annual report 2016-17 - oil india€¦ · annual report 2016-17 kolkata office 2 team kolkata...

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ANNUAL REPORT 2016-17

Annual Report 2016-17 Kolkata Office

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TEAM KOLKATA

VISION Team Kolkata delights customers by procuring right materials and services

at the desired time, at right price, clearing imported goods without demurrage and maximizing ROI through investment management

Team Kolkata cares for its customers by providing best hospitality, logistical and liaison support, with quick response to requirements.

Team Kolkata maintains congenial work environment with mutual trust, respect, cooperation, and is committed to work with sincerity, dedication and transparency.

Team Kolkata as a learning team continually striving for excellence

Core Purpose

‘Team Kolkata delights customers, cares for stakeholders and continually strives for excellence.’


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INTRODUCTION Kolkata Office plays very crucial role in the overall productivity and growth of

OIL.

It provides critical support services to various spheres of OIL, particularly FHQ,

Duliajan, in procurement of materials, logistics management, Import

Clearance of Overseas materials, pre-dispatch technical inspection,

investment of superannuation trust funds and thereby meaningfully

contributing to the overall interest of the Organization.

Kolkata is the gateway to the North-East where OIL’s major

producing assets are located.

Kolkata is the nearest nerve centre of industrial units to the

North-East which makes it favorable to provide a part of the

necessary materials and equipments required for the running

of the Company’s Field Operations.

The sea port and airport at Kolkata provide gateway for

bringing in a variety of specialized necessary equipments /

consumables from abroad.

Kolkata, being a centre of Trade & Commerce, provides with

opportunities for investment of funds and other related

financial initiatives.


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ACTIVITIES

&

ACHIEVEMENTS

OF

KOLKATA

OFFICE

2016-17


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CONTRACTS & PURCHASE SECTION:

Contract & Purchase (C&P) Section plays a very significant role in

procuring materials from Indigenous sources to ensure steady supply of

materials and thereby maintaining uninterrupted Oilfield Operations. During

the financial year 2016-17, C&P Section processed a total of 648 PRs, placed

572 Orders & Contracts valuing Rs. 20.34 Cr. The average Lead time (from the

PR release date to Order date) during the period is 116 days.

Some of the key highlight areas and achievements are:

Apart from regular items, items required for specific occasions were

procured at the shortest possible time.

Annual rate contracts were entered for some of the regularly required

items such as paper, cartridge, bottled drinking water etc. to reduce the

procurement time.

Comparative Statement of some major parameters during the last 5 years:

Year 2012-13 2013-14 2014-15 2015-16 2016-17

OPENINGPR 60 56 14 7 14

PR RECEIVED 689 601 630 684 648

TOTAL 749 657 644 691 662

CLOSING PR 56 14 7 14 23

TENDERS

ISSUED 719 626 543 727 608


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ORDERS

PLACED 701 685 613 758 572

LSS RAISED 807 821 695 664 650

ORDER VALUE

IN RUPEES

(CRORE)

27.96 33.94 31.57 36.37 20.34

E-TENDERS 18 33 22 37 29

LEAD TIME 126 123 125 116 116


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SHIPPING SECTION:

OIL requires a regular supply of equipment, spares,

chemicals, tubular and consumables that have to be procured and brought

from abroad. The Shipping Section of Kolkata office plays a crucial role

towards uninterrupted dispatch of imported consignments to respective

spheres by arranging shipment, import clearance from customs/ports/air

ports authorities, processing payment against global orders complying with

all statutory regulations. Shipping Section is also responsible for maintaining

harmony and good relation with Govt. authorities and other statutory bodies.

Some of the key highlight areas and achievements are:

All the shipments were closely monitored to reduce the demurrage/port

rent to the minimum possible. The data for the last five years are as under

Some of the major consignments handled during the year

I. Import of 5 Nos. Work-over rigs against P.O. No. 7950934

1st Shipment: Consignment of 3(three) nos. of 125 MT Rig Packages

(consisting of 69 packages – 568 MT) arrived in Sept’16.With the best efforts

PARTICULARS 2012-13 2013-14 2014-15 2015-16 2016-17

Demurrage/ Port rent (Lakhs)

1.605 0.94 0.61 0.73 0.81


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put by shipping section the cargo was cleared most expeditiously and

dispatch to Duliajan commenced within 4 days.

2nd Shipment: Consignment of 1(one) no. of 100 MT Rig and 1(one) no. of

125 MT Rig with Mud System (consisting of 86 packages-690 MT) arrived in

Nov’16. The cargo was cleared most expeditiously and dispatch to

Duliajan commenced within 3 days.

II. Import of Crude Oil Despatch Pump against P.O. No. 7950929

Against P.O. No. 7950929, 12 (Twelve) nos. of Crude Oil Desptach Pumps

received. The consignment were ODC and hence, separate contract

floated for transporting the same to Duliajan as the same is not covered in

the existing transport contract. All the 12 nos. of Crude Oil Desptach Pumps

transported to Duliajan through Sar Parivahan Pvt. Ltd., Kolkata against a

separate contract using low-bed trailers.

III. Import of 2 Nos. of Nitrogen Pumping Unit against P.O. No. 7950632

2 (Two) nos. of Nitrogen Pumping Unit along with spares weighing around 54

MT landed in Kolkata Port in July’16 were cleared from Customs and sent

through trailers to Duliajan.


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Major performance statistics of Shipping Section during the year 2016-17:

PERFORMANCE REPORT - 2016-17

Sl No.

PARTICULARS 2012-13 2013-14 2014-15 2015-16 2016-17

1 TOTAL CIF VALUE

(CRORE) 240.02 248.80 267.14 411.63 496.87

2 TOTAL CUSTOMS DUTY

(CRORE) 3.19 2.22 9.21 11.73 30.41

3 TOTAL VALUE OF IMPORTED ITEMS

CLEARED (Cr) 243.21 317.23 269.82 415.75 527.28

4 CONSIGNMENT CLEARED

IN NOS. (SEA) 169 189 148 197 209

5 CONSIGNMENT CLEARED

IN NOS. (AIR) 145 148 134 132 129

6 TOTAL CONSIGNMENT

CLEARED IN NOS. 314 337 282 329 338

7 CARGO CLEARED

IN MT – SEA 11,422 14,645 23,326 15,089 1691.63

8 CARGO CLEARED

IN MT – AIR 25.71 26.71 21.5 24.2 19.0

9 TOTAL CARGO CLEARED

IN MT 11,447.7 14,671.7 23,347.5 15,113.2 1710.63

10 TOTAL PORT RENT

(LAKHS)-SEA 0.872 0.60 0.61 0.73 0.81

11 TOTAL PORT RENT

(Lakhs) –AIR 0.733 0.34 0.00 0.00 5.74

12 TOTAL RENT PAID

(LAKHS) 1.605 0.94 0.61 0.73 6.55

13 TOTAL PORT RENT ON

ACCOUNT OF EC 0.795 0.56 0.16 0.10 0.17

14 TOTAL NOS. OF S/D

PAYMENT 209 247 168 191 173

15 TOTAL NOS. OF L/C

PAYMENT 93 128 100 122 179

16 TOTAL PAYMENT

RELEASED (CRORE) - - 177.26 367.94 352


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FINANCE & ACCOUNTS SECTION:

Finance & Accounts Section of Kolkata Office deals

with the finance and accounting activity of Kolkata Office including

financial vetting for establishing and settlement of LCs, payment against sight

draft, payments related to clearing and forwarding activities, settlement of

invoices against the Kolkata purchase orders and service contracts,

investment of surplus of Superannuation trust funds, financial vetting of

purchase and contract proposals etc.

The sectional activities pertaining to F & A Section for the year 2016-2017

are highlighted below. During the financial year, F & A Section made sincere

efforts to keep the level of performance high in respect of its activities.

A

BILLS & INVOICES

Purchase Bill Received 813 NOS

Medical Bill Received 3904 NOS

Miscellaneous Bill received 674 NOS

IAC Bill Received 28 NOS

Purchase Proposal Received 319 NOS

CST Forms issued 193 NOS

STATUS

No. of Bills Outstanding as on

01.04.2016 (All total – excluding P/P) 84NOS

No. of Bills Received during the year

(All total) 5419NOS

No. of Bills Processed during the

year (All total) 5220NOS

No. of Bills Outstanding as on

31.03.2017 283NOS

B PURCASE

PROPOSALS

No. of Purchase Proposal

outstanding as on 01.04.2016 02 Nos

No. of Purchase Proposal received

during the year 319 NOS


processed during the year 321 NOS


outstanding as on 31.03.2017 Nil


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C

LETTER OF CREDIT &

BILL PAYMENT TO

FOREIGN VENDORS

i) Payment thru Collection & Sight

Bill 343 NOS

ii) Opening of Letter of

Credit/Amendment of L/C 248 NOS

Total 591 NOS.

D CASH & TREASURY

No. of Cash Voucher cleared

during the year 3167 NOS

No. of Bank Payment Vouchers (In-

country) cleared 3152 NOS

No. of Payment vouchers (E-

Payments) cleared 7219NOS

E

INVESTMENT IN

VARIOUS OIL INDIA

SUPERANNUATION

TRUST FUNDS

OIEPF ₹ 10,200.00 Lakhs

OIGF ₹ 370.00 Lakhs

OILEPF ₹ 13230.00 Lakhs

OILSPF ₹ 7,640.00 Lakhs

Total ₹ 31,440.00 Lakhs

Following responsibilities have been successfully completed:

All data and support related to finalization of Accounts for the year 2016-

2017 had been provided in time along with support service to the CAG

Audit, Statutory Audit and Internal Audit programmes.

Efforts are on to cover the maximum number of payments through E-

payment mode and reduction of cash handling.

Various Seminars relating to implementation of INDAS, Audit Meetings etc.

are successfully organized with greater participation.


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Smooth Operations of E-tendering of investment as per the requirement of

Superannuation Section, F&A at FHQ.

During the period under review, several key pending issues were

addressed and solved with clearing of Branch Accounts etc.


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INSPECTION SECTION: Inspection Cell facilitated in minimizing rejection

frequency of materials thereby helping to achieve minimum down-time of

machines/equipments during the year 2016-17. Inspection Cell also provided

support services like failure analysis of materials as and when required basis.

In addition to attending inspection calls, this section carried out Technical

Scrutiny of offers received against tenders for stock items. PERFORMANCE STATISTICS:

Number of inspection

calls pending

as on 31.03.2017

Number of calls received

during the

period from 01.04.2016

to 31.03.2017

Total number of inspection

calls

attended during the

period from 01.04.2016

to 31.03.2017

Pending inspection

calls as on

31.03.2017

Total Number of technical

scrutiny done

during the period from

01.04.2016 to

31.03.2017

Nil 26 26 0 245

HSE Activities

Inspection Section also carries out HSE activities of Kolkata Office. Health

check-ups, Mock-drill, various other events etc. were organized successfully

during the period.


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INFORMATION TECHNOLOGY(IT) SECTION:

IT Section ensures the uninterrupted availability of all IT services like E-mail,

SAP, Internet and WAN connectivity .IT section deals with maintenance and

upkeepment of all IT related devices like PCs, printers, scanners, network

devices etc.

Some of the major activities of IT Section during the year: Securing and restricting the access of wireless network connection in

Kolkata Office.

Initiated replacement of old XP Desktops.

Action has been initiated for revamping the Kolkata office intranet

portal.

Internet services has been provided through Wi-Fi at Guest house using

LTE devices.

The performance of the below mentioned Client Machines, Servers and Network are as under:

SL

NO. ITEMS

MAIN

OFFICE

SHIPPING

OFFICE

OTHER

LOCATIONS TOTAL

1 SERVERS 5 2 0 7

2 DESKTOPS 66 16 7 89

3 PRINTERS 40 10 7 57

4 SCANNERS 5 2 0 7


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98.40%

98.60%

98.80%

99.00%

99.20%

99.40%

99.60%

99.80%

100.00%

Servers LAN WAN Desktop Printer

99.9% 99.9%

99%

99.9% 99%

A

c

h

i

e

v

e

d

Category

Uptime Record for the year 2016-17


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OFFICIAL LANGUAGE (HINDI) SECTION: In Pursuance of Official Language Act/Rules of the Govt. of

India, efforts were made towards increased use of Official Language Hindi in

Official work. Officers and employees were motivated to put in their best

efforts to do the official works in Hindi. In order to promote the

implementation of Official Language the following steps were initiated:

4 Nos. of Hindi Workshops were conducted (one in each quarter) so as to

enable officers and employees to work in Hindi conveniently and

efficiently.

Inter sectional Quarterly Meetings of Official Language Implementation

Committee (OLIC) were held in each quarter (April to June, July to

September, October to December and January to March).

Employees were encouraged to attend Hindi Training Classes. Two nos. of

employees have been nominated for the training of Pragya examination

during this year.

Hindi Fortnight 2016 was observed in a befitting manner from

01.09.16 to 14.09.16 to propagate Official Language Hindi amongst

executives and employees. Various competitions viz. Quiz competition,

Debate competition, Hindi General Knowledge competition and Hindi

Translation competition were held during Hindi Fortnight Celebration and

mementos/prizes were distributed to the prize winners on the concluding

day.

Various circulars, letters and other publication materials were made

bilingual / trilingual as per the requirement of section 3/3 of Official

Language Act 1963. Important documents, to be laid on the table of

Parliament, were also brought out in bilingual form.

Various quarterly and half yearly reports were submitted to Corporate

Office Noida/Regional Implementation Office, Kolkata and other statutory

authorities as per the requirement.


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Annual programme of Official Language, issued by Department of Official

Language, Ministry of Home Affairs, Government of India for the year

2016-17, was implemented in letter and spirit.

Awards:

Rajbhasha shield was awarded to Kolkata Office by Town Official

Language Committee for PSUs of Kolkata for contribution to the

implementation of Official Language. The coveted shield was given in a

glittering ceremony held at Kolkata on 11.08.2016 by Honorable Governor of

West Bengal Shri. Keshari Nath Tripathi in presence of various PSU Heads of

different organisations.

Kolkata office was awarded the inter-sphere Rajbhasha Shield (2nd position)

for implementation of Official Language Hindi at Kolkata office. The shield

was given in a ceremony held at Field HQ , Duliajan.


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ADMINISTRATION SECTION:

Administration section deals with various activities viz. ER matters,

administering facilities & benefits extended to executives and employees,

extending meet and greet services, regular liaisoning with various Govt.

authorities, infrastructure upkeepment and development etc. During the

year, some of the major activities are highlighted below. Initiated the process of external recruitment after a gap of almost two

decades.

Conducive working environment prevailed all through the year by

maintaining harmonious relationship with recognized Union.

Various prestigious events such as MAC meeting, CCRU Meeting, Pre-Bid

Conference, Vigilance Awareness Programme etc. were successfully

organized at Kolkata.

Proper planning and execution resulted in minimum utilization of

empanelled hotels thereby minimizing expenditure.

Some of the major activities of involvement

GUEST HOUSE

Occupancy

DIROI GUEST HOUSE 4528 Room Days Both Guest Houses

maintained to

almost full

occupancy

LEE ROAD GUEST

HOUSE 364 Room Days

TRAVEL

MANAGEMENT

Air Tickets

08 International

223 Domestic

Total Value:

Rs. 24,39,725.00

MEDICAL and related

EXPENDITURE

Employees &

dependents ₹ 0.96 Crores

Total: ₹ 4.57 Crores Retired Employees

and dependents ₹ 3.61 Crores


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HUMAN RESOURCE:

MANPOWER:

The working strength of Kolkata Office as on 31st March, 2017 is:

CATEGORY as on 31.03.2017

SANCTIONED EXISTING

EXECUTIVE 21 18

OSD 3 3

Staff 96 52

Sub staff 38 15

PROMOTION:

EMPLOYEES:

SL NO GRADE/DESIGNATION Number

1. Grade : EG-I 4

2. Grade : EG-II 2

3. Grade : IX(PG) 3

4. Grade : IX(SR) 1

5. Grade : IX 3

6. Grade : V 1

7. Grade : V(PG) 6

8. Grade : V(SR) 1


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Farewell

We bid farewell to the following on their superannuation:

EXECUTIVES:

SL NO NAME Designation

1 Shri Kripendra Lal Dey Sr. Suptg. Sec. Officer

2 Shri Bivash Lal Das Sr. Accounts Officer

EMPLOYEES:

SL NO NAME DESIGNATION

1. Shri R. K. Singh Grade : EG-III.

2. Shri A. K. CHATTERJEE Grade : EG-III.

3. Shri P. C. Choudhury Grade : EG-III.

4. Shri D. S. Kahar Grade : V.

5. Shri R. K. Prasad Grade : V.

6. Shri G. P. Pal Grade : IX(PG)

7. Shri Indrajit Singh Grade : IX

8. Shri Alak Danda Grade: EG-I

SEPERATION

SL NO NAME Designation

1 Md. K. Khan (Expired) Grade: V

2 Shri A. Mondal (Expired) Grade: IV

TRAINING/ CONFERENCE/ WORKSHOPS ATTENDED:

CATEGORY Overseas In-Country In-House Total No. of

Trainings

EXECUTIVES Nil 12 02(KIT) 14

EMPLOYEES Nil 07 - 07


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IMPORTANT EVENTS ORGANIZED DURING THE YEAR:

Sl.No. Date CHRONOLOGICAL / IMPORTANT EVENTS

1 08.04.2016 Meeting of Co-ordination Committee of Recognized Unions

2 10.05.2016 Program on Safety and First Aid by St. John Ambulance, Kolkata.

3 03.06.2016 Walk-in Interview held at Kenilworth Hotel, Kolkata.

4 08.06.2016 Pre-Bid Conference held at Hotel Peerless Inn, Kolkata.

5 17.08.2016 to

18.08.2016

Pre-Bid Conference held at Hotel Peerless Inn, Kolkata.

6 24.08.2016 Meeting of Co-ordination Committee of Recognized Unions

7 23.09.2016 Health Check up Camp conducted by Desun Hospital, Kolkata.

8 10.11.2016 to

11.11.2016

Eye Screening Program by Lawrence & Mayo, Kolkata


10 16.01.2017 to

17.01.2017

Pre-Bid Conference held at Hotel Peerless Inn, Kolkata.




14 02.03.2017 to

03.03.2017

Pre-Bid Conference held at Hotel Peerless Inn, Kolkata

15 06.03.2017 Health Check up Camp and Health Awareness Talk conducted

by Fortis Specialty Hospital, Kolkata.



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ACCOLADES

A. OFFICIAL LANGUAGE

Person Award

Dr. V M Bareja Prashasti Patra for implementation of official

language at Kolkata Office

B. SPORTS

Person Sport Tournament Prize

Shri Subhajit

Saha

(No:6 in Men’s

Singles Ranking)

Table

Tennis

National Ranking (Central Zone )

TT, Indore Men’s Singles Silver Medal

National Ranking (East Zone) TT,

Aizawl

Men’s Singles Bronze

Medal

Public Sector TT, Mumbai Men’s Team Bronze

Medal

PSPB, Chennai Men’s Doubles Silver

Medal

Ms Mouma Das Table

Tennis

Czech Open’ 2016,Olomouc Women’s Doubles-3rd

Position

Olympic Games’2016,Rio,Brazil Participated

78th senior National TT

championship’2017,Gurgaon

Women’s team bronze

medal and women’s

doubles silver medal

Ms Nisha

Mohota Chess

Commonwealth Games

‘2016,Srilanka Represented India

International Lienz

Open’2017,Austria Best lady prize


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Corporate Social Responsibility:

Oil India is committed to the society. Keeping in perspective the larger

benefit of the society, identifying their basic needs, Kolkata Office,

being a part of OIL, also contributes for upliftment of the societies by

way of:

Helping underprivileged/needy group of people in and around

Kolkata.

Extending help in promoting sports

Providing support for promotion of rich cultural heritage.

The total amount disbursed towards CSR Activities for the year 2016-17 is

₹ 2.42 Lakhs.

ISO 9001:2008 CERTIFICATION:

ISO 9001:2008 Surveillance Audit I of Calcutta Branch

was carried out by M/S IR-Class and auditors have recommended the

continuation of our certification.


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COST SAVING MEASURES Effective utilization of transit accommodation and hired Vehicles

Annual rate contracts were entered for some of the regularly required

items such as paper, cartridge, bottled drinking water etc.

CONSTRAINTS: Due to limited availability of freighter service to Kolkata, explosive

consignments needs to be shipped to Delhi and get cleared there itself.

With the increase in new requirements, due to various Government

Directives/Audits/SAP implementation/E-procurements etc.., viz-a-viz

increase in work load shortage of manpower has been a major setback in

meeting deadlines and completing the work within stipulated time.


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FROM THE DESK OF GM(KOLKATA OFFICE)

I take this opportunity to acknowledge the excellent

and outstanding contributions made by each and every one of

Kolkata Office during the year.

The achievements were possible due to the sincere and dedicated

efforts put in by Team Kolkata.

I am immensely grateful to the Corporate Management and

Management at FHQ for their active support and guidance. I offer

my sincere gratitude to RCE, ED(C & P) and GM(C & P). I would

also like to thankfully acknowledge the support and co-operation

received from various departments.

May 5, 2017

(AMLAN PAUL)

GM- KOLKATA OFFICE


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Carrier of 125 MT Work-over Rig being hooked

Carrier of 125MT Work-over

Rig being unloaded

Well Logging Truck being loaded on hydraulic trailer


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NEW OFFICE SPACE FOR KOLKATA (UNDER CONSTRUCTION)


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Glimpses of Events held at Kolkata Office

HINDI PAKHWARA OBSERVED AT KOLKATA OFFICE

VIGILANCE AWARENESS WEEK OBSERVED BY KOLKATA OFFICE


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KEEP IN TOUCH PROGRAMME ORGANIZED AT KOLKATA OFFICE

OIL FOUNDATION DAY CELEBRATED AT KOLKATA OFFICE


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LAURELS OF OIL

Award of Certificate of appreciation and shield for OIL Kolkata Office for

implementation of Official Language in the office

annual report 2016-17 - oil india€¦ · annual report 2016-17 kolkata office 2 team kolkata...

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