FAQ : FY2017 Supplementary Budget (2nd 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.
[URL]
https://en.dccc-program.jp/files/20180330PMSE.pdf
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.
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 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 “○” to 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.
Should the applicant 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 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.
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 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 April 25, 2018 (afternoon).
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.
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.
General Question regarding Projects
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.
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 demonstration 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 “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 subisidized entity a report?
As it is described in “3. Operation of research and development [8] 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 subsidized entities cooperate with each other in the case when multiple proposals are adopted?
In this solicitation, only one proposal is planned to be adopted.
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 the Project “Development of Technologies for In-depth Investigation of PCV Inside (On-site demonstration of Technologies for In-depth Investigation through X-6 penetration)”
In “2. Contents of Project,” it says formulation of a survey plan and a development plan, how do the subsidized entity separate implementation content from the project “Development of Technologies for In-depth Investigation of PCV Inside” being currently implemented by another subsidized entity?
In this project, the subsidized entity should combine access/survey equipment with survey technology being investigated in the said project etc., and formulate a survey plan and a development plan targetting on-site demonstration. Therefore the subsidized entity shall archieve a formulation of a survey plan and a development plan which is not covered in existing projects.
In “2. Contents of Project,” it says a field demonstration (field survey), what is the difference between field demonstration and field survey?
In this project, both words are the same meaning.
In “2. Contents of Project,” who will review the survey plan?
The subsidized entity should improve the survey plan cooperating with entities implementing related subsidized projects and the concerned organizations.
Regarding the Project “Development of Technologies for In-depth Investigation of PCV Inside (On-site demonstration of Technologies for In-depth Investigation considering measures of deposits)”
In “2. Contents of Project,” it says formulation of a survey plan and a development plan, how do the subsidized entity separate implementation content from the project “Development of Technologies for In-depth Investigation of PCV Inside” being currently implemented by another subsidized entity?
In this project, the subsidized entity should combine access/survey equipment with survey technology being investigated in the said project etc., and formulate a survey plan and a development plan targetting on-site demonstration. Therefore the subsidized entity shall archieve a formulation of a survey plan and a development plan which is not covered in existing projects.
In “2. Contents of Project,” it says a field demonstration (field survey), what is the difference between field demonstration and field survey?
In this project, both words are the same meaning.
In “2. Contents of Project,” who will review the survey plan?
The subsidized entity should improve the survey plan cooperating with entities implementing related subsidized projects and the concerned organizations.
