User Manual for Custom Bid for Services

We take this opportunity to inform that Buyer Oriented Custom Bidding Functionality has been launched on portal to facilitate Institutional / Big Buyers so that they can float their own Customized e bid, when requisite Service Category is not readily available on the Portal. We suggest that NIC may use this novel functionality to float their bid on portal for procurement of resources to manage the cloud services being rendered by the NIC to government departments. Key Feature of Custom Bid for Services Functionality: Upload functionality has been given to capture different element and component of a complex RFP for efficient buying and for clarity of all the stakeholders. Possibility always exists that the Govt Organisations /State Government / Nodal Agencies may have their own specific procurement guidelines which may or may not be consistent with GeM procedures. Under such situation, buyer should upload their own controlling criteria & norms having all the necessary approvals currently required by the concerned Department/State Government Purchaser for finalization of the BID. The Agreement uploaded in bid section will generally contain the scope of work, buyer’s obligations, Special Terms and Conditions (STC) related to service delivery and mode of payment of services for mutual understanding of the stakeholders including other contractual stipulation. The Agreement remains valid till completion of scope of services or end of contractual duration (whichever is earlier) unless either superseded by a revised agreement mutually endorsed by the stakeholders or terminated by either of the parties thereof. Scope of Work is the most crucial component of any bidding process therefore buyer should take utmost care to formulate the same and upload carefully. Care shall also be taken in defining the deliverable of service to avoid element of ambiguity and complexity during execution of contract.

"Custom Bid for Service: Link : https://mkp.gem.gov.in/services#!/browse/services_home_cust/open https://mkp.gem.gov.in/services#!/browse/services_home_cust/open

The complete procedure for creation of Custom Bid from buyer side is provided Below:

1. Buyer needs to login to the portal

2. Please click on the menu “Dashboard”

You will be able to see the sub menu “GEM Availability Report” which needs to be clicked for

generation of the GeM Availability Report

3. Now you get the window for generating the GeM Availability Report where there is an

option for generating the report either for one category or for multiple categories of

services:

4. Click on “Create Manual Report” menu option and you get the window

5. You need to click on “Add More button to start the process for report generation:

The buyer has to select “Services” instead of product and is requested to add the categories

that they are searching for in the text box. Once you enter the name of the service being

searched on Gem Portal and you are not getting, you get the option “Did not find the

category I am looking for”:

Buyer is requested to click on “Did not find the category I am looking for” so as to get a

window to get confirmation

Now the buyer will get the following window with two options:

Either to inform GeM to get the category created or

Generate the report only one time for creation of bid

Using both the option the portal will accordingly send the information to concerned team.

The buyer needs to click on “I certify” to generate the report and proceed for saving:

Buyer needs to input the service name and save so that the GeM Availability Report is

generated for the Buyer. The report thus generated will be available on the portal as well as

can be downloaded:

The report once downloaded:

Now the buyer is requested to search for the category “Custom Bid for Services”

You need to click on “Intent of Buying” and proceed with selection of consignee. Also click

on “Offer without Price” so as to check the availability of the availability of offerings in the

market.

Please enter the contract start and end date.

Enter the description / Nomenclature – Please provide the name of the category for which

the bid is to be created as shown below:

Enter the name of the service to be created as shown below by selecting the option of

“Customised Value”

Select the description, compliance options for the offerings. Please click on “Offer without

price” and you get the market populated with various offering:

Please select any one of the offering for creation of the bid and click on “Add to cart” to

proceed further on the bidding. You also need to select “Yes” option for the compliance of

Regulatory and Service to SOW.

Click on the “Bid” option to proceed for bid creation.

6. Now the bid creation process starts

This is the screen where the consignee details if required to be changed can be changed by

the buyer or proceed further by clicking on “Save”

This is the bid creation screen where the details of the bid details to be added:

As the bid does not have reference price from the market and so buyer has to enter the

estimated price for the bid

Once the estimated price has been saved, it will be displayed in the bid:

Contract duration needs to be entered and the desired minimum price if required might be

entered by the buyer.

Now the buyer needs to upload additional documents related to the bid in the placeholder

provided which includes:

Introduction About The Project /Services Being Proposed For Procurement Using

Custom Bid Functionality

Instruction to Bidder

Pre Qualification Criteria (PQC ) Etc If Any Required

Scope of Work (Mandatory)

Special Terms and Conditions (STC) Of The Contract

Service Level Agreement (SLA) (Mandatory)

Payment Terms (Mandatory)

Penalties

Quantifiable Specification / Standards of The Service/ BOQ

Project Experience and Qualifying Criteria Requirement

Educational Qualification Including Profile Of SME/Consultants /Professional

Resources /Technical Resources If They Are Part of Project.

GEM Availability Report (GAR) (Mandatory)

The buyer gets to upload the file of 2MB for each field:

You can select the available mode of evaluation: QCBS and LCS. If you want to enable Pre Bid,

you may enter the details. Also the EMD and ePBG details might be provided if applicable.

The buyer is free to select applicable terms and conditions for the bid and using the OTP, the

bid document will be generated.

The bid once published will go through the standard two stage evaluation process of Technical

& Financial Evaluation and final selection of the L1 service provider.

Custom Bid for Services – Service Provider side

The service provider will get the list of bids for services in Custom bid and will get bids with

“Eligible” and “Participate” according to the eligibility criteria

Once the Service Provider clicks on “Participate”, they will get the option:

The service Provider gets the list of documents uploaded by Buyer at the time of participation

and gets the specification to match:

Now the Service Provider get the option to enter the price offering in the bid:

After price offering the Service Provider will get the option to save the offering:

After clicking on “Show Estimation Price”

Once the offer has been saved, now the Service Provider will get the option to upload the

documents as requested by Buyer:

Once the offering and documents are uploaded, the bid offering will be saved:

Now once the offering is saved and OTP is entered, the Service provider will successfully

participate in the bid and then the standard evaluation of the bid will be processed as per

conditions of the bid.