How UiB conducts purchases
UiB is a public entity and must comply with the regulations on public procurement. We emphasize equal treatment, predictability, transparency and integrity in our interactions with suppliers.
The estimated value of a procurement determines the procedure UiB must follow. Procurements above the national and EEA threshold values are published as open competitions. Many of UiB’s purchases are made under framework agreements.
Improvements in the procurement process
The University has adopted a procurement strategy that sets out key areas for development, including sustainable procurement, contract management and security.
Requirements and expectations for suppliers
The University of Bergen aims to procure goods and services that are produced in a sustainable manner. UiB expects our suppliers to:
- act loyally towards UiB and demonstrate willingness and ability to continuous improvements for people, animals, society and the environment through cooperation.
- work purposefully and systematically to comply with our principles and Ethical Trade Norway’s principles for sustainable business practice (Code of Conduct) (external link).
As a public purchaser, UiB sets requirements that suppliers must comply with throughout the contract period:
- Ethics and transparency in the supply chain. In high-risk procurements, we require the supplier to have systems in place to safeguard fundamental human rights and decent working conditions in the supply chain.
- Pay and working conditions. In service contracts and in contracts for building and construction work, we require employees of the supplier and subcontractors to have pay and working conditions in accordance with applicable laws and regulations.
- Apprentices. In service contracts relevant to apprenticeships, and where there is a particular need for apprenticeship places, we will generally require the supplier to be an approved training company and to use apprentices for at least 10% of the contract work.
- Environment and climate. Environmental and climate requirements are included in our contracts when they are relevant and proportionate to the expected impact of the procurement.
- Contract terms. Deliveries shall be made in accordance with UiB’s contract terms, which are stated in the tender documents.
- Invoicing and payment terms. All invoices and credit notes to UiB must be marked with a requisition reference or purchase order number. Invoices are paid within 30 days.
Frequently asked questions about procurement
Where does UiB announce competitions?
Competitions above the threshold values are announced on Doffin and in our tender management tool.
How do I submit a tender?
You submit tenders electronically through the tender management tool specified in the notice. Follow the deadlines and requirements in the tender documents carefully. Please contact us if anything is unclear, preferably by asking questions in the tender management tool.
What is a framework agreement?
A framework agreement is an agreement between UiB and one or more suppliers within a specific category of goods or services, usually for several years. Once the agreement is in place, UiB can place orders with the contracted suppliers. Many of UiB’s purchases are made in this way.
What is a dynamic purchasing system?
A dynamic purchasing system is an open arrangement that you can join along the way. The dynamic purchasing systems are published on Doffin. If you are qualified, you will be invited to submit a tender when we have a need within the relevant area.
Dynamic purchasing system for UiB
The University of Bergen (UiB) uses dynamic purchasing systems (DPS)—a two-stage process—for the procurement of consultants across various specialist areas. All suppliers can qualify for the categories within the various systems. This page contains information intended for suppliers.
About the dynamic purchasing system
All suppliers who qualify in the first stage for the various categories within the procurement arrangements will be able to submit tenders when UiB, in the second stage, publishes competitions for consultants within the individual categories.
Details regarding the Dynamic Purchasing System (DPS) are set out in Chapter 26, Section 26-4 of the Public Procurement Regulations.
Benefits of DPS and qualifying for the scheme
- It is easy for you as a supplier to qualify for the various categories.
- You receive information about all relevant tenders within the category.
- New suppliers—including small and newly established ones—can be admitted throughout the duration of the scheme.
- Continuous and broad competition throughout the duration of the scheme.
- The price is determined for each tender and will reflect market trends.
Contract areas and information on how the supplier qualifies
Qualification within the various categories of the schemes, the announcement of competitions, and all communication take place via Mercell Tendsign (you can find more information about the procurement tool further down the page). Suppliers must therefore create a Mercell Tendsign user account. Only suppliers approved in the respective categories will receive notifications regarding new competitions. The various dynamic purchasing systems are advertised on Doffin and TED, in addition to being available in Mercell Tendsign.
Note: Please note that suppliers qualify for each individual category, not for an entire scheme as a whole. This means that if you, as a supplier, wish to be qualified in multiple categories within the same scheme, you must submit a qualification application for each individual category. Also note that qualifying for a category is not the same as entering into an agreement for the provision of consultants. Qualification for a category merely grants the right to submit tenders in competitions.
ICT consultancy services: The dynamic purchasing system for ICT consultancy services consists of three different categories.
To qualify for one or more DPS categories within ICT, please follow the links:
- ANSK-0161-20 ICT-related consultancy services in advisory, project management, and change management https://www.doffin.no/Notice/Details/2020-354341
- ANSK-0170-20 Consultancy services requiring technical IT expertise
- ANSK-0171-20 Consultancy services in programming and developer-related projects https://www.doffin.no/Notice/Details/2020-330528
ROV (Remotely Operated Vehicle) pilots:
Information regarding the procurement tool Mercell Tendsign:
All DPS competitions are conducted via Mercell Tendsign. For guidance on using the procurement tool:
Note: Please note that, as a supplier, you are responsible for ensuring that the correct contact person is registered in the procurement tool. This means that the supplier must personally access Mercell Tendsign to update the contact person when necessary.
What requirements apply to submitted tenders:
As a supplier, it is important for you to know the following:
- All mandatory requirements set out in the tender documents must be met for a bid to be evaluated. Bids that do not meet the mandatory requirements will be rejected.
- A CV and references must accompany each bid.
- It is advisable to tailor the CV to each specific assignment.
Our expectations
UiB relies on a dynamic supplier and product market that, through our procurement competitions, is capable of offering the best purchasing terms in the broadest sense.
It is also crucial for us that suppliers can provide excellent service to our institutes and departments at UiB.
Suppliers wishing to supply UiB must be aware of the following:
Collaboration skills
Close and targeted collaboration with suppliers is a key factor in development. Our development depends, among other things, on the knowledge and experience that suppliers can make available.
Competitive suppliers
UiB wishes to collaborate with the most competitive suppliers. Therefore, every supplier should prepare thoroughly and have a clearly defined strategy for collaborating with us.
Environment and ethics
UiB aims to ensure the delivery of the highest possible quality. Quality is reflected in many underlying factors, but it is crucial that, in addition to the required quality, environmentally friendly production and sound ethical standards are also taken into account.
As a public institution, UiB has an independent responsibility to promote ethical trade and ensure that environmental considerations are taken into account in production and delivery to us.
UiB imposes ethical requirements on the supply chain; read more at Ethical Trade Norway.
E-commerce
UiB has adopted a proactive approach to the implementation of e-commerce. We require suppliers to demonstrate the practical capability to conduct e-commerce; read more at DFØ. Unit4 has been selected as the end-user application.
Upon the conclusion of contracts, the supplier must therefore be able to provide product catalogues or the equivalent to the public marketplace.
Ambitions and visions
We seek suppliers with strong ambitions on behalf of the institutes and departments. It is important to be able to develop new, visionary initiatives across the entire value chain. UiB therefore aims to collaborate with suppliers who can contribute new knowledge and suggestions for improvement, and provide inspiration to drive better results and innovation.
The objective is to jointly achieve the lowest possible cost per delivered unit.
If your organization can meet these requirements, we believe the foundation has been laid for a mutually beneficial, long-term, and committed partnership—to the benefit of both your organization and UiB.
Communication
To ensure that all our institutes and departments receive the best possible information and that all suppliers are treated equally, we request that all communication between the supplier and UiB (as the customer) be coordinated through the Procurement Office. We do not wish for any form of direct sales to our institutes and departments.
UiB is open to hosting events such as product seminars that can provide inspiration and new knowledge to those responsible for placing orders at the university. All such activities must be coordinated by UiB’s procurement groups and the Procurement Office.
Evaluation
The Procurement Section continuously evaluates the specific collaboration with our suppliers. The goal is to ensure that all parties understand and adhere to the agreed-upon principles and terms. Furthermore, it must be ensured that the institutes and departments receive the agreed level of service. If the intentions behind the collaboration are not met, the matter will be followed up to resolve any issues.
Laws and regulations
UiB is a public entity and is subject to legislation and regulations concerning public procurement.