OPCW		Secretariat
International Cooperation and Assistance Division
S/307/2002
17 May 2002
ENGLISH only
(Unofficial electronic version)

NOTE BY THE SECRETARIAT
EQUIPMENT EXCHANGE PROGRAMME

1.         Purpose

                                    The purpose of this Note is to inform Member States of the existence of the “Equipment Transfer and Exchange Programme” run by the International Cooperation Branch in the International Cooperation and Assistance Division.  Under this programme, the OPCW Secretariat supports voluntary transfers of equipment, which must be in good working condition, between Member States from donors in developed countries to receiving institutions in countries whose economies are developing or in transition.  The equipment must be used in the development and application of chemistry for industrial, agricultural, research, medical, pharmaceutical, and other peaceful purposes.  While the Secretariat is not responsible for requesting such equipment, it will support a transfer once the two parties have reached an agreement. If necessary, the Secretariat can also support the training of technicians to operate and maintain such equipment.

2.         Scope of the programme

2.1       The programme aims to support the transfers of used, but still functional, equipment from institutions in industrialised countries to institutions in countries whose economies are developing or in transition. In industrialised countries, equipment which was once state-of-the-art is often replaced long before it ceases to be functional. On the other hand, institutions in countries whose economies are developing or in transition sometimes need such equipment to enable them to achieve their development objectives.

2.2       Voluntary transfers can be effected either as a result of bilateral negotiations between the donor and the recipient, or as a result of assistance from the Secretariat. If interested donors or recipients inform the Secretariat either that they have available, or are in need of,  such equipment, the Secretariat’s International Cooperation Branch in the International Cooperation and Assistance Division maintains a database from which such information could be provided to interested parties upon request.

3.         Funding for the programme

            Support provided under the programme would consist of grants to meet the cost of  transporting and insuring the equipment from door-to-door.  If needed, the cost of training a technician in the receiving institution could also be covered. For training, the Secretariat may provide travelling expenses and a daily subsistence allowance for one technician to receive such training at a location to be agreed upon between the donor and the recipient for a period not exceeding five days. Alternatively, an expert from the donor institution may visit the receiving institution to provide appropriate training to a larger number of personnel. This kind of arrangement would have to be agreed upon by the two institutions. In cases where the donor is unwilling to bear the cost of the visit of its expert to the recipient, the Secretariat may consider providing assistance (travel and subsistence) along the lines mentioned earlier. However, any request for such assistance must be included in the proposal sent by the recipient to the Secretariat.

4.                    Funding procedure

4.1              An equipment transfer may be arranged by the recipient through an agency of its choice, selected after quotations have been obtained from at least three reputable transport companies. The Secretariat will pay to the recipient, in advance, 70% of  total costs, calculated on the basis of a quotation which has been accepted and which includes insurance costs.  The Secretariat will pay the balance to the recipient after it has received a report confirming that the equipment has been received (see subparagraph 5.4 below).  

4.2       If a technician from the recipient Member State needs to be trained, or an expert from the donor Member State needs to visit the recipient Member State to provide such training, the Secretariat will issue the appropriate air ticket and the daily subsistence allowance directly to the trainee/expert.

5.         Conditions and procedures

            Eligibility

5.1       Any publicly funded laboratory, research or academic institution, or government agency of a Member State whose economy is either developing or is in transition, may apply for support under the programme.

            Application procedure

5.2       Applications may be submitted by eligible institutions to the International Cooperation Branch, in the International Cooperation and Assistance Division of the OPCW Secretariat.  The form to be used for such applications is contained in annex 1. The following formalities are to be completed before an application is submitted:

(a)           the application is to be signed by an authorised representative of the recipient;

(b)          a letter of offer from the donor indicating the technical specifications of the equipment to be donated is to be attached to the application;

(c)           a certificate from the supplier or any other competent person regarding the remaining useful life of the equipment is to be attached to the application;

(d)          a detailed estimate of the cost of the proposed transfer, based on quotations from at least three reputable transporters, must be included in the application  form; and

(e)           the completed application form is to be submitted either through the relevant National Authority, or through the Permanent Representation of the recipient’s Member State.

            Selection procedure

5.3       Proposals submitted in an application form completed in the prescribed manner will be considered for a grant, subject to the availability of funds.

            Report

5.4       Upon receipt of the equipment, the recipient must send a report to that effect to the International Cooperation Branch in the Secretariat, with a copy to the appropriate National Authority. The balance of the grant will then be released. Six months later, a report on the performance of the equipment shall be sent to the International Cooperation Branch.

Acknowledgement

5.5       Appropriate recognition of the support provided by the Secretariat under the programme should be given by the recipient in relevant communications and publications.

5.6       The Secretariat reserves the right to consult with, and/or to receive, an additional endorsement from the National Authority, or the Permanent Representation to the OPCW, of the recipient’s Member State.  Further information may be obtained from the International Cooperation Branch, International Cooperation and Assistance Division, OPCW, Johan de Wittlaan 32, NL-2517 JR The Hague, the Netherlands; Fax: + 31‑ (0)70 - 306 3535; E‑mail: intcoop@opcw.org.

Annex 1:           Equipment transfer application form for OPCW financial support

Annex 2:           Equipment transfer request form

Annex 3:           Equipment transfer offer form

Annex 1

EQUIPMENT TRANSFER PROGRAMME

Equipment Transfer Application Form for OPCW Financial Support

(i)                  Applications for direct OPCW support are to be made on this form. Before completing the form, please read the guidelines presented in the accompanying Note by the Secretariat to confirm your eligibility for financial support under the programme.

(ii)                Applications may be made at any time.

(iii)               The applicant institution should complete this form, and send it to either the appropriate National Authority, or  the Permanent Representation to the OPCW in The Hague, requesting that section 7 be completed. 

(iv)       The National Authority, or the Permanent Representation to the OPCW, should then submit the completed form to the International Cooperation Branch, International Cooperation and Assistance Division, OPCW, Johan de Wittlaan 32, NL-2517 JR The Hague, the Netherlands.

1. Applicant institution (Please attach the most recent annual report or equivalent)

1. Name of institution ................................................................................

2. Type: o University         o Research institute           o Laboratory                       o Other (please specify)

………………………………………………………………………………………………………………………

3. State whether the institution is supported by:            o Government funding      o  Private funding       o Both

4. Brief description of the activities of the institution:

…………………………………………………………………………………………………………………………………………

5. Total number of employees: full time: ...........part time: ...............

6. Contact person:……………………………………………………………………………………...….…...……

7. Position within the institution………………………………………………………………………

8. Address: …………………………………………………………………………………..………………….…..

9. Telephone no.:........................................................................................

10. Fax no.:.................................................................................................

11. E-mail address:....................................................................................

12. Web-site address:…………………………………………………………………………………………

2. Equipment requested

1. Please provide descriptions and technical specifications in as much detail as possible:

………………………………………………………………………………………………………………………………………

2. Is any special training needed for the proper use of the equipment? If so, how is it to be arranged?

………………………………………………………………………….…………………………………………

3.  Intended use of the equipment:

………………………………………………………………………………………………………………………………………………

3.  Donor institution (if more than one, please add extra pages as needed):

1.  Name of institution .......................................................................................

2.  Type:

   o University                     o Research institute           o Laboratory                       o Other (please specify)

   ………………………………………………………………………………………………………………

3. State whether the institution is supported by:            o Government funding      o Private funding       o  Both

4. Contact person:……………………………………………………………………………………….………….

5. Position within the institution……………………………

6. Address: …………………………………………………………………

7. Telephone no.:.................................................

8. Fax no.:............................................................

9. E-mail address:................................................

10. Web-site address:………………………………………………

4. Estimate of transfer costs

Please break down by freight, insurance, cost of training (if any).

…………………………………………………………………………………………………………………………

5. Documents

Please attach all documents as specified in subparagraphs 4.1 and 5.2 of the Note (i.e. quotations and completed application forms).

6. Signature

Head of applicant institution ……………………………………………………………

Name: ......................................................

Date: ........................................................

7. Comments/Recommendation by National Authority

…………………………………………………………………………………………………………………………

Signed: .............................................................................

Name: ............................................................................... Date: ..............................................

Stamp

Annex 2

EQUIPMENT TRANSFER PROGRAMME

Equipment Transfer Request Form

(i)                  This form is to be used to register a request for equipment in the International Cooperation Branch database. Before completing the form, please read the guidelines presented in the accompanying Note by the Secretariat to confirm your eligibility for financial support under the programme.

(ii)        The completed form should be sent to the International Cooperation Branch, International Cooperation and Assistance Division, OPCW, Johan de Wittlaan 32, NL-2517 JR The Hague, the Netherlands.

Annex 3

EQUIPMENT TRANSFER PROGRAMME

Equipment Transfer Offer Form

(iv)              This form is to be used to register an offer to supply equipment in the International Cooperation Branch database.

(v)                The completed form should be sent to the International Cooperation Branch, International Cooperation and Assistance Division, OPCW, Johan de Wittlaan 32, NL-2517 JR The Hague, the Netherlands.

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