EOI OFFER FORM - SFCI

EOI OFFER FORM
The Company Secretary,
State Farms Corporation of India Ltd.,
"Farm Bhavan", 14-15, Nehru Place,
New Delhi-110 019.
Sir,
Subject: EOI for assignment of Consultancy Services
I/We……………………………………………………………………………………………………………………………………….
(Specify the status of the tenderers, i.e. whether proprietary concern, partnership, company etc. and
attach particulars thereof) having read the EOI documents and the various terms and conditions of
contract attached herewith, hereby agree to abide by the same (in case any terms and conditions are
desired to be modified the modifications should be specifically stated separately with reference to page
number and clause number of the tender documents. No modification will be considered later on).
2 I/We offer to complete the assignment as specified at the rates in the offer.
3 The requirement of deposit of EMD has been complied with:
a) Demand Draft No………………………………………….dated………………………………………..for
Rs…………………………………………….(Rupees……………………………………….only) drawn in favour of SFCI Ltd.,
New Delhi.
4 Until a formal agreement is prepared and executed, acceptance of the EOI offer shall constitute
a binding contract between us and the Corporation subject to modifications as mutually agreed to
between us in the letter of acceptance issued by the Corporation.
5 Any dispute arising out of or in connection with or in any matter touching the EOI shall be
referred only to the sole arbitrator to be appointed by the Chairman-cum-Managing Director/holder of
the highest office in the Corporation at the relevant time. The decision given by such arbitrator shall be
final and binding on the parties.
6 The EOI offer is being submitted and is to be opened at New Delhi and it is agreed between the
parties that in case of any legal proceedings, the same shall take place only in the Courts at Delhi to the
exclusion of any other Court having concurrent jurisdiction.
SIGNATURE OF THE OFFERER
WITH STAMP

APPLICATION FORM FOR SUBMISSION OF EXPRESSION OF INTEREST
1 Name of applicant Organization/Entity
(along with copies of documents in support of the
incorporation/registration/constitution
Of the Organization):
2 Date pf commencement of the Business/activities
by the applicant Organization
3 Address of the Registered/Head Office/Corporate
Office (along with Phone No., Fax No., & E-mail
address):
4 Address of the local office, if any, in
Delhi (along with Phone No., Fax No., & E-mail
address)
5 Nature of main activities being presently
Carried on by the applicant Organization:
6 Name of Owners/Directors(along with their
CVs showing Age, Qualifications, experience
etc.):
7 No. of employees (category wise) including officers employed by
the organization (along with details of key personnel
with their CVs showing Age, Qualifications,
experience etc.)
8 Total Turnover/Total Income of the applicant Organization
For each of the last five years:
9 Out of Total Turnover/Total Income as shown above,
the total turnover/total income attributable to the
Consultancy services:
10 Net worth of the Organization:
3
Date:
Place:
SIGNATURE
Name:
Designation:
Seal:

Terms of Reference (TOR) and Scope for Assignments:
1 Background:
4
SFCI is a schedule 'C' CPSE in Agro Based Sector under the Administrative Control of
Department of Agriculture and Cooperation, Ministry of Agriculture. It is incorporated under
the Companies Act, 1956 with the objective to maintain Agriculture Farms in different States for
production and distribution of quality seeds of different crops. It is headquartered in New Delhi
and has a network of Seven Regional Offices pervasive all over India.
Timely, relevant and cost effective information is the lifeblood of any business and the
Corporation is desirous of reviewing its reporting systems to address any deficiencies that may
exist and increase the effectiveness of decision making process at the Corporation.
SFCI has been achieving higher turnover consistently after its restructuring by the BRPSE
(Board for Restructuring of Public Sector Enterprises) and the need for the critical and timely
financial and operational information cannot be understated. Hence, a review of the financial
reporting systems and MIS of the Corporation and their effect on timely and effectively decision
making is required to be undertaken along with the vision document and SWOT analysis. Other
3 Schemes are for the welfare of employees and officers
1 About SFCI:
The geographical locations of the company's Farm and Regional Offices are as follows:
Locations Details
S.No. Farms ROs
1 Suratgarh (Rajasthan) Jaipur (Raj.)
2 Sardargarh (Rajasthan) Lucknow (U.P.)
3 Jetsar (Rajasthan) Bhopal (M.P.)
4 Hisar (Haryana) Hyderabad (A.P.)
5 Raichur (Karnataka) Bangalore (Karnataka)
6 Patna (Bihar)
7 Kokata (W.B.)
The main objectives of the Corporation are to produce and distribute wide variety of
high quality seeds in the following category.
(a) Breeder Seed/Test Stock
(b) Foundation Seeds
(c) Certified Seeds

5
In addition to the above, SFCI is engaged in Horticulture which consists of three
categories, i.e. production of vegetable crop seed, establishment and maintenance of
commercial orchards of fruit crops and production of quality saplings of horticulture crops.
The main channel for sale of various produce at the Farms and Regional Offices of the
Corporation are through State Agriculture Departments, State Seeds Corporations, Authorized
Seed Dealers, Sale Counters, Mobile Vans and Kisan Melas. Further the Corporation has a vast
network of 317 Dealers.
3 Broad Objective of the Study:
The objective of this study is to prepare :-
(i)
(ii)
Vision/Mission documents for ten years for the Company with SWOt Analysis.
Review the effectiveness of Financial Reporting Systems and MIS at SFCI with a view to
increase their effectiveness and thus lead to a more effective decision making process.
(iii)
Scheme of PRP, PLI and PMP are meant for the welfare and effectiveness of the officers
and staff.
4 Specific Tasks to be Undertaken:
SFCI desires to appoint a reputed consulting firm to attend the following function:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
To prepare the seed production programme under different crops at Farms and under
Grower Programme at ROs.
To suggest suitable and remunerative product profile.
To suggest other related area to be ventured for profit maximization.
Keeping in view the competition in future in general, impact of proposed Seed Bill under
consideration of parliament, the SWOT Analysis of the Company.
To identify the mission critical financial information gaps existing at various levels of the
Corporation.
To identify the Management information gaps existing at various levels of the
Corporation with due weightage to their criticality and timeliness.
To design outputs of the MIS reports after review of the decision specific information.

(h)
6
The review should specifically cover the following areas:-
(i)
(ii)
Budget V/s Actual Expenditures.
Trend analysis on commitments in the MOU with the Ministry of Agriculture.
(iii)
Tracking expenditures of various activities across different locations.
(iv)
Track financial indicators of performance, including ratio analysis.
(v)
Collate Data amenable to cost – benefit analysis.
(vi)
Tracking of over dues.
(vii)
Tracking of capital expenditures across various locations.
(viii)
Identification of slow moving seed stocks.
(ix)
Product mix analysis.
(x)
Any other areas considered critical by the Corporation.
(i)
(j)
To suggest cost effective connectivity options for the flow of information between the
Head Office, Regional Offices and Farms etc.
To formulate a MIS implementation strategy including the employees training programs.
(k) SFCI employs about 1500 employees who are mainly in the IDA pay package. The
revised scales, as per IDA Pay Revision Committee, have been implemented w.e.f. 1.1.2007. As
part of the IDA pay package, the Executives from EO to E9 and Functional Directors are eligible
for Performance Related Pay (PRP). Therefore, having regard to the various criteria prescribed
in the IDA pay package, Guidelines of DPE and other Guidelines, instructions etc. of
Departments/Institutions concerned, a scheme for PRP has to be prepared.
(l) The Corporation employs Daily Paid Workers and Regular Workers in addition to the
employees. As per Payment of Bonus Act, 1965, the incumbent drawing the pay up to Rs
10,000/- are eligible for the Bonus. However, the persons who are left from the purview of
Payment of Bonus and PRP are proposed to be paid Performance Linked Incentive (PLI). For
this purpose, a scheme has to be devised keeping in view of the Guidelines of DPE and other
Departments/Organizations/Institutions concerned. The study would require the information
from the Farms, ROs and HQs of the Corporation.

7
(m)
The Scheme for Performance Management System For Evaluation/appraisal of
employees is required to make the employees accountable and effective and to provide
them Performance based prospects. The Study will require visit to the units and
devising the Schemes, Various formats, etc. The Scope of work will be as under:
1 Review the existing Performance Appraisal System for all levels of staff.
2 Study the best practices being used in some other good organizations for
performance based staff appraisal and evaluation.
3 Work out Performance Indicators for all levels of staff as per their directory of
duties and responsibilities.
4 Tabulate a set of targets for staff at all levels which is measurable and can be
evaluated.
5 Determine KRAs for all senior level staff which can be identified and evaluated.
6 Set out a procedure for review of targets and achievements against the set
targets, set periodicity, method, model and level etc. for all categories.
7 Set out procedure to find reasons for shortfalls and measures to improve.
8 Set out systems and procedure for improving individual deficiencies by either
skill development or job rotation.
9 Frame an appropriate Performance Appraisal System including self appraisals at
senior level of staff.
10 Conduct of an awareness workshop for proposed changes in Performance
Appraisal Method.
11 Analyze and review the feedback from the workshop, discuss at the top level and
incorporate appropriate changes.
12 Implement the new system with a proper implementation schedule.
Pre-qualification Criteria has been lay down with the instructions of the concerned
which shall be applied by the SFCI for their short listing purpose. The EOI may be
submitted in the format attached with the instructions.
(n) To submit a final report including a roll out strategy for all the recommendations made.
5 Expected Deliverables:
The final output of the study are as follows:
(a)
(b)
Inception report incorporating methodology for identifying critical financial and
operational information at various levels at the Corporation.
Interim Report on the findings of the review and recommendations.
(c)
Final report including a roll out Strategy for all the recommendations.

8
6 (a) Duration of the Study: Expected duration of the study is four months
from the date of award of the contract.
(b)
Delay Clause
7 Timeliness for the Deliverables:
S.No. Out put
Timeline – Months after the
Award of contract
1 Inception Report and Presentation One Month
2 Interim Report on the findings of the Review Three Months
and Suggested recommendations
3 Final Report, including a roll out strategy for all
the recommendations
Five Months.
8 Instructions to the Consultant (ITC): The ITC shall consist of two parts – 1) Standard
Information, 2) Assignment specific information. The assignment specific information is added
through data sheet. The ITC, therefore, will contains all necessary information that would help
the consultants to prepare responsive proposals and shall bring as much transparency as
possible to the selection procedure by providing information on the evaluation process and by
indicating the evaluation criteria and factors and their respective weights and minimum passing
quality score. The standard information include clauses relating to the procedure of bid
submission, the procedure relating to pre-bid meeting, procedure for seeking clarifications etc.
The assignment /job specific information are required to be prepared separately and it will be
submitted within the date and time of bid submission, contract address, the qualification
criteria, the method of selection, the evaluation process.
9 Standard formats for technical and financial proposals:
(A)
The standard formats for technical proposal shall include
i) A letter of proposal submission in the format
ii) Organizational hierarchy chart and experience of top level executive in the format
prescribed,
iii) C.V. of key professionals,
iv) Staffing Schedule
v) Work Schedule
vi) Format for information regarding any conflicting activities and declaration thereof.
(B)
The standard formats for financial proposal will include:
i) A Summary sheet/Cost Estimate to be quoted by the Consultant.

ii) Remuneration payable,
iii) Reimbursable.
10 Form of Contract:
9
The contract between SFCI, New Delhi and
M/s……………………………………………………………………………………………………………………………………
for provision of Consultancy Services for Documents on Corporate Mission/Vision, SWOT
Analysis, Schemes of PRP, PLI and PMS.
This Contract is made on…………………day of
…………………………………………………………………between State Farms Corporation of India Limited, a
Company incorporated under Companies Act, 1956 having its Registered office at "Farm
Bhavan", 14-15 Nehru Place, New Delhi 110 019 herein after called the "Corporation", which
express ion shall include its successors, executors , administrators and assigns of the first
part……………………………………………………………………………………and
M/s…………………………………….herein after called the Consultant, which expression will include
their successors, executors, administrators and assigns) of the other part.
Whereas the Corporation, with the intention of getting the documents on Corporate
Mission/Vision and SWOT Analysis and Schemes of PRP, PLI and PMS preparated invited
EOI………………………. and whereas the Consultant's offer dated………………………..has been
accepted by the Corporation.
Upon consideration of the offer and after due deliberation, the Corporation has
assigned the work to the Consultant as per terms and conditions mentioned hereunder
(1) EOI Documents and attached instructions shall form part of this contract. The terms
and conditions prescribed by the Corporation shall be binding on the Consultant. The terms
and conditions of the Consultant mentioned in the original offer of the Consultant shall not be
considered as forming part of this contract.
(2) The execution of contract: the Consultant will only be responsible for execution of the
whole contract and it is to be executed to the entire satisfaction of the Corporation.
(3) Transfer and sub-letting: The Consultant shall not sub-let, transfer and assign or other
wise or part with the contract as a whole or any part thereof in favor of any person or firm or
Company directly or indirectly without prior written permission of the Corporation.
(4) Description of assignment: The Consultant will prepare the following :
i) Document for Corporate Mission/Vision,
ii) Document for SWOT Analysis
iii) Scheme for Performance Related Pay (PRP)
iv) Scheme for Productive Linked Incentive (PLI)
v) Scheme for Performance Based Monitoring System for Staff Evaluation (PMS).

The information/supporting material will be provided by the Corporation to the
Consultant. However, the Consultant will be responsible for collecting the necessary material
to support the documents.
(5) Subject to deduction of tax at source in accordance with the provisions of Income Tax Act, 1961
and rules there under, the 90% amount will be paid upon completion of the work. The balance 10%
amount will be billed by the Consultant after the date of submission of Reports to the Corporation. The
service tax, if any, shall be paid by the Corporation as per prevailing rate. The Consultant shall submit
the proposal along with a sum of Rs 50,000/- towards Earnest Money/bid amount which shall be
refunded upon completion of the work. The Consultant will, however, deposit a sum of Rs 25,000/-
towards processing fee along with EOI which will not be refunded.
10
(6) At the time of acceptance of the assignment, the consultant will declare that no relative of the
Partner/Director of the consultant firm are engaged in employment in SFCI or at the Board of Directors.
(7) The consultant will not disclose any information as may be collected or gathered by
them from the Corporation for the purpose of preparation of the reports, to any other
person/organization without prior written approval of the Corporation.
(8) The consultant are expected to carry out assignment with due diligence and in
accordance with prevailing standards of profession and their relationship with the Corporation
will be governed by applicable laws and rules.
(9) During the assignment if the substitute is necessary, the consultant shall propose other
staff of atleast the same level of qualification for approval of the Corporation.
(10) While performing the job, the consultant will also involve staff of the Corporation for
training/transfer of knowledge. The remuneration of the consultant shall be inclusive of the
cost of such training programmes.
(11) The Corporation and the Consultant shall observe highest standard of ethics during the
discharge of respective contractual obligations.

11
(12) In case of dispute between the parties arising out or touching with any matter relating
to the contract, the same shall be adjudicated by the Arbitrator nominated by CMD of the
Corporation. It will be obligatory for the parties to first resort the remedy of the arbitration
before proceeding to Court. However, for any purpose in resorting judicial channels, the Court
at Delhi will have exclusive jurisdiction to entertain any proceedings between the parties.
Instructions to the offerer of EOI:
1 The offerers are requested to submit their EOI by Registered post acknowledgement due duly
addressed to Chairman-cum-Managing Director, State Farms Corporation of India Limited, Farm Bhavan,
14-15 Nehru Place, New Delhi 110 019 in sealed envelop marked " EOI FOR CONSULTANCY SERVICES as
indicated in the instructions" or put the offer personally in the Tender Box available in office upon 1.00
PM on or before the date as indicated. All offers should be complete in all respects accompanied by
supporting materials indicated in the EOI documents.
2 Offerers are instructed to read these instructions and the whole of EOI documents carefully
before submitting their offers. No erasing or alteration in the EOI document is permitted and any such
eraser and/or alteration will be disregarded. If the offerer wants any modification in EOI, he should
state on separate sheet clearly indicating the clause number and modifications suggested.
3 The offerers are required to submit their EOI with complete particulars to the Corporation to
enable to compare EOI and assess the performance of EOI of the other offerers.
4 The EOI should also enclose the organizational hierarchy chart, the resumes of top and middle
level key personnels who will handle the assignment and Entity Proof documents.
5 The offerers should quote rate for the whole EOI assignment. In case the offer deviates from
the prescription indicated, more details should be inserted.
6 The remuneration should be firm and no variation in the same shall be permitted on any
account except the imposition of any tax/charges as prescribed by the Government after the date of
submitting the EOI.

12
7 The offer should be submitted in two separate sealed envelops, one envelop should contain
only 'technical specifications' and other as 'financial specifications'. The envelop concerned should
superscribe accordingly the nature of specifications.
8 The offerer will be required to complete the assignment within a period of 4 months from the
date of communication of the acceptance of assignment.
9 Terms of payment :
1 90% payment shall be made after getting the confirmation from the Division concerned about
the satisfactory Report. Balance 10% payment shall be released after scrutiny of the Report by the
Division concerned.
2 The Corporation does not bind itself to accept the lowest or any other EOI and reserves the right
to reject the whole EOI or part thereof without assigning any reasons therefor.
10 Earnest Money :
The amount of Earnest Money shall be deposited by way of Bank Draft in favour of "State Farms
Corporation of India Limited" payable at New Delhi.
11 Last date for receipt of EOI offer and opening of offer:
1 The offer should reach the office of the Corporation upto 1.00 PM on or before completion of 15
days from the date of Publication in Newspaper. The offerers shall not be permitted to withdraw their
offers within the validity period. If they withdraw the same, their Earnest Money shall be forfeited. The
Earnest Money of unsuccessful offerers shall be refunded without interest after the EOI offers are
finalized, by means of crossed cheque.
2 Successful EOI offerers: The acceptance of the EOI the Corporation will constitute binding
contract between the parties. However, the offerer shall also execute the formal contract within 15

days in the prescribed form subject to such modifications as may have agreed to before acceptance of
the offer. The cost of stamping the formal contract shall be borne by the successful offerer.
13
3 If the successful offerer fails to execute the formal contract within the prescribed time, the
Earnest Money shall stand forfeited forthwith. The forfeiture of the Earnest Money will not in any way
absolve offerer from reimbursing the Corporation the damages which the Corporation may suffer and
the offerer shall be liable to pay the same in accordance with the contract. The clause regarding
arbitration and jurisdiction in the EOI contract is obligatory.
4 As per instructions of CVC, post-offer negotiation is banned except in case of negotiation with
the lowest offerer. Hence, firm and final rates should be quoted.