Bidding Information for Outsourcing of Election Gazette Publication Work (City Council)

Saitama City Public Announcement No. 1216 Public Notice is hereby given for general competitive bidding for the "Outsourcing of Election Gazette Publication Work (City Council)" in accordance with the provisions of Article 167-6 of the Local Autonomy Act (Reiwa 22, Order No. 16) (hereinafter referred to as the "Order"). Reiwa 8, July 24th Hayato Shimizu, Mayor of Saitama City 1. Matters for Competitive Bidding: (1) Title: Outsourcing of Election Gazette Publication Work (City Council) (2) Performance Location: 6-4-4 Tokiwa, Urawa Ward, Saitama City, etc. (3) Scope of Work: As per the bidding documents. (4) Performance Period: From the date of contract signing to April 16th, Reiwa 9. 2. Matters Concerning Eligibility for Competitive Bidding: Those wishing to participate in this bid must meet all of the following requirements. (1) As of the announcement date of this bid, must be listed in the "Printing" industry category and business item list of the Reiwa 7/8 Saitama City Competitive Bidding Participant Qualification Register (Goods, etc.) (hereinafter referred to as the "Register"). (2) Must not fall under any of the following: A. Persons who lack the capacity to conclude a contract, except in special circumstances, persons for whom bankruptcy proceedings have been commenced and who have not had their rights restored, and persons falling under any of the items in Paragraph 1 of Article 32 of the Act on Prevention of Unjustifiable Acts by Violent Group Members (Reiwa 3, Law No. 77). B. Persons who have been prohibited from participating in general competitive bidding by Saitama City in accordance with the provisions of Paragraph 2 of Article 167-4 of the Order. (3) Must not be currently subject to a suspension of bidding participation under the "Saitama City Guidelines for Suspension of Bidding Participation for Goods Delivery, etc., and Outsourcing Work" (Reiwa 19, Saitama City Ordinance) or exclusion from bidding under the "Saitama City Guidelines for Exclusion of Violent Groups from Contracts Concluded by Saitama City" (Reiwa 13, Saitama City Ordinance) during the period from the announcement date of this bid to the bid opening date. (4) As of the bid opening date, must not be a person for whom a petition for commencement of rehabilitation proceedings has been filed under the Corporate Rehabilitation Law (Reiwa 14). However, this does not apply to persons for whom a decision to commence rehabilitation proceedings has been made. (5) As of the bid opening date, must not be a person for whom a petition for commencement of rehabilitation proceedings has been filed under the Civil Rehabilitation Law (Reiwa 11). However, this does not apply to persons for whom a decision to commence rehabilitation proceedings has been made. (6) Must have at least one track record of printing election gazettes or similar printed materials (such as public relations papers issued by national or local governments) of 500,000 copies or more per contract between Reiwa 27 and Reiwa 8. (7) Must have a printing facility and the printing machines to be used for this work located within 60 minutes by car (using general roads) from Saitama City Hall. 3. Method of Bidding Procedures: This bid will be conducted through the Saitama Prefecture Electronic Bidding Joint System (hereinafter referred to as the "Electronic Bidding System") in accordance with the "Saitama City Goods Procurement, etc., Electronic Bidding Operation Standards" (Reiwa 7, Saitama City Ordinance). Those who have obtained an electronic certificate (IC card) usable with the Electronic Bidding System and have completed user registration for the Electronic Bidding System shall participate in the bidding through the Electronic Bidding System. 4. Distribution of Bidding Documents: Will be posted on the Bidding Information Disclosure System and the Saitama City website. https://www.city.saitama.lg.jp/005/001/017/006/003/p132063.html (1) Distribution Period: From the date of announcement until Monday, Reiwa 8, August 24th (9:00 AM to 4:00 PM, excluding holidays as defined in Article 1 of the Saitama City Holidays Ordinance (Reiwa 13, Saitama City Ordinance No. 2) (hereinafter referred to as "Holidays")). (2) Distribution Fee: Free of charge. 5. Submission of Application for Confirmation of Competitive Bidding Participation: Those wishing to participate in this bid must apply for bidding participation and qualification confirmation review (hereinafter referred to as "Confirmation Review"). Even if listed in the Register, those who have not undergone the Confirmation Review by the bidding date are not eligible to participate in the bid. (1) Submission Documents and Method: As described in the bidding documents. (2) Acceptance Period: From the date of announcement until Monday, Reiwa 8, August 24th (For in-person submissions, 9:00 AM to 4:00 PM, excluding Holidays). 6. Notification of Confirmation of Competitive Bidding Qualification: The results of the competitive bidding qualification confirmation will be delivered via the Electronic Bidding System. For those who cannot be notified via the Electronic Bidding System, delivery will be as follows: (1) Delivery Location: Election Section, Election Administration Committee Secretariat, Saitama City, Tokiwa Kaikan 3rd Floor, 6-4-4 Tokiwa, Urawa Ward, Saitama City. Contact: Election Staff. Phone: 048(829)1773. (2) Delivery Date and Time: Friday, Reiwa 8, August 28th, from 9:00 AM to 4:00 PM. (3) Other: For those requesting delivery by mail, it will be accepted only if requested at the time of document submission in Section 5, by providing a return envelope with a 110-yen stamp. 7. Bidding Procedures, etc.: (1) Bidding Method: Bids shall be for the total amount. When determining the successful bidder, the bid price shall be the amount obtained by adding 10% of the amount stated in the bid form to the said amount (if there is a fraction of less than 1 yen in the said amount, such fraction shall be rounded down). Therefore, bidders shall state in their bid forms an amount equivalent to 100/110 of the estimated amount, regardless of whether they are taxable or exempt business operators for consumption tax and local consumption tax. (2) Bid Submission Method and Period: A. Submission Method: In principle, bids shall be submitted via the Electronic Bidding System. However, if a bidder wishing to participate cannot do so via the Electronic Bidding System, paper bids will be accepted by mail or in person. B. Submission Period: From Tuesday, Reiwa 8, September 1st, to Thursday, Reiwa 8, September 3rd (For in-person submissions, 9:00 AM to 4:00 PM, excluding Holidays. For mail submissions, must arrive within the submission period, sent by registered mail or certified mail). C. Submission Location for Mail or In-Person Bids: Tokiwa Kaikan 3rd Floor, Election Section, Election Administration Committee Secretariat, Saitama City, 6-4-4 Tokiwa, Urawa Ward, Saitama City, 330-9588. (3) Date and Time and Location of Bid Opening: A. Date and Time: Friday, Reiwa 8, September 4th, 10:00 AM. B. Location: Tokiwa Kaikan 3rd Floor, Election Section, Election Administration Committee Secretariat, Saitama City. (4) Bid Bond: Must deposit an amount equal to or greater than 5/100 of the estimated amount. However, it shall be exempt if falling under Article 9 of the Saitama City Contract Regulations (Reiwa 13, Saitama City Ordinance No. 66). (5) Minimum Reserve Price: Will be set. Bidders who submit a bid below the minimum reserve price in the initial bidding will not be eligible to participate in the re-bid. (6) Method of Determining Successful Bidder: The successful bidder shall be the one who submitted the lowest valid bid at a price equal to or greater than the minimum reserve price, within the limit of the estimated price created in accordance with Paragraphs 1 and 2 of Article 11 of the Saitama City Contract Regulations, and based on Paragraphs 4 and 5 of the same Article. (7) Invalid Bids: Bids that fall under Article 13 of the Saitama City Contract Regulations shall be invalid. (8) Department Responsible for Bid Administration: Election Section, Election Administration Committee Secretariat, Saitama City, Tokiwa Kaikan 3rd Floor, 6-4-4 Tokiwa, Urawa Ward, Saitama City. Phone: 048(829)1773 FAX: 048(829)1994. 8. Contract Procedures, etc.: (1) Contract Deposit: Must deposit an amount equal to or greater than 10/100 of the contract amount. However, it shall be exempt if falling under Article 30 of the Saitama City Contract Regulations. (2) Requirement for Contract Creation: Required. (3) Requirement for Resolution: Not required. 9. Other: (1) Submitted applications for confirmation of competitive bidding participation, etc., will not be returned. (2) The language and currency used in this contract shall be limited to Japanese and Japanese currency. (3) Contract terms, etc., can be viewed on the Saitama City website. https://www.city.saitama.lg.jp/005/001/017/009/index.html (4) Details: As per the bidding documents. BIDDING DOCUMENTS Reiwa 8, July 24th Bidding, etc., announced by Saitama City Public Announcement No. 1216 will be conducted in accordance with these bidding documents, in addition to the provisions of relevant laws and regulations. 1. Title: Outsourcing of Election Gazette Publication Work (City Council) 2. Matters Concerning Application for Confirmation of Competitive Bidding Qualification: (1) Submission Method: Submit the Application for Competitive Bidding Participation and Qualification Confirmation together with the Application for Competitive Bidding Participation via the Saitama Prefecture Electronic Bidding Joint System (hereinafter referred to as the "Electronic Bidding System"). Necessary documents for qualification confirmation must be submitted separately within the submission period, in person, by mail, or by email. If the Electronic Bidding System cannot be used, submit together with the Application for Approval of Paper Bidding. (2) Submission Documents: A. Application for Confirmation of Competitive Bidding Qualification, etc. (In principle, submitted via the Electronic Bidding System). B. Application for Approval of Paper Bidding (Submitted only if the Electronic Bidding System cannot be used). C. Documents proving the content specified in Announcement 2(6) (A) Copy of contract (including specifications). (B) Copy of documents confirming contract performance. D. Documents proving the content specified in Announcement 2(7). (3) Submission Period: From the date of announcement until Monday, Reiwa 8, August 24th (For in-person submissions, 9:00 AM to 4:00 PM, excluding Holidays). (4) Submission Location Other Than Electronic Bidding System: Election Section, Election Administration Committee Secretariat, Saitama City, Tokiwa Kaikan 3rd Floor, 6-4-4 Tokiwa, Urawa Ward, Saitama City, 330-9588. TEL: 048-829-1773 (Direct line) FAX: 048-829-1994 Email: senkyo@city.saitama.lg.jp 3. Method for Inquiries Regarding Specifications: (1) Submission Method: Conducted via the Electronic Bidding System. If the Electronic Bidding System cannot be used, submit the inquiry form by email. (2) Submission Location Other Than Electronic Bidding System: Same as 2.(4). (3) Acceptance Period: From the date of announcement until Monday, Reiwa 8, August 24th (For in-person submissions, 9:00 AM to 4:00 PM, excluding Holidays). (4) Response Method: Will be posted on the Electronic Bidding System by Friday, Reiwa 8, August 28th. If the Electronic Bidding System cannot be used, responses will be provided by email. 4. Matters Concerning Bid Bond: (1) Bid Bond Payment Deadline: Thursday, Reiwa 8, September 3rd. (2) Bid Bond Payment Location: Financial institution designated by Saitama City. (3) Other: Those required to pay a bid bond must pay an amount equal to or greater than 5/100 of the estimated amount using the payment notice issued by the City by the bidding date, and submit a copy of the payment notice/receipt (stamped by the City's designated financial institution) by the payment deadline. For mail submissions, place in the same envelope as the bid form and submit. 5. Matters Concerning Exemption from Bid Bond Payment: (1) If a bidder wishing to participate in competitive bidding falls under any of the following, the bid bond payment will be exempted. A. Persons who have concluded two or more contracts of similar type and scale with national or local governments in the past two years and have fulfilled them all faithfully. B. When a bid bond insurance contract with Saitama City as the insured has been concluded with an insurance company. (2) If applying for exemption from bid bond payment, submit the Bid Bond Exemption Application Form with the following documents attached by 4:00 PM on Monday, Reiwa 8, August 24th. A. If falling under A of (1): Copy of contract(s) and copy of performance certificate(s) for contracts fulfilled on or after April 1st, Reiwa 6 (for two cases). B. If falling under B of (1): Original bid bond insurance policy. (3) Submission Period: From the date of announcement until Monday, Reiwa 8, August 24th (For in-person submissions, 9:00 AM to 4:00 PM, excluding Holidays). (4) Submission Location Other Than Electronic Bidding System: Same as 2.(4). 6. Matters Concerning Bidding and Bid Opening: (1) Minimum Reserve Price: Will be set. (2) Method of Determining Successful Bidder: The successful bidder shall be the one who submitted the lowest valid bid at a price equal to or greater than 110/100 of the minimum reserve price, within the limit of 110/100 of the estimated price. Therefore, bidders shall state in their bid forms an amount equivalent to 110/100 of the estimated amount, regardless of whether they are taxable or exempt business operators for consumption tax and local consumption tax. (3) Re-bidding: If no successful bidder is found in the initial bidding, a re-bid will be held at a new date and time. Only those who participated in the initial bidding are eligible to participate in the re-bid. However, those who submitted an invalid bid in the initial bidding cannot participate in the re-bid. Re-bidding will be conducted once. If no bid is submitted by the deadline for the re-bid, it will be treated as a withdrawal. (4) Bidder Attendance at Bid Opening: As bidding is conducted via the Electronic Bidding System, bidder attendance is not permitted. (5) Bid Opening Results: The successful bidder will be notified via the Electronic Bidding System on the bid opening date. If the Electronic Bidding System cannot be used, notification will be sent individually. Bid opening results will be posted on the Bidding Information Disclosure System at a later date. 7. Other Necessary Matters: (1) Bidding Method: A. Record the bid amount using the Electronic Bidding System. If paper bidding is to be conducted due to unavoidable circumstances preventing the use of the Electronic Bidding System, submit an "Application for Approval of Paper Bidding" in advance. B. For paper bids, use the City-designated bid form and place it in an envelope labeled "To the Mayor of Saitama City", "Bid Item Name", "Bid Opening Date and Time", and "Bidder Name". If a proxy submits the bid form in person, a letter of proxy must be submitted. For mail-in bids, use a double envelope, clearly mark "Bid Form Enclosed" in red on the outer envelope, and send by registered mail. (2) Contract Procedures, etc.: Contract Estimated Date: Thursday, Reiwa 8, October 1st. (3) Handling of Company Name or Representative Changes, etc., in the Electronic Bidding System: If the information in the electronic certificate needs to be changed (re-issued) due to changes in company name or representative, and it cannot be completed in time, or if the information in the electronic certificate differs from the registered content in the competitive bidding participant qualification register, please submit a paper bid. Election Gazette Publication Work (City Council) Specifications For the publication of the election gazette for the Reiwa 9 Saitama City Council general election, the following four tasks will be outsourced.