PROCUREMENT KIT PUBLIC SECTOR
Procurement – Public sector (municipality, region, state)
LOU-aligned documentation with qualification, sustainability and social requirements and follow-up model. Bids via TendSign, Visma Opic, Mercell, e-Avrop.
1. DOCUMENTATION
Our documentation
The document pack we link to or attach when we submit a tender.
- Quality plan compliant with INSTA 800 (cleaning level per surface)
- Environmental plan – Nordic Swan Ecolabel chemicals, dosing stations, microfibre programme, transport optimisation
- Work environment plan with risk assessment per AFS 2001:1 (systematic OSH)
- BAS-U/BAS-P documentation where applicable per AFS 2023:3
- Safety data sheets (SDS) for all chemicals, updated per CLP/REACH
- Insurance certificates – liability, property and crime insurance
- Registration certificate, F-tax, VAT registration and latest annual report
- Collective agreement Almega Serviceföretagen / Fastighetsanställdas Förbund
- GDPR – data processing agreement (DPA) with technical and organisational measures
- Reference list with reachable references from comparable operations
- ID06 competence database and valid ID06 cards for all staff in applicable environments
- Subcontractor register and chain liability (UE 2021 / UE 2015 if relevant)
- Truth declaration per LOU Ch. 15 – no grounds for exclusion
- ESPD form or equivalent self-declaration
- Sustainability requirements – National Agency for Public Procurement sustainability criteria for cleaning services (basic/advanced)
- Social requirements – collective agreement or equivalent terms on pay, working hours and insurance
- Anti-discrimination clause and code of conduct
- Readiness for audit of supplier documentation during the contract
2. PROCESSES
From mobilisation to exit
Clear steps and responsibilities through the full contract period.
Mobilisation (0–30 days)
Structured mobilisation with a clear takeover plan so cleaning runs from day one with no quality dip.
- Site visit and measurement of areas per surface and cleaning class
- Staff takeover at business transfer per 6b § LAS where applicable
- Cleaning instructions per room, frequency and equipment
- Key handling, alarm routines and access rules registered
- Team training on site routines, chemicals and deviation handling
- Quality baseline established jointly with the client
Ongoing operation
Clear roles and documented follow-up. Same team every time with a traceable log per shift.
- Digital attendance and shift reporting
- Self-check after each shift by the on-site supervisor
- Monthly follow-up with the client – KPI, deviations and action plan
- Quarterly INSTA 800 audit on selected surfaces
- Operations and incident log handed over at end of contract
Deviations and escalation
Deviations are logged in a system visible to the client. Clear response times by severity.
- Class 1 – critical (safety, hygiene): resolved within 4 hours
- Class 2 – significant (quality issue on main area): resolved within 24 hours
- Class 3 – minor (top-up): resolved by next shift
- Root cause analysis on recurring issues and preventive action
- Reported monthly in agreed format
Exit and supplier change
Structured exit that protects operations even when the contract ends.
- Handover of cleaning instructions, frequency plan and deviation log
- Inventory of remaining equipment and consumables
- Support at staff transfer per 6b § LAS where applicable
- Return of keys, alarm codes and access cards with protocol
3. ROUTINES
Recurring operational routines
Documented work tasks we follow per shift, adapted to the environment.
Contract follow-up
Meetings at agreed cadence, KPI reporting, documented action plans on deviations.
Call-off routine
Additional call-offs handled within agreed response time with clear price list and confirmation.
Statistics and reporting
Volume, environmental performance, social KPIs and invoice basis delivered quarterly.
4. CHECKLISTS
Our checklists
Checklists we use internally and attach when needed in tenders.
Before tender – information we need
- Areas (sqm) per room type and frequency
- Opening hours and permitted cleaning windows
- Number of workstations and daily visitors
- Security requirements, clearance, ID06, vetting
- Current cleaning contract and staff to be taken over
- Need for add-on services (windows, floor care, remediation)
- Quality follow-up requirements (INSTA 800 level per surface)
Self-check after shift
- Toilets – dry, odour neutral, refilled
- Entrance and reception – free from soil and marks
- Meeting rooms – empty tables, chairs set, screens off
- Pantry – clean counters, empty sinks, emptied waste
- Floors – no visible stains in main paths
- Deviations photographed and reported
Checklist before tender submission (LOU)
- Are we qualified per mandatory qualification criteria?
- Are sustainability and social requirements met?
- Do we have references from comparable area type and size?
- Is the price traceable to the bill of quantities and call-offs?
- Are all annexes signed, dated and in the requested format?
- Is the tender submitted in the procurement system before the deadline?
5. LAW AND STANDARD
What we comply with
Current regulations and standards underpinning our work.
- Swedish Public Procurement Act (LOU 2016:1145)
- INSTA 800 – Nordic cleaning quality standard (objective visual assessment)
- ISO 9001 – Quality management (equivalent documented practice)
- ISO 14001 – Environmental management (equivalent documented practice)
- AFS 2001:1 – Systematic work environment management
- AFS 2023:3 – Construction work (BAS-U/BAS-P, replaced AFS 1999:3)
- AFS 2018:1 – Occupational exposure limits for chemicals
- GDPR (EU 2016/679) and Swedish Data Protection Act (2018:218)
- National Agency for Public Procurement sustainability criteria for cleaning services
- Procurement Statistics Act (2019:668)
- Procurement Statistics Ordinance (2020:332)
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