Coordinated framework agreements in Sweden
The National Procurement Services is a department within the central government authority Kammarkollegiet since 2011. The main task of Kammarkollegiet is to provide administrative, legal and financial services to other public organizations.
The task of the National Procurement Services is specified in the government regulation concerning Kammarkollegiet and in the ordinance on coordinated public procurement (1998:796). In short, the task is to offer central government authorities coordinated framework agreements for goods and services of general use. In the area of information and communication technology (ICT), local and regional authorities as well as central government authorities can use these framework agreements.
Central government authorities are obliged to use the National Procurement Services framework agreements unless they find another form of procurement better overall. When a central government authority decides not to use a coordinated framework agreement for a particular procurement, the authority is obliged to notify the National Procurement Services of the reason.
The National Procurement Services concludes and administers more than 1 900 unique framework agreements over 43 fields, for example a wide variety of ICT products and services, office furniture, office equipment, hotels and conferences, safety and security, transportation and vehicles etc.
There are two exceptions to The National Procurement Service´s task to conclude framework agreements:
- Framework agreements for financial management systems and personnel management systems. These are handled by the National Financial Management Authority (Ekonomistyrningsverket, ESV). However, in 2018, these framework agreements will be moved to the National Procurement Services.
- Payment services and debit cards. These are handled by the National Debt Office (Riksgälden, RGK).
The National Procurement Services is financed by fees charged from each supplier party to a framework agreement, in proportion to the supplier's turn-over resulting from call-offs. The department's economic goal is full coverage of costs. Every year, the government decides how the financial results should be disposed. In 2016, the total turn-over derived from these coordinated framework agreements amounted to approximately EUR 1.4 billion (SEK 14.1 billion). This can be compared to to the total value of goods and services procured by central, regional and local public authorities in Sweden which amounts to approximately EUR 66.4 billion (SEK 634 billion 2014) (about 20 % of GDP). These figures are very rough but they might provide a reference as to the economic scope of the coordinated framework agreements in Sweden.
The National Procurement Services has developed a work process in order to ensure quality in the procurement activities. An electronic procurement system was implemented as activities begun in 2011. Feasibility studies are carried out in cooperation with users, i.e. representatives from central government authorities and, in the case of ICT products and services, regional and local authorities. When defining requirements for the tendering process, social and environmental aspects as well as the possibility for small and medium-sized enterprises to place tenders are taken into account.
An important part of the work process is active contract management. This means that the framework agreements are followed up continuously during the duration of the contracts. The contract managers help the procuring entities conduct call-offs from the framework agreements and follow up the terms of delivery in close contact with the users as well as the suppliers. External audits of suppliers are carried out by professional audit firms. In order to provide effective support to both procuring entities and suppliers, electronic forms have been developed for the call-off process.
Information and support
This website, avropa.se ("avropa" meaning call-off in Swedish), is the primary means of communication with procuring entities and suppliers. The website has approximately 1 500 visitors daily.
The phone number and e-mail address to each Contract Manager is published on the website avropa.se.
Service shared mailbox: email@example.com