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The procurement process

 

Here is a brief information about the procurement process (regulated by the Public Procurement Act,).

The time it takes from when we get the assignment to a completed contract may vary. This depends on the nature of the project, time spent with the client and the procurement officer, and more.

Link to workflow procurement process

Market survey

A market survey is to be carried out by the department (or other corresponding organisation) to ascertain which suppliers offer the goods/services to be purchased, which functions, competencies, etc., can reasonably be demanded and an approximate price level. A number of suppliers, including newcomers to the market, should be contacted to ensure adequate competition.

Discussions with suppliers, visits to trade fairs, presentations, demonstrations and practical testing of goods and services, etc., may normally only be undertaken in connection with the market survey (in specific cases, demonstrations and testing can also form a part of tender evaluation) This can be done, for example, to assess new methods, instruments and services that have been developed.

Bear in mind that the needs of the University – not what suppliers wish to sell – should determine what is to be purchased.

 Request for tender documentation

Request for tender documentation serves to inform tenderers of the requirements that they and the goods/services in question are to meet and the criteria according to which tenders are to be evaluated. Please note that only the criteria (no more and no less) specified in the request for tender documentation may be applied in connection with tender evaluation.

Request for tender documentation consists of several documents, including a specification of requirements. The department in question bears main responsibility for determining the specific requirements that the desired goods/services are to meet. The Office for Procurement bears main responsibility for determining requirements with regard to tenderers and commercial matters (e.g., delivery conditions and payment terms).

In the request for tender documentation, “shall-requirements” or “must-requirements” are used to specify minimum requirements; tenders that fail to fulfil all shall-requirements are normally rejected. The point of shall-requirements is to highlight which factors are important from the standpoint of, for example, performance, capacity, availability, competence and design. Requirements that are set too high entail a risk that the advantages associated with competition will be lost. “Should-requirements” are used to specify characteristics that are desirable and provide added value. All requirements are to be characterized by clarity and easy evaluability. Doubt as to whether a requirement is met is to be avoided.

Public notice

The Office for Procurement publishes procurement notices on a publicly available database. Once a procurement notice has been published, all communication with tenderers generally occurs via the database.

- For the simplified procedure (value less than 1,233,941 SEK), we publish the contract for at least four weeks.

- For the open procedure (value exceeding 1,233,941 SEK<9 the law provides that the contract must be published for at least  30 days.

 Evaluation of tenders

Tenders are evaluated on the basis of either the lowest price principle, according to which the tenderer who fulfils all of the shall-requirements and offers the lowest price wins, or the financially most advantageous tender principle. In the latter case, a weighted assessment involving both price and should-requirements, in accordance with the model specified in the invitation to tender documentation, is carried out. The tenderer who has submitted the financially most advantageous tender wins.

Award notification

All tenderers are to be informed about which tenderer(s) are awarded contracts. An evaluation report that summarizes the tender evaluation is to be attached to the award notification. There is a standstill period of ten days after the award decision is sent before the parties can enter into a binding contract, to give other interested parties than the tenderer who was awarded the contract a timeframe for appealing the award decision.

Review procedure

Tenderers are entitled to apply to the Swedish administrative court for a reconsideration of any decision regarding winning tenderers. The court can decide:

• That the procurement process was carried out correctly

• That the procurement process may only be concluded after remedy is made

• That the procurement process must be undertaken again.

As a result, no contract may be signed before the 10-day standstill period has elapsed. In the event of a review procedure, no contract may be signed sooner than 10 days after the court’s decision has entered into effect.

Contracts

Once the standstill period has elapsed, contracts with winning tenderers may be signed and thereby enter into effect.

Archiving

Once a procurement process has been concluded, all associated documentation is registered and archived by the Procurement and Purchase Office. The archived documentation shall include records of any conversations with tenderers in the course of the invitation to tender and tender evaluation processes.

After a concluded procurement

Once a procurement has been completed, it is important that the department in question (or other corresponding organisation) follows up whether the contractual terms are in fact adhered to. This entails, among other things, that the following should be monitored:

• That agreed delivery times are followed

• The delivery conforms to what has been ordered and that any delivered goods arrive in undamaged condition

• That any agreed controls are carried out

• That payment is made in accordance with the contractually stipulated payment terms.

Exemption from duty

Scientific instruments purchased outside the EU can be exempted from customs duty (3-4% of the value).

Download the application by typing “Scientific instruments and apparatus” in the Web page (www.tullverket.se) search function. Send application, information about the price (signed contract / order confirmation), information about the instrument (brochure) and the Item / CN to Customs. Contact provider for CN and announce that you are going to apply for exemption from duty. Ask the supplier to forward received permission to the carrier.

Submit your application as soon as possible. The application must be approved when the instrument arrives in Sweden. Customs has a processing time of several weeks and retroactive permits are not issued. For questions, call the Customs hotline, tel. 0771-520 520.