GeM Vendor Assessment - A Simple Step-by-Step Guide for Sellers by Tenders Plus
Posted On : 29 December 2024GeM Vendor Assessment is a pivotal step for seller validation, ensuring product quality, and authenticity, and evaluating a vendor's manufacturing, material, and environmental practices. It establishes the overall reliability of a supplier on the GeM portal, ensuring a transparent and trustworthy procurement ecosystem.
Vendor assessment follows successful gem registration and product listing, ensuring ongoing quality, compliance, and reliability. was earlier facilitated online by the Quality Council of India (QCI) and has moved to M/s Rail India Technical and Economic Service(RITES) in 2024 and, is a pivotal step for sellers participating in tenders for Q1 & Q2 category products on the GeM portal.
GeM Vendor Assessment Process - OEM & Seller Categories:
- OEMs: Involve in Manufacturing, Assembling, or 3rd Party Manufacturing (Branded or Unbranded).
- Brand Owners (Outsourced Manufacturing): Apply by providing agreement and manufacturing details for the Outsourced partner to RITES.
- Deemed OEMs: For products manufactured outside India and sold by an Indian entity, involving assembly and marketing using components from various suppliers.
Benefits of Vendor Assessment on GeM
- Enhanced Buyer Confidence: Pre-assessed vendors are tagged as "VA" on GeM.
- Improved Seller Rating: Vendor Assessment contributes majorly to the Seller Rating.
- Fast-Track Product Listings: VA sellers receive priority for quicker product listing approvals on the GeM.
- Q1 / Q2 Product Category: Participation for OEM’s.
GeM Vendor Assessment Policy validates three aspects:
- Basic Information: Personal identity, nature of business entity, financial and professional status.
- Business Entity's Profile: About manufacturing, supplying capacity, and past experiences, primarily for OEMs.
- Performance in GeM Portal: Credentials are dynamically validated based on their performance and rating on the platform.
Vendor Assessment Stages by RITES:
- Desktop Assessment: Sellers submit information and documents basis the Vendor Assessment Checklist, validated by the RITES (done by Quality Council of India QCI earlier) team. The assessment for OEMs centers around Vendor Profile, Financial Profile, and Production Capability. Information required includes Basic Information, Ownership details, Product details, and Details of the Firm. Any discrepancies trigger a non-compliance (NC) notice, requiring clarification and the application moves to the next stage after closing all the Non-compliance points.
- Video Assessment: Conducted remotely by a RITES expert using the 'GeM Video Assessment App.' This geo-tagged process involves validating submitted information from the Desktop Assessment. Sellers must explain the raw material process, manufacturing processes, and quality assurance details during the video assessment.
GeM Vendor Assessment Process:
The vendor Assessment GeM Process involves raising a request on GeM Portal and then creating Rites Vendor login to complete the Desktop Assessment and Video Assessment.
RITES Vendor Login and Assessment Process
Key Points of Vendor Assessment Process are:
-
GeM Vendor Assessment Fee:
OEM and Resellers initiate the Vendor Assessment by completing an online application and paying the Vendor Assessment fee directly to RITES, basis their category . It is a non-refundable fee and must be paid online. -
RITES Contact and Timelines:
Post-application and payment on the GeM Portal, RITES contacts the seller for further steps. Vendor Assessment is committed to completion within 15 days from the payment date. -
Validity and Reassessment:
The resulting draft Vendor Assessment Report is made available to the seller before final submission to GeM Portal. If the Seller has any disagreement, it can be addressed to verifying agency RITES within 5 days of the draft report. Vendor Assessment shall be completed by verifying agency within 15 days of payment done for the VA. The validity of the vendor assessment is three years, necessitating sellers to undergo reassessment on the GeM portal after this period.
| OEM Category | |
|---|---|
| Turnover Slabs | GeM Vendor Assessment Fees |
| Turnover upto Rs.20,00,000 | Rs.871.61 + GST |
| Turnover from 20,00,001 to 1,00,00,000 | Rs.1743.22 + GST |
| Turnover above Rs.1,00,00,000 | Rs. 3486.44 + GST |
| Re-Seller Category | |
|---|---|
| Turnover Slabs | GeM Vendor Assessment Fees |
| Turnover upto Rs.20,00,000 | Rs. 217.90 + GST |
| Turnover from 20,00,001 to 1,00,00,000 | Rs. 435.81 + GST |
| Turnover above Rs.1,00,00,000 | Rs. 871.61 + GST |
Vendor Assessment Exemption:
Vendor Assessment is exempted for the companies under some of the following scenarios:
- High Turnover Sellers: Annual turnover above ₹500 crore.
- Central/State PSUs: Public sector undertakings are exempt.
- Small-Scale Sellers: Validated sellers with products priced below ₹25,000/unit and turnover under ₹5 lakh/year. This excludes sellers offering products as OEM (Original Equipment Manufacturer).
- Specialized Products: Items like artwork, handicrafts, or non-standard manufacturing products specified by GeM.
- Government Representation: Registered Societies/Trusts with government backing.
- Specific Organizations: Exemptions for KVIC, TRIFED, WDO, Coir Board, etc.
- OEMs Registered with NSIC: OEMs (Original Equipment Manufacturers) registered with the National Small Industries Corporation (NSIC) for the category for which registration was obtained.
- BIS License Holders: OEMs holding BIS (Bureau of Indian Standards) License for the product category validated through the BIS database. The exemption is valid for three years.
- DRDO/OFB/SITRA Certification: OEMs having a Unique Certification Code (UCC) issued by DRDO (Defence Research and Development Organization), OFB (Ordnance Factory Board), or SITRA (South India Textile Research Association). The exemption is coterminous with the UCC certificate validity.
- Recommendation Exemption: Sellers recommended for exemption for specific categories and specified validity period by any CPSE (Central Public Sector Enterprise), Central and State Government Departments/Authorities.
- Other Categories: Any other category of sellers as notified with the approval of CEO-GeM Portal. In case of exemption, the assessment for Vendor Assessment is Free of cost.
These vendor qualification guidelines for exemption suggest that the GeM platform considers various factors, including turnover, product type, organizational structure, and certifications, to streamline and facilitate the registration process for different types of sellers.
GeM Vendor Assessment Checklist
Vendor Assessment Checklist cover various aspects, including legal documentation, product information, quality assurance, production capacity, supplier management, customer service, safety standards, and more. Each item in the checklist serves as a crucial component for evaluating and assessing a vendor on the GeM Portal.
Legal Documentation:
- GSTIN Certificate
- Certification of Incorporation
Product Information:
- List/Catalogue of Regular Products
- List/Catalog of Customized Products
- All Quality Certificates
- BIS/Other License Number (if applicable) with validity date
- Test reports of the products for vendor assessment
- OEM Authorization letter to sell products in the open market
Order History:
- Work orders/letter of order completion of the first government order from the date of incorporation
- Work orders/letter of order completion of government and private organization orders in the last 3 years (Value-wise)
Compliance and Assurance:
- Undertaking on company letterhead against debarring/blacklisting by any Govt. organization
- Document for GSTIN of the manufacturing site (GSTIN Certificate)
Process Documentation:
- Process flow diagrams from receiving work order to customer delivery
- Process flow diagrams for all value-adding processes from input raw material to finished goods (for each product category)
- Document showing the firm's daily and monthly production capacity for each product applied for vendor assessment
Operational Efficiency:
- Upload self-declaration showing percentage utilization (operating efficiency) on company letterhead
Quality Assurance:
- Documents to show Quality Assurance process of the products (QA SOP)
- Document of part-wise inspection process
- Territory and Logistics
- Invoices for different locations to show the firm's territory of operation
- SOP for transportation to deliver defect-free products
Supplier Management:
- List of suppliers (name and address) along with the last quantity supplied
- Document to show Suppliers’ performance monitoring system
- Quality Control and Customer Service
- Rejected material handling procedure
- Customer complaint logs and SOP
Safety Standards:
- Safety Standard and Operating Procedures manual
- Warranty and Research & Development:
- Sample Warranty document
- Document for terms and conditions for warranty
- Document showing that the R&D center is a recognized or approved center
- Document showing collaboration with premium R&D institutes for product development/new product/quality improvement
Intellectual Property:
- Document of patents, copyrights, and trademarks
- List and picture of prototype developed in-house
This checklist appears to cover a wide range of areas, providing a thorough Vendor Assessment of the seller's capabilities, quality control measures, and overall business operations. Adjustments in GeM vendor qualification guidelines can be made based on specific industry requirements or additional criteria relevant to your organization's needs for the GeM Vendor Assessment evaluation process.
Overall Vendor Assessment on the GeM portal emerges as a comprehensive mechanism, ensuring the integrity of sellers and products in the government procurement landscape. Understanding the GeM Vendor qualification guidelines is vital for sellers aiming to establish a reliable presence on the GeM Portal and participate in Q1 & Q2 category tenders.
This guide by Tenders Plus equips sellers with a detailed roadmap, ensuring they navigate the vendor assessment stages seamlessly. By adhering to the requirements and effectively communicating their manufacturing and quality processes, sellers pave the way for success in winning tenders and building lasting partnerships on the GeM portal.
For more details, visit our website Tendersplus.com and connect with our experts today to get your Vendor Assessment completed!
