Procurement via Government e-Marketplace in DMRC.pdf

Procurement procedure through GeM in DMRC

1. Procurement through GeM in DMRC

2. Need, Layout and Focus Areas of Presentation
Need of Presentation:
•GeMto emerge as Unified National Procurement Portal (GeM4.0)
•Target fixed for Ministries/MoHUA. Monthly procurement data to be
reported. Procurement on other portals being monitored.
•Linked to performance appraisal
Layout of Presentation
•Introduction
•Procedure of procurement in GeM
•Present Status of GeM procurement in DMRC
•New Features introduced on GeM

3. Introduction to the GeM
•Startedin2017forprocurementofGoodsandServicesbyallGovt.
BuyersonpanIndiabasis.Portalwebsiteisgem.gov.in.DGS&Dclosed.
•Combinesonlinemarketfeatureswithprovisionfortenderingalso.
•BasicProcurementRule:AllGoodsandServicesavailableonGeMmust
bemandatorilyprocuredthroughGeMonly.
•GeMinvolves

onlinebidding/reverseauction,
onlineorder/contractplacement,
onlinesubmissionofinvoicebythesupplier,
onlineaccountalofreceiptandacceptanceofmaterialbyconsigneeand
onlinepaymenttothesupplierbythePayingAuthorities
onlinecontractmanagement
•Aimtoenhancetransparency,efficiency,paperlesstransactions,economy
andspeedinpublicprocurement.
•Legalposition:CredentialsoftheSuppliersonGeMcertifiedbyGeM.
Procuringauthoritiesonlytocertifyreasonabilityofrates.

4. Procedures/details/instructions & Tutorial Videos all Videos
available of GeM itself

5. List of Main Services available on GeM
Housekeeping IT related General
Vehicle Hiring Service AMC for Networking Devices Advertisement Service –Newspaper
Human Resource Outsourcing AMC for Network Security Devices Lease Hiring of Electric Vehicles
Canteen Service AMC service for equipment and systemsLeasing Service of DG-Sets
Hiring of Sanitation Service Annual Maintenance Service -ACs Product Lease Service
Pest Control Service Annual Maintenance Service for ICT ProductsCourier Service
Technical Manpower Outsourcing Internet Bandwidth and Replication ServiceInternational Logistics and Custom
Clearance Service
Security Manpower Service Cloud Service 2.0, CDN Service Packaged Drinking Water Service
Cleaning & Sanitation and
Disinfection Service
Video Conferencing Service Goods Transport Service
Call Center Service Scanning and Digitization Service Newspaper and Magazine Supply
Garbage Collection & Disposal
Service for Municipal Sewage/Waste
Data and Voice Services Professional Training Service
Professional Outsourcing ServicesIT Services Operation and Maintenance Service

6. Modes of Procurement on GeM
•AsperlatestprovisionsofGFR,threemodesofprocurementarethere-
a)UptoRs.25000/-BuyerscanchooseanyMake/Modelasperthe
requirementsjustjustifyreasonandrate(DirectPurchase).
b)AboveRs.25000/-butuptoRs5Lacs(upto30Lacsforautomobiles)
FromL1amongst3differentOEMsonGeMPortalasper
specifications(Illusory).Toolsofonlinebidding/reverseauctioncanbe
used.(DirectPurchasefromL-1)
a)AboveRs.5,00,000/-Bidding/ReverseAuction(RA)isMandatory.
AllsellersregisteredonGeMportalfortheparticularproduct/service
Categoryareeligibletobid.Min.biddingtimeis10daysfromissue

7. Registration of Primary User of Department
•Twocategoriesofusers--PrimaryusersandSecondaryusers.
•ForregistrationasprimaryorsecondaryuseronGeMpersonmusthave
--anAadharlinkedmobilenumber(proofofidentity)
--anofficiale-mailidwithgov.inornic.inmaildomain(proofofofficial
post)[email protected](proformaonsite)
Primaryuser-KeytoGeMprocurementbyDeptt.Hismaintasksare
RegisterthedepartmentonGeM
Creation/OnboardingofSecondaryusersandassigningroles
(buyer/consignee/payingauthority)tothem&controltheiraccess
Monitorprocurement(cannotprocurehimself)/Generatereports
COSisprimaryuserforStoresdepartment(230usersunderhim)
•Mainareaofconcern.VeryfewprimaryusersinDMRC.

8. Primary User Registration (process)
•Min Deputy Secylevel
•Signup on GeMportal using AadhaarVerification
•Select Organisation details (Organisation/Ministry/Deptt/Address)
•Mandatory to have gov.in/nic.in/gembuyer.in email id
•Verify OTP on email
•Set User Id, password & create account(User id-department based)
•Fill up other details of organisation address, payment method,
personal information and referral verification
•Verification mail to Verifying authority with deactivation link. If not
deactivated in 48 hrsregistration of primary user id is auto approved.

9. Secondary Users and Roles Assigned to them
•SecondaryUsersCanbecreatedbyprimaryuseronly.Createdpostwise
withe-mailidlinkedtoposts.Duringcreationitselftherolesare
assignedtothesecondaryuser.Afterusercreationbyprimaryuser
invitelinkissenttothesecondaryuseronhisofficiale-mailid.He
clicksonlinkandguidedtoGeMportalwhereafterverificationofhis
AadharNohisregistrationgetscomplete
•SecondaryUser-Postsuccessfulregistration,differentusertypewould
beabletoperformthefollowingfunctions:-
1.Buyer:PlacementanorderbyDirectPurchase/Bid/RA
2. Consignee: Performs following functions-
a) Receives supplies, creates PRC and then undertakes inspection
b) After Inspection Accepts supplies/part supplies or Rejects them (CRAC)
3. Payment Authority:
a) Verify the order details and budget details
b) Payment of bill and confirmation of payment on the GeM portal.

10. Procurement Cycle in GeM—Contract placement by buyer
•Indentorsubmitsindentswithcertificateofavailability/nonavailability
ofItem(s)onGeM(GeMAvailabilityReport)
•IftheitemsavailableonGeMPortalthespecificationsareonbasis
ofparametersofGeMPortal.
•BuyerwillloginonGeMportalbyusingtheloginIDsandpasswords
•SelecttheproductcategoryonGeMportal
•Selecttheconsignee(s).ApplyAdministrativefilters
•EnterthespecificationsparametersavailableonGeMportal
(i)GoldenParameters- Importantparameterswhichdirectly
defineproductvalue.Tobeselectedwiththepropercare.
(ii)NonGoldenParameters- Partofspecsbutdonotdirectly
definevalueofproduct.
•Procurementmode:DirectPurchase/Bidding/ReverseAuction
dependsuponcasevalue.

11. Procurement Cycle in GeM—Bidding/RA by buyer
•AllBidsintwopacketsystem-TechnicalandFinancial(min10days)
•OnlinefillingofresultsofTechnicalEvaluationrecordingthereasons.
Financialoffersopenedfortechnicalsuitablebidders/suppliers.
•OrderplacedontheL1firmasperTermsandConditionsofGeM.
Enteringdetailsofadministrativeandfinancialapprovalfor
procurementalongwithdocumentsnecessaryprerequisite.
•Contract/OrdergeneratedbyenteringtheOTPonAadharlinked
Mobileofbuyer.Contractbecomesautomaticallyavailableto
Supplier,ConsigneeandPayingAuthorityactionsattheirend.

12. Product/Category selection/search by buyer

13. Clicking/Viewing a particular item

14. Comparisionof three items on product specification

15. Carting of a product

16. Options after Carting (depending on Value)

17. Choosing the values/options for the Golden Parameters by buyer

18. Stages in Bid Preparation

19. EMD& PBG in Bidding/RA
•NoEMDforBids/RAvaluelessthanRs.5lakh.
•Forbids/RA>Rs5Lakh,buyerhasoptiontoselectEMD
between1%to5%tobesubmittedbybiddersbyonline
mode/DD/FDR/BGinprescribedformat(onGeMportal).
•NoPBGforcontractsvaluedlessthanRs5lakh.
•ForContracts>Rs5LakhsbuyertoselectPBGbetween2%
to10% tobesubmittedbybiddersbyonline
mode/DD/FDR/BGinprescribedformat(onGeMportal)

20. Contract in GEM

21. Receipt and Acceptance of material by consignee
•ContractOrderavailableonlinetotheconsignee/seller/PayingAuthority
•OndespatchsuppliertouploaddespatchdetailsandinvoiceonGeMportal
•Consigneecanalsotrackconsignmentfromlinkavailable(shipmentdetail)
•OnreceiptofmaterialconsigneetoconfirmreceiptthroughgenerationofProvisionalReceiptCertificate(PRC)
onGeMportalitselfwithin02days
(Ifnotdonetimelythensystemforauto-generationbysysteminGeM4.0).
•AfterInspectionanddecisiononacceptance/rejectionconsigneemust
generateConsigneeReceiptandAcceptanceCertificate(CRAC).Tobe
issuedwithin10daysofPRC.Ifnotin10daysportalauto-generatesCRAC
•CRACwillalsobeavailabletotheBuyerandPayingAuthorityforthe
processingofbill,paymentanduploadingconfirmationofpayment.

22. Online Invoice by Seller

23. Consignee Receipt and Acceptance Certificate (CRAC)

24. Stages from Order Confirmation to issue of CRAC

25. Bill Processing by Buyer and Payment by Paying Authority
•AftergenerationofCRACbyconsigneebuyertogeneratethedraftbill
dulytakingintoaccountLD,TDSandotherdeductions.
•PayingAuthoritywillapprove/processthedraftbillandmakepayment
(completedetailsofSeller’sAccountno,IFSCcode,Nameofaccount
holderetc.areavailableonGeMportalitself).
•AsinDMRCthepaymentmodeisothers(offlinemode),sodetailsof
payments(TransactionNo.(CMS),transactiondateandamount)and
paymentconfirmationisrequiredtobefilledonGeMportal.
•EntireprocedurefromthegenerationofCRACtofinalpaymenttobe
completedwithin10days

26. Bill Processing by Buyer

27. Payment and its confirmation by Paying Authority

28. Status of GeM procurement in DMRC
EarlyPhase
•StartedinOct’17.COSenrolledasprimaryuserforgoods.TrainingofofficialsinOct’17.
•Internalprocedureorderissuedon27.11.17andSOPsuitablyrevised.
ReasonsforLimitedProcurementthroughGeMinfirst2years
:
•Large%failureagainstinitialorders.Suppliersdeclineddirectprocurementorders
•SubstantialprocurementinDMRCisofsparesofspecialisednaturenotonGeM.
•AlsoEMD&PBGonlyforBidValue>25Lacs
•Complaintsaboutpoorquality(adequatequalitycontrolprovisionnotthereinfiltercriteria)
•Frequentchangesby/inGeMportal
•LimitedcategoriesavailableforServices
•Genl.Specsnotavailableformanyitems.IndentsnotaspertechnicalparameteronGeM
•Limiteduserbaseavailable(consigneesavailable)
•CompatibilityissuesbetweenGeMandSAP.CoveringP.OsbeingplacedforGeMorders
•Complaintfrommanyusersaboutqualitybeingnotuptothemark

29. StepstakentoenhanceprocurementonGeM
•Spldrivetoincreaseawareness/userbase.Presentations/workshopsbyGeMexperts
•IndenterstoldtoprovidespecsasperGeMfilterparameters
•Servicesidentifiedforhugepotentialinvalue.Dedicatedeffortsoninthisdirection.
ListofservicesonGeMputonDMRCintranet.Specialpresentation/workshopsheld.
•SpecialteamofGeMleadbyDyCEOcontinuouslycoordinatingwithDMRCwithaim
toexpandprocurement(especiallyservices)onGeM
.
Status of procurement through GeM
•Marked improvement as far as procurement of Goods is concerned
•Special drive enhanced user base to 37 division & 135 users.
•Mostly IT items, Furniture, Stationery & General items being procured on GeM
•Even in lockdown COVID item in DMRC procured through GeM
•Future bids for key service contracts are being issued on GeM
Year 2018-19 2019-202020-212020-21(Till
July’20)Procurement Value 0.38 Cr
(20 POs)
13.00 Crs
(369 POs)
44.37 Crs
(847 POs)
41.11 Crs
(238POs)

30. New features on GeM
GeM Availability Report
•ToensurethatGoods/ServicesonGeMaremandatorilyprocuredthrough
GeManovelfeatureof“GeMAvailabilityReport&PastTransaction
Summary(GeMAR&PTS)”introducedonGeMportal.
•BuyertologinGeM,typedescriptionofgoods/servicetobeprocuredina
specificfieldprovidedonGeMsoastogeneratea“GeMAvailabilityReport
andPastTransactionSummary”(GeMAR&PTS)withauniqueID”.Ifitemis
notavailableonGeMthenNilreportbutwithitsuniqueidwillbe
generatedinGeMGeMAvailabilityReportFormat.pdf
•WithoutuniqueIDofGeMportaltendercannotbepublishedbyanye-
portal
•Canbegeneratedformultipleproducts/services/categoriesinsingle
report.

31. New features on GeM
•BOQBidingsystem
•Custombidsystem
•Inclusionof5technicalparametersalongwithGEMspecification
availablewiththeparticularcategory.
•Customized/userspecificAdditionalTermsandConditionscanbe
includedwithbidsfloatedthroughGeMPortal.Whichcanbe
amendedafterfloatingofbids.

33. New features on GeM
Request Management System
•Facilityforbuyerstogethisspecificconditions/specificationsincludedinparticularbidby
approachingGeM.ConditionsrequestedthroughRMSATCrequestshouldbe
--indispensableconditionsthatare
--notcoveredin/notinconflictwithGeMGTC,Product/ServiceSTCandATClibrary
--incompliancewiththeGovt.ordersonPublicProcurement
--notrestrictiveandagainstcoreprincipalsoftransparencyandefficiency
•RequestonlyonapprovalofCAinBuyerOrganization.CAapprovaltobeuploaded
•Buyerorganizationsolelyresponsiblefortheimpactoftherequestedclausesonthe
biddingprocessanditsoutcome..
•ThreetypesofrequestswhichcanbemadethroughRMS:-
1)RequestforBidcorrigendum
2)Requestforcategoryup-gradation
3)NewcategoryCreation

34. New features on GeM
Learning Management System
•GeMLMSisaninvaluable,user-centricknowledgerepository
featuringlearningpathstomeetuserspecificneeds.
•Itservesasaplatformforusersandtrainersfacilitatingintermediate
processeslikeregistrationtraining,livetrainingusingwebinars,
feedback,FAQsandotheruserspecificjourneys.
•SpecificvideosavailableonLMSforeachprocessesinvolvedin
procurementthroughGeM--usefultolearnthefunctionsofportal.

35. Payment through GeM Pool Account only
•InGeM4.0onlytwopaymentmodes.PFMSforGovtDepttandGeMpoolAccount
(GPA)forPSUandothers(togethercalledNPAE-NonPFMSAgency).
•PSUstoopenandoperateaGeMPoolAccount(GPA)forGeMprocurement.
Controlledexclusivelybybuyersubjecttocertainrestrictionsonwithdrawals.GPAto
beanyscheduledbankhavingalreadyintegratedthepoolaccountwithGeM.
•Bank’srolelimitedtoensuringoperationsofaccountoninstructionofauthorized
NPAEnodalofficerforGeM/buyer.
•Onceasub-account/transactionspecificaccountiscreditedwithanamount,NPAE
cannotwithdrawthisamount,apartfromtransfertodesignatedSeller/Service
Provider,tillsuchatimethatthetransactionislive.
•Whileprocuringgoods&servicesthroughGeM,NPAEstocredit100%ofContract
ValueincaseofGoodsContractintheirGPAbeforeawardofcontract.Incasesof
Services,amounttobecreditedforonepaymentcycleasdefinedincontractand
beforereleasingpaymentforanycycle,fundsrequiredfornextpaymentcycletobe
creditedtoensurefundsavailabilityfornextpaymentcycle

36. Pending Issues/Difficulties being faced in GeM Procurement
•Decision on EMD exemption being left to buyer (for some categories
like start up certificates are not mentioning any category)
•No Option for buyer to check bidder authorization in OEM dashboard
•Nil offers being received in bunched bids with small quantities
•Format of e-PBG not visible to the buyer.
•Even lower values for parameters also get automatically included in
bid preparation (even for Golden Parameters).

37. Thank You.