WORLD TRADE  
ORGANIZATION  WT/BFA/W/171 
26 May 2008 
 
 (08-2430) 
Committee on Budget, Finance and Administration  
  
 
RELOCATION AND RENOVATION ESTIMATES 
 
 1. Members of the Committee on Budget, Finance and Administration will recall that only very 
preliminary information was available with regard to the situation of the WTO Annexe in the 2008 – 
2009 budget proposals.  It was assumed that the An nexe would in all likelihood be moved from the 
rue Rothschild site, but definitive information on the final choice of the site and works to be 
undertaken was not available. 
2. Since the end of 2007, significant progress on the long-term office needs of the WTO has 
been made and intensive discussions are held on a regular basis with the Swiss authorities and the 
FIPOI (Foundation des Immeubles pour les Organi sations Internationales).  Members of the 
Committee have been kept informed of the various aspects of the projects through regular meetings of 
the Committee as well as informal consultations. In the meeting of the CBFA on 26 February 2008, 
the Secretariat presented preliminary informa tion showing the renovation of the Centre William 
Rappard (CWR) by sector. 
3. It has now been confirmed that staff currently  housed in the rue Rothschild (RR) Annexe will 
move to the Chemin des Mines (CDM) Annexe, th e former Serono building.  Other services in the 
CWR will also move to the CDM, which will liber ate space in the CWR and allow for the sectoral 
renovation to begin. It is planne d that moves to the CDM will take place toward the end of 2008 and 
the first months of 2009.  By then, the WTO, th e FIPOI as well as the building owner will have to 
make a number of investments in the CDM building so that it can serve the needs of the WTO staff 
assigned there for a period of several years. 
2008 
 
4. At the time of the establishment of the 2008 budget, the units of the WTO which would be 
moved to a new annexe were unknown,  and therefore, of the total estimated needs of CHF 251,500, 
only CHF 77,000 were foreseen in the 2008 budget  This  amount would have sufficed if it were only a 
question of moving furniture and equipment from RR to CDM.  The current plan calls for moves from 
RR to CDM as well as from RR to CWR, and from CWR to CDM.  Also included is the moving of 
heavy printing and mailing equipment from CWR to CDM, as well as the moving of furniture within 
CWR to vacate one sector for renovation. 
5. As the standard size of office furniture in  the RR would not allow the accommodation of 
some 250 staff in the CDM, more functional furniture is required.  The office furniture currently in 
use in the RR will be used to replace much olde r furniture in the CWR.  Of the amount of 
CHF 806,000 required, CHF 100,000 was foreseen in the 2008 budget, initially for furniture should it 
have been necessary to provide work spaces in the former IUHEI library. 
6. Various items relating to telephones and electri city amounting to CHF 70,000 are required for 
dismantling electronic access, video surveillance and interphone installations in  the RR.  A study will 
also be required with regard to the specificities of  installing and adapting the new telephone system in 
the CDM. WT/BFA/W/171 
Page 2  
 
  7. New security installations including anti-blast  window film, a closed-circuit TV system, 
access control, security bollards and an emerge ncy interphone from the unde rground parking garage 
are estimated at CHF 387,200.  This amount will be taken from the Security Operating Fund which has sufficient resources to cover these needs. 
8. IT expenditure for CDM in 2008 comprises WAN links for connectivity between the CWR to 
the International Computing Centre (UNICC), li nks between the CDM and CWR, as well as a link 
between CDM and UNICC, fibre optic cabling in CD M, etc. With regard to CWR, expected 
expenditure in 2008 concerns the move of 250 users from CWR to CDM, the move of 200 users in CWR, network resource and office applications support.   Full details are contai ned in Annex 2.  Costs 
in 2008 are estimated at CHF 491,000. 
9. Furthermore, the movement of the printing m achines to CDM requires air conditioning and 
extraction for the printing installations.  In additi on, some informatics premises have to be air-
conditioned and the cafeteria has to be equipped.  These costs are estimated at about CHF 100,000.   
10. AGSD, Infrastructure Section, will be provide d with additional resources to cope with the 
significant workload related to i) the logistics related to the moves to CDM and within the CWR 
during the whole course of the renovation and intra- muros work; ii) the administrative and financial 
support for the Master Plan and iii) the technical support for the implementation of projects and construction work. These items will be covered by re-deployment of existing resources.  
2009 
 
11. As the move to the CDM Annexe is foreseen for 2008, the only recurring costs will be the 
rental costs for some 480m
2 on the third floor1 and 22 parking places,2 as well as recurrent IT costs.  
These rental and IT costs for CDM are estimated at CHF 330,000.  Other expenditure foreseen for 
2009 relates to the CWR and comprises the moving and IT expenses related to two sectors.  This will 
mean informatics setups and staff moves into renova ted offices, and from offices to be renovated. The 
estimates for CWR stand at CHF 413,000.  Overall estimates for 2009 thus amount to CHF 743,000. 
2010-2013 
 
12. At the present time, the only elements of expe nditure costed for 2010 until the completion of 
the renovation of the CWR and construction of the new building in the South car park concern CDM 
rental costs for 480m2 of office space and twenty -two parking places (CHF 282,000 per year) and on-
going IT estimates (CHF 48,000). 
Non-WTO Costs 
 
13. As indicated earlier, both the FIPOI and the build ing owner are implicated financially in the 
preparation works at the CDM, and FIPOI in the CWR.   In 2008, FIPOI IT expe nditure is estimated at 
CHF 110,000 to cover the fibre-optic connectivity needed to connect CWR and CDM and allow the 
CWR renovation to proceed without network interrup tion. This does not include the cost of cabling 
and data centre in CDM, which is also provided by  FIPOI. They are expected to spend a total of 
                                                      
1 In order to liberate sufficient space in CWR for optimum renovation by  sectors, it is foreseen that 
staff working on the STDF and IF trust funds will also move to the CDM.  An area of some 960 m2 is available 
on the third floor of the CDM.  The current plan call for half this space to be utilized by, and charged to, the trust fund budget.  The remaining half will be used by the WTO, and the costs have been included in recurrent 
costs as from 2009. 
2  The rental of 22 parking places, in addition to the 150 to be provided by th e FIPOI, will enable the 
WTO to have full use of two of the three floors of th e CDM parking garage and will greatly facilitate security 
aspects and avoid additional infrastructure costs.    WT/BFA/W/171 
 Page 3 
 
 
  CHF 1 million as from 2009 until completion of the CWR renovation and constr uction work.  Works 
undertaken by the building owner include the refurb ishment of walls, floors and ceilings, the change 
of carpets, the cleaning and repair of external and internal facades, the cleaning and repair of blinds, 
the electrification of the attic blinds and their connection to the central electronic control system, the upgrade of the sanitary installations, the renovation of  the cafeteria equipment,, the equipment of the 
elevators with security systems, the upgrade of elect rical installations in order to meet the current 
requirements, the revision and in case of need repl acement of lighting in corridors and common areas, 
the upgrade of emergency lights according to curren t requirements and the closure of the internal 
staircase in order to meet security standards. Any ot her installations have to be  taken in charge by the 
WTO. 
Financing expected expenditure in the 2008-2009 biennium 
 
14. According to the estimates presented above , the following table indicates unforeseen 
expenditure related to the reloca tion and renovation project in 2008: 
 CHF 
1. Moving expenses 251,500 
2. Purchase of CDM furniture 806,000 3. Other equipment/elements 238,500 
4. Telephones and electricity 70,000 
5. Security installations 387,200 6. IT needs 491,000
 
Total needs  2,244,200 
WTO funding available (564,200)  
Balance 1,680,000 
 
15. With regard to the balance of CHF 1,580,000,  the following comments can be made at this 
stage: 
• The 2008 budget for salaries and medical insurance were based upon projected 
increases of 2 per cent and 5 per cent, respec tively.  The actual increases for 2008 were 
finally 1.3 percent for salaries and 6 per cent for medical insurance premiums.  The net 
savings with regard to these two el ements corresponds to CHF 638,000. 
 
• In view of the unforeseen expenditures rela ted to the relocation and renovation project, 
the Director-General gave instructions to re view the current budget in order to identify 
savings which could be utilized to absorb, either partially or completely, the unforeseen 
expenditures.  The Secretariat estimates  that between CHF 800,000 and CHF 900,000 
in savings can be obtained without impingi ng on the quality of services provided to 
Members. 
 
• Having had an increase of 15.4 per cent in the allocation for the IT budget for 2008, it 
can reasonably be assumed that some re-prioritizing/delays will occur in 
implementation of projects and activities original ly foreseen for this year in view of the 
additional IT work surrounding both the re location to the CDM as well as renovation in 
the CWR.     
 WT/BFA/W/171 
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  16. Should the evolution of expenditure in the 2008 budget, including the above-mentioned 
economy measures and savings, not suffice to cover the entirety of the balance of estimated needs, the 
Secretariat will revert to the Committee w ith a proposal to utilize surplus 2007 funds.
3  
17. The details of the financial implications for 2008 and 2009 can be found in the attached 
Summary Table and Annex 1. 
                                                      
3 While the accounts for 2007 and report of the external auditor are s till under discussion, the 
Secretariat is confident th at surplus funds w ill ultimately be available an d, in accordance with the WTO 
Financial Rules and Regulations, will be the subject of a proposal from the Director-General to the CBFA.     
   WT/BFA/W/171
 Page 5RELOCATION AND RENOVATION ESTIMATES :  SUMMARY TABLE  
(in CHF) 
Year Element Estimat es for WTO Funds available WTO/FIPOI  
            WTO FIPOI   
 2008  1. Moving expenses:1)              
    - RR to CWR, CWR to CDM    115,000          
    - CWR Internal moves             
     - 1 sector (100 staff @ CHF 215)  21,500          
    -Roneo:              
     - furniture, stock, etc  18,000          
     - Siegrist machines   32,000          
     - Heidelberg machines  23,000          
     - Xerox machines   27,000          
    - Mailing Unit    15,000          
          115,000          
    Total moving expenses     251,500  77,000    
                   
  2. Purchase of CDM office furniture           
    - 260 work stations @ CHF 3,100  806,000    100,000    
    Total purchase of CDM office furniture   806,000        
                   
  3. Other equipment/elements             
    - Decorative elements (plants, bulletin boards,           
     coat trees)     25,000          
    - Restaurant furniture (150 places)  57,500          
    - Furniture for 8 15-person mee ting rooms              
     ( 8 @ CHF 7,000)    56,000          
    - air conditioning & extraction for printing area  100,000          
    Total other equipment/elements   238,500        
                   
  4. Telephones and Electricity             
    - Dismanteling telecom/access control/ video           
     surveillance/inte rphone installations at RR  12,000          
    - Replacement of electronic door access with             
     standard door handles   4,000          
    - Keys compatible with CWR    8,000          
    Telephone system CDM    46,000          
    Total telephones and electricity   70,000        
              
  5. Security installations             
    - window film     47,200          
    - CCTV system     117,000          
    - access control     168,000          
    - security bollards     30,000          
    - SOS interphone for parking    25,000          
    Total security installations     387,200  387,200    
  1) excluding IT           
  WT/BFA/W/171 
Page 6  
 Year  Elements    Estimates for WTO Funds available WTO/FIPOI  
         WTO FIPOI  
  6. Inclusive IT needs (see Annex 1)             
    - CDM     311,000        2)  
    - CWR     180,000       110,000   
    Total Inclusive IT needs     491,000        
  TOTAL 2008           2,244,200 564,200 110,000   
                   
2009 1. Moving expenses:              
                   
    - CWR Internal moves             
     - 2 sectors (200 staff @ CHF 215)  43,000          
    Total moving expenses     43,000        
                   
  2. Rental               
    - 480 m2 (on 3rd floor CDM)    216,000          
    - 22 parking places    66,000          
    Total Rental      282,000        
                   
  3. Inclusive IT needs (see Annex 1)             
    - CDM     48,000        2)  
    - CWR     380,000       1,020,000 3)  
    Total  Inclusive IT needs     428,000        
  TOTAL 2009           753,000 0 1,020,000   
                           
 2) No figures have been provided for work undertaken by FIPOI in CDM.        
 3) WTO estimates for 2009 and beyond.          
     SUMMARY 
     Year WTO Estimates Funds available WTO/FIPOI  
               WTO   FIPOI   
     2008     2,244,200 564,200 110,000  
     2009     753,000   0 1,020,000  
     2008-2009       2,997,200 564,200 1,130,000  
              
  WT/BFA/W/171 
 Page 7 
 
 
  Informatics project related to new building, renovation of CWR, occupation of CDM 
and Vacation of Rue ROTHSCHILD 
Cost estimates CDM and CWR 
 
Table 1 – CDM (WTO budget)  
 
 
Cost 
Item Assumption 
CHF Total Cost   
 
CHF 
WAN links for connect ivity to CWR and 
ICC with redundancy.  
2 links CDM to CWR and one link CDM 
to UNICC. 
(every year) 
(30'000 in 2008) Swisscom link CDM to CWR 4,000 per 
link per 
month 48,000 /year 
Cabling in CDM for users-printers, etc. 
(to be adjusted once plans with 
occupation by users and printers is 
finalized and requirements of Divisions 
moving to CDM are put forward, e.g 
Document Reproduction) Basic cabling costs taken by FIPOI. 
Additional cabling cost if needed   10,000 
Fibre Optic in CDM for network 
backbone To connect 2 introduction points of 
ISPs to Data Centre   10,000 
Mounting racks for Cisco equipment existing racks will be used to install 
ISPs active equipment   10,000 
Network equipment to service 250 users + VoIP is deployed in CDM   85,000 
To attach to CWR, ICC, distribution 
and server Farm  Network equipment for Data Centre backbone 
Existing Server Farm equipment will 
be deployed in CDM instead of CWR    36,000 
90 servers, that is 15 racks + 2 TLD 
and NAS will be move d to Data centre  
Move is carried outside office hours 
night and Saturday  
Server will move in batch 
One at a time Servers move 
(meeting planned with Infrastructure 
Section to coordinate)   110,000 
Additional equipment if necessary Printers, etc. – specific needs   20,000 
       
Total CDM in 2008 To be adjusted to the final number of 
users, printers, reserve and specific 
requirements   311,000  (consisting of 
281,000 initial cost 
and 30,000 proportion 
of annual cost)  
Total CDM in 2009 To be adjusted if new requirements   48,000 /year  WT/BFA/W/171 
Page 8  
 
  Table 2 - CWR (WTO budget)
 
  
Cost 
Item Assumption 
CHF Total Cost 
 
CHF 
120 from RR to CDM including 
packing / unpacking and setup and 
connect 320,000 
130 users CWR to CDM (60,000 in 2008) Move 250 users to CDM in 2 batches  
xx users within CWR  
800 users move inside CWR Batches of 100 users will be moved 
(twice ) including computer setup and 
network connection 20,000/10
0 users 
 
- Renovation related task of switch 
deployment and relocation, 
configuration changes and coordination 120,000 
- VoIP deployment and support (80,000 in 2008) Network resource 
- Video Surveillance project    
 
120,000 Office Applications  support One half person-year for each year of 
the renovation project duration 
(Grade 5)   
(40,000 in 2008) 
Total CWR in 2008 To be adjusted once other requirements 
are put forward (e.g cabling in 
conference rooms, new printer-
photocopier layout, etc.   
180,000 
Proportion CWR in 2009     370,000  WT/BFA/W/171 
 Page 9 
 
 
   
 
Table 3 - CWR (FIPOI budget)  (indicative) 
 
 
Cost Total cost 
Item Assumption CHF CHF 
        
- An operation centre (SouthWing) 
  LAN core for service continuity 
during renovation 90,000 
- link to all existing locations in 
  CWR, villa and CR  (12 links) (in 2008) Temp Fibre Optics for alternate path during 
CWR renovation work   
- These links are temporary as the 
  LAN rooms location will not be 
  maintained.   
  
20,000 FO new Path Concrete drill / path ways creation   
(in 2008) 
Assuming 2400 points (3x800) 
Category 6e cabling  New Universal Cabling System for renovated design (not considering fixation) 
Assuming LAN rooms are relocated 
per new design 350/Unit 840,000 
New Fibre Optics cabling (during renovation 
work to deliver network services to the 
renovated segments) From (South Wing) to new 
distribution patch panels    
90,000 
New Fibre Optics cabling (for LANF_bis room 
North Wing) From LANF_bis to new distribution 
patch panels    90,000 
       
Total CWR FIPOI 2008     110,000 
       
Total CWR FIPOI 2009 and beyond     1,020,000 
 
 
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