FAQ：The 3rd Solicitation of Entities starting FY2021
Regarding procedures for application
Is an overseas company eligible for application independently?
Yes, any overseas companies are eligible for application independently as long as they satisfy the requirements set forth in article 6. Application Requirements in the Guidelines of the Subsidy Program, such as “(The entities) ensure organizations for properly conducting the relevant subsidized project.”, “(The entities) have the capacity, knowledge and experience required for conducting the relevant subsidized project”, etc.
How will the information contained in the application documents be handled?
METI and PMO will NOT use the contents of application documents submitted for other purposes than the evaluation/review. And we’ve made a non-disclosure agreement with all the members of the review committee. Nevertheless, you have to be noted that the information which has not been classified as confidential will be subject to disclosure as a response to the legal request for disclosure.
For the details of the private policy of this RFP, please refer to the “Private Policy” on the website below.
Can the costs for the application be covered by the Japanese Government?
No, any costs for the application are not compensated.
Is it possible to ask for additional data on plants, etc. in establishing a proposal or in implementation of the project?
If you need supplemental information, please contact us. We cannot assure we can provide all of the information you need; and if we provide the information, we will release this information on the website.
Is an organization without juridical personality eligible for application?
This organization is also eligible as long as it satisfies the requirements of stipulated in Item 6 in the Guidelines.
Do you accept proposal from a JV of multiple organizations?
We can accept proposals submitted by JVs. If you would like to apply for this project as a JV, please describe the leading company and the implementation scheme on the designated form.
Is it allowable to make a proposal through the methods other than filling in the specified application forms (i.e. by oral presentation or using the media such as brochures and image files)?
We will not accept any proposals not using the stipulated submission forms. Any other form will NOT be taken into account for the paper screening.
Are there maximum limit of the number of pages for Application Form1 and Form2?
There is no limit of the number of pages for Application Form1 and From2.
We would like to make a proposal jointly with other companies. Is it possible to recommend partner companies or organizations for us?
No. You must find suitable partners and establish the implementation scheme by yourself.
If we apply for the project with other companies as a team, how will the process after the adoption be?
The managing company (or managing organization) takes charge of establishment of the implementation plan, preparation and submission of the accomplishment report. Each companies and organizations composing the JV must be investigated for the settlement of the subsidy amount.
There may be some time lag between the deadline of the application documents and the commencement date of the subsidized project. Is it acceptable to describe the implementation scheme based upon the personnel change taking place after the deadline?
Yes, It is acceptable.
Regarding “3. Financial basis and Management system” in Form 2, should we write the outsourcing company’s financial basis?
The requirement in the Grant Application Form2 “3. Financial basis and Management system” is the applicant’s financial basis It is not necessary to refer to the outsourcing company’s financial basis.
Regarding “Contact” in Form 1, and “Contact information” in Form 2 (Annex 2) Outline of your organization, what should we write respectively?
Please write who is a contact person for this proposal in Form 1, and representative telephone and facsimile number and e-mail address of your organization in Form 2 (Annex 2) Outline of your organization.
Regarding Form 3 and 4, what should we write respectively?
Please declare meeting qualification requirements etc. in Form 3. Please write what information you would like to obtain from other subsidized projects etc. and you can provide to other subsidized projects etc. during the implementation of the project in Form 4.
Regarding Form 5, what should we present the related documents to submit ?
If you have received approval of Export administration regulations from METI, please present documents that can confirm the approval.
Regarding Form 5, what should we write down if we don’t have a plan to import or export something which requires permission under Foreign Exchange and Foreign Trade Act ?
Please mark “〇” to the item “Not Required” and state the reason too.
Regarding the project implementation scheme described in “7. Requirement Conditions for Grant Decision (5)”, does it need to be stated at the time of proposal?
Please attach the document of the project implementation scheme in “7. Requirement Conditions for Grant Decision (5)” to the results report after the end of the project. There is no need to include it in the application form.
Do you list outsourcing costs for each subcontractor, and do you list for each item (1)(2) of “2. Contents of Project”?
Regarding outsourcing costs, please describe the breakdown for each work item scheduled for outsourcing.
In “3. Operation of research and development (7)”, it says application for the subsidy is to be made by the joint name with TEPCO. Is it necessary to describe TEPCO in Implementation Organization Chart at Form2 Annex1?
When applying, it is not necessary to describe TEPCO in this chart.
In the Implementation Organization Table described in “7. Requirement Conditions for Grant Decision”, how should it be described when we select subcontractors by competitive quotes or competitive bidding?
If the subcontractors has not been determined, you may state that it is undetermined. If the subcontractors has been determined, please enter the name of the company or organization. There is no problems that the subcontractor is changed after the application.
Regarding procedures for evaluation and adoption
Who is in charge of evaluation of the proposals?
The application documents shall firstly be evaluated by the review committee consisting of experts. Paper examination and if necessary, applicants’ oral presentation shall be also conducted.
For the presentation evaluation, can we supplement some information to the contents of the application document?
You can add supplementary explanation at the presentation evaluation.
Should the applicant come to the venue for the presentation evaluation?
Regarding the presentation evaluation, remote presentation evaluation using web conference system is considered as a candidate for avoiding the spread of COVID-19. Detailed information will be notified after the paper screening.
How long is the time of oral presentation of the presentation evaluation?
The time of oral presentation may be changed according to the number of applicants.
This solicitation seems to be more advantageous to Japanese companies because it is easier for them to observe the guidelines or the manual when compared with overseas companies.
This project is financed by Japanese governmental budget and is implemented in accordance with Japanese scheme and in compliance with Japanese laws. However, any Japanese companies will not be treated preferentially in the review process.
Regarding the evaluation criterion, what do the “basic points” and the “additional points” mean respectively?
The “basic point” refers to the conditions which must absolutely be met; and the “additional points” refer to the items which give additional points if the contents of the proposal are excellent. Please note that if you fail to meet a “basic points” condition, you will be disqualified.
In “9. Evaluation and Adoption”, it says “the applications which have been judged not to meet the criterion  and  shall be disqualified regardless of evaluation of the other criteria.” , while in  referring that “contribution(s) to local industrial development such as working with companies which run business in the Hamadori and other regions*”. Do these references meant that it would be adoptable on the condition that it contribute to local industrial development such as working with companies in the Hamadori and other regions?
The contribution to local industrial development in these regions is not a condition necessary essential. This point corresponds to the additional judging respect.
Is there a possibility that a member of the review committee would use the proposal documents for any other purpose other than for evaluation ?
Because conclusion of the non-disclosure agreement is one of the conditions of appointment of the members of the review committee, they won’t make use of the application documents for any other purpose other than for evaluation.
When will the results of the paper screening be informed? When will the review committee be held?
We will inform the entity having passed the paper screening of the result as soon as possible. The review committee is planned to be held on late May.
Please refer to the following URL.
Detailed schedule will be notified after the paper screening.
Is the number of proposals to be adopted decided in advance?
Regarding the project “Development of Technologies for Fuel Debris Retrieval Gradually Expanded Its Scale”, the number of planned adoption is one.
Regarding the RFP (Miscellaneous)
When is the subsidy going to be paid?
Basically, the payment will be made after the subsidy amount is settled following the completion of the subsidy project. However, depending on the entity’s circumstance, the payment by estimate before the completion of the project may be admitted.
Is it possible to request the payment by estimation before the completion of the project?
In principle, the subsidies are paid after the project is completed. Cases where the payment (i.e. the payment by estimation) before the completion of the project may be permitted. If you would like to receive payment before the completion of the project, please contact PMO after an adoption decision is made.
If an overseas entity is adopted, how will the meetings be held? And how often?
PMO and implementing entities will have meetings, interim report and final report as well as progress report of the project as necessary. The frequency of meetings depends on the necessity of these meetings and reports.
Is there any reference for METI’s health insurance costs by grade?
Please see the latest list of the health insurance costs which is posted on our web site.
Can the subsidy amount to be actually paid be determined only after the “settlement of the amount” procedure, which is conducted after completion of the project?
The paid amount will be settled after expiration of the project period, confirmation of the project result, and inspection for settlement of the amount by PMO. This procedure is formulated by Japanese accounting rules.
How should the necessary expenses for the project be categorized in the proposal?
Please divide the necessary expenses into (1) labor costs and (2) operating costs (raw materials, consumables, design/fabrication/processing, facility/equipment, goods purchase, research, outsourcing, travel, remuneration, rent/depreciation and other necessities) as described in Exhibit 2 of the Grand Policy for Subsidy.
If the project period is more than 1 year, is it necessary to divide the budget by year? Also, is it possible to make an order that the contract period exceeds fiscal year?
It is not necessary to divide the budget by year. And, it is possible to make an order with a contract period that exceeds over fiscal year.
When is the date of subsidization decision ?
The date of subsidization decision is still uncertain at this moment. After the selection results, we plan to make the decision to grant the subsidy promptly as soon as the submission of the application form for grant and the adjustment with PMO are completed.
Subsidized Project Administration Manual was updated in January 2021. What changes have been made?
The main change is the integration of commission fee and outsourcing cost, which were previously independent cost item, into one cost item as commission fee/outsourcing cost.
Does this subsidized project fall under the “large-scale subsidy program designated in public solicitation guideline, etc.” described in Subsidized Project Administration Manual?
No, this subsidized project doesn’t fall under the “large-scale subsidy program designated in public solicitation guideline, etc.” in Subsidized Project Administration Manual.
For commission fee/outsourcing cost, how should it be judged whether the contract contains the clause “Payment based on Settlement”?
The subsidized entity may decide whether to contain the clause “Payment based on Settlement” in the commission fee/outsourcing cost according to the contents of the work to be ordered.
General Question regarding Projects
In “1. Purpose of Project” in the guideline, it is described that “this project is implemented under the engineering and project administration activities performed by TEPCO in the Fukushima Daiichi NPS”. And “3. Operation of Research and Development (7)” in the guideline also described that “under the project management of TEPCO, it is required to establish organization to conduct R&D”. What is the difference between “project administration” described in “1. Purpose of Project” and “project management” described in “3. Operation of Research and Development”?
The “project administration” described in “1. Purpose of Project” refers to the project management by TEPCO in the decommissioning works of the Fukushima Daiichi NPS. On the other hand, “project management” in “3. Operation of Research and Development (7)” refers to the project management by TEPCO in implementing this subsidy project.
Is it possible for the entities with partial proposals to request the concerned organizations to provide necessary information to implement the project by compiling input and output information?
We assume that the subsidized entity and the concerned organizations will share the information by the compilation of input and output information. If necessary, PMO will cooperate in coordinating between them, etc.
What should we do when it’s difficult to describe input and output information in detail at the time of the submission of proposal?
For the proposal, you can draw it up as your planned basis.
TEPCO is also included in “Subsidized Entities”. Is it necessary to include such information that should be requested to TEPCO to provide as “Input information” in Form4?
Please include the information to be requested to TEPCO to provide as “Input information”.
Regarding the gathering domestic and overseas wisdom in “3. Operation of research and development” , it says that it is important to be validated and reviewed objectively by third parties such as academic societies, etc. and such validation and review must distinctively be placed in the development plan or be set as a milestone. Is it necessary to write down the determined contents on the proposal?
For the proposal, you can draw it up as your planned basis.
Regarding “3. Operation of research and development (2)”, is an open tendering required when we consider ordering project related works to the companies which run business in the area Hamadori, Fukushima-Prefecture?
When you will order project related works to the companies which run business in the area Hamadori, Fukushima-Prefecture, you may offer a selective tendering or a single tendering.
When foreign currencies other than Japanese Yen are used for this project, how will the exchange rate be determined?
For the exchange rate, if the subsidized entity has an in-house rule of exchange rate, it can be applied. Otherwise, the basic exchange rate of Japanese currency of Bank of Japan will be used. Please be noted that the subsidy can be paid only in Japanese yen after the determination of the amount.
Is it allowed to make forward foreign exchange contract for the payment by foreign currency?
If the subsidized entity sets foreign exchange rate by internal rule, please use the rate. Forward foreign exchange contract can also be allowed.
Regarding “3. Operation of research and development (5) Cooperation with decommissioning activities and other research and development”, it says that the information on implementation of the project must be shared with and offered to PMO and the concerned organizations in a timely and appropriate manner so as to contribute to the decision making on the method of fuel debris retrieval, etc.. Is the information requested from PMO?
PMO may also request the necessary information. When information on the implementation of the project is obtained, the subsidized entity must also present them in a timely and appropriate manner.
Are the deliverables of the subsidized entity a report?
As it is described in “3. Operation of research and development  Progress report “, you are required to report the project results, etc. to PMO on request.
Describing the subcontractor (outsourced or commissioned entity) in the Implementation Organization Chart, if it is adopted, will the special contract order of the subcontractor be approved?
For reasons of financial efficiency, in principle, subcontractor shall be subject to general competition or it is necessary to prepare a statement for selection stating clearly the reasons for selection. So, sole-source procurement cannot be accepted only by specifying the subcontractor’s name.
How do applicants set the Technology Readiness Level (TRL) ?
Please set the Technology Readiness Level (TRL) by yourself considering the technical details of your proposal.
Regarding “3. Operation of research and development (5)”, it says “PMO and other concerned entities”. Which concerned entities do you refer?
The entities are the Agency for National Resources and Energy, Nuclear Damage Compensation and Decommissioning Facilitation Corporation, Tokyo Electric Power Company.
Regarding “3. Operation of research and development (5)”, it says that a Non-Disclosure Agreement must be concluded, as necessary. When is it necessary?
In the case of information exchange between operating entities, this is when one or both business operators require a confidentiality agreement. If necessary, the secretariat will make adjustments when entering into a confidentiality agreement.
In “3. Operation of research and development (7)”, application for the subsidy is to be made by the joint name with TEPCO. Is it necessary to consult with TEPCO when submitting our subsidized project application documents? If it is essential, we need some instructions how to contact with TEPCO.
You may submit your subsidized project application without consultation with TEPCO. When you submit grant application, PMO will introduce to you TEPCO personnel. After that, adopted entities will consult with TEPCO.
In “3. Operation of research and development(7)”, it says “PMO in which Nuclear Damage Compensation and Decommissioning Facilitation Corporation have joined.”. Where would be the contact point for the procedure of grant application for the subsidy?
Regarding the procedure for grant application for the subsidy, the contact point offices is within Mitsubishi Research Institute, Inc. (MRI). MRI proceeds the procedure of grant decision in consultation with Nuclear Damage Compensation and Decommissioning Facilitation Corporation (NDF). For more detailed information, please refer to “Grant Policy for Subsidy for the Project of Decommissioning and Contaminated Water Management”.
In “3. Operation of research and development(10)”, is it necessary to include other options in the plan at the planning stage?
For other options, please prepare at the planning stage, if necessary, at your discretion.
In “7. Requirements Conditions for Grant Decision (5)”, it says that in the case of transactions exceeding 1 million yen, the name of the contractor must be included in the project implementation scheme, but what are the eligible costs here?
In “11. (1) Classification of Expenses Covered by Subsidy”, the eligible costs are as follows.
Expenses for raw materials, consumables, design/fabrication/processing, facility/equipment(except for items corresponding to equipment expenses and rental and hire fees), research, outsourcing, other necessities (except for items corresponding to meeting expenses and assistant personnel costs).
In “”9. Evaluation and Adoption(2)”, it is described that working with companies which run business in the Hamadori and other regions. When we submit the grant application, is it necessary to describe the company name which we plan to work with?
If you don’t decide the company specifically when you submit the grant decision, please describe that you plan to working with these company and the contents of order.
How often are the interim and final report meetings held?
It is planed to hold the interim and final report meetings about once every six months.
Is it possible to give the interim and final report meetings and the presentation materials for report meetings in English?
It is possible to give a presentation and the materials for report meetings in English.
Is it possible to announce activities and results related to the subsidized project in press releases and/or presentations at academic conferences during the period of subsidized project?
Subsidized entity can announce activities and results related to the subsidized project in press releases and presentations at academic conferences on its own responsibility. Please inform the PMO in advance as much as possible.
Although it is described in the Grant Policy for Subsidy, Form No. 3, 8. as “Take measures to ask the other party of the contract for the cooperation on necessary inspection to conduct the Subsidized Project properly”, should I take any specific measures?
As a general rule, please specify in the contract when placing an order that you will cooperate to the survey and not consider an entity which is subject to suspension of grant as the other party of the contract.
What should we do if the implementation plan is delayed and the project cost may exceed the initial subsidy amount due to extraordinary events or circumstance? Is it possible to extend project term when the execution of the project is impossible to complete within the specified period?
If there are some changes in the project plan due to extraordinary event or circumstance beyond the control of the subsidized entity, please consult with PMO to discuss how to respond to the change of plan and accident report.
What is the responsibility of the Subsidized Project Operating Entity if it is discovered that the contents described in Form No. 3 of Grant Policy were not observed?
Investigation or hearing will be conducted by the Ministry of Economy, Trade and Industry. If the resulting judgement falls under Article 18 of the Grant Policy for Subsidy “(3) the Subsidized Project Operating Entity has engaged in fraudulence, negligence, or any other inappropriate conduct with respect to the Subsidized Project”, the grant will be canceled.
What changes have been made to the Grant Policy for Subsidy for the Project of Decommissioning and Contaminated Water Management?
The main changes are as follows;
・Article 5 (Application, etc. by E-mail) has been added to allow applicant to submit application forms by e-mail.
・Article 6 (Notification, etc. by E-mail) has been added to allow PMO to notify by e-mail.
Are the documents such as application forms, etc. to be submitted in writing and with signature in singed hard copy?
No. Submission of the documents in electronic form via email and without signature is also acceptable. If the signed original documents are omitted, please enter name of manager, name of contact person in charge, and contact number of person in charge. PMO may contact you for confirmation if necessary.
Regarding the Project “Development of Technologies for Fuel Debris Retrieval Gradually Expanded Its Scale”
In “2. Contents of Project (1)”, it is described that “the scenario related to fuel debris retrieval technologies gradually expanded its scale shall be updated to reflect the latest findings.”. Is it correct to coordinate with TEPCO on the delivery method of fuel debris, shape of the container used for delivery of fuel debris, etc. to reflect the latest findings to the scenario?
Yes. The delivery method of fuel debris, shape of the container used for delivery of fuel debris, etc., should be coordinated with TEPCO.
In “2. Contents of Project (2)”, it is described that “regarding the arm, its applicability together with (iii) the fuel debris cutting and collection device and (iv) the neutron monitoring system”. To confirm the applicability together with the fuel debris cutting and collection device and the neutron monitoring system, may the verification be conducted using only the front half of the arm, not the entire arm?
Basically, it is assumed that the entire arm will be used to confirm the applicability together with fuel debris cutting and collection device and the neutron monitoring system. However, it does not mean that the proposal to confirm the applicability using only the front half of the arm will be rejected. If you propose to use only the front half of the arm, the implementation details shall be reviewed in review committee and discussion with concerned entities.