Procurement Services

Welcome

Our Procurement Service is strategically led by the Director of Procurement and provides a comprehensive procurement advisory service covering all aspects of supply chain management to Departments and Colleges.

This includes the development and implementation of procurement strategies which support the delivery of our strategic objectives, in full compliance with internal and external procedures. The Procurement Service liaises with external organisations as well as working with sector bodies on Procurement related matters e.g. UKRI, OFS and Regional/National Purchasing Consortia.

Tender Information

Information for suppliers

The 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”. 
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 will be assessed annually.
The University does not have an 'approved supplier list'.

Procuring goods, services and works via existing framework agreements

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.
The University is a member of the North Eastern Universities Purchasing Consortium (NEUPC). The University will make use of this and other types of frameworks to fulfil its requirements. 
Contract opportunities are exclusive to suppliers already awarded to the framework agreement.

When a framework agreement is not used:

Contracted suppliers are typically appointed to the University through an appropriate sourcing exercise.
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.

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 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.
Invoice queries should be sent to ap.paymentsteam@durham.ac.uk. Do not send invoices to this address.