Improvement of ordering routines

  • Food and beverage products
  • Ordering solution


Requirements and Criteria Type: 
  • Contract Terms

Main Objective: 

The main purpose is that the ordering routines shall contribute to achieving the relevant goal of an increased percentage of organically produced, socially responsible or plant-based products and thus ensure compliance with the agreement entered into.

Requirement Specification: 

Suppliers shall, together with the contracting authority, further develop their ordering portals and the contracting authority’s electronic trading platform and ordering routines, so that the relevant products are highlighted. The goal is to ensure that those who issue call-off orders for products in the agreed product range that support the contracting authority’s goal of X% share of organic products. [contracting authority informs of the goal of X% share of organic/socially responsible/plant-based products, for example, or refers to information in the tender documentation].

Information about the Requirement Specification: 

This contractual condition will be relevant to contracting authorities who have a goal to increase the share of products with special properties (for example, organic, produced in a socially responsible manner, or plant-based). The condition will facilitate cooperation between the contracting authority and supplier to identify what initiatives can be taken to achieve the strategic goals.

The tender documentation shall disclose the relevant goals, so that the suppliers gain insight into the needs of the enterprises and the strategic significance of the agreement. Examples of such goals may be that “20% of the food shall be organic” or “the municipality wants to reduce the carbon footprint that originates from the municipality’s procurement of food”.

Agreements for the procurement of food and beverage are characterised by many order lines and frequent orders. Several procurers have reported the need for a contractual condition that can ensure that it is the products encompassed by the agreement that are actually ordered.  What the most effective initiative will be depends on the contracting authority’s goal, how orders are issued (contracting authority’s own ordering portal, via the supplier’s web shop, or otherwise) and who has the authority to issue call-off orders under the agreement.

Examples of initiatives:

  • To create custom carts adapted to the type of orderer and user (day care facility, nursing home, canteen)
  • To change the order in which products are displayed (highlighted products appear on the top order lines)
  • To highlight alternatives if the orderer chooses [non-organic, for example, to be filled in by the contracting authority]

The status of goal achievement will be discussed at status meetings during the contract period. It may also be relevant to include incentive schemes in the contract, but the contractual condition must then be rewritten.

Published: 18. Mar 2019, Last modified: 31. May 2019