Business & Enterprise

Trading with us

Procurement & Business Services is your first point of contact for doing business with the university.

We are a major modern UK university delivering teaching and learning covering various subject areas to a diverse range of students. Our three campuses extend from Maritime Greenwich to Medway, serving South East London, Kent Thames-side and West Kent.  Procurement and Business Services overseas arrangements for non-pay spend on supplies, services, and minor maintenance works are in excess of  £35 million per annum, in addition to special capital projects.

The information provided below seeks to assist suppliers, contractors, and consultants who wish to express an interest in doing business with the University.

  • Tendering procedure

    The University's Procurement rules and procedures are based on probity, accountability,  efficiency, and value for money.  Our financial thresholds reflect these.

    For expenditure under £75,000, competitive quotations are sought by authorised staff in Faculties, Institutes, and Directorates in consultation with Procurement & Business Services.

    For expenditures exceeding £75,000 competitive tenders are sought by Procurement & Business Services.  Where the EU Financial Thresholds are likely to be reached, i.e. £181,302 for Supplies and/or Services, and £4,551,413 for Works, tender opportunities are advised in the Official Journal of the European Communities, Suppliers must meet the specific selection criteria for inclusion of a Select List of Tenderers.

    The tendering procedure involves the provision of documents for completion by suppliers, which usually include the following sections:

    • Pre-Qualification Questionnaire
    • Invitation to Tender letter
    • Form of Tender
    • Conditions of Contract and Special Conditions
    • Requirements Specification
    • Preambles and Tender Return Instruction
    • Instructions for Tendering
    • Schedules/Bills of Quantities

    Tenders are to be submitted via the University's electronic tendering system for opening, analysis, and evaluation by a Tender Evaluation Panel comprising of the clients/users, and a representative of Procurement & Business Services. All tenderers are informed of the result of the tender process based on good practice and compliance with University Financial Regulations, Procurement Procedures, and statutory provisions.

    On acceptance of a tender by the University, a Purchase Order will be issued via our eProcurement system, and performance monitored jointly by the lead client and Procurement & Business Services.

  • Our Objectives

    Our Procurement Vision and Policy:

    Working collaboratively with clients, providers and public bodies to implement efficient and cost-effective procurement practices that achieve Value for Money expended on Supplies, Services, and Works and support the University's Strategic Objectives including corporate social responsibilities, primarily equalities and sustainability

    Our Strategic Objectives

    The Strategic Procurement Objectives for the University' are:

    1. Raise the level of appropriate procurement knowledge, skills, and expertise and make them accessible to all staff involved in the supply chain and students where appropriate.
    2. High priority to supporting research and enterprise activities through targeted procurement action.
    3. Embed the University's Corporate Social Responsibilities at all stages of the Procurement process and encourage the engagement and long term commitment of senior management, Requisitioners, user representatives, Governors and suppliers to a collaborative procurement culture.
    4. Train and develop staff engaged in the Procurement process to enhance service quality outcomes.
    5. Develop effective Procurement services infrastructure, Policies and Best Practice to support the University's activities through coordinated and effective procurement structures, good management practice, procedures and systems, and utilising the cost-effective arrangements of collaborative Consortia Agreements, National Contracts.

    Our Buyer Profile

    Our Buyer Profile provides contact details and future, outlines of our Procurement Policy, information on purchase plans, current and past contracts in a freely accessible on the University's web site. By posting and communicating this procurement information, suppliers and contractors are provided the opportunity to access Procurement Policy and Procedures, current and past contract awards and future tenders to be undertaken by Procurement & Business Services.

    Purchase Plans

    Information on forthcoming contracts will be advertised via the e-Tendering system.

  • Equalities and Small, Medium-Sized Enterprises (SMEs)

    Suppliers qualify as micro, small and medium-sized enterprises (SMEs) if they fulfill the criteria laid down in the recommendation which are summarized in the table below. In addition to the staff headcount ceiling, an enterprise qualifies as an SME if it meets either the turnover ceiling or the balance sheet ceiling, but not necessarily both.

    Enterprise category

    Headcount

    Turnover

    (or) Balance sheet total

    Large Organisation
     250+ employees
    € 50 million +       
     € 43 million +
    Medium-sized
    < 250
    < € 50 million         
    < € 43 million
    Small
    < 50
    < € 10 million
    < € 10 million
    Micro
    < 10
    < € 2 million
    < € 2 million

    The university aims to support our local and small medium enterprises (SME). 

    The university aims to be an equal opportunity buyer to find out more visit our Equality in Purchasing Cycle and our Equality in Purchasing Process

  • Freedom of Information Act statement for tenderers

    The attention of Tenderer's is drawn to the following statement on the University's obligation regarding disclosure of information under the provisions of the Freedom of Information Act 2000.

    1. The University undertakes to use its best endeavours to hold confidential any information provided by Tenderer's in response to an Invitation to Tender, subject to the University's obligations under law regarding disclosure.
    2. The Freedom of Information Act 2000 applied to the University and all its wholly owned subsidiary companies from 1st January 2005. From that date any individual can request access to any records held, subject to the various exemptions provisions in the Act.
    3. Tenderer's who wish that any of the information supplied in the Tender should not be disclosed, should, when providing the information, identify if any of the information supplied in response to an Invitation to Tender is confidential or commercially sensitive and should not be disclosed in response to a request for information under the aforementioned Act. The tenderer should state why they consider the information to be confidential or commercially sensitive. The onus is on the Tenderer to identify sensitive areas to the University in the tender submission.
    4. Please note that the University is not under any obligation to refuse to release any information that is marked confidential, and it is up to the University to judge whether exemptions apply and whether information should be released. Please also note that in the event that no information is identified as confidential or commercially sensitive, then it is likely to be released in response to a request under the Act. It will be the policy of the University to consult with relevant parties prior to making a decision under the Act, where possible. The University will in all instances be bound by the findings of the Information Commissioner with regard to any requests under the Act.
  • Sustainability matters

    We are aiming to become more a sustainable buyer thereby reducing the impact on our planets resources, and of course we can not do this without your help. Please see the below links for more information.

    How Does Sustainable Procurement Affect You?

    All suppliers and contractors should be committed to assisting the university and supporting our Sustainability Policy and Sustainable Procurement Policy.

    These policies affect suppliers and contractors in numerous ways. Key implications affecting businesses include:

    • demand for sustainable supplies and services;
    • importance of environmental management systems;
    • whole life costing.

    Sustainable supplies and services

    The University of Greenwich, fellow HEIs and the wider public sector all have environmental policies and targets. Procurement plays a big part within this and as a result, organisations are increasingly requiring more sustainable supplies and services.

    At the University of Greenwich, we are working to embed the 'Government Buying Standards' into our specifications. The Standards have been developed by Defra and while they are mandatory for central Government bodies they are considered best practice for the wider public sector too. The specifications cover a large range of supplies including electronics, IT and building and construction materials. By supplying products that meet these standards, businesses will place themselves in a good position to continue supplying the public sector in the future.

    Other specifications to be aware of include:

    Environmental management

    An environmental management system (EMS) allows businesses to measure improve and their environmental impacts. At the University of Greenwich, we are asking suppliers and prospective suppliers to provide us with information about any EMS they have as this confirms that they are committed to continual sustainability improvement.

    The two most common environmental management system certification programmes are:

    SMEs: If you work for a small or medium sized business (SME) in the London area, free support is available from Global Action Plan, a climate change charity helping companies and individuals to make environmental and financial savings. This support can assist smaller businesses in measuring their environmental impact and identify areas for cost savings. Reductions are also available on their EMS training. 

    The University of Greenwich currently holds EcoCampus Silver certification and we are working towards Gold. EcoCampus is closely aligned with ISO14001 and is designed for the higher education (HE) sector.

    Whole life costing

    Whole life costing involves consideration of the full cost of supplies, services and works to an organisation over their lifetime. As well as acquisition costs this includes energy costs, disposal costs. Procurement & Business Services at the University of Greenwich are currently embedding this approach within our tender process. National and regional purchasing consortia are also adopting this approach when undertaking large tenders. It is thus important for businesses to be supplying energy efficient, sustainable options.

    The life cycle impacts of supplies extend far beyond just their cost to the university. However, The university's purchasing power has an effect not just on the product use stage, but also throughout the entirety of the product life cycle. On key commodity groups, we will be working with suppliers and contractors to encourage lower life cycle impacts. Environmental management systems and supply chain management are important here.

    whole-life-cost

    Sustainable Policy

    Sustainable procurement is a process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money on a whole life basis in terms of generating benefits not only to the organisation but also to society and the economy, whilst minimising damage to the environment

    The University of Greenwich has policies and strategies to highlight our commitment to inform, encourage all interested stakeholders including staff, students, suppliers and prospective suppliers to be committed and responsible for ensuring a successful shift to improve a more sustainable procurement.

    Any questions or comments regarding sustainable procurement please contact us.

    Resources and Links

  • The tools we use in procurement

    We have introduced a more efficient and cost effective processes by adopting a range of electronic systems such as:-

    e-Tendering system - Approved List, e-Tendering and Contract Management process, where we can adopt suppliers, publish tender projects and award contracts in an efficient and cost-effective manner. For more information on you are invited to visit our Guide to the e-Tendering System.

    e-Purchase Ordering - Ordering and invoicing system which allows all of the University's Faculties and Directorates to order efficiently from our Approved Suppliers, Contractors and Consultants.

    Constructionline - Contractor pre-qualification Scheme which complies with PAS 91 and reduces the need for duplicated analysis.

    Electronic Signing

    Digital signatures can be used to sign documents securely to find out more go to our Creating Digital Signatures Document.

  • How to register

    In order to secure and sustain value for money we pursue a Collaborative Procurement strategy involving participation in some consortia and framework agreements. If you are registered under a HE or Consortia framework agreement, do let us know and you may be admitted onto our Preferred Suppliers List without having to re-complete the full assessment process.

    Contractors and consultants registered with Constructionline the UK's largest qualification register forms the basis of our accredited supply base for works and construction-related procurement. Streamlining the process of selecting suitable contractors through integration with our e-Tendering system. If you are not on Constructionline, you are strongly advised to register now and thereby avoid duplication of effort as well as improve your opportunities of securing contracts.

    For other applicants you are required to register all information outlined in our preferred list criteria.

    Please, complete our Initial Registration Request Form (IRRF1) or alternatively supply to procurement-team@gre.ac.uk your basic company details, i.e.

    • Registered Company Name.
    • Registered Number.
    • Registered Address.
    • General Contact Information.
    • Contact Details (e-mail and telephone numbers) for two persons.
    • Your Business Types - The Goods/Services/Works you provide as per the UNSPSC Coding Structure.
  • Preferred List Criteria

    Once registered on our e-Tendering system you are to ensure your basic details are kept updated.

    Documents are to be provided when you are supplying the university with goods/services reaching the tendering threshold or express an interest in projects which are open or you have been invited to tender.

    The process will then be as follows:-

    1. Complete all Supplier Details on the system, the following company information is requested if applicable: -
      • Financial (Audited Accounts/Credit Check)
      • Insurances (Public/Employers/Professional Indemnity/Products etc.)
      • Policies (Health & Safety/Equal Opportunities/Environmental/Quality)
      • References (Client contact information)
      • Accreditation's applicable to your business.
    2. Upload the documents to your Company Documents area, the Help section and Supplier Guide is available to aid you in the process.
    3. Download, complete and submit the tender documents via 'My Tenders' in the e-Tendering system.
    4. An unsuccessful or a successful notice will be sent informing you. Successful tenderers will receive an Award notice & Articles of Agreement/Contract to be completed & returned to us via In-Tend.
    5. You will be registered for an order to be issued via our purchase ordering system.

    Supplier's status' categorised using on of the following traffic light system:- 

    StatusCriteria
    GreenApproved or Constructionline accredited.
    AmberApproved to provide business under tendering threshold, process commenced but incomplete,  require supporting documents or updates, if exceeding the financial limit/tendering/contracted.
    GoldSME's (Small and Medium Sized Enterprises including local suppliers meeting specific needs in expenditure levels below £10,000 pa and not yet required to complete the full Approved List process.
    RedSuppliers who are not to be used as a result of expired documentation, poor service performance or unresolved issues.

    Suppliers will receive automatic notices of documents due to expire.

    Priority will be given to suppliers with a Green status when selecting firms for competitive quotations by Faculties and Directorates and tenders by Procurement & Business Services.

    Suppliers with Amber status may be invited to submit quotations and tenders, subject to outstanding information Being uploaded.

  • Quick quotes

    How "Quick Quotes" Works

    We are currently implementing and rolling out the use of "Quick Quotes" through our e-Tendering System.

    University staff will be able to contact you directly to request quotations via the e-Tendering System for the provision of goods/services/works below tendering threshold. This will enhance efficiency in transacting business between you and the university.

    You must ensure that all of your contact details are kept updated as "Quick Quotes" requests are sent out via email notification and you will generally have a short return period depending on the urgency of the requirement.

    The procedure to submit your "Quick Quote" proposal is the same as the tender return procedure so please see our Guide to In-Tend for more information.