OIST Graduate University
Policies, Rules & Procedures
Authority: Approved by the President

Chapter 28 Procurement
28.1

PolicyThe OIST Graduate University (“the University”) may acquire goods, services andconstruction needed to carry out its goals and missions under comprehensive decision
making and the supervision of the Board of Governor. Such Procurement Authority is
ultimately delegated to designated Procurement Departments (defined at 28.8) andBudget Holders (faculty members etc.: defined at 27.3.2) within Requesting Units(defined at 28.8) who must base their purchases on sound business practice, best value,
accountability, and compliance with donor, sponsor, and regulatory requirements.
Further, the University requires those who undertake procurement on its behalf tocomply with the rules and procedures set out in this Chapter.
28.2

General Considerations

In addition to the policies, rules and procedures in this Chapter as well as applicablelaw and regulation, the University’s procurement practices are driven by ethicalconsiderations and sound business practices.
28.2.1

Ethical Conduct

Persons in charge of Procurement Departments and Staff in Charge (defined at 28.8)
of Requesting Units, including the Budget Holders, must comply with the
University’s Code of Conduct in the course of all procurement. Examples of illegal
and unethical practices include engaging in price fixing arrangements; bid rigging
acts; agreements with competitors to divide or allocate markets or customers;
falsifying accounting records; intentional misrepresentation to the University’s
auditors; bribery and kickbacks. Misconduct of this nature is subject to disciplinary
action in accordance with Chapter 23, Misconduct & Whistleblower Protection andChapter 38, Discipline.
28.2.2

Avoiding Conflicts of Interest

The University expects its faculty and staff to avoid any real or potential conflict ofinterest on all procuring activities on its behalf. For additional information, refer to
our Code of Conduct and Chapter 22, Avoiding Conflicts of Interest and1

ch28_procurement_en_20230301_cl

Commitment. Personal gifts or gratuities from vendors (defined at 28.8) must be
declined, and if received, returned to the vendors.
28.2.3

Prevention of Unauthorized Acts

Persons in charge of Procurement Departments and Staff in Charge of Requesting
Units, including the Budget Holders, must not make unauthorized acts, that is, thosethat are not in compliance with any aspect of this or any other University policy. Suchpurposes include improper bidding, making commitments for payments without
proper authorization, fictitious transactions, inappropriate split orders (defined at28.8), obtaining improper price information and making false inspection records.
Because unauthorized acts increase legal and financial risks for the University,
persons performing such acts may be held personally liable and/or subject todisciplinary action.
28.2.4

Restraint on Procurement that are not for Business Purpose

Requesting Units must not make procurements that are not for an approved
business purpose. For examples of items not for an approved business purpose: see
Guidelines Concerning Appropriate Use of Research Funds, and the website:
Division for Financial Management for the expenses related to funeral mourning.
Procurement of goods or services for personal use is strictly prohibited, as is the useof University discounts or its tax-exempt status. The point service whichaccumulates points through procurement for business purposes and enables thepurchaser to receive either discount or an item. It is recommended to use
accumulated points for the next business purpose procurement or a subsequentprocurement. See also 21.2 in Chapter 21, Use of University Resources.
28.2.5

Relationship with Vendors

The University will maintain the highest standards of business ethics and conduct
when interacting with vendors. The University will build an appropriately
competitive environment, while considering local and small businesses, social
minorities and environmentally preferred practices. Requesting Units must request
the Procurement and Supplies Section for credit check and approval through“Webform for Vendor Registration” (28.6 Forms) when starting transactions with a
new vendor.
28.2.5.1

Independent Providers

The University must conclude a written contract according to the Contract2

ch28_procurement_en_20230301_clManagement Stipulations when outsourcing to Independent Providers (defined at28.8) before start of work. In this case, a Specification (defined at 28.8) with a clear
description for the scope of work and deliverables must be attached. In addition,
the University’s “Standard Service Agreement” (28.6 Forms) must be applied asmuch as possible. Besides, the terms and conditions in the Standard Service
Agreement may not be amended without approval by the Procurement andSupplies Section.
28.2.6

Payment Methods

The University uses bank transfers by invoice after delivery as its primary payment
method in principle. However, the University may accept the cases if a corporate
credit card is required to be used for a procurement in accordance with Chapter 26(26.3.7). The University may use advance payment methods for vendors forconstruction, international procurement, and other situations stipulated in Chapter
26 (26.3.1.27). Such vendors must meet all screening qualifications. When the
University procures from new vendors, it must first screen qualifications for the said
vendors. The University does not authorize full payment in advance to vendors who
do not have the required qualifications.
28.2.7

International Procurement

The University procures goods, services and construction from overseas based onbest value, if the procurement costs including indirect costs, such as shipping charge,
tariff, etc., are economically more efficient than the procurement from domestic
vendors, while also considering maintenance after the procurement.
28.2.8

Procurement Authority and its delegation

The CEO/President has delegated authority for procurement to the University’s
Procurement Departments. Only the Procurement Departments are permitted tocarry out such delegated procurement. These Procurement Departments must follow
the requirements of the policy governing Procurement Authority in carrying out suchdelegated procurement. Concrete matters regarding such authority delegation andapproval authorities are referred to in Attachment 1 of the Guideline for Documentbased Approval Process in Chapter 12 (12.3.2.2), Document and Records
Management.
28.2.8.1 Authority for Conclusion of Contracts
In the case of authority delegation as above, the Procurement and Supplies Section
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ch28_procurement_en_20230301_clfor purchasing goods/services and the Budget and Contract Management Section
for construction/facility related services are authorized and responsible forconclusion of contracts on behalf of the University. Please note, the approval or
consultation of the Procurement and Supplies Section is necessary forconstruction/facility related services of 1.5 million yen or more.
28.2.8.2 Delegation of Procurement Authority for Direct Order
The Section Leader of the Procurement Departments may further delegate
Procurement Authority to the Budget Holders when the procurement does notexceed 1.5 million JPY (Direct Order). However, even in case of further delegation
to the Budget Holder for Direct Orders, the Requesting Unit must ask theProcurement Departments as above for the necessary procedures of contractconclusion when written contracts or other related documents are required.
Delegation of Procurement Authority must comply with the requirements in
Chapter 2 (2.6) and must be approved by a Vice President at a level above theRequesting Units concerning the delegation of Procurement Authority. Thisdelegation must contain the specifics of the delegation, including the scope, reason,and time limit for the delegation.
The University must review the delegation annually to assess the need forcontinuation of the agreement and whether any modifications or other alignmentis needed. Should the Requesting Units fail to follow University policy, this may
result in the withdrawal of the delegated authority.
28.2.8.3 Approval on Budget Holder’s behalf
The Budget Holder of Requesting Units may allow a certain Staff in Charge toapprove Direct Orders on ERP system on his/her behalf. In this case, the Budget
Holder must specify the scope, reason, and time limit by submitting【Application
for approval on Budget Holder’s behalf regarding the procurement of goods andservices】 to the system administrator of the ERP system. Although the said Staff
in Charge may approve the procurement above on the ERP system on behalf of the
Budget Holder, the authority and responsibility for the procurement is notdelegated to the Staff in Charge but remains with the Budget Holder. The Staff in
Charge who approves on Budget Holder’s behalf must not approve the procurementcases which are made by himself/herself (prohibition of self-approval).

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ch28_procurement_en_20230301_cl28.2.9

Blanket Framework Agreements

If Requesting Units frequently need specific goods or services from the same vendor,
the Procurement Departments may establish a “blanket framework agreement”.
Blanket framework agreements are established for varying periods within a fiscal
year in principle, which then allows for procurement without the Requesting Units
needing to obtain price information from vendors each time. This category includes
unit price agreement, corporate accountable transactions, and basic contracts forcontinuous transaction agreement.
28.2.10 Multi-year Contracts and Multi-year Vendor Selection
Based on the multi-annual planning of budget (27.5.2), the Procurement
Departments may conclude multi-year contracts or contracts crossing fiscal years
according to the nature and purpose of the procurement cases. However, it isstipulated separately at 28.5.2, Stipulations for Multi-year contracts and Multi-year
Vendor Selection about the necessary requisitions for multi-year contracts andcontracts crossing fiscal years. In addition, the Procurement Departments may
accomplish the selection of vendors by multi-year valid conditions or procedures. To
conclude procurement via such selection method, the Procurement Departments
must take appropriate actions by necessity, such as regularly review for thecontinuity etc.
28.2.11 Procurement in Emergency Situation
When an Emergency Situation (defined at 28.8) occurs, the University’s employees
may make a commitment to a vendor without a formal procedure as stipulated inthis Chapter. Such transactions would include, for example, transactions at an
unanticipated and sudden life-threatening or catastrophic event. Simple urgent
matters and/or lack of time for required procurement procedures are not considered
as appropriate reasons in this article.
28.2.12 Disclosure of Procurement Information
The University discloses the following information to the public regarding past andfuture procurement on its website.
⚫ Procurement of goods and services valued 5.0 million JPY or more: contents ofcontract and reason for vendor selection⚫ Procurement of construction: stipulated matters in the 28.5.2 Contract
Management Stipulations (fiscal year construction forecasts, bidding andcontract execution processes, and similar relevant information)5

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28.3

Rules

The University must comply with the laws and regulations of Japan governing its
operation. Additionally, Requesting Units and Procurement Departments must adhere
to the specific practices set out in this Chapter concerning procuring goods, services
and construction using the University funds.
28.3.1

Preparation of Specification

Requesting Units prepare the document for Specification (defined at 28.8) thatspecifies the contents of procuring goods, services or construction and duties clearlyin the contract, to communicate with the vendor and to ensure the fulfilment of thecontract at each procurement. Price information for vendor selection must be
obtained after providing vendors with the Specification. However, when the
procurement does not exceed 1.5 million JPY and it is able to specify the contents ofthe procurement clearly without the Specification, the preparation of Specification
may be omitted.
28.3.1.1

Specification Formulation for Large-scale equipment

In cases of the procurement of large-scale equipment (research equipment etc.)
which exceeds 50 million JPY, the Specification must be prepared in compliancewith the procedure stipulated at 28.5.2, Detailed Stipulations on the Procurementof Large-scale Equipment. Method of preparation of Specification for the enterpriseapplications is also stipulated in Chapter 17, at 17.5.7.
28.3.1.2 Formulation of Specification
At formulation of Specification, it would be important to make preparationconsidering competitiveness through collecting information in the market
regarding the prospective goods or services. In addition, except for the special
procedures as stipulated at 28.3.1.1, the Budget Holders of Requesting Units andfinal approvers of Purchase Requests have accountability on net specification
formulation including selection of products or services.
28.3.2Entering Direct Orders or Purchase Requests

When procuring goods, services, and construction, the prior approval of the Budget
Holder on the University’s ERP system is necessary regardless of the amount.
However, exceptional procedures stipulated separately by the Vice President for
Financial Management may be applied in cases when it is difficult to follow the said
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ch28_procurement_en_20230301_clprocedures due to restrictions of transaction, and subject to the approval of the Vice
President for Financial Management.
28.3.3

Vendor Selection

In principle, selection of vendors must be conducted by competitive procedures
which ensures fairness and transparency such as competitive bidding (tender).
28.3.3.1

Supply StoreThe Supply Store is operated and managed by the Procurement and Supplies
Section as a basic resource of the University’s daily procurement of research andoffice supplies. Requesting Units may use the Supply Store with the approval by the
Budget Holders, within the procurement amount of less than 1.5 million JPY.
28.3.3.2 Direct Orders
In situations with delegated Procurement Authority by 28.2.8.2 where theprocurement amount does not exceed 1.5 million JPY, Requesting Units may
proceed to vendor selection at their own discretion by preliminary approval of the
Budget Holders while maintaining economic efficiency and fairness. Making an
intentional split order to adjust the total amount is not acceptable and would beinappropriate. Splitting order to avoid best value comparable analysis andcompetitive bidding is not acceptable either. For each Direct Order, only an official
authorized purchase order form provided by the University must be used inprinciple, however, an exceptional procedure stipulated separately by the Vice
President for Financial Management may be applied in cases when it is difficult tofollow the said procedure.
28.3.3.3 Purchase Request
Excepting the cases within delegated Procurement Authority by 28.2.8.2, only theProcurement Departments may procure goods, services and construction on the
University’s behalf. Requesting Units must ask relevant Procurement Department
for vendor selection and contract through a request with preliminary approval by
the Budget Holders (Purchase Request).
28.3.3.4 Best Value Comparable Analysis
When the procurement amount is not less than 1.5 million JPY and less than 3.0
million JPY(or, if the Requesting Unit is a research unit or section managed by the
Provost, is not less than 1.5 million JPY and less than 5.0 million JPY), the7ch28_procurement_en_20230301_clProcurement Departments may conduct vendor selection by the best value
comparable analysis based on the price information, such as official quotation
submitted from 2 or more vendors.
28.3.3.5 Bidding Process
When the procurement amount exceeds 3.0 million JPY (or, not less than 5.0
million JPY if the Requesting Units is a research unit or sections managed by the
Provost), the University will engage in competitive bidding in a manner that createsa fair, open, and competitive environment for qualified vendors, and that securesthe best value possible. Methods of competitive bidding and other competitive
procedures are stipulated at 28.5.2 and 28.5.3. Such procedures must be conductedby Procurement Departments. Criterion for determination of successful bidders is
the lowest price bid or the most economically advantageous bid in the competitive
bidding, unless the cases under different stipulations in 28.5.2 and 28.5.3.
28.3.3.6 Vendor Selection without Competition
The University may conduct vendor selection for a procurement amount of morethan 5.0 million JPY without competitive bidding (tender) procedures subject tothe approval of the Procurement Committee in the following cases:⚫ Single source for goods, services or construction, therefore making irrelevant
competitive procedures. This exception must be made by the Procurement
Committee on the basis of a rational reason for selecting the vendor including
specifications and condition of the concerned goods, services or construction.
Requesting Units must prepare the justification for selecting the vendor
including above features for their examination. The Committee decision isdisclosed on the University’s website.
⚫ Procurement in Emergency Situations (28.2.11)⚫ Others as stipulated in the 28.5.2 Contract Management Stipulations, Article 14
In cases when the procurement amount exceeds 1.5 million JPY and does notexceed 5.0 million JPY, when it is difficult to conduct best value comparable
analysis by above reasons, the University may conclude a contract withoutcompetitive procedures with review by the Section Leader of Procurement
Departments on the same justification for selecting the vendor. The Section Leaderof Procurement Departments may ask the Rules and Compliance Section Leader
for a consultation of confirmation if necessary.

8ch28_procurement_en_20230301_cl28.3.4

Approval for Contract Resolution

To conclude a contract, the Procurement Departments must obtain preliminary
approval of the approver as specified in Attachment 1 of the “Guidelines forDocument based Approval Process” with the justification for the vendor selection,
terms and conditions, and the other necessary information.
28.3.5

Correction of Purchase Order

Requesting Units must reissue an official purchase order form when making
modification or correction on the content of the original order is needed. If
modification or correction is needed on the cases which have been made through a
Purchase Request to Procurement Departments, Requesting Units must notify thesections in charge of purchase order immediately. When receiving such notice,
Procurement Departments must promptly conduct appropriate matters such as
reissuing the purchase order or contract amendment etc., according to the stipulated
procedures.
28.3.6

Receipt and Inspection of Deliveries

The Inspection Staff of the Logistics Team of the Procurement and Supplies Section
must confirm receipt of procured goods and services at the time they are delivered
to the University. In principle, the confirmation of receipt is conducted at the
Logistics Center operated by the Logistics Team. If theInspection Staff cannot

confirm receipt due to a lack of relevant knowledge or expertise related to thedelivered goods and services, or confirming the receipt of delivery is difficult at the
Logistics Center such as for construction, the Procurement and Supplies Section may
delegate the confirmation of receipt to staff having appropriate expertise.
28.3.6.1 Delivery to Off-campus and Inspection for Specialized Services
The confirmation of receipt may be substituted by receipt of packing invoice orphotograph when procured goods are delivered to an off-campus location.
Inspection Staff of the Logistics Center receives all the packages delivered to the
Logistics Center. To confirm the receipt of procured goods and services, theInspection Staff may open the delivered packages without permission of therecipient on the waybill (see the website: Division for Financial Management).
The Logistics Team will also confirm the performance of services not only on
contracts such as translation of materials, interpretation at the events, andinstruction for acquisition of a qualification, but also on contracts called specialized
services such as development of databases, programs, digital contents etc., by9ch28_procurement_en_20230301_cl

deliverables or service completion report.
28.3.6.2 Records of Receipt and Inspection
Requesting Units must inspect the performance of delivered goods ordeliverablesof the services, and record it eligibly. The member of the Logistics Team maywitness the performance inspection. Requesting Units must keep records of receipt
and inspection for submission of the records to the University’s relevant
departments as necessary.
28.4

Responsibilities

28.4.1All Employees accountable for Procurement

All employees who are related in procurement have the following responsibilities:⚫ Understand and comply with rules related to procurement;⚫ Formulate the Specification or its draft from the viewpoint of economic efficiency
and fairness, while considering requirements for conducting business purpose;⚫ Provide necessary information or documents for Purchase Requests, Direct
Orders from Requesting Units and its delivery schedule management;⚫ Inspect the deliverables and related documents with the member of the Logistics
Team on delivery of goods and completion of services.
28.4.2

Staff in Charge

Staff in Charge of Requesting Units have the following responsibilities in addition to
28.4.1:⚫ Conduct Direct Orders or Purchase Requests appropriately based on the rules;⚫ Obtain approval from the Budget Holder specified by the rules prior to the
procurement, regardless of content or amount of procurement, other than in the
exception as stipulated in 28.3.2;⚫ Confirm the delivery schedule to prevent Undelivered (defined at 28.8) situations
on the ordered goods or services.
28.4.3

Budget Holders

Budget Holders of Requesting Units have the following responsibilities -Finalapprovers of Purchase Requests have the same responsibilities:⚫ Be responsible for approval and appropriate execution of procurement andappropriate use of University’s funds. Especially, check the contents ofprocurement and budgetary requirements/limitations regarding the Direct
Orders and Purchase Requests from Staff in Charge;10

ch28_procurement_en_20230301_cl⚫ Take accountability on discretion of specification formulation including selectionof products/services;⚫ Approve the Direct Orders or Purchase Requests after checking if the requests
are complying with the University’s rules for procurement;⚫ Select the best and most appropriate vendor for the requirements of the
University for each Direct Order, while complying with the related laws andregulations;⚫ Cooperate with the Audits (defined at 28.8) on procurement approved bythemselves;⚫ Take responsibility if they approve unauthorized acts and procurement is not for
an approved business purpose.
28.4.4

Procurement Departments

Procurement Departments have the following responsibilities for received Purchase
Requests from Requesting Units as well as for the University’s procurement activity,
except in the cases of delegated Procurement Authority (See above 28.2.8.2):⚫ Provide information and be a resource to the University on procurement-related
matters;⚫ Select the most appropriate method of procurement from the viewpoint of
economic efficiency and fairness;⚫ Select the best and most appropriate vendor to meet the demands of the
University, while complying with the related laws and regulations;⚫ Negotiate procurement terms and conditions, and conclude contracts withvendors based upon price and best value;⚫ Take necessary approval procedures for the execution of all procurement;⚫ Document procurement methods of the University and stipulate necessary
procedures, in accordance with applicable regulations;⚫ Maintain and arrange for the latest procedural documentation;⚫ Notify the persons involved as necessary with the revisions of the policies orprocedures regarding procurement;⚫ Maintain records of procurement transactions as required by law and by the
University’s policy;⚫ Cooperate with the Audits on procurement conducted on the University’s behalf;⚫ The Procurement and Supplies Section conducts and manages appropriately the
Supply Store as a resource of basic supplies in the University;⚫ The Procurement and Supplies Section conducts and manages the

Logistics

Center as a primal resource for confirmation regarding receipt of procured goods
11ch28_procurement_en_20230301_cland services, and delivery of orders;⚫ Collect a document on behalf of the University from the vendors who have acertain transaction amount or more, pledging that they have no objection if the
University imposes sanction including suspension of transactions when they are
involved in misconduct.
28.5

Procedures

28.5.1

Direct Orders and Purchase Requests

For details on the procedures for Direct Orders and Purchase Requests, please see
the University’s Website of the Division of Financial Management, titled Operation
Workflow “Procurement”. For operations on the ERP system, the ERP System
Operation Manuals are provided respectively.
28.5.2Competitive Bidding and Contract Procedures

The following procedures are for competitive bidding and contract operations;a. Contract Management Stipulations
b. Detailed Stipulations for Procurement Committeec. Detailed Stipulations on the Procurement of Large-scaled Equipmentd. Stipulations for Multi-year Contracts and Multi-year Vendor Selection
e. Detailed Stipulations for Committees related to Procurement for Building
Construction and Facility Management
f. Detailed Stipulations on Priority Review for Adoption of PPP/PFI Methods
28.5.3

Guidelines

The following are alternative guidelines;
I. Guideline for e-Bidding
II. Guideline for Overall Evaluation Method
III. Guideline for Proposal Competition
IV. Guideline for Reverse Auction
V. Guideline for Post-bidding Negotiation Method
VI. Guideline for Confirmation Offering
VII. Guideline for Fair Bidding Investigation Committee
VIII. Guideline for Suspension of Transaction
IX. Guideline for Sale of Disused Items
28.6

Forms

Webform for Vendor Registration
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ch28_procurement_en_20230301_clApplication for approval on budget holder’s behalf regarding the procurement of goods
and services
Standard Formats for Contract Agreement
28.7

Contacts

28.7.1

Policy Owner

Vice President for Financial Management
28.7.2Other Contacts

Procurement and Supplies Section
28.8

Definitions

Requesting Units

Research units or administration sections including a
Budget Holder who are delegated with Procurement
Authority. In this Chapter, this category includes
divisions and other offices in certain circumstances.

Staff in Charge

University’s employees who belong to Requesting Units
to conduct procurement operations (including Agency
Temporary Staff).

Procurement

Procurement and Supplies Section and the Budget and

Departments

Contract Management Section. In this Chapter, thiscategory has employees (including Agency Temporary
Staff) and their supervisors who belong to the said
departments.

goods

Tangible property for sale, lease, or rental by the
University. Also known as product or merchandised
commodity.

services

An activity in which execution of work or its deliverables
are the major factor. Not merely incidental to the
production, acquisition, and/or delivery of goods. Also
known as “outsourcing”.

construction

Clearing, dredging, excavating, and grading of land andother activity associated with buildings, structures, orother types of real property.

price information

An official quotation, a reference quotation, an on-line
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ch28_procurement_en_20230301_clestimation and a price list clearly written which is issued
for the University.
Specification

A document with explanatory descriptions to vendors
for content of goods or services to be procured. After
placing order, Specification would be included as a partof terms and conditions of the contract, then legallybinding like purchase order or contract agreement,
therefore, it would be necessary to clarify theconstitution, demanding performance, delivery due
date, delivery site, method of acceptance inspection,
documents to be submitted (and/or deliverables),warranty, and the other necessary terms and conditions
for the procurement. It would be called as RfQ (Request
for Quotation) or RfP (Request for Proposal) whenobtaining price information.

purchase order

A legally binding order for procurement issued by the
University to the vendor.

best value

This concept is to select the vendor who provides themost valuable service to the buyer (the University).
This is not only for acquisition of the lowest price bynegotiation for discount but includes philosophies ofcost reduction by the consideration of the mostappropriate

conditions/specifications,

economic

improvement based on the life-time cost (such as future
maintenance or disposal costs) and the maximization ofvalues provided for the same price.
competitive bidding

To select a vendor who provides the most valuable
condition through a competition among the qualified
vendors by public notice for the procurement of goods,
services and construction.

contract

A legally binding agreement between the University anda vendor.

inappropriate
ordersplit An act of intentionally making multiple split orders, toavoid

requiredcompetitive

procedures

set

by

procurement amount.
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ch28_procurement_en_20230301_clEmergency

The occurrence of an unanticipated and sudden

Situation

situation that is life-threatening, catastrophic in nature,or involves pressing necessity for immediate repairs,reconstruction, or maintenance in order to permit thesafe continuation of a necessary use or function, or toprotect the property or the life, health, or safety of any
person on University’s business.

inspection

To visually confirm quantities and visible defects
regarding delivered goods, services or construction, andto verify performance whether delivered items provide
the expected features. This operation may be calledinterchangeably with “acceptance check.”

Undelivered"Undelivered" is the status that the inspection ofordered goods and services have not been completed by
the delivery due date stipulated on the purchase order
or written contract. This status is also assigned in thefollowing cases;- The delivery has not been completed by the budget
expiration date, including scenarios such as where acontract extension was granted;-The goods and services were delivered, yet theinspection could not be completed due to defects and/or
missing parts and compensation, substitution or
restoration was not provided despite a request from the
University.

Procurement

The authority to execute procurement of goods, services

Authority

or construction on behalf of the University.

authority delegation

In this Chapter, this is to delegate the authority andresponsibility for procurement from the CEO/President
and the Procurement and Supplies Section Leader to acertain faculty member or employee.

Approval on Budget An action where the Budget Holder allows a certain Staff
Holder’s behalf

in Charge to approve on ERP system on behalf of the
BudgetHolder.

However,theauthorityandresponsibility for procurement still remains with the15

ch28_procurement_en_20230301_clBudget Holder.
Audit

The internal audit according to Chapter 8 by the
University, Auditor’s audit stipulated in Chapter 9,
Inspections by the Board of Audit in Japan or othergovernmental organization and inspections by external
auditors.

vendorAn individual or corporate business that provides
specifiedandagreedupon

goods,

servicesorconstruction to the University. The term “vendor” may
be used interchangeably with “supplier”. Potential
suppliers may be included in this category within this
Chapter.
Independent

In the vendor category, especially an individual orProviderCorporate Business who provides services to the
University. Since an Independent Provider is not an
employee of the University, management or supervisionby the University’s employees in not appropriate.
Therefore, it would not be relevant to enforce the same
direction or order as for staff employed by the
University. In addition, the University may not provide
Independent Providers with any name card or email
address nor use of the University’s name or designs
which

might

suggestemployment

betweenthe

University and Independent Providers.
Authorized Vendors

Vendors who are registered with the Procurement andSupplies Section and are given dedicated ongoing accessto the University’s resources.
Physical access for these vendors must be requested via
the University’s Buildings and Facilities Management
Division. These vendors will be issued access cards as
their work entails continuous and ongoing access to the
University; this category includes facilities contractors.
Virtual access for these vendors must be made via the
University’s IT Division, for security reasons this kind ofcontinuous access by vendors is only granted where16ch28_procurement_en_20230301_clabsolutely required, for example for 24-hours external
support services of systems such as the finance and HR
systems.
Registered Vendors

Vendors who are registered with the Procurement andSupplies Section and are allowed to access to the
University’s resources when required i.e. for providing
delivery and maintenance services.
Physical access must be requested through the
University’s Buildings and Facilities Management
Division, and entry made via the Bosai Center.
Temporary access cards are issued upon arrival and to
be returned whenever leaving the facility.
Virtual access to the University’s resources must be
requested via IT Division, and access will be granted
only for the time window required.

Salesor A vendor visiting the University for the purpose of

Presentation

promoting products or presenting materials. These

Vendors

vendors are not paid or compensated in any way for thispurpose. It is the responsibility of the sponsoring
employee to ensure these vendors are escorted at all
times in laboratory areas.

AgencyStaff

Temporary Agency Temp Staff defined at Chapter 30 (30.2.2.1.7).
These Agency Temporary Staff do not have direct
employment with the University, however, they mustcomply with this Chapter and conduct themselves in thesame manner as all University employees.

Supplementary Provisions
This Chapter shall come into effect from April 1, 2021.
The provisions of 28.3.3.4 and 28.3.3.5 prior to the revision shall apply to the
procurement cases which are approved before the effective date.
This Chapter shall come into effect from August 1, 2021.

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ch28_procurement_en_20230301_cl