Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract Instructions Part 2 (PDF: 1,058KB)

Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract Instructions Part 2 (PDF: 1,058KB) 1 Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract Specifications 1. Service Name: Sendai City Hall New Main Building Relocation and Opening Preparation Support Services Contract 2. Purpose of Service: Sendai City (hereinafter referred to as the "Client") plans to consolidate city hall functions currently dispersed in the existing main building and branch offices (hereinafter referred to as the "Existing Buildings") into the new main building scheduled for completion in November Reiwa 9, and to open it in Reiwa 10. This service aims to ensure business continuity in the existing buildings, facilitate the smooth opening of the new main building within a limited timeframe, and enable the prompt commencement of demolition work for the existing buildings after the relocation is complete. This involves creating an overall relocation plan for the new main building, executing the relocation, and providing support for opening preparations, including waste planning and management, until the existing buildings are handed over to the demolition contractor. By entrusting this to a contractor with specialized expertise and know-how, the objective is to achieve planned and steady execution of the work with support including proactive proposals for solving various challenges, in accordance with the contents described in these specifications. 3. Contract Period: From the date of contract conclusion to October 31, Reiwa 10. 4. Definitions of Terms: The main terms used in these specifications are defined as follows. The estimated quantities for each are indicated in "8. Service Details" for each service item. (1) Relocated Items: Relocated items refer to documents, equipment, furniture, etc., to be moved from the existing buildings to the new main building, including the following: ① Documents ② OA equipment ③ Reusable furniture, etc. ④ Artworks and exhibits ⑤ Others designated by the Client that require relocation. (2) Documents: Documents refer to papers, files, books, etc. (3) Reusable Furniture, etc.: Reusable furniture, etc. refers to furniture such as desks, chairs, and lockers currently in use in the existing buildings that need to be transported and installed in the new main building. (4) Main Relocation: Refers to the transportation of documents, PCs/monitors, system equipment, and some reusable furniture within the work areas (expected to take place on Friday nights/weekends/holidays). * Some exceptions apply. * Transportation of items other than those listed above is expected to take place on weekday evenings before or after the main relocation. (5) Remaining Items, etc.: Refers to OA equipment, furniture, etc. used in the existing buildings that are not covered by (3) above due to reasons such as being difficult to utilize in the new main building or other facilities. (6) New Furniture and Fixtures: Refers to desks, chairs, lockers, and other furniture and fixtures that the Client will purchase new and install in the new main building. (7) Disposal: Disposal refers to the processing of remaining items, etc. as waste in accordance with the "Act on Waste Management and Public Cleansing" (Act No. 137 of 1970) and the "Act on Promotion of Proper Treatment of Specified Household Appliances" (Act No. 79 of 1998) (hereinafter referred to as the "Home Appliance Recycling Act"), or processing them as valuable materials. (8) Respective Departments: Refers to the various sections within the Client's organization. (9) Low-rise Area Operators: The Client plans to introduce private sector vitality into some rooms on the low-rise floors (1st and 2nd floors) of the new main building, and these are the operators. (10) New Building Security Service Contractor: The contractor for security services for the new main building, procured separately by the Client. (11) Stakeholders: Stakeholders are those currently anticipated, including the following: Service Details | Anticipated Stakeholders -----------------|--------------------------- New Main Building Construction | Design Supervision Contractor: Ishimoto Architectural & Engineering Firm, Chiba Manabu Architects & Planners Design Joint Venture | Construction Contractor: Obayashi Corporation, Tekken Corporation, Senken Kogyo Co., Ltd., Fukumatsu Gumi Joint Venture | Electrical Equipment (Power) Contractor: Yourtec Corporation, Fukko Electric Co., Ltd., Tsukada Electric Industry Co., Ltd. Joint Venture | Electrical Equipment (Low Voltage) Contractor: Taihei Dengyo Kaisha, Ltd., San-den Kogyo Co., Ltd. Joint Venture | Plumbing and Sanitary Equipment Contractor: Atmax Corporation, Kano Kogyo Co., Ltd. Joint Venture | Air Conditioning Equipment Contractor: Sankei Setsubi Kogyo Co., Ltd. Tohoku Branch | Elevator Equipment Contractor: Mitsubishi Electric Building Solutions Co., Ltd. Northern Japan Branch Post-Completion Construction and Relocation Related Work | Exterior Construction Contractor: To be determined | Landscaping Contractor: To be determined Office Environment Improvement and Furniture Procurement Support Service Contractor: Okamura Corporation Sendai Branch C Construction Project Management Service Contractor: To be determined C Construction Contractor: Various system, multifunction printer, and other equipment vendors (approx. 280 companies anticipated) Furniture Delivery Contractor: To be determined (approx. 50 companies anticipated) Disposal Service Contractor: To be determined Users, etc. | Relocation Target for New Main Building: Departments and Assembly to be relocated from existing buildings, and other new main building users | Low-rise area operators, financial institutions, vending machine operators, etc. Building Security Service Contractor, etc. | Existing building security service contractor, new building security service contractor, etc. Temporary Building Management Company, etc. | Building management company for temporary buildings, etc. (details below) Others | Ceremony planning and operation service contractor, furniture reuse destination vendors, etc. * Includes individuals designated by the Client as necessary. 3 Building Name | Building Management Company | Building Cleaning Company -----------------|---------------------------|-------------------------- Futsukacho Dai-ni Temporary Building | MS Building Futsukacho | Mosen Building Co., Ltd. | Dowa Kogyo Co., Ltd. Futsukacho Dai-san Temporary Building | Kamei Kōtōdai Building | Kamei Corporation | Create Planning Co., Ltd. Futsukacho Dai-yon Temporary Building | Urban Net Kōtōdai Building | NTT Urban Value Support Corporation | Teruwell Higashi Nihon Co., Ltd. Futsukacho Dai-go Temporary Building | Onward Kashiyama Sendai Building | Taihei Building Service Co., Ltd. | Taihei Building Service Co., Ltd. Hyakoshōji Temporary Building | Sendai Park Building | Mitsubishi Estate Property Management Co., Ltd. | Ishii Building Management Co., Ltd. 5. Place of Performance: The locations for loading and unloading are as follows: (1) Loading Locations (Existing Buildings): Building Name | Location | Parking | Loading Dock -----------------|----------|----------|------------ Main Building | 3-7-1 Kokubuncho, Aoba-ku, Sendai City | 4t trucks OK | No height restriction | 1 location North Building | 1-1 Futakacho, Aoba-ku, Sendai City | 4t trucks OK | No height restriction | 1 location Futakacho Branch Building | 4-3 Futakacho, Aoba-ku, Sendai City | 2t trucks OK | No height restriction | 1 location Uesugi Branch Building | 1-5-12 Uesugi, Aoba-ku, Sendai City | 4t trucks OK | No height restriction | 1 location Futsukacho Dai-ni Temporary Building | 6-12 Futakacho, Aoba-ku, Sendai City | MS Building Futsukacho | 2t trucks OK | Height limit 2.4m | 1 location Futsukacho Dai-san Temporary Building | 12-26 Futakacho, Aoba-ku, Sendai City | Kamei Kōtōdai Building | 2t trucks OK | No height restriction | 1 location Futsukacho Dai-yon Temporary Building | 1-23 Futakacho, Aoba-ku, Sendai City | Urban Net Kōtōdai Building | 2t trucks OK | No height restriction | 1 location Futsukacho Dai-go Temporary Building | 12-34 Futakacho, Aoba-ku, Sendai City | Onward Kashiyama Sendai Building | 4t trucks OK | No height restriction | 1 location Hyakoshōji Temporary Building | 3-6-1 Kokubuncho, Aoba-ku, Sendai City | Sendai Park Building | None | * No parking on the street Consumer Center | 4-11-1 Ichibancho, Aoba-ku, Sendai City | 141 Building | 4t trucks OK | Height limit 3.6m | 1 location Nishimachi Building | 1-3-9 Nishimachi, Aoba-ku, Sendai City | | 2t trucks OK | No height restriction | * No parking on the street * Refer to Document 1 for the layout of the existing buildings. * In addition to the above, follow the Client's instructions as needed (minor adjustments that do not affect relocation work are assumed). [Existing Building Elevator (EV) Information] Building Name | Elevator Type | Number of Units | Width x Height | Interior Dimensions (W x D x H) -----------------|-----------------|-----------------|-----------------|--------------------------- Main Building | Loading/Unloading EV | 2 | 1300W x 2100H | 1900W x 1600D x 2350H | Regular EV | 3 | 1030W x 2100H | 1500W x 1900D x 2240H North Building | Regular EV | 2 | 900W x 2100H | 1150W x 1400D x 2300H Futakacho Branch Building | None | - | - | - Uesugi Branch Building | Emergency EV | 1 | 1000W x 1200H | 1650W x 1400D x 2300H Futsukacho Dai-ni Temporary Building | Regular EV | 1 | 800W x 2000H | 1300W x 1300D x 2350H Futsukacho Dai-san Temporary Building | Regular EV | 1 | 800W x 2100H | 1400W x 1100D x 2240H Futsukacho Dai-yon Temporary Building | Regular EV | 2 | 1000W x 2100H | 1800W x 1500D x 2300H Futsukacho Dai-go Temporary Building | Loading/Unloading EV | 2 | 2200W x 2420H | 2200W x 3800D x 2400H Hyakoshōji Temporary Building | Emergency EV | 1 | 1200W x 2100H | 2400W x 1650D x 2350H Consumer Center | Loading/Unloading EV | 2 | 1800W x 2400H | 1700W x 2800D x 2400H | Regular EV | Not usable | - | - Nishimachi Building | None | - | - | - * For detailed information on the elevators at each facility, conduct a site survey and confirm. (2) Loading Locations (New Main Building): * Address: 3-7-1 Kokubuncho, Aoba-ku, Sendai City * Structure: 15 floors above ground (2 tower floors), 2 basement floors * Parking: 3 locations (under the large roof plaza on the 1st floor, at the rotary on the 1st floor, basement parking on the 1st floor) * Height Restriction: North side -> None, East side -> 5.15m or less (covered plaza walkway) * Loading Dock: 2 locations (North side, East side) * Total Floor Area: Approximately 59,969 m² (planned, for Phase 1 construction) * Refer to Document 2 for the layout of the new main building. * The total floor area is for Phase 1 construction only, which is the scope of this service. [New Main Building EV Information] The new main building is equipped with elevators No. 1 through 12. The elevators usable for this service are as follows: Elevator | Use | Width x Height | Interior Dimensions (W x D x H) | Floors Served ----------|------|-----------------|---------------------------------|------------- No. 1 | General Use | 1100W x 2100H | 2000W x 1750D x 2350H | B1F - 15F No. 5 | General Use | 1100W x 2100H | 2000W x 1750D x 2350H | 1F - 13F No. 9 | Cargo | 1100W x 2100H | 1750W x 2000D x 2350H | B1F - 15F No. 10 | Cargo | 1100W x 2100H | 1750W x 2000D x 2350H | B1F - 15F No. 11 | Cargo | 1100W x 2100H | 1800W x 2000D x 2350H | B1F - 15F No. 12 | Cargo | 1600W x 2100H | 1800W x 2000D x 2350H | B1F - 15F * If using elevators other than those listed above, follow the Client's instructions. (3) Other: By the end of November Reiwa 9, the Client will create openings and install aluminum doors (estimated size: 1700W x 2400H) on the 1st floor of two locations in the existing main building to allow passage between the existing and new main buildings. These openings are intended for use by the contractor and staff during relocation work. However, due to a height difference of approximately 60 cm between the existing and new main buildings, the contractor must install temporary ramps that can withstand relocation work and remove them after the relocation is complete, even if the contractor does not plan to use these openings. 6. Schedule: The main estimated schedule for this service is as follows: Estimated Period | Service Details -----------------|----------------- Immediately after contract conclusion | Preparation of Work Plan, Work Implementation System, and Emergency Response Plan for Disasters/Accidents, etc. From contract conclusion to end of October Reiwa 10 | Relocation Regular Meetings From contract conclusion to completion of new main building | New Main Building Construction Work Attendance at regular meetings From contract conclusion to January Reiwa 9 | On-site Survey February Reiwa 9 | Outline of Relocation Work Schedule (Order and timing of relocation by site) Creation From contract conclusion to October Reiwa 9 | Detailed Relocation Work Schedule, Relocation Work Implementation Plan, Waste Disposal Plan Creation May Reiwa 9 | Creation of materials for employee relocation briefing and stakeholder briefing July - August Reiwa 9 | Employee Briefing (1st session) December Reiwa 9 onwards | Related vendor briefing, establishment of relocation headquarters, commencement of loading/unloading coordination, commencement of new building access control January - February Reiwa 10 | Employee Briefing (2nd session) * Includes briefing for the Sendai City Assembly April - July Reiwa 10 | Relocation Work * Refer to Document 3 for the estimated schedule. May - September Reiwa 10 | Consolidation and removal of remaining items, etc., progress management End of October Reiwa 10 | Submission of deliverables * The above is subject to change based on future plans. Please respond appropriately to any changes. * In addition to the above items, commemorative ceremonies and open house events related to completion, etc., are anticipated and will be coordinated separately. 7. Appointment and Assignment of Supervisor, etc.: The contractor must appoint and assign the individuals listed in (1) through (5) below as the planned personnel at the time of qualification confirmation. For individuals (1) through (5), submit documents proving their work experience (copies of contracts, specifications, work implementation systems, etc.) and documents proving the contractor's employment relationship at the time of qualification confirmation. (1) Supervisor: Assign a full-time employee of the contractor as the 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. * "Supervisor" refers to a person responsible for all matters related to the execution of the work to ensure its accurate performance. (2) Relocation Headquarters Manager: Assign a full-time employee of the contractor as the 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. * "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. (3) Work Manager: Assign a full-time employee of the contractor as the 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. 6 * "Work Manager" refers to a person responsible for coordinating relocation work and managing the site on each relocation day. (4) Access Control Manager: Assign a full-time employee of the contractor as the 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. * "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. (5) Waste Project Management Administrator: Assign a full-time employee of the contractor as the waste project management administrator, who has experience in formulating waste disposal plans and managing projects related to waste disposal for new government building relocation. * "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. * The above applies to new government building relocation work commissioned by the national government, prefectures, designated cities, core cities, or special wards in Japan since April 1, Reiwa 3. 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 equal to or greater than the required area for each item. * Personnel (1) through (4) cannot concurrently hold multiple roles and cannot be changed without prior approval until the completion of this work. Personnel (5) can concurrently hold a role with any of (1) through (4), but cannot be changed without prior approval until the completion of this work. However, if a change is to be made due to special reasons such as illness, death, or resignation, approval must be obtained from the Client for a replacement with equivalent or superior work experience. Personnel other than those in (1) through (5) may be changed after reporting to and obtaining approval from the Client in advance.