Miyama City Talent Management System Implementation Outsourcing Public Recruitment Proposal will be conducted

Miyama City Talent Management System Implementation Outsourcing Public Recruitment Proposal will be conducted 1. Miyama City Talent Management System Implementation Outsourcing Public Recruitment Proposal Implementation Guidelines 1. Purpose: These guidelines define the necessary matters, such as the implementation method of the public recruitment proposal, for selecting a business operator to become a contractor for the "Miyama City Talent Management System Implementation Outsourcing." 2. Business Overview: (1) Business Name: Miyama City Talent Management System Implementation Outsourcing (2) Business Description: As per the attached "Miyama City Talent Management System Implementation Outsourcing Specifications" (3) Performance Period: As follows a. System Implementation and Construction Period: As per Appendix 1 b. System Operation and Maintenance Period: As per Appendix 1 (4) Selection Method: Public Recruitment Proposal Method (5) Proposal Upper Limit Amount: The proposal upper limit amount is as follows. a. Costs for Talent Management System Implementation, Initial Setup, and First Year Operation/Maintenance: ¥4,350,000 (including consumption tax and local consumption tax) b. Expenses for System Operation and Maintenance Period (Running Costs): All expenses related to system operation for 5 years (60 months) from the start of full operation. *This will be evaluated as a basis for evaluating the business operator selection, but no proposal upper limit will be set. 3. Eligibility Requirements: Applicants for this proposal must meet all of the following requirements. (1) Not falling under the provisions of Article 167-4 of the Local Autonomy Act. (2) Those who have the qualification to participate in competitive bidding for procurement of goods, etc., and provision of services in Miyama City, or those who do not have such qualification but have submitted the following documents and have been permitted to participate in this proposal. a. Tax Payment Certificate (National, Prefectural, and Municipal Taxes) *Issued within 3 months prior to the submission deadline of the application for participation. b. Copy of Commercial Registration Certificate or Certificate of Registered Matters *Issued within 3 months prior to the submission deadline of the application for participation. c. Pledge regarding the Act on Prevention of Unjustifiable Acts by Members of Organized Crime (Act No. 77 of 1991; hereinafter the same), Officer Information, and Consent to Inquiries (Form No. 1). (3) Not subject to a business suspension order from Miyama City between the public announcement of this proposal and the date of selection of the successful candidate. (4) Not having filed for commencement of proceedings under the Corporate Reorganization Act or the Civil Rehabilitation Act. (5) Not delinquent in national, prefectural, or municipal taxes. (6) The applicant or its officers must not fall under any of the following. The Fukuoka Prefectural Police Headquarters will be consulted for qualification verification. a. Being an organized crime group or a member of an organized crime group as defined in Article 2 of the Act on Prevention of Unjustifiable Acts by Members of Organized Crime. b. Having a member of an organized crime group among its officers (including those who are de facto involved in management). c. Employing or using such a person while knowing they are a member of an organized crime group. d. Entering into a subcontract or a contract for the purchase of materials or raw materials with such a person while knowing they are a member of an organized crime group. e. Providing economic benefits or favors to an organized crime group (or its members). f. Using an organized crime group or its members for the purpose of seeking unjust profit for oneself or a third party, or causing damage to a third party in one's private life. g. Using an organized crime group or its members for the purpose of seeking unjust profit for oneself or a third party, or causing damage to a third party. h. Having officers who have close or socially reprehensible relationships with organized crime groups (or their members). (7) Must have established a system for appropriate protection measures regarding the handling of personal information, and must have obtained certification for Information Security Management System (JIS Q 27001 (ISO/IEC 27001)) or Privacy Mark. (8) The cloud service used by this system must be registered with the Security Evaluation System for Government Information Systems (ISMAP) or ISMAP-LIU. (9) Must have experience in implementing talent management systems or similar personnel management systems for national or local governments. 4. Secretariat: Miyama City, General Affairs Department, General Affairs Division, Personnel and Legislation Section Address: 5 Ogawa, Taketa-cho, Miyama City, Fukuoka Prefecture, 835-8601 Phone: 0944-88-8809 Email: jinji@city.miyama.lg.jp 5. Overview of Proposal Implementation Schedule: No. | Item | Period ---|---|--- 1 | Public Announcement (Release of Implementation Guidelines, Specifications, etc.) | September 8, Reiwa 8 (Tuesday) 2 | Question Submission Deadline | September 15, Reiwa 8 (Tuesday) 3 | Answers to Questions | September 16, Reiwa 8 (Wednesday) 4 | Expression of Intent to Participate Submission Deadline | September 24, Reiwa 8 (Thursday) 5 | Notification of Participation Qualification Review Results | September 25, Reiwa 8 (Friday) 6 | Proposal Submission Deadline | September 30, Reiwa 8 (Wednesday) 7 | Presentation Review | October 6 (Tuesday) - 7 (Wednesday), Reiwa 8 8 | Notification of Review Results | October 7, Reiwa 8 (Wednesday) onwards 9 | Contract Conclusion | Mid-October, Reiwa 8 6. Distribution of Implementation Guidelines, Specifications, and Related Forms: (1) Distribution Period: September 8, Reiwa 8 (Tuesday) - September 24, Reiwa 8 (Thursday) (2) Distribution Method: They will be posted on the Miyama City website for download. If downloading is difficult, please contact the secretariat in section 4. 7. Questions and Answers: (1) Question Submission Period: September 8, Reiwa 8 (Tuesday) - September 15, Reiwa 8 (Tuesday) (2) Method of Submitting Questions: Fill out the Question Form (Form No. 3) and submit it via email to the secretariat. The subject line should be "Talent Management System Proposal Question (Company Name)" and submitted to the following email address. After sending the email, please contact the secretariat in section 4 by phone to confirm submission. Email Address: jinji@city.miyama.lg.jp (3) Method of Answering: Answers will be provided via email to the questioner as needed by September 16, Reiwa 8, and the answers will be published on the Miyama City website. 8. Submission of Expression of Intent to Participate, etc.: (1) Submission Deadline: September 24, Reiwa 8 (Thursday) 5:00 PM (2) Submission Destination: Submit to the secretariat in section 4. (3) Submitted Documents: a. Public Recruitment Proposal Expression of Intent to Participate (Form No. 4) b. Company Profile (Optional format) *Pamphlets are acceptable. c. Copy of certification for Privacy Mark or ISMS certification. d. For those not qualified under section 3(2), the documents (a) through (c) specified in the same section. (4) Submission Method: In person or by mail. *If submitting in person, it must be during business hours from 8:30 AM to 5:00 PM on weekdays, excluding weekends and holidays. *If submitting by mail, write "Expression of Intent to Participate in Miyama City Talent Management System Implementation Outsourcing, etc. Enclosed" in red ink on the envelope and send by a traceable method such as registered mail. (5) Notification of Proposal Participation Qualification: After confirming that the submitted documents are complete and verifying the eligibility based on their content, a "Proposal Participation Qualification Confirmation Notice" (Form No. 5) will be sent via email to those who have submitted an expression of intent to participate by September 25, Reiwa 8. Those notified that they do not have proposal qualifications will not be able to submit a proposal. 9. Submission of Proposals: (1) Submission Deadline: September 30, Reiwa 8 (Wednesday) 5:00 PM (2) Submitted Documents: a. Public Recruitment Proposal Submission Form (Form No. 6) *Signed by the representative. b. Proposal (Optional format) c. Company Profile (Optional format) *Pamphlets are acceptable. d. Business Implementation System (Form No. 7) e. Business Performance Record (Form No. 8) f. Quotation (Form No. 9-1) *Signed by the representative. g. Detailed Quotation (Form No. 9-2) h. Appendix 1_System Functional Requirements List (with answers filled in the evaluation categories) i. Data of a-h converted to PDF files and electronic media containing the Excel data of h. (3) Number of Copies/Media: *Paper: 6 copies (1 original, 5 copies) *Electronic media (CD-R, etc.) containing all electronic data: 1 disc (4) Submission Destination and Method: Submit to the secretariat in section 4, either in person or by mail (must arrive by the submission deadline). *If submitting in person, it must be during business hours from 8:30 AM to 5:00 PM on weekdays, excluding weekends and holidays. *If submitting by mail, write "Proposal for Miyama City Talent Management System Implementation Outsourcing, etc. Enclosed" in red ink on the envelope and send by a traceable method such as registered mail. (5) Notes on Document Preparation: a. One proposal per business operator. b. Proposal (Optional format): (a) Generally A4 size (landscape, double-sided printing, within 50 pages), with a cover page and table of contents, and page numbers. A3 size is acceptable if necessary for materials, but it should be folded and bound. (b) Clearly describe the proposed content using diagrams and tables so that it can be easily understood, and consider those without specialized knowledge. (c) The proposal content must cover all evaluation items in Appendix 2 "Evaluation Criteria Table" based on the specifications. (d) Include any beneficial proposals even if not mentioned in the specifications. (e) Alternative proposals with similar functions are acceptable, but their features, advantages, and disadvantages must be clearly stated. (f) Bind all proposal documents in the order of a-h above and attach indexes. c. Quotation (Form No. 9-1): (a) Include all necessary expenses for the items described in the specifications that can be realized. If the total cost exceeds the proposal upper limit due to underestimation or omission of necessary expenses, it may be borne by the contractor unless there are unavoidable reasons. Therefore, ensure accurate estimation. (b) Be aware that the amount entered in the quotation is part of the proposal for selecting the successful candidate in this proposal. (c) The amount entered in the quotation should be the total of all expenses. The breakdown should include the amounts for the following ① and ②. ① Costs for System Implementation and Construction (System construction costs, data migration costs, implementation support costs, first-year operation and maintenance costs, etc.) ② Costs for System Operation and Maintenance Period (Maintenance costs, operation costs, cloud usage fees, etc.) *Calculate ② for 5 years (60 months) from the start of full operation. d. Detailed Quotation (Form No. 9-2): Fill in "System Implementation and Construction Costs," "Costs for System Operation and Maintenance Period," and "Annual Total." e. Appendix 1_System Functional Requirements List: Indicate the response to each item in the functional requirements list as follows. ◎ (Standard Package): Possible with standard package functions ○ (Alternative or Workaround): Possible with operational adjustments or alternative functions △ (Customization Required): Customization is necessary × (Not Possible): Impossible *Costs for items indicated as △ must be included in the quotation and detailed quotation. 10. Handling of Submitted Documents: (1) Submitted proposals and other documents will not be used for any purpose other than the selection of the successful candidate in this proposal. (2) Copies of submitted proposals may be made to the extent necessary for the selection process. (3) Submitted documents will not be returned. (4) Replacement, correction, or resubmission of submitted proposals is not permitted, except as instructed by the examination committee. (5) Copyright of proposals belongs to the proposer. (6) The proposer is responsible for any liabilities arising from the use of third-party copyrighted or patented materials within the proposal. 11. Determination of Successful Candidate: (1) Review Method: a. Based on Appendix 2 "Evaluation Criteria Table," the examination committee will conduct a review of submitted documents, price proposals, and presentations (including demonstrations) to comprehensively evaluate the business operator's implementation capabilities. The candidate with the highest total score of 60% or more will be determined as the successful candidate (preferred negotiator). b. If multiple candidates have the same highest total score, the candidate with the most highest scores from individual committee members will be selected. If still tied, the tie will be broken by a majority vote of the committee members, and if still tied, the chairperson will decide. c. Negotiations for a discretionary contract will be conducted with the candidate with the highest total score. If an agreement is not reached, negotiations will proceed with the next highest scoring candidate, provided their score is 60% or more. d. Even if there is only one proposer, a review and evaluation will be conducted. If the committee deems the proposer to be an appropriate contractor (total score of 60% or more based on the evaluation criteria), they will be selected as the successful candidate. (2) Presentation Review: a. Date and Location: October 6 (Tuesday) - 7 (Wednesday), Reiwa 8 *Details will be notified separately. Miyama City Hall, 4th Floor, Conference Room 401. *Dates and times may change due to circumstances. b. Presentation Time: Within 90 minutes per candidate (excluding preparation and cleanup time). *Guideline: Presentation, etc. (approx. 70 minutes), Q&A (approx. 20 minutes). *Preparation and cleanup should be done promptly. c. Number of Participants: Up to 3 people per proposer. d. Equipment for Presentation: The secretariat will provide a projector and screen. Proposers must prepare any other necessary equipment. e. Other: (a) The presentation must be based on the submitted proposal. Additional proposals or distribution of additional materials are not permitted. (b) The presentation should demonstrate the features, overall configuration, usability, and operational efficiency of the proposed package system. The demonstration must include the items listed in Appendix 2. (3) Evaluation Criteria: As per Appendix 2 "Evaluation Criteria Table." (4) Notification and Publication of Selection Results: After the selection of the successful candidate, all applicants will be notified via email, etc., by October 8, Reiwa 8, using the "Public Recruitment Proposal Review Results Notice" (Form No. 10), and the results will be published on the Miyama City website. No appeals regarding the selection results will be accepted.