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For suppliers

A guide to selling goods and services to King's

This guide aims to help potential suppliers understand how we do business and what procedures we will follow when procuring goods and services.

What does the university buy?

There are four main categories of expenditure:

  • Scientific goods and services
  • Information Technology (IT) goods and services
  • Soft and Hard Facilities Management (FM) and Construction
  • Corporate support services such as marketing, staffing and travel
How does the College produce purchase orders?

The university generates purchase requisitions through King's Finance (KFin). We operate a 'no purchase order, no pay' policy. For more information (internal access only), please refer to the relevant webpages.

Are there prescribed procedures that College must follow when approaching the market?

The university is not a public body within the meaning of the Public Contracts Regulations 2015 (Directive 2014/24/EU) and it is not subject to the European procurement legislation. Where the university advertises contracts in the Official Journal of the European Union (OJEU), it does so on a voluntary basis and does not undertake any obligation to comply with the procurement legislation. The university reserves its rights in full to adapt or step outside the procedures in the procurement legislation as the university considers necessary.

However, King's is committed to ensuring that all suppliers are treated fairly and without discrimination by acting in a transparent and proportionate manner and has established the procedures set out below.

The procedures that we follow are dependant on the indicative value of the contract and the source of the funding. Generally, the threshold values and associated procedures are detailed below. 

  • Between £5,000 and £25,000, written quotations must be obtained from a minimum of 2 competent suppliers. The quotations and a short, written justification of the supplier choice must be maintained on file.
  • Between £25,000 and £100,000, written quotations must be obtained from a mimimum of 3 competent suppliers. The quotations and a short, written justification of the supplier choice must be maintained on file.
  • For contracts with an indicative contract value over £100,000, a formal tendering procedure will be carried out.
 Where can information be found regarding forthcoming university
 contracts?

Contracts that are subject to a formal tendering process are advertised in a variety of ways, e.g. through voluntary publication in the Official Journal of the European Union (OJEU), trade journals, trade organisations and the King's e-tendering portal. In order to express an interest in any university contracts or to find out about future opportunities, you should register on the King's e-tendering portal. The procedure followed for any individual procurement will be fully explained in the relevant tender documentation.

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