[RFP] U.S. Market-in Overseas Coordinator Program

 

Request for Applicants: U.S. Market-in Overseas Coordinator Program

 

September 9, 2025

JETRO San Francisco

 

The Japan External Trade Organization San Francisco Office (hereinafter “JETRO”) is seeking individuals or corporations to provide coordinator services. These services will support Japanese businesses and organizations (companies, industry associations, and related entities involved in exporting agricultural, forestry, and fishery products and food from Japan) in developing overseas markets through buyer identification, trade consulting, business matching, and more.

If you would like to apply, please submit your application documents following these guidelines.

 

1. Project Objective:

Provide advice to Japanese companies on necessary regulatory compliance for entrance, market fit, etc. to ensure their products meet the requirements for entry into American retail and wholesale markets.

 

2. Scope of Services:

(1) Area of Expertise

Consumer packaged food products for retail markets

 

(2) Target Country/Region (Coverage Area)

North America - mainly on the West Coast

 

(3) Commissioned Services

The contractor will provide the four services indicated below to support Japanese businesses and organizations (companies, industry associations, and related entities involved in exporting food from Japan) in developing and expanding their overseas markets. All services must be carried out under the direction and supervision of JETRO’s overseas office or JETRO headquarters and managed by the relevant JETRO office.

(i) Recruit and Select Japanese Companies

(ii) Flow of support

(iii) Proposals to distribution channels and ongoing follow-up with Japanese companies

(iv) Advice and proposal on development and expansion of overseas sales channel to JETRO 

 

Detailed Service Requirements

1）Recruit and Select Japanese Companies 

・Coordinator (hereinafter referred to as "CDR") shall share information on products in high demand (hereinafter referred to as "Information of Demand") of mainly the American distribution channel (hereinafter referred to as "Distribution Channel"), including American retailers and wholesalers, with JETRO.  

 

・JETRO shall share Information of Demand with Japanese companies. The companies apply to JETRO and CDR if they wish to receive advice and support from CDR. When accepting applications on the CDR-designated platform, CDR will establish a system whereby JETRO can also view the application status and content at the same time. 

 

・CDR shall review application details and decide whether it matches Information of Demand and if the companies are eligible for support. If the application information is insufficient, CDR will cooperate with JETRO to obtain information from Japanese companies. 

 

・CDR shall conduct a virtual meeting with Japanese companies on the date JETRO arranged to confirm further product details and business structure for exporting to the U.S. and answer any questions companies have. Along with those, CDR shall provide feedback for entering the Distribution Channel. Max 40 companies annually.  

 

・CDR shall determine the level of readiness to export based on the meeting, report to JETRO with the reason, and select companies to support under this project. JETRO shall report the result to Japanese companies with the reason.  

 

・ In addition, subject to a recommendation from a buyer or distributor or retail related person, a Japanese company may participate in the project upon submission of an application and written consent until January 2026. 

 

2) Flow of Support 

・ After 1), CDR shall follow up with selected Japanese companies on their products to be able to introduce to the Distribution Channel. The timing of follow-up is decided based on the Japanese companies’ progress in regulation, label design, and transportation method etc.  

 

・CDR shall submit a monthly report detailing follow-up and progress on the companies to JETRO within seven (7) days of the following month. Details to be included in the report are stated in Attached_1_1 Monthly Report. 

 

・CDR shall ultimately decide whether to propose the product to the Distribution Channel and share the feedback and the reason to Japanese companies. CDR shall also submit feedback information to JETRO via email. 

 

3) Proposals to Distribution Channels and Ongoing Follow-up with Japanese Companies 

・ After the follow-up in 2), CDR shall propose to the Distribution Channel upon the agreement from Japanese companies through contact and confirmation.  

 

・CDR shall discuss terms and conditions with Japanese companies and complete the Application Sheet (Attached_1_2) as an approval application to prove the mutual agreement. Then CDR shall submit the application sheet to JETRO San Francisco.  

 

・CDR shall follow up with the proposed Distribution Channel and depending on the case, confirm the following: Interest level/comments on the proposed product, progress on business meetings, feasibility of closing the deal, or estimated value of the deal. CDR shall report the details to JETRO.  

 

4）Advice and Proposal on Development and Expansion of Overseas Sales Channel to JETRO 

Based on JETRO’s request, CDR shall provide advice and formulate strategies for the development and expansion of Japanese food in meetings or E-mails. The meeting, including virtual, shall be approximately one (1) hour. The email or any written documents shall be approximately one page (1,200 characters) .  

 

(4) Monthly Reports

CDR shall submit a monthly report to JETRO within seven (7) days of the following month (The work completed in March 2026 must be reported by March 19th). CDR shall report the work details in the manner specified by JETRO.

 

(5) Other

JETRO shall bear the travel expenses (transportation, accommodation, etc.) based on JETRO regulations. In principle, CDR shall not make detours for personal matters. In the event that CDR needs a business trip, provided the trip is domestic, CDR shall consult with JETRO in advance.

 

3. Languages:

English

 

4. Number of Participating Companies:

・In principle, CDR shall conduct interviews with Japanese companies by November (max 40 companies), then select up to 15 companies after the meeting.  

・Approximately by March 2026, propose at least five (5) of the selected companies to the Distribution Channel. However, if the number of selected companies is less than ten (10), the number of proposed companies may be fewer than five (5). 

 -If the selected companies are equal to or more than 10: Propose at least five companies to the Distribution Channel. 

-If the selected companies are less than 10: Propose at least three companies to the Distribution Channel.  

 

5. Target Products

Consumer products, including room temperature snacks, condiments, instant noodles, etc.

 

6. Payment Method

This project will be implemented by dividing the work into three phases, and payment will be made based on invoices at the end of each phase. The total annual payment shall not exceed USD 15,000; however, there is no guarantee of receiving payment up to USD 15,000 annually. 

 

1)Based on the submitted monthly report, transportation expenses, and other documented receipts, JETRO shall determine the unit price on the progress from the phase of service. After reviewing, JETRO shall notify the confirmed payment amount to the contractor.  

2)The contractor shall send the invoice to JETRO according to the notified payment amount.  

3)JETRO shall transfer the payment to the bank account designated by XXXXXXX through check or ACH. 

 

Completion Date of Each Phase（Estimated） 

(i) Selection of supporting companies: November  

(ii)Consultation with selected companies: January (extended if necessary) 

(iii)Matching of selected companies with the Distribution Channel: March

 

7. Application Requirements

Applicants must meet all of the following requirements:

(1) For corporations: Must have a locally incorporated company or branch office in the U.S. with assigned staff residing in the U.S. For individuals: Must reside in the U.S.

(2) Must have expertise that matches the necessary business specialization.

(3) Must have a minimum of three years of experience in the relevant field.

(4) If currently employed, must have obtained approval from employer regarding this application.

(5) Must not have any criminal record, ongoing criminal proceedings, or civil disputes.

(6) If previously contracted with this or other JETRO projects, you must not have caused any serious problems during the contract period, including in administrative procedures or business reporting.

(7) Must be able to secure sufficient time for this project and respond promptly to JETRO’s requests.

(8) Must be able to go on business trips as required.

 

8. How to Apply

Please email the attached Application Form with all necessary information to the JETRO San Francisco office. If possible, please include materials showcasing your track record and experience in relevant industries, along with your company profile, etc.

 

9. Selection Process

First Stage: Document screening

Second Stage: Interview (date, time, and location will be communicated after document screening)

 

Selection will be based on a comprehensive evaluation of the following criteria:

(1) Understanding of the project’s purpose and proactive attitude toward project implementation

(2) Possession of required expertise and networks for this project

(3) Past performance and experience in similar work (domestic or international)

(4) Marketing experience for market development in the coverage area

(5) Capability to provide consultation and business matching support services in an agile manner

(6) Ability to conduct business in English in accordance with the project requirements

 

*Selection results will only indicate acceptance or rejection. Reasons for selection decisions cannot be shared. Submitted documents cannot be returned.

 

10. Application Period

From September 9th, 2025, to September 21^st, 2025

 

11. Contract Type and Period

(1) Contract Type: Service agreement between JETRO and the selected party (individual or corporation)

(2) Contract Period: From contract signing date to March 31, 2026

 

12. Handling of Personal Information

The personal information in the application documents will be used exclusively to select service providers.

 

13. Important Notes

(1) The contractor must adhere to JETRO’s information security regulations while providing the services.

(2) The contractor is not allowed to subcontract any portion of the services to third parties.

(3) The contractor must submit business reports and other documents as requested by JETRO. The intellectual property rights and project outcomes associated with these business reports and prepared materials belong to JETRO.

 

14. Application Submission and Inquiries

JETRO San Francisco Office

Contact: Toru Ashizaki and Naoco Hunter

Email: sfc-marketing@jetro.go.jp

Tel: 415-392-1333

 

 Application-Related Documents:

- Application Form  ＜Excel＞ (24KB) 

- Attachment 1.1 Monthly Report ＜PDF＞ (431KB) 

- Attachment 1.2 Approval Application ＜PDF＞ (205KB) 

 

Disclosure of Information About Contracts with Corporations Having a Definite Relationship with Independent Administrative Agencies   In accordance with the Basic Policy for Reviewing the Administrative and Business Operations of Independent Administrative Agencies (Cabinet Decision of December 7, 2010), when an independent administrative agency enters into contracts with corporations with which it has a relationship, information regarding the employment of former officials at those corporations and the status of transactions with them must be disclosed. Consequently, JETRO will publish the following details regarding its relationships on its website. When applying for this project, please acknowledge and cooperate by providing the necessary information to JETRO and agreeing to its publication. Submitting your application will be considered your consent to this disclosure.   (1) Contractors Subject to Disclosure Contractors that meet both of the following conditions: i. Organizations that employ a former JETRO official (former officer) or a former JETRO employee who held a section manager-level position or higher (former section manager-level or higher personnel) as an officer or advisor. ii. Organizations for which transactions with JETRO account for one-third or more of their total sales or business income (based on amounts for the fiscal year covered by the most recent financial statements available as of the contract signing date) *Contracts for utilities, fuel, and telecommunications expenses are excluded. Local governments and individuals are also excluded.   (2) Information to be Disclosed For contractors who meet the criteria above, the following information will be disclosed along with the name and quantity of goods/services, contract date, contractor name, and contract amount for each contract: i. The number of former JETRO officers and section manager-level or higher personnel (former JETRO employees), their current position titles, and their final positions at JETRO ii. Transaction volume with JETRO iii. Indication of the fact that the ratio of the contractor’s transactions with JETRO to its total sales or business income falls into one of the following categories: • One-third or more but less than one-half • One-half or more but less than two-thirds • Two-thirds or more iv. Whether the contactor was the sole bidder or sole applicant (if applicable)   (3) Information to be Provided to JETRO i. Information regarding former JETRO employees who were employed at the time of contract signing (including their number, current position titles, and their final positions at JETRO) ii. Total sales or business income for the most recent fiscal year and transaction volume with JETRO *You will not need to provide this information again if JETRO already has it or if it is publicly available (e.g., on the organization’s website).   (4) Publication Date In principle, within 72 days from the day after the contract signing date (within 93 days for contracts signed in April)