Nobeoka City Business Continuity Plan and Nobeoka City Support Plan Revision Support Services Request for Proposals

Request for Proposals for Nobeoka City Business Continuity Plan and Nobeoka City Support Plan Revision Support Services - 1 - Specifications 1 Project Name Nobeoka City Business Continuity Plan and Nobeoka City Support Plan Revision Support Services 2 Purpose of Services The City has formulated the Nobeoka City Business Continuity Plan (February 2020) (hereinafter referred to as the BCP) to ensure the stability of citizen life after a disaster. Additionally, to effectively utilize support staff and supplies from other municipalities during large-scale disasters, the City has formulated the Nobeoka City Disaster Support and Reception Plan (April 2019) (hereinafter referred to as the Support Plan). In March 2026, the "Miyazaki Prefecture Earthquake, Tsunami, and Damage Projections" (hereinafter referred to as the Prefectural Damage Projections) were revised, and significant damage is anticipated in the City due to widespread strong tremors and tsunamis. In the event of a large-scale disaster, not only earthquakes and tsunamis but also typhoons and floods, it is anticipated that administrative functions may decline due to a shortage of human and material resources resulting from damage to City facilities, damage to staff themselves, and a rapid increase in disaster response operations. Therefore, it is essential to re-evaluate the scale of damage to the City in the event of a Nankai Trough earthquake and other scenarios, and to rebuild a business continuity system that prioritizes operations with limited personnel and resources, as well as to reconstruct a support and reception system from normal times to smoothly receive support staff and supplies from other municipalities. Furthermore, lessons learned from recent disasters such as the Kumamoto Earthquake in 2016 and the Noto Peninsula Earthquake in 2024 indicate challenges in the effectiveness, organization-wide penetration, and continuous improvement mechanisms of existing plans. This project aims to address these challenges by revising the BCP and Support Plan, and by establishing a system where staff can understand their roles and act proactively, recognizing that disaster response operations are carried out based on the responsibility of each City employee. Furthermore, it aims to further strengthen the functional business continuity and support/reception systems during disasters by implementing continuous training based on both plans and establishing a mechanism for the responsible departments to improve and revise each plan. 3 Contract Period From the day after the contract signing date until March 10, 2028 (Friday) 4 Performance Location Location designated by Nobeoka City 5 Overall Project Structure For this project, reference will be made to the latest relevant laws, plans, manuals, and guidelines from national and prefectural governments, as well as the Prefectural Damage Projections. The project will be carried out in full consultation with the City, ensuring consistency with various plans, including the Nobeoka City Regional Disaster Prevention Plan. Furthermore, issues faced by municipalities and countermeasures taken during recent large-scale disasters will be organized. In particular, focusing on the City's damage projections, quantitative weaknesses will be identified, and insights to be utilized in revising the BCP and Support Plan will be organized, paying attention to the challenges in the support and reception system and business continuity system from the initial response to the emergency and recovery phases. In principle, the project will be carried out according to the structure described in the following section. Specific progress and methods will be sought through proposals leveraging the contractor's specialized knowledge. - 2 - 6 FY2026 Work Content (BCP Revision) (1) Preliminary Preparation Investigate and understand relevant plans, laws, and guidelines from national and prefectural governments related to this project, identify discrepancies with national guidelines, and organize the relationship with various plans including the City's Regional Disaster Prevention Plan and matters to be reflected. Furthermore, based on the current plan and the City's regional characteristics, identify matters requiring review, pinpoint challenges (weaknesses) in the business continuity system and support/reception system during disasters, and organize the direction for plan revision. (2) Organize Challenges and Lessons Learned from Recent Disasters, Confirm Initiatives of Other Municipalities Collect disaster response materials from recent large-scale disasters, such as the Kumamoto Earthquake in 2016, and organize matters to be reflected. Also, identify advanced initiatives or knowledge that should be referenced from other municipalities. (3) Review of Damage Projections Based on the Prefectural Damage Projections, plan and conduct necessary surveys to review earthquake and inundation damage to facilities (including lifelines, staff reserves, communication methods, etc.) which are prerequisites for the plan, and damage projections for the City's area. Furthermore, aggregate and analyze survey results, identify quantitative weaknesses based on the findings, and review the support and reception system for support staff and the business continuity system from the initial response to the emergency and recovery phases. (4) Review of Staff Mobilization Predictions Using the latest staff data provided by the City, aggregate and analyze staff mobilization rates assuming disasters occur at night or on holidays. Consider the proportion of staff who may be unable to mobilize due to personal or family disasters. (5) Review of Emergency Priority Operations a Planning of Surveys and Creation of Forms Plan and conduct surveys necessary to review emergency priority operations, reflecting the latest organizational structure and work assignments. Also, create necessary forms and procedural manuals for the surveys. b Aggregation and Analysis of Survey Results Aggregate and analyze survey results, and organize challenges and countermeasures for business continuity. Extract issues such as individual departmental issues, issues requiring organization-wide discussion, and issues common to specific tasks or across tasks. c Adjustment of Survey Results If a detailed review of emergency priority operations is required in the above b, make necessary adjustments with each department, and propose improvements for issues that can be improved during the plan formulation stage. For adjustments, consider conducting interviews with individual departments as needed. (6) Consideration of Measures for Securing Necessary Resources Investigate and analyze the usability of facilities according to damage projections, reflecting the latest information on City-owned facilities provided by the City. Also, organize challenges and countermeasures for business continuity, such as securing and stocking drinking water for staff. a Revision of Facility Information and Other Data Reflect the latest information on City-owned facilities provided by the City, and investigate and analyze the usability of facilities according to damage projections. b Planning of Surveys and Creation of Forms Plan and create forms for surveying the status of securing necessary resources. - 3 - c Organization and Analysis of Survey Results Aggregate and analyze survey results, and organize challenges and countermeasures for business continuity. (7) Support for Meetings, etc. a Internal Briefing Session (1 session) Support the holding of a briefing session for staff on survey methods and work procedures in each department when conducting surveys of emergency priority operations. The contractor will support the creation of materials and explain the survey procedures. Assuming that it is difficult to continue all operations during a disaster, promote understanding among staff through the briefing session regarding the concept of prioritization, including decisions to stop or scale down operations, and foster common understanding within the organization. The City will handle the printing and distribution of briefing session materials. Also, create draft answers to questions after the briefing session. b Business Continuity Review Meeting (2 sessions) Support the creation of materials such as revision policies at the start of revision and an overview of survey results upon completion of basic surveys for the Business Continuity Review Meetings held by the City. (8) Document Creation Support Based on the results of (1) to (7), revise the "Nobeoka City Business Continuity Plan" and support the related work. 7 FY2027 Work Content (Support Plan Revision) (1) Preliminary Preparation For the revision of the Support Plan, investigate and understand relevant plans, laws, and guidelines from national and prefectural governments. Organize consistency with national guidelines, the relationship with various plans including the City's Regional Disaster Prevention Plan, and the BCP from FY2026, and implement in full consultation with the City. (2) Review of Support Target Operations Identify support target operations in advance to enable prompt requests for support during disasters. When identifying these, propose based on consistency with relevant plans, support plans of other municipalities, and cases from recent disaster-stricken areas including the Kumamoto Earthquake in 2016. (3) Support for Meetings, etc. a Support and Reception Plan Review Meeting (2 sessions) Support the creation of materials such as revision policies at the start of revision and an overview of survey results upon completion of surveys for the Support and Reception Plan Review Meetings held by the City. Based on recent disaster response cases and initiatives of other municipalities, deepen staff understanding of the necessity of support and the concept of the support/reception system from the arrival of support staff to the handover of duties, and support each department to proactively engage in plan formulation. (4) Support for Support Plan Formulation Support departments to proactively organize the concept of operations requiring support and the support/reception system, assuming staff casualties and increased workload during disasters. When organizing, create and use appropriate formats as needed. - 4 -(5) Concrete realization of the support system Clarify the City's contact points during support operations and organize the entire process from requesting support to reception, deployment, and handover of duties, focusing on operations that particularly require support. Also, organize the roles and responsibilities of each department and staff member, as well as the implementation procedures, to concretize the support system. Furthermore, based on recent initiatives by the City and related municipalities, consider office spaces within the City Hall and other locations, including relevant organizations and support groups, and organize relevant organizations and support groups chronologically to grasp the overall picture of disaster response. The concretized support operations will be reflected in the Support Plan and compiled as materials usable during operations. (6) Document Creation Support Based on the results of (1) to (5), revise the "Support Plan" in accordance with the City's actual situation and damage projections. The plan will be organized to be easy for staff to use during disasters and ensure consistency with the BCP. (7) Implementation of Support Plan Tabletop Exercise Verify the effectiveness of the revised BCP and Support Plan through tabletop exercises and other means. During the exercise, confirm the appropriateness of decisions to stop or reduce operations, the connection with support operations, and system challenges, and organize necessary improvements. (8) Implementation of Staff Training Sessions Conduct training sessions to widely disseminate and ensure understanding of the revised BCP and Support Plan among staff. (9) Formulation of a Continuous Improvement Action Plan (Tentative Name) To ensure that the BCP and Support Plan are continuously reviewed and revised, not just completed, formulate an action plan (tentative name) for improvement, including the implementation of training, organization of challenges, and reflection in the plan. The action plan will be practical and geared towards continuous operation. 8 Meetings, Consultations, etc. (1) Consultation with the City The project will be carried out in full consultation with the City. (2) Conduct of Meetings The contractor shall hold meetings at the start of the project and upon submission of deliverables to ensure smooth execution of the project. In addition, as the project progresses, hold necessary interim meetings (including web meetings) as appropriate, create minutes for each meeting, and ensure full information sharing and communication with the City. (3) Support for Meetings and Briefing Sessions When holding organization-wide meetings and briefing sessions, support the holding of staff briefing sessions to explain survey methods and work procedures as needed. The contractor will support the creation of materials and explain the survey procedures. Also, create draft answers to questions after the briefing session. a FY2026 Meetings, etc. Number of times Remarks Internal Briefing Session 1 session During Emergency Priority Operations Survey Business Continuity Review Meeting 2 sessions 1st session: At the start of revision 2nd session: When drafting preliminary plan- 5 -b FY2027 Meetings, etc. Number of times Remarks Support and Reception Plan Review Meeting 2 sessions 1st session: At the start of revision 2nd session: When drafting preliminary plan Tabletop Exercise 1 session November 2025 (planned) Staff Training Session 1 day, 2 sessions January 2026 (planned) (morning/afternoon, consecutive 2 days, total 4 sessions) 9 Deliverables Deliverables shall be submitted in the following quantities, and electronic data shall also be submitted in an editable format. (1) FY2026 Performance Report 2 copies A4 size Nobeoka City Business Continuity Plan Revision Draft 2 copies A4 size Old and New Comparison Table 1 copy * All materials created in FY2026 work 1 set Word and PDF, etc. (2) FY2027 Performance Report 2 copies A4 size Nobeoka City Disaster Support and Reception Plan Revision Draft 2 copies A4 size Old and New Comparison Table * Continuous Improvement Action Plan (including format) 2 copies A4 size All materials created in FY2027 work 1 set Word and PDF, etc. 10 Other Notes (1) Consideration for Internal Coordination and Reduction of Burden on Each Department As this is an organization-wide initiative, consideration will be given to the impact on the normal operations of each department. Efforts will be made to reduce the burden on each department by devising material formats and simplifying survey methods as necessary. If there are important matters in plans created by related departments regarding the revision of the BCP and Support Plan as a result of the survey, necessary support or advice for improvement will be provided. (2) Compliance with Laws and Regulations The implementation of this project shall comply with relevant laws, guidelines, and regulations. (3) Restriction on Subcontracting The entire work shall not be subcontracted to a third party. If any part of the work is to be subcontracted, prior approval from the City shall be obtained. (4) Proper Information Management Information obtained during the execution of the work shall be managed appropriately and shall not be used for any purpose other than the objective of this work. (5) Handling of Doubts Matters not specified in these specifications or any doubts that arise shall be determined through consultation between the City and the contractor. - 6 -(6) Data etc. that can be provided by Nobeoka City - Nobeoka City Regional Disaster Prevention Plan - Nobeoka City Business Continuity Plan - Nobeoka City Disaster Support and Reception Plan - Disaster Prevention Handbook (for staff) - Results of Commuting Training - List of Agreement-Signing Organizations, etc. - 1 - Nobeoka City Business Continuity Plan and Nobeoka City Support Plan Revision Support Services Request for Proposals 1. Purpose of Services The City has formulated the Nobeoka City Business Continuity Plan (February 2020) (hereinafter referred to as the BCP) to ensure the stability of citizen life after a disaster. Additionally, to effectively utilize support staff and supplies from other municipalities during large-scale disasters, the City has formulated the Nobeoka City Disaster Support and Reception Plan (April 2019) (hereinafter referred to as the Support Plan). In March 2026, the "Miyazaki Prefecture Earthquake, Tsunami, and Damage Projections" (hereinafter referred to as the Prefectural Damage Projections) were revised, and significant damage is anticipated in the City due to widespread strong tremors and tsunamis. In the event of a large-scale disaster, not only earthquakes and tsunamis but also typhoons and floods, it is anticipated that administrative functions may decline due to a shortage of human and material resources resulting from damage to City facilities, damage to staff themselves, and a rapid increase in disaster response operations. Therefore, it is essential to re-evaluate the scale of damage to the City in the event of a Nankai Trough earthquake and other scenarios, and to rebuild a business continuity system that prioritizes operations with limited personnel and resources, as well as to reconstruct a support and reception system from normal times to smoothly receive support staff and supplies from other municipalities.