Tender documentation

Given the large diversity in the goods and services that are procured by government entities, it rather difficult to give a concise description of the contents of tender documentation. For the procurement of relatively simple items, the documentation can be short, but for complex items, the tender documentation can consist of hundreds of pages of text. 

For very complex tenders, it is common that the procuring entity will organise an explanatory meeting,  where the details of the tender and the tendering process are explained.  If such a meeting is part of the process, this will be announced in the tender notice (usually Japanese version only).

It is not very common for Japanese public procuring entities to publish detailed tender documentation online. In some cases, procuring entities will send the information by email, in other cases prospective bidders will have to provide a CD to obtain the details of the tender.

In practice, the quickest way to obtain the tender documentation is to go to the office of procuring entity in person. This will ensure that you have the complete set of documentation to prepare for the tender.  In rare cases, prospective bidders are required to pay for the documents.

In most cases, tender documentation will at least contain the following information: 

Descriptions to specify goods or services to be procured

This concerns the nature, quantity, quality and specifications of goods or services to be procured;

 

Qualifications in relation to business and technical capabilities required for tenderers

Capabilities of implementing contracts, research and development capabilities,

after-service system, licenses required for business;

 

Obligations of tenderers

Explanation of goods or services to be delivered, consultation, delivery deadline, provision of information, submission of specifications of goods or services, submission of standards inspection certificate and cooperation in supervision and inspection;

 

Information to tenderers

Inquiry offices;

 

Criteria for awarding the contract

Tendered prices;

 

Basic contract provisions


Delivery date, delivery method, settlement method and other requirements in Implementing contracts.

 

Documents commonly included in tender documentation

 

The following documents are usually included in the tender documentation package.  Click on the links to see examples (In Japanese).

 

  • nyuusatsu koukoku (Tender notice)
    • Text of the tender notice, sometimes with regulatory information added
  • Nyuusatsu setsumeisho (Explanation of the tender)
    • Contents vary by procuring agency and the item procured, they often contain:
    • Text of the tender notice with added information about the procedures
    • Tender form (nyuusatsusho ) (Form to write the amount of the bid)
    • Letter of attorney (niinjou) (When not bidding directly, but through a proxy)
    • Regulatory information (yosan kessan oyobi kaikeirei )
    • Rights and Duties during tendering process (nyuusatsu kokore[)
    • Pledge stating the tenderer is not connected to organized crime(bouryokudan haijo ni kansuru keiyaku jikou)
  •  shiyousho(Specifications regarding the item procured)
    • Product or service specifications (drawings) including (JIS) standards if applicable.
    • Information regarding delivery & packaging
  •  Keiyakusho (an)  (Draft contract)
    • Contract and relevant clauses 
    • Attached documents such as:
      • Use of printing materials (can be very detailed!)
      • Form when asking for change in proposed planning (research)
      • Form in case of request of re-commissioning
      • Forms in case of changing project organization
      • Commission finalization report form
      • Results report form
      • Financial transaction form (Bank account)
      • Request for payment form
      • Acquired asset ledger
      • Format for proposals
      • Format for expenditures
      • Format for project-organization chart
  • Guidelines for drafting bidding documents (ousatsu shiryou sakusei youkou)
  • Assessment guidelines (hyouka koumoku ichiran)
  • Assessment procedure (hyouka tejun sho)
  • Form requesting for submission of bid in paper instead of electronic bidding