How to Fill Tenders Online on GeM Portal? Step-by-Step Guide

Filling tenders online on the GeM portal

The Government e-Marketplace (GeM) is an online procurement platform established by the Government of India for the purchase of goods and services by government departments, ministries, public sector undertakings (PSUs), and other authorised organisations.

GeM provides a common digital platform where government buyers publish procurement requirements and registered sellers, suppliers, contractors, and service providers can participate in competitive bidding.

For businesses interested in government procurement, understanding the online tender submission process is essential. This article explains the importance of GeM, prerequisites for participation, and the steps involved in filling and submitting tenders online.

1. Why Is Participating in GeM Tenders Important?

GeM offers several advantages to businesses:

Access to government tenders: Businesses can explore procurement opportunities published by government organisations across India.
Transparency: The electronic bidding process promotes fair competition and reduces dependence on traditional paper-based tendering.
Wider market access: Sellers can participate in suitable tenders beyond their local geographical area, subject to eligibility and delivery requirements.
MSME opportunities: Eligible Micro and Small Enterprises may receive applicable procurement benefits and exemptions under government policies.
Reduced paperwork: Technical documents, declarations, and financial offers can generally be submitted online.
Business growth: Successful participation can help suppliers and contractors expand their customer base and develop a government procurement track record.

2. Prerequisites for Participating in GeM Tenders

Before participating in a tender, a bidder must register as a seller or service provider on the GeM Portal.

The following are the general prerequisites:

A. Seller registration

PAN card and applicable identity verification.
Aadhaar or other accepted verification of the authorised person.
GST registration, wherever applicable.
Business registration documents, such as proprietorship, partnership, company, or LLP details.
Bank account details.
Registered mobile number and email address.
Income Tax Return details, wherever required.
Udyam Registration or DPIIT recognition details, if claiming applicable benefits.

B. Product or service details

The seller should ensure that the relevant product or service is listed in the appropriate GeM category, wherever required. Product specifications, brand, make, model, certifications, and other details should be accurate.

C. Tender-specific documents

Depending on the bid conditions, the following documents may be required:

Work orders and completion certificates.
Audited balance sheets and turnover certificates.
Experience and performance certificates.
Technical specifications and product brochures.
Licences and quality certifications.
EMD or exemption documents.
Signed declarations and undertakings.

The bidder should also have access to the online authentication facility required by GeM, such as OTP, eSign, or DSC, depending on the applicable workflow.

3. Step-by-Step Procedure for Filling Tenders on GeM Portal

Step 1: Visit the GeM Portal and Log In

Visit the official website https://gem.gov.in. Select the seller/service provider login option and enter your registered credentials. Complete the authentication process to access your seller dashboard.

Step 2: Search for Relevant Tenders

Navigate to the Bids section and search for tenders relevant to your business.

You can search using:

Bid number or keywords.
Product or service category.
Buyer organisation.
Bid closing date.

Note the bid reference number, estimated value (if provided), submission deadline, technical opening date, and delivery or completion period.

Logging in to the GeM portal and searching for relevant tenders

Step 3: Download and Study the Bid Document

Open the relevant bid and download the complete bid document and attachments. Carefully examine:

Scope of work or technical specifications.
Eligibility and qualification criteria.
Minimum turnover and work experience.
EMD and performance security requirements.
Delivery or completion period.
Payment terms and other contractual conditions.
Buyer Added Terms and Conditions (ATC).

The ATC is particularly important because it may contain additional eligibility requirements, technical conditions, and document requirements.

Studying the GeM bid document and Buyer Added Terms and Conditions (ATC)

Step 4: Check Corrigenda and Amendments

Before preparing the bid, check whether the buyer has issued any corrigendum or amendment. These may modify eligibility criteria, specifications, EMD, completion period, or the submission deadline.

Always prepare your bid according to the latest amended tender conditions.

Step 5: Verify Your Eligibility

Compare your organisation’s qualifications with the tender requirements. Check whether you meet the prescribed turnover, experience, technical capability, registration, and other conditions.

Do not participate without examining mandatory eligibility requirements. Failure to meet essential conditions may result in technical disqualification.

Step 6: Select Participate

Return to the bid page and click on the Participate option. Depending on the bid structure, select the relevant schedule, product, service, or item for which you intend to submit an offer.

Check that the selected category and offering match the tender requirements.

Step 7: Fill in Technical Details

Enter the required technical information in the designated fields. This may include:

Product specifications, make, and model.
Technical compliance and certifications.
Work experience and qualifications.
Methodology and execution arrangements.
Manpower and equipment details.
Other information required by the buyer.

Ensure that all information is accurate and supported by the uploaded documents.

Step 8: Upload Required Documents

Upload the documents prescribed in the bid, such as PAN, GST, business registration, turnover certificates, audited accounts, experience certificates, technical details, and signed declarations.

Check that all files are legible, complete, valid, properly signed wherever required, and in the prescribed format and size.

Uploading the required documents for a GeM tender

Step 9: Submit the Financial Bid

Enter the quoted price in the designated financial fields or upload the prescribed financial format, as applicable.

While calculating the price, consider all relevant costs, including materials, labour, transportation, taxes, equipment, overheads, and other contractual obligations.

Check the units, quantities, tax treatment, and total amount carefully before submission. Follow the financial quotation instructions in the bid document.

Calculating and submitting the financial bid on GeM

Step 10: Complete EMD Requirements

Check whether EMD is required and arrange it in the prescribed amount, mode, and format. If claiming exemption, upload valid supporting documents and ensure that the exemption is permitted under the applicable policy and bid conditions.

Step 11: Review and Submit the Bid

Before final submission, verify:

Correct bid number and selected schedule.
Technical information and uploaded documents.
Eligibility declarations.
EMD or exemption details.
Financial quotation.
Acceptance of applicable terms and conditions.

Complete the portal’s prescribed save, encryption, and authentication steps, wherever applicable. Ensure that the portal confirms successful bid submission. Saving a draft alone does not mean that the bid has been submitted.

Download or preserve the submission acknowledgement and keep a copy of the submitted documents.

Final review and submission of the bid on the GeM portal

4. What Happens After Bid Submission?

After the submission deadline, the buyer generally follows these stages:

Stage	What happens
1. Technical bid opening	The buyer opens and examines the submitted technical bids.
2. Technical evaluation	Eligibility, experience, documents, and technical compliance are assessed against the bid conditions.
3. Clarifications	The buyer may seek clarifications through the portal wherever permitted.
4. Financial bid opening	Financial offers of technically qualified bidders are opened according to the prescribed procedure.
5. Reverse auction	Where applicable, eligible bidders may participate in an online reverse auction.
6. Award of contract	The buyer completes the evaluation and issues the contract or order to the successful bidder.

Bidders should regularly monitor their GeM accounts for evaluation updates and clarification requests.

5. Common Mistakes to Avoid

Not reading the complete bid document and ATC.
Ignoring corrigenda and amendments.
Uploading incomplete, unsigned, or incorrect documents.
Quoting an incorrect price or overlooking applicable costs.
Claiming EMD exemption without satisfying the conditions.
Waiting until the last moment to submit the bid.
Assuming that saving a draft means successful submission.
Failing to respond to clarification requests within the prescribed time.

Conclusion

The GeM Portal provides an important opportunity for suppliers, contractors, and service providers to participate in government procurement through an online platform. However, successful participation requires proper registration, careful examination of tender conditions, accurate preparation of technical and financial offers, and timely submission.

By following a systematic approach and checking all requirements before final submission, bidders can reduce errors and improve the chances of submitting a responsive bid.

Also read: Ten Reasons Why Construction Projects Get Delayed: Causes, Impacts and Preventive Measures

How to Fill Tenders Online on GeM Portal? Step-by-Step Guide for Sellers