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Information for Companies and Delegations
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How
to complete the Spreadsheet (Excel) attached to the Application Form under
resolution 986 “oil-for-food” programme Column
1: For
the whole contract the item number(s) must be entered in sequential order; i.e.,
the first item should be number 1, the second number 2, etc. Column
2: The sector item code specified for the good(s) in the Annexes
to the Distribution Plan for the appropriate phase must be entered in this box
for each line item listed on the application. Applications cannot be processed
without this information. The description of the goods on the Excel spreadsheet
should be in conformity with the description provided in the Distribution Plan
for the relevant sector item code. Column
3: Each line item should occupy a single row, and each row must
pertain to a single line item. If possible, items should be listed in the order
in which they appear in the attached contract. Line item descriptions should be
brief, but precise. Descriptions
such as "spare parts”, “accessories”, “sets”, “kits”, “tool
boxes”, “tools”, “equipment”, “special tools”, “lots” or
“consumables” are not acceptable,
components of these spare parts, accessories, sets, kits, tool boxes, tools,
equipment, special tools, lots or consumables must be listed as separate
line items with the relevant description, quantity and price. Further
descriptions, such as the model or part number(s), is required. Conversely,
model or part numbers are insufficient by themselves, and should be accompanied
by a descriptive text. Dimensions or part numbers must be included in cases
where this information is necessary to distinguish between similar line items. Any
free goods or free samples must be indicated on the Excel form attachment in a
separate line items, followed by the designation "FOC" (free of
charge). In
general, each item should be listed in accordance with the manner in which it
will be shipped. For example, a completely assembled generator should be listed
as one line item. However, a generator that is shipped disassembled should be
listed by the individual parts, and separate values should be entered for each
line item. Similarly,
a set of spare parts should be listed as the individual parts, and separate
values should be entered for each line item, also as in the example below.
Spare parts should not be grouped together as a set and entered as a
single line item with a single value – please see the example below.
Column
4: The exact quantity for each line item should be entered not in
text, but in numerical form in round numbers; i.e., fractions should not be
used. Column
5: Units
of measurement should be provided in text format only and should be expressed in
terms of weight or volume of the goods or in units such as pieces. A drop down
list of acceptable units of measurement is provided on the Excel template. Terms
such as “set”, “kit”, “lot” should be avoided. If not, Sets, kits or lots of equipment should
be broken down as separate line items into their component parts.
Where possible, units of measurement should conform to those detailed in the
Annexes to the relevant Distribution Plan. Unless
otherwise noted in the Distribution Plan, metric system measurements should be
used. Units
of measurement for liquids which are expressed in terms of bottles or other
containers should include the metric amount contained in each bottle or
container. Units
of measurement for bulk dry goods should be expressed in kilos or metric tons. Large
items, like compressors and pumps, may be measured as pieces. Items such as
shoes should be measured in pairs. Units of measurement should not be
abbreviated. Boxes,
cases and other forms of packaging may be used as units of measurement only if
the exact volume of the contents of each box, case or package is clearly stated.
Column
6: Value per item must be expressed in numeric form. Where
possible, the value per item should include the added proportional value of
transport and insurance costs. It should also reflect any discount for that
given line item. The
numeric symbol for zero ("0") should be entered in column 6 for any
line item to be supplied "FOC" (free of charge). Payment
may only be made in connection with values detailed in columns numbers 6 and 7.
Goods to be shipped should therefore be listed in as much detail as possible to
assist OIP in processing applications as swiftly as possible and to expedite
authentication and payment procedures.
Column
7: The total value on the Excel form template will be calculated
automatically from the information entered in Columns 4 and 6. The
total value must be expressed in numeric form, and should reflect the total
costs involved. The
total value must be identical to the value stipulated in the associated
contract. The
numeric symbol for zero ("0") should be entered in column 7 for any
line item to be supplied "FOC" (free of charge). A
grand total for the value of all line items should be given at the end of the
listing of the line items. Whenever a discount applies, it should not be listed
as a discount off the grand total value, but instead should, where possible, be
apportioned for each line item and reflected in the line item value entered in
column 6. Missions
should ensure that calculation of the total value per line item and the grand
total value is accurate and identical to the one sated both on the application
form (Box 7) and on the contract. Column
8: Currency should be that specified in the contract and should
be abbreviated using a standard ISO (International Standards Organization) code.
Thus, UK pounds sterling should be abbreviated as GBP rather than STD. NOTE:
Please note that
illegible and incomplete applications will be considered ineligible and will be
returned to the submitting Mission/Organization without Comm. number being
issued. Following these points of
guidance will facilitate registration of applications and issuance of Comm.
numbers and may assist the Office of Iraq Programme in accelerating the
processing of requests and notifications, and will facilitate rapid clearance of
legitimate consignments. |
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Produced for media and public
information – not an official United Nations Document |