An E-Quotation platform is an online portal where government departments and public bodies post Requests for Quotation (RFQs) to invite registered vendors to submit their prices for the supply of goods or services.
Used mostly for low to medium-value procurements, this method is fast, cost-effective, and easy to manage. The process is completely digital — from inviting quotations to awarding contracts and even processing payments.
In Simple Words: E-Quotation = An electronic request for price offers from qualified suppliers via an online portal.
How Does an E-Quotation Work? (Step-by-Step Summary) 1. Invitation: The government posts a Request for Quotation (RFQ) on the platform, specifying item details, quantities, deadlines, and location.
Vendor Participation: Registered vendors receive alerts and can view and respond to relevant quotation opportunities.
Online Submission: Vendors upload their price offer, terms, and relevant documents (e.g., compliance certificates, catalogs, etc.) directly through the portal.
Evaluation & Selection: Once the deadline passes, the system automatically compares and evaluates bids based on price, eligibility, and quality.
Awarding the Contract: The selected vendor is issued an electronic Purchase Order (PO). Everything from delivery to payment is tracked online.
Why Are E-Quotations Important in Government Procurement?
Transparency: All RFQs, responses, and results are visible to relevant stakeholders, ensuring open and fair practices.
Efficiency: Speeds up the process of buying, comparing, and finalizing suppliers — ideal for routine or urgent purchases.
Cost Saving: Eliminates the need for physical documents, courier services, or travel — saving money for both vendors and the government.
Fair Competition: Registered vendors get equal opportunities regardless of size or location, increasing participation from startups and MSMEs.
Audit Trail: Every action is recorded digitally, allowing easy tracking, auditing, and preventing fraud or manipulation.
More Advantages of E-Quotation Systems
Supports MSMEs and Local Businesses: Offers price preferences, eligibility relaxations, and visibility for smaller vendors.
Promotes Digital Inclusion Across India: Vendors from remote areas can participate without travel.
Reduces Procurement Time Significantly: E-quotations are processed within days, unlike traditional methods.
Ensures Security and Confidentiality: Uses encrypted submissions and Digital Signature Certificates.
Improves Vendor Credibility and Business Portfolio: Successful orders build trust and help win future contracts.
Simplifies Post-Order Processes (Billing & Payments): Online invoicing and payment tracking streamline business.
Encourages Competition & Better Pricing: Competitive bidding leads to better public value.
Environment-Friendly and Paperless: Digital-only systems reduce environmental impact.
Who Can Use E-Quotation Platforms?
Any business — large or small — can register and participate. Includes manufacturers, service providers, startups, MSMEs, and women-led businesses.
Required documents usually include:
PAN and GST registration
Bank account details
Product/service catalog
Business registration certificate (if applicable)
Popular E-Quotation Platforms in India
GeM (Government e-Marketplace): The largest and most widely used procurement platform in India.
Central Public Procurement Portal (CPPP): Used by central ministries and PSUs.
State-Level Portals: Examples include MahaTenders (Maharashtra), eProc Karnataka, and TNeGA (Tamil Nadu).
How to Get Started as a Vendor?
Register on the chosen e-procurement platform
Complete KYC by uploading PAN, GST, business license, etc.
List Your Products/Services under relevant categories
Browse Available RFQs and choose suitable ones
Submit Quotes with pricing and compliance documents
Track Results and Fulfill Orders if selected
Real-Life Example
Suppose a district health department needs 10,000 face masks. They post an RFQ on GeM. Vendors across the country submit quotes. The system evaluates bids, selects the best value offer, and issues a PO — all done digitally in less than a week. The vendor delivers, raises an invoice, and gets paid — with full transparency throughout.
FAQs: Frequently Asked Questions
Q1. Is e-quotation different from e-tendering?
Yes. E-quotation is generally used for low-value, quicker purchases, whereas tenders are used for larger, more complex projects.
Q2. Is there a fee to register or participate?
No. Most platforms like GeM and CPPP offer free registration and bidding.
Q3. Do I need to be a large business to participate?
Not at all. Even small or new businesses can bid, especially on GeM where MSMEs are actively encouraged.
Q4. Are payments made digitally?
Yes. Most platforms have integrated invoicing and payment features, making it a fully digital transaction process.
Conclusion: E-Quotations Governance E-Quotation platforms are transforming how government procurement is done in India. They are faster, fairer, safer, and more inclusive, opening opportunities to thousands of businesses that never had access before.
For suppliers, this is your chance to grow with the government. For citizens, it’s reassurance that public money is being used efficiently and transparently in the digital age.
Author: Shubham Ankush Damare
Designation: Senior Software Developer
LinkedIn: https://www.linkedin.com/in/shubham-damare-410760212
