Rugby World Cup 2019 Organising Committee Japan 2019, is now requesting proposals and supporting information from companies interested in assisting in the delivery of Rugby World Cup 2019. The procurement opportunities will be detailed on this page on rugbyworldcup.com. Please see the latest opportunities below.
 

Rugby World Cup 2019 Organising Committee: Procurement Information

Subject

Accreditation Operations for Rugby World Cup 2019TM

Application Period

Monday, 15 October 2018 to 17:00 on Monday, 22 October 2018 (Japan Time)

Overview

Accreditation operations work

 

Applications for tournament accreditation passes will begin in January 2019. Ahead of the start of applications, an Accreditation Office will be set up inside the Rugby World Cup 2019 Organising Committee (hereinafter, ‘JR2019’) offices and everything from receiving the applications to printing and distributing the 80,000 or so passes will take place in this office.

 

Furthermore, a Venue Accreditation Center (hereinafter, ‘VAC’) will be established in the 12 host cities where matches will be taking place to be used as a location for printing and distributing passes.

 

A supplier with a vast amount of event office and operations experience as well as a supplier with relevant knowledge and skills will be appointed to complete all of the work related to accreditation to ensure smooth operations.

 

FY2019: Services provided through this contract and the contract period:

1) Work in the Accreditation Office (Temporary Staff)

· Work description: Receiving applications, registration, using the Tournament Management System (TMS), help desk work (e-mail correspondence), development and distribution of the accreditation, supporting operations at the VAC and other work related to accreditation.

· Work period: December 2018 to November 2019 (tentative)

· Requirement: Is able to follow instructions given by JR2019 staff to complete tasks such as, but not limited to, using the TMS to enter registrant information, contacting the registrants, etc. Can provide staff that can speak English.

2) Accreditation Pass Development Work (Outsourced)

· Work description: Printing from TMS, laminating, sorting, sending and distributing accreditation passes, as well as other work related to accreditation.

· Work period: June 2019 to September 2019 (tentative)

· Requirement: Regarding the accreditation pass printing staff, as there are undetermined factors in the printing and lamination process, the supplier will discuss with JR2019 to develop a rule for placing orders and the supplier must be able to provide staff as required.

3) VAC Operations (Outsourced)

· Work description: Operational work within the VAC, printing and distributing accreditation passes, help desk work, volunteer management and other accreditation related work.

· Work period: July 2019 to November 2019 (tentative)

· Requirement: Regarding the operational work in the VACs at the 12 venues, supplier will be required to provide staff locally that can manage the VAC (manager) and staff that can speak English. The VAC manager must be able to participate in the pre-tournament training sessions run by JR2019 (work training and volunteer training planned) and are able to work during the tournament.

4) Staff seconded to the Accreditation Department (Secondment)

· Work description: Operational work and management work (including volunteer management) in the Accreditation Office and other accreditation related work.

· Work period: December 2018 to November 2019

· Requirement: Ability to second one staff to JR2019 who can conduct managerial work to undergo work related to accreditation and to manage the accreditation office.

Qualification

1) A supplier to which the following A), B) and C) 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 supplier 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 capable of conducting business in Japanese.

4) A supplier that is certified as a “general worker dispatch business.”

5) A supplier who has experience working in event operations and in event administrations, and are able to provide English speaking staff to execute the work required by JR2019.

6) In the case of a consortium formed by multiple suppliers, the representative supplier should be clearly indicated in the proposal, with at least one of the suppliers meeting the above requirements from 1) through 5).

Application Process

1) Application

· Any party interested in applying for the procurement is requested to fill out and send the Application Form, Non-Disclosure Declaration (using the designated form) and Participation Eligibility Check Sheet (using the designated form), along with information about the suppliers’ previous experience/business achievements relevant to this work (no designated template), copy of the general worker dispatch business certification and a Basic Worker Agreement (draft) by e-mail to the address indicated below (see “Enquiries”) by no later than 5:00 pm on Monday, 22 October 2018 (Japan Standard time).

*If there are any amendments required on the Basic Worker Agreement (draft), JR2019 will notify the supplier 10 days within receipt of the document.

· The designated Application Form, Participation Eligibility Check Sheet and the Non-Disclosure Declaration should be submitted in Japanese.

2) Distribution of the contract (draft), specifications, and the evaluation criteria and weighting

· Materials will be distributed to participants who have submitted the signed Non-Disclosure Declaration and the documents noted above in 1), as well as to those we approve as meeting the aforementioned participation conditions. (Distribution of these materials are free of charge.)

3) Submission of the technical proposal, bidding documents and other necessary documents

· Please submit the technical proposal by e-mail and the  bidding documents and other necessary documents in person or by post by no later than 5:00 pm on Wednesday, 7 November 2018 (Japan Standard Time) (if sending by post, documents must arrive by 7 November 2018).

4) Presentation regarding the technical proposal

· Presentation: Supplier will be required to conduct a presentation based on their technical proposal at the JR2019 offices during the dates listed below (meeting will be conducted in Japanese):

· Date: Thursday, 8 November 2018 to Wednesday, 14 November 2018, meeting will be no longer than one hour (presentation up to 20 minutes, Q&A up to 30 minutes).

5) Bidding open date/location

· Thursday, 15 November 2018 at 11:00 am (Japan Standard Time)

· Rugby World Cup 2019 Organising Committee headquarters

General Competitive Bidding Method (Comprehensive Evaluation)

1) The contract will be awarded according to the general competitive bidding method (based on comprehensive evaluation).

2) The contract will be awarded to the supplier that has been acknowledged by this Organising Committee to have met the participation requirements and successfully achieved the highest total score combining the technical score and the pricing score.

3) In the case two or more participants reach the same highest comprehensive score, the supplier with the highest pricing score will be given priority; if the pricing scores are the same, a draw will take place to determine the bidding result.

4) For further information about the comprehensive evaluation method and the applicable evaluation items/criteria, please see the RFP instructions.

Other

1) Language used for the contract process

Japanese

2) Bids deemed to be not valid

Bids by those who are not entitled to participate in accordance with the requirements stipulated above; bids by those who are discovered to have made any false statements in bidding or application documents; and bids that are found to have violated the bidding conditions.

3) Ability to negotiate the bidding process

None

4) Development of an agreement

Based on the draft contract mentioned in (2) of the “Application Process” section.

5) Information session on the bidding process

None

6) Period for the submission of questions regarding the tender documents (instructions)

Monday, 15 October 2018 to Friday, 26 October 2018 at 11:00am (Japan Standard Time).

7) Other

Please refer to the tender documentation (instructions) for details.

Enquires

Rugby World Cup 2019 Organising Committee

Address: 4-1 Kasumigaoka-machi, Shinjuku-ku, Tokyo Japan 160-0013

E-mail: choutatsu-purocurement@japanrugby2019.or.jp

*Please send your emails/mail in Japanese to the address above with the subject line: “Accreditation Operations for Rugby World Cup 2019”.

Attachments

· Tender documents

· Form 1 and 3

 

 

 

 

Subject 【CLOSED】Rugby World Cup 2019™ Japan: Volunteer Recognition Gifts Supply and Distribution
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Outsourcing of the Freight Forwarding/
Storage and Bump-In/Out Vehicle Management Services for Tournament
Operations.
Subject 【CLOSED】Rugby World Cup 2019™ Japan: This Request for Information (RFI) is for X-ray imaging service vendors to propose available services to the Rugby World Cup 2019TM Organising Committee for the future selection of an on-site X-ray imaging service provider who will provide such a service at match venues. 
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Team Security Advisor Services
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Outsourcing of the Match Official Radio System Operations
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Planning and Operation of the Official Volunteer E-Learning Programme and system
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Submission of Proposal for “Designing and Production of Orientation-Training”
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Joint procurement Catering provision for Yokohama hospitality.
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Procurement of daily items for providing to qualified teams
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Provision of services involving the use of wireless communications inside the venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: FY2018 and FY2019 outsourcing of support services including radio frequency management
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Kumagaya Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Tokyo Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Fukuoka Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Kumamoto Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Oita Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Shizuoka Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Toyota Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Higashi Osaka Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Contract of volunteer program call centre operation
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Procurement of participation medals and gold, silver, bronze medals
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Outsourcing of Services for Tournament Guest Programme Design & Delivery
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Procurement on ICT equipment and network installation and removal on the Bledisloe Cup
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Stadium Catering provision for Kobe Venue
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Service Agreement for Team Freight Operations
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Sapporo Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Kamaishi Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Kumagaya Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Tokyo Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Yokohama Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Shizuoka Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Toyota Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Higashi-Osaka Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Kobe Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Fukuoka Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Kumamoto Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Venue Security Operation et al. 【Oita Venue】
Subject 【CLOSED】Rugby World Cup 2019™ Japan: This Request for Information is for weather service vendors to propose available services to the Rugby World Cup 2019TM Organising Committee for the future selection of a weather information service provider who will provide weather information as well as manual documentation support to the tournament
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Official Team Camp Training Ground Upgrade Work
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Proposal-Based Competitive Bidding for Commissioning of the Opening Ceremony-Related Services
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Procurement of Rugby Supplies
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Appointment of Rugby News Service Supplier
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Workforce Uniform Supply and Management
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Planning and Operation of the Official Volunteer Programme Interview Road Show
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Proposal-Based Competitive Bidding for Commissioning of Sports Presentation-Related Services
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Crowd Modelling and Analysis
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Request for Information on Catering procurement
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Test of the temporary gym installs on an official team camp venue
Subject 【CLOSED】Submission of Proposals Regarding the “Volunteer Programme Opening Event of the Rugby World Cup 2019™ Outsourcing”
Subject 【CLOSED】Submission of Proposals Regarding the “Rugby World Cup 2019 ™ Japan Volunteer program PR video production Outsourcing”
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Procurement of Rental PCs for Organising Committee Staff
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Local Organising Committee Network Construction and IP Telephone Implementation
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Procurement of the Tournament Network Equipment
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Submission of Proposals Regarding the “Outsourcing of the Promotional Work in Preparation for the 19th March Host City Pre-Sales of the Rugby World Cup 2019™ Ticket”
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Development and Implementation of the Tournament Management System
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Request for Information Regarding the Match Official Communication System
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Submission of Proposals Regarding the “Outsourcing of the Promotional Work in Preparation for the Start of the Rugby World Cup 2019TM Ticket Sales”
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Pronouncement on the prior confirmation of the discretionary contract on ”Rugby World Cup 2019TM Japan: High Level Design Review of the Tournament Network"
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Consignment of the Tournament Network Integration
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Catering Procurement Planning
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Request for Proposal on Detailed Design of the Tournament Network
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Volunteer Recruitment Portal Service Provision and Support
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Consignment of Design of Items, Manufacture Control, Item Production and Delivery Control for City Dressing
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Consignment of the Fundamental Planning, Cost Estimation and Design of Items for Venue Dressing and Venue Wayfinding & Signage
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Fundamental Planning and Design for Temporary Overlay
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Project Management for Temporary Overlay
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Accommodation and Transport Centre Operations
Subject 【CLOSED】Rugby World Cup 2019™ Japan: Ticketing Supplier