Advertisement for Empanelment of Vendors for Supply of Books to the Library, IIIT Kota for the Year 2025–26
Back to Announcements
Advertisement for Empanelment of Vendors for Supply of Books to the Library, IIIT Kota for the Year 2025–26
May 15, 2025
Administrative
Announcement
Advertisement for Empanelment of Vendors for Supply of Books to Library, IIIT Kota for the year 2025-26.pdf
The Indian Institute of Information Technology (IIIT) Kota is inviting applications from reputed Publishers/Distributors/Vendors to seek empanelment as authorized vendors for the supply of books to the IIIT Kota Library for the year 2025-26.
Applications are invited from Publishers/Distributors/Vendors to become empanelled vendors for supplying books to IIIT Kota for one year (2025-26). The application form and terms and conditions can be obtained from the Coordinator's office at IIIT Kota, from the Library Information Officer, Central Library, IIIT Kota, or downloaded from the institute's website (http://www.iiitkota.ac.in).
.) The completed application form, along with required documents and fees, must be submitted to the same office by June 5, 2025, no later than 5:00 PM.
Terms and Conditions for Empanelled Vendors
IIIT Kota reserves the right to cancel the empanelment of any vendor who breaches the terms and conditions.
IIIT Kota does not guarantee inclusion in the approved list or placement of orders to all empanelled vendors.
Qualified vendors must submit a security deposit of ₹5,000 in the form of a demand draft in favor of "Director IIIT Kota," payable at Jaipur, within one week of empanelment confirmation. This deposit will be refunded upon successful completion of the empanelment terms.
The library will send a list of required titles and copies to all empanelled vendors via email. Vendors must respond within one week, quoting available titles, number of copies, unit price, and discount offered.
Supply of books must adhere strictly to purchase orders and agreed terms. Acknowledgment of the purchase order receipt by email is mandatory.
Orders will be placed with vendors offering the lowest price/highest discount, fast response, and based on a Library used Ranking Formula.
If multiple vendors offer the same discount, the order will be distributed approximately equally among them.
Supplies must include correct details about the title, author, ISBN, publisher, and quoted price. Vendors must seek prior permission for any changes.
Queries regarding purchase orders should be raised within two days of receipt.
Supplies should be delivered free of freight charges.
Books sent via V.P.P. will not be accepted.
Every supply must include a delivery challan with details of items, titles, quantity, and price.
Timeframe for Supply and Cancellations
Indian titles: Three weeks
Foreign titles: Six weeks
A two-week grace period may be granted upon written request.
Purchase orders are automatically canceled after the timeframe, including the grace period.
Acceptance of canceled titles is at the Institute's discretion.
Delays in supply will incur penalties.
Edition Specifications
Latest editions must be supplied unless otherwise specified.
Paperback editions should be supplied by default, unless specified otherwise.
Indian editions should be supplied by default, unless mentioned otherwise.
Clarification is required from the Library for alternative editions.
Xeroxed/pirated copies or prints from eBooks are not acceptable.
Advance payment is not provided; payment will be cleared after successful delivery.
Invoicing Procedure
Pre-receipted invoices/bills must be submitted in duplicate.
The original invoice/bill must be signed by an authorized signatory and include a revenue stamp if the amount exceeds ₹5,000.
Invoices should be addressed to the Coordinator, IIIT Kota.
One invoice per purchase order.
Vendor Undertaking
Vendors must undertake that:
Prices charged are actual and correct.
Latest editions have been supplied.
Books are checked for defects.
Acknowledgment of purchase orders will be sent within two days.
Reminders and inquiries will be answered.
Mandatory Enclosures with Invoice
A copy of the publisher/distributor's invoice/catalog as price proof.
A currency conversion proof.
Conversion Rates
Prices should be indicated in original currencies.
RBI currency conversion rates applicable on the purchase order date must be followed.
Termination of Registration
Vendor registration may be terminated for:
Failure to deliver at least 80% of the supply.
Breach of agreement terms.
Incorrect information provided by the vendor.
The Institute reserves the right to modify the terms and conditions. All disputes are subject to the arbitration of the Coordinator, IIIT Kota. The empanelment will be interpreted under Indian Laws.
Discount
A minimum standard discount of 25% on the RBI exchange rate is applicable on all types of books, except for 0% discounted publications. Vendors are encouraged to quote above 25% discount.
Application Form
Applications are invited from Publishers/Distributors/Vendors for registration and empanelment for the supply of books to the Central Library, IIIT Kota. The duly filled application form should reach the Coordinator, Indian Institute of Information Technology Kota by June 5, 2025, 5:00 PM. The application must include a non-refundable application fee of ₹500 and a refundable security deposit of ₹5000.
Back to Announcements
Advertisement for Empanelment of Vendors for Supply of Books to the Library, IIIT Kota for the Year 2025–26
May 15, 2025
Administrative
Announcement
Advertisement for Empanelment of Vendors for Supply of Books to Library, IIIT Kota for the year 2025-26.pdf
The Indian Institute of Information Technology (IIIT) Kota is inviting applications from reputed Publishers/Distributors/Vendors to seek empanelment as authorized vendors for the supply of books to the IIIT Kota Library for the year 2025-26.
Applications are invited from Publishers/Distributors/Vendors to become empanelled vendors for supplying books to IIIT Kota for one year (2025-26). The application form and terms and conditions can be obtained from the Coordinator's office at IIIT Kota, from the Library Information Officer, Central Library, IIIT Kota, or downloaded from the institute's website (http://www.iiitkota.ac.in).
.) The completed application form, along with required documents and fees, must be submitted to the same office by June 5, 2025, no later than 5:00 PM.
Terms and Conditions for Empanelled Vendors
IIIT Kota reserves the right to cancel the empanelment of any vendor who breaches the terms and conditions.
IIIT Kota does not guarantee inclusion in the approved list or placement of orders to all empanelled vendors.
Qualified vendors must submit a security deposit of ₹5,000 in the form of a demand draft in favor of "Director IIIT Kota," payable at Jaipur, within one week of empanelment confirmation. This deposit will be refunded upon successful completion of the empanelment terms.
The library will send a list of required titles and copies to all empanelled vendors via email. Vendors must respond within one week, quoting available titles, number of copies, unit price, and discount offered.
Supply of books must adhere strictly to purchase orders and agreed terms. Acknowledgment of the purchase order receipt by email is mandatory.
Orders will be placed with vendors offering the lowest price/highest discount, fast response, and based on a Library used Ranking Formula.
If multiple vendors offer the same discount, the order will be distributed approximately equally among them.
Supplies must include correct details about the title, author, ISBN, publisher, and quoted price. Vendors must seek prior permission for any changes.
Queries regarding purchase orders should be raised within two days of receipt.
Supplies should be delivered free of freight charges.
Books sent via V.P.P. will not be accepted.
Every supply must include a delivery challan with details of items, titles, quantity, and price.
Timeframe for Supply and Cancellations
Indian titles: Three weeks
Foreign titles: Six weeks
A two-week grace period may be granted upon written request.
Purchase orders are automatically canceled after the timeframe, including the grace period.
Acceptance of canceled titles is at the Institute's discretion.
Delays in supply will incur penalties.
Edition Specifications
Latest editions must be supplied unless otherwise specified.
Paperback editions should be supplied by default, unless specified otherwise.
Indian editions should be supplied by default, unless mentioned otherwise.
Clarification is required from the Library for alternative editions.
Xeroxed/pirated copies or prints from eBooks are not acceptable.
Advance payment is not provided; payment will be cleared after successful delivery.
Invoicing Procedure
Pre-receipted invoices/bills must be submitted in duplicate.
The original invoice/bill must be signed by an authorized signatory and include a revenue stamp if the amount exceeds ₹5,000.
Invoices should be addressed to the Coordinator, IIIT Kota.
One invoice per purchase order.
Vendor Undertaking
Vendors must undertake that:
Prices charged are actual and correct.
Latest editions have been supplied.
Books are checked for defects.
Acknowledgment of purchase orders will be sent within two days.
Reminders and inquiries will be answered.
Mandatory Enclosures with Invoice
A copy of the publisher/distributor's invoice/catalog as price proof.
A currency conversion proof.
Conversion Rates
Prices should be indicated in original currencies.
RBI currency conversion rates applicable on the purchase order date must be followed.
Termination of Registration
Vendor registration may be terminated for:
Failure to deliver at least 80% of the supply.
Breach of agreement terms.
Incorrect information provided by the vendor.
The Institute reserves the right to modify the terms and conditions. All disputes are subject to the arbitration of the Coordinator, IIIT Kota. The empanelment will be interpreted under Indian Laws.
Discount
A minimum standard discount of 25% on the RBI exchange rate is applicable on all types of books, except for 0% discounted publications. Vendors are encouraged to quote above 25% discount.
Application Form
Applications are invited from Publishers/Distributors/Vendors for registration and empanelment for the supply of books to the Central Library, IIIT Kota. The duly filled application form should reach the Coordinator, Indian Institute of Information Technology Kota by June 5, 2025, 5:00 PM. The application must include a non-refundable application fee of ₹500 and a refundable security deposit of ₹5000.