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Procurement notice

Ukraine – Grant aid – FY2022 (Phase 2) (Updated: 31 August 2023) /

General Procurement Notice

(CA Ref.: UAJ22(PHASE2))

The Government of Ukraine has received a grant of fifty-three billion seventy-two million Japanese yen (JPY53,072,000,000) from the Government of Japan for the purpose of contributing to the implementation of the Programme for the Emergency Recovery under the Exchange of Notes dated 29 March 2023 and Grant Agreement dated 14 April 2023.  Crown Agents is the nominated procurement agent for the Government of Ukraine and will be conducting the procurement of eligible products and services through request for quotations to Japanese companies. As a procurement agent on behalf of the Government of Ukraine, Crown Agents announces procurement exercises as follows:

1. Subproject, Products and/or Services to be procured (subject to change):

[1] Subproject and Products to be procured

1] The Subproject for Urgent Improvement of Energy Service
Procured Item: Power plant and substation equipment, etc.

2] The Subproject for Urgent Improvement of Water Supply
Procured Item: Water truck, pipe, gas analytical equipment, etc.

3] The Subproject for Urgent Improvement of Equipment for Medical and Health Services
Procured Item: Medical equipment, medical analytical instruments, etc.

4] The Subproject for Urgent Improvement of Equipment for Education Service
Procured Item: Educational equipment, digital learning materials, etc.

5] The Subproject for Agriculture Sector Urgent Support
Procured Item: Agricultural machine, test equipment, etc.

[2] Services to be procured

1) Services necessary for the procurement and transportation of the above-mentioned products to be procured

2] Installation services, training and other necessary services for operation and maintenance of the products (if required)

2. Eligible bidders

[1] Japanese Nationals

1) Bidders shall be Japanese nationals (Japanese physical persons or juridical persons controlled by Japanese physical persons).

2) Bidders shall be Japanese companies incorporated and registered under Japan Law with their headquarters in Japan.

3) The majority of bidders’ capital with voting rights shall be owned by Japanese nationals and majority of board members are Japanese physical persons.

4) Bidders shall not fall under any of the items of Article 26, paragraph 1 of the Foreign Exchange and Foreign Trade Act (Gaikokukawase-oyobi-Gaikokuboeki-Ho, Law No.228 of 1949, Japan).

5) Bidders shall not be debarred by the Government of Japan and/or by the Japan International Cooperation Agency (JICA) from participating in bidding exercises.

[2] Track record

Have three (3) or more track records in 2018 or later as a prime contractor/supplier of exporting the category of products required under the Subproject(s) you are participating. Each supply contract is valued at JPY50,000,000 or more.

[3] Companies must have any one of subsidiaries, branch offices and agents (registered companies) in Ukraine, Poland or Romania which meet the following conditions:

1] subsidiaries and/or branch offices shall have a minimum of three (3) years of continuous business history as of 1 April 2023; and/or

2) agents (registered companies) shall have a minimum of three (3) years of continuous contract with Companies as of 1 April 2023.

(4) In the case that agents (registered companies) in Ukraine, Poland of Romania are listed in the registration form, the agents shall meet the following conditions:

1) There must be accumulated transaction record of minimum JPY5,000,000 between the bidder and the agents (registered companies) during the period from 1 January 2018 until 1 April 2023; and

2) The agents (registered companies) shall evidence three (3) or more track record of overseas trading (import or export)¹ from 1 January 2018 until 1 April 2023. Each supply contract is valued JPY10,000,000 or more.

¹ If the agent (registered company) is located in Ukraine, they may submit evidence relating to domestic trading activities.

(5) Subsidiaries whose parent company satisfies all the above criteria and which meet the criteria (1) above are eligible for registration on the condition that such subsidiaries are given the power of attorney by those parent company.

*Additional eligibilities may be required for each procurement.

3. Registration

It is a prerequisite for all companies wishing to participate in the opportunities that they must follow the below procedures.
Complete the following documents and submit to Crow Agents at with the subject header must contain the reference “UAJ22(PHASE2)/Registration/Name of the company”.

* Online registration is not required.

(1) Registration for the first time:

  • Registration Form (Word format) (click here to download)
  • Business Partner Questionnaire (PDF format) (click here to download)
    (To be submitted within two weeks after the submission of Registration Form)
  • Copies of your company’s audited accounts for the last three (3) consecutive years (PDF format)
    (To be submitted within two weeks after the submission of Registration Form)

(2) Registration for the new subproject:

Please fill the following sections for the new subprojects you wish to participate:

    • 1. contract Information
    • 2. Selection of Subproject
    • 3. (2) Track Record
    • Declaration signature, name, position/title, company name, and date

Advice when sending an e-mail:

  • The burden of proving receipt of the e-mail will be on the company and will not be met solely by a read receipt or sent items report generated by the company’s computer.
  • All incoming e-mails to Crown Agents are virus scanned prior to acceptance into the destination mailbox.  Any e-mail containing a virus will therefore not reach the destination mailbox meaning that the registration has not been received by Crown Agents.
  • If deemed receipt of an e-mail is not within business hours (meaning 9.30 am to 5.30 pm Japan time Monday to Friday on a day that is not a public holiday), it is deemed to have been received when business next starts.

Request for quotations will be issued only to eligible companies whose Supplier Registration Forms have been submitted to Crown Agents by 5.00 pm on the business day prior to the issuing date of each request for quotations.

Please note your registration of interest under this procurement notice does not convey automatic right to participate in any given opportunity under this procurement notice.

4. Contact

For further information please contact:

Miho Hanai (Ms), Kazuki Nemoto (Mr)
Crown Agents Japan Limited
1st Floor, Sabo Kaikan Honkan,
2-7-5 Hirakawacho, Chiyoda-ku,
Tokyo 102-0093, Japan
T: +81 (0)3 6261 0142 (SCS Dept.)
F: +81 (0)3 3262 6510

30 August 2023
(Updated: 31 August 2023)