[Akita Prefectural Akita Technical College] Conditional Open Competitive Bidding for Plumbing and Sanitation Maintenance Services

- 1 - ○ Akita Prefecture Conditional Open Competitive Bidding Announcement Conditional open competitive bidding will be conducted as follows, in accordance with the provisions of Article 167-6 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). October 30, Reiwa 8 (2026) Principal of Akita Prefectural Akita Technical College Hiroaki Takano 1. Matters for Bidding (1) Service Name: Plumbing and Sanitation Maintenance Services (2) Service Location: 4-53 Sunayori, Niage, Akita City, Akita Prefecture, Akita Prefectural Akita Technical College (3) Service Period: From the date of contract to January 15, Reiwa 9 (2027) (4) Service Outline: Cleaning and inspection of plumbing and sanitation equipment. 2. Bid Participation Qualifications Eligible bidders must meet all of the following requirements: (1) Not fall under the provisions of Article 167-4 of the Local Autonomy Act. (2) Not fall under Article 6 of the Akita Prefectural Ordinance on the Exclusion of Organized Crime (Heisei 23 Akita Prefectural Ordinance No. 29), i.e., not be a member of an organized crime group or have close ties with organized crime groups. (3) Not have filed for commencement of rehabilitation proceedings under the Corporate Rehabilitation Act (Act No. 154 of 2002) or commencement of civil rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999) (excluding those for whom a decision to commence proceedings has been made). (4) Not have any outstanding Akita prefectural taxes, and be enrolled in social insurance with no outstanding social insurance premiums (excluding applicable exemption businesses). (5) As of the date of this announcement, be registered in the "Building Maintenance Contractor Registration List" stipulated in Article 5 of the "Qualifications Required for Participating in Open and Designated Competitive Bidding for Maintenance of Buildings, etc." (Akita Prefecture Public Notice dated June 1, 2010). ① Must be registered for "Drinking Water Storage Tank Cleaning", "Mechanical Equipment Maintenance", and "Industrial Waste Collection and Transportation" as desired services. ② Must be registered for "Akita Regional Promotion Bureau Jurisdiction" as a region where contract performance is possible. (6) Have a head office in Akita Prefecture. (7) Employ qualified personnel to perform this contract and be able to assign them as service personnel. 3. Submission of Bid Participation Qualification Confirmation Application, etc. (1) Those wishing to participate in the bid must submit the bid participation qualification confirmation application form, distributed separately, as follows: ① Documents to submit: A. Bid Participation Qualification Confirmation Application Form (Form No. 1) B. Affidavit (Form No. 2) C. Copy of Certificate of Registered Matters (copy of register transcript) or copy of document proving the head office is in Akita Prefecture. D. Copy of qualification certificate for service personnel and copy of documents confirming employment relationship, etc. ② Submission Period: From Monday, October 30, Reiwa 8 (2026) to Tuesday, November 10, Reiwa 8 (2026). However, excluding Akita Prefectural Holidays as defined in Article 1, Paragraph 1 of the Akita Prefectural Holidays Act (Heisei 1 Akita Prefectural Ordinance No. 29). ③ Submission Time: 9:00 AM to 5:00 PM. ④ Submission Location: General Affairs Team, Akita Prefectural Akita Technical College. - 2 - ⑤ Number of Copies: 1 copy. ⑥ Distribution of Bid Participation Qualification Confirmation Application Forms: The forms will be posted and distributed on the official Akita Prefecture website "Binokuni Akita Net" from the date of this announcement. (2) Bid participation qualification confirmation will be conducted primarily for the bidder(s) who are likely to be the successful bidder(s) after the bid opening. Confirmation will not be conducted for others. (3) If a bidder who has submitted a bid participation qualification confirmation application form subsequently becomes ineligible to participate in the bid before the successful bidder is determined, they must submit a bid withdrawal notice before the bid opening, or a notification stating such fact after the bid opening, promptly. 4. Delivery of Design Documents, etc. Specifications, draft contract, non-itemized breakdown, bidding instructions, and notes for bidding participation (hereinafter referred to as "design documents, etc.") related to this service will be posted on the official Akita Prefecture website "Binokuni Akita Net" from Friday, October 30, Reiwa 8 (2026) to Tuesday, November 10, Reiwa 8 (2026). 5. Inquiries and Answers Regarding Design Documents, etc. (1) Inquiries regarding design documents, etc., must be submitted in writing to the Principal of Akita Prefectural Akita Technical College by Friday, November 6, Reiwa 8 (2026). (2) Answers to the above inquiries will be posted on the official Akita Prefecture website "Binokuni Akita Net" by Monday, November 9, Reiwa 8 (2026). 6. Bid Security: Exempt. 7. Contract Security: The successful bidder must provide one of the following forms of contract security equivalent to 1/10 or more of the contract amount at the time of submitting the contract documents: (1) Payment of contract security. (2) Provision of marketable securities as collateral in lieu of contract security. (3) Guarantee from a bank or guarantee company. 8. Exemption of Contract Security: The contracting officer may exempt all or part of the contract security if any of the following apply. (1) When a performance guarantee insurance contract with the prefecture as the insured has been concluded with an insurance company. (2) When the contractor has entered into several contracts of similar type and scale with the national government or local public bodies in the past two years, has fulfilled all of them faithfully, and is not likely to fail to fulfill the contract. 9. Bid Submission, etc. (1) Submission Method: Those who have submitted the bid participation qualification confirmation application form under item 3 must bring their bid form to the meeting room of Akita Prefectural Akita Technical College at the scheduled bid opening time, submit it, and attend the bid opening. (2) Scheduled Bid Opening Date and Time: 10:00 AM, Wednesday, November 11, Reiwa 8 (2026). (3) Amount to be Written on Bid Form: When determining the successful bid, the successful bid amount will be the amount written on the bid form plus an amount equivalent to 10/100 of that amount (if there are fractions of less than 1 yen, such fractions shall be rounded down). Therefore, bidders shall write an amount equivalent to 100/110 of their estimated contract desired amount on the bid form, regardless of whether they are taxable or tax-exempt business operators for consumption tax. (4) Other: ① The number of bid executions is limited to two. ② Bids will be executed even if there is only one bidder. 10. Method of Determining the Successful Bidder: (1) Among bidders who submitted bids within the limit of the estimated price, the bidder with the lowest bid price shall be the successful bidder candidate. If there are two or more such bidders, their order shall be determined by lot, and the top-ranked bidder shall be the successful bidder candidate. (2) The bid participation qualifications of the successful bidder candidate in (1) will be confirmed. If the qualifications are confirmed, that bidder candidate shall be determined as the successful bidder. However, if it is deemed significantly inappropriate because it would disturb the order of fair trade to conclude a contract with the successful bidder candidate, they will not be determined as the successful bidder. (3) If a successful bidder is not determined under (2), the bidder with the next lowest bid price among those who bid within the limit of the estimated price shall be the successful bidder candidate, and the confirmation in (2) will be performed. (If there are two or more such bidders, their order shall be determined by lot as described in the latter part of (1). However, if the successful bidder candidate was determined by lot, the next ranked bidder shall be considered.) (4) The above method shall be repeated sequentially until a successful bidder is determined. (5) If the successful bidder candidate is determined to be unqualified in (2), the contracting officer shall promptly notify the successful bidder candidate of the reason for the disqualification decision by issuing a Qualification Confirmation Result Notice. (6) A person who receives the notification in (5) may request an explanation of the reason for the disqualification decision in writing to the contracting officer within 2 days (excluding holidays as defined in Article 1, Paragraph 1 of the Akita Prefectural Holidays Act (Heisei 1 Akita Prefectural Ordinance No. 29)) from the day after the date of notification. Furthermore, if the person who receives the notification in (5) does not make such a request, they may file a complaint with the contracting officer within 10 days (excluding holidays) from the day after the public announcement of the bid results. (7) The successful bidder must promptly submit a document certifying that there are no outstanding Akita prefectural taxes or social insurance premiums. 11. Invalid Bids: Any bid falling under any of the following shall be invalid. (1) Bids submitted by persons confirmed to lack bid participation qualifications. (2) Bids submitted by persons confirmed to no longer meet the requirements listed in 2 during the period from the bid opening date to the bid award date. (3) Bids submitted by the same person for two or more bids for the same tender. (4) Bids submitted by an agent for two or more bidders for the same tender. (5) Bids deemed to have been made through collusion or other fraudulent acts. (6) Bids with omitted or illegible entries, or bids with the bid amount corrected. (7) Bids submitted by agents without a letter of delegation. (8) Bids lacking a signature and seal. (9) Bids submitted by those who did not attend the bid opening among those who submitted bid forms. (10) Bids deemed to violate the instructed conditions, in addition to those specified above. 12. Other: (1) No briefing sessions or site explanation meetings will be held for the bidding. (2) No hearings will be held regarding bid participation qualifications. However, explanations may be requested if deemed necessary. - 4 - (3) Submitted bid participation qualification confirmation applications, etc., will not be returned. Furthermore, bid participation qualification confirmation applications, etc., will not be published or used without permission. (4) The cost of preparing bid participation qualification confirmation applications, etc., shall be borne by the submitter. (5) The contract period may be changed due to circumstances. (6) Bidders must be thoroughly familiar with the design documents, etc., and comply with the bidding instructions and notes for bidding participation. (7) If the successful bidder is found to no longer meet the requirements listed in 2 between the bid award and the contract signing, the contracting officer may not conclude the contract with that successful bidder. (8) Matters not stipulated in this announcement shall be governed by the provisions of the Local Autonomy Act, the Local Autonomy Act Enforcement Regulations, and the Akita Prefectural Financial Regulations. 13. Inquiries: Department Name: General Affairs Team, Akita Prefectural Akita Technical College Address: 4-53 Sunayori, Niage, Akita City, Akita Prefecture Phone Number: 018-895-7166 - 1 - Akita Prefectural Building Maintenance Work Common Specifications Applicable to work with a start date on or after April 1, Reiwa 6 (2024) Chapter 1 General Provisions 1.1 Application 1. These Common Specifications for Building Maintenance Work (hereinafter referred to as "Common Specifications") shall apply to contracts for periodic inspections, ad-hoc inspections, daily inspections, operation/monitoring, cleaning, maintenance, upkeep, environmental measurements, and security services for buildings and their ancillary facilities (hereinafter referred to as "buildings, etc."). 2. Matters stipulated in the Common Specifications shall be performed at the contractor's responsibility. 3. The second and subsequent volumes of the "Common Specifications for Building Maintenance Work" (supervised by the Director-General's Secretariat, Building Bureau, Ministry of Land, Infrastructure, Transport and Tourism) shall be applied in conjunction with these Common Specifications. 4. The specifications for building maintenance work shall complement each other. However, if there are discrepancies between the specifications, the priority order of the specifications shall be as follows: (1) Inquiry Response Document (2) Special Specifications (including drawings) (3) Common Specifications 5. If it is difficult to comply with the provisions of the preceding paragraph, or if there are ambiguities not explicitly stated in the specifications, the contractor shall consult with the facility manager. 1.2 Definition of Terms The definitions of terms used in the Common Specifications are as follows: 1. "Facility Manager" refers to the facility manager stipulated in the contract, who is involved in the management of buildings, etc., and is designated by the contracting authority to supervise maintenance work. 2. "Inspection Officer" refers to a person designated by the contracting authority based on the provisions of the contract, who confirms the completion of building maintenance work or the completion of monthly payment claims. 3. "Work Manager" refers to the work manager stipulated in the contract, who has a comprehensive grasp of the work, coordinates with the facility manager to ensure smooth execution of the work, and is the contractor's representative on site. 4. "Work Staff" refers to the personnel who carry out the work under the direction of the Work Manager and are the contractor's representatives on site. 5. "Work Personnel" is a general term for the Work Manager and Work Staff. 6. "Specifications" refers to the Inquiry Response Document, Special Specifications (including drawings), and Common Specifications. 7. "Inquiry Response Document" refers to the document in which the contracting authority responds to inquiries from bidders regarding the Special Specifications (including drawings), Common Specifications, and the Akita Prefecture Conditional Open Competitive Bidding Announcement. 8. "Special Specifications" refers to the document that specifies the details or special matters related to the execution of maintenance work. - 2 - 9. "Drawings" refers to the drawings provided by the contracting authority at the time of contract, drawings revised or added by the contracting authority, and calculation sheets forming the basis of the drawings. 10. "Common Specifications" refers to this document which stipulates matters common to maintenance work. 11. "Instruction" refers to the act of the facility manager providing written instructions to the contractor on matters necessary for the execution of maintenance work. 12. "Request" refers to the act of the contractor or the contracting authority requesting the other party in writing to perform or agree to an act related to the performance or modification of the contract. 13. "Notification" refers to informing matters related to maintenance work in writing. 14. "Report" refers to the act of the contractor notifying the contracting authority or facility manager of matters investigated and examined during the execution of maintenance work. 15. "Acceptance" refers to the act of the contracting authority or facility manager agreeing in writing to matters requested in writing by the contractor that are necessary for the execution of maintenance work. 16. "Consultation" refers to the act of the contracting authority and the contractor reaching an agreement on matters necessary for the execution of work through discussion on an equal footing. 17. "Submission" refers to the act of the contractor explaining and submitting documents or other materials related to maintenance work to the contracting authority or facility manager. 18. "Writing" refers to a document that includes the date of issuance and the name of the person. 19. "Inspection" refers to the inspection conducted by a person designated by the contracting authority to confirm the completion of maintenance work or the completion of monthly payment claims, in accordance with the contract. 20. "Meeting" refers to the act of work personnel and the facility manager meeting to clarify doubts regarding the policy, conditions, etc., of the work in order to execute the maintenance work appropriately and smoothly. 21. "Remediation" refers to the corrective actions, supplements, or other measures to be taken by the contractor when the contracting authority discovers defective parts attributable to the contractor's responsibility.