Group Procurement Policy
The principles of procurement

Preference is given to internal service provision

Swiss Post procures services on the market if it is impossible or not economically viable for the Group to provide the service internally.

Viewing suppliers as partners

Swiss Post seeks stable business relationships based on partnerships. We engage in dialogue with our suppliers and service providers. We comply with the guidelines on fair, competitive and transparent procurement processes and take a proactive approach where our responsibility towards society, the economy and politics is concerned.

As a rule, Swiss Post only concludes contracts with legal entities and does not enter into countersale agreements with its service providers. The service provider’s suitability is examined in respect of the specific item to be procured.

In addition, contracts are only awarded to suppliers and service providers who guarantee that any sanctions/embargoes currently in place that are published on the Confederation’s website (State Secretariat for Economic Affairs (SECO)) will be taken into consideration and implemented.

Transparency where the awarding of contracts is concerned

Swiss Post requests competitive tenders and, in the case of procurements which are subject to public procurement law, complies with the respective statutory requirements (PPA/PPO) in relation to the types of procedures. The provider submitting the most advantageous bid is awarded the contract, with due consideration given to the relevant criteria. Swiss Post’s sustainability goals are an important component of these criteria.

Once a year, Swiss Post submits an electronic report (PDF, 115 KB) to the competent authorities on its contracts which are subject to the PPA with a procurement volume of at least CHF 50,000.

Swiss Post uses a procurement system. As a rule, Swiss Post only collaborates with suppliers and service providers which are registered in this system.

Enshrining sustainability in procurement

Swiss Post is aware of its responsibility for people and the environment in procurement, too. Sustainable procurement in this context means using the available funds responsibly, i.e. in an ecologically, socially and economically responsible manner. Our objective is to play a pioneering role in the industry.

Enshrining sustainability in procurement is guaranteed by the basic ethos of “responsible procurement”. Swiss Post already takes sustainability criteria into account when it comes to choosing suppliers. In business relationships, we are committed to ensuring that our suppliers and service providers provide socially acceptable working conditions and take ecological measures. We work together to create transparent supply chains.

In this context, we pay particular attention to ensuring that our suppliers and service providers adhere to environmental protection standards (reducing their carbon footprint) and respect both workers’ rights and human rights. The signing of Swiss Post’s Supplier Code of Conduct for Responsible Procurement (PDF, 307.9 KB)[Media | Not Accessible] forms the basis for this.

Suppliers and service providers with greater sustainability risks as well as suppliers of strategic importance to Swiss Post are obliged to undergo a performance rating on a regular basis, beginning at the latest upon completion of contract. The sustainability performance rating is carried out by the rating agency defined by Swiss Post at the supplier’s expense and establishes the basis for supplier development. Swiss Post helps its suppliers and service providers to develop their competencies by implementing targeted supplier development programmes and supports them in strengthening their sustainability performance.

Procurement management via centralized and decentralized responsibilities and via official bodies

The Swiss Post procurement organization (POSP) acts as a network and pursues both a joint, uniform procurement policy and joint procurement objectives to that effect. The management of procurement bodies is incumbent upon the persons in charge, which are organized within centralized and decentralized structures.

In order to ensure compliance with the procurement policy and the attainment of procurement objectives, the Specialist Committee for Excellence in Procurement (FEB) acts as the supreme specialist leadership and coordination body. It is chaired by the Head of Group Procurement.

The Official Body for Procurement Decisions (GBE) decides in the case of procurements starting from CHF 5,000,000 on the procurement procedure to be used and the resulting awarding of the contract. The GBE also decides on strategic partnerships in the area of procurement. It is chaired by the Head of Group Finance. The official body is supported by, amongst others, experts in procurement law.

In the context of procurement law and competition law regulations, Swiss Post strives for fair, simple and efficient procurement processes.

The required type of process will be determined together with Swiss Post’s procurement law specialists, depending on the estimated contract value.

Public procurement law regulations

In the case of procurements, which specifically are subject to public procurement law, the Federal Act on Public Procurement (PPA) and the Ordinance on Public Procurement (PPO) form the required basis for Swiss Post.

Public invitations to tender in the open or selective procedure are published on www.simap.ch.

There is no public tender for the invitation to tender procedure. The procurement entity invites at least three (where possible) suitable suppliers to submit an offer. If possible and reasonable, at least one company should be invited from a different language region (possibly another economic region) in Switzerland.

With the direct award procedure, the procurement entity awards the services to a supplier directly, with a reason for an exception being required for this if the relevant threshold has been reached.

Private procurement law regulations

In the case of procurements made under private law, the Swiss Code of Obligations forms the basis for Swiss Post’s purchasing policy.

Swiss Post’s procurement organization can classify selected suppliers and service providers as strategic partners. These partnerships are regulated by a memorandum of understanding. Swiss Post’s strategic partners are also obliged to present an external sustainability performance rating (see “Enshrining sustainability in procurement”). Furthermore, the procurement and competition law provisions are observed in procurement procedures within the framework of strategic partnerships.