Reiwa 8 Forest Conservation Register Digitization Consignment Work

Reiwa 8 Forest Conservation Register Digitization Consignment Work
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Announcement
The following consignment work will be subject to general competitive bidding.
June 29, Reiwa 8
Governor of Okinawa Prefecture, Yasuhiro Tamaki
1. Matters for General Competitive Bidding
(1) Work Name: Reiwa 8 Forest Conservation Register Digitization Consignment Work
(2) Performance Location: Okinawa Prefecture (Okinawa Main Island)
(3) Work Details, etc.: As per attached specifications, etc.
(4) Contract Period: From the contract date to March 19, Reiwa 9
2. Qualifications for General Competitive Bidding Participants
Participants who meet all of the following requirements shall be eligible.
(1) Not applicable to persons falling under Article 167-4 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947).
(2) Not subject to commencement of rehabilitation proceedings under the Corporate Reorganization Act (Act No. 154 of 2002), commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999), or commencement of bankruptcy proceedings under the Bankruptcy Act (Act No. 75 of 2004).
(3) No capital or personnel relationship with other bidders.
a. Capital Relationship
(i) Relationship between parent company and subsidiary.
(ii) Relationship between subsidiaries with the same parent company.
b. Personnel Relationship
(i) When an officer of one company concurrently serves as an officer of the other company.
(ii) When an officer of one company concurrently serves as a trustee of the other company.
(4) Not subject to a suspension of bidding qualification designation by Okinawa Prefecture, and the period of such suspension has not expired at the time of general competitive bidding.
(5) Not a construction company whose management is substantially controlled by a member of a crime syndicate or equivalent, and for whom an exclusion request from Okinawa Prefecture-ordered projects has been made and such status continues.
(6) Must be listed in Okinawa Prefecture's "List of Competitive Bidding Participants [Goods Related]" (Updated June Reiwa 8, valid until October 31, Reiwa 8), and have "Map Microprinting" as their business item.
(7) Must have experience in performing the same or similar work within the past 5 fiscal years (April 1, Reiwa 3 to May 31, Reiwa 8).
(8) The management engineer must hold the qualification of "Advanced Document Information Manager" (certified by the Japan Society for Document Information Management) and must be in charge of the work mentioned in the preceding paragraph (7).
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(9) Must be able to assign personnel with all of the following qualifications to the work execution team, who are directly employed:
(i) Certified Record Information Manager Level 2 or higher (certified by the Japan Association for Record Information Management Promotion)
(ii) Certified Personal Information Protection Specialist (certified by the Japan Institute for Information Learning Promotion)
(iii) Certified Information Security Management (certified by the Information-Technology Promotion Agency)
(10) Must be a corporation with its head office (main office), branch office, or business office within Okinawa Main Island.
3. Confirmation of General Competitive Bidding Participation Qualifications, etc.
(1) Those who wish to participate in the bidding under this announcement must submit the General Competitive Bidding Participation Qualification Confirmation Application Form (Form No. 1) with the necessary documents attached, either in person or by mail, to the location specified in section 10 below by 5:00 PM on July 16, Reiwa 8 (Thursday).
(2) The results of the examination of bidding participation qualifications will be notified in writing by July 22, Reiwa 8 (Wednesday) (scheduled).
(3) The costs incurred for preparing the General Competitive Bidding Participation Qualification Confirmation Application Form and other documents shall be borne by the applicant, and submitted documents will not be returned.
(4) Inquiries regarding the preparation of the Tender Explanation Document and specifications, etc., shall be made as follows.
a. Submission Period: From the date of announcement to 5:00 PM on July 6, Reiwa 8 (Monday)
b. Submission Location: Submit to the location specified in section 10 below.
c. Submission Method: Submit the Inquiry Form (Form No. 5), downloaded from the Okinawa Prefecture Government website, either in person or by electronic mail.
(6) Answers to inquiries will be posted on the Okinawa Prefecture Government website by July 9, Reiwa 8 (Thursday) (scheduled).
4. Date and Time and Location of Bid Execution
(1) Date and Time: 2:00 PM on July 30, Reiwa 8 (Thursday)
(2) Location: 9th Floor, 4th Conference Room, Okinawa Prefectural Government Building
5. Bid Bond and Contract Security Deposit
(1) The rate of the bid bond in accordance with Article 100 of the Okinawa Prefectural Financial Regulations shall be 5% or more of the estimated bid amount, and will be refunded after the bid opening, except in cases falling under Article 234, Paragraph 4 of the Local Autonomy Act.
However, the payment of the bid bond may be waived in whole or in part in the following cases.
a. When the bidder has entered into a bid bond insurance contract with an insurance company, with the prefecture as the insured, and submits the certificate.
b. When a "Work Performance Certificate" (Form No. 2) is submitted, and the contractor has entered into two or more contracts of substantially the same type and scale with the national government (including independent administrative agencies, public corporations, and public enterprises) or local governments within the past two years, and has fulfilled all of them faithfully.
(2) The rate of the contract security deposit in accordance with Article 101 of the Okinawa Prefectural Financial Regulations shall be 10% or more of the contract amount.
However, the payment of the contract security deposit may be waived in the following cases.
If the contractor fails to perform the contract faithfully, 10% of the estimated amount will be collected.
a. When a performance guarantee insurance contract with the prefecture as the insured (10% or more of the contract amount) is entered into with an insurance company and the certificate is submitted.
b. When a "Work Performance Certificate" (Form No. 2) is submitted, and the contractor has entered into two or more contracts of substantially the same type and scale with the national government (including 3 / 4 independent administrative agencies, public corporations, and public enterprises) or local governments within the past two years, and has fulfilled all of them faithfully.
6. Invalid Bids
The following bids shall be deemed invalid.
(1) Bids submitted by persons who do not have the qualification to participate in the bid.
(2) Two or more bids submitted by the same person for the same matter.
(3) Bids submitted by an agent authorized by two or more persons.
(4) Bids submitted by an agent who does not carry a power of attorney.
(5) Bids with corrected bid amounts.
(6) Bids with missing or unclear bid amounts, names, seals, or important characters.
(7) Bids that violate the bidding conditions.
(8) Collusion or other fraudulent acts.
(9) Bids submitted by persons whose bid bond does not reach the specified amount.
7. Distribution of Tender Explanation Document and Specifications, etc.
Tender explanation documents and specifications, etc., will be distributed as follows.
No tender explanation meeting will be held.
(1) Distribution Period: From the date of announcement to July 16, Reiwa 8 (Thursday) (excluding Saturdays, Sundays, and holidays) from 9:00 AM to 5:00 PM.
(2) Distribution Location: Okinawa Prefectural Government Forest Management Division (All materials will be posted on the Okinawa Prefecture Government website).
8. Method of Determining the Successful Bidder
(1) The successful bidder shall be the bidder who submitted a valid bid, bid within the limit of the estimated price, and submitted the lowest bid price.
(2) If there are two or more bidders who submitted bids at the same lowest price, a lottery shall be held immediately to determine the successful bidder. In this case, if any of the bidders do not attend the bid opening or do not draw the lottery, an employee not involved in the bidding process shall draw the lottery on their behalf.
(3) If there is no successful bidder, a re-bid will be held. The number of re-bids shall be up to three (including the first bid).
(4) If there is no successful bidder even after re-bidding, a discretionary contract may be concluded in accordance with the provisions of Article 167-2, Paragraph 1, Item 8 of the Local Autonomy Act Enforcement Order.
9. Other
(1) A minimum reserve price will not be set.
(2) For other details, please refer to the Tender Explanation Document.
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10. Contact Information
Okinawa Prefecture, Department of Agriculture, Forestry and Fisheries, Forest Management Division, Forest Conservation Section
Contact: Yamashiro
〒900-8570 Naha City, Izumizaki 1-2-2, 9th Floor
Phone: 098-866-2295
Fax: 098-868-0700
Email: aa048210@pref.okinawa.lg.jp
1. Specifications
Work Name: Reiwa 8 Forest Conservation Register Digitization Consignment Work
Work Period: From the contract date to March 19, Reiwa 9
1. Scope of Application
The "Forest Conservation Register Digitization Consignment Work" (hereinafter referred to as "this work") shall be carried out in accordance with the contract, these specifications, and special specifications.
2. Purpose of Work
The purpose of this work is to digitize the forest conservation register and contribute to the proper storage and management of forest conservation information.
3. Applicable Laws and Regulations, etc.
This work shall be carried out in accordance with the following relevant laws and regulations, etc.
(1) Okinawa Prefecture Forest Plan Related Maps and Documents Handling Guidelines
(2) Act on the Protection of Personal Information
(3) Real Estate Registration Act (Act No. 123 of 2004)
(4) Standards for Land Survey Work (Ministry of Land, Infrastructure, Transport and Tourism)
(5) Act on the Management of Official Documents, etc. (Act No. 66 of 2009)
(6) e-Document Act (Act No. 149 of 2004)
(7) ISMS (Information Security Management System) Certification Standards (JIS Q 27001)
(8) Other laws, ordinances, regulations, and guidelines related to the execution of this work.
4. Work Execution System, etc.
The contractor shall appoint a management engineer with the qualification of "Document Information Manager (Advanced)" (certified by the Japan Society for Document Information Management).
The management engineer appointed by the contractor shall be responsible for the overall supervision, process management, quality control, and document information management of the work. For the specialized fields of record information management and personal information protection, personnel with the necessary qualifications shall be assigned to actual work, technical guidance, or review to ensure the overall quality of the work.
5. Execution of Work
The contractor shall execute the work as follows.
(1) After the contract is concluded, the contractor shall promptly prepare a work execution plan, submit it to the contracting party, and obtain the contracting party's approval. The same shall apply if any changes are to be made.
The work execution plan shall include the following items.
(i) Work execution system (assignment of management engineer, etc., communication system, etc.)
(ii) Work schedule
(iii) Other matters as instructed by the supervisor.
(2) The contractor shall perform this work under the direction and supervision of the contracting party.
(3) The contractor shall fully understand the work planned by the contracting party and shall not proceed with the work based on their own judgment on details without close consultation.
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(4) The contractor shall not use the data and loaned materials related to this work for any other purpose, except when instructed in writing by the contracting party.
(5) In cases where there are matters not described in these specifications or applicable laws, or when doubts arise, the work shall be carried out in accordance with the instructions of the contracting party after consultation.
6. Loaned Materials
The contracting party may loan the following materials to the contractor for the execution of this work.
(1) Forest Conservation Register Type A
(2) Forest Conservation Register Type B
2. The contractor shall handle the materials loaned by the contracting party with care and caution to prevent damage or loss, and shall store and manage them as follows to prevent information leakage.
(1) Various data, including administrative information and personal information, shall be loaned in a manner that ensures information protection and security (e.g., direct handover).
(2) For the storage of loaned materials, considering the confidentiality of the materials, they shall be stored in a "fireproof safe" with access control or in equipment with equivalent or higher security functions.
The contractor shall present photographs of the storage equipment to the contracting party and obtain prior approval.
3. Upon completion of this work, the contractor shall promptly return the loaned materials used for this work to the contracting party in accordance with the instructions of the contracting party.
7. Confidentiality
If any problem such as leakage of secrets occurs during the execution of this work, the contractor shall bear all responsibility and shall follow the instructions of the contracting party regarding the following matters.
(1) The contractor shall not disclose to any third party the content of the contracting party's business that the contractor has learned directly or indirectly in the course of performing this work.
(2) The contractor shall not copy, reproduce, allow access to, or lend to any third party the original documents, materials, loaned items, etc., used in the performance of this work without the approval of the contracting party.
(3) The contractor shall exercise utmost care to prevent the loss or damage of loaned materials during the data processing stage of this work.
(4) When performing data construction work, the contractor shall establish an offline work environment to prevent data leakage to the outside.
8. Prohibition of Re-delegation, etc.
The contractor shall not delegate or subcontract all or part of the work to a third party.
9. Damages
If the contractor causes damage to the contracting party or a third party during the performance of this work, the contractor shall immediately report the situation and content to the contracting party and follow the contracting party's instructions.
The contractor shall bear all responsibility for damages.
10. Completion Report
Upon completion of this work, the contractor shall promptly submit a completion report to the contracting party.
11. Inspection
The contractor shall submit the deliverables to the contracting party in advance and undergo inspection.
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If the inspection results in rejection, the contractor shall revise the deliverables in accordance with the instructions of the contracting party within the period specified by the contracting party and undergo re-inspection.
3. Upon successful inspection, the contractor shall promptly deliver the deliverables to the contracting party.
4. Even after the completion of the work, if any errors are found in the deliverables, the contractor shall promptly correct or supplement them at the contractor's expense in accordance with the instructions of the contracting party.
12. Ownership of Deliverables
Ownership of the deliverables in this work shall belong to the contracting party.
However, patents and other intellectual property rights (including the right to receive patents and other intellectual property rights, but excluding copyrights) and know-how related to inventions and other intellectual property generated during the course of work shall belong to the party to which such inventions, etc., belong.
13. Other
Matters not described in these specifications or matters that give rise to doubt shall be determined through consultation between the contracting party and the contractor.