GeM- Vendor assessment process

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Vendor Assessment is the process of evaluating the Seller (Original Equipment Manufacturers -OEM or Authorized Reseller) based on the pre-defined parameter.

The objective of the assessment is to recognize and develop reliable vendors so that they consistently meet or exceed the expectations and requirements of the buyers. Also, to ensure timely completion of various orders, completion of work and services for operation and maintenance of operating plants and quality standards in all respects.

This whole process is controlled and monitored by the Quality Council of India (QCI)

The vendor assessment process has two-stage:

  • Desktop Assessment: In simple language, this is an online document verification process. As part of this process, you need to upload all the relevant document online, and  QCI will verify these documents online
  •  Video Assessment – Video Assessment will be conducted by an expert sitting at a remote location using the mobile-based application through video calling. The entire assessment will be geo-tagged. It will involve validating the processes that are uploaded in the desktop assessment.

Process Flow Diagram

  1. Vendors post registering on GeM portal will click on “Vendor Validation as OEM”.
  2. QCI will contact these vendors via SMS, call and mail. A link will be provided to vendors to fill the form for Stage 1: Desktop Assessment.
  3. Vendors applying for the assessment will submit all the details on the portal along with uploading the relevant documents wherever required within two days
  4. Once the application is submitted, the QCI team will review it and information will be sent on the registered e-mail ID within two days of submission of the form. Non-compliance (NC) will be raised in case of missing documents or incorrect document
  5. Vendors will have two days to close all the NCs and QCI team will verify all the responses within two days. An e-mail will be sent informing about the result of Desktop Assessment.
  6. Vendors who qualify the Desktop Assessment will be moved to the next phase, i.e. video assessment. An e-mail will be sent to choose the preferred date and time.
  7. Assessment will be planned for the vendor and assessor from a remote location using a mobile application via videotelephony.
  8. All the data will be recorded by the assessor using the mobile application. The whole assessment process will be geo-tagged
  9. Live quality check of the assessment will be done, and flags (if any) will be raised for any clarifications during the assessment.
  10. A detailed report will be generated after two days of completion of Video Assessment depicting the performance of the vendor, based on the KPIs of the assessment process.
  11. A Digital Certificate will be provided to the vendors who will be validated as OEMs.

Documents Requirement List:

  1. GSTIN Certificate
  2. Certification of Incorporation
  3. List/ Catalogue of Regular product
  4. List/ Catalogue of customized product
  5. All Quality Certificates
  6. BIS / other License Number (if applicable) with a validity date
  7. Test reports of the products for which you want to get the vendor assessment
  8. OEM Authorization letter to sell products in the open market
  9. Work orders/ letter of order completion of the first government order from the date of incorporation
  10. Work orders/ letter of order completion of (Value-Wise) government and private organization orders in the last three years
  11. Undertaking on company letterhead against Debarring /Blacklisting by any Govt. organization 12. Document for GSTIN of the manufacturing site (GSTIN Certificate)
  12. Process flow diagrams: From receiving work order to customer delivery
  13. Process Flow diagrams: All the value-adding processes from Input Raw material to Finished good (For each product category)
  14. Document showing the firm’s daily and monthly production capacity. (For each product applied for Vendor Assessment)
  15. Upload self-declaration showing percentage utilization (Operating efficiency) on company letterhead
  16. Documents to show Quality Assurance process of the products (QA SOP)
  17. Document of the part wise inspection process
  18. Invoices for different locations to show the firm’s territory of operation
  19. SOP for transportation to deliver defect-free products
  20. List of suppliers (Name and Address) along with the last quantity of supplied
  21. Document to show Suppliers’ performance monitoring system
  22. Rejected material handling procedure
  23. Customer complaint logs and SOP
  24. Safety Standard and Operating Procedures manual
  25. Sample Warranty document
  26. Document for terms and condition for warranty
  27. Document showing that the R&D centre is a recognized or approved centre
  28. Document showing collaboration with premium R&D institutes for product development/new product/quality improvement
  29. Document of patents, copyrights and trademarks
  30. List and pictures of the prototype developed in house