About GeM Portal

GeM Categories & Services Offered

The GeM portal offers a vast array of product and service categories to meet the diverse procurement needs of government departments. With over 11,000+ product categories and nearly 300 service categories, GeM is one of the most comprehensive government marketplaces in the world.

📦 Product Categories

These cover all tangible goods that government departments may need, structured in a hierarchy for easy navigation. Examples include:

• IT & Electronics: Computers, laptops, printers, networking devices, software licenses.
• Office Supplies: Stationery, cartridges, photocopiers.
• Furniture: Office chairs, desks, storage units, hospital beds.
• Vehicles: Cars, motorcycles, buses, electric vehicles.
• Electrical Equipment: ACs, fans, refrigerators, solar systems.
• Engineering Tools: Pumps, agricultural machinery, lab tools.
• Medical Equipment: Diagnostic machines, surgical tools, first-aid kits.
• Uniforms & Clothing: Personnel uniforms, safety gear, shoes.
• Books & Publications: Educational material, office forms, textbooks.

📌 New categories are added regularly based on government needs. Each product must meet predefined technical specifications set by GeM to ensure standardization and quality comparison.

🛠️ Service Categories

GeM also serves as a marketplace for a wide range of professional and support services. Key service categories include:

• Transportation: Vehicle rentals, taxi services, freight handling.
• Facility Management: Office cleaning, landscaping, waste disposal.
• Security Services: Guard deployment, surveillance services.
• HR & Manpower: Outsourced staff, consulting, training.
• IT Services: Software development, website maintenance, cloud services.
• Professional Services: Legal, audit, architecture, research.
• Healthcare Services: Ambulance, lab diagnostics, telemedicine.
• Travel & Events: Hotel booking, event management, catering.
• Maintenance Contracts: AMC for IT equipment, vehicles, appliances.
• Education & Training: Custom training programs, eLearning development.
• Miscellaneous: Printing, advertising, creative media services.

📝 Each service category includes parameters like service duration, manpower skill level, scope, and compliance terms. Many services are procured through bidding and require clear SLAs (Service Level Agreements).

🗂️ Category Codes & Customization

GeM assigns unique codes to each category, allowing buyers to filter products/services precisely. Sellers must list their offerings under the correct category for visibility and compliance.

✅ If no exact category exists, sellers can request category creation or list under the nearest appropriate category following GeM guidelines.

🆕 Latest Category Additions

• Bamboo Products: Introduced to support tribal artisans.
• COVID-19 Essentials: PPE kits, masks, sanitizers during pandemic response.
• Electric Vehicles & Charging: In line with India's EV mission.

Pricing, Bidding & Order Process on GeM

The Government e-Marketplace (GeM) offers a transparent and efficient purchasing process. Here’s how pricing, bidding, and order fulfillment work:

1. 🛒 Direct Purchase (Up to ₹25,000)

For low-value procurement, buyers can directly purchase items from the listed sellers without bidding. Key points:

• No tendering required; buyer selects the lowest-priced suitable item.
• Price freeze mechanism ensures sellers cannot increase the price once added to the cart.
• Sellers should regularly update listings to stay competitive.

2. 📊 L1 Purchase / Comparison (₹25,000 – ₹5,00,000)

For medium-range purchases, buyers must compare options and select the lowest-priced (L1) item that meets the requirement:

• System-generated comparison charts facilitate price evaluation.
• At least 3 suppliers must be compared, where possible.
• OEM preferences must be justified with proper documentation.

3. 📑 e-Bidding (Above ₹5,00,000 or Complex Needs)

High-value or complex procurements are done via e-bidding:

• Buyers issue bids with detailed specs, timelines, and terms.
• Sellers submit their quotes and documentation.
• The system evaluates and usually awards to the compliant L1 bidder.
• Some bids may include technical evaluations or sample submissions.

4. 🔄 Reverse Auction (RA)

Used to further reduce prices among top bidders:

• Top 3–5 bidders from e-bid phase compete in a timed auction.
• Sellers lower their prices in real time (without seeing exact competitor prices).
• Lowest final price wins the order.
• Requires strategic pricing and awareness of margins.

5. 📦 Order Placement

• Buyers place orders after selection; sellers must accept within the specified time (usually 48 hrs).
• Order details are binding and shared via the portal/email.

6. 🚚 Fulfillment (Shipping/Service Delivery)

• Sellers must dispatch goods or begin services as per terms.
• Update shipment details (AWB, transporter info, etc.) on the portal.
• Buyers issue CRAC (Consignee Receipt and Acceptance Certificate) after inspection.

7. 💰 Invoicing & Payment

• Invoices are auto-generated or uploaded by sellers after CRAC.
• Buyers process payments via PFMS; expected payment timeline: 10 days post-acceptance.
• Delayed payments may attract interest penalties for buyers.

8. 💵 Pricing Rules & Flexibility

• Sellers can update prices anytime unless an order/cart is active.
• Prices must include all applicable taxes and delivery costs.
• Prices on GeM must not exceed market/retail prices for the same product.
• Buyers see price benchmarks and history during purchase decisions.

9. 🚫 Cancellations & Returns

• Buyers can cancel orders for non-performance; sellers may cancel only in valid situations (affects rating).
• Returns are possible for defective/non-conforming goods. Managed through the portal's dispute mechanism.

10. 📣 Bidding Tips for Sellers

• Enable bid alerts and monitor bid sections daily.
• Ensure full documentation is attached with each bid.
• Be competitive but realistic with pricing (factor in logistics, warranty, taxes).
• Check buyer-specific eligibility (e.g., past experience, certifications).
• Use Q&A period to clarify any doubts before bid submission.
• Prepare for reverse auctions in advance—know your floor price.

Vendor Assessment on GeM (VA)

As the Government e-Marketplace (GeM) evolved, ensuring vendor reliability became essential. This led to the introduction of the Vendor Assessment (VA) system—a third-party evaluation process to enhance buyer confidence, especially for OEMs and manufacturers.

🔍 What is Vendor Assessment?

Vendor Assessment is a structured process that evaluates a seller’s:

• Business credentials and legal identity
• Manufacturing or operational capacity (via virtual or physical audit)
• Product quality and conformity to standards
• Financial strength

Upon successful assessment, the seller receives a “Verified Vendor” tag on GeM, often accompanied by a VA badge. This acts as a trust signal for buyers and can enhance visibility in search and bidding processes.

✅ Who Needs Vendor Assessment?

While not all sellers require VA, it is mandatory for certain categories and roles:

• Manufacturers (OEMs) selling products in Quality Categories Q1 or Q2.
  • These are typically high-value, high-complexity products like electronics, machinery, or medical equipment.
• OEMs seeking official “OEM Certificate” status on GeM.
  • This allows them to list their brand officially and control reseller authorization.
• Sellers claiming to be OEMs (brand owners or product manufacturers).
  • Even if previously exempt under NSIC or Udyam, most OEMs must now undergo VA.
• Resellers:
  • If reselling VA-certified OEM products, VA is not always required individually.
  • If listing your own private-label products, VA is needed as a self-declared OEM.
• Service Providers:
  • Generally not required to undergo Vendor Assessment unless specified in specific service tenders or bids.

📝 Key Points to Remember:

• VA improves seller trustworthiness and enhances listing credibility.
• Buyers often filter or prefer VA-tagged sellers, especially for high-value purchases.
• Some bids may explicitly require VA certification to qualify.
• The process is typically conducted by third-party GeM-empaneled agencies.
• Successful completion gives access to OEM features, brand control, and increased visibility on GeM.

Vendor Assessment (VA) on GeM

To ensure the credibility and quality of sellers—especially OEMs—the Government e-Marketplace (GeM) has implemented the Vendor Assessment (VA) process. It is a mandatory quality and capability verification for certain seller categories, aimed at protecting buyer interests and enhancing transparency.

Who Conducts Vendor Assessment?

The VA process is conducted by RITES Ltd., a Government of India enterprise specializing in inspections and technical audits. Previously, the Quality Council of India (QCI) managed this, but now RITES is the designated authority. The assessment is conducted in two stages:

• Desktop Assessment: Review of documents (business, financial, product).
• Video Assessment: Virtual facility verification via a scheduled online tour (live or recorded).

How to Apply?

1. Log into your GeM seller account.
2. Navigate to the Vendor Assessment section and submit an application.
3. Upload the required documents and pay the applicable VA fee.
4. RITES will contact you for scheduling and complete the assessment in two stages.

Documents Required

• Company registration documents (Incorporation Certificate, PAN, GSTIN).
• Financial records (Turnover statements, CA certificates).
• Product specifications, test reports (if applicable).
• Proof of manufacturing capability (machinery, staff, QA processes).
• Certifications like ISO, BIS (optional but beneficial).

Vendor Assessment Fees

The VA fee is based on the seller’s turnover:

Outcome of VA

If successful, the seller is marked as Vendor Assessed and receives an OEM certificate (if applicable). Products and profiles display a VA badge, boosting visibility and buyer trust. In case of failure, RITES may allow reassessment or request clarification. Disagreements can be escalated via the appeal mechanism.

Benefits of Vendor Assessment

• VA status is often preferred (or required) in high-value bids.
• It enables OEM brand listing and reseller control.
• VA gives genuine MSMEs a competitive edge.
• Buyers see it as a quality assurance filter, promoting trust.

Exemptions from VA

• Resellers of VA-certified OEM products may not need their own VA.
• Some Q3/Q4 category (generic) products may be exempt.
• Future policy updates may allow exemptions based on other credentials.

Common Challenges on GeM & How to Solve Them

GeM Support & Contact Info

If you face any issue while using the Government e-Marketplace (GeM), multiple support options are available to assist sellers and buyers.

Why You Need a GeM Consultant

Considering the complexity and nuances of the GeM portal, many businesses opt to engage a GeM consultant or service provider to help navigate the system. If you are new to government procurement or if your organization lacks the time to manage GeM activities, a consultant can be highly beneficial. Here are several reasons why hiring a GeM consultant might be a wise decision:

• Expert Guidance Through the Process: GeM registration, product listing, and bidding involve detailed steps and compliance. A consultant who specializes in GeM has done this many times and knows the exact requirements and common pitfalls. They can guide you step-by-step, ensuring your registration is done correctly on the first attempt, your profile is fully optimized, and your product listings meet all criteria. This saves you from trial-and-error. For instance, consultants will know how to handle tricky situations like registering a branch office vs. head office or dealing with an uncommon category listing.
• Time and Resource Saving: Managing GeM can be time-consuming – preparing documents, monitoring bids daily, updating prices, responding to buyer queries, etc. Outsourcing some of these tasks to a consultant frees your time to focus on core business areas. The consultant can manage your catalog, alert you to new bids, and draft bid responses with your input. For many small businesses without a dedicated tender team, this is invaluable.
• Knowledge of GeM Policies and Updates: Consultants stay up-to-date with the latest GeM circulars, rule changes, and best practices. If a new rule requires additional certificates, a good consultant informs you proactively to keep your selling uninterrupted. They also know government schemes like MSME preferences or Make in India criteria, ensuring you leverage them effectively.
• Bid Preparation and Strategy: Winning bids on GeM can be an art. Consultants have insights into pricing, interpreting buyer needs, and drafting supporting documents like technical compliance sheets. Some have experience as government procurement professionals who understand buyer evaluation criteria. They help craft competitive bids and identify the best opportunities to pursue, improving your win rate.
• Vendor Assessment and Compliance Assistance: Vendor Assessment (VA) is a key hurdle. Consultants help prepare you by providing checklists, mock runs, and liaising with assessment agencies. They also advise on handling compliance issues like show cause notices to avoid penalties.
• Troubleshooting and Support: Instead of you calling the GeM helpdesk for every issue, a consultant can do this faster, often having contacts and knowing escalation paths. They troubleshoot technical problems such as catalog upload failures, acting as your problem solver.
• Maximizing GeM Opportunities: Consultants monitor the portal and notify you of missed opportunities, suggest listing in additional categories, and optimize your product descriptions with keywords to improve search rankings — leading to more orders.
• Training Your Team: Good consultants don’t just do the work but train your staff on GeM processes, providing SOPs and checklists to build your in-house capacity over time.
• Focus on Compliance & Reduced Risk: Mistakes like late deliveries or misquoting can lead to blacklisting. Consultants help you stay compliant by reminding deadlines, drafting extension requests, and advising on pricing to protect your government business reputation.
• Cost-Effective in the Long Run: Consultancy fees are an investment. The orders you win or time saved often outweigh costs. Many companies find their first government order covers consultancy fees multiple times. Plus, you avoid costly penalties and missed opportunities.

In conclusion, if you or your team aren’t well-versed with GeM, a consultant can accelerate your success. They bring expertise, efficiency, and peace of mind. Government eMarketplace is a fantastic opportunity, but like any marketplace, it has its complexities. A GeM consultant acts as a navigator, charting the easiest and most profitable path in government procurement. Especially for first-timers or small businesses, this guidance can be the difference between merely having a GeM account and thriving with consistent orders.