Kawagoe Town Vacant House and Other Property Survey Business Consignment

Kawagoe Town Vacant House and Other Property Survey Business Consignment Tender Notice No. 13 We hereby announce the execution of a general competitive tender for the following business consignment, in accordance with the provisions of Article 73 of the Kawagoe Town Accounting Regulations (Reiwa 8 Regulations No. 2) (hereinafter referred to as "Regulations"). Date: August 17, Reiwa 8 Signed: Masayuki Shirota, Mayor of Kawagoe Town 1. Matters for Tender: Project Name: Kawagoe Town Vacant House and Other Property Survey Business Consignment Supervising Department: Disaster Prevention and Safety Division Delivery (Performance) Location: Entire area within Kawagoe Town, Mie Prefecture. Content: As per specifications. Delivery (Performance) Deadline: From the contract date until February 26, Reiwa 9. Matters Concerning Qualifications Required for Participants: (1) Must have experience in completing similar business (hereinafter referred to as "Similar Business") as a prime contractor for local governments on or after April 1, 2016. (2) Must have obtained Privacy Mark or ISMS (Information Security Management System) certification. (3) The business manager must hold a surveyor or professional engineer (architecture department, urban and regional planning) qualification and have completed Similar Business on or after April 1, 2023. (4) The business personnel must have completed Similar Business on or after April 1, 2023. Tender Method: Mail-in Tender / Lump Sum / Number of Bids: 2 times. * For details, refer to the "Kawagoe Town Mail-in Tender Manual." Bid Participation Application Acceptance Period: From the date of this announcement until August 24, Reiwa 8, noon (must arrive by this date). Method: Mail or in-person submission to the Kawagoe Town Hall, General Affairs Division. Documents to Submit: a. General Competitive Tender Participation Qualification Confirmation Application (designated form, hereinafter referred to as "Application"). b. Copy of documents certifying completion of Similar Business as a prime contractor on or after April 1, 2016. c. Copy of documents certifying Privacy Mark or ISMS (Information Security Management System) certification. d. Copy of qualification certificate for the person scheduled to be assigned as business manager (surveyor or professional engineer (architecture department, urban and regional planning)), and documents confirming performance record of Similar Business on or after April 1, 2023, and their involvement in said business (copies of specifications, organizational charts, etc.). e. Documents confirming performance record of Similar Business on or after April 1, 2023, and involvement in said business (copies of specifications, organizational charts, etc.) for the person scheduled to be assigned as business personnel. Inquiries: If you have any questions regarding this tender, please prepare the designated inquiry form and submit it as follows: (1) Acceptance Period: From the date of announcement until August 25, noon (must arrive by this date). (2) Submission Method: Submit by mail or email to the Kawagoe Town Hall, Disaster Prevention and Safety Division. If submitting by email, attach the inquiry form and contact the submission destination by phone after sending the email to confirm arrival. Responses will be published on the town's website from August 27, Reiwa 8, noon. Individual responses to inquiries will not be provided. Inquiries or objections regarding responses will not be accepted. Notification of Bid Participation Qualification Confirmation Results: Only those deemed ineligible will be contacted by phone on August 26, Reiwa 8. No notification will be sent to those deemed eligible. Bid Submission Deadline: September 3, Reiwa 8, 4:30 PM (must arrive by this date). * There may be announcements regarding inquiry responses, etc. Please check the town's website before mailing. Bid Opening Date and Time: September 4, Reiwa 8, 9:00 AM. Bid Opening Location: Kawagoe Town Hall, 3rd Floor, Conference Room 302. Bid Security: Exempt. Contract Security: Exempt. Estimated Price: Not disclosed. Minimum Reserve Price: None. Payment Terms: (1) Advance Payment: None. (2) Partial Payment: None. (3) Provisional Payment: None. (4) Other: Payment will be made in full within 30 days after all work is completed, inspected and approved, and an appropriate payment request is received from the contractor. Other: None. 2. Qualification Requirements for Bidders: ① Must meet all the requirements listed in Item 1 regarding participation. ② Must not fall under the provisions of Article 167-4 of the Local Autonomy Act (Order No. 16 of 1947). ③ Must be registered in the list of competitive tender participants. ④ Must not be under a suspension of qualification (designation) by Kawagoe Town from the date of announcement to the bid date, nor be within the period of such suspension. ⑤ Must not have a significantly unsound financial condition, such as being subject to a transaction suspension order from a clearinghouse. ⑥ No capital or personnel relationship between participants in the same tender. 3. Bid Participation Qualification Confirmation Results: (1) Those wishing to participate in the general competitive tender must submit the General Competitive Tender Participation Qualification Confirmation Application for this project (hereinafter referred to as "Application") and related documents within the bid participation application acceptance period, and undergo confirmation of bid participation qualifications. (2) Those deemed ineligible will be notified by phone on the second day after the bid participation application acceptance period ends (or the next business day if it is a closing day). No notification will be sent to those deemed eligible. (3) Those deemed ineligible may request an explanation in writing within two days from the date of receiving the ineligibility notification. (4) The reason will be answered in writing within three days from the last day of the period for requesting an explanation. 4. Bid Form Matters: (1) The town's designated form must be used for the bid form. (2) The determined amount will be the amount written on the bid form plus the amount equivalent to consumption and local consumption tax (if there is a fraction of less than 1 yen, it will be rounded down). Therefore, bidders must write on the bid form the amount obtained by subtracting the consumption and local consumption tax equivalent from the estimated contract desired amount, regardless of whether they are a taxable or tax-exempt business for consumption and local consumption tax. (3) The bid form must be placed in an envelope (optional), sealed, and the bid opening date, project name, bidder's name (or company name), and address must be written on it. 5. Invalid Bids: In addition to the provisions of Article 82 of the Regulations, any bid falling under any of the following items is invalid: (1) A bid submitted by a person who does not have the qualification to participate in the tender. (2) A bid form with corrected amounts. (3) A bid that falls under the invalid bid reasons in the "Kawagoe Town Mail-in Tender Manual." (4) Other violations of conditions previously instructed by the Mayor. 6. Disqualified Bids: A bidder will be disqualified if any of the following apply: (1) For projects with a minimum reserve price, the bid amount is below the minimum reserve price. (2) The bid amount is equal to or higher than the lowest amount in the previous bid. (3) For projects where the estimated price is publicly announced in advance, the bid amount is higher than the estimated price. (4) Failure to submit the bid form by the specified date or deadline. 7. Tender Suspension, etc.: (1) If it is determined that the tender cannot be executed due to natural disasters or other unavoidable reasons, the tender will be postponed or canceled. (2) Expenses incurred due to postponement or cancellation of the tender will be borne by the prospective bidders. 8. Other: (1) Expenses required for preparing documents are the responsibility of the prospective bidders. (2) Changes, exchanges, or withdrawals of bid forms and documents once submitted are not permitted. Submitted documents will not be returned. (3) If you wish to withdraw your bid, please submit a bid withdrawal notice (town-designated form) to the Kawagoe Town Hall, General Affairs Division, by the bid opening date or a date designated by the Mayor. 9. Contact Information: ○ Regarding Specifications, etc.: Kawagoe Town Hall, Disaster Prevention and Safety Division, 1-1-1 Toyoda Isshiki, Kawagoe-cho, Higashi-gun, Mie Prefecture, 510-8588. Phone: 059-366-7120, FAX: 059-364-2568, Email: k-anzen@town.kawagoe.mie.jp ○ Regarding Tenders: Kawagoe Town Hall, General Affairs Division, 1-1-1 Toyoda Isshiki, Kawagoe-cho, Higashi-gun, Mie Prefecture, 510-8588. Phone: 059-366-7113, FAX: 059-364-2568, Email: k-soumu@town.kawagoe.mie.jp Kawagoe Town Vacant House and Other Property Survey Business Consignment Specifications - Page 1 - Kawagoe Town Vacant House and Other Property Survey Business Consignment Specifications (Scope of Application) Article 1: These specifications apply to the "Kawagoe Town Vacant House and Other Property Survey Business" (hereinafter referred to as "the Business") commissioned by Kawagoe Town (hereinafter referred to as "the Contracting Party"). (Business Purpose) Article 2: The purpose of this business is to conduct on-site surveys of vacant houses and other properties within Kawagoe Town, accurately grasp the number, condition, and distribution of vacant houses and other properties, and to create a database of the results, thereby promoting measures for vacant houses and other properties by encouraging owners to utilize and properly manage them, serving as basic data for such promotion. (Definition of Terms) Article 3: In these specifications, terms are defined as follows: (1) Vacant House and Other Property: Refers to a building or its attached structure located within Kawagoe Town that is habitually not used for residence or other purposes, and its site (including standing trees and other objects fixed to the land). However, this excludes properties owned or managed by the national government or local public bodies. (2) Specifically Vacant House and Other Property: Refers to vacant houses and other properties within Kawagoe Town that, if left as they are, pose a risk of collapse or other significant safety hazards, or pose a significant sanitary hazard, or are in a state that significantly detracts from the scenery due to improper management, or are otherwise deemed inappropriate to leave unattended for the preservation of the surrounding living environment. (3) Neglected Vacant House and Other Property: Refers to vacant houses and other properties within Kawagoe Town that are in a state where, if left as they are, they are likely to become Specifically Vacant Houses and Other Properties due to improper management. (Business Target Area) Article 4: The target area for this business is the entire area within Kawagoe Town. (Survey Target) Article 5: The survey target for this business is vacant houses and other properties (referring to those used for residence, excluding villas, rental properties, properties for sale, offices, warehouses, sheds, etc.) of detached houses and houses combined with shops located within Kawagoe Town. However, for apartment buildings and condominiums, if all units are unoccupied, they will be considered vacant houses and other properties and included in the survey target. Kawagoe Town Vacant House and Other Property Survey Business Consignment Specifications - Page 2 - (Consignment Period) Article 6: The consignment period for this business shall be from the contract signing date until February 26, Reiwa 9 (Friday). (Conforming Laws and Regulations, etc.) Article 7: In addition to the provisions of these specifications, the implementation of this business shall conform to the following laws and regulations, etc.: (1) Act on Promotion of Measures to Address Vacant Houses, etc. (2) Guidelines for Proper Implementation of Measures for Neglected Vacant Houses and Other Properties and Specifically Vacant Houses and Other Properties (Revised December 13, Reiwa 5, Ministry of Land, Infrastructure, Transport and Tourism). (3) Manual for Vacant House Surveys in Local Governments (June, Reiwa 24, Ministry of Land, Infrastructure, Transport and Tourism, Housing Bureau). (4) Survey Act. (5) Act on the Protection of Personal Information. (6) Kawagoe Town Ordinance on the Enforcement of the Act on the Protection of Personal Information. (7) Other relevant laws and regulations, etc. (Documents to be Submitted) Article 8: Prior to commencing the business, the contractor shall submit the following documents to the contracting party and obtain approval: (1) Business Commencement Notification. (2) Work Progress Schedule. (3) Business Implementation Plan. (4) Business Manager and Personnel Notification. (5) Copy of Privacy Mark or ISMS (Information Security Management System) Registration Certificate. (6) Other documents deemed necessary by the contracting party for business operations. (Implementation System) Article 9: To ensure the smooth progress of this business, the contractor shall assign a business manager to handle all technical matters and appropriately manage the work progress, business implementation plan, and safety measures. The contractor shall also ensure appropriate personnel allocation for each task and establish an implementation system. (Lending and Return of Materials) Article 10: The contracting party shall lend the following materials to the contractor to the extent necessary for this business: (1) Existing vacant house and other property information. (2) Other materials deemed necessary by the contracting party for business operations (however, only those that can be provided in consultation with the relevant department). 2. The contractor shall not use the lent materials for purposes other than this business, or provide them to third parties without the approval of the contracting party. 3. The contractor shall not copy or reproduce the lent materials without the approval of the contracting party. 4. Upon completion of the business, the contractor shall promptly return the lent materials to the contracting party. Duplicated materials shall be disposed of after the completion of the business. (Protection of Personal Information) Article 11: When handling personal information acquired or lent by the contracting party in the course of performing this business, the contractor must handle it appropriately in accordance with the Act on the Protection of Personal Information and the Kawagoe Town Ordinance on the Enforcement of the Act on the Protection of Personal Information. 2. The contractor shall establish the necessary system to prevent leakage, loss, or damage of personal information handled in this business, and for the proper management of personal information. 3. The contractor shall not use personal information handled in this business for purposes other than this business, or provide it to third parties. 4. Upon completion of this business, the contractor shall return personal information lent by the contracting party and personal information acquired in the course of this business to the contracting party, or dispose of it in accordance with the instructions of the contracting party. 5. In the event of an accident involving leakage, loss, or damage of personal information, the contractor shall immediately report it to the contracting party and take necessary measures in accordance with the instructions of the contracting party. (Ownership of Copyright) Article 12: The copyright of the results of this business shall belong to the contracting party, excluding parts already owned by the contractor and rights belonging to third parties. The contractor shall not disclose, use, reproduce, or lend them to others without the approval of the contracting party. 2. When using third-party copyrighted works (including residential maps, etc.), the contractor shall be responsible for obtaining the necessary usage permission and shall not infringe upon third-party copyrights. (Confidentiality) Article 13: The contractor shall not disclose information obtained in the course of performing this business to third parties without the approval of the contracting party. This shall also apply after the completion of this business. (Inspection) Article 14: Upon completion of the business, the results shall be submitted to the contracting party and undergo inspection by the contracting party. 2. If the inspection reveals any non-conformities, the contractor shall promptly make corrections at their own expense and responsibility, and undergo re-inspection by the contracting party. (Defects in Results) Article 15: If defects are found in the results after delivery, the contractor shall take necessary measures in accordance with the instructions of the contracting party. The contractor shall bear the costs of rectifying defects. Kawagoe Town Vacant House and Other Property Survey Business Consignment Specifications - Page 3 - (Damages) Article 16: The contractor shall be responsible for compensating for damages caused to third parties during the execution of this business or damages caused to the contracting party due to this business. However, this shall not apply in cases attributable to the contracting party. 2. If an accident occurs during the execution of this business, the contractor shall promptly report it to the contracting party and consult with the contracting party regarding the response.