Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract Instructions Part 1 (PDF: 9,603KB)

Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract Instructions Part 1 (PDF: 9,603KB) BIDDING EXPLANATION BOOKLET Subject: Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract Sendai City - 1 - This Bidding Explanation Booklet clarifies the general matters that those wishing 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 Agreement on Government Procurement (Treaty No. 23 of 7 Reiwa), the Local Autonomy Act (Act No. 67 of 1947), the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947) (hereinafter referred to as the "Enforcement Order"), the Cabinet Order on Special Provisions for Procurement Procedures for Goods, etc. or Specified Services of Local Governments (Cabinet Order No. 372 of 7 Reiwa), the Sendai City Contract Regulations (Sendai City Regulations No. 47 of 1964) (hereinafter referred to as the "Regulations"), the Regulations on Special Provisions for Procurement Procedures for Goods, etc. or Specified Services (Sendai City Regulations No. 93 of 7 Reiwa) (hereinafter referred to as the "Special Regulations"), the Sendai City Bidding and Contract Regulations for Exclusion of Gangs, etc. (Decision by Mayor on October 31, 2008) (hereinafter referred to as the "Guidelines"), and the Bidding Announcement for Procurement in this matter (hereinafter referred to as the "Bidding Announcement"). 1. Announcement Date: October 30, Reiwa 8 2. Bidding Department, Contact Information, and Place to Show Contract Conditions: (1) Location: 3-7-1 Kokubuncho, Aoba-ku, Sendai City, 980-8671 (2) Department in Charge: Procurement Section, Goods Procurement Group, Finance Bureau, Sendai City, Tel: 022-214-8124 (3) Procurement Officer: Mayor of Sendai City 3. Matters for Competitive Bidding: (1) Subject and Quantity: Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract: One lot (2) Project Details: As per attached specifications (3) Place of Performance: As per attached specifications (4) Period of Performance: From the date of contract conclusion to October 31, Reiwa 10 4. Qualifications Required for Bidders: Those who meet all of the following requirements during the period from the deadline for submitting the application for general competitive bidding to the time of bid opening, and who are recognized by this city as having the necessary qualifications to participate in this bidding: (1) Must be certified under the Reiwa 8, 9, and 10 Competitive Bidding Qualifications (Goods) in Sendai City. Furthermore, must be registered with the business category "Transportation" in said qualification. (2) Must not fall under any of the items in Article 167-4, Paragraph 1 of the Enforcement Order. (3) Must not fall under the measures criteria listed in the attached table of the Guidelines. (4) Must not be subject to a suspension of designation under Article 2, Paragraph 1 of the Regulations on Suspension of Designation for Qualified Contractors. (5) Must not be in the process of filing for commencement of rehabilitation proceedings or be undergoing rehabilitation proceedings under the Corporate Reorganization Act (Act No. 154 of 2002). (6) Must not be in the process of filing for commencement of rehabilitation proceedings or be undergoing rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999). (7) Must have a capital of 10,000,000 yen or more. (8) Must have obtained a license for general truck transportation business under Article 3 of the Truck Transportation Business Act (Act No. 83 of 1989). (9) Must have experience in completing projects as the prime contractor that meet all of the following requirements (a) through (d): a. Must have completed a contract project in Japan since April 1, Reiwa 3, that combined the planning and execution of a relocation project for a government building for the national government, prefectures, designated cities, core cities, or special wards. b. Must have performed relocation work for a government building in Japan since April 1, Reiwa 3, commissioned by the national government, prefectures, designated cities, core cities, or special wards, where the total floor area of the relocation site is 45,000 m² or more (including access control operations). If the total floor area of the building and the area subject to the relocation work differ in the case of joint government buildings or complex facilities, the area subject to the scope of work must be 45,000 m² or more. c. Must have performed project management work including detailed relocation plan formulation, coordination among stakeholders, and progress management for a relocation project in Japan since April 1, Reiwa 3, commissioned by the national government, prefectures, designated cities, core cities, or special wards (including cases where it was contracted as part of government building relocation work). d. Must have performed project management work including the formulation of a waste disposal plan for relocation and the progress management of removal work based on that plan for a relocation project in Japan since April 1, Reiwa 3, commissioned by the national government, prefectures, designated cities, core cities, or special wards (including cases where this work is included in the government building relocation work specified in (a)). (10) Must be able to assign personnel who meet all of the following conditions (a) through (e). Personnel (a) through (d) cannot concurrently hold multiple roles, and personnel (e) can concurrently hold a role with any of (a) through (d). In all cases, personnel cannot be changed without prior approval until the completion of this work. a. Must be able to assign a supervisor who has experience as a supervisor in new government building relocation work where the total floor area of the relocation site is 45,000 m² or more (※1). ("Supervisor" refers to a person responsible for all matters related to the execution of the work to ensure its accurate performance). b. Must be able to assign a relocation headquarters manager who has experience as a supervisor or relocation headquarters manager in new government building relocation work where the total floor area of the relocation site is 30,000 m² or more (※1). ("Relocation Headquarters Manager" refers to a person responsible for coordinating and managing the relocation headquarters and the loading/unloading coordination until the work of all relocation stakeholders and relocation site development stakeholders is completed during the work period). c. Must be able to assign a work manager who has experience as a supervisor or work manager in new government building relocation work where the total floor area of the relocation site is 30,000 m² or more (※1). ("Work Manager" refers to a person responsible for coordinating relocation work and managing the site on each relocation day). d. Must be able to assign an access control manager who has experience as a supervisor or in access control operations in new government building relocation work where the total floor area of the relocation site is 30,000 m² or more (※1). ("Access Control Manager" refers to a person responsible for coordinating and managing access control operations under the direction of the relocation headquarters manager until the work of all relocation stakeholders and relocation site development stakeholders is completed during the work period). e. Must be able to assign a waste project management administrator who has experience in formulating waste disposal plans and managing projects related to waste disposal for new government building relocation, and who is a full-time employee of the contractor. ("Waste Project Management Administrator" refers to a person responsible for coordinating and managing waste plan formulation and related work until the removal of all remaining items from the current building is completed during the work period). ※1 The total floor area of the relocation site must be equal to or greater than the required area if the total floor area of the building and the area subject to the relocation work differ in the case of joint government buildings or complex facilities. ※2 New government building relocation work refers to work commissioned by the national government, prefectures, designated cities, core cities, or special wards in Japan since April 1, Reiwa 3. 5. Confirmation of Qualifications Required for Bidders, etc.: (1) Bidders wishing to participate in this bidding must submit the Application for General Competitive Bidding Qualifications (including attached documents if required; hereinafter referred to as "Application Documents") in accordance with the following and obtain confirmation from this city regarding their qualifications. Those who have not yet received the certification in 4(1) may also submit the Application Documents in accordance with the following. In such cases, if the requirements other than those in 4(1) are met, qualification will be confirmed on the condition that the requirements in 4(1) are met at the time of bid opening. To participate in this bidding, those who have received such confirmation must meet the requirements in 4(1) at the time of bid opening. Bidders who do not submit the Application Documents by the deadline or who are deemed unqualified will not be able to participate in this bidding. a. Application Documents: ① Application for General Competitive Bidding Qualifications (Attached Documents) * For items ③ to ⑧, apply to the Main Building Development Office of the Finance Bureau in advance and submit the confirmed documents. ② Copy of the license for general truck transportation business. ③ Record of Business Experience (Separate Form 1) ④ Record of Supervisor (Separate Form 2) ⑤ Record of Relocation Headquarters Manager (Separate Form 3) ⑥ Record of Work Manager (Separate Form 4) ⑦ Record of Access Control Manager (Separate Form 5) ⑧ Record of Waste Project Management Administrator (Separate Form 6) b. Submission Period: From October 30, Reiwa 8 to November 24, Reiwa 8 (For hand-delivery, weekdays from 9:00 AM to 12:00 PM and 1:00 PM to 4:30 PM. For mail delivery, the receipt deadline is November 24, Reiwa 8). c. Submission Location: Procurement Section, Goods Procurement Group, Finance Bureau, Finance Department, Sendai City Hall, 3-7-1 Kokubuncho, Aoba-ku, Sendai City, 980-8671, Tel: 022-214-8124 d. Submission Method: Hand-delivery or registered mail with proof of delivery. Please call in advance before mailing. (2) Confirmation of qualifications required for bidders will be conducted by this city after the deadline for submission of the above documents, and the results will be notified by December 1, Reiwa 8. A "Notice of Qualification for General Competitive Bidding" will be issued to those recognized as qualified to participate in this bidding. (3) Even if you have received the "Notice of Qualification for General Competitive Bidding" as indicated in (2) above, you may withdraw from the bidding until the bid opening is completed. To withdraw from the bidding, submit a withdrawal notice (any format) to the location specified in (1)c above. If the bidder or their representative enters the bidding room and submits a withdrawal notice, they must leave the bidding room immediately. Furthermore, if a bid is submitted that indicates withdrawal from the bid (including submission of withdrawal notices or other documents), it will be considered an invalid bid. 6. Procedures for Those Who Have Not Received Certification for Reiwa 8, 9, and 10 Competitive Bidding Qualifications (Goods), etc.: (1) Bidders wishing to participate in this bidding who have not received the Reiwa 8, 9, and 10 Competitive Bidding Qualifications (Goods) certification and do not meet the requirements in 4(1) may apply for qualification certification in accordance with the following: a. Application Form: Check the Sendai City website. https://www.city.sendai.jp/keyaku-kanri/download/bunyabetsu/keyaku/shikakutoroku/buppin.html b. Application Method: Apply via the Sendai City Competitive Bidding Qualification Application Form. Please call in advance before applying (Tel: 022-214-8124). https://logoform.jp/form/3PrJ/965159 c. Application Period: From October 30, Reiwa 8 to November 9, Reiwa 8, 5:00 PM. (2) The decision on whether to grant the Reiwa 8, 9, and 10 Competitive Bidding Qualifications (Goods) will be made by this city after the application deadline, and the results will be notified after the decision is made. (3) Those who have received the Reiwa 8, 9, and 10 Competitive Bidding Qualifications (Goods) certification as specified in 4(1) but have not registered the business categories listed in 4(1) may add business categories in accordance with the following: a. Application Form: Application for Change of Bidding Qualification Registration Details (In the "Items to Change" field, write "Add Category" and in the "After Change" field, write the name of the business category to be added. If the business requires a license or registration under law, attach a PDF of the license (registration) certificate, etc.). https://www.city.sendai.jp/keyaku-kanri/jigyosha/keyaku/sankashikaku/henko.html b. Application Method: Apply via the Sendai City Competitive Bidding Qualification Application Form (continuous registration). Please call in advance before applying (Tel: 022-214-8124). https://logoform.jp/form/3PrJ/965159 c. Application Period: From October 30, Reiwa 8 to November 24, Reiwa 8, 5:00 PM. 7. Questions Regarding Specifications: (1) Bidders wishing to participate in this bidding who have questions regarding the attached specifications (limited to matters necessary for estimation) should submit them as follows: a. Submission Documents: Question and Answer Form (Attached Form. Include 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 bidding explanation booklet is published by December 1, Reiwa 8. 7-2 Site Briefing: A site briefing will be held as follows. Bidders wishing to participate in this bidding must attend. Please note that those who do not attend the site briefing will not be able to participate in this bidding. Some of the specifications (Documents 1, 2, and 9) will be distributed at the site briefing. (1) Date and Time: November 9, Reiwa 8, 2:00 PM. Please contact the Main Building Development Office of the Finance Bureau by 5:00 PM on November 6, Reiwa 8 (Tel: 0214-3170). Up to two people per company can attend the site briefing. (2) Location: 1st Floor, Sendai City Hall Hyakoshōji Temporary Building (Sendai Park Building), 3-6-1 Kokubuncho, Aoba-ku, Sendai City. 8. Date and Time and Place of Bidding and Bid Opening: (1) Date and Time: December 16, Reiwa 8, 14:00. However, the deadline for receipt of bids by mail is December 15, Reiwa 8. (2) Location: Bidding Room, Procurement Section, Goods Procurement Group, Finance Bureau, Finance Department, Sendai City Hall, 3-7-1 Kokubuncho, Aoba-ku, Sendai City, 980-8671. However, the addressee for bids by mail is "Procurement Section, Goods Procurement Group, Finance Bureau, Finance Department, Sendai City" (address is the same as above). Please call in advance before mailing (Tel: 022-214-8124). 9. Bid Bond and Contract Deposit: (1) Bid Bond: Exempted. (2) Contract Deposit: Shall be equal to or greater than the amount separately determined by the Director of the Finance Bureau of Sendai City in accordance with Article 20, Item 9 of the Regulations (see below). Calculation Formula: (Contract Amount) x (1/10) / (Number of Months of Performance / 12) * Fractions of a month in the performance period will be rounded down. * If there are decimal fractions in the number obtained by dividing the number of months of performance by 12, round down to the second decimal place. [Example] If the performance period is 22 months and 3 days, the contract deposit amount will be "1/18 of the contract amount". Calculation Formula: (Contract Amount) x (1/10) / (1.8) = (Contract Amount) x (1/18) 10. Bidding and Bid Opening Methods, etc.: (1) Bids must be submitted in person or by mail (registered mail with proof of delivery only).