Why should sustainability be one of the mandatory criteria in procurement?

Sustainability is becoming an increasingly important procurement component, considering not only the environmental impact of IT solutions, but also the possibility of using the relevant systems for a long time without spending a lot of budget funds on maintenance and improvements. Incorporating green components into infrastructure and software development procurement is becoming more and more common in the public and private sectors around the world. This practice aims to reduce the environmental impact of development and operations through energy efficiency, use of renewable energy and sustainable resource management.

When considering the proper use of budget funds, it may seem a logical step to first select the most economically advantageous quote, but it is worth remembering here the old Latvian folk saying that “a miser pays twice”. Often, the cheapest quote at the outset may turn out to be much more expensive in the long run, for example, the supplier offering the lowest price may use cheaper materials or methods, which may result in a lower-quality end product; the lowest price may also mean inexperience or lack of competence, etc. In some cases, the developer offering the lowest hourly rate may require a higher total number of hours to complete the work. In the long run, the initially apparent savings may result in higher costs, as additional repairs, maintenance or even replacements may be required sooner than with a better quality solution.

What should we pay attention to in order for the public sector to obtain solutions that are both technologically appropriate, sustainable and future-proof? It is very important to pay more attention to the applicant’s experience and really delve into previously implemented projects and customer reviews, rather than treating them as formal matters that are not checked at all. In the private sector, this practice is common when looking for new employees or partners. It can also be used in the public sector.

When considering the development of IT systems, it is also important to consider the environmental impact of the proposed solution, for example, whether the possibility of reducing energy consumption and CO2 footprint is considered, or whether a life cycle analysis is applied, assessing the environmental impact of the entire cycle of the software from development to termination, whether the principles and practices of sustainable software are adopted, etc. It is also important to pay attention to the developer’s overall sustainability policy, for example, whether the company has a certificate that proves its achievements in the development, maintenance and improvement of the environmental management system. ISO 14001 is one of such certificates, which reflects a responsible attitude towards environmental issues. It is also important to remember that sustainability is not only a company’s concern for the environment, but also a responsible attitude towards employees, investment in the professional development of the team, result orientation, high quality, etc.

The degree of success of the final result depends largely on how the client formulates the task. Given the rapid development of technology, the development of a nationally important IT system takes at least two to three years, and drawing up a very detailed technical specification at the beginning of the project, describing every single function and detail, may mean that the solution quickly becomes obsolete and requires additional investments in its modernization or transformation.

The customer must be able to understand good practices in terms of technology, architecture, etc., in order to be able to evaluate and compare offers. It must be determined what the purpose of the IT system is, what the end-user needs are, what the system must be able to do, and everything else must be provided by the developer. The system developer must be able to offer the most technically appropriate solution, taking into account user experience, environmental impact, life cycle analysis, energy consumption, if possible, the possibility of using renewable energy, etc. Here we must remember that it is the iterative (agile) and flexible approach that will ensure that the solution can adapt to technological developments over months, years and years.

Equally important are the various tools that motivate developers to invest the necessary resources and attention in the project, improve the quality of project execution and meet deadlines. Currently, it is common practice in procurement procedures to submit a demonstration project – in most cases, a functional sample is required for development. Some developers are put off by this, because they have to invest a lot of resources, but there is no guarantee of implementing the project. On the other hand, it is understandable that the client wants to verify the applicant’s work. A mutually beneficial solution is to conduct a test cooperation with two or three of the most suitable applicants and agree on the development of a certain element. Such a test cooperation allows to assess not only professional competence, but also the understanding of the industry represented by the client, the needs of the users, and the applicant’s approach and work culture. Although this does mean additional costs at the beginning, it pays off in the long run, because the client gains a deeper understanding of the process, the required additional functions are jointly identified, or on the contrary – redundant functions are identified, and in the end – the client gets a reliable and proven partner with whom he can successfully cooperate.

When considering the most successful solutions when developing various, especially critical, state IT infrastructures and software, it should be taken into account that the decisive factor is the ability to create sustainable and flexible systems, both in terms of future technological developments and in terms of user needs, which may change over time. If the system is adaptable, for example by simply switching off one function or adding another, if it is simple and understandable to users and environmentally friendly, then this will not only mean saving money, but also more satisfied users who will be ready to use the electronic services provided by the state more frequently, creating new and more far-reaching benefits.