Real Estate and Infrastructure

Any alterations in infrastructure required to meet the needs of users shall be requested through the “Intervention request” web portal (website in French only). These requests are reviewed and, if approved by the relevant bodies of the VPO, the work is ordered and monitored by project managers competent in the required fields.

Requests for removals or furniture are likewise processed via a “Intervention request”. Only the VPO-DC and VPO-SE departments have the authority to purchase furniture, based on a standard model catalogue. Specific requests will be considered and accepted only in exceptional and fully justified cases.

Services related to scientific equipment are under the responsibility and at the cost of the Schools and units concerned. Connections to infrastructure are also covered by the equipment purchase credits, but their execution falls under the responsibility of the VPO-DC and VPO-SE domains and must be the subject of a intervention request.

The assembling and dismantling of equipment, as well as their packing and removal, are the responsibility of the Schools. The VPO-DC and VPO-SE departments act as a coordinator only where such interventions are related to the layout of premises under its responsibility. When moving, EPFL employees and members of teaching staff are responsible for vacating and cleaning the premises before handing them over. If applicable, any costs incurred will be charged to those units responsible.

It is the responsibility of EPFL members to make their requests at an early stage so that services may be provided within the necessary timeframe. Calls for tenders and ordering procedures may take 8 to 10 weeks before delivery (and longer with certain suppliers during holiday periods).

The Project Management Office (PMO) within the VPO-DC domain is responsible for EPFL’s single, official database of rooms and floor areas. The use of parallel databases is strictly prohibited. Faculties and other users must keep their room usage documentation up to date, either via the tools available to Infrastructure Managers or by directly reporting changes to the PMO.

The assignment and allocation of rooms are governed by the PMO. The management of faculty space perimeters is delegated to the Faculties/Colleges; however, in accordance with applicable rules, ultimate authority over these spaces lies with the VPO, on behalf of the EPFL Direction.

The PMO is also the only unit authorized to sign lease agreements on behalf of EPFL.