XClose

Procurement Services

Home
Menu

Information for Suppliers

We work with a wide range of third party suppliers to support our needs, to mitigate risk and to promote fairness to our suppliers. On this page you will find details as to how we expect to work with our suppliers, what we will and will not do and in turn, what we expect from our suppliers.

Click here for new suppliers requests (for UCL staff). 

Click here for becoming a supplier & current contract opportunities (for suppliers).

Purchase order required

UCL operates a “No Purchase Order, No Pay” policy. To enable us to pay you promptly please ensure that a signed contract is in place between your company and UCL and that you have received a Purchase Order number

Becoming a supplier to UCL

UCL is not a contracting entity governed by the Public Contract Regulations 2015. We often work with the Higher Education Purchasing Consortia. We are subject to the Freedom Of Information Act 2000.

We buy a vast number and variety of goods and services to support research (directly and indirectly). See here for UCL’s vision, aims and values. We are proud of our founding principles and are keen to work with suppliers who align with these.

Before we commit to working with you, we will conduct an assurance process:

  • Do we have existing contracts in place for these goods or services?
  • Are contract terms in place? Is this the most appropriate contract?
  • Are you appropriately insured?
    We required £5m insurance cover for: Public Liability / Professional Indemnity / Employer’s Liability (if applicable)
  • Has a credit check been conducted?
  • Have the requisite Anti Money Laundering checks been conducted?
    We will seek commitments that you have also conducted such checks across your supply chain/ against any subcontractors you wish to use in the delivery of services;
  • We will also ask you to complete an action plan in NETPositive – an HE Industry standard sustainability supplier engagement tool. This helps us to monitor sustainability commitments through our supply chain.

Once these checks have been completed, we can set you up in our ERP system and issue Purchase Orders to enable payment.

Phishing

Please be careful of phishing attempts by criminals pretending to represent UCL. Please follow the guidance provided by UK National Cyber Security Centre (NCSC) as to “How to spot scam messages or calls” and “How to report suspicious messages.” Early warning signs are:

  • Poor grammar;
  • Personal email addresses;
  • Urgency or emotion;
  • Requests to supply goods or services free of charge.

If you have any doubts, please contact us via procurement@ucl.ac.uk or our website or UCL’s switchboard.

Anti-bribery and corruption

It is our policy to conduct all our business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our relationships and business dealings wherever we operate and to implementing and enforcing effective systems to counter bribery.

We will uphold all laws relevant to countering bribery and corruption.  We remain bound by the laws of the UK, including the Bribery Act 2010, in respect of our conduct both at home and abroad. Pursuant to the Bribery Act 2010, UCL and/or its staff may be rendered liable to prosecution if there is evidence pertaining to the receiving or offering of bribes or inducements. This extends to our suppliers and any attempts to bribe or offer inducements.

Our Anti-Corruption and Bribery Policy takes precedence over the UCL Gifts and Hospitality policy in the event of any inconsistency or uncertainty. 

Declaration of interest

As we receive public and other funds, we have a duty to fulfil the highest standards of corporate governance. Our Declaration of Interest policy applies to all staff and requires individuals to declare any outside interests that could conflict with, have the potential to conflict, or could be perceived to conflict with the interests of UCL.

In order for UCL and our employees to maintain the highest standards of integrity and reputation, it is essential that all employees declare any interest that they, or members of their family, may have that could give the appearance of a conflict, even where no actual conflict exists.

Conflicts of interest are not restricted to just financial interest but include non-financial interests as well, for instance enhancement of an individual's career, education or professional reputation; access to privileged information or facilities.

Declarations should ideally be made in advance when it is recognised that a conflict may occur, or if unknown at the time the conflict arises. In addition, all staff (including professional services staff) are expected to submit an annual declaration on interest, even if no conflicts exists. In these situations, the response would be 'nil'.

Research integrity

We consider high standards of research integrity across all of our activities to be of the utmost importance. The UCL Statement on Research Integrity reflects this by clearly setting out the standards expected by all those involved with research at or in collaboration with us, including adherence to the Code of Conduct for Research and the principles of integrity set out in the UCL statement on research integrity.
It is our view that everyone involved with research has a joint responsibility for ensuring high standards of integrity throughout the research process, from the creation of methodology and data collection through to publication and authorship.

In line with the recommendations set out in the concordat, we will produce an annual report on activities relating to research integrity across UCL for our governing body, the UCL Council. See here for reports published after consideration by Council.

These standards extend to all our suppliers involved in supporting Research.

Fraud

We aim to be an honest and ethical institution, seeking to conduct our business to the highest standards of integrity and objectivity. In order to protect our financial systems, resources, and assets, and the honesty and integrity of our staff, we have an established policy in place to minimise the risk and impact of fraudulent or corrupt activity. We expect our suppliers to abide by the same principles.

Gifts and hospitality

As an organisation we are funded by public money from the Government and its agencies, e.g. HEFCE, by research grants and contracts from a number of sources, such as the Research Councils, UK Charities and Industry and the European Union, as well as tuition fees and donations.

This policy applies to all levels of UCL staff, part time or full time, irrespective of country of employment and applies to activity anywhere in the world.

  • Our staff must at all times act in a fair manner, without favouritism and bias.
  • We need to be accountable for the funds it receives and report its spending accurately and transparently. 

Gifts and hospitality received by staff are a form of income and should therefore be reported accurately. Records should also be kept for audit purposes and could be called upon should UCL receive a Freedom of Information (FOI) request.

This includes gifts and/or hospitality offered to staff and/or their spouse/partner or members of their close family or work group. 

Whistleblowing

The Public Interest Disclosure Act 1998 came into force on 2nd July 1999 and has been amended by the Enterprise and Regulatory Reform Act 2013.  This legislation gives legal protection to employees against being dismissed or penalised by their employers for publicly disclosing serious concerns falling in certain specified categories. It also gives protection to employees against suffering a detriment, bullying or harassment from another employee for publicly disclosing serious concerns falling within certain specified categories.

It should be emphasised that the UCL Policy, in accordance with the Public Interest Disclosure Act, is concerned with alleged malpractice, impropriety or wrongdoing in the workplace.  It is not designed to provide a route through which individuals can publicly question financial or business decisions taken by UCL, and it offers no protection to such individuals. 

Although the Public Interest Disclosure Act limits protection to employees, agency workers and self-employed workers, UCL's Policy additionally covers lay members of UCL's committees, UCL students and providers of services to UCL through a profession or business.

Concerns within the workplace which might prompt disclosure could include the following: 

  • Financial malpractice, impropriety or fraud
  • Activities which have or have the potential to involve bribery or corruption
  • Failure to comply with a legal obligation
  • Serious Failure to comply with UCL's Charter, Statutes, or Regulations for Management
  • Endangering of health and safety or damage to the environment
  • Criminal activity
  • Academic or professional malpractice
  • Miscarriage of justice
  • Improper conduct or unethical behaviour
  • Serious conflict of interest without disclosure
  • Attempts to conceal any of the above

Further details of the policy, investigation process and reporting are available here.

Modern Day Slavery 

Through our world-class research and teaching and external engagement, and the way we operate as an institution, our community of staff and students is playing a leading role in responding to the challenges set out in the UN Sustainable Development Goals. We’re asking all of our suppliers to join us in tackling issues of exploitation and modern slavery.

In accordance with the Modern Slavery Act 2015, section 54 we publish an annual Modern Day Slavery statement via our website stating our aims and achievements towards target set to ensure that slavery and human trafficking is not happening in any of our supply chains, in any part of our business.

We also publish information about our structure, policies in relation to slavery and human trafficking and the processes we have in place to monitor our supply chains. We require all our suppliers to provide details as to the steps taken to ensure that slavery and human trafficking are not happening in their supply chains either. Certain types of goods and services are identified as high risk for slavery and human trafficking and so we will conduct a proportionate assessment when buying these types of activities or goods.

Reporting modern slavery - Slavery may be closer to you than you think. There could be victims of exploitation working near you. If you suspect modern slavery, report it to the Modern Slavery Helpline on 08000 121 700 or the police on 101. In an emergency always call 999.

London Living Wage

We are an accredited London Living Wage Foundation employer and therefore ask that our suppliers pay this wage to staff working regularly on our sites.

Sustainability

As part of our plan for a truly Sustainable UCL we have an ambitious Sustainability Strategy. We are committed to procuring responsibly. We want to tackle the climate emergency, the ecological crisis and the pressing social and environmental issues facing our local community. 

Our Sustainability Strategy is implemented through the development, delivery and continuous improvement of the Environmental Sustainability Management System (ESMS) of which we have gained certification under ISO14001. We are also developing an Energy Management System (EnMS) which will be certified against the ISO50001 standard. This EnMS will help us to reduce our energy consumption and help us achieve our goal of being a sustainable campus. Further policies are available below.

Data protection

UCL is required by law to comply with data protection legislation (Data Protection Act (DPA 2018) and General Data Protection Regulation (GDPR)), it is committed to ensure that every member of staff and registered student protects personal data by making sure that they process it lawfully, fairly and transparently. This requirement extends to all of our suppliers by law.

Small & Medium Size Enterprises (SMEs)

We are keen to support SMEs and Voluntary, Community and Social Enterprises (VCSEs). Please contact us if you would like to understand more about how we contract with SMEs and VCSEs.

Freedom of Information

As a public body we are included in the remit of the Freedom of Information Act 2000 (FOIA). This means all of the information that University College London holds about your company is covered by FOIA, as is any information that you hold on our behalf.

If you give us information on your products or services (e.g. In response to a competitive sourcing exercise) this will be subject to the FOIA but that does not mean it will automatically be released if it is requested, as one of the exemptions may apply. We will seek your views before making a decision on disclosure of information that might affect your rights or interests. Find out more about FOIA at UCL.

Colleagues in security, cleaning, portering and catering

In October 2019, UCL committed to ensuring that outsourced security, cleaning and catering staff will receive the same or equivalent pay and benefits as directly employed staff, following constructive negotiations with UNISON, UCL’s recognised trade union. Find out about how UCL has been working with our contractors and recognised trade unions to support outsourced staff.