Acquisition Section

Terms and Conditions for Supplying Books
Acknowledgement and Acceptance of the Order

The Supplier should acknowledge the receipt of the order by returning the signed duplicate copy within 15 days of the date of the purchase order and confirm whether he is willing to accept the order.

Delivery of Books

a) Only 'new books' and not 'used and new books' must be delivered.

b) The delivery period is as under:

· Indian Publications: One Month from the date of the purchase order

· Foreign Publications: Three Months from the date of the purchase order

The delivery date may be extended by the Library at its discretion, if the Supplier requests for an extension citing valid reasons.

Consignee and Mode of Despatch

The books should be consigned to CHAIRMAN, CENTRAL LIBRARY, INDIAN INSTITUTE OF TECHNOLOGY KHARAGPUR,Pin-721302, by Speed Post Parcel/Registered Parcel/Courier/Person. Delivery by train is not accepted.

Despatch Documents

Intimation relating to the mode of dispatch should be faxed to 091-3222-282431. Original dispatch documents are forwarded to the Library by Registered Post.

Preparation of Bill

The Bill should be prepared preferably in the same order as in the Purchase Order.

Submission of Bill

The Supplier should submit the bill in triplicate mentioning the order no. and date. The Bill should accompany the relevant challan in duplicate and the supporting documents: copy of the original import invoices (or current publishers' catalogue or Publisher's Price list).

Price Certificate

A price certificate should be incorporated in the bill stating that price quoted is correct. In case there are special price offers by the publisher, the same should be communicated to the Library and billed accordingly.

Exchange Rate

Conversion rate of foreign currencies will be charged as per bank rates, as announced on RBI web site, prevailing on the date of the bill.

Income Tax Related Papers

Current Income Tax Clearance Certificate, Income Tax No, and Permanent Account Number should be furnished along with your invoice, if not furnished earlier.

Latest Edition and Low-Price Edition Books

Books of the latest edition should be supplied, with an intimation to that effect to the Library, even though the Purchase Order may have specified an older edition.Due to Budget constraints and demand for purchasing more number of books, the Library prefers to procure low priced editions. Thus, if a low priced edition of a book is available, then the Supplier is encouraged to inform its availability to the Library, supply the same and bill accordingly.


The minimum discounts on the books are as under:

General and Text Books:

· 15% (20% if more than 20 copies are ordered) for books published within the past 2 years from the date of the Purchase Order.

· 20% (25% if more than 20 copies are ordered) for books published within the past 2-5 years from the date of the Purchase Order.

· 25% (30% if more than 20 copies are ordered) for books published 5 years before the date of the Purchase Order.

Reference Books:

· 20-25% for books published within the past 2 years from the date of the Purchase Order.

Society Publications:

· Discount rates as given above for general and textbooks apply to the Society publicatons. In the case of societies that may not offer sufficient margin to the Suppliers, a discount rate of 10-15% is expected for books published within the past 2 years from the date of the Purchase Order. To take advantage of the reduced rate, the Supplier is required to produce supporting documents.

Processing of Bills

If the books are supplied in good condition as per the Purchase Order complying with the terms and conditions, the Acquisition section will process the bills and forward the same within 15 days to the Accounts Section for payment.

Return of Bad Books

If a supplied book doesn't conform to specifications or if the pages are torn or missing or the copy is old or is not in good condition, the Supplier will be asked to take back the book at his own expense and replace it within one month, otherwise the order will be cancelled. The Library will not be responsible for such books if not taken back and replaced within the said period.

Delayed Supply

Supply of books beyond the stipulated date of delivery (including the extension granted, if any) will lead to a 2% penalty of the listed price on the Supplier.

Cancellation of an Order

· The order is liable to be cancelled if the delivery is not made within one month after the expiry of the stipulated delivery date.

· Books not conforming to specifications and not in good condition should be replaced within one month otherwise order for those books will be cancelled.

Delisting of Suppliers

A Supplier who frequently supplies books that do not conform to specifications or are not in good condition will be delisted.
Recovery of Financial Loss to the Institute

· Suppliers must certify on the bills that the price charged is correct and no special offers/low priced editions are available.

· On account of the supplier not informing us of the availability of low-priced edition books or not informing us of special price offers from publisher, any loss incurred to the Institute will be recovered from the amount payable to the Supplier.
Exclusive Rights of Library

The Library reserves the right to:

· Cancel an order at any time without assigning any reasons

· Change any clause in the terms and conditions listed above