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 KC Purchase what you intend to buy, the contract value and who the contact person is. KC Purchase will open a case in Lund University's document management system. The diary number generated should then be stated on all procurement documents.
Someone at KC Purchase will be responsible and assist you with the procurement process.
For support you will recieve a checklist with all steps from KC Purchase.
3. Send a request for quotation/invitation to tender
Send a request for quotation to at least three suppliers if available. Use the request for quotation template you find via the link below. 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.
Please note that quotation should be sent to all suppliers on the same day. Don't forget to send copy the responsible person at KC Purchase.
Template for Request for Quotation - Staff Pages (lu.se)
4. Evaluate quotations
Open received quotations after the final response date at one time.
Evaluate and choose which supplier has won.
Accept the winning supplier and decline the others in writing using the templates you find on the Staff Pages.
Template reply to the awarded supplier_- Staff Pages (lu.se)
Template reply to the not awarded supplier - Staff Pages (lu.se)
5. Establish a contract
Establish a contract with the supplier if necessary.
Use the contract template you find via the link below. KC Purchase can assist with the review.
Once terms are agreed upon, the Head of Department should sign two paper copies for Lund University.
KC Purchase assists with administration and ensures the selected supplier receives the contracts for signature, with one signed copy returned to KC Purchase.
Contract template Equipment - Staff Pages (lu.se)
6. Complete the report for direct procurement over 100,000 SEK
Complete the report for direct procurement and have it signed by the Head of Division/Unit.
Use the template you find via the link below.
The original document is submitted to KC Purchase.
Report for Direct Procurements over SEK 100000 - Staff Pages (lu.se)
7. Submit all procurement documents to KC Purchase
Send the request for quotation, all quotations, and any other relevant email communication electronically to the responsible case handler at KC Purchase. The documents will be registered together with the contract and report.
8. 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.
9. KC Purchase places the order
KC Purchase sends an official order to the supplier via the Lupin purchasing order system (Proceedo).
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)