INDIAN INSTITUTE OF TECHNOLOGY INDORE

Empanelment of Vendors for Supply of Books (Print & Electronic)To Central Library, IIT Indore

Indian Institute of Technology Indore invites open offer of interest for“Empanelment of Vendors for the Supply of Books (Print &Electronic)” on prescribed format from reputedvendors/distributors/library suppliers in India, to IIT Indore CentralLibrary. This empanelment will be valid initially for one year and maybe extendable up to two more years at the sole discretion of theinstitute.

Interested vendors/distributors/library suppliers may submit theapplications along with one copy each of the requisite documents to“The Deputy Librarian, Indian Institute of Technology Indore, C/o IET,M Block, DAVV Campus, Khandwa Road, Indore – 452017”.

Last Date for Submission of Applications: September 23 up to 3 P.M.

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

Instructions for applicants:

(i) Interested vendors/distributors/library suppliers shouldsubmit application form in a sealed envelope superscribedas – “Application for Empanelment for the supply of Books(Print & Electronic) to IIT Indore Library”.

(ii) The application should be signed by an authorized signatoryof the vendor(s) bearing his/her full name and status, clearly

indicated below the signature along with the official seal ofthe firm.

(iii) Incomplete and conditional applications will not beconsidered.

(iv) At any given point of time, if any of the documents furnishedby the vendors/suppliers is found to be false, it would bedeemed to be a breach of terms of contract making the firmconcerned liable for legal action besides termination ofempanelment.

(v) Strict discipline is expected to be maintained with respect toapplication for empanelment. No canvassing or repeatedcommunication should be made with the library. Failing tomaintain this discipline, the applicants are liable to be black-listed by the institute.

(vi) Application(s) received after the due date and time will notbe considered.

(vii) Applications will be scrutinized and shortlisted forempanelment by a Committee constituted for this purpose.This committee will be constituted by the competentauthorities of the Institute. The shortlisted vendors will beinformed by email and/or by regular post for furtherprocedure, as required.

(viii) The short-listed vendor(s)/distributors(s)/library supplier(s)for empanelment are required to agree to supply as per theInstitute’s “Terms & Conditions for Supply of Books (Print& Electronic)” as stipulated hereunder:

The empanelment for supply of books (print & electronic) will begoverned by the following “Terms and Conditions”*.

1. General

(i) The Director, IIT Indore, reserves the right to approve or rejectany or all the vendors and his decision will be final in all cases in respectof Acceptance /rejection/ arbitration.

(ii) IIT Indore does not bind itself to not to add to its approved listof vendors or to place purchase order(s) to any of the vendors.

2. Enquiry on availability of books

(i) The library will place an enquiry with all or some of the empanelledvendors (using its own discretion and judgment) for the required titlesand number of copies of each thereof, by email.

(ii) As per the provided list of books or other materials, the empanelledvendors have to respond within two (02) days, only by email with thefollowing details:

Number of copies available; Unit price (in original currency); Shipping time; Validity of the quoted price(s), etc.

A Proforma for the same will be provided to the empanelled vendors.

3. Purchase Orders

(i) The library will place purchase orders with any of the empanelledvendor(s), using its own discretion and judgment.

(iii) Supply of books has to be made strictly against the purchase ordersonly.

(iv) Sending an acknowledgment through email of the receipt ofpurchase order, which is taken as an acceptance of the purchase order, ismandatory.

(v) Any clarification/query regarding the purchase order should besought from the Library within five (05) days of receipt of the order.

4. Time-frame for supply

(i) 4 weeks (maximum) for titles available in India(ii) 8 weeks (maximum) - for Foreign titles (if not available in

India).(iii) In case of urgent books, vendors should try to procure books

from Online vendors. In such cases, the Library mayundertake to pay handling charges, if the proof is submitted.

(iv) If the requested title(s) is OFP (Out of Print) or POD (Printon Demand), sufficient valid supporting documentary proofshould accompany the communication seeking any extra timefor supply.

(v) In case of titles that are not supplied, a certificate of non-availability of those titles in the market from thepublisher/publisher's distributor/stockiest should be furnishedwithin the due date of supply.

(vi) In case there is a delay that is foreseen in supply, theconcerned empanelled vendor should send a communicationto the library explaining the same and seeking an additionalrequired time to supply the same at least seven (07) workingdays before the supply due date.

(vii) If the provided reason for delay is justified with adequateproof e.g., communication from publisher/publisher'sdistributor or stockiest, the librarian may consider extending

the supply time as may be deemed fit. However, this shouldnot exceed five (05) weeks from the original supply due date.

(viii) The supply should be free of freight charges.(ix) If the supply is made through Railway Parcel, in that case the

freight must be pre-paid.(x) If the supply is made by post, the books should be sent per

registered post/parcel or courier, whose charges will be borneby the supplier. Books sent via V.P.P. will not be accepted.

(xi) Every supply should be accompanied by a delivery challan,clearly bearing the details of the items and titles in supply,their quantity and price.

5. Conditions for cancellations of the released purchase orders

(i) If the empanelled vendor to whom the order has been placedfails to supply the entire order or any part of the order withinthe stipulated time, without sending any writtencommunication to the library regarding delay or its (their)inability to supply the ordered title(s), the order may standcancelled and the Institute may place the order with anothervendor.

(ii) The decision of accepting supply of cancelled titles is at thesole discretion of the Institute and the decision of thecompetent authority of the Institute shall be final in thisregard.

(iii) The Institute reserves the right to place the concerned vendorin its black list after providing them an opportunity torepresent their side.

6. Edition specifications

(i) Latest editions of books must be supplied, unless specifiedotherwise.

(ii) By default, paperback editions of books should besupplied, unless specified otherwise.

(iii) By default, Indian editions of books should be supplied,unless specified otherwise.

(iv) In case of unavailability of paperback and Indian editions,clarification/permission should be sought, preferably byemail, from the Library, regarding supply of the availableeditions in lieu of the default.

7. Discount:

(i) Discount rate for supply of all books will be 20%.

(ii) In case of Government publications (GOI & Swami'sPublications, etc.) & Short discount titles, the rate of discountmay be as applicable. In such cases, the vendor has to explainvia email about the discount rate, and provide proof of itbeing a short discount title. In any case, titles published bymajor Publication houses will not be considered as shortdiscount titles.

(iii) In case if any textbook title or regular title does not attracteven the minimum discount, the reason must be explainedwhile quoting for it.

(iv) In case a vendor is found to quote as Short Discount, titleswhich other vendors supply at the agreed rate of discount, IITIndore reserves the right to delist that vendor.

(v) In case a vendor is found to reply selectively to queriesplaced by the Library, choosing to reply only in case of titlesof certain publishers, and/or replying as “Out of Print/ Out of

Stock” for other publishers’ titles, IIT Indore reserves theright to delist that vendor.

8. Invoicing procedure and Conversion Rates:

(i) The Invoice should bear the firm's IT PAN.

(ii) Pre-receipted invoice(s)/bill(s) are to be submitted intriplicate (3 copies).

(iii) A revenue stamp should be affixed on the original bill andshould be signed by authorized signatory.

(iv) Invoice should be raised in favor of Central Library,Indian Institute of Technology Indore.

(v) One invoice should be raised against one purchase order(P.O.) only. Titles from different P.O.s should not becombined and supplied in one invoice.

(vi) The prices in the invoice should be indicated in originalcurrencies, and Indian rupees, with the currencyconversion rate.

(vii) Reserve Bank of India (RBI) currency conversion ratesas applicable on the date of the invoice should only befollowed, and should also be clearly indicated on theinvoice.

9. Undertaking: Selected vendors will have to give an undertakingbefore they can be formally empanelled, certifying the following:

(i) We undertake to answer all queries received regardingavailability of books, within the stipulated time frame.

(ii) We undertake to agree to supply all books for which thequery is placed, unless they are Out of Print / Out of Stock.In such cases, we will furnish proof of unavailability of suchtitles.

(iii) The prices charged by us are the actual, current publisher’sprices as billed to us; and are true and correct.

(iv) The prices charged by us are as per the publisher’simporter’s/distributor’s/Online book store’s (in case the bookis purchased online, if not otherwise available) invoice and/or catalogue.

(v) The latest editions have been supplied, and they are notremaindered titles.

(vi) The books supplied have been checked against defects incollation, binding, and condition of accompanying materialviz., CDs etc., and for other physical conditions. If anydefects are detected later, the defective books/CDs shall bereplaced free of cost, at the destination of supply.

10. Mandatory enclosures with Invoice:

(i) A copy of publisher’s/distributor's invoice/copy of printedcatalogue of the order period, as price proof.

(ii) A currency conversion proof with date.

(iii) Every price proof and currency conversion proof shouldcontain seal and authorized signature of the vendor.

11.Termination of empanelment:

The Institute shall be at liberty to terminate the empanelment of anempanelled vendor(s)/ supplier(s) without any prior notice, and alsoreserves the right to claim the amount of loss incurred by the Institute,based on the available invoices submitted by that empanelledvendor(s)/supplier(s), in case of any of the following:

(i) In case of breach of any terms of agreement,

(ii) Unsatisfactory/ inefficient working on the part of thevendor,

(iii) If at any time, it is found that the information provided bythe empanelled vendor in any form about publications,services and related matters is incorrect.

12. The Institute reserves the right to change or modify or amend orsubstitute any clause(s) in the “Terms and Conditions”, if required, atany time. The empanelled vendor(s) may find any update, on IIT Indorewebsite (http://www.iiti.ac.in), in this regard.

13. All disputes and differences arising out or concerning the work shallbe subject to the sole arbitration of Director, IIT Indore, or his nominee.The decision of the arbitration shall be final & binding on both theparties. The empanelment will be interpreted under Indian Laws anddisputes adjustable within the jurisdiction of court of law of IIT Indore.

APPLICATION FORM FOR EMPANELMENT OF VENDORSFOR SUPPLY OF BOOKS (PRINT &ELECTRONIC) TO IITINDORE LIBRARY*(PLEASE READ THE “TERMS AND CONDITIONS”CAREFULLY BEFORE FILLING THE FORM)

(Strike off whichever is not applicable)

1. Name of the Firm:………………………………………………………….………………………………..2. Address(es) of Head Office & Branches with telephone numbers, faxnumbers, e-mail addresses, and website, if any:…………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..………

2. Kind of Proprietorship:…………………………………………………….…………..……………………..

ii. Name and address of Directors / Managing Directors / Proprietor:…………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..………iii. If partnership, name and address of partners:…………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..…………………………………………………………………………………………………..………………………..………4. Please tick mark and provide documentary proof of your membershipin any of the following associations:

(i) Good Offices Committee (GOC)(ii) Federation of Publishers’ and Booksellers’ Association of India(FPBAI)(iii) Any other State / National Association(s) of books suppliers

5. Are you a distributor / dealer / stockiest / exclusive or preferred agentof any publisher?

If so, please attach copies of the authority letters issued by the publishersalong with details of your distributorship / dealership / stockiest /exclusive or preferred agent(s).

6. Please attach one copy each of Income Tax returns of last threeconsecutive years and also a copy of PAN card of the partners / owners.

7. Please provide details of your firm’s Sales Tax Registration No.(Attach: copies of, GST, CST Certificate).

8. Minimum six (06) references of the Libraries of reputedinstitutes/organizations with whom you are already registered such asinstitutes of national importance, government established researchlaboratories (e.g. IITs, IISc., NITs, IIMs, CSIR Labs, ICMR etc.), etc.

9. Please provide details of the annual turnover of the firm for the lastthree consecutive years with documentary evidence.

10. Please provide an affidavit on a non-judicial stamp paper of Rs.50.00, (Rupees Fifty only) for not having been black-listed for lastminimum three (03) years by any of the Institutes or Universities orGovernment organizations in India.

DECLARATION1. I / We………………………………….. (Names of proprietor(s) /

partners or shareholders) hereby declare that the informationprovided in this application form are true to the best of ourknowledge and that we shall be bound by the acts of dulyconstituted attorney.

2. I / We also hereby declare that all matters related to IndianInstitute of Technology Indore shall be treated as confidential andno information shall be passed on to any unauthorized personwithout written permission of the Competent Authority.

3. Mr. ….……………………………… whose signatures are appearingbelow, is / are the authorized representative(s) of the firm.

4. I / We also undertake the responsibility to communicate allsubsequent changes in the constitution or working of firm, affecting theaccuracy of the facts, stated above.

5. I / We assure that if empanelled, the firm will serve the Institute for aminimum period of one year.

6. I / We have read and understood all the “Terms and Conditions” ofIIT Indore as mentioned in this document and consciously agree to abideby them.

Signature of Partners / Proprietors:………………………………………………………Place: ……………………………..

Signature of Authorized representative of the firm:…......................................................................

Date (with Firm’s Seal): ………….