Restricted General Competitive Bidding (Public Notice) for the Contract for Moving Services for Kagoshima City Sakurajima Schools and Sakurajima Community Center

Public Notice No. 1205 October 26, 2024 To: Mayor of Kagoshima City, Taneo Shimotsuru Regarding the Restricted General Competitive Bidding for the Contract for Moving Services for Kagoshima City Sakurajima Schools and Sakurajima Community Center (Public Notice) We hereby announce that a restricted general competitive bidding for the contract for moving services for Kagoshima City Sakurajima Schools and Sakurajima Community Center will be conducted as follows. The qualifications required for participation in this bidding are hereby established in accordance with the provisions of Article 167-5, Paragraph 1 and Article 167-5-2 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947), and this is hereby announced in accordance with the provisions of Article 167-5, Paragraph 2 and Article 167-6, Paragraph 1 of the same Order, and Article 3 of the Kagoshima City Contract Regulations (Kagoshima City Regulations No. 25 of 1985). Those who wish to obtain the qualifications to participate in the restricted general competitive bidding for this contract should submit the application for bidding qualification screening and related documents as per the following guidelines. Details: 1. Matters for Bidding (1) Title: Contract for Moving Services for Kagoshima City Sakurajima Schools and Sakurajima Community Center (2) Contract Period: From the date of contract conclusion until March 31, 2025 2. Qualifications Required for Bidders Bidders must meet all of the following requirements: (1) Persons who do not fall under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order. (2) Persons who have not filed for commencement of rehabilitation 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) on or after the date of this public notice (hereinafter referred to as "the Announcement Date"). (3) Persons who have not been subject to exclusion measures based on the "Kagoshima City Policy on the Exclusion of Violent Groups from Contracts" (established March 27, 2014) on or after the Announcement Date. (4) Persons who do not belong to a violent group as defined in Article 2, Item 2 of the Act on Prevention of Unjustifiable Acts by Violent Group Members (Act No. 77 of 1991) or an organization under the control of violent group members as defined in Article 2, Item 6 of the same Act. (5) Persons who have not been subject to designation suspension based on the "Kagoshima City Regulations on Designation Suspension of Qualified Contractors for Services" (established April 16, 1999) on or after the Announcement Date (Bidders will lose their qualification if they are under designation suspension as of the bidding date). (6) There should be no capital or personnel relationship between the bidders. (7) Persons who have paid all municipal taxes whose due date has passed as of the Announcement Date. (8) Corporations that have their main office or business office in Kagoshima City and have obtained a license from the Minister of Land, Infrastructure, Transport and Tourism to operate a general freight transportation business under the Freight Transportation Business Act (Act No. 83 of 1989) (In the case of a "Cooperative Association" as defined in Article 3, Item 1 of the Act on Cooperatives of Small and Medium Enterprises, etc. (Act No. 181 of 1949), all members of the cooperative must have obtained such a license). (9) Persons who have experience in performing services of the same type and scale as this service as the prime contractor since FY2021. 3. Application Method for Bidding Participation, etc. (1) Documents to be Submitted, etc.: Persons wishing to participate in this bidding must submit the following documents (hereinafter referred to as "Application Documents, etc."). a. Application for Qualification Screening for Restricted General Competitive Bidding (Form 1) b. Copy of Permit related to 2(8) c. Record of Performance (Form 2) d. Copy of Commercial Registration Certificate (a copy is acceptable) e. Notification of Seal Usage (Form 3) (Not required if the seal used is the registered seal) f. Certificate of Seal Impression (Original only) g. Declaration concerning corporations with capital or personnel relationships (Form 4) h. Certificate of no outstanding municipal tax. If a deferral has been granted, supporting documents confirming the deferral. (2) Acceptance Period for Application Documents, etc.: From the date of announcement until November 10, 2024 (Tuesday) (excluding Saturdays, Sundays, and holidays). (3) Acceptance Hours for Application Documents, etc.: 8:30 AM to 5:15 PM (excluding 12:00 PM to 1:00 PM). (4) Place of Acceptance for Application Documents, etc.: Kagoshima City Education Committee, Administrative Department, School Development Promotion Division (Education Comprehensive Center, 2nd Floor), 6-1 Yamashita-cho, Kagoshima City. (5) Number of Copies of Application Documents, etc. to be Submitted: 1 copy each. (6) Other: a. The cost of preparing the Application Documents, etc. shall be borne by the applicant. b. Submitted Application Documents, etc. will not be returned. c. Application documents must be prepared as of the submission date. d. Application forms, etc. can be obtained from the city's website (https://www.city.kagoshima.lg.jp). 4. Bidding Qualification Screening and Notification, etc. (1) Bidding qualifications will be screened based on the submitted Application Documents, etc., and the results will be notified by confirmation notice by November 12, 2024 (Thursday). (2) Persons deemed unqualified to bid may request an explanation of the reasons for being deemed unqualified from the Mayor within 4 days (excluding Saturdays and Sundays) from the date of receiving the notification. Such requests must be made in writing and submitted directly to the acceptance hours and place specified in 3. (3) When an explanation is requested under (2), a written response will be provided by November 18, 2024 (Wednesday). 5. Viewing of Specifications and Q&A: (1) The specifications for this service will be available for viewing on the city's website from the date of announcement until November 24, 2024 (Tuesday). (2) If you have any questions regarding the specifications, please submit a question form with the questions written on it, either in person, by fax, or by email. However, if submitting by fax or email, you must contact us by phone to confirm transmission. a. Acceptance Period: From the date of announcement until 5:15 PM on November 5, 2024 (Thursday) (For in-person submission, from 8:30 AM to 5:15 PM on weekdays, excluding Saturdays and Sundays, and excluding 12:00 PM to 1:00 PM). b. Place of Submission and Contact Information: 〒892-0816 Kagoshima City Education Committee, Administrative Department, School Development Promotion Division (Education Comprehensive Center, 2nd Floor), 6-1 Yamashita-cho, Kagoshima City Phone: 099-227-1930 (Direct) FAX: 099-222-8796 (Within General Affairs Division) Email: gakkouseibi@city.kagoshima.lg.jp c. Other: Question forms must be submitted using the designated format. The format can be obtained from the city's website. (3) Answers to (2) will be available for viewing on the city's website within 3 days (excluding Saturdays, Sundays, and holidays) from the date of receiving the questions, until November 24, 2024 (Monday). 6. Bidding Briefing Session and Site Visit: (1) Date and Time: November 4, 2024 (Wednesday), 1:30 PM. (2) Place: Sakurajima School, Kagoshima City, Multifunctional Room (2nd Floor, Special Classroom Building), 1342 Fujino-cho, Sakurajima. (3) Advance Contact: If you wish to attend the bidding briefing session, please contact the inquiry contact in 16 in advance. 7. Date and Time and Place of Bidding: (1) Date and Time: November 24, 2024 (Tuesday), 2:00 PM. (2) Place: Education Committee Room, 2nd Floor, Education Comprehensive Center, 6-1 Yamashita-cho, Kagoshima City. 8. Bidding Method: (1) Bids by mail and fax are not permitted. (2) For the purpose of determining the successful bidder, the amount obtained by adding 10% of the amount written on the bid form to the said amount (if there is a fraction of less than one yen, it shall be rounded down) will be the successful bid price. Therefore, bidders, regardless of whether they are taxable or non-taxable for consumption tax and local consumption tax, should write the amount equivalent to 100/110 of the estimated contract amount on the bid form. (3) The number of bid executions shall be up to 3 times. 9. Bid Bond and Contract Security: (1) The bid bond is exempted in accordance with the provisions of Article 5, Item 3 of the Kagoshima City Contract Regulations. (2) The contract security is exempted in accordance with the provisions of Article 26, Item 9 of the Kagoshima City Contract Regulations. 10. Minimum Reserve Price: Set. 11. Date and Time and Place of Bid Opening: To be held at the date and time and place specified in 7. 12. Invalid Bids, etc.: (1) Bids falling under any of the following will be considered invalid. a. Bids submitted by persons who do not have the qualifications to participate in the bidding, or whose application forms contain false information. b. Bids submitted by agents who do not bring a power of attorney. c. Bids submitted with unsigned bid forms or bid forms with illegible content. d. Bids submitted with two or more bid forms (including bid forms submitted as an agent for other bidders). e. Bids submitted with altered bid amounts. f. Bids submitted using a writing utensil that can easily erase the written characters. g. Bids submitted with amounts equal to or greater than the lowest bid amount in the previous round during re-bidding. h. Bids that are clearly deemed to be collusive. i. Other bids that violate the bidding conditions. (2) When bidding by an agent, a power of attorney must be submitted before bidding. (3) Persons who did not participate in the initial or subsequent bidding, those who fall under invalidity criteria for bidding, and those who have been disqualified cannot participate in subsequent bidding for this contract. (4) If there are two or more bidders with the same lowest bid price, the successful bidder will be determined by drawing lots. Bidders with the same bid price cannot decline the drawing. (5) Submitted bid forms cannot be altered, exchanged, or withdrawn. 13. Postponement of Bidding or Bid Opening: In the event of unavoidable circumstances, bidding or bid opening may be postponed. In such cases, applicants will be notified separately. 14. Method of Determining the Successful Bidder: The successful bidder will be the person who submitted a bid at the lowest price within the range of the estimated price and above the minimum reserve price. 15. Deadline for Contract Conclusion, etc.: The successful bidder must submit the necessary documents for the contract within 5 days of receiving the notification of successful bid. 16. Inquiries: 〒892-0816 Kagoshima City Education Committee, Administrative Department, School Development Promotion Division (Education Comprehensive Center, 2nd Floor), 6-1 Yamashita-cho, Kagoshima City Phone: 099-227-1930 (Direct) FAX: 099-222-8796 (Within General Affairs Division) Website: https://www.city.kagoshima.lg.jp Email: gakkouseibi@city.kagoshima.lg.jp Kagoshima City Sakurajima Schools and Sakurajima Community Center Moving Services Contract Specifications (Draft) 1. Commissioned Services Name: Contract for Moving Services for Kagoshima City Sakurajima Schools and Sakurajima Community Center 2. Relocation Locations (Refer to Attachment 1 "Facility Overview and Layout" for details): (Original Locations) (1) Sakurajima School (Former Sakurajima Junior High School) Address: 1342 Fujino-cho, Sakurajima, Kagoshima City (2) Former Sakurazusho Elementary School Address: 55 Koike-cho, Sakurajima, Kagoshima City (3) Former Sakuramine Elementary School Address: 355 Matsuura-cho, Sakurajima, Kagoshima City (4) Former Higashisakurajima Elementary School Address: 17 Higashisakurajima-cho, Kagoshima City (5) Former Kurokami Elementary School Address: 2561 Kurokami-cho, Kagoshima City (6) Former Higashisakurajima Junior High School Address: 810 Higashisakurajima-cho, Kagoshima City (7) Former Kurokami Junior High School Address: 647 Kurokami-cho, Kagoshima City (8) Sakurajima Community Center Address: 1722-17 Yokoyama-cho, Sakurajima, Kagoshima City (New Locations) (9) Sakurajima School (New Building) Address: 1722-17 Yokoyama-cho, Sakurajima, Kagoshima City (10) Sakurajima Community Center (New Building) Address: 1st Floor, Building F, Sakurajima School (New Building) * Sakurajima Community Center (8) and Sakurajima Community Center (New Building) (10) are at the same address but in different locations. 3. Total Volume of Items to be Moved: Refer to Attachment 2 "List of Major Items to be Moved." Detailed information should be confirmed by attending the site briefing session. 4. Moving Work Dates: The work will be carried out in two periods. 1st Period: Approximately 3 days between March 1, 2025, and March 5, 2025. 2nd Period: Approximately 2 days between March 23, 2025, and March 31, 2025. * Detailed schedules and transportation will be determined in consultation with the School Development Promotion Division, Sakurajima School, and Sakurajima Community Center. 5. Scope of Work: Transport and arrange desks, chairs, pianos, bookshelves, lockers, etc., from Sakurajima School and Sakurajima Community Center, former Sakurazusho Elementary School, and five other schools, as well as packed cardboard boxes containing documents, etc., to the designated classrooms, etc., of the Sakurajima School new building, etc. (1) Preparation and delivery of packing cardboard boxes, cases, destination labels, cushioning materials, string, gum tape, masking tape, etc., as needed for the moving work. (2) Transportation and placement of equipment and furniture. (3) Transportation of packed cardboard boxes, etc. (including those containing documents). (4) Protection and removal of protection materials associated with the move (Protection of the original school building and community center is not required). 6. Creation of Moving Work Implementation Plan: A Moving Work Implementation Plan, including the following items, must be created and approved by the School Development Promotion Division. As the moving work plan is related to various operations such as classes at Sakurajima School, school events, and delivery of newly purchased equipment, it should be formulated early in consultation with the School Development Promotion Division. If there are any changes to the created Moving Work Implementation Plan, they must be made in consultation with the School Development Promotion Division. (1) Overall Schedule (2) Work Implementation System (including emergency contact system) (3) Moving Work Schedule (work dates, locations, tasks, etc.) (4) Moving Work Implementation System (including deployment plan for moving workers (number of people, locations, etc.)) (5) Moving Work Items (including role sharing between the School Development Promotion Division, the contractor, and the school) (6) Regarding transportation vehicles (7) Regarding loading and unloading (8) Regarding protection measures (9) Other necessary items 7. Completion Documents (Work Completion Report): (1) Completion Notification: 1 copy. (2) Photo Album: 1 copy. Submit a photo album (A4 size, with explanations) showing the condition before work commencement and after completion. 8. Contract Period: From the date of contract until March 31, 2025. 9. Precautions for Commissioned Services: (1) The contractor shall consult sufficiently with the city's representative in advance regarding the moving work and strive for smooth execution of the services. (2) When carrying out the moving work, the contractor shall comply with all relevant laws and regulations, ensure the safety of third parties, and implement measures for accident prevention and safety. (3) The contractor shall complete the moving work within the specified period. (4) When transporting heavy items, the contractor shall make thorough preparations and considerations in advance, select methods appropriate for the weight and shape, and strive to prevent accidents. (5) The contractor shall prepare the necessary materials for the moving work, such as cardboard boxes, cushioning materials, gum tape, and labels, in the required quantities, and deliver them to the designated location by the date specified by the School Development Promotion Division representative. (6) If any unforeseen circumstances arise during the work, the contractor shall promptly report the details and follow the instructions of the School Development Promotion Division. (7) The contractor shall be responsible for and bear the costs of any property damage, personal injury, vehicle accidents, or other accidents attributable to the contractor's management responsibility that occur during the moving work. (8) Matters not specified in these specifications shall be determined through consultation.