Government E-Marketplace - University of...

GeMGovernment E-Marketplace

❑ What is GeM

❑ Essential Reqmt

❑ Recommended Procurement Procedure

❑ Peculiarities and Lessons Learnt

PREVIEW

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, allgovt buyers can undertake procurement

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

❑ 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/ ReverseAuction

❏ Return policy

❏ Provision to recommend new items/services

GeM

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

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

PROCUREMENT PROCEDURE

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 within10 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 aproduct. Bidding is used to determine the cost or valueof something. Bids not visible to prospective bidders

Reverse Auction: The sellers compete to obtainbusiness from the buyer and prices will typicallydecrease as the sellers underbid each other. Bid amt isvisible to all

BIDDING/AUCTION PURCHASE Bidding duration decided by the user

L1 vendor will automatically be selected by GeM softwareat 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 sametech 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 beintimated through SMS

Due to a bug, many times the items selected in e-Cartare removed automatically

The ‘Submit’ button during SMS OTP verification shouldnot be double clicked

The technical specifications uploaded on the websiteare not exhaustive & confusing

The outcome of queries is not refined, as there is amismatch between the information queried and thatprovided by the site

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 anunforeseen delay in delivery by the vendor

There is no provision for giving comments/ feedback onthe 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 oforder

As bills are being processed offline, ask for ECS mandateform and a crossed cheque from the vendor after placingorder

PECULIARITIES OF GeM

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 onGeM. The credentials of suppliers on GeM shall be certified byDGS&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 requisitequality, specification and delivery period

● Rs 50,000 – Rs 30,00,000 Seller having lowest price amongstthe available sellers, of at least three different manufacturers,on GeM, meeting the requisite quality, specification anddelivery period. Online bidding and online reverse auction canbe 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 aftermandatorily obtaining bids, using online bidding or reverse auctiontool provided on GeM

• The Government Buyers may ascertain the reasonableness ofprices 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 tomake piecemeal purchases to avoid procurement through L-1Buying / bidding / reverse auction on GeM or the necessity ofobtaining the sanction of higher authorities required withreference 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