Government of India
Ministry of Tourism
(Overseas Marketing Division)
1, Parliament Street
New Delhi - 110001
No. 15-OM(20)/17 Dated : 19.07.2017
Tender Document for Construction of India Pavilion at the World Travel Market
(WTM), London (2017), International Tourism Bourse (ITB), Berlin (2018).
DISCUSSUION HELD DURING THE PRE-BID MEETING ON 17.07.2017
A pre-bid meeting was held at 15:00 hrs on 17.07.2017 in the Ministry of Tourism (MOT),
Government of India, Transport Bhawan, 1, Parliament Street, New Delhi to clarify queries
regarding the Tender Document dated 07-07-2017 issued by the Ministry of Tourism for
Construction of the India Pavilion at the World Travel Market (WTM) London (2017),
International Tourism Bourse (ITB), Berlin (2017).
2. The following officers from the Ministry of Tourism were present to clarify points
i. Ms. Neela Lad, DDG (OM)
ii. Mr. Karan Singh, Asstt. DG. (OM)
iii. Mr. Sanjiv Vashist, Asstt. Director (OM)
3. Representatives from the following agencies attended the pre-bid meeting:
(i) M/s Incredible design
(ii) M/s Holtmann Messe + Event
(iii) M/s Sanket Communications Ltd
(iv) M/s Milton Exhibits
(v) M/s Bringing Ideas to life.
(vi) M/s Falcon business energisers
(vii) M/s Production Point
4. At the outset, it was conveyed that the objective of having a pre-bid meeting was to
clarify doubts and clear any ambiguity that agencies might have regarding the Tender
5. It was conveyed that the objective of the Ministry of Tourism (MOT) for participating
in important international travel fairs and exhibitions is to promote India as a preferred tourism
destination and to showcase varied tourism products. Further, that the India Pavilion set up by
MOT at the above mentioned international travel exhibitions also provides a platform for State
Governments / Union Territories, Tours Operators, Hoteliers etc. to showcase their tourism
6. The agencies present were informed that as stated in the Tender Document, the last
date for submission of bids is 07-08-2017 (15:00 hrs) and the Technical Bids will be opened
on 07-08-2017 at 15:30 hrs. to ascertain fulfilment of eligibility criteria and submission of
required documents. It was conveyed that thereafter, agencies who are found eligible after the
initial screening of the Technical Bids will be required to make presentations on their technical
bids / design in the Ministry of Tourism. It was also conveyed that these presentations would
be organized soon after the initial opening and scrutiny of the Technical bids and that the exact
date/time for the same would be conveyed to the eligible agencies subsequently
7. The agencies were informed that while submitting their designs for the India Pavilion
at the 2 events, they would need to adapt the design as per the dimensions of the Pavilion
contained in the Tender Document for each of the 2 events.
8. It is also informed that the layout / dimensions of the India Pavilion at WTM London
(2017) and ITB Berlin (2018) have been uploaded along website of the Ministry of Tourism.
9. The representatives of the agencies present during the Pre-bid meeting were informed
that they should refer to the instructions regarding construction of pavilion at the 2 events on
the respective websites of the organizers of WTM and ITB. The design submitted should be
submitted timely and also take into account all requirements and restrictions contained in the
instructions of the organizers .
10. The agencies were advised that the India Pavilion should reflect the theme
“ Eco Tourism and Spiritual Tourism.” as indicated in the Tender Document and should also
present modern technology.
11. This Tender has also been floated by the India Tourism Offices in London and
Frankfurt for inviting bids from overseas also.
12. Based on queries raised during the meeting, the following clarifications / information
i. Layout Plans of WTM and ITB have been uploaded on Ministry of Tourism’s website.
The same can also be obtained from the organisers of WTM and ITB.
ii. The bids have to be submitted in physical form and not online.
iii. The cost of space at Mezzanine floor will be borne by the Ministry of Tourism.
iv. The press meet is to be held in the press conference room provided by the organisers
and the seating capacity theatre style is for 200 pax approx. and banquet style for 120
pax approx for WTM and 250 pax Theatre style and 150 pax banquet style for ITB.
v. Eligibility criteria whether the company has worked for Tourism related International
event or any other international event as given in the tender is to be followed. Micro
and small enterprises (MSEs) bidders as defined in MSE procurement policy issued
by Department of (MSME) or are registered with the central purchase organisation or
the concerned Ministry or Department are exempt from depositing EMD. However
the agency has to provide a documentary evidence of the same for exemption of
vi. As per the tender document the bids are exclusive of taxes. However, the GST and
TDs will be applicable as per the rules.
vii. As per the tender document the designated area for the activities will be developed by
the pavilion constructor and the components Yoga instructor, Henna Artists etc will
be arranged by Ministry of Tourism.
viii. The additional components beyond the tender document requested by a co-exhibitor
will be paid by the co-exhibitor directly to the company.
ix. Agencies should go through the Tender Document carefully to ensure submission of
all required documents with their bids.
x. All details regarding general instruction for construction of the India Pavilion can be
obtained from the websites of the organisers of the two travel fairs along with a clearer
layout plan. Details regarding requirements within the India pavilion including
provision for restaurant/cafeteria (area only) may be provided as per the Tender
GOVERNMENT OF INDIA
MINISTRY OF TOURISM
(OVERSEAS MARKETING DIVISION)
TENDER NO.: 15-OM (17)/2017 Dated: 07th July ,2017
Construction of India Pavilion at the World Travel Market (WTM), London
(2017) and International Tourism Bourse (ITB), Berlin (2018) with the theme of
Eco Tourism and Spiritual Tourism
1. BRIEF DESCRIPTION OF THE PROJECT
The Ministry of Tourism, Government of India regularly participates in major
international Travel Fairs and Exhibitions, including the World Travel Market (WTM),
London and International Tourism Bourse (ITB).
1.1 For setting up an India Pavilion at these fairs, as listed below, the Ministry of
Tourism requires the services of a professional agency for conceptualization, designing
and construction of the India Pavilion and providing other related ancillary services
during the events (as detailed under the Scope of Work).
(a) WTM – 2017
(b) ITB - 2018
1.2 The Indian Pavilion at these International Fairs should present India as a multi-
faceted destination that combines an ancient culture and heritage with a modern,
innovative and vibrant present. The pavilion should have an inviting look and should
be open with minimum barriers. The essence of a visit to the pavilion should be
experience based and visually appealing with use of various technologies. The aim of
the India Pavilion is to give the visitor the experience of visiting India as a tourist,
focusing on its varied tourist attractions.
1.3 The India Pavilion has as co-exhibitors, Tour Operators, Travel Agents,
Hoteliers, Airlines and State Governments, who are provided space within the Pavilion
to showcase their tourism products and packages. The Pavilion will provide each of the
co-exhibitors with self-contained booths of 4 sq. mtr each. Larger spaces will be
provided in multiples of 4 (i.e 8 sq. mtr. 12 sq.mtr. and so on). The estimated number
of booths required for co-exhibitors at the above travel fairs will be as detailed under
Specifications and Requirements.
2. DETAILS OF THE PAVILIONS
Name of the Fair Location of the Fair Month of the Fair Area
WTM London November 2017 650
ITB Berlin March 2018 710
2.1 The Areas indicated above are correct as of 2017 and may be subject to
change, either by way of an increase or a decrease at the Ministry of Tourism’s
3. SCOPE OF WORK
Conceptualization, designing and construction of India Pavilion and providing other
related ancillary services, as detailed in the Specifications and Requirements in para 5
of this tender document, at the World Travel Market (WTM), London (2017) an