Procurement

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

Table 1 – Levels of Competition

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.

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.

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. 

Find a Tender Service

This central government portal operates in a similar way to Contracts Finder and is mandated for use in the public sector for contracts above higher value thresholds, as defined in the Public Contracts Regulations 2015.

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. 

Payment Performance

Our goal is to pay all of our suppliers’ invoices within 30 days of receipt of an approved invoice.

For the financial year ending 31 July 2022 the De Montfort University paid 84% of invoices received within 30 days of the invoice date. For those not paid within 30 days were due to the following

• Invoices did not quote a valid Purchase Order number
• Invoices quoted a previously used Purchase Order
• Invoice discrepancies, i.e. price and / or quantity variances
• Supplier incorrectly charged VAT on supplies where a VAT exemption certificate had been issued

For the financial year ending 31 July 2022, 87% of invoices were paid within 37 days of the invoice date. The extra 7 days allows for the time for Accounts Payable to receive and pay valid invoices from suppliers sent to the incorrect address, or for the university to reasonably consider, verify and resolve disputes with suppliers.

All invoices sent to the De Montfort University must quote a valid Purchase Order number unless an exemption has been agreed. Invoices received without a valid Purchase Order will be automatically rejected and must be resubmitted ensuring a valid Purchase Order is quoted.