OEA - CP - Resolución CP CAAP INF 612

PERMANENT COUNCIL OF THE OEA/Ser.G

ORGANIZATION OF AMERICAN STATES CP/CAAP/INF.612/26 4 February 2026

COMMITTEE ON ADMINISTRATIVE Original: Spanish

AND BUDGETARY AFFAIRS

MESSAGE FROM THE ASSISTANT SECRETARY GENERAL ABOUT THE

PROCESS OF THE PROJECT FOR THE COMPLETE REPLACEMENT OF

THE CONFERENCE SYSTEM IN THE SIMÓN BOLÍVAR ROOMOASG/23-2026

February 2, 2026 H.E. Benoni Belli Ambassador Permanent Representative of Brazil to the Organization of States Chair of the Permanent Council Committee on Administrative and Budgetary Affairs Washington, D.C.

Excellency: I am pleased to inform you that the public bidding process for the procurement of a new conference system for the Simon Bolívar Room at the Organization has been successfully completed and the purchase order has been issued. Reports on this bidding process have been issued on a monthly basis.

This procurement is an important step toward enhancing our infrastructure to ensure that our communication tools meet the highest standards of security, efficiency, and reliability in serving the member states. Allow me to share as well some brief thoughts about the approach that guided this process. Over time, certain special procedures, originally intended for very specific circumstances, have tended to be applied more frequently. In keeping with the applicable rules, given the risk of the current equipment breaking down, we could have proceeded through an expedited contracting mechanism, and three quotes were obtained for that purpose. However, with the support of the Chair of the Committee on Administrative and Budgetary Affairs, we opted instead for a public tender – a decision that reflected a shared interest in ensuring greater transparency, competition, and equal opportunity for potential vendors. In fact, the price was lower than any of the three quotes that were available to us.

Moreover, this procurement served not only to reaffirm public bidding as standard practice but also to build a renewed virtuous circle of transparency, predictability, and trust. It is our belief that this approach has strengthened both the quality of the outcome and the legitimacy of the process. While acknowledging the valuable work of the Department of Procurement Services and Management Oversight, we would also like to thank the member states for their ongoing support. Please do not hesitate to contact me should you need any further information. H.E. Laura Gil Assistant Secretary General Organization of American States