Tender Overview

The tender document states that the proposal is to be uploaded online in a single cover, while the required eligibility and supporting documents are to be included as prescribed.

Important Tender Dates

These dates are specified in the Key Dates table in the Notice Inviting Proposal.

Important: Agencies should verify the tender portal for any corrigendum, amendment, extension or change in schedule before submission, as the notice places responsibility on participating agencies/firms to remain updated.

Scope of Work

The tender is focused on engaging agencies capable of planning and executing overseas exposure visits, study tours and training programmes for officials associated with agricultural sector development in Himachal Pradesh.

The detailed scope includes:

1. Identification and finalisation of suitable overseas destinations relevant to the objectives of the assignment.
2. Coordination with relevant institutions and organisations in the destination countries.
3. Organising overseas exposure visits and study tours for officials.
4. Planning and arranging technical visits to relevant organisations/institutions.
5. Preparing visit schedules, itineraries and programmes.
6. Providing necessary information, documentation and briefing materials to participating officials.
7. Arranging meetings with relevant government agencies, institutions, organisations, industry bodies and other stakeholders.
8. Assisting participants with visa documentation and processing, wherever required.
9. Supporting passport-related documentation and collection/coordination requirements.
10. Arranging air tickets and other travel arrangements.
11. Arranging accommodation, meals and local transportation.
12. Arranging travel insurance and medical insurance, where applicable.
13. Organising local transportation and transfers at the destination.
14. Coordinating with overseas counterparts and institutions.
15. Providing assistance during the entire visit and addressing operational requirements.
16. Preparing and submitting a detailed post-visit report, including activities undertaken, meetings held and key outcomes/learning.
17. Supporting trip coordination and operational requirements in India and abroad.
18. Handling necessary travel-related arrangements, including foreign exchange requirements and other applicable services.

The detailed scope in the project document also covers coordination of visits, documentation, visa support, travel, accommodation, insurance, local transportation, meetings and post-visit reporting.

Professional Qualification / Pre-Qualification Criteria

The tender document establishes pre-qualification requirements that participating agencies must satisfy before their proposals are considered for technical evaluation.

1. Legal Entity

The participating agency should be a legally registered entity, such as a company, partnership or other eligible legal entity, as applicable under the relevant laws.

The agency is required to provide documentary evidence supporting its legal status and registration.

2. Relevant Technical Experience

A major qualification requirement is experience in providing similar services, particularly organising overseas exposure/study visits and training programmes for government and other eligible organisations.

The document specifically refers to experience involving:

1. Central Government organisations
2. State Government organisations
3. PSUs
4. Autonomous Bodies
5. Statutory Bodies
6. Industry Associations
7. Other organisations specified in the tender

The detailed criteria require experience in organising overseas exposure study-cum-training programmes for such organisations, with supporting documentary evidence such as work orders, MoUs, contract agreements and completion certificates.

Financial Eligibility Criteria

The tender's evaluation criteria include financial capacity based on the agency's turnover.

The document specifies a requirement of average annual turnover of more than ₹3 crore during the last three financial years.

The prescribed financial information covers the financial years:

• 2022-23
• 2023-24
• 2024-25

Applicants are required to provide relevant financial information and supporting audited financial statements/annual audit reports as specified in the document.

Financial Requirement Table

Tender analysis note: The document does not state a specific minimum net worth requirement. Therefore, applicants should not assume a net-worth threshold that is not expressly mentioned in the tender.

Experience Requirement

The document gives substantial weight to relevant experience.

The technical evaluation includes experience in organising overseas exposure study-cum-training programmes for government organisations, PSUs, autonomous/statutory bodies and other eligible institutions.

For website presentation, the key qualification can be summarised as:

Minimum relevant experience: The agency should have experience in organising overseas exposure/study-cum-training programmes of a similar nature, particularly for Central/State Government organisations, PSUs, Autonomous Bodies, Statutory Bodies, Industry Associations and other organisations covered under the tender.

The tender's evaluation table further evaluates the number of years of relevant experience and the number of exposure study-cum-training assignments conducted.

Tender Fee and EMD Details

Tender Fee

₹5,000

Earnest Money Deposit

₹25,000

Payment Mode

The notice specifies that the tender document fee and EMD are to be paid through offline mode into the designated bank account of the Project Director, HPCDP (Phase-II), JICA-ODA, Hamirpur.

A copy of the payment proof is required to be uploaded along with the online proposal.

EMD Exemption

No specific EMD exemption provision is stated in the supplied tender notice/document.

EMD Refund

The notice states that the EMD of shortlisted agencies will be retained and refunded after the specified period, while EMD for unsuccessful participating agencies will be refunded after completion of the shortlisting process.

Submission Guidelines

The proposal submission process is primarily online.

Applicants should:

1. Download the tender documents from the designated tender portal.
2. Review the complete tender document and eligibility requirements.
3. Pay the ₹5,000 tender/document fee through the prescribed offline bank payment method.
4. Deposit the ₹25,000 EMD through the prescribed offline bank payment method.
5. Upload proof of payment for both the tender fee and EMD.
6. Complete the prescribed eligibility information.
7. Submit all documents relating to the pre-qualification criteria.
8. Submit documents relating to the evaluation criteria.
9. Complete the Application Form and Checklist.
10. Provide the required credentials/information in Annexure III.
11. Submit the signed declaration regarding acceptance of terms and conditions under Annexure IV.
12. Submit the declaration regarding blacklisting under Annexure V.
13. Upload all relevant supporting documentary evidence.
14. Submit the proposal within the prescribed online submission window.

The notice specifically says that the proposal shall be uploaded online in a single cover, with eligibility information and the prescribed supporting documents.

Document Checklist for Bidders

Based on the supplied tender document, applicants should prepare the following checklist.

The tender's proposal submission section specifically identifies Annexures I to V, including the Application, Checklist, Credentials/Information, Terms & Conditions declaration and Blacklisting declaration.

Agency Credentials and Supporting Information

The credentials form requires applicants to provide details such as:

1. Name of firm
2. Head office and registered office address
3. Branch details
4. Telephone/contact details
5. Place and year of incorporation/registration
6. Legal status
7. Registration details
8. Contact person details
9. GST registration
10. PAN
11. Travel-related registrations/licences, where applicable
12. Bank details
13. Nature of entity
14. Financial information
15. Turnover details
16. Relevant overseas exposure/study-tour experience

The document's credentials annexure also seeks details relating to travel business registration, foreign exchange arrangements, ISO registration, service tax registration where applicable, income-tax PAN and other relevant credentials.

Technical Evaluation

The tender does not simply rely on basic eligibility. Agencies satisfying the pre-qualification requirements are considered for technical evaluation.

The evaluation framework considers factors including:

1. Legal status and registration
2. Relevant experience
3. Financial capability
4. Number of years of relevant experience
5. Number of overseas exposure study-cum-training assignments
6. Specific experience involving government organisations and other specified institutions

The document states that proposals satisfying the pre-qualification criteria will be considered for technical evaluation, with the technical proposal evaluated against the prescribed criteria.

The methodology section also states that the technical proposals will be evaluated and the participating agencies obtaining 70% or more marks will be shortlisted.

Key Tender Requirements at a Glance

Important Compliance Points for Interested Agencies

Agencies should pay particular attention to the following:

1. Do not miss the payment requirement

The tender fee and EMD are offline payments, despite the proposal itself being submitted online. Payment proof must be uploaded.

2. Demonstrate relevant overseas assignment experience

Generic travel experience alone may not adequately establish compliance. Agencies should submit documentary evidence of comparable overseas exposure/study/training assignments.

3. Provide documentary evidence

The tender specifically refers to work orders, MoUs, contract agreements and completion certificates as supporting evidence for experience.

4. Financial documents must be complete

Applicants should ensure that the turnover information and supporting audited financial statements correspond to the required financial years.

5. Complete the prescribed annexures

The Application, Checklist, Credentials/Information, Terms & Conditions declaration and Blacklisting declaration should be properly completed and supported.

6. Monitor the tender portal

The tender document states that subsequent changes to the document will be published on the tender portal. Agencies should therefore check https://hptenders.gov.in regularly before submission.

Tender Expert Analysis

From a tender-compliance perspective, this opportunity appears particularly relevant to travel management companies, professional agencies, event management organisations and consulting/service agencies with demonstrated experience in arranging international exposure visits, study tours and training programmes for government or institutional clients.

The strongest areas for an applicant to establish during bid preparation are:

Relevant Experience + Government/Institutional Credentials + Financial Capacity + Complete Documentation.

The requirement for an average annual turnover of more than ₹3 crore makes financial qualification an important screening factor. At the same time, the technical evaluation places meaningful emphasis on the agency's experience in conducting similar overseas exposure programmes.

Applicants should therefore avoid submitting only generic corporate profiles. Instead, the proposal should clearly map each qualification requirement to documentary evidence, particularly work orders, MoUs, completion certificates, audited financial statements and registration documents.

Tender Authority Contact

Project Director
HP Crop Diversification Promotion Project (Phase-II), JICA-ODA
State H.Q., Agriculture Complex
Hamirpur District, Himachal Pradesh – 177001

Telephone: 01972-223059
Email: pmucp-hp@nic.in

The tender notice directs applicants to the official tender portal for downloading the documents and obtaining subsequent tender-related updates.

Conclusion

The Himachal Pradesh Crop Diversification Promotion Project (Phase-II), JICA-ODA Overseas Exposure Visit and Study Tour Tender 2026 provides an opportunity for qualified agencies with relevant international exposure-visit and training experience to participate in the shortlisting process.

The key financial thresholds include ₹25,000 EMD, ₹5,000 tender fee, and more than ₹3 crore average annual turnover over the specified three financial years. The proposal must be submitted online, while the tender fee and EMD are to be paid through the prescribed offline bank payment mechanism, with payment proof uploaded online.

The most important deadline is 17 September 2026 at 10:00 AM, when online proposal submission closes, followed by technical proposal opening at 11:00 AM on the same day.

Interested agencies should carefully review the complete tender document and verify the latest information/corrigenda on the official tender portal before submitting their proposals.

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