Direct award of contract

In order to carry out a direct procurement with a value of 100,000 SEK or more, you must have the Purchaser authorisation in Kommers. You apply for authorisation in Lucat. You will also need to complete the online course below which you will find in Kompetensportalen.

Purchasing in the absence of an agreement – direct award procurement

Step 1 – Obtain pre-approval

To conduct a direct award procurement, you must ensure that you have the pre-approval of the head of department/equivalent, or the approving officer to whom the head of department/equivalent has delegated the authorisation.

Step 2 – Is there a contract? 

Always start by searching the university-wide contract catalogue Kommers. If there are contracts for what you need to buy, order according to the instructions in the contract catalogue.

• Log in to Kommers

Step 3 – Calculate the value 

If there is no agreement, the value of the procurement is to be calculated.

Here you can read about how to calculate the contract value.

Here you can read about what to do if the value is below 100,000 SEK.

Here you can read about what to do if the value is above 100,000 SEK but below 700,000 SEK.

If the calculated value is SEK 700,000 or more, an advertised procurement is normally to be undertaken. These pages explains how to proceed when the calculated value is SEK 700,000 or more. 

Here you can read about what to do if the item you are purchasing costs between SEK 700,000 and 1,546,202.

Here you can read about what to do if the item you are purchasing costs more than SEK 1,546,202.

If the value is less than SEK 100,000

Do a price comparison between a number of suitable suppliers and place your order. 

In the case of higher amounts, do a more detailed price comparison. It is advisable to apply one of the templates for commercial terms

Commercial terms Goods (PDF, 206 kB, new tab)

Commercial terms Services (PDF, 186 kB, new tab)

If tenders are received in writing, all suppliers who have submitted a tender are to be notified in writing of  which supplier was selected. You can use these templates when notifying suppliers:

Template reply to the awarded supplier (Word, 97 kB)

Template reply to the not awarded supplier (Word, 97 kB)

The written communication and any request for quotation and quotations must be kept for one year.

If an agreement has been signed, it is to be registered and retained.

If purchasing from a shop, it is advisable to take a requisition with you from Proceedo, as well as the document “Payment and Invoicing Terms”. Check that the company in question will accept requisitions. You can also place an order via telephone, email or the company’s website. 

Payment and Invoicing Terms (PDF, 149 kB, new tab)

In certain cases, payment can be made using a debit card. See the Staff Pages (link) for more information.

However, buying a product or service with cash or as a personal expense is unnecessarily expensive and should be avoided.

Here you can read about payment with a debit card.

If the value is SEK 100,000 and over, but less than SEK 700,000

Direct award procurements are to be carried out in the University's procurement system Kommers. 

• Log in to Kommers

• Guide to direct award of contracts, in Swedish (PDF, 1186 kB, new tab)
• Guide to setting up a new contract, in Swedish, (PDF, 451 kB, new tab)

1. Ask at least three suppliers if there are that many available in the market. 

   You can choose to advertise your direct award procurement but there is no requirement to do so. The advantage of advertising is that you can get tenders from suppliers you may not be aware of.

2. Open all received tenders at the same time, after the deadline for submitting tenders has passed. 

3. When choosing suppliers, take into account e.g. price, quality, delivery time or other criteria you have specified in your invitation to tender. 

   In a direct award of contract, there is the opportunity to negotiate with suppliers, for example on price. Bear in mind that all suppliers must be treated equally. 

4. Inform the winner and decline the submitted tenders of the other suppliers in writing.
5. Sign a contract with the winning supplier if relevant.
6. Register the direct award using Kommers and archive according to the procedures in place in your organisation. The documents to be registered and retained are
    
   • Procurement documents
   • Communication pertaining to the case
   • Questions, replies and additional information
   • Winning tender, including any clarifications and additions
   • Direct award procurement report
   • Agreement

The Public Procurement Act

The Public Procurement Act (LOU) regulates in detail the permitted activities of public authorities with regard to the purchasing of goods or services.

Read more about LOU (Swedish)

Read more about public procurement on National Agency for Public Procurement's website