Sub:Csir E-Journals Consortium

No. 3/2(108)/2004-Pur/E-JournalJune 16, 2004

SUB:CSIR E-JOURNALS CONSORTIUM

Dear Sir,

This is in continuation of earlier communication letter no. 3/2(108)/2004-pur/E-Journals dated 24th May 2004 regarding request for proposal (RFP) to provide access to e-journals. As you are aware that we had a pre - bid conference on 3rd June, 2004 to know the views of publishers on our RFP. The pre-bid conference was attended about 15 representatives of different publishers and based on deliberations, the RFP and its time schedule has been revised as below:

Final RFP is enclosed, closing date for submission of proposal is 15.07.2004

by 2.30 PM, bids will be opened at 3.00 PM on the same day.

Hence, we request to submit your proposal as per above time schedule.

Yours sincerely

Sd/-

Ashok Kumar Mittal

Sr Stores & Purchase officer

Telefax: 25849949

Encl:as above

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR)

CSIR E-JOURNALS CONSORTIA: Request For Proposal (RFP)

1.0. Background

Council of Scientific and Industrial Research (CSIR) is a society registered under Societies Registration Act XXI of 1860 having its office at Anusandhan Bhavan, Rafi Marg, New Delhi. CSIR is the largest government funded research and development organization in India with a chain of 38 laboratories and its constituent units/ centres spread across the country to carry out state-of-the art research and development activities. Each laboratory has a well established library or documentation centre that is also backed up with strategic information support from the National Institute of Science Communication and Information Resources NISCAIR, (a constituent establishment of CSIR formed with the merger of INSDOC and NISCOM).

To augment CSIR research and development activities, NISCAIR being the implementing agency is in the process of providing access to globally available Electronic Journals to entire S&T staff of CSIR and its constituent units through a consortia approach. As a first step, in recent past NISCAIR on behalf of CSIR had entered into an agreement with one of the leading e-publishers of the world and further intends to strengthen its information resource base by subscribing e-access to more and more journals published globally. CSIR wishes to acquire e-access by creating appropriate agreements on consortium basis (clubbing the requirements of 38 laboratories/institutes/unit/centres of CSIR, details are at an Annex- I (b)) with the other major providers of E-journals.

CSIR has 5,000 active researchers (3,000 of them are PhDs/M Tech) who are actively Supported by 11,000 Technical Officers and 5,000 supporting staff. CSIR has been responsible for pioneering research in all the aspects of scientific and industrial research. CSIR has a unique distinction of having largest international patent filing under Patent Cooperation Treaty (PCT) among the developing countries during the year 2002-2003. CSIR’s research output in terms of publications compares well with the leading scientific institutions of the country. CSIR’s innovation and its core competency in knowledge development is functionally access-dependent to latest developments in Science and Technology by its scientists and technical officers.

Indicated below are the Terms and Conditions of the agreement:

CSIR and/or its designated agency is termed as “Subscriber”, the laboratories/institutes/centres/units including subscriber institutes of CSIR are termed as “User Institutes”, and the publisher/service provider is termed as “Licensor”.

0. Access

2.1.Access to journals of a Licensor shall be provided to the User institutes on a Consortia basis with the following options:

All the journals to all the labs
All the journals to select labs
Select journals to all the labs
Select journals to select labs

Also, publishers may submit their own proposal as per their own Perception

/option.

2.2.Access in the user Institutesshallbe Internet Protocol (IP) enabled. In the user Institutes where such facility do not exist the Licensor shall provide access through login and password through Transfer Control Protocol/Internet Protocol (TCP/IP) account.

2.3.Facilities to search, browse, view and download shall be provided by the Licensor. The down load in print and/or in soft copy and its distribution among user Institutesof CSIR shall be allowed. The Subscriber will honour Intellectual Property Rights (IPR) in letter and spirit and facility will not be used for commercial benefits.

2.4.Licensor shall provide to the subscriber and user laboratories usage statistics reports on monthly basis as per details as provided under Para 9.0.

2.5.The user shall be all bonafied employees of CSIR and number of these shall be unlimited. Users shall be allowed for unlimited access, view, search, browse, download and print the data for their use

2.6.NISCAIR or the laboratory/institute so designated by CSIR shall be the implementing agency of the consortium.

2.7.The new titles added during the contract period shall be provided access at no additional charge.

3.0. Payment

3.1.Subscriber understands that different publishers/licensors and/or providers have different pricing models. So, the fee for the access of e-journals shall be arrived differently depending on pricing model through mutually negotiable agreement.

3.2.Multiple year agreements will be invoiced annually. Advance payment normally shall not be released until there is exceptional circumstance. In that event advance payment shall be released only against the irrevocable stand by Letter of Credit (LC)/Bank Guarantee in favour of the Subscriber.

3.3.Whenever the agreement is entered into, the payment computation will on prorate basis with effect from the date of contract entered into for remaining period of that calendar year

3.4.If the payment is to be made in Indian currency to the representative of the publisher in India, the currency conversion shall be done on the TT bank selling rate as prevailing on the date of publisher’s invoice.

4.0. Tenure

4.1.Subscriber chooses a multiple year terms for 2004 to 2006 period. This may

include variation in price projections for the entire term.

4.2.The agreement shall commence on the date of providing access and

continue until 31st December,2006 OR the period as decided by the

Subscriber.

4.3.Multiple-year agreements will automatically be renewed for successive one year

term unless either party gives notice of minimum three months latest by the 1st

October to the other party in writing.

5.0. Back-issue rights

5.1.Access to databases of all the back volumes with a minimum five years base (calendar year) of full text of all the titles shall be provided. In case of non-availability.it should be provided for the available period and the same should be clearly indicated in the offer.

5.2.The titles, new/added during the contract period shall be provided at no additional charge.

5.3.The titles which are discontinued or merged with other titles during the contract shall also be provided back-issues access.

6.0. Archival Policy

6.1.In the case of termination of the agreement or on the expiry of the agreement, the Licensor shall provide the full text of the e-journals entered into agreement and for the period of agreement on the prevalent formats on CD-ROM, DVD, etc with the retrieval software for network access to the implementing agency, who shall have the right to duplicate and distribute among various user Institutes of CSIR.

6.2.In case of change in archival technology, the state-of-art archival technology shall be made available by Licensor to Subscriber at no extra cost for archival of full text data of e-journals to higher version of technology as and when it arrives.

7.0AwarenessBuilding and User Support

7.1Licensor will inform CSIR about their user’s meet/seminars to be organized in the country/ in the region well in advance to enable the subscriber participation free of cost in the event.

7.2Licensor will provide adequate number of publisher’s publicitymaterial, brochure, posters and user support material in both print as well as CD form, as applicable.

8.0Training

8.1The Licensor will conduct ‘Train-the-Trainer’ sessions for at least two library and information science professionals per User Institute of the CSIR at six locations namely New Delhi, Lucknow, Hyderabad, Chennai, Pune & Kolkata of two days duration at no extra charges.

8.2The Licensor shall however not be responsible for the travel and related costs of the librarians and information specialists attending such trainings.

8.3On demand, the Licensor will provide the ‘Train the Trainer’ programme in the consolidated training programme along with the other publishers, if required. Subscriber will inform Licensor, the schedule of such training Programme.

8.4The subscriber will not pay any charges to licensor for ‘Train the Trainer’ Programme towards travel/stay, etc.

8.5Licensor will provide sufficient copies of the course manual in electronic and printed form at their own cost.

8.6Licensor will inform the address and contact details of the ‘Train the Trainer’ to Subscriber/user Institutes for any help required by the users.

8.7Subscriber will identify the User Institutes, who will provide audio visual facility, venue and hospitality for train-the-trainer programme.

9.0 Usages Statistics

Licensor shall be required to submit the following data/statistics:

9.1No. of downloads, both full text and abstracts; done by User Institute monthly and cumulatively by participating User Institute.

9.2 Data as at (9.1) above shall be provided for

-Current month

-Previous month

-Cumulative for the current year

-Cumulative for the previous year(s)

9.3 Data as at (9.1) & (9.2) above shall be provided for each journal-wise.

9.4 In case of any discontinuation or gap the publisher shall inform the reason and the origin of discontinuation/gap.

9.5The designated users of CSIR of each laboratory as well as NISCAIR shall be

given access to the publisher’s server/database, where user statistics is logged into. Licensor shall allow access to down load the statistics to two designated staff of each User Institute. This access to the designated users of CSIR shall be password regulated and such users will have the privilege to download statistics with respect to their labs. In case of subscriber(NISCAIR), Licensor will ensure the complete access to usage statistics in respect of all User Institutes. Facilities to search, browse, view and download shall be provided by the Licensor. The download, print and its distribution among User Institute etc., shall be allowed.

10.0. General Terms and Conditions (GTC)

10.1In the event that access to E-journals is stopped from the Licensor end due to any problem, Subscriber/user Institute etc. shall be allowed access for the same period/time as the breakdown, after the term of the contract or Subscriber shall deduct the proportionate amount from the fees payable to the Licensor or the licensor shall refund the proportionate amount to the subscriber.

10.2A notice of one month shall be provided by either side in the event of termination of contract.

10.3If the Licensor sells or otherwise transfers ownership of e-journals to another Licensor for rest of the period, proportional subscription amount shall be refunded to the subscriber.

10.4CSIR or its implementing agency as Subscriber recognizes that following are obligations on its part:

10.4.1Maintaining the integrity of the licensed products; and

10.4.2Ensuring access to and use of licensed products is limited to

authorized users;

10.5The Subscriber shall not be responsible for any sales tax, VAT or other taxes or any other license fee or any other hidden cost except the agreed invoiced amount.

10.6The agreed terms and conditions can’t be altered without mutual consent of both the parties.

10.7Licensor will have to indemnify the Subscriber for losses/claims/compensation caused/raised by third party with regard to the contract.

10.8The Licensor liability to Subscriber shall be to a sum equal to the fee paid by subscriber if things go wrong on the part of Licensor.

10.9The Subscriber shall not be liable for breach of any of the terms of the agreement by any authorized user provided that Subscriber did not intentionally assist in or encourage such breach or permit such breach to continue after having noticed thereof and provided reasonable cooperation to Licensor(s) to prevent misuse.

10.10Any kind of breach of agreement as a result of conditions beyond control such as a war, strike, fire, flood, governmental restrictions, power failures, damage or destruction, act of God shall not be deemed as a breach of the contract agreement.

10.11In case of closure or merger of any of the User instituteof CSIR as per its policy decision during the agreement period, the print subscription of the particular user Institute(s) will not be maintained and accordingly costs will be reworked.

10.12In case of closure or merger of any of the UserInstitute, the respective subscription/access costs will not be taken into account for payment or other fee chargeable by the Licensor.

10.13In case, access fee is based on the print subscriptions cost model, the year of signing the agreement will be base year for taking the print subscriptions cost into account to compute the access fee payable to Licensor.

11.0Governing Laws and Jurisdiction

11.1The contract agreement shall be governed by the laws of India.

11.2All disputes arising under the contract agreement shall be settled under the rules of the international arbitration court by one or more arbitrators in accordance with the said rules. The place of the arbitration shall be in New Delhi (India) and carried out in the English Language.

Annex-I (a)

PRICE QUOTE

It is understood that different publishers have different pricing models of consortium access to e-journals. Price quote is required in the options given below. However, publishers may give any additional or any other kind of prevalent pricing model or as per their own Perception /option.

Also it is observed that quotes by publishers are built on journals in all subject categories including agriculture, humanities, and social sciences. These are not in larger interest of CSIR. Price quotes should also be given separately for journals in STM areas. ,

OPTION (a) All the Journals to all the Labs

1. E-ACCESS MAINTAINING EXISTING PRINT SUBSCRIPTIONS 2004

US$ / Rs. (US$1 = INR 46)* / Remarks
Annual access fee
Access fee for back issues, if any**
Any other information

2. E-ACCESS WITHOUT MAINTAINING PRINT SUBSCRIPTIONS