Government e-Marketplace (GeM) is a robust platform that allows sellers to offer goods and services to the government departments in India. Many companies get registered on the Gem registration Portal with great optimism. But a usual problem that vendors have to face there is bid rejection.
It's a good thing, but when a bid gets turned away, it feels frustrating and confusing. Sometimes sellers don’t even know what they did wrong. All too often, it is the little things that get people disqualified. The good news is that most bid rejections can be prevented if the reasons are well understood.
In this article, we will discuss the common reasons for bid rejection on GeM and how to resolve/avoid these issues in the future.
Understanding How GeM Bidding Works
Understanding the GeM bidding process is a must before going into the reasons for rejection.
When a government agency issues a bid, vendors can compete by submitting their technical and financial proposals. The procedure typically entails:
- Reviewing the qualification requirements
- Submit the necessary documents. Upload the required document(s)
- Complying with the technical requirements
- Providing the right quote
- File your tender before the deadline
In the event of any requirement not being met, the bid may be either rejected at the stage of technical evaluation or financial evaluation.
1. Not Meeting Eligibility Criteria
Failure to meet the eligibility criteria provided in the tender document is one of the main reasons for rejection.
- Each offer has its own terms, including:
- Turnover threshold requirement
- Eligibility Criteria - Experience
- Experience certificate for past performance
- Certifications Needed For Purchase
- Location Constraints
If your company fails to meet even one required condition, your bid can be disqualified on the spot.
How to Fix It:
- Read the bid document thoroughly before applying.
- Check the eligibility points individually.
- Do not presume you are eligible.
- If in doubt, seek expert advice before bidding.
Under no circumstances should you submit a bid just to see if you get lucky. Bid only if you are eligible to do so.
2. Incorrect or Missing Documents
Mistakes in documents are also a big cause of rejection of GeM bids.
Errors most frequently made in documents are:-
- Absent or Required Document(s)
- An incorrect file is being uploaded
- Certification has expired
- Scanned copies are not clear
- Documents are unsigned
Saying that your price is competitive won’t help because your bid can be disqualified without the missing documents.
How to Fix It:
- Create a list of necessary documents.
- Check every document before uploading.
- Make sure that all certificates are valid and none have expired.
- Post clear and legible scanned copies.
- You might want to check double file names and extensions.
Make sure that you have read through your document at least twice before submitting it.
3. Not Matching Technical Specifications
bid contains detailed technical specifications. If the item or service you provide falls short of those precise specifications, your bid could be refused.
Common problems include:
- Model mismatch of the product
- Specs are too low
- A brand that is not the approved one
- No compliance statement included
Even minor deviations can result in being refused.
How to Fix It:
- Compare your product specifications closely with the requirements of the bid.
- Give a proper compliance sheet indent to indicate compliance.
- Do not submit alternate models unless permitted.
- When in doubt, ask before you bid.
Always keep in mind that government purchasers are bound by stringent regulations.
4. Incorrect Price Quotation
Errors in pricing are very frequent and can result in denial.
Common pricing errors:
- Quoting the cost below without any justification
- Including GST the wrong way
- The wrong total is entered
- Missing essential fees
- Errors in calculations
If the format for the prices is not followed correctly, your quotation may be rejected on financial evaluation.
How to Fix It:
- Read the pricing instructions carefully.
- Confirm if GST is inclusive/extra.
- Recalculate before you submit the totals.
- Don't go too low.
- Make sure the price is in BOQ format if any.
Take a second to check the total cost before you hit the Submit button.
5. Late Bid Submission
The GeM portal itself closes the bidding at the given time. A delay of even a few seconds can hold up submission.
Common reasons for delay:
- Slow internet connection
- Closing time uploading
- Tech troubles
- Heavy traffic on the portal!
Bids not submitted by the deadline will not be considered.
How to Fix It:
- Never wait till the 11th hour.
- Early document uploading.
- If possible, submit at least 24 hours before the deadline.
- A stable Internet connection is required.
Time is also crucial in GeM Bidding.
6. EMD Related Issues
In many cases, bids come with a deposit, called the Earnest Money Deposit (EMD). If there is any problem with EMD, your bid will be rejected.
Common EMD mistakes:
- Not submitting EMD
- Wrong EMD amount
- Expired bank guarantee
- Incorrect format
- Delay in EMD payment
How to Fix It:
- Verify the EMD amount carefully.
- Use the appropriate format if a bank guarantee is required.
- Confirm payment status before the due date.
- Keep transaction proof.
Never ignore EMD requirements.
7. Vendor Assessment Not Completed
Certain categories on GeM require the evaluation of the vendors. If your evaluation is not current or reviewed, you may not be eligible.
Common issues:
- Review not approved
- Incorrect product group/category
- Expired evaluation certificate
How to Fix It:
- Do the full vendor assessment prior to bidding.
- Ensure you have the right category mapping.
- Reassess if the review has expired.
Assessment compliance is mandatory for many product categories.
8. Mismatch in GST or Company Details
It may create problems if your GST details, PAN details, or company name do not match the official records.
Common problems include:
- GST is not Active
- Name does not match
- The address and name do not match
- The details of the bank do not match.
How to Fix It:
- Keep GST details up to date.
- Make sure PAN and GST details are exactly the same.
- Change your profile details on the GeM portal.
Always keep your company records updated.
9. Not Responding to Buyer Queries
Occasionally, buyers submit clarification questions. If you do not reply within the timeframe, your bid will be considered void.
How to Fix It:
- Always check the GeM portal ona daily basis.
- Keep track of email notifications.
- Reply promptly to requests for clarification.
The bidding process relies heavily on communication.
10. Blacklisting or Policy Violations
In case a seller is blacklisted or has violated GeM policies previously, bids shall be rejected.
Common reasons include:
- Cancellation of prior order
- Low performance rating
- Submission of false information
How to Fix It:
- Follow GeM guidelines strictly.
- Keep good performance records.
- Do not make false promises.
You need to build trust for long-term success.
How to Avoid Bid Rejections in the Future
Here are some best practices to avoid rejection:
- Review bid documents thoroughly.
- Keep a complete file of papers.
- Keep compliance certificates up-to-date.
- Ensure that product specifications are correct.
- Submit early!
- If in doubt, get advice.
- Keep a good seller rating.
Consistency and careful review can reduce rejection risk significantly.
When to Seek Expert Support
If you are repeatedly experiencing bid rejections, you can take the advice of a GeM professional. Proficients can:
- Review the eligibility criteria
- Check documentation
- Ensure compliance
- Pricing Strategy Guide
- Aid in vendor evaluation
Professional help can save time and increase the chances of success.
NOTE: Now you can apply for a GeM Seller registration through our website.
Final Thoughts
Most rejections are on account of errors so small that they could have been avoided. If you know the reason(s) and rules properly, you can have more chances to win bids. Always Read the Bids Document Properly, Upload the Right Documents, Quote the Right Price, and Submit On Time.
Don’t lose confidence if your bid is rejected. Review your errors, correct them, and re-apply more prepared. With good planning and hard work, you can use GeM to win its bids and expand your business in government.
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