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Non-Telecom Products Procurement Procedure
Outline of the Procedure
This procedure is applied to our procurement of products other than telecom equipment, such as office equipment, uniforms, fuel and medical equipment.
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Procurement Flow
Request for Information (RFI) *Notice
RFI may be issued to invite suppliers to submit materials for use in creating suitable specifications before a procurement notice is issued. RFI will be announced in our Internet homepage and the Kampo.
NTT EAST gives no particular preference to suppliers providing information, but this information is considered when creating the required conditions of the product to be procured, so NTT EAST hopes that prospective suppliers will be positive in responding.
- Basic information provided in RFI:
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- Description of product to be procured(e.g.; name of the product, quantity, basic requirements)
- Method to apply for RFI: (e.g.; deadline, where to submit application form)
Request for Information (RFC) *Notice
Before the public notice of tender, an RFC may be issued to invite interested suppliers to submit comments on draft specifications for the product to be procured. RFC is placed in our Internet homepage and the Kampo. RFC documents, including draft specifications, are available at specified contact points.
When awarding a contract, we do not give particular preference to those suppliers who participate in the RFC. The comments provided, however, are considered when improving the draft specification of the product to be procured, if necessary. We therefore hope that many prospective suppliers will be keen to provide comments when requested.
- Basic information provided in the RFC:
-
- Description of product to be procured (e.g.; name of the product, quantity)
- Method to apply for RFC: (e.g.; deadline, where to submit application form)
- Method to obtain draft specifications
Public Notice of Tender
When seeking out products other than telecom equipment, we place an announcement in our Internet homepage and the Kampo. For some products to be procured, as a pre-requisite to submitting a tender suppliers may be asked to undergo a pre-qualification that examines their technical, manufacturing and other capabilities. Information on how to apply for a pre-qualification will be given in our Internet homepage and the Kampo.
- Basic information provided in public notice of tender:
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- Description of product to be procured (e.g.; name and nature of the product, quantity)
- Delivery date and place
- Basic requirements for participating in the tender
- Tender document submission method (e.g.; deadline, where to submit documents)
- Method to obtain individual tender documentation
- Date and place of pre-tender conference, if one is held
- Selection process
Individual Tender Documentation
In addition to the public notice of tender, NTT EAST also supplies Individual Tender Documentation which contains detailed information required for participation in the tender. The Individual Tender Documentation is available for perusal at specified contact points from the day of public notice until the deadline for accepting tender applications.
- Basic information provided in individual tender documentation:
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- Detailed description of the product to be procured
- Criteria for supplier selection and the selection process
- Scheduled number of suppliers to be selected
- Materials to be prepared by tenderers
- Terms and conditions of the contract
Pre-tender Conference **Notice
We may hold a pre-tender conference to exchange opinions with suppliers on the technical and management aspects of the procurement, if necessary. The conference time and place are announced in the public notice of tender and Individual Tender Documentation.
Submission of Tenders
Tenders must be submitted by the deadline to the office specified in the public notice of tender, etc., either directly or by post.
Opening of Tenders
Tenders are confirmed at the time and place specified in the public notice of tender and Individual Tender Documentation, in the presence of tenderers or their proxies. In the event that tenderers or their proxies are not present, NTT EAST's employees having no involvement in the administration of the tender will witness.
Contract Award
The successful tenderer will be selected according to the evaluation criteria and the evaluation method indicated in the Individual Tender Documentation. One of the following methods will be used for evaluation:
- The contract will be awarded to the supplier offering the lowest price of all of the tenderers who fulfill evaluations standards; or
- After an overall appraisal by NTT EAST, the contract will be awarded to the supplier offering the most advantageous tender.
* RFI and RFC do not require confidential or proprietary information of suppliers.
** Attendance at a pre-tender conference is not a condition for participating in a tender. Also, attendance has no bearing on the contract award.
Other Procurement Procedures
Besides the procedures explained above, there are supercomputer procurement procedure and satellite procurement procedure, which are basically the same as those of the others.
