Contract for Influenza and Novel Coronavirus Infection Prevention Vaccination Notification Creation Services

Contract for Influenza and Novel Coronavirus Infection Prevention Vaccination Notification Creation Services
Kasumigaura City Announcement No. 23: We will conduct a general competitive bidding (hereinafter referred to as "bidding"), and hereby announce as follows in accordance with the provisions of Article 167-6, Paragraph 1 of the Local Autonomy Act (Showa 22, Cabinet Order No. 16). June 26, Reiwa 8: Ken Miyajima, Mayor of Kasumigaura City: 1. Matters for Bidding: (1) Title: Contract for Influenza and Novel Coronavirus Infection Prevention Vaccination Notification Creation Services (2) Location: Kasumigaura City Health Center (3) Outline: Creation of Influenza and Novel Coronavirus Infection Prevention Vaccination Notification Forms, etc. (including enclosing and sealing) (4) Period: From the day after the contract date to September 30, Reiwa 8 (5) Estimated Price: 2,453,600 Yen (excluding consumption tax and local consumption tax): 2. Minimum Reserve Price: Not set: 3. Eligibility Requirements for Bidders: (1) Must have been certified as eligible for competitive bidding for goods and services in Kasumigaura City for Reiwa 7 and 8. (2) Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act, nor be subject to bidding restrictions by Kasumigaura City based on the provisions of Paragraph 2 of the same Article. (3) Bidders must not have been subject to any disqualification measures based on the Kasumigaura City Construction Contract Bidder Nomination Suspension etc. Measures Ordinance (March 28, Reiwa 17, Announcement No. 148) during the period from the date of the bidding announcement to the date of bid opening. (4) Must not be a party for whom a petition for commencement of rehabilitation proceedings has been filed under the Company Rehabilitation Law (Reiwa 14, Law No. 154) or a petition for commencement of rehabilitation proceedings has been filed under the Civil Rehabilitation Law (Reiwa 11, Law No. 225). (Excluding those who have re-obtained eligibility for bidding after the confirmation of the rehabilitation plan or the rehabilitation plan). (5) Must not be a member of a violent group as defined in Article 7 of the Kasumigaura City Anti-Violent Group Ordinance, or a person having socially reprehensible relations with a violent group or its members. (6) Must not fall under the provisions of Article 4, Paragraph 1 of the Kasumigaura City Council Members' Political Ethics Ordinance. (7) If a bidder loses eligibility for bidding before the bid opening, they shall not be allowed to participate in the bid. 4. Viewing of Design Documents (including drawings) and Inquiries: Materials necessary for quotation preparation can be accessed from the Kasumigaura City website. If design documents cannot be viewed from the city website, they can be viewed upon request. (1) Design Document Viewing Acceptance Deadline: From 9:00 on June 26, Reiwa 8 to 16:00 on July 15, Reiwa 8 (excluding closing days). Viewing Location: Kasumigaura City Hall, Citizen Service Center (Central Building), Accounting Department, Accounting Division. (2) Inquiry Acceptance Deadline for Design Documents: From 9:00 on June 26, Reiwa 8 to 16:00 on July 3, Reiwa 8 (excluding closing days). Application Method: Electronic application (Ibaraki Electronic Application/Notification Service). After applying, please contact the Accounting Division (Contract Representative) of the Accounting Department by phone for confirmation. (3) Responses to (2): Will be posted on the "Bidding/Contracts" section of the Kasumigaura City website from July 7, Reiwa 8. 5. Bidding Method, etc.: (1) Bidding Method: Mail bidding (by registered mail, simple registered mail, or certified mail). (2) Bid Form: Use the designated bid form. (3) Bid Envelope: Use the envelope of the designated format (posted in the "Announcements" section of "Bidding/Contracts" on the city website under "Implementation of General Competitive Bidding (Mail Bidding)"). *Write "Hold at Ishioka Post Office, Japan Post Co., Ltd." on the front of the envelope. (4) Submission of Cost Breakdown: Submit the cost breakdown by mail along with the bid form. (Company name must be clearly stated.) *The cost breakdown should be prepared in accordance with the specifications provided on the city website. (5) Bid Submission Method: Bids received and stored at the Ishioka Post Office by 12:00 (noon) on July 15, Reiwa 8 (by registered mail, simple registered mail, certified mail, or recorded delivery mail) will be considered valid. Bidders must submit their bids so that they are processed by the Ishioka Post Office by the aforementioned date and time. *Please confirm the storage period with the Ishioka Post Office when submitting your bid. *You can check the delivery status of your mail on the Japan Post website using the "Mail Tracking Service" (an "inquiry number" is required to use the Mail Tracking Service). (6) In the event of unavoidable circumstances, the bidding may be suspended or postponed. (7) The bid form must state the amount equivalent to 100/110 of the estimated contract amount, regardless of whether the bidder is a taxable or tax-exempt business regarding consumption tax and local consumption tax. 6. Bidding (Bid Opening): (1) Bidding (Bid Opening) Date and Time: July 16, Reiwa 8, 14:00. (2) Bidding (Bid Opening) Location: Kasumigaura City Hall, Citizen Service Center (Central Building), Conference Room. (3) Attendance at Bidding (Bid Opening): If you wish to attend, please submit the Bid Opening Attendance Notification Form (Form No. 6) by FAX to the Accounting Division (Contract Representative) by 15:00 on the day before the bid opening. 7. Method of Determining Successful Bid Candidate: (1) The bidder who submits the lowest bid within the limit of the estimated price shall be the successful bid candidate. (2) If there are two or more bidders who submit the same lowest bid, the successful bid candidate and the next ranked bidder (hereinafter referred to as "next ranked bidder") shall be determined by lottery in accordance with Article 167-9 of the Local Autonomy Act. 8. Submission of Documents Certifying Bidding Eligibility: The successful bid candidate must submit documents certifying their bidding eligibility as follows. (1) Submission Deadline: July 17, Reiwa 8, 15:00. However, the deadline for the next ranked bidder shall be the date specified by the city. (2) Submission Location: Kasumigaura City Hall, Accounting Department, Accounting Division (Contract Representative). (3) Submission Method: By FAX. (After sending, please contact the Accounting Division (Contract Representative) by phone.) (4) Documents to Submit: - Application for Electronic Contract Use (only if you wish to conclude the contract by electronic contract) - Other necessary documents as deemed appropriate. 9. Method of Determining Successful Bidder: (1) The bidding eligibility of the successful bid candidate will be examined based on the submitted documents certifying bidding eligibility. (2) Those who are recognized as eligible for bidding as a result of the bidding eligibility examination will be the successful bidders. (3) If a bidder is found to be ineligible for bidding as a result of the bidding eligibility examination, the next ranked bidder will be designated as the successful bid candidate, and their eligibility will be examined again. This examination will continue until a successful bidder is determined. 10. Bid Bond and Contract Deposit: (1) Bid Bond: Exempt. (2) Contract Deposit: Exempt. 11. Payment Terms: (1) Advance Payment: None. (2) Partial Payment: None. 12. Invalid Bids: Bids falling under any of the following categories will be deemed invalid, and if the bidder of an invalid bid is designated as the successful bidder, the bid award will be revoked. However, if the seal is omitted, the bid will be valid if the names and contact information of the person responsible and the person in charge are written in the margin. (1) Bids submitted by those found to be ineligible for bidding during the bidding eligibility examination. (2) Bids containing false information. (3) Bids resulting from collusion or other fraudulent acts. (4) Bids submitted by the same party more than once. (5) Bids that were not received and stored by the Ishioka Post Office by the deadline. (6) Bids submitted with altered bid amounts. (7) Bids where the bidder's name, seal, bid amount, or other important characters are omitted or unclear and cannot be confirmed. (8) Bids with amounts exceeding the estimated price. (9) Bids with amounts below the minimum reserve price. (10) Bids without a submitted cost breakdown. (11) Bids where the cost breakdown amount differs from the bid amount. (12) Bids where any of the following relationships exist between bidders: a) In terms of capital relationship, a parent-subsidiary relationship. b) In terms of capital relationship, a relationship between subsidiaries with the same parent company. c) In terms of personnel relationship, an officer of one company concurrently serves as an officer of the other company. d) In terms of personnel relationship, an officer of one company concurrently serves as a trustee of the other company. e) Other capital or personnel relationships that can be considered equivalent to a) through d). 13. Other: (1) A contract document will be required for the contract. Kasumigaura City Specifications: 1. Title: Contract for Influenza and Novel Coronavirus Infection Prevention Vaccination Notification Creation Services 2. Contract Period: From the day after the contract date to September 30, Reiwa 8. 3. Outline of Consignment Work: To carry out Influenza and Novel Coronavirus Infection Prevention Vaccination, create notification forms and pre-vaccination questionnaires, print data provided by the city onto the questionnaires, and perform enclosing and sealing work. 4. Details of Consignment Work: (1) Create Influenza and Novel Coronavirus Infection Prevention Vaccination Explanation Forms and List of Cooperating Medical Institutions, and fold them so as not to interfere with enclosing and sealing. ① Influenza: For ages 1 to 9th grade of compulsory education (equivalent to 3rd year of junior high school). a) Specifications: A4 size, high-quality paper, double-sided black and red printing. b) Number of copies: Approx. 3,600 copies. c) Front: Influenza Vaccination Notification/Explanation Form. Back: List of Cooperating Medical Institutions. ② Influenza: For the elderly. a) Specifications: A4 size, high-quality paper, double-sided black and red printing. b) Number of copies: Approx. 13,400 copies. c) Front: Influenza Vaccination Notification/Explanation Form. Back: List of Cooperating Medical Institutions. ③ Novel Coronavirus Infection: a) Specifications: A4 size, high-quality paper, double-sided black and red printing. b) Number of copies: Approx. 13,400 copies. c) Front: Novel Coronavirus Infection Vaccination Notification/Explanation Form. Back: List of Cooperating Medical Institutions. (2) Create Pre-vaccination Questionnaires: Create three types of pre-vaccination questionnaires (Influenza: For ages 1 to 9th grade of compulsory education (equivalent to 3rd year of junior high school), Influenza: For the elderly, Novel Coronavirus Infection) and fold them so as not to interfere with enclosing and sealing. ① Influenza: For ages 1 to 9th grade of compulsory education (equivalent to 3rd year of junior high school). Kasumigaura City. a) Specifications: A4 size, 2-part copy, 2-color printing. 5mm orange border around the edges. b) Number of copies: Approx. 3,600 copies. ② Influenza: For the elderly. a) Specifications: A4 size, 3-part copy, 2-color printing. 5mm light blue border around the edges. The 1st and 2nd copies are pre-vaccination questionnaires, and the 3rd copy is the vaccination certificate. The blank space on the 3rd copy will be treated to prevent copying. b) Number of copies: Approx. 13,400 copies. ③ Novel Coronavirus Infection: a) Specifications: A4 size, 3-part copy, 2-color printing. 5mm yellow border around the edges. The 1st and 2nd copies are pre-vaccination questionnaires, and the 3rd copy is the vaccination certificate. The blank space on the 3rd copy will be treated to prevent copying. b) Number of copies: Approx. 13,400 copies. (3) Create Envelopes for Mailing: ① Influenza: For ages 1 to 9th grade of compulsory education (equivalent to 3rd year of junior high school). a) Specifications: Nagagata 3 size, white surface (processed to be opaque), 2-color printing (black and blue), with cellophane window (indicating postage paid, special local mail, vaccination notice, city emblem, address and phone number of Kasumigaura City Health Center). b) Number of copies: Approx. 3,600 copies. ② Influenza: For the elderly, Novel Coronavirus Infection. a) Specifications: Nagagata 3 size, brown surface (processed to be opaque), 2-color printing (black and blue), with cellophane window (indicating postage paid, special local mail, vaccination notice, city emblem, address and phone number of Kasumigaura City Health Center). b) Number of copies: Approx. 13,400 copies. (4) Pre-vaccination Questionnaire Data Printing Specifications: ① Influenza: For ages 1 to 9th grade of compulsory education (equivalent to 3rd year of junior high school). a) Number of printouts: Approx. 3,500 sheets. b) Work content: Based on the electronic data provided by Kasumigaura City, extract target individuals and print them on the pre-vaccination questionnaires created in (2)①. (Postal code, address, name (including furigana), date of birth, barcode (created from individual code), postal code (created from address information)). *For special local sorting, printing will be done in order of the special local post office. ② Influenza: For the elderly. a) Number of printouts: Approx. 13,300 sheets. b) Work content: Based on the electronic data provided by Kasumigaura City, extract target individuals and print them on the pre-vaccination questionnaires created in (2)②. (Postal code, address, name (including furigana), date of birth, barcode (created from individual code), postal code (created from address information)). *For special local sorting, printing will be done in order of the special local post office. ③ Novel Coronavirus Infection: a) Number of printouts: Approx. 13,300 sheets. b) Work content: Based on the electronic data provided by Kasumigaura City, extract target individuals and print them on the pre-vaccination questionnaires created in (2)③. (Postal code, address, name (including furigana), date of birth, barcode (created from individual code), postal code (created from address information)). *For special local sorting, printing will be done in order of the special local post office. (5) Enclosing and Sealing: ① Influenza: For ages 1 to 9th grade of compulsory education (equivalent to 3rd year of junior high school). a) Enclose the pre-vaccination questionnaires printed in (4)① and the Influenza Vaccination Notification/Explanation Form and List of Cooperating Medical Institutions from (1)① into the mailing envelopes created in (3)①, and perform enclosing and sealing work. b) Work will be performed for each special local post office. Deliveries will be sorted by name (furigana). Please sort into three types by postal code. ② Influenza: For the elderly, Novel Coronavirus Infection. a) Enclose the pre-vaccination questionnaires printed in (4)② and the Influenza Vaccination Notification/Explanation Form and List of Cooperating Medical Institutions from (1)②, as well as the pre-vaccination questionnaires printed in (4)③ and the Novel Coronavirus Infection Vaccination Notification/Explanation Form and List of Cooperating Medical Institutions from (1)③, into the mailing envelopes created in (3)②, and perform enclosing and sealing work. b) Work will be performed for each special local post office. Deliveries will be sorted by name (furigana). Please sort into three types by postal code. Kasumigaura City: 5. Consignment Conditions: (1) The contractor and its employees shall fully comply with ordinances, regulations, and other relevant laws and regulations when carrying out the consigned work. (2) The contractor shall store the electronic data provided by Kasumigaura City with the diligence of a good manager, and shall not use, lend, or copy the data for any purpose other than the consigned work. (3) The contractor shall process personal information obtained through this work themselves and shall not entrust such processing to a third party. (4) The contractor shall not disclose any information obtained through the performance of the consigned work to any third party. (5) The contractor shall secure spare paper for printing. (6) Exercise utmost care to prevent data omission or mixing during enclosing. 6. Delivery: (1) Deliver to Kasumigaura City Health Center by September 14, Reiwa 8. (2) Output a list of eligible individuals (sorted by date of birth) and deliver it. (3) Sort the enclosed and sealed envelopes by designated post office (3 offices) and indicate the postal code of the enclosed items. Attach a summary table of the sorted items. 7. Other: ...