Outsourcing of system migration for Chiba City School Registry and School Enrollment Financial Support System to a standard-compliant system

Chiba City Public Announcement No. 587 Public Notice of General Competitive Bidding. Reiwa 8, July 24th Shunichi Kamiya, Mayor of Chiba City 1. Matters for General Competitive Bidding: (1) Title: Outsourcing of system migration for Chiba City School Registry and School Enrollment Financial Support System to a standard-compliant system (2) Scope of Work: As per specifications (3) Contract Period: From the date of contract signing to March 31st, Reiwa 10 (4) Performance Location: Chiba City Hall and locations designated or approved by the City 2. Eligibility for Bidding: Those wishing to participate in general competitive bidding must meet all of the following requirements. (1) Must be recognized as qualified in the Reiwa 8/9 Chiba City Contract Bidding Participant Qualification Examination. (2) Must not fall under any of the following, as stipulated in Article 167-4 of the Local Autonomy Act (Reiwa 22, Order No. 16): A. Persons who have not passed two years since being subject to a transaction suspension order by a clearing house. B. Persons who have issued dishonored bills or checks within the six months prior to the bidding date. C. Persons who have filed for commencement of rehabilitation proceedings under the Corporate Rehabilitation Law (Reiwa 14, Law No. 154) and for whom a decision to commence rehabilitation proceedings has not yet been made by the court under the same law. D. Persons who have filed for commencement of rehabilitation proceedings under the Civil Rehabilitation Law (Reiwa 11, Law No. 225) and for whom a decision to approve the rehabilitation plan has not yet been made by the court under the same law. E. Persons who are currently subject to a suspension of bidding by the Chiba City Guidelines for Suspension of Bidding Participants for Goods, etc. (Effective August 1st, Reiwa 60) between the application deadline for bidding qualifications and the bidding date. F. Persons violating the City Planning Act (Reiwa 43, Law No. 100) within Chiba City. G. For those with their head office or business office, etc., within Chiba City, those who have not paid Chiba City taxes (including late payment charges). (3) Must provide proof of all of the following: A. Must have obtained certification for an Information Security Management System (ISO 27001) or possess an equivalent information security management system. B. Must have obtained certification for a Quality Management System (ISO 9001) or possess an equivalent quality management system. C. Must have obtained either a Privacy Mark or TRUSTe, or possess an equivalent personal information protection management system. D. Must have a track record of system development, operation, and maintenance, etc., of the same or larger scale as this project, performed for prefectures, designated cities, special wards, or core cities within the past five years. (For joint ventures, the representative member must have a track record of the same or larger scale as this project.) However, contracts currently in progress at the time of application for bidding qualifications will also be included as track record. (4) For joint ventures, all of the following requirements must be met: A. All members must meet the requirements of (1) and (2) above. B. The representative member must meet the requirements of (3) above. C. The joint venture must be independently formed and have a cooperative agreement. D. Each member must not be participating in this bid individually or as a member of another joint venture. 3. Contract Administration Department: School Affairs Section, School Affairs Division, School Education Department, Board of Education, City of Chiba, 1-1 Chibaminato, Chuo Ward, Chiba City, 260-8722. Phone: 043-245-5927 (Direct line) Email: gakuji.EDS@city.chiba.lg.jp 4. Application for Confirmation of Bidding Qualification, etc.: (1) Those wishing to participate in general competitive bidding must submit an application for confirmation of bidding qualification and undergo qualification confirmation. A. Distribution Location, etc.: Distributed at the Contract Administration Department (Section 3) from the date of announcement (9:30 AM to 4:30 PM, excluding Sundays, Saturdays, and holidays). B. Submission Location, etc.: Submit in person or by mail to the Contract Administration Department (Section 3) by Wednesday, Reiwa 8, August 12th, from the date of announcement. For in-person submissions, hours are 9:30 AM to 4:30 PM, excluding Sundays, Saturdays, and holidays. For mail submissions, must arrive by registered mail by 5:00 PM on Wednesday, Reiwa 8, August 12th. (2) The result of the bidding qualification confirmation review will be sent to the applicant by registered mail by Monday, Reiwa 8, August 17th. 5. Distribution of Bidding Documents: Distributed free of charge at the Contract Administration Department (Section 3) from the date of announcement until Wednesday, Reiwa 8, August 12th (9:30 AM to 4:30 PM, excluding Sundays, Saturdays, and holidays). 6. Inspection of Related Documents: Those who have applied for bidding qualifications and wish to inspect the documents must submit an application for inspection of related documents for the "Outsourcing of system migration for Chiba City School Registry and School Enrollment Financial Support System to a standard-compliant system" to the Contract Administration Department (Section 3) within the application acceptance period. (1) Documents available for inspection: As per the bidding documents. (2) Application acceptance period: From the date of announcement until Wednesday, Reiwa 8, August 12th. 7. Bidding Briefing Session: Not held. 8. Inquiries Regarding Bidding: (1) Inquiries regarding bidding qualifications: A. Acceptance period: From the date of announcement until Monday, Reiwa 8, August 3rd. B. Submission method: Submit by email to the Contract Administration Department (Section 3). C. Response deadline: Thursday, Reiwa 8, August 6th. D. Response method: Responses will be provided by email. (2) Inquiries regarding specifications, etc.: A. Acceptance period: Thursday, Reiwa 8, August 13th to Friday, Reiwa 8, August 21st. B. Submission method: Submit by email to the Contract Administration Department (Section 3). C. Response deadline: Wednesday, Reiwa 8, August 26th. D. Response method: All questions and answers received during the inquiry period will be provided to all bidders by email. 9. Bidding Procedures, etc.: (1) Date and Time of Bidding and Bid Opening: Wednesday, Reiwa 8, September 2nd, 10:00 AM. For mail-in bids, they must arrive by registered mail by 5:00 PM on Tuesday, Reiwa 8, September 1st, at the Contract Administration Department (Section 3). (2) Location of Bidding and Bid Opening: 10th Floor, Chiba City Hall Main Building, Board of Education Bidding Room (Notification will be given separately if the location or date/time is changed). (3) Bidding Method: Bids shall be for the total amount. (4) Bid Bond: Required (However, exempt if falling under Article 8 of the Chiba City Contract Regulations (Reiwa 40, Chiba City Ordinance No. 3)). (5) Invalid Bids: Bids that fall under Article 16 of the Chiba City Contract Regulations, as well as those specified in the bidding documents. 10. Other: (1) This procurement is subject to the Agreement on Government Procurement based on the WTO. (2) Contract Deposit: Required (However, exempt if falling under Article 29 of the Chiba City Contract Regulations). (3) Requirement for Contract Creation: Required. (4) Language and Currency Used in Contract Procedures: Limited to Japanese and Japanese currency. (5) Contract terms, etc., can be viewed at the Contract Administration Department (Section 3). (6) Those who do not meet the requirements of Section 2(1) must obtain certification of bidding qualification from the Contract Section, Asset Management Department, Chiba City Finance Bureau by Wednesday, Reiwa 8, August 12th, and also submit an application for confirmation of bidding qualification to the Contract Administration Department (Section 3). (7) Bidding will be conducted in principle, even if there is only one bidder. (8) Details: As per the bidding documents. 11. Summary: (1) Title: Outsourcing of the Systems Migration of the Chiba City School Registry and the Chiba City School Enrolment Financial Support System to the Standard Compliance Management System. (3) Contact information: School Affairs Section, School Affairs Division, School Education Department, Board of Education, City of Chiba, 1-1 Chibaminato, Chuo Ward, Chiba City, 260-8722, JAPAN Tel: 043-245-5927 (Direct line) Email: gakuji.EDS@city.chiba.lg.jp (4) Note: All procedures will be conducted in Japanese only.