GeM Bid Submission Failed — How to Fix Technical Errors

Submitting bids on the Government e-Marketplace (GeM) is critical for sellers competing for government contracts. But technical errors — document upload failures, session timeouts, EMD payment issues, and format errors — frequently block bid submissions, especially close to deadlines. This guide covers every common bid error and its fix.

Common Bid Submission Errors

• "Document upload failed" — file size/format rejected during bid attachment
• "Session expired, please login again" — automatic logout during bid preparation
• "Invalid bid amount format" — currency/decimal formatting issues
• "EMD payment not confirmed" — Earnest Money Deposit transaction pending
• "Bid submission time has expired" — missed the deadline by seconds
• "Technical error, please try again" — server-side failure during submission
• "Incomplete bid — mandatory fields missing" — required sections not filled

Fix 1: Document Upload Failed

Document upload is the most common failure point during bidding:

1. Check file size — Maximum upload size is typically 5-10 MB per document; compress large PDFs
2. Use correct format — GeM accepts PDF, JPG, and PNG; avoid Word documents or ZIP files
3. File name rules — Keep file names short, use only letters/numbers/hyphens; avoid special characters (#, &, %)
4. One file at a time — Upload documents individually rather than trying multiple simultaneous uploads
5. Clear browser cache — Cached data can interfere; clear cache or use incognito mode
6. Check internet speed — Slow connections cause upload timeouts; use a stable broadband connection
7. Compress PDFs — Use free tools like smallpdf.com or Adobe Acrobat to reduce file size below 5 MB

Pro tip: Prepare all documents in the correct format and size before the bid opens. Don't wait until the last day.

Fix 2: Session Expired During Bid

GeM sessions automatically expire after a period of inactivity:

1. Session timeout — GeM sessions typically expire after 15-30 minutes of inactivity
2. Save progress frequently — Click "Save as Draft" regularly while preparing your bid
3. Don't open multiple tabs — Multiple GeM tabs can conflict and invalidate your session
4. Avoid browser back button — Use GeM's internal navigation; the back button can break the session
5. Login fresh before final submission — If you've been working for a long time, log out and log back in before clicking Submit
6. Disable browser extensions — Ad blockers and privacy extensions can interfere with session cookies

Recovery steps:

• If session expires mid-bid, log back in immediately
• Check "My Bids" → "Draft Bids" — your progress may be saved
• If draft is lost, start fresh but work quickly from pre-prepared documents

Fix 3: Bid Amount Format Error

The bid amount field is strict about formatting:

1. No commas in numbers — Enter 150000 not 1,50,000
2. Use period for decimals — Enter 150000.50 not 150000,50
3. Maximum two decimal places — Don't enter more than two digits after the decimal point
4. No currency symbols — Don't type ₹ or Rs before the amount
5. No negative values — All amounts must be positive
6. Check unit price vs total — Ensure you're entering the per-unit price if the form asks for unit rate
7. GST inclusive/exclusive — Read carefully whether the bid amount should include or exclude GST

Common mistake: Entering the total contract value when GeM asks for per-unit rate. Check the quantity and unit mentioned in the bid document.

Fix 4: EMD Payment Not Confirmed

Earnest Money Deposit (EMD) is mandatory for many GeM bids:

1. Pay EMD before bid submission — EMD must be confirmed before you can submit the bid
2. Payment modes — GeM accepts NEFT/RTGS, net banking, and sometimes online payment through the portal
3. NEFT/RTGS delay — Bank transfers can take 2-4 hours to reflect; don't wait until the last day
4. Transaction reference — After payment, enter the exact transaction reference number on GeM
5. EMD exemption — MSME-registered sellers and Startup India-certified sellers may be exempt from EMD; check your eligibility
6. Check Udyam registration — If claiming MSME exemption, ensure your Udyam certificate is updated and linked to your GeM profile
7. Bank account mismatch — The payment must come from the bank account registered on your GeM seller profile

If payment is made but not reflecting:

• Wait 4-6 hours for NEFT/RTGS
• Contact your bank for the UTR number
• Raise a ticket on GeM with payment proof (bank statement, UTR)

Fix 5: Last-Minute Submission Errors

Submitting bids in the final minutes is risky:

1. Server load — GeM servers experience heavy traffic near bid deadlines; response times slow down
2. Submit at least 2 hours before deadline — Don't wait for the last moment
3. Keep bid ready in draft — Prepare everything and save as draft well in advance
4. Screenshot everything — Take screenshots of each step during submission as proof
5. Note the deadline timezone — GeM uses IST (Indian Standard Time); confirm the exact closing time
6. Auto-extension — Some bids have auto-extension if bids come in the last few minutes; check the bid terms
7. No grace period — Once the deadline passes, the system blocks submission permanently

If you missed the deadline due to technical error:

• Take screenshots of the error with timestamp
• Raise a grievance on GeM immediately
• Contact the buying organization and explain with proof
• GeM may consider re-opening in genuine technical failure cases (rare)

Fix 6: General Technical Errors

For generic "Technical error" messages:

1. Use Google Chrome (latest version) — GeM is optimized for Chrome
2. Enable JavaScript and cookies — Both must be enabled for GeM to work
3. Disable VPN — VPN connections can cause authentication issues
4. Clear cache and cookies — Go to Chrome Settings → Privacy → Clear browsing data
5. Try incognito mode — Eliminates extension and cache interference
6. Check GeM server status — If the portal is down for maintenance, wait and retry
7. Stable internet — Use wired broadband over mobile data for large uploads

Bid Submission Checklist

Before hitting Submit, verify:

• All mandatory fields filled (technical and financial sections)
• Documents uploaded successfully (green checkmarks visible)
• Bid amount entered correctly (check unit vs total, GST inclusion)
• EMD payment confirmed or exemption claimed
• Terms and conditions accepted
• Digital signature applied (if required for the bid)
• Preview bid once before final submission
• Save/download bid confirmation after submission

Important Tips

1. Prepare offline first — Draft your bid responses in a Word document, then copy-paste into GeM
2. Multiple browser test — If Chrome fails, try Firefox as a backup
3. Keep GeM helpline handy — Call 1800-419-3436 immediately if facing errors near deadline
4. Check bid corrigendum — Sometimes bid requirements change via corrigendum; check for updates before submitting
5. Digital Signature Certificate (DSC) — If required, ensure your DSC is valid and the browser plugin is installed

How to Track Bid Status

1. Log into gem.gov.in
2. Go to Dashboard → My Bids
3. Check bid status: Draft, Submitted, Under Evaluation, Awarded, Rejected
4. Download bid confirmation PDF for your records

FAQs

Can I edit a bid after submission on GeM?

No, once submitted you cannot edit the bid. You can withdraw and resubmit a new bid before the deadline, but the original bid cannot be modified.

What happens if GeM portal is down during bid closing time?

GeM may extend the bid deadline if there's a verified server outage. Check the bid page for any deadline extension notifications.

Is EMD refundable if I don't win the bid?

Yes, EMD is refunded to unsuccessful bidders after the bid evaluation is complete. Refund typically takes 7-15 working days.

Can I submit a bid from my mobile phone?

While GeM is accessible on mobile browsers, bid submission is best done on a desktop/laptop for reliability. Document uploads and digital signatures work better on desktop.

What is the minimum bid amount on GeM?

There is no universal minimum. The bid amount depends on the specific tender requirements. You must meet the buyer's specifications and offer a competitive price.

How do I know if my bid was successfully submitted?

After successful submission, you'll see a confirmation page with a bid reference number. You'll also receive a confirmation email. Check "My Bids" in your dashboard to verify.

Can I participate in multiple bids simultaneously?

Yes, sellers can bid on multiple tenders at the same time. Each bid is independent and requires separate document uploads and EMD (if applicable).

Disclaimer: CitizenNest is an independent informational platform and is not affiliated with GeM, the Ministry of Commerce, or any government body. Always verify current bid requirements at gem.gov.in.