Key Tender Details

The tender schedule specifies publication on 14 September 2026, bid submission until 5:00 PM on 7 October 2026, and technical bid opening on 8 October 2026 at 11:30 AM. The financial bid opening date is to be communicated separately.

Scope of Work

The selected/empanelled agencies will be responsible for providing and managing qualified Music Instructors and Physical Education Instructors as required by Government Technical Education Institutions in Himachal Pradesh.

The principal scope includes:

1. Deployment of suitably qualified and experienced Music and Physical Education Instructors.
2. Ensuring punctuality, discipline and professional conduct.
3. Maintaining daily attendance records and submitting monthly attendance reports.
4. Providing timely replacement of instructors in cases of absence, resignation or unsatisfactory performance.
5. Submission of monthly performance reports.
6. Supporting institutions in planning and conducting training sessions, sports activities, cultural programmes and related events.
7. Aligning instructional activities with academic calendars, student welfare activities, sports events, cultural programmes and examination schedules.
8. Compliance with applicable statutory requirements, including EPF, ESI, GST, labour laws and insurance requirements.

Activities Covered

The tender document identifies activities including folk music, folk dance, group song, skits, Kabaddi, Kho-Kho, badminton, volleyball, basketball and athletics, depending on the requirements of the concerned institution.

Deployment is need-based. The tender specifically states that the Department/Institutions are not liable to provide minimum work or assured engagement to empanelled agencies.

Professional Qualification Criteria for Instructors

The tender prescribes separate qualification requirements for Music Instructors and Physical Education Instructors.

Music Instructor

1. Bachelor’s Degree in Music or equivalent qualification from a recognised University/Institution.
2. Minimum 10 years' experience in teaching/training music, vocal and/or instrumental, in a recognised institution/academy.
3. Visharad or equivalent recognised Indian classical music certification may be considered as a desirable qualification.

Physical Education Instructor

1. B.P.Ed., M.P.Ed. or D.P.Ed. from a recognised University/Institution.
2. Minimum 10 years' experience in coaching/training in sports, physical education, fitness or related fields.
3. NIS or equivalent certification may be considered as a desirable qualification.

Instructors are also required to be medically fit, maintain professional conduct, provide student safety/child protection undertakings and undergo police verification before deployment.

Eligibility Criteria for Bidders

The principal bidder eligibility requirements include:

1. The bidder must be a legally registered entity such as a Company, Partnership Firm, Society, Trust or another legally recognised entity.
2. Consortiums, joint ventures, subcontracting arrangements and intermediary/franchise bidding are not permitted unless specifically approved by the Department.
3. Minimum 10 years' experience in providing similar services involving instructors, trainers, faculty, coaches, Music/Physical Education Instructors, skill trainers or educational support personnel.
4. At least one similar service/assignment successfully executed during the last three financial years.
5. Average annual turnover of at least ₹10 lakh during the last three financial years from similar services.
6. Solvency certificate of at least ₹5 lakh, issued by a scheduled bank within three months preceding the bid submission deadline.
7. Pool of qualified instructors.
8. Valid PAN, GST and EPF registrations, with ESI registration where applicable.
9. Non-blacklisting/debarment declaration.
10. Declaration concerning criminal/vigilance cases and conflict of interest.
11. Compliance with applicable labour, employment, social security, wage, insurance and workplace safety laws.

Important Tender Reading Point

Clause 5.9 specifies a pool of at least five qualified instructors, whereas the Technical Bid format in Annexure-I contains an “Instructor Details (Minimum 10 Required)” field. Since these two provisions appear inconsistent, bidders should check the latest tender clarification/corrigendum on the hptenders Portal before submission rather than assuming which figure will prevail.

Financial Criteria

The tender does not state a separate minimum net-worth figure. The financial soundness requirement is instead expressed through a ₹5 lakh solvency certificate.

EMD, Tender Fee and Security Requirements

Earnest Money Deposit – ₹50,000

Each bidder is required to furnish an EMD of ₹50,000, unless a revised amount is specifically stated in the NIT.

The EMD is to be submitted through the hptenders Portal using permitted modes, including online payment or Bank Guarantee/FDR in favour of the Director, Technical Education, Himachal Pradesh. Physical submission of the original instrument is not ordinarily required, although the Department may call for the original for verification.

EMD Exemption

Yes – subject to conditions.

Bidders claiming EMD exemption must submit valid documentary proof as required under applicable Government of Himachal Pradesh instructions. Without the required proof, the bid may be treated as non-responsive.

Tender Fee

Tender fee is not specified in the uploaded tender document. Prospective bidders should verify the hptenders Portal/NIT and any subsequent corrigendum before submission.

Performance Security

The successful bidder is required to furnish ₹5,00,000 as Performance Security, normally through Bank Guarantee/FDR issued by a scheduled bank.

Bid Submission Guidelines

The tender uses an online Two-Bid System:

Technical Bid

The Technical Bid must contain eligibility documents, credentials, declarations and supporting documentation in the prescribed formats.

Financial Bid

The Financial Bid must be submitted online through the designated electronic BoQ format on the hptenders Portal.

Financial information must not be disclosed in the Technical Bid. The Technical and Financial Bids are required to be uploaded separately.

Other Submission Requirements

1. Bidder registration on the hptenders Portal is required.
2. A valid Digital Signature Certificate (DSC) is required.
3. Late bids are not accepted by the portal.
4. The portal's recorded date and time will be treated as final.
5. Bid validity is 120 days from the last date of submission.
6. Bidders are responsible for ensuring successful online submission.

Technical Evaluation

The Technical Bid carries a maximum of 100 marks. The evaluation parameters include:

A bidder must obtain at least 50 marks in the technical evaluation to qualify for opening of its Financial Bid. Documentary evidence is required for claims made during technical evaluation.

Financial Bid Structure

The Financial Bid requires bidders to quote separately for:

1. Daily remuneration per Music Instructor.
2. Daily remuneration per Physical Education Instructor.
3. Employer EPF contribution.
4. Employer ESI contribution.
5. Service/Administrative Charges.

The evaluated daily cost consists of daily remuneration plus applicable employer statutory contributions and service/administrative charges. GST is excluded from inter-se financial ranking and is payable separately where applicable.

The financial bid must be submitted strictly in the electronic BoQ format provided on the hptenders Portal. The BoQ structure and protected calculation fields must not be modified.

Important Dates

The Department may amend or extend tender dates, and corrigenda/clarifications are to be published through the hptenders Portal.

Document Checklist for Bidders

The tender's Annexure-I and Annexure-IV provide a useful document checklist. Based on these provisions, bidders should prepare the following:

A. Organisation & Registration Documents

1. Registration Certificate.
2. Legal constitution/status documents.
3. Registration number and date.
4. Registered office and correspondence details.
5. PAN.
6. GST Registration Certificate.
7. EPF Registration.
8. ESI Registration, where applicable.
9. Labour Licence/details, where applicable.
10. Himachal Pradesh office establishment proof, where applicable for technical evaluation.

B. Experience Documents

1. Experience certificates.
2. Relevant Work Orders.
3. Agreements/contracts.
4. Completion certificates, where applicable.
5. Evidence of minimum 10 years' relevant experience.
6. Evidence of at least one similar assignment during the last three financial years.

C. Financial Documents

1. Audited financial statements for the last three financial years.
2. CA-certified turnover certificate.
3. Solvency Certificate of minimum ₹5 lakh.
4. EMD proof or valid EMD exemption documentation.

D. Instructor/Manpower Documents

1. Instructor qualification certificates.
2. Experience documents.
3. Instructor details.
4. Evidence of available instructor pool.
5. Relevant certifications.
6. Police verification records as applicable.
7. Medical fitness documentation for deployed instructors.

E. Declarations & Compliance Documents

1. Non-blacklisting/debarment affidavit.
2. Conflict of Interest declaration.
3. Pending litigation/arbitration statement.
4. Statutory compliance documents.
5. Required undertakings and declarations.
6. Digital attendance/payroll capability documentation where claimed.

F. Tender Submission Documents

1. Technical Bid in prescribed format.
2. Financial Bid in prescribed electronic BoQ.
3. Required annexures.
4. Valid DSC.
5. Separate Technical and Financial Bid uploads.
6. Bid validity compliance.

Annexure-I specifically lists Registration Certificate, PAN & GST, EPF/ESI registrations, experience certificates/work orders, instructor credentials, non-blacklisting affidavit, three-year financial statements and CA turnover certificate, solvency certificate, EMD proof, conflict-of-interest declaration, litigation/arbitration statement and labour licence, where applicable.

The tender's formal Scrutiny Checklist additionally covers timely submission, EMD/exemption proof, signatures, Two-Bid System, DSC, bid validity, registration, statutory registrations, solvency, turnover, financial statements, experience, instructor pool, non-blacklisting, litigation and conflict-of-interest documentation.

Key Compliance Points for Prospective Bidders

Bidders should pay particular attention to the following requirements:

1. Do not disclose financial information in the Technical Bid.
2. Upload Technical and Financial Bids separately.
3. Ensure the EMD or valid exemption proof is available.
4. Make sure experience claims are supported by documentary evidence.
5. Ensure financial statements and CA turnover certificates cover the required three financial years.
6. Submit the required bank solvency certificate within the specified validity period.
7. Maintain valid PAN, GST, EPF and applicable ESI registrations.
8. Ensure instructor qualifications and experience can be independently verified.
9. Use a valid DSC for online submission.
10. Do not wait until the last moment for portal submission because the portal's recorded submission time is treated as final.

Estimated Cost and Tender Fee: Important Clarification

The uploaded 65-page tender document does not state an estimated tender/project cost. It also does not prescribe a specific tender document fee.

Accordingly, these fields should not be populated with an assumed amount on a public tender listing. SkillCouncils.com can display them as “Not specified in the tender document” and advise bidders to check the official hptenders Portal for any applicable portal charges, corrigendum or subsequent clarification.

Likewise, the tender does not provide a separate net-worth threshold; the specified financial soundness requirement is a ₹5 lakh bank solvency certificate.

Tender Summary for SkillCouncils.com

The Himachal Pradesh Directorate of Technical Education, Vocational & Industrial Training has issued Tender No. 01-09/2026 for empanelment of agencies for providing Music and Physical Education Instructors to Government Technical Education Institutions across the state.

Eligible agencies must have at least 10 years of experience in similar instructor/trainer/manpower services, at least one similar assignment in the last three financial years and an average annual turnover of at least ₹10 lakh from similar services. A minimum ₹5 lakh bank solvency certificate is also required.

The EMD is ₹50,000, with exemption available subject to valid documentary proof under applicable Government of Himachal Pradesh instructions. The successful bidder is required to provide ₹5 lakh Performance Security.

Bids must be submitted online through the hptenders Portal using the Two-Bid System. The deadline for submission is 7 October 2026 at 5:00 PM, while Technical Bids are scheduled to open on 8 October 2026 at 11:30 AM. The Financial Bid opening date will be communicated separately to technically qualified bidders.

The technical evaluation carries 100 marks, with 50 marks as the minimum qualifying threshold for Financial Bid opening.

Contact for Consultation and Advisory

For consultation and advisory, please call and WhatsApp at 9630030343 and email at support@skillcouncils.com.