LPA行政書士法人
LPA Administrative Scrivener
Corporation
FAQ
Japan National Government Tenders
Foreign companies can participate in Japanese national government tenders, but the process should be approached in stages. The first issue is usually whether the company can obtain the Unified Qualification for All Ministries and Agencies (全省庁統一資格). The second is whether the company can satisfy the requirements of the specific tender, including the submission method, evaluation criteria and, where applicable, use of GEPS, the government electronic procurement system.
This Q&A sets out the main points foreign companies should review before participating in national government procurement in Japan.
1. What is the Unified Qualification?
The Unified Qualification for All Ministries and Agencies (全省庁統一資格) is the common qualification used for national government procurement of goods and services in Japan. A supplier files through one application office, and once the qualification is granted, it is effective for the participating ministries and agencies in the regions selected by the applicant.
2. Why does it matter for foreign companies?
For a foreign company seeking to contract directly with Japanese national government bodies, the Unified Qualification is usually the starting point. It is the qualification used for general competitive bidding and selective competitive bidding for goods and services at national level. Without it, a foreign supplier will generally not be able to participate in the ordinary tender route.
3. Can a foreign company apply without an office in Japan?
A foreign company may apply for the Unified Qualification using equivalent corporate and supporting documents issued in its home jurisdiction, together with Japanese translations. A branch or subsidiary in Japan is not required for the application itself. However, individual tenders may impose additional requirements, including a local presence for the provision of services or supply of products. The overall procurement strategy should therefore be reviewed before deciding to proceed without a presence in Japan.
4. What does the qualification cover?
The Unified Qualification covers procurement relating to the manufacture and sale of goods and the provision of services. It is used for general competitive bidding and selective competitive bidding in those fields. It is distinct from the separate procurement framework used for construction-related procurement.
5. How long is the qualification valid?
The current qualification cycle is the 2025–2027 fiscal-year cycle, with validity running through 31 March 2028. As for processing time, it is usually better not to state a single fixed turnaround on a website, because the review period depends on the completeness of the filing and the review route used.
6. How do the A–D grades matter?
The grade matters, but not as a uniform bar to participation. The qualification system assigns a value and grade, and the relevance of that grade depends on the procurement at hand. Some tenders restrict participation by class, while others allow multiple classes, and sometimes all classes, to participate.
The grade does not have any impact on the price you may proposal and you can therefore propose a price above the value of your category.
7. How does the tender process work?
The process usually begins with the supplier obtaining the Unified Qualification and then identifying a procurement opportunity by reviewing the tender notice, specifications, timetable and participation conditions. The supplier then prepares the required bid and proposal documents and submits them in the prescribed manner. After submission, the procedure moves to evaluation, award and contract.
In some cases, a Japanese government entity may also contact a foreign company directly and invite it to participate in a tender.
GEPS is used for core online functions such as proposal submission, bid submission, result confirmation, online contracting and invoicing. For foreign companies, the main chalenge is often not whether participation is theoretically open, but whether the bidder can comply with the required submission method, Japanese-language documentation and tender timetable.
8. What is GEPS?
GEPS is the government electronic procurement system used for the operational side of national procurement. It is the platform used for online bid and proposal submission, bid result confirmation, contract procedures and invoicing.
9. Can every foreign company use GEPS?
Not necessarily. GEPS requires login using an electronic certificate registered through the procurement portal. In practice, that certificate can only be obtained on the basis of a seal certificate, company certificate and residence certificate of the representative director, which are generally not available without a presence in Japan. A third-party professional may be authorised to use the platform, but that authorisation itself must be completed through GEPS after login. It cannot therefore be used to bypass the electronic certificate requirement.
If the certificate setup cannot be completed, the next step is to confirm whether the tender permits another method of submission. Paper-based submission is generally accepted only by way of exception, and this usually needs to be discussed with the procuring authority on a case-by-case basis. Some tenders may also require a presence in Japan, or a specific Japanese licence or registration, as a condition of participation.
10. What tender-specific issues should foreign entities review carefully?
From a pricing perspective, a foreign entity may in some cases be exempted of Japanese consumption tax which can give it an advantage comparred to Japanese entities.
Additional evaluation items in comprehensive evaluation procedures may also operate differently in practice for foreign entities. Points related to wage increases can generally be addressed by submitting a declaration and supporting documentation based on the company’s home jurisdiction.
By contrast, work-life balance evaluation items tend to be more difficult to satisfy. These are linked to specific Japanese certification systems, and obtaining equivalent recognition or preparing the required documentation may involve significantly more work and coordination.
