Power BI Data Analysis and Reporting for Food Recycling Act E-Reporting System

Tender Explanation Document

Expenditure Commitment Officer
Director of the General Affairs Department (Accounting), Ministry of Agriculture, Forestry and Fisheries

Regarding the competitive bidding for the specific procurement contract ordered by the Expenditure Commitment Officer, Director of the General Affairs Department (Accounting), Ministry of Agriculture, Forestry and Fisheries, published in the Official Gazette (Government Procurement Notice Edition) dated July 29, 2026, the following provisions apply in addition to relevant laws and regulations.

1. Matters subject to competitive bidding
(1) Subject
Power BI data analysis and report implementation services (Food Recycling Act electronic reporting, evaluation, and disclosure system)
(Electronic bidding and electronic contract system applicable case)
(2) Specifications
As per the specifications
(3) Performance period
From contract conclusion date until March 31, 2027
(4) Delivery location
As per the specifications

2. Qualifications required for participants in the competition
(1) Must not fall under the provisions of Article 70 of the Budget Settlement and Accounting Order (Imperial Ordinance No. 165 of 1947, hereinafter "Budget Order"). Minors, persons under guardianship or assistance who have obtained necessary consent for contract conclusion may be exceptions under special reasons.
(2) Must not fall under the provisions of Article 71 of the Budget Order.
(3) Must be rated "A", "B", or "C" in the Ministry of Agriculture, Forestry and Fisheries competitive participation qualification (unified qualification for all ministries) for fiscal years 2025, 2026, and 2027 in "Provision of Services, etc." category.
If unable to perform the target work alone, may participate as a consortium with multiple businesses organized for joint execution, with a designated representative rated "A", "B", or "C" and members holding or pending qualification.
(4) Must have qualifications designated by the Expenditure Commitment Officer based on Article 73 of the Budget Order.
(5) Must not be under suspension of nomination based on the Ministry's rules between submission deadline and bid opening date.
(6) Must not be recognized as having extremely deteriorated management or credit status.

3. Conditions for bidders
Bidders must meet the participation qualifications listed in Specification 8 and submit proof materials in advance.

4. Use of electronic procurement system (GEPS)
(1) This case is subject to electronic bidding and contracting procedures. If electronic bidding or contracting is difficult, paper submissions may be accepted upon prior notification.
(2) In case of system failure or unavoidable troubles, switching to paper bidding and contracting may occur.

5. Bidding method and submission of proposals
(1) Bidding is conducted via electronic procurement system except paper bidding. Individual business owners and authorized persons using My Number card may participate electronically. System failure may cause switch to paper bidding.
Bid amount must be total price for the subject matter. The winning bid price is calculated as bid amount plus 10% of that amount (fractions under 1 yen are truncated), so bid amount should be 100/110 of the estimated price regardless of tax status.
(2) Bid explanatory meeting
Location: Online (Ministry of Agriculture, Forestry and Fisheries Budget Division, Bid Office, Main Building 1F Door No. 153)
Date/time: August 6, 2026, 15:00
Online participation is standard; in-person allowed if online participation impossible. Participants must notify attendance by 17:00 day before meeting.
Microsoft Teams will be used; participants must join as guests without displaying company name.
(3) Submission of proposals and bid documents
Submit required documents by deadline specified in section 6. Electronic submission via procurement system for certificates, business cards, qualification notices, paper contract requests, consortium agreements, and bid amounts. Postal or hand delivery for evaluation criteria and proposal on electronic media, business cards.
Paper bidding requires postal or hand delivery of specified documents; electronic file transmission or fax not accepted.
6. Submission location and deadline
Deadline: August 24, 2026, 11:00 AM (strict)
Location: Ministry of Agriculture, Forestry and Fisheries Budget Division Procurement Section 2, Main Building 1F Door No. 139, 1-2-1 Kasumigaseki, Chiyoda-ku, Tokyo 100-8950

7. Proposal review meeting
Location: Ministry conference room (notified separately)
Date: August 28, 2026
Presentation time decided by consultation with each bidder.

8. Proposal evaluation
Proposals are evaluated based on criteria in the evaluation item list; failure to meet mandatory items results in disqualification.
9. Bid opening location and date
Location: Ministry of Agriculture, Forestry and Fisheries Budget Division Bid Office, Main Building 1F Door No. 153
Date: September 10, 2026, 11:00 AM
Bidders or their agents must be present at terminals during opening. Opening is conducted without physical attendance to promote diverse work styles; results notified by email.
Late arrivals not admitted.
If no successful bidder, re-bidding will be held as designated.
Bid changes or cancellations are not allowed after submission.

10. Bidder obligations
Bidders must accept this document and bidding rules, submit documents by deadline, provide explanations if requested, and comply with all procedures.

11. Language and currency
Japanese language and Japanese currency only.

12. Invalid bids
Bids from unqualified bidders or those failing obligations are invalid.

13. Bid and contract guarantees
Exempted.

14. Contract document
Contract agreement (draft) will be prepared.

15. Contract terms
Based on the draft contract agreement.

16. Award method
Within the price limits set by the Budget Order Article 79, the Expenditure Commitment Officer will select the winning bidder based on comprehensive evaluation meeting all mandatory requirements. If the winning bid price is too low or deemed inappropriate, the next highest evaluated bidder within price limits may be selected. Low bid price investigations will be conducted if bid is below investigation standard price.

17. Low bid price investigation
Conducted by hearing from bidders below standard price; failure to submit required documents or respond results in invalid bid.
18. Contact information
(1) Specifications and proposal content: Food Loss and Recycling Measures Office, Ministry of Agriculture, Forestry and Fisheries, Tel: 03-6744-2066, Email: [email protected]
(2) Bidding and contract procedures: Budget Division Procurement Section 2, Tel: 03-3591-6753, Email: [email protected]
(3) System support: Procurement Portal Help Desk, Tel: 0570-000-683 or 03-4332-7803

19. Location of Expenditure Commitment Officer
Postal code: 100-8950
Address: 1-2-1 Kasumigaseki, Chiyoda-ku, Tokyo
Department: Ministry of Agriculture, Forestry and Fisheries General Affairs Department
Position: Expenditure Commitment Officer
Name: Suda Wataru

20. Other matters
(1) Bidders should endeavor to respect human rights based on the Guidelines for Responsible Supply Chains.
(2) Other bidding matters follow bidding rules.

21. Attachments
- Bidding rules
- Bid documents and forms
- Specifications
- Proposal preparation guidelines and evaluation criteria
- Draft contract
- Reference estimate request