GeM training program - Definitive guide for GeM portal & services

GeM registration is a method to get government tenders through public procurement. GeM Portal registration is free, but vendors must submit caution money for their type of business. Sellers & service providers can register themselves using their Aadhaar or PAN details.

How to register on the GeM portal using Aadhaar

In this step, we will see how sellers can create their GeM account using only their Aadhaar card details.

Step-1: Visit the GeM portal webpage

Step 2: Now click on the "Sign up" button to register as a seller on the GeM portal

Step-3: Go through all Terms&Conditions & then click on review T&C button to accept

Step-4: Once accepted T&C, the registration form will be accessible to you

Step-5: Choose your business TYPE from the dropdown menu

Step-6: Fill the organisation name & click Next

Step-7: Now validate your credentials using your Aadhaar-details and Aadhaar-linked mobile number

Step-8: Once all credentials are filled, now CLICK VERIFY AADHAAR using OTP (which will be sent to your registered mobile number by "UIDAI")

Step-9: Now, Enter your name and confirm that you are the key person of the entity and then click next

Step-10: Now, Enter your valid Email ID and click on send OTP; once OTP is received on your Email, verify It on the portal and click NEXT

Step-11: Now, enter desired user ID and password for your GeM profile and click on CREATE ACCOUNT button

Step-12: Once the account is created, it will prompt a new message on the screen stating, "Seller account is created successfully".

Creation of GeM profile using PAN details

In this step, we will see how sellers can create their GeM account using PAN card details only. The initial six steps are the same as above for this profile creation.

After that, you may proceed with PAN card details instead of using an Aadhaar. Here let's see the step wise step process in detail.

Step-1: After filling in basic details, now delete PAN to validate yourself on the portal

Step 2: Add PAN details & click on VERIFY PAN and proceed

Step 3: Enter your valid mobile number & it verifies using OTP

Step-4: After that, check the box & confirm that you are the key person of the entity and click NEXT

Step-5: Enter your email ID to get OTP and verify it

Step-6: Create a User ID & Password and click on create an account. After the seller account creation, a congratulatory message will appear on the screen.

Creating a GeM profile is essential and does not require much effort. It is an initial step toward the GeM procurement system & sellers' participation.

As of now, we have gone through the creation process of profiles on GeM. its requisites & benefits. Now the last step in setting up a profile is the completion process. Let's see it in detail. How it's done? & its requirements.

Before diving into the Procedure, you must fulfil some essential prerequisites for completing the profile.

Essential requirements for profile completion

1. Date of incorporation
2. PAN card of the organization
3. Bank Details of the entity
4. MSME certificate (if available)
5. Corporate identification number of your business
6. DIPP number for entities registered under startup India
7. GSTIN with billing address (for orders more than 2.5L from GeM procurement)
8. Income tax return details & ITR acknowledgement (for companies older than three years.)

Steps to complete the GeM profile

Step-1: Login into your GeM sellers account with your username and password. Navigate to "My Account" and click on it.

Step-2: PAN validation section will prompt automatically. Now add your PAN details and verify. Once verified, it will be checked green automatically. Then click on the company detail section to proceed.

Step 3: Once all the required company details are filled in. Click on the save button. In the case of a company, CIN and company name will be required. It will automatically fetch the rest of the details, such as the incorporation date.

Step-4: Now click on the company profile section to proceed further. It will provide the following options, choose as per your applicability.

• If you are a Startup & registered with Startup India, then click yes. Then enter your DIPP number and the phone number linked with the same to verify the OTP.
• If you are MSME registered with it, then click yes. Now enter your UAM number and the phone number to verify your entity.
• If you want to participate in bids, then click on yes.

Once filling all the above-asked details, click on save & proceed further.

Step-5: Now add your mandatory valid registered office address. To add a location, click a new button next, verify with your registered Email, and click on Create to save it.

Step-6: Next step is to navigate to the Verify company detail button and click on it after filling in all the details.

Step-7: Now Click on the bank account section by filling in the bank account details, and click on it to save.

Step-8: Lastly, the Tax assessment panel will prompt up. Please read the instructions carefully and fill in all the ITR filling details and close it.

Once your profile is completed, the rest of the options (My team, personal settings, and rest) in your profile section will activate automatically.

Overview of company profile section

The profile section is divided into four segments. Let's have a brief look at it.

My Company: Here you can see all your company's required & optional details. Such as PAN, bank, address, startup, and MSME certificates.

My Action: This section is for your profile management. From here, you can manage vendor assessment & catalogue in the OEM panel. Reseller activities from the reseller panel. You can also change your organization type "only once" & can also close your GeM account.

Personal Setting: You can access all the individual settings, such as password & Email address. You can also update your Aadhaar from this section of your profile.

My Team: In this section, account users can add a secondary user by clicking on the "ADD Secondary user" button. Secondary users usually manage the GeM profile on behalf of primary users.

Secondary users are usually created to manage the profile on behalf of primary users. They are assigned specific duties which they can perform using their secondary user accounts.

The secondary user should be registered in the same manner as the primary user. For example, if the prime user is registered with Aadhaar, then the secondary user should also be registered using their Aadhar details only.

Step 1: Log in to your GeM account using your username and password.

Step 2: Navigate to the My Team section and click on it. Here you will find options "USER LIST" and "ADD SECONDARY USER." Now click on it to add a user.

Step 3: Fill Email ID of the user you want to add and assign a role for them & then click on the "add user button."

Step 4: An activation link will be sent to the secondary user's registered email. Navigate to it and click on it to activate & verify. Now you have successfully added another user to your profile. Now you have to register their details and verify them.

The process of secondary user registration is the same as the prime user. You need to add your Aadhaar or PAN details in the "User activation form," & fill in the details and click to verify it using OTP.

Updation of Secondary user's profile

After completing the secondary user profile, they can log in using their credentials. Users can also update their basic profile settings like password, Email, and mobile number from my account tab.

After registration, vendors need to apply for QCI vendor assessment; QCI is also liable for giving OEM status to suppliers. OEM status is an essential prerequisite to participating in public tenders on the GeM portal.

It's an important step that also requires an assessment fee by the QCI. The cost of QCI vendor assessment is ₹11,200 + 18% GST on it.

In this, we will learn about the Procedure, exemptions & stages of the QCI vendor assessment in detail.

Stages of Vendor Assessment

The quality control of India carries out the GeM vendor assessment in 2 stages. The purpose of this is to make sure that buyers get quality goods & services. After completion of the evaluation, OEM status is provided to GeM vendors. Bid participation helps them.

1. Desktop Assessment: Vendors must submit essential documents in this step. Authorities check these documents. If there is any disparity, NC "Non-Conformance" will be raised.

2. Video Assessment: The assessment by QCI is done using a mobile-based app via video call. In this process, experts confirm the complete documentation by assessing it in real time.

Procedure for QCI Vendor assessment for sellers

Step-wise-step, this Procedure will teach you how to apply for GeM vendor assessment from your GeM profile.

Step-1: Login into your GeM using your registered username & password and navigate to "MY ACCOUNT SECTION".

Step 2: Now, navigate the " MY ACTIONS " tab and see the vendor assessment option in the dropdown menu.

Step 3: Once you have located the vendor assessment tab, click on it. It will open the following two options for you.

1. Assessment
2. Assessment exemptions

Navigate to the "ASSESSMENT tab" and click "create new assessment" to proceed further.

Step-4: Now, select assessment as a manufacturer or OEM and click on "initiate vendor assessment".

tep-5: After that, a pre-filled form having the seller's information will pop up. Sellers are only required to fill in a few additional details, such as Email and mobile numbers, and then save & proceed.

Step-6: Similarly, it will fetch bank details, so click on it and proceed.

Step-7: Next, the category tab will open, enter the category in the "SOLD DETAILS" tab and, enter details & proceed.

Step-8: Finally, the payment section will open, make the payment as necessary and submit your assessment form successfully.

Deemed OEMs are those entities with manufacturing units outside India. Units must be in a country that does not share land borders with India. Such entities also required vendor assessment for quality purposes. When the OEM panel is provided to such entities, it's considered an OEM.

Documents required for deemed OEM vendor assessment

1. GST certificate
2. Cancelled cheque
3. Copy of PAN card
4. Contact details of the promoters
5. Company incorporation certificate
6. Financial statements for the last three years
7. MoA & AoA in case of companies
8. Copy of purchase challans, GRN
9. Partnership deed in case of partnership firm
10. Bank reference letter on account performance
11. Declaration by OEM concerning deemed vendor
12. Any Govt entity does not blacklist undertaking by management stating that firm.
13. Undertaking by management for years of experience in dealing with government entities

Procedure for QCI Vendor Assessment for Deemed OEMs

The assessment process and QCI Fees for Deemed OEMs are the same as the other sellers and service providers. The only prerequisite for being a deemed OEM is to have a manufacturing unit outside India.

Under some conditions and guidelines, few MSMEs are exempted from the vendor assessment process on the GeM portal. Such entities can opt for exemption under the vendor assessment tab.

The following conditions are under which an entity can apply for vendor assessment exemption.

1. State govt or central govt owned PSUs.
2. Vendors have an annual turnover of ₹500 crores or above. In 3 years of registration,
3. All sellers who are validated via PAN or GSTN or MCA-21 and offering products of offer price Rs.25,000 per unit. And whose annual transaction value in GeM is not more than Rs.5,00,000. Sellers offering OEM products shall not be covered under this exemption.
4. Sellers offer products like Artwork, handicrafts, and other items with no standard manufacturing process. The category owner shall specify the exempted categories. Sellers who are Registered Societies/ Trusts/ other bodies if these concerns have Government Representation
5. KVIC, WDO, Coir Board, TRIFED
6. OEMs registered with NSIC (for the category they obtained registration). This exemption will be coterminous with NSIC certificate validity.
7. OEMs hold BIS Licences for a particular product category, which are validated through the BIS database. The validity for this exemption will be three years. Seller is mandated to notify GeM in case cancellation of BIS licence and immunity will be withdrawn.
8. OEMs having Unique Certification Code (UCC) issued by DRDO/ OFB/ SITRA. This exemption will be coterminous with UCC certificate validity.
9. Sellers recommended for exemption for specific categories and specified validity period by any CPSE, Central and State Government Departments/ Authorities.
10. Any other category of sellers, as notified with the approval of CEO-GeM.

Procedure for vendor assessment exemption

If you fall in the above-described category, you can "create an exemption request" on the portal and proceed with it.

Step-1: Navigate to the My action panel and navigate to the vendor assessment tab.

Step 2: Now, click on the vendor assessment exemption tab & create an exemption request and proceed.

Step-3: After that, upload all the supporting documents by navigating to the Assessment exemption documents panel & proceed.

Once all the above steps are completed, you can note down your request ID to track its status.

Some important factors to remember about vendor assessment

1. Vendors can apply for assessment in multiple categories.
2. Vendor assessment is valid for up to three years, and manufacturers can apply for re-assessment before the due date.
3. The QCI vendor assessment fee must be paid to India's quality council directly.
4. Once you have used it for inspection, GeM admin will email your registered email address to initiate the assessment process.
5. Once the evaluation is successful, vendors must list their products-services & brands on the GeM portal via the catalogue management system.

The catalogue management system helps sellers manage their brands, pricing, products & services. The catalogue management system can be separated into the following two parts.

1. Listing of products on the GeM portal
2. Listing of Service on the GeM portal

Listing of products on GeM

After the vendor assessment is completed, product listing on GeM is an important step. Sellers must list their brands and unbranded products on GeM to be live on the web portal for buyers to place an order.

Now, let's dive into the process of product listing on GeM.

The listing of products can be classified into the following steps.

1. Category Creation
2. Brand Listing

Listing of products on GeM

After the vendor assessment is completed, product listing on GeM is an important step. Sellers must list their brands and unbranded products on GeM to be live on the web portal for buyers to place an order.

Now, let's dive into the process of product listing on GeM.

1. Category Creation
2. Brand Listing
3. Product Listing

Category creation

There are more than 10,000 categories of products on the GeM portal. Yet sometimes sellers can't find their product category. Thus, creating a new category becomes an essential step for product listing.

Steps for category creation on GeM

Step-1: Login into your GeM account and navigate the catalogue tab.

Step 2: Once you have located the catalogue section, click to open it and hover on the product link, and click on "ADD NEW OFFERING."

Step 3: On the new list creation page, you will find a category search option where you can search your product category if available.

Step 4: If you cannot find your desired product category. Then click on "Cannot find a suitable category" & submit your request for new category creation. Sellers can also suggest changes in an existing category.

Step-5: Once the request is submitted, the request management tab will prompt up. Where you can create a request form, choose the request type as "new category creation," & provide asked details & documents, and proceed by clicking on "generate request."

Brand Listing

Brand listing on GeM is a simple process by which sellers can list their brands on the government e-Marketplace. However, unbranded products or sellers can also list their products under the unbranded category.

Type of brand listing on GeM

1. Brands having registered trademarks.
2. Brand having name but no trademark
3. Unbranded vendors

Documents for applying for the brand on GeM

1. Trademark registration certificate (if required)
2. Authorization letter from OEM in case you are not an authorized manufacturer. OEM contact details, such as email address, and website, should be mentioned on the authorization letter.
3. Other evidence to prove the brand's existence (if required).
4. Proof of past fulfilment of government orders (if needed) in case of brands.

Steps for listing brands on GeM

Step 1: Navigate to the catalogue section & locate the product section

Step 2: Now, click on Add new offering and choose the category you want to apply.

Soon a new listing tab will open, then click on the link to find your brand to create a new request for a brand listing.

Then select a type of request, whether you are a trademark-registered brand, a brand without trade, or an unbranded seller/manufacturer.

Product Listing

After successfully listing your brand, you can now proceed with the product listing Procedure with the brand. Here's how you can do it.

Step 1: Go to the catalogue section on your GeM account & navigate to the product section & click on it.

Step 2: Now add new offerings.

Once you have created new offerings, follow these steps.

1. Navigate to the category section
2. Select your brand
3. Enter specifications
4. Upload necessary documents
5. Upload asked images and save them.

After successfully submitting the new listing creation request, you can track its status in the waiting for administrator clearance section under the published tab.

Note: In the case of an unbranded product, you can still list your Service or product in an exact manner.

Listing of service on the GeM portal

The catalogue management system allows vendors to list their services and manage them just like the listing of products. But the Procedure for service offering differs from the product listing.

Procedure for service listing

1. Step 1: Log in to your GeM account.
2. Step 2: Navigate to catalogue Service and locate the services section.
3. Step 3: Under the service section, click on add new offering and proceed.
4. Step 4: Click on the experience tab and fill in the necessary information regarding previous orders.
5. Step 5: Click on the rate sheet tab and mention your pricing in the sections.
6. Step 6: Upload the required certificates and documents and save them.

Using this feature, you can create copies of existing catalogues where all values stay the same except for a few specifications. You clone any listing available on the GeM portal. You only need a link to the product or a product ID to clone.

To create a clone of the existing catalogue, follow the steps.

1. Enter the product ID or link in the clone catalogue specification and submit it.
2. Once submitted, all the specifications from the existing catalogue will be cloned as a new catalogue.

After this, submit the necessary documents and images and then save them.

Editing of the Catalog on GeM

To edit your published catalogues, navigate to the "Published tab" and locate the edit button. You can manage all your changes in the catalogue from here and then save it again after completing the necessary edits.

This option is provided to manufacturers to curtain unauthorized sellers from selling the product on GeM. QCI vendor assessment or exemption from the vendor assessment is obligatory to access the OEM panel. The authorized OEM can manage his resellers & approval. Original manufacturers reserve the right to list or delist any reseller through the OEM panel.

1. Manage resellers
2. Manage approvals

Manage resellers through OEM panel

• Login to the GeM portal and navigate to my profile section & then to my action
• Now click on the OEM panel tab (this option will be only available to sellers with QCI vendor assessment or to exempted vendors).
• Henceforth click on the manage reseller button and proceed, OEMs can add the authorization code of the respective reseller.

Note: The option is available for the quadrant "Q2" category of the reseller such resellers are pre-approved by OEMs.

Manage approvals

OEMs reserve the right to approve or disapprove any reseller for their manufactured products through the manage approval option.

• OEMs can select brands as per the category through the OEM panel.
• All the requests made by resellers, such as catalogue approval, pricing approval & authorization request under the catalogue tab, can be accessed through manage approval.
• To mark any seller as authorized or unauthorized. OEMs must select the seller's name and keep it valid or invalid.
• In the authorization tab, you can authorize & unauthorize the codes of resellers by choosing the seller & clicking valid code or invalid code.

All the activities mentioned above can be managed through the OEM panel only by authorized OEMs for their product.

Important points to remember

• Resellers won't be able to see the authorization code once removed by the OEM.
• Resellers can request approval from any GeM OEMs for their products, and once approved product will be paired with the reseller on their profile.
• Once the OEM has authorized the reseller, the confirmation status will also be updated on the reseller panel.
• You can manage catalogues and authorization using the OEM panel.
• Sellers exempted from QCI assessment or having vendor assessment is preferred in bids

The government does the majority of their procurement through the Government e-Marketplace (GeM portal). Therefore it has become necessary for MSMEs and other entities to register themselves with GeM.

The procurement of GeM constitutes as per General Financial Rules (GFR). Essentially procurements happen for the 2 kinds of articles on the GeM portal.

1. Participation in product bids
2. Participation in service bids

In this section, we will learn all about the nuances regarding tenders and procurement on GeM.

Participation in product bids on GeM

On GeM, products are listed & categorized in four quadrants, and procurement also happens on such a basis. The bidding for products can be classified into four.

• BOQ bids
• Custom bids
• Bunch bids
• Catalogue bids

BOQ bids

BOQ stands for a bill of quantity; such bids do not require a catalogue as it's based on excel, and irrespective of product category, anyone can participate in these.

Steps for BOQ bids:

1. Download the BOQ bid document.
2. Fill the document with the required details such as brand name and product pricing, and save it.
3. Now, click on participate on GeM and upload the excel sheet.
4. Once uploaded, the GeM system will automatically calculate your pricing as per the quantity.

Custom bids

As the name suggests, such bids have no limit on the item requirement. Buyers can create such bids as the category for custom bids does not necessarily exist on GeM.

Steps for Custom bids

1. Log in to your GeM profile.
2. Navigate to the bid section and locate custom items to participate.

Bunch Bids

Such bids are an accumulation of different products in the same category. The purpose of the creation of such bids is to save time. Instead of issuing tenders for each product, sometimes entities issue a miscellaneous tender.

Steps for bunch bids

1. The process of participation in bunch bids is the same as other types of bidding.
2. First, log in to your GeM account.
3. Now, please navigate to the bidding section, locate the bunch bid section, and open it to choose and participate.

Catalogue bids

These kinds of bidding on GeM portals are the most common types of bids. Vendors need to list their products in the same category in which bids are usually opened. The parameters for the listed product should also be the same as the bidding category.

Steps for catalogue bids

1. Log in and navigate to the bid section and proceed.
2. Click on the participate button for your desired tenderness.
3. Select the right product listing and proceed to the bid section.
4. Once a product is selected, the GeM automated system will fetch you all required specifications, then click on save & proceed.
5. Now the price section will pop up. Quote pricing & click on show estimated price, and continue.
6. Now proceed with uploading the supporting documents for the tender.
7. If EMD is required, you must deposit EMD (earnest money deposit). Otherwise, it will automatically skip it.
8. Verify your tender participation details, and you are done.

Participation in Service bid on GeM

To participate in service bids, vendors must have at least one catalogue in the same category, and the status of that catalogue is published. The quoted price should be less than the reference citing.

Follow the following steps to participate in the service bid.

1. Log in to your GeM profile & navigate to the service bid section.
2. Now click on the participate button, go through all the specifications of the bid and then proceed.
3. Quote your pricing and, click on show price estimation & proceed accordingly.
4. Provide all the asked documents and verify conveniently to close the bid.