Information for Prospective Suppliers
This page provides information about supplying goods and services to Cardiff Metropolitan University.
Please click on one of the following headings to take you to that section:
How To Supply to Us
European Procurement Rules
How to supply to us The majority of goods and services purchases made by Cardiff Metropolitan University are in accordance with contracts created either by the university itself, through HEPCW or in collaboration with other like-minded public-sector organisations.
Many of the contracts we let as a university are subject to the Public Contracts Regulations (or "EU Rules")
The university operates a centrally-led procurement structure, with fully devolved ordering.
Whilst our schools and units have reasonable autonomy in their purchases, the majority of our expenditure falls within the scope of existing supply agreements. Where such agreements are in place, our schools and units are required to support them. We also expect prospective suppliers to respect both the agreements that are in place and our end-users support of those contracts. Consequently, in order to supply to Cardiff Metropolitan University, any potential supplier needs to achieve either 'preferred' or 'approved' supplier status.
We aim to ensure all our business is conducted in accordance with our Procurement Business Principles and expect our suppliers to work with the same objectives and ideals. The university also fully supports the principles set out in the Welsh Government's Maximising the Impact of Welsh Procurement Policy statement.
Preferred Suppliers Preferred suppliers are those who have been successful in bidding for tendered requirements. These tendered opportunities fall into two broad categories - either above or below the threshold at which the European Procurement rules apply.
The E.U. Procurement rules apply to all public organisations letting contracts above a certain value, currently £173,934.00 for goods and services. Public organisations are obliged to 'advertise' all opportunities worth more than this value threshold in the Official Journal of the European Union ('OJEU'). These opportunities can be found by searching either the E.U. website or Sell2Wales, the suppliers' element of the Welsh National Procurement Website.
Please note that we publish all our OJEU notices through Sell2Wales, so to search opportunities aadvertised by Cardiff Metropolitan University, you only need to be registered on Sell2Wales - you will receive free email notifications of relevant opportunities.
A summary of the requirements of the E.U. legislation and how to search the E.U. website for these opportunities may be found here.
If we are tendering for contracts of a value below the E.U. thresholds, we usually develop our own list of those to invite to tender. Such a lsit of tenderers is usually drawn from suppliers registered on Sell2Wales.
Extensive guidance for businesses, inlcuding how to understand and engage with public procurement in Wales may be found on the Business Wales website. Guidance and training for prospective suppliers on how to complete tender documents more effectively is available from the "Winning in Tendering" project.
Approved suppliers are those who have convinced us, generally through a competitive quotation exercise, of their suitability to supply the university. As with preferred suppliers, unless EU thresholds are exceeded, when undertaking quotation exercises we usually invite suppliers who are registered on Sell2Wales.
Contract terms Many of our contracts are subject to specific contract terms and conditions arising out of a formal tender process. For information, in the event that specific terms are agreed, they are likely to be based upon the university's Standard Terms of Contract for Goods and Services, Standard Terms and Condition for the Provisions of Services or upon Standard Terms for the Supply and Installation of Equipment.
Where specific terms are not agreed, goods and services are usually bought in accordance with Cardiff Metropolitan University General Terms and Conditions for the Supply of Goods and Services - these are the terms and conditions that apply to all non-contracted purchases made by the university via our purchase order process. If you are applying for or are invited to be contracted on a consultancy basis, you will probably be presented with our standard consultancy services contract.
European Union Procurement Rules If the contracts are of a high value, then, as with all public organisations, we are required by law to comply with E.U. Procurement rules. Briefly, these rules require any contracts where the total value over the term of the contract exceeds specified thresholds (these can vary considerably, but for goods and services are currently circa £173,934) to be advertised in advance in the Official Journal of The European Union (OJEU).
The OJEU advert gives you a period of time, (this again can vary, but is never less than 15 days) to respond, generally by submitting an 'expression of interest' to the address on the OJEU advert. The tendering process commences once the closing date for expressions of interest has passed. You may also see a 'Prior Information Notice' (PIN), which also acts as a catalyst for imminent tenders. More detailed information may be found at the European Commission website, or you can search for current opportunities at Tenders Electronic Daily (TED).
HEPCW Contracts Due to the collaborative nature of HEPCW contracts, the combined spend of the participating universities ensures that virtually all HEPCW contracts exceed the E.U. thresholds, and are let through the E.U. Procurement rules process, with the requirement advertised in OJEU.
As HEPCW is not a legal entity in it's own right, the member institutions share the contacting activity, and therefore any OJEU notice or PIN would be in the name of the 'lead' institution for that contract.
Please visit the HEPCW site for more information and a list of the member institutions.
Cardiff Metropolitan University, like a growing number of other public organisations, is implementing electronic ordering and invoicing.
Electronic trading ('e-trading') can introduce significant process improvements for both the Univesity and its suppliers. The process links the Univesity and suppliers either through supplier catalogues hosted on the ExchangeWales portal or through 'full systems integration', also through this portal.
A 'Frequently Asked Questions' guide for supplier to this e-marketplace can be found here.
Advising us of your interest
We like to maintain a good awareness of potential suppliers. However, if this is awareness process is not managed, we just end up receiving unsolicited literature in such quantities that make it impossible to store and retrieve.
Therefore, if you wish to advise us generally of your interest, please follow the procedure below.
We publish upcoming and current contract opportunities, which are listed on our Future Contract Opportunities pages, together with guidance on how to express your interest in these opportunities.
Please do not send any unsolicited catalogues or promotional literature at this point - we do not have space to store it!
Please do not call on us without a prior appointment. However, if you do have an appointment, detailed directions can be found at visiting us.
Sell2Wales is the Welsh public sector portal thatbrings together Welsh public sector buyers and the supply market. There is no charge for suppliers to register on Sell2Wales, and registered suppliers receive email alerts of all relevant contract opportunities posted on Sell2Wales, both above and below the E.U. thresholds, as well as have an opportunity to register details about their organisations.
This notification service is reliant upon suppliers registereing with the correct Common Procurement Vocabulary (CPV) codes - there is guidance on the Sell2Wales site about CPV codes.
If you are, or wish to be, registered on Sell2Wales, we strongly recommend that the main contact email address is a 'generic' address, such as sales@ or information@ - we have seen many examples where communication on opportunities has been lost due to the main regsitered email address belonging to a staff member on holiday, maternity leave or no longer with the company.