Procurement for impact, value and purpose

Griffith University spends more than $244 million a year on a range of goods and services to support the delivery of education and research across our five campuses and beyond. We consider the economic, environmental and social impacts of our actions and ensure that all procurement activities align with our core principles and values.

Our procurement and supply activities are guided by six core principles outlined in the Procurement and Supply Policy.

These principles ensure best value and innovation from suppliers through efficient, fair, competitive, honest, and transparent processes. They support the delivery of the University’s strategic objectives and operational priorities, while creating meaningful impact aligned with our environmental and social values and commitment to the United Nations Sustainable Development Goals.

We apply a responsible procurement approach that incorporates environmental, social and governance (ESG) considerations, along with health and safety and disability access and inclusion.

The policy also embeds reporting, risk management, and continuous improvement to strengthen procurement outcomes and requires compliance with all relevant legislation, regulations and standards, some of which are listed further down on this website for reference.

The policy applies to all staff, university appointees, controlled entities, and all procurement and supply activities conducted by or on behalf of the university, regardless of funding source.

Our Supplier Code of Conduct

Our ethical, social and environmental expectations for suppliers are articulated in our Supplier Code of Conduct, which is aligned with the Queensland Government Supplier Code of Conduct. Our Supplier Code of Conduct is grounded in our values, as well as global and Australian legislation, standards, principles and policy.

8 Decent work and economic growth 12 Responsible consumption and production 16 Peace, justice and strong institutions

Sustainable Development Goals

Griffith University is aligned to the United Nation's Sustainable Development Goals (SDGs) and is committed to promoting decent work and economic growth, advancing the principles of responsible and sustainable consumption and production, and advocating for peace, justice, and resilient institutional frameworks.

Provide full, fair, and reasonable opportunity for Queensland suppliers including local and social benefit suppliers.

Contribute to the delivery of relevant Queensland Government targets and commitments.

Embed disability accessibility and inclusion requirements in our sourcing documentation and contracts.

Support inclusive and sustainable economic growth through fair and productive employment and decent work opportunities for all.

Promote social justice by tackling modern slavery in our operations and supply chains.

Our approach to responsible procurement

Griffith University is committed to promoting decent work, fair treatment of employees and the protection of workers’ rights. We are required to comply with the Fair Work Act 2009 (Cth) and the National Employment Standards (NES), which outline minimum employment entitlements for all employees in Australia. Enterprise Agreements are in place for Academic staff and Professional and Support staff. These include employment relationships, salaries and benefits, hours of work, leave entitlements, performance review and disciplinary procedures, cessation of employment, and other matters such as career development and training, working overseas, workplace bullying, union recognition, apprentices and trainees, intellectual and academic freedom and individual grievance resolution. They also outline provisions relating to contracting out of work carried out by Griffith employees.

Our procurement policies and processes, including the Supplier Code of Conduct, require all third-party suppliers to comply with all applicable workplace laws and regulations, as well as relevant University policies and procedures that support and protect their employees. This includes but is not limited to:

  • freedom of association, the right to collective bargaining and workplaces free of harassment
  • fair working conditions and wages, including safe and healthy workspaces, entitlements, superannuation and workers compensation
  • not discriminating unlawfully in hiring and employment practices, including salary, benefits, advancement, discipline, termination, retirement, race, religion, age, nationality, social or ethnic origin, sexual orientation, gender, political opinion or disability.

In addition, we expect our third-party suppliers to confirm their commitment to ending domestic and family violence and have processes in place which complement existing legal protections as outlined in our Supplier Code of Conduct.

When outsourcing, engaging or changing a third-party supplier, to deliver a function or activity on our behalf, we work collaboratively with our third-party suppliers and specialist advisors as required on a case-by-case basis to ensure fair treatment of employees and the protection of worker’s rights. For example, the University engages with various service providers to deliver facilities management services. Our invitation and contract documents require:

  • Compliance with minimum wage requirements, working conditions and other entitlements in accordance with the Fair Work Act 2009 and National Employment Standards.
  • Compliance with Queensland Government Ethical Supplier Threshold which outlines the wage and entitle standards expected of suppliers who wish to do business with the University.
  • Adherence to modern slavery legislation and University policies focused on mitigating the risk of modern slavery and human rights exploitations in all its forms.
  • Compliance with University policies promoting gender equality, diversity and inclusion.
  • Compliance with work health and safety legislation and University policies focused on ensuring safe and healthy workplaces. This includes ensuring workers receive inductions and ongoing training and maintaining safe work method statements.
  • Commitment to ending domestic and family violence and have processes in place which complement existing legal protections as outlined in our Supplier Code of Conduct.

The University recognises that ethical employment practices are essential to long term social responsibility and will continue to strengthen its standards to ensure the fair treatment of workers and protection of workers’ rights throughout our supply chain.

Griffith University has a zero-tolerance approach to modern slavery and human rights exploitations in all its forms. We are committed to respecting human rights, promoting decent work and eliminating child labour, human trafficking and labour exploitation throughout our supply chains. Read our Modern Slavery Policy.

The policy applies to university staff, appointees, controlled entities, affiliates, students and suppliers, and requires adherence with key global and Australian legislation, standards, principles and policies such as:

We are committed to eradicating modern slavery from our operations and supply chains through collaboration, capability building and continuous improvement. We have developed a framework of policies, procedures and standards that guide us in the way we identify and address modern slavery risks, including due diligence and remediation processes, in our operations and supply chains.

We use the online, third-party platform Informed 365 to gain transparency in our supply chains. This platform also facilitates closer collaboration with our suppliers, helping them to deliver better results for their own supply chains and the people in their operations. All Griffith suppliers are required to register on Informed 365 and complete an initial modern slavery questionnaire. Aspiring suppliers will follow the link included in Griffith sourcing documents (e.g. tender documents), while existing suppliers will receive an invitation from Informed 365 to complete the assessment. Upon completion, each supplier will be assigned a risk rating that will trigger specific actions aimed to enhance, with our support, their approach to modern slavery.

Useful resources:

We also work with suppliers to help create or further develop their modern slavery practices through our modern slavery assessment improvement plan process. Griffith University works with the following affiliates to help combat modern slavery:

  • Australasian University Procurement Network (AUPN) University Anti-Slavery Program. The program has been created to help increase awareness and take appropriate risk-based action against modern slavery issues within the higher education sector.
  • Electronics Watch, their mission is to use public procurement leverage to promote and protect the rights of workers in global supply chains. Together with their affiliated public authorities and civil society monitoring partners, they coordinate industry-independent supply chain monitoring and facilitate the remediation of human rights abuses in public sector ICT and low-emission vehicle (LEV) supply chains.
  • The Mekong Club works with the private sector to bring about sustainable practices against modern slavery across the globe. Companies can join the Mekong Club as Members to enjoy a range of benefits, anti-slavery tools, resources, and consultations. They have created a community of like-minded peers across different industries, working together to address modern slavery. Through these efforts, their mission is to inspire and engage the private sector to work together towards creating a slave-free world.

Modern Slavery Statement 2024 Modern Slavery Statement 2023

Supporting Indigenous businesses

Griffith is committed to Reconciliation and values the inclusion of Indigenous businesses in our supply chain. These businesses are significantly more likely to employ First Peoples, making their growth a powerful pathway to increase economic participation and employment.

We align with the Queensland Indigenous Procurement Policy and actively contribute to the Queensland Government’s target to increase the value of contracts awarded to Indigenous businesses to 3% of addressable spend. Our procurement and supply practices, strategies and plans ensure Indigenous businesses have full, fair, and reasonable opportunities to compete for Griffith contracts.

Griffith is a proud member of Supply Nation and uses both Supply Nation and Black Business Finder directories to identify verified Indigenous businesses. Indigenous businesses are encouraged to register with these platforms.

Supporting social enterprise and local businesses

Griffith recognises the important role that social enterprises and Queensland-based small to medium enterprises (SMEs) play in delivering community impact and innovation.

We value the inclusion of social enterprises and local businesses in our supply chains and our procurement and supply practices, strategies and plans ensure these businesses have full, fair, and reasonable opportunities to compete for Griffith contracts.

Griffith also actively contributes to the Queensland Government’s target to sourcing at least 30% of procurements from Queensland-based SMEs.

Griffith University is committed to mitigating the impact of its operations and supply chains on the climate and the natural environment.

When undertaking procurement activities, we consider the following:

  • Prioritising ethically sourced and sustainably farmed food (including those harvested from terrestrial and aquatic ecosystems).
  • Prioritising purchases that minimise waste, reduce plastic waste and reduce use of plastic (especially single-use plastic) and disposable items.
  • Purchasing Australian-sourced, environmentally accredited paper products wherever possible.
  • Ensuring suppliers are compliant with all applicable laws and regulations relating to the environment, including any management and reporting obligations.

Griffith University is committed to preventing and ending domestic and family violence and ask our suppliers to confirm their commitment in our invitation and contract documents. This is also articulated in our Supplier Code of Conduct.

We expect our suppliers to take reasonable steps to have processes in place that complement existing legal protections. This includes whistle-blower, support line, appointed domestic and family violence contact people within the workplace, awareness education and education for line managers on how to respond to domestic and family violence disclosures from employees and workers.

Griffith University is committed to ensuring its suppliers comply with animal welfare legislation. Where a supplier is in charge of animals used to produce food and beverages provided to us, suppliers must comply with the relevant animal welfare legislation (including the Animal Care and Protection Act 2001 and regulations), related codes, standards and guidelines at a minimum, regarding those animals. This is communicated to our suppliers in our invitation and contract documents, as well as our Supplier Code of Conduct.

Creating a safe and healthy workplace

Griffith is committed to creating a safe and healthy workplace for our community, students, staff, contractors and suppliers, and we expect our suppliers to demonstrate the same commitment.

When doing business with us, contractors and suppliers should comply with our work health safety management system. This encompasses aspects relating to physical and psychological wellbeing, eliminating work-related injury, support, rehabilitation and responsibilities around safety and risk reporting.

When engaging with us under a contract, agreement or other documented work arrangement, we will work together with you to fulfil all work health and safety obligations. To do this, we ask you agree to comply with all obligations under Australian work heath and safety legislation and any/all other specific requirements, and supply goods to a minimum standard.

All requirements surrounding creating a safe and healthy workplace are detailed further in the Supplier Code of Conduct.

What we buy

Like many Australian universities, Griffith University’s supply chains are varied, covering several spend categories such as:

  • Corporate professional services
  • Construction, refurbishment and works
  • Buildings and grounds
  • Laboratories and research
  • Student services
  • IT software
  • Marketing and media
  • Human resources
  • Library services
  • Utilities and renewables
  • IT hardware
  • Travel and entertainment
  • IT professional services
  • Office related supplies and services
  • Telecommunications
  • Audio visual
  • Plant and equipment
  • Logistics and storage
  • Lecturer and teaching expenses
  • Property management

Engaging with Griffith

All suppliers must meet the requirements of the Ethical Supplier Threshold and comply with the Supplier Code of Conduct.

All suppliers must demonstrate compliance with appropriate legislation and standards (Australian or global). Depending on your industry, you may also need to demonstrate that you have the:

  • required qualifications and permits in place
  • relevant technical capabilities and experience
  • capacity to perform contractual obligations.

You will also need to:

  • demonstrate compliance with work health and safety legislation, your ability to meet Griffith work health and safety requirements and any specifications/scope of works and contract conditions that we supply to you as part of our procurement and supply processes.
  • demonstrate financial stability and have in place appropriate levels of insurance
  • collaborate with the university to end modern slavery across supply chains
  • agree to supply goods and services in accordance with Griffith’s Contract Conditions; where a contract has not been established, our purchase order terms and conditions shall apply.

Specific requirements will be outlined in the relevant documents inviting you to submit an offer.

Demonstrate ability to meet economic, environmental or social commitments

Griffith actively contributes to the delivery of relevant Queensland Government targets and commitments, as outlined in the Queensland Procurement Policy. When responding to quotes and tenders, you may be asked to meet relevant economic, environment or social commitments from this policy.

When you complete your quote or tender response:

  • ensure sure you include what you're already doing or what you can commit to
  • outline plans in your tender response if you choose to commit to an initiative
  • have evidence of your current or planned contribution, as we may request it.

When procuring goods and services, Griffith may prioritise companies that are local, employ locals, have a local factory or office, or buy Queensland goods and services.

Therefore, you may need to meet economic requirements in your quote or tender response.

Consider these questions when demonstrating how your company's work is good for the local economy:

  • Are you a local supplier?
  • Do you engage local employees?
  • Do you employ local apprentices or trainees?
  • Do you use local businesses or contractors?
  • Do you use local Aboriginal or Torres Strait Islander businesses?
  • Do you have a back to work program to assist long-term unemployed and youth unemployment?

When procuring goods and services, Griffith may prioritise the positive impact a company is having on the environment, as well as the product or service they provide. Therefore, you may need to meet environmental requirements in your quote or tender response.

Consider how you can demonstrate your company’s environmental responsibility through actions such as:

  • recycling
  • reducing waste
  • reducing plastic use
  • reducing hazardous and toxic substances use and ensuring their correct disposal
  • using solar power or other renewable energy sources
  • using water-saving taps
  • using energy-efficient light bulbs
  • having measures to reduce energy, water and waste bills.

When procuring goods and services, Griffith may prioritise companies that make a difference, such as:

  • buying from social enterprises that support people facing disadvantage
  • having policies that support staff affected by domestic and family violence.

Therefore, you may need to meet social requirements in your quote or tender response.

Consider these questions when demonstrating your company's social contribution. Does your business:

Register as a vendor

Griffith University contracts new vendors to strategically deliver and maintain ongoing improvements. This ensures that we can always provide valuable services and management.

Learn more

Our approach to the market

Griffith contracts are usually advertised through a sourcing process reflective of the value and risk the opportunity presents.

As part of our planning process, we will determine the most appropriate strategy to approach the market, which considers factors such as our business requirements and market capability. We may use one of these methods:

  • Limited offer method—Griffith invites a supplier/s of its choice to submit an offer.
  • Selective offer method—where suppliers that have met pre-established criteria are invited to submit an offer.
  • Open offer method—all interested suppliers may submit an offer in response to an advertisement placed by Griffith in QTenders.

We may also elect to source from existing contracts or panel arrangements established by Griffith, the Queensland Government, other government agencies, University Procurement Hub, CAUDIT and other contracts/panel arrangements available to Griffith such as LocalBuy.

You can look for upcoming procurement opportunities or register as a supplier to be notified about future tender opportunities:

Our contract conditions

Griffith uses a range of contract conditions to establish the terms and conditions on which Griffith will contract with an organisation. Examples include:

Suppliers will be notified of which contracts conditions are applicable when invited to submit a quote or tender response. Where a contract has not been established, our purchase order terms and conditions shall apply.

Procurement process complaints

Suppliers have the right to make a complaint about any University procurement process.

Learn more

Invoicing Griffith

Invoices need to be compliant with tax legislation and include:

  • a statement that it is a Tax Invoice.
  • ABN number (if registered).
  • current Griffith University purchase order number; without this reference, payment may be delayed.
  • description of the goods/services provided.
  • bank account details.

All invoices should be emailed to fin-billto@griffith.edu.au

Please ensure invoices are in PDF format, and each attachment contains one invoice only (under 5mb).

Payment Run Schedule

Griffith University payments are typically released weekly.

Payment Terms

Our standard payment terms are thirty days from the date of invoice, unless other payment terms are dictated by legislation or executed contract.

Contact the Finance Service Team

finance@griffith.edu.au

07 3735 5444