Questions and Answers
Catego No.
QuestionsryRegarding procedures for application
1 Is an overseas company eligible for application independently?

Answers
Yes, any overseas companies are eligible for application independently as longas they satisfy the requirements set forth in article 6. Application
Requirements in the Guidelines of the Subsidy Program, such as "(Theentities) ensure organizations for properly conducting the relevant subsidized
project.", "(The entities) have the capacity, knowledge and experience
required for conducting the relevant subsidized project", etc.

2 How is the information in the application documents handled?

METI and PMO will NOT use all the application documents submitted for any
purposes other than the evaluation/review. And we've made a non-disclosureagreement with all the members of the review committee. Nevertheless, youhave to be noted that the information which has not been classified asconfidential will be subject to disclosure as a response to the legal request fordisclosure.
For the details of the private policy of this RFP, please refer to the "About
Privacy Policy" on the website below.
[URL]
https://en.dccc-program.jp/files/20230417PMSE_3.pdf

3 Can the costs for the application be covered by the Japanese Government?

No, any costs for the application are not compensated.

4 Is it possible to ask for additional Information for proposal or implementation of
the project?

If you need supplemental information, please contact us. We cannot assure wecan provide all of the information you need; and if we provide the information,
we will release this information on the website.

5 Is a voluntary association of non-legal entity eligible for application?

Any organizations satisfying all of requirements in Item 6 in the Guidelines are
qualified to apply for the subsidies.

6 Are multiple company consortia eligible for application?

Applications from consortia are also acceptable. In that case, a managing legal
entity must be appointed out of each consortium and submit the project
proposal application form.

7 Is it allowable to make a proposal not only the application documents stipulated in Paper screening will be implemented for applicants who use application
documents stipulated in the Guidelines. It will not be accepted the applications
the Guideline but also the other ways such as face to face explanation andwhich do not follow our Application Procedure (Item 8 in the Guidelines).
introduction by brochures or movie files?
8 How many pages are maximumly acceptable for Application Form1 and Form2?

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There is no limit of the number of pages for Application Form1 and From2.

Questions and Answers
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9 Is PMO possible to introduce recommended partner companies or organizations if No. Applicants must find suitable partners and establish the implementation
an applicant plans to make a joint proposal with other companies?
scheme by yourself.
10 In case of the application by multiple company consortia, how will be the process A managing entity (or managing organization) appointed out of each
after adopted?
consortium arranges and submits the implementation plan and the project
results. And the inspection will be implemented to the company (ororganization) each.
11 There may be some time lag between the deadline of the application documents Yes, It is acceptable.
and the commencement date of the subsidized project. Is it acceptable todescribe the implementation scheme based upon the personnel change taking
place after the deadline?
12 In the implementation timeline in Form 2, when is the commencement date of the If the proposal has been adopted, grant decision and the commencement ofproject assumed?
the project will have been implemented after the submission of the grantapplication and the consultation with PMO have been completed. Pleaseassume the commencement date of the project with the considering for theschedule of the review committee described in the Guideline.
13 Regarding “3. Financial basis and Management system” in Form 2, should we also Please describe the financial basis of the applicant. It is not necessary tosubmit the financial basis of outsourcing company?
refer to the outsourcing company.
14 Regarding "Contact" in Form 1, and "Contact information" in Form 2 (Annex 2)
Outline of your organization, what should we write respectively?

Please write name of contact person for this proposal in Form 1. And thenplease write representative telephone number and e-mail address of yourorganization in Form 2 (Annex 2) Outline of your organization.

15 Regarding Form 3 and 4, what should we write respectively?

Please declare meeting qualification requirements etc. in Form 3. Please write
what information you would like to obtain from other subsidized projects etc.
and you can provide to other subsidized projects etc. during theimplementation of the project in Form 4.

16 Regarding Form 5, what the related documents should we submit?

If you have an approval of Export administration regulations from METI, pleasesubmit the documents to be able to recognize the approval.

17 Regarding Form 5, what should we fill in if we don’t have a plan to import orPlease mark “〇” to the item “Not Required” and also fill in the reasons toexport something which requires permission under Foreign Exchange and Foreign “state reasons” too.
Trade Act?

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Catego No.
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18 Regarding the project implementation scheme described in “7. Requirement
Conditions for Grant Decision (5)”, does it need to submit at the time ofproposal?
19 Do you list outsourcing costs for each subcontractor, and do you list for each
item (1)(2) of "2. Contents of Project"?

Answers
After the end of the project, please attach the document of the project
implementation scheme in “7. Requirement Conditions for Grant Decision (5)”to the results report. It doesn’t need to include it in the application
documents.
Regarding outsourcing costs, please describe the breakdown for each work
item scheduled for each subcontractor.

20 In "3. Operation of research and development (7)", it says application for the
When applying, it is not necessary to describe TEPCO in this chart.
subsidy is to be made by the joint name with TEPCO. Is it necessary to describe
TEPCO in Implementation Organization Chart at Form2 Annex1?
21 In the Implementation Organization Table described in "7. Requirement
Conditions for Grant Decision", how should it be described when we selectsubcontractors by competitive quotes or competitive bidding?

If the subcontractors has not been determined, you may state that it isundetermined. If the subcontractors has been determined, please enter thename of the company or organization. There is no problem that thesubcontractor is changed after the application.

22 Regarding the project implementation organization, is it necessary to describe all Regarding the project implementation organization, it doesn’t need to describe
members who will engage in the project? Is it okay to describe the project
all project members. And it is okay to describe only a career profile of project
leader’s career profile only?
leader. However, you can describe career profiles of other project members in
the case when you find it your advantage to do so considering “3. Project
implementation organization” in “Criteria for reviewing proposals andallocation of points for items to be reviewed”.
Regarding procedures for evaluation and adoption
23 Who is in charge of evaluation of the proposals?

The application documents shall be evaluated by the review committee
consisting of the external experts. If necessary, paper screening andpresentation evaluation shall be also implemented.

24 For the presentation evaluation, can we add supporting explanations for theapplication documents?

Yes. You can add supporting explanation at the presentation evaluation.

25 Should the applicant come to the venue for the presentation evaluation?

Regarding the presentation evaluation, remote online presentation evaluation
using web conference system is considered as COVID-19 countermeasures.
Details will be informed after the paper screening.

26 Regarding the presentation evaluation, how long will the presentation time be?

Usually, 20 minutes for the presentation and then 30 minutes for Q&A will beallocated for each applicant. However, the allocated time may be changed dueto the number of the applicants.

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27 This solicitation seems to be more advantageous to Japanese companies
because it is easier for them to observe the guidelines or the manual whencompared with overseas companies.
28 Regarding the evaluation criteria, what is the meaning of “basic points” and“additional points” respectively?

Answers
This project is financed by Japanese governmental budget and is implemented
in accordance with Japanese scheme and in compliance with Japanese laws.
However, any Japanese companies will not be treated preferentially in thereview process.
The "basic point" refers to the conditions which must absolutely be met; andthe "additional points" refer to the items which give additional points if thecontents of the proposal are excellent. Please note that if you fail to meet a"basic points" condition, you will be disqualified.

29 Does a member of the review committee have a possibility to use the application Because conclusion of the non-disclosure agreement is one of the conditions
documents submitted for any purposes other than the evaluation?
of appointment of the members of the review committee, they won't make useof the application documents for any other purpose other than for evaluation.
30 When will the results of the paper screening be informed? When will the review
committee be held?

We will inform the applicant who has passed the paper screening as soon as
possible. The review committee is planned to be held in late May, 2023.
Please refer to the following URL.
[URL]
https://en.dccc-program.jp/4921
Detailed schedule will be informed after the paper screening.

31 Is the number of proposals to be adopted fixed in advance?

Regarding the project "Development of Analysis and Estimation Technologies
for Characterization of Fuel Debris (Development of Non-Destructive
Measurement Technologies for Sorting and Segregation of Fuel Debris andOthers)", the number of planned adoption is one.

32 Regarding “3.1 Project implementation scheme, division of roles” in criteria forreviewing proposals, do the described “local companies which run business inFukushima-Prefecture” include universities and research institutes inFukushima-Prefecture? In addition, is it subject to the additional points if
applicant and that related facilities etc. locate in Fukushima-Prefecture or
Hamadori area and other region in Fukushima prefecture?

Universities and research institutes in Fukushima-Prefecture are subject tothe additional points if they are assumed to contribute to the revitalizing the
local economy in Fukushima-Prefecture or Hamadori area and other region in
Fukushima prefecture. However, it is judged at the presentation evaluation by
the review committee whether or not they are corresponding to criteria forreviewing proposals. In addition, it is not subject to the additional points if theapplicant's office and that related facilities etc. just have the address inFukushima-Prefecture or Hamadori area and other region in Fukushima
prefecture.

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33 Regarding “3.1 Project implementation scheme, division of roles” in criteria for
It is acceptable to describe it in the proposal documents if it is assumed toreviewing proposals, if the subcontractor is selected by competition, it may have utilize the local companies which run business in Fukushima-Prefecture ora possibility that local companies which run business in Fukushima-Prefecture or Hamadori area and other region in Fukushima prefecture.
Hamadori area and other region in Fukushima prefecture are not selected as theresult. Even in this case, is it acceptable to describe the consideration ofutilization of the local companies in the proposal documents?
34 Regarding “3.1 Project implementation scheme, division of roles” and “3.2Specific names of companies and organizations are not absolute necessity.
Expertise as an organization, track record of other similar projects” in criteria for However, it may not be subject to the additional points if it is unknown that
reviewing proposals, is it necessary to describe specific names of companies and the companies and organizations run business in Fukushima-Prefecture ororganizations that are planned to be utilized or have been actually utilized as
Hamadori area and other region in Fukushima prefecture.
subcontractor?
Regarding the RFP (Miscellaneous)
35 When is the subsidy going to be paid?

Basically, the payment will be made after the subsidy project has been
completed and then final inspection has been conducted. However, thepayment by estimate may be permitted depending on the situation.

36 Is it possible to request the payment by estimate?

In principle, the subsidies are paid after the project is completed. Depends on
the situation, the payment by estimate before the completion of the project isalso possible. If you would like to arrange the payment by estimate, pleasecontact PMO after the proposal has been adopted.

37 Is there any reference for METI's health insurance costs by grade?

Please see the latest list of the health insurance costs which is posted on our
web site.

38 Can the subsidy amount to be actually paid be determined only after the"settlement of the amount" procedure, which is conducted after completion of
the project?

The paid amount will be settled after expiration of the project period,
confirmation of the project result, and inspection for settlement of the amountby PMO. This procedure is formulated by Japanese accounting rules.

39 How classify the expenses for the project?

As described in Exhibit 2 of the Grant Policy for Subsidy, the expenses
covered by the subsidy have to classify (1) labor costs and (2) operating
costs. The specific items of (2) operating costs are raw materials,
consumables, design/fabrication/processing, facility/equipment, goods
purchase, research, outsourcing, travel, remuneration, rent/depreciation andother necessities.

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40 If the project period is more than 1 year, is it necessary to divide the budget by It is not necessary to divide the budget by year. And, it is possible to make anyear? Also, is it possible to make an order that the contract period exceeds fiscal order with a contract period that exceeds over fiscal year.
year?
41 When is the date of Grant Decision?

Currently, the date of Grant Decision is not yet fixed. After the decision of
adoption, Grant Decision will be made promptly once submission of the grantapplication and the consultation with PMO have been completed.

42 Does this subsidized project fall under the “large-scale subsidy program
designated in public solicitation guideline, etc.” described in Subsidized Project
Administration Manual?

No, this subsidized project doesn’t fall under the “large-scale subsidy
program designated in public solicitation guideline, etc.” in Subsidized Project
Administration Manual.

43 For commission fee/outsourcing cost, how should it be judged whether thecontract contains the clause “Payment based on Settlement”?

The subsidized entity may decide whether to contain the clause “Payment
based on Settlement” in the commission fee/outsourcing cost according to
the contents of the work to be ordered.

General Question regarding Projects
44 In "1. Purpose of Project" in the guideline, it is described that "this project is
The “project administration” described in “1. Purpose of Project” refers to
implemented under the engineering and project administration activities
the project management by TEPCO for the decommissioning works of theperformed by TEPCO in the Fukushima Daiichi NPS". On the other hand, "3.
Fukushima Daiichi NPS. On the other hand, “project management” in “3.
Operation of Research and Development (7)" in the guideline also described that Operation of Research and Development (7)” refers to the project"under the project management of TEPCO, it is required to establish organization management by TEPCO to implement this subsidy project.
to conduct R&D". What is the difference between "project administration"
described in "1. Purpose of Project" and "project management" described in "3.
Operation of Research and Development"?
45 In some projects, it is described in "2. Contents of Project" that "At the start of Please hold the discussion promptly about the project implementation plan
technology development, TEPCO’s needs shall be considered, and thewith related parties after the grant decision. And please proceed the projecttechnology development shall be proceeded after consultation with relatedwith discussions appropriately with related parties.
parties (the Ministry of Economy, Trade and Industry (hereinafter referred to as“METI”), TEPCO, and PMO)". When the discussion with related parties (TEPCO,
METI, PMO) will be held, before or after commencement of this Subsidized
Project?
46 Is it possible for the entities to request the concerned organizations to provide We assume that the subsidized entity and the concerned organizations will
necessary information to implement the project by compiling input and output
share the information by the compilation of input and output information. If
information?
necessary, PMO will cooperate in coordinating between them, etc.

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47 Regarding Input/Output Information, what should we do in case it is difficult to
At the proposal, tentative plans of Input/Output Information are available todescribe concrete contents at the time of the proposal? And also is it possible to submit. And also requests of sharing Input/Output Information is possible evenrequest to share only the information which described as Input Information at the though the information which has not included in the input information at thetime of the proposal?
time of the proposal.
48 Regarding the gathering domestic and overseas wisdom in "3. Operation of
For the proposal, the tentative plan is available to submit.
research and development (1)" , it says that it is important to be validated andreviewed objectively by third parties such as academic societies, etc. and such
validation and review must distinctively be placed in the development plan or be
set as a milestone. Is it necessary to write down the determined contents on the
proposal?
49 Regarding "3. Operation of research and development (2)", is it necessary to
As a designated competitive bidding or a free contract, it is able to order theapply as an open competitive bidding when the applicant considers ordering the project related outsourcing works to the local companies in Hamadori area andproject related outsourcing works to the local companies which run business in other specific region in Fukushima.
Hamadori area and other specific region in Fukushima?
50 For the project implementation, please let us know how to set the exchange rate For the exchange rate, if the subsidized entity has an internal rule of exchange
if the subsidized entities use foreign currencies instead of Japanese Yen.
rate, it can be applied. Otherwise, the basic exchange rate of Japanesecurrency specified by the Bank of Japan will be used for the project. Please
be noted that the subsidies are paid in JPY after the amount of the subsidy
has ultimately been settled.
51 Is it allowed to make forward exchange contract for the payment by foreign
currency?

If the subsidized entity sets foreign exchange rate by internal rule, please use
the rate. Forward foreign exchange contract can also be allowed.

52 Regarding "3. Operation of research and development (6) Cooperation with
PMO may request to share the necessary information for the project
decommissioning activities and other research and development", it says that the implementation and consultation. The information sharing in a timely andinformation on implementation of the project must be shared with and offered to appropriate manner will be very appreciated for our further positive
PMO and the concerned organizations in a timely and appropriate manner so as cooperation and collaboration of the project.
to contribute to the decision making on the method of fuel debris retrieval, etc..
Is the information requested from PMO?
53 How does the subsidized entity report the project result?

As it is described in “3. Operation of research and development (8) Progress
report “, the subsidized entity must arrange and submit the reports ofprogress situation and final report, etc. to PMO on request.

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54 If it is adopted the Implementation Organization Chart included the candidate
For reasons of financial efficiency, in principle, subcontractor shall be subject
subcontractor (outsourced or commissioned entity), will the special appointment to general competition or it is necessary to prepare a statement for selection
contract order of the subcontractor be approved?
stating clearly the reasons for selection. So, sole-source procurement cannot
be accepted only by specifying the subcontractor's name.
55 How do applicants set the Technology Readiness Level (TRL) ?

Please set the Technology Readiness Level (TRL) by yourself considering thetechnical details of your proposal.

56 Regarding "3. Operation of research and development (6)", it says "PMO andother concerned entities". Which concerned entities do you refer?

The entities are the Agency for National Resources and Energy, and Tokyo
Electric Power Company.

57 Regarding "3. Operation of research and development (6)", it says that a NonDisclosure Agreement must be concluded, as necessary. When is it necessary?

For information exchange between the operating entities, one-side or mutual
Non-Disclosure Agreement need to be concluded. PMO will conduct thenecessary coordination to arrange the agreement.

58 In “3. Operation of research and development (7)”, application for the subsidy is
to be made by the joint name with TEPCO. Is it necessary to consult withTEPCO when the submission of the application? If so, how does the applicant
contact with TEPCO?

The applicant doesn’t need to consult with TEPCO for the submission of theapplication. PMO will introduce TEPCO contact person for grant application.
After the grant decision has been adopted, the adopted entities can makecoordination with TEPCO.

59 In "3. Operation of research and development(7)", it says "PMO in which Nuclear Regarding the procedure for grant application for the subsidy, the contact
Damage Compensation and Decommissioning Facilitation Corporation haveentity is Mitsubishi Research Institute, Inc. (MRI). MRI proceeds the procedurejoined.". Where would be the contact point for the procedure of grant application of grant decision in consultation with Nuclear Damage Compensation andfor the subsidy?
Decommissioning Facilitation Corporation (NDF). For more details, please refer
to “Grant Policy for Subsidy for the Project of Decommissioning,
Contaminated water and Treated Water Management”.
60 Regarding “3. Operation of research and development (8)”, how often are theinterim and final report meeting held? Furthermore, how often are concernedorganization meeting and project review meeting held?

It is planed to hold the interim or final report meeting around once every six
months. The frequency of concerned organization meeting and project review
meeting would be fixed based on the consultation with PMO after the grant
decision.

61 Regarding “3. Operation of research and development (8)”, are the describedinterim and final report meeting, concerned organization meeting and projectreview meeting held separately?

Each meeting would be held separately. The contents reported at the eachmeeting would be fixed based on the consultation with PMO after the grant
decision.

62 In “3. Operation of research and development (10)”, is it necessary to prepare
alternative options at the planning stage?

For other options, please prepare them at the planning stage as necessary at
your discretion.

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63 In "7. Requirements Conditions for Grant Decision (5)", it says that in the case In “11. (1) Classification of Expenses Covered by Subsidy”, the cost eligibleof transactions of 1 million yen or more, the name of the contractor must be
for the subsidy is as follows.
included in the project implementation scheme. What expenses will be covered by Expenses for raw materials, consumables, design/fabrication/processing,subsidy?
facility/equipment(except for items corresponding to equipment expenses andrental and hire fees), research, outsourcing, other necessities (except foritems corresponding to meeting expenses and assistant personnel costs).
64 In “9. Evaluation and Adoption (2) [3]”, it says that working with companies which If you plan to work with the local company in the Hamadori area and otherrun business in the Hamadori and other regions. When we submit the grantregion in Fukushima prefecture but the subcontractor is under consideration
application, is it necessary to describe the company name which plans to work
as of the submission of grant application, please describe in the application
with?
form about the contents of order work and the candidate which plans to order.
65 Is it possible to arrange the presentations and documents in English for theinterim and final report meetings?

Yes, the presentations and report materials in English is available.

66 Is it possible to release activities and results related to the subsidized project for Yes, it is possible. Please inform it to PMO in advance as possible.
the press releases or the academic conferences during the period of subsidized
project?
67 Although it is described in the Grant Policy for Subsidy, Form No. 3, 8. as “Take As a general rule, please specify in the contract when placing an order thatmeasures to ask the other party of the contract for the cooperation on
you will cooperate to the survey and not consider an entity which is subject tonecessary inspection to conduct the Subsidized Project properly", should I take suspension of grant as the other party of the contract.
any specific measures?
68 How is the subsidized entity liable to the default of Cost Subsidy Grant
Notification (Form No. 3) 8.? (e.g. delay of the implementation plan, exceed the
granted subsidy amount)

The Grant Decision may be cancelled based to the conclusion of theinvestigation and hearing by METI and other concerned organization in casethe default meets Article 20 (3) in Grant Policy for Subsidy, “the Subsidized
Project Operating Entity has engaged in fraudulence, negligence, or any otherinappropriate conduct with respect to the Subsidized Project”. If there aresome changes in the project plan and the granted subsidy amount due toextraordinary event or circumstance beyond the control of the subsidized
entity, please consult with PMO as soon as possible.

69 How should the subsidized entity do if there are some changes in the project plan If there are some changes in the project plan due to extraordinary event or
and the subsidized amount for any unavoidable reason? Is it possible to extend
circumstance beyond the control of the subsidized entity, please consult
the project term in case the project is difficult to complete within the original
promptly with PMO to discuss how to respond to the change of plan and the
project term?
accident report.

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Catego No.
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70 Is it necessary for seal, signature and hard copy to submit application form andthe other related documents?

Answers
Applicant can submit the application form and the other related documents byemail without seal and signature. In that case, “Name of manager (responsible
person)”, “Name of contact person in charge” and “Contact number of
person in charge” have to be mentioned in the application documents. PMO
may contact you for confirmation if necessary.

71 If the facilities are used for tests etc. in the project, could utilities costs of the
facilities be covered as expenses?

Utilities cost could be covered as expenses if it is judged to be used for the
implementation contents of the subsidized project and also the amount used
only for the subsidized project is clearly classified. Please consult with PMO
about the evidence for the judgment.

72 If the research is commissioned to and conducted at university, could the laborcosts of student part-time workers and secretary be covered as the necessary
expenses for the project?

The labor costs of student part-time workers and secretary at commissioned
contractor could be covered if they are necessary for implementing the
project or summarizing the project result.

73 When setting a ratio of indirect expenses at a commissioned contractor, is there Please set the ratio after comparing with the standard of relevant businessa criterion to judge if it is appropriate?
categories and adjusting between subsidized project operating entity and its
contractor.
Regarding the Project "Development of Analysis and Estimation Technologies for Characterization of Fuel Debris (Development of Non-Destructive Measurement Technologies
for Sorting and Segregation of Fuel Debris and Others)"
74 NoneNone

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