INSTRUCTIONS Regarding the ‘Rugby World Cup 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), 1 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. 2 (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 4 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.