Suppliers' Zone

University structure

The University is structured into three colleges, four research institutes and seventeen professional services:

Colleges:

Health Wellbeing and Life Sciences
Social Sciences and Arts
Business, Technology and Engineering

Research Institutes:

Culture and Creativity
Health
Industry and Innovation
Social and Economic

Professional Services:

Academic Development and Diversity
Business Engagement Skills and Employability
Campus Services
Development and Alumni Relations
Digital Technology Services
Estates and Facilities
Finance and Procurement
Global Development and Partnerships
Governance and Sector Regulation
Human Resources and Organisational Development
Recruitment, Communications and Marketing
Research and Innovation Services
Strategy Planning and Insight
Student and Academic Services
Student Experience, Teaching and Learning
Transformation
Vice Chancellors Office

Procurement function

The object of the procurement function is to support the University in delivering its Transforming Lives strategy by ensuring the institution's investment in externally obtained works, goods and services deliver high quality outcomes, ethically and with value for money.

Procurement decisions are made within a legislative framework with our responsibilities as an anchor institution at the centre of thinking.

Procurement procedures

As a public sector organisation, the University is bound by the world Trade Organisation’s Government Procurement Agreement and UK legislation.

We adopt the following thresholds. These values include VAT as it is largely unreclaimable by the University. For commitments valued:

between £25,000 and £50,000 - a minimum of three written quotations must be obtained.
over £50,000 - the Procurement Team will advise on the most appropriate competitive route to market, this may include utilising an existing University contract, a framework agreement or a third party contract that the University has access to.

These thresholds will not apply where a purchase is to be made against a University contract or framework agreement or third-party contract or framework agreement that the institution may access.

Current contracts / agreements

The University is currently upgrading its e-tendering portal, In-tend, so its contracts register can be published. Additionally, the University accesses frameworks managed by the eight consortia within the UK Universities Purchasing Consortia, (UKUPC), and the Crown Commercial Service.

Collaborative procurement

The University is a member of the North Eastern Universities Purchasing Consortium (NEUPC), one of the eight purchasing consortia within the UKUPC.

The University also seeks to undertake collaborative procurement within the South Yorkshire region, with its fellow anchor institutions, most notably with The University of Sheffield as our supply needs are often complementary.

The University most readily accesses frameworks for:

catering products,
furniture,
IT consumables, equipment, peripherals and mobile and printing technology,
Software,
office supplies and bespoke printing,
vehicle leasing and short-term hire,
construction and professional services,
consultancy and professional advice and services.

Public Procurement Legislation & Reform

Where a contract, whether for goods, services or works, is estimated to be over the determined value threshold, and in the case of services is not specifically exempt from the regulations, the institution is required, unless we intend to utilise an available framework agreement, to conduct a competitive tendering process in accordance with procedures laid down within the Public Contracts Regulations 2015.

Such contracts are advertised in the national publication portal, Find a Tender (FTS) and/or within Contracts Finder.

The legislation sets out several procedures by which contracting authorities such as the University may invite organisations to tender.

The Government’s Procurement Bill, currently passing through Parliament, will make it easier for businesses to enter public sector supply‑chains. This will benefit Small and Medium Enterprises (SMEs) and Voluntary, Community and Social Enterprises (VCSEs). To find out more visit the Government’s webpage Transforming Public Procurement - GOV.UK (www.gov.uk) and read the guide for prospective suppliers Benefits for Prospective Suppliers to the Public Sector - GOV.UK (www.gov.uk)

Order Processing

All goods, services and works bought by the University will be purchased either by use of an official purchase order or by means of a purchase card transaction.

Before making any supply to the University you must ensure you have a valid purchase order or purchase card transaction. Any charge made to the University without a valid purchase order or purchasing card transaction will be rejected.

University Delivery Terms

Incoterms® 2020 DDP Sheffield Offloaded apply.

Deliveries to the campuses will only be accepted between 08:00 and 16:00 Monday to Friday other than in exceptional circumstances and by prior express agreement.

The University does not have facilities to offload large or palletised consignments therefore such deliveries must be made on vehicles with a tail lift facility.

The University will accept no responsibility for the loss of, damage to or return of goods that are delivered outside these requirements.

Terms and conditions of purchase

The University conducts all procurement in accordance with its own Terms and Conditions for the Supply of Goods and/or Provision of Services (link at the bottom of this page). Suppliers' terms and conditions will not be accepted either in whole or in part without prior written agreement from the Head of Procurement or a Director of the University.

The University's payment terms are 30 days from receipt of a valid invoice.

Freedom of Information Act

The University is committed to meeting its responsibilities under the Freedom of Information Act 2000 and the Environmental Regulations 2004. Accordingly, all information submitted to the University may need to be disclosed and/or published.

Where suppliers consider that any of the information they provide either in a tender or otherwise is commercially confidential they must identify it and explain in broad terms what harm might result from disclosure and/or publication. It should be noted however that, even where it is indicated that information is commercially sensitive, we may be required to disclose and/or publish it where the public interest in its disclosure and/or publication requires us to do so.

Equality and Human Rights

The University takes its duties in fulfilling its Public Sector Equality Duty under section 149 of the Equality Act 2010 very seriously. All suppliers to the University must ensure that its employees, contractors and agents do not, discriminate directly or indirectly against any person on the basis of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief (or lack of religion/belief), sex or sexual orientation.

Waste Electrical and Electronic Equipment Directive and the Restriction of Hazardous Substances in Electrical and Electronic Equipment Directive

The University is required to ensure that its suppliers meet the obligations imposed by these directives. Existing and prospective suppliers may therefore be subject to assessment of their arrangements to comply with the directives.

Responsible Procurement Statement (PDF, 71KB)