GeM Government E-Marketplace

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1 GeM Government E-Marketplace

2 PREVIEW What is GeM Essential Reqmt Recommended Procurement Procedure Peculiarities and Lessons Learnt

3 GeM Online e-marketplace for govtbuyers for commonuser goods and services Being devp by DGS&D in association with NeGD (DeITY) Purchases through GeM has been made mandatory by MoF, under Rule No 149 in GFR 2017 Procurementthrough online GeM portal (DGS&D portal replaced) Expired RC s are no longer being renewed Launched as a pilot proj, later after dirs of DoE(MoF) in Sep 16, all govtbuyers canundertake procurement All docu will be digitally signed, no necessity of ink signing

4 Products and Services both are avl on GeM Products avl: - (25825 items) IT eqpt - PC, Printers, Projectors, Kiosk etc IT Sty, consumables & Software - Paper, Carts, Toners etc Office Furniture - Chairs, tables, storage cabinets etc Vehs - cars, tractors Sports items of 350 types GeM Misc - bty, office boards, pens, packaged water, shredders, chairs

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6 GeM Services offered: - (161 Service Providers) Scanning and Digitisation of records Hiring of Tpt - Spot, Regular, Leasing, Chauffeur services Security services House Keeping (to be introduced) Human Resources (to be introduced)

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8 Facility to Search, Compare and Buy Goods Continuous vendor rating system by the site Dashboard for buying, monitoring, delivery and payments Provisions for value / bulk buying with e-bidding/ Reverse Auction Return policy GeM Provision to recommend new items/services

9 INITIAL ACTIONS Nomination of Nodal Offr (HoD) at Corps/Div/Bde/Unit level Add buyers and maint central list of auth offrs Nominate offrs as buyers, indenters, consignee or account holder Acct opening should be approved on file by CFA/HoD Central check on funds being utilised by Fin Plg branch

10 ESSENTIAL REQMTS Types of Users (per Dept) HoD overall control and monitoring role Purchaser Selection and placing of orders Consignee Receipt of Goods Paying Authority - Processing payments Three Users essential (Head of Department, Purchaser & Paying Authority) having : All should have Aadhaar with active mobile No NIC Id (gov.in/nic.in) Internet Connection

11 RECOMMENDED PROCUREMENT PROCEDURE

12 PROCUREMENT PROCEDURE AoN to be processed based on IT-PPP with the following docu SoC with justification Tech Specification bd GeM based e-market svy for rates and brands Vetting of AoN/EAC by IFA & approval by CFA as per DFPDS-2016 (IT Schedule 10) Docu/details reqd for placing SO Budget avl cert Amt to be blocked (Contract Value) Concurrence of IFA as applicable Approval of CFA

13 PROCUREMENT PROCEDURE Tender Placing Direct Purchase - Under Rs 50,000 e-bidding / Reverse Auction Over Rs 50,000 (optional) Based on this a Sanction Order and Supply Order will be generated online

14 DIRECT PURCHASE Item to be selected in e-cart based on recommended tech specification and brand Proceed for demand generation Administrative Filters - Qty, Location, ratings Financial Filters - Product range, Value addition Technical Selection - Brand, Model Price obtained and final confirmation processed for approval of CFA (within 5 days) All filters can also be seen at HoD level and saved at GeM

15 DIRECT PURCHASE Based on choice, the item is selected The demand is generated

16 DIRECT PURCHASE Demand details are filled up and Financial Approval of CFA is uploaded

17 DIRECT PURCHASE Other details are also updated

18 DIRECT PURCHASE After submission, the order is confirmed This order is e-signed by Aadhaar based OTP All intimations will be passed through SMS On processing, a sanction order is generated

19 SANCTION ORDER / CONTRACT These contract docu are made avl to the seller Based on which the items will be dispatched

20 PRC Upon receipt of items, an online Provisional Receipt Cert (PRC) needs to be generated within 48 hrs

21 CRAC After assessment of quality and qty, Consignee Receipt & Acceptance Certificate (CRAC) needs to be issued within 10 days from receipt of goods

22 DIRECT PURCHASE Notification regarding purchase will be sent to all concerned

23 DIRECT PURCHASE Bills will be processed thereafter by post, as before to PCDA and all concerned

24 BIDDING / REVERSE AUCTION Bidding: Its an competitive offer by a vendor for a product. Bidding is used to determine the cost or value of something. Bids not visible to prospective bidders Reverse Auction: The sellers compete to obtain business from the buyer and prices will typically decrease as the sellers underbid each other. Bid amt is visible to all

25 BIDDING/AUCTION PURCHASE Bidding duration decided by the user L1 vendor will automatically be selected by GeM software at the end of the bid

26 PECULIARITIES OF GeM

27 PECULIARITIES OF GeM On file approvals need to be taken before the case is processed using GeM pricing as a benchmark Paying auth, PCDA not online with GeM as on date, possibility of adding IFA rep as PAO user Prices are dynamic, five days are given to confirm orders, once the rates have been fixed on the e-cart Approvals need to be uploaded online for order confirmation All contracts avl online

28 PECULIARITIES OF GeM Vendor selection needs to be thought of, as a No of unknown companies also offer products with the same tech specifications

29 PECULIARITIES OF GeM DSC tokens not necessary for authentication, it will be done using Aadhaar and OTP All updates of bidding, purchase and dispatch will be intimated through SMS Due to a bug, many times the items selected in e-cart are removed automatically The Submit button during SMS OTP verification should not be double clicked The technical specifications uploaded on the website are not exhaustive & confusing The outcome of queries is not refined, as there is a mismatch between the information queried and that provided by the site

30 PECULIARITIES OF GeM In case of blacklisted/hotlisted firms, info not passed Delay in delivery occurs at times, give realistic DP No procedure avl for extending the DP, in case there is an unforeseen delay in delivery by the vendor There is no provision for giving comments/ feedback on the quality of products or on vendors The procedure changing of HoD is not present as of now Better to speak to vendor on tele after confirmation of order As bills are being processed offline, ask for ECS mandate form and a crossed cheque from the vendor after placing order

31 GeM: HELPLINE National Helpline Local DGS&D Nodal Offr - Mr P K Lahiri, Chandigarh Online Manuals on GeM portal YouTube video tutorials, Android App on GeM avl

32 HOW TO CREATE HOD ACCOUNT

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38 HOW TO CREATE USER ACCOUNT

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43 HOW TO PLACE ORDER

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46 GFR RULE 149 The Procurement of Goods and Services by Ministries or Departments will be mandatory for Goods or Services available on GeM. The credentials of suppliers on GeM shall be certified by DGS&D The GeM portal shall be utilized by the Government buyers for direct on-line purchases as under : Up to Rs 50,000 From any available supplier meeting requisite quality, specification and delivery period Rs 50,000 Rs 30,00,000 Seller having lowest price amongst the available sellers, of at least three different manufacturers, on GeM, meeting the requisite quality, specification and delivery period. Online bidding and online reverse auction can be used if decided by the competent authority

47 GFR RULE 149 Above Rs 30,00,000 Seller having lowest price meeting the requisite quality, specification and delivery period after mandatorily obtaining bids, using online bidding or reverse auction tool provided on GeM The Government Buyers may ascertain the reasonableness of prices before placement of order using the Business Analytics (BA) tools available on GeM including the Last Purchase Price on GeM, Department s own Last Purchase Price etc. Demand for goods shall not be divided into small quantities to make piecemeal purchases to avoid procurement through L-1 Buying / bidding / reverse auction on GeM or the necessity of obtaining the sanction of higher authorities required with reference to the estimated value of the total demand.

48 HoD

49 FIN POWERS : DFPDS 2016 (SCHEDULE 10) S No CFA WITHOUT IFA WITH IFA 1. GOC-In-C COS Command BGS (IS) Indep Units

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