Download Guidelines for Auctioning Electronic Items – Himachal Pradesh Govt 2025

The Government of Himachal Pradesh has established a structured framework for the auction of electronic items. Pages 7–12 of the official rules focus on the core operational process — from auction publicity to record keeping. Below is a simplified breakdown in blog format.

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1. Publicity of Auctions

• Only vendors listed with HP State Pollution control board are allowed in auction.
• Proper public notice is mandatory before holding an auction.
• Notices must be displayed on office boards, and in some cases, announced through newspapers or local channels.
• This ensures transparency and wider participation from the public.

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2. Auction Committee’s Role

• The committee must be present during the auction.
• Members ensure that the process remains open, fair, and competitive.
• Any disputes or irregularities are to be immediately recorded and resolved.

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3. Reserve Price Fixation

• Items are inspected and valued before auction.
• A reserve price (minimum selling price) is fixed, ensuring no undervaluation of government assets.
• Bids below this price cannot be accepted.

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4. Lifespan of Electronic Items

Government electronic equipment is auctioned only after being declared obsolete, unserviceable, or beyond economic repair, usually after completing its prescribed lifespan.

Here’s a standard reference table:

Electronic Item	Prescribed Lifespan	Remarks
Desktop Computers	5 years	May last longer with upgrades, but usually obsolete in 5 years.
Laptops/Notebooks	4–5 years	Battery life and frequent upgrades shorten usage span.
Servers	7 years	High-value equipment, longer lifespan if maintained.
Printers (Inkjet/Laser)	4 years	Heavy usage reduces efficiency beyond this period.
Photocopiers	5–6 years	Subject to heavy wear; costly repairs after 5 years.
Scanners	5 years	Dependent on technology shifts and maintenance.
Projectors	5 years	Lamp replacement costly; new models often more efficient.
Networking Equipment	6–7 years	Includes routers, switches, hubs.
Telecommunication Devices	5 years	Phones, intercoms, VOIP devices.
UPS Systems (with battery)	4 years	Batteries typically need replacement every 2–3 years.
External Storage (HDD/SSD)	3–4 years	Prone to failure after prolonged use.
Air Conditioners (IT Rooms)	7–10 years	For cooling server/computer rooms.
LED/LCD Monitors	5–6 years	Gradual loss of brightness with time.
Smartboards / Panels	6–7 years	Dependent on usage frequency and technology upgrades.

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5. Auction Day Protocol

• The auction is conducted in the presence of the committee.
• Bids are announced openly so all participants are aware.
• The highest bidder is awarded the lot, provided reserve price conditions are met.

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6. Payment Terms

• Successful bidders must deposit payment immediately after auction or within a short, specified time.
• Payment receipts are issued promptly to maintain accountability.
• If a bidder fails to pay, the lot may be re-auctioned or offered to the second-highest bidder.

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7. Delivery of Items

• Items are handed over only after full payment is received.
• Buyers are responsible for removing the items at their own cost.
• Government offices are not liable for any damage during removal or transportation.

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8. Record-Keeping and Documentation

• A dedicated auction register must be maintained.
• Details include:
  • Description of items
  • Lifespan/years in use
  • Reserve price
  • Highest bid amount
  • Name and signature of successful bidder
  • Signatures of committee members
• These records form the official basis for audits and accountability.

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9. Disposal of Unsold Items

• Items that remain unsold may be:
  • Re-auctioned at a later date, or
  • Declared as scrap for disposal under e-waste management norms.

To download the notification click HP Gov Store rules – Electronic items