Background: In Sweden, services amounting to approximately SEK 800 billion are procured annually, representing about one-sixth of the country's total GDP. The motives for procurement include cost reduction and the lack of resources within the agency to produce the services internally. This area is characterized by various regulations and legislations. In Sweden, the public sector values high competition, but there are a limited number of bids. Problems arise in procurement processes, such as the methods used for contract awarding and challenges related to setting procurement requirements.
Purpose: The study investigates how a government agency determines that procurement is necessary, how it acts after identifying the need, and how the procurement is carried out.
Theory: The study applies institutional theory, resource-based theory, and transaction cost theory. These theories highlight the importance of the agency's resources, guidelines, and the costs that arise from procurement.
Method: The study is based on a qualitative case study, with empirical material collected through procurement documents and semi-structured interviews. The empirical data is themed and analyzed.
Conclusion: The study's results show that legislation significantly impacts the procurement process. The findings indicate that the Swedish Tax Agency has clear guidelines and process descriptions to ensure compliance with legislation, although there are some less successful procurements regarding adherence to the law. The difficulties are attributed to poor strategy formulation and management. The solution is considered to be the development of a more open and proactive strategy to continuously evaluate work processes internally and externally. Suggestions for future studies include examining how small and medium-sized enterprises face institutional barriers due to overqualified requirements, and this is a structural issue that can be explored. Public regulations come into conflict with the supplier's internal policies and according to institutional theory, the conclusion is that there exists a gap between institutional demands and the ability within the markets conditions, which can stem from information asymmetry. The empirical observations highlight and illustrates the challenges associated with inflexibility, unproductivity, and inefficiency as a result of inadequate communication. Resource-based theory confirms this statement, and the Swedish Tax Agency’s inadequate governance gives impaired performance. Another conclusion is that there is a gap between the resources available to the authority and the skills needed. Which creates challenges regarding the effective implementation of procurement. By promoting innovation, automatization, digitalisation, and analyses there is a possibility to reduce search, contracting and control costs and according to TCE-theory it would lead to being cost-effective.