Outsourcing of Systems Migration of the Chiba City Health Management System to the Standard Compliance Management System

Outsourcing of Systems Migration of the Chiba City Health Management System to the Standard Compliance Management System Chiba City Announcement No. 673 Comprehensive Evaluation and Bidding Method Public Invitation for Bids We hereby announce as follows. Thursday, August 27, Reiwa 8 Toshikazu Kamiya, Mayor of Chiba City 1. Matters Concerning Comprehensive Evaluation and Bidding Method Public Invitation for Bids (1) Subject Name: Outsourcing of Systems Migration of the Chiba City Health Management System to the Standard Compliance Management System (2) Scope of Work: As per the specifications document (3) Contract Period: From the date of contract conclusion to March 31, Reiwa 11 (4) Place of Performance: Chiba City Hall and locations designated or approved by the City (5) Reference Price: The estimated price will be set at an amount not exceeding 587,731,000 yen (including consumption tax and local consumption tax (10%)). The basis for calculation will not be disclosed. 2. Bid Participation Qualifications Applicants wishing to participate in this public invitation for bids must meet all of the following requirements: (1) Must have been recognized as qualified through the Chiba City Contract Bidder Qualification Screening for Reiwa 8 and 9. (2) Must not fall under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947) and must not fall under any of the following: a. Persons who have not had 2 years pass since being subject to a trading suspension by a clearinghouse. b. Persons who have issued dishonored bills or checks within 6 months prior to the bid date. c. Persons who have filed for commencement of rehabilitation proceedings under the Company Rehabilitation Law (Law No. 154 of 2002) and for whom a decision to commence rehabilitation proceedings has not yet been made by the court. d. Persons who have filed for commencement of rehabilitation proceedings under the Civil Rehabilitation Law (Law No. 225 of 1999) and for whom a decision to approve the rehabilitation plan has not yet been made by the court. e. Persons who are subject to a bid suspension or similar measure under the "Chiba City Measures for Suspension of Bidding for Goods, etc." (enforced August 1, 1985) from the deadline for application for bid qualification to the bid date. f. Persons who are in violation of the City Planning Act (Law No. 100 of 1968) within Chiba City. g. Persons who have their head office or a business office, etc., within Chiba City and have not paid Chiba City taxes (including late payment charges). (3) Must provide proof of all of the following: a. Possession of ISO 27001 certification for information security management systems, or an equivalent information security management system. b. Possession of ISO 9001 certification for quality management systems, or an equivalent quality management system. c. Possession of Privacy Mark or TRUSTe, or an equivalent personal information protection management system. d. A track record of system development, operation, and maintenance of the same or larger scale as this project, performed for national government, prefectures, designated cities, special wards, or core cities within the past 10 years (Reiwa 28 to Reiwa 7). (For joint ventures, the representative member must have a track record of the same or larger scale as this project). (4) For joint ventures, all of the following requirements must be met: a. All members must meet the requirements of (1) and (2) above. b. The representative member must meet the requirements of (3) above. c. The joint venture must be voluntarily formed and have an agreement in place. d. Each member must not be participating in this bid as a member of another joint venture or individually. 3. Contract Administration Department Postal Code 260-8722, Chiba City Hall, 1-1 Chibaminato, Chuo Ward, Chiba City, Information Systems Division, Information Management Department, General Affairs Bureau, Resident Information System Standardization Promotion Office Tel: 043-245-5438 (direct) Email: system-hyojyunka@city.chiba.lg.jp 4. Bid Qualification Confirmation Application, etc. (1) Applicants wishing to participate in this public invitation for bids must submit a bid qualification confirmation application, etc., and undergo qualification confirmation. a. Distribution Location, etc.: Distributed from the date of announcement at the Contract Administration Department (Section 3 above) on weekdays from 9:30 AM to 4:30 PM. b. Submission Location, etc.: Submit in person or by mail to the Contract Administration Department (Section 3 above) from the date of announcement until September 11, Reiwa 8 (Friday). For in-person submissions, hours are weekdays from 9:30 AM to 4:30 PM. For mail submissions, they must arrive by 5:00 PM on Thursday, September 10, Reiwa 8, via registered mail. (2) The bid qualification confirmation result will be sent to the applicant by registered mail by Wednesday, September 16, Reiwa 8. 5. Distribution of Bid Explanatory Documents Bid explanatory documents will be provided free of charge at the Contract Administration Department (Section 3 above) from the date of announcement until September 11, Reiwa 8 (Friday) (weekdays from 9:30 AM to 4:30 PM). 6. Inspection of Related Documents Applicants who wish to inspect related documents must submit an application for inspection of related documents for the "Outsourcing of Systems Migration of the Chiba City Health Management System to the Standard Compliance Management System" to the Contract Administration Department (Section 3 above) within the application acceptance period. (1) Documents available for inspection: As per the bid explanatory documents. (2) Application acceptance period: From the date of announcement until September 11, Reiwa 8 (Friday). 7. Bid Explanatory Meeting: Not to be held. 8. Inquiries Regarding Bids (1) Inquiries regarding bid participation qualifications: a. Acceptance period: From the date of announcement until September 4, Reiwa 8 (Friday). b. Submission method: Submit by email to the Contract Administration Department (Section 3 above). c. Response deadline: Wednesday, September 9, Reiwa 8. d. Response method: Responses will be provided by email. (2) Inquiries regarding specifications, etc.: a. Acceptance period: Wednesday, September 16, Reiwa 8 to Tuesday, September 29, Reiwa 8. b. Submission method: Submit by email to the Contract Administration Department (Section 3 above). c. Response deadline: Friday, October 2, Reiwa 8. d. Response method: All questions received during this inquiry period and their answers will be provided to all bidders via email. 9. Bidding Procedures, etc. (1) Bid and Bid Opening Date and Time: Wednesday, October 7, Reiwa 8, 9:00 AM. For bids submitted by mail, they must arrive by 5:00 PM on Tuesday, October 6, Reiwa 8, via registered mail to the Contract Administration Department (Section 3 above). (2) Bid and Bid Opening Location: Meeting Room L302, 3rd Floor, High-rise Building, Chiba City Hall (If the location or time is changed, notification will be given separately). (3) Bidding Method: Lump sum bid. (4) Bid Bond: Required (However, exempted if falling under Article 8 of the "Chiba City Contract Regulations" (Chiba City Ordinance No. 3 of 1965)). (5) Method of Determining Successful Bidder: A comprehensive evaluation and bidding method will be adopted, where the "technical score" from the evaluation of the technical response document is added to the "price score" from the evaluation of the bid price. The bidder with the highest total score (comprehensive evaluation score) will be the successful bidder. However, if the bid price is significantly low, the bidder may be contacted for clarification. (6) Invalid Bids: Bids that fall under Article 16 of the "Chiba City Contract Regulations," as well as those specified in the bid explanatory documents. 10. Other (1) This procurement is subject to the Agreement on Government Procurement based on the WTO. (2) Contract Deposit: Required (However, exempted if falling under Article 29 of the "Chiba City Contract Regulations"). (3) Requirement for Contract Creation: Required. (4) Language and Currency to be used in contract procedures: Japanese language and Japanese currency only. (5) Contract terms, etc., can be viewed at the Contract Administration Department (Section 3 above). (6) Persons not meeting the requirements of Section 2(1) must obtain qualification certification at the Chiba City Finance Bureau, Asset Management Department, Contract Section by September 11, Reiwa 8 (Friday), and also submit a bid qualification confirmation application to the Contract Administration Department (Section 3 above). (7) Details are as per the bid explanatory documents. 11. Summary (1) Title: Outsourcing of the Systems Migration of the Chiba City Health Management System to the Standard Compliance Management System. (Bids submitted by mail should be sent via registered mail to the relevant department via the address written below. Any bids submitted by mail must arrive by Tuesday, October 6th, 5:00 p.m.) (3) Contact Information: Resident Information System Standardization Office, Information Systems Division, Information Management Department, General Affairs Bureau, Chiba City Hall, 1-1 Chibaminato, Chuo Ward, Chiba City, Chiba Prefecture, 260-8722, Japan Tel: (＋81)43-245-5438 (direct line) Email: system-hyojyunka@city.chiba.lg.jp (4) Note: All procedures will be conducted in Japanese only. Appendix: Criteria for Determining Successful Bidder 1. Introduction: For the procurement of "Outsourcing of the Systems Migration of the Chiba City Health Management System to the Standard Compliance Management System," a comprehensive evaluation and bidding method will be adopted to select the most suitable contractor for the city. The bidder with the highest total score of "technical score" from the evaluation of the response document (hereinafter referred to as "technical response document") to the functional and performance requirements specified in the "Chiba City Health Management System Standard Compliance System Migration Work Outsourcing Specifications" (hereinafter referred to as "Specifications") and "price score" from the bid price will be the successful bidder. This document establishes the criteria for determining the successful bidder for the "Outsourcing of the Systems Migration of the Chiba City Health Management System to the Standard Compliance Management System" by assigning technical and price scores to bidders who submit valid bids at a price within the estimated price. 2. Review and Evaluation Organization, etc.: Review and evaluation for this procurement will be conducted by the "Health Management Subcommittee" of the "Chiba City Resident Information System Standardization Development Committee" established by the city (hereinafter referred to as the "Subcommittee"). The Subcommittee will review whether the technical response document meets the requirements specified in the Specifications and the "Technical Response Document Preparation Guidelines," and will assign technical and price scores based on this document. 3. Evaluation Items and Maximum Scores: The maximum scores for technical evaluation items and the maximum score for price evaluation are set as shown in "Table 1: Evaluation Items and Maximum Scores." The evaluation of the technical response document will be based on the "Response to Technical Evaluation Items." Table 1: Evaluation Items and Maximum Scores Evaluation Item | Maximum Score | Weight ---|---|--- Technical Score | 700 | 70.0% 1. Basic Matters | 35 | 3.5% 2. Work/Functional Requirements | 245 | 24.5% 3. Non-functional Requirements | 175 | 17.5% 4. Work Implementation Details | 70 | 7.0% 5. Implementation System | 70 | 7.0% 6. Schedule | 70 | 7.0% 7. Additional Proposals | 35 | 3.5% Price Score | 300 | 30.0% Total | 1,000 | 100.0% 4. Method of Evaluating Technical Score a. Purpose: To select the bidder with the highest technical capability by objectively evaluating proposals for the technical evaluation items set by the city from the perspectives of whether the proposals are beneficial to the city, are feasible and concrete, and whether the grounds and track record to guarantee them are described. b. Evaluation Method: Technical scores will be calculated by evaluating proposals for technical evaluation items on an absolute basis according to "Table 2: Evaluation and Weighting of Responses to Technical Evaluation Items" and summing the scores for each evaluation item. Table 2: Evaluation and Weighting of Responses to Technical Evaluation Items Evaluation | Weighting ---|--- High Evaluation | 100% Low Evaluation | 0% c. Disqualification Conditions: Proposals that are unfeasible and for which no alternative is offered, failure to respond, or determination that the proposal does not comply with the standard specifications will result in disqualification, regardless of the technical and price scores. Proposals for optional requirements requested by the city will not result in disqualification even if they are unfeasible and no alternative is offered. 5. Calculation Method for Technical Score: The technical score will be the sum of the scores for each evaluation item, calculated by multiplying the maximum score for each technical evaluation item in "Table 1: Evaluation Items and Maximum Scores" by the weighting percentage determined by the evaluation in "4. Method of Evaluating Technical Score." 6. Calculation Method for Price Score: Price scores ranging from 0 to 300 points will be assigned according to the bid price. The method for calculating the price score will not be disclosed. 7. Method of Determining Successful Bidder: (1) The bidder with the highest total score of the technical score calculated in "5. Calculation Method for Technical Score" and the price score calculated in "6. Calculation Method for Price Score" will be the successful bidder. (2) If there are two or more bidders with the same highest total score of technical and price scores, the successful bidder will be determined in the following order: a. The bidder with the higher technical score will be determined as the successful bidder. b. If the technical and price scores are tied, the bidder with the lower bid price will be determined as the successful bidder. c. If the technical and price scores are tied and the bid prices are also the same, the successful bidder will be determined by drawing lots. If a bidder does not participate in the drawing, a city employee not involved in this procurement procedure will draw lots on their behalf to determine the successful bidder. (3) Even if there is only one bidder, the bidding will be conducted in the same manner as if there were two or more bidders. If a valid bid is submitted within the limit of the estimated price, the technical and price scores will be assigned based on this document, and the successful bidder will be determined. (4) If the bid price is below the investigation standard price determined by the city for low bid price investigation, the bidder may not be selected as the successful bidder even if they have the highest total score of technical and price scores among those who submitted valid bids within the limit of the estimated price.