Empanelment of Vendors for Supply of Books

Indian Institute of Management Calcutta

Sub.: Empanelment of Vendors for Supply of Books to PGP (Office) at IIM-Calcutta.

Indian Institute of Management Calcutta invites open offer of interest for “Empanelment of Vendors for the Supply of Books” on prescribed Format from reputed vendors/distributors/suppliers in India, to its PGP (Office).

This empanelment will be valid for a period of three years from the date of final approval of empanelled suppliers list and it may be further extendable with written request from the vendors/suppliers, at the sole discretion of the Institute. Interested vendors/distributors/suppliers may submit the applications along with one copy each of the requisite documents to Senior Administrative Officer (Purchase), Indian Institute of Management Calcutta, Joka, Kolkata-700104.

Last Date for Submission of Application: 12th May, 2016 by 2.00 P.M.

Instructions for applicants, detailed terms and conditions, application Proforma are as follows:

Instructions for applicants:

1. Interested vendors/distributors/suppliers should submit application form in sealed envelopes super-scribing – “Application for Empanelment for the Supply of Books”.
2. The application should be signed by an authorized signatory of the vendor(s) bearing his/her full name and status, clearly indicated below the signature along with the official seal of the firm.
3. Incomplete and conditional applications will not be considered.
4. At any given point of time, if any of the documents furnished by the vendors/suppliers is found to be false, it would be deemed to be a breach of terms of contract making the firm concerned liable for legal action, besides termination of empanelment.
5. Strict discipline is expected to be maintained with respect to application for empanelment. No canvassing or repeated communication should be made with the PGP (Office). Failing to maintain this discipline, the applicants are liable to be black-listed by the Institute.
6. The received application(s) after the due date and time will not be considered.
7. The applications will be scrutinized and shortlisted for empanelment by the Institute committee. The short-listed vendors will be informed by email and/or by regular post for further procedure, as required.
8. The short-listed vendor(s)/distributor(s)/supplier(s) for empanelment are required to agree to supply as per the Institute’s “Terms & Conditions for Supply of Books (Print)” as stipulated hereunder.

The empanelment for supply of books (print) will be governed by the following “Terms and Conditions”.

1. General:
   1. The competent authority of Indian Institute of Management Calcutta reserves the right to approve or reject any or all the vendors, whose decision will be final in all cases in respect of acceptance/rejection/ arbitration.
   2. IIM-Calcutta does not bind to place the purchase order to the approved vendor.
2. Purchase Orders:
   1. The PGP (Office) will place purchase orders with the empanelled vendor(s) who offers best and prompt services and will try to distribute purchase orders equally among vendors. However, order will be placed on lowest quotation basis.
   2. Supply of books has to be made strictly against the purchase order only.
   3. Sending an acknowledgement of the receipt of purchase order, which is taken as an acceptance of the purchase order, is mandatory, preferably by email.
   4. Any clarification/query regarding the purchase order should be sought from the PGP (Office) within 03(three) days of receipt of the order.
3. Time-frame for supply:
   1. 20 days -30 days (maximum) – for Indian/ Foreign titles (if available in India).
   2. 3 weeks – 4 weeks, 45 days (maximum) – for Foreign titles (if not available in India).
   3. The Books should be consigned to the Chairperson (PGP), IIM-Calcutta, Joka, Kolkata-700104.
   4. If the requested title(s) is OFP (out of print) or POD (print on demand), sufficient valid supporting documentary proof should accompany the communication seeking any extra time for supply.
   5. In case of titles that are not supplied, a certificate of non-availability of those titles in the market from the publisher/publisher’s distributor/stockiest should be furnished within the due date of supply.
   6. In case there is a delay that is foreseen in supply, the concerned empanelled vendor should send a communication to the Chairperson (PGP) explaining the same and seeking an additional required time to supply the same, at least 07(seven) working days before the supply due date.
   7. If the provided reason for delay is justified with adequate proof e.g., communication from publisher/publisher’s distributor or stockiest, the Chairperson (PGP) may consider extending the supply time as may deem fit.
   8. The supply should be free of freight charges.
   9. Every supply should be accompanied by a delivery challan, clearly bearing the details of the items and titles in supply, their quantity and price. The representatives of vendors/suppliers will be responsible to arrange the books in the distribution room as per requirement of the office
4. Conditions for cancellations of the released purchase orders:
   1. If the empanelled vendor(s) to whom the order has been placed fails to supply the entire order or any part of the order within the stipulated time, without sending any written communication to the Chairperson (PGP) regarding delay or its (their) inability to supply the ordered title(s), then the empanelled vendor(s) will be charged with liquidated damages at the rate of 2% - 10% of the value of the order not fulfilled, per week, up to four weeks.
   2. Thereafter, the Institute reserves the right to cancel the order and place the empanelled vendor(s) in its blacklist after providing them an opportunity to represent their side.
   3. The decision of accepting supply of cancelled titles is at the sole discretion of the Institute and the decision of the competent authority of the Institute shall be final in this regard.
5. Edition specifications:
   1. Latest editions of books must be supplied.
   2. By default, paperback editions of books must be supplied.
   3. By default, Indian editions of books must be supplied.
   4. In case of unavailability of paperback and Indian editions, supply of the available editions in lieu of the default is accepted.
6. Discount:
   Discount for foreign publications and Indian publications should be mentioned separately by the supplier.
7. Mandatory enclosures with Invoice:
   1. For price verification book seller shall generally produce the publisher’s invoice under which he purchased the book. A copy of the publisher’s/distributor’s invoice/copy of printed catalogue of the order period may be also accepted if above is not applicable.
   2. A currency conversion proof with date.
   3. Every price proof and currency conversion proof should contain seal and authorized signature of the vendor.
8. Termination of empanelment:
   A vendor’s empanelment may be terminated/dropped/black-listed from the panel of suppliers at the occurrence of any of the following event:
   1. In case of breach of any terms of agreement, or unsatisfactory/inefficient working on the part of the vendor.
   2. If at any time, found that the information provided by the empanelled vendor in any form about publications, services and related matters are incorrect and result in losses in any form to the Institute.
9. Other Terms and Condition:
   1. The Institute reserves the right to change or modify or amend or substitute any clause(s) in the “Terms and Conditions”, if required, at any time.
   2. No vendor shall have the sole right to supply books/publications notwithstanding the discount rates so decided, the IIM-Calcutta shall have the right to procure books/publications on higher discount rates.
   3. Number of vendors/suppliers/publishers etc. for empanelment will be fixed by IIM-Calcutta.
   4. The book supplier shall deliver the books/documents to PGP (Office) premises at his own expenses. No freight for to and fro transportation shall be paid by the PGP (Office). If freight for to and fro transportation etc. is applicable, it should be communicated in writing in advance.
   5. In case of urgency, the vendors need to deliver the books under a very short notice. After placement of order (full quantity), in case of failure by the vendor to deliver the books within stipulated time, the vendor will be blacklisted by the competent authority of the Institute.
   6. The book supplier has to supply the new books in good condition and shall be responsible for misprint, defected piece from publisher, and any damaged books due to any reasons during transportation, etc. If any book/s found damaged, the recovery for the same will be adjusted from outstanding payment/pending bills of the book supplier. Penalty will be imposed for failure of delivery on stipulated time.
   7. In case of books of international edition, quotation in foreign currency (US$/British Pound) will be acceptable. Excess copies of book(s) will have to be taken back from the Institute, at the own responsibility of the vendor. The Institute will have no liability for these returnable books. Billing will be done on the basis of final challan with receipted quantities of books.
   8. Separate quotation is to be submitted for each titled book in sealed envelope and addressed to the Chairperson (PGP), IIM Calcutta. Name of the titled book should be mentioned on the envelope.
   9. The book supplier has to submit the bill only on the basis of receipted. On delay of any payment, no claim of interest or any charge will be entertained by the PGP (Office).
   10. All disputes and differences arising out or concerning the work shall be subject to the sole arbitration of Director, IIM-Calcutta or his nominee. The decision of the arbitration shall be final & binding on both the parties. The empanelment will be interpreted under Indian Laws and disputes adjustable within the jurisdiction of court of law of IIM Calcutta.
   11. Appeal against any terms & conditions shall, however, lie with the Director, IIM Calcutta whose decision shall be final. The dispute, if any, shall be subject to the jurisdiction of Courts at Kolkata. Any other jurisdiction mentioned in the quotations or invoices of the book supplier shall be invalid and shall have no legal sanctity.
   12. In case, any other information/clarification is required, Senior Administrative Officer (PGP) may be contacted at Telephone No. 033-2467-8307 on any working day (Monday to Friday) during 09.45 A.M. to 5.45 P.M..
   13. The sealed quotations, complete in all respects, should be dropped in tender box located at the Office of the Senior Administrative Officer (Purchase), Indian Institute of Management Calcutta, Administrative Building (East side), Joka, Kolkata- 700104 latest by 12th May, 2016 by 2.00 P.M.

Senior Administrative Officer (Purchase)

Click here to Download the Application Form