[Patent Office] Procurement Specification Creation Support Services for PCT Receiving Office, ePCT Examination Support Server, and Information Provision (External Provision) Server, etc. (Lump Sum)

[Patent Office] Procurement Specification Creation Support Services for PCT Receiving Office, ePCT Examination Support Server, and Information Provision (External Provision) Server, etc. (Lump Sum) Bidding Instructions Regarding the tender based on the public notice of specific procurement contracts by the Patent Office (official gazette notice dated October 27, 2026), in addition to the provisions of relevant laws and regulations, the "Instructions for Tendering for Specific Procurement Contracts of the Ministry of Economy, Trade and Industry" (Document No. 5, hereinafter referred to as "Tendering Instructions") and the "Terms of Use for Procurement Portal and Electronic Procurement System" when using the electronic procurement system (hereinafter referred to as "Terms of Use"), the following shall apply. Furthermore, tender and bid opening procedures shall, in principle, be conducted using the electronic procurement system. In the event of system failure or other issues that prevent the use of the electronic procurement system, the date and time may be changed to a date and time notified separately. 1. Matters for Competitive Bidding (1) Tendered item and quantity Procurement specification creation support services for PCT receiving office, ePCT examination support server, and information provision (external provision) server, etc. (Lump Sum) (2) Specifications, performance deadline, and delivery location, etc. As per the attached procurement specifications (Document No. 2). (3) Bidding method The bid amount shall be for the total amount concerning this matter. The calculation of the bid amount shall consider the following items: a. When the bid amount includes expenses equivalent to labor costs (wages): Calculate based on unit prices that consider the minimum wage during the contract period and any anticipated revisions to the company's salary (if it is difficult to calculate the anticipated revision amount during the contract period, calculation based on the most recent revision実績 is also acceptable). b. When the bid amount includes expenses affected by increases in raw material costs and energy costs: Calculate based on unit prices that consider the anticipated increase due to rising raw material costs and energy costs during the contract period (if it is difficult to calculate the anticipated increase amount during the contract period, calculation based on the most recent increase実績 is also acceptable). In addition, for this matter, a proposal must be submitted along with the bid, and a technical review will be conducted. When determining the successful bidder, the bid price will be the amount obtained by adding 10% of the amount stated in the bid to the amount stated in the bid (if there is a fraction of less than 1 yen, that fraction will be rounded down). Therefore, bidders shall state in their bid the amount equivalent to 100/110 of the estimated contract amount, regardless of whether they are taxable or exempt from consumption tax and local consumption tax. 2. Eligibility for Participation in Bidding (1) Those who do not fall under the provisions of Article 70 and Article 71 of the Public Finance, Accounting and Auditing Act (Document No. 6, hereinafter referred to as "Public Finance Act"). Minors, persons under guardianship or assistance, who have obtained the necessary consent for contract conclusion, fall under the case of "special reasons" in Article 70 of the Public Finance Act. (2) Those who have been rated "A", "B", "C", or "D" in "Provision of Services, etc." in the "Qualifications for Participation in Tenders of the Ministry of Economy, Trade and Industry for FY2025, 2026, and 2027" (Unified Qualifications for All Ministries). (3) Those who are not subject to suspension of subsidies or designation for suspension by the Ministry of Economy, Trade and Industry. If subcontracting to a business operator subject to suspension of subsidies or designation for suspension by the Ministry of Economy, Trade and Industry, approval from the person responsible for expenditure is required (excluding contracts of less than 1 million yen). (List of businesses here) https://www.meti.go.jp/information_2/publicoffer/shimeiteishi.html (4) Those who have not had their contracts with the Ministry of Economy, Trade and Industry terminated due to inadequate information management within the past three years. 3. Location for Inspection of Contract Terms, etc. (1) Location for inspection of contract terms a. Cover page and documents No. 1 to 4 Select "Public Invitation for General Competitive Bidding (WTO Covered)" from "Search Procurement Information" on the Procurement Portal site, enter or select the necessary information to search for this item, and be sure to download the "Procurement Documents" for this item. https://www.p-portal.go.jp/pps-web-biz/UAA01/OAA0101 b. Documents No. 5, 6, 10 to 13, 15 Be sure to download from the website of the Patent Office. https://www.meti.go.jp/information_2/publicoffer/chotatsu_format.html#sogo (2) Date and time and location of the tender briefing session November 4, 2026 (Wednesday) 11:00 AM – Held online (using "Microsoft Teams") If you wish to participate, please register your contact information for online participation (company name, contact person's name, phone number, email address) by 12:00 PM on November 2, 2026, to the contact person listed at the end of this notice (11. (2)). When contacting, please include the subject of item 1. (1) in the subject line of your email (test contact may be made before the tender briefing session). (3) Deadline for questions November 17, 2026 (Tuesday) 12:00 PM If you have any questions regarding the procurement specifications, proposals, etc., please submit them by email with the question form (Document No. 3, Form 4) attached to the contact person listed at the end of this notice (11. (2)). Questions submitted via the electronic procurement system are not permitted. * The content of questions and answers will be communicated to interested bidders (excluding information related to the calculation of bid prices and trade secrets such as the know-how of interested bidders). (4) Deadline, submission location, and submission method for proposals a. Deadline for submission December 16, 2026 (Wednesday) 12:00 PM b. Submission location and method Submit by email or in person to the contact person listed at the end of this notice (11. (3)). For details on submission, please refer to the Proposal Preparation Guidelines and Technical Evaluation Criteria (Document No. 3). Submission via the electronic procurement system is not permitted. c. Precautions * When submitting proposals, submit a copy of the "Qualifications for Participation in Tenders of the Ministry of Economy, Trade and Industry for FY2025, 2026, and 2027" review result notification to the contact person (11. (3)). * The cost of preparing proposals, etc., shall be borne by the bidder. * If the Patent Office requests an explanation of the submitted proposals, etc., the bidder shall promptly provide an explanation at their own responsibility. * Proposals, etc., shall not be used for any purpose other than the review related to this tender. * Regarding the "Statement of Wage Increase Plan for Employees" within the proposals, if you intend to make a statement, submit it with the seal of the employee representative and the person in charge of salary or accounting. (5) Deadline, submission location, and submission method for bid forms, etc. a. Deadline for submission of bid forms December 16, 2026 (Wednesday) 12:00 PM b. Submission location and method for bid forms Bid forms can only be submitted by the following methods. Submission by email or other methods will be invalid. [Submission via Electronic Procurement System] By the bidding date and time stated in a. above, log in to "Bidding Operations" from the Procurement Portal (https://www.p-portal.go.jp/pps-web-biz/), search for this item from "Procurement Item Search," and enter the bid amount on the "Bid (Quotation) Submission" screen. * To submit a bid form via the electronic procurement system, please note that you must first submit the "Statement of Intent" (Document No. 10) on the "Certificate/Proposal Submission" screen. [Submission by Paper] If submission via the electronic procurement system is difficult due to unavoidable reasons, submit Form 3 "Bid Form" (Document No. 11) and Form 4 "Reason Statement" (Document No. 12) by paper (in person or by mail) to the contact person listed at the end of this notice (11. (3)). However, if submitting by mail, please allow ample time for delivery and send it by registered mail, and notify the contact person listed at the end of this notice (11. (3)) that you have sent it by mail (if sending by mail, it must arrive by the submission deadline stated in a. above). * Only the bid form shall be placed in the envelope for the bid form, sealed, and the bidder's name (or company name or trade name for a corporation) and the subject of the tender shall be written on the front of the envelope before submission. c. Precautions * For bids by proxy, the person submitting the bid form via the electronic procurement system shall complete the delegation procedures specified in the system, and the person submitting the bid form by paper shall submit Form 5 "Power of Attorney" (Document No. 13). * Submitted proposals and bid forms cannot be changed or canceled, and will not be returned. (6) Date and time and location of bid opening, etc. a. Date and time and location of bid opening January 22, 2027 (Friday) 3:00 PM Patent Office Accounting Division Bidding Room (4th Floor, Main Building of the Patent Office) b. Method of bid opening, etc. If there are no bids that reach the limit of the estimated price as a result of the bid opening, a second round of bidding will be conducted immediately. In that case, those who submitted their bid forms by paper will participate in the second round of bidding at the bid opening location, and those who submitted their bid forms via the electronic procurement system will participate in the second round of bidding via the system. If there are no bids by the deadline for the second round of bidding, it will be considered that the bidder has declined the second round of bidding. * Those who submitted their bid forms via the electronic procurement system can check the status of the bid opening on the "Bid (Quotation, Successful Bid) Status Confirmation" screen and the "Bid Opening Result Confirmation" screen of the system. * If you wish to participate in the bid opening at the bid opening location, please contact the contact person listed at the end of this notice (11. (3)) by email in advance. (7) Scope of use of the electronic procurement system The electronic procurement system shall be used only for the purposes stated in (5) and (6) above. Other functions are not available. 4. Invalid Bids Bids falling under Article 12 of the Tendering Instructions shall be invalid. 5. Method of Determining the Successful Bidder The successful bidder will be determined based on Articles 15 to 17 of the Tendering Instructions. The point allocation for the comprehensive evaluation score is as follows. For details on the evaluation method, please refer to the Proposal Preparation Guidelines and Technical Evaluation Criteria (Document No. 3). Comprehensive Evaluation Score = Technical Score (1000 points) + Price Score (1000 points) 6. Bid Bond and Contract Deposit: Fully Exempt 7. Quotation and Contract (1) Submission of Quotation The successful bidder shall submit a quotation immediately. When preparing the quotation, please refer to Form 7 "Quotation" (Document No. 15). (2) Contract The successful bidder shall conclude the contract based on the draft contract (Document No. 4), so please bid with an understanding of the contract terms. 8. Payment Terms Contract payments shall be made within 30 days from the date of receipt of a valid payment request, in accordance with the terms stated in the contract. 9. Name of Contracting Officer, etc., and Name and Location of Their Department Kenji Hosoya, Director of Accounting Division, General Affairs Department, Patent Office Accounting Division, General Affairs Department, Patent Office 3-4-3 Kasumigaseki, Chiyoda-ku, Tokyo 100-8915 10. Language and Currency Used in Contract Procedures Japanese language and currency of Japan only. 11. Contact Information (1) Inquiries regarding the electronic procurement system (operational methods, etc.) Electronic Procurement System Help Desk Phone: 0570-000-683 (Navi Dial) 03-4332-7803 (for IP phone users, etc.) FAX: 017-731-3352 Reception hours: Weekdays 9:00 AM - 5:30 PM (excluding national holidays, New Year's holidays from December 29 to January 3) URL: https://www.p-portal.go.jp/pps-web-biz/UZA02/OZA0201 (2) Contact for tender briefing session registration and submission of question forms 100-8915 4th Floor South, 3-4-3 Kasumigaseki, Chiyoda-ku, Tokyo Digital Strategy Procurement Group, General Affairs Division, General Affairs Department, Patent Office Phone: 03-3581-1101 (Ext. 2506) E-mail: PA0G13@jpo.go.jp (3) Other contact points for this matter (submission of question forms, proposals, bid forms, etc.) 100-8915 4th Floor North, 3-4-3 Kasumigaseki, Chiyoda-ku, Tokyo Contracting Unit 5, Contract Second Section, Accounting Division, General Affairs Department, Patent Office Contact person: Yuma Endo Phone: 03-3581-1101 (Ext. 2215) E-mail: PAKEIYAKU05@jpo.go.jp 12. Other (1) In this tender, if a statement is made via Document No. 3, Form 3-3 indicating that the "average amount received per recipient of salary, etc." (Note 1) will be increased by a certain rate (3% for large enterprises, 1.5% for small and medium-sized enterprises) or more compared to the previous fiscal year (or previous year) (Note 2), points will be added. Furthermore, it is intended to confirm whether the wage increase stated in Document No. 3, Form 3-3 has been implemented by checking "Business Overview Description" etc. after the end of the fiscal year, etc. Therefore, promptly submit the necessary documents for confirmation to the contact person listed at the end of this notice. If, as a result of the confirmation, the stated wage increase has not been implemented, etc., the prescribed points will be deducted in the comprehensive evaluation bidding process after the fact is discovered. For details, please check the "Precautions" in Document No. 3, Form 3-3. *1 For small and medium-sized enterprises, this refers to the "total salary amount." *2 You can choose to state the increase compared to the previous fiscal year or the previous year. Please note that the form used for the statement will differ depending on the choice. Note) "Document No. 3, Form 3-3" refers to the statement of wage increase plan for employees. (2) In accordance with the "Action Plan for Business and Human Rights Implementation Liaison Meeting of Relevant Ministries and Agencies" (decided on April 3, 2023), it is stated that public procurement conducted by the government should strive to ensure respect for human rights by bidding companies. Therefore, the successful bidder for this project is requested to strive to promote respect for human rights based on the "Guidelines for Respecting Human Rights in Responsible Supply Chains, etc." (decided on September 13, 2022, by the Action Plan for Business and Human Rights Implementation Liaison Meeting of Relevant Ministries and Agencies). Please bid with an understanding of the content of these guidelines. https://www.meti.go.jp/press/2022/09/20220913003/20220913003-a.pdf (3) Based on the "Basic Policy on Contracts by National and Other Entities with Small and Medium-sized Enterprises," which stipulates the review of contract amounts due to revisions in the minimum wage and measures to address increases in labor costs, material costs, energy costs, etc., the following measures will be implemented. a. Bidders shall, as stated in 1. (3) Bidding Method, reflect in advance the revisions and increases in labor costs, raw material costs, energy costs, etc. (hereinafter referred to as "labor costs, etc.") in the bid amount. b. The Ministry of Economy, Trade and Industry will periodically (approximately once a year) check during the contract period whether a review of the contract amount is necessary due to increases in labor costs, etc., for multi-year contracts. c. For single-year contracts, if a review of the contract amount becomes necessary due to changes in circumstances after the contract is concluded, it will be subject to consultation and review. Basic Policy on Contracts by National and Other Entities with Small and Medium-sized Enterprises https://www.chusho.meti.go.jp/ke...