RFP for entities to implement with subsidies the “Project of Decommissioning and Contaminated Water Management (Conceptual Study of Innovative Approach for Fuel Debris Retrieval and Feasibility Study of Essential Technologies)” in the FY2013 Supplementary Budget Project Procedures, Application & Evaluation and Project Implementation Procedure July 2014 Management Office for the “Project of Decommissioning and Contaminated Water Management” Copyright (C) Mitsubishi Research Institute, Inc. Table of Contents Project Procedures …………………………………………………………………………………………………… 1. Until adoption of the Entities 2. Until commencement of the Project 3. After commencement of the Project Application…………………………………………………………………………………………………………….. 1. RFP Application Format 2. Submission of Application 3. Precautions for Preparation and Submission of Application 4. Explanation on Handling of Information Evaluation ………………………………………………………………………………………………… 1. Evaluation Process and Method 2. Evaluation Criteria Project Implementation Procedure …………………………………………………………………… 1. Subsidy Application (Procedures needed only for the adopted entities) 2. Results Report (Procedures needed only for the adopted entities) 3. Main documents concerning the Project 4. Remarks Copyright (C) Mitsubishi Research Institute, Inc. 2 3 7 21 24 Project Procedures 1. Until adoption of the Entities 2. Until commencement of the Project 3. After commencement of the Project Copyright (C) Mitsubishi Research Institute, Inc. 3 1. Until adoption of the Entities Procedure RFP Announced By Whom Timeline MIRI June 27 Information Session MIRI - July 4 : Japan - July 15 : U.K - July 16 : France - July 17 : U.S RFP Application to MIRI Applicants August 27 (deadline) Evaluation of Application Review Committee Mid-September Evaluation Results to Applicants MIRI Copyright (C) Mitsubishi Research Institute, Inc. End-September 4 Remarks Ref. : Page 7 Presentation etc. Ref. : Page 22 Adopted Entities only announced on MIRI website 2. Until commencement of the Project Procedure Subsidy Application to MIRI By Whom Timeline Approx. 2 weeks Ref. : Page 25 after Adoption Adopted Entities Coordination for implementing the projects, etc - Green Light for Commencement MIRI Copyright (C) Mitsubishi Research Institute, Inc. Remarks METI MIRI ~ October Adopted Entities October 5 Discuss - Project Details - Outsourcing - Payable Cost - Intellectual Property - Exchange Rate, etc. 3. After commencement of the Project Procedure By Whom Timeline Remarks Progress(Interim) Report to MIRI Adopted Entities Upon request from MIRI (May be requested periodically) Final Technical Report to MIRI Adopted Entities Beginning of March at the latest Adopted Entities March 31, 2015 at the latest (Completion earlier than this date is possible) Final Financial Report to MIRI Adopted Entities April 10, 2015 at the latest (or Within 30 days after completion in the case of earlier completion) Ref. : Page 26 Audit to settle the Subsidy Amount MIRI After receipt of Final Financial Report Ref. : Page 26 Request MIRI for Subsidy Payment Adopted Entities After settlement of Subsidy Amount Subsidy granted to Adopted Entities Fund Establishment Organization After receipt of MIRI’s Report Completion of the Project Copyright (C) Mitsubishi Research Institute, Inc. 6 Both Technical and Financial Information Application 1. RFP Application Format 2. Submission of Application 3. Precautions about Preparation and Submission of Application 4. Explanation on Handling of Information Copyright (C) Mitsubishi Research Institute, Inc. 7 1. RFP Application Format The application formats consist of the followings: • • • • Form 1: Application Form Form 2: Proposal for Project Scheme Form 3: Proposal for Technologies Form 4: Certification of Conformation to Qualification Requirements Form 1 to 4 in Microsoft Word are downloadable on the MIRI website of this project Application (Form 1 to 4 and other documents) shall be written in Japanese or English. Copyright (C) Mitsubishi Research Institute, Inc. 8 1. RFP Application Format (continued) Form 1: Application Form Please circle project name(s) of which you apply for. Concept study project of innovative approach for fuel debris retrieval Feasibility Study project of visual and measurement technologies for innovative approach Feasibility Study project of cutting fuel debris and dust collection technologies for innovative approach In Exhibit 1-3 of “Guidelines for RFP Application”, Requirements for Project Implementation, Details of each projects, Procedures for Proposal RFP, Evaluation Criteria and Allocation of Basic/Additional Points are described. Applicant (Representative) company/organization’s name Representative person’s job title and name Company/Organization’s address The seal or signature of company/organization’s representative is required. Copyright (C) Mitsubishi Research Institute, Inc. 9 1. RFP Application Format (continued) Form 2: Proposal for Project Scheme 1.Project purpose, details and implementation method Describe the purpose of this proposal in detail based on the background of decommissioning and contaminated water management so far. 2.Project implementation plan Implementation schedule Implementation procedure in detail Concrete goals=setup of milestones Quarterly progress reports 3.Project implementation scheme Structure diagram Number of personnel Sharing roles of personnel Top project manager and his/her personal career, specialized field and track record of similar projects Plan of outsourcing and its details In case of working with other companies as a consortium, state the representative company and companies/organizations which compose such a consortium. Copyright (C) Mitsubishi Research Institute, Inc. 10 1. RFP Application Format (continued) Form 2: Proposal for Project Scheme (continued) 4.Track Record of other projects The company’s track record of similar projects The project manager’s specialized field and track record of similar projects. In case working with other companies as a consortium, please state the above information of each company/organization. 5.Financial basis/ management system Fiscal condition Financial management system In case of working with other companies as a consortium, state the above information of all the companies/organizations. 6.Total project cost (unit: thousand yen) Labor cost Operating cost (1) Raw materials (3) Design/fabrication/processing (5) Goods purchase (7) Outsourcing (9) Reward (11) Other necessities Copyright (C) Mitsubishi Research Institute, Inc. (2) Consumables (4) Facility/equipment (6) Research (8) Travel (10) Rent/depreciation 11 1. RFP Application Formats (Continued) Form 2: Proposal for Project Plan (continued) Each entry item is accompanied with a “CHECK ITEM” box. Please see the contents carefully, and check the box if they are appropriately described in detail. Please fill out all the basic point items, and additional point items if applicable. Example of “Check Item” box If any of basic point items are missing, the proposal cannot be adopted. Additional points will be calculated only if all of the basic points items are filled out. Copyright (C) Mitsubishi Research Institute, Inc. 12 1. RFP Application Format (continued) Form 3: Proposal for Technologies (1) Proposal Form for Conceptual Study of Innovative Approach for Fuel Debris Retrieval 1. Feasibility of Innovative Approach Describe the details of innovative approach. 2. Consideration of Safety of the Method Describe how the safety of the method is considered. (2)Proposal Form for Feasibility Study of Visual and Measurement Technology for Innovative Approach 1. Basic Principle of Proposed Technology Describe the basic principle of proposed technology. 2. Specification of Proposed Technology Describe the specifications of proposed technology. If the proposed technology does not cover all of the items, list the missing item. If the proposal technology does not meet the target specification, explain the reason and describe the achievable specification. 3. Existing Technology as a Basis of Proposed Technology Describe the existing technology as a basis of proposed technology. Copyright (C) Mitsubishi Research Institute, Inc. 13 1. RFP Application Format (continued) Form 3: Proposal for Technologies (continued) (3) Proposal for Feasibility Study of Fuel Debris Cutting and Dust Collection Technology for Innovative Approach 1. Basic Principle of Proposed Technology Describe the basic principle of proposed technology. 2. Specification of Proposed Technology Describe the specifications of proposed technology. If the proposed technology does not cover all of the items, list the missing item. If the proposal technology does not meet the target specification, explain the reason and describe the achievable specification 3. Existing Technology as a Basis of Proposed Technology As with Form 2, each entry item entails a “Contents to be checked ” box. Describe the existing technology as a basis of proposed technology. Please see the contents carefully and check the box if they are appropriately described in detail. Please fill out all the basic point items, and additional point items if applicable. If any of basic point items are missing, the proposal cannot be adopted. Additional points will be calculated only if all of the basic points items are filled out. Copyright (C) Mitsubishi Research Institute, Inc. 14 1. RFP Application Format (continued) Form 4: Verification of Conformation to Qualification Requirements Need to verify conformation of qualification requirements (1)-(8) in the Guideline (1) Possessing the organization for properly conducting the relevant subsidized project. (2) Having the capacity, knowledge and experience required for conducting the relevant subsidized project. (3) Having the management foundation required for smoothly conducting the relevant subsidized project and sufficient ability to control the funds and other resources. (4) Being able to implement the project in accordance with all the applicable laws and regulations enacted in Japan, and to follow the appropriate accounting procedures in accordance with the “Procedural Manual for conducting the projects subsidized by the Ministry of Economy, Trade and Industry”. (5) Not foreseen to be subject to Articles 70 and 71 of the Cabinet Order concerning the Budget, Auditing and Accounting. (6) Not fulfilling any of the conditions stipulated in the “Guidelines for the suspension of subsidies controlled by the Ministry of Economy, Trade and Industry and the suspension of designation relating to the contracts”.（January 29, 2003, No 1）First column, the second items in Attachment (7) Being able to prepare the evidenced documents in Japanese or English, and present them in Japan as requested by the government, the funds establishment organization or PMO-D/CW. (8) All Intellectual Property (IP) generated during the course of this subsidized research project belongs to the subsidized project operating entity. However, the subsidized project operating entity is requested not to restrict the utilization of the IP without objectively reasonable justification, and to allow METI utilization of the IP for decommissioning and contaminated water management activities in the Fukushima Daiichi NPS. With regard to the conditions of using the IP, subsidized project operating entities are requested to discuss with METI ・In the verification columns, please write the reasons why it is verified that the application meets the requirements. ・When filling it out, write “Attachment” if there are any verification documents attached to this form and if not, write “No attachment.” Copyright (C) Mitsubishi Research Institute, Inc. 15 2. Submission of Application Deadline By noon on August 27, 2014 (Wednesday, Japan time) All of four Forms (Form 1 to 4) MUST be submitted by deadline • Form 1: Application Form • Form 2: Proposal for Project Scheme • Form 3: Proposal for Technologies • Form 4: Certification of Conformation to Qualification Requirements Other documents 【Main items to be described】 • Corporate and organization information/data • The financial results, statement of revenues and expenses • The articles of association or the act of endowment, etc. Copyright (C) Mitsubishi Research Institute, Inc. 16 2. Submission of Application (continued) How to Submit Application • Via “Web Application System” on the MIRI website (http://dccc-program.jp/）. • Please upload each application document in PDF via the Web Application System. • Although the applications via e-mail, post and such are not allowed basically, hand-carrying or alternative way may be permitted at the MIRI’s discretion when necessary. If you need to submit by hand or so, please contact us well in advance. If you have any inquires, please email to: [email protected] Copyright (C) Mitsubishi Research Institute, Inc. 17 3. Precautions for Preparation and Submission of Application Please pay close attention to the following points when preparing and submitting application documents. Failure to observe these precautions may cause non-adoption of the proposal without proceeding to the stage of additional points calculation. 【Preparation of Application Document】 For Form 2 and Form 3 Make sure that all the basic points items are described. (If the boxes of check items are marked before submission, it is possible to see if all the basic conditions are satisfied at a glance.) Basic points is not given without describing all the necessity items. Total project cost shall not exceed the upper limit (50,000,000 yen per one proposed project) and the project shall be completed by the end of March 2015. Make sure that the proposed project shall be sufficiently conducted on the applicant's financial basis and track record of technical performance. Confirm you thoroughly understand the contents of the Guideline and your proposal is made in accordance with the purpose and prerequisite conditions of the solicitation. 【Submission of Application Documents】 Please observe the deadline and submission procedures in the Guideline for application. Copyright (C) Mitsubishi Research Institute, Inc. 18 4. Explanation on Handling of Information All the contents of proposals is not made public but solely disclosed to METI, MIRI, Review Committee, TEPCO, and IRID’s Research Team for Fuel Debris Technology.* However, the title and outline of adopted proposals may be made public. * IRID’s Research Team for Fuel Debris Technology has no secondment from NPP manufacturers. Also, for its independency, the Team works at the office located away from IRID office and commit to information management such as restricting access to electric files. The documents shall not be used for any purposes other than their evaluation. No information is disclosed to NPP manufacturers without applicants’ prior permission. Copyright (C) Mitsubishi Research Institute, Inc. 19 4. Explanation on Handling of Information (Continued) The application documents shall not be returned to the applicant. We give due consideration to security protection; however, the information other than Non-Disclosure Information (personal information, information which is likely to cause harm to legitimate interests of the corporation, etc.) shall be the subject of disclosure in accordance with Japanese Law “Act on Access to Information Held by Administrative Organs”. There is an English version but may not be the latest, so reference only. (http://www.japaneselawtranslation.go.jp/law/detail/?id=99&vm=04&re=02). Applicants are requested to explicitly designate the information which should be classified as Non-Disclosure Information in the application. If the application documents contain invention, design, other information which can lead to acquisition of intellectual property rights, the applicant must take necessary measures beforehand on their own responsibility and decision. Submission of the application documents neither imply transfer of intellectual property rights nor automatically entitle the State or MIRI to obtain license to use the right. Applicants are obliged to take responsibility for the information in application documents, and they are deemed to hold appropriate authority regarding the said information. Copyright (C) Mitsubishi Research Institute, Inc. 20 Evaluation 1. Evaluation Process and Method Copyright (C) Mitsubishi Research Institute, Inc. 21 1. Evaluation Process and Method 1. Application documents are screened by MIRI to confirm that there is no omitted Form/Documents and all the basic point items are described. Application with omission or non-description shall not be proceeded to next process. 2. After MIRI’s screening, the application documents are evaluated by Review Committee. Applicants may be requested ; Presentation at the Review Committee meeting held in Tokyo (the time and date to be informed individually) Interviews and Examination at your office by MIRI or Submission of additional documents (the details, deadline, etc. to be notified individually) 3. Entities to be qualified, taking the application documents, presentation (if applicable), interviews and examination (if applicable) and additional documents (if applicable) into the consideration. Copyright (C) Mitsubishi Research Institute, Inc. 22 2. Evaluation Process and Method In the screening of application documents, we evaluate; (1) Contents of Project Scheme (Form 2) Purpose, Contents and Implementation Methods, Implementation Plan, Implementation Structure, Track Record of Other Projects, Financial Basis/Management Structure. (2) Technical Contents (Form 3) Evaluation to be conducted in accordance with the evaluation method shown in Exhibit 1 to 3 All the basic point items in Exhibit 1 to 3 must be described; any proposals with omission or non-description shall not be evaluated The additional point items in Exhibit 1 to 3 will be graded according to the contents of proposal. Copyright (C) Mitsubishi Research Institute, Inc. 23 Project Implementation Procedure 1. Subsidy Application (for the adopted entities) 2. Results Report (for the adopted entities) 3. Main documents concerning this project 4. Remarks Copyright (C) Mitsubishi Research Institute, Inc. 24 1. Subsidy Application ☆ Procedures for the adopted entities Adopted entity shall submit the Subsidy Application describing further details of the project, the project costs, etc. to MIRI. The Subsidy Application to be discussed, consulted and coordinated among METI, the adopted entity and MIRI The Subsidy Application to be revised through above process and finalized, re-submitted to MIRI Copyright (C) Mitsubishi Research Institute, Inc. 25 2. Final Report ☆ Procedures for the adopted entities Final Report including the details of the implemented project, cost and cost breakdown, etc. to MIRI after completion of the project. MIRI shall inspect/audit the project outcome, accounting, etc. based on the Final Report. MIRI will conduct the inspection/audit at your office and METI may accompany. Adopted entity shall keep accounts on any expenditures for the project with dedicated account books accompanied by evidence in a way that is clearly differentiated from the other accounting. MIRI shall check the dedicated account books and evidence in settling the Subsidy Amount. The Subsidy shall be granted after the amount is finally settled. Copyright (C) Mitsubishi Research Institute, Inc. 26 3. Main documents concerning this project Applicants are required to fully understand the following documents to implement the project. Title Main contents Guidelines for applying to the “Project of Decommissioning and Contaminated Water Management (Conceptual Study of Innovative Approach for Fuel Debris Retrieval and Feasibility Study of Essential Technologies)” in the FY2013 Supplementary Budget • Project purpose, explanation of the details • Explanation of application requirements, application procedure, etc. • Explanation of method of evaluation, evaluation criteria, etc. • Explanation of method of grant decision etc. The Decommissioning and Contaminated Water Management Project Implementation Guidelines • Basic concept of implementation of this project Grant Policy for Subsidy for the Decommissioning and Contaminated Water Management • Basic concept of grant of the subsidy The Decommissioning and Contaminated Water Management Project Cost Subsidy Grant Guidelines • Concrete procedure, etc. regarding grant of the subsidy Subsidized Project Administration Manual • Procedure for accounting in the subsidy project (Refer to the next page) • Items in preparation for inspection for the subsidy project Copyright (C) Mitsubishi Research Institute, Inc. 27 4. Remarks Please read carefully and fully understand the Subsidized Project Administration Manual for accounting procedures. Please pay close attention to the followings : Costs/Expenses covered with the subsidy are only ones which accrue after Green Light date until the end of project implemented period (31 March 2015 or earlier completion date). Keep all the evidence which enable us to ensure that the expenses are suitable to the project purpose, and used only for this project. (No Subsidy without Evidence, etc.) If procurement is conducted from your own company or a totally-held subsidiary, profits included in the procurement are not permissible. (No Profit permitted under the Scheme) Copyright (C) Mitsubishi Research Institute, Inc. 28 Contact Mitsubishi Research Institute, Inc. Management Office for the “Project of Decommissioning and Contaminated Water Management” URL : http://en.dccc-program.jp/ E-mail ：[email protected] Copyright (C) Mitsubishi Research Institute, Inc. 29
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