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Becoming a Supplier
UCL enters into a contract with a supplier, a competitive process will
undertaken. This is likely to involve UCL requesting a supplier to
quotation or a tender for the contract. UCL does not place contracts in
response to direct marketing.
These can be sought by telephone, fax or email and are for low value purchases. A more formal quotation may be requested in writing for higher value purchases.
are sought for all goods and services where the value exceeds £50,000.
the value exceeds the European Procurement thresholds, the procurement
will usually be handled by this route. There are a number of different
processes depending on what is being purchased, the time-scale involved
the EU Regulations apply:
All potential contractors / suppliers can bid for a
A two or three stage process allows only those potential
contractors/suppliers who satisfy a number of criteria to be short-listed and
Used for complex purchases under the EU Regulations where
with selected suppliers is required to develop one or more suitable
for our requirements and on which bidders will be invited to tender.
consideration is given to the use of this process.
Used for those purchases where Competitive Dialogue is not
appropriate to achieve UCLs objectives. Careful consideration is given
use of this process.
This is used if there is insufficient time to go through
or Restricted procedures under the EU Regulations and a Prior
Information Notice has been issued. Suppliers have to respond within 15
days of dispatch of the notice, and the time limit for the receipt of
tenders is 10
days from invitation to tender.
When tenders are invited, bids are submitted by the time and date in sealed, unmarked envelopes to the address specified in the Invitation to Tender.
Received tenders are kept secure and unopened until the closing date, when they are opened in the presence of two members of staff and formally recorded.
Once evaluated, which may take a few days or several weeks, all tenderer's are notified of the outcome in writing and the successful tenderer will be issued with a contract. Unsuccessful tenderer's can request a debriefing.
Once the contract is in place, contract management is key to a successful relationship. We expect you to manage your part of the business and work with us to improve the contract over its lifetime.