Yamaguchi Information Art Center Laptop Purchase Project

Yamaguchi Information Art Center Laptop Purchase Project Mayor of Yamaguchi City, Kazuki Ito Outline of Order Eligibility Requirements for Bidders (All of the following requirements must be met.) Reiwa 8 (2026), September 9 Yamaguchi Information Art Center (Yamaguchi City, Nakazono-cho area) Performance Period (For the start date, if the day after the contract date is a non-business day, it shall be the next non-business day.) Bidders shall read the Yamaguchi City Competition Bidding Participant's Handbook (hereinafter referred to as "Participant's Handbook") and the bidding conditions carefully before bidding. In accordance with the provisions of Article 167-6, Paragraph 1 of the Local Autonomy Act (Cabinet Order No. 16 of 1947), the following is hereby announced regarding the necessary qualifications for participating in the conditional general competitive bidding for the following contract, as well as the location and time of the bid and other necessary matters. As of the day before the announcement date, the bidder must possess the bidding qualifications stipulated in the Public Notice on Bidding Qualifications and Registration for Contracts for Goods and Services, etc. (Yamaguchi City Public Notice No. 175 of December 3, Reiwa 6 (2024)) for the following business categories. Competition Bidding Qualification Registration "003 Telecommunications Equipment" category, "005 Personal Computers and Network Equipment" As of the day before the announcement date, the bidder must be a local company (meaning a company with its head office in Yamaguchi City, limited to those registered as "local" in the competition bidding qualification registration). Registered Business Category From the day after the contract date to Reiwa 9 (2027), March 30 Performance Location Title: Yamaguchi Information Art Center Laptop Purchase Project To be announced after the fact. To be announced after the fact. Not applicable. Bid comparison price Estimated price Type: Goods/Services, etc. Service Overview: Purchase of laptop computers (Mac, Windows) for use at the Yamaguchi Information Art Center. Other detailed matters are as per the specifications. Comprehensive Evaluation Bidding Method Location Bid Announcement (1) The bidder must not fall under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (2) The bidder must not have been subject to a suspension of designation based on the "Yamaguchi City Notice of Suspension, etc. for Bidding Participants" on any day from the announcement date to the bid date (or bid opening date for mail bids). Other - 1 - Bid Announcement Matters Related to Contracts Confirmation of Bidding Qualifications Bid Method, etc. Method for Viewing Design Documents, etc. Exemption Window distribution Viewing Method Bid Security Advance Payment Partial Payment Confirmation Method On the bid date, before the bid starts (Submission of bid qualification confirmation application form is not required, notwithstanding the provisions of Article 4 of the Participant's Handbook). Documents to Submit (To be submitted at the bid venue) If there are no valid bids within the range of the estimated price, and if there are eligible bidders for a re-bid, a re-bid will be held. The total number of bids, including the initial bid and re-bids, shall be up to three. Exemption None Contract Security Deposit Possibility of Electronic Contract This contract can be concluded electronically at the request of the contractor. Procedures for requesting this are stipulated in the bidding conditions. Bid Method Reiwa 8 (2026), September 29 (Tuesday), 2:00 PM Bid Venue Yamaguchi City Hall, 6th Floor, Conference Room 604 (2-1 Kameyamacho, Yamaguchi City) Re-bid Bid Date and Time (3) The bidder must not be subject to commencement of rehabilitation proceedings under the Company Rehabilitation Act (Act No. 154 of 2002) or commencement of reconstruction proceedings under the Civil Reconstruction Act (Act No. 225 of 1999) (excluding those for whom a decision to commence rehabilitation or reconstruction proceedings has been made). (4) There shall be no capital or personnel relationships between bidders participating in the bid. Other On-site bidding - 2 - Bid Announcement Method for Receiving and Responding to Questions Cancellation, Invalidity, and Disqualification of Bids, etc. Bidding Conditions, Contract Terms, etc., and Other Necessary Matters Contact Information, etc. Content of Questions Submission Deadline for Questions Bid results will be posted on the official Yamaguchi City website by noon the day after the bid date. Bidding conditions shall be as set forth in the Participant's Handbook and the attached design documents, etc. Contract terms, bidding guidelines, etc., can be viewed on the official Yamaguchi City website or at the bid execution division window below. Distribution Period and Location (1) Period: From the announcement date to Reiwa 8 (2026), September 28 (Monday) (excluding Saturdays, Sundays, and September 21, 22, 23) From 8:30 AM to 5:15 PM (2) Location: Yamaguchi City Exchange Creation Department, Cultural Exchange Division, Cultural Exchange Section (details below) (1) Bids falling under the provisions of Article 13 of the Participant's Handbook shall be canceled, bids falling under the provisions of Article 11 shall be deemed invalid, and bidders falling under the provisions of Article 12 shall be disqualified, in addition to the provisions of the bidding conditions. (2) The low bid price investigation system and the minimum price restriction system shall not apply to this bid. Response Method Responses will be posted on the official Yamaguchi City website promptly after receipt of the content of the questions, by 5:00 PM on Reiwa 8 (2026), September 18 (Friday). Email: bunka@city.yamaguchi.lg.jp 〒753-8650 2-1 Kameyamacho, Yamaguchi City Yamaguchi City, Exchange Creation Department, Cultural Exchange Division, Cultural Exchange Section Telephone: 083-934-2717 Bid Execution Division Reiwa 8 (2026), September 16 (Wednesday), 5:00 PM Submission Location: Yamaguchi City Exchange Creation Department, Cultural Exchange Division, Cultural Exchange Section (details below) If you have any questions regarding the design documents, please submit a content question form (Participant's Handbook Form No. 2) by email or in person (if by email, please call after sending). - 3 - Bid Announcement (No. 10) R7.2.1- 1 - Bidding Conditions (Goods/Services) [Consumption Tax Rate 10% Applicable] 11 Competition Bidding Participant's Handbook, etc. Bidders shall fully understand the Yamaguchi City Competition Bidding Participant's Handbook (hereinafter referred to as "Participant's Handbook"), bid announcements, etc. (meaning bid announcements, designation notices for designated competitive bidding, and bid explanations. The same applies hereinafter), and design documents, etc. (meaning specifications, this bidding condition, and other documents attached to bid announcements, etc. The same applies hereinafter), and shall act in good faith. For mail bids, the Yamaguchi City Mail Bidding Guidelines and the "Notice of Precautions for Mail Bidding" shall also be fully understood. In the case of general competitive bidding (including conditional general competitive bidding. The same applies hereinafter), bidders must participate in the bid after confirming that they meet the qualifications for participation in bidding as set forth in the bidding announcement and other provisions. Furthermore, in designated competitive bidding, those who do not meet the following requirements must decline the bid. (1) The bidder must not fall under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (2) The bidder must not be subject to commencement of rehabilitation proceedings under the Company Rehabilitation Act (Act No. 154 of 2002) or commencement of reconstruction proceedings under the Civil Reconstruction Act (Act No. 225 of 1999) (excluding those for whom a decision to commence rehabilitation or reconstruction proceedings has been made). (3) There shall be no capital or personnel relationships between bidders participating in the bid (definitions of terms, etc., are as follows, and details are separately posted on the official Yamaguchi City website: "Handling Standards for Capital and Personnel Relationships"). a. "Capital relationship" refers to the relationship between a subsidiary, etc., and a parent company, etc., as defined in the Companies Act, or the relationship between subsidiaries, etc., that share the same parent company, etc. b. "Personnel relationship" refers to the relationship between two companies where an officer, etc. (director, executive officer, business execution member, union director, administrator, etc., excluding outside directors, accounting advisors, auditors, executive officers, etc. The same applies hereinafter) of one company, etc., concurrently holds the position of officer, etc. of the other company, etc. 2 System Guidelines/Manuals and Application Forms Participant's Handbook, system guidelines/manuals related to this bid, and forms for submission documents are posted on the official Yamaguchi City website. Bidders shall download the necessary documents as appropriate for viewing or use. However, if the format of the submission documents is specified in the individual bid announcement or design documents, the specified format shall be used. 3 Design Documents Viewing or Distribution of Design Documents, etc. (1) Viewing Location and Time: As stipulated in the bid announcement, etc. (2) For viewing design documents, etc. posted on the official Yamaguchi City website in general competitive bidding, the password required is as follows. a. To obtain a password, submit a request to the bid execution division specified in the bid announcement. b. Inquirers must have bidding qualifications related to the "Registered Business Category" specified in the "Eligibility Requirements for Bidders." c. Submission shall be by email or in person. If inquiring by email, enter the required information in the inquiry form on the official Yamaguchi City website where the bid announcement is posted and send it. If inquiring in person, submit the Password Inquiry/Response Form (Participant's Handbook Form No. 1). d. Responses will be provided within 2 days from the date of receipt of the inquiry (excluding non-business days such as Saturdays, Sundays, and holidays). If no response is received after the period has passed, please contact the bid execution division by phone, etc. e. The inquiry deadline is 4:00 PM on the day before the bid date (or the deadline for receipt of bid forms in the case of mail bids) (excluding non-business days). * Non-business days refer to holidays stipulated in the "Yamaguchi City Ordinance on Holidays" (Reiwa 17 Yamaguchi City Ordinance No. 9). The same applies hereinafter. 4 Bid Participation Application (Not applicable for designated competitive bidding) Bid Participation Application (Not applicable for designated competitive bidding) Bid Participation Application (Not applicable for designated competitive bidding) Bid Participation Application (Not applicable for designated competitive bidding) (No. 10) R7.2.1- 2 - Bid Announcement If the submission of a bid qualification confirmation application form (Participant's Handbook Form No. 3) is required in the bid announcement, it shall be as follows. (1) Submission method and deadline shall be as stipulated in the bid announcement. (2) Correction of Submitted Documents: Corrections to already submitted application forms and attached documents will be accepted only within the submission deadline. If instructed to make corrections by the bid execution division, failure to do so by the specified deadline will be considered as withdrawal of the application. Submitted application forms and attached documents will not be returned. (3) Cost Burden: Expenses incurred in preparing the application form and attached documents shall be borne by the bidder. (4) Confirmation of Eligibility: If the application form or attached documents are incomplete and eligibility cannot be determined, eligibility will not be granted. 5 Bid Withdrawal Bid Withdrawal Shall be as follows, in addition to the provisions of Article 7 (Bid Withdrawal) of the Participant's Handbook. (1) Freedom of Withdrawal: A person who has applied for participation in the bid (limited to advance applications prior to bidding) or has received a designation notice, and who does not wish to participate in this bid, may withdraw at any time before the submission deadline, and will not suffer any disadvantages in subsequent bids, etc., for this reason. (2) Withdrawal After Submission of Bid Form: Notwithstanding the provisions of paragraph (1) above, after submitting the bid form, the bidder cannot withdraw the submitted bid form. However, in the case of mail bids, withdrawal is possible by submitting a bid withdrawal notice directly to the bid executor by the bid opening time specified in the bid announcement, etc. (3) Method of Withdrawal: Shall be in accordance with Article 7 of the Participant's Handbook. However, this does not apply to the case mentioned in the proviso of paragraph (2) above. 6 Cancellation of Bids, etc. Cancellation of Bids, etc. Bids with no participants shall be canceled, in addition to the provisions of Article 13 (Cancellation of Bids, etc.) of the Participant's Handbook. 7 Bid Execution Bid Execution (1) Amount to be Stated in Bid Form: For the determination of the successful bid, the amount obtained by adding 10/100 of the bid amount to the bid amount (if there is a fraction of less than 1 yen, the fraction will be rounded down) shall be the successful bid price. Therefore, bidders shall write in the bid form an amount equivalent to 110/100 of their estimated contract desired amount (including the consumption tax amount), regardless of whether they are taxable or tax-exempt businesses regarding consumption tax and local consumption tax. (2) Method of Bid Form Submission: The bid form shall be in the format specified by Yamaguchi City. Mail bids and telegraphic bids are not permitted, except for mail bids and electronic bids. (3) Revision, etc. of Bid Form: Once the bid form has been submitted, it cannot be revised, exchanged, or withdrawn under any circumstances. However, this does not apply to the case mentioned in the proviso of paragraph (2) above. (4) Agent Bidding: If a bid is to be made by an agent, a letter of attorney must be submitted. (5) Single Bidder: a. In general competitive bidding, the bid will be executed even if there is only one bidder. However, if there is only one bidder in a re-bid, the bid will be canceled. b. In designated competitive bidding, if there is only one bidder due to withdrawal, etc., the bid will be canceled. (6) Precautions for On-site Bidding In addition to the provisions of the Participant's Handbook, the following apply: a. Aim to arrive at the venue at least 5 minutes before the bid starts. b. On the day of the bid execution, if there is a risk of not arriving within the time due to an accident, etc., contact immediately and follow instructions. (No. 10) R7.2.1- 3 - Bid Announcement 8 Re-bids Re-bids (1) Shall be in accordance with Articles 17 (Re-bids) and 18 (Restrictions on Participation in Re-bids) of the Participant's Handbook. The total number of bids, including the initial bid and re-bids, shall be up to three. (2) For on-site bidding, bidders should prepare at least three bid forms in anticipation of re-bids. 9 Invalid Bids Invalid Bids (1) Shall be in accordance with Article 11 (Invalid Bids) of the Participant's Handbook. (2) In designated competitive bidding, bids made by persons who do not meet the requirements listed in (1) to (3) of "1. Competition Bidding Participant's Handbook, etc." above shall be invalid. 10 Breakdown Statement Breakdown Statement If the submission of a breakdown statement is required in the bid announcement, it shall be in accordance with Article 9 (Submission of Bid Forms, etc.) of the Participant's Handbook. 11 Method of Determining Successful Bidder Method of Determining Successful Bidder (1) Successful Bidder: The bidder who submitted the lowest valid bid within the range of the estimated price shall be the successful bidder. (2) Persons Not to Be Designated as Successful Bidder: The following persons shall not be designated as successful bidders.