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Standard procedure of procurement of goods and construction services

Registration Procedure

Below is the standard procedure for supplier registration of goods and construction works.

1. Submission of an Application Form (Supplier -> Tokyo Metro)

Suppliers willing to apply as a Potential Supplier, except when participating in open tendering, should contact procurement@tokyometro.jp. Suppliers of goods should select product categories from the Product Category List, fill in the “Application Form for a new business transaction” and send the completed form by e-mail.Information sent from suppliers will be used only for supplier registration purposes.

2. Response (Tokyo Metro -> Supplier)

Tokyo Metro will send an "Application Form for Initial Evaluation" to companies deemed to have a chance of becoming a Potential Supplier. A rejection notice will be sent to companies in rest of the cases.

3. Submission of the Application Form for Initial Evaluation (Supplier -> Tokyo Metro)

Suppliers should submit the "Application Form for Initial Evaluation" after filling in necessary information (company name, contact information, product information, sales amount, supply record, etc.).

4. Initial Evaluation and notification of results (Tokyo Metro -> Supplier)

Tokyo Metro will conduct Initial Evaluation and notify the result to the supplier. The main contents of Initial Evaluation are shown below. An "Application Form for Secondary Evaluation" will be sent to suppliers who have passed the Initial Evaluation.

Category Main contents of Initial Evaluation
Goods To have a proven supply record to urban railway in Japan or similar railways during the last 3 years; or, to submit evidence such as test results that shows that the product has same or better quality as products with proven supply records
Construction services To have a technology to contribute to Tokyo Metro’s safe and stable transportation; and to have a proven record of prime contract work of an urban rail construction

5. Submission of Application Form for Secondary Evaluation (Supplier -> Tokyo Metro)

Suppliers should submit the "Application Form for Secondary Evaluation" after filling in necessary information.

6. Secondary Evaluation and the notification of results (Tokyo Metro -> Supplier)

Tokyo Metro will conduct Secondary Evaluation and notify the result to the supplier. In the Secondary Evaluation process, we evaluate whether the supplier’s financial situation, supply capacity, maintenance and service organization fit our criteria. The main contents of the Secondary Evaluation are shown below.

Category Main contents of Secondary Evaluation
Products Financial metrics for the last 2 years (revenue, recurring margin, net income, liquidity ratio, capital adequacy ratio and short-term liquidity)
Construction Refer to Article 27- 23 of the Construction Business Act

7. Conclusion of Master Agreement

Master Agreement is concluded between the supplier and Tokyo Metro. The supplier is also requested to submit the "CSR Procurement Questionnaire Survey Sheet" to ensure that it observes "Tokyo Metro Procurement Policy" and follows "Tokyo Metro Procurement Guidelines".

* "Application Form for a new business transaction" may be submitted in either Japanese or English languages. The Japanese language will be used for communication regarding “Submission of the Application Form for Initial Evaluation” and subsequent procedures.

Procedure following the Request for Quotation

Standard procedure of a new procurement case goes as follows:

1. Request for Quotation (Tokyo Metro -> Supplier)

Upon rising of a new procurement case of goods, Tokyo Metro makes Requests for Quotation to chosen registered companies having comprehensively considered financial health, trustworthiness, technology, previous record, facilities, etc. needed for implementation of the contract. When requesting for a quotation, we may also request for a technical proposal.

2. Submitting the Quotation (Supplier -> Tokyo Metro)

A company that have received a Request for Quotation should submit a quotation (and a Technical Proposal).

3. Evaluation and notification (Tokyo Metro -> Supplier)

Tokyo Metro conducts internal evaluation based on principles such as lowest-price or comprehensive evaluation, and notifies the best valued bidder.

4. Negotiating contract conditions

Price and other conditions of the contract are decided through negotiation.

5. Conclusion of contract

A contract is concluded between the successful bidder and Tokyo Metro.

6. Delivery and acceptance

After the product is delivered, Tokyo Metro will conduct inspection, and either accepts or rejects the items.

7. Payment (Tokyo Metro -> Supplier)

Upon acceptance, the supplier is entitled to make a payment billing. Tokyo Metro makes the payment accordingly to the terms of the contract.

The Japanese language will be used for communication during the procedures following the Request for Quotation.

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