NOTICE INVITING TENDER (NIT)

(E-PROCUREMENT MODE)
FOR
EMPANELMENT OF VENDORS /
SUPPLIERS FOR SUPPLY OF BOOKS
TO IIM JAMMU

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

Dated: 15.10.2020

Website:
http://www.iimj.ac.in/tender-and-notice
https://www.eprocure.gov.in/eprocure/app

Address To:
Chief Administrative Officer
Indian Institute of Management Jammu
Old University Campus, Canal Road
Jammu- 180016 (J&K)

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 Notice Inviting Tender (E-Procurement Mode)
Reference No: IIMJ/NIT/Supply-Books/2020-21/08 Dated: 15.10.2020

Notice Inviting Tender (NIT)-(E-Procurement Mode) for Supply of Books to IIM Jammu
Indian Institute of Management Jammu, an autonomous body, under the Ministry of Human
Resources Development, Government of India invites E-Tenders / online bids for providing Supply of Books
to IIM Jammu. Interested Agencies meeting the eligibility criteria as per tender document may submit their
tenders for supply of books to IIM Jammu, complete in all respect.
The Important information related to tender are as follows:

Date of Issue/Publishing 15.10.2020

Document Download/Sale Start Date 16.10.2020 from 9 AM onwards
Document Download/Sale End Date 06.11.2020 @ 03:00 PM
Last Date and Time for Uploading of Bids 06.11.2020 @ 04:00 PM
Last Date and Time for receipt of queries 27.10.2020 @ 4.00 PM
Date and Time of Opening of Technical Bids 09.11.2020 @ 3.00 PM
Date of Opening of Financial Bids will be informed later
Tender Process Fee (Non-refundable) Rs.1,180/- (Rupees One Thousand One Hundred and
Not exempted Eighty only) Including GST

Cost of Tender Document/ Registration Fee Nil

EMD (Earnest Money Deposit) Rs. 50,000/- (Rupees Fifty Thousand only)
Performance Security 5% of Estimated Value
Location of the Delivery Indian Institute of Management Jammu, Old University
Campus Canal Road, Jammu-180016 (J & K)
Contact Details Chief Administrative Officer
Ph: 0191-2585837
[email protected]
Period of Contract Period of contract will be initially for 01 Year which may be
extended further two years on one-year extension + one-
year extension basis i.e. (1 yr. + 1 yr ext.+1 yr ext) on same
rate and terms & conditions.
Note: The bidders are requested to read the tender document carefully and ensure compliance with all
specifications/instructions herein. Non-compliance with specifications/instructions in this document may
disqualify the bidders from the tender exercise.

Chief Administrative Officer

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

1. BACKGROUND

1.1 Indian Institute of Management Jammu, hereinafter known as IIM Jammu is one of the Institutions of
National Importance (INIs) in India governed by the Indian Institute of Management Act 2017 under
the Ministry of Human Resources Development (MHRD), Government of India. The Institute imparts
quality education in Management and conducts postgraduate programme in management.
1.2 IIM Jammu is operating from its transit campus at the Old University Campus, Canal Road, Jammu,
since August 2016.

2. SCOPE OF WORK:
2.1 To Supply the Books as per requirement and instructions of IIM Jammu.

3. ELIGIBILITY CRITERIA:
3.1 The Agency must be a member of the Federation of Publishers and Booksellers Association of India
(FPBAI).
3.2 Agency must be an authorized distributor / dealer/ supplier of the publishers, recent authorization
certificate from reputed publisher have to be uploaded.
3.3 The agency must have had a minimum annual turnover of 50 lakh (Rupees Fifty Lakh only) per
annum during each of the last three financial years i.e. 2016-17, 2017-18 and 2018-19 for a similar
line of business. The agency must submit a duly signed certificate (with membership number) from
Chartered Accountant (CA) clearly showing financial year-wise turnover. The agency should also
attach a copy of profit loss statement/ balance sheet/ income tax return of last three financial years
ended on 31 March 2019 i.e. FY 2016-17, 2017-18 and 2018-19 certified by a Chartered accountant.
3.4 The agency should have a minimum continuous three years of experience as on 31 March 2020 in
supplying books to Government/Statutory bodies/Professional, Educational institutions/ State /Central
universities. During These three years Agency should be empanelled with at least two Educational
Institute of National Importance like IIM, IIT, NIT, IISc, IIIT, IISER, NISER, State / Central Universities
and Government Institutions (Letter of Empanelment to be enclosed). The Prospective bidder has to
enclose the Photocopies of a minimum of five work orders / Purchase order/ Supply Order from
reputed educational institutions for the supply of books of which at least two should be for reputed
Government Libraries/State or Central Universities/Institutions.
3.5 The bidder should have not been debarred/black listed/should have not been terminated /ceased
without completing the entire duration of contract period by any Central/State Govt. Department,
Public Sector Undertaking, Autonomous Bodies, Academic Institutions, CFTIs etc. during past five
years from the last date of submission of bids.
3.6 The Agency should have PAN Number and GTS Registration.

4. TENDER PROCESSING FEE & EARNEST MONEY DEPOSIT (EMD)

4.1. The Bidder should submit Tender Processing Fee of Rs 1,180/- (One Thousand, One Hundred &
Eighty only) – Non-Refundable / Non Exempted and EMD of Rs. 50,000/- (Rupees Fifty Thousand
Only) separately in the form of NEFT/RTGS in the name of “Indian Institute of Management Jammu”.
Bank Details of IIM Jammu for NEFT/RTGS:
Name of Institute: Indian Institute of Management Jammu
Bank Name: State Bank of India
Account No: 36474208684
Account Type: Saving Government Account
Branch Address: Jammu Cantt, Jammu
IFSC Code: SBIN0002367

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

4.2. The Technical Bid without Tender Processing Fee and EMD would be considered as
UNRESPONSIVE and will not be accepted. NSIC / MSME registered bidders must submit copy of
valid NSIC / MSME Registration Certificate for exemption of EMD only.
4.3. The Tender Processing Fee and EMD shall be denominated in Indian Rupees only. No interest will be
payable to the bidders on the amount of the EMD.
4.4. The public sector companies will not be exempted from submitting EMD until and unless they submit
document pertaining to directives of Government of India in this regard of the Tender.
4.5. Refund of EMD: The EMD will be refunded without any interest to the unsuccessful Bidders only
after the Tenders are finalized.

5. SUBMISSION OF BID (INSTRUCTIONS FOR ONLINE BID SUBMISSION)

Department of Expenditure has issued the directive to publish the tender document on the Central
Public Procurement Portal (URL:http://eprocure.gov.in/eprocure/app). The bidders are required to
submit soft copies of their bids electronically on the CPP Portal using valid Digital Signature
Certificates. Below mentioned instructions are meant to guide the bidders for registration on the CPP
Portal, prepare their bids in accordance with the requirements and submitting their bids online on the
CPP Portal. For more information, bidders may visit the CPP Portal
http://eprocure.gov.in/eprocure/app. Tender document can also be downloaded from IIM Jammu
Website (www.iimj.ac.in)
5.1 Registration Process
a) Bidders to enroll on the e-Procurement module of the portal http://eprocure.gov.in/eprocure/app by
clicking on the link “Click here to Enroll”. Enrolment on the CPP Portal is free of charge.
b) The bidders to choose a unique username and assign a password for their accounts. Bidders are
advised to register their valid email address and mobile numbers as part of the registration process.
These would be used for any communication from the CPP Portal.
c) Bidders to register upon enrolment their valid Digital Signature Certificate (Class II or Class III
Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India with
their profile.
d) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible
to Ensure that they do not lend their DSCs to others which may lead to misuse. Foreign bidders are
advised to refer “DSC details for Foreign Bidders” for Digital Signature requirements on the portal.
e) Bidder then logs in to the site through the secured log-in by entering their user ID / password and
the password of the DSC / e-Token.
5.2 Tender Documents Search:-
a) Various built in options are available in the CPP Portal to facilitate bidders to search active tenders
by several parameters. These parameters include Tender ID, organization, location, date, value, etc.
b) There is also an option of advanced search for tenders, wherein the bidders may combine a number
of search parameters such as organization name, form of contract, location, date, other keywords
etc. to search for a tender published on the CPP Portal.
c) Once the bidders have selected the tenders they are interested in; they may download the required
documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder.
This would enable the CPP Portal to intimate the bidders through SMS / e-mail in case there is any
corrigendum issued to the tender document.
d) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want
to obtain any clarification / help from the Helpdesk.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

5.3 BID PREPARATION AND SUBMISSION:
a) Bidder should take into account any corrigendum published on the tender document before
submitting their bids.
b) Please go through the tender advertisement and the tender document carefully to understand the
documents required to be submitted as part of the bid.
c) Please note the number of covers in which the bid documents have to be submitted, the number of
documents - including the names and content of each of the document that need to be submitted.
Any deviations from these may lead to rejection of the bid.
d) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender
document / schedule and generally, they can be in PDF / XLS / RAR / DWF formats. Bid documents
may be scanned with 100 dpi with black and white option.
e) To avoid the time and effort required in uploading the same set of standard documents which are
required to be submitted as a part of every bid, a provision of uploading such standard Documents
(e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders.
Bidders can use “My Space” area available to them to upload such documents. These documents
may be directly submitted from the “My Space” area while submitting a bid, and need not be
uploaded again and again. This will lead to a reduction in the time required for bid submission
process.
f) The offer/bid should be submitted in two bid systems (i.e.) Technical bid and financial bid. The
technical bid should consist of all technical details along with commercial terms and conditions.
Financial bid should indicate item wise price for the items mentioned in the technical bid. Financial
Bids to be submitted in BOQ format only.
g) Bidder to log into the site well in advance for bid submission so that he/she upload the bid in time
i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other
issues.
h) The bidder to digitally sign and upload the required bid documents one by one as indicated in the
tender document.
i) Bidder to select the payment option as “on-line” to pay the EMD wherever applicable and enter
details of the instrument.
j) A standard BOQ format has been provided with the tender document to be filled by all the bidders.
Bidder to note that they should necessarily submit their financial bids in the prescribed format and
no other format is acceptable.
k) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard
time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The
bidders should follow this time during bid submission.
l) All the documents being submitted by the bidders would be encrypted using PKI encryption
techniques to ensure the secrecy of the data, which cannot be viewed by unauthorized persons until
the time of bid opening.
m) The uploaded tender documents become readable only after the tender opening by the authorized
bid openers.
n) Upon the successful and timely submission of bids, the portal will give a successful bid submission
message & a bid summary will be displayed with the bid no. and the date & time of submission of
the bid with all other relevant details.
o) Kindly add scanned PDF of all relevant documents in a single PDF file of compliance sheet.
p) Bids not submitted, as per the above Performa will be summarily rejected.
q) Bidder should number the pages submitted in form of Technical Bid and provide an index
indicating the page number of each document submitted. The index should be placed on the
top of the Technical Bid.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 r) The Technical Bid should be accompanied by the relevant documents and as per sequence
mentioned in Annexure-I, duly signed and stamped by Authorised Signatory on each page of
Technical Bid and relevant documents, without which the tender will be considered
incomplete and hence, summarily rejected.
s) The Technical Bid should be accompanied by a copy of this Tender Document with each
page duly signed by the authorized signatory of the bidders, who has signed the bid, as
taken of having read, understood and complied with tender, the terms, and conditions
contained herein. Bids not accompanied by a duly signed copy of the Tender Document will
not be considered.
t) Technical Bid and all relevant documents should be duly signed by Authorised Signatory.
u) The bid should be precise, complete and in the prescribed format as per the requirement of the bid
document. Failure to furnish all information required through the bidding document or submission of
a bid not responsive to the bidding documents in every respect will be at the Bidder's risk and may
result in rejection of the bid.
v) Tender forms containing 'over written' or 'erased' rate or rates and amount not shown in figures and
words in English are liable to rejection.
w) The bid should be clear and without any condition. Conditional bids shall be summarily rejected.
x) Any change/corrigendum/extension of closing/ opening dates in respect of this tender shall be
issued through CPP E-procurement portal and IIM Jammu website only and no press notification will
be issued in this regard. Bidders are therefore requested to regularly visit IIM Jammu website for
updates.
y) Application of Tender as submitted by a Bidder shall become the property of IIM Jammu and IIM
Jammu shall have no obligation to return the same to the Bidder.
z) The application for tender does not entitle any Bidder for automatic grant of award.
5.4 ONLINE BIDS SUBMISSION:
The Online bids (complete in all respect) must be uploaded online in two covers as explained below:
COVER – 1 (TECHNICAL BID)
(Following documents to be provided as single PDF file)
Sr. No. Documents Content File Types
1. Technical Bid As per Annexure - I .PDF
2. Proof of Tender Processing Fee and EMD. .PDF
3. All Supporting Documents as per Annexure- I .PDF
4. Tender Acceptance Letter as per Annexure-II .PDF
5. Brief profile of the Agency as per Annexure-III. .PDF
6. Proof of membership of the Federation of Publishers and .PDF
Booksellers Association of India (FPBAI).
Technical
7. Bid Recent authorization certificate from reputed publisher for .PDF
authorized distributor / dealer/ supplier of the publishers.
8. Copy of Permanent Account Number (PAN) in the name of the .PDF
firm, if not proprietorship firm.
9. Copy of GST Registration Certificate. .PDF
10. Duly signed certificate (with membership number) from
Chartered Accountant (CA) clearly showing financial year-wise
turnover.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 11. Copy of profit loss statement/ balance sheet/ income tax return .PDF
of Last Three Financial Years.
12. Detail of Experience as per Annexure-IV, along with the copy .PDF
of Purchase order and Empanelment letters.
13. Self-Declaration about Non Black Listing as per Annexure-V. .PDF
14. Duly signed and stamped of the entire tender document along .PDF
with its addendum/ corrigendum, if any.
15. All other documents, as required in terms of the tender, to .PDF
claim eligibility.
Note: Institute may ask the vendor to submit any other certificate/document as it may deem fit.
COVER – 2 FINANCIAL BID (PRICE-BID)
Sr. No. Types Content File Types
1. Financial Price Bid in given format BOQ only. .xls
Bid

(i) The Financial Bid (Price Bid) shall be submitted in electronic form only in conformity with the
tender specifications on the portal only by the time & date as specified in NIT.
(ii) The financial cover shall contain price bid in the enclosed “Price Bid format” i.e. in BOQ format.
Submission of the Financial Bid (Price Bid) by any other means shall not be accepted by the
Institute in any circumstances.
(iii) Online submission of the bid will not be permitted on the portal after expiry of submission time
and the Bidder shall not be permitted to submit the same by any other mode.
(iv) The Financial Bids of only those firms qualifying the technical evaluation will be considered.
(v) Taxes/ GST, if any, should be indicated separately in the Financial Bid.
(vi) The Bidder shall not tamper/modify Financial Bid Format in any manner. In case, if the same is
found to be tempered/modified in any manner, tender will be completely rejected and EMD
would be forfeited.
5.5 ASSISTANCE TO BIDDERS
a) Any queries relating to the tender document and the terms and conditions contained therein
should be addressed to the Tender Inviting Authority for a tender or the relevant contact person
indicated in the tender.
b) Any queries relating to the process of online bid submission or queries relating to CPP Portal in
general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the helpdesk
is 1800 233 7315.
5.6 GENERAL INSTRUCTIONS TO THE BIDDERS
a) The tenders will be received online through portal https://eprocure.gov.in/eprocure/app. In the
Technical Bids, the bidders are required to upload all the documents in .pdf format.
b) Possession of Valid Class II/III Digital Signature Certificate (DSC) in the form of smart card/ e-
Token in the company’s name is a prerequisite for registration and participating in the bid
submission activities through https://eprocure.gov.in/eprocure/app. Digital Signature Certificates
can be obtained from the authorized certifying agencies, details of which are available in the
web site https://eprocure.gov.in/eprocure/app under the link `Information about DSC’.
c) Bidders are advised to follow the instructions provided in the `Instructions to the Bidders for the
e-Submission of the bids online through the Central Public Procurement Portal for e-
Procurement at https://eprocure.gov.in/eprocure.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

5.7 Bid Validity: The bids shall remain valid for a period of 120 days from the last date of submission of
proposal. In case the Bidder withdraws, modifies or change his offer during the validity period, bid is
liable to be rejected and the earnest money deposit shall be forfeited without assigning any reason
thereof. The Bidder should also be ready to extend the validity, if required, without changing any
terms, conditions etc. of their original tender.
In case the Bidder withdraws, modifies or change his offer during the validity period, bid is liable to be
rejected and the earnest money deposit shall be forfeited without assigning any reason thereof. The
Bidder should also be ready to extend the validity, if required, without changing any terms, conditions
etc. of their original tender.
In exceptional circumstances, the IIM JAMMU may request the bidders’ consent for an extension of
the period of bid validity. A bidder may however be at liberty to refuse the request without risking
forfeiture of his earnest money. A bidder agreeing to extend the validity of bid will not be allowed to
modify his bid.

6. BID OPENING & EVALUATION

6.1 The bids will be opened by a Committee duly constituted for this purpose. Bids (complete in all
respect) received will be opened as per Schedule as mentioned above, in presence of Agencies
representative if available. Only one representative will be allowed to participate in the Bids opening.
6.2 Place for opening of Bids: Indian Institute of Management Jammu, Old University Campus Canal
Road, Jammu-180016 (J & K)
6.3 The Technical bid will be first opened and evaluated. In the primary screening, technical bid of only
those who satisfy the eligibility criteria will be evaluated.
6.4 The Financial bid of only those bidders whose technical bid is found to be technically responsive by
the Committee will be opened. The Financial bids of ineligible bidders will not be opened.
6.5 Selection of successful bidder: The bidder who is technically qualified as well as quotes the
highest discount shall be declared as the successful bidder (L1). In the event of receiving more than
one financial bid quoting the same rate, the final selection of successful bidder shall be made in the
following manner.
a) The one with the highest turnover during the last 3 years put together.
b) If more than one bid having the same total turnover, then by “Draw of Lots”.
6.6 Technical Bid containing commercial details or Revelation of Prices in any form or by any reason
before opening the Financial Bid shall not be considered.
6.7 The institute reserves the right to seek clarifications or additional information/ documents from any
bidder regarding its technical bid. Such clarification(s) or additional information/document(s) shall be
provided within the time specified for the purpose. Any request and response thereto shall be in
writing. If the bidder does not furnish the clarification(s) or additional information/document(s) within
the prescribed date and time, the proposal shall be liable to be rejected.
6.8 The bidders may depute their authorized representatives to remain present during the bid opening
process subject to submission of valid authorization letter in the name of the representative to attend
the bid opening process.
6.9 In case the day of opening of tender is declared as a Public Holiday or there is non- functioning of the
Institute due to any unavoidable reason, the next working day will be treated as a day for the
purpose. No separate intimation will be given.
6.10 IIM Jammu reserves the right to negotiate the quoted price with the successful bidder to arrive at the
fair and reasonable price.
7. AWARD OF CONTRACT
7.1 The IIM Jammu is not bound to award contract at the lowest price received in the Tender and
reserves the right to decide on fair and reasonable price of the services/ goods tendered for any

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 counter offer the same to the bidders. All other terms and conditions of the tender shall remain
operative even if a counter offer rate is offered to the bidders.
7.2 One or more agencies will be empanelled for Supply of Books. Those agencies who accept the offer
will be empanelled for supply of books from time to time to IIM Jammu.
7.3 IIM Jammu reserves the right to engage one or more agencies at a time and to cancel the Contract at
any time without assigning any reason.
7.4 The Successful Bidder should accept the offer within 10 days from the date of receipt of “Letter of
Offer’, failing which the offer will be cancelled.
7.5 In case the successful bidder backing out before actual award or execution of agreement or declines
the offer of contract, for whatsoever reason(s), IIM Jammu will have right to forfeit the EMD.
7.6 It is clearly understood by the parties that no financial liability of any type is created by issuance of
the letter of empanelment.
7.7 The Institute does not guarantee any minimum business or assignment which will depend on the
requirements, financial resources available and your performance.
7.8 IIM Jammu reserves the right to modify/change/delete/add any further terms and conditions prior to
the issue of work order.
8. TERMS OF CONTRACT
8.1 Period of Contract: Contract period will be initially for one year. This period may be extended by two
years on one-year extension + one-year extension basis i.e. (1 yr. + 1 yr ext.+1 yr ext) on same rate
and terms & conditions subject to the satisfactory performance.
8.2 The discount percentage shall remain unchanged during the entire period of empanelment.
8.3 Exit Clause: The contract can be terminated by giving one-month notice period by the Institute and
three-month notice by the Vendor. However, in any instant contract will be terminated if service of the
vendor will not found satisfactory.
8.4 Contract Agreement: The successful bidder shall be bound to execute an agreement on non-judicial
stamp paper of Rs. 100/- (One hundred only). IIM JAMMU reserves the right to amend the terms &
conditions of contract by mutual discussions and shall be in writing. The amended terms and
condition will form part of the agreement.
8.5 Sub-Contracting: The contractor shall not assign, sub-contract or sub-let the whole or any part of
the contract if any manner. In case of an unavoidable circumstance, the contractor shall be able to do
it with the approval of the Institute. However, the job shall be sublet only to the party approved by the
Institute.
8.6 IIM Jammu shall have discretion to give any order to any empanelled agency selected through
tendering process and the other agency will not have to claim for the order.
8.7 The Institute will have the right to drop any Agency from the empanelled list without assigning any
reason whatsoever. Institute also reserves the right to modify the Terms and Conditions for
empanelled Agencies.
8.8 The supplier shall have to furnish the proof of the book prices along with the latest GOC copy. In
case price manipulations are detected at any stage, the supplier shall be responsible for the same
and the excess amount incurred shall be refunded by the supplier to the Institute in one instalment.
8.9 The supplier should be able to display the latest books from all leading National/ International
Publishers/Government/World Bank/IMF/ILO/UNO/Other Agencies/Public agencies along with their
latest catalogs, as per the need of institute. If the supplier is not able to display the latest books as
mentioned in the Para, the contract will be terminated.
8.10 All books supplied should be as per bibliographic specifications supplied, and if the books are not
found satisfactory, the same will be sent back, and the expenditure will be borne by the supplier.
8.11 The institute has the right to accept or refuse the supply in parts or full or cancel the order without
assigning any reason.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

8.12 The contract can be terminated at any time in case the services are not found to be satisfactory.
8.13 The supplier shall have to furnish the proof for holding direct account with publisher and should
attached the list.
8.14 Please note that if Indian Editions of the books are available in the market, the same should be
supplied even if the Foreign Edition is mentioned in our order unless otherwise specified.
8.15 The net payable price will be the publisher’s price minus discount offered.
8.16 In the case of foreign publications, the original prices in foreign currency shall be mentioned in the bill
along with the prices charged in rupees as per conversion rate of GOC.
8.17 No banned book(s) should be supplied, and if any such book is supplied, it would be forfeited.
8.18 The supplier undertakes to refund the amount if charges exceed the price of the books.
8.19 Only one copy should be supplied unless stated otherwise.
8.20 In case you are unable to meet 70% supply of the ordered items, you cease to have a preference for
future orders.
8.21 Transit Insurance will be borne by the supplier until the supply reaches the destinations.
8.22 Any legal disputes that may arise out of the contract shall be subject to the jurisdiction of courts in
Jammu, India.
8.23 Vendor Should Acknowledge the receipt the purchase order/ supply order preferably by email, which
is taken as an acceptance of the purchase order/ supply order.
8.24 Delivery: The supplier has to execute all the supplies within the stipulated time frame (60 days in
case of foreign books and 15 days in case of Indian Books) from the issue of the order. However, it
may please be noted that at times, the supplier will be required to deliver the books against instant
orders.
8.25 If more time is required for the supply of ordered title(s), the vendor has to inform the undersigned
office immediately. If no communication is received from the vendor, then the supply order will
automatically stand cancelled after the stipulated time.
8.26 Transportation costs, postal charges, and applicable charges, if any, will be borne by the supplier.
The supplier should preferably make the delivery through registered post/courier service or
messenger.
8.27 Damaged books or books with missing pages shall under no circumstances be accepted by IIM
Jammu and should be taken back by the supplier even after they have been stamped for
accessioning.
8.28 In case of delay in delivery, the IIM Jammu may, at its option, cancel the order and/or forfeit the EMD.
8.29 Packing: Books must be packed by using proper packing materials to ensure that it can withstand
the road hazards, natural calamities and not damaged or folded during transit. The packing list giving
full particulars of the items must be kept in the packing. The particulars of the order number and date
should also be there.
8.30 Penalties: In the event of the supplier failing, declining, neglecting or delaying the supply or in the
event of any damage occurring or being caused by supplier, the Institute shall act without prejudice to
any other party remedy available to it under the law for the time being in force in the J&K state.
a) Terminate the supply order after 15 days’ notice, and or
b) Recover the amount of loss caused by the damage, failure or default (including the
consequential damage).
c) Impose a penalty up to 10% of the total value of the order and confiscate earnest money.
d) The delay in the supply and imposition of penalty shall be subject to “Force Majeure” and
“Arbitration” clauses of the contract.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

8.31 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 or supplier fails to deliver the goods
within the delivery schedule as agreed upon; a sum equivalent to 2.5% (two and half per cent) of
the Contract Value of each week of delay or part thereof until subject to maximum deduction of 10%
(ten per cent) of the contract value. Once the maximum is reached, termination of the contract may
be considered.
9. PERFORMANCE SECURITY
9.1 The successful bidder is required to furnish 5% of estimated value as security deposit, in form of
Performance Bank Guarantee as per Annexure-VII within 30 days from the date of award of
contract which would be returned on successful completion of the contract.
9.2 Earnest Money Deposit of the Bidder whose offer is accepted will be kept up till the time; the Bank
Guarantee is not received.
9.3 Earnest Money Deposit shall be forfeited, if bidder fails to furnish Performance Security in
accordance with the terms and conditions of the tender.
9.4 In case of breach of contract, performance security shall be forfeited and the agency shall be
blacklisted for such period as decided by the competent authority in addition to termination of the
contract.
10. BILLING AND PAYMENTS:
10.1 The payment shall be made within a reasonable time frame, i.e., 30 days from the receipt of the
consignment by the Purchaser against delivery, inspection, and acceptance of the Goods at IIM
Jammu in good condition and to the entire satisfaction of the Purchaser. The final payment shall,
however, be made only after adjusting all the dues / claims of the IIM JAMMU, If any.
10.2 The payment under this agreement shall be made through NEFT/RTGS/IMPS (online transfer).
Bank account details of Agency / Firm should be clearly mentioned on the Bill.
10.3 The Bill should be in Triplicate and to be made in the name of Indian Institute of Management
Jammu. GST No. of IIM Jammu should be mentioned on the bill. Bill should contain the order No
and Date along with the publisher’s invoice /copy of publishers’ catalogue in case of foreign books
and those Indian books where price is not printed and GOC conversion rate applicable for the
month.
10.4 GOC currency conversion rates applicable on date of invoice should only be followed and
conversion rate must mention in the bill. Vendor/ Supplier must submit supporting document for
conversion rate.
10.5 The Contents of the Bill should include the following certificates:
a) The books supplied is the latest edition and not remainder titles.
b) Correct prices as per Publisher Catalogue has been charged.
c) Conversion rates have been charged as per GOC rates.
d) The bill must contain the item number of the order against the title supplied.
10.6 No advance payment will be made to the Agency / Firm under any circumstances.
10.7 TDS/ Income Tax etc. are to be deducted at source from the bills of service provider as per rule.
11. GENERAL TERMS & CONDITIONS
11.1 Governing Language: The contract shall be written in English language. English language version
of the Contract shall govern its interpretation. All correspondence and other documents pertaining to
the Contract, which are exchanged by the parties, shall be written in the same language.
11.2 Notices: Any notice given by one party to the other pursuant to this contract/order shall be sent to
the other party in writing or by cable, telex, FAX or e mail and confirmed in writing to the other
party’s address.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

11.3 Risk Purchase Clause: In event of failure of supply of the item/equipment within the stipulated
delivery schedule, the purchaser has all the right to purchase the item/equipment/goods from the
other source on the total risk of the supplier under risk purchase clause.
11.4 Work at Risk and Cost: The institute reserves the right to get the whole or part of the work
executed by some other Agency / Firm at the risk and cost of the Vendor if it is found that the quality
and/or the progress in respect of whole or part of the work is not satisfactory.
11.5 Non-disclosure of Contract documents: Except with the written consent of the Buyer, the
Seller/Service provider/other party shall not disclose the contract or any provision, specification,
plan, design, pattern, sample or information thereof to any third party.
11.6 FORCE MAJURE: If at any time, during the continuance of this contract, the performance in whole
or in part by either party, of any obligation under this contract, shall be prevented or delayed by
Force Majeure situation. The Agency/ Firm shall not be liable for forfeiture of its performance
security, liquidated damages or termination for default, if and to the extent that, it’s delay in
performance or other failure to perform its obligations under the Contract is the result of an event of
Force Majeure.
(i) For purposes of this Clause, "Force Majeure" means an event beyond the control of the
Agency/ Firm and not involving the Agency/ Firm's fault or negligence and not foreseeable.
Such events may include, but are not limited to, acts of the Institute either in its sovereign or
contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and
freight embargoes.
(ii) If a Force Majeure situation arises, the Agency/ Firm shall promptly notify the Institute in writing
of such conditions and the cause within 7 days from the date of occurrence thereof. Unless
otherwise directed by the Institute in writing, the Agency/ Firm shall continue to perform its
obligations under the Contract as far as is reasonably practical, and shall seek all reasonable
alternative means for performance not prevented by the Force Majeure event.
(iii) Neither party shall be due to reason of such event be entitled to terminate this contract nor shall
either party have any such claim for damages against the other in respect of such non-
performance or delay in performance.
(iv) The operation of contract shall be resumed as soon as practicable after such event may come
to an end or cease to exist and the decision of the IIM JAMMU as to whether the operation
have been so resumed or not shall be final and conclusive, provided further that if the
performance in whole or in part of any obligation under his contract is prevented or delayed by
reason of any such event for a period exceeding 90 days either party may at his option
terminate the contract.
11.7 Arbitration: If at any time, any question of difference or dispute whatsoever arises between two
parties hereto or in relation to a part thereof, either of the party may give to other notice in writing of
the existence of such a question or dispute or difference and same shall be referred for award to
two arbitrators, one to be nominated by the Institute and the other by the supplier, or in case of such
arbitration, not agreeing then the award or an ‘umpire’ appointed by the arbitrator in writing before
proceeding with the case. The decision of the Arbitragers/Umpires shall be final and binding on the
parties.
The provision of relevant Act and the rules thereunder and any statutory modification thereof shall
be deemed to apply to the arbitration. Either party shall serve such notice of the existence of any
question, dispute or differences in connection with the contract within 30 days of the beginning of
such disputes, failing which all rights or claim under this contract shall be deemed or have been
forfeited and barred.
Upon every of any such reference, the cost and incidentals to the reference and award respectively
shall be at the discretion of the Arbitrators/Umpires appointed by them who may determine any
client or as between parties and shall direct by whom and in what manner the same be borne and
paid. The supply to be executed under the contract shall if reasonably possible, continue during

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 arbitration proceeding and no payment due from or payable by the Institute shall be withheld
because of such proceedings except to the extent which may be in dispute. Jurisdiction for all
arbitration cases or legal cases shall be Jammu courts only.
11.8 Canvassing/marketing /offering promotional services etc. in any form whether directly or indirectly in
connection with the tender is strictly prohibited and the tenders submitted by the vendor who resort
to canvassing will be liable for rejection without any further reference.
11.9 IIM Jammu reserves the right to modify, expand, change, alter, restrict, scrap, refloat or cancel the
Tender at any stage without assigning any reason whatsoever.
11.10 Any act or the part of the Bidder to influence anybody in IIM Jammu at any stage is liable to
rejection of the Bid or termination of contract.
11.11 IIM Jammu reserves the right to relax/amend/add/withdraw any of the terms and conditions
contained in the Tender Document without assigning any reason thereof. Any enquiry after
submission of the bids will not be entertained.
11.12 The decision of Competent Authority, IIM Jammu will be final in all matters relating. Indian Institute
of Management Jammu reserves the right to reject any application without assigning any reason.
11.13 In case of any dispute arising out of the terms and conditions of contract or assignment, the matter
shall be referred to the Sole Arbitrator to be appointed by the Director, IIM Jammu and the award of
the Sole Arbitrator will be binding on both the parties. Further, any legal dispute arising out of any
breach of contract shall be settled in the court of competent jurisdiction located within the local limits
of Jammu, J&K.

Chief Administrative Officer

Indian Institute of Management Jammu

Name, Signature and Seal of Authorized Signatory of Bidder.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 PART-I (TECHNICAL BID)
ANNEXURE-I
(To be submitted on the letterhead of the bidder)

Tender for : SUPPLY OF BOOKS TO IIM JAMMU

Tender Ref. NO: IIMJ/NIT/Supply-Books/2020-21/08

Name of the Bidder:
Correspondence Address:
Tel/Mob No.:
Email Id:
Contact Person Name:
Mobile No (Contact Person):

Copies of all supporting documents duly signed and stamped by the bidder in support of below
particulars must be attached along with this checklist

If Submitted,
Details/
Sr. Mention Page
Particulars Complian Remarks
No. No.
ce (Y/N)
From To
Details of Tender Fee and EMD:
Tender Fee EMD
Amount: Rs.1,180/- Rs. 50,000/-
UTR/
1.
Transaction No.
Dated:
Bank :
Proof of Tender Fee & EMD to be submitted.
Tender Acceptance Letter
2.
As per Annexure – II
Brief profile of the Agency/Firm.
3.
As per Annexure – III
Proof of membership of the Federation of
4. Publishers and Booksellers Association of India
(FPBAI).
Recent authorization certificate from reputed
5. publisher for authorized distributor / dealer/
supplier of the publishers.
6. Copy of Permanent Account Number (PAN)
7. Copy of GST Registration Certificate
Details of Bidder’s Annual Turnover Specifically
in Similar Services for last three Financial years.
8. (Minimum annual turnover of 50 Lakh per
annum during each of the last three financial
years i.e. 2016-17, 2017-18 and 2018-19 for a

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 If Submitted,
Details/
Sr. Mention Page
Particulars Complian Remarks
No. No.
ce (Y/N)
From To
similar line of business)
FY 2018-19 Rs_______________________
FY 2017-18: Rs______________________
FY 2016-17: Rs______________________
(Audited /Unaudited)
(Duly signed certificate (with membership
number) from Chartered Accountant (CA) clearly
showing financial year-wise turnover along with
the copies of profit loss statement/ balance
sheet/ income tax return certified by a Chartered
accountant to be attached)

Details of work experience (as per Annexure-

9. IV) in support of Experience related eligibility
criteria.
Self-Declaration About Non Black-Listing
10.
(as per Annexure-V)
Duly signed and stamped of the entire tender
11. document along with its addendum/corrigendum,
if any
All other documents, as required in terms of the
12.
tender, to claim eligibility.
Declaration
I/we……………………………………(Name of the Authorized Representative of Bidder)
of……………………………..(Name of the bidder) do hereby declare that the entries made here are true to
the best of my/our knowledge. I/We hereby agree to abide by all terms and conditions laid down in tender
document.
Place & Date: (Name & signature with stamp of the bidder)

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 ANNEXURE-II
TENDER ACCEPTANCE LETTER
(On the letter head of the Agency)
To Date:
Chief Administrative Officer,
Indian Institute of Management Jammu
Old University Campus, Canal Road
Jammu-180016 (J&K)
Sub: Acceptance of Terms & Conditions of tender for ‘SUPPLY OF BOOKS TO IIM JAMMU’ vide
Tender’ Ref. No: IIMJ/NIT/Supply-Books/2020-21/08
Dear Sir,
I/We have downloaded / obtained the tender document(s) for the above mentioned “Tender/Work’ from
the web site(s) namely as per your notice given in the above-mentioned website(s).
1. I/We hereby certify that I / we have read the entire terms and conditions of the tender document
(including all documents like annexure(s), schedule(s), etc.), which form part of the contract and I / we
shall abide hereby by the terms / conditions / clauses contained therein.

2. The corrigendum(s) issued from time to time by your department/ organization with this tender has
also been taken into consideration, while submitting this acceptance letter.

3. I/We hereby unconditionally accept the tender conditions of above mentioned tender document(s) /
corrigendum(s) in its totality / entirely.

4. No employee or direct relation of any employee of IIM Jammu is in way connected as

Partner/Shareholder/Director/Advisor/Consultant/Employee etc. with the Agency / Firm / Company.

5. I/We certify that all information and data furnished and attachments submitted with the application by
our Agency / Firm / Company are true & correct.

6. I/We are aware that if any information is found to be incorrect/untrue or found violated, then your
department/ organization shall without giving any notice or reason thereof summarily reject our bid or
terminate our empanelment contract, without prejudice to any other rights or remedy including the
forfeiture of the full said Earnest Money Deposit/ Performance Security absolutely.

Yours Faithfully,

(Signature of the Bidder, with Official Seal)

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 ANNEXURE-III
BRIEF PROFILE OF THE AGENCY
(To be submitted on the letterhead of the bidder)

1. Name of the Agency ::

(In Block Letters)

2. Registered Office Address ::

(with telephone no. & email address)

3. Address of Jammu Office, If Any ::

(with telephone no. & email address)

4. Status of the organization ::

Proprietary/Partnership/Pvt. Ltd./Public Ltd.
Company
::
5. Year of incorporation /constitution of agency
::
6. Registration No./Trade License No.

PAN No. ::
7.

GST No. ::
8.

9. Authorized Signatory Details :: Name:____________________________

Designation:_______________________
Mobile No:________________________
Email:____________________________

10. Details of Contact Person Other that :: Name:____________________________

Authorized Signatory:
Designation:_______________________
Mobile No:________________________
Email:____________________________

11. Bank Details :: Beneficiary Name: ___________________

Account No: ________________________
Bank Name: ________________________
Branch:____________________________
IFSC Code: _________________________
MICR No.: __________________________
Type of Account: (Saving/Current)________

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

12. Total No. of Year of Similar Experience ::

13. Website, if any ::

14. Annual Business turnover for last three :: FY 2018-19 Rs_______________

financial years, duly certified by the FY 2017-18: Rs______________
Chartered Accountant FY 2016-17: Rs______________

15. Whether the Agency faced any litigation ::

with any organization earlier, if yes, kindly
furnish the same with name of the
organization and brief details of litigation.

16. Any other information ::

Verification:
The details furnished in the application are true and correct to the best of my/our knowledge and that in
case of furnishing any false information or suppression of any material information. The application shall
be liable to be rejected besides initiation of panel proceedings by IIM Jammu, if it deems fit.

Signature of authorized signatory

Name:
Seal:

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 ANNEXURE-IV
DETAILS OF EXPERIENCE
(To be submitted on the letterhead of the bidder)
Sr. Name of the Value of Duration of Total years Whether Copy of
No organization/ Institute the contract of it is contract
where goods /services contract experience academic along with
were provided with per From To (YY/MM) institute the
Name of Contact annum (DD/ (DD/ (Yes/No) performance
Person, Contact No. & in INR MM/ MM/ report
email id. YYYY) YYY Y)
(Yes/No)
1.

2.

3.

4.

5.

6.

Note: Bidder may add row / rows in the above format, if No of organizations / Institutions are more.

Signature of Bidder
Name: ___________________________
Designation: ______________________
Organization Name: _______________
Contact No.: ______________________

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 ANNEXURE-V

SELF-DECLARATION ABOUT NON BLACK-LISTING

(To be submitted on the letterhead of the bidder)

To Date:
Chief Administrative Officer,
Indian Institute of Management Jammu
Old University Campus, Canal Road
Jammu-180016 (J&K)
Subject: Self Declaration About Non Black-Listing for “SUPPLY OF BOOKS TO IIM JAMMU’ vide Tender’
Ref. No. IIMJ/NIT/Supply-Books/2020-21/08
Sir,
In response to tender under reference, I/ We hereby declare that presently our Agency / Firm /
Company is having unblemished record and is not declared ineligible for corrupt & fraudulent practices
either indefinitely or for a particular period of time by any Central/ State Govt. Department, Public Sector
Undertakings, Autonomous Bodies, Academic Institutions and Commercial Organizations.
We further declare that presently our agency/ firm is also not blacklisted/ debarred and not
declared ineligible for any reason other than corrupt & fraudulent practices by any Central/ State Govt.
Department, Public Sector Undertakings, Autonomous Bodies, Academic Institutions and Commercial
Organizations in last five years from the last date of submission of bid.
If this declaration is found to be incorrect then without prejudice to any other action that may be
taken, my/ our EMD / Performance Security may be forfeited in full and the tender if any to the extent
accepted may be cancelled.

Yours faithfully,

(Name & signature with stamp of the bidder)

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 ANNEXURE- VI
PART-II: FINANCIAL BID (FORMAT)
(To be filled online)
Books are to be supplied to the Institute by any convenient mode except VPP as specified in tender.
Percentage of discount offered
S. No. Book details Single copies Multiple copies

1. Foreign Books

(a) General Books

(b) Reference Books

(c) IMF

(d) UNO and other agencies

2. Indian Books Single copies

(a) Reference Books

Total
Note:
1. The discount percentage shall remain unchanged during the entire period of empanelment.

Place:
Date: (Signature with stamp of the bidder)

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 ANNEXURE-VII
FORMAT FOR PERFORMANCE BANK GUARANTEE
(To be typed on Non-judicial stamp paper of the value of Indian Rupees of One Hundred)
(TO BE ESTABLISHED THROUGH ANY OF THE NATIONAL BANKS (WHETHER SITUATED AT JAMMU OR
OUTSTATION) WITH A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT JAMMU OR ANY
SCHEDULED BANK (OTHER THAN NATIONALISED BANK) SITUATED AT JAMMU. BONDS ISSUED BY CO-
OPERATIVE BANKS ARE NOT ACCEPTED.)
To,
Indian Institute of Management Jammu,
Jammu-180016
India
LETTER OF GUARANTEE
WHEREAS Indian Institute of Management Jammu, Jammu (Buyer) have invited Tenders vide
Tender No……………………………………………………dt…………………………………. for
........................................................ and whereas the said tender document requires that any eligible
successful Bidder (Vendor) wishing to provide/supply of Services/ Goods/ Material as per tender
document in response thereto shall establish an irrevocable Performance Guarantee Bond in favor of
“Indian Institute of Management Jammu,” in the form of Bank Guarantee for Rs ................................ and
valid till five years from the date of issue of Performance Bank Guarantee may be submitted within
............... days from the date of acceptance as a successful Bidder.
NOW THIS BANK HEREBY GUARANTEES that in the event of the said Bidder (Vendor) failing to
abide by any of the conditions referred in tender document / purchase order / work Order etc. this bank
shall pay to Indian Institute of Management, Jammu on demand and without protest or demur Rs
........................ (Rupees......................................).
This bank further agrees that the decision of Indian Institute of Management, Jammu (Buyer) as to
whether the said Bidder (Vendor) has committed a breach of any of the conditions referred in tender
document / purchase order shall be final and binding.
We, .......................................... (name of the bank & branch) hereby further agree that the
guarantee herein contained shall not be affected by any change in the constitution of the Bidder (Vendor)
and/ or Indian Institute of Management Jammu, Jammu (Buyer).
Notwithstanding anything contained herein:
1. Our liability under this Bank Guarantee shall not exceed Rs. ......................... (Indian Rupees only).
2. This Bank Guarantee shall be valid up to .......................... (date) and
3. We are liable to pay the guaranteed amount or any part thereof under this bank guarantee only and
only if Institute serve upon us a written claim or demand on or before ................. (date).
This Bank further agrees that the claims if any, against this Bank Guarantee shall be enforceable at our
branch office at ........................................ situated at .............................. (Address of local branch).

Yours truly,
Signature and seal of the guarantor:
Name of Bank:
Address:
Date:
Instruction to Bank: Bank should note that on expiry of Guarantee Period, the Original Guarantee will not
be returned to the Bank. Bank is requested to take appropriate necessary action on or after expiry of bond
period.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08

 ANNEXURE-VIII
MANDATE FORM FOR ELECTRONIC FUND TRANSFER/RTGS TRANSFER
Date: / /
The Chief Administrative Officer
Indian Institute of Management Jammu
Jammu

Sub: Authorization for release of payment / dues from Indian Institute of Management Jammu through
Electronic Fund Transfer/RTGS Transfer.
1. Name of the Party/Firm/Company/Institute:
2. Address of the Party:
City_______________________________________
Pin Code___________________________________
E-Mail ID__________________________________
Mob No:___________________________________
Permanent Account Number___________________
3. Particulars of Bank
Bank Name Branch Name
Branch Place Branch City
PIN Code Branch Code
MICR No
(9 Digit number appearing on the MICR Bank of the Cheque supplied by the Bank, Please
attach a Xerox copy of a cheque of your bank for ensuring accuracy of the bank name , branch
name and code number)
IFS Code:(11 digit alphanumeric code)

Account Type Saving Current Cash Credit

Account Number:

DECLARATION
I hereby declare that the particulars given above are correct and complete. If any transaction delayed and
not effected for reasons of incomplete or incorrect information I shall not hold Chief Administrative Officer,
Indian Institute of Management Jammu responsible. I also undertake to advise any change in the
particulars of my account to facilitate updating of records for purpose of credit of amount through
NEFT/RTGS Transfer.
Place: _________________
Date: _________________
Signature & Seal of the Authorized Signatory of the Party

Certified that particulars furnished above are correct as per our records

Bankers Stamp: Date: ______________

Signature of the Authorized Official from the Bank
N.B: Please fill in the information in CAPITAL LETTERS, computer typed; please TICK wherever it
is applicable.

Tender Ref. No: IIMJ/NIT/Supply-Books/2020-21/08