INSTRUCTIONS

Regarding the ‘ 2019TM Japan: Outsourcing of the Opening Ceremony Services’: The competitive tendering process will be based on the applicable relevant laws or regulations in accordance with this guideline. 1. Tournament Overview Rugby World Cup 2019 TM will be held over the period from 20 September 2019 to 2 November 2019 at 12 venues across all of Japan. During the tournament period, a total of 48 matches including 40 pool matches and 8 final matches will be played by 20 participating teams representing 20 countries and regions. This will be the first World Cup to take place in Asia, and the first outside of a traditional rugby nation. It will also be the first World Cup since Rugby Sevens was adopted as an official Olympic sport (See Appendix 1).

2. Contents (1) Subject Rugby World Cup 2019TM Japan: Outsourcing of the Opening Ceremony Services

(2) Main purpose of procurement Rugby World Cup 2019TM Japan: General Execution of the Opening Ceremony Services

(3) Scope of procurement* As per attached ‘Request for Proposal’ (RFP) *This will be provided after the Non-Disclosure Agreement is signed.

(4) Period of Implementation The contract period will generally be from the date of the contract until 31 December 2019. However: 1. Date of Contract (approximately 31 July 2018)–31 March 2019 2. Limited to 1 April 2019–31 December 2019. The contractual period stipulated in 2. will only take effect after the operations have been completed for the period stipulated in 1. and JR2019 deems that a continuance of the operational activities and fees is required.

3. Department in Charge Finance & Procurement Department, Finance & Legal Division, Rugby World Cup 2019TM Organising Committee (hereinafter referred to as ‘Organising Committee’) Nippon Seinenkan Japan Sport Council Building 4-1 Kasumigaoka, Shinjuku-ku, Tokyo Japan 160-0013 Telephone: 03-6438-6328 E-mail: [email protected]

*Telephone enquiries will be accepted daily between 9:00 and 17:00 (except 12:00–13:00) with the exception of Saturdays, Sundays and National Holidays as prescribed in the Act on National Holiday (Act No.178 of 1948),

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2 January, 3 January, and from 29 to 31 December inclusive. *When sending email enquiries, please confirm receipt by telephone.

4. Eligibility/Participation Conditions Competitive participants shall satisfy all of the following requirements: (1) A supplier for which A), B) and C) below do not apply (same with any member of a consortium or business cooperative [Jigyo-kyodo-kumiai]): A) A person (or entity) who does not have any legal capacity to enter into a contract in relation to the relevant transaction. B) A person (or entity) who has received a ruling for the commencement of bankruptcy proceedings and who has not had his/her rights restored. C) A person (or entity) who is substantially controlled by an organised crime group (Boryokudan) prescribed in Article 2, Item 2 of the ‘Act to Prevent Unjust Acts by Organized Crime Group Members’ (Act No. 77 of 1991) or similar person (or entity). (2) ‘A’, ‘B’ or ‘C’ ranked suppliers based on the eligibility standard for the tender participation in the provision of services defined by the Japanese government agencies (2016, 2017 and 2018 versions). (3) Those who are able to conduct business in Japanese and in English. *Those are able to resolve any linguistic obstacles in such cases whereby an interpreter is required at the expense of the Proposer. (4) In the case a consortium is formed by multiple suppliers, the representative supplier should be clearly indicated in the proposal. Either one of the supplier should meet the above conditions.

5. Application Process Those who wish to participate must submit the required documents in accordance with the following procedures. The place of submission is as shown in the ‘3. Department in Charge’ listed above. (1) Application Application Period: 20th June 2018 - Friday, July 6 (Friday) 11: 00 (Japan Standard Time) Submission Documents Form Number of Remarks Copies Application Form Form 1 1 Non-Disclosure Declaration Form 2 1 Participation Eligibility Check Form 3 1 Attach a copy of the Unified Supplier Sheet Qualification Notification regarding 4. (2). Those in the process of application will be considered eligible to participate. In such cases, written notification of same is required. Presentation of the qualification results must be submitted by the submission deadline of the Proposal.

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(2) Project Proposal Submission deadline: Friday, August 3, 2018 17:00 (Japan Standard Time) Submission Documents Form Number of Copies Remarks Proposal Free Form １ Please submit your written proposal in a sealed standard A4 sized envelope (240 × 332 mm) and clearly mark the envelope: with your name (in the case of a business entity, the name or trade name) and details of the contents by clearly marking the envelope: ‘Rugby World Cup 2019TM Japan: Outsourcing of the Opening Ceremony Services (Project Proposal Enclosed).’ The proposal must be submitted in the form and format as prescribed in the RFP. You will be required to prepare TWO (2) signed original hard copies and TWO (2) sets of electronic copies on CD/DVD or other electronic devices (e.g., hard disc et al.) in a format recognisable by Microsoft Windows (e.g., Microsoft Word or Adobe) in BOTH Japanese AND English [*none of which are non- returnable].

6. Questions and Answers (1) Questions For questions about the contents of this guideline, please submit Form 4 ‘Questionnaire’ as per below. For questions about the procedures, please make an enquiry to the above shown ‘3. Department in Charge’. We are not holding a Pre- Tender meeting. (2) Methods, etc. (i) Period open for questions: Until 12:00pm of Friday, July 13, 2018 11: 00 Place of submission: Same as 3, above. (ii) Method of submission: Attach a digital file (Microsoft Office Word) and a PDF document by email and send it to: [email protected].

(3) Response methods, etc. (i) Response method A written reply will be delivered by email on Friday, 20 July 2018. (ii) Remarks 3

Responses to questions may be collectively released to all participants to guarantee fairness. (iii) Please use Japanese to submit your questions.

7. Time/Date and Place of Project Proposal Time and Date: After Wednesday, August 8, 2018 Place: 4-1 Kasumigaoka, Shinjuku-ku, Tokyo Japan 160-0013 *Details will be provided to the preferred proposal applicants after the number of applications has been confirmed. *The proposer may select either am in-person meeting or a Web conference for the Project Proposal (presentation).

8. Comprehensive Evaluation Method The successful bidder will be determined using a competitive bidding system method. The successful bidder will be selected from among those who have satisfied the qualifications and eligibilities as determined by the Organising Committee and who has submitted an effective proposal providing fees within the price cap and has been determined to have a high score of comprehension and feasibility pertaining to the contents of the consignment. To ensure fairness, scoring information will be released at a later date.

9. Invalid applications Applications falling under the following conditions shall be deemed invalid: (1) Applications by a person not meeting the eligibility requirements stipulated in this guideline. (2) Applications entered with false content. (3) Applications by a person who is in direct or indirect contact with a staff member or any persons involved with the Organising Committee during the Consignee selection period. (4) Applications by a person found to disrupt fair competition or clearly coalesced to obtain fraudulent profits. (5) Applications that violate other conditions.

10. Contract, etc. Contract procedures will be conducted in Japanese. At the time of contract, it will be required to submit Form 5: Statement and Declaration against Antisocial Forces and Groups.

11. Precautions for the application process Please note the following in addition to the contents as described herein when applying: (1) Persons who wish to participate in this competition must be familiar with all the relevant details as provided herein and by the RFP and be committed to full compliance with all the requirements provided herein. (2) In cases where it is deemed that the work as described in the selected proposal is not being carried out according to the winning bidder’s responsibility, the contract may be terminated and the transaction may be suspended. (3) It is strictly prohibited for any applicant to engage in acts that limit competition amongst applicants with regard to this matter, such as through conducting acts including but not limited to consultation, discussion, or agreeing upon on any matters relating to the contents of the bid with other applicants or any other persons. (4) It is strictly prohibited for any such person to force or discourage applications by others or engage in any other acts that attempt to manoeuvre a prospective applicant on this matter with the intention of limiting competition in relation to this

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matter. (5) All necessary costs and expenditures for this competition required by an applicant in relation to this competition shall be borne by the applicant. (6) Handling of Documents, etc. (i) Prohibition of Utilisation Other Than for Intended Purposes Utilisation of the relevant documents including these INSTRUCTIONS other than for their intended purposes is strictly prohibited.

(ii) Destruction of Information All distributed documents (including these INSTRUCTIONS and any other additional copies) must be destroyed in the event of declining participation in this bidding process.

12. Copyrights (1) The right to receive any industrial property rights and any copyrights or other rights relating thereto, such as inventions and ideas pertaining to the execution of the consignment, shall be the property of the Organising Committee. (2) Rights relating to the deliverables (including copyrights, patent rights and other intellectual property rights or the rights to receive them. In relation to copyrights, this includes all rights pursuant to Articles 21 to 28 of the Copyright Act) and proprietary rights are transferred from the consignee of the consignment to the Organising Committee upon the delivery of said deliverables. (3) The consignee of this consignment will grant the Organising Committee the following acts and will not exercise the rights as stipulated in Paragraph 1 of Article 19 or Paragraph 1 of Article 20 of the Copyright Act. (a) The right to publish the contents of the deliverables. (b) The right to alter, modify or otherwise amend the deliverables by the Organising Committee or a third party consigned by the Organising Committee.

13. Confidentiality (1) The applicant shall treat all information provided herein, as well as any relevant data, materials and other information (hereinafter referred to as ‘Confidential Information’) prepared by the Organising Committee or by the applicant pertaining to the application for this matter as strictly confidential and the applicant is not permitted to disclose such information to any third parties. (2) Without the prior written consent of the Organising Committee, applicants are strictly prohibited from disclosing any of the information provided herein and/or publicising the fact of application. (3) The Organising Committee shall hold the right to disclose information of a confidential nature submitted by applicants to persons related to the Organising Committee (including, but not limited to, the World Rugby and Rugby World Cup Limited), but will not disclose said information to any other third parties. (4) Applicants not selected as the business operator as the results of the selection, shall upon the request of the Organising Committee, promptly return or discard all materials including documents, electronic files, and copies thereof relating to this matter. The Organising Committee may request submission of a document confirming that said documents have been returned or discarded.

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14. Prohibition of Ambush Marketing (1) Without the written consent of the Organising Committee, consignees are not permitted to publicly announce the fact of the business consignment and its relationship with the Rugby World Cup for promotional purposes. (2) Consignees are prohibited from all conducts of ambush marketing or intentionally allowing third parties to conduct ambush marketing in any manner. (3) Consignees are prohibited from using any trademarks, names, logos or other branding materials resembling RWC marks or such that causes any confusion with RWC marks.

15. Disclaimer (1) All matters in relation to the preparation and submission of the proposal pertaining to this matter shall be the sole responsibility of each applicant. The Organising Committee shall not bear any responsibility for any expenses, etc., incurred by the applicant pertaining to the application for this matter. Regardless of the selection result, the Organising Committee will not return documents submitted by the applicant to the Organising Committee. (2) The Organising Committee shall in no manner be held responsible for any of the information provided herein. (3) The selection of the business operator shall be finalised only after a legally binding contract has been concluded between the Organising Committee and the candidate business operator. Any interaction whatsoever between the Organising Committee and an applicant prior to the conclusion of a contract does not imply that the Organising Committee has selected the business operator. (4) The details provided herein (including, but not limited to, the scope of consigned operations and the main services provided by the business operator) are for reference purposes only, and the Organising Committee reserves the right to change the contents at any time or to cancel the application process. The Organising Committee shall not be held liable in any manner in such cases. (5) These INSTRUCTIONS do not cover information pertaining to this matter in its entirety, and the Organising Committee may submit additional terms and conditions henceforth. (6) The Organising Committee does not guarantee the accuracy and completeness of the instructions as provided herein. 16. Others (i) This project is to be operated by the Venue Operations Office.

[Attachments] Forms Form 1: Application Form Form 2: Non-Disclosure Declaration Form 3: Participation Eligibility Check Sheet Form 4: Questionnaire Form 5: Statement and Declaration Against Anti-Social Forces and Groups

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Tournament Overview Tournament Rugby World Cup 2019TM Japan Name Organiser World Rugby Tournament 20 September–2 November, 2019 Dates Participating New Zealand, Australia, South Africa, Wales, Argentina, England, France, Ireland, Teams Scotland, Japan, Georgia, Italy, United States, Fiji, Tonga, Romania Remaining 4 spaces to be decided by regional slots and cross regional play-offs. [Total: 20 participating teams]

Tournament (i) Pool stages: 5 teams×4 pools（Round robin event within the pools）：40 Format matches (ii) Finals: Quarter finals, semi-finals, bronze final, finals: 8 matches [Total: 48 matches] Tournament (41,400) Venues Kamaishi Recovery Memorial Stadium (tentative) (16,200) Kumagaya Rugby Ground (30,000) Tokyo Stadium (49,900) International Stadium Yokohama (72,300) Ogasayama Nature and Sports Park Stadium (50,900) (45,000) Higashiosaka Hanazono Rugby Stadium (25,000) Kobe City Misaki Park Stadium (30,300) Level5 Stadium (22,600) Egao Kenko Stadium (32,000) Oita Bank Dome (40,000) (Approximate capacity) [Total: 12 venues] Characteristics of (i) The first World Cup taking place in Asia the Tournament (ii) The first World Cup taking place outside a traditional rugby nation (iii) The first World Cup since Rugby Sevens was adopted as an official Olympic sport

Rugby World Cup 2019TM Organising Committee Organisation Overview

History of the organisation: 11 November 2010: Establishment of the Rugby World Cup 2019TM Organising Committee 10 May 2012: Registered as a general incorporated association

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1 April 2013: Changed registration to a public interest incorporated foundation Address: 4-1 Kasumigaoka, Shinjuku-ku, Tokyo

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Rugby World Cup 2019TM Japan Tournament Organisation Chart

Rugby World Cup (‘RWC’) is organised by World Rugby (‘WR’). World Rugby is the world governing body for the sport of rugby and takes various measures in the promotion and development of rugby throughout the world. RWC’s revenue is the main source of funding for its activities. The profits are used in many forms such as for distribution among unions, or for hosting a variety of international tournaments. World Rugby established a 100% subsidiary ‘Rugby World Cup Limited (“RWCL”)’ as a company specialising in the management of RWC. All preparations and operations have been consigned to said company. In 2009, when it was decided that Japan would host RWC2019, the Japan Rugby Football Union (‘JRFU’) signed a Host Union Agreement with RWCL and JRFU was designated as a host union. In November 2010, in accordance with the Host Union Agreement, JRFU launched the organisation ‘Rugby World Cup 2019TM Organising Committee’ which specialises in the preparation and management of the tournament. Currently, as a public interest incorporated foundation and in accordance with the various contents as detailed in the Host Union Agreement, and in close collaboration with the RWCL the Organising Committee is preparing for the tournament.

Rugby World Cup Limited （RWCL）

World Rugby Rugby World Cup Limited

RWC2019 Organising Committee Japan Rugby Football Union

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