Procurement

Procurement is a professional specialism covering a range of activity, from advertising new contract opportunities; managing tender competitions with suppliers; ensuring commercial contracts are in place, and helping ensure positive contract management activity takes places during a contract’s term. The University has a central procurement team that is established for the University to take a proactive & strategic approach in all its procurement activity. This is vital as the University spends in excess of £70 million each year on a broad range of goods, works and services which require optimised value for money for the organisation and our students. 

The Procurement team help support implementation of our procurement strategy, provision of clear policies, procedures and guidance for staff; alongside hands on support for any higher value procurement activity (typically contracts over £25,000). 

How to do business with the University?

The University has clear internal policies to help govern how / when different contracts requirements, based on value, are advertised and competed.  Competitive process and advertising requirements are prescribed in detail within our relevant regulations, policies and procedures, but those requirements at a headline level are outlined below:

Levels of Competition

The University follows the below table in determining minimum levels of competition / requirements.

Table 1 – Levels of Competition

Level of Competition

Estimated Contract Value (excluding VAT)

Requirements

Single Quote

£0 to £9,999

Minimum of ONE written Quotation.

 

Three Quotes

£10,000 to £24,999

Seek a minimum of THREE written Quotations  

 

Open Publication Tender (£25,000 to EU threshold)

£25,000 to EU threshold

Quotations or Tenders sought via the University’s Electronic Tendering system (In-tend).

Contract Opportunity Advertisement placed on Contracts Finder

Open Publication Tender (Above EU threshold as defined by the Public Contracts Regulations 2015)

Above the EU threshold 

Formal Tender Process undertaken by Central Procurement team. 

 

Quotations or Tenders sought via the University’s Electronic Tendering system (In-tend).

 

Contract Opportunity Advertisement placed within the OJEU (Official Journal of the European Union) and Contracts Finder.

Alongside these prescribed levels of competition, the university will also access third party contract and framework agreements for purchase requirements where relevant, appropriate and permissible.

E-tendering System (In-Tend)

The University uses the In-Tend Electronic Tendering system to manage all procurement competitions valued above £25,000. Any supplier may access this system and register their business free of charge. Once you’re signed up as a supplier on the system you can register your interest on any potential opportunities that are available, quickly access tender / quotation documentation, and submit a response to any opportunities via In-Tend. 

No access to tender / quotation documentation will be given, or supplier responses to a competition opportunity accepted; if requested / submitted outside of the In-Tend portal for Contracts above £25,000.

Advertisement of Quotations & Tenders

The University openly advertises all its Contractual opportunities valued above £25,000, whilst In-tend is a primary route for this, Contracts (as required) are also advertised on the below platforms. Suppliers may choose to register for opportunities across advertising platforms, including (but not limited to) those advertised by DMU.

Contracts Finder

This central government portal provides a simple search facility, for suppliers to search and seek access to national contract opportunities in their area of specialism or via key words. 

The University will advertise all Contract opportunities valued above £25,000 on this portal.

Source Leicestershire

This local based portal provides a platform for suppliers to search and seek access to contract opportunities, typically from organisations based in the Leicester & Leicestershire area. 

The University will advertise Contract Opportunities on this platform, particularly where this may  support better local collaboration and access for local and SME suppliers to the Universities Contract opportunities. This is aligned to the University SME protocols. 

OJEU

The Official Journal for the European Union (OJEU) is an advertisement platform that is mandated for use in the public sector, for any contract that is valued above set European thresholds. This is aligned to the Public Contracts Regulations 2015 in the UK. 

University Procurement Consortiums

The University were possible will use Procurement Consortia that set up collaborative contracts for many Universities to help create quick and compliant routes to market and work to leverage the buying power of many Universities to gain access to commonly purchased goods & services. 

The University is a member of the Southern University Purchasing Consortium. Should you be interested in becoming a supplier and understanding what opportunities may exist across multiple Universities, please do use the above link to find our details on how you can register your interest.

Alongside the above, you will find detailed information on all other University Consortia and representative procurement bodies on the HEPA (Higher Education Procurement Association) website. 

Strategic Procurement & Policies

The University acknowledges that it must take a strategic and forward-thinking approach to its procurement activity, to ensure that we deliver the maximum from our budgets every year, whilst ensuring we manage all key contractual and supply chain risks. 

A number of key strategic documents and policies are provided below to provide a context to the approach the University takes in it’s Procurement activity. 

Procurement Strategy

This is the University’s overarching Procurement Strategy until 2023 that defines the ambitious strategic direction of travel for the Procurement team.

Sustainable Procurement Strategy

The University is currently developing a Sustainable Procurement Strategy which will be added to this page shortly. It focuses on seven key priority areas in which the Procurement team and responsible procurers at DMU must actively target, to drive more sustainable procurement activity.

SME Protocols

The University has defined SME protocols which help establish the Universities commitment to supporting SME (including locally based) providers of goods, works and services. A key part to this is ensuring we do all we can to remove potential barriers in procurement policy & processes, whilst ensuring we retain a robust process in measuring suppliers’ ability to meet the contractual requirements.

If you have found any potential barriers to competition following procurements process you have expressed an interest in or participated in as a supplier, please do let us know. This will ensure we can consider if action is required to improve and refine our processes based on your experience.

Whistleblowing Policy

The University has a set policy on whistleblowing, if you have any concerns as and/or about any supplier that the University may procure goods, works or services from, please do raise these concerns with us as set out within the policy.

Modern Slavery Act

The University publishes an annual statement pursuant to section 54 of the Modern Slavery Act 2015. 

Within this Statement the University defines the scope to our perceived Modern Slavery risk and the actions taken each year ensure that we reduce our potential susceptibility to this risk within our internal operations and supply chains.

Contact Us

The University has established a Category Management approach to its Procurement Activity. This means that under the Head of Procurement, sits a team of Category Managers who actively support the University in a range of specific category areas, for example Travel & accommodation services.

If you require further guidance on how the University supports procurement activity beyond the detail provided on this page, please review the below contact points as to who may be appropriate to answer your query. 

If you have a general enquiry, or are not sure who to contact, please send your e-mail here.

Primary Contacts and Responsibilities

Job Title

Name

Key Areas of Responsibility

E-mail

Head of Procurement

 

Martin Satchwell

Head of Department

Martin.Satchwell@dmu.ac.uk

Procurement Manager

Simon Palethorpe

Policies, Procedures, Reporting & Training 

Simon.Palethorpe@dmu.ac.uk

Category Manager: 

ICT

Paul Whitehall

Category Management of:

  • AV & related equipment
  • IT Hardware & Software
  • IT Services
  • IT Peripherals
  • Library Services and Publications
  • Postage equipment and Services
  • Telecommunications 

Paul.Whitehall@dmu.ac.uk

Category Manager: Professional Services

James West

Category Management of:

  • Consultancy
  • Marketing and Communications
  • Recruitment and Temporary Staffing 
  • Travel and Accommodation
  • Health Services
  • Promotional Activity and Materials
  • Stationery and Office supplies 

James.West@dmu.ac.uk

Category Manager: Estates & Commercial

Mahesh Parmar

Category Management of:

  • Buildings
  • Cleaning Services and Supplies
  • Food and Beverages
  • Furnishings
  • Laboratory and Medical
  • Utilities

Mahesh.Parmar@dmu.ac.uk

 
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