Skip to main content

University-wide routine for environmental and sustainability requirements for purchasing and procurement

ROUTINE
Decision-maker:
Sustainability Manager
Effective from: 29 March 2019
Changes effective from: 23 November 2022
Registration number: V-2019-0355-07
Responsible for supervision and questions: KTH Sustainability Office

1. Purpose

The purpose of this procedure is to describe how environmental and sustainability requirements are established and followed up when purchasing and procuring goods and services at KTH.

2. Scope/delimitation

The procedure covers purchasing and procurement, as well as call-off procedures from framework agreements. In purchasing, procurement and call-off procedures, a life cycle perspective must be taken into account. This is done based on what KTH has control over, i.e., what is possible for KTH to control and influence.

3. Definitions

For definitions of procurement terms, see the glossary on KTH’s intranet under “Inköp och upphandling” (“Purchasing and procurement”).

University Administration (GVS)

4. Responsibility

  • The Procurement Manager is responsible for the planning, execution, follow-up and documentation of procurements that go beyond the direct procurement limit.

  • The Sustainability Manager is responsible for supporting the Procurement Group, schools and GVS with regard to environmental and sustainability requirements in procurements, purchases and call-off procedures, as well as for support in the follow-up of environmental and sustainability requirements during the contract period.

  • The Heads of School and University Director are responsible for ensuring that procedures for purchasing and procurement are followed and that environmental and sustainability requirements are established, where possible. They are also responsible for ensuring that environmental and sustainability requirements are followed up during the contract period and that local procedures for purchasing and procurement/call-off procedures are in place that describe how environmental and sustainability requirements are taken into account and how this is documented.

  • Employees at KTH who are responsible for purchasing, procurements and call-off procedures are responsible for following applicable procedures.

5. Implementation

Procedures for how purchases, procurements and call-off procedures are to be carried out can be found under “Inköp och upphandling” (“Purchasing and procurement”) on KTH’s intranet.

Procurements beyond the direct procurement limit

  1. Every year (usually in January), the Sustainability Manager and Procurement Manager go through the Procurement plan and document the procurements in which environmental requirements should be imposed.
  2. The Procurement Group invites the KTH Sustainability Office to participate in the procurements in which it has been deemed appropriate to impose environmental and sustainability requirements.
  3. The KTH Sustainability Office develops proposals for requirements, and these are documented in contract documents after discussion with the responsible party and responsible awarding officer. Requirements are written into the contract documents. On the website of the National Agency for Public Procurement, there is a criteria library for purchasing with a focus on environmental and social sustainability. These criteria can be used if they are relevant to the procurement and the purchase. KTH takes these requirements into account when developing its own environmental and sustainability requirements.
  4. The Procurement Group contacts the KTH Sustainability Office when it is time to follow up on the requirements in the established agreement. The KTH Sustainability Office participates in the follow-up of the requirements.

Direct procurements (direct award without prior contract notice)

Purchasing managers or appointed purchasers at the schools/GVS who carry out direct procurements are responsible for applying environmental and sustainability requirements, where possible. The schools/GVS have local procedures containing a description of how to proceed.

Call-off procedures from framework agreements

In call-off procedures, the Purchasing Manager or purchaser must take into account whether environmental and sustainability requirements can be applied (if the agreement allows). What is possible is stated in each agreement.

Follow-up

The following information is followed up annually and reported to the Swedish Environmental Protection Agency:

  1. Share of the total number of procurements and call-off procedures in which environmental requirements have been
    imposed.
  2. Number of procurements above the threshold for imposing energy requirements according to the
    Ordinance (2014:480) on Government Authorities’ Purchases of
    Energy-Efficient Goods, Services and Buildings.
  3. Financial value of registered procurements and call-off procedures with
    environmental requirements, out of the total value of procurements and call-off procedures per year.
  4. Description of what has positively or negatively
    affected the results.
  5. Description of any problems and gaps in the material, as well as
    how and when the authority plans to remedy these.
  6. Description of how the data has been produced.
  7. In the event of a call-off procedure against a state framework agreement, whether the authority has imposed its own
    environmental requirements, where possible.

The Procurement Manager is responsible for ensuring that the information requested in the Swedish Environmental Protection Agency’s reporting is received by the KTH Sustainability Office no later than the 20th of January of each year. The collection of information is coordinated and initiated by the KTH Sustainability Office.

6. Documentation

The Procurement Group’s Procurement Plan.

KTH’s report to the Swedish Environmental Protection Agency

7. Amendments log

Adopted version

Document date

Change

Name

06/00

2019-03-27

Revision of routine in the light of a new organisation for the administration and the environmental management system's new organisation and working methods where the environmental representative role is replaced by responsible functions.

Kristina von Oelreich

07/00

2021-03-29

Editorial changes due to new sustainability and climate objectives 2021-2025 (2045)

Sabine Micksäter

08/00 2021-10-20 editorial changes, removal of outdated appendix Veine Haglund
09/00 2022-11-23 Editorial changes Felicia Widing
Did you find this page useful?
Thank you for helping us!
Page responsible:kth-miljo@kth.se
Belongs to: KTH Intranet
Last changed: Nov 23, 2022