Contract for Migration of Chiba City National Pension System to Standard Compliance System

Contract for Migration of Chiba City National Pension System to Standard Compliance System
Chiba City Public Announcement No. 426 General competitive tender with comprehensive evaluation and bidding method. The following is hereby announced. May 27, Reiwa 8 (2026) Shunichi Kamiya, Mayor of Chiba City 1. Matters concerning general competitive tender with comprehensive evaluation and bidding method (1) Title: Contract for Migration of Chiba City National Pension System to Standard Compliance System (2) Outline of contract: As per specifications (3) Contract period: From the date of contract conclusion until January 31, Reiwa 10 (2028) (4) Performance location: 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 216,057,000 yen (including consumption tax and local consumption tax (10%)). The basis for calculation will not be disclosed.
2. Eligibility for tender participation: Those wishing to participate in the general competitive tender must meet all of the following requirements.
(1) Must be recognized as qualified after undergoing the qualification examination for Chiba City contract bidders for Reiwa 8 and 9.
(2) Must not fall under Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947) and must not fall under any of the following:
a. Those for whom two years have not passed since being subject to a transaction suspension measure by a clearinghouse.
b. Those who have issued a dishonored bill or check within six months prior to the bid date.
c. Those who have filed for commencement of reorganization proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) but have not yet received a decision to commence reorganization proceedings from the court.
d. Those who have filed for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999) but have not yet received a decision to approve the rehabilitation plan from the court.
e. Those who are subject to suspension of designation or similar measures under the Chiba City Measures Ordinance for Suspended Bidders for Goods, etc. (effective August 1, 1985) from the application deadline for tender qualifications to the bid date.
f. Those who are in violation of the City Planning Act (Act No. 100 of 1968) within Chiba City.
g. Those whose head office or business office, etc., is located in Chiba City and who have not paid their Chiba City taxes (including late payment penalties).
(3) Must prove all of the following:
a. Must have obtained certification for an information security management system (ISO 27001) or have an equivalent information security management system.
b. Must have obtained certification for a quality management system (ISO 9001) or have an equivalent quality management system.
c. Must have obtained a Privacy Mark or TRUSTe, or have an equivalent personal information protection management system.
d. Must be able to assign a person as the person responsible for project management who holds a national qualification such as Project Manager or PMP, or has equivalent qualifications and experience, and has experience in project management for system development, operation, and maintenance of the same type and scale or larger.
e. Must have a track record of system development, operation, and maintenance of the same type and scale or larger within prefectures, designated cities, special wards, or core cities in the past 10 years. (For joint ventures, the representative member must have a track record of the same type and scale or larger.) However, contracts currently in progress at the time of application for tender qualifications are included in the track record.
(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 self-organized and have an agreement.
d. Each member must not be participating in this tender as a member of another joint venture or as an individual.
3. Contract Administration Section: Resident Information System Standardization Promotion Office, Information Systems Division, Information Management Department, General Affairs Bureau, Chiba City, 1-1 Chibaminato, Chuo Ward, Chiba, 260-8722. Phone: 043-245-3005 (Direct) Email: system-hyojyunka@city.chiba.lg.jp
4. Tender Qualification Confirmation Application, etc.
(1) Those wishing to participate in the general competitive tender must submit a tender qualification confirmation application, etc., and undergo confirmation of tender qualifications.
a. Distribution location, etc.: Distributed at the Contract Administration Section (3) from the date of announcement until 4:30 PM, excluding Sundays, Saturdays, and holidays.
b. Submission location, etc.: Submit in person or by mail to the Contract Administration Section (3) by Tuesday, June 16, Reiwa 8 (2026). For hand delivery, hours are from 9:30 AM to 4:30 PM, excluding Sundays, Saturdays, and holidays. For mail, it must arrive by registered mail by 5:00 PM on Tuesday, June 16, Reiwa 8 (2026).
(2) The tender qualification confirmation result will be sent to the applicant by registered mail by Monday, June 22, Reiwa 8 (2026).
5. Tender Explanation Distribution: Distributed free of charge at the Contract Administration Section (3) from the date of announcement until Tuesday, June 16, Reiwa 8 (2026) (from 9:30 AM to 4:30 PM, excluding Sundays, Saturdays, and holidays).
6. Inspection of Related Documents: Those who have applied for tender qualification and wish to inspect the documents must submit an application for inspection of related documents for the "Contract for Migration of Chiba City National Pension System to Standard Compliance System" to the Contract Administration Section (3) within the application acceptance period.
(1) Documents available for inspection: As per the tender explanation.
(2) Application acceptance period: From the date of announcement until Tuesday, June 16, Reiwa 8 (2026).
7. Tender Explanation Meeting: No tender explanation meeting will be held.
8. Questions regarding tenders:
(1) Questions regarding tender participation qualifications:
a. Acceptance period: From the date of announcement until Wednesday, June 3, Reiwa 8 (2026).
b. Submission method: Submit via email to the Contract Administration Section (3).
c. Deadline for response to questions: Tuesday, June 9, Reiwa 8 (2026).
d. Response method: Responses will be provided via email.
(2) Questions regarding specifications, etc.:
a. Acceptance period: From Tuesday, June 23, Reiwa 8 (2026) to Monday, June 29, Reiwa 8 (2026).
b. Submission method: Submit via email to the Contract Administration Section (3).
c. Deadline for response to questions: Thursday, July 2, Reiwa 8 (2026).
d. Response method: All questions received and their answers during the submission period will be responded to via email to all tender participants.
9. Tender procedures, etc.:
(1) Date and time of tender and bid opening: Tuesday, July 7, Reiwa 8 (2026), 10:00 AM. For tenders submitted by mail, they must arrive by 5:00 PM on Monday, July 6, Reiwa 8 (2026) at the Contract Administration Section (3) via registered mail.
(2) Place of tender and bid opening: Chiba City Hall Main Building, High-rise Building 5th Floor, L Conference Room 501 (If the place or time is changed, notification will be given separately).
(3) Tender method: Lump sum bid.
(4) Bid security: Required (However, it will be waived if it falls under Article 8 of the Chiba City Contract Regulations (Chiba City Ordinance No. 3 of 1965)).
(5) Method of selecting the 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, and the bidder with the highest total score (comprehensive evaluation score) will be the successful bidder. However, in cases of significantly low bids, 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 tender explanation.
10. Other:
(1) This procurement is subject to the Agreement on Government Procurement based on the WTO.
(2) Contract security: Required (However, it will be waived if it falls 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 Section (3).
(6) Those who do not meet the requirements of 2(1) above must obtain certification of tender participation qualifications at the Chiba City Finance Bureau Asset Management Department Contract Division by Tuesday, June 16, Reiwa 8 (2026), and also submit a tender participation qualification confirmation application to the Contract Administration Section (3).
(7) Details are provided in the tender explanation.
11. Summary
(1) Nature and Quantity of the Services to be Provided: Outsourcing of the Systems Migration of the Chiba City National Pension System to the Standard Compliance System.
(Bids submitted by mail should be sent via registered mail to the office listed in (3) and must be received by 5:00 p.m. on Monday the 6th of July 2026)
(3) Contact information: Resident Information System Standardization Office, Information Systems Division, Information Management Department, General Affairs Bureau, Chiba City, 1-1 Chibaminato, Chuo Ward, Chiba, 260-8722, JAPAN, Tel: 043-245-3005, Email: system-hyojyunka@city.chiba.lg.jp
(4) Note: All procedures will be conducted in Japanese only
Attached: Successful Bidder Determination Criteria
1. Introduction: In the procurement of "Contract for Migration of Chiba City National Pension System to Standard Compliance System," a comprehensive evaluation and bidding method will be adopted, in which the bidder with the highest total score of "technical score" from the evaluation of the response document (hereinafter referred to as "technical response document") for the required functions and performance specified in the Chiba City National Pension System Standard Compliance System Migration Business Procurement Specifications (hereinafter referred to as "Specifications") and "price score" from the evaluation of the bid price will be selected as the successful bidder. This document establishes the criteria for determining the successful bidder for the "Contract for Migration of Chiba City National Pension System to Standard Compliance System" by assigning technical scores and price scores to those who submit valid bids at a price within the estimated price.
2. Screening and Evaluation Organization, etc.: Screening and evaluation of this procurement will be conducted by the Chiba City Resident Information System Standardization Development Committee, National Pension Subcommittee (hereinafter referred to as "Subcommittee") established by the city. The Subcommittee will screen whether the technical response document meets the requirements specified in the Specifications and the Technical Response Document Preparation Guidelines, and will assign technical scores and price scores based on this document.
3. Evaluation Items and Maximum Scores: The evaluation items and maximum scores for the technical score from the evaluation of the technical response document, and the maximum score for the price score from the evaluation of the bid price, will be set as shown in "Table 1 Evaluation Items and Maximum Scores." The technical response document prepared by the bidder that will be subject to the technical score evaluation is the "Response to Technical Evaluation Items."
Table 1 Evaluation Items and Maximum Scores | Evaluation Item | Maximum Score | Weight
Technical Score | Technical Evaluation Items | 700 | 70.0%
1. Basic Matters | 35 | 3.5%
2. Business/Functional Requirements | 245 | 24.5%
3. Non-Functional Requirements | 175 | 17.5%
4. Work Implementation Content | 70 | 7.0%
5. Implementation Structure | 70 | 7.0%
6. Schedule | 70 | 7.0%
7. Additional Proposals | 35 | 3.5%
Price Score | 8. Bid Price | 300 | 30.0%
Total | | 1,000 | 100.0%
4. Method of Evaluating Technical Score:
a. Purpose: The purpose is to select the contractor with the highest technical capability by objectively evaluating the proposals for the technical evaluation items set by the city from the perspective of whether they are beneficial to the city, whether they are feasible and concrete, and whether the grounds and track record to guarantee them are described.
b. Evaluation Method: Proposals for technical evaluation items will be evaluated on an absolute basis for each technical evaluation item based on "Table 2 Evaluation and Weighting of Responses to Technical Evaluation Items," and the technical score will be calculated using "5. Method of Calculating Technical Score."
Table 2 Evaluation and Weighting of Responses to Technical Evaluation Items | Evaluation | Weighting
High Evaluation | 100% ~
Low Evaluation | 0%
c. Disqualification Conditions: If it is impossible to implement the city's requirements and no alternative proposals are made, if no response is given, or if it is determined that the standard specifications are not complied with, the proposal will be disqualified regardless of the technical score and price score. However, for optional requirements (those marked as "desired" in the standard option functions) set by the city, disqualification will not occur even if implementation is impossible and no alternative proposals are made.
5. Method of Calculating 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 ratio obtained from the evaluation in "4. Method of Evaluating Technical Score."
6. Method of Calculating Price Score: A price score 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 the Successful Bidder:
(1) The bidder with the highest total score of the technical score calculated by "5. Method of Calculating Technical Score" and the price score calculated by "6. Method of Calculating Price Score" will be the successful bidder.
(2) If there are two or more bidders with the highest total score of technical score and price score, 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 score and price score are tied, the bidder with the lower bid price will be determined as the successful bidder.
c. If the technical score and price score are tied and the bid price is also the same, the successful bidder will be determined by drawing lots among the bidders. If there is a bidder who does not draw lots, a city employee unrelated to this procurement procedure will draw lots on their behalf to determine the successful bidder.
(3) Even if there is only one bidder, the procedure will be the same as when there are two or more bidders...