Information for suppliers, contractors and consultants giving advice and guidance on processes of working through university procedures to become one of our providers.
The Procurement Team enables buyers across Greenwich to purchase goods services and works for all three of campuses (Greenwich, Medway and Avery Hill) to support teaching and learning of our students. Greenwich is committed to improving student outcomes, reducing carbon, embracing diversity, building resilience through a sustainable supply chain, and social value in embedded through our contractual relationships.
Procurement are presently improving the way we work and adapting the systems we use, to more efficient university wide systems, updates and guidance will be provided as and when available.
The information provided below seeks to assist suppliers, contractors, and consultants who wish to express an interest in doing business with the University.
Preferred list criteria
Suppliers' Obligations
Suppliers who are registered on our system(s) are responsible for keeping their details current and correct.
Accredited and Framework Suppliers
Suppliers who are accredited Constructionline Gold/Silver or who have been awarded a contract from a consortia body (LUPC, SUPC, NWUPC, CCS, etc.) are exempt from uploading documents for the categories which they have been assessed, However, it would be appreciated and mutually beneficial if all supplier detail fields are completed to ensure that you are included in tender lists for future projects.
Supporting Documents
With the exception of Accredited and Framework Agreement suppliers, the University's Due Diligence process requires that supporting documents are provided before adoption as a supplier to the university, particularly where the value exceeds our tendering threshold.
The process will then be as follows:-
- Supplier Details requested for prequalification of tendering are as follows where 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.
- You will be informed of outcomes whether successful or a unsuccessful, and a contract/agreement will be issued for agreement.
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:
- 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.
- High priority to supporting research and enterprise activities through targeted procurement action.
- 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.
- Train and develop staff engaged in the Procurement process to enhance service quality outcomes.
- Procurement Arrangements and Practices to reflect the internationalisation of the University.
- Train and develop students in Procurement to enhance their employability.
- Procurement Practice to reflect and embed University Values.
Our Buyer Profile
Providing 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 eSourcing system.
Policies, permits and contractor documents
All Suppliers and those working on university premises must adhere to the university policies some of which you are to made aware of are below:
Contractor Rules | Contractor H&S Questionnaire | Contractors Working on University Premises | Sign up to - Safety, Health and Environmental Requirements for Contractors | Permit to Work Checklist | CDM Guidance | Guidance - appointment and control of contractors | Anti-Bribery Policy | Equality and Diversity Policy Statement | Fire Policy & Procedures | Public Interest (Whistleblowing) | General Data Processing Regulations Policy (Agreement) | Modern Slavery Statement | Insurance at the University | Safeguarding Policy
Equalities and small, medium sized enterprises (SMEs)
Suppliers qualify as micro, small and medium-sized enterprises (SMEs) if they fulfil the criteria laid down in the recommendation which are summarised 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.
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.
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
- Sustainable Procurement Taskforce Procuring the Future
- WRAP (Waste & Resources Action Programme)
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.
- 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.
- 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.
- 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.
- 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.
Quotations
Faculties, Directorates and Institutes invite suppliers and contractors to submit quotations for expenditures below the competitive tendering threshold of £75,000.
This enhances efficiency in transacting business between the university and suppliers, as well as provide information on the requirements profiles across the University for Procurement planning purposes.
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 where applicable.
For expenditures exceeding £75,000 abiding by public contract regulations competitive tenders are sought by Procurement & Business Services. Where the Financial Thresholds are likely to be reached 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
- Form of Tender
- Conditions of Contract and Special Conditions
- Requirements Specification
- Preambles
- 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.
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.
To ascertain if the university currently has a requirement for your supplies or services please submit our Prospective Supplier Introduction Form.