Guide to supplier registration

This document outlines the comprehensive procedures and requirements for suppliers wishing to register with Sorbonne University Abu Dhabi (SUAD). The Supplier Registration Guide serves as a crucial resource for suppliers seeking to establish a business relationship with the university.  It provides a step-by-step process for registration, ensuring that suppliers understand the necessary criteria, documentation, and guidelines needed to be considered eligible for future procurement opportunities. 

• Quality Assurance: Ensure suppliers meet the university’s standards, compliance requirements and sufficient capabilities 
  
  
• Legal and Regulatory Compliance: Confirm that suppliers adhere to relevant laws and industry regulations 

To be eligible for registration, suppliers must meet the following basic criteria. These criteria will be reviewed during the registration process: 

Company Details 

• Legal name of the company, trade name, and registration number 
  
  
• Contact information (address, phone number, email, website) 
  
  
• Nature of business, including products or services provided 

Financial Information 

• Bank details (bank name, account number, SWIFT code) in an official bank letter 
  
  
• Tax Registration Number (TRN), VAT registration details 

Compliance and Legal Documents 

• Valid business licences and permits (depending on industry) 
  
  
• Insurance certificates (general liability, worker’s compensation, etc.) 
  
  
• Health and safety compliance certificates (if applicable) 
  
  
• ISO certifications or other quality control certificates (if relevant) 
  
  
• Environmental certifications, such as ISO 14001 or others, if applicable 

Experience and Capability 

• A brief history of the company’s experience in the relevant industry or market 
  
  
• References from previous or existing clients 
  
  
• List of key personnel and their qualifications or relevant experience 
  
  
• A detailed description of the products or services offered 

Follow these steps to complete the supplier registration process: 

Step 1: Supplier Inquiry  

• Interested suppliers should contact the procurement department or visit the university’s website to inquire about registration requirements. 

Step 2: Submit Registration Form 

• Complete the Supplier Registration Form, which can typically be downloaded from the university’s website or be provided upon request. 
  
  
• Attach all necessary documents, such as trade license, TRN, ICV, company profile, etc. 

Step 3: Supplier Evaluation 

• The procurement team will review the submitted information to assess the supplier’s capability, compliance, and alignment with organisational needs. 
  
  
• Suppliers may be asked to provide additional documentation or clarification if necessary. 
  
  
• SUAD reserves the right to verify the submitted information during the registration process through other resources. Please note that registration does not guarantee future business with SUAD; rather, it identifies suitable local resources available for potential engagement. 

Step 4: Approval and Registration 

• Upon successful review, the supplier will be officially registered in SUAD’s supplier database. 
  
  
• A unique supplier ID or registration number will be assigned for tracking purposes. 

Step 5: Supplier Performance Monitoring 

• After registration, the supplier’s performance will be continuously monitored to ensure they meet the agreed-upon terms and quality standards. 

Registered suppliers must fulfil the following ongoing responsibilities: 

Update Contact Information: Suppliers must promptly inform the procurement department of any significant changes to their operations or compliance status. Procurement will not be held responsible if a supplier misses out on a tender or a Purchase Order due to outdated contact information. 

Adherent to Terms and Conditions: Ensure compliance with all terms set by SUAD, which may include: 

• Contract Terms: Agreed pricing, delivery, quality, and payment terms. 
  
  
• Confidentiality: All business information submitted during the registration process will be treated as confidential. Similarly, suppliers are required to maintain the confidentiality of all information received from SUAD and ensure that it is not disclosed to unauthorised parties. 
  
  
• Conflict of Interest: Suppliers must disclose any potential conflicts of interest that may affect their participation in the procurement process. 
  
  
• Termination Clause: In relation to all Contracts/Purchase Orders issued to the supplier, SUAD reserves the right to remove any supplier from the approved list if they fail to meet established performance standards or breach the terms and conditions of the contract. 
  
  
• Comply with Standards: Maintain compliance with the organisation’s quality, health, safety, and environmental standards. 
  
  
• Maintain Documentation: Keep all relevant legal, financial, and compliance documents up-to-date and provide updated copies upon request. 

Supplier registration is not a one-time process. Suppliers will be required to go through periodic reviews to ensure continued alignment with the university’s needs.  Regular performance evaluations and updated documentation are necessary for maintaining active status in the supplier database. 

  

For inquiries, please contact SUAD Procurement Team during official working hours via the following email address: 

Email: procurement@sorbonne.ae