Procurement and direct procurement

For purchases which have not been made in WISUM , via KTHs central agreements  or via governmental procured agreements ( avropa.se ), it is required various information and documents to support the purchase, in some cases a direct procurment decision and a diary number which needs to be provided when the invoice is to be approved in Agresso. Click on the amount below that corresponds to your intended purchase. 

50 000 - 99 000

100 000 - 700 000

over 700 000 ( contact the school's procurement manager )

Procurement

The procurement group (central KTH) is responsible for completing all procurement over the direct procurement limit for 700.000 SEK

Twice every year 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.

Examples of what you can start with:

• Market survey/ analysis of your needs.

• Technical requirements specification

- Background, tender object

- Technical requirements

Direct procurement

Depending on the amount of the direct procurement, documentation, information and in some cases a direct procurement decision are needed. See below within which cost range the direct procurement is within to contact the right support function within the school.

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 700 000 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.

Total amount of purchase:

1 - 49 999 SEK

You are responsible for documenting your purchase in a document. It must include the following information

You need to:

• brief background / purpose
• total price
• choice of supplier

50000 - 99 999 SEK

NOTE! All direct procurements over 50.000 SEK must be documented and recorded. You contact your department's purchasing manager  to get the form for this.

The form must include the following information:

• brief background / purpose
• choice of supplier and motivation for this
• technical specification

The above-mentioned form has been developed to facilitate the work , contact your department's purchasing manager  to gain access to it.

After approved direct procurement, you will receive a diary number that must be stated when the invoice is aproved in Agresso and that your direct procurement is archived by your purchasing manager at the department.

100 000 – 700 000 SEK

This procedure is more extensive and means that in dialogue with the school's purchasing and procurement manager , you choose a procedure. Contact the school's purchasing and procurement manager for more information on how to proceed.