Procurement Strategy AG/RES. 1 (XLV-E/13) Program-Budget of the Organization for 2014

1. Procurement Strategy AG/RES. 1 (XLV-E/13) Program-Budget of the Organization for 2014

2. Background • Pursuant to resolution AG/RES. 1 (XLV-E/13) Program-Budget of the Organization for 2014 that states in section III: • Procurement • To instruct the General Secretariat to present to the CAAP by November 18, 2013 its procurement strategy, policies, and practices and include information on qualifications and training of procurement professionals; bid and contractor performance evaluation systems; public availability of information of procurement rules and decisions and requests for tender; a bid protest policy; supplier code of conduct; a debarment process; cross-agency sharing of information; and financial disclosure policies pertaining to staff who have procurement responsibilities. • The General Secretariat is pleased to present the following information to the CAAP.

3. Procurement Strategy Highlights • Short Term (2014) • Strengthen key supplier relationships to maximize cost savings • Expand Credit Card Program in Headquarters to maximize rebates, minimize transaction costs • Medium Term (2014-2015) • Update Procurement Rules: adjust thresholds for inflation, automate small purchases • Expand Credit Card Program outside Headquarters • Centralize travel management (including outside Headquarters) and hotel bookings 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 of Conduct compliance.

4. Policies and Practices Qualifications and Training • The Department of Procurement (SAF/DP) has developed a Procurement section for the Accountability Tab on www.oas.org to facilitate access to published information regarding 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) The Procurement Accountability Tab lists certifications and training attained by General Secretariat staff with procurement responsibilities (Purchasing Oracle Financials, CIPS, AGA, CPCP, etc.)

5. Supplier Performance Evaluation • For most significant contracts and bids, GS/OAS uses DUNS number (required for US Federal government contracts or grants) to evaluate suppliers • Once awarded, contracts are managed and evaluated by the technical areas and payments are only made upon satisfactory completion of deliverables • GS/OAS, after consultation with other International Financial Institutions (IFI’s), is considering adopting more robust best practices embedding into contracts metrics for evaluating key suppliers

6. Public Information • Procurement rules and decisions and requests for tender are published in the Procurement 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.

7. Bid protest policy Supplier code of conduct • OAS does not generally reveal information about the bidding process. • If asked, the GS/OAS informs unsuccessful bidders whose bids were rejected for exceeding the available budget.  • All suppliers must comply with prevailing law and regulation. • GS/OAS does not formally incorporate a supplier code of conduct into its procurement process. • Additional staff and resources would be required to establish and implement a formal code of conduct modeled on: • United Nations supplier code of conduct. • Best practices of other international organizations.

8. Debarment process Cross-agency information sharing • No formal supplier debarment process in place. • DP works closely with DLS and DFAMS to ensure prompt administrative and legal action in the event of supplier misconduct or non-performance. • In such cases, vendors placed on hold or designated inactive.   • GS/OAS does not publish information on supplier misconduct or non-performance. • When required, DP consults with some international organization’s published lists of debarred or suspended contractors or vendors. • DP also consults directly with other IO’s on debarment processes and other procurement matters.

9. 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 owns or has any title, right, stock, share, interest, or other proprietary right in a firm, enterprise, or any other business entity that furnishes the GS/OAS with supplies, goods, and services through 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 in the procurement process and who owns an equity interest (e.g., stock) or other property right in a company which is under consideration for a contract with GS/OAS or which is a supplier of goods or services to the GS/OAS, shall declare that interest to the Chief of the Office of Procurement Management Services at the beginning of the procurement process.  After appropriate consultation with the Department of Legal Services, a decision will be made as to whether the staff member should be excluded from all involvement in the matter.

10. Procurement section - Accountability Tab