Government e-marketplace

Govt. e-Marketplace Initially, GeM was introduced by Insertion of Rule 141-A in General Financial Rules (GFR), 2005 for proposed creation of One Stop e-Market Place (GeM) by Directorate General Of Supplies And Disposal (DGSnD). Later on the provisions of GeM has been incorporated in Para 149 of GFR- 2017.

Parties in GeM Primary User Previously CFA & above Officers drawing GP of 10000/-. Now Addl/ Jt CFA may be nominated as Primary User. Secondary User Previously Dy secretary level. In absence of appropriate level of officer but not below the rank of AAO.

Parties in GeM

Primary User HOD Secondary User Buyer DDO Consignee Payee

Procurement Process Secondary Users Buyer and Consignee : Only Buyer and Consignee role can be given to same person. PAO/DDO : PAO/DDO role can be given to a person other

than Buyer / Consignee only. Primary and Secondary user roles cannot be performed by same officers.

Secondary user always needs to be different from Primary user.

Steps for Login as Organisation/Office/HOD •Step1:Login to https://www.gem.gov.in •Step2:Click on Login/Register Webpage •Step3:Fill the required credentials and Click Create Account

Click

Create Account

Steps for Login as Organisation/Office/HOD

Select

Organisation

GOVERNMENT BUYER/HOD REGISTRATION

Buyer registration form: Related fields are explained below:

All the fields marked with “*” are

mandatory fields to fill.

Once the user clicks on this checkbox, terms and conditions box will

popup. He/she will have to e- sign the terms & conditions document to

register.

Aadhaar Fill in the valid Aadhaar number and verify it using the OTP received on your registered mobile number with Aadhaar database.

First Name Enter your first name

Last Name Enter your last name

Email Enter a valid NIC email id on which GeM related emails will be delivered.

Mobile Enter a valid mobile number and verify it using the OTP received

Password Enter the password. The password should be between 8 to 30 characters. Must contain at least one letter, one number and one special character. Special characters allowed are hash(#), exclamation(!), Asterisk (*), dollar($) and at the rate(@).

Confirm Password

Re-enter the password entered in the password field.

Terms & Conditions

Click on the checkbox to accept the GeM terms & conditions. Without accepting Terms & conditions, the user cannot register on GeM platform.

GeM Website

Register/

login

Webpage

Login

Section

Go to www.gem.gov.in

Fill the required and click on LOGIN

credential 5

Click on “Login/Register“ tab on the top right

corner of GeM Website

Flowchart for Login as Secondary User (Buyer)

Steps to Procurement •Login as a Buyer •Go to the Market option

Steps to Procurement After Clicking Market the screen will be like this

Steps to Procurement Search results will be like this

Steps to Procurement Search results will be like this

Steps to Procurement

•Narrow down your selection by providing details of your requirement criteria. •Select the desired product and proceed with purchase / adding to cart

1.Put the administrative filter 2.Quantity required

3.Delivery Location

4.Year of experience with government 5.Supplier Rating

Administrative Filter

1. Put the financial filter

2. Product amount range 3. Annual turnover of the supplier

4. PMA-Value addition

5. Profit & Loss of supplier

(PMA - Performance Monitor Annunciator)

Financial Filter

1. Put the PAC filter

2. Select Brand of the product

3. Select model of the

product

PAC Filter

Put the product technical specification as per requirement of buyer.

•As Processor

•As Hard Disk

•RAM, RAM Speed etc

Product Description

•All filters applied by the buyer at the selecting product always remain on GeM and it can be viewed by the HOD to see whether the buyer has applied adequate filter / specification as approved by competent authority.

Important Note

Procurement Methods As described above based upon the purchase value the method of purchase has been broadly classified as below:

The Purchase Process under GFR–149

Procurement upto Rs. 50,000/-. Procurement above Rs. 50,000/- and upto 30,00,000/-.

Procurement above Rs. 30,00,000/-.

Procurement Process

When the purchase amount is Less than Rs 50,000: There is no need for doing comparison. Buyer can select any product as per their specifications.

Direct Purchase

As per the rule 149 under GFR a buyer will be allowed to purchase through direct purchase up to Rs.50, 000/- through any of the available suppliers on the GeM.

Direct Purchase The registered buyer to GeM portal to login and will be validated against their registered details from database. On successful validation, buyer will land on the Market Place page. Buyer to search for the relevant product category to purchase. Should select and log the consignee details along with the no of quantities required to purchase. The buyer have to select in minimum of 3 different OEMs to compare based upon the price and specification and arrive at the L1 product. The system will auto populate the L1 price product which is the least quoted price value of the OEMs compared, which will be added to the Cart. Product added to Cart will remain in the same price for 5 days to that buyer, though price changes in the market place.

Direct Purchase

Buyer has to proceed checking out the product added to cart and select ‘Direct Purchase’ (when the purchase value is lesser than Rs. 50,000). Buyer has to key the delivery tenure within which expected to get it delivered. The Demand number will be generated for the purchase of products. The buyer has to furnish the necessary scanned financial approval documents (taken in physical) with finance authorizing officer details for further proceedings. The other process of consignee exercising his right for inspection and Acceptance/Rejection and generates Consignee Receipt and Acceptance Certificate (CRAC) and other payment mechanisms remain the same through DDO and PAO officers.

Purchase Process

Purchase Process

Purchase Process

the HOD, and Buyer.

• After clicking of Ok button, demand no. will be generated on screen and notification will be sent to

BUYER

Purchase Process

• Select DDO along with Code • Fill Grant No. • Select Function

Head • Select Object Code • Click On Block

Budget

BUYER

Purchase Process

Purchase Process

((Pg-2 Financial Sanction

Financial Sanction

Purchase Process

Purchase Process

Purchase Process

An electronic signature, or e-signature, refers to data in

electronic form, which is logically associated with other data in

electronic form and which is used by the signatory to sign.

•These documents duly signed digitally (e-sign) by the Buyer will be made available online to the concerned DDO, PAO and Seller/Supplier. •The DDO and PAO shall have access to the Contract Agreement /Supply Order /Purchase Order online In order to ensure that the Bill is generated at the stage of payment in accordance with the contractual provisions.

Contract

Purchase Process

•After generating the contract, the seller/supplier will dispatch the article along with the issue of online invoice on Gem portal. •A invoice will be online available to the buyer and DDO/PAO regarding invoice cum bill. •Then GeM portal will send a SMS/email alert to the Buyer, on submission of Invoice.

Direct Purchase

The other process of consignee exercising his right for inspection and Acceptance/Rejection and generates Consignee Receipt and Acceptance Certificate (CRAC) and other payment mechanisms remain the same through DDO and PAO officers.

Procurement Process Purchase beyond Rs 50,000 It is mandatory to do comparison of three OEMs. Then can decide whether to go for Direct Purchase Bidding Reverse Auction.

Purchase Process

Purchase Process

Purchase Process

Comparison Sheet

Comparison Sheet

Purchase Process

Purchase Process

Purchase Process

The steps mentioned above may be followed for placing of Supply Order. Competent authority may go for Bidding or Reverse Auction as deemed fit.

Bidding Bidding is an offer (often competitive) to set a price by an individual or business for a product or service or a demand that something be done. Bidding is used to determine the cost or value of something.

Bidding

Bidding • If the buyer wants to participate in Bidding, then buyer needs to select the product and “add to cart” by clicking on add to cart button. • After adding the product to the cart and selecting to purchase, the buyer will have three options: Bidding, Reverse Auction and Direct Purchase. Select “BIDDING”.

• Fill the required details:- • Delivery days • Mention the Bid start and end date. • Quantity • Extra specifications(if needed) • Click on “CREATE BID”

BIDDING Buyer shall create BID based on the specs available for the product by default, or shall even quote additional specs. Also buyer has option to add EMD to participate in the BID for Seller. Sellers in relevance to the product category, to which BID is created for, will be notified through email asking for their participation on the BID. If EMD is there, seller has to download the EMD BG form and furnish the necessary details to participate on the BID. Seller quotes the BID price. At the discretion of the buyer, the closure date of the BID may be extended or even cancel the BID.

BIDDING

After closure date, technical evaluation of the BID will be processed by the buyer to identify the products matching the technical requirement of the BID and shall reject those seller for not matching the technical specs. Post technical evaluation, buyer will decrypt seller’s quote for financial evaluation and identify the L1 seller quoted least price. Still the option of ordering the goods lies with the buyer, to offer the deal to L1 or L2 based on the evaluation. Relevant reason for non offering of the order to L1 has to be captured for future audit purpose. Then consignee will exercise his right for inspection and Acceptance/Rejection and generates Consignee Receipt and Acceptance Certificate (CRAC) and other payment mechanisms remain the same through DDO and PAO officers.

BIDDING

BIDDING

Reverse Auction A reverse auction is a type of auction in which the roles of buyer and seller are reversed. In a reverse auction, the sellers compete to obtain business from the buyer and prices will typically decrease as the sellers underbid each other.

Reverse Auction • If the buyer wants to participate in Reverse Auction, then buyer needs to select the L1 product and “add to cart” by clicking on add to cart button. • After adding the product to the cart and selecting to purchase, the buyer will have three options: Bidding, Reverse Auction and Direct Purchase. Select “REVERSE AUCTION”.

Reverse Auction

• Fill in the

details:- • Delivery days • Mention the

required

RA start and end date.

• Quantity • Step value decrement • Extra specifications(if

needed) • Click on “Create RA”

• After clicking on “Create RA”, buyer will be navigated to Reverse Auction Details page where details about RA and product will be displayed.

• Accept the terms and conditions and Click on “FINALIZE RA”

Reverse Auction

Reverse Auction Summary

Reverse Auction

Reverse Auction

Direct Purchase After intimation of invoice , Seller needs to login. After receipt of material, the Buyer/consignee will intimate to Seller and seller will issue an online Provisional Receipt Certificate(PRC),within 48hours. It contains the details regarding:- Quantity received Date of receiving of consignment.

SELLER

SELLER

Provisional Receipt Certificate (PRC)

After verification Including assessment of quality and quantity, the Consignee will Issue on-line digitally signed Consignee's Receipt & Acceptance Certificate(CRAC) for that stage within 10 days of date of issue of PRC. . The CRAC would clearly indicate: The Order quantity Rejected quantity (if any, with reasons for rejection including shortages /damaged /unaccepted quality) Quantity accepted and cleared for payment

CONSIGNEE

Consignment Receipt and Acceptance Certificate (CRAC)

CONSIGNEE

•Notification regarding receiving of supplies will be sent to buyer, consignee, HOD and Supplier

•After issuing PRC and CRAC, the information regarding receipt and acceptance of goods has been sent to supplier on GeM Portal. •Now, DDO/ PAO will log into process payment. •Log in as PAO/DDO,go to manage products at the top. •Under Manage Products select Indent/ Order list.

DDO

• After selecting Indent/order list PAO/DDO will navigate to the demand/order list.

• The latest demand generated will be displayed at the top. • Under the column Action, select Process

DDO

After clicking on Process, payment authority will be navigated to “bill processing by HOD” page.

DDO

Payment Process PAO/DDO can have access to different documents namely: 1.Financial Approval 2.Sanction order 3.Contract 4.Seller Invoice 5.Consignee Receipt and Acceptance Certificate 6.Buyer Bill process

DDO

• Click on Pay Using PFMS/SBI Payment gateway at the below.

Payment Process

Payment Process

Payment Process

Payment Process

HELP

https://gem.gov.in/support Helpline Contact Number - 011-49728800 / 011- 43505213. E-Mail : helpdesk-gem[at]gov[dot]in.

Thank You