Proposal Recruitment for Ube City Coal Memorial Hall Digital Content Production Consignment Work

Proposal Recruitment for Ube City Coal Memorial Hall Digital Content Production Consignment Work Ube City Coal Memorial Hall Digital Content Production Consignment Work Proposal Recruitment Guidelines Reiwa 8 November Ube City General Policy Department Policy Planning Division (Draft) Ube City Coal Memorial Hall Digital Content Production Consignment Work Proposal Recruitment Guidelines Table of Contents 1. Purpose・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 1 2. Work Overview・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 1 3. Eligibility Requirements・・・・・・・・・・・・・・・・・・・・・・・・ 1 4. Implementation Schedule・・・・・・・・・・・・・・・・・・・・・・・・ 1 5. Questions and Answers・・・・・・・・・・・・・・・・・・・・・・・・・・ 2 6. Facility Tour・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 2 7. Submission of Participation Application・・・・・・・・・・・・・・・・・・・・ 2 8. Notification of Eligibility Screening Results・・・・・・・・・・・・・・・・・・・ 3 9. Submission of Planning Proposal, etc.・・・・・・・・・・・・・・・・・・・・・・・ 3 10. Screening Method and Evaluation Criteria・・・・・・・・・・・・・・・・・・・・・・ 4 11. Result Notification and Public Announcement・・・・・・・・・・・・・・・・・・・・・・ 4 12. Cancellation of Eligibility・・・・・・・・・・・・・・・・・・・・・・・・ 4 13. Contract Matters・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 4 14. Other・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 5 15. Secretariat・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・・ 5 1. Purpose This implementation guideline defines the necessary matters for selecting a contractor for the Ube City Coal Memorial Hall Digital Content Production Consignment Work (hereinafter referred to as "this work") to be implemented by Ube City (hereinafter referred to as "the City") through a public proposal method (hereinafter referred to as "this proposal"). 2. Work Overview (1) Work Name: Ube City Coal Memorial Hall Digital Content Production Consignment Work (2) Work Content: As per the attached "Ube City Coal Memorial Hall Digital Content Production Consignment Work Specifications" (3) Consignment Period: From the contract date to March 31, Reiwa 9 (4) Maximum Consignment Fee: 18,200,000 yen (including consumption tax and local consumption tax). 3. Eligibility Requirements Eligible participants in this proposal are those who meet all of the following requirements. (1) Not falling under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947). (2) Registered as eligible for bidding in this City. (3) Not subject to a suspension of bidding by Ube City from the date of public announcement to the date of contract conclusion. (4) Not delinquent in corporate tax, local tax, or other taxes and charges. (5) Not a violent group as defined by the Act on Prevention of Unjustifiable Acts by Violent Group Members, etc. (Act No. 77 of 1991), or an entity engaged in activities beneficial to them. (6) Not a political organization, religious organization, or similar entity. (7) Not undergoing rehabilitation or reorganization proceedings under the Corporate Rehabilitation Act (Act No. 154 of 2002) or the Civil Rehabilitation Act (Act No. 225 of 1999). (8) Possess the ability to perform the work specified in the specifications and have an appropriate implementation system. Furthermore, be able to respond flexibly to the City's instructions. 4. Implementation Schedule Item. Date. Remarks. Public Announcement, Question Acceptance Start. November 6, Reiwa 8 (Friday). Posted on the City website. Question Acceptance Deadline. November 11, Reiwa 8 (Wednesday) 16:30 (must arrive). Accepted by email. Publication of Questions and Answers. November 13, Reiwa 8 (Friday). Answers posted on the City website. *Answers may not be provided depending on the content. 2 5. Questions and Answers Questions and answers will be handled as follows. Acceptance Period: Friday, November 6, Reiwa 8 to Wednesday, November 11, Reiwa 8, 16:30. Answer Deadline: Friday, November 13, Reiwa 8. (1) Those with questions shall concisely describe the content in the Question Form (Form No. 6) and send it via email to the Secretariat. They shall also contact the Secretariat by phone to confirm transmission. Please note that inquiries by methods other than the above will not be answered. (2) Answers to questions will be published on the Ube City website. Only questions directly related to this project will be answered, and not all questions will necessarily be answered. 6. Facility Tour (Optional) Facility tours for the target facility of this work are self-guided, and no explanations will be provided by staff. Participation in the facility tour will not affect the evaluation of the business selection. *Opening hours: 9:30 AM to 5:00 PM. *Closed Tuesdays (or the following day if Tuesday is a public holiday). 7. Submission of Participation Application Participants in this proposal must submit the following documents. Submission methods include hand-delivery, mail, or email, and must arrive by the submission deadline. For hand-delivery, reception hours are weekdays from 9:00 AM to 12:00 PM and 1:00 PM to 4:30 PM (excluding Saturdays, Sundays, and public holidays). For email, contact the Secretariat by phone after sending. Submission Deadline: Thursday, November 19, Reiwa 8, 16:30. (1) Participation Application Form・・・・(Form No. 1) (2) Company Profile・・・・(Optional format) Submission Deadline for Participation Application Forms, etc. Thursday, November 19, Reiwa 8, 16:30. Hand-delivery, mail, or email. Notification of Eligibility Screening Results. Friday, November 20, Reiwa 8. Notified by email. Submission Deadline for Planning Proposals, etc. Friday, December 4, Reiwa 8, 16:30. Hand-delivery or mail. Presentation Screening (Selection Committee). Friday, December 11, Reiwa 8. Result Notification and Public Announcement. Mid-December, Reiwa 8 (scheduled). By mail and posted on the City website. Work Content Consultation, Contract Conclusion. Late December, Reiwa 8 (scheduled). 3 (3) Pledge Form・・・・(Form No. 2) (4) Work Experience Form・・・・(Form No. 3) (5) Certificate of no arrears in corporate tax, consumption tax, and local consumption tax (Form No. 9, Part 3-3 of the Ministerial Ordinance on the Enforcement of the Act on General Provisions of National Tax, and certificate of no arrears in Ube City tax (not required for those with no business office, etc., in Ube City and no obligation to pay Ube City tax).) * All certificates must be issued within 3 months of the issue date. 8. Notification of Eligibility Screening Results (1) Eligibility screening will be conducted, and the results will be notified on Friday, November 20, Reiwa 8. (2) Within 3 days (excluding Saturdays, Sundays, and public holidays) from the day after the notification date, a written request for explanation may be made regarding the decision in the preceding paragraph. 9. Submission of Planning Proposal, etc. Those who have been deemed eligible by the eligibility screening results notification shall submit the required documents by the following method. Submission methods include hand-delivery or mail, and must arrive by the submission deadline. For hand-delivery, reception hours are weekdays from 9:00 AM to 12:00 PM and 1:00 PM to 4:30 PM (excluding Saturdays, Sundays, and public holidays). (1) Submitted Documents. a. Planning Proposal Submission Form (Form No. 4). b. Planning Proposal (Optional format). - Limited to one proposal per applicant. - Up to 15 pages on A4 size, single-sided (A3 size may be used as needed, but will be counted as 2 A4 pages). - Prepare in accordance with the attached "Specifications" and "Evaluation Criteria". - Include any unique proposals beyond the scope of the specifications. Superior proposals will be evaluated according to the screening criteria. - Clearly state the work content and schedule. * To ensure fairness and objectivity in the screening, do not include the applicant's company name, logo, or any other identifying names or expressions in the main body of the planning proposal distributed to the screening committee members. c. Implementation System Form (Form No. 5). d. Project Schedule (Optional format). e. Quotation (Optional format). - If there are running costs for subsequent years, indicate the amounts clearly. (2) Submission Deadline: Friday, December 4, Reiwa 8, 16:30. (3) Number of Copies: Original 1 copy, Copies 4 copies. 4 10. Screening Method and Evaluation Criteria (1) Screening Method. The selection of the successful candidate will be made by the Selection Committee on Friday, December 11, Reiwa 8, through screening of the planning proposal and presentation. (Detailed time and location will be notified separately.) a. Presentations are generally non-public, face-to-face, or online screenings. * If participating online, please notify in advance. b. The City will prepare projectors, screens, etc. The proposer must prepare necessary equipment such as personal computers. c. Even if there is only one proposer, a presentation will be held and screened. d. Presentation materials shall be based on the content described in the submitted documents (planning proposal, etc.), and no new content will be permitted. (2) Evaluation Criteria. The submitted planning proposals and presentations will be screened and evaluated based on the attached evaluation criteria. The scoring will be 100 points x number of selection committee members. The highest scorer among those who achieve 60% or more of the total score will be the preferred negotiator, and the next highest will be the secondary negotiator, who will be the successful candidate. 11. Result Notification and Public Announcement. The screening results will be notified to all applicants by mail and posted on the City website. Applicants who are not selected as successful candidates may request an explanation of the reasons in writing (optional format) within 7 days from the day after the notification date. 12. Cancellation of Eligibility. Eligibility will be canceled in the following cases. (1) Submission of documents after the deadline. (2) Incomplete submitted documents. (3) False information in submitted documents. (4) Submitted documents infringing on the copyrights, design rights, etc., of a third party. (5) Failure to arrive by the start time of the Selection Committee meeting. (6) No longer meeting the requirements of "3. Eligibility Requirements". (7) Other cases deemed inappropriate. 13. Contract Matters. The preferred negotiator selected through this proposal will be the counterparty for a discretionary contract. Detailed negotiations regarding the contract terms will be conducted with the City, and if an agreement is reached, the contract will be concluded. 5 If, during the contract conclusion process, it is found that the preferred negotiator falls under items (1) to (7) of "12. Cancellation of Eligibility", or if an agreement cannot be reached, contract negotiations will be conducted with the secondary negotiator. 14. Other. (1) All expenses related to this proposal and submission shall be borne by the proposer. (2) All submitted documents, including planning proposals, will not be returned. (3) The City may request the submission of additional documents if deemed necessary. (4) The City may, with prior notice, use all or part of the proposal created by the party with whom a contract is concluded without charge (reproduction, transcription, or duplication). (5) If a public information request is made regarding this proposal, all or part of the submitted documents may be disclosed in accordance with the Ube City Information Disclosure Ordinance (Ordinance No. 3 of March 27, 2000). However, information that would harm the competitive position of corporations or other legitimate interests may not be disclosed. Furthermore, information that could affect the fair and proper selection of candidates before the conclusion of the contract through this proposal will be disclosed after the decision. (6) Changes to submitted documents are not permitted. (7) Materials provided by the City shall not be used for any purpose other than planning proposals. 15. Secretariat (Submission Destination, Contact Information). Ube City, General Policy Department, Policy Planning Division. 〒755-8601 Ube City, Tokiwa-cho 1-7-1. Phone: 0836-34-8113. FAX: 0836-22-6063. Email: seisaku@city.ube.yamaguchi.jp Ube City Coal Memorial Hall Digital Content Production Consignment Work Specifications. 1. Work Name: Ube City Coal Memorial Hall Digital Content Production Consignment Work. 2. Performance Period: From the contract date to March 31, Reiwa 9. 3. Purpose. Ube City developed through the coal industry in the past. To convey this history, the Coal Memorial Hall was established with donations from citizens, and the observation deck utilizing the former winding tower is a symbol of this city. However, more than 50 years have passed since its opening, and the building has become significantly deteriorated, making it difficult to maintain in its current state. Therefore, we will promote preservation and utilization using digital technology, and with a view to building a future Coal Memorial Hall Digital Museum, we will first produce 3D interactive content for the observation deck and model mine shaft of the facility, and conduct photography of stored items for archiving. The purpose is to pass on the history of the coal industry and the aspirations of our predecessors to the next generation, and to foster local attachment and pride in children and young people. 4. Work Content. (1) Target Structures and Target Materials. The structures and materials targeted for this work are as follows. For details of the target structures, refer to Appendix 1 "Target Structures", and for details of stored items, refer to Appendix 2 "List of Stored Items" and Appendix 3 "List of Outdoor Exhibits". ① Observation Deck (Winding Tower) ② Model Mine Shaft ③ Ube City Coal Memorial Hall Stored Items (2) Regarding 3D Content Production and Photography of Stored Items. ① Content Production for Observation Deck (Winding Tower). a. Method and Shooting Equipment. - For the exterior of the observation deck, shoot from multiple angles using drones, etc., to construct a high-definition 3D model using the "3D Gaussian Splatting (3DGS)" method. Due to the flight altitude restrictions under the Civil Aeronautics Act in the vicinity of the airport, the flight altitude shall be below 40m above ground, and the contractor shall handle all necessary permit applications and procedures. - The interior of the observation deck and the view from the observation deck shall be in the form of a virtual tour using high-definition 360-degree panoramic photos. b. Functional Requirements. - Users shall be able to freely zoom, rotate, and change viewpoints of the exterior 3DGS model on a web browser. - For the interior of the observation deck and the scenery, users shall be able to view the 360-degree panoramic view while moving (warping) between shooting points. - Explanatory text and still images shall be displayed as pop-ups at key commentary points. The commentary text shall support Japanese and English, and the displayed text shall be provided by the client. ② Content Production for Model Mine Shaft. a. Method and Shooting Equipment. - The interior of the model mine shaft shall be produced in a virtual tour format based on high-definition "360-degree panoramic photography (including stitching processing)". b. Functional Requirements. - It shall be a walk-through experience that allows users to view the interior of the mine shaft in 360 degrees while moving (warping) continuously and intuitively between designated points within the mine shaft. - Multiple commentary points (approximately 25 points expected) shall be set up within the 3D (panoramic) content, allowing viewing of commentary using text, still images, audio, and video. 10. Old Mitarai Nursery School Demolition Work