Different procurement procedures
A procurement procedure may differ depending on the contract. Read about what to keep in mind when you call off a framework agreement, the rules regarding direct procurement and when we are required to make an advertised and open procurement.
Call-off from framework agreement
You can call off purchases of goods and services from both Mid Sweden University's own framework agreements and the government framework agreements procured by Kammarkollegiet. As a state authority, we are obliged to use the state framework agreements as much as possible. If there is no agreement that can be used for your purchase, the need is instead procured internally by the Procurement function.
Current framework agreements at avropa.se (in Swedish)
Framework agreement with one supplier
A framework agreement may have a single supplier. You can then make your call-off using the template "Call-off request in case of a call-off against a framework agreement". Please contact the procurement function to obtain templates and forms in English.
Ranked framework contract
Ranked framework agreement is an agreement with several suppliers placed in order based on the results of the procurement. When the agreement is ranked, you should always direct your call-off request to supplier one (1). If you thank the ranked one (1st) no to the assignment/delivery, you turn with your call-off request to the next supplier in the ranking, i.e. number two (2).
Please contact the procurement function to obtain templates and forms in English.
Procurement in the Service Portal
Call-offs under SEK 100 000
When the agreement is ranked, or if there is only one supplier in the framework agreement, each business makes the calls themselves when the value is less than SEK 100 000. If you need support, contact the Procurement function.
Reopening of competition
Reopening of competition is a kind of mini-procurement that invites all the suppliers of the framework agreement to tender and compete again. The supplier who best meets the needs and requirements of the client is awarded the contract. Reopening of competition is common in government framework agreements, but can also be found in some of our own framework agreements.
Call-offs over 100 000 SEK
When you handle call-offs exceeding SEK 100,000 or call-offs where you need to reopen competition, contact the Procurement function for help and implementation.
Procurement in the Service Portal
Direct procurement
As a public authority, through direct procurement, we have the opportunity to make purchases up to a maximum of SEK 700,000. This means that everything we buy into the university, according to law, is counted as procurement and thus subject to the requirements and rules mentioned in the Swedish Public Procurement Act (LOU 2016:1145).
Purchases up to 100 000 SEK
If the value of your purchase is less than SEK 100 000 for the entire contract period, the procurement must be made locally at your department or institution. Please use the documents below that form the basis and one of the contract templates. The contracts are signed electronically in the eduSign system. Do not forget to send the general terms and conditions to the agreement that is signed!
Then register the documentation together with quotations and agreements. If you have any questions or concerns, please contact the Procurement function.
Sign your contract in the eduSign system
Send agreement for registration in the agreement catalogue
Purchases over 100 000 SEK
If the value of your purchase exceeds SEK 100,000 for the entire contract period, you must fill out a procurement order (see forms below) and send it to the Procurement function. The procurement function then schedules a meeting with you and when the documentation is ready, direct procurement is advertised in the e-Avrop system.
Submit procurement assignments
Direct procurement of teaching consultants under SEK 100 000
A procured legal person (contractor/supplier) may not perform the same tasks as an employee of the university (worker). According to the Higher Education Act and the Higher Education Ordinance, teaching, examination and grading must be done by employees at the university. Only in exceptional cases where there is a lack of competence may a legal person be engaged as a contractor to carry out teaching. However, in the assignment, the legal person may never examine or grade as this is an exercise of public authority.
Before filling in and signing the "Direct Procurement Contract Template for Teacher Consultants", the following elements should be checked:
- Do you need an employee or a contractor?
- Is it an employee or contractor who will carry out the teaching?
Read more about employees and contractors:
- Checks prior to direct procurement by a teacher consultant
- Employing a teaching consultant - employees vs contractors
Please contact the procurement function to obtain templates and forms in English.
Advertised procurement or one-step procedure
When you are to purchase goods or services with a value of between SEK 700,000 and SEK 1,546,202, or if there is no framework agreement, the Procurement function makes an advertised procurement, a one-step procedure. The time for advertised procurement is usually 30 days, so that all suppliers can take note of the documentation and have the opportunity to submit their tenders.
Open procurement
When you are to purchase goods or services that are above SEK 1,546,202 and no framework agreement exists, an open procurement must be made. The procurement function will help you with this. Statutory advertising time for open procurement is at least 30 days.