Resolução da Assembleia da República n.º 66/2008 — Aprova o Acordo entre a República Portuguesa e a União Internacional das Telecomunicações Relativo à Realização…

7 - Os colaboradores da UIT têm direito a reembolso por excesso de bagagem para além do estabelecido pelas companhias aéreas até um máximo de 30 kg. Os oficiais eleitos que viajam numa classe que não a 1.ª têm direito ao pagamento do excesso de bagagem para que possam trazer a bagagem a que têm direito, até ao peso permitido em viagens de 1.ª classe.

II - Despesas de terminal

8 - O valor das despesas de terminal pagas ao pessoal relativamente a viagens oficiais, para cada transbordo entre o aeroporto ou qualquer outro ponto de chegada ou partida e o hotel ou qualquer outro local de residência, é de US$ 30.

9 - Este valor é reduzido se o transporte for fornecido gratuitamente pela Parte Portuguesa.

10 - Estas despesas de terminal são pagas aos colaboradores da UIT antes da sua partida sob a forma de um pagamento único.

III - Ajuda de custo para viagem

11 - Os colaboradores da UIT recebem a devida ajuda de custo diária (ACD), que pode variar de região para região e com os níveis salariais, de acordo com os valores actuais da tabela das Nações Unidas. A tabela da ACD é actualizada mensalmente pelas Nações Unidas.

12 - Se o alojamento for concedido gratuitamente pela Parte Portuguesa, o valor normal da ajuda de custo será reduzido em 50 %.

13 - Os valores de ACD referidos na tabela das Nações Unidas deverão aplicar-se às viagens de colaboradores da UIT nas escalas P.5 e abaixo.

14 - Os valores para os oficiais eleitos serão 40 % (arredondando ao dólar aproximado) acima dos valores normais.

15 - Os valores para pessoal na categoria de conselheiros seniores (D1 e D2) serão 15 % acima dos valores normais (arredondando ao dólar aproximado).

IV - Dias de descanso durante a viagem, dependendo da sua duração

16 - Quando um colaborador da UIT viaja com despesas suportadas pela União, por via aérea ou principalmente por via aérea:

ii) Se o horário previsto ou real do voo for mais de dez horas mas não mais de dezasseis horas, ele/ela não precisará de começar a trabalhar até vinte e quatro horas após a chegada ao seu destino. Alternativamente, a União pode decidir oferecer-lhe uma paragem que não exceda vinte e quatro horas. Se a etapa final da viagem exceder seis horas, o colaborador da UIT não precisará de começar a trabalhar até doze horas após a chegada;

iii) se o horário previsto ou real do voo exceder dezasseis horas, a União poderá permitir ou duas paragens, nenhuma delas excedendo vinte e quatro horas ou uma paragem com um período de descanso que não exceda vinte e quatro horas após a chegada ao seu destino.

17 - A ACD é paga por todo o período da viagem, incluindo períodos de descanso e paragens.

V - Despesas adicionais necessárias que ocorram durante a viagem

18 - Despesas adicionais necessárias em que os colaboradores da UIT incorram em virtude de trabalho ou na execução de viagens autorizadas podem ser reembolsadas pela União após completar a viagem, desde que a necessidade e natureza das despesas sejam satisfatoriamente explicadas e confirmadas com as devidas facturas, que normalmente serão pedidas para qualquer gasto superior a US$ 6.

VI - Restrições específicas

19 - Por razões de segurança, não é permitido ao Secretário-Geral e ao Vice-Secretário-Geral viajarem nos mesmos voos ou utilizarem o mesmo meio de transporte na mesma data e hora.

20 - O número de colaboradores da UIT a viajarem no mesmo voo ou a utilizarem o mesmo meio de transporte é limitado ao máximo de 30 pessoas.

VII - Emissão do bilhete

21 - Devido ao elevado número de bilhetes a serem emitidos para transporte num curto espaço de tempo, tal como a necessidade de recorrer a alterações (alterações na lista UIT de colaboradores, alterações nas datas de viagem, cancelamentos, etc.), a emissão de bilhetes será feita na sede da UIT através da agência de viagens ali situada tendo em conta os acordos preferenciais para tarifas, se os houver.

AGREEMENT BETWEEN THE PORTUGUESE REPUBLIC AND THE INTERNATIONAL TELECOMMUNICATION UNION RELATING TO THE HOLDING, ORGANIZATION AND FINANCING OF THE 4TH WORLD TELECOMMUNICATION POLICY FORUM OF THE INTERNATIONAL TELECOMMUNICATION UNION AND RELATED MEETINGS.

(Lisbon, 20 to 24 April 2009)

Preamble

A - Whereas, Resolution 2 (Rev. Marrakesh, 2002) of the Plenipotentiary Conference resolves that the world telecommunication policy forum, as established by Resolution 2 (Kyoto, 1994) shall be maintained in order to discuss and exchange views and information on telecommunications policy and regulatory matters;

B - Whereas, pursuant to Decision 9 (Antalya, 2006), the Plenipotentiary Conference decided to convene the fourth World Telecommunication Policy Forum in Geneva, in the first quarter of 2009;

C - Whereas, article 3.2.1 of the Memorandum of Understanding signed on 8 December 2007 between the Government of the Portuguese Republic and the International Telecommunication Union identifies the «organization of forums, workshops or conferences in Portugal on issues of strategic importance for the telecommunications sector» as one of the areas of cooperation between the signatories;

D - Whereas, the Portuguese Republic has invited ITU to hold the fourth World Telecommunication Policy Forum (hereinafter referred to as «WTPF-09») in Lisbon from 22 to 24 April 2009 and the information session related thereto (hereinafter referred to as the «information session») in Lisbon on 21 April 2009 and, if need be, the final meeting of the WTPF-09 informal Group of Experts (hereinafter referred to as the «IGoE») in Lisbon on 20 April 2009 (WTPF-09, the information session and the IGoE being collectively referred to as the «events»);

E - Whereas, the required majority of the member States of the ITU Council have declared themselves in favour of the events being held at the aforesaid place and on the aforesaid dates; and

F - Whereas the Portuguese Republic intends in that connection to abide by the provisions of the International Telecommunication Union Constitution and Convention (Geneva, 1992), as amended by subsequent Plenipotentiary Conferences (Kyoto, 1994, Minneapolis, 1998, Marrakesh, 2002, and Antalya, 2006) and the applicable resolutions and decisions of the Plenipotentiary Conference and the Council, in particular:

1) Resolution 2 (Rev. Marrakesh, 2002) of the Plenipotentiary Conference relating to the World Telecommunication Policy Forum;

2) Decision 9 (Antalya, 2006) of the Plenipotentiary Conference relating to the fourth World Telecommunication Policy Forum;

3) Resolution 5 (Kyoto, 1994) of the Plenipotentiary Conference relating to invitations to hold conferences and meetings of the Union away from Geneva;

4) Resolution 83 of the Council, as amended, concerning the organization, financing and liquidation of the accounts of conferences and meetings of the Union;

5) Decision 304 of the Council on the participation of the delegations of member States of the Union in conferences and meetings of the Union;

6) Resolution 1004 of the Council concerning privileges, immunities and facilities related to activities of the Union;

7) Resolution 99 (Rev. Antalya, 2006) of the Plenipotentiary Conference on the status of Palestine in the International Telecommunication Union; and

8) Resolution 6 (Kyoto, 1994) of the Plenipotentiary Conference and Resolution 741 of the Council, on the conditions governing the attendance of liberation organizations at the International Telecommunication Union meetings;

now therefore the Portuguese Republic, hereinafter referred to as the «Portuguese Party», and the International Telecommunication Union (ITU), hereinafter referred to collectively as the «Parties», hereby agree as follows:

Article I

Definitions

1.1 - For the purposes of the present Agreement, the term «events participant» shall be understood to mean any delegate, member of a delegation, representative of sector members concerned or observer invited to the events by the Secretary-General of ITU (hereinafter referred to as the «Secretary-General»), including any observer pursuant to Resolution 99 (Rev. Antalya, 2006), Resolution 6 (Kyoto, 1994) and Council Resolution 741.

1.2 - For the purposes of the present Agreement, the term «ITU official» shall be understood to mean any elected official of ITU taking part in the events, any ITU official or staff member assigned to the events or any official specifically recruited by ITU for the events, in accordance with ITU staffing table.

Article II

Site and dates of the events

2.1 - WTPF-09, the information session and the IGoE shall be held at the «Lisboa Congress Centre», Praça das Indústrias, 1300-307 Lisboa, Portugal (hereinafter referred to as the «Congress Centre»).

2.2 - The official opening of WTPF-09 shall take place on 22 April 2009 and WTPF-09 shall complete its work on 24 April 2009.

2.3 - The IGoE shall take place, as appropriate, on 20 April 2009 and the information session shall take place on 21 April 2009.

2.4 - Specific conditions related to the precise dates during which the premises, facilities, services and local staff to be provided by the Portuguese Party (see article vii below) must be made available and fully operational are specified in annexes 2, 3 and 4 respectively to this Agreement.

Article III

Invitations and admission

3.1 - Invitations to take part in WTPF-09 shall be sent by the Secretary-General to ITU member States. The Secretary-General shall also issue invitations to sector members and to those organizations and entities that may participate in WTPF-09 as observers.

3.2 - Invitations to take part in the IGoE and the information session shall also be sent by the Secretary-General.

3.3 - The Portuguese Party, in its capacity as host country, shall authorize events participants and all ITU officials taking part in the work of the events to enter Portugal and remain within the country for the entire duration of their duties or mission in connection with the events. This authorization shall also apply to their accompanying spouses and minor children.

3.4 - To that end, the Portuguese Party shall take all appropriate measures with a view to issuing the necessary visas and entry permits, where required, to all duly pre-registered events participants and ITU officials free of charge (applicable only to visas requested in a portuguese embassy or consulate), as speedily as possible and not later than two weeks before the opening dates of the events, provided application for the visa is made at least five weeks before the opening of the events; if the application is made later, the matter will be given a priority status. The Portuguese Party shall endeavour to have visas and entry permits being delivered at relevant points of entry in Portugal to duly registered events participants and ITU officials who were unable to obtain them prior to their arrival.

3.5 - In order to accelerate issuance of visas, forty-five days before the events and thereafter on a weekly basis, ITU shall provide the Portuguese Party with a list of all events pre-registered participants and ITU officials.

Article IV

Privileges and immunities

4.1 - Within the framework of the present Agreement and its implementation, the Portuguese Party shall apply, mutatis mutandis, in respect of the events the provisions of the Convention on the Privileges and Immunities of the United Nations as approved by the United Nations General Assembly on 13 February 1946 (hereinafter referred to as the «1946 Convention»), to which Portugal has been a Party since 14 October 1998 (see also Council Resolution 1004, confirming its earlier Resolution 193). In particular, delegates and members of a delegation shall, for the duration of the events and for a period of ten days before it/they begin(s) and five days after it/they end(s), enjoy the privileges, immunities and facilities established under article iv of the 1946 Convention. In addition, ITU officials shall, for the duration of the events and for a period of ten days before it/they begin(s) and five days after it/they end(s), enjoy the privileges, immunities and facilities established under articles v and vii of the 1946 Convention.

4.2 - Observers from the United Nations, specialized agencies and the International Atomic Energy Agency shall enjoy the privileges and immunities established under articles v and vii of the 1946 Convention.

4.3 - Other observers referred to in paragraph 1.1 above shall enjoy immunity from legal process with respect to words spoken or written and any act performed by them in connection with their participation in the events.

4.4 - The staff provided to ITU by the Portuguese Party pursuant to articles vi and vii of this Agreement and section 3 of annex 2 to this Agreement shall be placed under the direction and supervision of the Secretary-General. The personnel shall enjoy immunity from legal process in respect of words spoken or written and any act performed by them in their official capacity in connection with the events.

4.5 - ITU, its property and assets, by whomever held, shall enjoy immunity from every form of legal process except insofar as in any particular case it has expressly waived its immunity. It is understood that no waiver of immunity shall extend to any measure of execution. For the purpose of the 1946 Convention, the events premises referred to in article ii of this Agreement shall be deemed to constitute premises of ITU in the sense of section 3 of the 1946 Convention, and access thereto shall be subject to the authority and control of ITU, in close cooperation with the Portuguese Party. The premises shall be inviolable for the duration of the events, including the preparatory and closing stages. The property and assets of ITU, by whomever held, shall be immune from search, requisition, confiscation, expropriation and any other form of interference, whether by executive, administrative, judicial or legislative action. Furthermore, all documents belonging to ITU or held by it shall be inviolable.

4.6 - The Parties shall cooperate at all times to facilitate the proper administration of justice, secure respect for the laws and regulations of Portugal and prevent any abuse in connection with the privileges, immunities and facilities provided for under this Agreement, bearing in mind these are granted not for the personal benefit of the individuals but to ensure the efficient and independent exercise of their functions in connection with the events and ITU.

Article V

Financial arrangements

5.1 - In accordance with Resolution 5 (Kyoto, 1994), the Portuguese Party shall defray any additional expenses directly or indirectly involved by reason of the events being held in Lisbon (see annex 1 to this Agreement) rather than at ITU headquarters. Such expenses consist in particular, without prejudice to the provisions of article vii below, of the following:

These expenses shall be recorded in special accounts kept by the General Secretariat of ITU, which shall manage the necessary funds in accordance with the relevant provisions of ITU's Financial Regulations and Rules. The accounts shall be kept in Swiss francs.

5.2 - For purposes of the implementation of paragraph 5.1 above, a special account shall be opened by ITU in Geneva. Not later than two weeks following the entry into force of this Agreement, the Portuguese Party shall deposit into this special account a sum in Swiss francs equivalent to one hundred per cent of the estimated expenses referred to in paragraph 5.1 above, as indicated in annex 1 to this Agreement.

5.3 - The Portuguese Party shall also defray expenses relating to any receptions or other events that it organizes in conjunction with WTPF-09 as well as to interpretation in Portuguese language, including remuneration of Portuguese interpreters recruited by ITU.

5.4 - Any other expenses incurred by ITU or chargeable to it that are directly associated with the activities of the events, including the remuneration of all ITU officials and the repair of any damage or injury done to the events premises, persons or property and due to ITU officials' gross negligence or wilful misconduct, shall be the responsibility of ITU and shall not be reimbursed by the Portuguese Party.

5.5 - Subject to the provisions of paragraph 5.4 above, ITU shall not be held responsible for any damage, injury or risk to the events premises, persons or property.

5.6 - As soon as possible, and not later than six months after the close of WTPF-09, ITU shall prepare for the Portuguese Party a statement of account indicating the sums paid by the Portuguese Party to ITU or on behalf of ITU, and the amounts paid by ITU for facilities and services chargeable to the Portuguese Party. The balance shall be settled in Swiss francs by the Portuguese Party or by the Union, as the case may be, not later than three months after the statement of account has been received. The Portuguese Party shall have the right to seek and obtain justification for any amounts contained in the statement.

Article VI

Security and safety measures

6.1 - The Portuguese Party shall provide, at its own expense, security and safety measures adequate to ensure the efficient functioning of the events in an atmosphere of security and tranquillity free from interference of any kind (see annex 4 to this Agreement). Security and safety within the events premises shall be under the authority and control of ITU, in close collaboration with the Portuguese Party. The Portuguese Party shall provide ITU with security/safety personnel and equipment, at no charge to ITU, which are necessary to ensure the appropriate level of security and safety inside the events premises. Security and safety outside the events premises shall be the sole responsibility of the Portuguese Party. The perimeters of these two security zones shall be clearly defined by the Parties at the time the premises are handed over to ITU.

6.2 - With the close and continuing collaboration of the Portuguese Party, ITU will produce a confidential events Security Plan (hereinafter referred to as the «Security Plan»). The Security Plan will detail security and safety measures specific to the events, to the participants and to the location. This document will be issued on a need-to-know basis. The first issue will be not later than five months before the opening dates of the events. The document will be revised as the events near, as persons and resources are allocated, and as risks are identified and addressed. Issue of the completed and comprehensive document will be not later than three months before the opening dates of the events.

6.3 - As soon as possible, and at least five months prior to the opening dates of the events, the Portuguese Party shall designate one senior liaison officer to be in charge of security, who shall work in close collaboration with ITU's Security and Safety Coordinator, to ensure that the Security Plan is comprehensive and smoothly coordinated.

Article VII

Premises, facilities, services and local staff to be provided by the Portuguese Party

7.1 - The Portuguese Party shall provide ITU, free of charge, with the premises, facilities, services and local staff indicated in annex 2 to this Agreement, as well as with the IT infrastructure, equipment and services indicated in annex 3 to this Agreement. If any material, supplies and or equipment provided by the Portuguese Party does not conform to that identified in annexes 2 and 3 to this Agreement, ITU reserves the right to acquire or rent such material, supplies and/or equipment; any related costs shall be borne by the Portuguese Party. Unless otherwise agreed upon by the Parties (see article xi of this Agreement), relevant areas of the events premises shall remain at the disposal of ITU officials and staff provided to ITU by the Portuguese Party as follows:

7.2 - Events participants shall have access to relevant areas of the events premises at any time of the day or night, from 19 to 24 April 2009. Such access may also be extended to other persons, subject to prior agreement between the competent Portuguese authorities and ITU. If necessary, the Parties to the present Agreement shall decide on the specific conditions applicable to such access.

7.3 - The materials, equipment, publications and documents belonging to ITU and required for the proper functioning of the events shall be imported into and exported from Portugal exempt from all import and customs duties, taxes, prohibitions and restrictions of any kind. The Portuguese Party shall promptly issue to ITU or its agents all import and export permits necessary for this purpose and shall facilitate, including by giving necessary instructions, any administrative procedure related to such importations and exportations.

7.4 - The Portuguese Party shall ensure that adequate accommodation in hotels or residences close to the Congress Centre is available at reasonable commercial rates for events participants.

Article VIII

Travel and transport arrangements

The Secretary-General shall make all necessary arrangements for the travel of ITU officials taking part in the work of the events and for the transport to the site of the events of all the materials and equipment required for the proper functioning of the events secretariat in accordance with the Staff Regulations and Staff Rules of ITU, the supplementary service orders issued in connection therewith and the relevant decisions of the Council in that regard (see annex 5 to this Agreement).

Article IX

Arrangements with respect to media relations

9.1 - All official relations with the media (radio and television, electronic media, newspapers and other publications, etc.) with regard to the preparation, conduct and follow-up of the events (including accreditation), as well as all official communication activities undertaken for the events, shall be the responsibility of the Secretary-General or his designated representative, in cooperation with the competent authorities designated by the Portuguese Party.

9.2 - The Secretary-General or his designated representative shall exercise this responsibility in accordance with the practice generally followed for other conferences, assemblies and meetings of ITU.

9.3 - In its relations with the media, the Portuguese Party agrees not to interfere in matters relating to substantive issues, including the structure or content of the events, which are the sole responsibility of ITU.

9.4 - The Portuguese Party shall allow the temporary importation, tax free and duty free, of all equipment, including technical equipment, accompanying accredited representatives of information media. It shall issue without delay any necessary import and export permits for this purpose.

Article X

Cancellation, postponement or change of venue of WTPF-09 and or the information session or the IGoE

10.1 - In the event of the cancellation, postponement or change of venue of WTPF-09 and or the information session or the IGoE as the result of a decision by ITU, ITU's responsibility to the Portuguese Party shall be limited to expenses, whether committed or already paid, in respect of items needed for the organization and preparation of WTPF-09 and or the information session or the IGoE, to the extent that such expenses no longer serve any useful purpose and provided that they were essential and cannot be cancelled or reduced.

10.2 - If, prior to or during WTPF-09 and or the information session or the IGoE, the Portuguese Party is no longer in a position to host WTPF-09 and or the information session or the IGoE or permit it/them to take place on the dates scheduled, or requests that the venue of WTPF-09 and or the information session or the IGoE be changed, the Portuguese Party's responsibility to ITU shall be limited to the expenses deriving from that decision, in particular all expenses already committed or paid by ITU in respect of items needed for WTPF-09 and or the information session or the IGoE, to the extent that such expenses no longer serve any useful purpose and provided that they were essential and cannot be cancelled or reduced. Any expenditure which may be incurred by ITU for the rental of premises other than those specified in article ii of this Agreement for the holding of the events shall likewise be defrayed by the Portuguese Party.

10.3 - In the event of a case of force majeure causing or likely to cause the cancellation, postponement, interruption or change of venue of WTPF-09 and or the information session or the IGoE, the Parties undertake to enter into negotiations within five days after the receipt by either of the Parties of written notification that the case of force majeure has occurred, in order to reach agreement on the practical, financial and legal consequences of such case of force majeure. Unless the Parties establish otherwise in writing, such agreement shall be concluded within seven days after the beginning of the negotiations and in accordance with article xv below. Should the Parties fail to reach an agreement, the dispute shall be settled in accordance with the provisions of article xii below.

Article XI

Implementation of the present Agreement

Arrangements for the implementation of the present Agreement shall be agreed between the Secretary-General or his designated representative and the competent authorities of the Portuguese Party or the liaison officer designated by them.

Article XII

Settlement of disputes

12.1 - Any dispute between the Parties arising out of or in connection with the present Agreement which cannot be settled amicably by negotiation between the Parties or by any other mutually agreed means within six months of the date of notification of the dispute shall be referred to a board of three arbitrators (hereinafter referred to as the «Board»). One of the arbitrators shall be appointed by the Secretary-General, and another by the Portuguese Party. The two arbitrators thus appointed shall in turn appoint a third arbitrator to be chairman of the Board. Should either Party fail to appoint its arbitrator within one month after notification by the other Party of the name of its arbitrator, or should the two arbitrators so appointed fail to appoint a chairman within two months of the second arbitrator being appointed, the arbitrator not yet appointed (or the chairman, as applicable) shall be appointed by the President of the International Court of Justice.

12.2 - The language of arbitration shall be English.

12.3 - Unless otherwise stipulated by the Parties in writing, the Parties agree that the Board shall be free to decide on the procedures to be followed and to allocate the costs relating to the arbitration between the Parties.

12.4 - The Parties to the present Agreement agree that the Board's decision shall be final and binding upon them, and that no appeal of the decision may be brought before any national court or tribunal.

12.5 - Any dispute that involves a question governed by the 1946 Convention shall be dealt with in accordance with section 30 of that Convention.

Article XIII

Liability

13.1 - The Portuguese Party shall be responsible for dealing with any action, claim or other demand brought against ITU or its officials arising out of:

13.2 - The Portuguese Party shall indemnify and hold harmless ITU and its officials in respect of any such action, claim or other demand.

Article XIV

Use of names, abbreviations, titles, logos and flags

14.1 - The name, abbreviation, logo and flag of ITU shall be used exclusively by ITU and shall not be used by the Portuguese Party or by the WTPF-09 organizing committee or its partners or official suppliers, as applicable, without the prior written consent of the Secretary-General or his representative duly authorized to act in the matter.

14.2 - ITU shall retain all intellectual property rights to the name, abbreviation, title and logo of WTPF-09, which may not be used, subject to paragraph 14.3 below, without the prior written consent of the Secretary-General or his representative duly authorized to act in the matter.

14.3 - The Portuguese Party or the national entity mandated thereby, shall be authorized to use the name, abbreviation, title and logo of WTPF-09 in connection with the following needs, provided that such use does not create the impression that a commercial business, product or service has been endorsed by ITU:

14.4 - The Portuguese Party and the national entity mandated thereby shall keep ITU regularly informed concerning any use it/they make(s) of the name, abbreviation, title or logo in the context of paragraph 14.3 above. It/they may not be held responsible for the fraudulent use of the WTPF-09 name, abbreviation, title or logo by an unauthorized third party.

14.5 - The Portuguese Party shall notify ITU of the designation of the national entity mandated at the latest one month after the entry into force of the present Agreement.

Article XV

Amendments

The present Agreement, including its annexes 1 to 5 which form an integral part thereof, may not be amended except by written agreement between the Parties. Any amendment shall be considered an integral part of the present Agreement.

Article XVI

Duration

The present Agreement shall remain in force until the final settlement between the Parties, in accordance with the terms and conditions set forth herein, of all organizational, financial and other matter relating to the event.

Article XVII

Entry into force

The present Agreement shall enter into force upon the receipt by the Secretary-General of the notification, in writing through diplomatic channels, by the Portuguese Republic conveying the completion of its internal procedures required for that purpose.

In witness whereof, the undersigned, being duly authorized for that purpose, have signed the present Agreement.

Done in Geneva, on October 2008, in two original authentic copies in the English language and two original copies in the Portuguese language. In case of discrepancy, the authentic copy in the English language shall prevail.

For the Portuguese Republic:

Francisco M. Xavier Esteves, Ambassador, Permanent Representative to the United Nations Office at Geneva.

For the International Telecommunication Union:

Hamadoun I. Touré, Secretary-General.

ANNEX 1

Additional ITU expenditure resulting from the holding of the WTPF 2009 in Lisbon, Portugal

([ver documento original](https://files.diariodarepublica.pt/1s/2008/12/25100/0913209163.pdf))

Basis:

Exchange rate at 1st July 2008: 1 US $ = 1,028 Swiss franc.

Only those specific items which are affected by the Policy Forum being held in Lisbon rather than Geneva are included in the above.

ANNEX 2

Premises, facilities, services and local staff to be provided by the Portuguese Party

In accordance with article vii of this Agreement, the Portuguese Party shall take all necessary actions to make available to ITU, free of charge, the following premises, facilities, services and local staff, as necessary, and in a manner that ITU considers adequate to ensure the proper functioning of the events:

1 - Premises (1):

Conference rooms:

Head table:

A head table (desk type) with ten places plus an additional row of chairs behind for the secretariat and a table;

A backdrop whose colour scheme will correspond to that of WTPF-09 and will be suitable for camera (TV or still camera); the design is subject to approval by ITU;

A lectern with one mobile microphone;

Participants - meeting room configuration - classroom style:

One row of tables (desk type) and one row of chairs for the participants;

Technical requirements:

One microphone for each person seated at the head table;

One microphone for every two participants seated at table in the room;

A set of headphones for each participant, including those seated at the head table;

A sound system with booths and installations for simultaneous interpretation, in conformity with ISO Standards, in seven languages. Five booths with two places each and two booths with three places each;

Digital audio recording of the meetings: one copy of the floor and one copy of the English channel;

An electronic name-handling system to request the floor with options for voting system and calculation of quorum (system + control screen at the head table);

Multibox, mixers with XLR connections for audio take up for journalists;

IT requirements:

Wireless LAN with Internet access for all the participants and ITU officials;

Wired Fast Ethernet LAN allowing participants and ITU officials to connect their laptops to the Internet by wire if desired. One for every two seats at table, including the head table;

Power plugs for laptops (one per seat), including the head table;

Four large screens, clearly visible to all the participants and three additional flat screens (42") readily visible from the head table;

Two PC or laptops at the head table connected to projectors (one for presentation and one for speech time limit clock), US keyboard (Microsoft Word and PowerPoint, CD-ROM drivers and USB ports);

Four projectors (XVGA, BNC), equivalent to latest model used in Geneva, with direct wired connection via split video cables to the presentation computer at or near the podium and to the video system;

One printer behind the head table;

A video system (including both camera and personnel) to project images of speakers in real-time on the large screens in the room and on the additional 42" flat screens at the head table, as mentioned above. The system should also allow the possibility of inserting the name of the speaker at the bottom of the screens. Idem for the time limit clock from the PC at the head table;

Audio and video webcast of the debates in seven languages (Arabic/Chinese/English/French/Russian/Spanish/Portuguese) plus floor, i. e. a total of eight channels. Webcast in the six ITU official languages plus Portuguese, reserved for ITU Ties Users only. Webcast of the floor is opened to the public;

Transmission of the audio (floor + A/C/E/F/R/S/P) and video signal(s) from the meeting room to the webcast centre, where the encoders will be installed, otherwise a secured booth for the webcast encoders and workspace for two persons are requested close to the interpretation booths.

This conference room has to be fully operational on Tuesday 21 April 2009, at 12h00;

Head table:

A Podium, Davos style, with armchairs and small tables for seven persons;

A backdrop whose colour scheme will correspond to that of WTPF-09 and will be suitable for camera (TV or still camera); the design is subject to prior approval by ITU;

A lectern with one mobile microphone;

Participants - meeting room configuration - theatre style:

Chairs.

Technical requirements:

One mobile microphone for each person seated at podium;

Mobile microphones and hosts/hostesses for the participants in the room;

A set of headphones for each participant, including those seated at the podium;

A sound system with booths and installations for simultaneous interpretation, in conformity with ISO Standards, in seven languages. Five booths with two places each and two booths with three places each;

Digital audio recording of the meetings: one copy of the floor and one copy of the English channel;

Multibox, mixers with XLR connections for audio take up for the journalists;

IT requirements:

Wireless LAN with Internet access for all the participants and ITU officials;

Two large screens, clearly visible to all the participants and two additional flat screens (42") readily visible for those seated on the podium;

One laptop on the lectern connected to projector for presentation, US keyboard (Microsoft Word and PowerPoint, CD-ROM drivers and USB ports);

Two projectors (XVGA, BNC), equivalent to latest model used in Geneva, with direct wired connection via split video cables to the presentation laptop and to the video system;

A video system (including both camera and personnel) to project images of speakers in real-time on the large screens in the room and on the additional 42" flat screens at the head table, as mentioned above. The system should also allow the possibility of inserting the name of the speaker at the bottom of the screens;

Audio and video webcast of the debates in seven languages (Arabic/Chinese/English/French/Russian/Spanish/Portuguese) plus floor, i. e. a total of eight channels. Webcast in the six ITU official languages, plus Portuguese reserved for ITU Ties Users only. Webcast of the floor is opened to the public;

Transmission of the audio (floor + A/C/E/F/R/S/P) and video signal(s) from the meeting room to the webcast centre, where the encoders will be installed, otherwise a secured booth for the webcast encoders and workspace for two persons are requested close to the interpretation booths.

This conference room has to be fully operational on Monday 20 April 2009 at 12h00;

Head table:

A head table (desk type) with six places;

A backdrop whose colour scheme will correspond to that of WTPF-09 and will be suitable for camera (TV or still camera); the design is subject to approval by ITU;

Participants - meeting room configuration - classroom style:

One row of tables (desk type) and one row of chairs for the participants and ITU officials;

Technical requirements:

One microphone for each person seated at the head table;

One microphone for every two participants seated at table in the room;

A set of headphones for each participant, including those seated at the head table;

A sound system with booths and installations for simultaneous interpretation, in conformity with ISO Standards, in seven languages. Five booths with two places each and two booths with three places each;

Digital audio recording of the meetings: one copy of the floor and one copy of the English channel;

IT requirements:

Wireless LAN with Internet access for all the participants and ITU officials;

Wired Fast Ethernet LAN allowing participants and ITU officials to connect their laptops to the Internet by wire if desired. One for every two seats at table, including the head table;

Power plugs for laptops (one per seat), including the head table;

Two large screens, clearly visible to all the participants and two additional flat screens (42") readily visible from the head table;

One PC or laptop at the head table connected to projector, US keyboard (Microsoft Word and PowerPoint, CD-ROM drivers and USB ports);

Two projectors (XVGA, BNC), equivalent to latest model used in Geneva, with direct connection to the projection computer;

One printer behind the head table;

Audio and video webcast of the debates in seven languages (Arabic/Chinese/English/French/Russian/Spanish/Portuguese) plus floor, i. e. a total of eight channels. Webcast in the six ITU official languages plus Portuguese, reserved for ITU Ties Users only; Webcast of the floor is opened to the public;

Transmission of the audio (floor + A/C/E/F/R/S/P) and video signal(s) from the meeting room to the webcast centre, where the encoders will be installed, otherwise a secured booth for the webcast encoders and workspace for two persons are requested close to the interpretation booths.

This conference room has to be fully operational on Monday 20 April 2009 at 12h00;

Head table:

A head table (desk type) with six places;

A backdrop whose colour scheme will correspond to that of WTPF-09 and will be suitable for camera (TV or still camera); the design is subject to approval by ITU;

Participants - meeting room configuration - classroom style and U shape for press Conference:

One row of tables (desk type) and one row of chairs for the participants and ITU officials;

Technical requirements:

One microphone for each person seated at the head table;

One microphone for every two participants seated at table in the room;

For press conferences, a set of headphones for each participant, including those seated at the head table;

For press conferences, a sound system with booths and installations for simultaneous interpretation, in conformity with ISO Standards, in English and Portuguese;

Digital audio recording of the meetings, floor and English channel;

IT requirements:

Wireless LAN with Internet access for all the participants and ITU officials;

Wired Fast Ethernet LAN allowing participants and ITU officials to connect their laptops to the Internet by wire if desired. One for every two seats at table, including the head table;

Power plugs for laptops (one per seat), including the head table;

One large screen, clearly visible to all the participants and those seated at the head table;

One PC or laptop at the head table connected to projector, US keyboard (Microsoft Word and PowerPoint, CD-ROM drivers and USB ports);

One projector (XVGA, BNC), equivalent to latest model used in Geneva, with direct connection to the projection computer;

Audio/video system (including both camera and personnel) along with the webcast option;

A teleconference facility to enable participants/journalists covering the events off-site to take part in the meeting/press conferences;

Multibox, mixers with XLR connections for audio take up;

One printer behind the head table.

This conference room has to be fully operational on Sunday 19 April 2009 at 11h00.

For all the conference rooms, bottled mineral water and glasses shall be available at each head table, in the interpretation booths and at the entrance of each room;

These rooms have to be fully operational on Monday 20 April 2009, at 09h00;

Offices:

Offices for the Chairman of WTPF-09 and his assistant, for the elected officials of ITU and their secretariats, for the ITU staff, preferably with natural light;

For the furniture/equipment, the table of requirements provided by ITU details the number of desks, bins, chairs/armchairs with wheels, visitors chairs, tables, open shelves, large and small lockable cupboards, VIP furniture, telephones with local and international access, faxes, mobile phones, photocopying machines, flip charts, PCs, keyboards, laptop connections, printers, scanners, screens, projectors, plasma screens, etc.;

Water fountains will be made available close to the offices;

Availability: on 13 April 2009, having in mind that the basic network infrastructure connected to power backed up by Uninterruptible Power Supply (UPS) shall be ready prior to the arrival of the first ITU staff, on 13 April 2009;

Operability: the dates for each office will be mentioned in the table or requirements;

Areas:

For the ITU Staff:

Technical rooms/wiring closets for servers and network equipment with rack space, adequate air conditioning and electrical supply backed up by UPS;

Room for PC and printers preparation before the events (which will subsequently be used as a meeting room);

Reproduction of documents with adequate air-conditioning and equipment (high speed material with recto/verso, collating and stapling capabilities);

Press area: ITU staff plus journalists and interview area;

Interpreters' lounge;

Storage area for empty boxes and metal cases (ITU dispatch);

For Portugal:

Host Country area;

Organizing Committee area;

For the participants:

VIP Room for approximately thirty persons;

Participants' reception and registration;

Cybercafé;

Cabinets with lockers for laptops/personnel effects;

General information desk;

Flight reconfirmation desk;

Telecommunication centre;

Medical service;

Prayer room;

«Lost and found» desk;

Coffee break area (at reasonable commercial prices);

Cafeteria (at reasonable commercial prices).

Water fountains will be made available close to these areas.

For the furniture/equipment, please refer to the table of requirements provided by ITU in due time as described above.

Availability: on 13 April 2009, having in mind that the basic network infrastructure connected to power backed up by Uninterruptible Power Supply (UPS) shall be ready prior to the arrival of the first ITU staff on 13 April 2009.

Operability: the dates for each area will be mentioned in the table of requirements.

2 - Facilities/services:

IT requirements: (refer to annex 3);

Air-conditioning (or heating) at a constant temperature of twenty degrees Celsius, lighting, water and cleaning of the premises described above;

On-site first-aid facilities to be provided for the duration of the events; twenty-four hours per day. For emergency services, Portugal shall ensure immediate transportation and admission to a hospital;

Access to and facilities within the events premises for participants and or ITU officials and or local staff with disabilities;

Public audio system to make announcements;

Large flat screens (Plasma, LDC) for announcement of the meetings and press;

A service for the reservation of hotel rooms, with provision for the possibility that reservations may be changed for ITU officials. This service shall be available also to events participants at reasonable commercial rates. It is understood that such reservations shall not entail any liability on the part of Portugal or ITU. Concerning the rates for the ITU staff, please refer to the daily subsistence allowances (annex 5). For the participants, a selection of different categories of hotels has to be offered, from 2 through 5. Hotels should offer Internet connectivity. Internet connectivity must be included in price of accommodations for ITU staff;

A Travel Agent, with a temporary office in the Congress Center with functions to include reconfirming, rerouting and issuing air tickets;

Information services for participants at the Congress Center;

Reception desk for participants and participating ITU officials at the airport;

Cars and drivers will be provided upon arrival at the airport and will be available until departure for the five elected officials;

One car and driver which will be shared between ITU Protocol and ITU's Security and Safety Coordinator;

Transport for ITU staff upon arrival from the airport to the hotels and, at the end of WTPF-09, from the hotels to the airport;

Transport for the events participants upon arrival from the airport to the official hotels will be provided and back to the airport at the end of WTPF-09. During the events, shuttles will be organized from the official hotels to the Congress Center and vice versa. Schedules of the shuttles will be established by ITU;

Cafeteria Service during morning and afternoon breaks and for luncheon, with seating, as well as «coffee islands»;

A brochure, in English or in the six official languages of ITU, containing useful information about the city and the surrounding area, available in sufficient copies for all events participants and ITU officials.

3 - Staff:

A staffing table will be prepared in due time for the staff to be detached from ITU, for the interpreters and for the local staff.

Portugal shall provide the events with local staff (including security staff), at no cost to ITU, in accordance with the arrangements specified in the staffing table to be agreed by the Parties.

4 - Host Committee:

Portugal shall provide ITU with a list of names, titles, functions and contact information of all the persons constituting the Host Committee as soon as possible and at least six months before WTPF-09. This list shall include details of all bodies and authorities in all relevant areas of activities including but not limited to: police, security, media, protocol, visas, customs, transportation, hotels, logistics, IT part.

(1) A strict no-smoking policy shall be observed on all events premises.

ANNEX 3

IT requirements

The Portuguese Party shall take all necessary action to make available to ITU, free of charge, the IT infrastructure, equipment and services as described in this annex in a manner that ITU considers adequate to ensure the proper functioning of the events and that provides the same functionalities and performance as that available at ITU headquarters.

The Portuguese Party shall involve ITU in the equipment selection process. Any equipment selected should be approved by both Parties prior to an order being placed. The equipment selection should be completed at least three months before the opening dates of the events, allowing sufficient time for purchase/rental, delivery and preparation. More lead time may be required, depending upon the procurement processes of the Portuguese Party.

The event venue and any pre-installed ICT and electrical infrastructure should be made available to the Parties' IT support teams at least one month before the opening date of the events in order to carry out the preparatory work. The Portuguese Party must ensure there is rack space for the ITU server and network equipment, stable and adequate electrical power and air conditioning, backed up by Uninterruptible Power Supply (UPS) units, in the IT room and wiring closets prior to the arrival of the ITU IT support team on 13 April 2009. Emergency generator equipment may be necessary, if local power supply conditions are subject to outages longer than the UPS batteries can sustain.

The voice and data network shall remain operational for at least one full day after the closing date of WTPF-09.

The IT teams of both Parties shall work together to define the exact timeframe for the delivery of the infrastructure and services.

1 - Network requirements:

1.1 - General requirements:

A physical Ethernet network that consists of two logical networks: an internal network for ITU operations called «Purple LAN» and an external network for events participants called «Orange LAN», which shall include a cybercafé and the wireless LAN. A redundant firewall separates the two networks and both networks shall be able to access the Internet.

The Portuguese Party shall provide all the network equipment (e. g. hubs, switches, routers), cabling and equipment racks necessary to implement the «Purple» and «Orange» networks. The network shall be dedicated to the events and operational (without servers) prior to the arrival of the ITU IT support team.

The cabling infrastructure shall have well-labelled cables and network connection points; copper cables shall be of category 5 standard or above; fibres can be multi-mode or mono-mode, depending on the distance between the two end-points.

The network shall have redundancy at the core level. Edge switches with twenty-four or more ports shall have double uplinks, preferably using Gigabit Ethernet, to two different core switches in a load balanced manner. This redundancy should be augmented with appropriate technologies such as VRRP/HSRP and spanning tree protocols; there should not be more than a total of forty-eight devices per edge switch or more than four PCs or printers per hub.

The ports on the edge switches should not be more than ninety percent (90 %) full to cater for last minute requirements. When there is a choice between two switches of twenty-four ports or one switch of forty-eight ports, select two switches of twenty-four ports so that in case of equipment failure, fewer users would be affected.

Edge switches for connecting PCs, laptops and printers shall be dedicated to either the «Purple LAN» or «Orange LAN», distribution and core switches may be shared between the two logical networks.

All network equipment selected shall be certified by the manufacturer for operating in a medium and large network environment. Under normal operational conditions, the average network ping response time from any wired connected PC to the local servers or gateway should not be more than one millisecond.

Spare equipment with ready-to-apply configuration of all edge switches shall be available on-site.

All PCs or servers installed shall be able to access the Internet through the local ISP. PCs in the Orange-LAN may access the Internet directly, while PCs in the Purple-LAN may access the Internet via a proxy server.

The switches provided shall support VLANs and 802.1q trunking protocol.

The network shall be delivered with monitoring and security management tools with alerting by e-mail or SMS to allow quick determination of network anomalies.

Detailed up-to-date documentation of the entire network and operations procedure shall be readily available to the ITU IT support team.

1.2 - ITU private «Purple-LAN», including wireless LAN in the conference rooms:

The local internal network shall consist of a dedicated network for ITU (hereinafter referred to as the «Purple-LAN») that can support the entire work of the events. This wired local area network shall comprise 10/100 Mbps Ethernet segments for PCs, printers and servers connections.

The Purple-LAN should be connected to ITU headquarters in Geneva through two dedicated leased lines (see definition below) and to the Orange-LAN through a firewall. The definition of the Virtual LANs (VLAN) on the Purple-LAN shall be communicated to the Government four months before the opening dates of the events.

There should be at least one wireless access point in each conference room (see annex 2) to allow ITU staff to connect to the Purple-LAN:

The Purple-LAN shall be fully operational (including all network services) on 13 April 2009.

The Parties' IT support teams will work together to finalize the network design.

1.3 - Events participants «Orange-LAN», including Wireless LAN:

A second network for the events participants (hereinafter referred to as the «Orange-LAN»), with same or different network equipment and cabling than 1.2 mentioned above, for the cybercafé and events participants laptops (wired and wireless) connection to the Internet and webcast service.

The Orange-LAN shall be connected to the Internet through a firewall to the local ISP (see definition below).

The definition of the VLANs in the Orange-LAN shall be communicated to the Portuguese Party six months before the events.

There shall be sufficient wireless LAN access point to support the number of participants attending the events throughout the premises (e. g. meeting rooms, offices, cybercafé, press centre):

The wireless LAN infrastructure shall be load tested to ensure it can support the full capacity of the conference rooms.

In all conference rooms, one in every two seats at table shall be equipped with an Orange LAN Fast Ethernet LAN cable with male interface, allowing events participants and ITU officials to connect their laptops to the Internet by wire if desired.

The Orange-LAN shall be fully operational on 17 April 2009 at the latest.

The Parties' IT support teams will work together to finalize the network design.

2 - Dedicated leased lines to ITU:

Two 2 Mbps spatially diverse (distinct) terrestrial international circuits to link ITU headquarters in Geneva with the Purple-LAN, connected to two different routers in automatic failover and load-sharing mode. The round trip time (rtt) of the links between Geneva and the events premises shall not exceed 150 ms.

The routers used shall have at least two Fast Ethernet (10/100 Mbps) and one WAN (T1/E1/xDSL) interfaces, with adequate DRAM and CPU power to support filtered traffic between the events premises and ITU headquarters. The routers shall support the routing protocols that are being used at the ITU headquarters, which will be communicated to the Portuguese Party during the planning phase. The termination of the two circuits and the routers should be in the IT room where the core network equipment will be installed.

3 - Internet connection:

Two 20 Mbps duplex Internet links operating in load-sharing or failover mode to two separate Internet exchange points (e. g. 2 PoPs of an ISP). Sufficient bandwidth shall be foreseen for supporting all the participants at the event, including reserved bandwidth for webcast.

The termination of the two links should be in the IT room where the core network equipment will be installed.

The local Internet Service Provider shall provide forward DNS, SMTP and conference domain name services and at least one hundred and twenty-eight Internet routable IP addresses.

The following protocols shall be permitted on the Internet links: http, https, ftp, sftp, pptp, pna, rtsp, plus other protocols or tcp/utp ports on request.

The link shall allow web browsing and common VPN client connections from the Orange-LAN.

The link shall allow web browsing via proxy from the Purple-LAN and site-to-site IPSec VPN between the Purple-LAN and ITU in Geneva.

Client based VPN and Remote Desktop Client connection shall also be allowed.

A web-based page such as «MRTG» for monitoring the Internet traffic shall be operational and accessible by ITU technical staff. The daily Internet traffic statistics shall be made available to ITU at the end of WTPF-09.

4 - System and network security:

Adequate security measures shall be applied such that the network infrastructure is protected from unauthorized access and attacks. The sub-networks where events participants will be connected shall also be protected using technologies such as access control lists and firewalls.

Firewall in redundant configuration mode to protect the Purple-LAN and Orange-LAN from possible attacks from the Internet and to control any cross access between the Purple and Orange LANs; with an intrusion detection system for monitoring suspicious activities and security monitoring, alerting and reporting tools for the installed IT infrastructure.

The network equipment and installed computers shall have the stable release of latest patch as appropriate.

For all PCs to be installed, ITU will provide the images of the PCs, which contain updated version of anti-virus software, configured with daily updates of virus databases scheduled for downloads.

As a general practice, computers (e. g. in the cybercafé) which are dedicated to web browsing will be configured in such a way that users will not be able to install, save or shutdown the machine.

ITU will provide additional information as part of the work documents.

5 - Telephones and faxes:

5.1 - Quantity of equipment required:

Please refer to the document entitled «"Table of requirements» for the exact number of fixed, mobile phones and faxes required.

5.2 - Specifications:

Fixed telephone sets (some with local access and others with international access) shall be provided. All ITU staff shall be able to call the ITU headquarters in Geneva by using an abbreviated dialling code (e. g., simply dialling a short prefix and the extension):

ii) ITU mobile phones: +41 79 249 48xx, +41 79 599 15xx and +41 79 217 35xx;

iii) Main ITU fax number: +41 22 733 7256;

The telephone system shall be VoIP or TDM based; the following functions shall be provided:

Mobile phones with local line and international line shall be provided to key ITU officials identified by ITU. These telephones are to be assigned on-site by ITU at its discretion. In addition, international access SIM cards and pre-paid phone cards are to be made available for sale in the Congress Center.

Telephone lines for the answering machines in the interpreters' office.

Fax machines all with international access and compatible with those at ITU headquarters. At least two of these fax machines shall be equipped with paper feeder for sending multiple pages documents, with telephone list option for sending to multiple locations in one manual operation.

In the Press working room used by the media, the fax machines and telephones shall be for use with pre-paid cards (journalists to cover the communication costs), as well as two ISDN (BRI) lines with network termination for use by journalist.

The list of attributed telephone and fax numbers should be made available to ITU at least four weeks prior to the opening of WTPF-09.

6 - Webcast:

Webcast service shall be provided for the main conference rooms as described in annex 2. The host country webcast team shall coordinate with the ITU webcast manager for the webcast schedule and placing the webcast streams on the ITU website. The following items can be foreseen for each room from which there will be webcasting:

6.1 - Equipment and infrastructure:

It should be noted that the double audio recording of the meetings: one for floor and one for English audio feeds described in annex 2 is a separate requirement, which is not part of the webcasting requirement.

6.2 - Network requirements for webcast:

7 - Cybercafé & service desk:

A cybercafé equipped with Wireless LAN, PCs, wired Ethernet connections, printers and high speed photocopiers for use by events participants. Please refer to table of requirements for the exact number of equipment required. There should be sufficient power points with European and US electrical sockets for laptops and for recharging batteries. Toner and power adapters shall be made available to the service desk.

A service desk area with at least sixteen network connection points on both the Purple and Orange LANs, with PCs and network printers for the ITU and local staff and spares.

8 - Server requirements:

The following servers shall be required from the Portuguese Party to provide a Windows-based IP network environment, with local file, print, mail and Internet services:

8.1 - Minimum hardware and operating system requirements of the servers:

ITU shall provide the information on how the servers should be configured.

9 - PCs, printers, scanners and other equipment:

9.1 - Quantity of equipment required:

Please refer to the document entitled «Table of requirements» for the exact number of PCs, printers and scanners required for ITU and local staff, meeting rooms, rooms management system, cybercafé, registration and spares.

9.2 - PCs (minimum requirements):

All PCs provided shall be from a reputable manufacturer, released to the market within the last twelve months, with sufficient CPU and 2 Gbyte memory for working efficiently in a typical office environment, in particular with:

It is very important that all the PCs provided are identical, which is a prerequisite for the replication process.

9.3 - Printers (minimum requirements):

Note. - Two of the PCs and one of each model of the printers shall be sent to ITU headquarters two months before the events. ITU shall prepare on DVDs the master images for the various PC configurations needed. The DVDs, printer and the PCs shall then be sent to the Portuguese Party so that the local team can replicate the PCs that are required in advance, using an agreed replication software.

On the last day of WTPF-09, all the hard-disks on the PCs and servers provided by the Portuguese Party must be erased.

9.4 - Scanners (minimum requirements):

9.5 - Large flat screens (Plasma/LCD) (minimum requirements):

9.6 - Additional requirements:

In addition to the items listed in the «Table of requirements» document, two external DVD burners are also required, e.g. for webcast encoding from DVDs.

10 - Software licences:

It is the responsibility of the Portuguese Party to arrange for the necessary software licences for the software installed in the servers and PCs that are provided by the Portuguese Party.

ITU will provide the Portuguese Party with details of software in the DVD images for the PC replication and the configuration requirements of the servers four months before the events so that Portugal may conclude the necessary licence agreements.

11 - Facilities in rooms for ICT equipment:

12 - Onsite support:

Below is an estimation of the local IT staff required for the events. It is the responsibility of the Portuguese Party to ensure there is adequate support for the listed functions outlined below, which may vary depending on the time available for the preparation, installation and the number of people at the events.

12.1 - Local staff for events support (parts of it to be transferred to staffing table):

For the implementation and operations of the ICT infrastructure and to provide support for end users, with the understanding 24 x 7 coverage will be required during the events period:

([ver documento original](https://files.diariodarepublica.pt/1s/2008/12/25100/0913209163.pdf))

The job descriptions for the above functions are included in a separate document with job descriptions of all local staff.

12.2 - Service providers:

The Portuguese Party should obtain support from the manufacturer or service provider of the selected hardware and software for the implementation of this annex. The support may include site survey, design, implementation and maintenance of the solutions. It will be appropriate to involve ITU in the selection process. In all cases ITU shall be provided with contact details of the Service Providers.

24 x 7 maintenance support from service providers for any critical components.

13 - Documentation:

The following information should be provided to ITU during the preparatory phase, which is approximately five months ahead of the events:

13.1 - Initial preparatory phase:

13.2 - Middle preparatory phase:

ii) Network equipment;

iii) Connectivity;

iv) VLANs;

vi) IP addresses;

vii) Configuration files of the network equipment;

13.3 - Final preparatory phase:

13.4 - Events timeline:

A detailed events timeline document will be prepared by ITU and transmitted to the the Portuguese Party in due time.

ANNEX 4

Security and safety

1 - As referred to in article vi of this Agreement, the present annex contains information to allow the Portuguese Party to assess the likely work and costs involved in providing security and safety measures needed by ITU for the purpose of the events. These measures are based on minimum operational security and safety standards as well as on best practices for standardized operational procedures.

2 - This annex is divided into three sections: I) General; II) Security, and III) Safety. It is important to note that the Security Plan will not be included in this or other annexes. The Security Plan remains a separate classified document to be shared on a need-to-know basis.

I) General

3 - WTPF-09 is mainly a policy and strategy Forum with discussions of a non-technical nature.

4 - WTPF-09 participants will consist of delegates from 191 member States, representatives from ITU sector members, observers from the United Nations, specialized agencies, IAEA, observers pursuant to Resolution 99 (Rev. Antalya, 2006) and ITU officials, accompanying family of the above and accredited press. The public may also be present at WTPF-09. Status level of typical events participants will be defined by ITU and a list of all events participants will be provided to the Portuguese Party. Such list will include: name, function, status level, country of origin, organization/entity, if appropriate.

5 - The physical perimeters of all sites to be used for the events will be clearly defined between the Parties. The responsibilities of the Parties and others in respect of security and safety will be properly established, based on the principles of this Agreement and its annexes.

II) Security

6 - The Portuguese Party shall designate a Security Liaison Officer. This contact should be a senior officer from the Police, Gendarmerie or other security, law and order organization. This Officer will, as the main interlocutor, be in direct contact with the ITU Security and Safety Coordinator.

7 - The required security coverage for personnel and equipment expected prior to, during and after the events will be agreed well in advance. This will also include typical events hours, and coverage requirements in person/hours per day. Included will be security personnel requirements in terms of language, experience, skills and special teams.

8 - ITU with local coordination and support from the Portuguese Party as established in paragraph 4.5 of article iv, will be responsible for events access control measures, accreditation and badging, including measures for dealing with lost or stolen badges.

9 - Appropriate security measures for events participants, visitors and ITU officials will be determined by the ITU Security and Safety Coordinator in coordination with the Portuguese Security Liaison Officer. These measures will reflect Events participants' and others' status level. Special and specific measures for VVIPs and VIPs will form part of the Security Plan.

10 - Infrastructure security and equipment as well as portable security equipment including telecommunication equipment to be made available by the Portuguese Party will be determined by the ITU Security and Safety Coordinator in coordination with the Portuguese Security Liaison Officer.

III) Safety

11 - The Congress Centre shall provide a site focal point/manager for the purpose of liaison, troubleshooting and support. Locksmiths, electricians and other repair and maintenance staff shall be on call at all times for the duration of the events.

12 - Collaboration between ITU and medical, fire, emergency and civil-protection services will be facilitated by the Portuguese Party. The Portuguese Party will make available to the ITU Security and Safety Coordinator national and local plans for mitigation of natural catastrophe and other risks for the events.

ANNEX 5

Travel arrangements

1 - As referred to in article viii of this Agreement, travel of ITU officials taking part in the events is arranged in accordance with the Staff Regulations and Staff Rules of ITU, the supplementary service orders issued in connection therewith and the relevant decisions of the Council.

2 - In this regard, ITU officials are entitled to:

Transportation expenses;

Terminal expenses;

Travel subsistence allowance;

Rest days during or after travel, depending on its duration;

Necessary additional expenses incurred during travel, if any.

I - Transportation expenses

3 - The normal route for all official travel shall be the most direct and economical route. The normal mode of transportation for all official travel shall be by air. An alternative mode of transportation may be approved when, in the opinion of the Secretary-General, its use is in the best interest of the Union.

4 - All official travel shall be by air in economy class.

5 - However, ITU officials may travel by air at the class immediately below first class when traveling whenever:

The duration of the journey is nine hours or longer;

For round-trip travel, the duration of either journey is nine hours or more.

The duration of a particular journey being determined on the basis of the combined flying time of all legs of the journey to a given destination by the most direct and economical route available, including transit up to a maximum of four hours of scheduled waiting times. It excludes travel time to and from airports.

6 - Elected officials are entitled to first-class accommodation when travelling by air.

7 - ITU officials are entitled to reimbursement of excess baggage beyond the limitation prescribed by the transportation companies, up to a maximum of 30 kg. Elected officials travelling by a class other than first class are entitled to payment for excess baggage to bring their baggage entitlement to the amount allowed for first-class air travel.

II - Terminal expenses

8 - The amount of the terminal expenses paid to staff members in respect of official travel, for each transfer between the airport or any other point of arrival or departure and the hotel or any other place of residence, is thirty US dollars (US$ 30).

9 - This amount is reduced as transportation is provided free of charge by the Portuguese Party.

10 - These terminal expenses are paid to ITU officials in advance of their departure in the form of a lump sum.

III - Travel subsistence allowance

11 - ITU officials receive an appropriate daily subsistence allowance (DSA), which may vary from area to area and with salary levels, in accordance with the current United Nations schedule of rates. The DSA schedule is updated monthly by the United Nations.

12 - As lodging is provided free of charge by the Portuguese Party, the standard rate shall be reduced by fifty percent.

13 - The DSA rates appearing in the United Nations schedule shall apply to the travel of ITU officials in grades P.5 and below.

14 - The rates for elected officials will be forty percent (rounded to the nearest US dollar) above the normal rates.

15 - The rates for staff in the Senior Counsellors category (D1 and D2) shall be fifteen percent above the published rates (rounded to the nearest US dollar).

IV - Rest days during travel, depending on its duration

16 - When an ITU official travels at the Union's expense, by air or mainly by air:

ii) If the scheduled or actual flight time is more than ten hours but not more than sixteen hours, he/she will not normally be required to commence duty within twenty-four hours of arriving at his/her destination. Alternatively, the Union may decide to grant a stopover not exceeding twenty-four hours. If the final stage of the journey exceeds six hours, the ITU official will not normally be required to commence duty within twelve hours of arrival;

iii) If the scheduled or actual flight time of the journey exceeds sixteen hours, the Union may allow either two stopovers, neither of which shall exceed twenty-four hours or one stopover with a rest period not exceeding twenty-four hours on arrival at the destination.

17 - DSA is paid for the whole period of travel, including rest periods and stopovers.

V - Necessary additional expenses incurred during travel

18 - Necessary additional expenses incurred by ITU officials in connection with official business or in the performance of authorized travel may be reimbursed by the Union after completion of travel, provided the necessity and nature of the expenses are satisfactorily explained and supported by proper receipts, which shall normally be required for any expenditure in excess of six US dollars (US$ 6).

VI - Particular restrictions

19 - For security reasons, the Secretary-General and the Deputy-Secretary General are not allowed to travel on the same flights or to use the same mode of transportation on the same date and hour.

20 - The number of ITU officials travelling on the same flight or using the same mode of transportation is limited to a maximum of thirty people.

VII - Ticket issuance

21 - Due to the high number of tickets for transportation to be issued during a limited period of time, as well as recurring modifications to be handled (changes in the staffing table, modification of travel dates, cancellations, etc.), issuance of tickets shall be made at ITU headquarters by the on-site travel agency, taking into account special negotiated fares, if any.