Why It’s Time to Rethink the Tools Behind Public Procurement

Something is beginning to move in the world of public procurement. The systems professionals work with, frameworks they align to, and responsibilities that define this field have long been seen as rigid and inflexible, weighed down by regulation and procedural complexity.

Procurement has always been about structure — that is its strength, but also its burden.

Yet, something is quietly, steadily shifting. A new generation of procurement professionals is stepping forward with broader ambitions. Discussions are increasingly focused on sustainability, innovation, digitalisation, and societal impact. The role of procurement is no longer viewed as purely administrative — it is increasingly seen as strategic.

These themes were central at this year’s Swedish Public Procurement Annual Conference - SOI Årskonferens 2025. As part of the dialogue, they revealed a shared set of challenges, aspirations, and a clear wishlist for the future. The Mercell team took part in these discussions, listening closely to public sector buyers and professionals who are not only navigating today’s complexity but also seeking to reshape tomorrow’s systems.

This article outlines five pressing challenges voiced at the conference, and the aspirations that sit on the other side — a vision for what public procurement could become.

1. Contract Follow-up: When One Person Does the Work of Four

One of the most prominent issues is contract follow-up. 

While the award phase often receives the spotlight, the post-award phase is where much of the long-term value must be secured. Are suppliers delivering what they promised? Are timelines being followed? Is quality meeting the mark?

Too often, this responsibility falls to a single individual, who must manage obligations, documentation, and reporting, frequently without the support of integrated tools. This creates a reactive environment, where problems are addressed only after they surface, and opportunities for improvement are lost.

What you wish for is clear: make post-award efficient. Not lighter in responsibility, but better supported. Digital workflows, automated alerts, structured reporting. You don’t want to chase data. You want it to come to you.

2. Soft Requirements: Facing Pushback

Another recurring theme is the challenge of including soft requirements in procurements, criteria that speak to social value, environmental sustainability, and innovation. While these requirements align with broader policy goals and public expectations, they carry a risk.

When such criteria are challenged in court, they can be difficult to defend. The balance between ambition and legality is delicate. Many professionals find themselves hesitating, choosing safety over innovation, not because they lack conviction but because they lack support.

What you ask for is stronger standards and increased security. There is a clear demand for frameworks that enable the inclusion of soft requirements that stand up in court — not rules that discourage ambition, but structures that support it. Rather than forcing a trade-off between progress and compliance, procurement professionals want guidance that allows them to pursue societal value with confidence.

3. AI Adoption: Keeping the Human in the Loop

Artificial intelligence is becoming more prominent in public sector discussions, and procurement is no exception. The potential benefits are significant: streamlined analysis, automated scoring, and reduced administrative burden.

But with these benefits comes concern. If decisions are delegated to algorithms, where does accountability lie? How can fairness and transparency be maintained?

What you envision is ethical AI adoption. Tools that are transparent, accountable, and integrated into familiar systems. The goal is not to replace the human element but to support it, ensuring that automation enhances judgment rather than overriding it.

4. Supplier Selection: Participation Without Barriers

Public procurement is intended to be inclusive. Yet, many suppliers, particularly smaller or newer ones, struggle to participate effectively. Procurement documents are often complex, platforms unfamiliar, and requirements demanding. This creates a natural advantage for suppliers who have navigated the system before.

Procurement professionals want this to change. The goal is not to lower standards but to reduce unnecessary complexity. What you’re aiming for is simplicity. Systems should be easier to understand and use — not only for buyers, but also for suppliers. Procurement portals should be designed with clarity and accessibility in mind, offering an experience as intuitive as using a modern browser.

5. Spend Tracking: A Constant Pressure

Public procurement professionals operate under constant scrutiny and rightly so. Taxpayer funds must be traceable, defensible, and wisely used. Yet in many organisations, spend tracking is still cumbersome and fragmented. Systems often fail to communicate, and data is scattered or hidden behind administrative layers.

Professionals find themselves spending more time gathering data than interpreting it. The pressure to report is growing, but the tools to do so are often lagging behind.

What you need is visibility. Procurement systems that speak a common language. Dashboards built for clarity, not confusion. You want to be able to say, “Here’s what we spent, here’s why, and here’s what we got for it”, with confidence.

Reimagining Public Procurement

None of these challenges come as a surprise. They reflect the everyday reality for many working in procurement roles. What is shifting, however, is the growing momentum for change. Across the sector, there is a clear and collective desire to move beyond workarounds and toward systems that truly match the ambition of the role. 

Procurement professionals are not calling for shortcuts. What they are asking for is thoughtful design: platforms that are intuitive to use, tools that stand up to legal scrutiny, and digital solutions that enable them to deliver more with the resources they have. These are not luxury demands. They are practical necessities for a profession that carries both operational and societal responsibility.

The conversations at this year’s Swedish national SOI conference made that clear. Alongside the recognition of common challenges was a strong sense of shared vision. A vision for a procurement function that is more agile, more effective, and better equipped to create long-term public value.

It was in this context that many visitors to the Mercell team at SOI responded with real interest in Mercell Tendering, a next-generation platform built to meet precisely these needs. By connecting the full procurement lifecycle, Mercell Tendering offers a smoother, simplified way of working, from early planning and tender creation to award and supplier relationship management. It eliminates unnecessary manual steps, streamlines processes, and frees up time so that professionals can focus on outcomes rather than administration.

This is more than a wishlist. It’s a concrete vision for how public procurement can grow into a stronger, more purpose-driven engine for progress.