Deemed OEMs are the manufacturing entities having their unit outside India. Those manufacturing units have to be verified by QCI Vendor Assessment on GeM. When the OEM Panel is allotted to those kinds of entities, it is considered as the deemed OEM. The process of Deemed OEM is likely the same as a normal OEM but the documentation for Desktop Assessment is a little bit different.

Minimum Requirements for Vendor Assessment of Deemed OEM

• Manufacturing Unit must be located outside India
• The unit must be located in a country which doesn’t share land border with India

Vendor Assessment or Evaluation is performed by Quality Council of India and it is carried out in two stages:

1. Desktop Assessment
2. Video Assessment

1. Deemed OEM Desktop Assessment

The first step in the Vendor Assessment process is Desktop Assessment in which the data and documents of the entity are validated by QCI. The objective of Desktop Assessment is to have an understanding about the process, policy, procedure and performance of a business entity. QCI verifies organization details, financial capacity, production capacity, quality, etc.

• Does the production of the product take place at one site?
• How many sites are there?
• Complete address of the manufacturing site(s)

Following details are validated in Desktop Assessment of Deemed OEM:

Process Capability

Process flow diagram of the firm from receiving work order to customer delivery. Specific process flow diagram of the products manufactured by the firm of all the value adding processes from Input Raw material to Finished good (For each product category).

Production Capacity

List of all the machines involved in the manufacturing process. Overall monthly manufacturing capacity of the firm including production mix. Production logs or production summary report for the last 3 months to show the monthly utilisation of the capacity against the manufacturing capacity.

Quality

Documents showing quality assurance plan and part wise inspection plan for all the products.

Territory of Operation

Minimum 4 purchase order for different locations to show the Firm’s territory of operation and Document showing the Standard Operating Procedure for transportation to deliver defect free products.

Suppliers

Document showing name and address of approved suppliers along with last quantity supplied and invoices (if any). Document to show supplier performance monitoring system/ supplier rating mechanism.

Rejected Material

Procedure deployed by the firm detailing handling of rejected material during the manufacturing process.

Complaints

Document for procedure detailing handling of customer complaints.

Warranty

Sample of product warranty document provided by the firm.

Safety

Standard Operating Procedure Manual of safety standards.

Research & Development

Document and pictures of R & D centre, showcasing the facilities and process within the centre. Patent or copyright of new products. List and pictures of the prototypes (if any).

2. Deemed OEM Video Assessment

After successful completion of Desktop Assessment, the information is validated through a Video Assessment. In this process, QCI validates the entire process submitted by the vendor through documents in Desktop Assessment.

The Video Assessment is carried out via video calling therefore it is recommended to keep the following facilities ready before the Video Assessment:

1. An android phone preferably Samsung, One Plus, Redmi (Mi), Motorola, etc., and supported android version 5 and above.
2. A piece of headphone/earphone with microphone.
3. High-speed internet connection which works well inside the manufacturing site.
4. The manufacturing site should be in working condition, to show the manufacturing process of the products with all the machines at the site along with manpower.
5. The quality manager should be available to explain and depict the process of quality assurance of the product.
6. Documents and certificates for R&D, patent, and prototype (if available).

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

• Declaration to be submitted by OEM with respect to Deemed OEM
• Company registration documents
• Name, Contact details with the e-mail address of the promoters
• PAN card copy
• Memorandum of Association & Articles of Association (in case of Companies) or Partnership Deed (in case of Partnership firm)
• GST registration (all required in case of multiple billing addresses)
• Cancelled Bank Cheque
• Copy of Purchased Order copies, Delivery Challans, GRN (Goods Received Note), Invoice for Government Tenders/ Businesses for the last three financial years. These documents are required for all the order details filled in the form of government orders and corporate orders.
• Financial Statements (Profit & Loss Statement and Balance Sheet) for the last three financial years.
• Vendor Principal Agreement copy (applicable if the entity is a dealer or a vendor of an OEM)
• Banker Reference Letter on account performance
• Management undertaking stating that the firm is not debarred/blacklisted by any Government Organizations.
• Management undertaking for years of experience in dealing with Government Organizations

Note: Quality Council of India (QCI) can request more documents/ information as needed for verification.

The government fee for Vendor Assessment on GeM Portal is ₹11,200 + GST.