Public Procurement Training

1. Information

1.1 About Stockholm University

Stockholm University is characterized by openness and an innovative and cross-border activity in Sweden´s capital. Ranked as one of the world´s top 100 HEIs, Stockholm University is one of Europe´s leading institutions for higher education and research in human sciences and natural sciences.

Stockholm University was founded in 1878 with the ambition to renew the traditional universities in Sweden. Close contacts and an active exchange of experience and knowledge with the outside world characterize the business since its inception.

33,000 students, 1,600 doctoral students and 5,700 employees are active at Stockholm University. Within the science areas of science and human sciences, 190 study programs and 1,700 courses are offered.

Stockholm University contributes to knowledge development in a global perspective and in collaboration with others. This is done through education and research in the international front line, as well as in cross-border and multidisciplinary studies. In collaboration with the surrounding society, knowledge is made available to everyone through dialogue and participation in debate and social development.

More information about Stockholm University can be found on our website, www.su.se.

About the contracting institution

The Department of Computer and Systems Sciences (DSV) at Stockholm University is located in Kista, Stockholm. DSV does research and teaching at the intersection of human computer interaction. Within DSV is the Swedish Program for ICT in Developing Regions (SPIDER), which is a resource centre working with global digital development. SPIDER coordinates bilateral research partnerships funded by Sida. These partnerships are with universities in developing regions, and the coordination SPIDER focuses on sets out to support the Information technology (IT) growing needs at these institutions. IT is seen as supporting service that will support teaching, learning and research at the universities. These partnerships involve knowledge exchange sessions, capacity building, and in some cases working with the IT units to build their IT infrastructure and systems.

One such partnership is with the Royal University of Phnom Penh (RUPP) in Cambodia. RUPP is Cambodia’s largest public university, and has a goal of becoming the nation’s flagship research institution. This ambition requires a robust digital environment in which research teaching and learning can thrive. RUPP, together with SPIDER has been collaborating since 2019, and as a new bilateral partner are still establishing their work processes, some of which have direct impact on the ongoing research cooperation that RUPP has with Swedish Institutions, SPIDER/DSV included.

RUPP is developing its procurement processes and has requested training/knowledge exchange sessions from Stockholm University through SPIDER that can contribute to strengthening the various steps they are engaged in working with procurement.  This inquiry seeks a procurement for the training sessions, as a specific consultant has been identified. The consultant comes with extensive experience in working with public universities across the world to develop and strengthen their procurement structures and procedures.

1.2 Goals and purpose

SPIDER is applying for the opportunity find expertise in training on public procurement specific to public universities, and we therefore need an expert who will work with RUPP in developing public procurement processes that will support the acquisition of equipment and services for the University’s long term.

SPIDER/DSV has an agreement with Sida to give support to the development of a robust ICT infrastructure at Royal University of Phnom Penh, Cambodia (RUPP). In addition to improving the IT systems and infrastructure at Royal University of Phnom Penh (RUPP), SPIDER and DSV will assist the Faculty of Engineering that is working on this sub programme to develop and improve the university’s procurement processes and skills. The project period is 2019-2022.

SPIDER/DSV contributes to the project with advice and support on project plans and methods. More specifically DSV through the SPIDER provides expert knowledge when required.

RUPP identifies the need of for training skills in procurement. The procurement office at RUPP in partnership with the coordinators for the Sida programme, require procurement processes to handle the acquisition of equipment needed for laboratory experiments and other academic pursuits. The IT sub-programme in particular has to procure a significant amount of equipment and software packages to install and programme/develop for the ICT infrastructure at RUPP.

1.3 Agreement

Stockholm University intends to sign an agreement (contract) with one (1) supplier.

1.4 Procurement

The procurement takes place as direct procurement in accordance with the Public Procurement Act (2016: 1145) (LOU). Tenders may be accepted without prior negotiation. Supplementation of tenders can only take place to a lesser extent and at the request of the procurer. The tender must therefore contain all information already at the time of submission.

Tender opening will take place as soon as possible. The tenders are then examined and the tenders that meet all the requirements are evaluated. The award decision is sent by e-mail. Allocation decisions in themselves do not constitute an acceptance in the sense of contract law. Legally binding agreement presupposes that a written contract has been drawn up and signed by all parties.

The procurement is completed only when a written agreement exists or when the procurement has been completed in another way.

Stockholm University reserves the right to cancel the procurement if the tenders received significantly exceed the budget or changed conditions mean that the need has changed significantly.

1.5 Design of procurement documents

The word "shall" refers to requirements that must be accepted. In some cases, the tender is also required to show how the requirement is met. The tender must then contain the requested information and confirmation that the requirement has been met.

If the tender does not contain sufficient information and confirmation that all requirements are met, it will not be accepted.

The word "should" refers to criteria for awarding contracts. Fulfillment of criteria will be assigned added value in accordance with what is stated in the section Evaluation and allocation. In some cases, the tender must also show how a certain criterion is met. In order to obtain added value for the criterion, it is then also required that the tender contains the requested information.

1.6 Publicity and confidentiality

Information in a procurement case is covered by secrecy in accordance with the Public Access to Information and Secrecy Act (2009: 400) until all tenders are published or a decision on the supplier and tender is made or the case has previously been completed. Thereafter, the tenders and other documents become public. Disclosure of a public document shall take place upon request.

Information in the public documents can be protected in two cases: if it can be assumed that the public suffers damage if the information is disclosed, or if for special reasons it can be assumed that an individual who has entered into a business relationship with Stockholm University suffers damage regarding information about business or operating conditions cleared.

A tenderer who wishes information in the tender to be kept secret should state what information it concerns and what damage is at risk if the information is disclosed. The assessment of whether the reasons are sufficient for secrecy is made by Stockholm University in connection with someone requesting access to them.

Please note that information that is crucial for the award of the contract can only exceptionally be classified.

1.7 Processing of personal data

Stockholm University is responsible for personal data for the information, such as the names of contact persons and e-mail addresses, that is provided in connection with tendering and when signing an agreement with Stockholm University.

The processing of personal data is necessary for Stockholm University to be able to complete the procurement and fulfill the subsequent agreement entered into. However, it is up to the bidding company to be responsible for the disclosure of personal data in accordance with the Data Protection Regulation (EU) 2016/679 and the Data Protection Act (2018: 218).

By submitting a tender, the bidding company agrees that all information in the tender and associated appendices, including personal data, is handled electronically by Stockholm University. In cases where the submission of such personal data requires the consent of employees or other third parties, it is the responsibility of the bidding company to obtain such consent.

2. Requirements for the tender

2.1 The extent of the offer

Tenders must include everything required in all parts of these procurement documents.

Stockholm University reserves the right to accept the entire tender or the parts of the tender that comply with the set requirements and are deemed to be the most economically advantageous tender for the part.

2.2 Form of tender

The tender must be in writing. All documents must be in Swedish or in English.

Tenders must be submitted in accordance with what has been stated. Answers should be provided in the intended place and in the manner indicated. In the case of a free text answer, reference may be made to the appendix.

2.3 Use of subcontractors

Tenderers have the opportunity to use a subcontractor for parts of the delivery. If the tenderer intends to use a subcontractor for direct delivery to Stockholm University in accordance with with LOU 14: 6, this must be clearly stated in the tender.

The subcontractor must meet the same requirements as the supplier during the entire delivery period. The supplier is responsible for the subcontractor´s work as well as for his own work.

2.4 Price

The tender must contain the price information requested. Price must be stated according to the conditions specified by Stockholm University.

Prices must be stated in Swedish kronor (SEK), excluding VAT and without other price adjustment clauses than those that apply according to the agreement.

All required parts must be included in the offered price.

2.5 Questions and answers as well as information messages

Questions can be asked via Visma Direktupphandling. This should be done as soon as possible as the answers may affect the data and should be published.

The last date to submit questions is 2021-04-16 12.00 CET

Answers to questions and other information that clarifies the documentation will be published on an ongoing basis, and will then apply before the procurement documents. Tenderers are responsible for continuously checking the publication of new information concerning the procurement.

Stockholm University will publish answers and any clarifications no later than six days before the last day for tenders.

2.6 Submission of tenders

Tenders must be submitted electronically via Visma Direktupphandling.

Tenderers register and thus create an individual bidder account, which is used to read tender documents, ask questions, etc. and to create and send tenders. The tenderer´s account must be registered with the identical organization number as the bidding company, as well as by the competent tenderer. It is possible to close the account after completing the procurement.

Read the procurement documents and tenders carefully to be sure that all requested information is actually included. Tenders that do not meet all the requirements will not be accepted.

Tenders must be sent no later than 2021-04-21 12.00 CET

2.7 Validity of the tender

The offer must be binding until 2021-09-20

2.8 Terms of contract

Agreements are intended to be signed as shown in Appendix Terms and Conditions. The terms must be accepted. Tenders that include conditions that conflict with Stockholm University´s conditions in this request will not be accepted.

Tenders may include additional terms. Such conditions will apply after written approval and only in those parts that do not conflict with Stockholm University´s conditions.

3.Requirements for tenderers

3.1 Information about the tenderer

Information about the tenderer is registered in the tenderer´s account in Visma Direktupphandling. Ensure that the following information is correctly registered: Company name and organization number, Company form / Company form, Postal address, Visiting address, Telephone number, E-mail and Website / Website.

The tender must contain information on who is authorized to sign an agreement for the tenderer (signatory).

3.2 Registry control

The tenderer must be free from debts for taxes and social insurance contributions, hold an F-tax slip, be registered as an employer (if you have employees), and be registered for VAT (unless the company is exempt from VAT).

For control of Swedish bidders, Stockholm University will use information from the Swedish Tax Agency. In the event that information cannot be obtained via the Swedish Tax Agency, the tenderer must, at Stockholm University´s request, prove debt relief from taxes and social insurance fees through a certificate from the relevant authority in the country in which the tenderer is domiciled. The information must not be older than two months from the last day of tender. Reporting must be received within five working days upon request.

3.3 Financial and economic position

The tenderer´s financial and financial position must be sufficient to ensure a reasonable probability of the assignment being fulfilled. This is considered to be ensured when the tenderer reaches the level corresponding to Creditworthy (40) at CreditSafe i Sverige AB.

The tenderer must enclose a document showing sufficient financial and financial position as above, either through an extract from CreditSafe, through a certificate from another credit institution, or another report which Stockholm University deems to be equivalent. The information must not be older than two months from the last day of tender.

3.4 E-invoice

Invoicing must be done electronically in accordance with law (2018: 1277), in accordance with the standards described by SFTI or by the Supplier registering its invoices on a web portal designated by Stockholm University.

More information is available here: https://www.su.se/english/about-the-university/contact/invoices-payments-and-e-commerce

3.5 Quality management system

The tenderer must apply a quality management system that ensures that the agreed quality is achieved.

The tenderer must attach a certificate of certification to the tender or alternatively report how the tenderer works with quality assurance of its operations.

3.6 Technical and professional capacity

The tenderer must demonstrate sufficient technical and professional capacity for the delivery by providing the requested information and documents.

A. The tenderer must describe the resources that the company has at its disposal for this assignment / delivery, as well as how the resources will be used to ensure the fulfillment of the agreement. Resources refer to the business that will be used for the delivery.

B. The tenderer must have completed a number of assignments of a similar nature and scope during the last three years. Deliveries must have been completed with good results.

Describe one assignment that are similar in scope and content to requested services, which were performed from 2018 or later with good results.

C. The tenderer must offer x named persons for the assignment / delivery. The persons offered must be used for the assignment / delivery.

The persons´ competence must be demonstrated by submitting a CV.

4. Requirement specification

4.1 The service

We have received request from our partner for a trainer who has experience working with public universities and training them in procurement processes. The training must include developing processes that will support proper transparent public procurement processes. The skills acquired by RUPP will serve beyond Swedish bilateral support and as such, this investment is long-term.

The training sessions will be in English and will agreed upon after an initial meeting with RUPP with the identified consultant. Due to the travel restrictions, the training will be virtual. The frequency and longevity of the training will be decided in collaboration with RUPP. The desire is to complete this training over a 6 month period preferably before end of 2021.

The training will be followed by evaluations from RUPP. These evaluations will also inform a final report of the training which will be prepared in collaboration with SPIDER and the consultant.

RUPP will identify who will take part in the training. Those identified will commit to attending the training and carrying out any work tasks as required, this commitment will be obtained in writing before the training begins, and as when the consultant and RUPP colleagues decide the schedule. 

The consultant shall have the following:

At least 5 years Legal expertise.

At least 5 years Public procurement legislation experience.

Documented experience training from a minimum of one (1) public institutions/universities outside Sweden in public procurement

Availability and ability to commence the consultancy immediately

The supplier must show that the above is met by attaching:

References from Public Universities that have received the training in developing public procurement processes.

Documentation supporting the resume of the consultant

Course evaluations from previous trainings.

4.2 Delivery time

Immediately after agreement is signed

4.3 Service and support

The Supplier shall provide support throughout the contract period in accordance with what is stated in the Agreement.

5. Evaluation and Allocation

The supplier offering the most advantageous solution to the contract is awarded the contract. SU evaluates the tenders in accordance with the above requirements.

1. Quality of resume stating experience with public procurement training for universities

2. Availability of the training consultant

3. Price

Applications of interest will also be evaluated on the following documented experience:

Ability to plan, design and develop training needs in public procurement

Ability to advise resource requirements, and evaluate the procurement processes in place

Documented proof of training sessions with international public universities

The consultant will work remotely, and should have a good internet connection to manage the knowledge exchange meetings between DSV and partners in Cambodia.

The consultant will report directly to DSV/SPIDER.

This assignment is temporary and the consultant will be available until 30 December 2021.

5.1 Evaluation of tenders

Tenders that meet all the requirements will be evaluated. Examination and evaluation of received tenders will be carried out on the basis of the information that the Tenderer has reported in its tender. Stockholm University will adopt the tender which is the most economically advantageous in terms of the best price-to-extra-quality ratio.

If two or more tenders have the same price, the tenderer who has received the highest added value will be accepted.

If two tenders have offered the same price and received the same added value, the draw will determine which tender is to be accepted.

5.2 Price.

Price must include all costs for the implementation of the assignment such as travel and travel time, possibly. accommodation, allowances, costs for computer and mobile phone or the like that are needed for the implementation of the assignment.