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General Contract Procedure
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1.Preliminary Procedure
(1) Application
In order to become a Kansai EP supplier, please contact the Office of Purchasing. We will ask you to provide us a brief introduction of your company (corporate publications etc.), product catalogs, and other technical materials that introduce your products and supplying system. Please explain that you satisfy our Purchasing Policies and how your products can help Kansai EP.
(2) Registration Procedures
For electric utility related products and frequently purchased products, we will evaluate your applications. When we determine that you satisfy our standards, we will register you as our potential supplier.
However, for products that do not need registration, we will only check your products. When we judge that your product is beneficial, your product information will be added to our supplier list.
Application forms are shown on the "Registration Procedures Guide." Please contact the Office of Purchasing for further information.
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2.Contract Procedure
(1) Purchasing Request
Specification, quantity, delivery date etc. are decided by each department that uses the product. The purchasing department handles the purchasing procedures upon the request from each department.
(2) Selecting Suppliers for Request for Quotation (RFQ)
For products that need preliminary registration, the Office of Purchasing will ask for quotation from registered suppliers as mentioned in 1-(2). For products that do not need registration, we will select suppliers from past contracts or from suppliers mentioned in 1-(2), that were determined beneficial and added to our supplier list.
Selecting suppliers for RFQ will be based on several factors such as quality standards (performance, conformity with existing equipment, reliability, safety level etc.), delivery schedule, after-sales service, capability, and their sales record etc.
Quotations are generally based on competition. However, we will select a specific supplier under certain circumstances such as when patents, industrial designs, and conformity with existing equipment are involved, or when we judge that we can benefit most by selecting that specific supplier.
(3) Request for Quotation
We will hand out to the selected supplier a "Request for Quotation" generally with a specification attached to it. Therefore, we ask all our suppliers to submit a written quotation and other required documents by deadline. However, in some cases we will first conduct technical checks based on specifications provided by suppliers as stipulated in (4), and ask for quotations to only suppliers that pass this check.
(4) Technical Checks
We will check each specification to decide whether it satisfies our standards. We may also ask for corrections or additional documents. Suppliers must pass this check in order to move on to the next procedure.
(5) Negotiations
Among the submitted quotations, we will negotiate the final contract price and other contract conditions with the supplier who proposed the lowest price. Contract will be based on Kansai EP´s conditions but will be decided by the agreement of both parties.
(6) Exchange Contract
We will exchange a written contract document.
(7) Delivery and Inspection
Delivery dates must be strictly observed. However, detailed working schedule will be discussed with each department. Delivered materials and parts must pass inspections conducted by each department.
Some items may conduct intermediate inspections during manufacturing process.
(8) Payment
Payment will be made without delay in accordance with the contract's payment conditions .
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3.Cautions
(1) For certain power distribution materials purchased frequently in large quantities, in order to ensure product quality while simplifying inspection procedures, we will check the supplier´s manufacturing process and quality control system of their plant (factory) in addition to technical checks. We call this "Type Test Approval". For such materials, suppliers must pass the Type Test to register.
(2) In case of delivery delay in devices and equipment that greatly effect our power supply, we may charge delay fee and demand compensation for damage, as specified in the contract.
(3) Registered suppliers can see limited information of past RFQ and contracts at the Office of Purchasing.
(4) If any disagreement or conflict arises over the contract, it will be interpreted in accordance with Japanese law and settled.
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