All procurements at SU must be performed according to The Public Procurement Act which is the law that is regulating public procurements. There are essential two things to consider when you start to plan your purchase which in turn will determine the procurement process.

  • Is the purchase covered by any framework agreements?
  • Is the expected value of the product or service below or above 615 312 SEK?

Framework agreements

Before you start any purchasing process always check if there exist any framework agreements or contract covering the specific product or service you plan to purchase. Also check if the product can be purchased through e-commerce. For SU employers local framework agreements must primarily be considered. Contract territories, potential suppliers and instructions for using local framework agreements at SU can be found in the Contract Catalog Notice that the Contract Catalog can only be accessed from a SU computer.

If the product or service can’t be found in the SU Contract Catalog next step is to check if the purchase is covered by any of the National Procurement Services agreements. Contract territories, potential suppliers, and instructions for ordering can be found at There is no upper limit when purchasing from the framework agreements. In order to make use of discounts and other benefits connected to an agreement it is important to follow the instructions for ordering from supplier covered by a framework agreement.

Direct procurement, <615 312 SEK

If the product or service can’t be purchased through any of the framework agreements it is mainly the expected price of the product or service that will determine how the procurement must be performed. For products and services where the expected value is below 615 312 SEK direct procurement can be used. Notice that the upper limit for direct procurement is the collected value for the same type of products for the whole university over one calendar year. Only if that total value is below 615 312 SEK direct procurement is allowed.
Also for direct procurement the estimated value will affect the procedure somewhat (see below). Direct procurement requires some type of market survey where offers from at least three different potential suppliers are compared. The offers must be documented and the choice of supplier must be motivated. The preferred tool to document the purchase can be found here:

Decision by the head of the Procurement section

All direct procurements where the expected value exceeds 100 000 SEK require a decision by the head of the Procurement section. For direct procurements the decision is prepared by filling in the form “Request for direct procurement”. Contact Fysikum’s procurement coordinator to get help to initiate this process.

Simplified procurement and Open procurement, >615 312 SEK

All procurements where the expected value is above 615 312 SEK have to be performed in collaboration with the Purchasing Section at SU. Contact Fysikum’s procurement coordinator to get help to initiate this process.
Also for procurements above the direct procurement limit the estimated value will decide which procedure that shall be used. If the estimated value falls in the range 615 312-1 427 377 SEK Simplified procurement can be used. Depending on what shall be purchased and the complexity of procurement process it is a process that takes between 3-6 months (excluding delivery time of the product). For products or services that is expected to cost more than 1 427 377 SEK a process called Open procurement must be used. In this case the complete procurement process takes 3-9 months depending on the complexity of product or service that will be purchased

Minimize environmental impact

Fysikum is working on implementing actions on all procurement levels to minimize negative impact on environment. For all purchasing you are therefore encouraged to include environmental requirements, such as

  • The tenderer shall have a chemicals management system
  • Any mandatory CE marking of offered equipment must be fulfilled.
  • Electric and electronic equipment must comply with the RoHs-directive regarding Mercury, Lead, hexavalent Chromium and the flame retardants polybrominated diphenyl ethers (PDBE) and polybrominated biphenyls (PBBs).
  • The documentation must contain instructions on how to minimize the environmental impact during installation, use, service and recycling/disposal, including instructions on how to minimize consumption of energy, water, consumable materials/parts and emissions in those cases when it is applicable.
  • Material in the instrument should not be added any of the SVHC substances on the Candidate List according to REACH or the SIN list, see respectively
  • Social responsible production. The supplier must have procedures in place to ensure that basic working conditions are respected in the supply chain.

For more information how to include these or other conditions in a procurement related to the environment and social conditions please contact Patrik Löfgren. 

For all purchasing and procurement you should strive to minimize negative impact on the environment by, for example, choosing products with low energy consumption, stand-by options and with an expected long lifetime. Also choose products that can be recycled and offer spare parts for replacement if they break. 

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