Guide to the purchasing process

The aim of this guide is to give Lund University employees a basic introduction to the purchasing process at Lund University (including purchasing, call-off orders from a framework agreement and procurement).

All purchasing requires time, planning and knowledge. If there is no framework agreement for the product required (either goods or services), a public procurement must be carried out. The person who is to perform the procurement can receive assistance and advice from the Purchasing and Procurement Office in the Finance Division.

Purchasing should be coordinated between departments and with other universities, government agencies or other public authorities where possible. Funding for the product must be earmarked for the purchase.

Financing

Before the tender process is started, a decision on procurement must be taken in accordance with the delegation rules (usually by the head of department/equivalent). Use the "Beställning av upphandling" form, which regulates who administers the tender process and who has the power to sign other documents.

Forms and templates (in Swedish, opens in new window)

Documentation

All purchases shall be documented and entered into the register. The University’s regulations lay down which documents are required for the different procurement processes.

Value of the tender/contract

The value of the tender is calculated on the basis of the entire public agency’s collective requirements in the course of a normal tender period. Lund University is counted as one (1) public agency. The value of a contract shall be calculated exclusive of VAT and for the entire duration of the agreement. Any options and extension clauses in the agreement shall also be included in the calculation if they will be used. Premiums or compensations that will be offered to the tenderers or candidates shall also be included in the calculation. If a tender includes both goods and services, the value of the contract shall be calculated on the basis of the total value of the goods and services procured. Repeat purchases of the same category of goods, services or works in the course of a financial year shall be calculated together.

A tender may not be divided up and the calculation may not be constructed with the aim of coming in under the threshold or the direct procurement limit. For example, it is not permitted to enter into agreements with several different suppliers for the same category of goods, services or works in order to ensure that one or more of these agreements is under the threshold or the direct procurement limit. Instead, the value of the contract shall be based on the collective purchasing requirements of the public agency or unit for a certain category of goods, services or works in the course of one financial year.

It is important to calculate the value of the contract well in advance of the tender process(es), in order to avoid dividing the real value of the contract in an unauthorised manner and incorrectly coming under the threshold figure or the direct procurement limit. The various limits that regulate procurement at the University are as follows:

       SEK 0-284 000

       SEK 284 000-1 233 401 (threshold)

       Over SEK 1 233 401 (threshold)

Departments/equivalent administer tender processes under the threshold of SEK 1 233 401 and Purchasing and Procurement in the Finance Division administer tenders over this amount.

Tenders over SEK 284 000 may be administered by Purchasing and Procurement, time permitting.

Direct procurement (SEK 0–284 000)

Simplified procurement (SEK 284 000–1 233 401)

Tender processes over the threshold are administered by the Purchasing and Procurement Office in the Finance Division.

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