Tender No: NIT/IIMBG/Book/09/2018-19

TENDER CALLING FOR QUOTATIONS FROM BOOK AGENCY FOR EMPANELMENT FOR SUPPLY OF BOOKS

Indian Institute of Management Bodh Gaya invites sealed applications from reputed book sellers/agencies up to 2.00 pm. on 9th July, 2018 for Empanelment for Supply of Books. This empanelment will be valid for a period of 2(two) years from the date of approval of the Competent Authority. Applications in sealed cover, superscribed as “Tender Calling for Quotations from Book Agencies for Empanelment for Supply of Books”, shall be sent to the following address.

Senior Administrative Officer (Purchase)
Indian Institute of Management Calcutta
Joka, D. H. Road
Kolkata – 700 104
West Bengal

Applications will be opened on 9th July, 2018 at 2-15 p.m. in the presence of Book Agencies or their authorized representatives. The selection of empanelment of book suppliers for the supply of books will be done two stages on same day.

Stage-1: Those who will fulfill all the eligibility criteria will be empanelled as book suppliers of IIM Bodh Gaya for the period of two years from the date of approval of the Competent Authority.

Stage-2: Within the empanelled suppliers, those who will quote highest discount for the latest edition of the books may get orders for the period of two years. If more than one supplier quotes for the same percentage of discount, the orders may be split between all the vendors who have quoted the discount on a rotational basis. The discount percentage shall remain constant during the entire period of empanelment. The contract may be extended three more years based on their performance every year.

Eligibility criteria for intending bidders for empanelment:

(Proof / Supporting documents to be enclosed for the points mentioned below)

1. The Agency must be registered under Companies Act.
2. The annual turnover of the Book Agency for the last three financial years must be 2 Crores per annum.
3. The Agency must not be blacklisted by any National level institutions.
4. The Agency must be a supplier of National level institutes like IITs, IIMs, NITs, ISER, NISER etc.
5. The Agency must be distributor/dealer of Academic books of foreign publishers like Elsevier, Tayr and Francis, Springer, Wiley, Oxford, Cambridge, etc.

1. The Agency should be a regular member of the “Good Offices Committee” of the Federation of Publishers & Booksellers Association of India or any other State level association of Booksellers and proof to this effect has to be enclosed as Annexure-I.
2. The Firm/Agency should have permanent office which should have been established for a minimum period of ten years as on 01.01.2018 and should be continuously functioning. Proof to this should be enclosed as Annexure -II.
3. Enclose a list of agencies (Govt. / Statutory bodies / Professional, Educational Institutions etc.) to whom books supplied along with annual sales turnover for the two previous years and proof to this effect has to be enclosed as Annexure-III.
4. The firm should be having PAN (Permanent Account Number) allotted by the Income Tax Department; documentary proof of the same has to be enclosed as Annexure-IV.
5. The bid documents will be rejected if it is
   1. incomplete
   2. not properly filled.
   3. received after the due date
6. 1. The Director, IIM Bodh Gaya reserves the right to approve or reject any or all the Agencies. Her decision will be final in all cases in respect of acceptance/rejection /arbitration.
   2. IIM Bodh Gaya reserves the right to add any additional Book Agencies to the approved list of Agencies or to place the purchase order to any of the Agencies.
   3. Bidders shall enclose a Demand Draft for sum of INR.2,000/- being the Registration Fee which is non-returnable. Payment of Registration Fee is to be made through Demand Draft in favour of “Indian Institute of Management Bodh Gaya”, payable at Kolkata
7. Security Deposit:
   1. Qualified Book Agencies (both in eligibility and financial bid) shall submit on demand a security deposit of Rs.50,000/- (Rupees Fifty thousand only) in shape of Demand Draft, in favor of the “Indian Institute of Management Bodh Gaya”, payable at Bodh Gaya within seven (07) days of confirming empanelment.
   2. The above security deposit will be refunded to the Agencies only on successful completion of the duration of empanelment i.e., two years from the date of commencement of empanelment. Any default on the part of the Agency will lead to forfeiture of security to IIM Bodh Gaya and the Agency will have no claim on it. The Security Deposit amount will not carry any interest.

Note: Proof for eligibility criteria and Financial bid” in the prescribed proforma along with Terms and Conditions duly signed and dated with office seal should be quoted separately and placed in separate sealed envelopes superscripted accordingly in bold letters, both these envelopes be enclosed in a large envelope.

TERMS AND CONDITIONS FOR SUPPLY OF BOOKS

Enquiry on availability of books:

1. The Institute may place an enquiry with all the empanelled Agencies for the required titles and number of copies of each thereof by email.
2. Within two days of receipt of the email, the Agencies having books as per above list of copies and unit price, by reply email only.

Purchase Orders:

1. Supply of books has to be made strictly against and as per the purchase orders.
2. Sending the acknowledgement of the receipt of purchase order, which is taken as acceptance of the purchase order, is mandatory, preferably by email.
3. Any clarification/query regarding the purchase order should be sought from the Institute within two (02) days of receipt of the order.
4. Supply only latest edition of the title

1. Bill: The pre-receipted bills should be in quadruplicate drawn in the name of Indian Institute of Management Bodh Gaya. Original Bill(s) should be dully stamped in case the amount exceeds Rs.5,000.00. The bill should also contain the Order Number and date.
2. The bill must contain the item number of the order against the title supplied.
3. Delivery: The supplier has to execute all the supplies within 14 (fourteen) days in case of Indian Books and 30 days for Foreign Books from the issue of the order. However, it may please be noted that at times the supplies will be required to deliver the books against instant orders.
4. If more time is required, the supplier has to inform to the Institute timely. If no communication is received from the Agency, then the supply order will automatically stand cancelled after stipulated time.
5. Book should be delivered at IIM, Bodh Gaya premises, transportation, postal and any other charges, if any, will be borne by the Agency. Supplies should preferably made by registered post / courier service or through messenger. The delivery shall be effected on a working day hours.
6. Books must be in good condition. IIM Bodh Gaya will not accept short supply of defective books. If supplied, they should be replaced without extra cost. But payment will be processed and made only after receipt of entire lot of books or after all the defective books have been replaced. No interim or part payment will be made with respect to books short delivered or delivered as defective books.
7. If there is a short supply or supply of defective copies or supply of an edition other than the one ordered, IIM Bodh Gaya will procure from the market the required copies of the books to the extent of shortfall, to make up for the defective copies or the latest edition at the cost and risk of the approved supplier on whom the original order has been placed and any excess cost incurred by IIM Bodh Gaya shall be recovered from the original Agency or adjusted against the payment due to the original Agency.
8. The supplier shall have to furnish the price proof of the books. Conversion rate will be applicable as per GOC. In case of any price manipulation when detected at any stage, the supplier shall be responsible for the same and the excess amount charged shall be refunded to the Institute in one instalment.
9. Consignee:
   Magadh University Campus, Bodh Gaya
   Indian Institute of Management Bodh Gaya
   Directorate of Distance Education Building
   Magadh University Campus, Bodh Gaya
   Bihar – 824234
10. Packing: The packing list giving full particulars of the books must be kept in packing list. The particulars of the order number and date should also be there.
11. Penalty Clause: Supply forms the crucial part of the order and therefore, if the supply is not completed in the stipulated time as prescribed in this document, termination of the empanelment may be considered, besides levying penalty @5% per week on the value of goods supplied belatedly.
12. Force Majeure: Neither party shall be liable in damage or have the right to terminate this agreement for any delay or default in performing if such delay or default is caused by beyond its control including but not limited to Act of God, Government restrictions (including denial or cancelation of any export or other necessary licence), war etc., which is beyond the reasonable control of the party whose performance is affected.
13. The Director IIM Bodh Gaya reserves the right to accept or reject any tender fully or partly at any time prior to the award of the empanelment.

Other Terms & Conditions

• The Director of IIM Bodh Gaya reserves the right to modify the terms and conditions of empanelment at any time during the period of empanelment at its sole discretion and without assigning any reason.
• The Director of IIM Bodh Gaya reserves the right to cancel the empanelment at any time, without assigning any reason and shall not be responsible for any loss or damage incurred by the supplier due to such cancellation. However, the bills for the accepted goods will be settled as early as possible.
• The Director of IIM Bodh Gaya reserves the right to cancel the “call for quotation” or extend the last date without assigning any reason or with or without notice and shall not be responsible for any loss or damage caused to any party.
• All the books supplied should be as per bibliographic specification supplied, if the books are not found satisfactory, the same will be sent back and the expenditure will be borne by the supplier.
• Eempanelment can be terminated at any time in case the services are not found satisfactory.
• The publications, which cannot be supplied at our approved rates and terms, should be referred to us for our approval for the higher rates otherwise the books will be accepted at our approved rates.
• Any Legal disputes that may arise out of the contract shall be subject to the jurisdiction of the Courts of Calcutta and/or Gaya.

Eligibility Criteria for Empanelment

PROFORMA FOR FINANCIAL BID

Books are to be supplied at IIM Bodh Gaya, Bihar

Percentage of Discount offered (To be mentioned in both Figures and Words)

IMPORTANT NOTICE

SUPPLIERS RESPONDING TO THIS ENQUIRY SHALL BE DEEMED TO BE AGREEABLE TO THE TERMS AND CONDITIONS HEREIN CONTAINED. THESE TERMS AND CONDITIONS SHALL BE BINDING ON THE SUCCESSFUL SUPPLIER. CONDITIONAL SUPPLIERS ARE LIABLE TO BE REJECTED. IIM BODH GAYA WILL PROCESS THE SUPPLIER AS PER IIM BODH GAYA STANDARD PROCEDURES. THE DIRECTOR OF THE INSTITUTE RESERVES THE RIGHT TO REJECT ANY OR ALL OR PART OF SUPPLIER WITHOUT ASSIGNING ANY REASON AND SHALL ALSO NOT BE BOUND TO ACCEPT THE LOWEST TENDER. IIM BODH GAYA WOULD NOT BE UNDER ANY OBLIGATION TO GIVE ANY CLARIFICATIONS TO THE AGENCIES WHOSE BIDS ARE REJECTED.

I agree to all terms and conditions mentioned in the tender document of the Institute