FAQ : FY2015/16 Supplementary Budget (3rd Solicitation Round)
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 arel 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 release all of the information you need; and we will release the information if it is available and open it on the website or so.
Is an organization without juridical personality eligible for application?
An organization is also eligible as long as it satisfies the requirements of stipulated in Item 6 in the Guidelines.
Is it allowable for different companies to establish a JV and apply?
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 media you may use will NOT be taken into account for the paper screening.
We would like to make a proposal jointly with other companies. Is it possible for you to suggest or 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 leading organization takes charge of establishment of the implementation plan, preparation and submission of the accomplishment report. All of the 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.
We have to submit 2 copies of the application documents; every copy needs sign or seal?
Could we sign or seal on one application document and make a copy of it?
One copy with the sing or seal is indispensable; however the others can be its reproduction.
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 circle the item “Not Required” and state the reason too.
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.
Do all the applicants need to come to the venue for the presentation evaluation?
If you cannot come to the venue for the presentation, please contact us in advance so that you can make a presentation via a Web conference, a TV conference and such. In such a case, however, the applicant may take risks of bad connection, etc.
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.
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.
Has it already been decided how many proposals will be adopted for each project?
One proposal is planned to be adopted.
Is there a possibility that a member of the review committee would use the proposal documents for any proposes other than their 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 other than for the purpose of their 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 any date from January 9 to January 16, 2018.
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.
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, remunerations, rent/depreciation and other necessities) as described in Exhibit 2 of the Grand Policy for Subsidy.
General Question regarding Projects
In “4. Project Term,” it says to describe both “Implementation Plan” and “Plan of the Income and Expenditure”for each implementation item of 2. (1)(2)(3) on the “Outline of Subsidized Project”. Must an applicant prepare the Form 2, “Outline of Subsidy Project” for each implementation year of project contents ?
For we can distinguish the descriptions by project contents, please prepare two patterns of the Form 2, for each implementation item or please divide the description into two parts by project contents in the Form 2.
In “4. Project Term,” it says to describe both “Implementation Plan” and “Plan of the Income and Expenditure”for each implementation item of 2. (1)(2)(3) on the “Outline of Subsidized Project”. Is it necessary to show the plan of the income and expenditure which sums up the total amount of each content or term?
No, it is not necessary to describe the plan of the income and expenditure including the total amount of the project in Form 2, “Outline of Subsidy Project.” Please write the total amount of expenses/application amounts on the Exhibit of Form 1.
Should the implementation plan of the project be developed based on the plan of the Comprehensive Subsidized Project Operating Entities entity (the entity who carries out “Development of Technologies for Grasping and Analyzing Properties of Fuel Debris”) with adopted comprehensive proposal ?
If required, coordinate with the Comprehensive Subsidized Project Operating Entity between the adoption decision and the grant decision, so that both parties can make a consistent implementation plan. Rectification must be carried out as necessary.
In “2. Contents of Project”, it says that the contents of proposal will be proceeded under the consideration of risks of technology adoption and timing of actualization and Comprehensive Subsidized project Operating Entity will conduct analysis and coordination. What does it actually mean?
The contents of project may be changed as needed to coordinate it with a comprehensive proposals, etc. from a point of view of risks of technology adoption and timing of actualization, etc.
How to work together with the Comprehensive Subsidized Project Operating Entities entity (the entity who carries out “Development of Technologies for Grasping and Analyzing Properties of Fuel Debris”) for implementing the project?
The specific methods of collaboration may be coordinated according to the situation. However, PMO can host a liaison meeting for the purpose of cooperation with the Comprehensive Subsidized Project Operating Entity.
Is it possible for the entities with partial proposals to request the entities of comprehensive proposal to provide necessary information to implement the project by compiling input and output information?
We assume that the entities of a comprehensive proposal and a partial proposal 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.
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.
On-site tests might significantly be delayed because of the situation of the site. In the case, how should the implementing entity cope with?
When an entity expects a delay of the implementation, please inform PMO of it as soon as possible. We would consider how to cope with.
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.
Regarding the Project (Development of Technologies for Grasping and Analyzing Properties of Fuel Debris (Estimation of Aging Properties of Fuel Debris))
Regarding “2. Contents of Project (1)” of the Guideline, only the Fuel Debris of Chernobyl should be targeted for survey?
For examples other than the Chernobyl nuclear power plant case, it is possible to add it to the survey target if it is helpful.
Besides cases of fule debris at the Chernobyl nuclear mower plant, it is possible to add it to the survey target if it is helpful.
Although this project is a partial proposal project of “Development of Technologies for Grasping and Analyzing Properties of Fuel Debris”, is it possible to consider that it is separate from the document procedure and business administration?
Allthough it is necessary to cooperate, both businesses are independent in terms of document procedures and business management.
In applying for this solicitation, is it necessary to contact with the entity who carries out “Development of Technologies for Grasping and Analyzing Properties of Fuel Debris”?
It is not necessary. Applicants should decide.
Regarding the project term, although it is judged whether or not the contents of items (2) and (3) can be implemented on the project content based on (1), is it possible to judge whether to implement items (2) and (3) at an earlier stage than the project term (the first half of 2018 Japanese Fiscal Year) of (1)?
Considering the results of item (1) , the contents of items (2) and (3) will be reviewed. Therefore, if the results of item (1) can be issued at an early stage, it is possible to decide whether to implement (2) and (3) at an earlier time than the first half of 2018 Japanese Fiscal Year.
Once informed that the decision on of the subsidy is made in FY 2017, the project term may exend to more than one year, but can we understand that accounting is done every fiscal year? Also, the amount of subsidy will be settled not at the completion of (1), but in time when the project contents (2) and (3) ended?
Basically, the amount of subsidy will ultimately be settled when all the contents of the project are completed, but in some cases there is a possibility of confirming the amount at the stage when (1) is finished.
In “2. Contents of Project” of the Guidelines, it says to implement the project based on an analysis and coordination by the Comprehensive Subsidized Project Operatiing Entity (the entity who carries out “Development of Technologies for Grasping and Analyzing Properties of Fuel Debris”).
However, please indicate the specific content and the relationship with the Comprehensive Subsidized Project Operatiing Entity .
For the “Development of Technologies for Grasping and Analyzing Properties of Fuel Debris”, we estimate the properties of fuel debris based on the acquired knowledge so far, and compile and update the characteristics list of fuel debris.
We intend to cooperate closely and promote subsidized projects so that useful information such as described above can be obtained.