West Bengal Housing Infrastructure Development Corporation Limited

(A Govt. of West Bengal Undertaking)

HIDCO BHABAN, Premises No.35-1111, Major Arterial Road, 3rd Rotary, New Town, Kolkata-700156

Telephone No. (033) 2324-6037/38, Fax: (033) 2324-3016/6009

e-mail: wbhidcoltd@gmail.com / info@wbhidco.in website: www.wbhidcoltd.com

No. - HIDCO/GM(E)-II/AA-I/757 Date – 19.07.2019

NOTICE INVITING APPLICATION FOR VENDOR EMPANELMENT

In continuation of earlier Notification vide no. – HIDCO/GM(E)-II/AA-I/427 dated – 03.06.2019, WBHIDCO

further invites applications for Vendor Empanelment for Supplying print books for the Proposed Smart

Library at Nazrul Tirtha Complex at Plot No. - AF-01/4 in Action Area – IA, Newtown, Kolkata. Due to response

of lesser applicant against the earlier Notification, WBHIDCO hereby invites further applications for obtaining

more vendors. The Vendors, who already applied for Empanelment, vide earlier Notification, need not to apply

afresh. All the terms and conditions remain unchanged as it were in the earlier Notification.

Reputed Book Publishers/Distributors/Suppliers are requested to participate. HIDCO may require supply of

CD’s/DVD’s for the said Smart Library along with the print books. Interested vendors are requested to go

through the notice in details and make themselves clarified from Curator, Rabindratirtha or Sr. Architect,

WBHIDCO regarding confusion, if any, prior to submitting their offer.

Following documents are to be attached along with application to be sent by speed post to the office of the Sr.

Architect, WBHIDCO, 3rd Floor of HIDCO BHABAN, New Town, Kolkata- 700 156 on or before 2nd August,

2019 in the prescribed attached format (Annexure-A).

Authorized signatory of vendors will put signature on every pages of Notice/Annexure-A/Terms and Conditions

along with their forwarding application.

Terms and conditions for book supply :

25% for Text Books & General Books and 30% for reference and multi volume(more than two)

books

Reserve Bank of India(RBI) conversion rate fluctuate on daily basis.

Low priced latest edition books with good condition are acceptable.

Out of print publication ,remainder titles are not at all acceptable.

Defective or torn books are to be replaced within stipulated time

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Delivery period should be within one month for Indian Publications and three months for Foreign

Publications from the date of purchase orders.

Books of latest edition are to be shown physically at least twice a month. To encourage indenters

to mark from printed catalogue is highly discouraged.

Sticker price is not at all acceptable

Library reserves the right to – a) cancel order at any time without assigning any reason,

b) change any clause in the terms and conditions listed above.

Authorized signatory of interested vendors for empanelment will put signature on every pages of

Notice/Annexure-A/Terms and Conditions along with their forwarding application

One list of sample books is enclosed in Annexure-B as reference.

Final List of Books/CD’s/DVD’s to be procured for the Smart Library will be provided by Library

Authority after selection of Vendors.

Supply of Books/CD’s/DVD’s as per the requisition list will have to be delivered to the office of the

Sr. Architect, WBHIDCO at 3rd Floor of HIDCO Bhaban.

Shortlisted Vendors will be called for Power Point presentation-cum-discussion regarding

company’s profile like Market Credential , Financial Strength ,Client List , Authorized Agent/Dealers

of the Publishers etc.

General Manager (Engg)-II

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TERMS AND CONDITIONS FOR THE SUPPLY OF BOOKS

1. Mode of Supply

(i) The vendor must be conversant in electronic communication.

(ii) The library provides list of pre-selected books of different publishers for procurement .The list contains

fields like author, title ,year of publication, ISBN and publisher .The supplier/vendor is to send the list

back to the library within ten working days communicating the price and availability status .If no

communication is received within the stipulated date, it will be considered as “no – response” and the

list will be distributed among other eligible suppliers / vendors . No further request or communication in

this regard will be entertained after the stipulated date. In case of duplicate offers (i.e multiple venders

agreeing to give same set of books ) there will be an equitable value distributers as may be decided by

the Convenor / Librarian.

(iii) Procurement order (PO) would be issued to suppliers on confirmation of status of books and ability to

supply. On receipt of PO ,the vendor should submit the books on Challan strictly within six weeks,failing

which the order will be treated as cancelled .The subject of the books must be mentioned in the Challan.

(iv) Name of the supplying vendor, price , Challan no. order no.etc. should be mentioned in pencil on the front

fly leaf of each book, otherwise books will not be received.

(v) Unless otherwise stated , only single copy of latest Hardback editions( Paperback editions where HB

is not available , a certificate in this regard from Publisher’s may need to submit) will be accepted by the

Library.

2. Physical Condition of the title(s)

(i) The Library does not accept defective,damaged , soil copy of books,soil copy of books,reminder titles

and Indian Reprints of foreign editions.

(ii) Supply of editions, other than ordered will not be entertained.

(iii) In case of any doubt regarding the supply ,clarifications should be taken from the Smart library,

WBHIDCO,prior to the execution of the order, failing which ,the decision of the Smart Library,WBHIDCO,

shall be binding on the supplier.

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3. Price

(i) The price charged in the bill shall be the published price as printed on the book and where the price is

not printed , it should be according to the price proof submitted.

(ii) Increase of price by rubber stamping or pasting tables for by superimposing or paper or changing page or

otherwise , shall not be allowed. Any such action will be treated as irregular and price of the title with such

irregularities will be disallowed.

4. Discount structure

Smart Library ,WBHIDCO , will purchase foreign boks as per the following discount structure :

Sl.

No.

Category Percentage rate of discount

on the printed price of the

books / publications

1. Books published in foreign countries 20% +

2. Short / No discount titles The vendor is expected to work on

a margin of 15% on net landed

cost.The invoice is to be prepared

on the following terms :- Published

price minus (-) discount earned (+)

actual freight (as and where

applicable). Clearance, bank and

postal charges .

Documentary evidence must be

submitted in support of the claim.

3. Bulk purchase / Multivolume Reference Sets Smart Library , WBHIDCO would

negotiate the rate of discount ,

which will not be less than 25%.

5. Submission of Invoice / Bills

(i) In purchase to order for Bill , Pre-receipted Invoices / Bills in triplicate should be submitted within 10(ten)

working days in favour of the Smart Library,WBHIDCO. Referring Order No., Date , Subject etc. with a

Re.1- revenue stamp affixed on the body of the bill, if the bill amount exceeds Rs. 5000/- for payment .

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(ii) The bill should be raised by the supplier / vendor as per the Financial Benchmark India Pvt. Ltd. [ FBIL]

exchange rates prevailing at the date of Order for Bill.

(iii) Photocopies of Publisher’s / Importer ‘s / Distributor’s Invoice indicating title , author, ISBN , foreign currency

clearly will only be accepted as Price Proof .No other items (Publisher Catalogue / Downloads from Internet etc.)

will be accepted as Price Proof.

(iv) Checklist for submission of Invoices / Bills

The Vendor should ensure the following documents in order for faster processing of bills :-

1. Pre-receipted Bills in triplicate

2. Original Challan copies

3. Photocopy of the Order for Bill

4. FBIL reference rate

5. Conversion rate as on dispatch date of Order for Bill

6. Price Proof indicating the serial no. of the item in the Invoice

7. Other Documentary evidences ,if any

(v) Bills is preferred in INR after rounding off the fraction of fifty paise and above to the next higher Rupee and

excluding the fraction less than fifty paise.

(vi) Bills in language other than English / Hindi shall not be entertained .

6. Payment

(i) Payment will only made in Indian Rupees (INR) .No advance payment shall be made in this

regard.

(ii) The Smart Library ,WBHIDCO will make payments on receipt of bill in order , in triplicate for

the supply of ordered title(s).

(iii) Bill to be submitted to the Sr. Architect, WBHIDCO for processing the bill and subsequent

payment.

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7. General conditions

(i) The vendors shall be held responsible for any damage , loss in transit or for any supply which is

not in conformity with the order or for loss occurring on this account and shall be liable to

deduction from this bill for the said supply or from the bill from the other supply.

(ii) If any question , dispute or difference arises in connection with the interpretation of the

aforesaid terms & conditions , the decision of the Smart Library ,WBHIDCO shall be final and

binding on vendors .If the vendor desires any clarification on the order letter, he may seek

clarifications before execution of the order.

(iii) The supplier shall be liable to refund the cost of the title(s) , if supplied in damaged / soiled

condition.

(iv) The enlistment will be terminated / dropped / black-listed

(a) If the vendor fails to deliver 75% of the Procurement Order (in terms of no. of titles) in

more than 2/3 occasions.

(b) If the vendor provides any wrong or distorted information to the library .

8. Arbitration

Any dispute will be settled by CMD , WBHIDCO.

TENDERERS RESPONDING TO THIS ADVERTISEMENT SHALL BE AGREEABLE TO THE TERMS &

CONDITIONS CONTAINED HEREIN. THE DIRECTOR GENERAL RESERVES THE RIGHT TO REJECT ANY

OR ALL OR PART OF TENDER WITHOUT ASSIGNING ANY REASON.THE TENDERERS ARE REQUESTED

TO SUBMIT THE DECLARATION THAT THEY WILL ABIDE BY THE TERMS AND CONDITIONS OF

BUSINESS AS SPECIFIED BY THE SMART LIBRARY,WBHIDCO.

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No. - HIDCO/GM(E)-II/AA-I/757/1(9) Date – 19.07.2019

Copy forwarded to:-

1. E.D.(E), WBHIDCO

2. JMD(Admin), WBHIDCO

3. Chief Engineer (Civil), WBHIDCO

4. Curator, Rabindratirtha.

5. Sr. Architect, WBHIDCO.

6. P.S. to Chairman, WBHIDCO

7. Notice Board of Rabindratirtha/Nazrultirtha/office of the GM(E)-II

General Manager (Engg)-II

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Annexure -A

Application form for empanelment as book supplier

To

The Sr. Architect, WBHIDCO

Smart Library,WB HIDCO

HIDCO BHABAN, Premises No.35-1111,

Biswa Bangle Sarani, 3rd Rotary

New Town ,Kolkata-700156

Sir ,

In response to your advertisement no…………………………………………………………………………………..

dated,……………………………….,please find my duly filled application form along with relevant documents.

1. Name of the company :

2. Address:

3. E-mail:

4. Contact numbers:

5. Name of the Proprietor :

6. Partner if any :

7. Aadhar No:

8. Copy of valid PAN NO. duly sealed and signed :

9. CBS Bank Account No.:

10. IFSC No. of the said bank :

11. Name and Address of the bank with telephone No./Fax No.

12. Annual turnover for 2017-2018:

13. Whether blacklisted from any organization :

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14. Whether income tax payee (attach document) :

15. Copies of the Income Tax Statement for the last three years (2016-2017,2017-2018,2018-2019) duly

vetted by the Audit .

16. Name and Address of the business premises should be mentioned in the copy. Please provide all the necessary documents (duly sealed and signed) along with Vendor’s license fee

Registration copy issued by Corporation/Municipality.

DECLARATION

All the information provided by us is true to best of my knowledge and belief.

Moreover your terms and conditions are acceptable.

(Signature of the

proprietor with seal)

Date :