Shortlisting of Agencies for Organizing Overseas Vision Building Exposure & Study Visit(s)-cum-Trainings of Officials for Agricultural Sector Development in State of Himachal Pradesh

Key Information at a Glance

Detailed Summary of the EOI for Shortlisting of Agencies

1. Introduction and Background

This document is a public notice for an Expression of Interest (EOI) issued by the Himachal Pradesh Crop Diversification Promotion Project (HPCDP Phase-II). This is a state government project funded by the Japan International Cooperation Agency (JICA) under the Official Development Assistance (ODA) loan agreement (ID-P290).

The project’s primary objective is to promote agricultural productivity, sustainable crop diversification to high-value crops (like vegetables), and improve farmer incomes. This will be achieved through developing infrastructure (irrigation, farm roads), strengthening farmer institutions (Farmer Producer Organizations – FPOs), and providing training. The project is being implemented in all twelve districts of Himachal Pradesh over a nine-year period (2021-2029).

2. Objective of the Shortlisting

The core objective of this EOI is to create a shortlist of qualified agencies that can be engaged to organize and manage international exposure and study visits for government officials.

The purpose of these visits is to provide officials with first-hand exposure to global best practices in agricultural sector development. The shortlisted agencies will be responsible for designing the visit itineraries, making logistical arrangements, and providing complete management support.

3. Scope of Services (What the Agency Will Do)

Agencies selected will be responsible for a wide range of services to facilitate these international study tours. The services are broadly categorized as:

• Planning & Design: Designing the visit itinerary in line with the project’s objectives and identifying relevant destinations, organizations, and experts (preferably in countries like Japan, Netherlands, etc.).
• Coordination & Logistics:
  • Booking all travel (international/domestic flights, trains, cabs).
  • Arranging accommodation (hotels), conference halls, and meeting rooms.
  • Facilitating visa applications and providing foreign exchange.
  • Arranging travel and medical insurance.
• Host Support: Coordinating with institutions in the destination country, arranging technical visits, and facilitating meetings with experts and farmer organizations.
• Reporting: Submitting a detailed post-visit report, including photographs, contacts made, and key learning outcomes, within 20 days of the visit’s conclusion.

4. General Terms & Conditions

• No Guarantee of Work: Shortlisting does not guarantee an assignment.
• Validity: The shortlisting is valid for one year, with the possibility of extension based on performance.
• Rights of the Client: The Project Director reserves the right to cancel the process, reject any proposal, debar any agency, or amend the EOI document at any stage without assigning any reason.
• Ethical Standards: Agencies are expected to adhere to the highest ethical standards. Any form of malpractice (bribery, etc.) will lead to disqualification.
• Conflict of Interest: Agencies must ensure they have no conflict of interest with the Client’s staff or other assignments.
• Intellectual Property: All IP rights developed from the work will be the sole property of HPCDP (Phase-II), JICA-ODA.

5. Minimum Eligibility Criteria

Agencies must meet the following pre-qualification criteria. Failure to do so will result in summary rejection.

6. Evaluation and Selection Methodology

The selection process is a two-stage method:

Stage 1: Technical Evaluation (Qualifying)

• Technical proposals will be evaluated based on criteria like legal entity, business framework, financial turnover, and relevant experience.
• Qualifying Score: Agencies must score a minimum of 70 marks out of 100 to be shortlisted.

Stage 2: Work Assignment (Limited Tender)

• Once a panel of agencies is shortlisted, work will be assigned on an as-needed basis.
• The process will be a limited tender among the shortlisted agencies.
• For each specific visit requirement, a detailed itinerary will be finalized (either by the Client or by one of the shortlisted agencies).
• Financial bids will then be invited from all shortlisted agencies for the finalized itinerary.
• The agency with the lowest financial quote (after negotiations, if needed) will be awarded the assignment.

7. Important Dates

• Publication of EOI: July 3, 2026, at 5:00 PM
• Last Date for Pre-proposal Queries: July 13, 2026, at 10:00 AM
• Pre-proposal Meeting: July 14, 2026, at 11:00 AM (Online)
• Proposal Submission Start: July 3, 2026, at 6:00 PM
• Proposal Submission End: July 25, 2026, at 10:00 AM
• Technical Proposal Opening: July 25, 2026, at 11:00 AM

8. How to Apply

Interested and eligible agencies must submit their proposals online through the HP e-procurement portal at http://hptenders.gov.in. The submission must be complete and include the following documents:

1. Application (Annexure I)
2. Checklist (Annexure II)
3. Technical Proposal with credentials, experience, and financial details (Annexure III).
4. Declaration of Acceptance of Terms & Conditions (Annexure IV).
5. Declaration Regarding Blacklisting (Annexure V).
6. All supporting documents (registration certificates, tax documents, work orders, completion certificates, CA-certified financial statements, etc.).

Note: All queries before submission must be sent via email to pmuedp-hp@nic.in.

IMPORTANT DISCLAIMER: This post contains a summary generated by Artificial Intelligence (AI) for informational purposes only. SKILLSPEDIA.IN is an independent private platform and is not affiliated with any government agency or tender authority. Document Access: For user convenience, we may provide access to tender documents sourced from publicly available official platforms. We do not host or claim ownership of any official documents. Users are strongly advised to refer to the official tender website for the most accurate and updated version. Updates & Corrigendum: Tender Authorities may issue updates or corrigendums at any time, which may not be reflected here. User Responsibility: Applicants must independently verify all details, eligibility, and updates from the official source before applying. We provide guidance only and accept no liability for any discrepancies, errors, or outdated information.