The ITM school's environmental standards procedure for purchasing and procurements

1. Purpose

The purpose of this procedure is to describe how environmental requirements must be set, evaluated and followed up when purchasing goods and services at ITM.

2. Scope/Delimitation

The procedure covers procurement and purchasing including call-offs from framework agreements at the ITM school.

This procedure covers the ITM school and associated departments and sections. This is a local procedure; refer to KTH's central procedure (Swedish)  for more detailed information.

3. Definitions

For procurement terminology definitions, refer to the glossary here .

4. Responsibility

KTH central

• The head of procurement is responsible for planning, execution, follow-up and documentation of procurements above the direct procurement limit.
• The head of sustainability is responsible for supporting the procurement group, the school's and UF in respect of environmental requirements for procurements and purchases. The head of sustainability is responsible for compiling set requirements in an "Environmental Requirements List"
• Heads of schools and the head of administration are responsible for ensuring procurement procedure compliance and that where possible, environmental requirements are set to ensure local procedures are in place for procurement and purchasing that describe how environmental requirements must be observed and documented.

ITM

• The head of purchasing and the appointed purchaser must comply with applicable regulations.
• All employees are responsible for following ITM's  (in Swedish) prior to procurements or purchases and are urged to watch the video Procurement and Purchasing Process (Swedish) . This is a way of ensuring that environmental and sustainability matters are taken properly into account.

5. Implementation

Procurement and purchasing must be carried out according to KTH's general procedures, guidelines and policies. The life cycle of goods or services in terms of the environment and sustainability must be taken into account if relevant. Framework agreements must be complied with; purchases outside framework agreements may lead to litigation and damages. The framework agreement number must be provided for every purchase for the correct price to apply. Information concerning KTH's procurement and purchasing policy and procedures regarding the execution of procurements and purchases is available here . ITM has also produced the video Procurement and Purchasing Process (Swedish)  to provide information about the process.

When making procurements and purchases, take environmental and sustainability impact into account according to the established  (in Swedish, based on www.upphandlingsmyndigheten.se/ ). This is to reduce the ITM‑school's environmental impact and contribute to sustainable development.

When purchasing chemicals, refer to university-wide procedures for chemical handling (Swedish) .

Direct procurements

Purchasing managers or appointed purchasers who carry out direct procurements are responsible for applying environmental and sustainability requirements where possible. Direct procurements are usually carried out by the purchasing manager but may be delegated to an appointed purchaser. Direct procurements in excess of SEK 100,000 must be carried out by the purchasing manager according to KTH's central regulations. All purchases/direct procurements in excess of SEK 50,000 must also be logged by the purchasing manager at the school.

Call-off from framework agreement

In the case of call-offs, check if environmental and sustainability requirements can be applied, contract permitting. If there are products in the framework agreement that are more suitable in terms of the environment and sustainability than others, they must be selected.

For information regarding procurements above the direct procurement limit, refer to: KTH’s general procedures (Swedish)  (in Swedish).

All employees

Every employee is responsible for following ITM's  in procurements and purchases.

Anyone who feels unsure about environmental and sustainability aspects when procuring or making purchases must contact the purchasing manager  and the KTH sustainability office sustainability strategists; contact details are available here .

Deviations and proposals for improvements regarding KTH procedures and policies for procurement and purchasing must be reported to the relevant manager for a decision on action, and via the case handling system accessible via the intranet. Efforts to set environmental and sustainability requirements are reported in conjunction with the school's management review of environmental and sustainability work.

6. Documentation

The documents that should be logged usually concern exposure to competition (multiple offers) and order confirmation and supply agreements.

Direct procurements in excess of SEK 100,000 must be carried out and logged by the purchasing manager according to KTH's central regulations.

All purchases/direct procurements in excess of SEK 50,000 must also be logged at the school. This is done by the purchasing manager. Also applies to call-offs under existing framework agreements.

7. Appendices

Procurements and purchasing at KTH

ITM's environmental and sustainability aide-mémoire for procurements and purchases.

Procurement and Purchasing Process

8. Amendments log