Implementation of Proposal for Outsourcing of Abandoned Bicycle Countermeasures (Unit Price Contract)

Implementation of Proposal for Outsourcing of Abandoned Bicycle Countermeasures (Unit Price Contract) 1/4 Announcement of Procedures for Publicly Solicited Proposal Method This proposal is a preparatory act for a contract in FY2025, and the conclusion of a contract related to this work is conditional upon the approval of the budget allocation by the ward assembly. Proposals are invited as follows. October 23, 2024 Setagaya Ward 1 Project Overview (1) Project Name Outsourcing of Abandoned Bicycle Countermeasures (Unit Price Contract) (2) Purpose The purpose of the work under this contract is to prevent obstacles to citizen passage caused by bicycles and motorized bicycles left in front of stations, etc. (hereinafter referred to as "bicycles, etc.") by guiding users of bicycles, etc. to parking lots, raising awareness for proper use, guiding the organization of abandoned bicycles, and removing them, thereby ensuring passage and a good environment in public spaces such as station squares and roads. (3) Work Details (Details of each of the following tasks are as per Attachment 1 "Details of Consigned Project") ① Guide users of bicycles, etc. to bicycle parking lots and organize abandoned bicycles, etc. ② Attach warning tags to abandoned bicycles, etc., load them onto trucks of contractors commissioned by the ward's responsible department, remove them, and transport them to the abandoned bicycle storage facility. ③ Manage and operate the abandoned bicycle storage facility. ④ Manage and operate the "Setagaya Ward Bicycle Call Center." (4) Consignment Period April 1, 2025 to March 31, 2027 * Contracts are on a single-year basis, and the conclusion of contracts for FY2026 and beyond is conditional upon budget allocation for this work in each fiscal year and satisfactory performance in the previous fiscal year. * The contract may be modified or canceled during the contract period in cases of frequent accidents or poor performance. 2 Project Implementation Consignment Fee Upper Limit Annual Amount: ¥348,100,822 (tax included) * The upper limit amount stated is for FY2025. 3 Eligibility Requirements At the time of proposal submission, all of the following requirements must be met. (1) Registered in the Setagaya Ward competitive bidding participant list and rated A in "Security, Reception, etc." business category. (2) Not falling under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act (including cases where applied mutatis mutandis under Article 167-11, Paragraph 1). (3) Not currently subject to a ban on bidding or suspension of bidding by Setagaya Ward. (4) No arrears in prefectural or municipal taxes. (5) Have experience in undertaking abandoned bicycle countermeasures work for local governments or call center operations for such work within the past 5 years. (6) Be a corporation certified by the prefectural Public Safety Commission as stipulated in Article 4 of the Security Services Act and have its head office or a branch office in Tokyo. (7) Have obtained ISO 9001 (Quality Management System) certification. (8) Have obtained ISO 27001 (Information Security Management System) or Privacy Mark certification. (9) Not be a business operator where a member of the selection committee established under the "Setagaya Ward Abandoned Bicycle Countermeasures Outsourcing Business Operator Selection Committee Establishment Ordinance" serves as chairman, officer, advisor, or is affiliated with. (10) The information provided in the submitted documents must not be false. 4 Criteria for Selecting Proposal Submittors For this project, no selection of submitters will be made; only eligibility will be confirmed. 5 Issuance of Implementation Guidelines (1) Period From October 23, 2024 (Friday) to November 6, 2024 (Friday) 5:00 PM (2) Method Direct delivery at the counter, or download by the applicant from the Setagaya Ward official website (Search by category > Ward Administration Information > Contracts/Bidding Information > Ordering Information > Current Proposals > Housing/Town Development/Environment) (3) Location For direct delivery at the counter, refer to "11. Responsible Department/Section." 6 Submission of Participation Statement (1) Submission Destination: Deliver in person or by mail (registered mail only) to "11. Responsible Department/Section." (2) Required Documents (1 copy each) ① Participation Statement ② Tax Payment Certificate (Corporate Business Tax, Corporate Tax, Consumption Tax, and Local Consumption Tax, issued within 3 months) * The tax payment period for corporate business tax is the three years from FY2023 to FY2025. * For corporate tax, consumption tax, and local consumption tax, use Form 3-3 of the tax payment certificate. ③ Documents confirming similar work experience with other local governments (copy of contract, etc.) ④ Documents confirming certification by the prefectural Public Safety Commission as stipulated in Article 4 of the Security Services Act ⑤ Documents confirming that the corporation has its head office or a branch office in Tokyo ⑥ Documents confirming ISO 9001 (Quality Management System) certification 3/4 Documents confirming ISO 27001 (Information Security Management System) or Privacy Mark certification (3) Submission Deadline: November 6, 2024 (Friday) 5:00 PM (must arrive by this time) 7 Acceptance of Questions Regarding Proposals (1) Acceptance Period: November 16, 2024 (Monday) to November 19, 2024 (Thursday) 5:00 PM (must arrive by this time) (2) Submission Method: Send by email from the responsible department/section to eligible participants, using Form 3 "Questionnaire and Reply Form" to "11. Responsible Department/Section." (3) Response Method: After compiling the questions, responses will be sent to all participants via email. (4) Scheduled Response Date: Between November 20, 2024 (Friday) and November 24, 2024 (Tuesday) 8 Proposal Submission (1) Submission Destination: Deliver in person or by mail (registered mail only) to "11. Responsible Department/Section." (2) Required Documents (1 original, 5 copies; copies are acceptable for duplicates) ① Proposal ② Documents showing the corporation's financial status ③ Corporation's Articles of Incorporation, etc. ④ Corporation's Certificate of Registered Matters (issued within 3 months) ⑤ Corporation's Business History/Overview (issued within 3 months) * The original must be stamped with the company name. Duplicates should be prepared with company names and any expressions that could infer company names removed. (3) Submission Deadline: December 7, 2024 (Monday) 5:00 PM (must arrive by this time) 9 Criteria for Evaluating Proposals (1) Matters related to consignment experience (2) Matters related to business implementation policy (3) Matters related to prevention of abandonment (4) Matters related to removal activities (5) Matters related to management and operation of storage facilities (6) Matters related to management and operation of the call center (7) Matters related to citizen interaction (8) Matters related to stable and safe business execution (9) Matters related to preparation work and subsequent handover work (10) Matters related to price (11) Other additional proposals 10 Special Notes 4/4 (1) The language and currency used in the procedures shall be Japanese and Japanese currency, respectively. (2) Contract deposit is not required. (3) A contract is required. (4) It is not planned to conclude a consignment contract for other work directly related to the said work by discretionary contract with the party of the consignment contract for the said work. (5) The contact point for obtaining related information is the same as "11. Responsible Department/Section." (6) The ward's responsible department may publicly announce the trade name/name of those who have expressed their intention to participate in this project and those who have submitted proposals, as well as the reasons for selecting the proposals (review process, etc.). (7) Details are in the Implementation Guidelines/Manual. (8) Replacement or resubmission of participation statements and proposals after the proposal deadline is not permitted. (9) All costs related to proposals shall be borne by the proposer. (10) Documents submitted by the proposer will not be returned. They may be duplicated as necessary for review. (11) False statements in participation statements, proposals, or other submitted documents will result in disqualification. (12) This proposal is for the purpose of selecting a contract candidate, and Setagaya Ward is not bound by the content of the selected proposal. (13) The conclusion of the contract for this project is conditional upon the budget for this project for FY2025 being approved and resolved by the ward assembly. (14) Contracts with the ward's responsible department for outsourcing contracts of ¥20 million or more per year are subject to the minimum labor remuneration stipulated by the Setagaya Ward Public Contract Ordinance. Refer to Attachment 2 for details. 11 Responsible Department/Section: Setagaya Ward, Civil Engineering Department, Traffic Safety and Bicycle Division (Location) 1-20-1 Tamagawa, Setagaya-ku, Tokyo 158-0094 Setagaya Futako Tamagawa Branch Office, Building A, 2nd Floor, Window 29 *Scheduled to move to the main building (Setagaya 4-21-27) on December 28, 2024 (Reception Hours) Monday to Friday, 9:00 AM to 5:00 PM (excluding holidays) (Telephone) 03-6432-7968 (Direct) (Facsimile) 03-6432-7996 1 Setagaya Ward Abandoned Bicycle Countermeasures Outsourcing Publicly Solicited Proposal Implementation Guidelines/Manual 1 Project Overview (1) Contract Name Outsourcing of Abandoned Bicycle Countermeasures (Unit Price Contract) (2) Project Details Refer to Attachment 1 "Details of Consigned Project" (3) Consignment Period April 1, 2025 to March 31, 2027 * Contracts are on a single-year basis, and the conclusion of contracts for FY2026 and beyond is conditional upon budget allocation for this work in each fiscal year and satisfactory performance in the previous fiscal year. * The contract may be modified or canceled during the contract period in cases of frequent accidents or poor performance. 2 Proposal Limit Amount Annual Amount: ¥348,100,822 (tax included) 3 Reason for Adopting Proposal Method Setagaya Ward is implementing measures to address abandoned bicycles, including awareness campaigns for bicycle users around stations, organization of bicycles, and removal of abandoned bicycles. However, the situation of abandonment and the usage of bicycle parking lots vary by region, and there are many voices from residents requesting measures against abandoned bicycles even outside of areas where bicycles are prohibited from being left. To address these issues, it is necessary to implement abandoned bicycle countermeasures not only around stations but also comprehensively in other areas, and to ensure that the "Bicycle Call Center" and on-site interactions with bicycle users, etc., are conducted with the utmost care for the protection of personal information, and to facilitate smooth and courteous interactions with railway operators, shopping districts, etc., and to ensure prompt sharing of necessary operational information within related work. Therefore, a "publicly solicited proposal method" will be adopted, whereby businesses will be publicly solicited and selected through a proposal method that is not merely a price competition. 4 Proposal Participation Qualifications The corporation must meet all of the following requirements. (1) Registered in the Setagaya Ward competitive bidding participant list and rated A in "Security, Reception, etc." business category. (2) Not falling under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act (including cases where applied mutatis mutandis under Article 167-11, Paragraph 1). (3) Not currently subject to a ban on bidding or suspension of bidding by Setagaya Ward. (4) No arrears in prefectural or municipal taxes. (5) Have experience in undertaking abandoned bicycle countermeasures work for local governments or call center operations for such work within the past 5 years. (6) Be a corporation certified by the prefectural Public Safety Commission as stipulated in Article 4 of the Security Services Act and have its head office or a branch office in Tokyo. 2 (7) Have obtained ISO 9001 (Quality Management System) certification. (8) Have obtained ISO 27001 (Information Security Management System) or Privacy Mark certification. (9) Not be a business operator where a member of the selection committee established under the "Setagaya Ward Abandoned Bicycle Countermeasures Outsourcing Business Operator Selection Committee Establishment Ordinance" serves as chairman, officer, advisor, or is affiliated with. (10) The information provided in the submitted documents must not be false. 5 Issuance of Implementation Guidelines/Manual (1) Period From October 23, 2024 (Friday) to November 6, 2024 (Friday) (2) Method Direct delivery at the counter, or download by the applicant from the Setagaya Ward official website (Search by category > Ward Administration Information > Contracts/Bidding Information > Ordering Information > Current Proposals > Housing/Town Development/Environment) (3) Location For counter delivery, refer to "15. Responsible Department/Section." 6 Submission of Participation Statement (1) Submission Destination: Deliver in person or by mail (registered mail only) to "15. Responsible Department/Section." (2) Required Documents (1 copy each) ① Participation Statement ② Tax Payment Certificate (Corporate Business Tax, Corporate Tax, Consumption Tax, and Local Consumption Tax, issued within 3 months) * The tax payment period for corporate business tax is the three years from FY2023 to FY2025. * For corporate tax, consumption tax, and local consumption tax, use Form 3-3 of the tax payment certificate. ③ Documents confirming similar work experience with other local governments (copy of contract, etc.) ④ Documents confirming certification by the prefectural Public Safety Commission as stipulated in Article 4 of the Security Services Act ⑤ Documents confirming that the corporation has its head office or a branch office in Tokyo ⑥ Documents confirming ISO 9001 (Quality Management System) certification ⑦ Documents confirming ISO 27001 (Information Security Management System) or Privacy Mark certification (3) Submission Deadline: November 6, 2024 (Friday) 5:00 PM (must arrive by this time) 7 Criteria for Selecting Proposal Submittors For this project, no selection of submitters will be made; only eligibility will be confirmed. 8 Proposal Content (1) If selected as a proposal submitter, create the necessary documents for the following items and submit them with the required information filled in. 1 Matters related to consignment experience: Describe your experience in abandoned bicycle countermeasures work for other local governments. 3 2 Matters related to business implementation policy: 2-1 Describe your implementation policy based on the role and significance of this work and your mindset for implementation. 2-2 Analyze where, when, and why abandonment occurs, considering recent trends in the number of abandoned bicycles, and describe specific measures to reduce the number of abandoned bicycles based on the analysis results. 3 Matters related to prevention of abandonment: 3-1 Describe the system (personnel, deployment plan) and specific work methods for organization and guidance. 3-2 Describe cooperation with related organizations (police, road administrators, stores, railway operators, etc.) and approaches to those who cause abandonment. 4 Matters related to removal activities: 4-1 Describe the basic concept of removal activities to efficiently reduce the number of abandoned bicycles both inside and outside prohibited areas. 4-2 Describe the work system (personnel, deployment plan), removal plan, and frequency of removal. 4-3 Describe the specific work methods for removing bicycles, etc. 5 Matters related to management and operation of storage facilities: Describe the specific management system (personnel, deployment plan) and operational methods. 6 Matters related to management and operation of the call center: 6-1 Regarding the call center operations for abandoned bicycles, describe your operational methods for this ward's project based on past experience, including new proposals. 6-2 Describe the frequency and content of employee training for call center operations based on your experience. 6-3 Describe your specific policies and methods for coordinating with abandoned bicycle removal operations and storage facility management operations. 3