Conditional open competitive tender for the FY2026 Miyazaki City Flood Hazard Map Revision Outsourcing Business

Conditional open competitive tender for the FY2026 Miyazaki City Flood Hazard Map Revision Outsourcing Business will be conducted. Specifications for the FY2026 Miyazaki City Flood Hazard Map Revision Outsourcing Business 1. General Provisions (1) Scope of Application: These Specifications apply to the "FY2026 Miyazaki City Flood Hazard Map Revision Outsourcing Business" (hereinafter referred to as "This Business") commissioned by Miyazaki City (hereinafter referred to as the "Client") to the contractor. (2) Purpose: The purpose of this business is to update the flood hazard map in response to the designation and public announcement of flood inundation prediction areas for rivers managed by Miyazaki Prefecture in FY2025, and to promote disaster prevention knowledge from normal times and prevent/mitigate damage during disasters by conducting public awareness activities through flyers. (3) Scope of Business: The scope of this business is the entire Miyazaki City area. (4) Laws, Standards, etc. to be Complied with: In addition to these Specifications, the following laws and standards shall be complied with in the execution of this business. 1. Basic Act for Disaster Countermeasures 2. Disaster Relief Act 3. Flood Control Act 4. River Act 5. Act on the Promotion of Disaster Prevention Measures in Sediment Disaster Warning Areas, etc. 6. Miyazaki Prefecture Regional Disaster Prevention Plan 7. Miyazaki City Regional Disaster Prevention Plan 8. Miyazaki Prefecture Flood Control Plan (FY2026) 9. Miyazaki City Various Hazard Maps 10. Manual for Creating Flood Hazard Maps (April 2016 (Revised May 2026), Ministry of Land, Infrastructure, Transport and Tourism River Management/Land Conservation Bureau) 11. Guidelines for Creating Sediment Disaster Hazard Maps (Revised October 2020, Ministry of Land, Infrastructure, Transport and Tourism River Bureau) 12. Guidelines on Evacuation Information (March 2026, Cabinet Office) 13. Guidelines on Support for Evacuation Actions of Persons Requiring Support for Evacuation Actions (May 2021, Cabinet Office) 14. Miyazaki City Urban Planning Master Plan (Revised March 2025) 15. Miyazaki City Ordinance on the Protection of Personal Information (Ordinance No. 28 of 2022) 16. Case Studies of Flood Hazard Map Creation (May 2026, Ministry of Land, Infrastructure, Transport and Tourism River Management/Land Conservation Bureau) 17. Checklist for Creating Flood Hazard Maps (Flood) (May 2025, Ministry of Land, Infrastructure, Transport and Tourism River Management/Land Conservation Bureau) 18. Other related laws and notifications (5) Business Execution Period: The execution period for this business shall be from the contract date to March 26, 2027. However, the design, printing, and delivery of the Miyazaki City Flood Hazard Map, as well as the creation and submission of hazard map data, shall be completed by January 29, 2027. Extensions may be granted if approved by the Client due to the occurrence of large-scale disasters or other unavoidable circumstances. (6) Contractor Qualification Requirements: The contractor shall have a thorough understanding of the situation in Miyazaki City and meet all of the following requirements. 1. Have a head office or a branch/business office within Miyazaki Prefecture. 2. Have experience in executing business related to hazard map creation, printing, and delivery for municipalities in Kyushu since FY2019. (7) Creation of Meeting Minutes: The contractor shall maintain close contact with the Client and carry out the work. Meeting minutes shall be created for each meeting and submitted to the Client. (8) Information Security, etc.: The contractor shall not disclose any information learned during the execution of this business to any third party without the Client's approval, for any reason whatsoever. The contractor shall also exercise due care in information security, protection of personal information, quality/environmental management, etc., during the execution of the business. (9) Submitted Documents: Prior to commencing work, the contractor shall submit the following work plan-related documents to the Client and obtain their approval. 1. Notice of Commencement 2. Work Schedule 3. Work Execution Plan 4. Other documents required by the Client (10) Ownership of Deliverables: All deliverables of this business shall be owned by the Client, and shall not be published, lent, or used by any third party without the Client's approval. However, rights such as proprietary knowledge, copyrights, and technologies that the Client and third parties have traditionally held shall be retained by the contractor and third parties, and the City shall use them with a license for use. (11) Warranty for Defects: If any defects are found in the deliverables, the contractor shall perform the necessary work at their own expense in accordance with the Client's instructions. (12) Subcontracting of Business: The contractor shall not subcontract or delegate all or major parts of the business to a third party. Furthermore, if the contractor subcontracts or delegates a part of the business to a third party, prior approval from the Client must be obtained. (13) Completion of Business: The business shall be deemed complete when the contractor delivers the set of deliverables specified in these Specifications and passes the inspection by the Client's inspector. (14) Doubts: Any doubts or questions regarding matters not stipulated in these Specifications shall be resolved through consultation between both parties. 2. Business Content (15) Planning and Preparation: The contractor shall consider the purpose of this business and conduct deliberations for each process necessary for rational and accurate work execution, and formulate an appropriate implementation plan. (16) Data Collection and Organization: The contractor shall collect and organize the data and materials necessary for this business. (17) Hazard Map Creation: The hazard map shall consist of an information/learning page and a map page. When creating the map, consideration shall be given to Color Universal Design (CUD) to ensure that the colors and design are easily distinguishable by everyone, regardless of color vision differences. Consideration shall also be given to the format, legend, readability, and terminology. 1. Information/Learning Page: The content shall be structured for easy understanding by citizens. 1. Flood forecasts, etc., and methods of transmitting evacuation information 2. Information obtainable during floods and methods of receiving or obtaining it 3. Explanation of evacuation information and precautions 4. Explanation of evacuation actions in areas where inundation is expected and precautions 5. List of evacuation sites, etc. 6. Matters related to the creation of My Timeline (disaster prevention action plan) 7. Matters related to the implementation of evacuation drills 8. Flood scenarios 9. Matters related to the status of creation of other hazard maps 10. Preparations for floods 11. Information on past floods 12. Other learning information deemed useful 2. Map Page: The map shall be created at a readable scale. The display of the following items and display methods shall be considered, and GIS data shall be created as necessary. The items for GIS data creation shall be determined in consultation with the Client. 1. Inundation prediction area and inundation depth for the assumed maximum scale flood 2. Sediment disaster warning areas 3. Areas requiring early evacuation (e.g., areas where houses are expected to collapse due to flooding, etc.) 4. Evacuation facilities, other evacuation sites, and evacuation routes 5. Underground shopping malls, facilities for vulnerable persons, large-scale factories, etc. 6. Location of water level observation stations, etc. 7. Disaster prevention related organizations (government offices, police, fire departments, hospitals) 8. Other useful information (18) Creation of Data for Homepage Posting: Data (PDF data compatible with text search and voice reading software) to be posted on the homepage for the Miyazaki City Flood Hazard Map created in this business shall be produced. A Japanese easy-to-read version shall also be created in the same manner. The map page shall be created in 5 foreign languages (English, Chinese (Simplified), Korean, Nepali, Vietnamese). 3. (19) Creation of Hazard Map Awareness Flyer: Flyers for public awareness shall be created for the flood hazard map and tsunami hazard map created in this business. The flyer shall be printed in 2 colors on one side. (20) Deliverables: The deliverables for this business shall be as follows. 1. Report/Meeting Report: A4 size, 1 copy each. 2. Public Awareness Flyer: 120,000 copies. Specification: B5 size, 2-color printing. 3. Flood Hazard Map (A4 booklet): Total 50,000 copies. Breakdown: Central North Area 28,000 copies, South Area 11,700 copies, Sato-hara 4,400 copies, Tano 1,500 copies, Takaoka 1,700 copies, Kiyotake 2,700 copies. Specification: A4 size, saddle-stitched booklet, full color, approximately 60 pages (4 cover pages + main text). Paper: Cover: Matt coated paper 93.5kg (Kiku size), Main text: Matt coated paper 38.5kg (A size). Delivery format: Packaged in bundles of 100 copies. The area and number of copies shall be clearly indicated on the outer packaging. *The printing quantity is an estimate, and the final quantity will be determined through consultation between the client and the contractor.