World Masters Games 2021 Kansai
Entry System Construction and
Maintenance/Administration ProjectProcurement Specifications (draft)

July,2017The Organizing Committee of the
Kansai World Masters Games 2021

Contents

I Basic policy------------------------------------------------------------------------------------------------------------------------------ 3
I.1 Name of the project.........................................................................................................................................................................................3
I.2 Objective of the project...................................................................................................................................................................................3I.3 Performance period........................................................................................................................................................................................3
I.4 Scope of procurement...................................................................................................................................................................................3
I.5 Overview of the system.................................................................................................................................................................................4I.6 Schedule............................................................................................................................................................................................................7
II System function requirements -------------------------------------------------------------------------------------------------- 8
II.1 Entry for the Games.......................................................................................................................................................................................8
II.2 Entry for sports.................................................................................................................................................................................................9II.3 Volunteer entry support.................................................................................................................................................................................9II.4 My page ............................................................................................................................................................................................................9II.5 Community page.........................................................................................................................................................................................10
II.6 Payment management.............................................................................................................................................................................10
II.7 Publication of forms, etc. ............................................................................................................................................................................11
II.8 Administration and management...........................................................................................................................................................11
II. 9 Registration for the Games......................................................................................................................................................................12
II.10 Registration for sports...............................................................................................................................................................................13
II.11 Other.............................................................................................................................................................................................................14
III Nonfunctional requirements of the system------------------------------------------------------------------------------ 14
III.1 Information center.......................................................................................................................................................................................14
III.2 Network.........................................................................................................................................................................................................15
III.3 System configuration.................................................................................................................................................................................15
III.4 Devices..........................................................................................................................................................................................................16
III.5 Web accessibility.........................................................................................................................................................................................16
III.6 Security measures.....................................................................................................................................................................................17
IV Administration support --------------------------------------------------------------------------------------------------------- 17
IV.1 Test for operation check ..........................................................................................................................................................................17
IV.2 Arrangements for system maintenance and operation support.................................................................................................18
IV.3 Training.........................................................................................................................................................................................................18
IV.4 Administration support during the Games .............................................................................................................................19
V Delivery -------------------------------------------------------------------------------------------------------------------------------- 19
VI Matters to note --------------------------------------------------------------------------------------------------------------------- 20
VI.1 Subcontracting ......................................................................................................................................................................................20
VI.2 Environment for constructing the system ...............................................................................................................................21
VI.3 Warranty against defects ................................................................................................................................................................21
VI.4 Intellectual property rights ...............................................................................................................................................................211

VI.5 Confidentiality ........................................................................................................................................................................................22
VI.6 Personal information..........................................................................................................................................................................22
VI.7 Handling of personal information after completion of this project..............................................................................22
VI.8 Miscellaneous........................................................................................................................................................................................222

I Basic policy
I.1 Name of the project
The project shall be named “World Masters Games 2021 Kansai Entry System Construction
and Maintenance/Administration Project” (hereinafter referred to as “the project”).

I.2 Objective of the project
The project shall involve creating forms for accepting entries from participants, etc. andsecurely managing the entry data of participants for the World Masters Games 2021 Kansai(hereinafter referred to as “the Games”) to be held in 2021 for the first time in Asia. The
objective shall be to construct a system for assisting the smooth operation of the Games,such as creating ID cards based on the entry data when registering participants during theGames.

I.3 Performance period
The performance period of the project shall be from the date of concluding the contract toJune 30, 2021.

I.4 Scope of procurement
The scope of procurement shall be developing a system that meets the requirements andproviding the functions set forth in the specifications; setting up the data; conducting a test
to check the operation under conditions equivalent to those during the Games; providing thesystem operation environment; and procuring, delivering, installing, and checking theoperation of the equipment required for registration during the Games. Specifically, thescope shall include the following:(1) Project management
・Formulating a project management plan
・Formulating a progress management table(2) System development (program design [including customization of the existing system],production, unit test)
・Entry system (the Games, sports, volunteers)
・Community system
・Secretariat system
・Local registration system
・Hardware/software design, network design(3) Joint test and integration test(4) Data initialization(5) Creation of administration operation manual and instruction manual(6) Training for system operators(7) System maintenance and operation support3

(8) Administrative support during the Games (e.g., procurement, delivery, installation, andoperation check of the registration equipment)(9) Incidental work for (1)–(8) above

I.5 Overview of the system(1) Schematic diagram of the system
This system shall consist of the entry system, community system, secretariat system, andlocal registration system. The services shall be provided on the cloud platform of an Internet
data center administered by a private business. The system shall be accessed by Internet
connection or IPsecVPN.
Participants from within and outside Japan shall be able to access the system using a PC,
smartphone, or tablet device to apply to participate in the Games and obtain information.
(The system shall be accessible by multiple users at the same time.)
During the Games, participants shall be registered at sports venues, etc. in eight prefectures(refer to p.24).

Each system shall include the functions as listed below. The systems shall be classified
based on the table below.

4The requirements for respective functions are provided in Section II (System function
requirements).
No.

Category

System name

Function

1

Front system

2

(for

Entry for sports

3

visitors/participants)

Volunteer entry support

4

Entry system

Entry for the Games

Community system

My page5

Community page

6

Back system

Secretariat system

Payment management

7(for thePublication of forms, etc.

8administrator)

Administration andmanagement

9

Local registration system

Registration for the Games

10

Registration for sports(2) Target sports
The 32 sports and 55 events to be managed by the system are as listed in the table below(the number of disciplines and sports for persons with disabilities are to be determined).
SportsNo

Disciplines

1

Archery

Target Archery

2

Athletics

Track&Field/Racewalking/10kmRoadRace/Half Marathon,Relay road race3

Badminton

4

Basketball

5

Canoe

Marathon/Slalom/Sprint/Dragon Boat

6

Cycling

Mountain Bike/Track/Road Race/BMX

7

Hockey8FootballFootball/Futsal

9

Orienteering

Long/Sprint

10

Rowing11

Shooting

12

Softball

13

Squash14

Table Tennis

15

Triathlon

16

Weightlifting

17

Baseball18

Bowling

Rifle/Clay

Triathlon/Duathlon/Aquathlon

Baseball/Rubber Baseball519Dance Sports

20

Golf

21

Handball

22

Judo

23

karate

24

Rugby

25

Sailing

Laser ・Laser Radial /Windsurfing

26

Swimming

Pool/Diving/Water Polo/Synchronized Swimming/Open Water

27

tennisTennis/Soft tennis

28

Tug of War

29

Volleyball30

Taekwondo

31

Grounnd Golf

32

GateballVollayball/Beach Volleyball(3) Expected system users
The expected users of the systems are as listed in the table below.
No.

Category

Expected number

1

Participants from within

Remarks

50,000ID cards will be issued.

5,000

ID cards will be issued.

10,000Management of the register only

and outside Japan
2

Companions from within
and outside Japan

3

Volunteers

4

General headquarters

40of the Games

Users have the authority to operate thesystem and view the information of all
entrants.

5

General headquarters

250

of the executive

Users can view information of someentrants.

committees
6

Headquarters of sports

1,000

venues
7

Users can view information of someentrants.

Visitors who obtain

100,000

information about theUsers can view only the information on the
published website.

Games(4) Multilingual descriptions
Multilingual descriptions shall be provided for respective functions as shown in the tablebelow.
No.

Function

Language

6

No.
1

Function

Language

Entry for the Games

Japanese, English, Chinese(traditional/simplified)

2

Entry for sports

Japanese, English, Chinese(traditional/simplified)3

Volunteer entry support

Japanese4

My page

Japanese, English, Chinese(traditional/simplified)5

Community page

Japanese and English

6

Payment management

Japanese

7

Publication of forms, etc.

Japanese8Administration and management

Japanese

9

Registration for the Games

Japanese

10

Registration for sports

Japanese(5) Devices for using the functions
The devices that may be used for the functions are as listed in the table below.
No.

Function

Device1

Entry for the Games

PCs, tablets, and smartphones

2

Entry for sports

PCs, tablets, and smartphones

3

Volunteer entry support

PCs, tablets, and smartphones

4

My pagePCs, tablets, and smartphones

5

Community pagePCs, tablets, and smartphones

6

Payment management

PCs

7

Publication of forms, etc.

PCs

8

Administration and management

PCs and tablets

9

Registration for the GamesPCs and tablets

10

Registration for sports

PCs and tablets(6) Registration capacity settings
The method of registering participants is to be determined, but the system shall be designed
to enable the following settings to be made:・Set the registration capacity for athletes from within and outside Japan for respective
sports and events
・Create a waiting list if the registration capacity for athletes is full for respective sports
・Choose users on the waiting list by lottery

I.6 Schedule
The contractor shall present a schedule (draft) of the system construction and test forchecking operation during the performance period, and shall obtain approval from the7secretariat. The contractor shall also propose a schedule for ensuring safe and smooth
operation during the period when the data center is used. The plan below shall bereferenced when creating the schedule; sufficient allowance shall be provided in the work
processes to ensure that the system operates properly.
Entry period (participants): February 2020–February 2021
Entry period (companions): February 2020–April 2021
Entry period (volunteers): February 2020–February 2021
Games period: May 15–30, 2021
Games registration period: May 12–30, 2021
Opening ceremony: May 14, 2021
Closing ceremony: May 30, 2021
Helpdesk service: January 2020–June 2021
By email: January 2020–June 2021
By phone: March–May 2021

II System function requirements
The front system, which is viewed by many users, shall use the same design as that of theGames official website which is administered separately by the organizing committee so that
visitors do not feel suspicious. A user-friendly system shall be constructed so that users canuse the system easily regardless of age, gender, nationality, disability, etc. The same shallapply when customizing the existing system. The contractor shall endeavor to design auser-friendly back system so that personnel with little expertise can operate the systemeasily.
The provisional function requirements shall be as follows.

II.1 Entry for the Games
This function shall be designed to register entries of athletes and companions. (Reference:
About 50,000 athletes and 5,000 companions are expected to register for the Games.) A
user number, My page ID (which may be used in combination with the user number), andpassword shall be issued, and My page shall be assigned to all the registered users. (Fordetails of My page, refer to Section II.4 [My page].)
The registration items shall include the name, sex, date of birth, nationality, address,
telephone number, email address, facial photo, and emergency contact information. (Theregistered facial photo shall be used for the ID card when registering for the Games.) The
function shall be designed to handle uploaded files (e.g., images, PDF files).
The data registered for entering the Games shall be designed to be linked with otherfunctions to administer the Games. Instructions given by the organizing committee or8personnel authorized by the organizing committee shall be followed.

II.2 Entry for sports
This function shall be designed to register entries for 32 sports and 55 events (including
individuals and teams). The number of disciplines and sports/events for persons withdisabilities are to be determined. The entry items shall be built into the system based on the
sports guidelines. (Reference: The first draft of the sports guidelines will be completed in thelatter half of 2017.) The input items shall be designed to handle uploaded files (e.g., images,
PDF files). Athletes shall select sports/events and make a payment. (Additional fees may be
incurred depending on the sports/events.) For team sports, two options shall be available:(1) payment by respective athletes and (2) lump-sum payment by the team representative.
Athletes shall be entitled to register for multiple sports during the entry period.
The data registered for entering for sports shall be designed to be linked to other functions
to administer the Games and sports. Instructions given by the organizing committee or
personnel authorized by the organizing committee shall be followed.

II.3 Volunteer entry support
This function shall be designed to support volunteer registration. (The system is expected to
be used by about 10,000 users.)
A My page ID (which may be used in combination with the user number) and password shallbe issued, and My page shall be assigned to registered users. (The system shall not be
used for registration [e.g., payment, issuance of ID cards] during the Games.)
The registration items shall include the name, sex, date of birth, nationality, address,
telephone number, email address, emergency contact information, and assigned location.
The registration items shall be designed to handle uploaded files (e.g., images, PDF files).

II.4 My pageThe table below lists the six required functions for My page. The contractor shall propose
other functions that are considered to be useful.
No.

Function1

Check the entry status

Details
Users can check their own status or the status of teammembers in the case of team sports.

2

Indicate the QR code

A QR code is indicated for users’ entry data (The code isused for registration, etc.)

3

Check the payment
history

4

Issue a receipt

Receipts are issued in PDF format.

5

Change the user data

The user data can be partly changed. The password can bechanged and reissued. (A function to reissue passwords

9

No.

Function

Details
must be included for users who forget their passwords.)

6

Give notifications

Various information of the Games (e.g., fixtures,
record/result updates in sports) is notified. (The function
must be designed to be extendable for ensuring linkage
with other applications, etc.)* For the My page functions for registered volunteers, Nos. 5 and 6 above are expected toapply.

II.5 Community page
This function shall allow users to search for team members and teams in team sports, etc.
The contractor shall propose a relatively simple function that enables users (to whom My
page is assigned) to freely post and view information and smoothly communicate with otherusers. (The organizing committee and contractor are not required to constantly monitor thefunction. If users commit a violation, etc., the contractor shall consult with the organizing
committee and take action such as deletion.)
The function shall be designed to be extendable so that it can serve as a public relations toolof the Games and be linked with the community page, existing SNSs, and unique functionsof the Games in the future. If necessary, the contractor shall consult with the organizing
committee or personnel authorized by the organizing committee to make decisions.

II.6 Payment management
Participation fees (which are planned to be determined in September 2019) shall be set for
the function. The function shall also be designed to cope with changes to fees depending on
the characteristics of sports/events and options added by participants. The possibility ofallowing participants in the Games to cancel their entries is being reviewed; the function
shall be designed to handle such cancellations. (When participants cancel their entries, thefunction shall coordinate the data with respective entry functions.)
The payment methods are listed in the table below. The function shall be designed toreliably link payers with participants.
No.

Category of

Payment methods

participants
12Participants from

Credit card, payment at convenience stores, bank/online

within Japanbank transfer (EDI or virtual accounts), Pay-easy, PayPal

Participants from

Credit card, UnionPay, Pay-easy, PayPaloutside JapanFor payment for team sports, two options shall be available: (1) payment by respective
athletes and (2) lump-sum payment by the team representative. The payment processing
shall be designed to be linked with the system of the payment agent (specified by the10organizing committee). In selecting the system of the payment agent, consult with theorganizing committee and obtain approval. The payment screen page shall be displayed inJapanese, English, and Chinese (traditional/simplified). The following five types of credit
card shall be accepted:
VISA, Master Card, JCB, American Express, Diners Club

II.7 Publication of forms, etc.
Respective executive committees shall operate the pages (CMS) of the Games official
website (different from the system) and upload the forms* (or URLs of links). The forms shallbe published after approval by the organizing committee. After forms are published, entrants
shall be notified of updates via email and My page (in the system).
Thus, the system shall be linked with the Games official website. The organizing committee,
the Games official website design company, and the contractor of this project shall construct
the system based on consultations.
* Forms: Sports-related documents, fixtures, records/results, etc.

II.8 Administration and management
In the specifications, this function shall be classified as shown in the table below. The
contractor shall propose other functions that are considered to be useful for the operation.
The contractor shall also add new functions based on consultations with the organizing
committee.
No.

Function

Overview

Details

Organization
havingauthority for
operation

1

Entry for the

Check the・The entry status of participants can be

OrganizingGamesstatus of entry

checked. (This does not apply tocommittee(managepayment-related information.)

accounts)

・Participants can be searched bycondition.
・Data can be output as a list or
individually. (The list can be sorted bycondition. What can output the PDF form
that fixed the layout with a ruled line.)
・The registration data of participants canbe changed or deleted.

2

Entry for sports

Grant the・IDs and passwords can be issued toOrganizing

authority forsystem users (personnel of the organizing

committee

operationcommittee and executive committees,

11and other personnel authorized by thecommittees), and operation authority canbe granted.
3

Check the・Information about entrants can be

Organizing

sports entry

viewed on the sports page (based on thecommittee

statusgranted authority). (Payment-related

Executive

information cannot be viewed.)

committees

・The sports entry status can be checked

Municipalities

and the data can be output as a list or

which serve

individually. (The list can be sorted byas venues

condition. What can output the PDF form
that fixed the layout with a ruled line.)
・Team members can be changed forteam sports.
4

Volunteer entry

Check the・Information about registered volunteers

Organizing

supportstatus ofcan be viewed.

committee

registered

・The status of registered volunteers can

Executive

volunteers

be checked and information can be output

committees

as a list or individually. (The list can besorted by condition. What can output the
PDF form that fixed the layout with a ruledline.)
・The registration data of participants canbe changed or deleted.
567Distribute・Email magazines and notifications canOrganizing

notifications

be distributed to selected targets.

committee

Community

Ensure・Information posted on threads, etc. can

Organizing

page

management

be modified or deleted.

committee

Other

Manage・Various master data can be registered,

Organizing

master datachanged, or deleted.

committee

My pageII. 9 Registration for the Games
This function shall be designed to be linked with entrants’ information to ensure smoothregistration during the Games. ID cards shall be immediately issued to all participants andcompanions at the registration venues specified by the organizing committee. (The systemshall be designed to check attendance and create ID cards with a facial photo.) A network
shall be established to share the registration information of all participants of the Gamesusing exclusive PCs which will be set up at respective venues. The model workflow shall be
as described below for reference. The organizing committee and the contractor shall12

determine the best possible registration method based on consultations.
In the previous Games in Auckland, the entire registration process took about one to two
minutes per person. Thus, registration at the Games shall be processed in a similar time.
Reference: Registration workflow and ID card specifications at the Games in Auckland
Participants submitted a printout and showed their QR code on My page at the reception
desk. The QR code was scanned for personal identification and registration. A sticker (black
and white, with a facial photo) showing personal identification information was then printed
using a sticker/label printer. The sticker was then stuck to a plastic card (14.5 cm × 10 cm)
prepared in advance.
【Workflow】(1) Ensure personal identification
Participants shall be required to submit personal identification documents and a QR
code (shown on My page or a printout). The search function shall enable ID cards tobe issued in the event of irregularities (e.g., participants who forget to bring aprintout of the QR code or forgot their password).
(2) Create an ID card
The QR code presented by participants shall be scanned to issue an ID card
immediately. (The information to be printed is subject to change.) The specificationsof the ID card are to be determined, but no IC chips, etc. shall be required. The
process may be undertaken by a subcontractor which creates ID cards. The ink of
the ID card and various expendable items shall be borne by contractor(3) Deliver an ID card and participant kit
・The function shall be designed to reissue ID cards in case of loss.
・The history of issuing the ID card (e.g., time and venue of issuance) shall be added
to the participants’ information.
(4) Other
・The system shall be designed to print out the participants for respective sports andvenues. (The details of the output forms shall be determined based on consultations
with the organizing committee.)・IDs and passwords shall be issued to the operation staff, and security measures
shall be implemented.
・Adequate security measures shall be implemented for the registration equipment.
・The contractor shall propose other functions which are considered to be useful.

II.10 Registration for sports
This function shall be linked with the simplified entry information (registration for the Games)
to facilitate registration for sports at the sports venues.
The function shall be able to scan the QR code of participants and output information of13

required items (e.g., basic entry information such as name, age, team name, and grade) to
Excel or other applications installed in devices (e.g., PCs) prepared by respective executive
committees, etc.
The above description is provisional, because the method of registering for sports differs
depending on the respective sports/events. The specifications shall be reviewed in the
future. (Some sports do not require registration using sports registration equipment.)

II.11 Other(1) For entry input items, conditions shall be set and an error check function shall be
provided as necessary (e.g., to prevent a participant who inputs “male” for their sex fromregistering for an event for women).
(2) Administration of the helpdesk shall be out of the scope of the specifications. However,the contractor shall be required to construct the system in collaboration with the helpdesk
administration company which will be separately contracted by the organizing committee.
During the period when the helpdesk opens, the contractor shall respond to inquiries fromusers about the system in collaboration with the helpdesk administration company asappropriate. The hours shall be the same as the hours when the helpdesk is open.
(3)The contractor shall propose concretely useful functions such as tourist information, an
accommodation, and linkage with other services.
(4) The system is likely to be used for entering demonstration sports administered byexecutive committees (instead of the organizing committee). Thus, the system shall be
extendable and customizable at low cost. Such contract shall be concluded with relevant
executive committees.
(5) If there are inseparable components for implementing this project, this shall be stated in
the planning proposal, and the cost shall be included in the bidding price of this project.

III Nonfunctional requirements of the system
III.1 Information center
The information center of the system shall be located in Japan, shall have an
earthquake-proof and fireproof design, and shall provide an environment in which theinformation system can be operated in a stable manner. It shall be JIS Q 27001- or ISO/IEC
27001-certified, and reliable security measures shall be implemented to keep the personaldata, etc. of participants in the Games secure against external intruders. The organizing
committee shall be able to access the data recorded by security cameras in the server roomand the access history upon request.
The contractor shall propose the period of use to the organizing committee in accordancewith Section I.6 (Schedule) and obtain approval.

14

III.2 Network
The network requirements for this project shall be as shown in the table below. Regarding
the use of communication lines, the telecommunications carriers may be specified
separately by the organizing committee. Costs such as line use fee etc. are borne by thecontractor.
No.

Line type

1

Internet line for the information center

1 Gbps or more

2

Line between the information center* Equivalent to theConnection by

and the organizing committee

Internet line of respective

IPsecVPN

Line between the information center

executive committees

3

Minimum line speed

Otherand executive committee
4Line between the information center* Equivalent toand devices at respective venues

communication lines
operated by respective
carriers

III.3 System configuration
The diagram below shall be referenced for the system configuration. The network shall be
constructed in accordance with the diagram.
Participants

Visitors who obtain
information about theGames

Headquarters of sports venues
A competitionvenue

B competition
venue

General headquarters of the Games

General headquarters of the executive

C competition
venue

・・・

A
Prefecture

B
Prefecture

C City・・・

registration
venuesorganizing
committee

Printers for issuing cards
connected using a line contracting by each device

Connect from each terminal using mobile router etc.

Connect from each tablet using LTE line etc.

Internet

IPsecVPN

Printers for issuing cards

Connect from each tablet using LTE line etc.

routerData center

Maintenance segment

Internal segment

Public segment
Front system type WEB server

Back system WEB server

Front system type AP server

Validation server

Back system AP server

DB server

Operation
management
serverbackup server
firewallfirewall15

Operation
management
clientIII.4 Devices(1) Types of devices, etc.
The supported OSs for the devices in the back system shall be as shown in the table below.
The devices below shall meet the specifications to ensure smooth administration atrespective headquarters and sports venues.
Corresponding to browsers more than at least one kind it is decided, when it is defective byother browser, discuss it separately, and cope.
No.

Type of device

Supported OS

Supported browser

1

PC

Windows 7, 8, 10Internet Explorer 11, Edge

2

TabletAndroid 5, 6, 7

Chrome(2) Number of devices and installation locations
The number of devices expected to be used in this project for registration at the Games shallbe as shown in the table below. These devices shall be delivered and installed at respective
venues (refer to the List of venues for sports/events [plan] on p.24). The number of devices
is subject to change. If the number changes, consultations shall be held separately. The
devices may be procured in any manner (e.g., rental, purchase).
The device is equipped with anti-virus software,regularly update the virus pattern file.
No.
1

Usage
Devices forType of device
PC

Number

Installation location

80 in total

Organizing

administrationcommittee,
respective executive
committees,
respective sports
venues2

Devices for

PC or tablet

200 in total

registration
3

Printers for issuing

Respective sports
venuesPrinter

200 in total

cards

Respective sports
venues* Devices for administration shall have a function for checking the Games registration dataof all participants.

III.5 Web accessibility
The objective shall be to enable all users of the system to smoothly access and use theinformation and functions of the system regardless of their physical and mental condition or
the usage environment.
(1) The goal shall be to attain Level AA of JIS X 8341-3:2016 which is recommended for
public bodies in the Web Content Accessibility Guidelines (2016 version). If it is partly

16difficult to attain this level, a decision shall be made based on consultations between theorganizing committee and the contractor.
(2) The contractor shall conduct a test in accordance with JIS X 8341-3:2016 and the Test
Guidelines for JIS X 8341-3:2016 published by the Web Accessibility Infrastructure
Committee and check that the requirements for the applicable level are met before delivery.

III.6 Security measures
The contractor shall implement adequate security measures (e.g., measures againstleakage and spillage, backup measures) based on the following points regarding handling ofconfidential information (including personal information related to entry for the Games) thatthe contractor may learn in the course of implementing this project. Measures against
malicious website intrusion and falsification shall also be implemented.
(1) SSL encrypted communication shall be used for all pages in the system which handle
personal information and confidential information.
(2) Appropriate measures shall be implemented in accordance with ISO/IEC 15408(evaluation criteria for information security products and systems) and ISO/IEC 27001(certification criteria for information security management systems) to prevent leakage of
information obtained from participants, etc.
(3) Users (i.e., users to whom My page is assigned and back system operators) shall beable to set their own passwords and change passwords easily.
(4) Users shall be locked out after unsuccessful login attempts.
(5) The contractor shall frequently check for vulnerabilities of the operating systems, etc.
When a security patch is released, the contractor shall promptly check the operation andapply the patch.
(6) When web applications are used, measures shall be implemented to prevent external
intrusion and falsification of program data, etc.
(7) Backup measures shall be implemented to enable restoration in the event of equipment
failure.
(8) Appropriate security measures shall be implemented for the registration equipment
which is used during the Games.

IV Administration support
IV.1 Test for operation check
The contractor shall conduct a test for checking the operation of respective functions toensure trouble-free and smooth administration during the entry period and the Games
period. For the “Registration for the Games” and “Registration for sports” functions, acommunication test shall be conducted on a day with similar conditions at the same
locations as those during the Games. (It is not required to conduct the test on the same day
at all the venues.) All costs incurred for the test shall be borne by the contractor.

17

IV.2 Arrangements for system maintenance and operation support
System maintenance(1) The contractor shall modify programs and release the system in the event of a system
failure.
(2) When the system version is upgraded, the contractor shall check the operation after thesystem is released.
(3) If changes are made (e.g., revision of arrangements and regulations), the contractor
shall promptly take action based on instructions given by the organizing committee.
(4) The contractor shall maintain and improve the software to enhance the system function
and add data based on instructions given by the organizing committee. If major modificationis required as part of maintenance, the contractor shall separately consult with theorganizing committee to make decisions.
(5) When the system is suspended for maintenance, etc., the contractor shall consult withthe organizing committee to determine the frequency and time.
Arrangements for operation support(1) During the entry period, the contractor shall respond to inquiries from users about thesystem in collaboration with the helpdesk administration company (which will beseparately contracted by the organizing committee) as appropriate. The hours shall be
the same as the hours when the helpdesk is open.
(2) As part of the administration support for the “Community page” function, if the contractor
receives a notification about a violation from users or the organizing committee, etc., thecontractor shall check the details and take action (e.g., deletion).
(3) The contractor shall set up an information desk to ensure centralized management ofinquiries from the organizing committee by telephone and email, and shall respond tosuch inquiries quickly. In the event of system failure or emergency, etc., the contractor
shall also respond to inquiries from personnel other than the organizing committee(personnel of executive committees and municipalities which serve as venues andpersonnel authorized by the organizing committee). If the contractor receives suchinquiries, the contractor shall inform the organizing committee of such inquiries
afterwards.
(4) The contractor shall submit to the organizing committee: (1) a list of actions to be taken(e.g., lead time to start the restoration work [including at night] and time required forrestoration) in the event of system failure or emergency, etc. and (2) a support
organization chart during the entry period, and shall obtain approval from the organizing
committee.

IV.3 Training
Training on system operation shall be provided based on the table below. The contractor
shall prepare a training manual for the operation training. The organizing committee shall18

arrange equipment, materials, and a venue for the operation training sessions.
Note that the table below is a draft plan. The contractor shall provide training based on
consultations with other contractors specified by the organizing committee.
System training plan (draft)
1

Training

Operation training for system operators

name2

TargetSystem operators (personnel of the organizing committee andexecutive committees, etc.) (about 150 persons)3

Details of

Overview of the system (e.g., explanation of entry operation bytraining

participants, administration operation by the secretariat, registration
system operation during the Games)

45

Number of

5 (about half a day)sessions

30 persons per session

Remarks

The contractor shall respond to questions regarding the system fromtrainees (e.g., personnel of the organizing committee and executive
committees), etc. as appropriate.

IV.4 Administration support during the Games
Leading up to the Games, the contractor shall procure the required quantities of registrationequipment and other relevant equipment, etc. based on instructions given by the organizing
committee or other contractors instructed by the organizing committee, and shall deliver,install, and check the operation of such equipment at respective venues.
During the Games period, the contractor shall make arrangements so that its personnel canbe dispatched to the headquarters of the organizing committee, headquarters of respective
executive committees, and respective sports venues within 30 minutes after the contractor
is informed of a problem, etc.
During the Games period, the contractor shall station its staff at the headquarters of theorganizing committee to respond to irregularities and inquiries related to the system. (Thelocation at which such staff will be stationed shall be determined based on consultations
between the organizing committee and the contractor.) For details, the contractor shallfollow instructions given by the organizing committee or other contractors instructed by theorganizing committee.
The contractor shall submit to the organizing committee: (1) a list of actions to be taken (e.g.,lead time to start the restoration work [including at night] and time required for restoration) in
the event of system failure or emergency, etc. and (2) a support organization chart during
the Games period, and shall obtain approval from the organizing committee.

V Delivery

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(1) The contractor shall complete the development of the system (including the operation
workshop) and set up the system equipment for the Games. (The setup shall be completed
well in advance so that the administration of the Games will not be affected.) The specificdelivery deadline shall be determined based on consultations between the organizing
committee and the contractor.
(2) Various documents shall be delivered as appropriate depending on the construction
stage after the contract is concluded.
(3) In principle, the paper size shall be A4. For diagrams, A4 landscape or A3 (folded into A4size) shall be acceptable.
(4) CD-ROM, etc. shall be used as electronic media. The document data shall be recorded
in a format compatible with Microsoft Office 2007 or later and PDF format. If the contractor
uses special tools for creating data, the contractor shall deliver a set of tools (license andinstallation media) for viewing such data.
(5) The deadlines for various deliverables shall be determined based on consultations
between the organizing committee and the contractor taking into account the overall
schedule.
(6) The deliverables shall consist of the following:① Project report・・・・・・・・・・・・・・One copy
② Project plan・・・・・・・・・・One copy
③ Project management progress report・・・・・・One copy
④ Basic design specifications for the system・・・・・・・・・・Five copies⑤ Detailed design specifications for the system・・・・・・・・・・Five copies⑥ Entry system Operating manual・・・・・・・・・・Five copies⑦ Community system Operating manual・・・・・・・・・Five copies⑧ Secretariat system Operating manual・・・・・・・・・・・・Five copies⑨ Local registration system Operating manual・・・・・・・・・・・Five copies⑩ Entry system(Program source)・・・・・・・・・・Five copies⑪ Community system (Program source)・・・・・・・・・Five copies⑫ Secretariat system(Program source)・・・・・・・・・・・・Five copies⑬ Local registration system (Program source)・・・・・・・・・・・Five copies⑭ System operation demonstration plan and report・・・・One copy
⑮ Other documents and information collected through the project・・・One copy

VI Matters to noteVI.1 Subcontracting
When the contractor subcontracts this project in whole or in part to a third party, thecontractor shall submit a written notice regarding such subcontracting in advance, indicating
the scope of the project to be subcontracted, subcontractor, reason for subcontracting,20

arrangements for management, and other matters instructed by the organizing committee,
and shall obtain approval from the organizing committee. When this project is subcontracted
in whole or in part, the contractor shall assume ultimate responsibility.

VI.2 Environment for constructing the system
The policy for maintaining and improving the development environment required for systemconstruction, etc. shall be as described below.
The contractor shall ensure information security throughout the system construction
environment, and shall endeavor to prevent security incidents such as information leakage
and loss, etc.
(1) Development environment
In principle, the contractor shall prepare the development environment required forconstructing the system (e.g., hardware, software) in Japan at its own responsibility.
Regarding the environment for the verification process, the equipment and network, etc.
owned by the organizing committee shall be made available for verification based on
consultations between the organizing committee and the contractor.
(2) Preparation of test data
In principle, the contractor shall prepare the test data required for constructing the system at
its own responsibility.

VI.3 Warranty against defects
If the delivered system is suspected to have defects during the period set forth in thecontract, the contractor shall promptly investigate the problem and submit a report whensuch investigation is deemed necessary by the organizing committee.
If the investigation results show that the delivered system has defects, etc., the contractor
shall promptly modify the system at its responsibility and cost. The contractor shall obtainapproval from the organizing committee regarding the modification method, etc. before
modifying the system. The modification results shall be checked by the organizing
committee.

VI.4 Intellectual property rights(1) In principle, the copyright of the newly developed functions for this project (including thecustomized modules for the package) shall belong to both the organizing committee and thecontractor. The contractor shall not exercise its moral rights of author. The same shall apply
when such functions are developed by a subcontractor.
(2) All costs incurred for obtaining the software license (right to use) required for the system
operation shall be included in this project.
(3) The software license (right to use) required for operating the system shall belong to theorganizing committee after expiration of the contract period.
21

(4) The copyright of deliverables which the contractor owned before the contract isconcluded (including existing deliverables modified for this project) shall belong to thecontractor. In this case, the contractor shall grant the right to use the deliverables free ofcharge within the scope required by the organizing committee to use the system.
(5) The contractor shall not claim infringement of rights, and shall warrant that thesubcontractor will not claim infringement of rights, against the organizing committee for
operating the system based on the intellectual property rights held by the contractor.
(6) When the contractor uses third-party technologies which are subject to intellectual
property rights (e.g., patent right, copyright), the contractor shall be solely responsible forthe specifications. The contractor shall bear the cost for using such technologies.

VI.5 Confidentiality
Confidential information which the contractor learns in the process of this project (including
personal information related to entry for the Games), information disclosed by the organizing
committee, other information which the contractor learns related to the confidential
information, and information created by the organizing committee shall not be used for
purposes other than this project or be disclosed or leaked to a third party. The contractor
shall implement necessary measures to keep such information confidential.

VI.6 Personal information
The right to the personal information collected from participants and companions, etc. for the
Games shall belong to the International Masters Games Association (IMGA) after the
Games. Such personal information shall be shared with public bodies (e.g., local
governments) only when the organizing committee determines that such information isuseful for the development of lifelong sports and regional revitalization in terms of culture
and tourism after the Games. Such information shall be securely managed. The contractor
shall not be entitled to use such information in any case.

VI.7 Handling of personal information after completion of this project
When this project contract expires, the contractor shall hand over personal informationcollected from participants, etc. to the organizing committee by the method separately
specified by the organizing committee. After the handover, the contractor shall delete allsuch information.

VI.8 Miscellaneous(1) Consultations related to this project shall be held in Japanese. Documents, etc. shall becreated in Japanese.
(2) When implementing the project, the contractor shall properly hold consultations andensure coordination with the organizing committee. The contractor shall follow instructions

22

given by the organizing committee as necessary. For matters not set forth in the
procurement specifications, the contractor shall hold consultations with the organizing
committee.
(3) The contract method (including the payment method) for this project shall be determinedbased on consultations between the organizing committee and the contractor as soon as
the contractor is officially determined.
(4) If there is work which is not indicated in the specifications but is considered to benecessary for implementing this project, the contractor shall report to the organizing
committee and shall perform the work at the contractor’s responsibility and cost.
(5) If the contractor causes damage to existing buildings, facilities, equipment, etc. in theprocess of implementing this project, the contractor shall immediately report to theorganizing committee and promptly repair the damage at the contractor’s responsibility and
cost.

23

List of venues for sports/events (plan)

Sports1 Archery

2 Athletics

Disciplines

Expected numberof participants

Prefecture

City,Town

VenuesTarget Archery

200 Tottori

Tottori City

Coca-Cola West Sports Park

Track & Field

2,000 Kyoto City

Kyoto City

Nishikyogoku Athletic Park

Race walking

150 Kobe City

Kobe City

konan university

10 km Road Race

900 Shiga

Hikone City

Ｈikone City Marathon Course

Kamitonda Town

Kamitonda town office

Half Marathon

2,500 Wakayama

Relay road race

600 Wakayama

Tanabe City

Tanabe Sports Park

1,500 Kyoto City

Kyoto City

Shimadzu Arena Kyoto

Baseball

1,400 Kobe City

Kobe City

Ajisai Stadium Kita-kobe

Rubber Baseball1,100 Shiga

Moriyama City、Higashiomi City

Moriyama Municipaｌ Sports Park

2,000 Kobe City

Kobe City

Green Arena Kobe

3 Badminton
4 Baseball5 Basketball
6 Bowling

Baseball Field

900 Tokushima

Tokushima City、Ishii Town

Suehiro Bowl

Marathon

600 Kyoto

Kyotango City

Kumihama Bay Conoe Stadium

Slalom

300 Tokushima

Naka Town

Naka Waziki Line surrounding facilities

Sprint

300 Nara

Yosahino Town

Tsuburo Lake surrounding facilities

7 CanoeDragon Boat

2,000 Shiga

Otsu City

Biwako Motor Boat Racing Course

Mountain Bike

600 Kyoto

Wazuka Town

Yufune MTB Land

Track

500 Tottori

Kurayoshi City

1,100 Tottori

Kurayoshi City

100 Osaka

Kishiwada City

Cyclepia Kishiwada BMX Course

450 Wakayama

Wakayama City

Wakayama Big-Wave

8 Cycling

Kurayoshi cycling StadiumRoad Race
BMX

9 Dance Sports
Football

3,500 Sakai City

Sakai City

Futsal2,500 Sakai City

Sakai City

10 FootballCore

J-Green Sakai

11 Golf

900 Tokushima

Tokusima City、Naruto City、Awa
Tokushima Country Club
City、Kamiyama Town

12 Handball

640 Kyoto

Kyotanabe City

Tanabe Central Gymnasium

13 Hockey

600 Shiga

Maibara City、Nagahama City

Ibuki Sports Ground

14 Judo

500 Tottori

Yonago City

Tottori Budokan

450 Kyoto City

15 Karate

Kyoto City

Kyoto Budo CenterLong

1,500 Hyogo

Yabu City、Kamikawa Town、Kami
Town

Shiawasenomura

Sprint1,500 Kobe City

Kobe City

17 Rowing

2,000 Shiga

Otsu City

Biwako Rowing Center

18 Rugby

900 OsakaHigashiosaka City

Higashi-osaka Hanazono Rugby Stadium

Laser ・Laser Radial

300 Wakayama

Wakayama City

Windsurfing

100 Wakayama

Wakayama City

Rifle

434 Wakayama

Kainan City

Wakayama Rifle Shooting Range

Clay360 Hyogo（Okayama City）

Okayama Clay Shooting Range

Kusatsu City、Moriyama City、Higashiomi City

Kusatsu Green Stadium
L-Sports Kyoto(3 courts)

16 Orienteering

19 Sailing

Wakayama Sailing Center

20 Shooting

21 Softball2,500 Shiga

22 Squash

540 Kyoto City

Kyoto City

Pool

2,128 Kobe City

Kobe City

Diving100 Hyogo

Kobe City

Water Polo270 Hyogo

Amagasaki City

Synchronized Swimming

180 Hyogo

Amagasaki City

Kobe Port-island Sports Center
23 Swimming

Amagasaki Sports Forest
Open Water
24 Table Tennis
25 Taekwondo

300 OsakaSennan City

Tarui Southern Beach

1,700 Kobe City

Kobe City

Green Arena Kobe

500 Hyogo

Himeji City

Hyogo Budo Center

Tennis1,128 Hyogo

Miki City、Kasai City

Bourbon Beans DomeSoft Tennis

1,840 Kyoto

Fukuchiyama City

Sandanike Park Tennis Court

Triathlon

1,250 Tokushima

Minami Town

Minami town office

Duathlon

500 Kyoto

Nantan City

Katsura River Side surrounding facilities

Aquathlon

350 Tokushima

Minami Town

Minami town office

600 Nara

Katsuragi City

Katsuragi Gymnasium

1,600 Wakayama

Wakayama City

Wakayama Big-whale

350 Hyogo

Minamiawaji City

Minami-Awaji Keinomatsubara Beachvolley Court

440 Tokushima

Naruto City

Amino-Value Hall

720 Kyoto

Kyotamba Town

Kyoto Tamba Park672 Tottori

Yurihama Town

The Home of Ground Golf - Shiokaze-no-oka-tomari

26 Tennis

27 Triathlon

28 Tug of War
Volleyball
29 Volleyball
Beach Volleyball
30 Weightlifting
Demon 31 Gateballstrat
ion 32 Grounnd Golf

24