Regarding the General Competitive Tender for the Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Grant Business Outsourcing

Regarding the General Competitive Tender for the Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Grant Business Outsourcing TENDER NOTICE We hereby announce that Kochi Prefecture will conduct a general competitive tender for the Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Outsourcing Business as follows. September 9, Reiwa 8 Governor of Kochi Prefecture, Shoji Hamada 1. Matters for Tender: (1) Outsourcing Business Name: Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Outsourcing Business (2) Business Specifications: As per the separately prepared specifications. (3) Performance Period of Outsourcing Business: From the date of contract signing for the outsourcing business until December 28, Reiwa 8 (Monday). (4) Tender Date and Time and Location: Bids must be submitted in person or by mail (registered mail) to the Kochi Prefecture Health Policy Department, Medical Policy Division by 5:15 PM on October 1, Reiwa 8 (Thursday). (5) Bid Opening Date and Time and Location: 10:00 AM on October 2, Reiwa 8 (Friday), Kochi Prefecture Health Policy Department, Medical Policy Division, Kochi Prefectural Government Building, 4th Floor, 1-2-20 Marunouchi, Kochi City, Kochi Prefecture. (6) Bid Security Deposit: Tender participants must deposit a bid security deposit equivalent to 5/100 or more of the contract amount they estimate. However, this does not apply to cases falling under Article 10 of the Kochi Prefecture Contract Regulations (1964 Regulations No. 12). (7) Bidding Method: For the determination of the successful bid, the successful bid price will be the amount obtained by adding 10/100 of the amount stated in the bid to the said amount (if there are fractions of less than 1 yen, such fractions shall be discarded). Therefore, bidders must enter in their bid the amount equivalent to 100/100 of their estimated contract amount, regardless of whether they are taxable or exempt from consumption tax. 2. Tender Participation Qualifications: Any person who meets all of the following requirements and has received confirmation of eligibility for this tender in advance from 5 may participate in this general competitive tender. (1) Not falling under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (2) Registered in the "Reiwa 6 to Reiwa 8 Competitive Bidding Participant Qualification Register (Goods Purchase, etc.)" in Kochi Prefecture. (3) Not subject to measures such as suspension of designation based on the "Kochi Prefecture Guidelines for Suspension of Designation in Goods Purchase, etc. (December 1995 Kochi Prefecture Public Announcement No. 638)" from the date of this tender notice until the date of bidding. (4) Not having had their tender participation qualification revoked pursuant to Article 7 of the "Qualifications for Participants in General Competitive Tenders or Designated Competitive Tenders for Purchases of Goods or Services Ordered by the Prefecture in Reiwa 6 to Reiwa 8 (October 2020 Kochi Prefecture Public Announcement No. 810; hereinafter referred to as "Announcement")" or falling under Article 1, Paragraph 2, Item (9) of the Announcement, and not falling under Article 1, Paragraph 2, Item (9) of the Announcement, between the date of confirmation of tender participation qualification from 5 and the date of bidding. (5) Not having been subject to a suspension of tender participation qualification by Kochi Prefecture based on the "Kochi Prefecture Regulations on the Exclusion of Organized Crime Groups from Kochi Prefecture's Affairs and Businesses" during the period from the deadline for confirmation of competitive bidding participation to the date of bidding, or not falling under the exclusion measures target persons stipulated in Article 2, Paragraph 2, Item 5 of the same Regulations. 3. Application for Confirmation of Tender Participation Qualification and Issuance of Forms: Only those who have been confirmed regarding their eligibility to participate in the tender and have been recognized as eligible may participate in this tender. This confirmation shall be made using the attached "General Competitive Tender Participation Qualification Confirmation Application Form (Form 1)" (hereinafter referred to as "Confirmation Application Form"). The Confirmation Application Form can be downloaded from the Kochi Prefecture website.

https://www.pref.kochi.lg.jp/soshiki/131301/ 4. Submission of Confirmation Application Form for Tender Participation Qualification: The deadline for submitting the Confirmation Application Form is 5:15 PM on September 25, Reiwa 8 (Friday). Submit it in person or by mail to the Kochi Prefecture Health Policy Department, Medical Policy Division. 5. Notification of Confirmation Results for Tender Participation Qualification: Confirmation of tender participation qualification will be made on the deadline for submission of the Confirmation Application Form, etc., and the results will be notified to the applicant by email by September 28, Reiwa 8 (Monday). Furthermore, for those who submitted the Confirmation Application Form but are not eligible to participate in the tender, notification of ineligibility and the reasons thereof will be sent in writing. 6. Explanation of Reasons for Those Deemed Ineligible for Tender Participation: (1) Those deemed ineligible for tender participation may request an explanation of the reasons from the Governor. (2) To request an explanation under (1), a written document stating the intention must be submitted in person or by email (confirm receipt by phone) to the Kochi Prefecture Health Policy Department, Medical Policy Division by noon on September 29, Reiwa 8 (Tuesday). (3) Answers to those who have requested an explanation will be provided in writing by September 30, Reiwa 8 (Wednesday). 7. Loss of Tender Participation Qualification: After receiving the notification of tender participation qualification, if a tender participant falls under any of the following items, they will not be able to participate in the tender for the said outsourcing business. (1) No longer meeting the tender participation qualifications listed in 2. (2) Discovery of false statements in the Confirmation Application Form, etc. 8. Inquiries: If there are any inquiries, submit them using the attached "Inquiry Form (Form 3)" by email (confirm receipt by phone) to the Kochi Prefecture Health Policy Department, Medical Policy Division by 5:15 PM on September 16, Reiwa 8 (Wednesday). Answers to inquiries will be posted on the Kochi Prefecture Health Policy Department website (https://www.pref.kochi.lg.jp/soshiki/131301/) by September 24, Reiwa 8 (Thursday). Email address: 131301@ken.pref.kochi.lg.jp 9. Location for Showing Contract Terms, Location for Issuing Tender Notice, and Contact Information: 〒780-8570 1-2-20 Marunouchi, Kochi City Kochi Prefecture Health Policy Department, Medical Policy Division Phone Number: 088-823-9749 Email address: 131301@ken.pref.kochi.lg.jp Website: https://www.pref.kochi.lg.jp/soshiki/131301/ 10. Minimum Reserve Price: Not set. 11. Contract Security Deposit: Upon contract signing, the successful bidder must deposit a contract security deposit equivalent to 10/100 or more of the contract amount (fractions of less than 1 yen rounded up). However, this does not apply in cases where it is exempted under the provisions of Article 40 of the Kochi Prefecture Contract Regulations (1964 Regulations No. 12) or when collateral in lieu of a contract security deposit under the provisions of Article 41, Paragraph 1 of the Regulations is submitted. 12. Requirement for Contract Document Creation: Contract document creation is required. 13. Other: (1) Tender participants must understand the "General Competitive Tender Guidelines (Mail Bidding)" presented in advance. (2) Submitted application forms, etc., will not be returned. Furthermore, replacements or corrections after the submission deadline will not be permitted. (3) If false statements are made in the application forms, etc., the application forms will be invalidated, and measures such as suspension of designation may be taken against the person who made the false statements. (4) If the successful bidder receives a suspension of tender participation qualification from Kochi Prefecture based on the "Kochi Prefecture Regulations on the Exclusion of Organized Crime Groups from Kochi Prefecture's Affairs and Businesses" during the period from the date of bidding to the date of contract signing, or falls under the exclusion measures target persons stipulated in Article 2, Paragraph 2, Item 5 of the same Regulations, a contract will not be concluded with the said successful bidder. (5) The format of the contract document can be viewed on the tender information page posted on the Kochi Prefecture Health Policy Department website (https://www.pref.kochi.lg.jp/soshiki/131301/). (6) All expenses incurred by the tender participant and the contractor in relation to this procurement shall be borne by the tender participant and the contractor. Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Outsourcing Specifications 1. Business Name: Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Outsourcing Business 2. Purpose of Business: To streamline operations by outsourcing tasks related to the acceptance and examination of the Kochi Prefecture Medical Facilities Price Surge Emergency Response Project, thereby shortening the period required for payment. * Kochi Prefecture Medical Facilities Price Surge Emergency Response Project: To reduce the financial burden of medical facilities, etc., affected by the surge in prices such as utility costs, by providing grants, thereby enabling the continuous provision of stable services. 3. Outsourcing Period: From the date of contract signing until December 28, Reiwa 8 (Monday). 4. Eligible Facilities: Hospitals, clinics, dental clinics, maternity clinics, home nursing stations, pharmacies, and treatment facilities located within Kochi Prefecture, established by October 1, Reiwa 8, and holding permits, etc., as of the application date. Number of Eligible Facilities: Approximately 800 facilities. 5. Contents of Outsourcing Business: Carry out the following tasks (1) to (7) related to the Price Surge Emergency Response Project Outsourcing Business. (1) Establishment of Secretariat: To carry out the outsourcing business, establish a secretariat. ① Location: Provided that smooth cooperation and coordination with the prefecture can be carried out as needed, it may be established at a location designated by the contractor. However, necessary facilities such as a private booth must be secured to ensure the protection of personal information. ② Equipment, etc.: The contractor shall prepare necessary equipment and materials for business operations, such as telephones, telephone lines, email accounts, and desks. ③ Operation Period: The secretariat shall be established promptly after the contract is signed and operated until December 28, Reiwa 8. ④ System: The system shall consist of one responsible person and four business operators. The number of business operators may be changed in consultation with the prefecture, depending on the number of inquiries and grant applications. ⑤ Training: Conduct training for business operators on necessary knowledge, information, and skills to smoothly handle examinations and inquiries, training on handling personal information, and practical training. - Training costs shall be included in the outsourcing fee. ⑥ Other: a. Business Operators: Possess general common sense and excellent communication manners. Possess the basic business knowledge and skills, telephone response skills, understanding of business flow, handover flow, and record-keeping methods necessary for performing the work. Respond promptly, accurately, and politely based on the assumed Q&A and application documents. b. Telephone Lines: Handle inquiries using a dedicated phone number and install the necessary number of telephones. c. Other: Costs for consumables (copy paper, envelopes, etc.), printing, and communication/transportation (telephone charges, postage) necessary for this work shall be included in the outsourcing fee. (2) Sending Notification Documents and Application Forms: ① Print (copy allowed) the original documents of notification documents and application forms (13-16 A4 pages, single-sided) prepared by the prefecture and send them to the target facilities (approx. 800 facilities) using the provided envelopes (Size 2) and return envelopes (Size 2). ② Create address labels based on the list provided separately by the prefecture. ③ Return envelopes must be of a thickness that prevents contents from being seen through. The color of the sending envelopes shall be yellow, green, or blue. ④ For sending to treatment facility operators, affix the Braille stickers provided by the prefecture to the envelopes. ⑤ Printing on envelopes will be decided in consultation with the prefecture. (3) Acceptance of Application Forms, etc.: ① The following documents must be submitted with the application: a. Form 1: Kochi Prefecture Medical Facilities Price Surge Emergency Response Grant Application Form (hereinafter referred to as "Application Form"). b. Certificate of tax payment proving no arrears in prefectural taxes (Facilities that have already submitted this for the "Kochi Prefecture Medical Personnel Treatment Improvement Support Project Grant" and the "Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Grant" are exempt). c. Copy of bankbook for the account into which the grant will be transferred (Facilities that have already submitted this for the "Kochi Prefecture Medical Personnel Treatment Improvement Support Project Grant" and the "Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Grant" are exempt). d. Other (Consent form for provision of prefectural tax payment information, power of attorney, etc.) (Facilities that have already submitted this for the "Kochi Prefecture Medical Personnel Treatment Improvement Support Project Grant" and the "Kochi Prefecture Medical Facilities Price Surge Emergency Response Project Grant" are exempt). * Items a-c are mandatory; item d is submitted as needed. ② Open the envelopes submitted by mail from the target medical facilities, etc., affix a dated acceptance stamp to the application form, and the contractor shall prepare the acceptance stamp. ③ Verify consistency with the list of target medical facilities, etc., provided by the prefecture. ④ Fill in "Application No. (Facility Type, Facility Number)" on the submitted application form and create an acceptance register. ⑤ Store the application forms appropriately for easy retrieval, ensuring they are not separated from attached documents. ⑥ Tally the number of accepted applications by facility type (daily, monthly, final, etc.). (4) Examination of Application Forms, etc.: ① Establish an examination system with multiple personnel, and conduct examinations by at least two people per application. ② Conduct examinations based on the checklist provided by the prefecture, aiming for within 5 days after acceptance of the application. ③ If there are any deficiencies or doubts in the application details or attached documents, contact the applicant by phone, etc., and request corrections or resubmission. If contact cannot be made after 5 attempts, discuss the course of action with the prefecture. ④ Tally the number of examined applications by facility type (daily, monthly, final, etc.). (5) Input and Delivery of Application Form Data, etc.: ① Based on the application forms whose examination under (4) is complete, input various data (name, address, application details, account number, etc., of the medical institution that applied) into the format (Excel) provided by the prefecture and submit the completed Excel data to the prefecture. ② Organize the application forms for which data input under the preceding item is complete by facility type and facility number, bind them in a flat file, etc., and add indexes according to the method specified by the prefecture. ③ Submit the data under the preceding item to the prefecture via email with a password. ④ Send the examined and completed application forms under item ② to the prefecture by hand delivery or by a traceable method (registered mail, courier service, etc.). ⑤ Send the items under ③ and ④ twice a week to the prefecture. Also, notify the prefecture in advance of the shipping date, etc. (6) Correction of Application Forms After Submission: If instructed by the prefecture after submitting the examination results, contact the applicant and have them correct submitted documents or submit additional missing documents. (7) Creation and Sending of Payment Notification Letters (including non-payment decision letters): ① For facilities for which payment has been decided by the prefecture, print and enclose the payment notification letter (including non-payment decision letter) separately designated by the prefecture, and mail it to the applicant. (The prefecture will provide the insertion data.) ② The prefecture shall bear the cost of envelopes and postage. ③ Take measures such as checks by multiple people to prevent misdelivery during sending. (8) Handling of Inquiries, etc.: Respond politely to inquiries regarding the grant system overview, application procedures, application form completion methods, and complaints. Also, handle inquiries via email and FAX. The contractor shall prepare dedicated email addresses and FAX numbers. ① Business Hours: 9:00 AM to 5:00 PM (excluding Saturdays, Sundays, and holidays.