Guidance for business partners in Japan

Thank you very much for your support and cooperation through business transaction on OIST's research and educational activities.

We would like to inform you about several points of attention on the transaction with us as below. Thank you again for your kind understanding and cooperation.

*Following content stands on the domestic transaction within Japan. So, for the abroad partners, please visit "Guidance for international business partners" for the information about overseas transaction with OIST. In general, OIST designates JPY (Japanese Yen) as standard currency for the domestic transactions within Japan (even if your company is held by abroad headquarter).

Points of attention on Transaction with OIST

  1. Procurement types of OIST
  2. Contract terms and conditions
  3. Placing purchase order from OIST
  4. Dating on accounting slips
  5. Delivery to OIST
  6. Suspension of business transaction
  7. Contact window for illicit or inappropriate actions
  8. Special requests for your cooperation
  9. Providing your sales updates

[For brand-new suppliers]


 

1. Procurement types of OIST

 OIST's procurement is regulated to be conducted through selection of business partner by price competition in principle. Multiple quotation comparison will be adopted to the range 1.0 million JPY or more and less than 5.0 million JPY. Public tender will be organized in the range 5.0 million JPY or more. Above JPY equivalent will be calculated by OIST internal fixed monthly exchange rate (not by realtime TTC/TTS).
 In the cases like selection by quality examination (not only its price), several proposal methods will be accomplished, and some cases are including negotiation events about contract terms and conditions.

Besides, information of OIST's tender announcement and past contract records are available at separated webpage (please refer to below links).

Tender Information
Procurement Information (including construction items)
List of Past Contracts

*For documentation regarding tender, please follow the required documents when applying tender.


 

2. Contract terms and conditions

 OIST stipulates standard contract forms and standard form of transaction clauses. Please check preliminary about details for your information.

 For transactions valued 5.0 million JPY or more, contract agreement will be established by case using OIST's standard contract form(s) shown as below.

*Above forms are described along OIST's general transaction terms and conditions, and some adjustment will be proposed according to actual transactions.
*Please refer to the webpage for OIST's rules and procedure related to procurement, for more information including detail stipulations about business transaction.


 

3. Placing purchase order from OIST

 Order will be placed by the authorized staff in the OIST procurement section in principle.

 An exception, only transactions valued 0.5 million JPY or less, OIST regulation allows that order form will be provided by research units or administrative sections directly to the business partners. In such cases, please inform persons in charge in each unit/section with order receipt.

 Order from OIST will be placed essentially by the official "Order Form" (PO) or contract agreement. Please carefully be noted that OIST can not make payment for transactions without issuing official "Order Form" for both goods sales/purchase and services, since it will not be accepted as OIST's transaction. Our business partners are requested to prevent issuing order receipt without OIST's official "Order Form", like just via telephone or email.
 Besides, if you received several PO forms which separated each below 0.5 million JPY from the same person at the same day, it may be concerned as inappropriate split order described in following "7. Contact window for illicit or inappropriate action". Please do not issue your order receipt, and ask the person in charge about such compliance.

 OIST places purchase order based on your quotation (or similar price estimation). It would be appreciated if we could receive it as electronic file like PDF. Paper-basis master copy of quotation will be required at delivery, so please includ it to delivery package when shipping. Master copy is requested to have logo or trade mark of your company (at ordering, it will be accepted without such symbol), printed date and signature or seal by the representative of your company. If your company is operated in abroad (not in Japan), it is not necessary to provide paper-basis master copy (we can accept e-file solo).
In OIST, only for transaction values 1.5 million JPY or more, specification with requirement sheet (quotation request form) is essential to be presented from OIST employee to business partner at request for quotation. Specification sheet will be attached to "Purchase Order", therefore, when there was not established specification sheet by OIST in such price range above, please contact requesting person in charge.

[Reference] Research Units in OIST

OIST's nominee for contract agreement/application forms
OIST stipulates that nominee of university for PO or contract shall be authorized by the CEO of the school corporation in principle. Only authorized persons in charge can make signature, and/or seal onto your company's format like contract agreement, application forms and other documentation which certifies establishing the transactions.
OIST cannot accept any of such documentation signed/sealed by non-authorized staff of the university, even your company's regulation does not care about its authority. Thank you very much for your careful attention.

 

4. Dating on accounting slips

 Accounting slips to be submitted to OIST such as quotation, delivery slip and bill etc. are requested to have printed date. When slips have blank or handwriting portion for date etc., OIST may request to reissue afterward transaction.

 Please submit following documents at delilvery.

  • Delivery slip (or packing list): master copy *Completion certification for services or construction
  • Bill or invoice: master copy
  • Quotation: master copy
  • Copy of PO from OIST: photocopy

・We accept electronic seal onto accounting slips as master copy
・We can not accept copy of seal onto accounting slips as master copy (if the copy was sent from our business partner)
*Exception, only with appropriate reason (difficulty of master copy) described on the accounting slip, we can accept it. And we can accept if your company only provide e-files as master copy.


 

5. Delivery to OIST

 Acceptance inspection will be conducted by the authorized procurement staff of the Supply Center, not by requesting person in charge at first.
 Please deliver the items and delivery slip to the Supply Center at the OIST Onna Campus, and obtain acceptance stamp before bring it to the delivery place (laboratory etc.). For services, please submit work report ot documents which can explain completion of service, instead of delivery slip. Please be noted carefully that OIST can not make payment for delivery without acceptance check.
 When using direct shipping by logistic services, please compile delivery slip and bill into the package as such as possible. And please designate delivery time within below slot.
 Supply Center opens from 9:30 to 12:00 and from 13:00 to 17:00, excepting weekend and holidays.

 Suppliers are requested to submit "work application form" when delivery and setup of large equipment, special installation in the building (vibration, noise or use fire etc.). Please contact below persons in charge of the OIST Building Management Section for more details.
 Detail instruction about entry and reception to the campus is also available at "Delivery/sales to the OIST campus".

 OIST Building Management Section: Kai (atsuo.kai@oist.jp, Mr.), CC Shinzato (yukari.shinzato@oist.jp, Ms.) 

 In principle, OIST requests for payment term as at the end of month following the month of delivery and acceptance (or completion of service) by wire transfer (T/T remittance).


 

6. Suspension of business transaction

 OIST may consider suspension of business transaction when presence of following fact;

  • Bribery, Breach to the Anti-Monopoly Act, Bid-rigging
  • Unreasonable declination of contract, Crude execution of contract, Breach of contract, Illicit or dishonestly action
  • Illicit/inappropriate action which described in "7. Contact window for illicit or inappropriate action" or involvement

 Plus, just in case, if you have any requests from OIST employee to do illicit/inappropriate action (such as fictitious transaction and/or false entry documentation etc.), please do not accept it and contact the OIST Procurement Section. OIST inflicts penalties to the person/company who were involved to illicit or inappropriate action even if such action was suggested by OIST employee.

*OIST and its employee shall decline firmly to gift or offer of profit from our business partners according to the University's policy.


 

7. Contact window for illicit or inappropriate actions

 Official contact window is available as follows for your whistle-blowing about illicit/inappropriate actions of transaction.

  <Contact>  OIST Procurement Section
      A floor at Center building, 1919-1 Tancha, Onna-son, Nakagami-gun, Okinawa Japan
      (ZIP: 904-0495)
      TEL:  +81. 98. 966. 2293
      e-mail:  procurement-all@oist.jp
      Persons in charge: Ogawa (Mr.), Yokoyama (Mr.)

   *Telephone line open at: 9:00 - 17:00 (JST, except weekend and holidays)

 Please inform us through above contact when you find (, or be instructed by OIST's staff to do) any suspicious matters of illicit/inappropriate actions related to procurement like below.

  • After-the-fact operation of order after delivery of research supplies etc.
  • Money deposit, fictional transaction
  • Delivery with different items than order
  • Delay from delivery due or fiscal-year-end without appropriate procedure like contract amendment
  • False entry on accounting slips like delivery date etc.
  • Request to obtain or prepare quotation from other competitors
  • Deliberately split order to avoid appropriate procedure stipulated by price range
  • Leak of plan or timeline of large transaction before public announcement
  • Contribute or offer for free research equipment etc. for future sales/purchase to prevent competitive selection unfairly
  • Actions and operation with failure to some sort of OIST's official rules and procedure, or its suspicion
  • Obtrusion and/or ordinance above or similar action

 Posted information will be managed appropriately within internal, and OIST investigates about the fact. Purveyors are not treated adversely on transaction or infringed to their rights by the post.
 On the other hand, when you received several series of order from OIST which valued 0.5 million JPY or less at the same day from the same person, there is risk to be suspected as above inappropriate deliberately split. So please do not receive the order, and check with the person in charge of order about its background.


 

8. Special requests for your cooperation

[At the auditor's inspections]

 OIST's transaction and budget execution are carefully checked by the Board of Audit of Japan and OIST internal audits. When necessary to submit transaction data to them, we perhaps ask you for your cooperation for disclosure of the data or documents in your company, or some questionnaire about procurement in OIST.  We deeply appreciate your kind support and cooperation.

[At the end of fiscal-year]

【Request for early issuing of bills/invoices】

It requires earlier processing of the financial closing by the migration into the school corporation framework from November 1, 2011.
OIST requests all business partners that early issuing and sending bills/invoices for transactions include goods/services delivered within March 31 (date of closing of OIST accounting) to make arravial of the documents by April 2.
In the cases of unavoidable delay, please email/FAX with photocopies or e-files within above deadline.
We are deeply afraid to bothering you in busy season at the end of the fiscal year, but it would be appreciated to your kind cooperation.

Contact for issuing bill/invoice: OIST Accounting Section
Email: accounting@oist.jp


【Operations when delivery will be crossing fiscal years】

As soon as it becomes clear that the items will not be delivered by the end of March, we will cancel them. In that case, they will be reordered as soon as it becomes April. This processing is necessary because the order will straddle two fiscal years, but we have no intention of cancelling the order itself.

In such case, OIST requests issuing of partial delivery slip, bill/invoice and its quotation only for the items delivered before the end of the fiscal year. We are afraid to bothering you, but it would be highly appreciated to your understanding and kind cooperation.

If the delay of delivery of the object items/services from the end of fiscal year would be clearly indicated, OIST does not issue a PO for such transaction by correspondent budget. It would be appreciated if you could notify OIST person in charge of the transaction when you find out such fiscal-year-crossing matter of the lead time.

Contact for delivery crossing fiscal years: OIST Procurement Section
Email: procurement-all@oist.jp


[Earthquake countermeasure]

OIST drives proper earthquake countermeasures at installation of  equipment or furniture.

The seller is requested to provide the information about appropriate methods of protection for the system from earthquake, and cooperation when OIST takes earthquake countermeasures for the system regardless delivery date.(prevention against over-turning, fixation method etc.).

When computers and/or displays are included, the seller shall provide earthquake countermeasures by banding or sticking at the installation. Necessary straps or gel pads will be provided by OIST.


 

9. Providing your sales updates

Please inform us by your sales updates regarding discount campaign, launch of the new product, approach for seminar/demonstration opportunities, updates of company name/representative/location or so on.

[Contact]
Email: procurement-all@oist.jp
Person in charge: Yokoyama

In addition, please notify us when you can adopt some special price or discount offers for academic organization at issuing a price estimation.
Please refer to the "Statement: OIST SC non-profit accredited educational organization", if you require such confirmation for the offer.


 

[For brand-new suppliers]

We would like to notify you a special instruction for the first transaction with OIST, along with above 1.-9.

Vendor registration for OIST's Financial System
OIST conduct placing order by the Financial System which commonly used within the University. It would be necessary to register the vendor information into the OIST's Financial System at the first transaction with your entity.
Persons in charge of procurement ask your for required information by necessity, so it would be appreciated if you could provide such information in timely shape.

Besides, the registration onto the OIST's Financial System requires when making real transaction. We do not accept requests for registration at the stage of quotation or sales activity/preparations. In addition, once registered your entity, it can use all transactions in the future within OIST continuously (it would not be required to make it in each case).
Please contact us soon via the contact in 9. above when any updates (whole or partial) on the registration information such as address, contact etc.
Registration to the e-Bidding System
It would be necessary to make a registration of your entity into the e-Bidding System when applying to the tender at OIST. Please note that it is different from the OIST's Financial System avobe. Registration perhaps takes several days for completion. Therefore, please make it earlier for your smooth attendance.
Please refer to the Tender information in 1. above for more detail instructions and guidance.
Required descriptions in the transaction slips
OIST can accept any format of your entity, however, several requirements are necessary as follows.
【Quotation/Estimation】
Date of issue Name of Entity Entity's seal/logo (or name of + seal/signature of the representative) Lead time (please refrain from comments such as "notice separately") Contact info of the person in charge
Total amount (please make it including tax as much as possible) Items (name of products/content of services etc.) Quantities Unit price Break down (please make it including tax as much as possible)
 
【Delivery slip】
Date of issue Name of entity Entity's seal/logo (or name of + seal/signature of the representative) Date of delivery (if different from the date of issue) Contact info of the person in charge
Total amount (please make it including tax as much as possible) Items (name of products/content of services etc.) Quantities Unit price Break down (please make it including tax as much as possible)
 
【Bill/Invoice】
Date of issue Name of Entity Entity's seal/logo (or name of + seal/signature of the representative) Payment due date and bank account etc. Contact info of the person in charge
Total amount (please make it including tax as much as possible) Items (name of products/content of services etc.) Quantities Unit price Break down (please make it including tax as much as possible)

 

This website is maintained by the OIST Procurement Section. Please contact us when you have any questions or requests through procurement-all@oist.jp.