Information for suppliers

• Durham University has a requirement that all procurement is based on value for money. This is defined as “the best mix of effectiveness, quality, total lifetime costs, risk, environmental and sustainability issues over the period of use of the goods or services bought”.
• The University is committed to carrying out procurement activities in an environmentally, socially, ethically and economically responsible manner and to entering into agreement s and contract with suppliers that share and adhere to this vision. The standards of this Code are derived from established global conventions and standards, including the UN SDGs, ETI base Code, ILO Conventions and the UN Guiding Principles on Business & Human Rights. Current and potential suppliers are asked to commit to Responsible / Sustainable procurement within their organisations and acknowledge compliance with the principles of the Sustain Supply Chain Code of Conduct with respect to their organisation and their supply chain.
• Whilst the University has concluded it is not a contract authority for the purposes of the Procurement Act 2023 (PA2023), there are circumstances, dependent upon the funding stream (e.g. grant conditions), where the University must comply with the Public Contract Regulations. There may also be occasions where the University voluntarily acts as a contracting authority. Irrespective of the route to market the University recognises the importance of open and fair competition and the need to demonstrate value for money. The University's contracting status is assessed annually.
• The University is committed to ensuring all supply chain partners make a positive contribution toward the local community who live and work in Durham. The vision is everyone recognises their responsibility and plays their part in contributing toward the delivery of positive and meaningful Social Value. Supply chain partners are required to make relevant and proportionate commitments and demonstrate their contribution through contractual agreements.
• Durham University is proud to be an accredited Living Wage employer. As part or our commitment to ensuring everybody is paid fairly, suppliers associated with Durham University are also expected to pay in line with rates set by the Real Living Wage Foundation.

Procuring goods, services and works 

• Purchases are ordinarily undertaken using the University’s standard terms and conditions of contract. 
• Contracted suppliers are typically appointed to the University through an appropriate sourcing exercise.
• The University procurement service manage local contract and framework agreements for common goods and services.
• Where purchases cannot be made from an existing University contract or framework agreement an appropriate sourcing exercise will be carried out to identify appropriate suppliers in the marketplace.  
• Where a procurement requires, the University will comply with current legislation and advertise contract opportunities that exceed £25,000 via Contracts Finder and Find a Tender service.
• The University does not have an 'approved supplier list'.

Procuring goods, services and works via external framework agreements

• External framework agreements are awarded by professional buying organisations, in accordance with statutory legislation on procurement. They provide an overarching set of terms and conditions under which specific purchases can be made.
• Durham University is a member of the North Eastern Universities Purchasing Consortium (NEUPC). The University will make use of this and other types of frameworks where required to fulfil requirements. 
• Contract opportunities are exclusive to suppliers already awarded to the framework agreement.

Purchase orders

• Suppliers should not agree to undertake or deliver any goods, services or works until an official purchase order has been issued.
• Our purchase order format is: DU12345678 (DU prefixes all purchase orders followed by eight numerical numbers). 
• Failure to comply may result in a delay to payment or non-payment of invoices. 
• Purchase orders are issued electronically to the designated email address created at supplier registration.
• Queries relating to the purchase order requirements or delivery date / location should be directed to the Buyer named on the purchase order.

Invoices

• All invoices and credit notes must quote full purchase order number and site address and be emailed to invoice.ap@durham.ac.uk in either a PDF, JPEG, Tiff or Doc format. Each invoice must be submitted as a separate file.
• The University will not accept invoices received without a valid purchase order number.
• Correctly submitted invoices which include purchase order number, supplier name and bank details, will be processed within thirty-days (30) days from the day received.

Contacts

• General Procurement enquiries send to category.management@durham.ac.uk
• Invoice queries should be sent to ap.paymentsteam@durham.ac.uk. Do not send invoices to this address.