With the shackles off, Indian science to gain momentum now

The long-awaited reforms to the procurement processes — General Financial Rules, Government e-Marketplace, and Global Tender Enquiry — address the bureaucratic bottlenecks that for years hampered the scientific community’s ability to conduct world-class research

In a move that could significantly boost the pace and quality of scientific research in India, the Government of India recently announced much the awaited reforms to the procurement processes governed by the General Financial Rules (GFR), Government e-Marketplace (GeM), and Global Tender Enquiry (GTE). This long-awaited policy change addresses the bureaucratic bottlenecks, which for years hampered the scientific community’s ability to conduct world-class research. In the world of Indian science, these three acronyms — GFR, GeM, and GTE — have often stood as bottlenecks impeding progress more than enabling it. But now, they might just become enablers.

Core of the problem

Any scientist in India involved in government-funded research is very likely to recount the same challenges: excessive paperwork, outdated financial caps, and procurement delays that have stifled innovation. At the core of this red tape were the procurement-related clauses of the GFR. Rules like GFR 154, 155, and 161/162 were written with accountability in mind, but their application often translated into an overbearing burden.

GFR Rule 154 allowed for the direct purchase of goods up to Rs.25,000, later increased to Rs.1,00,000. While this was a modest improvement, it was still woefully inadequate for modern research, where a single reagent or equipment part could cost more. Rule 155, which governs the procurement of goods not available on the GeM portal, required the formation of a Local Purchase Committee (LPC) for purchases above Rs.25,000 and up to Rs.2,50,000, later raised to Rs.5,00,000. While this was supposed to facilitate flexibility, it often added yet another layer of procedure.

Perhaps most problematic were the Limited Tender Enquiry (Rules 161/162) and Global Tender Enquiry (GTE) protocols, which demanded months of wait time and labyrinthine approvals. Scientists needing time-sensitive or specialised equipment often found themselves at a standstill. Ironically, instead of enabling cutting-edge research, the rules were ensuring mediocrity through systemic delay.

GeM: A double-edged sword

The Government e-Marketplace (GeM) was introduced as a platform to streamline procurement. But for scientists, it often turned into a source of frustration. Many top-tier suppliers of research-grade equipment and reagents refused to list their products on GeM, deterred by the bureaucratic process or unattractive terms. As a result, scientists had little choice but to purchase sub-standard or ill-suited equipment, compromising the integrity of their experiments.

An analysis by The Hindu in 2023 noted that many research institutions were “reduced to scouring GeM for generic or lower-quality alternatives”, affecting reproducibility and quality. The time taken to onboard good suppliers was another issue. In cutting-edge research, months-long delays translate to lost opportunities, shelved experiments, and sometimes, expired grants.

Turning the tide

With the new Office Memorandum issued by the Indian government, much awaited change is under way. The reforms target the heart of the problem by substantially raising procurement limits and delegating greater powers to institutional heads. The important changes that have been made are:

Direct purchase limit increased: The direct purchase ceiling under GFR 154 has been doubled from Rs.1,00,00 lakh to Rs.2,00,000. This means that scientists can now make necessary purchases swiftly, without being bogged down by committee approvals or prolonged quotations.

LPC limit raised: The threshold for LPC involvement has also been increased. This further reduces the need for tenders and speeds up mid-range purchases, which include most essential lab equipment and consumables.

Reduction in tender dependency: The revised rules now ensure that nearly 90% of research materials can be procured without resorting to tenders, which is a huge shift. Tenders often take two-three months to process and demand exhaustive documentation.

Authority for GTE: Perhaps one of the most liberating changes is empowering institutional heads like Directors and Vice-Chancellors to approve Global Tender Enquiries for procurement up to Rs. 200 crore (2 billion). Earlier, this required several levels of bureaucracy and central approvals.

Non-GeM procurement allowed: Another marked policy shift now allows heads of institutions to approve non-GeM purchases for scientific equipment and consumables. This opens the door to acquiring high-quality materials from trusted vendors who do not list on GeM, thus improving the overall research output.

Many researchers shared a welcome note on the X (formerly Twitter). “This is a huge relief. We lost several months last year just trying to procure an -80°C freezer through the tendering process. Meanwhile, the samples degraded, and we lost precious data. These new rules will allow us to act quickly and decisively,” a renowned scientist from a national lab tweeted.

This sentiment is echoed by many across the research ecosystem. Junior scientists, who often operate on tight timelines and even tighter budgets, are particularly enthusiastic. “I don’t need to beg a committee to buy a reagent worth Rs.1,50,000 anymore. That saves not just time but also scientific momentum,” by a young PI from a national institute said.

Realigning research governance

Globally, the most advanced countries recognise that research requires flexibility and speed. In the U.S., the National Institutes of Health (NIH) allows Principal Investigators wide leeway in procurement decisions. Similarly, European research institutions operate on trust and post-audit systems, rather than pre-approval systems that often delay research.

India’s move aligns its research governance closer to these global best practices. By trusting scientists and decentralising authority, the country sends a clear message: science matters.

Looking ahead

This reform is not just administrative; it is philosophical. It acknowledges that scientists are professionals who can make informed decisions about what they need and when they need it. It also recognises that the cost of delays in science is far higher than financial missteps, which can always be corrected or audited.

Of course, the efficacy of these reforms will depend on their implementation. Institutional heads must embrace their new responsibilities with transparency and accountability. Procurement offices should adapt quickly, and vendors must be educated about these new opportunities.

But the path has been cleared. The roadblocks are fewer. And the message is loud and clear: Indian science is ready to compete at the highest level, unshackled and empowered.

The 3Gs — GFR, GeM, and GTE — were once seen as cumbersome elements of a sluggish system. But with this major policy overhaul, they may finally become instruments of efficiency rather than impediments. It’s never too late to correct a mistake, and for Indian science, this correction is critical.

The lab benches are ready. The researchers are waiting. Now, finally, the rules are on their side.

(An AI tool was used for correcting and polishing the text)