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 requiredfor 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/20230531PMSE.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 If you need supplemental information, please contact us. We cannot assure we
project?
can 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 consortium eligible for application?

Applications from consortium 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 by the application documents stipulated Paper screening will be implemented for applicants who use applicationin the Guideline but also in the other ways such as face to face explanation anddocuments stipulated in the Guidelines. It will not be accepted the applications
introduction by brochures or movie files?
which do not follow our Application Procedure (Item 8 in the Guidelines).
8 How many pages are maximumly acceptable for Application Form1 and Form2?

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

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.

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Questions and Answers

Catego No.
Questions
Answersry
10 In case of the application by multiple company consortium, how will be the process A managing entity (or managing organization) appointed out of each consortium
after adopted?
arranges and submits the implementation plan and the project results. And theinspection will be implemented to the company (or organization) each.
11 There may be some time lag between the deadline of the application documents
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?

Yes, it is acceptable.

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 of the
project assumed?
project will be implemented after the submission of the grant application andthe consultation with PMO have been completed. Please assume thecommencement date of the project with the considering for the schedule 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 to refersubmit the financial basis of outsourcing company?
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 orexport something which requires permission under Foreign Exchange and Foreign
Trade Act?

Please mark “〇” to the item “Not Required” and also fill in the reasons to“state reasons” too.

18 Regarding the project implementation scheme described in “7. Requirement
Conditions for Grant Decision (5)”, is it necessary to submit it at the time ofproposal?

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 is not necessary to include it in the application
documents.
Regarding outsourcing costs, please describe the breakdown for each work
item scheduled for each subcontractor.

19 Do you list outsourcing costs for each subcontractor, and do you list for each
item (1)(2) of "2. Contents of Project"?
20 In "3. Operation of research and development (7)", it says application for thesubsidy is to be made by the joint name with TEPCO. Is it necessary to describe
TEPCO in Implementation Organization Chart at Form2 Annex1?

When applying, it is not necessary to describe TEPCO in this chart.

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Questions and Answers

Catego No.
Questions
Answersry
21 In the Implementation Organization Table described in "7. Requirement Conditions If the subcontractors have not been determined, you may state that it isfor Grant Decision", how should it be described when we select subcontractors by undetermined. If the subcontractors have been determined, please enter thecompetitive quotes or competitive bidding?
name 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 leader’ all project members. And it is okay to describe only a career profile of projects 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 and allocationof points for items to be reviewed”.

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Questions and Answers

Catego No.
QuestionsryRegarding procedures for evaluation and adoption
23 Who is in charge of evaluation of the proposals?

Answers
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.

27 This solicitation seems to be more advantageous to Japanese companies because This project is financed by Japanese governmental budget and is implemented
it is easier for them to observe the guidelines or the manual when compared with in accordance with Japanese scheme and in compliance with Japanese laws.
overseas companies.
However, any Japanese companies will not be treated preferentially in thereview process.
28 Regarding the evaluation criteria, what is the meaning of “basic points” and“additional points” respectively?

The "basic points" 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
documents submitted for any purposes other than the evaluation?

Because conclusion of the non-disclosure agreement is one of the conditionsof 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 July 3rd, 2023.
Please refer to the following URL.
[URL]
https://en.dccc-program.jp/4986
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 Safety System (Technology
Development for Analytical Method for Exposure Dose Evaluation)", thenumber of planned adoption is one.

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Questions and Answers

Catego No.
Questions
Answersry
32 Regarding “3.1 Project implementation scheme, division of roles” in criteria for
Universities and research institutes in Fukushima-Prefecture are subject toreviewing proposals, do the described “local companies which run business inthe additional points if they are assumed to contribute to the revitalizing the
Fukushima-Prefecture” include universities and research institutes in Fukushima- local economy in Hamadori area or other regions of Fukushima prefecture.
Prefecture? In addition, is it subject to the additional points if applicant and that However, it is judged at the presentation evaluation by the review committee
related facilities etc. locate in Hamadori area or other regions of Fukushima
whether or not they are corresponding to criteria for reviewing proposals. In
prefecture?
addition, it is not subject to the additional points if the applicant's office andthat related facilities etc. just have the address in Hamadori area or otherregions of Fukushima prefecture.
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 a utilize the local companies which run business in Hamadori area or otherpossibility that local companies which run business in Hamadori area or otherregions of Fukushima prefecture.
regions of Fukushima prefecture are not selected as the result. Even in this case,is it acceptable to describe the consideration of utilization of the local companies
in the proposal documents?
34 Regarding “3.1 Project implementation scheme, division of roles” and “3.2Expertise as an organization, track record of other similar projects” in criteria forreviewing proposals, is it necessary to describe specific names of companies andorganizations that are planned to be utilized or have been actually utilized as
subcontractor?

Specific names of companies and organizations are not absolute necessity.
However, it may not be subject to the additional points if it is unknown that thecompanies and organizations run business in Hamadori area or other regions ofFukushima prefecture.

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Questions and Answers

Catego No.
QuestionsryRegarding the RFP (Miscellaneous)
35 When is the subsidy going to be paid?

Answers
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
The paid amount will be settled after expiration of the project period,"settlement of the amount" procedure, which is conducted after completion of the confirmation of the project result, and inspection for settlement of the amountproject?
by PMO. This procedure is formulated by Japanese accounting rules.
39 How the expenses for the project are classified?

As described in Exhibit 2 of the Grant Policy for Subsidy, the expenses
covered by the subsidy have to be classified as (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.
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 thecontents of the work to be ordered.

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Questions and Answers

Catego No.
Questions
Answers
ry
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 theimplemented under the engineering and project administration activities performed project management by TEPCO for the decommissioning works of theby TEPCO in the Fukushima Daiichi NPS". On the other hand, "3. Operation of
Fukushima Daiichi NPS. On the other hand, “project management” in “3.
Research and Development (7)" in the guideline also described that "under the
Operation of Research and Development (7)” refers to the project management
project management of TEPCO, it is required to establish organization to conduct by TEPCO to implement this subsidy project.
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 withtechnology development, TEPCO’s needs shall be considered, and the technology related parties after the grant decision. And please proceed the project with
development shall be proceeded after consultation with related parties (thediscussions appropriately with related parties.
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
necessary information to implement the project by compiling input and output
information?

We assume that the subsidized entity and the concerned organizations will
share the information by the compilation of input and output information. If
necessary, PMO will cooperate in coordinating between them, etc.

47 Regarding Input/Output Information, what should we do in case it is difficult to
describe concrete contents at the time of the proposal? And also is it possible torequest to share only the information which described as Input Information at thetime of the proposal?

At the proposal, tentative plans of Input/Output Information are available tosubmit. And also requests of sharing Input/Output Information is possible eventhough the information which has not included in the input information at thetime 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 apply As a designated competitive bidding or a free contract, it is possible to orderas an open competitive bidding when the applicant considers ordering the project the project related outsourcing works to the local companies in Hamadori area
related outsourcing works to the local companies which run business in Hamadori and other specific region in Fukushima.
area and other specific region in Fukushima?
50 For the project implementation, please let us know how to set the exchange rate if For the exchange rate, if the subsidized entity has an internal rule of exchange
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 benoted 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.

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Questions and Answers

Catego No.
Questions
Answersry
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 cooperation
PMO and the concerned organizations in a timely and appropriate manner so as to and collaboration of the project.
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 of progresssituation and final report, etc. to PMO on request.

54 If it is adopted the Implementation Organization Chart included the candidate
subcontractor (outsourced or commissioned entity), will the special appointment
contract order of the subcontractor be approved?

For reasons of financial efficiency, in principle, subcontractor shall be subject
to general competition or it is necessary to prepare a statement for selection
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 The applicant doesn’t need to consult with TEPCO for the submission of theto be made by the joint name with TEPCO. Is it necessary to consult with TEPCO application. PMO will introduce TEPCO contact person for grant application.
at the time of submission of the application? If so, how does the applicant contact After the grant decision has been adopted, the adopted entities can makewith TEPCO?
coordination with TEPCO.
59 In "3. Operation of research and development(7)", it says "PMO in which Nuclear
Damage Compensation and Decommissioning Facilitation Corporation havejoined.". Where would be the contact point for the procedure of grant application
for the subsidy?

Regarding the procedure for grant application for the subsidy, the contact
entity is Mitsubishi Research Institute, Inc. (MRI). MRI proceeds the procedureof grant decision in consultation with Nuclear Damage Compensation andDecommissioning Facilitation Corporation (NDF). For more details, please refer
to “Grant Policy for Subsidy for the Project of Decommissioning, Contaminatedwater 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 planned 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.

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Questions and Answers

Catego No.
Questionsry
62 In “3. Operation of research and development (10)”, is it necessary to prepare
alternative options at the planning stage?

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

63 In "7. Requirements Conditions for Grant Decision (5)", it says that in the case of In “11. (1) Classification of Expenses Covered by Subsidy”, the cost eligible fortransactions of 1 million yen or more, the name of the contractor must be
the subsidy is as follows.
included in the project implementation scheme. What expenses are eligible in this Expenses for raw materials, consumables, design/fabrication/processing,case?
facility/equipment(except for items corresponding to equipment expenses andrental and hire fees), research, outsourcing, other necessities (except for items
corresponding to meeting expenses and assistant personnel costs).
64 In “9. Evaluation and Adoption (2) [3]”, it says that working with companies which
run business in the Hamadori area and other regions in Fukushima prefecture.
When we submit the grant application, is it necessary to describe the company
name which plans to work with?

If you plan to work with the local company in the Hamadori area and otherregions in Fukushima prefecture but the subcontractor is under consideration
as of the submission of grant application, please describe in the application
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, it is possible.

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 that you
measures to ask the other party of the contract for the cooperation on necessary will cooperate to the survey and not consider an entity which is subject toinspection to conduct the Subsidized Project properly", should I take any specific suspension of grant as the other party of the contract.
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 case thedefault 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 the circumstance beyond the control of the subsidized entity, please consult
project term in case the project is difficult to complete within the original project promptly with PMO to discuss how to respond to the change of plan and theterm?
accident report.
70 Is it necessary for seal, signature and hard copy to submit application form andthe other related documents?

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.

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Catego No.
Questionsry
71 If the facilities are used for tests etc. in the project, could utilities costs of the
facilities be covered as expenses?

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?

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

73 When setting a ratio of indirect expenses at a commissioned contractor, is there a Please set the ratio after comparing with the standard of relevant businesscriterion to judge if it is appropriate?
categories and adjusting between subsidized project operating entity and its
contractor.

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Catego No.
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ry
Regarding the Project "Development of Safety System (Technology Development for Analytical Method for Exposure Dose Evaluation)"
74 NoneNone

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