GeM Vendor Assessment: Guide by GeM Portal Experts

The Government e-Marketplace (GeM) has transformed public procurement in India by providing a transparent and efficient platform for government buyers and sellers. A crucial component of this transformation is the GeM Vendor Assessment, which ensures that sellers meet the necessary standards and qualifications to participate in government procurement.

Here’s all you need to know about GeM Vendor Assessment- 

  Introduction to GeM 

The Government e-Marketplace (GeM) is India’s unified platform for public procurement, promoting transparency and efficiency in government purchases. To uphold high standards, GeM mandates a Vendor Assessment process to evaluate the credentials of sellers, particularly Original Equipment Manufacturers (OEMs) and resellers in specific categories. This assessment ensures that only qualified vendors participate in government procurement, thereby maintaining the integrity of the marketplace.

 What is GeM Vendor Assessment?

GeM Vendor Assessment is a systematic evaluation conducted to verify a seller’s profile, manufacturing or supplying capacity, and past performance. The assessment covers three primary aspects:

1. Vendor Profile Validation: This includes personal identity verification, nature of the business entity, and financial and professional status.
2. Business Entity Evaluation: For OEMs, this involves assessing manufacturing capabilities, supply capacity, and historical performance.
3. Performance on GeM Portal: Continuous monitoring of the vendor’s performance and ratings on the GeM platform.

Who Conducts the Vendor Assessment?

The Vendor Assessment is conducted by third-party agencies appointed by GeM. One such agency is the Quality Council of India (QCI), responsible for evaluating vendors through a structured process. citeturn0search0

  Is Vendor Assessment Mandatory for All Sellers?

No, Vendor Assessment is not mandatory for all sellers. It is primarily required for all OEMs and resellers in select categories, unless they qualify for specific exemptions.

 

Types of GeM Vendor Assessment

There are different types of vendor assessments based on the nature and scope of the business:

 

1. Basic Vendor Assessment: Suitable for smaller-scale vendors, this assessment focuses on the vendor’s core eligibility and compliance documentation.

 

2. Advanced Vendor Assessment: Required for businesses dealing with high-value products or complex services, this assessment includes thorough inspections and capability verification.

 

3. Product-Specific Assessment: For vendors supplying specialized or high-tech equipment, this assessment checks the specific products to ensure they meet the required specifications.

 

Vendor Assessment Process

The Vendor Assessment process typically involves two main stages:

 

1. Desktop Assessment:

– Documentation Submission: Vendors submit essential documents, including PAN card copies, GST registration certificates, company registration documents, financial statements, and product catalogs.

– Data Verification: The assessing agency reviews the submitted documents to verify the authenticity and accuracy of the information provided.

 

2. Video Assessment:

– Live Evaluation: A live video session is conducted to validate the manufacturing or supplying capabilities of the seller. This session typically involves a walkthrough of the manufacturing facility, showcasing processes, quality control measures, and production capacity.

– Interaction with Key Personnel: The assessment may include interactions with key personnel to assess their expertise and understanding of quality standards.

 

Vendor Assessment Fees

 

The fees for the Vendor Assessment vary based on the annual turnover of the seller:

 

– Annual Turnover Up to ₹20 Lakhs: ₹871.61 (including GST)

– Annual Turnover Between ₹20 Lakhs and ₹1 Crore: ₹1,743.22 (including GST)

– Annual Turnover Over ₹1 Crore: ₹3,486.44 (including GST)

 

Additionally, sellers are required to pay a Caution Money Deposit, which varies with turnover:

 

– Turnover Less Than ₹1 Crore:₹5,000

– Turnover Between ₹1 Crore and ₹10 Crores: ₹10,000

– Turnover Over ₹10 Crores: ₹25,000

 

These fees and deposits are payable directly to the assessing agency, such as the Quality Council of India (QCI).

 

Validity of Vendor Assessment

The validity of the Vendor Assessment is typically three years. Sellers are required to undergo the assessment process every three years to maintain their status on the GeM platform. It’s important to note that the validity period may vary based on specific certifications or exemptions held by the seller.

 

  Criteria for Vendor Assessment

The assessment criteria are designed to ensure that vendors meet the necessary standards for government procurement. Key criteria include:

• Financial Stability: Evaluation of the vendor’s financial health through documents like financial statements and turnover details.
• Technical Capability: Assessment of the vendor’s ability to deliver the specified products or services, including manufacturing or supply capacity.
• Compliance with Standards: Verification of adherence to relevant quality and regulatory standards.
• Past Performance: Review of the vendor’s historical performance, including previous contracts and client feedback.

 Exemptions from Vendor Assessment

Certain sellers are exempted from the Vendor Assessment process based on specific criteria:

• High Turnover: Sellers with an annual turnover of ₹500 crore or more in at least one of the latest three years.
• Public Sector Units: Central and State Public Sector Undertakings (PSUs).
• Small-Scale Sellers: Sellers validated through PAN or GSTN or MCA-21, offering products only for direct selling up to the value of ₹25,000 per unit, and whose yearly turnover is not more than ₹5,00,000. This exemption does not apply to OEMs.
• Specific Product Categories: Sellers offering products like artwork, handicrafts, and other items without standard manufacturing processes, as specified by the category owner.
• Government-Affiliated Bodies: Registered societies, trusts, or other bodies with government representation.
• Recognized Organizations: Entities like KVIC, WDO, Coir Board, and TRIFED.
• Certified OEMs: OEMs registered with NSIC for the relevant category, holding BIS licenses, or possessing a Unique Certification Code (UCC) issued by DRDO, OFB, or SITRA.
• Government Recommendations: Sellers recommended for exemption by any CPSE, Central, or State Government Departments/Authorities.

 Documents Required for Vendor Assessment

The specific documents required for GeM vendor assessment can vary depending on the type of products or services you offer, as well as any specific requirements set by the government agency. However, some of the common documents that are typically required include:

• PAN Card Copy: This is a mandatory document for all vendors.
• GST Registration Certificate: If applicable, you will need to provide a copy of your GST registration certificate.
• Company/Firm Registration Documents: This includes documents such as the Memorandum of Association (MoA) and Articles of Association (AoA) for companies, or the Partnership Deed for partnership firms.
• Financial Statements: You will need to provide your financial statements for the last three financial years.
• Bank Details: This includes a cancelled cheque and bank statement.
• Product Catalogues: You will need to provide detailed product catalogues, including specifications, technical details, and pricing information.
• Quality Certifications: If you have any quality certifications, such as ISO certifications or certifications from relevant regulatory bodies, you will need to provide copies of these certificates.
• Vendor Principal Agreement: If you are a reseller or distributor, you will need to provide a copy of your vendor principal agreement.
• Other Relevant Documents: Depending on the nature of your business, you may need to provide additional documents, such as licenses, permits, or certifications.

 Steps to Complete the Vendor Assessment

To undergo the Vendor Assessment on the GeM portal, follow these steps:

1. Login to GeM Portal: Access your seller account on the official GeM website.
2. Initiate Vendor Assessment: Navigate to the Vendor Assessment section and select the appropriate assessment type.
3. Submit Required Documents: Upload all necessary documents as per the guidelines.
4. Complete Desktop Assessment: Fill in the required details and submit the documents for review.
5. Undergo Video Assessment: Participate in a live video session to showcase manufacturing capabilities and quality standards.
6. Await Evaluation Results: Post-assessment, await the evaluation results from the assessing agency.
7. Receive Certification: Upon successful evaluation, receive your Vendor Assessment Certificate, which enhances your credibility on the GeM platform.
8. Maintain Compliance: Ensure continuous compliance with GeM’s standards to retain your certification and eligibility for government contracts.

By following these steps, you can complete the Vendor Assessment process on the GeM portal, thereby enhancing your business’s credibility and access to government procurement opportunities.

 Conclusion

Completing the Vendor Assessment on the GeM portal enhances your business’s credibility, providing access to government contracts and fostering growth. By following the outlined steps and maintaining compliance, you position your business for success in the competitive marketplace.

Partner with GeMTech PARAS for Seamless GeM Integration

 

Navigating the GeM portal can be complex. GeMTech PARAS offers expert consultancy services to streamline your GeM experience. From registration assistance to product listing optimization and vendor assessment, our team ensures your business is well-positioned for success on the GeM platform.

 

Contact us today to unlock government procurement opportunities and elevate your business growth.