1. Procurement Strategy AG/RES
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 ( )
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 to facilitate access to published information regarding procurement policies and practices. These include:
Executive Order No , 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 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 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. 
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 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.  
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 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 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