Direct Award Contracts

Select the requirements specification and contract templates based on whether you are procuring goods or services.

If contract is low-value, it may be sufficient to send an ordinary email specifying your requirements.

Edit the templates and remove the comments in the right-hand margin (activate the review function in Word).

State how you intend to evaluate tenders (lowest price, highest performance, etc.).

If necessary, you can attach the relevant standard contract to your requirements specification and contract template, such as ALOS05 for goods. Attach the relevant contract template and any appendices when you send the requirements specification.

Always state the deadline for tenders.

Check that the tender meets the specified requirements and that the supplier has quoted a total price and accepted the contract template. If anything is unclear, email the supplier to obtain clarification. Evaluate the tenders based on the criteria stated in your tender documentation. Write a brief justification for your choice. Feel free to use our evaluation template.

The University shall only do business with companies that have paid their taxes and social security contributions pursuant to applicable rules in the country where the company is registered. Swedish companies must also be approved for F-tax. If you employ a sole trader who is not approved for F-tax, you must also pay employer contributions and social security contributions in addition to the invoice.

Before you enter into a contract with a Swedish company, always check that it has paid taxes and social security contributions and is approved for F-tax on the Swedish Tax Agency website. Once there, enter the company registration number and your own email address to receive the information by email. If you have any questions, call the Swedish Tax Agency on +46 (0)771 567 567.

If the Swedish company you intend to enter into a contract with is unknown, or if you are placing a high-value order, you should check that the company does not have any tax liabilities or other debts with the Swedish Enforcement Authority. You should also check the company if you suspect that something may be amiss. You can either call the Swedish Enforcement Authority on +46 (0)771-73 73 00 and state the company registration number, or send an email with the heading “Debt information for procurement purposes” and the company registration number to kontakt@kronofogden.se. The authority will respond within 48 hours.

Before entering into a contract with a foreign supplier: Ask the company to submit documentation proving that it is registered and that it pays taxes and social security contributions in the country in which it is registered.

You can formulate this requirement as follows:

1. Submit a copy of your company registration certificate issued by a competent authority or equivalent in the country where your company is established to verify that your company fulfills existing demands of company registration.

2. Submit a certificate from a competent authority or equivalent in the country where your company is established showing that your company has paid prescribed social insurances, taxes and other fees. The document must not be older than two (2) months before the day you receive this request.”

Edit the yellow-highlighted text in the contract template for goods or services.

Print two copies of the contract and have the head of department/equivalent sign them.

Send both copies of the contract to the supplier for signature. Ask them to return one signed copy.

Scientific instruments purchased from outside the EU may be exempt from customs duties (3–4% of the value). You can learn more about this under “Duty-free imports”.

Goods. Check that the delivery is complete and undamaged. If installation is not included, assemble and test the goods as quickly as possible. If installation id included, the supplier should perform a check of functionality. Never accept goods until they meet specified requirements and the supplier’s commitments. Ensure that any agreed training is provided.

Services. Check that the service has been provided in accordance with specified requirements and that any documentation has been delivered.

Payment. Never pay in advance. Pay after an approved delivery, check of functionality or when the service has been performed acceptably.