GeM

Government E-Marketplace
 PREVIEW
❑ What is GeM
❑ Essential Reqmt
❑ Recommended Procurement Procedure
❑ Peculiarities and Lessons Learnt
 GeM
❑ Online e-Marketplace for govt buyers for common user 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

❑ Procurement through 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
govt buyers can undertake procurement

 All docu will be digitally signed, no necessity of ink signing

 GeM
❑ 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
• Misc - bty, office boards, pens, packaged water, shredders,
chairs
 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)
 GeM
❏ 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

❏ Provision to recommend new items/services

 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

 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 e-Mail Id (gov.in/nic.in)

❑ Internet Connection
RECOMMENDED PROCUREMENT
PROCEDURE
 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
 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
 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
 DIRECT PURCHASE
 Based on choice, the item is selected

 The demand is generated

 DIRECT PURCHASE
 Demand details are filled up and Financial Approval of
CFA is uploaded
 DIRECT PURCHASE
 Other details are also updated
 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
 SANCTION ORDER / CONTRACT
 These contract docu are made avl to the seller
 Based on which the items will be dispatched
 PRC
 Upon receipt of items, an online Provisional Receipt
Cert (PRC) needs to be generated within 48 hrs
 CRAC
 After assessment of quality and qty, Consignee Receipt &
Acceptance Certificate (CRAC) needs to be issued within
10 days from receipt of goods
 DIRECT PURCHASE
 Notification regarding purchase will be sent to all
concerned
 DIRECT PURCHASE
 Bills will be processed thereafter by post, as before to
PCDA and all concerned
 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
 BIDDING/AUCTION PURCHASE
 Bidding duration decided by the user
 L1 vendor will automatically be selected by GeM software
at the end of the bid
PECULIARITIES OF GeM
 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
 PECULIARITIES OF GeM
 Vendor selection needs to be thought of, as a No of
unknown companies also offer products with the same
tech specifications
 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
 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
 GeM: HELPLINE
 National Helpline - 0120-6619563
 Local DGS&D Nodal Offr - Mr P K Lahiri, Chandigarh
 Online Manuals on GeM portal
 YouTube video tutorials, Android App on GeM avl
HOW TO CREATE HOD ACCOUNT
HOW TO CREATE USER
ACCOUNT
HOW TO PLACE ORDER
 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
 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.
HoD
 FIN POWERS :
DFPDS 2016 (SCHEDULE 10)

S No CFA WITHOUT IFA WITH IFA

1. GOC-In-C 20 1000

2. COS Command 5 200

3. BGS (IS) 2 50

4. Indep Units 1.6 20