REGULATION on procurement by the Cantonal Administration of Vaud (RAAC) - Objectives (RAAC)

1. This regulation sets forth the general provisions, determines the competent authorities, and establishes the principles governing the procurement operations of the Cantonal Administration of Vaud (hereinafter referred to as the Administration).

1. This regulation applies to all services of the Administration, as well as to the Vaud judiciary, with the exception of the purchases made by CHUV.

a. **Purchasing Function:** Transversal to the Administration's departments, the purchasing function includes, among other things: needs analysis, market research (goods, services, and suppliers), tender management, supplier selection according to defined criteria, negotiation, stipulation, and implementation of contracts.

b. **Purchasing Policy:** The Purchasing Policy aims to provide direction for the acquisition of goods and services necessary for the proper functioning of the Canton of Vaud.

c. **Purchasing Strategy:** Action plans developed and implemented by the buyer in collaboration with the relevant departments to achieve the set objectives.

d. **"Massifiable and Transversal" Purchases:** Goods and services purchased in large quantities or on a repetitive basis and common to several departments of the Administration.

e. **Specific Purchases:** Goods and services purchased whose use is specific to a particular department or domain.

f. **Product Family:** Goods and services of the same category meeting the same type of need or use.

g. **Buyer:** An Administration employee who responds to acquisition requests, ensuring the best value for money, in accordance with applicable standards and laws.

h. **Procurement Officer:** An Administration employee who contributes to the management of purchasing and stock requests.

1. The State Council determines the purchasing policy and approves the directives related to the procurement function.

1. Buyers and suppliers of the Administration and Judicial Order services are competent in the acquisition of goods and services, subject to Articles 9 and 10.

2. The buyer's main activities include: analyzing needs, defining the purchasing strategy for their category of goods and services, studying markets, managing calls for tenders, selecting suppliers, negotiating, implementing contracts, and controlling commitments.

3. The buyer is responsible for supplier relations and represents the Administration's purchasing function externally.

4. The supplier participates in the implementation of the purchasing strategy.

5. The supplier acts as an interface between internal and external partners.

6. Buyers and suppliers of the Administration and Judicial Order services are subject to the purchasing policy and directives issued by the Purchasing and Logistics Department (DAL).

7. Budgetary responsibility falls within the services.

8. The services and Judicial Order designate their representatives in purchasing commissions as needed.

1. The DAL is responsible for ensuring the implementation of the Administration's procurement policy according to the framework established by the Council of State.

2. The DAL comprises buyers and supply chain specialists trained in the field. It purchases goods and services and advises entities, particularly in their acquisitions and supplier relationships.

3. The DAL is competent to draft guidelines specific to the procurement function.

4. The DAL decides on the formation and composition of purchasing committees, where applicable, based on proposals from the services.

1. The purchasing committees are composed of a representative from the DAL and the relevant services.

2. They assume an advisory and decision-making role in the acquisition of goods and services.

3. The representatives of the services choose the chairperson of the committee. Together, they agree on the items to be proposed in the Administration's assortment.

1. The mission of the Procurement Directorate (DAL) is to achieve the objectives set in the purchasing policy. The DAL promotes best practices and ensures the management of the purchasing function using performance indicators.

1. The DAL defines the process of conducting and managing purchases and ensures their continuous improvement.

1. For "massifiable and cross-cutting" purchases, the Administration's services must contact the DAL.

2. Purchasing strategies are developed and implemented by the DAL in collaboration with the services.

1. For the procurement of specific goods and services, decentralized buyers and suppliers prioritize consulting the expertise of the DAL to develop their strategies, advise on best practices, and ensure compliance with the legal framework.

1. The DAL may enter into service agreements with public authorities and public law entities. The scope of the offer and financial arrangements are regulated separately in each agreement.

2. Private law educational entities recognized by the department in charge of education [B] may use the services of the DAL concerning official teaching resources.

1. The Department of Finance and External Relations is responsible for the execution of this regulation, which enters into force on October 1, 2020.