Procurement and direct procurement

If the product or service you are looking for does not exist in any agreement, you must make a procurement. Depending on the total value (in SEK) of your purchase, there are two different types of procurement processes at KTH.
If the sum is less than 615 312 (direct purchase limit) SEK, you will perform a direct purchase and if the amount exceeds this value, you will instead make a procurement.

Contact the school's purchasing manager for assistance in carrying out these purchases.

Procurement

The procurement group (central KTH) is responsible for completing all procurement over the direct procurement limit.

In early December, information will be sent to purchasing managers to enable schools to report the need for procurement support to the procurement group. Purchasing manager sends the application form to the head of department who is responsible for distributing it within his department. Purchasing manager compiles the school's procurement needs based on the responses and sends it to the procurement group. The procurement group prepares an overall plan for the school's procurements, the school management in turn is responsible for making an order of priority according to this plan. The finalized activity plan is sent to the procurement group and those who have applied for procurement support by the purchasing manager.

The procurement group has overall responsibility for procurement, the school has responsibility for the content of the requirements specification / assignment description and that resources are available so that the procurement can be carried out on time. The school is also responsible for evaluating the requirements specification / assignment description after the opening of tenders.

Important to remember, when you have been notified that you have received a procurement support is that you begin prepare for the procurement to save time. You can always contact the purchasing manager for assistance on what you can do in advance.

Examples of what you can start with:

• Market survey/ analysis of your needs (must be completed before contacting the procurement group).

• Technical requirements specification

- Background, tender object

- Technical requirements

At the moment, KTH:s information pages regarding procurement are closed for revision.

Direct procurement

Before the direct procurement is commenced, there must be a decision that the it can be made and by whom. Use the form Templat Approval (June 2020).docx (docx 69 kB) , explain why you have chosen the procurement procedure, "direct procurement", which products are involved, the project to be charged, and the total sum for the purchase. The person who has the right to decide and sign this document has been determined according to Delegation, signing on procurement . The document must be sent to the purchasing manager.

Goods and services may be directly procured given:

  • that what you need is not included in a framework agreement
  • that what you need to buy has a maximum sum of 615 312 SEK excluding VAT
  • that what you need is a onetime purchase or is rarely bought.

Repeated direct purchases of the same product or service are not allowed. It is also not permitted to divide the contract into several smaller parts to fall below the procurement limit.

There are two procedures for direct procurement, contact the purchasing manager, and you will receive all the documents that you need to perform your purchase correctly.

Total amount of purchase:

1 - 49 999 SEK

In short, you send out a request to at least three suppliers, where you present your technical and commercial requirements, evaluation procedure and how the suppliers should submit their bids. Use Checklist Direct Procurement (xlsx 15 kB)  (sheet 1-49999) to help you make such direct purchase correctly.

50000 - 99 999 SEK

NOTE! All direct purchases of a sum above 50,000 SEK must be documented and archived according to KTH:s routines (diarieförd) (purchasing manager is responsible for this). Send out a request to at least three suppliers, where you present your technical and commercial requirements, evaluation procedure and how the suppliers should submit their bids. To simplify, there are templates for this procedure, which you can get from the Purchasing Manager. Use Checklist Direct Procurement (xlsx 15 kB)  (sheet 50000 - 99999) to help you make such direct purchase correctly.

100 000 – 615 312 SEK

This procedure is more extensive and that means, among other things, that you have to advertise your request in the KTH procurement system Tendsign. Use Checklist Direct Procurement (xlsx 15 kB)  (sheet 100000 - 615312) to help you make such direct purchase correctly.