Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System Construction Services

Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System Construction Services
Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System Construction Services Planning Proposal Request Guidelines Reiwa 8 (2026) June 1 Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System Construction Services Planning Proposal Request Guidelines This request outlines the procedures for selecting a contractor with excellent proposal capabilities through a public proposal method (hereinafter referred to as "Proposal") for the construction services of the Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System. 1. Overview of Services (1) Contracted Services Name: Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System Construction Services (hereinafter referred to as "This Service") (2) Purpose of Services: The Tohoku Institute of Agriculture and Forestry Professional University (hereinafter referred to as "This University") and the Tohoku Institute of Agriculture and Forestry Professional University Affiliated Agricultural and Forestry University (hereinafter referred to as "This Affiliated School") (hereinafter collectively referred to as "University, etc.") currently limit application procedures for entrance examinations to paper submissions. This results in a significant burden for applicants who must handwrite documents and mail them, and payment of examination fees and admission fees is limited to payment via bank transfer slips at bank counters. This also creates administrative burdens for the University, etc., in receiving documents, checking content, and data entry. The purpose of this service is to construct a system that enables online application and admission procedures for prospective students, thereby improving convenience for applicants, prospective students, and the University, etc., and reducing their workload. Furthermore, the collection of examination fees and admission fees in this service will be carried out under appropriate management in accordance with laws and regulations as public fund payment procedures. (3) Service Details: As per the attached "Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System Construction Services Specifications" (hereinafter referred to as "Specifications"). However, the specifications at the time of contract will be revised based on the content of the proposals received. (4) Contract Period: From the date of contract conclusion until March 31, Reiwa 9 (2027) (5) Project Cost (Maximum Contract Amount): ¥6,182,000 (including consumption tax and local consumption tax) 2. Eligibility Requirements (1) Eligibility Criteria: All of the following requirements must be met. A. Not subject to restrictions on participation in general competitive bidding or designated competitive bidding pursuant to Article 167-4, Paragraph 1 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16). B. Businesses with offices in Yamagata Prefecture must not be delinquent in Yamagata Prefectural taxes (including non-tax revenue attached to Yamagata Prefectural taxes). C. Must not be delinquent in consumption tax. D. Must be enrolled in social insurance programs such as employment insurance, health insurance, and employees' pension insurance (excluding those not obligated to enroll). E. Must not be subject to designation suspension measures under the Yamagata Prefecture Competitive Bidding Participant Designation Suspension Ordinance (effective April 1, Heisei 15 (2003)). F. Must not be undergoing rehabilitation or reconstruction proceedings under the Corporate Reorganization Act (Heisei 14, Act No. 154) or the Civil Rehabilitation Act (Heisei 11, Act No. 225). G. Must not fall under any of the following (excluding those falling under Article 167-4, Paragraph 1, Item 3 of the Local Autonomy Act Enforcement Order). (A) Officers, etc. (meaning the bidder if the bidder is an individual, or the officer, branch manager, or representative of the office with which the contract is concluded if the bidder is a corporation; hereinafter the same in this item) are recognized as being yakuza members as defined in Article 2, Item 6 of the Act on Prevention of Unjust Acts by Yakuza Members, etc. (Heisei 3, Act No. 77) (hereinafter referred to as "yakuza members" in this item) or have not been a yakuza member for less than 5 years (hereinafter referred to as "yakuza members, etc." in this item). (B) Recognized as being substantially involved in the management of yakuza (defined in Article 2, Item 2 of the Act on Prevention of Unjust Acts by Yakuza Members, etc.; hereinafter the same in this item) or yakuza members, etc. (C) Recognized as using yakuza or yakuza members, etc. for the purpose of obtaining unjust profits for oneself, one's company, or a third party, or for the purpose of causing harm to a third party. (D) Recognized as directly or actively cooperating with or being involved in the maintenance and operation of yakuza by providing funds or benefits to yakuza or yakuza members, etc. (E) Recognized as having a socially reprehensible relationship with yakuza or yakuza members, etc. H. Must have experience in undertaking services of the same or similar type (limited to services for national or local government bodies) within the past 5 years. (2) Disqualification Criteria: May be disqualified if any of the following apply. A. Does not meet the participation qualifications stipulated in the public announcement guidelines, etc. B. Required documents were not submitted by the document submission deadline. C. The planning proposal does not meet the requirements specified in the public announcement guidelines, etc., such as missing information in the submitted documents. D. False or fraudulent information was found in the submitted documents. E. The proposed content exceeds the maximum proposal amount. F. Otherwise deemed inappropriate by the planning review committee established by this University. 3. Inquiries and Answers Regarding Planning Proposals: (1) Inquiry Method: If you have questions, fill out the Question Form (Form 1) with the necessary information and submit it via email to "12. Contact Window/Submission Location". (2) Inquiry Acceptance Period: From the start of this planning proposal recruitment until 12:00 PM on Tuesday, June 30, Reiwa 8 (2026). (3) Answer Method: Answers to questions will be provided to all participating businesses via email in principle. However, matters related to each company's unique proposals will be answered only to the respective inquirer. 4. Planning Proposal Participation Application and Qualification Confirmation: (1) Documents to Submit and Number of Copies: A. Application Form (Form 2. No seal required) B. Pledge Form (Form 3. No seal required) C. Company Profile (Form 4) 3 D. Service Undertaking Experience Record (Form 5) (2) Submission Location: Submit via email to "12. Contact Window/Submission Location". (3) Submission Deadline: 12:00 PM on Tuesday, June 30, Reiwa 8 (2026). (4) Qualification Confirmation Results: After confirming the necessary requirements for participation, the results will be notified by email by Wednesday, July 8 (scheduled). 5. Submission of Planning Proposals, etc.: (1) Documents to Submit and Number of Copies: Documents to Submit | Number of Copies | Notes A. Planning Proposal | 7 copies each (1 original, 6 copies) | Electronic data should be in PDF format in principle. B. Service Implementation Structure (Form 6) | | Attach copies of contracts, etc., confirming the work experience of personnel in similar services for each contracted item. C. Quotation (Form 7) | | No seal required. Attach a detailed breakdown of the estimated price (arbitrary format). (2) Submission Location and Method: Submit to "12. Contact Window/Submission Location" in person or by mail, and also submit electronic data. Submissions in person must be made between 8:30 AM and 5:15 PM (excluding 12:00 PM to 1:00 PM) on days other than national holidays, Sundays, and Saturdays. Submissions by mail will only be accepted if sent by registered mail with return receipt requested and arrive at the submission location by the deadline. The entire set of submitted documents should be in PDF format and submitted electronically to "12. Contact Window/Submission Location". If the file size is large, submission using a file exchange service is also acceptable. Please note that replacement of submitted documents is not permitted for documents submitted in person or by mail. Submission of documents will be considered complete only when both paper and electronic data have been confirmed. (3) Submission Deadline: 5:15 PM on Thursday, July 16, Reiwa 8 (2026). Failure to submit by the deadline will be considered as a lack of intent to participate. (4) Content of Planning Proposal: A. The structure of the Planning Proposal (presentation flow) should be as follows. The specific details of this service are described in the Specifications, but please also propose any additional measures you plan to implement beyond the stated content. Additional proposals must be within the scope of the project cost (maximum contract amount). Proposal Item | Planning Proposal Details | Basic Information | (A) Company Profile (Form 4) | - Company profile should be provided in Form 4 separately from the planning proposal. (B) Service Undertaking Experience (Form 5) | - Provide the business undertaking experience as a contractor separately from the planning proposal in Form 5. (C) Service Implementation Structure (Form 6) | - Provide the implementation structure for this service separately from the planning proposal in Form 6. (D) Cost Calculation (Form 7) | - Provide a quotation for this service separately from the planning proposal in Form 7. Also, provide a detailed calculation for each contracted item (arbitrary format). | Service Proposal | 1. System Basic Design | - System configuration and design of the University, etc. - Basic system design and layout - Functions such as information portal site or guidance page, announcement display - Number of registered system entries | 2. System Operating Environment and Security Measures | - Scheduled server environment and contractor - System monitoring and management structure, security measures - Countermeasures against system failures (equipment configuration, etc.), response to failures - Communication content encrypted with SSL/TLS - User authentication function, access restrictions to management site, account management, and other security measures | 3. Application Reception | - Overview and functions of the system for application reception - Applicant's operational flow, processing by university staff, and functions for administrators - Output of applicant information files (data linkage to admissions system) - Import of applicant number files (data linkage from admissions system) | 4. Inquiry of Examination Results | - Overview and functions of the system for inquiry of examination results - Applicant's operational flow, processing by university staff, and functions for administrators - Import of examination results files (data linkage from admissions system) | 5. Admission Procedures | - Overview and functions of the system for admission procedures - Applicant's (prospective student's) operational flow, processing by university staff, and functions for administrators - Output of prospective student information files (data linkage to academic affairs system) | 6. Examination Fee / Admission Fee Payment Agency Service | - Payment fulfillment method to the University, etc., payment security measures - User payment methods (payment options), handling of fees, etc. | 7. Post-System Launch Maintenance and Management | - User support, inquiry support for the University, etc. - Content of maintenance and management, and system maintenance costs | 8. Schedule | - Schedule for system construction | Other Necessary Items (Free Proposal) | - If there are any proposals beyond the above for this project (e.g., admissions reform, improvement of convenience, operational efficiency), please propose them. | B. The planning proposal should be in an arbitrary format, A4 size, portrait orientation, double-sided, landscape writing. However, figures and tables may be A4 landscape as needed. C. The planning proposal should include a cover page with the company name, contact person's name, and contact information (phone number, email address). Also, number the pages and include a table of contents after the cover page. D. Attached documents should be kept to a minimum and clearly indicate their relevance to the planning proposal. 6. Review and Selection of the Best Proposal Method: (1) The Planning Review Committee established by this University will comprehensively review the submitted documents and the content of the presentations by the proposers based on the attached "Tohoku Institute of Agriculture and Forestry Professional University Internet Application System and Admission Procedure System Construction Services Public Proposal Method Planning Proposal Review Guidelines." Proposals with an average evaluation score of 60 points or higher from each reviewer will be considered, and the best proposer (contract negotiation candidate) will be selected by the following method. A. The proposer with the highest total evaluation score from each reviewer. B. The proposer with the lowest sum of ranks after ranking each reviewer's evaluation score. The proposer who matches both A and B will be selected as the best proposer. If A and B do not match, or if there are multiple proposers with the same score, the decision will be made through deliberation by the reviewers. The runner-up may also be selected as needed. This University may omit the proposer's presentation as deemed necessary. (2) For the presentation, the person scheduled to be in charge of this service as the overall manager or work manager will provide explanations and answer questions. The number of participants in the presentation shall be limited to 5, and efforts should be made to ensure that the specificity of the proposal content, implementation structure, and operational capabilities are sufficiently confirmed. (3) If the review committee determines that the proposal content cannot sufficiently achieve the objective of the contract, the best proposer may not be selected. (4) The date and time of the planning review committee, etc., and the review results will be notified to all proposers via email. (5) Even if there is only one proposer, if the proposal content is deemed to sufficiently achieve the objective of the contract based on the reviewers' evaluation results, that proposer may be selected as the best proposer. 5. Copyright and Other Handling of Planning Proposals, etc.: (1) Expenses incurred for preparing and submitting documents shall be borne by the proposer. (2) The number of proposals that can be submitted is one per proposer. (3) Submitted planning proposals and other documents will not be returned. (4) Resubmission or replacement of submitted planning proposals is not permitted. (5) The copyright of the planning proposals, etc., belongs to the person who created them. (6) This University may reproduce all or part of the submitted planning proposals, etc., as deemed necessary for the procedures of this public proposal and related administrative processing. (7) Regarding planning proposals, etc., upon request for disclosure based on the provisions of the Yamagata Prefecture Information Disclosure Ordinance (Heisei 9, December Prefectural Ordinance No. 58), they may be disclosed to third parties. (8) If a participant wishes to withdraw after submitting planning proposals, etc., they must report it promptly via email. (9) This public offering and contract may be changed or canceled due to the convenience of this University. 8. Contract Conclusion: (1) Based on the review results, negotiations will be held with the candidate for the contracted party (hereinafter referred to as the "Contract Candidate") and this University to proceed with the conclusion of the service contract. (2) The adopted proposals, etc., will be discussed in detail with this University after adoption. Changes in content, amount, etc., may occur during this process. (3) If an agreement on the service contract terms, etc., cannot be reached with the Contract Candidate, or if the Contract Candidate is found to be disqualified due to falling under disqualification criteria related to the application matters, contract procedures with that party will not be carried out, and procedures for concluding a service contract may be initiated with the applicant who received the next highest evaluation from the planning review committee. (4) A contract agreement will be concluded. (5) The content of the contract shall be as stipulated in the concluded service contract.