Proposal for Contract Work for National Health Insurance and Late-Stage Elderly Healthcare Administrative Operations

1. National Health Insurance and Late-Stage Elderly Healthcare Administrative Operations Contractor Selection Implementation Guidelines 1. Business Overview: (1) Planned Contract Title: National Health Insurance and Late-Stage Elderly Healthcare Administrative Operations (2) Purpose: To reduce the workload of staff and improve the efficiency of administrative processing by outsourcing the following tasks related to the National Health Insurance and Late-Stage Elderly Healthcare systems: administrative tasks related to National Health Insurance premium collection and delinquency, including application for enrollment/withdrawal, reduction/exemption applications, funeral expenses and refunds, various checks and data entry for asset investigations, printing/enclosing/sealing of demand notices, and telephone reception for general inquiries and collection (account registration and inquiry about paid insurance premiums). (3) Business Commissioned Content: ① Reception of general inquiries regarding National Health Insurance. ② Business related to qualification and assessment for National Health Insurance. ③ Business related to Late-Stage Elderly Healthcare. ④ Printing, enclosing, and sealing of demand notices, etc., for National Health Insurance premiums. ⑤ Data entry, etc., for asset investigations of National Health Insurance premiums. ⑥ Business related to account registration for National Health Insurance premiums. ⑦ Reception of inquiries regarding the collection status of National Health Insurance premiums. ⑧ Collection and delivery of documents, etc., between the Setagaya Ward Office main building and the Umegaoka branch office. *Details are as per the attached "Business Recruitment Specifications." *During the contract period (from Reiwa 9 to Reiwa 11), business content may be added, deleted, or changed at the time of contract conclusion for each fiscal year due to revisions in laws and systems, or changes in business volume. In such cases, the business content and commission fee for that fiscal year will be changed through consultation between the Ward and the contractor. (4) Period of Performance: April 1, Reiwa 9 to March 31, Reiwa 12 (scheduled for 3 years). *The contract will be concluded on a single-year basis, conditional upon budget allocation for this project for each fiscal year and satisfactory performance. *If contracting with a different business operator than the existing one, the following handover period will be set. *A memorandum of understanding will be concluded for this period as preparation work. Period: January 1, Reiwa 9 to March 31 of the same year. (5) Performance Location: ① 2nd Floor, Umegaoka Branch Office, Setagaya Ward Office (6-3-5 Matsubara, Setagaya-ku, Tokyo). ② Other locations designated by the Ward for carrying out the commissioned work. 2. Proposal Limit (Reiwa 9): 261,173,000 yen (including consumption tax). *The budget amounts for Reiwa 10 and Reiwa 11 are expected to be similar to Reiwa 9, but the commission fee may be adjusted accordingly if additions or changes to the business content occur. *The specific amount of the commission fee will be adjusted along with the scope of work between the determination of the contractor and the contract conclusion. *This is conditional upon the budget for each fiscal year being approved and allocated. 3. Reason for Adopting Proposal Method: This business involves outsourcing a series of tasks to a business operator, including telephone reception from policyholders, receipt of various application forms, system processing, and printing/enclosing/sealing of notifications, in order to properly conduct the National Health Insurance and Late-Stage Elderly Healthcare administration of Setagaya Ward. The contractor for this business must have a thorough understanding of the National Health Insurance and Late-Stage Elderly Healthcare systems and the business, possess the knowledge and ability to appropriately guide policyholders' inquiries, and have a system in place to properly manage and protect personal information. Since the contractor's capabilities significantly impact the outcome of the administration, it is necessary to select a contractor after considering the business operator's implementation system, performance capabilities, and track record. Therefore, the proposal method is adopted. 4. Participation Qualifications for this Proposal: (1) Applicant Requirements: The corporation must meet all of the following requirements at the time of proposal submission. ① Must be registered in the Setagaya Ward competitive bid participant list. ② Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Government Act (Ordinance No. 16 of 1947) (including cases where applied mutatis mutandis under Article 167-11, Paragraph 1). ③ Must not be within the period of suspension of bidding participation or designation suspension measures from Setagaya Ward. ④ Must not be in arrears of corporate taxes such as corporate tax, corporate business tax, and corporate resident tax. ⑤ Must not be a business operated by or substantially participated in by a yakuza member as defined in Article 2, Item 6 of the Act on Prevention of Unjustifiable Acts by Boryokudan Members, etc. (Act No. 77 of 1991). ⑥ Must have experience in operating a call center for the National Health Insurance system in the Tokyo wards or in a local government with a population of 400,000 or more since Reiwa 3. ⑦ In the case of application by a joint venture, all of the following requirements must be met. The representative organization must meet requirements ① through ⑥ and ⑧, ⑨ below, and all constituent organizations must meet requirements ① through ⑤ and ⑧, ⑨ below. ⑧ Must have obtained certification under the "Privacy Mark" by the Japan Information Economy Society Promotion Association or the "Information Security Management System (ISMS) Conformity Assessment Scheme" (including applications in progress). ⑨ Must not be an organization where a member of the "Business Operator Selection Committee for this Project" serves as the principal, executive, consultant, or is affiliated (committee members are listed in 14 Other (13)). (2) Joint Venture Participation Requirements: If participating as a joint venture, all of the following requirements must be met. ① A representative organization must be selected by the unanimous consent of all constituent organizations in advance, and the representative organization shall carry out the application procedures. ② Documents certifying the joint venture (joint venture agreement, etc.) must be submitted with the application documents. ③ The representative organization and constituent organizations must not be concurrently serving as the representative organization or constituent organization of another applicant (individual applicant or other joint venture) in this project. ④ Changes to the representative organization or constituent organizations after application are not permitted. If a change is necessary, the application must be withdrawn, and a new application must be submitted by the changed representative organization and constituent organizations within the application period. 5. Implementation Schedule (Planned): October 1, Reiwa 8 (Thursday): Public recruitment begins. October 15, Reiwa 8 (Thursday): Deadline for submission of participation statement. October 30, Reiwa 8 (Friday): Deadline for questions. November 10, Reiwa 8 (Tuesday): Date for answering questions. November 20, Reiwa 8 (Friday): Deadline for proposal submission. November 24, Reiwa 8 (Tuesday) - December 4 (Friday): First screening. December 7, Reiwa 8 (Monday): Notification of first screening results. December 15, Reiwa 8 (Tuesday): Second screening. December 24, Reiwa 8 (Thursday) (scheduled): Notification of second screening results. 6. Period, Place, and Method of Distribution of Business Recruitment Specifications: (1) Distribution Period: October 1, Reiwa 8 (Thursday) to October 15, Reiwa 8 (Thursday). (2) Distribution Place: Setagaya Ward Official Website. (3) Distribution Method: Self-download from the Setagaya Ward Official Website (Page ID: 35641). Setagaya Ward Top Page → Search Menu → Ward Administration Information → Contracts and Bidding Information → Procurement Information → Current Proposal Information → Welfare and Health. 7. Period, Place, and Method of Submission of Participation Statement: (1) Submission Period: October 1, Reiwa 8 (Thursday) to October 15, Reiwa 8 (Thursday), 5:00 PM (must arrive by this time). Reception hours for in-person submission are from 9:00 AM to 5:00 PM (excluding Saturdays, Sundays, and holidays). (2) Submission Place: Same as "15. Contact Person for this Project." (3) Submission Method: Fill in Form 1 "Participation Statement" with the necessary items, stamp with the representative's seal, and submit along with attached documents. Reception is by hand delivery to the counter or by mail (registered mail only). (4) Documents to be Submitted (1 copy each): ① Participation Statement (Form 1) ② Tax payment certificate (prefectural tax/municipal tax (corporate resident tax)) ③ Documents confirming the track record of subcontracting as per 4(1)⑥ (copy of contract, etc.). ④ Documents certifying the joint venture (only if participating as a joint venture). *② must be issued within 3 months and cannot be a copy. 8. Criteria for Selecting Proposal Submitters: In this project, selection of submitters will not be performed; only confirmation of participation qualifications will be conducted. Those who have confirmed participation qualifications as a result of the qualification examination will receive a proposal invitation notice, and those who have not confirmed participation qualifications will be notified that they were not selected by email to the email address indicated in the participation statement on October 16, Reiwa 8 (Friday). 9. Question Acceptance: Questions regarding the preparation of proposals will be accepted as follows. (1) Acceptance Period: October 1, Reiwa 8 (Thursday) to October 30, Reiwa 8 (Friday), 5:00 PM (strict deadline). (2) Submission Method: Submit only by email to "15. Contact Person for this Project" using the "Questionnaire and Answer Form (Form 3)" sent by email from the responsible department/division to participants. (3) Response Method: Questions received will be answered by email to all participating businesses by 5:00 PM on November 10, Reiwa 8 (Tuesday). 10. Content Required in Proposal, Submission Period, Place, and Method: (1) Content: As per the attached "Business Recruitment Specifications." (2) Submission Period: October 16, Reiwa 8 (Friday) to November 20, Reiwa 8 (Friday), 5:00 PM (must arrive by this time). (3) Submission Place: Same as 5(1). (4) Submission Method: Submit electronic data by email (*). *The submission email address will be provided along with the invitation notice. 11. Evaluation Criteria for Identifying Proposals: Selection will be made based on a comprehensive evaluation of the following items, including proposals and estimated amounts. The total score will be out of 200 points. Evaluation Category | Score ---|--- Proposal Evaluation (1)-(7) | 135 points Quotation Evaluation (8) | 15 points Presentation Evaluation (9) | 50 points Total | 200 points Each item in the proposal evaluation and presentation evaluation will be evaluated on a 5-point scale: "Excellent, Good, Fair, Poor, None" by the examiner. The quotation evaluation will be calculated based on the ratio of the quotation to the proposal limit (for Reiwa 9). Proposals exceeding the proposal limit will be disqualified. If the quotation is 50% or less of the proposal limit, an investigation into the reasonableness of the price will be conducted, and disqualification may result depending on the outcome. The estimated price in the quotation evaluation will be compared and evaluated based on the assumption that all applicants have calculated it based on the minimum labor remuneration for Reiwa 8. If the minimum labor remuneration is revised under the Setagaya Ward Public Contract Ordinance during the contract period, the commission fee for that fiscal year may be changed through consultation between the Ward and the contractor regarding the increase or decrease in labor costs due to the revision. 12. Proposal Examination: The examination will be conducted in the following two stages, and the examiner will comprehensively evaluate the proposals, etc., based on the "Evaluation Criteria" below to select the successful bidder. (1) First Stage (Document Review): Date and Time: December 4, Reiwa 8 (Friday) - November 24, Reiwa 8 (Tuesday). If there are 4 or more applicants, a preliminary document review will be conducted, and the top 3 will be selected. (2) Second (Final) Stage (Presentation): Date and Time: December 15, Reiwa 8 (Tuesday) (scheduled). Venue: Setagaya Ward Office. *The presentation (proposal explanation and Q&A) will be approximately 45 minutes per party. *(The maximum presentation time for the business operator's proposal explanation is 20 minutes. The maximum Q&A time is 25 minutes.) *Details such as start time and venue will be notified separately to those selected for the second stage. 13. Notification of Examination Results: (1) First Stage (Document Review): Will be notified by email to those selected for the second stage by 5:00 PM on December 7, Reiwa 8 (Monday). (2) Second (Final) Stage (Presentation): Will be notified to all businesses by mail on December 24, Reiwa 8 (Thursday). *If there are changes to the schedule for the second (final) stage (presentation), the notification date of the examination results may also change. 14. Other: (1) Language and currency to be used in procedures: Japanese and Japanese currency only. (2) Contract security: Exempt. (3) Requirement for contract creation: Required. (4) Whether there is a plan to conclude a discretionary contract with the other party of this commissioned work contract for other directly related work: No. (5) Contact for obtaining related information: Same as "15. Contact Person for this Project." (6) The Ward may publish the trade name/name of the business operator that has expressed participation in this project and the proposer, as well as the reasons for selecting the proposal (examination process, etc.), in accordance with the provisions of the Setagaya Ward Information Disclosure Ordinance (March 13, Reiwa 13, Setagaya Ward Ordinance No. 6). (7) All costs related to proposals shall be borne by the proposer. (8) Replacement or resubmission of participation statements and proposals after the submission deadline will not be permitted. (9) Documents submitted by the proposer will not be returned. The Ward may duplicate them as necessary for examination. (10) If a business operator requests an explanation of their evaluation results in writing, the Ward will provide information on their rank, total score, and score for each evaluation criterion as an explanation of the reasons for selection or non-selection. (11) Disqualification will result from false statements in participation statements, proposals, or other submitted documents. (12) This project is subject to the minimum labor remuneration stipulated by the Setagaya Ward Public Contract Ordinance. The trend of the minimum labor remuneration is as follows: *Reference Minimum Labor Remuneration (per hour): Reiwa 8: 1,610 yen Reiwa 7: 1,460 yen Reiwa 6: 1,330 yen Reiwa 5: 1,230 yen Reiwa 4: 1,170 yen *The minimum labor remuneration for Reiwa 9 and onwards is scheduled to be determined around December Reiwa 8. Labor costs in the quotation should be calculated based on the minimum labor remuneration for Reiwa 8. The handling of the minimum labor remuneration for Reiwa 9 and onwards will be in accordance with the "Business Recruitment Specifications." (13) The members of the Business Operator Selection Committee are as follows. *Members may change due to personnel transfers, etc. Chairperson: Shigeo Yamato, Director, Health and Welfare Policy Department Member: Komin Hirai, Head, Tax Division, Finance Department Member: Hayato Kita, Head, National Health Insurance and Pension Division, Health and Welfare Policy Department Member: Eriko Suzuki, Head, Insurance Premium Collection Division, Health and Welfare Policy Department Member: Hidekazu Sato, Head, Elderly Welfare Division, Elderly Welfare Department 15. Contact Person for this Project: National Health Insurance and Pension Division, Health and Welfare Policy Department, Setagaya Ward Address: 4-21-27 Setagaya, Setagaya-ku, Tokyo 154-8504 Phone: 03-5432-2364 FAX: 03-5432-3038 Email Address: Will be provided after submission of participation statement. 1. Specifications 1. Title: Contract Work for Subsidy for Private Elementary and Junior High School Lunch Fees (Unit Price Contract) 2. Contract Period: From the contract date to March 31, Reiwa 9. 3. Performance Location: Locations designated by the contractor and facilities outside the office secured by the contractor. *Deliverables and meetings related to this work will be held at the Education Policy and Lifelong Learning Department, School Health Promotion Division, Setagaya Ward. 4. Business Overview: Regarding the Subsidy for Private Elementary and Junior High School Lunch Fees (hereinafter referred to as "Subsidy Project"), the following work will be performed. (1) Creation, printing, and mailing of notification letters. (2) Administrative center operations for mailing notification letters, accepting applications, and screening. (3) Call center operations. (4) Construction and operation/maintenance of management systems. 5. Estimated Number of Target Individuals: Approximately 17,000 people. 6. Schedule (Planned): Late November, Reiwa 8: Commissioning begins. Late December: System construction completed. Import target data into the system. January 4, Reiwa 9: Call center opens. Late January: Application form mailing and administrative center opens. Mid-February: First payment of applications and first mailing of payment decision notices. March 15: Application deadline. Late March: Final payment and final mailing of payment decision notices. March 31: Call center and administrative center closed. Commissioning ends. 7. Performance Content: (1) Creation and Submission of Business Plan: The contractor shall promptly hold discussions with the Ward's representative after contract conclusion and create a business plan detailing the personnel structure and work schedule for the performance of this contract, and submit it to the Ward. (2) Establishment and Operation of Secretariat: ① A secretariat shall be established to oversee the entire business and operate promptly and appropriately. The secretariat shall be established in a location where smooth communication and coordination with the contractor can be maintained immediately after contract conclusion, and shall serve as the contact point for coordination with the contractor. ② The contractor shall prepare business-use personal computers and other equipment necessary for establishment and operation. ③ The secretariat shall manage the overall schedule and be able to report achievements, the number and content of inquiries to the call center, the number of applications accepted and screened by the administrative center, the working status of business personnel, etc., to the contractor at any time. ④ In case of emergencies such as system failures or disasters, the appropriate operational form will be changed through consultation between the contractor and the Ward. (3) Printing, Enclosing, Sealing, and Mailing Operations: The contractor shall create, print, and mail notification letters for the Subsidy Project. The types and specifications of the notification letters shall be as follows. Each notification letter shall be created and printed according to the attached printing specifications, and proofread at least 3 times. If materials run out during the performance period and the planned quantity is exceeded, additional production will be carried out through consultation between the contractor and the Ward. Notification Letter | Printing Specifications | Estimated Quantity ---|---|--- (1) Application Form | Appendix 1-1 | 18,000 copies (2) Information Letter | Appendix 1-2 | 18,000 copies (3) Mailing Envelope ❶ | Appendix 1-3 | 19,000 copies (4) Mailing Envelope ❷ | Appendix 1-4 | 1,000 copies (5) Reply Envelope ❶ | Appendix 1-5 | 19,000 copies (6) Reply Envelope ❷ | Appendix 1-6 | 1,000 copies (7) Payment Decision Notice (Pressure-sensitive postcard) | Appendix 1-7 | 17,000 copies (8) Mailings created by the Administrative Center | - | 1,000 cases ① Application Form / Information Letter: a. Print the application form to be enclosed in the envelope based on the applicant's print data generated by the system. The print items shall be determined through consultation between the contractor and the Ward. If the Ward requests additional print items, the contractor shall respond accordingly. The contractor shall conduct test printing, and if the maximum character limit for names etc. is exceeded within the display frame, adjust so that the entire text is displayed. Test printing is not included in the quantity. b. Enclose the "Application Form," "Information Letter," and "Reply Envelope ❶" in Mailing Envelope ❶ specified in ② below, and after confirming that there are no errors in the address or omissions in the enclosed items, seal it. ② Mailing Envelope ❶/❷: Must have a window so that the address printed on the application form or mailing items created by the administrative center can be seen. Mailing Envelope ❶ must clearly indicate that it is for this project and the contact point for inquiries on the packaging, etc.