If the product or service is available through a framework agreement, no procurement is required.

1. Find local SU framework agreements
2. If no agreement is available at SU, the national framework agreement should be used
    

If the product or service cost under 100.000 SEK (Direct procurement), no documentation is mandatory but you still have to go through a simplified procedure.

1. Ask for quotas from at least three suppliers.
2. Out of the quotas, you choose that supplier/product that fits your requirements the best.
3. When the invoice is being paid, you shall write a short report of the quotas and why you chose the purchased product/service. This will be saved electronically together with the invoice.
4. Equipment that cost more than 25.000 SEK will be regarded as an asset and the cost will be paid over a number of years (normally 5 years) by monthly depreciations. The equipment will be marked with an ID number, and inventoried every year.
    

If the product or service cost more than 100.000 SEK but less than 615 312 SEK and no framework agreement exist, then the process must follow certain rules (Direct procurement). Contact our purchase officer Kicki Ryman and she can guide you.

How to conduct a direct award procurement

A) The Request for tender

A written approval from the SU central administration is needed before you start the process. This is done electronically via Serviceportalen. First ask for a “diarienummer/ dnr” from Kicki Ryman; kicki.ryman@su.se (Inköpssamordnare).
Beställning av upphandling or 
Requirement of procurement/call-off

When the approval is ready, you shall ask for quotas from at least three suppliers. You can do it by downloading the templates:
”DA-template Procurement documents” and ”DA-template Contract terms”

Enter the relevant information and remove nonrelevant information in the templates by adapting the yellow texts in the templates. 
You should also download ”Stockholm University’s General Terms and Conditions 2021”.
Download the ”Personal data protection agreement” if applicable (same link as above).

Write a general text for your request for tender and choose at least three suitable suppliers for the request for tender.

Send the Request for tender to the suppliers by individual e-mails, as the suppliers must not know which, or how many, other suppliers are invited. Send the e-mails as simultaneously as possible. State clearly which date that is the last day for tender.
The request for tender must include all relevant parts such as:
“Procurement documents XX”, “Contract terms XX”, “Stockholm University’s General Terms and Conditions 2021” and if applicable “Personal data protection agreement”.

B) Process, evaluation and choice of supplier/awarding of contract:

All information regarding the offers and the evaluation are confidential until the award decision has been made. Do not share any such information during this time.

Check your e-mail for questions and answer them promptly. The answers are valid before the original text. If your answers change the procurement documents in any essential way, you may consider to move the last day for tender accordingly.

The answers must be sent to all suppliers by individual e-mail, as simultaneously as possible. Be careful to remove any information regarding who put the question forward or other information that may show which the suppliers are.

The tenders must not be opened until the day after the last day for tender.

Document the process and the result, including the reasons why the winning supplier should be awarded the contract in “Template Procurement report”. Send a copy to Inköps- och Upphandlingssektionen.

Enter the information in "Template Award decision" and rename it ”Award Decision XX”. The award decision must be approved and signed by MBW's Head of Department, in accordance with Besluts- och delegationsordningen. 

All the tenderers must be informed of the award decision promptly. The message must include a copy of the decision and adequate information of why the winning supplier has been awarded the contract.

The procurement is now concluded!
The procurement confidentiality is lifted. Information in the tenders may however be protected/made confidential on the request of the tenderer. 

C) The Contract

Make applicable adjustments to "Terms of Agreement XX" regarding the supplier,
prices and other information from the tender. Rename it to "Contract xx".

Send the contract with attachments to the winning supplier as pdf files via e-mail. Print two copies of each original for each party, arrange signatures on both by one authorized signatory.
The contract is valid when both parties have signed!

D) Diary and Archive

Register the documents in the diary, and send any originals to the archive (contact Kicki Ryman and/or Alexander Malmstedt).

1. The procurement has to be done by the Procurement department at SU (in co-operation with you).
2. Contact MBW’s procurement co-ordinator Kicki Ryman, kicki.ryman@su.se, to get advice and inform her what you are planning to purchase.
3. Define the requirements of the equipment you want to purchase (for instance by checking the current market).
4. Contact the SU Procurement department (Inköpsavdelningen) to set up a meeting to start the procurement process. This process will take 3-6 months.
5. A procurement can be appealed against if you choose a product that does not best fit the described requirements. Therefore it is important that the requirements are relevantly described in the procurement.
6. The equipment will be regarded as an asset and the cost will be paid over a number of years (normally 5 years) by monthly depreciations. The equipment will be marked with an ID number, and inventoried every year.

All equipment that is purchased at MBW/SU belongs to MBW/SU, no matter financial source. If a researcher leaves SU it cannot be taken for granted that the purchased equipment can be taken along.