[Application Deadline: November 5, 2024] Kitakyushu Municipal Central Library: Contract for 1st Floor Floor Space Improvement Work (Publicly Solicited Proposal)

[Application Deadline: November 5, 2024] Kitakyushu Municipal Central Library: Contract for 1st Floor Floor Space Improvement Work (Publicly Solicited Proposal) Kitakyushu Municipal Central Library: Contract for 1st Floor Floor Space Improvement Work Recruitment Guidelines October 2024 Kitakyushu City Board of Education, Central Library Operations Planning Division - 1 - 1. Name of Work: Contract for 1st Floor Floor Space Improvement Work at Kitakyushu Municipal Central Library 2. Purpose and Content of Work: (1) Purpose: In January 2025, the Kitakyushu Municipal Library formulated the "Kitakyushu Municipal Library Basic Plan," aiming to expand the library's functions and roles through the creation of three spaces: "Learning," "Relaxation," and "Connection," to foster a rich and fulfilling time for citizens. This project aims to select a business operator with specialized planning and design capabilities through a proposal method to create a space that embodies the envisioned future and aligns with the following space creation and operation policy, so that the Kitakyushu Municipal Central Library can be utilized by diverse generations, including younger generations who tend to use the library less. (i) Creation of a learning space: Creating a space that supports users' learning and fosters new encounters with books. (ii) Creation of a relaxation space: Creating a space that functions as a "third place" where citizens can easily visit and feel safe and comfortable. (iii) Creation of a connecting space: Creating a space where multiple people can stay together and enjoy reading while conversing. (2) Area to be Improved: 1st Floor Floor Space of the Central Library (Area to be improved as shown in Appendix 1). (3) Scope of Contracted Work: Based on the attached "Specifications," the following work will be contracted as a single package: (i) Removal and relocation of some existing bookshelves. (ii) Selection, procurement, manufacturing, delivery, assembly, and installation of furniture in line with the concept. (iii) Other space improvements (space improvements based on proposals from the business operator other than the above). 3. Contract Period: From the day after the contract signing until March 31, 2027 (Wednesday). * If the library needs to be closed for renovations, the schedule will be coordinated in consultation with the Central Library. - 2 - 4. Implementation Schedule: October 21, 2024 (Wednesday): Distribution of recruitment guidelines and specifications, start of question acceptance. October 28, 2024 (Wednesday): Preliminary briefing session and on-site inspection *Application deadline: October 27 (Tuesday) 1:00 PM. October 29, 2024 (Thursday): Question acceptance deadline. November 5, 2024 (Thursday): Application submission deadline. November 19, 2024 (Thursday): Proposal submission deadline. Early December 2024: Review committee (hearing). Mid-December 2024: Notification of results and contract signing. 5. Budget Limit for Work: ¥6,000,000 (including consumption tax and local consumption tax). * Includes all expenses necessary for the execution of this work (planning/design fees, furniture costs, construction costs, transportation/installation costs, removal/relocation costs, etc.). 6. Date and Time of Preliminary Briefing Session and On-site Inspection: Date and Time: October 28, 2024 (Wednesday) 2:00 PM. Location: Small Training Room, B1 Floor, Kitakyushu Children's Library. * Following the explanation of the recruitment guidelines, an on-site inspection of the area to be improved will be conducted. * Attendance at the briefing session is not a mandatory requirement for application, but we encourage as many participants as possible. * A maximum of 3 participants per business operator will be allowed for the briefing session. * If you wish to participate, please submit Form 1 "Application Form for Preliminary Briefing Session and Notification of Contact" to the address below by 1:00 PM on October 27, 2024 (Tuesday). Submission Destination: Kitakyushu City Board of Education, Central Library Operations Planning Division Email Address: kyou-lib-unei@city.kitakyushu.lg.jp After sending, please contact the Central Library by phone. (TEL 093-571-1481) 7. Acceptance of Questions: Submission Deadline: 5:00 PM on October 29, 2024 (Thursday). Submission Method: Write your questions on Form 2 "Questionnaire" and send it by email. - 3 - Submission Destination: Kitakyushu City Board of Education, Central Library Operations Planning Division Email Address: kyou-lib-unei@city.kitakyushu.lg.jp * After sending, please contact the Central Library by phone. (TEL 093-571-1481) 8. Declaration of Participation: Submission Deadline: 5:00 PM on November 5, 2024 (Thursday). Submission Method: Send Form 3 "Participation Application Form" by email. Submission Destination: Kitakyushu City Board of Education, Central Library Operations Planning Division Email Address: kyou-lib-unei@city.kitakyushu.lg.jp * After sending, please contact the Central Library by phone. (TEL 093-571-1481) Notes: If you wish to withdraw after submitting your participation declaration, please submit Form 6 "Withdrawal Notice." [Eligibility Requirements]: All of the following requirements must be met. (1) Must be capable of handling all aspects of project planning and execution. (2) Must not fall under the provisions of Article 167-4 of the Local Autonomy Act (Showa 22, Cabinet Order No. 16). (3) Must be listed in the qualified contractor registry of the "Regulations on Qualifications and Examination of Bidders for Contracts for Goods, etc., in Kitakyushu City" (Kitakyushu City Ordinance No. 11 of 1995). (4) Must not be in a period of suspension of designation by the City. (5) Must not have filed any of the following applications: (a) Application for commencement of bankruptcy proceedings under Article 18 or 19 of the Bankruptcy Act (Act No. 75 of 2004). (b) Application for commencement of reorganization proceedings under Article 17 of the Corporate Reorganization Act (Act No. 154 of 2002). (c) Application for commencement of rehabilitation proceedings under Article 21 of the Civil Rehabilitation Act (Act No. 225 of 1999). (6) Must not fall under any of the following: (a) A person recognized as having an executive or employee (hereinafter referred to as "executive, etc.") who is a member of a violent group (meaning a member as defined in Article 2, Item 6 of the Act on Prevention of Unjustifiable Acts by Violent Group Members (Act No. 77 of 1991). The same applies hereinafter.). (b) A person recognized as being substantially involved in management by a violent group (meaning a violent group as defined in Article 2, Item 2 of the Act on Prevention of Unjustifiable Acts by Violent Group Members. The same applies hereinafter.) or a member of a violent group. (c) A person recognized as having used a violent group or a member of a violent group for the purpose of obtaining unjust profit for oneself, one's company, or a third party, or for the purpose of causing damage to a third party. (d) A person recognized as directly or actively cooperating with or involved in the activities or operation of a violent group by providing funds or benefits to a violent group or a member of a violent group. (e) A person recognized as having a socially inappropriate relationship with a violent group or a member of a violent group. (f) A person who employs or uses a member of a violent group while knowing that they are a member of a violent group. 9. Review Method: Based on the project proposal, a hearing will be conducted by the proposal review committee. * The date, time, and location will be notified by email after application. * Review Committee Members: 4 (planned). * Presentation time for participants: Approximately 15 minutes, followed by a 10-minute Q&A session. * Failure to attend at the designated time without special reasons such as natural disasters or transportation disruptions will be considered a withdrawal. A "Withdrawal Notice" (Form 6) must be submitted later. 10. Submission of Project Proposal: (1) Submission Deadline: 5:00 PM on November 19, 2024 (Thursday). (2) Submission Location: Kitakyushu City Board of Education, Central Library Operations Planning Division. (3) Submitted Documents: Use Form 4 "Project Proposal" as the cover page, and submit the following documents in person. (If submitting by mail, please consult in advance.) * Basic Policy (Concept) for Space Improvement in the Target Area: Describe in line with the three space creation and operation policies ("Creation of a learning space," "Creation of a relaxation space," "Creation of a connecting space"). * Overall Layout Diagram (Proposed Arrangement): Submit an image diagram showing the arrangement of furniture, bookshelves, etc. * Specifications of Furniture to be Selected or Manufactured: For existing products, provide manufacturer, model number, and photos. For newly manufactured products, provide specifications and image diagrams, etc. * Implementation System (Project Manager and Key Staff Implementation System). - 5 - * Attach Form 5 "Company (Corporate) Overview," work process, and quotation (optional format, requires seal). For quotations, please provide a breakdown of expenses to the extent possible. * Total number of pages, excluding the cover page, should be 20 pages (A4 or A3 size). Double-sided printing is acceptable. * Number of copies to submit: 1 original, 8 copies. 11. Evaluation Items and Scoring: The review committee will evaluate the submitted documents based on the following criteria. Evaluation Item | Evaluation Perspective | Score ---|---|--- Overall Concept | Is the concept presented in line with the space creation and operation policy of "Learning, Relaxation, Connection"? | 10 points Selection/Manufacturing of Furniture in Line with Concept | Are proposals for furniture selection/manufacturing made appropriately in accordance with the specifications? | 30 points Are furniture items proposed that harmonize with the Central Library's structure and enhance its appeal? | 10 points Layout within the Target Area | Is the furniture within the target area appropriately arranged according to its intended use? | 10 points Other Free Proposals | Are proposals feasible within the budget and contribute to achieving the objectives of this work? | 20 points Implementation System/Work Execution Capability | Is there a personnel and organizational structure capable of executing this work reliably and smoothly? | 10 points | Does it have experience in similar work? | | Is a process shown that can be executed within the budget and contract period? | Cost-Effectiveness | Is the proposal cost-effective, with high expected benefits relative to the project cost? | 10 points Total | | 100 points * Based on the review results, priority for contract negotiations will be determined in descending order of score. * In case of a tie, the bidder with the lowest quotation will be ranked higher. If quotations are also tied, the proposal content will be re-evaluated by the review committee to determine the priority. * If the total score for the project proposal by each committee member is less than half of the maximum score, it may result in "No qualified bidder." - 6 - 12. Notification and Public Announcement of Review Results: (1) Notification of Review Results: After the city selects the successful bidder, all proposers will be promptly notified of the following: (i) Whether they were selected as the successful bidder or not. (ii) The rank and score of the proposer. (2) Public Announcement of Review Results: After selecting the successful bidder, the following information will be promptly published on the city's website: (i) Name or trade name of the successful bidder. (ii) Number of proposers. (iii) Evaluation results of proposers (only the trade name or name of the successful bidder will be displayed). (iv) Names and titles (professions) of committee members (including external members). (v) Main reasons for selection by the city. 13. Costs Related to Proposal Preparation and Submission: All costs incurred in preparing and submitting the proposal shall be borne by the proposer. 14. Other: After the successful bidder is determined, if it is necessary to adjust the specifications to match the project proposal, or if any part of the specifications needs to be changed, it will be handled through consultation between the city and the successful bidder. The results of such consultations will be reported to the members of the proposal review committee. 15. Department in Charge of Project (Inquiries/Submission Destination): 4-1 Jounai, Kokurakita-ku, Kitakyushu City, 803-0813 Kitakyushu City Board of Education, Central Library Operations Planning Division Phone: 093-571-1481 Email: kyou-lib-unei@city.kitakyushu.lg.jp Specifications for Contract for 1st Floor Floor Space Improvement Work at Kitakyushu Municipal Central Library 1. Removal and Relocation of Some Existing Bookshelves: Remove or relocate some of the existing bookshelves in the target area as follows. (Details are shown in Appendix 1.) (1) Bookshelves to be removed or relocated: * Remove bookshelves "⑩" to "⑫" in Appendix 1. The costs for this removal (including waste disposal procedures and costs) are included in the contracted work. * Relocate two of the bookshelves "⑬" to "⑮" to the Central Library entrance hall and one to the 2nd floor reference room of the Central Library. (The specific relocation location will be instructed by Central Library staff.) * Ensure that relocated bookshelves are secured to prevent tipping and meet the requirements for use as a public facility. (2) Other bookshelves in the area to be improved: * Bookshelves "①" to "⑨" in Appendix 1 will remain in the area to be improved and generally do not require relocation. However, proposals for rearranging the layout of existing bookshelves in conjunction with newly installed furniture are welcome. If you propose a layout change for bookshelves, please consider the following points: * If rearranging bookshelves, ensure a passage width of 90 cm or more. * If it is necessary to cut or remove part of a bookshelf during relocation, repair the affected part with materials and shapes similar to the original. * The costs for this layout change (including removal and re-shelving of books) are included in the contracted work. 2. Selection, Procurement, Manufacturing, Delivery, Assembly, and Installation of Furniture: Based on the space creation and operation policy in the recruitment guidelines, please propose the selection, manufacturing, and arrangement of furniture considering the following functions. (For items where the quantity is not specified below, please propose the optimal combination and quantity feasible within the budget limit.) (1) Creation of a learning space: * Bookshelves for arranging selected books (approx. 500 books) for users in the target area, and furniture for special exhibitions (assuming the current "My Book Garden" exhibition). * This includes bookends (approx. 50) and book stands (approx. 20) for face-out display of books. * The bookshelves should be equipped with signs (approx. 5 locations) indicating thematic classification of the shelves, and the display content should be replaceable. * Furniture for individual learning and PC use. (2) Creation of a relaxation space: * Furniture such as sofas for relaxing and reading or resting. (3) Creation of a connecting space: * Table seating and other furniture for group meetings and interaction. * If using existing products for the above furniture, please specify the manufacturer, model number, and provide photos. If manufacturing new products, please provide specifications and image diagrams. 3. Other Space Improvements (Free Proposal Item): In addition to the above, please propose free ideas for space improvements that align with the project's purpose and space creation and operation policy, within the budget limit. (The implementation, procurement, and installation of adopted proposals will be carried out within the budget limit.) 4. Special Notes (Construction Precautions): * If the Central Library needs to be closed for space improvements, the closure dates will be determined through consultation. * The design should not detract from the architectural features of this building. * The contractor shall be responsible for the proper disposal of any existing furniture, packaging materials, etc., generated by this work.