Indian Institute of Management Kashipur
Ref. no. IIMKPV/LIB/VEN/2015-16 Date: 16/03/2015
Empanelment of Vendors for Supply of Books to IIM KASHIPUR Library
Indian Institute of Management Kashipur invites open offer of interest for “Empanelment of
Vendors for the Supply of Books (Print & Electronic)” on prescribed format from reputed
vendors/distributors/library suppliers in India to IIM Kashipur Library. This empanelment
will be valid initially for one year and may be extendable up to one more year (till 2017), at
the sole discretion of the Institute.
Interested vendors/distributors/library-suppliers may submit the applications along with one
copy each of the requisite documents to “The Chairperson Library, Indian Institute of
Management Kashipur, Bazpur Road, Kashipur, Dist- Udham Singh Nagar, Uttarakhand244713”.
Last Date for Submission of Applications: 5.00 pm on 6 April, 2015
Instructions for applicants, detailed terms and conditions, application proforma are as
follows:
Instructions for applicants:

Interested vendors/distributors/library suppliers should submit application form in
sealed envelope superscribing – “Application for Empanelment for the supply of
Books”.

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.

Incomplete and conditional applications will not be considered.

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 concerned firm liable for legal action besides termination of empanelment.

Strict discipline is expected to be maintained with respect to application for
empanelment. No canvassing or repeated communication should be made with the
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library. Failing to maintain this discipline, the applicants are liable to be black-listed
by the Institute.

The application(s) received after the due date and time will not be considered.

The applications will be scrutinized and shortlisted for empanelment by a committee.
This committee will be constituted by the competent authorities of the Institute. The
shortlisted vendors will be informed by email and/or by regular post for further
procedure, as required.

The short-listed vendor(s)/distributors(s)/library supplier(s) for empanelment are
required to agree to supply as per the institute’s terms and conditions for the supply of
books as stipulated hereunder.
The empanelment for supply of books will be governed by the following terms and
Conditions:
1) General
a) The Director, IIM Kashipur 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.
b) IIM Kashipur does not bind itself to its list of empanelled vendors and can place the
purchase order to any other vendor not included in the list.
2) Enquiry on availability of books
a) The library will place an enquiry with all the empanelled vendors for the required
titles and number of copies of each thereof, by email.
b) The empanelled vendors have to respond within two (02) days (only by email) with
the following details:
i) Number of copies available;
ii) Unit price (in original currency);
iii) Discount offered (discount can be revised upward only from pre-committed
discount);
iv) Shipping time;
v) Validity of the quoted price(s), etc.
A proforma for the same will be provided to the empanelled vendors.
3) Purchase Orders
a) The library will place purchase orders with the empanelled vendor(s) offering the
lowest price and/or the highest discount, as applicable, for the available latest/Indian
edition.
b) If two or more empanelled vendors offer the same discount and/or the lowest price, an
approximate equal distribution of the purchase order(s) will be made among them.
c) Supply of books has to be made strictly against the purchase orders only.
d) Sending an acknowledgment of the receipt of purchase order, which is taken as an
acceptance of the purchase order, is mandatory, preferably by email.
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e) Any clarification/query regarding the purchase order should be sought from the
Library within five (05) days of receipt of the order.
4) Time-frame for supply
a) 20 days (maximum) - for Indian/Foreign titles (if available in India).
b) 45 days (maximum) - for Foreign titles (if not available in India).
c) 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.
d) 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.
e) In case there is a delay that is foreseen in supply, the concerned empanelled vendor
should send a communication to the library explaining the same and seeking an
additional required time to supply the same, at least, seven (07) working days before
the supply due date.
f) If the provided reason for delay is justified supported with adequate proof (e.g.,
communication from publisher/publisher’s distributor or stockiest), the library
chairperson may consider extending the supply time as may deem fit. However, this
should not exceed five (05) weeks from the original supply due date.
g) If the supplier delays in supplying the books without satisfactory justification, the
Institute may impose a fine up to 10% of the cost of books supplied late.
5) Transport Charges
a) The supply should be free of freight charges.
b) If the supply is made through Railway Parcel, the freight must be pre-paid.
c) If the supply is made by post, the books should be sent through registered post/parcel
or courier, whose charges will be borne by the supplier. Books sent via V.P.P. will not
be accepted.
d) Every supply should be accompanied by a delivery challan, clearly bearing the details
of the items and titles in supply, their quantity and price.
6) Conditions for cancellations of the released purchase orders
a) 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 providing
satisfactory justification for such delay, the empanelled vendor(s) will be charged
with liquidated damages at the rate of 5% to 10%(maximum) of the value of the order
not fulfilled.
b) Thereafter, the Institute reserves the right to cancel the order and place the empanelled
vendor(s) in its black list after providing them an opportunity to represent their side.
c) 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.
7) Edition specifications
a) Latest editions of books must be supplied.
b) By default, paperback editions of books should be supplied (unless specified
otherwise in the purchase order).
c) By default, Indian editions of books should be supplied (unless specified otherwise in
the purchase order).
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d) In case of unavailability of paperback and Indian editions, clarification/permission
should be sought, preferably by email, from the library, regarding supply of the
available editions in lieu of the default.
8) Discount: Refer the Annexure A for furnishing the rate of discounts
9) In case of Government publications (GOI, Swami's Publications, etc.) and other
publications where even the minimum discount as specified in the above table is not
applicable may be quoted at lower discount giving suitable justification for such lower
discount.
10) Invoicing procedure and Conversion Rates
a) The Invoice should bear the firm’s IT PAN.
b) Pre-receipted invoice(s)/bill(s) are to be submitted in triplicate (3 copies).
c) A revenue stamp should be affixed on the original bill and should be signed by
authorized signatory.
d) Invoice should be raised in favour of The Director, Indian Institute of Management
Kashipur, Bazpur Road, Dist- Udham Singh Nagar, Uttarakhand - 244713.
e) One invoice should be raised against one purchase order (P.O.) only. Titles from
different P.Os should not be combined and supplied under one invoice.
f) The prices in the invoice should be indicated in original currencies.
g) Reserve Bank of India (RBI) currency conversion rates as applicable on the date of
raising invoice (invoice must be raised during the duration mentioned in the Purchase
order for supplying the books) should only be followed, and should also be clearly
indicated on the invoice.
11) Undertaking: Every invoice should certify the following.
a) The prices charged in this invoice are the actual, current publisher’s prices as billed to
us; and are true and correct.
b) The
prices
charged
are
as
per
the
publisher’s
invoice
(publishers/importers/distributors) and latest catalogue.
c) The latest editions have been supplied, and they are not remaindered titles.
d) The books supplied against this order have been checked against defects in collation,
binding, and condition of accompanying material viz., CDs etc., and for other
physical conditions. If any defects are detected later, the defective books/CDs shall be
replaced free of cost, at the destination of supply.
12) Mandatory enclosures with Invoice
a) A copy of publisher’s/distributor’s invoice/copy of printed catalogue of the order
period, as a price proof.
b) A currency conversion proof with date.
c) Every price proof and currency conversion proof should contain seal and authorized
signature of the vendor.
13) Termination of empanelment: The Institute shall be at liberty to terminate the
empanelment of an empanelled vendor(s)/supplier(s) without any prior notice, and also
reserves the right to claim the amount of loss incurred by the Institute in case of any of
the following:
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a) If the supplier repetitively fails to supply the ordered books and liquidated damage
charges (as in Clause no. 6(a)) have been levied three times.
b) In case of breach of any terms and conditions of agreement, or
unsatisfactory/inefficient performance on the part of the vendor.
c) If at any time, found that the information provided by the empanelled vendor in any
form about publications, services and related matters is incorrect which results in
losses in any form (financial/time/reputational) to the Institute.
14) 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. The empanelled vendor(s) may
find any update, on IIM Kashipur website (http://www.iimkashipur.ac.in), in this regard.
15) Any dispute arising out of empanelment of suppliers/ supply of books to IIM Kashipur
will be subject to the jurisdiction of court of law as applicable to IIM Kashipur.
APPLICATION FORM FOR EMPANELMENT OF VENDORS FOR SUPPLY OF
BOOKS (PRINT&ELECTRONIC) TO IIM KASHIPUR LIBRARY
*(PLEASE READ THE “TERMS AND CONDITIONS” CAREFULLY BEFORE
FILLING THE FORM)
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(Strike off whichever is not applicable)
1) Name of the Firm:
……………………………………………………….………………………………..
2) Address(es) of Head Office & Branches with telephone numbers, fax numbers, email
addresses, and website, if any:
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
…………………………………………………………………………………………..…
3) Constitution of the Firm/Agency under (attach copy of registration):
a) Indian Companies Act 1956.
b) Indian partnership Act 1932
c) Proprietary firm
d) Under any other Act (please specify).
If Partnership Firm, registered under the Indian Partnership Act, 1932, please state
further whether the partnership agreement/deed has been conferred on the partner who
has signed the Tender.
a) If No, whether there is any general power of attorney executed by all the partners of
the Firm authorizing the partner who has signed the Tender.
b) If Yes, please furnish a copy of either of partnership Agreement or the general power
of attorney as the case may be. The power of attorney should on appropriate stamp
paper by all the Partners and duly attested by a Notary Public.
4) Name and address of Directors / Managing Directors / Proprietor/Partner:
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
…………………………………………………………………………………………..…
……………………..………………………………………………………………………
5) Membership of Professional Bodies:
The Agency Must have the membership of any of the following (provide documentary
proof of your membership)
i) Goods Offices Committee (GOC):
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ii) Federation of Publishers’ and Booksellers’ Association of India (FPBAI):
iii) Any other State / National Association(s) of books suppliers:
……………………………………………………………………
6) Are you a distributor / dealer / stockiest / exclusive or preferred agent of any publisher? If
so, please attach copies of the authority letters issued by the publishers along with details
of your distributorship / dealership / stockiest / exclusive or preferred agent(s).
i) …………………………………………..
ii) ………………………………………….
iii) ………………………………………….
7) Is the firm an Income Tax payee? If so, please attach one copy each of Income Tax
returns of last three consecutive years and also a copy of PAN card of the partners /
owners.
8) 7Please provide details of your firm’s Sales Tax Registration No. (Attach: copies of,
GST, CST Certificate).
9) Minimum six (06) references of the Libraries of reputed institutes/organizations with
whom you are already registered such as institutes of national importance, government
established research laboratories (e.g. IITs, IISc., NITs, IIMs, CSIR Labs, ICMR etc.),
etc.
10) Please provide details of the annual turnover of the firm for the last three consecutive
years with documentary evidence.
11) Please provide an affidavit on a non-judicial stamp paper of Rs. 50.00, for not having
black-listed for minimum three (03) years by any of the Institutes or Universities or
Government organizations in India.
Details of Minimum (Base Level) Discount
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Publisher/Books
Minimum/Maximum Discount (%age)
(A) International
Publishers
Single Copy:
Minim um
base level
discount
20%
Multiple Copies: (More than 05 copies)
Minimum base level discount
1
Indian Edition: Text Books
2
Indian Edition: Reference Books
20%
25%
3
Indian Edition: General Books
20%
25%
4
Foreign Edition: Text Books
30%
30%
5
Foreign Edition: Reference Books
30%
30%
6
Foreign Edition: General Books
30%
30%
7
Multivolume Sets
35%
35%
(B) Indian
Publishers
25%
Single Copy: Minim um Multiple Copies: (More than 05 copies)
base level discount
Minimum base level discount
1
Text Books
20%
25%
2
General Books
20%
25%
3
Reference Books
20%
25%
4
Multivolume Sets
35%
35%
Note:
Discount offered by the Tenderer less than the base level discount
mentioned in the Financial bid above on any publication/s, must be
submitted with a written justification along with supporting documents.
Please provide the publisher wise discounts as per format given in Annexure A.
Annexure A
PUBLISHER WISE DISCOUNT
Page 8 of 11
Discount offered
Sl.
Publisher
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
Academic Press
Allied Publisher
Ane Books
Basic Books
Cambridge University Press
Cengage India
Dreamtech Press
Elsevier India
Excel Books
Galgotia Publishing
Harper Collins India
HBR Press
Himalaya Publishing
I K International
Jaico Publishing
Kogan Page India
Macmillan India
McGraw Hill
MIT Press
Morgan Kaufmann
New Age International
Orient Black Swain
Oxford University Press
Palgrave
Pearson India
Penguin
PHI
Princeton University Press
Productivity Press
Psychological Press
Random House
Response
Routledge
S Chand & Co.
35
Sage India
36
37
38
39
40
41
42
Springer (India)
Tata McGraw Hill
Taxmann
Taylor & Francis
Techmedia
Vikas
Viva Publication
Single copy
Page 9 of 11
Multiple copy
43 Wiley India
44 Wisdom
45 Wolter Kluwer
46 Guiford Publication
47 Psychological Press
Any Other Publishers (Please specify)
48
49
50
Non- Specified Publisher
1. Indian Publisher
Text Books
Reference Books
General Books
2. International Publisher
Text Books
Reference Books
Text Books
Page 10 of 11
DECLARATION
(To be given by the legal owner/partner/ competent authority of the agency)
I,
acting
……….....................................
on
behalf
(Name),
Designation........................…….,
of
.........................…………………………………………………………………………………
…………………………………………………………………………………………………
…….........................................................…………………..( Name & Address of the Agecy),
which is an applicant for Empanelment of Vendors/Suppliers for Supply of Books to Indian
Institute of Management Kashipur, Bazpur Road, Kashipur-244713 (Uttarakhand), hereby
undertake:
1. That the information provided in this application form is true to the best of our
knowledge. I / We also undertake the responsibility to communicate all subsequent
changes in the constitution or working of firm affecting the accuracy of the facts
stated above.
2. That all matters related to Indian Institute of Management Kashipur shall be treated as
confidential and no information shall be passed on to any unauthorized person without
written permission of Indian Institute of Management Kashipur.
3. That if empanelled, the firm will serve the Institute for a minimum period of one year.
4. That I / we have read and understood all the “Terms and Conditions” of
empanelment and consciously agree to abide by them. In the event of any breach of
the terms and conditions of empanelment during the entire period of empanelment,
the full responsibilities of any loss (including financial, time and reputation) incurred
by IIM Kashipur because of my/our negligence as assessed by IIM Kashipur, shall lie
with my agency and my agency will fully compensate IIM Kashipur for all such
losses without resort to any legal process.
…………………………………………
Place………………..
Signature of Partners / Proprietors/
Competent Authority (with Firm’s Seal):
Date ……………………..
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