Announcement of Tender for Purchase of On-site Information Visualization System (Publicized July 27, Reiwa 8)

Announcement of Tender for Purchase of On-site Information Visualization System (Publicized July 27, Reiwa 8)
In accordance with the provisions of Article 234 of the Local Autonomy Act (Showa 22, Act No. 67), a general competitive tender will be conducted as follows.
July 27, Reiwa 8, Kiyohito Yoshikoshi, Chief of Kyoto Prefectural Police Headquarters
1. Matters for tender:
(1) Name and quantity of purchased items: On-site information visualization system, 3 units.
(2) Characteristics, etc. of purchased items: As per the tender explanation document and specifications.
(3) Delivery deadline: March 31, Reiwa 9.
(4) Delivery location: Location designated by the Chief of Kyoto Prefectural Police Headquarters.
2. Location for inspection of contract terms, etc.:
(1) Name, address, etc. of the organization responsible for contract terms, tender explanation document and specification distribution, and contract-related administrative matters:
〒602-8550 85 Yabunouchi-cho, Shimochojoji-cho, Shinmachi-nishiiru, Kamigyo-ku, Kyoto City
Kyoto Prefectural Police Headquarters, General Affairs Department, Accounting Division, Procurement Section
Phone: 075-451-9111, Extension: 2253
(2) Distribution of tender explanation document and specifications, etc.:
a. Distribution period: From Monday, July 27, Reiwa 8 to Monday, August 3, Reiwa 8 (excluding Sundays and Saturdays).
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b. Method of acquisition:
(a) In principle, download from the Kyoto Prefectural Police website (https://www.pref.kyotojp/fukei/site/kaikei_k/nyusatsu/index.html) during the period specified in a.
(b) If window pickup is unavoidable, inquire at the location specified in (1) between 9:00 AM and 5:00 PM (excluding the period from noon to 1:00 PM) during the period specified in a to obtain them.
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3. Qualifications required for tender participants:
Tender participants must meet all of the following conditions.
(1) Not falling under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16).
(2) Registered in one of the following business categories in the "List of Qualified Bidders for Procurement of Goods or Services" for Reiwa 7, 8, and 9, and have obtained the qualifications of a competitive bidder.
a. Major category: "Electrical and Communication Equipment" - Minor category: "Telecommunication Equipment".
b. Major category: "Electrical and Communication Equipment" - Minor category: "Personal Computer and Network Equipment".
(3) Be recognized as capable of reliably delivering the purchased items specified in 1(1) by the delivery deadline.
(4) Not be subject to a suspension of bidding by Kyoto Prefecture during the period from the final day of the submission period for the confirmation application for general competitive tender participation qualifications to the tender date.
4. Confirmation of tender participation qualifications:
Tender participants must submit the confirmation application form and general competitive tender participation qualification confirmation documents (hereinafter referred to as "confirmation documents") as specified in the tender explanation document and receive confirmation of their tender participation qualifications.
If the contracting officer requests an explanation regarding the submitted documents, the participant must comply.
(1) Submission period:
a. Submission period: Same as 2(2)a.
b. Submission location: Same as 2(1).
c. Submission method:
(a) When submitting in person: Submit between 9:00 AM and 5:00 PM during the submission period.
(b) When submitting by mail: Must arrive by registered mail within the submission period.
(2) Confirmation notification: The results of the tender participation qualification confirmation will be notified separately.
(3) Other: Expenses incurred for the preparation of the confirmation application form and confirmation documents shall be borne by the tender participant, and submitted documents will not be returned.
5. Tender procedures, etc.:
(1) Date and time and location of tender and opening:
a. Date and time: Friday, August 14, Reiwa 8, 10:00 AM
b. Location: Tender Room, Main Building, Kyoto Prefectural Police Headquarters, 85 Yabunouchi-cho, Shimochojoji-cho, Shinmachi-nishiiru, Kamigyo-ku, Kyoto City.
(2) Method of tender: Must be submitted in person; tenders by mail or electronic transmission are not permitted.
(3) Amount to be stated in the tender document: For the purpose of determining the successful bidder, the successful bid amount will be the amount stated in the tender document plus 10% of that amount (if there is a fraction of less than 1 yen, it will be rounded down). Therefore, tenderers shall state in their tender documents an amount equivalent to 100/110 of their estimated contract desired amount, regardless of whether they are subject to or exempt from consumption tax and local consumption tax.
(4) Invalid tenders: Tenders falling under any of the following categories shall be deemed invalid. Persons who have submitted an invalid tender cannot participate in a re-tender.
a. Tenders submitted by persons who do not meet the qualifications required for tender participation as listed in 3.
b. Tenders submitted by persons who have not submitted the confirmation application form or confirmation documents.
c. Tenders submitted by persons who have made false statements in the confirmation application form or confirmation documents.
d. Tenders submitted by persons who have violated the conditions related to tenders specified in the tender explanation document.
(5) Method of determining the successful bidder: The successful bidder shall be the person who has submitted the lowest valid bid within the limit of the estimated price, in accordance with Article 145 of the Kyoto Prefecture Accounting Regulations (Showa 52, Kyoto Prefecture Ordinance No. 6, hereinafter referred to as "Regulations").
(6) Language and currency to be used in contract procedures: Japanese and Japanese currency only.
(7) Requirement for contract creation: Required.
6. Tender security: An amount not less than 5% of the tender amount will be collected. However, if the competitive bidder falls under any of the items in Article 147, Paragraph 2 of the Regulations, it will be exempted. If the successful bidder fails to conclude the contract, a penalty equivalent to 5% of the successful bid amount will be collected from the successful bidder.
7. Contract security: The successful bidder must pay contract security equivalent to not less than 10% of the contract amount at the time of concluding the contract. However, checks issued or guaranteed by banks or other financial institutions recognized as reliable by the contracting officer (hereinafter referred to as "banks, etc.") may be used in lieu of contract security, and if the conditions in Article 159, Paragraph 2 of the Regulations are met, it will be exempted.
8. Other:
(1) The implementation of this tender shall be in accordance with the Regulations, in addition to the matters specified in 1 through 7.
(2) For details, refer to the tender explanation document.
Attached Specifications
1. General Provisions
1.1 Name and quantity of purchased items: On-site information visualization system, 3 units.
1.2 System configuration:
- Mobile handheld 3D laser scanner
- Visualization system dedicated terminal
1.3 Delivery deadline: March 31, Reiwa 9.
1.4 Delivery location: Kyoto Prefectural Police Headquarters, General Affairs Department, Information Management Division.
1.5 System overview: The on-site information visualization system (hereinafter referred to as the "visualization system") is a system that measures and photographs crime scenes, etc., using a mobile handheld 3D laser scanner (hereinafter referred to as the "laser scanner") and visualizes (makes visible) the data.
1.6 Scope of application: This specification applies to the purchase of hardware, software, and other items (hereinafter referred to as "equipment, etc.") used in the visualization system.
Matters not explicitly stated in this specification that are considered necessary by common sense shall be provided by the contractor.
1.7 Inquiries, etc.:
1.7.1 Prior confirmation and inquiries regarding the content of this specification shall be made in writing.
1.7.2 The content of inquiries and answers will be distributed to all companies that have submitted the confirmation application for general competitive tender participation qualifications.
However, matters that may compromise the information security of the police information system will only be answered with that statement, and inquiries will not be accepted.
2. Matters concerning tender participants:
2.1 Creation of equipment configuration:
2.1.1 The tender participant shall conduct a preliminary design based on this specification, calculate the cost, and determine the system configuration.
Items necessary for the operation of the equipment, etc., even if not explicitly stated in this specification, shall be included in the system configuration.
2.1.2 The system configuration shall include all costs required for delivery, setup, adjustment, etc., of the equipment, as well as costs related to warranty.
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2.1.3 Based on the determined system configuration, create an equipment configuration table and submit it to the General Affairs Department, Accounting Division (hereinafter referred to as "Accounting Division") when submitting the confirmation application for general competitive tender participation qualifications. After confirmation by the General Affairs Department, Information Management Division (hereinafter referred to as "Information Management Division"), any indicated parts shall be corrected.
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2.1.4 The equipment configuration table shall clearly state the work content.
2.1.5 For equipment, etc., that are critical for information security, priority shall be given to those that have obtained certification under the IT Security Evaluation and Certification Scheme. If this is difficult, select the most appropriate equipment after confirmation with the Information Management Division.
2.1.6 Considering supply chain risks, the following appropriate measures shall be taken to ensure that unintended changes are not made during the manufacturing process of the equipment, and these measures shall be continuously implemented:
○ The manufacturing process management system, including records of the manufacturing process history of the equipment, shall be appropriately established.
○ The equipment shall be such that security measures defined by the manufacturer, etc., to prevent unauthorized modifications are in place.
○ Management to ensure that unauthorized modifications are not made throughout the process from design to component inspection, manufacturing, and final product inspection shall be carried out under a consistent quality assurance system.
Products manufactured through a production process that has a system in place to investigate the cause and eliminate it through traceability and on-site inspections when unauthorized modifications are found in the equipment.
○ A configuration management system shall be established to identify unauthorized changes to the components (software and hardware) constituting the visualization system.
○ The tender participant shall establish a system for inspecting the equipment, etc., adopted as components (software and hardware) of the visualization system, to ensure that unauthorized modifications have not been made.
2.2 Confirmation of information security management system, etc.:
2.2.1 Tender participants shall, in principle, obtain certification of their information security management system, etc., from a third party and have obtained one of the following or equivalent by the tender date:
○ ISMS Certification
○ P Mark
Documents certifying the above (copies) shall be submitted to the Accounting Division when submitting the confirmation application for general competitive tender participation qualifications, and confirmation shall be obtained from the Information Management Division.
2.2.2 If the tender participant has not obtained the certification specified in 2.2.1, they shall contact the Information Management Division, confirm the implementation status of the information security measures specified in 4.6, and submit an "Information Security Measures Implementation Status Confirmation Letter" containing the confirmation results to the Accounting Division when submitting the confirmation application for general competitive tender participation qualifications, and obtain confirmation of the information security management system from the Information Management Division.
3. Matters concerning the contractor:
3.1 General matters:
3.1.1 The contractor shall fully recognize the importance of the police information system and, regardless of whether it is before or after delivery, shall carry out the work at the contractor's sole responsibility, taking care not to affect any other police information systems in operation.
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3.2 Equipment delivery work:
3.2.1 The contractor shall deliver the equipment by the delivery deadline and ensure it is ready for use from the delivery date.
3.2.2 Delivery costs, etc., necessary for equipment delivery shall be borne by the contractor.
The contractor shall be responsible for any accidents during delivery or damage during equipment setup.
3.2.3 Vehicle access to the delivery location shall generally not be permitted.
However, if vehicle access is unavoidable for the transport of goods or equipment, prior notification and approval from the Information Management Division are required.
3.2.4 Equipment delivery work shall be carried out by dispatching workers to the delivery location.
The work supervisor designated by the contractor shall coordinate with the delivery location representative designated by the Information Management Division and carry out the work with due consideration so as not to interfere with police activities.
3.2.5 The work supervisor, etc. (including workers; hereinafter the same) shall perform reception work, progress management work, inventory management work, etc., at the delivery location and strive to ensure smooth delivery operations.
3.2.6 The contractor shall conduct thorough verification in advance at their own responsibility and take necessary measures to ensure the equipment operates normally if any problems arise.
All costs incurred in doing so shall be borne by the contractor.
3.2.7 Waste generated during delivery shall be disposed of properly in accordance with the "Waste Management and Public Cleansing Act" (Showa 45, Act No. 137).
3.2.8 Work not explicitly stated in this specification but deemed necessary shall be carried out in consultation with the Information Management Division.
4. Special provisions for ensuring information security:
4.1 Scope of information to be protected:
4.1.1 The contractor shall maintain the confidentiality, integrity, and availability of information provided by the Information Management Division and other information learned through the equipment (hereinafter referred to as "protected information") during the performance of the contract (hereinafter referred to as "information security") and shall take all possible precautions.
4.1.2 The scope of protected information shall be as follows:
○ Documents, drawings, books, etc. (including electronic records; hereinafter the same) designated as confidential by the Information Management Division, within the equipment.
○ Objects designated as confidential by the Information Management Division, within the equipment.
○ Documents, drawings, etc. created (including reproductions and photographs) by the contractor based on the above.