Deemed OEM Vendor Assessment on GeM Portal – Process, Meaning & Benefits

Deemed OEM Vendor Assessment on the GeM portal involves a comprehensive evaluation of documentation, processes, certifications, and licenses. This mandatory procedure is essential for both brand owners and manufacturers to register on GeM Portal as OEMs (Original Equipment Manufacturers) on GeM. OEM status is critical as it guarantees that products sold to government entities meet stringent quality standards, thereby unlocking maximum business opportunities on the GeM portal.

For Brand Owners or Deemed OEM’s utilizing third-party sites, whether within India or internationally ( Other than Countries sharing land Border with India ), the vendor assessment process is equally important. This ensures that products manufactured at these third-party sites conform to the high-quality standards required by the GeM portal. RITES is the designated organization responsible for vendor assessment as per the GeM department's directives. Once the OEM panel is established, sellers must list their brand under the appropriate category (either registered or unregistered trademarks). After brand listing, product listing must be completed to participate in bids and to authorize resellers to map the listed products.

The entire GeM Vendor Assessment process for deemed OEMs operating at third-party sites is conducted in two stages: Desktop Assessment and Video Assessment. The Desktop Assessment involves a thorough review of all required documentation, certifications, and licenses to ensure compliance with GeM's standards. The Video Assessment entails a virtual inspection of the manufacturing processes and facilities to verify adherence to the stipulated norms.

Following is the list of initial documents to be furnished by sellers for carrying out Vendor Assessment:

1. Declaration from OEM
• A declaration to be submitted by the OEM regarding the status of the Deemed OEM.
2. Company Registration Documents
• Provide the company registration certificate and relevant legal documents.
3. Promoter Details
• Name, contact details, and email address of the promoters.
4. PAN Card Copy
• A copy of the Permanent Account Number (PAN) card.
5. Memorandum of Association & Articles of Association
• For companies: Memorandum of Association (MOA) and Articles of Association (AOA).
• For partnership firms: Partnership Deed.
6. GST Registration
• GST registration document, including all necessary documents if multiple billing addresses are involved.
7. Cancelled Bank Cheque
• A copy of a cancelled cheque from the company’s bank account.
8. Order and Delivery Documents (for Government Tenders/Businesses)
• Copies of Purchase Orders, Delivery Challans, Goods Received Notes (GRN), and Invoices for government tenders or business transactions over the last three financial years.
• These documents are required for all orders listed in the government and corporate orders section of the form.
9. Financial Statements
• Profit & Loss Statement
• Balance Sheet

Provide the financial statements for the last three financial years.

10. Vendor Principal Agreement
• A copy of the Vendor Principal Agreement, applicable if the entity is a dealer or vendor of an OEM.
11. Banker Reference Letter
• A letter from the bank confirming the account performance.
12. Management Undertaking - Debarred/Blacklisted Status
• A management undertaking stating that the firm is not debarred or blacklisted by any government organization.
13. Management Undertaking - Experience with Government Organizations
• A management undertaking confirming the firm’s years of experience in dealing with government organizations.

Note: Rail India Technical and Economic Service (RITES) can request more documents/ information as needed for verification.

The vendor assessment fee varies based on your annual turnover. Here’s a detailed breakdown: