Deemed OEM Vendor Assessment on GeM Portal – Process, Meaning & Benefits

Vendor Assessment or Evaluation is performed by Rail India Technical and Economic Service and it is carried out in two stages:

1. Desktop Assessment
2. Video Assessment

1. Deemed OEM Desktop Assessment

The first step in the Vendor Assessment process is Desktop Assessment in which the data and documents of the entity are validated by RITES. The objective of Desktop Assessment is to have an understanding about the process, policy, procedure and performance of a business entity. RITES verifies organization details, financial capacity, production capacity, quality, etc.

The manufacturer has to declare some basic information first along with documents as proof:

• Does the production of the product take place at one site?
• How many sites are there?
• Complete address of the manufacturing site(s)

The Desktop Assessment for Deemed Original Equipment Manufacturers (OEMs) evaluates the following critical areas:

• Process Capability:
  • Process Flow Diagrams: Provide detailed diagrams illustrating the firm's workflow from receiving work orders to customer delivery. Include specific diagrams for each product category, highlighting all value-adding processes from raw material input to finished goods.
• Production Capacity:
  • Machinery Inventory: List all machines involved in the manufacturing process.
  • Manufacturing Capacity: Detail the firm's overall monthly manufacturing capacity, including production mix.
  • Production Logs: Submit production logs or summary reports for the last three months, demonstrating monthly utilization against manufacturing capacity.
• Quality Assurance: Quality Plans: Provide documents outlining quality assurance plans and part-wise inspection procedures for all products.
• Territory of Operation:
  • Purchase Orders: Submit a minimum of four purchase orders from different locations to demonstrate the firm's operational territory.
  • Transportation SOPs: Include documents detailing Standard Operating Procedures for transportation to ensure defect-free product delivery.
• Supplier Management:
  • Supplier Information: Provide documents listing approved suppliers, including names, addresses, last quantities supplied, and invoices (if available).
  • Supplier Monitoring: Include documents outlining supplier performance monitoring systems or rating mechanisms.
• Rejected Material Handling: Procedures: Detail procedures for handling rejected materials during the manufacturing process.
• Customer Complaints: Complaint Management: Provide documents outlining procedures for handling customer complaints.
• Warranty Management: Warranty Documents: Submit samples of product warranty documents provided by the firm.
• Safety Standards: SOP Manual: Include the Standard Operating Procedure manual detailing safety standards.
• Research & Development: R&D Facilities: Provide documents and photographs of the R&D center, showcasing facilities and processes.
• Intellectual Property: Include patents or copyrights for new products.
• Prototypes: List and provide photographs of prototypes, if available.

2. Deemed OEM Video Assessment

After successful completion of Desktop Assessment, the information is validated through a Video Assessment. In this process, RITES validates the entire process submitted by the vendor through documents in Desktop Assessment.

The Video Assessment is carried out via video calling therefore it is recommended to keep the following facilities ready before the Video Assessment:

1. An android phone preferably Samsung, One Plus, Redmi (Mi), Motorola, etc., and supported android version 5 and above.
2. A piece of headphone/earphone with microphone.
3. High-speed internet connection which works well inside the manufacturing site.
4. The manufacturing site should be in working condition, to show the manufacturing process of the products with all the machines at the site along with manpower.
5. The quality manager should be available to explain and depict the process of quality assurance of the product.
6. Documents and certificates for R&D, patent, and prototype (if available).