[Bid Information] Regarding Conditional Public Invitation for Bids for Kumamoto Castle Cultural Property Organization Work Contract for Fiscal Year 2026

[Bid Information] Regarding Conditional Public Invitation for Bids for Kumamoto Castle Cultural Property Organization Work Contract for Fiscal Year 2026
1. Specifications for Kumamoto Castle Cultural Property Organization Work Contract for Fiscal Year 2026: These specifications define the "Kumamoto Castle Cultural Property Organization Work Contract for Fiscal Year 2026" (hereinafter referred to as "the Work"). The Work shall be carried out by the contractor based on these specifications and the instructions of the Kumamoto Castle Research Center (hereinafter referred to as "the Client"). Chapter 1 General Provisions Article 1 Purpose: The purpose of this Work is to organize excavated artifacts from the Special Historic Site Kumamoto Castle Ruins and to organize data from the stone wall stone survey sheets. Article 2 Performance Period: The performance period for this Work shall be from the contract date until March 25, 2027. Article 3 Work Location: Work shall be performed at a location provided by the contractor. However, for confirmation by the client and to prevent damage or loss of artifacts during each work phase, the work location shall be within Kumamoto City. Article 4 Work Schedule: (1) The contractor shall promptly create and submit a work schedule after the contract is concluded, and obtain approval from the client. (2) If a change in the schedule becomes necessary during the progress of the Work, the contractor shall submit an updated schedule to the client and obtain approval. Article 5 Management of Materials, etc.: The client will lend artifacts and digital data necessary for the execution of this Work to the contractor. The contractor shall manage these items appropriately to prevent loss or scattering. Chapter 2 Overview of Work: The overview of the Work is as follows. [Excavated Artifact Organization Work] - Artifact cleaning - Creation of artifact inventory list (handwritten/data entry) - Artifact annotation [Stone Wall Stone Survey Sheet Database Organization Work] - Database organization of stone wall stone survey sheets. Article 6 Target Materials: [Excavated Artifact Organization Work] - Artifact cleaning (as per Article 8): Approximately 62 boxes of mandarin orange containers, etc. (Refer to the container quantity table in the reference materials for details). - Creation of inventory list - Artifact annotation (as per Articles 9 and 10): Approximately 141 boxes of mandarin orange containers, etc. 2. [Stone Wall Stone Survey Sheet Database Organization Work] - Database organization of stone wall survey sheets (as per Article 11): 782 stones. Chapter 3 Details of Work: Article 7 Basic Policy for Artifact Organization Work: For each task described in Articles 8 to 10, any matters not explicitly stated shall be in accordance with the content described in the following literature: Cultural Affairs Agency, Cultural Properties Department, Monuments Division (Supervision), 2010, "Guide to Excavation Surveys - Organization and Reporting -". Seidosha. Article 8 Artifact Cleaning: (1) The contractor shall remove attached soil, etc., from artifacts using appropriate tools, taking care not to damage them beyond their state at the time of excavation. Special care should be taken for cross-sections where soil tends to remain. Artifacts that can be joined during cleaning should be stored in bags provided by the contractor. (2) Care must be taken not to mix up or lose artifact labels indicating the artifact and its excavation location. If an artifact label is significantly soiled or damaged, or needs to be reproduced, it should be carefully copied onto a label provided by the client, ensuring no information is omitted. (3) After cleaning, artifacts should be thoroughly dried, taking care not to damage their remaining condition or color. Special attention should be paid to drying tiles and stone objects. (4) Upon completion of artifact cleaning, the contractor shall contact the client for inspection. If any deficiencies are pointed out by the client, the contractor shall rectify them. (5) Cleaned artifacts shall be returned to the client once for sorting. When returning, artifacts from the same stratigraphic layer should be stored together. Article 9 Creation of Artifact Inventory List (Handwritten/Data Entry): (1) For the sorted artifacts in each container, organize them into "selected artifacts" to be included in the report and "discarded artifacts" into empty containers. Assign a sequential number to both selected and discarded artifacts. (2) For the organized artifacts, create one artifact inventory list (handwritten) [Form 1-1] per container. However, if artifacts from multiple stratigraphic layers are stored in one container, create a separate list for each layer. The list should be filled out in legible block letters. (3) After internal proofreading of the created list [Form 1-1], obtain confirmation from the client. (4) Based on the created list [Form 1-1], input the data into the artifact inventory list (Excel data) [Form 1-2]. Article 10 Annotation Work: (1) Annotation work shall be performed on all selected artifacts after sorting. For artifacts that cannot be annotated, attach a label with the container number securely. (2) The content of the annotation shall be the specified information from the artifact label. (3) Use poster colors, ink, etc., as appropriate for the material, write legibly in block letters, and as small as possible. Apply varnish over the writing. (4) Select annotation locations carefully, ensuring they do not interfere with adjustment, observation of shape, measurement, or photography. (5) For artifacts unsuitable for direct annotation, such as metal objects or coins, write "Unannotated" on the label and prepare a separate paper indicating "Unannotated" to be stored with the artifact and label. Article 11 Database Organization of Stone Wall Survey Sheets: (1) Input the necessary information from the Excel data of the stone wall survey sheets, photographs, and observation images into the existing "Stone Wall Database" (using Microsoft Access). (2) Upon completion of the database organization of the stone wall survey sheets, undergo inspection by the client. If any corrections are required based on the inspection, the contractor shall promptly make them. Chapter 4 Related Work: Article 12 Artifact Transport (Loading/Unloading): The contractor shall transport containers from the storage location designated by the client for this Work and promptly return them to the designated storage location after completion. Loading and unloading operations shall be conducted under the supervision of the client, with utmost care to prevent damage or loss of artifacts. Article 13 Handling and Storage of Artifacts: (1) The contractor must fully recognize that the artifacts handled in this Work are buried cultural properties and must handle and store them with care. (2) During the term of this contract, the contractor shall store artifacts in an appropriate environment and prevent deterioration of artifacts that are at risk of degradation. (3) If the contractor loses or damages any artifacts during work or transportation, they must promptly report it to the client and restore it to its original condition or bear compensation equivalent to the damage. Article 14 Work Photographs: Take photographs of the work status using a digital camera for each task. Article 15 Meetings: The client and contractor shall hold sufficient meetings for each work task to ensure smooth execution. Meeting minutes shall be created and submitted after confirmation by both parties. Article 16 Notes: (1) The contractor shall prepare all necessary equipment and consumables for this Work. (2) The contractor shall not disclose, transfer, or lend any information learned or any deliverables/records obtained during this Work to any third party without the permission of the client. Chapter 5 Deliverables: Article 17 Rights to Deliverables, etc.: (1) The contractor shall transfer all copyrights (including rights stipulated in Articles 27 and 28 of the Copyright Act) of the deliverables to the client free of charge upon delivery. (2) The contractor shall not exercise moral rights over the deliverables against the client or any third party designated by the client. 4. Article 18 Cases of Defects Found After Work Completion: If any defects in the deliverables attributable to the contractor are discovered after the completion of the Work, the contractor shall promptly make corrections, supplements, or other necessary measures. The costs incurred for this shall be borne by the contractor. Article 19 Delivery of Deliverables: The deliverables to be submitted are as follows: (1) Meeting minutes (original) (2) Work diary (PDF data) [Artifact Organization Work] (3) Artifact inventory list (handwritten/Excel data) (4) Work record photographs (JPEG data) [Stone Wall Stone Survey Sheet Database Organization Work] (5) Stone wall database (Access data) (6) Other deliverables generated during this contract work. The items (3) and (4) above shall be compiled into a "Deliverables Report" with printed copies, and other digital data shall be saved on an external HDD and delivered along with the report. One copy of the report and one external HDD shall be delivered. The cost of recording media shall be borne by the contractor. Chapter 6 Other: Article 20 Doubts: If any doubts arise regarding matters not stipulated in these specifications, they shall be resolved through thorough consultation with the client, and the contractor shall follow the client's instructions. Cover Page Breakdown Sheet: Director, Chief, Verifier, Staff, Expense Item, Contract Number, Design Date: June 19, 2026, Location: Contractor's provided location, Site Name: Special Historic Site Kumamoto Castle Ruins, Kumamoto Castle Cultural Property Organization Work Contract for Fiscal Year 2026, Period: Start Date: From contract conclusion, Completion Date: March 25, 2027, Kumamoto Castle Cultural Property Organization Work Contract for Fiscal Year 2026, Contract Price: Yen, Breakdown: Contract Price: Yen, Consumption Tax Equivalent: Yen, Item Name, Total Quantity, Unit, Unit Price, Quantity, Amount, Application, I. Direct Expenses, Lot, 1, 1, Specification Sheet No. 1, II. Indirect Expenses, Lot, 1, 1, Specification Sheet No. 1, Total, Revised Total, "Rounded down to less than 1,000 yen", Consumption Tax Equivalent, 10%, Grand Total, Specification Sheet No. 1, Item, Type, Sub-type, Quantity, Unit, Unit Price, Amount, Remarks, Direct Expenses, [Excavated Artifact Organization Work], Artifact Cleaning, 62, Boxes, Artifact Annotation, 141, Boxes, Artifact Inventory List Creation (Handwritten/Data Entry), 141, Boxes, Artifact Transport (Loading/Unloading), 6, Times, [Stone Wall Stone Survey Sheet Database Organization Work], Stone Wall Survey Sheet Database Organization, 782, Stones, Total, Indirect Expenses, Grand Total, Revised Total, "Rounded down to less than 1,000 yen", Consumption Tax Equivalent, 10%, Grand Total, Jyocho No. 000047 Date: June 24, 2026 We hereby announce that a conditional public invitation for bids will be held as follows, in accordance with Article 167-6, Paragraph 1 of the Local Autonomy Act (Cabinet Order No. 16 of 1947) and Article 3 of the Kumamoto City Contract Management Regulations (1964 Regulations No. 7). Kazufumi Onishi, Mayor of Kumamoto City 1. Matters for Competitive Bidding: (1) Contracted Services Name: Kumamoto Castle Cultural Property Organization Work Contract for Fiscal Year 2026 (2) Purpose and Overview: This Work involves organizing excavated artifacts from the Special Historic Site Kumamoto Castle Ruins and organizing data from the stone wall stone survey sheets. (Details are in the specifications.) (3) Performance Location: Location provided by the contractor. For confirmation by the client and to prevent damage or loss of artifacts, the work location shall be within Kumamoto City. (4) Performance Period: From the contract date until March 25, 2027. 2. Department in Charge: Kumamoto Castle Research Center, Kumamoto Castle General Office, Cultural and Citizen Affairs Bureau, Kumamoto City, 1-1-1 Tedori-honcho, Chuo-ku, Kumamoto City, 860-8601. Phone: 096-355-2327 (Direct). Fax: 096-356-5655. Email: kumamotojotyousakenkyu@city.kumamoto.lg.jp. 3. Type of Bidding Procedure: This project will be conducted using a method where the qualifications required for participation in conditional public invitation for bids (hereinafter referred to as "Competitive Bidding Qualifications") are confirmed prior to bidding, and the successful bidder is determined based on the results of bids from those recognized as having Competitive Bidding Qualifications. 4. Competitive Bidding Qualifications: All of the following conditions must be met. (1) Must have submitted the "Application for Qualification Examination for Competitive Bidding for Kumamoto City Service Contracts, etc." and be registered in the list of qualified bidders stipulated in Article 5 of the "Guidelines for Qualifications of Bidders for Kumamoto City Service Contracts, etc." (Notice No. 731 of 2008). Furthermore, must be registered in the "Cultural Property Survey" (Category 1) and "Buried Cultural Property Excavation Survey" or "Cultural Property Restoration Work" (Category 2) business types. (2) Must not fall under any of the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (3) If an application for commencement of rehabilitation proceedings under Article 17 of the Corporate Rehabilitation Law (Law No. 154 of 2002) or an application for commencement of reconstruction proceedings under Article 21 of the Civil Reconstruction Law (Law No. 225 of 1999) has been filed, a decision to approve the rehabilitation plan or reconstruction plan must have been made, respectively. (4) Must not fall under the provisions of Article 3, Item 1 of the "Kumamoto City Measures for Exclusion of Violent Groups, etc. from Contracts" (Notice No. 105 of 2006). (5) Must not be within the period of suspension of bidding based on the "Kumamoto City Measures for Suspension of Bidding, etc. for Procurement of Goods and Services Contracts" (Notice No. 199 of 2009). (6) Must not be in arrears of consumption tax, local consumption tax, or city taxes. (7) Must be engaged in the business of the contract subject to this competitive bidding as a profession. (8) Must have a head office or branch office, etc. within Kumamoto City. (9) Must comply with the "Kumamoto City Public Contract Ordinance" (Ordinance No. 54 of 2025), such as by submitting a letter of commitment. (10) Must not be a party deemed unsuitable as a contract partner due to violations or dishonest conduct in contracts with the City within the past three years. (11) Must have experience in providing artifact organization services, directly contracted from national or local government entities, completed on or after fiscal year 2022.