Public Recruitment of Proposal-Based Procurement for Kashiwa City Opinion Expression Support Project Consignment

- 1 - Kashiwa City Opinion Expression Support Project Consignment Proposal Method Recruitment Guidelines 1. Purpose and Overview of the Consignment (1) Subject: Kashiwa City Opinion Expression Support Project Consignment (2) Purpose of the proposal: This project aims to support children's opinion expression for children residing in the Kashiwa City temporary protection facility by dispatching third parties (opinion expression support staff) with knowledge or experience in child welfare on a regular basis. This will ensure opportunities for children residing in the facility to express their opinions, support their opinion expression, and thereby promote the protection of children's rights. This work is undertaken as an "Opinion Expression Support Project" stipulated in Article 6, Paragraph 3, Item 17 of the Child Welfare Act, and a public proposal will be conducted to select a business operator capable of practical and concrete project operations. (3) Overview of work: As per the attached "Kashiwa City Opinion Expression Support Project Consignment Specifications." Matters not explicitly stated in the specifications may be reflected in the specifications at the time of contract conclusion if effective proposals are submitted. However, this will not result in a change to the contract amount submitted at the time of application. (4) Scheduled period of work performance: January 4, Reiwa 9 - March 31, Reiwa 10 (5) Estimated amount (upper limit): 17,962,891 yen *This project is a Type 2 social welfare service as defined by Article 2, Paragraph 3, Item 2 of the Social Welfare Act (Act No. 45 of 1951), and is therefore non-taxable under Article 6, Paragraph 1 of the Consumption Tax Act (Act No. 108 of 1988). Furthermore, debt assumption for this project is set up until Reiwa 9 fiscal year, with the following breakdown per fiscal year: - 2 - [Annual Breakdown] Fiscal Year Amount Reiwa 8 Fiscal Year 2,562,891 yen Reiwa 9 Fiscal Year 15,400,000 yen 2. Eligibility for participation: Participants must meet all of the following requirements from the date of public recruitment to the date of contract conclusion. (1) Must be a corporation with experience in the same work commissioned by other local governments since Reiwa 6 fiscal year, including ongoing projects as the prime contractor. (2) Must not fall under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947). (3) Must not be a person for whom rehabilitation proceedings under the Company Rehabilitation Act (Act No. 154 of 2002) or rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999) have been filed. (4) Must not be subject to designation suspension under the Kashiwa City Construction Work Contractor Designation Suspension Ordinance (established April 1, 1987) or exclusion under the Kashiwa City Bid Contract Anti-Gangster Measures Ordinance (established December 18, 2014). (5) If subject to taxation, must have filed necessary declarations, and in such cases, must not be delinquent in local taxes, corporate taxes, consumption taxes, and local consumption taxes for the location of the principal business office. (6) Must not be a person who has not completed 2 years since being subject to a transaction suspension order by a clearing house, or who has dishonored a bill or check within 6 months prior to the public recruitment date. 3. Overall Schedule: Content | Deadline Public Recruitment Start | Thursday, August 20, Reiwa 8 Expression of Intent to Participate Submission Deadline | Thursday, September 3, Reiwa 8 Question Submission Deadline | Thursday, September 10, Reiwa 8 Confirmation of Eligibility Notification | Thursday, September 10, Reiwa 8 Response to Questions | Thursday, September 17, Reiwa 8 - 3 - Proposal Submission Deadline | Thursday, October 8, Reiwa 8 Presentation Review | Thursday, October 22, Reiwa 8 Review Result Notification | Early November, Reiwa 8 Scheduled Contract Date | Late November, Reiwa 8 *Schedule may change depending on circumstances. In such cases, notification will be sent to the email address provided in the expression of intent to participate. 4. Expression of Intent to Participate: (1) Submission Deadline: By 5:00 PM on Thursday, September 3, Reiwa 8 (2) Submission Documents: a. Expression of Intent to Participate Form (Form 1) b. Pledge Regarding Exclusion of Anti-Social Forces (Form 2) c. Business Overview Form (Free format). Can be substituted with a business brochure. However, it must include the following items: [Company Name, Date of Establishment, Capital, Head Office Location, Number of Employees, Business Description] d. Work Experience Form (Form 3). Attach copies of contracts, etc., proving the work experience in 2 (1). e. Documents confirming 2 (5) (e.g., tax payment certificate). (3) Submission Location: Child Department, Child Consultation Center (4) Submission Method: a. Attach submission documents a-e to an email and send it to the following email address: Email address: propo-kdmsh@city.kashiwa.chiba.jp b. The subject of the email should be "[Kashiwa City Opinion Expression Support Project] Submission of Proposal Participation Intent Form, etc. (Company Name)". c. For Forms 1 and 2, after signing and sealing, convert them to PDF format (black and white is acceptable) using a scanner or similar device. d. After submission, call the secretariat (04-7128-5290) to confirm receipt. e. The original copies of Forms 1 and 2 among the submitted documents must be mailed by Wednesday, September 9, Reiwa 8, after submission by email. Mailing Address: 4th Floor, Wellness Kashiwa, 65-1 Kashiwashita, Kashiwa City, Chiba Prefecture, 277-0004 Kashiwa City, Child Department, Child Consultation Center, Preparation Office (5) Confirmation of eligibility: Based on the documents submitted above, eligibility requirements will be confirmed, and all parties who have expressed their intent to participate will be notified of the confirmation result of participation eligibility by Thursday, September 10, Reiwa 8, via email to the address provided in the expression of intent to participate form. 5. Questions and Answers: If there are any unclear points regarding the content, questions will be accepted and answered using the Question Form (Form 4) as follows. Oral questions by phone or in person will not be accepted. (1) Question Method: a. Send the Question Form (Form 4) by email to the secretariat. b. The subject of the email should be "[Kashiwa City Opinion Expression Support Project] Questions Regarding Proposal (Company Name)". Email address: propo-kdmsh@city.kashiwa.chiba.jp c. After sending, call the secretariat (04-7128-5290) to confirm receipt. d. Do not ask questions that may affect the evaluation, etc. (e.g., number of participating companies, names of participating companies, selection committee members). (2) Question Deadline: By 5:00 PM on Thursday, September 10, Reiwa 8 (3) Answer Method: Answers to questions will be provided by email to all parties who have expressed their intent to participate (excluding those who have withdrawn) by Thursday, September 17, Reiwa 8. - 5 - 6. Withdrawal: a. If you wish to withdraw from this proposal method after submitting the Expression of Intent to Participate Form, submit the Withdrawal Form (Form 5) by email by Tuesday, October 6, Reiwa 8. Furthermore, after submission by email, the original copy (paper) must be mailed by Friday, October 9, Reiwa 8. Note that once the email is received by the city, the withdrawal cannot be revoked. *Withdrawal will not result in unfavorable treatment in future bids, etc. b. The subject of the email should be "[Kashiwa City Opinion Expression Support Project] Submission of Proposal Withdrawal Form (Company Name)". Email address: propo-kdmsh@city.kashiwa.chiba.jp c. Mailing Address: 4th Floor, Wellness Kashiwa, 65-1 Kashiwashita, Kashiwa City, Chiba Prefecture, 277-0004 Kashiwa City, Child Department, Child Consultation Center, Preparation Office 7. Submission of Proposals, etc.: (1) Submission Deadline: By 5:00 PM on Thursday, October 8, Reiwa 8 (2) Submission Documents: a. Proposal Cover Sheet (Form 6) b. Proposal (Free format, as described in "8. Proposal Content" below) c. Work Implementation System Table (Form 7) d. Quotation and Breakdown (Free format) *Must be signed and sealed by the representative or authorized agent. *Must include the total amount for February Reiwa 9 to March Reiwa 10 and the breakdown per fiscal year. *Must not exceed the estimated amount (upper limit) stated in item 1 (5) of these guidelines. (3) Submission Location: Kashiwa City Child Department, Child Consultation Center, Preparation Office (4th Floor, Wellness Kashiwa, 65-1 Kashiwashita, Kashiwa City, Chiba Prefecture) (4) Submission Method: - 6 - a. In-person submission: Kashiwa City Child Department, Child Consultation Center, Preparation Office (4th Floor, Wellness Kashiwa, 65-1 Kashiwashita, Kashiwa City, Chiba Prefecture). For in-person submission, between 9:00 AM and 4:30 PM on days other than Sundays, Saturdays, and national holidays as defined by the Act on National Holidays (Act No. 178 of 1948). b. Mailing Address: 4th Floor, Wellness Kashiwa, 65-1 Kashiwashita, Kashiwa City, Chiba Prefecture, 277-0004 Kashiwa City, Child Department, Child Consultation Center, Preparation Office. For mail submission, use a method that provides proof of delivery, such as registered mail. c. After submission, call the secretariat (04-7128-5290) to confirm receipt. d. Regardless of whether submitted in person or by mail, the electronic data of the proposal must be sent to the following email address by Thursday, October 8, Reiwa 8: Email address: propo-kdmsh@city.kashiwa.chiba.jp (5) Number of copies: Bind in A4 flat files and submit the following number of copies: 1 original and 7 copies (copies can be photocopies), totaling 8 copies. (6) Other: If proposals are not submitted by the deadline after submitting the Expression of Intent to Participate Form, it will be considered as a withdrawal from participation. 8. Proposal Content: (1) Proposal Content: When creating the proposal, describe it in accordance with the items in the attached "Review Criteria." (2) Format: The format is free, but the following must be adhered to: a. Paper size must be A4, and each copy must be bound in a file. b. The cover and spine of the file must indicate the company name and whether it is an original or a copy. c. The page orientation must be portrait. - 7 - d. The font size must be 10 points or larger. e. Use figures and tables to simplify as much as possible. f. Summarize clearly within 10 pages of A4 size. g. Additional materials are not permitted. h. Color printing, photos, illustrations, figures, and tables may be inserted. i. Page numbers must be included. 9. Review and Selection Method: (1) Review Method: The review of the best proposal will be conducted through document review and presentation review by the Kashiwa City Proposal Method Selection Committee (Kashiwa City Opinion Expression Support Project Consignment) (hereinafter referred to as the "Selection Committee"). (2) Selection Method: The Selection Committee will evaluate based on the review criteria for this project, and the proposer with the highest total score from each committee member will be selected as the best proposer. If two or more proposers have the same highest score, the selection will be made through deliberation by the Selection Committee. A review will also be conducted if there is only one proposer. (3) Date and Time: Thursday, October 22, Reiwa 8. The implementation time for participants will be notified separately. (4) Venue: Wellness Kashiwa (5) Duration: Within 40 minutes (Estimate: 20 minutes explanation + 20 minutes Q&A) (6) Number of people and presenters: Up to 3 people, including the person responsible for the contract. (7) Other: a. If using a projector, please notify at the time of proposal submission. Also, for equipment other than the screen and projector, the proposer must provide it at their own expense. b. Distribution of additional materials during the presentation or new proposals not included in the proposal documents are not permitted. 10. Review Results: (1) Notification of Results: The review results will be notified to participants in writing. No objections to the review content or results will be accepted. (2) Public Announcement of Results: The review results will be published on the city's website. 11. Contract Procedures: The city will finalize the content of the specifications through consultation with the selected consignment candidate and conclude the contract. The content of the specifications will be based on the proposal of the selected consignment candidate, but consultation may be requested for changes to comply with laws and national guidelines related to this project, and to implement this project effectively and efficiently. Furthermore, if an agreement on the content of the specifications cannot be reached between the selected consignment candidate and the city, consultation may be held with the applicant with the next highest overall score in the selection results. 12. Other: (1) All costs related to this proposal method shall be borne by the proposer. (2) Proposals submitted by persons who do not meet the eligibility criteria for this proposal, or proposals with false information in the proposal documents and attached materials, will be deemed invalid. (3) Proposal documents will not be used for any purpose other than this proposal. However, if a request for disclosure is made under the Kashiwa City Information Disclosure Ordinance (Kashiwa City Ordinance No. 4 of 2000), the submitted documents, including proposal documents, will be subject to disclosure. (4) The contractor shall not subcontract the main work to a third party. (5) The city shall not be responsible for any disadvantages arising from non-delivery or delayed delivery of submitted documents by methods other than in-person delivery. Take measures such as using registered mail or confirming receipt by phone or email. (6) Submitted documents will not be returned. (7) If any of the following circumstances are discovered regarding the content of submitted documents or presentations, the proposal will be disqualified. a. If there is any false or fraudulent act. b. If there is any content or act deemed inappropriate by the Selection Committee. c. If the estimated amount exceeds the estimated amount (upper limit) stated in item 1 (5) of these guidelines. d. If multiple different proposals are submitted. 13. Contract Department: (1) Department: Kashiwa City Child Department, Child Consultation Center, Kashiwa City Child Department, Child Policy Division (2) Contact Information: 4th Floor, Wellness Kashiwa, 65-1 Kashiwashita, Kashiwa City, Chiba Prefecture, 277-0004 Tel: 04-7128-5290 (Direct) Email: propo-kdmsh@city.kashiwa.chiba.jp Kashiwa City Opinion Expression Support Project Consignment Specifications 1. Subject: Kashiwa City Opinion Expression Support Project Consignment 2. Project Purpose: This project aims to support children's opinion expression for children residing in the Kashiwa City temporary protection facility (hereinafter referred to as "temporary protection facility"), which is to be established within the (tentative name) Kashiwa City Child and Youth Consultation Center, by dispatching third parties (opinion expression support staff) with knowledge or experience in child welfare on a regular basis. This will ensure opportunities for children residing in the facility to express their opinions, support their opinion expression, and thereby promote the protection of children's rights. (3) Consignment Period: January 4, Reiwa 9 to March 31, Reiwa 10 4. Place of Performance: (1) Opinion Expression Support Temporary Protection Facility: 313-610 Yojyu, Kashiwa City (2) Secretariat Operations, etc.: Contractor's office 5. Contract Method: Lump sum contract. 6. Inspection and Payment Method: (1) For Reiwa 8 fiscal year, performance inspection will be conducted at the end of the fiscal year, and the consignment fee will be paid within 30 days based on a valid invoice after completion of the performance inspection. (2) Payments from Reiwa 9 fiscal year onwards will be made quarterly, and the consignment fee will be paid within 30 days based on a valid invoice after the completion of the performance inspection for each quarter.