WORLD HEALTH ORGANISATION MONDIALE ORGANIZATION DE LA SANTÉ EXECUTIVE BOARD Ч: \ ЕВ26Д5 ^ ::) ç\ 12 October I960 Twenty-sixth Session - P f Пп г с/' ^ ORIGINAL: ENGLISH Provisional agenda item HEADQUARTERS ACCOMMODATION REPORT ON PROGRESS OP WORK Report by the Director-General 1. The jûirector-general submits the following report on the developments with regard to headquarters acco:raik>dation since the Thirteenth World Health Assembly. Architect's contract ч 2. The contract with the architect, the text of which was approved by the ad hoc Committee on 19 May, was signed on 28 May I960. Revision of plans Since June the architect has been revising the plans to take account of the modifications suggested by the jury and reported to the Assembly, as well as certain changes of detail in the Organization's requirements. Revised preliminary drawings are in progress and the architect hopes to complete these by the end of the year. There will remain the necessity to prepare detailed drawings and estimates on the basis of which contracts can be let. The building site 4. The Canton of Geneva has placed at the disposal of WHO the building site which it promised and the necessary site borings are in progress. Agreements with the Swiss authorities 5. By letters dated 29 June i960, the director-general communicated to the Federal Political Department and to the Conseil d'etat of the Canton and Republic of Geneva, for their comments, a draft Protocol to which were annexed three draft agreements to be concluded: * one with the Swiss Confederation as regards the loan of Sw.fr. 20 ООО 000; one with the Canton of Geneva regarding the building site; and one with the same Canton regarding the loan of Sw.fr. 10 ООО 000.
EB26/13 page 2 These texts are presently under consideration and it is hoped to present to the Board by addendum to this document final texts for approval Procedure for the inviting of tenders for building contracts and the award of such contracts 6. Since some contracts will need to be let before the next session of the Board, consideration needs to be given now tos (a) the procedure for the inviting of tenders for building contracts; and (b) the criteria of the award of such contracts. The Director-General submits a draft of a suggested procedure and criteria (Annex 1) for examination by the Board or its Standing Committee on Headquarters Accommodation Gifts towards the new building The Thirteenth World Health Assembly, by resolution WHA13#46j invited "the attention of Member governments, as well as foundations, institutions and other agencies and individuals, to the possibility of furthering the provision of suitable Headquarters accommodation for the WHO to supplement the authorization provided in paragraph 1, by voluntary contributions to the Building Fund and by gifts of furnishings, decorations and equipment which the Director-General indicates to be needed; и and requested the Dire сtor-general,f to inform all Member governments of the WHO as to the nature of contributions in kind which would be acceptable for the new building; 11. 8«The construction works devolving upon the architect by contract include "the fitting out, decorating and furnishing of the halls, lobbies and meeting rooms and of those premises which WHO considers require it 11. He is also to be consulted before any offers of a "gift intended for the decoration or special furnishing of any premises is accepted". From these provisions it follows that the Director-General will be able^ as requested by the Health Assembly f s resolution, to inform Member governments (or other prospective donators) of the nature of suitable contributions in kind only when the architect has submitted the detailed plans of the building and his proposals as to "fitting out, decorating and furnishing" of the premises mentioned above
EB26/13 page? 9. In the meantime, the Board will wish to establish the procedure that is to be followed in accepting contributions towards the Headquarters Building Fund, either in cash or kind. With regard to cash contributions, the Board may wish to authorize the Chairman of the Executive Board to accept such contributions as it has with respect to other special accounts. With regard to contributions in kind, the Board may wish to consider authorizing the Standing Committee on Headquarters Accommodation to deal with these special gifts, in view of the fact that contributions in kind toward the construction of the headquarters building represent a very special form of gift which must be judged in relation to the overall plans for the building. This would appear to be quite appropriate to the terms of reference which the Thirteenth World Health Assembly authorized the Board to establish for the Standing Committee on Headquarters Accoramodation. 10. Should it be the Board's wish to adopt this suggestion, it would be the Director-General's intention then to consult the Standing Committee with regard to any circular letter to be issued to governments on this subject, following the establishment by the architect of detailed plans for the building and its fitting out.
ЕВ26Д5 page 4 ANNEX 1 PROCEDURE POR THE INVITING OF TENDERS AND THE AWARD OP CONTRACTS 1. The following procedure applies to all contracts awarded in connexion with the new headquarters building, the object of which is the execution of any of the construction works, the fitting out or decorating of the premises A. Contracts, the value of which exceeds US$ 5000 2. No such contracts shall be awarded before a number of firms as specified below, chosen from various countries, have been invited so as to obtain at least three, and preferably more competitive offers. 3. The minimum number of firms to be invited to bid shall be: 10, In the case of contracts the value of which exceeds US$ 100 000; 5, when the value of a contract is less than US$ 100 000 but more than US$ 5000. 4 e Exceptions to the minima fixed in paragraphs 2 and 3 can be made by the Contracts Coranlttee referred to in paragraph 11 below, when particular circumstances make an exception justifiable. 5. Lists of firms to be invited are drawn up by the Director-General, after consultation with the architect and, as appropriate, with consulting engineers and/or with the cantonal department of public works. He may call on any official or other source he may think fit. In drawing up the lists, the Di rector-general shall ensure that tenders are invited on as broad an international basis as practicable 6. Invited firms will be furnished details prepared by the architect of the work to be carried out or equipment to be furnished and will be asked to reply within a specified time whether they desire to participate in the competition and wish, against payment of cost, when appropriate, to receive all the specifications, plans, conditions of contract, etc. If no reply is received within the specified time, the firm will be struck off the list of would-be bidders
EB26/L5 page 5 Annex 1 7. On receipt of an affirmative reply arid of the amount indicated in the preliminary inquiry, the firms will be supplied all the documents mentioned in the preceding paragraph and will be told of the time limit within which tenders, in order to be taken into consideration, must be received, and of the day and hour of the opening in public thereof. They will also be informed that their tender will have to be accompanied by a duly acceptable guarantee that it will be maintained until a decision has been taken as to the award of contract; and further, that disputes arising out of contracts will be settled by arbitration, 8. Tenders shall be sent by registered mail in sealed envelopes marked "Sealed tenders for (works)", addressed to WHO, Palais des Nations, Geneva, for the attention of the Chief, Conference and Office Services. The envelopes will be kept unopened until the day and hour specified in the invitation 9* On the day fixed, the envelopes will be opened in public by the Chief, Conference and Office Services, assisted by the architect (or his representative) and by at least one member of the Contracts Committee referred to in paragraph 11 below. The bids and the names of the bidding firms will be read and listed in the minutes of the opening procedure 10. After an initial review by the Organization, the tenders will be handed over to the architect for study and preparation of the proposed award, the proposal to be accompanied by a table showing comparative estimated costs» 11 The report of the architect shall be submitted to a Contracts Committee to be appointed by the Director-Gen eral arid composed as follows: Director, Administrative Management and Personnel, Chairman Director, Legal Office Chief, Finance and Accounts Chief, Supplies Services Chief, Administrative Management the Chief, Conference and Office Services, functioning as secretary. will be assisted bys The Committee the architect (or his representative) and,, as appropriate, a representative of the cantonal department of public works.
/ЕВ26Д9 page 202 Annex 1 12 The Contracts Committee has authority to approve the award of contracts up to and including US$ 50 000 It recommends to the competent Assistant Director-General for his approval the award of contracts, the value of which exceeds US$ 50 000» B. Contracts^ the value of which is US$ 5000 or less 13. Proposed by the architect, such contracts can be awarded without necessarily obtaining competitive bids» 14» The award of contracts the value of which is US$ 5000 or less will be made by the Chief, Conference and Office Services, unless in his opinion the submission of the architects proposal to the Contracts Committee appears indicated» C. Consideration of tenders 15. Only those tenders which conform to the specifications indicated in the invitation to bid will be considered Alternatives will be examined only when duly justified, completely described and presented together with a tender conforming to the specifications Tenders not allowing comparison because of inaccuracies or in which exact specifications are missing will not be considered, D. Criteria for the award of contracts 16. In general awards shall be made in favour of the lowest priced acceptable tender, provided that: (a) the firm making the tender offers all the guarantees, technical and financial, to execute the order in the best professional manner and according to the timetable fixed by the architect; (b) the materials the firm proposes to use, or the equipment it proposes to supply, are of good quality and such as to ensure economic upkeep and use.
ЕВ26/ЗЛ page 7 Annex 1 17 The Contracts Committee may reject any or all tenders or, exceptionally, accept a higher tender when in its opinion this is clearly in the interest of the Organization. E. Signature of contracts l 8 ' A 1 1 contracts awarded under these provisions will be prepared by the architect for signature by the Director-General or his duly authorized representative.