Procurement StrategyAG/RES. 1 (XLV-E/13) Program-Budget of the Organization for 2014
Background
Pursuant to resolution AG/RES. 1 (XLV-E/13) Program-Budget of the Organizationfor 2014 that states in section III:
15.Procurement
To instruct the General Secretariat to present to the CAAP by November 18, 2013 itsprocurement strategy, policies, and practices and include information onqualifications and training of procurement professionals; bid and contractorperformance evaluation systems; public availability of information of procurementrules and decisions and requests for tender; a bid protest policy; supplier code ofconduct; a debarment process; cross-agency sharing of information; and financialdisclosure policies pertaining to staff who have procurement responsibilities.
The General Secretariat is pleased to present the following information to the CAAP.
Procurement Strategy Highlights
•Short Term (2014)
•Strengthen key supplier relationships to maximize cost savings
•Expand Credit Card Program in Headquarters to maximize rebates, minimizetransaction costs
•Medium Term (2014-2015)
•Update Procurement Rules: adjust thresholds for inflation, automate smallpurchases
•Expand Credit Card Program outside Headquarters
•Centralize travel management (including outside Headquarters) and hotelbookings to maximize discounts and reduce lodging per diem
•Long Term (2016)
•Fully automate travel management from reservations to expense claims
•Upgrade/automate vendor/supplier data base system to include Code ofConduct compliance.
Policies and Practices
The Department of Procurement (SAF/DP) has developed a Procurement section forthe Accountability Tab on www.oas.org to facilitate access to published informationregarding procurement policies and practices. These include:
•Executive Order No. 00-01, Corr 1, Procurement Contract Rules
•Directives 01/08 and 01/11, Modifications to the Procurement Contract Rules
•Executive Order No. 05-4, Corr 1, Performance Contract (CPR) Rules
•Guidelines for Competitive Bidding and Evaluation Process (aka CAC Guidelines)
Qualifications and Training
The Procurement Accountability Tab lists certifications and training attained byGeneral Secretariat staff with procurement responsibilities (Purchasing OracleFinancials, CIPS, AGA, CPCP, etc.)
Supplier Performance Evaluation
•For most significant contracts and bids, GS/OAS uses DUNS number(required for US Federal government contracts or grants) to evaluatesuppliers
•Once awarded, contracts are managed and evaluated by the technicalareas and payments are only made upon satisfactory completion ofdeliverables
•GS/OAS, after consultation with other International Financial Institutions(IFI’s), is considering adopting more robust best practices embedding intocontracts metrics for evaluating key suppliers
Public Information
Procurement rules and decisions and requests for tender are published in theProcurement section of the Accountability Tab at www.oas.org including:
Regulations:
•Procurement Contract Rules
•Contract Award Committee (CAC) Guidelines
•Performance Contract (CPR) Rules
Requests for proposals/Tenders:
•Procurement notices – Link to OAS Website
•UN Development Business – Link to UN Development Business Site
•DgMarket – Link to DgMarket – Private Site
Documentation supporting bid award decisions not posted publicly.
Bid protest policy
•OAS does not generally reveal information about the bidding process.
•If asked, the GS/OAS informs unsuccessful bidders whose bids were rejected forexceeding the available budget.
Supplier code of conduct
•All suppliers must comply with prevailing law and regulation.
•GS/OAS does not formally incorporate a supplier code of conduct into itsprocurement process.
•Additional staff and resources would be required to establish and implement aformal code of conduct modeled on:
•United Nations supplier code of conduct.
•Best practices of other international organizations.
Debarment process
•No formal supplier debarment process in place.
•DP works closely with DLS and DFAMS to ensure prompt administrative and legalaction in the event of supplier misconduct or non-performance.
•In such cases, vendors placed on hold or designated inactive.
Cross-agency information sharing
•GS/OAS does not publish information on supplier misconduct or non-performance.
•When required, DP consults with some international organization’s published listsof debarred or suspended contractors or vendors.
•DP also consults directly with other IO’s on debarment processes and otherprocurement matters.
Financial disclosure policies
All procurement staff are required to make financial disclosures under the:
•Procurement Contract Rules
•Code of Ethics
Art 4.2.2 of Procurement Contract Rules states as follows:
Except as set forth in the second sentence of this Subsection 4.2.2, no staff member who ownsor has any title, right, stock, share, interest, or other proprietary right in a firm, enterprise, orany other business entity that furnishes the GS/OAS with supplies, goods, and servicesthrough procurement contracts, shall participate in any capacity in the requisitioning,negotiation, award, or execution of the GS/OAS procurement contract(s) involving said firm,enterprise, or business entity. However, any staff member who would normally be involved inthe procurement process and who owns an equity interest (e.g., stock) or other property right ina company which is under consideration for a contract with GS/OAS or which is a supplier ofgoods or services to the GS/OAS, shall declare that interest to the Chief of the Office ofProcurement Management Services at the beginning of the procurement process. Afterappropriate consultation with the Department of Legal Services, a decision will be made as towhether the staff member should be excluded from all involvement in the matter.
Procurement section - Accountability Tab
