cluster) plus BCAS/AEP lead time can make mobilisation infeasible without advance notice.

EMD instrument and physical submission

Confirm if only NEFT/RTGS is accepted (NIT) or also surety bond/BG/DD (GeM), and whether any original EMD document must reach Airport Director physically and by when.

• Critical Date Sheet leaves original EMD document deadline as As Per GeM.

Heavy event-wise penalties

Annexure-VII imposes steep deductions: 25% of event cost for delayed installation; 50% for delayed photo/video; 100% of item cost for missed live performance/engagement; daily dismantling fine Rs 5,000; plus property damage recovery.

• Other penalties: unauthorized design change 25% of item; damaged décor not replaced in 4 hrs 50% of item; safety/obstruction 10% of event; electrical safety 25% of event; poor housekeeping/absence of supervisor Rs 2,000.
• GCC also allows 10% of monthly bill for poor performance after notice.

One-sided termination, novation and no-compensation stoppages

AAI may terminate with 30 days' notice without compensation; PPP/O&M transfer allows assignment/novation releasing AAI; work can be closed at 2 hours' notice for VVIP with no compensation.

• Agency must continue services till AAI makes alternate arrangements after termination notice.
• Contract period may end earlier on airport transfer under PPP mode.

Payment and quantity risk

No advance; pay only for executed items; AAI can withhold payment for deficiencies; quantities ±30% and event list/item mix can change; rain/natural calamity damage not payable.

• Designs/materials rejected by AAI must be replaced at contractor cost with no time extension.
• Rates must absorb AEP/BCAS costs, insurance, GST and contingencies for full year.

Airport security / BCAS compliance risk

Must obtain BCAS security clearance within 5 days of award and AEPs for staff; criminal case found mid-contract terminates immediately and forfeits Security Deposit.

• Police verification of all personnel before AEP; misuse of passes is agency responsibility.
• Failure to field cleared manpower can cascade into event penalties.

Tight mobilisation and performance standards

Three design options per event, install 2 days prior, same-day reels, next-day cinematic video, 4 live sessions/day, engage 60 pax and supply 100 gifts — operationally aggressive for an active airport terminal.

• Risk & cost of rectification on AAI inspection; third-party execution at bidder's risk and cost if not rectified in time.

Document visibility and bid integrity

Documents uploaded by bidders (and clarification docs) are shown to other participating bidders after login — competitive leakage of experience/pricing strategy documents.

• False documents attract debarment and EMD/SD forfeiture.

Inviting authority / buyer organisation

Airport Director, Airports Authority of India, Lal Bahadur Shastri International Airport, Varanasi – 221006, on behalf of Chairman, AAI (Ministry of Civil Aviation / AAI).

• Office Name on GeM: Varanasi.
• Consignee/Reporting Officer: Jyoti Singh, LBSI International Airport, Babatpur, Varanasi-221006.

Tender clarification and GeM buyer emails

Tender clarifications: [email protected] (working days 09:30–18:00 hrs, except Sat/Sun/Gazetted Holiday). GeM grievance/HOD email [email protected]; Buyer email [email protected].

• Bid procedure queries only to GeM Help Desk — not to Bid inviting authority.
• EMD Beneficiary: Airport Director, LBSI Airport, VARANASI, AAI.

Physical submission / agreement address

Physical communications, LOI acceptance, agreement and E-payment form are addressed to Airport Director, AAI, LBSI/Varanasi Airport, Varanasi-221006; courts at Varanasi have exclusive jurisdiction.

• Any hard-copy EMD instruments under GeM GTC would go to the Buyer/Airport Director at this address (deadline As Per GeM / within 5 working days of bid opening).

Document signatory contact on custom-bid undertaking

Undertaking of Competent Authority signed by Sunitha Varghese, JGM (Operations), LBSI Airport, Varanasi (07/08/26).