External Suppliers and Framework Agreements

Important Reminders:

• All orders must be placed by, or in consultation with, the designated purchaser(s) within your unit.

• The ordering system Unit4 ERP must be used for all purchases of goods and services, with the exception of:
  • Travel bookings
  • Expense reimbursements
  • Subscription services with variable invoice amounts
  • Credit card or cash payments
  • Purchases requiring payroll office for processing andr tax reporting

• Please contact your unit’s purchaser to initiate an order or purchase requisition.

Please Note:

• Event organisers may prepare and obtain quotes from suppliers. Once a final quote is received, it must be forwarded to the purchaser.
• The purchaser will handle account coding, certification, and approval by the budget holder (BDM), and will submit the purchase order to the supplier via Unit4 ERP.

• Where UiB has framework agreements in place, these must be followed and used.

• For procurement areas without existing agreements, please contact the Procurement Section via UiB Help.
  The Contracts Group can assist in identifying suppliers and obtaining competitive quotes.
  The Procurement Section must always be contacted for purchases exceeding NOK 100,000 excl. VAT that are not covered by a framework agreement. More information is available on the procurement pages.

Relevant Suppliers and Framework Agreements

You can find an overview of current suppliers and agreements in UiB’s Agreement Portal. Below is information on some of the most relevant services:

• Travel: UiB has a dedicated page with travel-related information.

• Courses and Conferences: Must be booked through UiB’s contracted suppliers. An overview is available in the Agreement Portal.

• Event Agencies: If assistance from an event agency is required, quotes must be obtained from multiple agencies. For services estimated to exceed NOK 100,000 excl. VAT, the Procurement Section will handle the tender process. Requests should be submitted via UiB Help.

• Catering: UiB has framework agreements with several suppliers for catering and meeting refreshments. See the Agreement Portal. Food and beverages served at hotels or conference venues should be ordered directly in consultation with the venue. The quote can be attached to the final order in the ordering system.

• Alcoholic Beverages: Purchases from Vinmonopolet must be made through the ordering system, following the guidelines found under Frequently Asked Questions.

• Flowers: Must be ordered through UiB’s contracted supplier via the ordering system (catalogue) by the unit’s purchaser. The current supplier is Botanica AS.

• Copying, Printing, and Graphic Services: UiB has a framework agreement with MAKE!GRAPHICS AS for these services, including large-format materials, posters, brochures, and various document types. MAKE!GRAPHICS AS is certified as an Eco-Lighthouse (Miljøfyrtårn).

• Promotional Items: UiB has framework agreements with three suppliers for branded and gift items. Each supplier covers a specific product group, and the agreements are not parallel. More information, including supplier contacts, is available in the Agreement Portal (NB: UiB network access required).

• Language Editing and Translation: For translation and language editing of content with specialised terminology, UiB uses Semantix. Details of the agreement and supplier contacts are available in the Agreement Portal.