Lease of Vending Machine Installation Space

Mayor of Yamaguchi City, Kazutaka Ito Overview of Contract Requirements for Bidders (All of the following requirements must be met). Contract Matters October 21, 2026 Yamaguchi City Ogori Community Center, Yamaguchi City Ogori Sports Park, Yamaguchi City Ogori Gymnasium Lease Period Bidders shall read the Yamaguchi City Competitive Tender Participant's Handbook (hereinafter referred to as "Participant Handbook") and the tender conditions thoroughly before bidding. The qualifications required for participants in the conditional general competitive tender for the following contract, as well as the location and date of the tender and other necessary matters, are hereby announced in accordance with the provisions of Article 167-6, Paragraph 1 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). As of the day before the announcement date, the bidder must possess the tender participation qualifications stipulated in the Notification on Tender Participation Qualifications and Registration for Goods/Services Contracts, etc. (Yamaguchi City Notification No. 175 of December 3, 2024) for the following business categories. Registration of Competitive Tender Participation Qualifications: "50 Others" - "07 Vending Machine Installation" Advance Payment: None. Registered Business Category: From December 1, 2026 to November 30, 2029. Delivery Location: To be announced after the fact. Lease Period: To be announced after the fact. Applicable: Not applicable. Bid Form: Price Comparison Price: Estimated Price: Type: Goods/Services Contract. Lease Item Overview: Lease of vending machine installation space at the above three facilities. Electricity charges are to be paid separately as incurred. Other detailed matters are as per the specifications. Comprehensive Evaluation: Winning Bid Method: Tender Announcement (1) Must not be a person falling under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (2) Must not have been subject to bid suspension based on the Yamaguchi City Tender Participant Bid Suspension Measures, etc. Policy on any day between the announcement date and the bid opening date (or the bid opening date for mail-in bids). (3) Must not have filed for commencement of corporate reorganization proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) or for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999) (excluding persons for whom a decision to commence corporate reorganization or rehabilitation proceedings has been made). (4) There shall be no capital or personnel relationship between bidders. Other: - 1 - Tender Announcement Confirmation of Tender Participation Qualifications Method of Tender, etc. Method of Viewing Design Documents, etc. Method of Receiving and Responding to Questions Tender Suspension, Invalidity, and Disqualification Content of Tender Submission Deadline for Questions: October 29, 2026 (Thursday) 5:00 PM. Yamaguchi City Ogori Community Center General Support Section (Details below). Exemption: Posted on the Yamaguchi City Official Website. Submission Destination: Method of Viewing: When there are questions regarding design documents, etc., submit a "Questionnaire" (Participant Handbook Form No. 2) via email, facsimile, or in person (if submitting by email or facsimile, be sure to contact by phone afterward). Bid Security: Partial Payment: Confirmation Method: To be conducted on the day of the tender, before the start of bidding (Submission of Application for Confirmation of Tender Participation Qualifications is not required, notwithstanding the provisions of Article 4 of the Participant Handbook). Documents to be Submitted (Submitted at the Tender Venue): If there are no valid bids within the limit 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 3. Exemption: None. Contract Security: Electronic Contract Availability: This contract cannot be concluded by electronic means. Tender Method: November 9, 2026 (Monday) 10:00 AM. Tender Venue: If bidding by agent, a power of attorney is required. Bid Form: Ogori Community Center, 1st Floor, First Lecture Room (609-1 Shimo-go, Ogori, Yamaguchi City). Re-bid: Tender Date and Time: Venue: In-person bidding. - 2 - Tender Announcement Tender Conditions, Contract Terms, etc. Other Necessary Information Contact Information, etc. Tender results will be posted on the Yamaguchi City Official Website by 3:00 PM on the tender date (or bid opening date for mail-in bids). Tender conditions are as specified in the Participant Handbook and the attached design documents, etc. Contract terms, tender-related guidelines, etc., can be viewed on the Yamaguchi City Official Website or at the window of the tender execution division below. Email: ogori@city.yamaguchi.lg.jp Postal Code 754-0002, 609-1 Shimo-go, Ogori, Yamaguchi City, Yamaguchi City Ogori Community Center General Support Section. Phone: 083-973-0638. Tender Execution Division FAX: 083-973-8167. - 3 - Tender Announcement (No. 10) R7.2.1 - 1 - Tender Conditions (Goods/Services Contracts) [Consumption Tax Rate 10% Applicable] 1. Competitive Tender Participant Handbook, etc.: Bidders shall fully understand the Yamaguchi City Competitive Tender Participant's Handbook (hereinafter referred to as "Participant Handbook"), tender announcements, etc. (referring to tender announcements, nomination notices for nominated competitive tenders, and tender documents, etc., hereinafter the same), and design documents, etc. (referring to specifications, this tender condition, and other documents attached to the tender announcement, etc., hereinafter the same), and shall act in good faith. For mail-in tenders, the Yamaguchi City Mail-in Tender Guidelines and the "Notice of Precautions for Mail-in Tenders" shall also be fully understood. In the case of general competitive tenders (including conditional general competitive tenders, hereinafter the same), bidders must participate in the tender after confirming that they meet the qualification requirements specified in the tender announcement, etc., and in the case of nominated competitive tenders, bidders who do not meet the following requirements must decline the tender. (1) Must not be a person falling under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (2) Must not have filed for commencement of corporate reorganization proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) or for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999) (excluding persons for whom a decision to commence corporate reorganization or rehabilitation proceedings has been made). (3) There shall be no capital or personnel relationship between bidders. (Definitions of terms, etc., are as follows, and details are separately posted on the Yamaguchi City Official Website regarding "Criteria for Handling Capital and Personnel Relationships"). A. "Capital Relationship" refers to the relationship between a subsidiary and its parent company, or between subsidiaries sharing the same parent company, as defined by the Companies Act. 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., hereinafter the same) of one company concurrently serves as an officer, etc. of the other company. 2. System Guidelines and Application Forms: Participant Handbook, system guidelines related to this tender, and application form templates are posted on the Yamaguchi City Official Website. Bidders shall download and view or use the necessary documents as appropriate. However, if the format of the submission documents is specified in the individual tender announcement or design documents, that specified format shall be used. 3. Viewing or Distribution of Design Documents, etc.: (1) Viewing Location and Time: As specified in the tender announcement, etc. (2) In the case of general competitive tenders, if a password is set for viewing design documents, etc., posted on the Yamaguchi City Official Website, it shall be as follows: A. To obtain a password, inquire at the tender execution division specified in the tender announcement. B. Inquirers must have the tender participation qualifications for the "Registered Business Categories" indicated in the "Qualification Requirements for Tender Participation." C. Submission method shall be by email or in person. When inquiring by email, enter the necessary information in the inquiry form on the Yamaguchi City Official Website where the tender announcement is posted and send it. When inquiring in person, submit the "Password Inquiry and Response Form" (Participant Handbook Form No. 1). The response will be provided within 2 days from the date of receipt of the inquiry (excluding closed days such as Saturdays, Sundays, and holidays). If no response is received after the period has passed, inquire by phone or other means at the tender execution division. D. The inquiry deadline is 4:00 PM on the day before the tender date (or the deadline for receipt of mail-in bids) (excluding closed days). If otherwise specified in the tender announcement, that specification shall apply. (※) Closed days refer to holidays as defined in the Yamaguchi City Holiday Ordinance (Yamaguchi City Ordinance No. 9 of 2005). The same applies hereinafter. (No. 10) R7.2.1 - 2 - 4. Tender Participation Application (Not applicable for nominated competitive tenders): If the submission of the Application for Confirmation of Tender Participation Qualifications (Participant Handbook Form No. 3) is required in the tender announcement, it shall be as follows: (1) Submission method and deadline shall be as specified in the tender announcement. (2) Correction of Submitted Documents, etc.: Corrections to the application form and attached documents already submitted are permitted only within the submission deadline. If instructed to make corrections by the tender execution division, failure to make corrections 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: Costs incurred in preparing the application form and attached documents shall be borne by the bidder. (4) Confirmation of Participation Qualifications: If the application form or attached documents are incomplete and the existence of participation qualifications cannot be determined, participation qualifications will not be granted. 5. Withdrawal from Tender Participation: As follows, and in accordance with Article 7 ("Withdrawal from Tender") of the Participant Handbook. (1) Grounds for Withdrawal: Persons who have applied for tender participation (limited to pre-application prior to bidding) or who have received a nomination notice and do not wish to participate in this tender may withdraw at any time before the submission deadline, and will not be subject to any disadvantage in subsequent tenders, etc., for this reason. (2) Withdrawal After Tender Submission: Notwithstanding the provisions of (1) above, bidders cannot withdraw their submitted bid form after submitting it. However, in the case of mail-in tenders, withdrawal is possible by submitting a "Tender Withdrawal Notice" directly to the tender executor by the bid opening time specified in the tender announcement, etc. (3) Method of Withdrawal: As stipulated in Article 7 of the Participant Handbook. However, this does not apply to the case described in the proviso of (2) above. 6. Tender Suspension, etc.: Tenders with no participants will be suspended, and otherwise in accordance with Article 13 ("Tender Suspension, etc.") of the Participant Handbook. 7. Tender Execution: (1) Amount to be Stated in Bid Form: When determining the successful bid, the winning bid price will be the amount stated in the bid form plus 10% of that amount (if there is a fraction of less than 1 yen, that fraction will be rounded down). Therefore, bidders shall state in their bid form the amount equivalent to 100/110 of their estimated desired contract amount (including consumption tax) regardless of whether they are taxable or tax-exempt businesses for consumption tax and local consumption tax. (2) Method of Tender Submission: The bid form shall be in the format specified by Yamaguchi City. Except for mail-in tenders and electronic tenders, tenders by mail or telegraph are not permitted. (3) Alteration, etc., of Bid Form: Once the bid form is submitted, it cannot be altered, exchanged, or withdrawn under any circumstances. However, this does not apply to the case described in the proviso of (2) above. (4) Bidding by Agent: If a bid is to be made by an agent, a power of attorney must be submitted. (5) Single Bidder: A. In general competitive tenders, the tender will be executed even if there is only one bidder. However, if there is only one bidder in a re-bid, the tender will be suspended. B. In nominated competitive tenders, if there is only one bidder due to withdrawal, etc., the tender will be suspended. (No. 10) R7.2.1 - 3 - (6) Precautions for Venue Bidding: In addition to the provisions of the Participant Handbook, the following apply: A. Aim to arrive at the venue 5 minutes before the start of bidding. B. If there is a risk of not arriving within the time due to an accident, etc., on the day of the tender execution, contact immediately and follow instructions. 8. Re-bidding: (1) In accordance with Articles 17 ("Re-bidding") and 18 ("Restrictions on Participation in Re-bidding") of the Participant Handbook. The total number of bids, including the initial bid and re-bids, shall be up to 3. (2) For venue bidding, bidders should prepare at least three bid forms in anticipation of a re-bid. 9. Invalid Bids: (1) In accordance with Article 11 ("Invalid Bids") of the Participant Handbook. (2) In nominated competitive tenders, bids submitted by persons who do not meet the requirements listed in (1) to (3) of the "1. Competitive Tender Participant Handbook, etc." above shall be deemed invalid. 10. Breakdown Statement: If a breakdown statement is required in the tender announcement, it shall be in accordance with Article 9 ("Submission of Bid Forms, etc.") of the Participant Handbook. 11. Method of Determining the Successful Bidder: (1) The bidder who submits the lowest valid bid within the limit of the estimated price shall be the successful bidder. (2) Persons who will not be designated as the successful bidder: A. Persons who submitted invalid bids according to 9 above. B. Persons who are not to be designated as the successful bidder in accordance with the provisions of Article 16, Paragraph 1 of the Participant Handbook. C. Persons found to have a relationship with gangsters, etc., based on information provided by the Wakayama Prefectural Police, etc. D. Other persons whom the Mayor deems extremely inappropriate to contract with, as they are likely to disrupt the order of fair trade. (3) Determination by Lottery: If a lottery is held due to identical bids, it shall be conducted in accordance with Article 19 ("Determination of Successful Bidder when Two or More Bidders Submit Identical Bids") of the Participant Handbook. 12. Contract Conclusion, etc.: (1) After the successful bid decision, if the successful bidder no longer meets the qualification requirements for tender participation between the decision and the contract conclusion, the contract will not be concluded with that successful bidder. (2) If electronic contracting is permitted in the tender announcement, etc., the successful bidder wishing to use electronic contracting must submit the "Application for Use of Electronic Contract" in accordance with the instructions on the Yamaguchi City Official Website regarding "Application for Use of Electronic Contract."