CUSTOM ITEM- FEATURES, USE & PROCESS FLOW

This document describes the new functionality of Custom Catalog based bid and the process to

be followed by Buyers and Sellers to create a custom catalog, define a bid & participate.

Buyers sometimes have requirements to define bids for categories which are not part of the GeM

Category set and the creation of GeM Category Definition may take time due to the due diligence

and process involved for defining the GeM Category. Therefore a new functionality for buyers for

creation of custom catalog based bid for items not available on GEM has been created wherein

a buyer can create a custom catalog and procure any item not included in the GEM catalogue so

far. Buyers can define Custom Catalog based Bid based on their needs even when product and

service category does not exist on GeM. The sellers would participate in the Bid based on the

requirements defined by the Buyer

Features of Custom Item:

1. Allowing Buyers to create a custom catalog by providing relevant information such as

Title, reference price, selling unit, specifications, drawing documents, reference images, related

categories etc for unavailable items post creation of GeM Availability Report.

2. Allow buyers to bunch 2 or more custom catalogs

3. Allow Sellers to participate and confirm compliance to the Buyer custom catalog

requirement. The sellers will be required to create a custom offering for the same and offer the

same in the Bid.

4. The custom catalog requirements will be part of the order and the contract.

The functionality will be primarily useful for all buyers for below cases

1. Procurement of specialized products that are currently not available at GeM

2. Procurement of technical/engineered products that would require detailed

specifications, drawings etc. Feature of uploading custom specifications & drawing documents

has been provided.

3. Procurement of additional/side products that the buyer wants to procure & not present

at GeM

5. Procurement of any one-time service/ bunch of services such as site survey, one-time

audit service, one-time training etc.

Other Important Information:

• To begin with the functionality has been made live for Railways, Defense & CPSUs only

• For custom catalog-based bid, the total reference value of the bid must be minimum

Rs 5 Lacs.

• The buyer would be asked to take an undertaking that the procurement of required

item is not feasible from the items / catalogs available at GeM

• For custom catalog-based bid, the minimum bid duration is 21 days and maximum are

45 days.

• All such custom definitions may be considered for defining new categories on GeM

later.

Custom Item Process flow for buyers and sellers is mentioned below

Custom Item - Buyer Flow

A Tab “GeM Availability Report” on Buyer’s Dashboard

Can see GeM availability reports generated in the last 30 days & download. There is an icon next

to the download icon (only for Railways, Defense & CPSU users), a user can click on the icon to

create a custom item for the items not available at the GeM.

The user will get an option to “create a custom catalog” for the items or “use the existing custom

catalogs” in case of previously created.

On clicking on the “Create Custom Catalog”, the buyer will be asked to fill the required fields such

as Title, Reference price of the catalog, selling unit, related similar categories, upload

specification & drawing documents and reference images of the catalog.

Related / Similar categories - The buyer can choose up to 3 related / similar product categories

available at GeM. This information will be used for sending direct notifications to the sellers for

advertising the custom item. The notification would be sent to the sellers of these categories to

participate in this custom catalog-based bid.

Specification Document is mandatory & a buyer can upload up to 3 drawing documents.

On clicking on Save the buyer can preview the catalog & edit or publish it accordingly.

In case, the buyer doesn’t publish the catalog, then all the Saved catalogs would be visible under

Pending catalogs, that a buyer can edit anytime and publish.

Published Custom Catalogues - All the published custom catalogs of a buyer would be visible to

the buyer and he/she can select these catalog and map with other GeM availability report if

required.

After selecting/mapping the custom catalog, the buyer can click on “Add to cart”

Fill in Consignee details and quantity

Proceed to checkout

Post checkout, the buyer can download the specification document associated with the custom

catalog to cross verify the requirements.

For custom catalog-based bid, the minimum bid duration is 21 days and maximum is 45 days.

For custom item, the total reference value of the custom catalog-based bid must be minimum 5

Lacs & undertaking is required by the buyer. The buyer needs to click on an undertaking to

proceed with the custom catalog-based bid.

All the remaining process of bid creation remains the same.

Custom Item - Seller Flow

A separate tab on the Bid page has been created for custom item.

A seller can view all the custom catalogs he/she has created previously. Or else can upload new

custom catalog

A seller can enter details of the catalog. It is mandatory for him to take the Brand undertaking at

the time of uploading a new custom catalog.

Undertaking - I certify that I am either the OEM of the offered brand and have registered a

trademark for this brand or I have got proper authorization from the OEM of this brand to sell

under the offered Brand name mentioned above. I hold all the legal responsibility of selling under

this particular brand name

Need to enter the bid number.

Selling as Reseller or OEM

The seller needs to upload the Specification document. The document will be used by the buyer

to evaluate the offerings of the seller w.r.t the buyer’s requirement.

Sellers need to upload Images of the custom catalog.

Once published, the seller can choose the custom catalog and after choosing an item from

available/uploaded custom items, the seller can download his/her specification document &

buyer’s document to compare.

Enter the offered price and proceed with the normal bid participation process.