Notification of Consignment Work for Examination of Competitive Bidding Participation Qualifications for Morioka Area Municipalities in Reiwa 8 (Contract Inspection Division)

Notification of Consignment Work for Examination of Competitive Bidding Participation Qualifications for Morioka Area Municipalities in Reiwa 8 (Contract Inspection Division)
Specifications for Consignment Work for Examination of Competitive Bidding Participation Qualifications for Morioka Area Municipalities 1. Overview: Currently, the eight municipalities in the Morioka area (Morioka City, Hachimantai City, Takizawa City, Iwate Town, Kuzumaki Town, Shizukuishi Town, Shiwa Town, and Yahaba Town) (hereinafter referred to as "Morioka Area Municipalities") jointly accept applications for competitive bidding participation qualifications using an online system (hereinafter referred to as "Reception System"). This work involves the formal examination of the presence or absence of submitted documents from applicants submitted through the Reception System and the management of applicant status.
2. Performance Period: From the day after the contract is signed until November 30, Reiwa 8 3. Competitive Bidding Participation Qualifications for Morioka Area Municipalities (1) Application Reception Period, etc.: The application reception period for competitive bidding participation qualifications (hereinafter referred to as "Reception Period") is as follows: A. Reception Period: October 1, Reiwa 8 - November 2, Reiwa 8 B. The competitive bidding participation qualification application to be conducted this time is an additional application with a validity period of one year from April 1, Reiwa 9. C. Application Types (a) New Application: When applying for bidding participation qualifications for the first time using the Reception System. (b) Renewal Application: For those who applied for competitive bidding participation qualifications using the Reception System in Reiwa 6/7 and were certified, but did not apply in Reiwa 8/9. (c) Change Application: For those who currently have competitive bidding qualifications in some of the Morioka Area Municipalities but wish to register as a vendor in other municipalities, or who already have competitive bidding qualifications until March 31, Reiwa 10 but wish to add registered business categories (business items/construction types/services).
(2) Application Categories: Competitive bidding participation qualification applications in the Morioka Area Municipalities are accepted in the following three categories. If you wish to apply for multiple categories, system registration and submission of documents are required for each category.
A. Construction Work B. Construction-Related Service Contracts C. Purchase of Goods, etc.
(3) List of Submitted Documents by Application Category: The Reception System has upload slots for attached files for each submitted document (hereinafter referred to as "Attachment Slots"). Attachment Slots are set as mandatory or optional, and if there are no attachments in the mandatory attachment slots, the submission cannot be completed. The list of submitted documents for each application category is as shown in Attachment 1.
(4) Estimated Number of Cases to Process: The actual number of cases from the Reiwa 7 additional application (conducted in Reiwa 6) will be used as the estimated number of cases. Application Category Actual Cases Among them, Cases with No Defects Among them, Cases with Defects Construction Work 46 cases 20 cases 26 cases Construction-Related Service Contracts 9 cases 4 cases 5 cases Purchase of Goods, etc. 134 cases 72 cases 62 cases Total 189 cases 96 cases 93 cases (5) Number of Cases by Application Type: The actual number of new/renewal applications and change applications from the Reiwa 7 additional application (conducted in Reiwa 6) is as follows. Application Category Actual Cases Among them, New/Renewal Applications Among them, Change Applications Construction Work 46 cases 32 cases 14 cases Construction-Related Service Contracts 9 cases 9 cases 0 cases Purchase of Goods, etc. 134 cases 117 cases 17 cases Total 189 cases 158 cases 31 cases 4. Scope of Work (1) Reception and Management of Applicants A. Reception of Applicants: Create a reception ledger for applicants who have reached the "Application Submitted" status for the first time after the start of the application reception period. [Reception Ledger] (a) Assign management numbers in order of reception. (b) The following are the mandatory items to be entered in the ledger: Management Number, System Reception Number, Application Type (New/Renewal Application/Change Application), Company Name or Name, Head Office (Branch) Location, Date of First Reception, Date of Return, Date of Examination Completion, Examination Status (Received, Returned, Examination Completed, Withdrawn, Examination Incomplete) B. Applicant Status Management: Manage the status of applicants received in A using the reception ledger. C. Status Management Report: Report the status management to Morioka City once a week during the performance period.
(2) Examination: The content of the examination for each submitted document is as shown in Attachment 1. If a change application is submitted but the attached documents for the regular application are deleted and documents are attached to the slots marked "[For New/Renewal]", the applicant will be asked to reproduce the attached documents for the regular application and attach the application documents for the "[For Additional Application]" slot. (3) Cases with Defects: Execute the "Return" process in the Reception System and request the applicant to correct the defects within a specified period. (4) Handling of Incomplete Examinations: A. If the examination cannot be completed within the performance period due to delays in applicant corrections, etc., report it to Morioka City as an incomplete examination. B. For items for which the "Return" process has been executed, if corrections are not made within one week or more from the correction deadline, send a reminder email at least once, and record the reminder process in the ledger.
5. Precautions (1) Work Location: A work location shall be established, and it shall be within Japan. (2) Prohibition of Subcontracting: Subcontracting of work is generally not permitted. (3) Prevention of Information Leakage, etc.: Strict measures shall be taken to prevent information related to applications from being leaked to the outside. Education shall also be provided to those engaged in the work. (4) On-site Inspection: Morioka City may conduct on-site inspections of the work location as necessary to confirm the proper performance of the work. (5) Handling of Personal Information: In carrying out this work, the "Special Specifications for Personal Information Handling Operations" attached hereto must be followed. Special Specifications for Personal Information Handling Operations (Basic Matters) 1. The contractor, in performing this contract, shall recognize the importance of protecting personal information and shall handle personal information appropriately in accordance with the Act on the Protection of Personal Information (Law No. 57 of 2003) (in the Morioka City Council, the Morioka City Council Ordinance on the Protection of Personal Information (Reiwa 4 Ordinance No. 48)) and the Act on the Use of Individual Numbers for Identification in Administrative Procedures (Law No. 27 of 2013; hereinafter referred to as "Number Law"), so as not to infringe upon the rights and interests of individuals.
2. The contractor shall take security measures equivalent to those taken by the contracting party. (Confidentiality) Article 2 The contractor shall not disclose any personal information obtained in connection with the performance of this contract to others without authorization or use it for improper purposes. This shall also apply after the termination or cancellation of this contract. (Appointment of Responsible Person) Article 3 The contractor shall appoint a responsible person to provide necessary and appropriate supervision and education to those handling personal information (hereinafter referred to as "Administrative Handlers") so that personal information is handled appropriately. (Clarification of Administrative Handlers) Article 4 The contractor shall clarify the administrative handlers. (Restrictions on Use) Article 5 The contractor shall not allow any officer or employee other than the responsible person and administrative handlers to use personal information lent by the contracting party or collected or created by the contractor for the purpose of processing administrative tasks under this contract, except with the instructions or prior consent of the contracting party. (Restrictions on Retention) Article 6 When collecting or creating personal information for the purpose of processing administrative tasks under this contract, the contractor shall not retain personal information beyond the scope necessary to achieve the purpose of use. (Proper Acquisition) Article 7 The contractor shall not acquire personal information by fraudulent or other illegal means. (Specification of Work Location and Prohibition of Removal) Article 8 When performing this contract, the contractor shall specify the work location and shall not remove personal information from the business premises where the work location is located, except with the instructions or prior consent of the contracting party. (Prevention of Leakage, Loss, and Damage) Article 9 The contractor shall take necessary measures to prevent leakage, loss, damage, and alteration of personal information and to ensure the proper management of personal information in connection with the work under this contract. (Prohibition of Use for Other Purposes and External Provision) Article 10 Unless otherwise instructed or with prior consent from the contracting party, the contractor shall not use personal information obtained in connection with the work under this contract for purposes other than the purpose of this contract, nor provide it to third parties (including subsidiaries of the contractor (subsidiaries as defined in Article 2, Item 3 of the Companies Act (Law No. 86 of 2005); hereinafter the same).). (Prohibition of Copying or Reproduction) Article 11 Unless otherwise instructed or with prior consent from the contracting party, the contractor shall not copy or reproduce materials containing personal information lent by the contracting party or collected or created by the contractor for the purpose of processing administrative tasks under this contract. (Prohibition of Handling Outside Japan) Article 12 The contractor shall not handle personal information obtained in connection with the work under this contract outside of Japan. (Prohibition of Re-delegation) Article 13 The contractor shall handle personal information for processing administrative tasks under this contract by itself, and shall not delegate such handling to a third party without the prior consent of the contracting party. 2. If re-delegation is permitted under the preceding paragraph, the contract between the contractor and the third party shall clearly state that the third party shall bear obligations equivalent to those borne by the contractor towards the contracting party regarding the handling of personal information under this contract. The same shall apply to subsequent re-delegations by the sub-contractor.
(Return, etc.) Article 14 Upon termination or cancellation of this contract, the contractor shall immediately return or hand over to the contracting party all materials containing personal information lent by the contracting party or collected or created by the contractor for the purpose of processing administrative tasks under this contract. However, if otherwise instructed by the contracting party, the materials containing personal information shall be disposed of by erasure or destruction. 2. If the contractor disposes of materials in accordance with the proviso of the preceding paragraph, the contractor shall report the date and time of erasure or destruction, the name of the person in charge, and the content of the erasure or destruction in writing to the contracting party. (Reporting) Article 15 Upon request from the contracting party, the contractor shall report in writing to the contracting party on the management system and implementation system of the responsible person and administrative handlers at the contracted site, and the status of personal information management. (On-site Inspection, etc.) Article 16 If the contracting party deems it necessary, it may inspect offices, computer rooms, etc., where the contractor performs this contract, and inspect computers and other necessary items, or question related persons, to the extent necessary to confirm compliance with this contract. 2. If the contracting party deems it necessary, it may have its employees attend the contractor's performance and request the contractor to investigate or report on the implementation of this contract. 3. The provisions of the preceding two paragraphs shall apply mutatis mutandis when the contractor entrusts the processing of personal information in the work under this contract to a third party with the consent of the contracting party. The same shall apply to subsequent re-delegations by the sub-contractor.
4. If the contracting party determines, based on the reports from the contractor and the results of on-site inspections, etc., as described in the preceding three paragraphs, that the contractor's handling of personal information is inappropriate, the contracting party may request the contractor to improve the security measures for personal information, and the contractor shall promptly comply with such request. (Reporting in Case of Accident) Article 17 If the contractor becomes aware of a breach of this contract or the possibility thereof, the contractor shall immediately report it to the contracting party with reasons and follow the instructions of the contracting party. This shall also apply after the termination or cancellation of this contract. (Thorough Communication to Administrative Handlers) Article 18 The contractor shall ensure that administrative handlers are thoroughly informed of the necessary matters, such as not disclosing personal information obtained in connection with the administrative tasks under this contract to others or using it for improper purposes, both during and after their employment, to ensure the proper handling of personal information. (Training) Article 19 The contractor shall provide enlightenment and other necessary training to the responsible person and administrative handlers to deepen their understanding of the proper handling of personal information and to raise their awareness of personal information protection. 2. The contractor shall provide necessary training on the management, operation, and security measures of information systems to administrative handlers engaged in the management of information systems for the proper management of personal information, etc. 3. The contractor shall provide training on matters related to ensuring cybersecurity (cybersecurity as defined in Article 2 of the Cybersecurity Basic Law (Law No. 104 of 2014)) and other matters related to the proper management of personal information, etc., to administrative handlers engaged in processing specific personal information files as defined in Article 2, Item 9 of the Number Law. 4. The contractor shall establish a training plan and an implementation system for conducting training. (Termination of Contract and Damages) Article 20 If the contracting party determines that the contractor has violated this contract, the contracting party may terminate the contract and claim damages. 2. Damages arising from the performance of the work shall be borne by the contractor. However, this shall not apply if the occurrence of such damage is attributable to the fault of the contracting party. Special Provisions for Fair Execution of Duties (Basic Matters) Article 1 The contracting party and the contractor shall ensure compliance with laws and regulations, maintain ethics, and ensure the fair execution of duties in performing this contract, in order to protect the interests of citizens, in accordance with the Sumita City Municipal Administration Fair Duty Execution Ordinance (Reiwa 29 Ordinance No. 29; hereinafter referred to as "the Ordinance").
(Reportable Facts) Article 2 Reportable facts refer to facts concerning the execution of duties related to contract matters by officers, employees, or other related parties (hereinafter referred to as "officers and employees") of the contractor, which violate laws and regulations or pose a significant risk of damage to human life, body, property, or the living environment. (Public Reporting) Article 3 Public reporting refers to reporting by officers and employees of the contractor regarding reportable facts that are occurring, ...