[Prefecture] Purchase of Small Tables and 15 Other Items as a Set

[Prefecture] Purchase of Small Tables and 15 Other Items as a Set

Regarding tenders based on the Public Announcement of Tenders for Specific Procurement Contracts by the Ministry of Economy, Trade and Industry (Official Gazette dated September 30, Reiwa 8), in addition to the provisions of relevant laws and regulations, the Tender Guidelines for Specific Procurement Contracts of the Ministry of Economy, Trade and Industry (Document No. 5, hereinafter referred to as "Tender Guidelines") and the "Terms of Use for Procurement Portal and Electronic Procurement System" when using the electronic procurement system (hereinafter referred to as "Terms of Use"), the following shall apply.

Furthermore, tender procedures shall, in principle, be conducted using the electronic procurement system. In the event that the electronic procurement system cannot be used due to system failures or other reasons, the date and time may be changed to a date and time to be notified separately.

1. Matters for Competitive Tendering

(1) Title and Quantity of Services, etc.

Purchase of Small Tables and 15 Other Items as a Set

(2) Specifications, Delivery Deadline, Delivery Location, etc.

As per the attached specifications (Document No. 4).

(3) Tendering Method

The bid amount shall be the total amount for this matter (including expenses necessary for project implementation, as well as costs incurred due to revisions in minimum wages, etc.).

Please note that when determining the successful bidder, the successful bid price will be the amount obtained by adding 10% of the amount stated in the bid form to that amount (if there is a fraction of less than 1 yen, that fraction shall be rounded down). Therefore, bidders shall write in the bid form an amount equivalent to 100/110 of the estimated contract amount, regardless of whether they are taxable or tax-exempt business operators for consumption tax and local consumption tax.

2. Eligibility for Participation in Tendering

(1) Must not fall under the provisions of Article 70 and Article 71 of the Order on Budget, Settlement, and Accounting (Document No. 6, hereinafter referred to as "Order on Budget, Settlement, and Accounting").

Minors, persons under guardianship, or persons under assistance who have obtained the necessary consent for contract conclusion fall under the special circumstances in Article 70 of the Order on Budget, Settlement, and Accounting.

(2) Must be rated in grade "A", "B", or "C" in "Sales of Goods" under the Tendering Eligibility for the Ministry of Economy, Trade and Industry for Reiwa 7, 8, and 9 (Unified Qualifications for All Ministries).

(3) Must not be subject to suspension of subsidy payments or other measures, or suspension of designation by the Ministry of Economy, Trade and Industry.

If subcontracting to a business operator subject to suspension of subsidy payments or other measures, or suspension of designation by the Ministry of Economy, Trade and Industry, the consent of the ordering party is required.

(Business operator list can be found here)

https://www.meti.go.jp/information_2/publicoffer/shimeiteishi.html

(4) Must not have had a contract with the Ministry of Economy, Trade and Industry terminated due to inadequate information management within the past three years.

3. Location for Inspection of Contract Terms, etc.

(1) Location for Inspection of Contract Terms

As per Documents No. 1 to 12. Please note that materials related to this matter will be obtained by the following methods, and paper distribution at tender explanation meetings, etc., will not be provided.

a. Cover page and Documents No. 1 to 5

Select "Public Announcement of General Competitive Tenders (WTO Covered)" from "Search Procurement Information" and "Select Procurement Type" on the Procurement Portal site, enter or select the necessary information to search for this matter, and be sure to download the "Procurement Documents" for this matter.

https://www.p-portal.go.jp/pps-web-biz/UAA01/OAA0101

b. Documents No. 6 to 12

Be sure to download from the Ministry of Economy, Trade and Industry website.

https://www.meti.go.jp/information_2/publicoffer/chotatsu_format.html#saitei

(2) Date and Time and Location of Tender Explanation Meeting

Instead of a tender explanation meeting, questions will be accepted by email. Even if there are no questions, the submitted questions and answers will be shared, so please register your contact information (company name, contact person name, phone number, email address) with the person in charge listed at the end of this explanation document. The registration deadline is the date and time of the question deadline (3).

(3) Question Deadline

November 13, Reiwa 8 (Friday) 12:00 PM

If you have any questions regarding specifications, tender eligibility requirements (Certificate of Conformity and Guarantee for Tendered Items), etc., please write them in the "Question Form" (Document No. 7) and submit them by email to the person in charge listed at the end of this explanation document.

Please note that questions using the electronic procurement system are not permitted.

(4) Deadline, Location, and Method of Submission for Tender Eligibility Requirements (Certificate of Conformity and Guarantee for Tendered Items)

a. Submission Deadline

November 20, Reiwa 8 (Friday) 12:00 PM

b. Submission Location and Method

【Submission via Electronic Procurement System】

Log in to "Tender Operations" from the "Tender/Contract" menu on the Procurement Portal (https://www.p-portal.go.jp/pps-web-biz/), search for this matter from the "Search Procurement Projects" screen, and submit the Tender Eligibility Requirements (Certificate of Conformity and Guarantee for Tendered Items) (Document No. 2) on the "Submission of Certificates, Proposals, etc." screen.

【Submission by Other Methods】

If it is difficult to submit via the electronic procurement system due to unavoidable reasons, please submit the Tender Eligibility Requirements (Certificate of Conformity and Guarantee for Tendered Items) and the "Reason Statement" (Form 4, Document No. 10) to the person in charge listed at the end of this explanation document by the following methods.

a. Submission by mail

Submit by the submission deadline specified in a. above, with proof of delivery remaining. Please be careful not to include the bid form.

b. Submission by email

Send so that it is received by the submission deadline specified in a. above. Please be careful not to send the bid form.

c. Submission in person

Bring to the person in charge listed at the end of this explanation document by the submission deadline specified in a. above.

(5) Deadline, Location, and Method of Submission for Bid Forms, etc.

a. Bid Form Submission Deadline

December 10, Reiwa 8 (Thursday) 12:00 PM

b. Bid Form Submission Location and Method

【Submission via Electronic Procurement System】

Log in to "Tender Operations" from the "Tender/Contract" menu on the Procurement Portal (https://www.p-portal.go.jp/pps-web-biz/), search for this matter from the "Search Procurement Projects" screen, and submit the bid form on the "Submission of Bids (Quotations)" screen.

*Please note that to submit a bid form via the electronic procurement system, you must first submit either the "Tender Eligibility Requirements (Certificate of Conformity and Guarantee for Tendered Items)" or the "Expression of Intent to Participate in Tender" (Form 2, Document No. 8) on the "Submission of Certificates, Proposals, etc." screen.

【Submission in Paper Format】

Submit the "Bid Form" (Form 3, Document No. 9) to the person in charge listed at the end of this explanation document by the following methods.

a. Submission by mail

Submit by the submission deadline specified in a. above, with proof of delivery remaining.

b. Submission in person

Bring to the person in charge listed at the end of this explanation document by the submission deadline specified in a. above.

*Only the bid form should be placed in the envelope for submission, sealed, and the bidder's name (or company name/trade name for corporations) and the title of the matter should be written on the front of the envelope before submission.

c. Points to Note

・For tenders by proxy, those submitting bid forms via the electronic procurement system must complete the delegation procedures specified in the system, and those submitting bid forms in paper format must submit a "Power of Attorney" (Form 5, Document No. 11).

・Submitted Tender Eligibility Requirements (Certificate of Conformity and Guarantee for Tendered Items) and bid forms cannot be changed or canceled, and will not be returned.

・Tender Eligibility Requirements (Certificate of Conformity and Guarantee for Tendered Items) shall not be used for any purpose other than the examination related to this tender.

(6) Date, Time, Location, and Method of Bid Opening, etc.

a. Date and Time and Location of Bid Opening

December 11, Reiwa 8 (Friday) 2:00 PM

Tender Room, General Affairs Division, Ministry of Economy, Trade and Industry (Outside the entrance gate on the Ministry of Finance side, 1st floor of the Main Building)

b. Method of Bid Opening, etc.

If there are no bids within the price limit of the estimated price as a result of the bid opening, a second round of bidding will be held. If all bidders or their representatives are present, the second round of bidding will be held immediately. Otherwise, it will be held at a date and time to be determined separately.

If a second round of bidding is held immediately, those who submitted bid forms in paper format will participate in the second round of bidding at the bid opening location specified above, and those who submitted bid forms via the electronic procurement system will participate in the second round of bidding through the same system.

If there are no bids by the deadline for the second round of bidding, it will be considered that the bidder has declined the second round of bidding.

*Bidders who submitted bid forms via the electronic procurement system can check the status of the bid opening on the "Bid (Quotation, Successful Bid) Status Confirmation" screen and the "Bid Opening Results Confirmation" screen of the system.

c. Matters Concerning Persons Attending the Bid Opening

The bid opening shall be conducted with the attendance of the bidder or their representative. However, if the bidder or their representative is not present, an official not involved in the bid execution procedures will be present.

(7) Scope of Use of the Electronic Procurement System

The electronic procurement system shall be used only for the purposes specified in (4), (5), and (6) above. Other functions are not available.

4. Invalid Bids

Bids falling under Article 12 of the Tender Guidelines shall be invalid.

5. Method of Determining the Successful Bidder and Notification of Determination

(1) Method of Determining the Successful Bidder

The successful bidder will be determined based on Articles 15 to 17 of the Tender Guidelines.

(2) Notification of Determination of Successful Bidder

When the successful bidder is determined, notification will be sent in writing or by other means to the bidders who were not successful, within 7 days from the day after the determination.

6. Bid Bond and Contract Deposit: Exempt in full

7. Quotation and Contract Documents, etc.

(1) Submission of Quotation

The successful bidder shall submit a quotation immediately. When preparing the quotation, please refer to the "Quotation Form" (Document No. 12).

*"Fixed Contract" in the form refers to a contract for commissioned projects. For this matter, the breakdown should be prepared appropriately according to the business content.

(2) Contract

The successful bidder will enter into a contract based on the draft contract (Document No. 3), so please bid with an understanding of the contract terms.

Please note that you may be asked whether electronic contract conclusion is possible using the electronic procurement system (including the reason for refusal if not possible). Please bid with this in mind.

○ Contract (Object Sales Contract Terms)

https://www.meti.go.jp/information_2/downloadfiles/r8baibai_format.pdf

8. Payment Terms

Contract payments shall be made within 30 days from the date of receipt of a valid payment request, according to the terms stated in the contract.

9. Name of Contracting Officer, etc., and Name and Location of Their Department

Yuko Tamai, Chief of Accounting Division, Minister's Secretariat, Ministry of Economy, Trade and Industry

Accounting Division, Minister's Secretariat, Ministry of Economy, Trade and Industry

1-3-1 Kasumigaseki, Chiyoda-ku, Tokyo 100-8901

10. Language and Currency to be Used in Contract Procedures: Japanese and Japanese currency only.

11. Other

(1) In accordance with the "Inter-Ministerial Conference for Promoting Measures Related to the Implementation of the "Business and Human Rights Action Plan"" (decided on April 3, Reiwa 5), it has been stated that public procurement conducted by the government should strive to ensure respect for human rights by the bidding companies. Accordingly, the successful bidder for this project is requested to strive to promote respect for human rights based on the "Guidelines for Respecting Human Rights in Responsible Supply Chains, etc." (decided by the Inter-Ministerial Conference for Promoting Measures Related to the Implementation of the "Business and Human Rights Action Plan" on September 13, Reiwa 4). Please bid with an understanding of the contents of these guidelines.

https://www.meti.go.jp/press/2022/09/20220913003/20220913003-a.pdf

12. Contact Information

(1) Inquiries regarding the Electronic Procurement System (operation methods, etc.)

Procurement Portal Electronic Procurement System Help Desk

Phone: 0570-000-683 (Navi Dial)

03-4332-7803 (for IP phones, etc.)

FAX: 017-731-3352

Reception Hours: Weekdays 9:00 AM - 5:30 PM (excluding national holidays, New Year's holidays from December 29 to January 3)

URL: https://www.p-portal.go.jp/pps-web-biz/UZA02/OZA0201

(2) Other contact information regarding this matter (submission of Tender Eligibility Requirements (Certificate of Conformity and Guarantee for Tendered Items), Question Forms, etc. by email)

1-3-1 Kasumigaseki, Chiyoda-ku, Tokyo 100-8901

General Affairs Division, Minister's Secretariat, Ministry of Economy, Trade and Industry (West Building 8th Floor, Room 3)

Contact Person: Kenmochi

Phone: 03-3501-1591 (Direct Dial)

E-mail: bzl-refresh@meti.go.jp

Procurement Organization: Ministry of Economy, Trade and Industry

Location: Tokyo

Procurement Type: Public Announcement of General Competitive Tenders (WTO Covered)

Classification: Goods and Services