KCLSU is excited to announce the launch of the tender process to secure a supplier for KCLSU Sport and Physical Activity groups playing kit and activewear.

The goal of this project is to create a consistent and recognisable look for sport at King’s, as well as making sure all products are high-quality and affordable for student members of our affiliated groups.  

This tender process will be hosted through In-Tend; all supplier communication and applications should be done through this platform. Background information and documentation is also facilitated here.

Suppliers should submit initial pre-qualification question information in line with the timeline below:  

 

 

Student feedback and input is at the heart of this process. We’ve opened a short survey to hear what matters most to you when it comes to activewear, so KCLSU can make sure your priorities are reflected throughout the process. Please share your thoughts with us here using your KCL email. 

For those interested, you may find the Open Tender Pre-Qualification Document here. 

FAQs for KCLSU Student Groups: 

• Why is KCLSU conducting a tender for sports kit and activewear? 

KCLSU is moving to centralise the sports kit and activewear supply as we appreciate there is increased value for students that can be generated from a collective agreement as opposed to club-by-club agreements.  

In previous years, agreements and contracts have been held by the King’s Sport and Wellness University department. KCLSU has taken over ownership of the agreement for the coming cycle, which will ensure that students are at the forefront of any agreement, and all benefits of the agreement go directly to students and student groups. 

Having a centralised supplier will also help: 

1. Potentially reduce costs through bulk ordering and delivery. 
2. Ensure products are of a high-quality standard. 
3. Ensure KCLSU can support your groups with any disputes that may occur. 
4. Provide a point of collective identity across all KCLSU affiliated sports and physical activity groups, across campus and in competition.  
5. Ensure that supply is ethical, with all suppliers having to comply with the KCLSU ethical policies. 

• How will students be involved in the tender process? 

Throughout the tender, we want students and student groups involved as integral parts of the promotion and selection process. We encourage student groups to promote this opportunity to any suppliers that you’ve used previously and had positive interactions with, or let us know who they are so we can reach out with the details. During this time, you can also let us know what you prioritise when choosing your sports kit or activewear provider via our short survey here using your KCL email.

Once the application stage has closed, sport and physical activity student group leaders will be invited to a fair-style event where you can preview the offerings of each potential supplier. At this event, each of these groups will be asked to share their preferences from what they have seen via a Single Transferable Voting system – each group will have one vote. The results of that vote will then identify a shortlist for a panel stage, where a random selection of groups that cover our full offering will be invited to hear a complete pitch from each of the shortlisted suppliers, ask them questions and provide KCLSU feedback to inform the final decision.   

• How long will this tender process take? 

The process is expected to run throughout this academic year, with the contract in place for the 2026/27 academic year. Please see the planned timeline at the top of the page. 

• How will the KCL and GKT identities be protected? 

This process will not infringe on the KCL or GKT identities of any club. Any supplier will be expected to be able to facilitate the separate colourways and logos/crests of both. 

• We have a supplier that has provided good quality products in the past, can we involve them in this process? 

All suppliers are welcome, and you’re encouraged to share the details of a potential supplier with KCLSU or share the application information with the supplier directly. You are able to recommend a supplier via the feedback form at the top of this article.

• What happens if there is an issue with the selected supplier​? 

One of the benefits of having a centralised contracted supplier is that KCLSU will be able to support your clubs more closely with any issues you face. We’ll be able to gather wider feedback for any supplier, as well as support any individual cases.  

• Can we customise our items with the successful supplier? 

All groups will have the availability to make customisations to their designs within the KCLSU Brand Guidelines and supplier limitations. This is an area that sport and physical activity group leaders should consider when selecting their preferences for a potential supplier at the feedback points. It’s important to note that the customisation of items will likely extend the production timeline – for this reason, KCLSU will look to provide a default design for each KCL and GKT team that should have a shorter production timeline.  

• What will be the costs to use the central supplier? 

This will differ dependent on the supplier. It’s important that this is considered throughout the supplier selection process.  

• How do we know that the supplier will be good quality? 

This will differ dependent on the supplier. It’s important that this is considered throughout the supplier selection process.  

• How long will orders take to arrive? 

This will differ dependent on the supplier. It’s important that this is considered throughout the supplier selection process. Customisation and peak production times will inevitably affect the production timeline as well. 

• Will we have to use this supplier? 

This will ultimately rely on the final contract. However, KCLSU are intending that there will be an exclusivity agreement, with all branded sport kit and activewear being contracted to this supplier from the contract commencement.  

If the supplier cannot supply suitable playing kit for your activity, an exemption to the exclusivity will be agreed. If you have specialist playing kit, and this is something you are worried about for your activity, please contact KCLSU as soon as possible and before you submit your next order for playing kit. Exemptions will have to be agreed with the selected supplier and KCLSU directly. It’s unlikely that any general activewear or group hoodies, fleeces, etc. will be given any exemptions. 

Invoices and reimbursements requested for alternative suppliers once the contract begins will not be processed, unless an exemption is agreed prior to the order. 

This agreement will not apply to equipment such as balls, bats and protective equipment; however, the supplier may offer some equipment at discounted prices to those who have contracts with them. This is an area you may wish to take into consideration when providing your preference and feedback. 

• Can we use old kit from a different brand? 

There will not be a requirement for any club to discard or stop using existing branded kit or clothing. This contract will only affect purchases after the contract start date. 

It’s important that students who will be impacted by this tender engage where required to increase the chances that your preferences are taken into account. At this stage you can provide your thoughts via our feedback form here.If you have any further questions on this, please contact studentgroups@kclsu.org.