GeM IT Hardware Procurement Guide – Eligibility, Cost & Process
IT hardware procurement through the Government e-Marketplace (GeM) is rule-driven, compliance-heavy, and digitally audited. For laptops, desktops, servers, networking equipment, and peripherals, eligibility and documentation matter more than aggressive pricing.
What Is Considered IT Hardware on GeM?
Government departments procure the following IT hardware categories on GeM:
Laptops & Desktops
Servers & Storage Systems
Networking Equipment (Switches, Routers)
CCTV & Surveillance Systems
UPS, Power & Data Center Hardware
IT Peripherals (Printers, Scanners, Monitors)
Each category has predefined technical attributes that cannot be bypassed.
Eligibility to Sell IT Hardware on GeM
To participate in IT hardware procurement, a vendor must meet minimum statutory and technical eligibility.
Mandatory Eligibility Criteria
Active GST Registration
PAN linked with business entity
Bank account in firm/company name
GeM Seller Registration & category activation
Additional IT-Specific Requirements
OEM authorization (mandatory for branded hardware)
Product catalogue approval
Make in India / Local Content declaration
Compliance with BIS / safety standards (where applicable)
Traders without OEM backing face restricted visibility in hardware tenders.
Cost Involved in GeM IT Hardware Procurement
GeM does not charge registration fees, but vendors must plan for indirect compliance costs.
Cost Components
| Cost Type | Indicative Nature |
|---|---|
| GeM Registration | Free |
| Catalogue Listing | Free |
| OEM Authorization | OEM-dependent |
| Testing / Certification | Product-specific |
| Bid Participation | Free |
| Performance Security | As per tender |
Hidden cost is non-compliance, which leads to rejection and loss of opportunity.
Procurement Process: Step-by-Step
Government IT hardware procurement follows a structured digital workflow.
🔹 Step 1: Vendor & Catalogue Approval
Seller registers on GeM
IT hardware category activated
Product specs uploaded & validated
🔹 Step 2: Buyer Requirement Creation
Department selects IT hardware
Custom technical parameters added
Purchase mode chosen (Direct / L1 / Bid / RA)
🔹 Step 3: Bid Participation
Vendors submit technical & financial bids
OEM & Make in India verified
Lowest compliant bidder shortlisted
🔹 Step 4: Order Placement
Purchase Order issued on GeM
Delivery timeline starts
Performance security (if applicable)
🔹 Step 5: Delivery, Installation & Payment
Hardware delivered with serial numbers
OEM warranty activated
Buyer acceptance uploaded
Payment released through GeM
Purchase Modes Used for IT Hardware
Government buyers use different procurement modes based on value and sensitivity.
Direct Purchase – Low value, quick procurement
L1 Purchase – Bulk IT hardware with BOQ
Bid / Reverse Auction – High value or critical infrastructure
Servers and networking equipment mostly go through Bid / RA mode.
Make in India & Local Content Rules
In 2026, GeM uses algorithmic preference for local content.
Class-I suppliers get bid preference
Wrong declaration = rejection or blacklisting
OEM-backed certification is essential
Make in India compliance directly impacts bid visibility and ranking.
Common Reasons for Rejection in IT Hardware Bids
Mismatch in model number or generation
Expired OEM authorization
Incorrect Make in India declaration
Ignoring buyer-added parameters
Delay in post-order documentation
Most rejections happen silently at technical evaluation stage.
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