HomeMy WebLinkAboutR-86-0336J-86-363
RESOLUTION NO. 8 6- 3 3 g
A RESOLUTION ALLOCATING AN AMOUNT NOT TO EXCEED
$300,000 FROM SPECIAL PROGRAMS AND ACCOUNTS IN
SUPPORT OF THE 1987 ANNUAL MEETING OF THE BOARD
OF GOVERNORS OF THE INTER-AMERICAN DEVELOPMENT
BANK (IDB) TO BE HELD IN MIAMI, MARCH 19-27,
1987; AUTHORIZING THE CITY MANAGER TO EXECUTE
AGREEMENTS, SUBSTANTIALLY IN THE FORM ATTACHED,
WITH THE INTER-AMERICAN DEVELOPMENT BANK AND
THE U. S. DEPARTMENT OF THE TREASURY,
IMPLEMENTING THE SUPPORT ARRANGEMENTS IN
CONNECTION WITH SAID MEETING; ALSO AUTHORIZING
THE CITY MANAGER TO ENTER INTO AN AGREEMENT,
IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH
THE GREATER MIAMI HOST COMMITTEE, INC. TO HAVE
SAID HOST COMMITTEE IMPLEMENT THE NECESSARY
SUPPORT ARRANGEMENTS, ON BEHALF OF THE CITY,
ACTING AS ADMINISTRATORS OF SAID IDB ANNUAL
MEETING, OBTAINING FUNDING FROM OTHER SOURCES
AND DISBURSING FUNDS AS NECESSARY TO IMPLEMENT
THE SUPPORT ARRANGEMENTS.
v OF THE CITY OF MIAMI, FLORIDA:
to exceed $300,000 is hereby
s and Accounts in support of the
c)ard of Governors of the Inter -
held in Miami, March 19-27, 1987.
:r is hereby authorized to execute
to form attached, with the Inter -
with the U. S. Department of the
?port arrangements in connection
'er is hereby authorized to enter
acceptable to the City Attorney,
nmittee, Inc. to provide for said
ie City, to act as Administrators
CITY -
ME.` I :
MAY 7 1958
ION 1-86 -.l
of said Meeting, obtaining funding from other sources and
disbursing funds as necessary to implement the support
arrangements.
PASSED AND ADOPTED this 7th day of May , 1986.
XAVIER L. SUAREZ, MA OR
PREPARED AND APPROVED BY:
ROBERT F. CLARK
CHIEF DEPUTY CITY ATTORNEY
APPROVED�AS Tit FORM AND CORRECTNESS:
LV\r i[i ['s• a/vvv
CITY ATTORNEY
RFC /yp
& -_ '.% a A
CITY OF MIAM1, FLORIDA
INTER -OFFICE MEMORANDUM
To: The Honorable Mayor and
Members of the City Commission
FRoM: Cesar H. Odio
City Manager 0
DATE: April 24, 1986 FILE%
SUBJECT: Annual Meeting of the
Board of Governors of the
Inter -American Development Bank
March 19 - 27, 1987
REFERENCES:
ENCLOSURES:
It is recommended that the proposed Resolution
be adopted allocating an amount not to exceed
$300,000 from Special Programs and Accounts in
support of the 1987 Annual Meeting of the
Board of Governors of the Inter -American
Development Bank (IDB) to be held in Miami,
March 19-27, 1987; and authorizing the
City Manager to execute two Agreements,
substantially in the form attached, one with
the Department of the Treasury and the City
of Miami and one between the Government of the
United States of America and the Inter -American
Development Bank, with the City of Miami designated
as Executing Agency, implementing the necessary
support arrangements; also, authorizing the City
Manager to enter into an agreement, in a form
acceptable to the City Attorney, with the Greater
Miami Host Committee, to have said Host Committee
implement the necessary support arrangements, on
behalf of the City, acting as Administrators of
said IDB Annual Meeting, obtaining funding from
other sources and disbursing funds as necessary
to implement the support arrangements.
The purpose of this Resolution is to allocate $300,000 to enable
the City of Miami, in conjunction with the United States
Department of Treasury, to provide necessary support to host the
1987 Annual Meeting of the Board of Governors of the Inter -
American Development Bank to be held in Miami, March 19-27, 1987;
and to authorize the City Manager to execute two Agreements, one
between the Department of the Treasury and the City of Miami and
one between the Government of the United States of America and
the Inter -American Development Bank, with the City of Miami
designated as Executing Agency. In addition, this Resolution
authorizes the City Manager to enter into an agreement with the
Greater Miami Host Committee, Inc. to act as Administrators of
said IDB Annual Meeting, implementing the necessary support
arrangements.
86-336
Memorandum to the Honorable Mayor
and Members of the City Commission
Page Two
As a matter of interest, it should be noted that the City's Agreement
with the Department of the Treasury contains standard terminology
with respect to full indemnification of the Department of the
Treasury by the City for any liability resulting from the City's
performance or nonperformance of the Agreement. This language
presents no legal impediment to the execution of this Agreement
according to the City Attorney. It should also be pointed out that
we have been informed by the Executive Director of the United States
Inter -American Development Bank that no prior negative minor or major
occurrences have taken place throughout the twenty-seven year history
of the IDB Annual Board of Governors Meetings. Although efforts are
being made to obtain insurance coverage in connection with this
matter, it is still my recommendation that the Agreement be approved
regardless of whether such insurance coverage is obtained.
The Secretary of the Treasury, The Honorable James A. Baker III, has
offered the United States as Host Country and Miami, Florida as the
site for the 1987 Annual Meeting. A delegation of IDB and U. S.
Government officials visited in Miami with Mayor Suarez and City of
Miami officials, and the decision was confirmed by the IDB Governors
representing the 44 member countries. This was formally announced in
Costa Rica last month.
The IDB is a major lending institution for the Hemisphere, Latin
America and the Caribbean, with approximately 3 1/2 Billion Dollars
being loaned each year to developing countries for specific projects.
The areas of involvement for these projects include energy,
agriculture, education, health, water and sewer, transportation and
industry.
This Annual Meeting is anticipated to bring 4,000 - 5,000
participants to the City of Miami, including 350 official delegates
from the 44 member countries, 200 media members, over one thousand
international bankers, 200 members from the IDB staff and 100
observers from international institutions, such as the World Bank and
the International Monetary Fund. Also, major European, Latin,
Japanese and U. S. corporations will be in atteizdance.
We anticipate funding from other sources, and are lobbying to obtain
$200,000 from the State of Florida. This is presently being
considered by the State Legislature in Tallahassee. Also, we are
working to obtain funding from Dade County in the amount of $100,000,
and also obtain approximately $100,000 in funding from the
International Banking Institutions and the other Banks in the Miami
area.
R.86-33s
Memorandum to the Honorable Mayor
and Members of the City Commission
Page Three
In addition to the economic impact of thousands of visitors to the
Greater Miami area, the benefits that will accrue to the City of
Miami by hosting this prestigious international meeting are
significant. Also, the State of Florida will indirectly benefit, as
Florida exporters will be exposed to the procurement process of IDB
as they allocate for specific projects.
Consequently, we recommend that you adopt the proposed Resolution.
CHO*yp
cc: City Attorney
y.
INTER-AMERICAN DEVELOPMENT BANK ANNUAL MEETING
ESTIMATED BUDGET
Anticipated Ex a nses
$100,000
Meeting Rooms
Office and Special Areas
20,000
40,000
Telephone and Telex
Furniture and Equipment
20,000
10,000
Office Supplies
Passenger Transportation
30,000
Freight Transportation
10,000
100,000
Security
20,000
Medical Services
Bank, Post Office, Travel Facilities
10,000
Audio Visual Equipment"
50,000
50,000
Local IDB staff
100,000
Banquets
Miami Host Committee Staff
40,000
20=000
Miscellaneous
$620, 0
Total
Anticipated Sources of Revenues
$300,000
City of Miami
State of Florida
200,000
100,000
Dade County
Florida International Banking Association
100_000
$70--0, 000*
Total
*Excess of revenues will be used to
offset City's allocation of $300,000
IBM
INTER-AMERICAN DEVELOPMENT BANK ANNUAL MEETING
ESTIMATED BUDGET
Anticipated Expenses
$100,000
Meeting Rooms
Office and Special Areas
20,000
40,000
Telephone and Telex
Furniture and Equipment
20,000
10,000
Office Supplies
Passenger Transportation
30,000
Freight Transportation
10,000
100,000
Security
20,000
Medical Services
Bank, Post Office, Travel Facilities
10,000
Audio Visual Equipment
50,000
Local IDB staff
50,000
100,000
Banquets
Miami Host Committee Staff
40,000
20,000
Miscellaneous
$62� 0
Total
Anticipated Sources of Revenues
City of Miami $300,000
State of Florida 200,000
Dade County 100,000
Florida International Banking Association 100,000
Total $70— 0-- =000*
*Excess of revenues will be used to
offset City's allocation of $300,000
u
Agreement
El
Between the Department of the Treasury and
the City of Miami, Florida
I. Basis of this Agreement
The City of Miami, Florida desires to have the XXVIII Annual
Meeting of the Board of Governors of the Inter -American Development
Bank take place in Miami, on March 23 to 25, 1987. The City of Miami,
in view of the valuable benefits which will accrue to Miami and its
citizens as a result of this meeting taking place in Miami, is willing
to provide without charge certain services and facilities. Based upon
this offer by the City of Miami, the Secretary of the Treasury has
extended to the Inter -American Development Bank an Boainvitationrd of For orst e
United States to host the XXVIII meeting
of the Miami. This Agreement is entered into to assure that the City of
Miami will provide the services and facilities specified herein.y
i�
Ii. Definitions
"City of Miami" means the municipal government of Miami, a city
established under the laws of the State of Florida.
"IDB" means the Inter -American Development Bank.
"Meeting" means the XXVIII meeting of the Board of Governors of
the IDB, to be held on March 23 to 25, 1987.
III. Responsibilities of the City of Miami
A. The City of Miami agrees to accept the designation by the
Department of the Treasury to be the "Executing Agency"
under an agreement between the Department of the Treasury
and the IDB to hold the Meeting in Miami. The City of Miami
shall cooperate with the Department of the Treasury and the
IDB in planning and implementing the Meeting and shall per-
form all responsibilities that are allocated to the Execut-
ing Agency under the agreement between the Department of the
Treasury and the IDB.
B. The City of Miami shall provide, at no charge to the IDB or
to the Department of the Treasury or any other agency of the
United States Government, and for the exclusive use of the
Meeting, the meeting rooms, offices, telephone facilities,
furniture and equipment, office supplies, transportation and
other services listed below:
1. Meeting rooms for the Inaugural Session and other
plenary Committee eof the Board ssTons of eofoGovernors ard of Governors; and the working
ss-336
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groups that may be set up during the meeting, and the
adjacent special areas with such adaptations, instal-
lations and services as may be required, as specified
in ANNEX I.
2. offices and special areas for the use of the Chairman
of the Board of Governors, President, Executive Vice
President, Executive Directors, Managers and Secretar-
iat of the Meeting, with the adaptations, installations
and services as specified in ANNEX I. Also, the City
of Miami shall provide space required by the IDB at the
Miami International Airport to set up the services for
reception of participants, as specified in ANNEX I.
'a
3. Telephone and telex, with intercom adaptations in the
existing telephone system and such supplementary
facilities as are agreed upon by the IDB and the
y Department of the Treasury to be necessary. The City
of Miami shall also provide the telex lines and
equipment for the press and participants, and other IDB
Telecommunication lines, as specified in ANNEX II.
4. Furniture and equipment for the offices and working
areas as listed in ANNEX III.
6.
office supplies, paper and material for reproducing
documents, and other expendable items as listed in
ANNEX IV.
Transportation:
a) Passenger transportation services for the
participants between the hotels and the James L.
Knight International Center (Hereinafter referred
to as Miami Convention Center), and other places
where official activities of the Meeting are held,
as specified in ANNEX V.
b) Freight transportation services between the Miami
International Airport and the Miami Convention
Center, for documents, equipment, materials and
supplies shipped by the IDB for the use of the
Meeting.
7. Security services deemed appropriate by the Treasury
Department's Director of Security at the Miami
Convention Center, hotels housing official delegations,
parking areas and wherever activities of the Meeting
are held. These services shall include police pro-
tection, fire prevention and any supplementary measures
which in the view of Treasury's Director of Security
should prudently be adopted inside and outside of the
places indicated. The City of Miami shall also provide
an individual whose sole responsiblity shall be coordi-
86-33f
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nation of the City of Miami's security services at the
Meeting. Security services in some areas shall be
required at least 20 days in advance of the inaugural
session (by March 3) and shall last until 8 days after
the closing of the Meeting (April 2, 1987), according
to a schedule to be formulated by the liaison officer
of the IDB and Treasury's Director of Security.
S. Emergency medical service at the Miami Convention
Center, which service shall be in operation from March
9 through March 27, as specified in ANNEX I.
9. General services for participants including, facilities
for banking, post office, travel agency and/or airline
representatives, with the relevant facilities, furnish-
ings and supplies, computer, telephone and telex
service, for the convenience of the participants, all
inside the Miami Convention Center and all in addition
to the other facilities provided for in the Agreement.
10. Assistance with accommodations in order that adequate
accommodations for the participants may be provided.
The City of Miami shall cooperate with the IDB and will
support its efforts with the hotels listed below, to
obtain the rooms that are required to meet the demand
for housing estimate, as specified in ANNEX VI.
11. Simultaneous interpretation, recording and sound
amplification facilities in the meeting rooms,
including the corresponding equipment and technical
personnel required to install, operate and maintain
such equipment. A total of (80) microphones and
1 500 wireless headsets will be needed. This total
will be used at the Inaugural Session as well as the
Plenary Sessions, and at meetings of the Committee of
the Board of Governors, of the Board of Executive
Directors and the working groups.
12. Local staff_ information on labor laws, sources of
recruitment and current wage scales in the public and
private sectors, and any other assistance necessary to
expedite recruitment of the local staff that will be
hired and paid by the IDB, to serve in the Secretariat
of the Meeting.1/
In case scales and labor laws differ from those from Washington,
D.C.
86-336
O s�
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13. Social functions. The City of Miami shall, to the
satisfaction othe Department of the Treasury and the
IDB, provide funding and make the necessary
arrangements for the following social functions:
1. a formal dinner, hosted by the O.S. Governor of the
IDB, and
2. a luncheon for the spouses of the official
delegates to the Annual Meeting.
i
The IDB shall provide the Treasury Liaison Officer with
the list of the guests to be invited to the functions
listed above.
IV. Responsibilities of the Department of the Treasury
The Department of the Treasury shall seek to enter into a
Memorandum of Understanding between the IDB and the Government of the
United States of America, which will designate Miami, Florida as the
site of the Meeting. That agreement will set forth certain responsi-
bilities of the Department of the Treasury and other agencies of the
United States Government. The Department of Treasury will cooperate
with the City of Miami and the IDB in planning and implementing the
meeting.
V. Responsibilities of the IDB.
The IDB, in accordance with the needs of the Meeting, shall
provide the staff, documents, materials, equipment and services as
defined in the agreement between the IDB and the Department of the
Treasury. The Department of the Treasury will have no liability to
the City of Miami for any deficiency or failure by the IDB to provide
the items and services the IDB agrees there to provide.
VI. Designation of Liaison officers.
A. The City of Miami appoints , as the
Liaison Officer with the IDB and the Department of the
Treasury to be responsible for coordinating applications of
the pertinent measures for which the City of Miami is
responsible. To this end, (he/she) will have the necessary
authority, resources and organizational means available. The
Liaison Officer will also channel communications from the IDB
and the Department of the Treasury concerning the Meeting.
B. The Department of the Treasury appoints Frank Vukmanic as the
Liaison Officer with the City of Miami and the IDB to be
responsible for coordinating application of the pertinent
measures for which the Department of the Treasury is respon-
sible. To this end, he will have the necessary authority,
resources and organizational means available. The Liaison
Officer will also channel communications from the IDB and the
P.. 86-336
a
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City ng the
ng. The
shalloadviseithenCityiof MiamieofithTreasury
e individual it designates
as Director of Security.
C. It is expected that the IDB will appoint Mr. Jorge C. Elena,
Secretary of the Bank, as its Liaison Officer with the City of
Miami and the Department of the Treasury. He shall be
responsible for coordinating application of the measures for
which the IDB is responsible. To this end, he will have the
necessary authority, resources and organizational means
available. He will also channel communications from the City
of Miami and the Department of the Treasury concerning the
Meeting.
D. Each organization listed above may change its liaison officer
by so informing the other organizations.
VII. Reimbursement Agreement
.The City of Miami acknowledges that in order for the Meeting to
be held in Miami, it is necessary for the United States Government to
arrange that the facilities and services listed above in Section III
be provided to the IDB at no cost to the IDB. The City of Miami and
the Department of the Treasury agree that neither the Department of
the Treasury, nor any other agency of the United States Government,
will incur any cost attributable to the listed facilities and services
which are to be provided by the City of Miami. If the City of Miami
does not perform as required by this Agreement, and the IDB or other
person or organization presents a claim to the Department of the
Treasury for compensation in money or kind, which claim the authorized
representative of the Department signing below or his successor finds
to be justified, then the City of Miami shall pay that claim upon
receiving such notice from the Department of the Treasury. Further,
if the City of Miami does not perform as required by this Agreement,
and as a result the Department of the Treasury or any other agency of
the United States Government incurs any cost, -the City of Miami agrees
to pay to the Department of the Treasury: any cost so incurred by the
Department or other Federal agency; any costs of defending against
claims by the IDB or other persons or organizations; and any
liabilities or judgments resulting from such claims, so that the
Department of the Treasury or other Federal agency is held harmless.
The City of Miami further agrees to fully indemnify the Department of
the Treasury or other Federal agency if the Department or other
Federal agency becomes liable to any third person for loss or damage
to property, death or bodily injury as a result of the City of Miami's
performance or non-performance of its obligations under this
Agreement.
VIII. Coordination
The City of Miami and the Department•of the Treasury will inform
the Liaison Officer for the other party of all communications with the
IDB which relate to this Agreement. In the event of any dispute
arising under or relating to this Agreement or otherwise relating to
86-336.
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the Meeting, the City of Miami will abide by the decision of the
Liaison Officer of the Department of the Treasury, and proceed in
accordance with that decision. Thereafter, the City of Miami may
pursue its remedies in a forum of competent jurisdiction.
IX. Amendments
This Agreement may be amended by the written agreement of the
Department of the Treasury and the City of Miami. The ANNEXES of this
Agreement are an integral part hereof and may also be amended by
written agreement of the parties, or if the business of the Meeting so
requires, by common consent of the Liaison Officers appointed by the
City of Miami and the Department of the Treasury.
X. Representations
The City of Miami warrants that it has taken all necessary actions
to enter into this Agreement and that the undersigned official signing
on behalf of the City of Miami is authorized to bind the City of Miami
to the obligations contained here.
XI. Effective Date of the Agreement
This Agreement will be effective when signed by both parties.
FOR THE CITY OF MIAMI
Dated:
FOR THE DEPARTMENT OF THE TREASURY
Dated:
86-33g
t 9 r oond
As you are aware, Secretary *"so invited the IDB to have their
meeting in Miami, suggesting that the IDS should work out
arrangements with Miami. "o It'd, however, wanted an agreement
with the O.S. as host country. as is its standard practice.
The IDB initially presented a proposed agreement in which the
USG was to be responsible for providing all the meeting
facilities (conference mess*. leirniture, local transportation,
etc.) We countered with an agreement which made Miami
responsible for everything other than clearly Federal areas
such as Customs processing facilities. The IDB rejected this,
and the attached agreements represent our efforts, prepared at
the behest of OASIA and Assistant Secretary (Management), to
reach an arrangement satisfactory to the IDB.
The O.S. ED in the IDS (Mr. Casanova) has taken the lead in k
working through the administrative and other arrangements for 4
the annual meeting. One of Jeta Rogers' staff assistants has
reviewed and helped negotiate the agreements, and OASIA at
staff level has examined the arrangements. Mr. Casanova has
advised us that Miami is on board on all the details of the
arrangements.
The basic legal arrangements call for an agreement between the
U.S. and the IDB in which the M undertakes the commitments
normally asked of the host country. Miami is the *executing
agent" for the USG, and a separate agreement between the O.S.
and Miami basically obliges Mini to undertake all the
responsibilities of the USG except in such areas as g
facilitating customs clearance. migration, etc..
The financial arrangements place all financial responsibilities
on Miami, e. ., paying for "uipment. if Miami is unable to
meet those responsibilities, tb* VSG will do so if lawful and
feasible. If not, the IDS will pay for required services and
facilities. The USG in turn agrees to seek appropriations to
reimburse the IDS, and Miami agrees to reimburse us. `<
We worked out these financial arrangements because of a CG
opinion criticising -- as inconsistent with "spirit' of the
Anti -Deficiency Act -- a proposed agreement which would
.obligate the USG to spend funds *subject to appropriations .
The CG felt it improper to `morally' obligate the Congress to
appropriate funds.
Russ believes the Miami-100 arrangements are distinguishable
because the financial arrangements make it exceedingly
86-33g
04
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unlikely that the USG will ever have to go to Congress to seek
funds. The IDS recognizes that we have no legal obligation to
reimburse them, and we
not andhave cannotfcreateyaamoraldthe IDS obligationhat the
for
arrangements
the Congress to appropriate funds.
We sought the guidance of Ms. Waxman on this issue, and she
concluded that the arrangements were acceptable if the
Department informed the appropriate committees in Congress of
the agreements. To our knowledge, the Assistant Secretary
(Management) has not carried out these consultations. OASIA
does not wish to consult on arrangements which are not likely
to involve any expenditures by the USG.
Ken Schmalzbach believes that the agreements are legally
sufficient, but that the arrangements could be subject to
criticism by the GAO if they are brought to the GAO's
attention.
The security arrangements oblige Miami to work out and pay for
all security arrangements deemed appropriate by a "Director of
Security" to be appointed by Treasury. We have explored the
possibility of actually listing detailed security arrangements
in the agreements, to avoid later surprises. Secret Service
agents, however, advised against any detail, because judgments
about actual security arrangements will have to be made in
light of the situation then prevailing; they believe the
general language in the agreements is satisfactory. In their
view, Miami has considerable experience and is expert in
working out security arrangements for diplomatic conferences,
and shares our interest in avoiding problems. There also are
competent private security agencies for hire. To some extent
the Secret Service will be involved in security arrangements,
because it is highly likely that some heads of state (e.g.,
Seaga) will attend the meeting. Back-up options, should there
be a problem, could involve checking with the State
Department's security services.
Two social events (a luncheon and a dinner usually hosted by
the host country) will be paid for by the City of Miami. Our
understanding is that the Department will insist hat these
events be funded by the City and not by any private
contributors.
Oversi ht arrangements will likely involve some four Director
of
OASIA staff time, as well as appointment
Security.
The agreements should be cleared by both OASIA and Office of
Assistant Secretary (Management).
Signing the agreements, in our view, should be done thereafter
by a policy -level official, e.g., DAS Conrow, or the Assistant
Secretary (Management).
A NNE X Ell '
-
MEETING ROOMS, SPECIAL AREAS AND
I.
OFFICES
TELEPHONE, TELEX AND OTHER
I1.
COMn--NICATIONS SERVICES
FURNITURE AND EQUIPMENT FOR MEETING
III.
OFFICES AND WORK AREAS
OFFICE SUPPLIES, PAPER AND OTHER
IV.
EXpD'DABLES
LOCAL TRANSPORTATION
V.
ESTIMATE OF HOUSING REQUIMENTS
VI.
SUPPLIES A� EQUIPMENT TO BE
VII.
SHIPPED By THE IDB TO THE MEETING
SITE
ov
0
10 —
• ANNEX I
MEETING ROOMS, SPECIAL AREAS AND OFFICES
ing
meeting rooms, special areas and offices will b needed
The followether with such essential services, adaptations installations
of this
together eriods indicated in Subsection
may be required during the p
Executing will also provide and bear the expense
ofthe
annex. Theelectricians, doormen,
Affeva�tor operators,
services of maintenance and cleaning
laborers, telephone operators and the necessary
personnel.
A. MEETING ROOMS
1. A hall for the Inaugural Session with a cap
acity of approximately
ous
1 700-2,000 persons, and should have facilities ur 1 Session, the
interpretation, in four languages • After the inaugural
interpenior Management
of the Sank
Governors, Executive Directors the presidents of the United States
will present their respects to th
in the •
Furnishings
A head table, accommodating up to 11 persons
A lectern for speakers
A table for documents, approximately 1.20 x Z.10 m
ft
E
86-336,
AMEX I
of tb*
Z. A room
Session of Heads of Delegation, plenary
for the Preliminary
the Board of Governors and of the Committee
sessions of, with a capacrsono* This room should
city for 700-1,000 p
Board, shaped in such a way that the Governors
have a level floor and be delegations
can be seated aTh are
round twj parallel tables vith their
e a for the four tables listed below s
behind them.
matel 90 sq.m in size. This room must also have th�i1�III
approximately Fo
for simultaneous interpretation in four languages.
vill be used.
Annual Meeting, the
Furnishings
A head table, accommodating up to S Persons
A lectern for speakers accommodating
22 persons each
Two tables foreExecutive theGovernors12 persons
A table for the
ement of the Bank accommodating 4 persons
A table for the Mans g 4 persons
A table for the Secretariat staff accimmo0d�t?ng0 d lectern
A table for documents, approximately
_ A platform if necessary, to raise the head table an
approximately 30 cm
Chairs for 800 persons
3. Two smaller
rooms should be installed with the furnishings listed
f working groups. One of these rooms should
meetings o
below, for interpretation services in four
have booths for simultaneous
languages.
Furnisbin ss (for each room)
A head table accommodating 3 persons 60-80 persons
A table
U-shaped tables accommodating approximately 3 persons
_ A table for the Sectlr2�txs2a10 m ff co®odating
A table for documentsPersons
Chairs for 60 to 80
a
86-336
e
ANNEX I
Board of Executive Directors will take
4. The working breakfast of the
place at the Hyatt Hotel.
Furnishings t
• Head table to commodate 3 persons
- ac
• U-shaped tables to accommodate approximately 60 persons
Table for the Secretariat staff, to accommodate 3 persons
- Table for documents, 1.20 m x 2.10 m
4 Additional tables,-1.20 m x 2.10 m for breakfast service
- Chairs for 60 persons
B. SPECIAL AREAS
ace will be needed in the Miami Convention Center for the
Sufficient s p
following services and support offices:
Location
1. Storeroom - for equipment and materials
shipped from the Bank headquarters
2. Area for Press, Radio and TV Services
offices
3. Pressroom
4. Document reproduction unit (print shop)
S. Document distribution andtwith storagen adjacent
room for organization
6. Exhibit of photographs, pictures and other
displays of the Bank's activities
7. Telex and telephone services for the press
g� Public ser�►ilss cables$ mailbooths- telephone bank agency,
distance cal • age
travel and airline ag
9. Receptionists
10. Registration of participants
A
13 —
AMEX I
C. OFFICES
100 offices will be needed for the Chairman Of
he Bank,
Board
Approximately of
of Governors, President and Executive Vice a ersiandtthe Secretariat
Executive Directors and their staff, Bank Manag,
of the Meeting.
These offices will be located as follows:
Location
occupants
1. Chairman of the Board of Governors
y. President of the Bank and staff
3. Executive Vice President and staff
4. Executive Directors and their staff
5. Managers and Advisors of the Bank
.6. Secretariat of the Meeting
7. Host Country Coordination Staff
for night works an adequate
All offices should have reinforced lighting lamps et., and adequatt
number of Out for electric typeiters,
ventilation or air conditioning:
Floor plans will be prepared by the IDB and delivered to
authorities in due time. -
JIl
14 -
AMEX I
TIMETABLE FOR OCCUPANCY OF MEETING ROOMS, SPECIAL AREAS
D. AND OFFICES
The meeting zooms,
areas and offices mentioned area below shall be reserved
for the exclusive use of the IDB on the dates 1 s To Total
From (incLusivel dayS
1� Meeting rooms March 23 2
• March 22
A-1 Inaugural Session
A-2 Preliminary Session fHeads of
s,
Delegation, Plenary March 25 6
Committee of the Board March 20
of Governors
A-3 Small rooms for working groups,
working breakfast of the Board March 20
March 26 7
of Executive Directors
ial areas April 2 36
2• gpee
Feb. 26
B_1 Storeroom
March 16 March 27 12
• 3-2 Offices of the Press. Radio
and TV Services March 16 March 27 12
B-3 Pressroom March 26 10
march 17
B_q Print -shop
ribution unit and March 17 march 26 10
B-5 Document dist
adjacent work room March 18 March 26 9
B-6 Exhibit area March 19 March 26 8
B_7 Telex for the press
B_8 Banking#
telephone. cables, mail March 20
March 26 7
and other services March 25 6
March 20 .
3_9 Receptionists 4
March 20 March 23
3-10 Registration of participants do not incly
Theq
• Noccup
ote: The dates indicatedro ms and offices Y• _
the time needed to set up
g6-389
-1S-
.
AM=
I
J
To
Total
From
inclusive
d+!Y!
3.
Off=
occupants t
March 19
march 25
7
C-1
Chairman of the Board
march IB
march 27
10
C-2
president of the Bank and staff
march 18
march 27
10
C-3
Executive Vice president and staff
March 19
march 26
8
C-4
Executive Directors and staff
March 19
march 26
8
C-S
managers and Advisors of the Bank
C-6
Secretariat of the Meeting
March 2
March 27
26
C-6a Personnel Officer
March 2
March 27
26
f
C-6b Coordinator
C-6c Administrative services,
2
April 2
32
accounting and communications
march
C-6d Secretary of the Bank and
March 9
March 27
19
other offices
C-7 Rost country coordination staff
As of February 16, I-
will require office
The Personnel Officer, an assistant and avriters� chairs, tables, etc.
space, three desks, telephones, two type
Oa March 2 he will move to the Miami Convention Center).
room and waiting room for the
In addition, there should be an examining typewriters with tables
personnel Section, equipped with six electric typ ,
ire. At least four of these type�iters should be capable of
and chairs. lisp, Spanish.
. in in the four official languages of the Bank (Eag
• g machine will also be required as of
French and Portuguese). A dictating
that date. t
06
$Q- g�►
I
16
OWNU
AN= I
As of F'ebrua 1987:
telephones, chairs, etc
officesr two desks, a typewriter, file cabinets, . will be
Two to
ting and his secretary (On March 2 he will move
needed fo
r the Coordinator of the Mee
the Miami Convention Center).
g. AV -PORT FACILITIES will provide one
ll also
In addition to the facilities described above, Agency
Executing A9eat the Miami
coda suitable for the provision of recepti
on services to participants
Airport. The room shall be located in or near the international arrivals
International Po with telephone
contain sufficient space for a staff for six persons, arcs � equipped
area, be reserved for the
facilities, at least two desks and six chairs. said roam shall
exclusive use of the IDB from March 20, 1987 to March 26, 1987.
g. MEDICAL FACILITY
The Executes Agency shall provide the following Wergency
Medico]. Service:
s during which activities of the Meeting are held in the Miami Convention
1. At all time be in operation
Center, a facility staffed by at least one registered nurse shall
within the Miami Convention Center. Said facility shall be equipped to render
scat aid to participants. The staff of. the facility shall be �wleogeable
emergency f in case a
about the availability of other providers of medical care in the coumunity"
participant needs to be directed to another provider for further treatment•
2. The Executing
Agency will make arrangements to assure that ambulance service shall be
promptly
available to participants if such transportation from the Miami Convention
Center is necessary -
other
other times from March 9 to March 27 whthe emergency medical facility is not -
3• At all ici t requires
in operation. the Executing Agency wills, in the event that a part P� -
medical
treat t, provide information on sources of medical care in the caamuanitY. to
assist the participant in obtaining the necessary cate•
17
TELEPHONE, TELEX AND OTHER COMMUNICATIONS SERVICES
AMEX II
S ecial Installation for the Meetin
.
or equivalent, will be
A sincluding the following equipment, ystem
needed for the meeting: 1�
A. TELEPHONE SWITCHBOARD
A switchboard with at least 25 direct lines to the city'$ main
telephone exchange and two consoles
as leading
from the switchboard,
Approximately 110 internal lin
and an approximate total of 220 telephone instruments
17 inter -office intercom systems
B. TELEPHONE LINES FOR LOCAL AND INTERNATIONAL SERVICE
� s main exchange, to
13 overseas direct -dial lines to the city in two instruments
be installed in offices, each line ending
having the same number connected by direct intercom
2 "station to station" lines
12 direct lines to the city's main telephone exchange: 10 for
nd 2 for the participants
the international Press connections a
1� al set up of the
The exact requirements will be based on the fin
Offices-
A
ANNEX 11
C. LINES AD EQUIPMENT FOR TELEX AND FACSIMILE SERVICES
press ' 2 for
14 direct lines for telex use: IDB'sr t closed circuit
participants, 1 t for the
Washington -meeting site), 1 for the commercial telex, 1 for
the IDB's facsimile and 1 for the IDB wirephoto transmitter
Now
adaptations, cost of
The expense of the installation tersnnecessary
and any o her equipment needed in
telephone instruments, teleprin
n with the telephone and telex systems for the press and the
connection . as will the cost of
participants, will be borne by the lr's a
local calls made by the IDB from any of those telephones.
will arrange for and bear the expense of the installation site of
The IDB Headquarters an
closed circuit teleprinter between the Bank on the international system.
the Meeting, and for a commercial telex
onsible for making the arrangements and covering the
The IDB will be reap wirephoto transmitter
cost of facsimile, minicomputers, word processors, p
other special installations, and the cost of official long-distance
and
calls.
Tans and dates of installation of the telephone syosthes host
and
Detailed p the IDB and delivered t
telex equipment will be prepared by
country's authorities in due time.
P'.
ANNF.x III
F'U1tNITURE
AND EQUIPMENT FOR MEETING OFFICES AND WORK AREAS
d equipment listed below will be needed for
reche Offices
ficee
The furniture an q
Chairman of the Board of Governors, pTeSofethe IDB. as well as
of theh officials
President. Executive Directors and high will provide
The IDS
for the offices and work areas of the Secretariat.
uretanda equipment in accordance
of the Turn
a schedule for delivery subject to change:
with the installation of the offices. This list is
�. Office furniture
4 executive desks
4 executive chairs
15 professional desks
27 professional chairs
39 secretarial desks
102 secretarial chairs
95 typewriter tables approximately 65 cm high'
40 desks and chairs for journalists, aPP *writer and
strong and large enough to accommodate a typewriter
documents
380 visitors' chairs 1.80 x 0.90 m 1/
120 work tables, approximately
g meeting
tables, approximately 2.00 x 1.00 m
5 four -drawer, letter -size file cabinets with
lock
12 7 90 cm
1 l shelves, PP
metal cabinets with supply
wide and 1.80 m high. 7 of which should havgepending on the
ck
60 desk lamps (the number of lamps may vary
lighting available for night work)
100 vast* baskets esker equipment
1 set of microphOAe and loudsp
jr—TheseOn
120
work tables could be replaced by desks, depending
their availability
-20-
ANNEX III
B• Office equipment ,
Alternative A
* 95 IBM Selectric II and/or III electric typewriters, or
•
any other similar type of electric typewriter capable
of typing in the four official languages of the Bank
Alternative B
IBM word processors with printers (Displaywriter
1/ 7
s7stsm) or equivalent, and
Selectric II and/or III electric Mew or
* 81 IBM
of electric typewriter capable
any other similar type
languages of the Bank
F
of typing in the four official
k
Others
typewriters, preferably Elite e, with
tYP typ
F-
p
* 40 mechanical
ribbons, for the press
(or another make that works without
* 6 XF copy machines
are provided, three should be
—
fluids). If Xerox machines
7000. These three
mod el 3107 and the other three model
slots each
--
have a minimum of 20 automatic sorter
must
4 calculators (monitor and paper strip)
shelves for petty
._
r_
1 ompartments or
medium -size safe with c
cash and other valuables
These machines will be provided by IDB. If the equipment' for
Multilith, the number of word
l
reproduction of documents is not
3.
-
processors would be reduced to
repair of
f necessary.
* The technicians for maintenance ends meat should be on duty r b
equip
durs and printing
typewriters, copier
specific hours from March 9�throu;h
the meeting site
27, inclusive.
-►►fib-��..
ANNEX III
(print -shop)
1. Furnishings
j o.90 m x l.so m x 0.75 m
6 collating' tables• approximately
high approximately 0.60 m x 1 m
14 tables for mimeograph machines,
x 0.75 m high
1 cabinet with lock
2 .' 21 per"
8 mul
tilith-offset system machines, model AB -Dick 369 (or •
more recent model)
2 developing cameras
Alternatives for multilith-offset s stem:
A. 4 KODAK coPiers model 200
rah machines (or more
g AB Dick 555 electric mimeograph S.
osition cylinder.
recent model), Composition
o� reproduce electronic
3 AB -Dick or equivalent machine to
stencils
1 electric stitching machines* Bostitch No. 7
with 12
or more stations$ minimum
1 electric collator per station
capacity 2.000 Sheets p
01-4
Rol - z -.
AMEX III
D. special Furnishing
its of reinforced shelving to be used in the documents
SO units equipment and office
distribution areas,
meeting rooms.
1 storeroom •1nd other areas (see Drawing
supply
each of 9 five -hole units
1 set
Of stands for 45 flags -
(see Drawing 2)
630 pigeon -hole boxes: (see D cn ing480
for documents distribution: 150
for press material:
100 document distribution boxes (see Drawing 4)
uate furniture for the lounges of the Executive
- adeq
Directors and Managers
they may be used
units
If similar prefabricatitible with they spacsl and distribution for
Provided they are comp
floor plans.
ft
I 0115N"
01%
WEx III
DRAWING 1
-044.
4ELVES
FLAG STANDS
,90 00
ANNEX I I I
DRAWING 2
Nine units of 2-1/5 cm, varnished wood, with
five holes in each. The holes will be 3.2 cm
in diameter, 20 cm center- to- center j and 10 CM
from the ends of the stand.
The nine units together will contain 45 holes,
proportionally distant from each other.
aft
---------- -
UMENT DISTRIBUTION BOXES (B)
I� o0
c�
'A
D
w�
ANNEX YET
DRAWING 3
PIGEONHOLES FOR DOCUMENT 11STRIBUTION (A)
,1
cz
74
-23-
Am= IV
s
OFFS CE SUPPLIES, PAPER An OTKER �pgNDABLES
1. Office Supplies
60 desk trays
50 staplers
10 heavy 100 -duty staplers (over pages)
60 staple removers
15 scissors approximately 1.20 x 1.80 m
3 blackboards. pp
6 blackboard erasers
2 boxes of white chalk
20 desk blotter holders
20 desk blotters
160 desk ashtrays
6 stamp pads
60 desk calendan�' blue or black
400 ballpoint p ead encilso with erasers
40 dozen black
ener
30 pencil sharpeners
8 dozen red/blue p
15 30 cm rulers typewriters
120 erasers
60 special carbon ribbons for electric
200 boxes of paper clips
400 rubber bands of different sizes
10 boxes of thumb tacks
les each
50 boxes of 5.000 ster,letter size 8 x 12 cm
100 pads of ruled p p a er• approximately
100 pads of white note p P
ook
100 shorthand notwhites bond paper, letter size
30 Teams of
(15,000 sheets)
600 white envelopes, letter size
200 24 x 32 cm manila envelopes
200 30 x 36 cm manila envelopes
200 file folders with flaps
600 regular file folders letter size wide)
1 spool of heavy paper (at least 1 m
1 roll of kraft threeeahollsBpuD hers
2 heavy duty
Delivery date: February 26' 1987
(9 lbs)
_24-
AMEX V
For valet services in meetin rooms:
45 water pitchers
150 water glasses
2. Reproduction sunolies
a. Mate�al!
for AB -Dick 555 mimeograph
* 250 black ink cartridges Dick)
* 3,000 top quality stencils or stencil reproducer AB -Dick model 555
* 500 electronic stencils for a
e 1,500 folders for used stencils
12 liters of naphta or kerosene the chines
5 kilos of cotton waste for cleaning
1
e needed only if mimeograph machines a!e used*
* These supplies will b ,
t M
�25-
AM= IV
b. Stations
*.imeottraph plain and letterhead paper
ualitpwhite, suitable for printing on both
All paper must be top q . x 28 cm.
sides (20 lbs), letter size,
21.5 — white paper, plain 1,800 reams (500 sheets each)
letterhead paper for documents:
;) XXVIJ Annual Meetiin
50,000 sheets
Spanish 50,000 sheets
English 15,000 sheets
French 10,000 sheets
Portuguese
Committee of the Board of Governors
3,500 sheets
Spanish 3,500 sheets
English 1,500 sheets
French 1,500 sheets
Portuguese
iii) Press releases
5,500 sheets
Spanish 3,000 sheets
English
Delivery date: March 5, 1987
* Mimeograph paper
used
e
I
mimeograph ma
s are
-Z6-
a er for hotoco iers
g ecisl 80,000 sheets
letter size
Delivery date: March S, 1987
4. Miscellaneous for
with the emblem
of the IDB,
2,000 plastic briefcases ebriefcases
distribution to the should be
anticipants. h to hold
I?clasp. and large enough
'Portfolio tgpas With a acitq
of the p the Meeting
(expansion cap
the, initial documentation of
of at least 7 CIR)•
Delivery data: Marcb 9. 1987
��};
LOCAL TRANSPORTATION
I
ANNEX V .
Executing organization and
will be responsible for the
The Agency provided for the participants
supervision of the transportation services
at the Meeting.
Executing
To this effect, the Agency
transportation service as follows:
assigned be to each
four -door sedans, with drivers, ° the ne ° President and the
Head of Official Delegation,
Executive Vice president oThisefigure alsoeaincludes Executive
Director and Alternate.
e Delegation of the Bank and the
automobiles for use of th
Meeting Secretariat.
station wagon or van for small loads (excess baggage and
other meneral services).
for
buses with drivers, six of ewhich s
ti ipants beld be t
uses
their
the transportation of the p
hotels and the places where tsessions arother e held. Official
activities related to the meeting
Executing will provide, in addition to the drivers, other items
N including
The Agency
essential to the maintenance of this
mBees closeto thegmeeting site,
repairs, and will provide parking facilities
for automobiles and buses. _
A. 88
B'
will provide the Meeting with local
ot CDs
l The exact number of buses will borated Jointlybythe houstncountry
� plan to be `el
transportation p
and the IDB.
?/ For
the period March 9 through March 16, one of these buses shoal
be a minibus.
•. 28
ONEx V
�Executitig shall
vehicles• the '
the aforementioned which, in soAPPnCYtances may be
In addition to materials
ht transportation service a ui meat,
provide freight for carrying documents q and then back to
Up to four -ton capacity. site,
the IDS to the Meeting the airport
lies shipped by between
and supplies which will be mostly April 2. Even
�►ashington. These services,
will be required from March 3 until Ap during this
site, continuous basis
and the Meeting will not be used on a
though this service t will be requested up to a three-hour advance
period, when necessary, i
notice.
Automobiles - Total:
A.
Nus K Assi n o
1
31
50
Delivery Return
data d. ate
(8:00aa)
Feb. 23 March 28
aOtal
days 1�
coordinator
secretary of the Sankt l
Genera
Deputy secretary.
$ervices (Protocol.
March 9 Match 28
Rousing, etc.)
pre:s services, External
March 16 March 27
Relations
Governors, Executive
IDS president
I March 18 March '27
Directors.
Executive Vice President
Governors. Executive
March 19 March 27
Directors and MaI;Bets
7 the day of return
34
20
12
10
.9
50
.c 00 : DEPARTMENT OF THE TREASURY
3 Washington ep"
from Sundseth
for Blair
l0/10 y3y —kpw
pg. 29 of thac retract under section C
should reads
C. Buses; the maximum number of busses
required will be 30 (thirty)•
maximum number of mini buses will be
5 (five) .
(down further in the contract where ther
are blanks)
Mini Buses 2
a to _
Buses 10
To
10
r, this has been accpeted
Please note Blai
by Miami and the IDB Secretariat. It is
written into the Miami contract.
Also Sundseth wanted you to know that the
de
numbProbably
ers
needare
this manylbuses�. ers.
won
•
'
-29-
AM= V
3
.
Delivery Return
Total
Number
Assigned to
date date
._.-
day8 1/
(8:00am)
- Total 1 -
Capacity for four
passengers and
B. Station
::axon or van
freight
1
Administrative Services
Feb. 24 April
2 38
C. Buses:
Number
Minibuses
Minibuses
Buses
Buses
Buses
Delivery Return Total
date
date
1/
(8:00am)
March
8
March
26
19
March
16
March
31
16
March
19
March
25
7
March
20
March
25
- 6
March
22
March
27
6
1/ This total includes the day of return
e<
i-
-29-
AMEX V
3
Delivery Return Total
A des 1/
date _�
Nu= Ass�ign_ed to (8i00am)
BStation .:a on or
van - Total 1 - capacity for four passengers and
freight
1 Administrative services Feb. 24 April 2 38
C. Buses: ._._
Number
Minibuses
Minibuses
Buses _----
Buses
Buses
Delivery
Return
Total
date date
dates, 1/
(8s00am)
March 8
March
26
19
March 16
March
31
16
March 19
March
25
7
March 20
March
25
- 6
March 22
March
27
6
` This total includes the day of return
1/ _
-30-
ANNEX VI
ESTIMATE OF HOUSING REQUIREMOTS
the estimates for the minimum and maximum number
Detailed below are Annual
suites
tes and rooms required in first class hotels ex4oerience revious
Meeting of the Board of Governors, based on the
meetings -
Total units
Suites * Z;. m . ax M Mix
M= jay.Mia _-
DELEGATIONS 20 30 240 260 280 320
I. OFFICIAL DEL 5 10 S0 70 60 90
II. OBSERVERS
III. SPECIAL GUESTS 20 40 800 900 840 980
- Member countries 10 20 10 20
_
- Non-member countries 2 2 66 66 70 70
IV. IDB DELEGATION
V. MEETING SECRETARIAT 40 40 40 40
- IDB Headquarters staff - -
30 30 30 30
International staff 35 40
_ 35 40
VI. PRESS 10
- _ 10 10 10
VII. OTHERS
47 S2 1,281 1,436 1,375 1,600
Total
suite
f
equivalent to two
too
i 1°rty C't
' 0 ' V
1.
- 31 -
AM= VII
SUPPLIES AND EQUIPMENT TO BE SHIPPED BY THE IDB
I TO THE MEETING SITE
SUP`pLIE_S
5 desk blotters
15 cartons of IDB safety matches (1.200 boxes)
60 ashtrays with IDB emblem packages, etc.)
19000 gummed labels for shipment (boxes,
B00 address labels (host country)
BOO address labels (IDB - Washington, D.C.)
2,000 cable forms
500 white envelopes for cables
2.
STATIONERY (Annual Meeting letterhead; paper and envelopes)
5,000 sheets, letter size bond paper
1,000 sheets, letter size onion paper
500 note pads (14 x 20 cm)
4,000 regular mail envelopes
1,000 air mail envelopes
3.
CONFERENCE E UIPMENT AND MATERIALS
vith pole and
1 flag of the bos country
for indoor use
arrow poles and arrows
1 set of flags (43) for indoor ust with
1 set of flags (43) for outdoor use
i
f:
66-336
5 •aw"
-32-
*;p
• AN= VII
3. Conference equipment and materials (cant.) .
6 IDB flags for indoor use with poles, stands and arrows
2 IDB flags for outdoor use, approximately 1.50 x 2.40 m
6 sets of flags of the member countries (43) for desk uses
with bases
2 plastic IDB emblems (medium size)
2 tapestry IDB emblems (large size)
6 standing metal directories with plastic letters
60 metal stands for signs, with frame, support and stand
(small and large sizes)
100 plastic name -plate holders
- plastic name -plates for the meeting. tables (to identify
countries and delegates)
1 embossograph machine with accessories
2 gavels with rest, for the meeting tables
1 facsimile equipment
10 rite -liners
• 1 tool box
1 metal box for petty cash
2 tables with lights for proofreaders (including additional
fluorescent lamps)
1 ballot box with lock
- casettes and tapes
_ - material for IDB exhibit
2 IBM Minicomputers (System 23)
4 Polaroid GBC cameras with accessories (plastifiers and
tripodes)
portable simulta ±ous interpretation equipment and booths
- walkie-talkies equipment for Secretriat and Transportation
7 IBM word processors with printers
10 4-oz cans of paper cement
2 transcribers
24 boxes for files. cardboard with frames
MEMORANDUM OF UNDERSTANDING
BETWEEN DTHE
THE
GOVERNMENT
IDEVELOPMENTSTATES ERICA
ANN
INTER-AMERICAN BANK
CONCERNING THE XXVIII ANNUAL MEETING OF THE BOARD OF GOVERNORS
This Memorandum of Understanding, between the Government of the
United States of America (hereinafter referred to as the "Host
Country") and the Inter -American Development Bank (hereinafter
referred to as the "IDB") sets forth the basis of cooperation for
the provision of such services as may be necessary to hold the
XXVIII Meeting the oard Fla.,
on March 23o
"Meeting").
I. RESPONSIBILITIES OF THE BOST COUNTRY
1. Privileges and immunities. The Host Country will grant
the Governors and the official delegations, the Executive
Directors, and their Alternates, as well as other IDB officials
and employees, the privileges, immunities and exemptions provided
for in Article XI, Sections S and 9 of the Agreement Establishing
the Bank, as well as the communications privileges set forth in
Section 7 of the same article.
2. Visas, immigration and customs.
a. The Bost Country will instruct its embassies and
consulates abroad to issue the necessary visas to those
attending the Meeting. The Host Country will also
reinforce service in the Miami International Airport to
expedite the immigrations and customs formalities for
participants in the Meeting. This reinforced service
will be provided from March 16 through March 27,
inclusive.
b. The Bost Country, in accordance with its applicable
laws, will extend to accredited journalists and other
participants attending the Meeting, to whom Subsection a.
above does not apply, the necessary visa and immigration
courtesies to facilitate the proper exercise of their
functions in relation thereto.
3. Facilities and Services. The Bost Country will arrange
that the City of M am , F or da (hereinafter referred to as the
"Executing Agency') will provide, at no charge to the IDB and for
the exclusive use of the Meeting, the meeting rooms, offices,
telephone facilities, furniture and equipment, office supplies,
-2-
transportation and other services listed below:
a. Meeting -rooms for the Inaugural Session and other plenary
sess ons of the Board of Governors, for the Committee of
the Board of Governors and the working groups that may be
set up during the meeting, and the adjacent special areas
with such adaptations, installations and services as may
be required, as specified in ANNEX I.
b. Offices and special areas for the use of the Chairman of
the Board of Governors, President, Executive Vice
President, Executive Directors, Managers and Secretariat
of the Meeting, with the adaptations, installations and
services as specified in ANNEX I.
C. Space at Airport. Space required by the IDB will be
provided at the Miami International Airport to set up the
services for reception of participants as specified in
ANNEX I. (See Subsection II. 6)
d. Telephone and telex_, with intercom adaptations in the
existing telephone system and such supplementary
facilities as are mutually agreed upon by the Bost
Country and the IDB. The Executing Agency will also
provide the telex lines and equipment for the press and
participants, and other IDB telecommunication lines, as
indicated in ANNEX II.
e. Furniture and equi mp ent for the offices and working areas
as listed in ANNEX III.
f. Office supplies, paper and material for reproducing
documents, and other expendable items as listed in ANNEX
IV.
g. Transportation:
1) Passenger transportation services for the
participants between the hotels and the James L.
Knight International Center (hereinafter referred to
as Miami Convention Center), and other places where
official activities of the Meeting are held, as
specified in ANNEX V.
2) Freight transportation services between the Miami
International Airport and the Miami Convention
Center, for documents, equipment, materials and
supplies shipped by the IDB for the use of the
Meeting.
h. Security. The Executing Agency will provide the security
services deemed appropriate by the Treasury Department's Director
of Security at the Miami Convention Center, hotels housing
official delegations, parking areas and wherever activities of
/"s
Y s
-3-
the Meeting are held. These services will include police
protection, fire prevention and any supplementary measures which
in the view of Treasury's Director of Security should prudently
be adopted inside and outside of the places indicated. The
Executing Agency shall also provide an individual whose sole
responsibility shall be the coordination of the Executing
Agency's security services at the Meeting. Security services in
some areas will be required at least 20 days in advance of the
inaugural session (by March 3) and shall last until 8 days after
the closing of the Meeting (April 2, 1987), according to a
schedule to be agreed upon
by the liaison officer of the IDB and
Treasury's Director
J. Emergency medical service. The Executing Agency will
provide emergency medical service at the Miami Convention Center,
which service will bserviceoperation
from
March
A9 throEX ugh March 27.
The details of this
J. General services for participants. In addition to the
other facilities provided for in this Memorandum of blet inside
Understanding, the Executing Agency post office,
the Miami Convention Center, facilities for banking, p
travel agency and/or airline replies,com
tvest with
itelthe relevant
facilities, furnishings and supp P
and
telex service, for the convenience of the participants.
k. Accommodations. In order that adequate accommodations
for the participants may be provided (See Subsection II. 7), the
Executing Agency will cooperate with the IDB and will support its
efforts with thee��ethelisted
demandbforwl to housingtestimate ain the oass that
are required toID
specified in Annex VI.
1. Simultaneous interpretationinterpretationf, recording
amplification ac 1 t es in the meeting rooms,
corresponding equipment and technical personnel
install, operate and maintain such equipment.
microphones and (1,_) wireless headsets will
nd sound
ncluding the
required to
A total of (80)
be needed. This
i
. S6
e*04
ram''
-4-
total will be used at the Inaugural Session as well as the
ofeGovernors, of,thedBoardeofinExecutive Directors andttheHoard
o .
working groups.
m. Local staff. The Executing Agency will provide the IDB
with information on labor laws, sources of recruitment and
current wage scales in the public and private sectors, and any
other assistance necessary to expedite recruitment of the local
staff that will be hired and paid by the IDB, to serve in the
Secretariat of the Meeting.1/
II. RESPONSIBILITIES OP THE IDB
The IDB, in accordance with the needs of the Meeting, will
provide the staff, documents, materials, equipment and services
listed below:
1. Specialized technical and administrative support staff
for the Secretariat of the Meeting, both internationally and
locally recruited.
2. Documentation on the topics of the agenda, including
preliminary documentation and that prepared during the course of
the Meeting.
3. Supplies and equipment, for the exclusive use of the
Meeting, as listed in ANNEX VII.
4. Shipment of documents, materials and equipment from IDB
headquarters to Miami International Airport and, after the
Meeting, from Miami International Airport to Washington, D.C.
(See Subsection I.3.g)
5. The interpreters required to provide simultaneous
interpretation n the four official languages of the Bank.
6. Organization and supervision of the reception service at
the Miami International Airport, and the service needed or the
departure of the participants, in close cooperation with the
authorities of the Host Country. (See Subsection I. 3.k)
7. Organization and supervision of the accommodations
service, which includes the reservation of rooms and suites with
e otels, the assignment of the rooms for the Official
Delegations and IDB officials, and the settlement of the accounts
for unused accommodations of the participants within the above
mentioned categories. (See Subsection I.3.k)
=n case wage scales and labor laws differ from those from
Washington, D.C.
4
196-33�
-5-
8. Organization and supervision of the news media
facilities, including registration of accred ted representatives
of national and international press, radio, television and news
agencies; the organization of press conferences and radio -and
television interviews for the Governors and high officials of the
IDS; and the issuance of news releases before, during and after
the Meeting.
III. COORDINATION
The Department of the Treasury will be the agency responsible
for preparing and implementing all decisions which, pursuant to
this Memorandum, are to be made by the Host Country, coordinating
for this purpose the activities to be carried out by the various
agencies of the Government of the United States of America and
the Executing Agency.
IV. DESIGNATION OF LIAISON OFFICERS
1. The Host Country appoints Frank Vukmanic as the Liaison
Officer with the IDS to be responsible for coordinating appli-
cation of the pertinent measures for which the Host Country is
responsible. To this end, he will have the necessary authority,
resources and organizational means available. The Liaison
Officer will also channel communications from the IDS and the
Executing Agency concerning the Meeting.
2. The IDS in turn appoints Mr. Jorge C. Elena, Secretary of
the Bank, as its Liaison Officer with the Host Country. He shall
be responsible for coordinating application of the measures or
which the IDS is responsible. To this end, he will have the
necessary authority, resources and organizational means avail-
able. He will also channel communications from the Executing
Agency and Host Country concerning the Meeting.
3. It is understood that the City of Miami, as Executing
Agency, has appointed Terry Buice as its Liaison
Officer with the IDS. Be/she shall a responsible for coordi-
nating application of any pertinent measures for tasks and
responsibilities which the Host Country delegates to the City of
Miami. To this end, (he/she) will have the necessary authority,
resources and organizational means available.
4. Each organization listed above may change its Liaison
Officer by so informing the other organizations.
V. OPERATIONS UNDER THE MEMORANDUM OF UNDERSTANDING
1. The Host Country and the IDS agree that each will work in
a cooperative manner to assure that the IDB, the Host Country and
the Executing Agency are informed of all communications and other
developments which may affect the implementation of this Memo-
randum of Understanding. in the event that the IDS finds that
77777777
i
r�
-6-
any service, good or facility listed under section I.3 above is
or will be provided in other than a satisfactory manner, the ID8
will inform the Host Country and Executing Agency Liaison
Officers as soon as possible.
2. The Host Country will then make appropriate efforts tin o
obtain satisfactory performance by the Executing Agency.
Exepay for cuting Agency thereafter fails to satisfac-
event that the
torily provide Exor
any service, good or facility listed
under section I.3 above, the Host Ceunorrfacilityif Inwthe event
feasible, provide that good, servic
that the Host Country does not provide such good, service or
facility within a reasonable timer
sonableBr after expensesitoopurchasethe
or
Host Country, may itself incur reasonable
In
otherwise arrange to procure that good, service or facility.
eek
these circumstances, the Department of riateseasurfunds tolreimburse
legislation which authorizes and approp
the IDB for any expenses so inLed. tThe
provisionCountry
services,
incur no other obligation relatingo the
goods-or facilities under this Memorandum of Understanding.
VI. AMENDMENTS
1. The present Memorandum of Understanding may be amended
with the consent of the IDB and the Host Country.
j
2. The ANNEXES of this Memorandum are an integral part
thereof and may also be amended by written agreement of the Host
Country and the IDB, or if the business of the Meeting so r e-
quires, by common consent of the Liaison Officers appointed
by
the Host Country and by the IDB.
VII. EFFECTIVE DATE OF THE AGREEMENT
to
This Memoranthe authorizedum of arepresentativeswill rofntheelDBetthe
upon signature by
Host Country and the Executing Agency.
IN WITNESS WHEREOF, three equally valid original copies of
this document are signed by the duly authorized representatives
of the IDB, the Host Country and the Executing Agency.
FOR THE INTER-AMERICAN
DEVELOPMENT BANK
Title
DATE
FOR THE GOVERNMENT OF
THE UNITED STATES OF AMERICA
Title
DATE
-i-
The City of Miami, by its authorized
below to acknowledge that it accepts its
Executing Agency and the responsibilities
conferred upon it in this capacity.
TITLE
DATE
representative, signs
designation as the
which are thereby
FOR THE CITY OF MIAMI
rs;