Solicitation of entities to implement with subsidies “Subsidy to Project ofDecommissioning and Contaminated Water Management (Project of Development ofFundamental Technologies for Retrieval of Fuel Debris and Internal Structures)” and“Subsidy to Project of Decommissioning and Contaminated Water Management(Project of Upgrading Approach and System for Retrieval of Fuel Debris and InternalStructures)” in the FY2014 Supplementary Budget

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Procedure for implementation of the project
June 30, 2015

Management Office for the “Project of Decommissioning andContaminated Water Management”

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Contents
Outline of the procedure for implementation of the RFPPoints of attention of the procedure
Main documents concerning this project

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Outline of the procedure for implementation of the RFP

1．Until adoption of the entities
2．Until commencement of the project3．After commencement of the project

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1. Until adoption of the entities
Procedure

Actors in charge

Timeline

Announcement of Management
the RFP
Office*Information
Management
session of theOfficeproject
Submission ofApplicants →the application
Management
documents
OfficeJune 23, 2015

Completed

June 30, 2015

Today

July 21, 2015
(deadline)

Refer to page 8
and 9 of thisdocument

Review Committee will beheld in late August, 2015
(scheduled)

Refer to page 10of this document

Evaluation

Review Committee for theProject of Decommissioning andContaminated Water
Management

Reporting of theresults

Management
Late August, 2015
Office→Applicants (scheduled)

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4Remarks

2. Until commencement of the project
Procedure
Application for thesubsidy

Actors in charge

Timeline

ImmediatelyAdopted entities →
following
Management Office
adoption

Remarks
Refer to Page 11of this document

Ministry of Economy,
Trade and IndustryThe actors will(METI), The
discuss theAdjustment of therelevant~Late September, contents of thedetails of the project,organizations,2015
project,etc.
Adopted entities,
breakdown ofand Management
expenses, etc.
OfficeDecision on granting
Late September,Management Officethe subsidy
2015 (scheduled)
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3. After commencement of the project
Procedure

Commencement of theprojectActors in charge

Timeline

Remarks

Adopted entities

After the decision on granting thesubsidy

Adopted entities →Management OfficeUpon request from theManagement Office(Reporting is supposed to berequested periodically.)

Completion of the project

Adopted entities

March 31, 2017 at the latest(Adopted entities may complete
the project earlier than this date.)

Report of results

Adopted entities →Management Office

April 30, 2017 at the latest (Within
Refer to page 12 of this30 days after completion of thedocument
project, if completed earlier)

Progress report

Auditing of expenses;
Decision of the amount of
the subsidy

Management Office→ Adopted entities

After receipt of the Results Report

Request for payment of
the subsidy

Adopted entities →Management Office

After decision on the amount ofthe subsidy

Payment of the subsidy
from the Fund

Fund establishment
organization →Adopted entities

After reporting from theManagement Office

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Project implementation
situation, situation ofexpenses, etc.

The subsidy amount shall besettled based upon the result
report, and after inspection of theoutcome of the project,
procedures for expenses, etc.

Points of attention in the procedure

1. Regarding the application documents
2. Regarding the evaluation
3. Regarding the application for the subsidy (Comment: procedures needed for the adopted entities)
4. Regarding the progress report (Comment: procedures needed for the adopted entities)

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1. Regarding the application documents (1/2)
Deadline

July 21, 201512:00 noon (Japan time), 3:00 GMT. No application will be
accepted after the deadline.

Place of submission

Management Office (Mitsubishi Research Institute)

Method of submission

Hand-carry, postal mail, email (We do not accept the documents sent
through FAX.)

Number of copies

Hand-carry or mail: 15 of hard copies plus one electronic medium
Email: one electronic medium(As for the format, PDF is recommended.)

Application
documents(Japanese orEnglish)

Application form

Form 1 of the “Guidelines for applying”

Outline of Subsidy
Project

Form 2 of the “Guidelines for applying”

Certificate ofConformance

Form 3 of the “Guidelines for applying”

Input/output
information

Form 4 of the “Guidelines for applying”

Other documents【Main items to be described】
Corporate and organization data
The financial results, statement of revenues and expenses
The articles of association or the act of endowment, etc.

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1. Regarding the application documents (2/2)
 The submitted application documents shall be released only to the review committee, the staff ofthe Government, the Nuclear Damage Compensation Facilitation Corporation (NDF) and theManagement Office. The documents shall not be used for any purposes other than theirevaluation.

 The application documents shall not be returned to the applicant. We give due consideration tosecurity protection; however, the information other than Non-Disclosure Information (personalinformation, information which is likely to cause harm to legitimate interests of the corporation,etc.) shall be the subject of disclosure in accordance with the Act on Access to Information Heldby Administrative Organs. Applicants are requested to designate the information which should beclassified as Non-Disclosure Information in the application.
 If the application documents contain invention, design, other information which can lead toacquisition of intellectual property rights, the applicant must take necessary measures before
application on their own responsibility and decision.
 Submission of the application documents does not imply transfer of existing property rights, andsubmission of the documents shall not automatically entitle the State or the Management Office
to obtain license to use the right.
 Applicants are obliged to take responsibility for the information in application documents, andthey are deemed to hold appropriate authority regarding the said information.
 Applicants are required to admit TEPCO or other organization to utilize the results obtained
through this project for measures for decommissioning and contaminated water management at
the Fukushima Daiichi NPS under the mutually acceptable conditions if they request to do it.
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2. Regarding the evaluation Applicants shall be evaluated based upon the application documents.
 The Review Committee for the Project of Decommissioning andContaminated Water Management, consisting of experts, shallevaluate the application.
 Applicants may be requested to make a presentation, if needed (Theapplicants required to make the presentation shall be informed of theschedule, etc. individually).
 Interviews and on-site inspections may be conducted, if needed (Theapplicants shall be informed of the schedule, etc. individually, if theinterviews and inspections are decided to be conducted).
 Applicants may be requested to submit additional documents, ifneeded (The applicants requested to submit the documents shall be
notified of the detail of the documentation, timeline for the submission,etc. individually).

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3. Regarding the application for the subsidy
Comment: procedures needed for the adopted entities
 The adopted entity shall submit the grant application for the subsidy.
(The Management Office is entitled to ask the entities to amend theproject contents or breakdown of the project costs as a condition ofadoption.) Regarding the grant application submitted by the adopted entity,consultation and coordination among METI, the relevant organizations,the entity, and the Management Office are to be conducted.
 Details of the application may be altered after the consultation andcoordination. In this case, the entity is required to apply anew.

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4. Regarding the report of results
Comment: procedures needed for the adopted entities
 The adopted entity shall submit details of the project, revenues and expenses, andbreakdown of the expenses, etc. to the Management Office after completion of thesubsidy project.
 The Management Office shall evaluate the results of the project, accounting for theexpenses, etc. based upon the result report.
 As a general rule, the Management Office will conduct on-site inspections inevaluation of the result. The staff of METI may accompany these inspections.
 The subsidized project operating entity shall keep accounts on any expenditures forthe subsidized project with dedicated account books accompanied by all written
evidence in a way that is clearly differentiated from the other accounting. TheManagement Office shall check the books and evidence in deciding the amount of thesubsidy.
 As a general rule, the entities must prepare evidence documents in Japanese orEnglish; and they must be shown to the Management Office in Japan. It could take afew months to settle the amount of the subsidy because the Management Office has
to check out all of the account ledgers and evidence documents.
 The subsidies shall be paid after the amount is decided based upon the result report.
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Main documents concerning this project

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Main documents concerning this project Applicants are required to understand details of thefollowing documents in the procedures of this project.
No.

Title

Main contents

1

Guidelines for applying to the Project of Development of Fundamental
Technologies for Retrieval of Fuel Debris and Internal Structures, andGuidelines for applying to the Project of Upgrading Approach and System forRetrieval of Fuel Debris and Internal Structures• Project purpose, explanation of the details• Explanation of application requirements,
application procedure, etc.
• Explanation of method of evaluation,
evaluation criteria, etc.
• Explanation of method of grant decisionetc.

2

The Decommissioning and Contaminated Water Management Project
Implementation Guidelines• Basic concept of implementation of thisproject3

Grant Policy for Subsidy for the Decommissioning and Contaminated WaterManagement• Basic concept of grant of the subsidy

4

The Decommissioning and Contaminated Water Management Project Cost
Subsidy Grant Guidelines• Concrete procedure, etc. regarding grantof the subsidy

Subsidized Project Administration Manual• Procedure for accounting in the subsidy
project (Refer to the next page)• Items in preparation for inspection for thesubsidy project5

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Remarks
 We ask that you fully understand the Subsidized Project
Administration Manual for accounting procedures of the subsidy.
 Examples of points of attention are the following: The expenses which can be covered with the subsidy areones which accrue after the date of the grant decision, andcompleted/paid during the project period.
 Adopted entities must prepare the evidence which enable
us to ensure that the expenses are suitable to the project
purpose, and used for this project.
 If procurement is conducted from your own company,profits included in the procurement are not permissible.

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memo

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Contact
Mitsubishi Research Institute, Inc.
Management Office for the “Project ofDecommissioning and Contaminated
Water Management”
E-mail ：hairo-26-2nd-ml@mri.co.jp

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