Books Procurement: Very Urgent Please

[Naurin Ashraf]

Sir

 

Last time I asked about books procurement in Urdu Library and Dr. S.S. Ray guided me     very well.

As guided by an LIS Scholar I selected a vendor on discount basis as he offered the maximum discount on books and placed him order but he completed almost 50% order. He offered 25% discount while others were offering less than him. I made comparative statement of discount, get signed by books purchase committee and typed order letter.

Actually I was compelled to make comparative statement of quotations by higher authority. Then how could I choose the quality?

(1) My question is, " Is there comparative statement on the basis of discount compulsory as we follow in purchase of other goods?" However the books are excluded from the category of goods as per  General Financial Rules-2005 (Chapter-6, Rule 136).

Format:

Comparative Statement (Discount on purchase of books)

S. No.	Publisher	Discount on books
1	Educational Publishing House                                                                                                                              3108 Valik Street, Kucha Pandit, Lal Kuan,                                                                                                           Delhi-110006	25%
2	Urdu Academy, Delhi CPO Building, Near Ritz Cinema, Kashmiri Gate,Delhi- 110006	15%(On their own publications only)
3	Modern Publishing House,                                                                                                                9 Gola Market, Daryaganj, New Delhi-110006	20%(On their own publications only)
4	Sahitya Academy Rabindra Bhavan, 35, Ferozeshah Road,  New Delhi-110001	20%(On their own publications only)
5	NCPUL Farogh-e-Urdu Bhawan  FC - 33/9, Institutional Area, Jasola, New Delhi - 110025	25%(On their own publications only on minimum order of Rs. 5000/-)
6	Book Corporation 31, Ground Floor, Mirza Ahmed Ali Marg, Kucha Pandit, Lal Kuan, Delhi-6	22%
7	Darul Ehsat-e-Mustafai 3191, Gali Azizuddin Vakil, Kucha Pandit, Lal Kuan, Delhi-6	20%

 

 

It is certified that the discount offer mentioned at s. no. 1 (Educational Publishing House, New Delhi) is maximum as compared to others. Thus the books purchase order is recommended to the same.

 

 

Librarian                              Bursar                                                                  Secretary

(2)  My second query is, "Different publishers provide different discount on their own publications with different T&C (e.g. NCPUL 25% without bearing transportation charges, Sahitya Academy Delhi 20% but with advance payment, etc.). Then what should I do in such situation?

 

I posted letters subjecting call for quotations to ten publishers and suppliers on 14-12-2015 but still there is no response. Please guide me as whether I am following the right way or not? The format of letter and T&C are in next message.

[Munesh Kumar]

Dear Madam,

It seems you are trapped in to a problem/process which is unstructured and zig-zag. Actually you have not made your procurement policy and steps to be followed for book procurement (as I could get from your post). 

I would like to suggest you, "do all the work from beginning or just structure it as per followings,

1. Arrange a meeting with Purchase Committee, Library, and Finance Section to frame a purchase policy and steps which you will have to follow for book procurement and fix a discount of your library.

2. Inquire with vendors to supply the books. If they are agreeing send the book lists for quotation.

3. Make a comparative statement of quotations to get a vendor who is charging least and also having good reputation. Don't go any unknown vendor. Check their list of customers and book seller association membership certificate, take their PAN etc.

4. Put the comparative statement in front of committee, and let the committee decide to whom the order to be given in what size. 

5. Take the approval of committee's recommendations and make POs as per the recommendations and place the order. 

6. Choose GOC or bank rate (RBI) for currency conversion which one is suitable for you". 

These are the normal steps to be observed for book procurement. 

Still you have any doubt let us know.

Thank you. 

 

[Naurin Ashraf]

Thank you very much Mr. Munesh Kumar for your kind guidance. Actually our institution is in its initial stage with scarcity of staff. In hierarchy I am the second person after the head of the institute. We do not have any Purchase Committee, and Finance Section to frame a purchase policy. It is a state Govt. Institute and establishment of our governing body in under process. I alone have to decide everything and convince our head.

But still your suggestion is so valuable for me. I can start from step 2.

Thanks

[Rokester Kharbihkhiew]

Dear Madam

      I agreed with my friend Munesh on all the points and would like to suggest you few more points.

1. Fix the discount percentage, like what I did 25% for Foreign Editions and 20% for Indian Edition ( in consultation with the Library committee)

2. Empanel 5-10 trusted vendors in consultation with the Library committee ( not more than five members i.e you as convenor, any HOD as the chairman and three faculty members)

3. If and only if your empanelled vendors agreed with your term & conditions then proceed with the next step

4. Select Three to five empanelled vendors and sent the enquiry list of books to them regarding the latest publisher's Rate, edition and the time by which they can supply the books.

5. For me I select the vendor who can supplies the books at the earliest after checking the rates provided by that supplier is according to the publisher's rate.

Hope the suggestions will give you some ideas to start up your procurement process.

[Munesh Kumar]

Thank you Ma'am

It is pleasure to help mutually.

[Siddhartha Shankar Ray]

Dear Ms. Naurin,

I was away and thus could not reply to your queries. Sorry.

Now I think you received my feed backs.

Sincerely,

Siddhartha S. Ray

[Naurin Ashraf]

Thanks to all of you