Trafikverket, the Swedish Transport Administration, is a government agency and must by law always seek to procure goods, services and construction works in competition.
The rules we have to follow include the Public Procurement Act (LOU) and the Act on public procurement of water, energy, transport and postal services (LUF).
These two laws are based on EC directives on public procurement. A number of fundamental EC principles must therefore be followed in every public procurement in the EU. This means that we have to treat suppliers in an equal and non-discriminatory way. We also have to carry out our procurements in an open manner.
A need for a product, service or works arises in Trafikverket. This need is defined in contract documents.
Preparation of contract documents
The contract documents are the full set of supporting information that describes what is going to be procured; what demands are being made on the tenderer and the subject of the procurement; and how tenders will be evaluated.
There are a number of contract documents. They include procurement regulations, administrative regulations, technical specifications, a draft contract, annexes that may have to be filled in and standard provisions.
Publication of contract notice
The contract notice for a procurement is published in a publicly accessible database and on Trafikverket's website. Contract notices do not need to be published for procurements with a low value, known as 'direct awards'. In the case of procurements under LUF (rail-related operations) that are above the thresholds, a prequalification system is used. This means that contract notices do not need to be published for these procurements either.
Registering supplier companies
To be able to submit a tender in any of Trafikverket's procurements, you must begin by registering in Trafikverket’s procurement system, Kommers.
The supplier sends in their tender. To be valid, it is important that the tender comes in in due time.
Qualification and consideration of tenders
The tenders are evaluated according to the evaluation criteria in the contract documents.
An award notice is sent to all tenderers stating which supplier or suppliers have won the procurement. The earliest point when contracts can be signed is ten days after the award notice was sent out.
Contracts are signed with the winning supplier or suppliers.
Contracts are monitored and followed up continuously throughout the period of the contract.