National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice, etc. (Unit Price Contract)

National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice, etc. (Unit Price Contract)
June 23, Reiwa 8 (2026) Masao Omori, Mayor of Okayama City 1. Matters for Bidding 1. Item Name 2. Delivery Location National Health Insurance and Pension Division 3. Delivery Period 4. Payment Terms 5. Bid Item Overview 6. Other 2. Procedures for Bidding, etc. 1. Announcement Period From the date of announcement until bid opening 2. Announcement Method 3. Specification Viewing Period From the date of announcement until bid opening 4. Specification Viewing Location 5. Specification Acquisition Period From the date of announcement until bid opening 6. Specification Acquisition Method Download from the Bidding and Contracts website and obtain.
7. Specification Inquiry Period From the date of announcement until 4:00 PM 8. Specification Inquiry Method Health and Welfare Bureau, Health and Welfare Department, National Health Insurance and Pension Division Email Address kokuhonenkin@city.okayama.jp FAX 086-226-8501 10. Specification Answer Posting Period From 4:00 PM until bid opening 11. Specification Answer Posting Location Posted on the Bidding and Contracts website.
13. Bid Acceptance Start Date and Time 4:00 PM 14. Bid Acceptance End Date and Time 4:00 PM 15. Bid Opening Date and Time 9:35 AM 16. Bid Opening Location Okayama City Hall (Main Building) 5th Floor Bidding Room Posted on the Bidding and Contracts website under "Goods" ⇒ "Bidding and Quotation Information [Goods] (Contract Division Orders)" ⇒ "General Competitive Bidding List".
July 1, Reiwa 8 (2026) Thursday, July 2, Reiwa 8 (2026) General Competitive Bidding Implementation Announcement - National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice: Within 25,200 cases - National Health Insurance High-Cost Medical Expense Benefit Unapplied Notice: Within 9,600 cases - National Health Insurance Benefit Payment Decision Notice: Within 48,000 cases *Includes paper printing, data printing, folding, envelope stuffing and sealing, sorting, and production of glassine window envelopes. *Refer to the specifications for details. *Bid submission shall be made through the Okayama Prefecture Electronic Bidding Joint Use System (hereinafter referred to as "Electronic Bidding System").
In accordance with Article 167-6, Paragraph 1 of the Local Autonomy Act (Showa 22, Cabinet Order No. 16) (hereinafter referred to as "the Order"), the following is announced.
From the contract date until August 31, Reiwa 9 (2027) National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice, etc. (Unit Price Contract) Paid monthly after delivery, within 30 days from the date of receipt of the invoice after inspection and acceptance.
12 9. Bidding Method *Bid after confirming the answers to inquiries regarding specifications.
Specification Inquiry Submission Destination Bidding methods, etc. are as per "Common Matters for Announcement of General Competitive Bidding for Goods" (hereinafter referred to as "Common Matters") 2 *The electronic bidding system can be used from 8:00 AM to 9:00 PM. Posted on the Bidding and Contracts website.
Monday, July 6, Reiwa 8 (2026) Thursday, July 2, Reiwa 8 (2026) Inquiries shall be made via email or facsimile. Inquiries by phone, mail, or in person will not be accepted. The subject line must clearly state "Bid Inquiry (National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice, etc.) (Unit Price Contract)." Regardless of the method used, please confirm receipt by phone.
(Contact) National Health Insurance and Pension Division TEL 086-803-1134 Tuesday, July 7, Reiwa 8 (2026) *In case of re-bidding, bids will be accepted until 4:00 PM on the day of the first bid opening, and the bid opening will commence at the same time. Therefore, bidders should check for the presence of re-bidding on the electronic bidding system under "Okayama City → Goods, Services → Electronic Bidding System → Procurement Item List" after the bid opening date specified in 2-15. 1/24 ① Record of Suspension of Designation, etc. 18 Submission Method for Confirmation of Eligibility Application Documents Until 5:15 PM 20 Reception Location for Confirmation of Eligibility Application Documents Okayama City Hall, 5th Floor, Contract Division, 1-1-1 Kiyo, Kita Ward, Okayama City 3 Qualifications Required for Bidders 1. Common Bidding Participation Matters As per "Common Matters" 1 2. Registration Department Goods 3. Registration Classification "Printing" 4. Business Office Location Requirements 5. Other 4. Notes on this Bid 1. Bid Amount Registration 2. Contract Amount (Excluding Tax Unit Price) (Rounded down to the nearest yen) 3. Total contract amount calculated as follows: ① Amount in 4-2(3) x 48,000 cases National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice: Tax-exclusive unit price per case (including related work) *Rounded down to the nearest yen (2) National Health Insurance High-Cost Medical Expense Benefit Unapplied Notice: Amount in 4-1 above x 1.34 A memorandum regarding the handling of personal information held by the city must be concluded at the time of contract.
Thursday, July 9, Reiwa 8 (2026) (1) National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice: Amount in 4-1 above 19 17 Confirmation of Eligibility Application Documents Reception Period for Confirmation of Eligibility Application Documents As a result of the bid opening, confirmation target persons (hereinafter referred to as "confirmation target persons") as defined in "Common Matters" 3-(6) must submit the "Application for Confirmation of Eligibility for General Competitive Bidding" (hereinafter referred to as "Application") and attached documents to the Mayor to receive confirmation of their eligibility. (Excluding city holidays as defined by the Ordinance on Holidays in Okayama City.) Application documents and attached documents (hereinafter referred to as "application documents, etc.") should be prepared in advance for prompt submission after the bid opening. ② Explanation of Personal Information Handling ③ Explanation of Your Company's Personal Information Protection Initiatives (Form: Optional) *The above period includes the time required for correction and replacement of application documents and technical documents, so please apply as soon as possible. The submission method for application documents, etc. by confirmation target persons is either direct delivery to the Contract Division or email transmission to the Contract Division. The submission email address for email transmission is buppin@city.okayama.jp. Please include "Bid Participation Qualification Confirmation Application (National Health Insurance High-Cost Medical Expense Benefit Application Recommendation Notice, etc.) (Unit Price Contract)" in the email subject line. Please be sure to call the Goods Contract Section of the Contract Division (TEL 086-803-1156) to confirm receipt of the documents.
*No other submission methods will be accepted. Please note that the content of the application documents will not be checked at the time of counter reception or email receipt confirmation. Businesses within the city, businesses treated as within the city, quasi-city businesses, or businesses outside the city Desired Industry (Major Category) Estimated Total Contract Amount The estimated total contract amount shall be calculated as follows: ① Amount in 4-2(1) x 25,200 cases ② Amount in 4-2(2) x 9,600 cases (Total of ① to ⑥ below) x 1.10 (Rounded down to the nearest yen) (3) National Health Insurance Benefit Payment Decision Notice: Amount in 4-1 above x 0.71 (Rounded down to the nearest yen) 2/24 Common Matters for Announcement of General Competitive Bidding for Goods 1. Requirements for Bidders (1) Persons not falling under Article 167-4 and Article 2, Paragraph 1 of the Okayama City Contract Regulations (Showa 63, City Ordinance No. 63; hereinafter referred to as "Regulations"). (2) Must have been determined to have general competitive bidding qualifications based on the "Matters Concerning Okayama City Competitive Bidding Qualifications and Examinations, etc." (Showa 61, City Notice No. 120) and be listed in the qualified person list for "Goods (including raw materials)" pursuant to Article 4 of the Regulations. (3) Must not be in a period of suspension or deferral of designation (hereinafter referred to as "suspension of designation, etc.") based on the city's designation suspension criteria at the time of bid opening specified in the announcement. (4) Must have acquired a card containing an electronic certificate that can be used with the Okayama Prefecture Electronic Bidding Joint Use System (hereinafter referred to as "Electronic Bidding System") operated by the Okayama Prefecture Electronic Bidding Joint Use Promotion Council (hereinafter referred to as "IC Card") and completed user registration in the Electronic Bidding System by the bid acceptance deadline.
2. Matters Related to Bid Submission (1) The number of bids shall be two. (2) Bidders shall submit their bid forms by registering their bid amount using their IC card through the Electronic Bidding System between the bid acceptance start date and time and the bid acceptance end date and time for the target service registered in the Electronic Bidding System. (3) For those who have completed user registration in the Electronic Bidding System after acquiring an IC card, in the following cases (excluding cases where the IC card becomes unusable due to reasons attributable to the bidder, such as loss, invalidation, blocking, unreadability, or damage), they may participate in subsequent procedures for the target service in writing, with the approval of the Mayor, by submitting Form No. 1: Application for Approval of Written Bid Participation (posted on the Bidding and Contracts website → Electronic Bidding page) one hour before the bid acceptance deadline. However, this is only applicable if the bid opening date for the target service is within the validity period of the IC card and the IC card reissuance procedure has been completed without delay after such circumstances arise. ① Cases where the IC card necessary for electronic bidding becomes unusable due to reasons not attributable to the bidder, such as disaster or theft. ② Other unavoidable circumstances deemed reasonable. (4) Those who have changed to written participation will not be allowed to change back to electronic participation or participate in electronic bidding for the target service. (5) In the case of (3), the bidder shall fill in the necessary information on the bid form (posted on the Bidding and Contracts website → Bidding and Quotation Information [Goods] (Contract Division Orders)), seal it in an envelope, and submit it in person by the bid acceptance deadline. The company name and item name of the bidder shall be written on the front of the envelope (refer to "Regarding Written Bid Participation in Electronic Bidding Cases" on the Bidding and Contracts website → Electronic Bidding page). (6) For the purpose of determining the successful bid, the bid price shall be the amount registered in the bid form (or the amount written on the bid form for written bidders) plus 10% of that amount (rounded down to the nearest yen if there are fractions of less than one yen). Therefore, bidders shall register the amount equivalent to 100/110 of their estimated contract price (or write it on the bid form for written bidders), regardless of whether they are subject to consumption tax or not. (7) In the case of (2), bidders using the Electronic Bidding System shall enter any three-digit number in the lottery number field at the same time as registering the bid amount. In the case of (3), written bidders shall enter any three-digit number in the lottery number field of the bid form ("000" cannot be entered). If no number from "001" to "999" is entered in the lottery number field, it will be considered as if "999" was entered. (8) Submitted bid forms cannot be corrected, exchanged, or withdrawn. However, bid forms that are recognized as erroneous by the city upon submission of a prescribed bid form error report to the Contract Division by the bid opening date and time will be invalidated. 3/24 (9) Except in cases where it is deemed particularly necessary, bid withdrawal after submission of bid forms is not permitted. However, this does not apply to cases where a bid withdrawal occurs after the first bid opening and before the submission of the bid form for the second bid (hereinafter referred to as "re-bid"). (10) Bids other than those specified in the Electronic Bidding Implementation Guidelines are not permitted. (11) Bidders shall comply with the provisions of the Regulations when bidding. 3 Bid Opening Method, etc. (1) Bids shall be opened at the bid opening date and time and location specified in the announcement. (2) If there are written bidders as specified in 2(3), the bid opening will be conducted after the written bid form is registered in the Electronic Bidding System at the date and time and location specified in the announcement. If, as a result of the bid opening, it is evident that a bidder's bid falls under any of the following items 5(1) to (12) without the need to confirm their qualifications under item 7 below, that bidder's bid shall be deemed invalid. (3) If there are no bidders who have submitted bid forms excluding those deemed invalid under (2) above, the bid shall be considered unsuccessful. (4) In the first bid, if there is one or more bidders who submitted bid forms (hereinafter referred to as "valid bid forms") at a price not exceeding the tax-exclusive allowable price (excluding those deemed invalid under (2)), the decision of the successful bidder will be immediately suspended. If there are no bidders who submitted valid bid forms, a re-bid will be held. (5) In the re-bid, if there is one or more bidders who submitted valid bid forms, the decision of the successful bidder will be immediately suspended. If there are no bidders who submitted valid bid forms, the bid will be considered unsuccessful. (6) If the decision of the successful bidder is suspended under (4) or (5) above, the bidder who submitted the lowest priced valid bid form (hereinafter referred to as "lowest priced bidder") will be the target for confirmation of eligibility (hereinafter referred to as "confirmation target"). (7) When ranking valid bid forms in order based on (6) above, if there are two or more bidders with the same bid price (hereinafter referred to as "same price bidders"), the order will be determined by electronic lottery. The lottery method is as follows: ① Assign numbers from 0 to each same price bidder in the order their bid forms arrive (based on the reception time of the Electronic Bidding System server). ② For each same price bidder, calculate the sum of the registered lottery number and the last three digits of the milliseconds of the arrival time of the Electronic Bidding System server, and use the last three digits of this sum (hereinafter referred to as "determined lottery number"). For written bidders specified in 2(3), the lottery number shall be the number written on the bid form, and the arrival milliseconds shall be the time when the city official registers the bid price in the Electronic Bidding System. ③ The bidder whose determined lottery number, when divided by the number of same price bidders, has a remainder that matches the number assigned in ① will be the first confirmation target. For other bidders, the order will be determined by assigning numbers sequentially from the number of the first confirmation target in increasing order, and after all such numbers are assigned, the remaining bidders will be assigned in decreasing order. (8) If an investigation is conducted based on a report of collusion, or if collusion is suspected, the bid may be suspended, postponed, or the award decision may be suspended. (9) If it is determined that procedures cannot be carried out using the Electronic Bidding System due to a failure of the city's computer or the Electronic Bidding System, the bid may be postponed or canceled, or changed to postal bidding. (10) In addition to (9), the Mayor may postpone or cancel the bid if deemed particularly necessary. (11) If the bid is canceled or withdrawn based on (9) and (10), the bid forms, application documents, and other documents submitted by the bidders for that bid will be invalidated. (12) Okayama City shall not be liable for any damages arising from bid cancellation, etc.
4. Re-bidding Matters (1) Only those who participated in the first bid are eligible to participate in the re-bid. However, those whose first bid was invalidated are excluded.