Are you considering bidding on an ICMR tender but feeling overwhelmed by the complex procurement process?
Since April 1, 2012, the Indian Council of Medical Research (ICMR) has required all tender inquiries to be published on the Central Public Procurement Portal (CPP Portal), making the process more transparent but still challenging for newcomers. The ICMR tender 2024 opportunities range from small equipment purchases under Rs. 5 lakhs to major procurements exceeding Rs. 25 lakhs, each with different approval requirements. Additionally, specialized options like ICMR NIV tenders and ICMR GEM tender listings offer various entry points for suppliers, while tracking ICMR tender results requires understanding multiple evaluation stages.
Navigating this structured system might seem daunting at first, but with proper guidance, you can successfully participate in this lucrative marketplace. The ICMR’s tiered approval process—requiring different levels of scrutiny based on procurement value—actually helps ensure fair competition for bidders of all sizes.
This step-by-step guide will walk you through everything you need to know about applying for ICMR tenders as a first-time bidder. From registration requirements to bid preparation and submission strategies, you’ll learn how to position yourself effectively and avoid common pitfalls that disqualify many newcomers.
Understand the Types of ICMR Tenders
Before diving into the tender application process, you need to recognize the various types of ICMR tenders available. Understanding these categories helps you target opportunities that match your business capabilities and increases your chances of successful bidding.
ICMR equipment vs service tenders
The Indian Council of Medical Research publishes two primary categories of tenders that cater to different supplier specializations.
Equipment tenders focus on the procurement of laboratory and scientific apparatus, ranging from basic lab supplies to sophisticated research equipment. These include specialized items like Data logger systems, Elispot Readers (capable of reading 2000 spots per well), RFID Inventory Management Systems, and air conditioning units for research facilities. Equipment procurement follows a tiered approval system based on value:
- Equipment costing up to Rs. 5.00 lakhs: Approved directly by the Institute Director
- Equipment between Rs. 5.00-25.00 lakhs: Requires ICMR headquarters’ administrative and financial concurrence
- Equipment exceeding Rs. 25.00 lakhs: Necessitates approval from both ICMR Technical and Expert Committees
In contrast, service tenders cover operational requirements like maintenance contracts, outsourced staffing, and specialized research services. Recent examples include operation and maintenance of AC and plumbing systems, housekeeping services, canteen operations, and specialized laboratory services like “Determination of cotinine and hydroxy cotinine level”. Service tenders often involve comprehensive annual maintenance contracts (CAMC) that typically run for one year with potential extensions based on performance.
What is an ICMR GEM tender?
GEM (Government e-Marketplace) represents the modern procurement platform used by ICMR for most current tenders. Introduced to streamline government procurement processes, GEM has become the primary channel for ICMR tender submissions. Each GEM tender receives a unique identification code following the format “GEM/YEAR/B/NUMBER” – for example, “GEM/2025/B/6293195” for operation and maintenance services.
The platform offers several advantages for first-time bidders:
- Standardized submission process across all ICMR institutes
- Transparent evaluation criteria
- Digital document submission
- Real-time bid tracking capabilities
Moreover, GEM simplifies the qualification process by allowing vendors to register once and participate in multiple tenders across government departments. Therefore, submitting quotations through GEM is now mandatory for ICMR procurement, as stated in their official communications: “The quotations shall be submitted through GeM only on or before date as per GeM bid document”.
How to identify ICMR NIV tenders
ICMR’s National Institute of Virology (NIV) in Pune issues specialized tenders that follow a distinct identification pattern. These tenders use reference numbers beginning with “ICMR-NIV” followed by department code and unique identifier – for example, “ICMR-NIV/MAINT/3648-FILTER AUTOCLAVE”.
NIV tenders typically involve highly specialized scientific equipment and services related to virology research. The bid opening location is usually specified as “ICMR NIV PASHAN PUNE”. NIV tender documents contain crucial information including:
- Title and detailed work description
- Tender value (example: Rs. 6,00,000 for autoclave filter installation)
- Important dates for document download, clarification periods, and bid submission
- Contact details for the Tender Inviting Authority
For comprehensive access to all current opportunities across ICMR divisions, you can browse active ICMR tenders at https://www.tendershark.com/authority/indian-council-of-medical-research/active, where listings are regularly updated with new equipment, service, GEM, and NIV tender notifications.
Understanding these distinct tender types will help you focus your preparation efforts and documentation requirements accordingly, improving your efficiency as a first-time bidder.
Check Eligibility and Prepare Documents
Successfully bidding on an ICMR tender requires careful preparation and understanding of eligibility requirements before you submit your application. Meeting these criteria is the foundation for your bid’s consideration in the evaluation process.
Who can apply for ICMR tenders?
ICMR tenders welcome a diverse range of bidders, with special provisions to encourage participation from smaller enterprises. Entities eligible to apply include:
- Regular businesses and manufacturers
- Micro and Small Enterprises (MSEs) registered under MSME
- Startups recognized by the Department for Promotion of Industry and Internal Trade (DPIIT)
- Original Equipment Manufacturers (OEMs) and their authorized agents
- Companies with relevant experience in providing similar products or services
Notably, ICMR offers significant exemptions for MSEs and startups. If you operate a Micro or Small Enterprise with valid Udyam Registration (credentials validated through the Udyam Registration portal), you’re exempted from “Bidder Turnover” and “Experience Criteria” requirements, provided you meet quality and technical specifications. Similarly, DPIIT-registered startups receive the same exemptions.
For manufacturer-specific tenders, ICMR often requires that “the bidder must be a Manufacturer or its authorized Agent”. Consequently, if you’re a reseller without manufacturer authorization, certain tenders may be inaccessible to you.
Common documents required
Preparing the right documentation is crucial for your ICMR tender application. Generally, you’ll need to submit:
- Company information: Business incorporation certificate, address proof, and MSME/startup certificates (if applicable)
- Financial documents: Certified Audited Balance Sheets or Chartered Accountant certificates showing turnover details for the last three financial years
- Experience proof: Copies of relevant contracts with Central/State Government organizations or PSUs from previous years
- Compliance evidence: Documents proving you meet quality and technical specifications
- Payment details: Tender fees and Earnest Money Deposit (EMD) receipts (though MSEs are typically exempt from EMD)
- Digital Signature Certificate (DSC): Required for signing all tender documents
First-time bidders should note that all documents must be uploaded in specified formats (typically PDF/XLS/RAR/DWF). Furthermore, preparation well in advance is recommended as “the bidders can update well in advance, the documents such as certificates, purchase order details etc., under My Documents option”.
Understanding financial and technical criteria
Financial and technical requirements form the core of ICMR’s eligibility assessment. Unless exempted as an MSE or startup, you must typically demonstrate:
Financial criteria:
- Minimum average annual turnover for the last three years (ending March 31st of the previous financial year)
- For newer businesses less than 3 years old, the average turnover of completed financial years after constitution is considered
- OEM turnover criteria may apply separately for equipment tenders
Technical criteria:
- Past experience supplying similar products/services to government organizations
- Proof of having executed either: three similar completed services costing ≥40% of estimated cost; two similar services costing ≥50%; or one similar service costing ≥80%
- Quality certificates and technical compliance documentation
Throughout the procurement process, ICMR prioritizes technical compliance. Even for MSEs and startups with exemptions, meeting “quality and technical specifications” remains mandatory. Additionally, if seeking any exemptions, you must upload supporting documents to prove eligibility for such exemptions.
Remember that tender-specific criteria may vary, so always carefully review each tender document’s eligibility section before proceeding with your application.
Follow the Step-by-Step Application Process
Once you’ve confirmed your eligibility, the actual application process begins. ICMR’s procurement system requires careful navigation through several digital platforms. Let’s break down each step:
Step 1: Register on GEM and CPPP portals
Initially, you must create accounts on both Government e-Marketplace (GEM) and Central Public Procurement Portal (CPPP):
For CPPP registration:
- Visit https://eprocure.gov.in and click “Online Bidder Enrollment”
- Create a unique user ID and provide valid email/mobile for verification
- Select your business type (Proprietorship, Partnership, etc.)
For both platforms, you’ll need a Class 3 Digital Signature Certificate (DSC) with signing key usage, which can be obtained from authorized certifying authorities like SIFY/TCS/nCode/e-Mudra. After obtaining your DSC, register it on the portal by connecting your e-token to your computer and following the portal’s DSC registration process.
Step 2: Search and shortlist relevant tenders
Once registered, you can search for ICMR tenders using various parameters:
- On CPPP: Use the built-in search options to filter by organization name, location, or tender ID
- On GEM: Look for tenders with the format “GEM/YEAR/B/NUMBER” (e.g., GEM/2025/B/6140082)
First-time bidders should focus on tenders matching their expertise. Indeed, you can find all active ICMR tenders at https://www.tendershark.com/authority/indian-council-of-medical-research/active for a comprehensive view of available opportunities.
Step 3: Download and read bid documents
After identifying suitable tenders:
- Download all tender documents and carefully review requirements
- Note the bid validity period (typically 180 days from end date)
- Check for pre-bid clarification opportunities (usually 2-3 days during technical evaluation)
- Prepare questions if any specifications need clarification
Step 4: Prepare technical and financial bids
ICMR uses a Two Packet Bid system requiring separate submissions:
- Technical Bid: Contains all technical specifications and tender requirements except price
- Financial Bid: Contains only the price and financial details
Prepare documents in standard formats (PDF/XLS/RAR/ZIP/JPG/DWF) and ensure each file is less than 2MB. For financial bids, use only the prescribed format provided in tender documents.
Step 5: Submit bids before the deadline
Subsequently, submit your completed bid:
- Log in well before the submission deadline
- Upload digitally signed bid documents one by one
- Submit EMD (typically 5% of bid value) unless exempted
- Click “Freeze Bid Submission” to complete the process
- Print the system-generated acknowledgment as proof of submission
Remember that bids which are not frozen are considered incomplete and invalid. Additionally, track server time displayed on the portal dashboard, as this is the official time reference for all bid activities.
Understand the Evaluation and Approval Stages
After submitting your bid, ICMR follows a structured evaluation process that determines which vendors receive contract awards. Understanding these stages helps you prepare more competitive proposals and track your application’s progress.
How technical bids are reviewed
The technical evaluation begins with a formal bid opening session. ICMR conducts this process on the scheduled date and time in the presence of bidders’ representatives. A Technical Evaluation Committee composed of specific members reviews all submissions:
- Minimum two external subject matter experts (one serving as Chairman)
- One representative from the Institute’s Administration
- One representative from the Finance Section
- The procurement in-charge as Member Secretary
This committee examines all technical documents against the eligibility criteria mentioned in the tender. They prepare a comparative statement based on these criteria and identify qualified bidders. Throughout this process, ICMR allows a 2-3 day window for technical clarifications.
What happens in financial bid evaluation
Only financial bids from technically qualified vendors are opened. This crucial stage happens in the presence of qualified bidders’ representatives and evaluation committee members.
The committee creates a comparative statement of all financial offers, identifying the lowest bidder (L-1) based on quoted rates. In some cases, vendors must provide a Price Reasonability Certificate confirming they haven’t offered lower rates to other organizations. Bid validity typically extends to 180 days after financial bid opening.
Role of ICMR committees in final selection
The final approval process follows a tiered structure based on procurement value:
- Equipment up to Rs. 5 lakhs: Approved directly by Institute Director
- Equipment between Rs. 5-25 lakhs: Requires ICMR headquarters’ administrative and financial concurrence
- Equipment exceeding Rs. 25 lakhs: Needs approval from both ICMR Technical and Expert Committees
Notably, ICMR reserves the right to cancel bids partially or fully without assigning reasons. Additionally, whenever MSE sellers quote within L-1+15% of the margin of purchase preference, they receive an opportunity to match the L-1 price for 25% of the total quantity.
Once evaluation concludes, ICMR communicates results through the procurement portal, alongside any requests for clarification or negotiation details.
Post-Submission: What to Expect Next
Submitting your bid marks the beginning of a waiting period in which several key processes unfold behind the scenes. Here’s what happens next and how to navigate this critical phase.
How to track ICMR tender results
ICMR tender openings occur on scheduled dates, typically at 11:00 AM as specified in the bid documents. Interestingly, as a bidder, you needn’t be physically present during this process as “Bidders/Agents need not to be present while opening of bids”. The Institute’s Technical Committee evaluates submissions internally, with the lowest evaluated bidder among technically qualified applicants being accepted.
To track your bid status, regularly check the online portal where you submitted your application. For offline submissions, contact the procurement officer listed in the tender document using the provided email (like stores@nirrh.res.in for NIRRCH tenders).
Responding to clarifications or negotiations
Despite common perception, post-tender negotiations are generally discouraged under government procurement rules. Nonetheless, negotiations might occur in limited circumstances “for reasons to be recorded in writing”.
When clarifications are requested, ICMR will contact you formally through the portal or email. Respond promptly and precisely, as “the request for clarification and the response shall be in writing, and no change in the price or substance of the bid shall be sought, offered or permitted”.
In case your bid enters negotiation, view this as an opportunity rather than a setback. This often indicates interest in your proposal with concerns about specific aspects only. During this phase, highlight your unique selling points beyond price considerations.
Tips for future tender success
First and foremost, maintain exceptional documentation. Successful bidders typically enter into formal agreements and must “submit Bank Guarantee equivalent to 3% of the purchase/contract cost” which remains valid “for sixty days beyond the expiry of the Warranty period”.
Additionally:
- Complete all contractual obligations within stipulated timeframes (usually 4-6 weeks after receiving confirmed orders)
- Extend bank guarantee validity if project completion extends beyond initial period
- Take a calculated approach to requesting deviations, focusing only on highly material terms
Remember that ICMR reserves the right to reject any bid without explanation, making thorough preparation essential for every submission.
Conclusion
Bidding on ICMR tenders might initially seem daunting, though with the right approach, you can successfully navigate this government procurement process. Above all, understanding the different tender categories—equipment, service, GEM, and NIV—allows you to target opportunities aligned with your business capabilities. The tiered approval system actually creates entry points for businesses of all sizes, particularly benefiting MSEs and startups through special exemptions.
Proper documentation stands as the cornerstone of successful bidding. Therefore, gathering your company information, financial records, and technical compliance evidence well before deadlines significantly improves your chances. The two-packet bid system requires meticulous preparation, with separate technical and financial submissions that must meet ICMR’s specific requirements.
Additionally, familiarizing yourself with the evaluation stages helps you prepare more competitive proposals. The structured committee review process ensures fairness while maintaining high standards for all procurements. First-time bidders should pay particular attention to response timeframes for clarifications, as prompt and precise communication can make the difference between acceptance and rejection.
Start exploring active ICMR tenders today at https://www.tendershark.com/authority/indian-council-of-medical-research/active and discover opportunities that match your business capabilities. This proactive approach helps you identify suitable tenders before deadlines approach.
Ultimately, success with ICMR tenders comes from thorough preparation, attention to detail, and persistence. Each bid—whether successful or not—provides valuable experience for future submissions. The knowledge gained through this step-by-step guide equips you with the fundamentals needed to confidently participate in this lucrative government procurement marketplace. Your journey into ICMR bidding begins with that first carefully prepared application.
FAQs
Q1. What are the different types of ICMR tenders?
ICMR offers various types of tenders, including equipment tenders for laboratory and scientific apparatus, service tenders for operational requirements, GEM (Government e-Marketplace) tenders, and specialized ICMR NIV tenders for virology research equipment and services.
Q2. Who is eligible to apply for ICMR tenders?
Eligible entities include regular businesses, manufacturers, Micro and Small Enterprises (MSEs), startups recognized by DPIIT, Original Equipment Manufacturers (OEMs), and their authorized agents. MSEs and startups often receive exemptions from certain criteria.
Q3. What documents are typically required for an ICMR tender application?
Common required documents include company information, financial documents, experience proof, compliance evidence, payment details, and a Digital Signature Certificate (DSC). Specific requirements may vary by tender.
Q4. How does the ICMR tender evaluation process work?
ICMR follows a two-stage evaluation process. First, a Technical Evaluation Committee reviews all technical bids. Then, financial bids of only technically qualified vendors are opened and evaluated. Final selection depends on both technical compliance and financial considerations.
Q5. What should I do after submitting my bid for an ICMR tender?
After submission, regularly check the online portal for updates on your bid status. Be prepared to respond promptly to any requests for clarifications. If selected, you may need to submit a bank guarantee and complete all contractual obligations within the stipulated timeframe.
