ºÚÁϳԹÏÍø

All funds (for example, grant funding, donations, philanthropic support) that come into the University are subject to these regulations in such a way that ensures a fair, open and transparent process has been undertaken.

Procurement is responsible for tendering on behalf of the University, and we undertake this using the In-Tend online tendering system. This ensures we meet our legal obligations in a lean, efficient and effective way. This also ensures compliance with our financial operating procedures, internal and external audit requirements.

Tender opportunities are also advertised on and our . Requirements of a value near or in excess of the EU thresholds (£177,897 excluding VAT for goods and services, £4,771,174 excluding VAT for works) must be advertised via Find a Tender Service.

Who can answer my queries from Procurement?

The colleagues from the Procurement Team who deal with this area are:

• Adrian Wood, Director of Procurement (01334 462512)
• Sarah Cutler, Senior Procurement Officer (01334 464073)
• Sarah Latto, Procurement Officer (01334 464113)

Starting the tender process

It is advisable to begin the tender process by contacting Procurement. After discussing your requirements, Procurement will advise you on the next steps.

Request for information

You may need to make a formal request for information from a potential supplier. Please use the following Request for Information template:

• Request for Information (RFI) template (Word)

Specification

A detailed, generic description of the goods, services or works required is needed. When preparing a specification, consider aspects such as training, warranty, compatibility, installation and contract duration, where relevant. You should include any details that will help suppliers submit an informed response. The following list is not comprehensive and many areas may not be relevant to a particular procurment. If you are unsure what to include, Procurement will assist you with this. Sample specifications are available on request.

• Accreditations (for example ISO 9000 etc.)
• Compatibility with existing equipment
• Contract breaks or review periods
• Contract period (duration)
• Continuity (phase in or out)
• Data protection
• Dependencies (for example Estates or IT or other stakeholders)
• Delivery costs
• Description or details of requirementb
• Final deliverables required or performance standards
• Installation and commissioning
• Intellectual property rights
• Liquidated damages
• Management information
• Ongoing maintenance
• Payment terms
• Purpose or aims of tender
• Service levels (response time or call-outs)
• Spares
• Special terms and conditions
• Suitability of location
• Supporting drawings or technical details
• Sustainability or ethical or environmental or CSR
• Timescales
• Training (initial and ongoing)
• Warranty

Evaluation criteria

At the outset, it is important to agree on how tenders will be evaluated. The University must demonstrate that the process has been conducted fairly and transparently. Procurement will work with you to define appropriate evaluation criteria. These may also reflect other institutional objectives, for example on sustainability.

Known suppliers

You may be aware of suppliers through previous engagement or research. While these can be considered, all tenders must also be advertised to the wider market. This can often result in a large number of responses.

For complex or high-value projects, a pre-qualification questionnaire (PQQ) stage may be used to reduce the number of suppliers invited to tender. Procurement will guide you through this process where required.

Project value

An estimated value of the project is needed so that Procurement can determine the correct tender procedure. This ensures best value is achieved and legal obligations are met.

Cost centre

Before the tender can be advertised, a cost centre must be provided to confirm that funds are available for the purchase.

Dependencies

Procurement will discuss whether the purchase impacts internal Units such as Estates, IT Services or other stakeholders. Any dependencies will be identified during this stage.

Tender process timeline

Procurement will manage the scheduling, but for your reference and subject to the type of tender procedure selected, the process generally includes the following stages:

• Expression of interest (EOI) deadline – suppliers must register on In-Tend and express interest in the opportunity to receive further documentation (e.g. the Single Procurement Document or full specification).
• Single Procurement Document (SPD) return date – where a two-stage process is used, suppliers must submit their SPD and supporting documents electronically by this date for evaluation and possible shortlisting.
• Invitation to tender or specification issue date – following evaluation of the SPD, shortlisted suppliers are invited to submit a full tender or attend a presentation.
• Tender deadline – all bids must be submitted electronically by the specified date and time.

Timescales (Non-EU)

For requirements between £50K-£177K, the standard tender period from the date of issue to closing date for responses, we apply is 4 weeks. This may be amended subject to the specifics of the requirement.

Timescales (EU procedures)

From date of issue of contract notice.

Procedure: Open

Closing date for tenders is 30-days from date of issue of contract notice. Appraisal period is determined by the Project Team. Standstill period is a minimum of 10-days from notification of outcome.

Procedure: Restricted

Closing date for SPD (pre-Qualification) submissions is 30-days from date of issue of contract notice. Appraisal period is determined by the Project Team. Invitation to Tender stage is 25-days from issue of tender documents. Standstill period is a minimum of 10-days from notification of outcome.

Other procedures such as competitive procedure with negotiation and competitive dialogue may be used. The appropriate route and strategy will be determined with Procurement. Additional information can be found at .

Timescales (Non EU)

Tenders falling below the EU Threshold will require a minimum of 3-4weeks from the date which Procurement receives a "final" specification. This should be considered the absolute minimum as it is not always possible to carry out the process in this time. Additionally we still have an obligation to ensure fair competition and allow firms to register, express an interest, download documents and upload a return.

Communication with suppliers during the tender

During the tender period, only the technical elements of the specification may be discussed between suppliers and the Principal Investigator or Project Lead. No discussions or negotiations regarding pricing are allowed.

Any procedural or general queries must be directed to Procurement. Questions from suppliers should be submitted through the In-Tend portal, and responses should also be issued through this system to ensure equal communication with all bidders. Where in doubt, please contact Procurement directly.

After the closing date

Procurement aims to open and record tenders within two working days of the deadline, although this is often completed sooner. An electronic opening process will be carried out, and all submissions will be recorded. Once complete, Procurement will notify the Principal Investigator or Project Lead when the tender documents are available.

Evaluation process

Procurement can provide advice on the evaluation, but it is the responsibility of the Project Lead to ensure a process is in place. The evaluation must be conducted according to the criteria detailed in the tender documents. Procurement must be informed of the outcome before any order is placed.

Procurement will notify all suppliers of the outcome. Unsuccessful suppliers will receive feedback on how they were ranked and why their bid was not selected. The successful supplier will be informed of the award at the same time.

No order may be raised until this point. Depending on the value of the award, it will require approval by Adrian Wood or a member of the Executive, as determined by the University’s Scheme of Delegation.

Award stage

Following a successful evaluation, an Award Notice will be issued on the same portal used to advertise the tender. This formally closes the process and informs all suppliers.

For goods and services with a total value exceeding £177,897 (excluding VAT), and £4,771,174 (excluding VAT) for works, this is advertised via the GOV.UK Find a Tender Service.

A minimum 10-day standstill period is required before the award is finalised. This is a legal requirement for all advertised tenders.

Stages of tender process and responsibilities (EU and non EU)