Regarding procedures for evaluation and adoption
Regarding the RFP (Miscellaneous)
General Question regarding Projects
Regarding the project
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 is the information in the application documents handled?
METI and PMO will NOT use all the application documents submitted for any purposes other 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.
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 Information for proposal or 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 a voluntary association of non-legal entity eligible for application?
Any organizations satisfying all of requirements in Item 6 in the Guidelines are qualified to apply for the subsidies.
Are multiple company consortium eligible for application?
Applications from consortium are also acceptable. In that case, a managing legal entity must be appointed out of each consortium and submit the project proposal application form.
Is it allowable to make a proposal not only by the application documents stipulated in the Guideline but also in the other ways such as face to face explanation and introduction by brochures or movie files?
Paper screening will be implemented for applicants who use application documents stipulated in the Guidelines. It will not be accepted the applications which do not follow our Application Procedure (Item 8 in the Guidelines).
How many pages are maximumly acceptable for Application Form1 and Form2?
There is no limit of the number of pages for Application Form1 and From2.
Is PMO possible to introduce recommended partner companies or organizations if an applicant plans to make a joint proposal with other companies?
No. Applicants must find suitable partners and establish the implementation scheme by yourself.
In case of the application by multiple company consortium, how will be the process after adopted?
A managing entity (or managing organization) appointed out of each consortium arranges and submits the implementation plan and the project results. And the inspection will be implemented to the company (or organization) each.
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.
In the implementation timeline in Form 2, when is the commencement date of the project assumed?
If the proposal has been adopted, grant decision and the commencement of the project will be implemented after the submission of the grant application and the consultation with PMO have been completed. Please assume the commencement date of the project with the considering for the schedule of the review committee described in the Guideline.
Regarding “3. Financial basis and Management system” in Form 2, should we also submit the financial basis of outsourcing company?
Please describe the financial basis of the applicant. It is not necessary to refer to the outsourcing company.
Regarding “Contact” in Form 1, and “Contact information” in Form 2 (Annex 2) Outline of your organization, what should we write respectively?
Please write name of contact person for this proposal in Form 1. And then please write representative telephone 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 the related documents should we submit?
If you have an approval of Export administration regulations from METI, please submit the documents to be able to recognize the approval.
Regarding Form 5, what should we fill in 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 also fill in the reasons to “state reasons” too.
Regarding the project implementation scheme described in “7. Requirement Conditions for Grant Decision (5)”, is it necessary to submit it at the time of proposal?
After the end of the project, please attach the document of the project implementation scheme in “7. Requirement Conditions for Grant Decision (5)” to the results report. It is not necessary to include it in the application documents.
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 each subcontractor.
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 have not been determined, you may state that it is undetermined. If the subcontractors have been determined, please enter the name of the company or organization. There is no problem that the subcontractor is changed after the application.
Regarding the project implementation organization, is it necessary to describe all members who will engage in the project? Is it okay to describe the project leader’s career profile only?
Regarding the project implementation organization, it doesn’t need to describe all project members. And it is okay to describe only a career profile of project leader. However, you can describe career profiles of other project members in the case when you find it your advantage to do so considering “3. Project implementation organization” in “Criteria for reviewing proposals and allocation of points for items to be reviewed”.
Regarding procedures for evaluation and adoption
Who is in charge of evaluation of the proposals?
The application documents shall be evaluated by the review committee consisting of the external experts. If necessary, paper screening and presentation evaluation shall be also implemented.
For the presentation evaluation, can we add supporting explanations for the application documents?
Yes. You can add supporting explanation at the presentation evaluation.
Should the applicant come to the venue for the presentation evaluation?
Regarding the presentation evaluation, remote online presentation evaluation using web conference system is considered as COVID-19 countermeasures. Details will be informed after the paper screening.
Regarding the presentation evaluation, how long will the presentation time be?
Usually, 20 minutes for the presentation and then 30 minutes for Q&A will be allocated for each applicant. However, the allocated time may be changed due to the number of the 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 criteria, what is the meaning of “basic points” and “additional points” respectively?
The “basic points” 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.
Does a member of the review committee have a possibility to use the application documents submitted for any purposes other than the 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 applicant who has passed the paper screening as soon as possible. The review committee is planned to be held in July 3rd, 2023.
Please refer to the following URL.
Detailed schedule will be informed after the paper screening.
Is the number of proposals to be adopted fixed in advance?
Regarding the project “Development of Safety System (Technology Development for Analytical Method for Exposure Dose Evaluation)”, the number of planned adoption is one.
Regarding “3.1 Project implementation scheme, division of roles” in criteria for reviewing proposals, do the described “local companies which run business in Fukushima-Prefecture” include universities and research institutes in Fukushima-Prefecture? In addition, is it subject to the additional points if applicant and that related facilities etc. locate in Hamadori area or other regions of Fukushima prefecture?
Universities and research institutes in Fukushima-Prefecture are subject to the additional points if they are assumed to contribute to the revitalizing the local economy in Hamadori area or other regions of Fukushima prefecture. However, it is judged at the presentation evaluation by the review committee whether or not they are corresponding to criteria for reviewing proposals. In addition, it is not subject to the additional points if the applicant’s office and that related facilities etc. just have the address in Hamadori area or other regions of Fukushima prefecture.
Regarding “3.1 Project implementation scheme, division of roles” in criteria for reviewing proposals, if the subcontractor is selected by competition, it may have a possibility that local companies which run business in Hamadori area or other regions of Fukushima prefecture are not selected as the result. Even in this case, is it acceptable to describe the consideration of utilization of the local companies in the proposal documents?
It is acceptable to describe it in the proposal documents if it is assumed to utilize the local companies which run business in Hamadori area or other regions of Fukushima prefecture.
Regarding “3.1 Project implementation scheme, division of roles” and “3.2 Expertise as an organization, track record of other similar projects” in criteria for reviewing proposals, is it necessary to describe specific names of companies and organizations that are planned to be utilized or have been actually utilized as subcontractor?
Specific names of companies and organizations are not absolute necessity. However, it may not be subject to the additional points if it is unknown that the companies and organizations run business in Hamadori area or other regions of Fukushima prefecture.
Regarding the RFP (Miscellaneous)
When is the subsidy going to be paid?
Basically, the payment will be made after the subsidy project has been completed and then final inspection has been conducted. However, the payment by estimate may be permitted depending on the situation.
Is it possible to request the payment by estimate?
In principle, the subsidies are paid after the project is completed. Depends on the situation, the payment by estimate before the completion of the project is also possible. If you would like to arrange the payment by estimate, please contact PMO after the proposal has been adopted.
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 the expenses for the project are classified?
As described in Exhibit 2 of the Grant Policy for Subsidy, the expenses covered by the subsidy have to be classified as (1) labor costs and (2) operating costs. The specific items of (2) operating costs are raw materials, consumables, design/fabrication/processing, facility/equipment, goods purchase, research, outsourcing, travel, remuneration, rent/depreciation and other necessities.
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 Grant Decision?
Currently, the date of Grant Decision is not yet fixed. After the decision of adoption, Grant Decision will be made promptly once submission of the grant application and the consultation with PMO have been completed.
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”. On the other hand, “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 for 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 to implement this subsidy project.
In some projects, it is described in “2. Contents of Project” that “At the start of technology development, TEPCO’s needs shall be considered, and the technology development shall be proceeded after consultation with related parties (the Ministry of Economy, Trade and Industry (hereinafter referred to as “METI”), TEPCO, and PMO)”. When the discussion with related parties (TEPCO, METI, PMO) will be held, before or after commencement of this Subsidized Project?
Please hold the discussion promptly about the project implementation plan with related parties after the grant decision. And please proceed the project with discussions appropriately with related parties.
Is it possible for the entities 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.
Regarding Input/Output Information, what should we do in case it is difficult to describe concrete contents at the time of the proposal? And also is it possible to request to share only the information which described as Input Information at the time of the proposal?
At the proposal, tentative plans of Input/Output Information are available to submit. And also requests of sharing Input/Output Information is possible even though the information which has not included in the input information at the time of the proposal.
Regarding the gathering domestic and overseas wisdom in “3. Operation of research and development (1)” , 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, the tentative plan is available to submit.
Regarding “3. Operation of research and development (2)”, is it necessary to apply as an open competitive bidding when the applicant considers ordering the project related outsourcing works to the local companies which run business in Hamadori area and other specific region in Fukushima?
As a designated competitive bidding or a free contract, it is possible to order the project related outsourcing works to the local companies in Hamadori area and other specific region in Fukushima.
For the project implementation, please let us know how to set the exchange rate if the subsidized entities use foreign currencies instead of Japanese Yen.
For the exchange rate, if the subsidized entity has an internal rule of exchange rate, it can be applied. Otherwise, the basic exchange rate of Japanese currency specified by the Bank of Japan will be used for the project. Please be noted that the subsidies are paid in JPY after the amount of the subsidy has ultimately been settled.
Is it allowed to make forward 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 (6) 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 request to share the necessary information for the project implementation and consultation. The information sharing in a timely and appropriate manner will be very appreciated for our further positive cooperation and collaboration of the project.
How does the subsidized entity report the project result?
As it is described in “3. Operation of research and development (8) Progress report “, the subsidized entity must arrange and submit the reports of progress situation and final report, etc. to PMO on request.
If it is adopted the Implementation Organization Chart included the candidate subcontractor (outsourced or commissioned entity), will the special appointment 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 (6)”, it says “PMO and other concerned entities”. Which concerned entities do you refer?
The entities are the Agency for National Resources and Energy, and Tokyo Electric Power Company.
Regarding “3. Operation of research and development (6)”, it says that a Non-Disclosure Agreement must be concluded, as necessary. When is it necessary?
For information exchange between the operating entities, one-side or mutual Non-Disclosure Agreement need to be concluded. PMO will conduct the necessary coordination to arrange the 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 at the time of submission of the application? If so, how does the applicant contact with TEPCO?
The applicant doesn’t need to consult with TEPCO for the submission of the application. PMO will introduce TEPCO contact person for grant application. After the grant decision has been adopted, the adopted entities can make coordination 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 entity is 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 details, please refer to “Grant Policy for Subsidy for the Project of Decommissioning, Contaminated water and Treated Water Management”.
Regarding “3. Operation of research and development (8)”, how often are the interim and final report meeting held? Furthermore, how often are concerned organization meeting and project review meeting held?
It is planned to hold the interim or final report meeting around once every six months. The frequency of concerned organization meeting and project review meeting would be fixed based on the consultation with PMO after the grant decision.
Regarding “3. Operation of research and development (8)”, are the described interim and final report meeting, concerned organization meeting and project review meeting held separately?
Each meeting would be held separately. The contents reported at the each meeting would be fixed based on the consultation with PMO after the grant decision.
In “3. Operation of research and development (10)”, is it necessary to prepare alternative options at the planning stage?
For other options, please prepare them at the planning stage as necessary at your discretion.
In “7. Requirements Conditions for Grant Decision (5)”, it says that in the case of transactions of 1 million yen or more, the name of the contractor must be included in the project implementation scheme. What expenses are eligible in this case?
In “11. (1) Classification of Expenses Covered by Subsidy”, the cost eligible for the subsidy is 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 says that working with companies which run business in the Hamadori area and other regions in Fukushima prefecture. When we submit the grant application, is it necessary to describe the company name which plans to work with?
If you plan to work with the local company in the Hamadori area and other regions in Fukushima prefecture but the subcontractor is under consideration as of the submission of grant application, please describe in the application form about the contents of order work and the candidate which plans to order.
Is it possible to arrange the presentations and documents in English for the interim and final report meetings?
Yes, it is possible.
Is it possible to release activities and results related to the subsidized project for the press releases or the academic conferences during the period of subsidized project?
Yes, it is possible. Please inform it to PMO in advance 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.
How is the subsidized entity liable to the default of Cost Subsidy Grant Notification (Form No. 3) 8.? (e.g. delay of the implementation plan, exceed the granted subsidy amount)
The Grant Decision may be cancelled based to the conclusion of the investigation and hearing by METI and other concerned organization in case the default meets Article 20 (3) in Grant Policy for Subsidy, “the Subsidized Project Operating Entity has engaged in fraudulence, negligence, or any other inappropriate conduct with respect to the Subsidized Project”. If there are some changes in the project plan and the granted subsidy amount due to extraordinary event or circumstance beyond the control of the subsidized entity, please consult with PMO as soon as possible.
How should the subsidized entity do if there are some changes in the project plan and the subsidized amount for any unavoidable reason? Is it possible to extend the project term in case the project is difficult to complete within the original project term?
If there are some changes in the project plan due to extraordinary event or circumstance beyond the control of the subsidized entity, please consult promptly with PMO to discuss how to respond to the change of plan and the accident report.
Is it necessary for seal, signature and hard copy to submit application form and the other related documents?
Applicant can submit the application form and the other related documents by email without seal and signature. In that case, “Name of manager (responsible person)”, “Name of contact person in charge” and “Contact number of person in charge” have to be mentioned in the application documents. PMO may contact you for confirmation if necessary.
If the facilities are used for tests etc. in the project, could utilities costs of the facilities be covered as expenses?
Utilities cost could be covered as expenses if it is judged to be used for the implementation contents of the subsidized project and also the amount used only for the subsidized project is clearly classified. Please consult with PMO about the evidence for the judgment.
If the research is commissioned to and conducted at university, could the labor costs of student part-time workers and secretary be covered as the necessary expenses for the project?
The labor costs of student part-time workers and secretary at commissioned contractor could be covered if they are necessary for implementing the project or summarizing the project result.
When setting a ratio of indirect expenses at a commissioned contractor, is there a criterion to judge if it is appropriate?
Please set the ratio after comparing with the standard of relevant business categories and adjusting between subsidized project operating entity and its contractor.
Regarding the Project “Development of Safety System (Technology Development for Analytical Method for Exposure Dose Evaluation)”