Purchase of Disaster Stockpiled Goods (Liquid Milk, Powdered Milk)

Announcement of Tender for Purchase of Disaster Stockpiled Goods (Liquid Milk, Powdered Milk)

Mayor's Department Tender Announcement

We hereby announce that a tender will be held as follows.

Date of Announcement: 2026.10.19

Fiscal Year: Reiwa 8 (2026)

Tender Number: 451683

Tender Method: Invited Competitive Bidding (Participation Type)

Contract Method: Total Price Contract

Project Name: Purchase of Disaster Stockpiled Goods (Liquid Milk, Powdered Milk)

Completion Deadline: From the day after the contract date until February 26, Reiwa 9 (2027)

Place of Performance: As per specifications

Estimated Price (excluding tax): 3,216,667 yen

Tender Period Start Date/Time: From 2026.10.22 09:00

Tender Period End Date/Time: 2026.10.26 17:00

Opening Date: 2026.10.27

Opening Time: From 09:00

Category: Food, Feed, Plants

Content: Food

Requesting Department: Disaster Management and Crisis Management Office, General Affairs Bureau

Eligibility for Tender Participation: Those registered in the list of qualified bidders for invited competitive bidding (goods) stipulated in Article 22, Paragraph 2 of the Kyoto City Contract Administration Regulations.

Eligibility for Tender Participation (Company Size, etc.): Companies from outside the city are acceptable.

Eligibility for Tender Participation (Performance Record): None

Other:

Specifications

Regarding Notes on Bid Amount and Contract Changes Due to Price Fluctuations During the Contract Period (Items that apply are marked with ■).

■ In principle, even if there are price fluctuations during the contract period of this procurement, the contract amount will not be changed. Therefore, the bid amount should take into account price fluctuations during the contract period.

□ For the second year or later of the contract period of this procurement (limited to the period after 13 months from the contract date), contract changes will be made according to the conditions stated in the specifications only if there are labor cost fluctuations during the contract period. Therefore, the bid amount should take into account price fluctuations during the contract period, excluding labor cost fluctuations.

Participation with equivalent products is possible.

For this tender, a period for submitting reports on equivalent products will be set after the bid opening.

Those who wish to submit with equivalent products must promptly have their equivalent products confirmed by the requesting department after the bid opening date, obtain a confirmation stamp, and submit the Report of Equivalent Products (Form available here.) to the contract management department by 5:00 PM on October 30, 2026 (Friday).

The reception hours for the Report of Equivalent Products are from 9:00 AM to 5:00 PM on non-holidays (excluding 12:00 PM to 1:00 PM).

If confirmation of equivalent products cannot be obtained, please state this in the Report of Equivalent Products and submit it by the same deadline.

If the Report of Equivalent Products states that confirmation of equivalent products could not be obtained, the bid submitted by that party will be deemed invalid.

Those who do not submit the Report of Equivalent Products by the deadline will be deemed capable of supplying the requested items (hereinafter referred to as "requested items") as described in the specifications.

The successful bidder will be the one who submits the lowest valid bid among those capable of supplying the requested items or equivalent items confirmed by the requesting department. (The results of the bid opening will not be disclosed until the successful bidder is determined.)

Bid bond is waived.

Withdrawal after bidding is not permitted. If the successful bidder withdraws from the contract because they have not submitted the Report of Equivalent Products by the deadline and cannot supply the requested items, it will be considered a withdrawal from the contract, and they will be suspended from participating in competitive bidding for three months, and a penalty equivalent to 5/100 of the bid amount will be collected.

If a person (hereinafter referred to as "representative, etc.") who intends to participate in this tender is the same person as another representative, etc. who intends to participate in this tender, only one of them can participate in this tender.

If it is found that both the representative, etc. and the same person have submitted bids in this tender, the bids submitted by the representative, etc. and the same person will be invalidated pursuant to Article 6, Paragraph 2, Item 14 of the Kyoto City Contract Administration Regulations, and they will be suspended from participating in competitive bidding.

If a successful bidder is determined in this tender, and it is found that the representative, etc. who became the successful bidder is the same person as another representative, etc. who bid in this tender before the contract is concluded, the contract will not be concluded, and they will be suspended from participating in competitive bidding.

The successful bidder determination date will be November 02, 2026.

For bidders who submit bid data via the internet, an email will be sent to confirm the bid results on the electronic bidding system. Please check it individually.

If the successful bidder submitted bid data using a bidding terminal, the successful bidder will be contacted by telephone by the contract management department representative after 10:00 AM on November 02, 2026 (Monday).

Bidders other than the successful bidder will be notified of the bid results orally upon request, within 5 days from the day after the successful bidder determination date (excluding holidays when calculating the number of days).

The bid results will generally be available for viewing from 1:00 PM on the day after the successful bidder determination date, on the contract management department's webpage or on the bid execution results table displayed in the contract management department's office.

Those who were not successful bidders may request an explanation of the reasons for the bid results within 5 days from the day after the successful bidder determination date (excluding holidays when calculating the number of days). The response will be given orally or in writing (only if the request is in writing and requests a written notification).

The party who wins this tender and becomes the contracting party (hereinafter referred to as "the contractor") shall not procure necessary goods (excluding goods manufactured with the contractor's trademark; hereinafter the same) or services from any party other than the successful bidder who was a competitor in this tender (hereinafter referred to as "non-successful bidder").

Furthermore, non-successful bidders shall not supply necessary goods or services for the performance of the contract to the contractor.

However, this does not apply when the contractor procures necessary goods or services for the performance of the contract through a party other than a non-successful bidder, or when it is necessary to procure goods or services for the performance of the contract from a non-successful bidder due to patent rights or other exclusive rights, or other unavoidable reasons, and the city has obtained prior written consent.

If there are any changes to the announcement, specifications, etc. related to this tender, or if there are any supplementary matters regarding this tender, notices of changes or supplements may be posted on the page for invited competitive bidding (participation type) on the Kyoto City Bidding Information Website by the day before the start of the bidding period.

Before bidding, be sure to check for any notices. (Changes or withdrawals of bids will not be permitted for reasons such as failure to check notices.)

Matters not stipulated in this announcement or specifications shall be governed by the Kyoto City Contract Administration Regulations, other ordinances, regulations, and guidelines established by the city, as well as relevant laws and regulations.

Kyoto City Electronic Bidding System Usage Hours, etc.

For bidders using the internet:

9:00 AM - 5:00 PM (excluding holidays)

The name on the IC card used must be the same as the representative's name (or the name of the authorized representative if one is registered) on the "Notification of Registered Seal" submitted to the city. Furthermore, if the bid data is not accompanied by a valid electronic signature and electronic certificate at the time of its arrival, the bid will be invalid.

For users of bidding terminals installed in the contract management department:

9:00 AM - 12:00 PM and 1:00 PM - 5:00 PM (excluding holidays)

If the terminal user has not obtained a bidding terminal user card, they must apply for and obtain one at least one hour before the end of the bidding period.

The bid amount should be entered as the amount equivalent to 100/108 of the estimated contract amount, regardless of whether the bidder is a taxable or tax-exempt business with respect to consumption tax and local consumption tax (hereinafter referred to as "consumption tax, etc.").

The contract amount will be the bid amount multiplied by 108/100. If the consumption tax rate changes due to amendments to the Consumption Tax Law, etc., the contract amount will be adjusted by adding or subtracting the consumption tax amount without any special amendment procedures. However, if the consumption tax amount does not change due to the application of transitional measures determined by the national government, the handling will follow those transitional measures.

Except for items for which equivalent products are permitted in the specifications, bids with equivalent products are not allowed.

Contractors who receive orders for goods and services procurement of 80 million yen or more in estimated price must submit a document declaring their understanding of the importance of initiatives for building a sustainable society, including SDGs, and their commitment to such initiatives (using the form posted on the "Kyoto City Bidding Information Website"), or a copy of a certificate of certification, accreditation, or award from a system that constitutes the "Kyoto SDGs Network" (https://www.city.kyoto.lg.jp/sogo/page/0000295638.html), attached to the form posted at the URL below, or by submitting it to the contract department within two months after the contract is concluded. (URL for the relevant page on the "Kyoto City Bidding Information Website") https://www2.city.kyoto.lg.jp/rizai/chodo/koukeiyaku/koukeiyaku.htm

Please direct any questions to the representative of the contract management department.

* Holidays refer to the holidays of the city as stipulated in Article 1, Paragraph 1 of the Kyoto City Holiday Ordinance.