Key Tender Details

Required Details Table

Important Dates and Deadlines

Scope of Work

The shortlisted agencies will be responsible for designing, coordinating and managing international exposure visits and study-cum-training programmes for officials connected with agricultural sector development in Himachal Pradesh.

The scope includes:

1. Designing and developing international exposure and study visit itineraries aligned with project objectives.
2. Identifying suitable destinations, preferably including countries such as Japan, Netherlands and other relevant international locations.
3. Coordinating with institutions, experts, farmer organisations and resource persons in destination countries.
4. Arranging technical visits relevant to agriculture, allied sectors, crop diversification, institutional development and market systems.
5. Managing logistics such as domestic and international flights, hotels, train tickets, taxis, airport transfers, foreign exchange, visas, travel insurance and medical insurance.
6. Booking conference halls, meeting rooms and other facilities required for exposure visits.
7. Preparing visit schedules, briefing materials and facilitating daily debriefing sessions.
8. Assisting participants with visa documentation, passport collection and embassy coordination.
9. Ensuring necessary clearances, including political clearances where applicable.
10. Preparing and submitting a detailed post-visit report to HPCDP Phase-II within 20 days, including contacts made, photographs and key learning outcomes.

Pre-Qualification Criteria

Participating agencies must meet the following pre-qualification requirements:

1. Legal Entity

The applicant should be a legally registered entity in India, such as:

1. Company registered under the Companies Act, 2013 or previous Companies Act
2. Limited Liability Partnership under LLP Act, 2008
3. Registered partnership under Indian Partnership Act, 1932

The organisation must have been in existence for a minimum of 3 years.

2. Valid Legal Permissions

The agency must hold valid and relevant permits, registrations, accreditations or licences as a travel agency, event management company, or equivalent service provider for logistical arrangements such as:

1. Visa facilitation
2. Travel booking
3. Foreign exchange support
4. International exposure visit management

Preference is given to registrations/licences from competent authorities, preferably the Ministry of Tourism.

3. Technical Capability and Experience

The agency must have adequate experience in providing similar services to at least three Central/State Government organisations, PSUs, autonomous bodies, statutory bodies, industry associations or similar institutions.

Eligibility Criteria

Eligible agencies should demonstrate:

1. Legal registration and valid incorporation documents.
2. Minimum 3 years of organisational existence.
3. Relevant travel, event management or exposure visit management experience.
4. Experience in organising overseas exposure study-cum-training programmes.
5. Experience with Central/State Government, NGOs, PSUs, autonomous bodies or similar institutions.
6. Relevant experience in visits to countries such as Japan, Netherlands and European Union countries.
7. Specific experience in agriculture or allied sector exposure visits under foreign-funded or multilateral aided projects will be advantageous.
8. Professional capacity to provide complete logistics, technical coordination, reporting and documentation support.

Financial Criteria

The financial evaluation criteria include:

1. The agency should be a profit-making firm.
2. The agency should have an average annual turnover of more than ₹3 crore during the last three financial years.
3. CA-certified financial statements for the last three financial years must be submitted.
4. Turnover carries 20 marks in the technical evaluation.
5. The indicative turnover scoring is based on slabs mentioned in the document:

The document does not specify any separate net worth requirement.

Tender Fee and EMD

Tender / Document Fee

The tender document fee is ₹5,000, payable through offline mode to the specified bank account.

Earnest Money Deposit

The EMD amount is ₹25,000, payable through offline mode to the specified bank account.

Payment Details

Payment is to be made in favour of:

Account Holder: Project Director, HPCDP Phase-II, JICA-ODA, Hamirpur
Bank: Punjab National Bank, Hamirpur
Account No.: 09272122000986
IFSC: PUNB0021100

Submission Guidelines

Agencies must submit their proposals online only through the HP e-Procurement portal. The document clearly states that no offline proposal shall be received.

Participating agencies should regularly check the e-procurement portal for updates, corrigenda, amendments and responses to queries.

Pre-proposal queries must be submitted in writing to the State Project Management Unit at:

Email: pmucdp-hp@nic.in

Responses to queries will be published on the HP e-Procurement portal. Queries submitted after the prescribed deadline will not be answered.

Evaluation and Shortlisting Methodology

Technical proposals will be evaluated on a 100-mark basis. Agencies scoring 70 marks or more will be shortlisted.

The evaluation includes:

After shortlisting, work allocation will be carried out through a limited tender system among shortlisted agencies as and when requirements arise. Financial bids will be invited for specific itineraries, and the agency with the lowest financial quote may be awarded the assignment after negotiations, if required.

Document Checklist

Applicants should prepare and upload the following documents: