Proposal for Outsourcing of Tax Information Processing, etc.

Proposal for Outsourcing of Tax Information Processing, etc. We are soliciting proposals for outsourcing of tax information processing, etc., as follows. Details: 1. Purpose: To select the most suitable business operator for the purpose of this service by comprehensively assessing operational capabilities such as track record and human resource acquisition capabilities through a proposal method for outsourcing of tax information processing, etc., ensuring a strict and fair selection. 2. Service Details: 1. Initial Tax Assessment Operations: ① Processing of Salary Payment Reports ② Processing of Public Pension Payment Reports ③ Processing of Special Ward Resident Tax / Metropolitan Resident Tax (Income Tax) Returns ④ Processing of Final Tax Returns ⑤ Processing of Error Lists ⑥ Address Check List Operations ⑦ Correction Operations for Unidentified Accounting Firm Names, etc., in the Address List 2. Year-Round Tax Assessment Operations: ① Processing of Change Notification Forms, Transfer Notification Forms, and Location/Name Change Notification Forms ② Processing of Light Vehicle Tax Declarations ③ Sorting of Documents ④ Processing of Mail-in Requests for Various Certificates (Tax Certificates, Payment Certificates, etc.) ⑤ Various Inquiries and Responses (National Health Insurance, Long-Term Care Insurance, Late-Stage Elderly Healthcare Insurance, Tax Inquiries, Arrears Inquiries) ⑥ Various Investigations (Dependent Investigations, etc.) ⑦ Output and Dispatch of Tax Assessment Notices and Payment Notices ⑧ Enclosure of Special Overdue Notices ⑨ Mailing of Postal Items ⑩ Support for Organization and Storage Based on Tax Information ⑪ Data Entry for Tax Information (Salary Payment Online) ⑫ Reading and Linking of Tax Information ⑬ Sorting of Tax Information ⑭ Forwarding of Financial Statements ⑮ Forwarding of Tax Information ⑯ Dispatch and Entry of Resident Registration Information Inquiries ⑰ Sorting of Forwarded Documents ⑱ Sorting of Final Tax Returns ⑲ Number Registration Operations 3. Performance Period (Single-year contract): April 1, 2027 to March 31, 2028. (Contracts will be concluded annually by discretionary contract and may be extended for a maximum of three years, considering performance status. However, contract conclusion is not guaranteed.) 4. Reference Price: ¥112,580,000 (including tax) (FY2027 budget amount) 5. Eligibility Requirements for Proposal Submission: ① Must possess competitive tender participation qualification in Toshima Ward. Or, must possess electronic tender participation qualification through the Tokyo Electronic Government Joint Operation. However, if Toshima Ward is not targeted, the change procedures must be completed by the second screening. ② Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947). ③ Must not be subject to designation suspension measures or exclusion from bidding under the "Toshima Ward Competitive Tender Participation Suspension Measures and Designation Suspension Measures" (Decision of Director-General of General Affairs Department, August 1, 2008) or the "Toshima Ward Violent Group Exclusion Measures" (Decision of Director-General of General Affairs Department, March 6, 2009) during the period from the submission deadline of the Expression of Intent to Participate in the Proposal to the date of selection of the successful candidate. ④ Must have experience in the services subject to this contract with municipalities in the 23 wards of Tokyo or municipalities with a population scale comparable to this Ward. ⑤ Must possess stable and sound financial capabilities to smoothly perform these services. ⑥ Must not have had bank transactions suspended in the past two years and must not be in a state of financial distress. ⑦ Must have obtained Privacy Mark or ISO27001 certification. ⑧ Subcontracting of these services is prohibited. 6. Participation Acceptance: (1) Submission Period: October 15, 2026 (Thursday) to October 23, 2026 (Friday) 5:00 PM. * Strict adherence to time required (8:30 AM to 5:00 PM, excluding Saturdays, Sundays, and holidays). (2) Submission Documents: Submit the following set of documents to the Tax Division, Resident Affairs Department, Toshima Ward. ① Expression of Intent to Participate (Form 1) ② Company Overview (Resume) (Form 2) ③ Certificate of Contract Performance for Respective Services (Form 3) If you wish to withdraw from the proposal after submitting the Expression of Intent to Participate (Form 1), please submit the "Proposal Participation Withdrawal Form" (Form 6). (3) Submission Location: Tax Division, Resident Affairs Department, Toshima Ward (Toshima Ward Office Main Building, 3rd Floor, West Side, Window 1). (4) Submission Method: In person only. Please contact us by email at least one business day prior to the intended date of submission to arrange the date and time. 7. Confirmation of Participation Qualifications: Participation qualifications will be confirmed for those who submit the Expression of Intent to Participate (Form 1). The results will be notified by email by October 27, 2026 (Tuesday). Those who are found not to meet the participation qualifications will be notified of this fact and the reasons thereof. Submitted documents will not be returned. 8. Submission of Proposals: Proposers who have been confirmed to meet the participation qualifications in Section 7 above must submit proposals, etc., as follows: (1) Acceptance Period: October 27, 2026 (Tuesday) to November 6, 2026 (Friday) 5:00 PM (excluding Saturdays, Sundays, and holidays). * Strict adherence to time required. (2) Submission Documents and Number of Copies: Document | Number of Copies | Form | Remarks ---|---|---|--- a. Proposal Cover Letter | 1 copy | Form 4 | b. Proposal (Original) | 1 copy | Free format | c. Proposal (Copies) | 9 copies | | d. Quotation if Contracted | 1 copy | | Create separate quotations for FY2027, FY2028, and FY2029. Include breakdown of calculation basis. e. Quotation (Copies) | 9 copies | | ① The proposal should be A4 size, horizontal writing, double-sided printing, and within 20 pages. ② The cover of the original proposal should include the company name and the title of the outsourced service. ③ The copies, including the content, should not include the company name or any expressions that could identify the proposer. (3) Submission Location: Tax Division, Resident Affairs Department, Toshima Ward (Toshima Ward Office Main Building, 3rd Floor, West Side). (4) Submission Method: In person only. 9. Proposal Content: As per the attached "List of Items to be Described in the Project Proposal." 410. Acceptance and Response to Inquiries: ① Inquiries regarding this recruitment after submitting the Expression of Intent to Participate (Form 1) should be filled out in the attached Inquiry Form (Form 5) and submitted via email by 5:00 PM on November 2, 2026 (Monday) (strict adherence to time required). ② Inquiries by phone will not be answered. However, if there is any doubt about the content of an inquiry, the inquirer may be contacted by phone. ③ Answers to inquiries will be sent to all proposers via email by 5:00 PM on November 5, 2026 (Thursday). ④ Questions regarding evaluation will not be answered. ⑤ The names of inquirers will not be published in the answers. 11. Evaluation and Selection Method: (1) First Screening (Document Screening): The content of the project proposals will be screened, and notification will be given regardless of pass or fail. Approximately the top 3 companies in terms of score will proceed to the second screening. * Notification of First Screening Results: Around the end of November 2026. * Proposers must respond to any questions from the Ward regarding the content of their proposals by the specified deadline. Questions and answers will be sent via email. Answers will be considered part of the proposal. (2) Second Screening (Hearing): A comprehensive review will be conducted based on the project proposals and supplementary questions. (Total score of 300 points, with 150 points for the first screening + 150 points for the second screening). * Date of Implementation: Around early December 2026. * Details regarding date and venue will be notified individually. 12. Evaluation Criteria: (1) First Screening (Document Screening): Main Evaluation Items | Points ---|--- 1. Understanding of this service and approach | 2. Business track record and its utilization | 3. Initiatives towards ICT and digitalization, etc. | 4. Human resource acquisition measures | 5. Human resource retention | 6. Human resource development and appropriate personnel management | 7. Personal information protection measures | 8. Crisis management system | 9. Business promotion structure | 10. Health management of personnel | 11. Price advantage (estimated quotation amount) | Total | 150 (2) Second Screening (Hearing): Main Evaluation Items | Points ---|--- 1. Understanding of this service | 2. Feasibility of proposed content | 3. Attitude and motivation towards this service | Total | 150 13. Selection of Successful Candidate: ① The selection committee will comprehensively review the proposal content and rank those who meet a certain standard, designating them as the successful candidate. ② Notification of the selection results will be sent to each proposer individually via document or email. ③ Inquiries regarding the evaluation content and selection results will not be answered. 14. Notification of Successful Candidate Selection: Mid-December 2026 (Scheduled). 15. Contract Conclusion, etc.: ① The contract for the services will be concluded with the successful candidate ranked first. ② The conclusion of the contract for this project is conditional upon the approval of the FY2027 budget, which will be deliberated at the first regular session of the Toshima Ward Assembly in 2027. ③ If the successful candidate withdraws or if a contract cannot be concluded with the successful candidate for special reasons, contract negotiations will be conducted in order with the successful candidates ranked below. Withdrawal from a contract will not result in disadvantageous treatment in subsequent selections or competitive tenders. 16. Other Notes: ① The wording of the proposals should be as clear and simple as possible. ② Failure to submit the required documents by the deadline will result in disqualification. ③ Costs incurred in preparing and submitting the documents shall be borne by the submitter. ④ Submitted documents will not be returned. ⑤ The Ward will not use the submitted documents for purposes other than selection without the proposer's consent. ⑥ Modifications or resubmissions of submitted documents after the submission deadline are not permitted. ⑦ Information obtained through this proposal must not be disclosed to third parties. ⑧ Costs incurred during the handover period before the commencement of services shall be borne by the contractor. 617. Schedule: Item | Date ---|--- Public announcement of recruitment guidelines | October 14, 2026 (Wednesday) Expression of Intent to Participate submission period | October 15 (Thursday) to October 23 (Friday), 2026 Confirmation of participation qualifications notification | October 27, 2026 (Tuesday) Inquiry submission period | October 28 (Wednesday) to November 2 (Monday), 2026 Proposal submission period | October 28 (Wednesday) to November 6 (Friday), 2026 Document screening and hearing | November 13 (Friday) to December 10 (Thursday), 2026 Notification of screening results | Mid-December 2026 Contract start date | April 1, 2027 (Thursday) 18. Submission Location / Inquiries: Tax Division, Resident Affairs Department, Toshima Ward Contact Person: Koide Address: 2-45-1 Minami-Ikebukuro, Toshima-ku Tel: 03-3981-1111 ext. 2354 Email: A0013705@city.toshima.lg.jp [Forms] (Form 1) Expression of Intent to Participate (Form 2) Company Overview (Resume) (Form 3) Certificate of Contract Performance for Respective Services (Form 4) Proposal Cover Letter (Form 5) Inquiry Form (Form 6) Proposal Participation Withdrawal Form