Recruitment of Business Operator for "Personnel Affairs Outsourcing" via Public Proposal Method

"Recruitment of Business Operator for "Personnel Affairs Outsourcing" via Public Proposal Method" Reiwa 8 October Meguro Ward Personnel Affairs Outsourcing Proposal Recruitment Guidelines Meguro Ward General Affairs Department Personnel Division 1 Meguro Ward Personnel Affairs Outsourcing Proposal Recruitment Guidelines (Draft) 1 Project Title: Meguro Ward Personnel Affairs Outsourcing 2 Purpose: The Meguro Ward General Affairs Department Personnel Division (hereinafter referred to as "Personnel Division") is experiencing increasing complexity and workload due to the introduction of the accounting year-based employment system and new leave systems. In light of this, among the diverse personnel affairs tasks, routine tasks will be outsourced to private businesses from January Reiwa 7, with the aim of establishing a system where ward officials can focus on non-routine tasks such as solving personnel affairs issues. As routine tasks also diversify year by year due to system changes, a review of more effective operations is necessary. The objective is to achieve sustainable administrative operations for the future by leveraging the expertise and achievements of private businesses, promoting digitalization and efficiency of operations, and contributing to DX realization. 3 Scope of Work: The work specified in Attachment 1 "Scope of Outsourced Work" will be outsourced. Furthermore, to ensure smooth execution of the outsourced work, processing manuals and work flows for each task will be created, and when system or operational changes occur, manuals and work flows will be updated accordingly and managed with the latest content. Place of Performance: Meguro Ward General Government Building 4 Period of Performance: April 1, Reiwa 9 to March 31, Reiwa 10. *Upon confirmation of satisfactory performance during the contract period, if the ward deems continued service necessary, the contract may be renewed annually until the end of Reiwa 11. 5 Proposal Limit Price (Upper Limit): 60,464,000 yen (tax included) *1 Proposals exceeding the limit price will be considered invalid. *2 This proposal is a preparatory action based on the premise that a contract will be concluded on April 1, Reiwa 9, provided that the Reiwa 9 budget is approved by the Meguro Ward Assembly. If the budget is not approved or the budget amount is changed, this proposal may be canceled, or the scope of work, contract amount, or other conditions may be changed. 6 Selection Method: Public Proposal Method 2 7 Selection Procedure: The selection committee established under the "Meguro Ward Procedure for Selecting Contractors by Proposal Method" will conduct the selection. 8 Eligibility Requirements: (1) Must have qualifications for competitive bidding with Meguro Ward. (2) Must not fall under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (3) Must not have filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) or commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999). (4) Must not fall under the criteria for suspension of business as stipulated in Appendix 1 and Appendix 2 of the "Meguro Ward Standards for Suspension of Bidders in Competitive Bidding" (Decision No. 740 of General Affairs, April 1, 1990). (5) Must not fall under the criteria for suspension of business as stipulated in the Appendix of the "Meguro Ward Ordinance on Exclusion of Organized Crime Groups, etc. from Contracts" (Decision No. 4070 of General Affairs, July 28, 2011). (6) Must have a track record of contracted services for personnel affairs (tasks listed in Attachment 1 "Scope of Outsourced Work") with government agencies within the last 5 years. (7) Must have certification for Privacy Mark (JIS Q 15001) or Information Security Management System (ISO/IEC 27001 (JIS Q 27001)). 9 Public Recruitment Schedule: Date (Planned) Content October 16, Reiwa 8 (Friday): Announcement of Recruitment Guidelines (Posted on the official Meguro Ward website) October 30, Reiwa 8 (Friday) by 17:00: Deadline for Submission of Inquiry Forms November 6, Reiwa 8 (Friday): Response to Inquiry Forms November 16, Reiwa 8 (Friday) by 17:00: Deadline for Submission of Proposal Application Forms November 19, Reiwa 8 (Thursday): Notification of Results of Eligibility Confirmation for Applicants December 7, Reiwa 8 (Monday) by 17:00: Deadline for Submission of Withdrawal Notices December 9, Reiwa 8 (Wednesday) by 17:00: Deadline for Submission of Project Proposals Reiwa 9 January 7 (Thursday): Notification of Results of Preliminary Screening (Document) January 18, Reiwa 9 (Monday) (Reserve Date) January 25, Reiwa 9 (Monday): Date of Secondary Screening (Presentation) January 22, Reiwa 9 (Friday): *If secondary screening is conducted on January 25, Reiwa 9, then January 29, Reiwa 9: Notification of Selection Results January 29, Reiwa 9 (Friday): *If secondary screening is conducted on January 25, Reiwa 9, then February 5, Reiwa 9: Announcement of Selection Results Early February to: Start of Specification Consultation April 1, Reiwa 9 (Thursday): Scheduled Contract Conclusion Date 10 Application Method: (1) Inquiries and Responses: a. Deadline: Reiwa 8 October 30 (Friday) by 17:00. b. Submission Method: If you have any questions regarding participation in the proposal, please submit the inquiry form (Form 2) via email to the General Affairs Department Personnel Division Payroll Section (refer to "13 Inquiries and Submission Destinations" in these guidelines; hereinafter referred to as "Payroll Section"). The subject line of the email should be "[Inquiry] Meguro Ward Personnel Affairs Outsourcing Proposal (Company Name)". After sending the email, please call the Payroll Section to confirm receipt. Oral inquiries (by phone, at the counter, etc.) or inquiries directly entered in the body of an email will not be accepted. c. Response to Inquiries: Reiwa 8 November 6 (Friday). Responses to inquiries will be posted on the official Meguro Ward website, excluding information that can identify the inquirer. (2) Submission of Proposal Application Forms: a. Deadline: Reiwa 8 November 16 (Monday) by 17:00. b. Submission Method: Please submit the application forms, etc., via email to the Payroll Section. The subject line of the email should be "[Application] Meguro Ward Personnel Affairs Outsourcing Proposal (Company Name)". After sending the email, please call the Payroll Section to confirm receipt of attached documents. Applications submitted after the deadline will be considered invalid. c. Documents to be Submitted: (a) Proposal Application Form (Form 1) (b) Company profile brochure, etc. (c) Documents proving compliance with "8 Eligibility Requirements": ① Copy of the competitive bidding qualification screening acceptance notice from the Tokyo E-Government Joint Operation Electronic Procurement Service (copy of both sides). ② Copy of certification of acquisition of Privacy Mark (JIS Q 15001) or Information Security Management System (ISO/IEC 27001 (JIS Q 27001)) certification. ③ Proof of government agency track record (copy of contract, etc.). d. Notification of Eligibility Confirmation Results for Applicants: (a) Eligibility Confirmation: The ward will review the submitted documents and select those who meet the eligibility requirements as "Prospective Proposers". (b) Notification Schedule: Notification will be sent to the email address provided in the application form on Reiwa 8 November 19 (Thursday). Those who are deemed not to meet the eligibility requirements will be notified of the reason. (3) Submission of Proposal Documents, etc.: a. Eligibility for Submission: Those who have submitted an application form and have been confirmed to meet the eligibility requirements will be requested to submit proposal documents (Form 3), etc. (notification to be sent on Reiwa 8 November 19 (Thursday)). b. Submission Period: Reiwa 8 November 20 (Friday) 8:30 AM to Reiwa 8 December 9 (Wednesday) 5:00 PM. c. Submission Method: Please submit the documents via email to the Payroll Section. The subject line of the email should be "[Proposal Submission] Meguro Ward Personnel Affairs Outsourcing Proposal (Company Name)". After sending the email, please call the Payroll Section to confirm receipt of the documents. Submissions after the deadline will be considered invalid. d. Documents to be Submitted: No. Document Name Form 1 Proposal Document Form 3 2 Matters Concerning Management Capability Form 4 Basic Approach to Undertaking Form 5 Work Execution System Form 6 Approach to Work Execution Form 7 Training and Education System Form 8 Safety Management System Form 9 Quotation Form 10 ≪Optional≫ Documents to be Submitted in a Format Other Than Those Specified by the Ward Free Format *If the content of the forms exceeds the designated space, please adjust the size of the frame as appropriate. *When preparing the forms, please also refer to the specifications. e. Notes on Submission: For documents No. 3 to 9, do not include the company name or any logo marks that could identify the company. If necessary, modify the wording to "Our company" or "Our organization". Replacement, addition, or resubmission of documents after the deadline will not be accepted. Please note that materials for the secondary screening (presentation) will also not be accepted after this point. 11 Evaluation Criteria and Selection Method: The evaluation will be based on a comprehensive assessment through preliminary and secondary screenings. This screening and selection will be conducted by the selection committee established under the "Meguro Ward Ordinance on the Establishment of a Committee for Selecting Contractors by Proposal Method" (Decision No. 2543 of General Affairs, September 1, Reiwa 8). This selection committee will be composed of ward officials. Even if there is only one proposer, the selection committee will conduct the screening. (1) Preliminary Screening (Document): A document review of the proposals will be conducted, and approximately 3 "Secondary Screening Candidates" will be selected. Evaluation Items | Evaluation Perspective | Points Management Capability | Is the corporation capable of stably performing the work? | 10 Track Record | Is the track record of personnel affairs work with government agencies, etc. sufficient? | 15 Understanding of Work | Is the understanding of this work sufficient? | 10 Execution System | Are the execution plan and methods concrete and appropriate? | 45 Is the operational and management system appropriate? Is the staffing appropriate? Can information be shared and coordinated appropriately with the ward? Execution Policy | Is the approach to work execution appropriate? | 40 Training/Education | Is the training system/plan appropriate? | 15 Is the education system appropriate? | 15 Safety Management | Is the approach and system for personal information protection appropriate? | 30 Is the response to disasters appropriate? | 20 Cost | Is the quoted price reasonable? | 20 Total | 200 (2) Preliminary Screening Results: The selection results will be notified in writing to all proposers. 6 (3) Secondary Screening (Presentation): Bringing materials on the day of the presentation is not permitted. (Projection of presentation overview, etc., on screen is possible.) a. Date of Execution: Reiwa 9 January 18 (Monday) (Reserve Date: Reiwa 9 January 25 (Monday)) *If unforeseen circumstances arise, the reserve date will be used. *Details regarding time and venue will be provided with the notification of preliminary screening (document screening) results. b. Content: Time | Presentation | 20 minutes | Q&A | 40 minutes c. Explanation: Presentation materials will be based on the proposal documents; new proposals will not be accepted. d. Equipment: If using equipment such as computers for the presentation, the secondary screening candidate must prepare it. However, microphones, projectors, and screens provided by the ward may be used. Please ensure that no company names, trademarks, or logos that could identify or suggest the identity of the business operator are displayed on the screen during the presentation. e. Evaluation Criteria: Evaluation Items | Evaluation Perspective | Points Understanding of Work | Is the approach to work execution appropriate? Is the training/education system appropriate? | 40 Communication Skills | Can the presenter clearly understand ward instructions and respond clearly and accurately? Can they communicate in an easy-to-understand manner without excessive jargon? | 20 Cooperation | Can the presenter cooperate with the ward to perform the work with a high degree of collaboration? | 20 Other | Is there a sense of passion and enthusiasm for the work? Can effective proposals be made by maximizing the business operator's expertise and know-how? | 20 Total | 100 (4) Candidate Selection Method: Based on the evaluation results of the proposals and presentations, candidates will be selected in order of highest evaluation score, with the 1st and 2nd place candidates being chosen (provided they exceed the predetermined minimum score). If multiple proposers have the same score, selection will be made in order of lower proposal price. If the 1st place candidate withdraws or is disqualified, the 2nd place candidate will be the selected contractor. (5) Notification of Candidate Selection Results: Reiwa 9 January 22 (Friday) (If secondary screening is conducted on the reserve date of Reiwa 9 January 25 (Monday), then Reiwa 9 January 29 (Friday)). The selection results will be notified in writing to all proposers who made a presentation. The progress and results of the selection will be published on the official Meguro Ward website on Reiwa 9 January 29 (Friday) (If secondary screening is conducted on the reserve date of Reiwa 9 January 25 (Monday), then Reiwa 9 February 5 (Friday)). 12 Other: (1) Contract: The ward and the selected contractor will determine the specifications after consulting on the details of the proposal. However, if any of the following apply, the next highest ranked candidate will be promoted, and specifications will be determined as described above: a. If the selected contractor withdraws. b. If the selected contractor is disqualified. c. If the consultation fails and the ward determines that a contract cannot be concluded. (2) Costs Incurred for Proposal Submission: All costs related to proposal submission will be borne by the business operator. (3) Inquiries Regarding Screening: Inquiries regarding the progress or details of the screening will not be answered. (4) Return of Submitted Documents: Submitted documents will not be returned. Please make copies for your records if necessary. (5) Non-Purposeful Use of Submitted Documents by the Ward: Documents submitted to the ward in this proposal process will not be used for any purpose other than this process. (6) "Notes on Preparation of Proposal Documents": a. After the results of the screening for this project are published, regardless of the outcome, if an disclosure request is made, the proposal documents will generally be fully disclosed in accordance with the spirit of the Meguro Ward Information Disclosure Ordinance (Meguro Ward Ordinance No. 58 of December 2000). Therefore, assuming full disclosure, please indicate any matters that would clearly disadvantage the corporation or organization if disclosed, such as proprietary know-how, and any actual business performance in a "Statement of Reasons for Non-Disclosure of Proposed Content" (Form 11). Please note that the final decision on non-disclosure will be made by the ward, and not all matters indicated in the statement of reasons may be deemed non-disclosed. b. Do not include the participant's name, personal names, or any information that could infer the participant's name in the proposal documents. For example, company logos, facilities, employee resumes or qualifications, photographs, etc. Also, refrain from including proper nouns or photographs that could identify individuals, except for those specifically designated. Failure to comply may result in the proposal not being accepted. c. The "Statement of Reasons for Non-Disclosure of Proposed Content" must clearly state the corporate name, the relevant page of the proposal document, the part to be kept non-disclosed, the specific reason, and the corresponding article of the Meguro Ward Information Disclosure Ordinance. If a "Statement of Reasons for Non-Disclosure of Proposed Content" is submitted, it will be considered as an opinion submission in the optional hearing stipulated in Article 15, Paragraph 1 of the Meguro Ward Information Disclosure Ordinance, but the situation may be re-examined, such as whether there have been any changes since the submission of the statement of reasons. 3