Regarding the Implementation of a Proposal for Consignment Work for the Setagaya Ward Training Management System Introduction

Regarding the Implementation of a Proposal for Consignment Work for the Setagaya Ward Training Management System Introduction
Announcement of Commencement of Procedures for Public Proposal We request proposals as follows. July 30, 2024 Setagaya Ward 1. Work Overview (1) Title Consignment Work for the Introduction of the Setagaya Ward Training Management System (2) Background Setagaya Ward (hereinafter referred to as "the Ward") has not currently introduced a training management system. Instead, it manages training administration by functionally modifying its personnel/payroll system and general affairs system, and combining it with a training reception system specialized for video viewing (hereinafter referred to as "the current system").
The contract for the current system will expire in March 2025. Furthermore, considering issues such as increased costs due to a considerable amount of customization, the current personnel/payroll system and general affairs system are scheduled for system replacement in August 2026.
Additionally, the Ward's internal network is being converted to a β´ model (a method of placing business terminals and business systems in the internet connection area) for each base, and the policy is to conduct business primarily through the internet connection area in the future.
Therefore, it is necessary to review current business operations and the system's structure based on the utilization of digital technology.
In light of these circumstances, a new training management system (hereinafter referred to as "the next-generation system") that promotes DX in the Ward's training management operations will be introduced by March 2025, the expiration date of the current system's contract. The Ward will select a consignment contractor for the introduction of the training management system through a public proposal method, with the aim of effectively conducting training and improving the efficiency of training-related operations.
* β´ Model: Refer to "Guidelines for Information Security Policies in Local Governments" (https://www.soumu.go.jp/main_content/001068239.pdf) (3) Work Content For details of the work, please refer to the attached "Specifications for Consignment Work for the Introduction of the Training Management System".
The scope of main tasks and preparations to be performed by the proposer is as follows.
① Application Settings Implement initial setup and function settings necessary for starting use, utilizing the standard functions of the training management system.
➁ Infrastructure Environment Construction This system will be provided as a cloud service by the contractor, and the construction of the infrastructure environment is not included in this work.
However, organize and confirm the network conditions and security requirements necessary for use.
➂ Services incidental to system introduction Provide support necessary for smooth commencement of use, such as organizing system setting policies, implementing settings, supporting acceptance testing, and providing operational explanations (for administrators).
④ Operation Support Provide support aimed at stabilizing initial operations, such as responding to inquiries and making minor setting adjustments immediately after the start of use.
⑤ Project Management Implement project management during the introduction period, including progress management, issue management, and coordination with stakeholders.
(3) Performance Period From the date of contract conclusion to March 31, 2025
* The conclusion of the contract related to this work is conditional upon the budget for this project being approved and funds being allocated.
* Consignment of operation and maintenance work will be contracted separately.
2. Eligibility Requirements Applicants must meet all of the following conditions at the time of submitting the Statement of Participation.
(1) Must be registered in the competitive bidding participant roster of Setagaya Ward or the Tokyo Metropolitan Government by the deadline for submitting the Statement of Participation.
(2) Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16) (including cases where applied mutatis mutandis under Article 167-11, Paragraph 1 of the same Order).
(3) Must not be under suspension of bidding or designation measures from the Ward.
(4) Must not have filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Law No. 172 of 1952) or commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Law No. 225 of 1999).
(5) Must not be in arrears with prefectural or municipal inhabitant tax.
(6) Must have obtained certification under the Privacy Mark, ISO/IEC 27001, or JIS Q 27001, which are evaluation standards for the "Information Security Management System (ISMS) Conformity Assessment Scheme", or have established an equivalent quality management system.
(7) Must have obtained ISO 9001 or CMMI Level 3 or higher certification, or have established an equivalent quality management system.
(8) Must not be a violent group (defined in Article 2, Item 2 of the Act on Prevention of Unfair Acts by Violent Group Members, Law No. 77 of 1991), a violent group member (defined in Article 2, Item 6 of the same Act), or an entity related to them.
(9) Must have experience in the introduction, operation, and maintenance of training management systems with special wards, core cities, designated cities, or prefectures since FY2021 (contract experience).
(10) Must not be an entity where a member of the "Setagaya Ward Training Management System Introduction Work Consignment Business Operator Examination Committee" serves as chairman, executive, advisor, or is affiliated with.
The composition of the committee is as follows.
Chairperson: Director of General Affairs, Takeshi Suto Vice-Chairperson: Head of Training Section, General Affairs Department, Rumiko Sasaki Member: Head of DX Promotion Section, DX Promotion Department, Yuzo Hidaka
* Please attach documents proving that you meet the requirements of (5), (6), and (9).
3. Criteria for Selecting Proposers for Proposal Submission In this case, only the confirmation of eligibility will be conducted, and no selection of proposal submitters will be made.
4. Evaluation Criteria for Identifying Proposals (1) Proposal Overview (Understanding of this work, concept of proposed solution) (2) System Requirements (Functional requirements, functionality/operability, integration requirements, security/safety measures) (3) Work Implementation Details (Introduction plan, project management, data migration, testing, education/training plan, operation/maintenance, service level management, requested proposals, free proposals) (4) Implementation System and Manager/Staff Experience/Abilities (Implementation system during introduction, operation/maintenance system, construction track record, organizational certifications) (5) Cost (Introduction, operation/maintenance) 5. Procedures etc. (1) Department in Charge Setagaya Ward General Affairs Department Training Section, 5-38-1 Wakabayashi, Setagaya-ku, Tokyo 154-0023 Nagata, Komuro, Natori, Sasaki Phone: 03-6453-1541 (2) Period, Method, and Conditions for Issuing Explanation Documents ① Period: July 30, 2024 (Thursday) to August 7, 2024 (Friday) 17:00 ② Method: Download from the Ward's website. (Page ID: 34383) Setagaya Ward Top Page → Search Menu → Civic Information → Contracts and Bidding Information → Issuing Information → Current Proposals → Other/Civic Matters (3) Deadline, Submission Location, and Method for Statement of Participation ① Deadline: August 7, 2024 (Friday) 17:00 (must arrive by this time) ② Submission Location: Same as 5(1). ③ Submission Method: Submit in person to the counter after prior contact, or by mail. (If by mail, it must arrive at the department by the deadline, and must be sent by registered mail or courier service with delivery confirmation). (4) Deadline, Submission Location, and Method for Proposal Submission ① Deadline: September 9, 2024 (Wednesday) 17:00 (must arrive by this time) ② Submission Location: Same as 5(1). ③ Submission Method: In principle, submit via email to the email address specified in the invitation notice. 6. Other (1) Language and Currency to be Used in Procedures Limited to Japanese and Japanese currency. (2) Contract Deposit Exempt. (3) Requirement for Contract Creation Required. (4) Intention to conclude a discretionary contract with the same contractor for other consignment contracts directly related to this work: Yes - "Consignment Work for Training Management System Operation and Maintenance (April 2025 - March 2026)" * From FY2025 to FY2028, a consignment contract may be concluded with the same contractor selected through this proposal, but the contract will be on a single-year basis, conditional on budget allocation and satisfactory performance each year. The content of the consignment work at that time will be discussed each time. (5) Contact Point for Obtaining Related Information Same as 5(1). (6) Cost Burden Setagaya Ward will not bear any costs incurred by the applicant for the preparation and submission of the Statement of Participation and proposals. (7) Handling of Submitted Documents Documents submitted by applicants during the selection process will not be returned. (8) Ensuring Transparency and Fairness From the perspective of ensuring transparency and fairness, the trade names/names of entities that have expressed their intention to participate and submitted proposals, as well as the reasons for selecting the proposals (selection process, etc.), may be disclosed to third parties in accordance with the provisions of the Setagaya Ward Information Disclosure Ordinance (March 13, 2001, Setagaya Ward Ordinance No. 6). (9) After the selection of the contractor, the final specifications will be determined through consultation between the Ward and the selected entity, and a contract will be concluded later. This proposal is for the purpose of selecting a contract candidate and does not guarantee the conclusion of a contract. If an agreement cannot be reached, consultation may be held with the next highest bidder. (10) Labor Remuneration Lower Limit For consignment contracts with the Ward exceeding 20 million yen per fiscal year, the labor remuneration lower limit stipulated by the Setagaya Ward Public Contract Ordinance will apply. Please check the attached document for details. (11) Project Details Details are in the "Explanation and Implementation Guidelines for Consignment Work for the Introduction of the Setagaya Ward Training Management System". Setagaya Ward Training Management System Introduction Work Consignment Explanation and Implementation Guidelines 1. Purpose Setagaya Ward (hereinafter referred to as "the Ward") has not currently introduced a training management system. Instead, it manages training administration by functionally modifying its personnel/payroll system and general affairs system, and combining it with a training reception system specialized for video viewing (hereinafter referred to as "the current system").
The contract for the current system will expire in March 2025. Furthermore, considering issues such as increased costs due to a considerable amount of customization, the current personnel/payroll system and general affairs system are scheduled for system replacement in August 2026.
Additionally, the Ward's internal network is being converted to a β´ model (a method of placing business terminals and business systems in the internet connection area) for each base, and the policy is to conduct business primarily through the internet connection area in the future.
Therefore, it is necessary to review current business operations and the system's structure based on the utilization of digital technology.
In light of these circumstances, a new training management system (hereinafter referred to as "the next-generation system") that promotes DX in the Ward's training management operations will be introduced by March 2025, the expiration date of the current system's contract. This procurement aims to complete the introduction of the next-generation system and effectively conduct training and improve the efficiency of training-related operations.
This procurement is for introduction work only, but please note that a description of some operation and maintenance work is requested with a view to future consignment.
Furthermore, this procurement is conducted using the proposal method because the results of the work can vary significantly depending on the proposer's planning ability and technical skills (know-how, experience, products).
* β´ Model: Refer to "Guidelines for Information Security Policies in Local Governments" (https://www.soumu.go.jp/main_content/001068239.pdf) 2. Work Name Consignment Work for the Introduction of the Setagaya Ward Training Management System 3. Work Overview Please refer to the "Specifications for Consignment Work for the Introduction of the Setagaya Ward Training Management System".
4. Performance Period From the date of contract conclusion to March 31, 2025
* The conclusion of the contract related to this work is conditional upon the budget for this project being approved and funds being allocated.
* Consignment of operation and maintenance work will be contracted separately.
* If the Ward's expenditure budget for this contract is reduced, or if the performance is unsatisfactory, the contract may be modified or terminated.
5. Eligibility Requirements Applicants must meet all of the following conditions at the time of submitting the Statement of Participation.
(1) Must be registered in the competitive bidding participant roster of Setagaya Ward or the Tokyo Metropolitan Government by the deadline for submitting the Statement of Participation.
(2) Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16) (including cases where applied mutatis mutandis under Article 167-11, Paragraph 1 of the same Order).
(3) Must not be under suspension of bidding or designation measures from the Ward.
(4) Must not have filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Law No. 172 of 1952) or commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Law No. 225 of 1999).
(5) Must not be in arrears with prefectural or municipal inhabitant tax.
(6) Must have obtained certification under the Privacy Mark, ISO/IEC 27001, or JIS Q 27001, which are evaluation standards for the "Information Security Management System (ISMS) Conformity Assessment Scheme", or have established an equivalent quality management system.
(7) Must have obtained ISO 9001 or CMMI Level 3 or higher certification, or have established an equivalent quality management system.
(8) Must not be a violent group (defined in Article 2, Item 2 of the Act on Prevention of Unfair Acts by Violent Group Members, Law No. 77 of 1991), a violent group member (defined in Article 2, Item 6 of the same Act), or an entity related to them.
(9) Since FY2021, must have experience in the introduction, operation, and maintenance of training management systems with special wards, core cities, designated cities, or prefectures...