Outsourced Services for Window Operations at Abiko Administrative Service Center (Public Contract)

1. Citizen 8021, July 31, Reiwa 8 (2026) Proposal Recruitment Guidelines In accordance with the Abiko City Public Recruitment Proposal Implementation Guidelines (Public Notice No. 24 of Reiwa 20 (2008)), we are recruiting as follows. 1. Business Overview: (1) Business Name: Outsourced Services for Window Operations at Abiko Administrative Service Center (Public Contract) (hereinafter referred to as "Business" in this document). (2) Business Overview: Outsourcing of services related to reception of various notification forms and applications, creation and issuance of various certificates, and window guidance at the Abiko Administrative Service Center (including passport issuance services), as well as back-office tasks such as terminal input and document creation, My Number card related services, and application and issuance for passport services. (3) Performance Period: Preparation Period: From the day after the contract conclusion date until March 31, Reiwa 9 (2027). Performance Period: April 1, Reiwa 9 (2027) to March 31, Reiwa 12 (2030). 2. Details of Business Content: As per the "Abiko Administrative Service Center Window Operations Outsourcing (Public Contract) Specifications". Please download from "Bidding/Contracts" on the Abiko City website. 3. Participation Qualifications: (1) As of July 1, Reiwa 8 (2026), must be registered in the "Abiko City Bidding Participant Qualification Register" under "Consignment" - Major Category "06 (Security, Reception, Facility Operation)" - Minor Category "03 (Reception/Guidance)". (2) Regional Requirements: None. (3) Prior Contract Experience: Must have experience in window operations outsourcing commissioned by government agencies within the past 10 years from the date of this announcement. (Attach a copy of the contract.) (4) Must have obtained P-Mark or ISMS certification. (5) Must not be subject to restrictions under Article 167-4, Paragraph 1 of the Local Autonomy Act (Cabinet Order No. 16 of Showa 22), nor be currently subject to qualification suspension measures under Paragraph 2 of the same Article. 2. (6) Must not be subject to suspension of designation measures under Article 2, Paragraph 1 of the "Abiko City Construction and Other Contractor Designation Suspension Guidelines" (Notification No. 8 of Reiwa 15 (2003)) or exclusion designation measures stipulated in Article 4, Paragraph 1 of the "Abiko City Bidding and Contract Violent Group Countermeasures Ordinance" (Public Notice No. 84 of Reiwa 27 (2015)) during the period from the recruitment start date to the contractor identification date. (7) Must not have had dishonored bills or checks within 6 months prior to the contractor identification date, and if subject to transaction suspension measures by a bill clearinghouse, 2 years must have passed since the date of such measure. (8) For companies that have applied for commencement of rehabilitation proceedings under Article 17 of the Corporate Rehabilitation Act (Act No. 154 of 2002), a decision to commence rehabilitation proceedings under Article 41, Paragraph 1 of the same Act must have been made. (9) For debtors who have applied for commencement of reconstruction proceedings under Article 21 of the Civil Reconstruction Act (Act No. 225 of 1999), a decision to commence reconstruction proceedings under Article 33, Paragraph 1 of the same Act must have been made. (10) Must not have had a contract canceled by Abiko City within 3 months prior to the recruitment start date. (11) Officers, etc. (for individuals, the individual or a person substantially involved in their management; for corporations, their officers, branch managers, representatives of the contracting office, or persons substantially involved in the corporation's management) must not be members of a violent group as defined in Article 2, Item 6 of the Act on Prevention of Unfair Acts by Organized Crime (Act No. 77 of 1991), nor persons who have ceased to be members of a violent group within the past 5 years. 4. Participation Procedures, etc.: (1) Ordering Department and Submission Location: 1858 Abiko, Abiko City, Chiba Prefecture, 270-1192, Abiko City, Citizen Life Department, Citizen Affairs Division. Phone: 04-7185-1111 Ext. 20218 FAX: 04-7181-1290 (2) Submission Deadline, Location, and Method for Planning Proposals: Mail by registered or special registered mail to the ordering department specified in (1) above by August 24, Reiwa 8 (2026). 5. Inquiries and Responses: (1) Inquiries: Submit Form 9 by facsimile to the ordering department by 5:00 PM on August 6, Reiwa 8 (2026). (2) Responses: Will be posted on the "Bidding/Contracts" section of the Abiko City website by 1:00 PM on August 17, Reiwa 8 (2026). 3. 6. Participation Compensation and Contract Amount: (1) Proposal Participation Compensation: Free of charge. (2) Contract Amount: Shall be the contractor's estimated amount, not exceeding the proposal upper limit amount. Proposal Upper Limit Amount: 239,821,120 yen (including tax). 7. Evaluation of Planning Proposals: The selection committee will evaluate and identify the contractor as follows. (1) Evaluation Items, etc.: Evaluation Item: Evaluation Method Management Status: Full score 18 points. Total sales, paid-in capital, current ratio, total number of employees, years in business, information security certification status. Document screening using Form 2. Performance Status: Full score 9 points. Major projects, similar projects, related projects. Document screening using Forms 3 and 4. Proposal for Challenges: Full score 57 points. Appropriateness of proposal, originality of proposal, feasibility of proposal. Document screening and hearing using Form 5. Implementation Policy for Business: Document screening and hearing using Form 6. Implementation System for Business: Document screening and hearing using Form 7. Implementation Plan for Business: Document screening and hearing using Form 8. Other: Full score 36 points. Estimated Price: Quotation. (2) Document Screening: The selection committee will screen the planning proposals. Approximately 5 suitable candidates will be selected and invited to attend the selection committee meeting. The results of the document screening and the reasons for non-selection will be notified in writing by September 10, Reiwa 8 (2026). (3) Hearing: The selection committee will be held as follows. Participants who will be actually in charge of the business must attend. The contractor will be identified through explanations of the proposed content and Q&A. a. Date and Time and Location: October 5, Reiwa 8 (2026), 10:30 AM. Middle Conference Room, Abiko City Hall Annex. Assembly times for each participant will be notified separately. b. Explanation of Proposed Content: Within 15 minutes. Please explain based only on the submitted planning proposal. OHPs, slides, projectors, and panels may be used to enlarge the planning proposal, but additional materials cannot be used. c. Q&A: Within 15 minutes. d. Participants: Up to 3 people. The overall responsible person, chief engineer, or person responsible for business execution must attend. e. Contractor Identification: The proposer with the highest total evaluation score will be identified as the contractor. If there are two or more proposals with the same highest score, the contractor will be identified by lottery. If a selection committee member is absent for unavoidable reasons, the contractor will be identified based on the evaluation scores of the attending members. f. Hearing Results and Reasons for Non-Selection: Will be notified in writing by October 15, Reiwa 8 (2026). The results will also be posted on the "Bidding/Contracts" section of the Abiko City website. (4) Minimum Standard Score: The minimum standard score is the evaluation score at which it is deemed that the business may not be performed appropriately. In this proposal, the minimum standard score is set as follows, and proposals below this score will not be adopted. Minimum Standard Score: 72 points. 8. Submission Documents: (1) Planning Proposal and Pledge Form (Cover/Form 1) (2) Participant Overview (Form 2) (3) List of Major Projects, Similar Projects, and Related Projects (Form 3) (4) Details of Major Project Performance (Form 4-1) (5) Details of Similar Project Performance (Form 4-2) (6) Details of Related Project Performance (Form 4-3) (7) Proposal for Challenges (Form 5) (8) Implementation Policy for Business (Form 6) (9) Implementation System for Business (Form 7) (10) Implementation Plan for Business (Form 8) (11) Questionnaire Form (Form 9) (12) Quotation (Free Format) 5. Preparation Method: (1) Planning Proposal and Pledge Form (Form 1): Fill in the participant section for the main business office or receiving office and affix the representative's seal or the receiver's seal. If omitting the seal, be sure to clearly state the name of the person responsible for this matter on the form. (2) Participant Overview (Form 2): Enter alphanumeric characters in full-width. The sections from "4. Management Status of Latest Fiscal Year" to "7. Information Security Certification Status" are evaluation items, so please be sure to fill them in. (3) Performance of Major, Similar, and Related Projects (Forms 3 and 4): Prepare Forms 4-1, 4-2, and 4-3 to describe the projects that the participant particularly wishes to highlight. If the number of projects exceeds the number of entry fields, enter the projects in descending order of value. a. Major Projects: These are major projects with a contract amount of 10 million yen or more, completed within the past 10 years by the participant (or completed for at least one year from the start date of the contract as of July 1, Reiwa 8 (2026) if the performance is ongoing). b. Similar Projects: These are projects similar to the major projects, with a contract amount of 10 million yen or more, completed within the past 10 years by the participant (or completed for at least one year from the start date of the contract as of July 1, Reiwa 8 (2026) if the performance is ongoing). c. Related Projects: These are projects related to the major projects, with a contract amount of 10 million yen or more, completed within the past 10 years by the participant (or completed for at least one year from the start date of the contract as of July 1, Reiwa 8 (2026) if the performance is ongoing). (4) Proposal for Challenges (Form 5): The challenges for this business are as follows. Challenge 1: Measures to reduce window waiting times. Challenge 2: Measures for dealing with window troubles (customer harassment). Challenge 3: Introduction of window DX. The proposal should concisely state the participant's basic approach to the challenges in text. Minimal photos, illustrations, or conceptual diagrams may be used to supplement the text, but they must fit within the page. Models (including photos of models) cannot be used. (5) Submission Format, etc.: a. The number of pages for each form is one. However, create one Form 5 for each challenge. b. Bind Forms 1 through 8 with staples into a booklet and submit 8 copies. c. Paper size is A4 portrait (left-bound). However, the quotation is in free format. d. Submit the quotation in a sealed envelope, 1 copy. 10. Other: (1) Language and Currency to be Used: Japanese language and Japanese Yen. (2) Contract: a. Upon conclusion of the contract, the contractor will be asked to resubmit a quotation based on the content proposed by the identified contractor. The contractor will submit a quotation based on the request from the ordering department. In this case, the quotation amount shall generally be less than or equal to the amount of the quotation submitted during the proposal. b. Regardless of the implementation period of this business, the contract will be concluded within the fiscal year in which the proposal was conducted. c. The contract and terms and conditions will generally be those stipulated by the city (available on the city website > For Businesses > Bidding/Contracts > Bidding/Contract System > Contract Forms, etc.). d. If the estimated price of this contract is 20 million yen or more, it will be subject to the Abiko City Public Contract Ordinance (Reiwa 27 Ordinance No. 1). Contractors who conclude public contracts subject to the Ordinance must comply with the provisions stipulated in the Ordinance and the Abiko City Public Contract Ordinance Enforcement Regulations (Reiwa 27 Regulations No. 16), including the following matters. The estimated price of this contract will be set based on the amount of the quotation submitted by the contractor during the proposal. (1) The contractor must pay wages of not less than the minimum wage stipulated in Article 6 of the Ordinance to workers engaged in the designated management services, and ensure appropriate working conditions for workers. (2) As stipulated in Article 8 of the Ordinance, the contractor must create and maintain records and report to the Mayor, etc. (3) If any part of the work subject to the Ordinance is subcontracted or re-contracted to a subcontractor, the subcontractor must be informed that the contract is subject to the Ordinance and that the Ordinance also applies to the subcontractor. *For details of the Ordinance and Enforcement Regulations, please refer to the "Abiko City Public Contract Ordinance Handbook (April, Reiwa 8 (2026))" in the "Abiko City Public Contract Ordinance Handbook" section of the "For Businesses > Bidding/Contracts > Public Contract Ordinance" on the Abiko City Hall website. (3) Contact Point for Obtaining Related Information: Same as ordering department in 4(1) above. (4) Invalid Planning Proposals: Planning proposals that fall under any of the following may be deemed invalid. a. Does not conform to the submission method, submission location, submission deadline, etc. b. Does not conform to the conditions specified in the preparation format and notes on completion indicated in the recruitment guidelines. c. All or part of the required items are not filled in. d. Items other than those required to be filled in are included. e. Expression methods other than those permitted are used. f. Contains false information. (5) Loss of Participation Qualification or Contract Qualification: If it is found that the participant has added or supplemented explanations to the selection committee members before the selection committee meeting, the participation qualification, etc., will be lost as follows. a. If discovered before selection, participation qualification will be lost. b. If discovered after selection, the right to contract will be lost. (6) Other: a. Expenses related to planning proposals are free of charge. b. The proposal result sheet will generally be published, showing the names and evaluation scores of all selected and non-selected participants. However, if the selection committee decides not to publish the names of non-selected participants for special reasons, this will not apply. c. Planning proposals shall not be used for purposes other than the proposal without the participant's permission. d. If false information is included in the planning proposal, the proposal will be invalidated, and suspension of designation measures may be taken. e. Copies of the planning proposal may be made as necessary for the selection and identification process. f. Replacement or resubmission of planning proposals after the submission deadline is not permitted. Furthermore, assigned engineers stated in the planning proposal cannot be changed except in extremely special circumstances such as illness, death, or retirement. g. Planning proposals will not be returned. h. Documents received from the ordering party may not be published, reproduced, or quoted without the ordering party's permission. i. Documents borrowed from the ordering party must be returned together with the planning proposal by the planning proposal submission deadline. If documents are lost, the actual cost will be reimbursed. 1 Abiko Administrative Service Center Window Operations Outsourcing (Public Contract) Specifications 1. Name of Outsourced Business: Abiko Administrative Service Center Window Operations Outsourcing (Public Contract) 2. Purpose: This business aims to provide stable and improved citizen services by outsourcing services related to the reception of various notification forms and applications, creation and issuance of various certificates, and window guidance at the Abiko Administrative Service Center (including passport issuance services), as well as back-office tasks such as terminal input and document creation, My Number card related services, and application and issuance for passport services. 3. Place of Performance: The place where this business will be carried out is as follows.