The procurement process

Purchasing and procurement

Step 1: Check that there is an existing agreement

Before starting a purchase or procurement, it is important that you first check whether there already is one: 

• existing State agreements on Avropa.se.
• search for existing agreement at Mid Sweden University.

Step 2: Calculate contract value

If you do not find an agreement to use, it is the total cost of your purchase, that is, the contract value, that determines how you should proceed. There is a lot to consider when calculating the contract value. Since the total cost controls, you need to take into account the entire university's need for the product or service during the contract period. 

 Calculate contract value in procurement LÄNK

Step 3: Procurement assignments

When your calculation shows that the contract value exceeds SEK 100,000, you should fill in the template Procurement assignments. The authorised signatory is the person who, in his or her role, has the right to sign contracts for the estimated procurement amount. 

Once the template is filled in, send it to the Procurement function. After that, procurers will contact you for more information and a start-up meeting. 

Submit a Procurement assignment in the Service Portal

Step 4: Substrate design

Regardless of the type of procurement, you must produce a procurement documentation. For procurements exceeding SEK 100 000, the documentation must be drawn up in cooperation between the purchaser and the purchaser. 

As the client, you are responsible for the requirements of the procurement. The buyer, in cooperation with the client, shapes the requirements so that they fit the procurement form and legislation. 

Step 5: Advertising

When the documentation is ready, it is time for advertising in the procurement system. This is done by the buyer. The advertising period depends on the value of the procurement and the procurement procedure and ranges from fifteen to thirty (15-30) calendar days.

Step 6: Tender opening and evaluation

When the advertising period has expired, it is time for the opening of tenders. This is done by the procurement function. Once the bids are qualified, the process proceeds to evaluation. The evaluation is done by you as the client. The buyer and the buyer go through the results together. 

Step 7: Allocation and blocking of contracts

When the buyer has reached a result, the buyer writes an award decision that is signed by the authorised signatory in accordance with the delegation order. Thereafter, the award decision is published by the procurer in the procurement system and a statutory block of ten (10) calendar days enters into force. 

Step 8: Contract signature

If no review has been received during the ten (10) days of the block, the process proceeds with contract signing. The buyer then sends out the contract for electronic signature to authorised signatories.

Step 9: Purchasing and ordering

Once the contract is signed by both parties, the procurement process is complete. The customer then places his purchase order with the supplier in order to order the goods or services that have been procured.

Form for Purchase Order/Order can be found on the page: 
Forms and templates LÄNK