10 Where negotiations are undertaken for the purpose of concluding a commercial contract to provide services on the premises of WHO headquarters or other offices, the advice of LEG must be sought on the proposed terms and conditions of such a contract and the contract must be cleared through LEG before it is signed. This requirement applies equally to any amendments proposed to be made to the contract. The Chief, Accounting Services at headquarters or the Regional Budget and Finance Officer should be consulted on the terms of payment and on the financial arrangements in general.
Concessions to engage in commercial transactions on WHO premises
20 The Organization may find it convenient to grant a concession to a commercial firm, such as a bank, travel agency, catering firm, retail trader, or to the postal administration, to occupy and use part of the premises of one of its established offices in return for providing services to the Organization and/or staff members.
30 Unless there is only one firm in the area that can provide the services required, the choice of provider to whom a concession would be granted (concessionaire) is made on a competitive basis. A specification of the Organization's requirements and of the terms and conditions is prepared and potential concessionaires are invited either by invitation to bid or Request for Proposals (see section VI.1.3) to submit bids.
40 The opening of bids normally takes place publicly. The bids are examined by a committee appointed for that purpose, which then makes a recommendation on the selection of the concessionaire to the Assistant Director-General, General Management, or concerned the regional director, as appropriate. If the matter is of interest to the Staff Association, a representative may be invited to attend meetings of the committee to present the point of view of the Association.
50 When agreement has been reached between the selected concessionaire and the Organization on the conditions of the concession and following LEG clearance of the contract, the contract is signed by the concessionaire and by the Assistant Director-General, General Management, or, in regional offices, by the regional director or the director of the support programme.
60 Rental income received from travel agents or other concessionaires must, upon receipt, be credited to the Real Estate Fund at headquarters after deduction of a reasonable charge for common services costs (cleaning, electricity, air-conditioning, etc.) as agreed upon by Director, Budget and Finance at headquarters (see XIII.1.1.20-30).
Contracts to provide maintenance or other services on WHO premises or for the renting of equipment
70 There are some services such as cleaning of offices and windows, removals, maintenance of buildings, grounds and installations, servicing of equipment and machinery, which the Organization may find it more practicable or economical to have performed by commercial firms rather than by its own staff. When these services have to be carried out continuously over an indefinite period, it is advisable to establish a long-term contract with the service provider, which should, inter alia, provide for WHO's right to terminate the contract periodically or by providing a reasonable period of notice in writing to the contractor.
80 It may also be more practicable or economical for the Organization to rent equipment, such as data or word processors or photocopiers, rather than to purchase it. The conditions applicable to such rental arrangements should be set forth in a separate contract, which should be cleared through LEG.
90 The procedure for inviting bids from commercial firms considered able to meet the Organization's requirements for the types of services set forth in this section is the same as that described in section VI.2.3 for procurement of goods and services.
