[Headquarters] Service Contract for the Autumn Reiwa 8 Conferment Ceremony and Audience

Procurement Item Number: 0000000000000621479 Procurement Type: General Competitive Bid (WTO Non-Applicable) Classification: Goods and Services Procurement Item Name: [Headquarters] Service Contract for the Autumn Reiwa 8 Conferment Ceremony and Audience Public Start Date: September 4, Reiwa 8 Public End Date: September 24, Reiwa 8 Procurement Organization: Ministry of Economy, Trade and Industry Procurement Organization Location: Tokyo Metropolis NOTICE OF BID We hereby announce that the following general competitive bid will be held. Bids based on this announcement shall be conducted in accordance with relevant laws and regulations, the METI Bidding Guidelines (Document No. 5, hereinafter referred to as "Bidding Guidelines"), and the "Terms of Use for Procurement Portal / Electronic Procurement System" (https://www.p-portal.go.jp/pps-web-biz/resources/app/pdf/riyoukiyaku.pdf) when using the electronic procurement system, in addition to the provisions below. Furthermore, bid and opening procedures will generally be conducted using the electronic procurement system, and may be changed to a different date and time if system failures occur and the electronic procurement system cannot be used. September 4, Reiwa 8 [A2.1] Authorized Signatory for Expenditure YUKO TAMAI Director, Accounting Division, Minister's Secretariat, Ministry of Economy, Trade and Industry 1. Matters for Competitive Bidding (1) Project Name: Service Contract for the Autumn Reiwa 8 Conferment Ceremony and Audience (2) Specifications, Performance Deadline, Delivery Location, etc.: As per the attached specifications (Document No. 4). (3) Bidding Method: The bid amount shall be the total amount [A3.1]. When calculating the bid amount, consider the following items. a. If the bid amount includes expenses equivalent to labor costs (wages): Calculate using unit prices that consider expected revisions in the minimum wage or company salary during the contract period (if calculating the expected revision amount during the contract period is difficult, calculation based on recent revision実績 is also acceptable). b. If the bid amount includes expenses affected by increases in raw material costs or energy costs: Calculate using unit prices that consider expected increases due to soaring raw material costs or energy costs during the contract period (if calculating the expected increase amount during the contract period is difficult, calculation based on recent increase実績 is also acceptable). When determining the successful bid, the winning bid price shall be the amount written on the bid form plus 10% of that amount (rounded down to the nearest yen if there is a fraction of less than one yen). Therefore, bidders must write the amount equivalent to 100/110 of their estimated contract amount on the bid form, regardless of whether they are a taxable or tax-exempt business regarding consumption tax and local consumption tax. 2. Competitive Bidding Qualifications [A4.1] (1) Not falling under the provisions of Articles 70 and 71 of the Public Accounting Act (Document No. 6, hereinafter referred to as "Public Accounting Act"). Minors, persons under guardianship, or persons under assistance who have obtained the necessary consent for contract conclusion fall under "special reasons" in Article 70 of the Public Accounting Act. (2) Must be graded "A," "B," or "C" in "Service Provision, etc." for the Reiwa 7/8/9 METI Competitive Bidding Qualifications (All Ministries Unified Qualifications) and have selected the business item "Rental of Venues, etc." [A5.1]. (3) Not subject to suspension of subsidy payments or designation suspension measures from the Ministry of Economy, Trade and Industry. If subcontracting to a business subject to suspension of subsidy payments or designation suspension measures from METI, the client's consent is required. (List of businesses here) https://www.meti.go.jp/information_2/publicoffer/shimeiteishi.html (4) Not a party whose contract with METI has been terminated within the past 3 years due to inadequate information management. 3. Location for Inspection of Contract Terms, etc. (1) Location for Inspection of Contract Terms: As per Documents No. 1 to 12. Documents related to this matter must be obtained by the following method; paper distribution at bid explanation meetings, etc., will not be provided. a. Cover page and Documents No. 1-4: Search for this item by selecting "General Competitive Bid Announcement (WTO Non-Applicable)" from "Search Procurement Information" on the Procurement Portal site and entering or selecting the necessary information, and be sure to download the "Procurement Documents" for this item. https://www.p-portal.go.jp/pps-web-biz/UAA01/OAA0101 b. Documents No. 5-12: Must be downloaded from the Ministry of Economy, Trade and Industry website. https://www.meti.go.jp/information_2/publicoffer/chotatsu_format.html#saitei (2) [A6.1] Bid Explanation Meeting [A7.1]: Instead of a bid explanation meeting, questions will be accepted via 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 contact person listed at the end of this announcement. The registration deadline is the same as the deadline for questions (3). (3) Question Deadline: 12:00 PM on Thursday, September 10, Reiwa 8. If you have questions regarding specifications, bid qualification conditions (certificate of conformity), etc., please fill them out in the "Questionnaire" (Form 1) (Document No. 7) and submit them via email to the contact person listed at the end of this announcement. Questions via the electronic procurement system are not permitted. (4) Deadline, Place, and Method of Submission for Bid Qualification Conditions (Certificate of Conformity): a. Submission Deadline: 12:00 PM on Monday, September 14, Reiwa 8. b. Submission Place and Method: [Submission via Electronic Procurement System] Log in to "Bidding Operations" from the "Bid/Contract" menu on the Procurement Portal (https://www.p-portal.go.jp/pps-web-biz/), search for this item from "Procurement Item Search," and submit the Bid Qualification Conditions (Certificate of Conformity) (Document No. 2) on the "Submission of Certificates/Proposals, etc." screen. [Submission by Other Methods] If submission via the electronic procurement system is difficult due to unavoidable reasons, submit the Bid Qualification Conditions (Certificate of Conformity) and the "Reason Statement" (Form 4) (Document No. 10) to the contact person listed at the end of this announcement by the following methods: a. Submission by Mail: Send by registered mail or equivalent with delivery record, to arrive by the submission deadline in a. Please note not to include the bid form. b. Submission by Email: Send to be received by the submission deadline in a. Please note not to send the bid form. c. Submission in Person: Submit in person to the contact person listed at the end of this announcement by the submission deadline in a. (5) Date, Time, Place, and Method of Bid Opening and Closing: a. Bid Date and Time: 2:00 PM on Thursday, September 24, Reiwa 8. b. Bid Submission Place and Method: [Submission via Electronic Procurement System] By the bid date and time indicated in a. above, log in to "Bidding Operations" from the "Bid/Contract" menu on the Procurement Portal (https://www.p-portal.go.jp/pps-web-biz/), search for this item from "Procurement Item Search," and submit the bid form on the "Bid (Quotation) Submission" screen. [A8.1] *Note that to submit a bid via the electronic procurement system, you must first submit the [Bid Qualification Conditions (Certificate of Conformity)] or "Bid Participation Statement" (Form 2) (Document No. 8) on the "Submission of Certificates/Proposals, etc." screen. [Submission by Paper] Submit the "Bid Form" (Form 3) (Document No. 9) [A9.1] at the bid conference room outside the entrance gate on the 1st floor of the METI Main Building (Finance Ministry side) at the bid date and time indicated in a. above. c. Bid Opening Date and Time and Place: Immediately after the bid date and time in the bid conference room outside the entrance gate on the 1st floor of the METI Main Building (Finance Ministry side). If no bid reaches the limit of the estimated price, a second bid will be held immediately. In that case, those who submitted their bid forms on paper will submit their second bid in the above bid opening location, and those who submitted their bid forms via the electronic procurement system will submit their second bid through the same system. If no bid is submitted by the deadline for the second bid, it will be considered as a withdrawal from the second bid. *Those who submitted their 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 Result Confirmation" screen. d. Precautions: - For bids by proxy, those submitting bid forms via the electronic procurement system must complete the proxy procedures defined by the system, and those submitting bid forms on paper must submit a "Letter of Proxy" (Form 5) (Document No. 11). - Submitted Bid Qualification Conditions (Certificate of Conformity) and bid forms cannot be changed or canceled, nor will they be returned. - Bid Qualification Conditions (Certificate of Conformity) shall not be used for any purpose other than the examination related to this bid. (6) Scope of Use of Electronic Procurement System: The electronic procurement system shall be used only for the purposes described in (4) and (5) above; other functions are not available. 4. Invalid Bids: Bids falling under Article 11 of the Bidding Guidelines are invalid. 5. Method of Determining the Successful Bidder: The successful bidder will be determined in accordance with Articles 14 to 16 of the Bidding Guidelines. 6. Bid Bond and Contract Bond: Exempt in full. 7. Quotation and Contract Documents, etc. (1) Submission of Quotation: The successful bidder must submit a quotation immediately. Use "Quotation" (Form 6) (Document No. 12) as a reference for preparation. * "Final Contract" in the form refers to the contract for commissioned projects. For this item, create appropriate breakdowns according to the project content. (2) Contract Document [A10.1]: Since the successful bidder will conclude the contract based on the draft contract (Document No. 3), please bid with an understanding of the contract terms. The successful bidder may be asked whether electronic contract conclusion using the electronic procurement system is possible (including the reason for refusal if not). Please bid with this in mind. *Contract (Service Contract Terms): https://www.meti.go.jp/information_2/downloadfiles/r8ukeoi_format.pdf 8. Payment Terms: Contract payments will be made within 30 days from the receipt of a valid payment request, according to the terms stated in the contract. 9. Other: (1) In accordance with the "Action Plan for the Implementation of Business and Human Rights" (Decision of April 3, Reiwa 5), it has been decided that government public procurement will strive to ensure respect for human rights by bidding companies. Accordingly, the successful bidder for this project will be required to strive to promote respect for human rights based on the "Guidelines for Respecting Human Rights in Responsible Supply Chains, etc." (Decision of the Inter-Ministerial Conference for Promoting Measures Related to the Action Plan for Business and Human Rights on September 13, Reiwa 4). Please bid with an understanding of the content of these guidelines. https://www.meti.go.jp/press/2022/09/20220913003/20220913003-a.pdf (2) In accordance with the "Basic Policy on Contracts by National and Other Entities with Small and Medium-Sized Enterprises," measures will be implemented taking into account the revision of contract amounts due to the revision of the minimum wage and responses to increases in labor costs, material costs, energy costs, etc. a. Bidders shall, as described in 1.(3) Bidding Method, reflect in their bid amounts the anticipated revisions or increases in labor costs, raw material costs, energy costs, etc. (hereinafter referred to as "Labor Costs, etc."). b. METI will periodically (approximately once a year) check during the contract period whether a revision of the contract amount is necessary due to increases in labor costs, etc., for contracts spanning multiple years. c. For single-year contracts, if a revision of the contract amount becomes necessary due to changes in circumstances after the contract conclusion, it will be made through consultation. Basic Policy on Contracts by National and Other Entities with Small and Medium-Sized Enterprises: https://www.chusho.meti.go.jp/keiei/torihiki/kankoju.html#K01 10. [A11.1] Contact Information: (1) Inquiries Regarding Electronic Procurement System (Operation, etc.): Procurement Portal / Electronic Procurement System Help Desk. Phone: 0570-000-683 (Navi Dial) or 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 holidays from December 29 to January 3). URL: https://www.p-portal.go.jp/pps-web-biz/UZA02/OZA0201. (2) Other Contact Information (for submission of Bid Qualification Conditions, Questionnaires, etc., via email): 1-3-1 Kasumigaseki, Chiyoda-ku, Tokyo, 100-8901. Ministry of Economy, Trade and Industry, Minister's Secretariat, Accounting Division, Contracts Section (Main Building 10F East 1). Contact Person: HORIGOME. Phone: 03-3501-1616 (Direct Dial). E-mail: bzl-keiyakuchohi@meti.go.jp. Procurement Documents 1 URL for downloading Procurement Documents 1: [URL] Procurement Documents 2 - Procurement Documents 3 - Procurement Documents 4 - Procurement Documents 5 -