Vendor Assessment on GeM Portal - Process, Documents Required, Fees
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Vendor Assessment on GeM Portal

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Vendor Assessment on GeM Portal - Process, Documents Required, Fee

Updated on October 06, 2021 11:40:16 AM

Vendor Assessment is mandatory for certain sellers in Government e-Marketplace (GeM). After registration on the GeM portal, a seller needs to set up an OEM to claim ownership of the product and service they want to sell. Sellers are required to apply for Vendor Assessment for evaluating the credentials and quality standards.

After Vendor Assessment, sellers can list their brand on the GeM portal. Once their brand is listed, they can list their products under appropriate categories and participate in bids. We’ll explain Vendor Assessment for GeM in more detail. Let’s get started Let’s get started on what is and why it is important.


GeM Vendor Assessment Sample Report

What is Vendor Assessment?


A Vendor Assessment is performed to determine the quality of a product or service. The assessment will be put into GeM ratings, and the product/service will then be designated verified, which is a filterable parameter that the buyer may utilize in their selection process. This will help buyers make better decisions.

At present, Vendor Assessment is done by the Quality Council of India (QCI). The QCI Vendor Assessment is done online and the fee has to be paid directly to QCI. It is an important step for evaluating the credentials and quality standards of the seller.

Who can apply for Vendor Assessment?


Who can apply for Vendor Assessment

From August 1, 2017, it was made necessary to get a Vendor Assessment of the company's profile and the products that are registered on GeM for offering/sale.

Original Equipment Manufacturers (OEM) can apply for Vendor Assessment. They can be:

  1. Manufacturing Unit
  2. Assembling Unit
  3. Third-Party manufacturer with or without Brand Name

Non manufacturing OEMs, who are brand owners but do not have self owned manufacturing of the products can still claim OEM status if they are having contract manufacturing arrangements with some other manufacturers. During vendor assessment, Such OEM has to provide the contract / agreement between the OEM and the Contract Manufacturer to the assessing agency. This will be used to derive information about Ownership of Manufacturing Site (of the Contract Manufacturer), Manufacturing Capacity (Agreement should indicate to what extent it is committed to the OEM), Product Quality concerns (Both Contract Manufacturer and the OEM have to indicate their own quality control plans) and Availability of Raw Material etc.

Please Note: It is important to note that manufacturers who are based outside India can also become OEM on the GeM portal. They have to be a registered foreign subsidiary company in India.

Vendor Assessment Exemption


Entities having NSIC certificates are exempted from Vendor Assessment.

Documents required for Vendor Assessment


Following is the list of initial documents to be furnished by sellers for carrying out Vendor Assessment:

Documents required for Vendor Assessment
  1. Company/ Firm registration documents
  2. Name, Contact details with the e-mail address of the promoters
  3. PAN card copy
  4. Memorandum of Association & Articles of Association (in case of Companies) or Partnership Deed (in case of Partnership firm)
  5. GST registration (all required in case of multiple billing addresses)
  6. Cancelled Bank Cheque
  7. Copy of Purchased Order copies, Delivery Challans, GRN (Goods Received Note), Invoice for Government Tenders/ Businesses for the last three financial years. These documents are required for all the order details filled in the form of government orders and corporate orders.
  8. Financial Statements (Profit & Loss Statement and Balance Sheet) for the last three financial years.
  9. Vendor Principal Agreement copy (applicable if the entity is a dealer or a vendor of an OEM)
  10. Banker Reference Letter on account performance
  11. Management undertaking stating that the firm is not debarred/blacklisted by any Government Organizations.
  12. Management undertaking for years of experience in dealing with Government Organizations

Note: Agency can request more documents/ information as needed for verification.

Documents required for Vendor Assessment

Vendor Assessment validity


The validity of the Vendor Assessment is 3 years.

The Procedure of Vendor Assessment

The Procedure of Vendor Assessment

The procedure for Vendor Assessment is as follows:

  1. Step 1. Go to www.gem.gov.in and log in using your GeM User ID and Password.
  2. Step 2. Click on User and then select My Account. Under My Actions, click on Vendor Assessment.
  3. Step 3. Now you have two tabs - Assessments and Assessment Exemptions. If you fall in any of the Exemption categories, you will have to proceed with the “Assessment Exemptions” tab. If you do not fall into any of the Exemption categories, then you have to proceed with the “Assessment” tab.
  4. Step 4. Click on the “Create New Assessment” button after reading the Policy Document. You’ll now have to select the format type for Vendor Assessment. There are two formats for Vendor Assessment - Manufacturers or OEM and Resellers.
  5. Step 5. After selecting the relevant format, click on “Initiate Vendor Assessment”. A pre-filled form with seller profile information will open. After filling in an additional mobile number and email, click on “Save & Proceed”.
  6. Step 6. Next, the financial details are automatically fetched by the system and you are required to fill in appropriate category details.

Note: Sellers are free to repeat the assessment even before the expiry of validity.

The Procedure of Vendor Assessment

Vendor Assessment Process


Vendor Assessment is carried out by QCI in two stages:

Desktop Assessment

Desktop Assessment

Information and documents are submitted by the vendor and if any discrepancy is found then non-compliance (NC) would be raised. QCI validates the data and documents provided by the vendor in this stage. The purpose is to verify organization details, financial capacity, production capacity, quality, etc.

Video Assessment

Video Assessment

Video Assessment is conducted by an expert using the mobile-based application through video calling. It will validate the entire process submitted by the vendor through documents in Desktop Assessment.

Desktop Assessment

The objective behind having the desktop assessment from department side is to have an understanding regarding process, policy, procedure and performance of a business entity.

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

  1. Does the production of the product take place at one site?
  2. How many sites are there?
  3. Complete address of the manufacturing site(s)
  4. GSTIN of the manufacturing site (GSTIN certificate)
Documents required for Desktop Assessment

Process Capability:

  1. Process flow diagram of the firm from receiving work order to customer delivery
  2. Specific process flow diagram of the products manufactured by the firm of all the value adding processes from Input Raw material to Finished good (For each product category)

Production Capacity:

  1. List of all the machines involved in the manufacturing process
  2. Overall monthly manufacturing capacity of the firm including production mix
  3. Production logs or production summary report for last 3 months to show the monthly utilisation of the capacity against the manufacturing capacity
  4. Purchase orders of customised item (Customised product for each customer according to specification given by them)

Quality:

  1. Document showing quality assurance plan for all the products
  2. Documents showing part wise inspection plan for all the products

Territory of Operation:

  1. Minimum 4 purchase order for different locations to show the Firm’s territory of operation
  2. Document showing the Standard Operating Procedure for transportation to deliver defect free products

Suppliers:

  1. Document showing name and address of approved suppliers along with last quantity supplied and invoices if any
  2. Document to show supplier performance monitoring system/ supplier rating mechanism

Rejected Material:

Procedure deployed by the firm detailing handling of rejected material during manufacturing process

Complaints:

Document for procedure detailing handling of customer complaints

Safety:

Standard Operating Procedure Manual of safety standards

Warranty:

Sample of product warranty document provided by the firm

Research & Development:

  1. Document and pictures of R & D centre, showcasing the facilities and process within the centre
  2. Document and pictures of R & D centre of parent company, showcasing the facilities and process within the centre
  3. Document showing collaboration with premium R&D institutes for product development/new product/quality improvement
  4. Patent or copyright of new products
  5. List and pictures of prototype if any
Video Assessment

The following facilities should be kept 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).

Vendor Assessment Government Fee


The government fee for Vendor Assessment on GeM Portal is Rs. 11,200 + GST.

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Frequently Asked Questions (FAQs)


 What is Vendor Assessment?

A Vendor Assessment is performed to determine the quality of a product or service. The assessment will be put into GeM ratings, and the product/service will then be designated verified, which is a filterable parameter that the buyer may utilize in their selection process.

 How do I get an OEM panel on GeM?

GeM OEM panel is provided after successful Vendor Validation of OEMs (Original Equipment Manufacturers). They can be:

  1. Manufacturing Unit
  2. Assembling Unit
  3. Third-Party manufacturer with or without Brand Name

 What is the validity of Vendor Assessment on GeM Portal?

The validity of a vendor assessment is 3 years. However, a vendor can opt for vendor assessment even before the expiry of validity.

 What are NSICs?

NSIC stands for National Small Industries Corporation with its sole purpose of promoting the products of Small and Micro Enterprises. NSIC is an enterprise of Indian Government.

NSIC aims at aiding, promoting, and fostering the growth of MSME (Micro, Small and Medium Enterprises) businesses in India.