The Basics of a Procurement Manual For Gem, Goods, And Works : eProcurement

A procurement manual functions as an official guideline that helps organizations and businesses and government bodies to regulate their purchasing procedures yet protects them from non-compliance and ensures transparency. Organizations which use Government e-Marketplace (GeM) or engage in either goods acquisition or works-related contracts need a well-structured procurement manual.

What is a Procurement Manual?

Every organization needs a procurement manual which provides details about operational guidelines and applicable procedures for purchasing together with standard practices. The document contains comprehensive instructions about selecting vendors along with the procedure for bidding and managing contracts with adherence to regulations. The procurement manual establishes matching guidelines between business decisions and both legal requirements and economic principles and ethical standards.

Importance of a Procurement Manual

Standardization: Establishes uniformity in procurement practices.

Transparency: Reduces the risk of corruption and favoritism.

The manual streamlines operational workflows which results in decreased overall delays in the procurement process.

Compliance: Ensures adherence to government regulations and internal policies.

A well-developed procurement manual enables organizations to both establish budgets and find cost-efficient procurement solutions.

A procurement manual requires several essential elements to achieve its purpose.

1. General Procurement Guidelines

Principles of procurement (fairness, competition, transparency, accountability)

Roles and responsibilities of procurement officers

Ethical considerations and conflict of interest policies

2. GeM Procurement Manual

Registration and onboarding of buyers and sellers

Product and service listing guidelines

Bid and Reverse Auction process

Order placement and contract execution

Payment procedures and invoice management

Performance monitoring and dispute resolution

3. Manual for Procurement of Goods

Determination of procurement needs

Vendor qualification and selection criteria

Purchase methods (direct purchase, competitive bidding, tendering)

Quality control and inspection procedures

Delivery and logistics management

Payment terms and penalty clauses

4. Manual for Procurement of Works

Types of works contracts (civil works, infrastructure, maintenance)

Prequalification of contractors

Tendering procedures and bid evaluation

Contract execution and progress monitoring

Safety and environmental considerations

Project completion and defect liability period

Procurement Methods

Open Tendering: A competitive process open to all eligible bidders.

Limited Tendering: Invitations sent to a selected group of suppliers.

Single Source Procurement: Procurement from a single supplier when alternatives are unavailable.

E-Procurement: Online procurement via platforms like GeM.

Procurement Documentation

Request for Proposal (RFP)

Request for Quotation (RFQ)

Bid Evaluation Reports

Purchase Orders (POs)

Contract Agreements

Supplier Performance Reports

Compliance and Legal Framework

General Financial Rules (GFR) Compliance

Public Procurement Policies

Anti-Corruption and Transparency Regulations

Intellectual Property Rights in Procurement

Conclusion

A properly structured procurement manual helps organizations attain three fundamental benefits through efficient procurement management and regulatory compliance and monetary value optimization. A procurement manual acts as a guide for organizations during GeM tender use, purchasing goods, and performing works. At Tender Detail, we help businesses and government agencies stay updated with procurement best practices, ensuring seamless and compliant procurement processes.