Purchasing: a business
Chariot et cartons © Image by Freepik
Computers, printers, electronic microscopes, ventilation shafts, chemicals, desks, pens, toilet paper... Have you ever wondered who is responsible for purchasing the ten of thousands or so of items of equipment, tools and supplies that keep the various campuses running smoothly?
With over 70,000 orders placed each year for a total of 230 million Swiss francs, purchasers at EPFL hold a key role in the institution's procurement management. EPFL is a city of its own, and purchases goods and services from several thousands of suppliers to guarantee the activities of its 17,000 or so students, researchers and staff. "Our role is to support the EPFL community in acquiring the goods and services it needs to keep the campus running smoothly," explains Pierre Ouvry, Deputy Director of the Procurement Department. Scientific equipment, laboratory commodities, IT, services, office supplies, etc. are used daily by all campus users.
Comprising a team of eleven people, EPFL's Procurement Department ensures the availability and the sustainability of supplies, and generates additional value for teaching and research. The purchasers handle contracts with the various suppliers, ensure the quality of the products and services provided, and competitive prices. "What makes EPFL different from a private company is that EPFL is a public entity. Purchasing is therefore subject to the Confederation's rules on public procurement," explains Élise Meliani, Purchasing Manager. We have to select suppliers who meet our requirements, while respecting EPFL directives and the fundamental principles of public procurement: economy, equal treatment, transparency, competition and sustainability."
It is in this context that the purchasers cooperate on a daily basis with the various services on the campus. For instance, Élise Meliani assists the project managers in the Information Systems Management (DSI) with the tendering process for software, support and IT solutions. "I meet with Élise once a month to review the team's various current projects" explains Julie Carpentier Boullay, Head of Information Ssytems Project Management. "For example, we are currently working with the Science Promotion Service (SPS) to provide them with an event management tool. First of all, we need to identify their requirements in order to draw up a set of specifications; then we approach the Procurement Management to prepare the tender documents". Purchasers assist with the drafting of tender documents, publish them, review the bids and ensure that the legal framework is respected and that terms and conditions are fulfilled. Their counterparts may also contact them for advice on cost increases after a contract has been awarded, or on purchases not subject to public procurement laws.
Since 2020 and the launch of EPFL's climate and sustainability strategy, the Procurement Department has been working to deploy its Sustainable Purchasing policy. The aim being to buy in a more sustainable way, considering the social, environmental and economic impacts throughout the life cycle of products and services.
The Procurement Department is committed to a sustainability policy in order to disseminate a sustainable purchasing culture. To find out more about the EPFL's commitments in terms of purchasing, you can consult the Sustainable Purchasing section (in French) of the Procurement Department website and the EPFL Sustainable Purchasing Charter (in pdf).