The procurement process
The procurement process is divided into different stages. Here you can read about what to do and in what order.
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.
- 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
Step 3: Procurement assignments
When your calculation shows that the contract value exceeds SEK 100,000, you should send in an Procurement assignment in the Service Portal. The authorised signatory is the person who, in his or her role, has the right to sign contracts for the estimated procurement amount. After that, procurers will contact you for more information and a start-up meeting.
Submit a Procurement assignment in the Service Portal
Step 4: Preparation of procurement documentation
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 client and the procurer.
As the client, you are responsible for the requirements of the procurement. The procurer, 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 procurer. 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 procurer and the client go through the results together.
Step 7: Allocation and blocking of contracts
When the client has reached a result, the procurer 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 procurer 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 client then places his purchase order with the supplier in order to order the goods or services that have been procured.
Please contact the procurement function to obtain templates and forms in English.