Documents related to tender

 

Documents requested to submit from your entity by the OIST personnel for preparation for tender

You may be requested to submit following documents by OIST's research units or administrative sections for procurement.

 

【Price estimation】

Please issue a price estimation against the specification sheet (RfQ) by the research units or administrative sections.
It would be acceptable electric file instead of paper-based master file.

【Certification of list price】

This is a document to certify the list price in your company of the object goods or services. It would be acceptable if the product brochure has such price information. Please describe certified prices according to the order of the composition in the price estimation.
It would be acceptable electric file instead of paper-based master file.
In case of no list price (like as "open price"), please submit certification of such handling.

【Record of past deliveries】

This is to be used for preliminary investigation by past transaction amount of the same goods / services or similar cases.
It would be acceptable electric file instead of paper-based master file.

Contents of the document are as follows (any formats).
1) Delivery dates, 2) Name of business partners, 3) Title of contracts (or name of products), 4) List price at each contract, 5) Contract amount

When it would be difficult to submit such kind of information (for example, there is no record of the same or similar products, due to disclosure policy of your company, or so on), please issue a "Justification document for non-submission of past delivery records" with such background.

【Product brochure etc.】

Please submit a brochure for commercial products. It would be acceptable electric file instead of paper-based master file.

 

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

OIST conducts e-bidding system for tendering procure. It would not be acceptable to participate by paper-based bid in principle. Please submit following documents via the e-bid system.
Please refer to the E-bid Portal Page for details regarding usage instruction of the e-bid system.

When you have an unavoidable reason for declination of your participation via e-bid system, please take Procedure for making paper-based bid.

 

【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)

OIST have this result as confirmation document for participation into the university's tender. Please submit a photocopy of the notification of examination result via the e-bidding system.
Once submitted it, during its validity period, you can participate multiple time to the tender. When renewed the permission, OIST stores the submitted qualification of you company as valid information.

【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.

【Application for e-bid registration number】 (Only when first participation or renewed)

For use of the e-bidding system, it would be necessary to obtain "User Registration Number", "Company Name" and "Password" by an application of the e-bid registration number. These are required information for user registration of the e-bidding system.

*OIST conducts e-bidding system for tendering procure.
It would be required to complete the preparation of the IC card and user registration to the OIST's e-bidding system. So, please finish such preparations in early stage for your smooth participation. Please refer to the E-bid Portal Page for details regarding usage instruction of the e-bid system.

 

Documents to be submitted from your entity at making a bid

【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.

 

Precautions during tender procedure

*Contact and conversation during tender period

Please contact OIST Procurement Section for detail of tender items or some inquiries, and not make a conversation with the research unit / administrative section requested quotations during public announcement of the tender toward bidding day.
Contact information is delivered on the "Tender Explanation" in the set of announcement documents.

 

Quick reference of required documents

Participation by e-bidding system
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 participations
(address to Procurement Section)		 Comprehensive qualifications by the Japanese government To be uploaded by due date onto the e-bid system
Technical proposal (if necessary)
At making bid
(address to Procurement Section)		 Breakdown of bid price At enter of bid price,
To be uploaded via e-bid system
Quotation for breakdown

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

●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.

 

Contact: Tender Team (OIST Procurement)
Email: tender@oist.jp