Purchases over 100,000 SEK
If you want to buy something between 100,000 and 700,000 SEK and there are no frame contracts or local contracts, you need to conduct a direct procurement. All purchases exceeding 100,000 SEK also need to be documented in Lund University's document management system W3D3. Templates and a checklist are available in both Swedish and English to assist you.
Points 1-9 describe how to proceed
1. Calculate contract value
To ensure the value falls within the range of 100,000 to 700,000 SEK, start by calculating the contract value. If it involves equipment, include all costs over the estimated lifespan, such as spare parts, consumables, reagents and any options like accessories, maintenance and service agreements after the warranty period.
The calculation method and considerations are described on the Staff Pages:
Calculating the contract value - Staff Pages (lu.se)
2. Contact KC Purchase
Inform SusanneEiswohld, susanne [dot] eiswohld [at] chem [dot] lu [dot] se at KC Purchase what you intend to buy, the contract value and who the contact person is. An administrator is appointed who will manage the procurement process. The administrator will open a case in Kommers and W3D3. The diary number generated should then be stated on all procurement documents.
For support you will recieve a checklist with all steps from the administrator.
3. Request for quotation and possible contract
The request for quotation and contract are written in consultation with the administrator. Templates are provided by the administrator.
The administrator sends the request for quotation and contract to at least three suppliers, if there are that many. Allow a response time of at least 2 weeks and validity of the quotation for 3 months. Direct procurement can take time if a contract needs to be negotiated with the selected supplier. Any questions from the tenderers are sent to the administrator who then forwards them to you. The quotations are also sent to the administrator.
Please note that confidentiality applies until the results have been communicated to the suppliers.
4. Evaluate quotations
The administrator will send the quotations, after the final response day. Evaluate and choose which supplier has won. Write a motivation to the decision.
The administrator will notify the suppliers.
5. Establish a contract
Establish a contract with the supplier if necessary.
Adjust the contract together with the administrator. Once terms are agreed upon, the head of Division should sign two paper copies for Lund University. The administrator assists with administration and ensures the selected supplier receives the contracts for signature, with one signed copy returned. The contract is then archived.
6. Report for direct procurement over 100.000 SEK
The report can be generated i Kommers alternative made on paper. Template is provided by the administrator. Have it signed by the head of department.
Paper document is given to the administrator for archievation.
7. Register the order in OSYS
Register your order in OSYS and remember to specify in the comments if multiple activities should be used for payment.
8. Place the order
The administrator sends an official order to the supplier via the Proceedo purchasing order system.
9. Ending the procurment
The administrator closes the procurement in Kommers and archives in W3D3.
If you want to learn more about how direct procurement works, you can visit the Employee Web:
Direct award of contract - Staff Pages (lu.se)