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Forms of cooperation

The text below is taken from the document Agreement on cooperation. The agreement was adopted by Management Network for Regional Procurement (LfU) and the Regions’ Sustainability and Environmental Managers’ Network (RMC) in March 2024 and can be downloaded in full here (in Swedish)

Purpose

Since 2010, Sweden’s regions have engaged in national cooperation on sustainable procurement to jointly develop and monitor environmental, social, and labor-related conditions in procurement. Harmonized requirements are a prerequisite for the regions, within the framework of national cooperation, to carry out and share results from joint and co-financed follow-ups. Harmonized requirements also create greater transparency and predictability for suppliers participating in the regions’ procurements.

Since 2013, the regions have had a joint Supplier Code of Conduct, covering human rights, workers’ rights, the environment, and business ethics, as well as harmonized contract terms.

The regions’ joint work on sustainable procurement aims to identify, prevent, and mitigate negative impacts on people, the environment, and society during the lifecycle of products and services.

Each region has individually decided on the financing of the cooperation, based on the relative population size of each region. In addition to this financing, the regions have also agreed to allocate time for the regional coordinators and area coordinators involved in the cooperation. The purpose of this agreement is to further regulate the forms of regional cooperation.

Activities

To ensure efficient use of resources and facilitate follow-up work in sustainable procurement, the national cooperation includes, among other things:

  • development of a joint Supplier Code of Conduct,
  • development of processes and structures for cooperation between Sweden’s regions in sustainable procurement,
  • identification and prioritization of sustainability risks in the regions’ purchasing,
  • development of harmonized sustainability requirements,
  • coordination and implementation of contract follow-ups,
  • capacity building,
  • development of national and international cooperation,
  • further coordination of the development and implementation of adopted action plans.

Tasks, mandate, and organization of the Steering Group

  • On behalf of the Network of Procurement Directors (LfU) and the Network of Regional Environmental and Sustainability Directors (RMC), the national cooperation on sustainable procurement is managed through a steering group, a national office, and regional coordination according to an established division of responsibilities.

Operational year and reporting

  • The cooperation’s operational year runs from January 1 to December 31.
  • By March 31 at the latest, the steering group must submit the annual activity report to all regions.
  • The activity report must consist of a management report and an annual financial statement.
  • An activity plan with ongoing areas and responsible regions must be prepared and presented to RMC and LfU by December 15 at the latest.

Decisions

  • Decisions regarding the activity plan, budget, and activity report are made by the steering group in line with the Program Declaration 2030, associated strategies, and the allocated resources.
  • Decisions regarding a revised program declaration are made by LfU and RMC.
  • The steering group consists of seven members, including the chair and vice chair.
  • The steering group includes the heads of the procurement/purchasing organizations in Region Stockholm, Region Västra Götaland, and Region Skåne.
  • The board of LfU appoints two representatives, and the chair of LfU, or a delegate chosen by the chair, serves as chair of the steering group.
  • RMC appoints two representatives, and the chair of RMC, or a delegate chosen by the chair, serves as vice chair of the steering group. Representatives are elected for a two-year term, with the possibility of re-election. One of these representatives is a member of RMC’s executive committee.
  • The steering group meets at least four times a year and participates in the cooperation’s two annual conferences.

Rules for amending the forms of cooperation

  • Proposals to amend the forms of cooperation must be prepared by the steering group, reviewed by the board of LfU and the executive committee of RMC, and decided by each region.

Withdrawal from the cooperation

  • Any withdrawal from the cooperation must be notified to the Office or the chair of the steering group by June 30 of the preceding year.
  • The withdrawal must be confirmed in writing by the steering group.