Sendai City Izumi Ward Office Building Security Services Contract Explanation of Bidding Documents Part 1 (PDF: 4,209KB)

Sendai City Izumi Ward Office Building Security Services Contract Explanation of Bidding Documents Part 1 (PDF: 4,209KB) EXPLANATION OF BIDDING DOCUMENTS BIDDING DOCUMENT Subject: Sendai City Izumi Ward Office Building Security Services Contract [Restricted General Competitive Bidding] (Subject to Low-Bid Price Investigation) Sendai City - 1 - This explanation of bidding documents is intended to clarify the general matters that those who wish to participate in general competitive bidding for procurement contracts ordered by this city (hereinafter referred to as "bidders") must be familiar with and comply with, in addition to the Local Autonomy Act (Law No. 67 of 1947), the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947) (hereinafter referred to as the "Enforcement Order"), the Sendai City Contract Regulations (Sendai City Regulations No. 47 of 1964) (hereinafter referred to as the "Regulations"), the Guidelines for General Competitive Bidding for Contracted Cleaning and Security Services (approved by the Director of the Finance Bureau on June 26, 2018), the Sendai City Guidelines for Exclusion of Bidders and Contractors Involved in Violence (approved by the Mayor on October 31, 2008) (hereinafter referred to as the "Guidelines"), and the public notice of bidding for this procurement (hereinafter referred to as the "Bidding Notice"). 1. Announcement Date: October 30, Reiwa 8 (2026) 2. Bidding Department, Contact Information, and Location for Contract Terms: (1) Address: 3-7-1 Kokubuncho, Aoba-ku, Sendai City, 980-8671 (2) Department: Sendai City Finance Bureau, Finance Department, Contract Division, Goods Contract Section, Phone: 022-214-8124 (3) Procurement Officer: Mayor of Sendai 3-1. Matters Subject to Competitive Bidding: (1) Subject and Quantity: Sendai City Izumi Ward Office Building Security Services Contract, One Lot (2) Project Details: As per attached specifications (3) Performance Location: As per attached specifications (4) Performance Period: March 1, Reiwa 9 (2027) to September 30, Reiwa 11 (2029) (Long-term continuous contract based on Article 234-3 of the Local Autonomy Act) 3-2. Low-Bid Price Investigation: This bid is subject to a low-bid price investigation. Please carefully review the following related guidelines and procedures (refer to attached reference materials). (1) Guidelines for Minimum Reserve Price and Low-Bid Price Investigation for Contracted Cleaning and Security Services (approved by the Director of the Finance Bureau on March 14, Reiwa 1 (2019)) (2) Procedures for Minimum Reserve Price and Low-Bid Price Investigation for Contracted Cleaning and Security Services (approved by the Director of the Finance Bureau on March 14, Reiwa 1 (2019)) 4. Qualifications Required for Bidders: Those who meet all of the following requirements during the period from the deadline for submitting the application for participation in general competitive bidding to the time of bid opening, and who have been recognized by this city's examination as having the necessary qualifications to participate in this bid. (1) Must have been certified for the Reiwa 8/9/10 (2026/2027/2028) Competitive Bidding Participation Qualifications (Goods) in Sendai City. Furthermore, must be registered with the business category "Security" in said qualifications. (2) Must have its head office within Sendai City. (3) Must not fall under any of the items in Article 167-4, Paragraph 1 of the Enforcement Order. (4) Must not fall under the measures stipulated in the table of the Guidelines. (5) Must not be subject to a suspension of bidding as stipulated in Article 2, Paragraph 1 of the Guidelines on Suspension of Bidding for Qualified Contractors. (6) Must not be in the process of filing for commencement of rehabilitation proceedings or be undergoing rehabilitation proceedings under the Corporate Reorganization Act (Law No. 154 of 2002). (7) Must not be in the process of filing for commencement of rehabilitation proceedings or be undergoing rehabilitation proceedings under the Civil Rehabilitation Act (Law No. 225 of 1999). - 2 - (8) Must have a capital of 10,000,000 yen or more. (9) Must be certified by the Miyagi Prefectural Public Safety Commission in accordance with Article 4 of the Security Services Act (Law No. 117 of 1972). Furthermore, must not be subject to business suspension under Article 49 of the same Act. (10) Must have at least two consecutive years of experience since April 1, Reiwa 3 (2021), as the prime contractor, in providing 24-hour on-site facility security services for buildings in Miyagi Prefecture with a total floor area of 7,000 square meters or more (provided that the nature and frequency of security are deemed equivalent or higher compared to this project). Note: If there are areas within the target building that are not subject to security services, the total floor area shall not include those areas. (11) Must have at least two consecutive years of experience since April 1, Reiwa 3 (2021), as the prime contractor, in providing on-site facility security services for public facilities in Miyagi Prefecture, commissioned by government agencies, independent administrative agencies, or designated managers of local government facilities (provided that the services are continuous 24 hours a day, every day of the year). (12) Must be able to assign a dedicated on-site security manager with at least 5 years of experience in facility security operations. (13) Must be a social insurance applicable business and have no arrears in insurance premiums, etc. (14) In the case of organizations composed of multiple businesses, the members must not be participating in this bid as members of other organizations or individually. Participation applications by organizations are only permitted if the organization itself meets the above requirements. 5. Confirmation of Qualifications Required for Bidders, etc.: (1) Those wishing to participate in this bid must submit a Restricted General Competitive Bidding Participation Application (including attached documents if required; hereinafter referred to as "Application Documents") in accordance with the following, and must have their qualifications confirmed by this city. Those who do not submit the Application Documents by the deadline or who are deemed not to have the necessary qualifications will not be able to participate in this bid. A. Application Documents: ① Restricted General Competitive Bidding Participation Application (Separate Sheet) (Attached Documents) ② Copy of the signboard stipulated in Article 6 of the Security Services Act ③ Record of Similar Security Services Experience (Attached Form 1) *Attach a copy of the contract for similar security services (including specifications) or a certificate of performance issued by the client (original, any format). Additional documents may be requested if the content of performance cannot be confirmed from the submitted documents. If the requirements in 4(10) and (11) cannot be met with a single service, submit multiple experience records. ④ Record of Responsible Personnel (Attached Form 2) *Attach a copy of documents proving employment relationship with the said employee. ⑤ Copy of the Provisional/Final Insurance Premium Declaration for Labor Insurance (most recent) ⑥ Copy of the receipt notice or certificate of payment for health and employee pension insurance premiums (most recent two installments for which the payment deadline has passed as of the application date). B. Submission Period: October 30, Reiwa 8 (2026) to November 20, Reiwa 8 (2026) (For in-person submission, daily from 9:00 AM to 12:00 PM and 1:00 PM to 4:30 PM, excluding Saturdays, Sundays, and holidays. For mail submission, the receipt deadline is November 20, Reiwa 8 (2026).) C. Submission Location: Sendai City Finance Bureau, Finance Department, Contract Division, Goods Contract Section, 3-7-1 Kokubuncho, Aoba-ku, Sendai City, 980-8671, Phone: 022-214-8124 - 3 - D. Submission Method: Submit in person or by registered mail with proof of delivery. Please call in advance before mailing. (2) Confirmation of the necessary qualifications for bidders will be conducted by this city's examination after the submission deadline stated above, and the results will be notified by November 30, Reiwa 8 (2026). A "Notice of Qualification for Restricted General Competitive Bidding Participation" for this bid will be issued to those recognized as qualified to participate in this bid. (3) Even those who have received the "Notice of Qualification for Restricted General Competitive Bidding Participation" as stated in (2) above may withdraw from the bid until the bid opening is completed. To withdraw from the bid, submit a withdrawal notice (any format) to the location specified in (1) C above. If the bidder or their representative enters the bid room and submits a withdrawal notice, they must leave the bid room immediately. Furthermore, if a bid is submitted that indicates withdrawal from the bid (including the submission of withdrawal notices or other documents), it will be considered an invalid bid. 6. Questions Regarding Specifications: (1) If those wishing to participate in this bid have questions regarding specifications, etc. (limited to matters necessary for estimation), they must be submitted as follows: A. Submission Documents: Q&A Form (Attached Form. Please write your questions.) B. Submission Period: Same as 5(1)B. C. Submission Location: Same as 5(1)C. D. Submission Method: Same as 5(1)D. (2) Answers to all questions in (1) will be posted on the website where this explanation of bidding documents is published by November 30, Reiwa 8 (2026). 7. Loan of Detailed Specifications and Building Drawings: (1) Detailed specifications and building drawings necessary for estimating bid prices will not be published on the city's website but will be loaned out according to the following procedure. Those wishing to participate in this bid must obtain these materials. A. Submission Documents: Application for Loan of Detailed Specifications and Building Drawings (Attached Form. Please fill in the necessary information.) B. Submission Period: October 30, Reiwa 8 (2026) to November 20, Reiwa 8 (2026) (Daily from 9:00 AM to 12:00 PM and 1:00 PM to 4:30 PM, excluding Saturdays, Sundays, and holidays. For mail submission, the receipt deadline is November 20, Reiwa 8 (2026).) C. Submission Location: Same as 5(1)C. D. Submission Method: Submit in person or by mail. Please call in advance before mailing. For in-person submission, present identification (My Number card, driver's license, company-issued photo ID, etc., all originals). (2) Materials will be handed over directly to those who bring the Application for Loan of Detailed Specifications and Building Drawings. For mail delivery, materials will be sent to the applicant of the Application for Loan of Detailed Specifications and Building Drawings. (3) Loaned materials must be returned to the location specified in (1) C above by November 20, Reiwa 8 (2026), if the Restricted General Competitive Bidding Participation Application, etc., is not submitted. If the Restricted General Competitive Bidding Participation Application, etc., is submitted, return by December 15, Reiwa 8 (2026), or the date of withdrawal from the bid, whichever is earlier. (4) A site explanation meeting for this project will not be held. Therefore, obtaining the detailed specifications and building drawings is mandatory. Please note that those who do not receive the materials will not be able to participate in this bid. - 4 - 8. Date and Time and Location of Bid and Bid Opening: (1) Date and Time: December 15, Reiwa 8 (2026), 13:20 However, the receipt deadline for mail-in bids is December 14, Reiwa 8 (2026). (2) Location: Bid Room, Sendai City Finance Bureau, Finance Department, Contract Division, 3-7-1 Kokubuncho, Aoba-ku, Sendai City, 980-8671 However, the addressee for mail-in bids is "Sendai City Finance Bureau, Finance Department, Contract Division, Goods Contract Section" (address is the same as above). Please call in advance before mailing (Phone: 022-214-8124). 9. Bid Security and Contract Security: (1) Bid Security: Exempt (2) Contract Security: 11/25 of the contract amount 10. Bid and Bid Opening Procedures, etc.: (1) Bids must be submitted in person or by mail (registered mail with proof of delivery only). Bids by telegram, telephone, or other methods are not permitted. (2) Bidders or their representatives must be familiar with the specifications, drawings, draft contract, and regulations before bidding. (3) A bidder or their representative cannot act as a representative for another bidder participating in this bid. (4) Only bidders or their representatives, staff involved in bid execution (hereinafter referred to as "bid staff"), and observers as specified in (18) below are allowed in the bid room. However, the bid execution supervisor may permit escorts in unavoidable circumstances. (5) Bidders or their representatives cannot enter the bid room after the bid opening time. (6) When entering the bid room, bidders or their representatives must present or submit the Notice of Qualification for Restricted General Competitive Bidding Participation (issued by this city through the procedures in Section 5, a copy is acceptable) and identification (My Number card, driver's license, company-issued photo ID, etc., all originals), and if bidding by proxy, a power of attorney (in the attached form). (7) Bidders or their representatives cannot leave the bid room except in unavoidable circumstances recognized by the bid execution supervisor. (8) Anyone in the bid room who falls under any of the following items will be expelled from the bid room: A. Those who obstruct or attempt to obstruct fair competition. B. Those who have colluded to harm fair prices or gain unfair profits. (9) Bidders or their representatives (limited to those who have received the authority to bid through a power of attorney) must prepare and submit a bid form in the attached format. The bid form must include the following: A. Subject (Sendai City Izumi Ward Office Building Security Services Contract) B. Bid Amount (Total amount, excluding consumption tax and local consumption tax for taxable entities) C. Date (Enter the bid date for in-person submission, or the mailing date for mail submission.) - 5 - D. Addressee (Enter "Mayor of Sendai") E. Bidder's Name (For corporations, the company name or trade name) F. Bidder's Name and Seal. However, if the seal is omitted, the department, name, and contact information of the responsible person and contact person for this matter must be entered. (10) The language used for bid forms and bid-related documents must be Japanese. Bid amounts must be expressed in Japanese currency. (11) For in-person bids, the bid form must be placed in an envelope, and the envelope must be labeled with the bidder's name (for corporations, the company name or trade name), the subject, and the bid date. It must be submitted at the time and location specified in 8(1) and 8(2). For mail-in bids, use a double envelope. Mark the outer envelope "Bid Enclosed" and enclose the sealed inner envelope containing the bid form and a copy of the Notice of Qualification for Restricted General Competitive Bidding Participation. Mail it so that it arrives by the deadline specified in 8(1) at the location specified in 8(2) (registered mail with proof of delivery only). The inner envelope must also be labeled with the necessary information as in the case of in-person bids. (12) The bid amount must be an amount estimated to include all expenses (excluding those that the client is responsible for paying as specified in the specifications). (13) For the purpose of determining the successful bid, the amount obtained by adding the consumption tax equivalent to the amount stated in the bid form (if there is a fraction of less than 1 yen, that fraction will be rounded down) will be the successful bid amount (contract amount). Therefore, bidders or their representatives (limited to those who have received the authority to bid through a power of attorney) must enter in the bid form the amount obtained by subtracting the consumption tax equivalent calculated at the taxable consumption tax rate from their estimated desired contract amount, regardless of whether they are a taxable or tax-exempt entity for consumption tax. (14) Use a pen or ballpoint pen for bid forms and powers of attorney (do not use easily erasable writing instruments such as pencils). (15) Only those whose submitted documents are deemed acceptable based on this city's examination criteria will be considered for the successful bid.