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Supplier's Zone

University structure

The University is structured into four faculties

  • Science, Technology and Arts
  • Social Sciences and Humanities
  • Health and Wellbeing
  • Sheffield Business School

These are supported by a number of departments including facilities, finance, human resources, learning and information technology services, marketing, and student and academic services, which are responsible for corporate affairs, and supporting the faculties in the delivery of the academic services.

The University operates a devolved management structure.

Procurement function

The object of the procurement function is to support the University in achieving its corporate and faculty/department objectives by ensuring the institution's investment in externally obtained goods and services and delivers value for money.

Procurement activities are conducted at local level within an enabling framework managed by the Strategic Procurement Team. This framework comprises procedures, order processing systems and, for many commodities, pre-determined contractual arrangements that faculties and departments must comply with when conducting their procurement operations.

Procurement procedures

As a public sector organisation the University is bound by procurement legislation from both the UK and the European Union. The requirements of this legislation along with all other procurement requirements are embodied in detailed procedures.

Amongst other things, the procedures require that competitive offers are sought when purchases are

  • between £25,000 and £50,000 - a minimum of three written quotations must be obtained
  • over £50,000 - a competitive tendering process must be undertaken

These thresholds will not apply where a purchase is to be made against a University contract or framework agreement or third party contract or framework agreement that the institution may access.

Current contracts / agreements

In order for the strategic procurement team to support Faculty/Department objectives, contracts/agreements are in place for certain goods and services.

EU Public Procurement Legislation

Where a contract, whether for goods, services or works, is estimated to be over the determined value threshold, and in the case of services is not specifically exempt from the regulations, the institution is required, unless we intend to utilise an available framework agreement, to conduct a competitive tendering process in accordance with procedures laid down by the EU.

Such contracts are advertised in the Supplement to the Official Journal of the European Union (OJEU). The advertisements take the form of contract notices and allow you to express an interest in the proposed purchase.

The legislation sets out several procedures by which contracting authorities such as the University may invite firms to tender. The University will utilise either the open procedure or the restricted procedure. Under the open procedure any firm that applies for an invitation to tender will be sent the document and may submit a tender. Under the restricted procedure companies who express interest in an advertised contract are subject to a qualifying process from which a short list will be produced of firms that will be invited to tender.

Order processing

All goods, services and works bought by the University will be purchased either by use of an official purchase order or by means of a purchase card transaction.

Before making any supply to the University you must ensure you have a valid purchase order or purchase card transaction. Any charge made to the University without a valid purchase order or purchasing card transaction will be rejected.

University Delivery Terms

Deliveries to the campuses will only be accepted between 08:00 and 16:00 Monday to Friday other than in exceptional circumstances and by prior express agreement.

The University does not have facilities to offload large or palletised consignments therefore such deliveries must be made on vehicles with a tail lift facility.

The University will accept no responsibility for the loss of, damage to or return of goods that are delivered outside these requirements.

Collaborative procurement

The University is a member of the North Eastern Universities Purchasing Consortium (NEUPC), one of four purchasing consortia in the higher education (HE) sector in England.

Through the NEUPC the University participates in a number of collaborative initiatives. These include joint purchasing agreements promulgated by the NEUPC or one of the other HE consortia.

As a public sector body the University is also able to access the purchasing arrangements of the Office of Government Commerce (OGC). Consequently, there is a range of commodities that the University purchases by utilising HE sector or OGC framework agreements, including

  • catering products
  • furniture
  • IT consumables
  • IT equipment including PCs and printers
  • mobile telecommunications
  • photocopiers
  • stationery and office supplies
  • vehicle leasing and short-term hire

Please see the NEUPC and OGC websites for further information on these organisations.

Terms and conditions of purchase

The University conducts all procurement in accordance with its own General Terms and Conditions of Purchase (.doc, 74KB). Suppliers' terms and conditions will not be accepted either in whole or in part without prior written agreement.

The University's payment terms are 30 days from receipt of a valid invoice. The strategic procurement manager and assistant director of financial services and operations are the only personnel authorised to change these terms.

Freedom of Information Act

The University is committed to meeting its responsibilities under the Freedom of Information Act 2000. Accordingly, all information submitted to the University may need to be disclosed and/or published.

Where suppliers consider that any of the information they provide either in a tender or otherwise is commercially confidential they must identify it and explain in broad terms what harm might result from disclosure and/or publication. It should be noted however that, even where it is indicated that information is commercially sensitive, we may be required to disclose and/or publish it where the public interest in its disclosure and/or publication requires us to do so.

Race relations

The Race Relations (Amendment) Act 2000 places a duty on the University to promote race equality, eliminate unlawful racial discrimination, and to take account of race equality in all procurement matters. Existing and prospective suppliers may therefore be subject to assessment of their race equality credentials.

Waste Electrical and Electronic Equipment Directive and the Restriction of Hazardous Substances in Electrical and Electronic Equipment Directive

The University is required to ensure that its suppliers meet the obligations imposed by these directives. Existing and prospective suppliers may therefore be subject to assessment of their arrangements to comply with the directives.

Contacting us

If you wish to be considered as a supplier to the University please write to

Strategic Procurement Team
Finance Directorate
City Campus
Howard Street
Sheffield
S1 1WB

or by email to strategicprocurement@shu.ac.uk

Sheffield Hallam University is not responsible for the content of external websites

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