28.8 Definitions

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 Departments

Procurement and Supplies Section and the Budget and Contract Management Section. In this Chapter, this category 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”.

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

An official quotation, a reference quotation, an on-line 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 part of terms and conditions of the contract, then legally binding like purchase order or contract agreement, therefore, it would be necessary to clarify the constitution, 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) when obtaining 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 the most valuable service to the buyer (the University).

This is not only for acquisition of the lowest price by negotiation for discount but includes philosophies of cost reduction by the consideration of the most appropriate conditions/specifications, economic improvement based on the life-time cost (such as future maintenance or disposal costs) and the maximization of values 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 and a vendor.

inappropriate split order

An act of intentionally making multiple split orders, to avoid required competitive procedures set by procurement amount.

Emergency Situation

The occurrence of an unanticipated and sudden situation that is life-threatening, catastrophic in nature, or involves pressing necessity for immediate repairs, reconstruction, or maintenance in order to permit the safe continuation of a necessary use or function, or to protect 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, and to verify performance whether delivered items provide the expected features. This operation may be called interchangeably with “acceptance check.”

Undelivered

"Undelivered" is the status that the inspection of ordered 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 the following cases;

- The delivery has not been completed by the budget expiration date, including scenarios such as where a contract extension was granted;

-The goods and services were delivered, yet the inspection 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 Authority

The authority to execute procurement of goods, services or construction on behalf of the University.

authority delegation

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

Approval on Budget Holder’s behalf

An action where the Budget Holder allows a certain Staff in Charge to approve on ERP system on behalf of the Budget Holder. However, the authority and responsibility for procurement still remains with the 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 other governmental organization and inspections by external auditors.

vendor

An individual or corporate business that provides specified and agreed upon goods, services or construction to the University. The term “vendor” may be used interchangeably with “supplier”. Potential suppliers may be included in this category within this Chapter.

Independent Provider

In the vendor category, especially an individual or Corporate Business who provides services to the University. Since an Independent Provider is not an employee of the University, management or supervision by 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 suggest employment between the University and Independent Providers.

Authorized Vendors

Vendors who are registered with the Procurement and Supplies Section and are given dedicated ongoing access to 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 of continuous access by vendors is only granted where 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 and Supplies 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.

Sales or Presentation Vendors

A vendor visiting the University for the purpose of promoting products or presenting materials. These vendors are not paid or compensated in any way for this purpose. It is the responsibility of the sponsoring employee to ensure these vendors are escorted at all times in laboratory areas.

Agency Temporary Staff

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 must comply with this Chapter and conduct themselves in the same manner as all University employees.