Fiscal Year 2026 Employee PC Purchase Project

Fiscal Year 2026 Employee PC Purchase Project Mou No. 593 BID ANNOUNCEMENT We hereby announce a general competitive bidding as follows, in accordance with the provisions of Article 167-6 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16). July 27, Reiwa 8 Mayor of Mugi Town, Harutomi Osamu 1. Matters for Bidding (1) Project Name: Fiscal Year 2026 Employee PC Purchase Project (2) Delivery Location: Mugi Town Hall (designated building) (3) Delivery Deadline: Within Fiscal Year 2026 (consultation required) (4) Design Amount: 15,750,000 yen (excluding tax) (5) Specifications: As per attached specifications. (6) Minimum Price: Not set. 2. Inquiries Regarding Bids/Specifications (1) Method of Submitting Inquiry Forms: Inquiry forms (written form with inquiry items (optional format)) shall be submitted by email (confirm receipt by phone after sending) or by mail. Submission in person will not be accepted. (2) Submission and Response Period for Inquiry Forms: a. Submission Deadline: Noon, Thursday, July 30, Reiwa 8. b. Response Date: Monday, August 3, Reiwa 8. c. Response Method: Posted on the Mugi Town homepage. 3. Bidding with Equivalent Products (1) For items marked "Equivalent products acceptable" in the specifications, bidding with products of equivalent or higher quality and performance than those specified in the specifications (hereinafter referred to as "Equivalent Products") is possible. Definition of Equivalent Products: Manufacturer-made finished products with specifications (shape, material, size, etc.), quality, and performance equivalent to or exceeding those specified. (2) Those who wish to bid with equivalent products must submit the following documents: a. Equivalent Product Confirmation Form. b. Documents confirming the specifications, performance, price, etc., of the equivalent product. (3) Submission and Acceptance of Documents: a. Submission Method: By hand, mail, or email. b. Submission Period: From 9:00 AM to 5:00 PM on Wednesday, August 5, Reiwa 8 (excluding closing days). (4) After confirming the submitted documents, "Acceptable" will be written in the "Confirmed" column if the equivalent product is approved, and "Not Acceptable" if not. Notification will be sent by email by Monday, August 10, Reiwa 8. (5) Please follow the appropriate procedures after confirming the attached Equivalent Product Confirmation Form. This procedure is not necessary if participating in the bid with the specified product. 4. Requirements for Bidders Bidders must meet all of the following requirements. (1) Be a qualified contractor registered in the Reiwa 8/9 Mugi Town Goods and Services Bid Participation Qualification Register, and have "OA Equipment" (B4) or "Information Processing" (Q1) as a business item (1st to 3rd rank). (2) Not be subject to disqualification under Article 167-4 of the Local Autonomy Act Enforcement Order. (3) Not be within the bid participation qualification suspension period of this town. 5. Bid Participation Application Procedures (1) Bidders who wish to participate in the bid must submit the following documents: a. Bid Participation Application Form (Form 1). (2) Submission and Acceptance of Application Documents: a. Submission Method: By hand or registered mail. b. Submission Period: From 9:00 AM to 5:00 PM on Wednesday, August 5, Reiwa 8 (excluding closing days). (3) Those deemed appropriate after review of the application documents will be notified in writing by Monday, August 10, Reiwa 8. (4) Those deemed not to have the necessary bid participation qualifications will be notified in writing with the reason. 6. Bidding Procedures (1) Date, Time, and Location of Bid Opening and Execution: a. Date and Time: 11:00 AM, Tuesday, August 18, Reiwa 8. b. Location: Mugi Town Hall, 2nd Floor, Large Assembly Room. c. Submission Method: By hand. (2) Bid Security: Exempt. (3) Bidders must comply with the Mugi Town Financial Regulations and Competitive Bidding Guidelines. (4) For the purpose of determining the successful bidder, the bid price will be the amount written on the bid form plus an amount equivalent to 10/100 of that amount (if there is a fraction of less than 1 yen, the fraction will be rounded down). Therefore, bidders must write an amount equivalent to 100/110 of their estimated contract desired amount on the bid form, regardless of whether they are taxable or tax-exempt businesses regarding consumption tax. (5) Bids must include costs related to delivery in addition to the main unit cost. (6) Bids exceeding the estimated price will be disqualified. (7) Even if only one bidder participates, the bid will be considered valid. (8) The results of the bid opening will be published on the Mugi Town homepage. 7. Contract Procedures (1) Contract Security: Exempt. (2) The conclusion of this contract requires the approval of the Diet in accordance with Article 3 of the "Ordinance on Contracts and Acquisition or Disposal of Property Requiring Diet Approval" (Showa 41, Ordinance No. 16). (3) The successful bidder must submit a breakdown of estimated costs matching the bid amount before concluding the contract. 8. Other (1) No interviews will be conducted for application documents, but explanations may be requested if deemed necessary. (2) Submitted application documents will not be returned. (3) The delivery deadline may be changed due to circumstances. (4) Inquiries and Submission of Documents: 〒775-8570 Mugi Town Hall, Digital Promotion Division, 7-4 Nakamura, Mugi-machi, Kaibu-gun, Tokushima Prefecture (Phone: 0884-72-3422) Email: mugidigital@mugi.i-tokushima.jp Fiscal Year 2026 Employee PC Purchase Project Specifications 1. Purpose The employee PCs currently in use are approximately 8 years old since their introduction, and concerns are rising about increased failure risk due to aging and decreased processing performance. Furthermore, Mugi Town plans to relocate to a new city hall and transition to the "three-layer countermeasure (β' model)" for information security measures in local governments as indicated by the Ministry of Internal Affairs and Communications. Therefore, it is necessary to establish a new work environment that corresponds to these changes. For this reason, the purpose is to procure employee PCs that can support stable business operations and future information security measures. This procurement covers the purchase of PC units and accessories. OS setup, installation of various software, data migration, cloning, network setup, domain participation, and other implementation setup work are not included. 2. Procurement Quantity, Delivery Deadline, and Delivery Location Item Content Procurement Quantity: Notebook PCs, 50 units Delivery Deadline: Within Fiscal Year 2026 (consultation required) Delivery Location: Mugi Town Hall (designated building) 3. Basic Requirements (a) The procured equipment must be listed in the manufacturer's product catalog, etc., as of the announcement date and its manufacturing must be ongoing. (b) The equipment must be new and unused, and of the same manufacturer and model number. (c) The delivered equipment must comply with the Green Purchasing Law. (d) If proposing equivalent products, submit an Equivalent Product Confirmation Form and obtain approval from this town. (e) The contractor shall, in principle, prepare the necessary materials for this work. (f) Expenses related to delivery and transportation shall be borne by the contractor. (g) Deliver the equipment in the manufacturer's shipping condition, and ensure it is in a state that does not hinder kitting work performed for purposes other than this work. 4. PC Unit Specifications Item Content Chassis Shape: Notebook PC (clamshell type) Equipment Condition: New, unused product Manufacturer: Products from domestic or international manufacturers for corporate use. However, from the perspective of ensuring information security and stable operation and maintenance, products manufactured and quality-controlled in Japan are limited. Furthermore, to ensure prompt response in case of failure after delivery, manufacturers must have domestic maintenance systems and provide manufacturer support (inquiry response, repair service, etc.). Manufacturers shall be NEC, HP, Lenovo, Fujitsu, Epson, Mouse Computer, Panasonic, or VAIO. OS: Microsoft Windows 11 Pro 64-bit Official Version Office Software: Not required CPU Performance (Equivalent products acceptable): Intel Core i5 processor 120U or higher, or AMD Ryzen with equivalent or higher performance recognized by the responsible division upon submission of an Equivalent Product Confirmation Form. Remarks: CPU released in 2024 or later is required. Memory Capacity: 16GB or more (DDR4 or DDR5) Dedicated Slots: 2 slots (if 2 memory modules are installed, no free slots are required) SSD: 500GB SSD (PCIe, NVMe compatible) or higher with encryption function. Communication Function: LAN: 1000Base-T / 100Base-TX / 10Base-T (Wake on LAN compatible) Wireless LAN: Wi-Fi 6E compatible, IEEE802.11a/b/g/n/ac/ax compliant or higher Bluetooth: Bluetooth V5.3 compliant or higher Display: 14-inch to 16-inch LCD (non-glare), wide viewing angle. External Display Output: Must have each external output port. USB (Type-C): Up to 3840x2160 dots or higher. HDMI: Up to 3840x2160 dots or higher. Graphics: Integrated graphics Optical Drive: Not built-in Web Camera: Built-in (900,000 pixels or more) System/Security Features: Compatible with Windows Hello (face recognition via IR camera or fingerprint authentication). Interface: External Display: HDMI output terminal x 1 LAN: RJ45 x 1 USB Type-A (USB3.2 or higher): x 1 or more Type-C (USB4 or higher): x 1 or more (supports Power Delivery, external display output) Microphone Input/Line Output Terminal: Microphone input/headphone output terminal x 1 Keyboard/Other: - JIS standard layout (numeric keypad optional) - Touchpad Security Chip: TPM 2.0 compliant Security Slot: Lock attachment hole for theft prevention x 1 (standard size approx. 3x7mm) Unit Weight: 2.4 kg or less Battery: Must operate on battery power alone. Power Cord: Power cord or AC adapter must be included. Warranty: Manufacturer's standard warranty (free of charge) for 1 year or more. 5. Accessories Mouse Specifications Item Content Connection Method: Bluetooth (with receiver) Reading Method: Laser or Blue LED Click Sound: Silent click mouse. Number of Buttons: 3 buttons (left click, right click, wheel) or more. Size: Medium Quantity: 50 units 6. Inspection Inspection shall be conducted by Mugi Town confirming and approving the delivered equipment. 7. General Provisions (a) In carrying out the work, maintain close communication with Mugi Town and follow Mugi Town's instructions. (b) Any damage to facilities caused by delivery work shall be repaired at the contractor's expense and responsibility in accordance with Mugi Town's instructions. (c) For any other unclear matters regarding delivery, consult the Digital Promotion Division. (Form 1) Bid Participation Application Form Date: Reiwa Year Month Day To: Mayor of Mugi Town Address: Company Name: Representative's Title and Name: I hereby apply to participate in the bid for the "Fiscal Year 2026 Employee PC Purchase Project." I hereby pledge that I meet all of the "Requirements for Bidders" listed in Item 4 of the bid announcement. Contact Person: Department: Name: Phone: Email: Sheet1Sheet2Sheet3 BID FORM Date: Reiwa Year Month Day Bid Item: Fiscal Year 2026 Employee PC Purchase Project Bid Amount: I hereby bid based on my acceptance of the Mugi Town Financial Regulations, Competitive Bidding Guidelines, and Specifications. To: Mayor of Mugi Town Bidder: Address: Name: [Seal] Notes: 1. For corporations, enter the corporate name and the representative's name, and affix the representative's seal. 2. Use Arabic numerals for the bid amount and write with indelible ink. Also, prefix with the "¥" symbol. 3. Do not correct the bid amount. Procedures for Approval of Equivalent Products (Fiscal Year 2026 Employee PC Purchase Project) For items marked "Equivalent products acceptable" in the specifications, you may bid by selecting products with quality and performance equivalent to or exceeding those specified in the specifications (hereinafter referred to as "Equivalent Products"). If you wish to bid with equivalent products, you must create and submit the attached "Equivalent Product Confirmation Form" to the responsible division in advance to apply for approval. If you bid with equivalent products that have not been approved in advance and become the successful bidder, you will not be able to conclude the contract with that product. Therefore, please be sure to apply for approval in advance. 1. Definition of Equivalent Products: Equivalent products are manufacturer-made finished products whose specifications (shape, material, size, etc.), quality, and performance (hereinafter referred to as "Quality, etc.") are equivalent to or exceed those of the specified products. Regarding price, as long as the responsible division determines that the "Quality, etc." is equivalent to or exceeds that of the specified products, the price will generally not be a determining factor. 2. Review Method for Equivalent Products: When submitting the Equivalent Product Confirmation Form, attach catalog data, manufacturer's specifications, color copies, or website printouts that confirm the quality, performance, and price of the proposed equivalent product. For CPUs and other main components of PCs, etc., when applying for equivalent products, attach manufacturer's specifications or other documents that allow for performance comparison. Only products that the responsible division determines meet the performance, functionality, and compatibility specified in the specifications and are equivalent to or superior to the specified products will be accepted. *Even if the reference product is discontinued or out of production, please submit an Equivalent Product Confirmation application. 3. Notification of Approval/Disapproval of Equivalent Products: "Equivalent Product Confirmation Forms" submitted by the deadline will be reviewed, and "Acceptable" will be written in the confirmation column if approved, and "Not Acceptable" if not. Notification will be sent by email. If you do not receive notification, please contact the responsible division. Equivalent Product Confirmation Form (CPU) Date: Reiwa Year Month Day To: Mayor of Mugi Town Address: Company Name or Name: Representative's Name: (Contact Person's Name:) Phone Number: Email Address: Subject: Fiscal Year 2026 Employee PC Purchase Project Comparison Item Specified Product Equivalent Product Confirmation (Acceptable/Not Acceptable) Manufacturer/Model Name Acceptable/Not Acceptable Release Year Cores/Threads/Max Frequency Third-Party Benchmark Score (e.g., PassMark, etc.) Reason for determining equivalence (or superiority): Attached Documents □ Copy of CPU manufacturer's official website product specifications page (for confirmation of release year/specs) □ Comparison data from third-party benchmark sites, etc. (confirming PassMark scores, etc.) □ Other documents that contribute to determining equivalence (For Mugi Town Use Only) Confirmation Date: Phone Number: Responsible Division: Person in Charge: