Procurement

About

Welcome to Coleg y Cymoedd’s procurement page. It provides information for businesses and organisations that supply, or would like to supply, goods, services and works to the College.

The College buys a wide range of goods, services and works, including IT, equipment, cleaning services, travel, consultancy and construction. Every purchase must deliver value for money and comply with the law and the College’s Procurement Policy.

Departments identify what they need, and the College’s Procurement team leads and supports procurement activity to make sure we buy fairly, transparently and in line with the law. Depending on its value, a requirement may be met through quotations, a formal tender or an existing framework agreement.

You are welcome to contact us, and to submit quotations and tenders, in Welsh or English. A bid submitted in Welsh will be treated no less favourably than a bid submitted in English.

To contact Procurement, please email CYCProcurement@cymoedd.ac.uk

Information for suppliers

Coleg y Cymoedd advertises contract opportunities where appropriate, and also buys through public sector framework agreements that have already been competitively tendered.

The College carries out procurements above the relevant thresholds in accordance with the Procurement Act 2023 and the Procurement (Wales) Regulations 2024. Below those thresholds, we follow our Procurement Policy.

We advertise our contract opportunities on Sell2Wales, the national procurement website for Wales. Registration is free, and you can set up alerts so that you are told when we publish an opportunity that matches your business.

The College is subject to the Freedom of Information Act 2000. Information you give us in a quotation or tender may be disclosed in response to a request, subject to the exemptions in the Act. If you consider any of your information commercially sensitive, please tell us which parts and why when you submit it.

We handle personal data about our suppliers’ contacts in line with UK data protection law. Our privacy notice explains what we collect, why we collect it, and your rights.

As a public sector body the College complies with EU Directives for works, goods and services that exceed the thresholds. Any tenders that exceed the thresholds are advertised on Sell2Wales.

No purchase order, no pay policy

We can only pay invoices that quote a valid College purchase order (PO) number. Please make sure you have a PO number before you supply any goods or services, and quote it on your invoice.

Please quote the PO number for that specific order, not a number from a previous order. This helps us pay you as quickly as possible.

What if I do not receive a purchase order?

It is the College’s policy that all requests for goods and services must be made using an official purchase order. You should request a purchase order before supplying any goods or service to the College. If you have not done so, a purchase order number should be obtained from your contact in the university as soon as possible.

Only goods and services purchased via the Purchase Card are exempt.

What does the purchase order number look like?

A valid PO number from the College will have eight digits.

What will happen to my invoice if I do not quote a valid purchase order number?

We will return the invoice to you and ask you to obtain a valid PO number. Our payment period starts only when we receive a valid invoice quoting a valid PO number, so your payment will be delayed.

What are the College’s payment terms?

Our standard payment terms are 30 days from receipt of a correct, undisputed invoice, unless otherwise agreed.

What’s the College’s payment method?

All payments are made by BACS.
To protect you and the College from fraud, we never change a supplier’s bank details on the strength of an email or telephone call alone. We verify every change independently, using contact details we already hold, before it takes effect. If you receive a suspicious request that appears to come from the College, please contact Payments@cymoedd.ac.uk.

How to tender

Our contract opportunities are published on Sell2Wales. Each opportunity notice explains how to access the tender documents and submit your response.

Since 24 February 2025, most public procurement in Wales has been carried out under the Procurement Act 2023. To bid for contracts advertised under the Act, you need to:

1. Register on the UK Government’s Central Digital Platform and obtain your unique supplier identifier;
2. Complete your core supplier information on the Central Digital Platform; and
3. Add your unique supplier identifier to your Sell2Wales profile.

If you are new to Sell2Wales, you will need your unique supplier identifier before you can register. Sell2Wales publishes step-by-step guidance for suppliers.
If you are new to public sector tendering, Business Wales offers free advice and support.

Our contract opportunities are available at Sell2Wales, the national procurement website for Wales.