Procurement and Tenders

Procurement and Tenders

The Procurement Service is based within the Finance Department of the City of Glasgow College.

The City of Glasgow College is committed to obtaining value for money in all its procurement activities and ensuring that the procurement of goods, services and works adheres to the College’s Procurement Strategy and Financial Regulations.

Contracts and APUC

The City of Glasgow College is a member of Advanced Procurement for Universities and Colleges (APUC) Ltd which is the Procurement Centre of Expertise for 62 Universities and Colleges. APUC Ltd works collaboratively with Universities and Colleges in setting up contracts on behalf of the Higher and Further Education Sectors in Scotland. The City of Glasgow College makes appropriate use of these contracts. The College also has access to the following:

  • National Higher and Further Education Contracts
  • Scottish Public Sector Contracts established by Scottish Procurement (Scottish Procurement and Commercial Directorate); and
  • Government Procurement Service (formerly Buying Solutions) Contracts

Where the College requires goods, services or works that are not covered by agreements set up by the above, the College complies with limits stipulated in the College Financial Regulations and Procurement Procedures as well as Procurement Regulations.

Advertising Our Requirements

In line with Scottish Government guidelines, the College will advertise all procurements above £50,000 on Public Contracts Scotland and through Public Contacts Scotland – Tender,  the Scottish Public Sector eTendering Tool.

Suppliers should register with Public Contracts Scotland to be alerted to any procurement opportunities within the College.

Access to PCS can be found here.

Current Contracts

The Colleges Contract Register can be found here.

College Terms and Conditions

City of Glasgow College’s Term and Conditions are used for high and low-level purchases. The T&C’s can be found here. 

No Purchase Order / No Payment

The College is formalising its Procurement and Finance processes to support a more efficient 'Purchase to Pay' process. As a direct result of this, the majority of orders for goods and services will now require to be placed using an official purchase order from the College’s electronic procurement system, PECOS.

The purchase order placed will provide details of the requirement, the delivery and invoice addresses, and will specifically contain a 4 letter, 4 digit purchase order number (CITY1234) which must be quoted on any invoice submitted for payment. Where an invoice is submitted without a valid purchase order number quoted these will not be processed or paid.

Payment

Unless specific contract terms have been agreed, the College’s standard payment terms are 30 days from receipt of a valid invoice, and an invoice will only be deemed valid if a purchase order number is quoted upon it. If an invoice is submitted without a purchase order number it will remain unprocessed unless this number is provided. This will result in an indefinite delay in payment.

It is therefore in a supplier’s best interests to ensure that they obtain a purchase order prior to the provision of goods or delivery of service, and that they quote this number on their subsequent invoice. If a purchase order is not received, the supplier should contact the member of College staff who gave the instruction for the goods/service to request it.

Procurement Strategy

All contracting authorities with an annual regulated procurement spend above or equal to £5 million must produce an organisational procurement strategy under section 15 of the Procurement Reform (Scotland) Act 2014.

This Procurement Strategy outlines our strategic approach to procuring goods, works and services, people's responsibilities and how we intend to manage procurement in the future.

The current Procurement Strategy and Action Plan was approved by the Board of Management and covers the period 16/17, 17/18, 18/19 and 19/20.

Procurement Feedback

The College welcomes feedback from suppliers about the Procurement Service to help us improve in the future.  Please use this form to provide to provide feedback.

Contact Us

Any questions relating to procurement of goods and services should be directed in the first instance to:

Deborah Fagan, Procurement Manager Tel: 0141 375 5176
Sean Marshall, Supply Chain Manager Tel: 0141 375 5188
David Bovaird, Procurement Officer Tel: 0141 375 5167
Charles Kennedy, Supply Chain Manager Tel: 0141 375 5251