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How to Fill a GeM Tender in 2026: Complete Step-by-Step Guide (Without Getting Rejected)
How to Fill a GeM Tender in 2026: Complete Step-by-Step Guide (Without Getting Rejected)
Thousands of sellers register on the Government e-Marketplace (GeM) every month, yet only a small fraction ever win an order. The reason is rarely the product or the price — it is that the bid was filled incorrectly: a wrong figure in the compliance grid, a missing document, a corrigendum nobody acknowledged, or a price that was not all-inclusive.
This complete guide walks through the entire GeM bid-filling process the way an experienced bid manager would — what to check, what to upload, how to price, and the specific mistakes that quietly disqualify otherwise strong bids.
| Item | Details |
|---|---|
| Platform | GeM (Government e-Marketplace) |
| Difficulty | Intermediate |
| Time Required | 2–3 hours (first-time), 30–45 min once you have a document library |
| Documents Needed | GST, PAN, Udyam, OEM authorisation (if reselling) |
| EMD | Buyer-specific — nil unless enabled in the bid |
| Performance Security | 2–10% of contract value (buyer sets exact %) |
| Minimum BOQ Bid Window | 21 days |
Who Should Read This Guide
🏭 New MSMEs
🔧 OEMs & Manufacturers
🏗️ EPC Contractors
📦 Traders & Distributors
💻 IT & Service Providers
📋 Procurement Managers
A note on rules and figures: The thresholds, percentages, and rules below (GFR Rule 149, EMD exemptions, performance security ranges) reflect GeM’s General Terms and Conditions and public procurement policy as of mid-2026. Individual bids can set their own EMD, security percentage, and buyer-added ATC clauses within these rules. Always verify the exact figures on the specific bid page and the official GeM portal before submitting.
Key Takeaways
- Read the ATC first — it overrides both STC and GTC on every GeM bid.
- EMD applies only if the buyer enables it, and MSE manufacturers/service providers can be exempt — traders cannot.
- In the technical compliance grid, always quote exact numerical values — never “as per brochure.”
- Your price must be all-inclusive and landed at the consignee location.
- Performance security defaults to 2% of contract value but can be set up to 10% by the buyer.
- BOQ bids stay open for a minimum of 21 days; track every corrigendum until the deadline.
📑 Table of Contents
Table of contents
- GeM by the numbers
- How GeM has evolved
- What “filling a GeM tender” means
- GeM bid types explained
- Who can apply
- Eligibility criteria
- Documents required
- EMD, fee & performance security
- Technical compliance grid
- Submission process
- Evaluation & selection
- Tender timeline
- Common mistakes
- Common myths
- Expert tips
- Pre-submission checklist
- FAQs
GeM by the Numbers
Verified scale, so you know exactly how big the opportunity — and the competition — really is:
~4.2 lakh
Registered sellers on GeM
~1.64 lakh
Registered buyer organisations
₹5.03 L Cr
GMV transacted in FY26
₹18.4 L Cr
Cumulative GMV since 2016 launch
Source: GeM’s official 8th-anniversary release (via DD News, Jan 2026) and GeM CEO Mihir Kumar’s official FY26 statement (via Zeebiz, April 2026). Figures change as GeM publishes new data — check gem.gov.in/statistics for the latest.
Is GeM still growing in 2026?
Yes. GeM’s services segment has grown especially fast — industry analysis of GeM’s own annual data shows services now account for a majority of GMV, with near-100% year-on-year growth in service procurement through FY 2024-25, alongside continuous expansion in product and service categories.
How GeM Has Evolved
GeM isn’t static — understanding its trajectory helps explain today’s rules:
2016
GeM launches in August as India’s National Public Procurement Portal, piloted for central departments and CPSUs in Delhi/NCR.
2017
General Financial Rules revised to make GeM procurement mandatory for common-use goods and services above prescribed thresholds — the rule now known as GFR Rule 149.
2020–2022
Udyam Registration replaces the old MSME/UAM system; GeM integrates Udyam data to power MSE EMD exemptions and purchase preference.
2023–2025
Services overtake goods in GMV share; dozens of new service categories added; reverse auction and bid-evaluation workflows streamlined.
2026
Continued tightening of documentation and BIS-certification enforcement, Aadhaar-linked mobile verification, and expansion into new categories such as EV products and charging infrastructure.
What “Filling a GeM Tender” Actually Means
Definition
“Filling a GeM tender” is the act of responding to a buyer’s bid or reverse auction on the Government e-Marketplace by completing the technical compliance details, uploading the required documents, and submitting a price against the buyer’s specifications before the deadline.
On GeM, the word “tender” is used loosely. What you are really responding to is a Bid or a Bid to RA (reverse auction) floated by a government buyer. Every bid ties back to a product or service you have already listed in your GeM catalogue — you cannot quote for something you have not listed.
Three layers of terms govern every bid, and their order of priority is something most first-time sellers miss:
| Layer | What It Is | Priority |
|---|---|---|
| GTC — General Terms & Conditions | Standard rules applying to all GeM bids | Lowest |
| STC — Special Terms & Conditions | Category-specific terms for certain products/services | Overrides GTC |
| ATC — Additional Terms & Conditions Read first | Extra clauses the buyer adds to this specific bid | Highest — overrides STC and GTC |
⚠ Warning
Read the ATC first. A buyer-added ATC clause can quietly change eligibility, documentation, delivery or pricing rules for that one bid — and it beats everything else in the GTC and STC.
💡 TenderKosh Expert Tip
Download all bid documents immediately after publishing. Buyers often issue corrigenda within the first few days — if you wait a week to open the bid, you may already be working from an outdated ATC.
GeM Bid Types Explained
How you fill a bid depends on its type. There are four routes you will encounter:
| Bid Type | When It’s Used | How You Fill It | Typical Minimum Window |
|---|---|---|---|
| Standard / Regular Bid | Product or service fitting an existing GeM category | Quote a single sealed price against fixed specs; L1 wins | Short (check bid page) |
| Bid to RA (Reverse Auction) | Buyer wants live price competition after technical screening | Submit a sealed price, then compete live by lowering it | Short + live RA event |
| BOQ Bid (Bill of Quantities) | Multiple items/services (often 5+), e.g. IT, facilities, construction | Quote a rate for every line item; total decides L1 | Minimum 21 days |
| Custom Bid | Specialised product/service outside the standard catalogue, value above ₹5 lakh | List under Universal Category first, then quote | Varies |
For a deeper breakdown of the auction mechanics, see our guide on GeM Reverse Auction Strategy (link once published).
Who Can Apply
Any business registered as a seller on GeM with an approved catalogue listing can respond to a bid, provided it meets the bid’s eligibility filters.
1
Manufacturers (OEMs)
Manufacturers of goods qualify for MSE EMD and experience exemptions if Udyam-registered as Micro/Small.
2
Service Providers
Providers of services on GeM’s service bids also qualify for MSE exemptions where applicable.
3
Resellers & Distributors
Can bid with valid OEM authorisation but do not receive MSE EMD/experience exemptions — only manufacturers/service providers do.
ℹ Important Note
Only manufacturers of goods and providers of services qualify for MSE exemptions. Traders can bid, but do not get the MSE EMD and experience waivers. If you sell someone else’s branded product, you will usually need OEM authorisation to quote it. New to seller onboarding? Start with our GeM seller registration guide (link once published).
Eligibility Criteria: Check These Before You Invest Time
Before you spend an hour filling a bid, confirm you clear its eligibility filters. Buyers commonly set:
- Experience criteria — the bidder or its OEM should have supplied the same or similar category to a Central/State Government body, PSU, or public listed company for a stated number of years, with supporting contract copies.
- Past performance / quantity — e.g. having supplied a percentage of the bid quantity in at least one of the last three years.
- Turnover — a minimum annual turnover, unless you qualify for a relaxation.
- OEM / authorisation — brand authorisation for resellers; OEM net worth may need to be positive per the last audited statement.
- MSE / startup status — for exemptions and purchase preference.
Definition — MSE Purchase Preference MSME
If a non-MSE is L1 and an MSE bidder has quoted within a defined margin (commonly L1 + 15%), the MSE may be given the chance to match the L1 price and be awarded a share of the contract. This is why MSE status is worth claiming correctly. See our MSME benefits in government tenders guide for the full rules.
Example Scenario
Illustrative, not an actual documented case: An electrical equipment supplier bids on a ₹2 crore GeM tender for transformers. Their technical bid is rejected because they entered “as per datasheet” instead of the exact voltage rating the compliance grid asked for — even though their product genuinely met the specification. The lesson: the system checks what you typed, not what your product can actually do. Always translate your datasheet into the exact number the field is asking for.
Documents Required to Fill a GeM Tender
Assemble these before you open the bid, so you are reviewing, not scrambling:
| Document | Purpose | Who Needs It |
|---|---|---|
| GST registration | Tax identity & invoicing | All sellers |
| PAN | Business/entity identity | All sellers |
| GeM seller account (active, KYC complete) | Portal access & bidding | All sellers |
| Udyam registration MSME | Unlocks MSE EMD & experience exemptions | MSMEs |
| DPIIT startup certificate | Startup exemptions | Recognised startups |
| OEM authorisation / Brand Approval | To quote branded products as reseller | Resellers/distributors |
| Product certifications (BIS/ISO/CE, etc.) | Technical compliance — only those the bid demands | As per bid |
| Past performance / completion certificates | Meet experience criteria | Where experience is required |
| ATC annexures / declarations | Buyer-specific formats (MII, undertakings) | As per ATC |
Related reading: our tender compliance checklist.
EMD, Tender Fee & Performance Security
Three money-related items appear in most bids. Understanding each keeps you from either overpaying or getting disqualified.
EMD (Earnest Money Deposit)
Definition
EMD is a refundable deposit that shows you are a serious bidder. On GeM it is charged only when the buyer includes it in the bid.
✓ MSE Benefit
Udyam-registered Micro and Small Enterprises are exempt from EMD under the Public Procurement Policy and GFR rules — but only manufacturers of goods and providers of services qualify; traders are excluded. To claim it, select the EMD-exemption option in your bid response and upload valid supporting proof — don’t just leave the field blank. For the full mechanics and refund process, read our EMD vs bid security vs performance guarantee guide.
Tender Fee
A small, usually non-refundable processing charge that some bids carry. Many GeM bids do not levy one, but check the bid page so it does not surprise you.
Performance Security
Definition
Performance security is a guarantee the winning seller provides to ensure the contract is delivered. Per GeM’s General Terms and Conditions, the default is 2% of the contract value, and the buyer may set it anywhere between 2% and 10%, indicating the exact percentage in the bid.
| Item | Charged When | Typical Value | Refundable? | MSE Exemption? |
|---|---|---|---|---|
| EMD | Buyer enables it in the bid | Often ~1–2% of tender value* | Yes | Yes (manufacturers/service providers) |
| Tender fee | Some bids only | Small fixed amount | Usually no | Varies |
| Performance security | On award, to winner | 2% default (buyer may set 2–10%) | Released after successful delivery | Reduced/relaxed in some cases |
*Illustrative range only — the actual EMD, if any, is stated in each bid. Always use the figure on the bid page, not an assumed one.
Technical Specifications & the Compliance Grid
This is where most avoidable rejections happen. GeM asks you to confirm your offer against each specification, usually as a numerical value or a Yes/No in a compliance grid.
⚠ The #1 Rule
Quote exact numbers, never “as per brochure” or “as per datasheet.” If the bid asks for a display size, a power rating, a response time or an SLA figure, enter the actual figure the portal asks for. Vague answers are read as non-compliance.
- Goods: map every technical parameter (dimensions, ratings, standards) and upload only the certifications the bid demands — not your entire certificate library.
- Services: map SLA parameters, resource categories, locations, man-months and response/resolution times; attach a work plan if asked.
Bid Submission Process: Step-by-Step
Here is the full sequence, in order. Follow it and you will not miss a step.
- Log in to gem.gov.in with your seller credentials.
- Open the bid/RA from the Bids section using filters (category, buyer, state, value, MSE/startup preference, closing date).
- Download every attachment — GTC, STC, ATC and the BOQ if present. Note the bid number, closing date & time (IST), EMD, performance security and consignee locations.
- Read the ATC and eligibility and decide bid / no-bid honestly.
- Upload documents in the correct format and size — GST, PAN, Udyam, OEM authorisation, certificates, ATC annexures.
- Complete the technical bid with exact numerical compliance values.
- Enter the price bid — an all-inclusive landed price at the consignee destination (taxes, packing, freight; installation/AMC if in scope).
- For a BOQ bid, quote a rate for every line; the system auto-totals. You can edit only the rate column, not descriptions or quantities.
- Sign and submit with DSC or Aadhaar eSign, and confirm submission before the deadline.
- Track technical evaluation, financial opening and any RA schedule from your dashboard — and re-check for corrigenda.
Evaluation & Selection: How the Winner Is Decided
GeM bids are typically evaluated in two stages:
- Technical evaluation — the system and buyer check documents and compliance. Only technically qualified bidders move forward.
- Financial evaluation — qualifying bidders’ prices are compared. The lowest evaluated all-inclusive landed price is L1 and generally wins.
Does the lowest bid always win on GeM?
No. The lowest price only wins among bids that first clear technical evaluation. A technically non-compliant L1 bid can be rejected entirely, and the next qualifying bidder becomes the new L1.
ℹ Note on Demand-Splitting
Buyers cannot split a demand just to stay under approval thresholds — GeM treats demand-splitting as a violation of GFR Rule 149 and can block or cancel such bids. As a seller, this protects you from artificially fragmented, low-value awards.
How the GeM Tender Timeline Works (Evergreen)
Rather than fixed dates (which change per bid), here is the pattern every bid follows so you can plan around any deadline:
| Stage | What Happens | Your Action |
|---|---|---|
| Publication | Buyer floats the bid/RA | Set an alert; read the ATC |
| Query window | Seller clarifications (if enabled) | Ask early; watch for a corrigendum in reply |
| Bid preparation | Open window (short for products; ≥21 days for BOQ) | Fill technical + price; upload docs |
| Bid end date & time (IST) | Hard cut-off | Submit early — the portal locks at close |
| Technical opening & evaluation | Buyer screens qualification | Respond promptly to any query |
| Financial opening / RA | Prices compared or auction held | Have your floor price ready for RA |
| Award & delivery | L1 gets the contract | Furnish performance security; deliver on time |
Because a corrigendum can move the deadline or change requirements, tracking amendments is essential — see our guide on finding corrigenda on GeM, CPPP & state eProcurement portals.
Common Mistakes That Get GeM Bids Rejected
⚠ Documentation errors alone account for a large share of rejections. Avoid these:
- Quoting “as per brochure” instead of exact numerical values in the compliance grid.
- Missing a corrigendum — failing to acknowledge an amendment can auto-disqualify you, especially on long-window bids.
- Wrong file format or size on uploads.
- Price not all-inclusive — forgetting freight, taxes, installation or AMC that the bid required in the unit price.
- Claiming MSE exemption as a trader — only manufacturers/service providers qualify; a wrong claim invites rejection.
- Uploading every certificate you own instead of only those demanded.
- Submitting at the last minute — DSC/eSign or network issues at 4:59 PM cost real contracts.
- Bidding on specs you don’t meet — automatic disqualification and wasted effort.
Common Myths About GeM Bidding
Myth
The lowest price always wins.
Reality
A technically non-compliant L1 bid can be rejected entirely — the lowest price only wins among bids that pass technical evaluation first.
Myth
Every GeM bid requires EMD.
Reality
EMD applies only when the buyer enables it for that specific bid — and Udyam-registered MSE manufacturers/service providers can be exempt even then.
Myth
Traders get the same benefits as manufacturers.
Reality
MSE EMD and experience exemptions apply only to manufacturers of goods and providers of services — traders are excluded, even if Udyam-registered.
Myth
You can edit a bid any time before award.
Reality
You can only modify or withdraw a bid before the bid end date and time. Once the deadline passes, it is permanently locked.
Expert Tips from Experienced Bid Managers
1
Bid Selectively
Vendors who focus on a few closely related categories tend to win more than those spreading thin. Depth beats breadth.
2
Keep a Reusable Bid Folder
Profile audit, document templates, and a pricing checklist turn a two-hour bid into a thirty-minute one.
3
Set Your Floor Price Early
Decide your RA walk-away point before the auction opens; small decrements can secure L1 without gutting margin.
4
Read the BOQ Line by Line
One mispriced line can distort your whole total — verify every rate before submitting.
5
Test Your DSC/eSign Early
Confirm it works the day before, not the hour of — signature failures at deadline cost real contracts.
6
Track Corrigenda Daily
On any bid you have entered, check for amendments right up to the closing date and time.
💡 TenderKosh Expert Tip
Keep a running “rejection log” of every bid you’ve lost and why. Most sellers repeat the same 2–3 mistakes across multiple bids without realising it — a five-minute review after each rejection saves hours on the next ten bids.
Pre-Submission Checklist
- ✓ Seller account active, KYC complete, catalogue live and correctly categorised
- ✓ ATC read in full; eligibility and OEM conditions confirmed
- ✓ All required documents uploaded in correct format & size (nothing extra)
- ✓ Udyam/DPIIT exemption selected and proof uploaded (if claiming)
- ✓ Every compliance field filled with exact numerical values
- ✓ Price is all-inclusive, landed at consignee (taxes, freight, installation/AMC if in scope)
- ✓ BOQ: rate entered for every line; total verified
- ✓ Performance security implication factored into the quote
- ✓ DSC / Aadhaar eSign tested and working
- ✓ Corrigendum section checked one final time
- ✓ Bid submitted well before the deadline (IST)
📥
Download: GeM Bid Pre-Submission Checklist (PDF)
The same checklist above, formatted to print or keep open while you bid.
Download PDFThen vs Now: How GeM Changed Government Bidding
| Aspect | Old Manual Tendering | GeM in 2026 |
|---|---|---|
| Discovery | Newspaper notices, department visits | Searchable online bids, filters, alerts |
| Access | Favoured insiders & large firms | Open to MSMEs, startups & new sellers |
| Submission | Physical documents, tender boxes | Online upload, DSC/eSign, timestamped |
| Price discovery | Opaque | Transparent L1 & live reverse auctions |
| MSE benefits | Hard to claim | EMD & experience exemptions built in |
Never Miss a GeM Bid or Corrigendum Again
With thousands of GeM bids floated every month and BOQ windows as short as 21 days, missing an alert or an amendment can cost you a contract. TenderKosh tracks GeM, CPPP, SECI, NTPC and 1,000+ government procurement portals — plus corrigenda — so you find the right bids early and submit fully prepared.
Browse Live Tenders View Plans Why TenderKoshFinal Takeaway
Filling a GeM tender well is a discipline, not a gamble. The sellers who win consistently are not the ones with the flashiest catalogue — they are the ones who read the ATC first, confirm eligibility honestly, upload exactly what is asked, quote an all-inclusive price, and submit early with a valid signature. Do that repeatedly and you build both a track record and the muscle memory that makes every future bid faster and stronger.
Keep this guide handy, work through the checklist on your next bid, and treat every corrigendum as if it could change everything — because sometimes it does.
✓ TenderKosh Recommendation
The hardest part of GeM isn’t filling one bid — it’s finding the right bids and never missing a corrigendum across dozens of them. TenderKosh’s AI-driven tender intelligence surfaces GeM (and CPPP, SECI, NTPC, Railways, State & 1,000+ portals) opportunities that match your profile, flags eligibility and key dates, and tracks amendments so a last-minute change never costs you a contract.
Frequently Asked Questions
What does it mean to fill a GeM tender?
It means responding to a buyer’s bid or reverse auction on GeM by completing the technical compliance details, uploading the required documents, and submitting an all-inclusive price before the deadline.
Do I need to pay EMD on every GeM tender?
No. EMD applies only when the buyer includes it. Udyam-registered Micro and Small Enterprises that are manufacturers or service providers are exempt under the Public Procurement Policy and GFR rules; traders are not.
Can traders participate in GeM tenders?
Yes, traders can participate, but they are generally not eligible for certain MSE exemptions. Some bids also require OEM authorisation for branded products.
What is the minimum bid duration on GeM?
Simple product bids can be short, while BOQ bids are usually open for a minimum of 21 days. Always confirm the exact bid end date and time on the bid page.
What’s the difference between a Standard Bid and a Reverse Auction?
In a Standard Bid you submit a sealed price and the lowest qualifying price (L1) wins. In a Reverse Auction, qualified sellers compete live by lowering their prices, and the lowest at close becomes L1.
What is ATC on GeM and why does it matter?
ATC is the buyer’s Additional Terms & Conditions for a specific bid. It overrides both STC and GTC, so its clauses can decide your eligibility. Read it first.
How much performance security is required?
The default is 2% of the contract value; the buyer may set it between 2% and 10% and states the applicable figure in the bid.
Can I edit my bid after submitting?
Yes, any time before the bid end date and time. After the deadline the bid is locked, so submit early.
What documents are needed to fill a GeM tender?
Typically GST, PAN, an active GeM seller account, Udyam (for MSME benefits), OEM authorisation where applicable, required product certifications, and any ATC annexures.
Why do most GeM bids get rejected?
Incomplete or wrong documentation, “as per brochure” answers, a missed corrigendum, wrong file formats, and prices that are not all-inclusive at the consignee location.
Is a Digital Signature Certificate mandatory?
GeM allows signing via a Class 3 DSC or Aadhaar eSign, depending on the bid. Keep one enabled before the deadline.
What is a BOQ bid?
A Bill of Quantities bid for multiple items or services. You quote a rate for each line, and the lowest overall total is L1.
Does the lowest bid always win on GeM?
No. The lowest price only wins among bids that first clear technical evaluation. A technically non-compliant L1 bid can be rejected entirely, and the next qualifying bidder becomes the new L1.
Author
Related Topics: Government Tender Basics
Government Tender Basics
Sources & Official References
- Government e-Marketplace (GeM) — Official Portal
- GeM Handbook (Official User Manual)
- GeM Seller FAQs & Guidelines
- GeM Training Material
- GeM Statistics Dashboard
- Central Public Procurement Portal (CPPP)
- General Financial Rules (GFR) 2017 — Department of Expenditure
- Department for Promotion of Industry and Internal Trade (DPIIT)
- Ministry of Micro, Small & Medium Enterprises (MSME)
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