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Supplier follow-up is part of the Swedish Transport Administration's work to improve contracts and collaboration with contractors.
A consistent and proactive approach delivers better results
UppLev is based on the Swedish Transport Administration assessing suppliers in a uniform way, based on nine areas that look at the overall delivery. The following areas are assessed: Time, quality, economy, collaboration and communication, documentation, technology and development, safety, traffic and the environment.
The system gives the Swedish Transport Administration as employer the opportunity to reward good work. For example, a reward can mean a bonus. Secure deliveries and good, professional relations with suppliers give the Swedish Transport Administration the opportunity to administer the tax revenue in an effective manner.
UppLev contributes to the Swedish Transport Administration's work of continuous improvement. Collecting all information in one system means that both the Swedish Transport Administration's internal work and dialogue with the suppliers go more smoothly. We get better input and strategies for future procurements and reduce the risk of recurring errors. The system also facilitates the work of designing and implementing improvement proposals at both the Swedish Transport Administration and suppliers.
Supplier follow-up shall be carried out continuously during the contract period. Twice a year for contracts signed by the Swedish Transport Administration's Investment and Large Projects business area and once a year for contracts signed by Maintenance.
The following contracts that meet these criteria shall be assessed in accordance with UppLev:
- Project design > SEK 1 million
- Applies to project design, investigation, feasibility studies and work plans.
- Does not apply to project and construction management and specialist technical services.
- New-build and redevelopment contracts > SEK 10 million
- To be carried out for both performance and design and construct contracts.
- Basic Contract Maintenance road and rail: all Basic Contracts will be followed up
The Swedish Transport Administration has been conducting pilot procurement since 2019 where previous deliveries are used as a parameter for the evaluation of tenders. For more information about the procurements, click the link "Contact us", which you will find under the heading "supplier follow-up – Experience" at the top of this page.
The process of supplier follow-up
There are four steps in the process of supplier follow-up:
- Assessment of supplier
- Sending of assessment to supplier
- Meeting with supplier
- Writing of report
Assessment of supplier
Information is collected and the supplier's performance is graded on a form in the electronic system for supplier follow-up. In order to be able to follow up on the totality of the supply, a total of nine areas are assessed: Time, quality, economy, cooperation and communication, documentation, technology, economy, cooperation and environment and communication, documentation, technology and development, reliability, traffic and environment.
Each area is assessed based on the same scale of grades. The highest attainable is five points per category and the lowest one points (from 29th of June 2020). It is then the total number of points in all nine areas on which the result is based. The lowest total grade is thus 1.0 and the highest 5.0. (In those cases where it is impossible to assess a supply on the basis of a certain area, it is simply specified that it is inapplicable.)
Each area is assessed based on the same scale of grades. The highest attainable is five points per category and the lowest one point. It is then the total number of points in all nine areas on which the result is based. The lowest total grade is thus 1.0 and the highest 5.0. (In those cases where it is impossible to assess a supply on the basis of a certain area, it is simply specified that it is inapplicable.)
Here is an example from the supplier follow-up system of how an assessment is made of supply reliability:
5 points: All works with the agreed times or before the specified time. A very high level of assignment planning. The Employer has been continuously informed of changes.
4 points: The assignment has been carried out within agreed times, individual exceptions. A high level of assignment planning. The Employer has been continuously informed of changes.
3 points: Departures from times without serious consequences (< 10 per cent delay). Acceptable level of assignment planning. The Employer has been informed of changes.
2 point: Several departures from agreed times (10-20 per cent delay). Deficient assignment planning. The Employer has on certain occasions not been informed of changes.
1 points: The assignment has not been carried out within the agreed times (> 20 per cent delay). Notifications of delays have often been given too late. The Employer has on repeated occasions not been informed of changes.
Once all the categories have been graded, a preliminary total assessment is sent to the supplier. The communication contains the assessment questions and the points listed. The supplier is given the chance to comment on the assessment.
The assessment of the supplier is discussed at a final meeting. It is a structured decision based on a form. It is possible for the supplier during the course of the meeting to submit his views on Trafikverket and to discuss possibilities for improvements.
All documentation received is stored on a database. Reports can be created for individual contracts or, for example, for a particular supplier. Trends and statistics can show where improvements are needed. All completed contracts are traceable.