Paper-based participation to tender

OIST conducts competitive tender by e-bidding system. Therefore, OIST cannot accept paper-based participation to the tender event in principle. Please refer to the e-bidding portal webpage for detail use of the system.

Please follow below procedure for paper-basis participation if you could not participate via the e-bidding system by unavoidable reasons.

It would be the same documents requested to submit from your entity by the OIST personnel for your prepration to the tender as the cases of e-bidding.

 

Documents requested to submit from your entity by the OIST personnel for your participation to the paper-basis tender

 

Application for paper-basis participation

It would expected unavoidable situation by installation cast for e-bidig system registration or communication envirinment of your entity. OIST can accept paper-basis participation to the tender only for such cases.
However, OIST conducts e-bidding as regular procedure, therefore, we would request you to submit an application for paper-basis participation, and it shall be accepted by OIST.
Please contact the person in charge designated in the explanation document of each tender case for detail format of the application.

Notification of examination result regarding comprehensive qualifications by the Japanese government

This is a public certification document by each ministry of the Japanese government regarding permission of tender participation manufacturing/goods sales etc.
This is official certification with guarantee by the Japanese government, and also to be effective qualification for application to the tender by each entities of the government in each local government office. Examination of such qualification would be applied to one of the designated contact windows of each government office, and activated after permission (partially quoted from the Website of the comprehensive qualifications by the Japanese government)

Technical proposal

To investigate whether the products/service from your company meets OIST's requirements, applicants are  perhaps requested to submit technical proposal in some cases.
This is a document for confirmation of detailed specification of your products/services other than the brochures etc., and to be required in the cases include special requirements such as complicated customization, designated manufacturing, essential spec for conducting research, and so on.
It would be found at explanation document of each tender regarding drafting instruction of technical proposal, document formats, language, method of document submission as well as document due dates. When explanation documet does not reqire submission, it would not be necessary to submit a technical proposal.

 

Documents to be submitted from your entity at making a paper-based bid

 

Bid format

This is a document for describing whole costs/expenses included in the captioned contract. Please download the format of the "Bid format (example)" from the e-bid information system, and check for the instruction of description and other conditions.

Breakdown of bid price

It would be necessary to submit a breakdown of bid price when requested in some cases. This is a document for describing detail breakdown of your bid price. Please describe it clearly by the guided format.
Please download the format of the "Breakdown of bid price" from the e-bid information system, and check for the instruction of description and other conditions (in some cases, it would be omitted or acceptable free formats).

Quotation for breakdown

This is document for detail breakdown of the bid price as a quotation. It would be acceptable if you use any formats, so please make it according to the policy of your company.

Power of attorney

This is a document to be submitted in the cases of making bid by the delegated attorney (not by the person who has representative right of your entity). Please download the format of the "Power of attorney (example)" from the e-bid information system, and check for the instruction of descriptions.

Business name card

Please suggest at the date of tender for confirmation of identity.

 

Quick reference of required documents

 

Participation by paper-based bidding
At preparation
(address to research unit/section)		 Reference quotation By e-file like PDF
(master copy is not necessary)
Certification of list price
Past delivery records
Product brochure etc.
At registration of participation
(address to Procurement Section)		 Comprehensive qualifications by the Japanese government By e-file like PDF
(emailing is acceptable)
Technical proposal (if necessary) By deadline date
By bringing to the place designated or mailing via post service*
Application for paper-basis participation By two days before bidding date
By bringing to the place designated or mailing via post service*
At making bid
(address to Procurement Section)		 Bid format By bringing to the place at bid date
Breakdown of bid price
Quotation for breakdown By bringing to the place at bid date
(only for the first one would be enough)
Power of attorney By bringing to the place at bid date (+business card of the person in charge)

●Due dates of document submission would depend each tender case. Please confirm the "Tender Explanation" announced by each case.

*If mailing documents by post services, please take recordable way like delivery record service etc.

●Conversion of participation method would not be accepted.
　(Ex.#1: Technical proposal was mailed by the post service, and bid will be made via e-bidding system. --> Not acceptable)
　(Ex.#2: Application documents have been submitted at the e-bidding system, and bid will be made by paper-based. --> Not acceptable)
　　*Excepting unavoidable defects such as system failure etc.