Procurement
Distribution Fraud
Please read the attached information on Distribution Fraud issued by the City of London Police and the 2021 supplier advice from the East Midlands Special Operations Unit. All suppliers should be aware of these guidelines to prevent distribution or identify fraud.
Sustainable Procurement
Queen's University Belfast has drawn together various strands of responsible procurement into an overarching Supply Chain Code of Conduct which is applicable to all suppliers and links directly to the United Nations Sustainable Development Goals which sets out a blueprint to achieve a better and more sustainable future for all.
The purpose of the Code is to create awareness in our supply base of social, ethical, economic and environmental issues and it clearly sets out the University’s position in relation to them. This Code will help suppliers understand the behaviours and standards that are expected of them and their supply chains when working on University contracts. The Code was endorsed by the Registrar and Chief Operating Officer alongside the University Operating Board in February 2021.
The Procurement Team will work collaboratively with suppliers on the implementation of the standards of the Code and suppliers should register with and utilise NETpositive, a free tool that will help suppliers to create a simple sustainability action plan for their business. If suppliers have any questions about the Code or the NETpostive tool please contact procurement@qub.ac.uk.
Those engaged on University work, whether as suppliers or sub-contractors, are expected to comply with the Code as well as the standards of their own professional bodies and to adopt requirements similar to those contained in this Code in their own organisation and their supply chain.
Queen's University Belfast has a significant role to play in managing its business responsibly. It is fundamental that its supply chains are free from corruption, where human rights are respected and protected and that impact on the environment is limited.
Modern Slavery
Modern Slavery is a crime, and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person's liberty by another in order to exploit them for personal or commercial gain.
We are committed to improving our practices to combat slavery and human trafficking. Find our Modern Slavery Statement.
University Tenders
To participate in Queen’s University tenders, please register your firm's details on our e-Tendering website at the link below:
https://in-tendhost.co.uk/queensuniversitybelfast.
When registering please make sure the "publish e-mail address" field is completed accurately. This is the e-mail address which all correspondence goes to, including details on tender progress.
Following registration you will have access to current tenders. To express an interest in a tender click on the red button, "express interest". Once your expression of interest has been accepted by Queen’s you will be informed by email, and you can then access tender documents by logging into the website, and going to the "my tenders" area.
Queen's Terms and Conditions
Brexit: Supplier Action Required
There are new rules for businesses as of 1 January 2021 under the Trade and Cooperation Agreement and the Northern Ireland Protocol.
If you move goods into, out of, or through Northern Ireland from 1 January 2021 you must now take immediate action.
You will need to register movements from GB to NI on the CDS (Customs Declaration Service).
This can be done independently, through an outsourced Customs Agent, or via the TSS (Traders Support Service) which has been set up to support traders for the next 2 years with this process:
- Many suppliers already have an XI EORI number if you still need to get one please obtain this from the Trader Support Service
- If you choose to use the TSS to help register movements on the CDS, the Trader Support Service will give you guidance and free training from customs experts
- If using the TSS, you will be required to complete Commercial Invoices for all moving goods. Make sure that you list on all Commercial Invoices accurate Commodity Codes for your products. Please also ensure that you include the ‘statement of origin’ for your products - the prescribed text for the statement of origin is contained in Annex ORIG-4 of the Trade and Cooperation Agreement (TCA). Otherwise, delivery of goods and subsequent payment will be delayed.The Trader Support Service will help advise how you complete this step should you need direction.
- To avoid paying EU Duty on moving goods, register for the UK Trader Scheme, if you are eligible.
- Check that your goods meet the required standard. For as long as the Protocol is in force, Northern Ireland will align with relevant EU rules relating to the placing on the market of manufactured goods and food and drink, such as EU labelling and health marking regulations. You now need to ensure that your goods comply with EU regulations and authorisations so you can continue to supply Queen’s.
- Ensure that you are familiar with the following documentation: (i) customs declarations; (ii) commercial invoices (including the prescribed statement of origin text which is important for origin purposes as outlined above); (iii) transit documents (if you move goods via Republic of Ireland – the Trader Support Service can support you with this); (iv) packaging lists; and (v) Export Health Certificates.
- The Movement Assistance Scheme has been established to help agri-food traders with movements of animal and plant products. It is important to note that some animal and plant products will need pre-notification of many hours before arriving at customs points to allow certification and risks to be assessed.
The University's EORI Numbers are GB254799511000 and XI254799511000.
If you are a trader or carrier responsible for Customs declarations through the Trader Support Service for goods moving from GB to NI you should use the XI EORI Number.
HMRC has set up various support services on their website, YouTube Channel, and webinars. Help can be found via
Please talk to us if you have concerns by requesting a call back: just email Procurement@qub.ac.uk
Find a Tender Service
From the 1 January 2021 Queen’s will publish information and notices (including contract notices, prior information notices etc) for all new contract opportunities in the new UK e-notification service – Find a Tender Service (FTS), in place of Tenders Electronic Daily (TED)/the Official Journal of the European Union (OJEU).
FTS is free to use and replaces the role of OJEU/TED for procurements in the UK. The same financial thresholds and timescales that applied prior to 1 January 2021 will continue to apply and the notices to be submitted to the FTS service will be largely the same. There will therefore not be any substantive change to tender processes adopted by Queen’s as a result of this change, rather the change only relates to the location of notices for new procurements launched after 23:00 on 31 December 2020.
Note that information and notices about over threshold procurements launched (but not finalised) by Queen’s before 23:00 on 31 December 2020 will still be available via OJEU/TED.
Supplier update COVID-19
This is an uncertain time and we acknowledge that COVID-19 is impacting suppliers and their supply chain.
We recommend that UK businesses seek immediate guidance on how to access support from the UK Government and utilise the advice provided by NI Business Info.
If you have outstanding orders for Queen's, the Queen's staff member named on the purchase order is responsible for ensuring that access arrangements are in place to accept delivery at the location stated on the purchase order, if you are uncertain contact them using their e-mail address on that order.
There will be orders placed for critical goods and services, and suppliers must advise the Queen's staff member referenced on the purchase order promptly if there are any stock or delivery issues.
Our Payments and Procurement teams are currently working to ensure that payments to suppliers are being made promptly.
Continue to email supplier invoices to p2p@qub.ac.uk. The Queen's Payment Office is operational and can be contacted on payments.office@qub.ac.uk.
The Procurement Office is operational and can be contacted on: Procurement@qub.ac.uk.