LPA Administrative Scrivener Office
Bidding Qualification and Bidding Process
Public procurement by Japanese government agencies and local authorities is conducted through formal bidding procedures designed to ensure fairness, transparency, and competition.
In general, businesses wishing to participate in public tenders must first obtain bidding qualification approval from the relevant authority.
The “Unified Qualification for All Government Ministries and Agencies” refers to a standardized qualification system required to participate in open or selective tenders for the manufacture, sale, or provision of goods and services. Each ministry and agency applies this system based on common evaluation criteria.
Both Japanese and foreign entities may obtain this qualification. This qualification is valid for a limit period of time (3 years at the most) and needs to be renewed.
1. Unified Qualification for All Government Ministries and Agencies
1.1. Ministries and Agencies Where This Qualification is Valid
There are four grades in the Unified Qualification for All Ministries and Agencies.
Under this system, applicants are evaluated and assigned a grade from A to D. The grade determines which public procurement projects a company is eligible to participate in.
You can assess the grade you might obtain based by completing the following questionnaire. This assessment is granted for information purpose only and does not constitute any legal assessment.
1.2. Grades in the Unified Qualification for All Ministries and Agencies
2. Bidding Qualifications for local governmental authorities (prefecture, city, or town)
In some prefectures, there is a unified prefectural qualification, which allows participation in bids throughout the prefecture’s municipalities. However, as the specific conditions often vary by municipality, it is essential to carefully review the requirements in advance and obtain the appropriate qualification.
In particular, if your company plans to begin by participating in tenders within the region where your business office is located to build a track record, you will need to obtain the municipality-specific bid participation qualification, rather than the “Unified Qualification for All Government Ministries and Agencies” mentioned earlier.
3. Bidding Qualifications for Affiliated Organizations
For affiliated organizations, the bid participation qualification differs from both the Unified Qualification for All Government Ministries and Agencies and the local governmental authorities qualification.
Many such organizations establish their own unique qualification requirements.
4. Bidding Process
Once qualified, businesses monitor public tender notices published on government websites or official platforms. After identifying a suitable project, bidders must carefully review the tender documents and specifications, which define the scope of work, submission requirements, evaluation method, and deadlines. In some cases, attendance at a briefing session is mandatory, and questions must be submitted within a designated period.
Bids are submitted in accordance with the specified method, such as electronic bidding, in-person submission, or postal submission. Strict compliance with format and deadlines is essential, as defects or late submissions may result in disqualification.
After the submission deadline, bids are opened and evaluated. The successful bidder is determined either by the lowest price method or by a comprehensive evaluation method that considers both price and technical factors. Following the award decision, a formal contract is executed with the contracting authority.
5. Our Support
We assist clients in participating in public tenders in Japan, including applications for bidding qualifications with government agencies and local authorities. We also provide practical support with preparing and submitting bidding proposals in accordance with applicable rules, ensuring procedural compliance and timely filing.
