Proposal for "Edogawa-Honolulu Festival" Planning and Operation Consignment Business

Proposal for "Edogawa-Honolulu Festival" Planning and Operation Consignment Business
Implementation Guidelines for Proposal for "Edogawa-Honolulu Festival" Planning and Operation Consignment Business Reiwa 8, June Edogawa City Culture and Education Department Culture Division 1. Purpose and Objective Edogawa City (hereinafter referred to as "the City") concluded a sister city agreement with the City of Honolulu in June Reiwa 4. To further promote friendship and exchange between residents of both cities, the "Edogawa-Honolulu Festival" will be held at the Tokyo Metropolitan Shinozaki Park (1-25-1 Kami-Shinozaki) on October 11, Reiwa 8, as part of the "49th Edogawa Citizen's Festival" (hereinafter referred to as "Citizen's Festival"). For the implementation of this project, we will entrust the planning and operation business to a specialized contractor proficient in event planning, advertising, and promotion, who can attract a large number of visitors from within and outside the city, foster familiarity with Honolulu, promote Honolulu as a sister city, and allow visitors to feel closer to Honolulu. 2. Outline of Consignment Business (1) Subject: Consignment of Sister City Exchange Promotion Project (Edogawa-Honolulu Festival) (2) Business Content: As per the attached draft specifications. The content decided through consultation between the city and the selected contractor based on the contractor's proposal will be commissioned. (3) Fulfillment Period: From the date of the consignment agreement until December 25, Reiwa 8 (4) Maximum Consignment Amount (Maximum Estimated Amount): 19,500,000 yen (including consumption tax equivalent, etc.) 3. Eligibility for Application (1) Not to fall under the provisions of Article 167-4 of the Local Government Act (Reiwa 22, Cabinet Order No. 16). (2) Not to be subject to a suspension of bidding by the Tokyo Metropolitan Government or Edogawa City. (3) Not to have filed for commencement of rehabilitation proceedings under the Company Rehabilitation Law (Reiwa 14, Law No. 154) or commencement of civil rehabilitation proceedings under the Civil Rehabilitation Law (Reiwa 11, Law No. 225). (4) Not to have defaulted on national or local taxes within the past year. (5) Not to fall under Article 2, Paragraph 2 or Paragraph 6 of the Act on Prevention of Unjustifiable Acts by Boryokudan Members (Reiwa 3, Law No. 77), and not to meet the requirements for measures listed in each item of the attached table of the Edogawa City Contract Regulations on Exclusion of Boryokudan, etc. (enforced on October 1, Reiwa 23). (6) To have experience in undertaking business similar to this business within the past 10 years (Reiwa 27 - Reiwa 7). 4. Application Procedure (1) Implementation Schedule *Dates may change depending on the number of applications. Public announcement of these guidelines (published on the City's website): Friday, June 19, Reiwa 8 Reception of inquiries: Until Thursday, June 25, Reiwa 8 Response to inquiries (published on the City's website): Around Tuesday, June 30, Reiwa 8 (scheduled) Submission of proposals, etc.: Until 5:00 PM, Wednesday, July 8, Reiwa 8 2. First Screening (Document Screening) Notification of Results: Around Thursday, July 23, Reiwa 8 (scheduled) Second Screening (Presentation and Q&A): Thursday, July 30, Reiwa 8 (scheduled) Notification of Screening Results: Early August, Reiwa 8 (scheduled) (2) Inquiries and Responses: a. Applicants wishing to apply may submit inquiries regarding matters related to these guidelines and specifications by Thursday, June 25, Reiwa 8. In such cases, submit the "Inquiry Form (Form 4)" via email to the relevant section (Subject: "Inquiry Regarding Proposal for Consignment of Planning and Operation Business for Edogawa-Honolulu Festival"). b. A confirmation email will be sent upon receipt of the inquiry email. If a confirmation email is not received by 5:15 PM on the deadline date, please confirm by phone with the relevant section. c. Responses to inquiries will be published on the City's website by June 30 (Tuesday). The following handling will apply to inquiry responses: (a) If multiple inquiries have the same intent, they will be answered collectively. (b) The names of inquirers will not be published. (c) Inquiries regarding the screening process will not be answered. (d) Items with unclear content may not be answered. (3) Documents to be Submitted: Applicants who meet the eligibility requirements specified in item 3 shall submit the following documents collectively. Document Form Remarks, etc. Number of Copies ① Application Form Form 1 1 copy ② Proposal Form Form 2 ⚫ A4 vertical, within 20 pages (some A3 documents may be folded in) ⚫ Horizontal writing, left-bound, double-sided printing ⚫ Font size 12 points or larger, with page numbers at the bottom of each page ⚫ Also submit as PDF data ※Refer to "4. Points to Note When Creating Proposal" below. 6 copies (1 original, 5 copies) ③ Quotation (Cost Breakdown) Form 3 A breakdown showing the calculation and basis for each item of the business content (format free) shall be attached. 6 copies (1 original, 5 copies) ④ Business Overview Free format Company overview, brochure, etc. 6 copies (1 original, 5 copies) ⑤ Certificate of Corporate Registration Original Certificate of All Registered Matters issued within 3 months prior to the submission date 1 copy 3 (4) Points to Note When Creating Proposal: Create the proposal by describing the matters related to the business content in the order of a to o below (Form 2). a. Purpose and Objective of Proposed Plan b. Outline of Plan ⚫ Event planning outline (specific content, implementation period, scale, operation method, etc.) ⚫ Measures and initiatives to foster event impact ⚫ Measures and initiatives for event promotion ⚫ Unique proposals or characteristics of the proposal ⚫ Other matters deemed necessary for the proposed plan c. Business Implementation System (Names of personnel involved in the business, roles, staffing, etc.) d. Business Implementation Schedule (Various plans, meetings, etc.) e. Introduction and overview of past similar achievements (5) Notes on Submitted Documents: a. The City may request the proposer to confirm the content of the submitted proposal and provide additional documents. b. Replacements or resubmissions after the submission deadline will not be accepted. c. Submitted proposals and attached documents will not be returned. d. Each organization (joint venture) may submit only one proposal; multiple proposals are not allowed. e. The copyright of submitted documents belongs to the applicant and proposer. Furthermore, when publishing the selection results of the commissioned contractor and the proposed content, or when the City deems it necessary for other reasons, the City may use all or part of the submitted documents without charge and without the consent of the applicant. (a) To be used for selecting the proposer and identifying the commissioned contractor and the runner-up candidate. (b) To be disclosed in accordance with the Edogawa City Information Disclosure Ordinance (Reiwa 13, March 27, Ordinance No. 19) and related regulations. ⑥ Financial Statements Copy of balance sheets and income statements (settlement of accounts) for the most recent 3 years 1 copy ⑦ Certificate of Tax Payment Original ⚫ Metropolitan resident tax for the previous fiscal year ⚫ Certificate stating that there are no unpaid taxes for "corporate tax" and "consumption tax and local consumption tax" ⚫ Certificate stating that corporate business tax and corporate resident tax are not in arrears. *Each issued within 3 months prior to the submission date. 1 copy each ⑧ Documents related to similar contract experience with other local governments, etc. Copy of contract documents, etc., showing business content 1 copy 4 (6) Submission Deadline and Method: a. Submission Deadline: Strictly 5:00 PM, Wednesday, July 8, Reiwa 8 b. Submission Method: Deliver or mail to the Urban Exchange Section, Culture Division, Culture and Education Department. 5. Selection Method (1) Establishment of Selection Committee: A selection committee (hereinafter referred to as "the Committee") will be established to screen the submitted documents and select the contract candidate deemed most suitable for this business. (2) Screening Criteria (3) First Screening (Document Screening): A preliminary screening will be conducted based on the submitted proposal documents, and businesses with higher evaluation scores will be selected for the second screening. The screening results will be notified to all applicants via email around Thursday, July 23, Reiwa 8 (scheduled). Evaluation Item Screening Criteria Score Planning and Proposal Capability Event Concept - Is the concept proposed based on the characteristics, current situation, and needs of Edogawa City? - Is the proposal attractive and effective in promoting the sister city agreement between Edogawa City and Honolulu City? - Is it a universally enjoyable event? 10 points Proposal Content - Does the proposal meet the necessary requirements in accordance with the draft specifications? - Is it specific, logical, and of appropriate volume? 40 points Unique Proposal - Is there a unique proposal to achieve the goals of this project? 10 points Feasibility - Is the schedule feasible? 10 points Information Dissemination - Is there a proposal for information dissemination methods that can widely publicize the event? 10 points Business Execution Capability Business Implementation System - Are a supervising manager and staff with sufficient knowledge and experience assigned to carry out this business? - Is a staffing system in place that can ensure smooth and prompt communication and coordination, and reliable business execution? 10 points Presentation - Is the explanation clear, persuasive, and does it show enthusiasm for the business? - Are the responses to questions clear and accurate? 5 points Business Expenses Cost-Effectiveness - Are the quotation and breakdown appropriate for the proposed content, and is it economically sound? 5 points 5 The applicants who score 70 points or higher will proceed to the second screening. The top-ranked applicants will be notified of the second screening. (4) Second Screening (Presentation and Q&A): After a presentation on the proposed plan by the second screening candidates, a Q&A session will be held to evaluate the proposed content. The most excellent candidate and the runner-up will be selected based on the calculated total score. The most excellent candidate will be the contract candidate, and if an agreement cannot be reached due to reasons such as the withdrawal of the most excellent candidate, the runner-up will be the contract candidate. a. Presentation is scheduled for within 15 minutes, and Q&A for within 15 minutes, for a total of 30 minutes. b. The number of participants shall be within 4 people, including the business manager and business staff. c. The business manager and business staff shall provide explanations based on the proposal submitted. Presentations using slides with projectors, etc., are permitted. d. When using computers, projectors, etc., for presentations, the city will provide the projector and screen, but the computers and other equipment must be provided by the second screening candidate. (5) Announcement of Results: One candidate will be selected from among the businesses that underwent the second screening, and the results will be published on the City's website. Inquiries regarding the screening results by phone, etc., will not be answered. (6) Points to Note: a. From the submission of proposal documents until the determination of the contract candidate, the City may conduct interviews with participants as necessary. b. After the public announcement date of these guidelines, contact with selection committee members or city officials involved in the selection regarding this proposal (including inquiries) is prohibited, except for opportunities provided by the City. If contact is made for reasons other than unavoidable circumstances, it may result in disqualification. 6. Withdrawal of Application: Applicants wishing to withdraw their application after submitting the proposal and before the selection of the business operator may do so. If withdrawing the application, submit a "Withdrawal of Application Form" (Form 5) stating the reason for withdrawal. 7. Grounds for Disqualification: Disqualification will occur in any of the following cases: (1) If false statements are found in the submitted documents. (2) If the applicant no longer meets the eligibility requirements specified in item 3. (3) If acts that undermine the transparency and fairness of the screening have occurred. (4) If the proposal documents are submitted after the deadline. (5) If contact as specified in item 5(6)b has occurred. (6) In addition to the preceding items, if any act of gross breach of trust has occurred in the proposal. (7) If new explanatory materials are added during the presentation. 6 8. Adjustment of Contract Contents, etc.: The City will consult with the contract candidate, adjust the specifications reflecting the candidate's proposal, and conclude the contract. (This does not promise to implement the proposed content as is for the execution of the consigned business; rather, the City will consult with the prospective commissioned contractor on specific conditions necessary for the performance of the business based on the proposed content, and if adjustments are made, a discretionary contract procedure will be carried out.) If consultations are unsuccessful, the City will separately consult with the next highest-ranked candidate based on the evaluation of the screening results. Furthermore, as this selection process is to evaluate the applicants' planning ability, proposal ability, and business execution capability, the specifications will be re-examined at the time of contract conclusion. 9. Other Points to Note: (1) All costs related to the performance of this business shall be borne by the participating business operator. (2) Application documents and materials required for application will be distributed as needed. (3) Modifications or changes to proposals after submission of documents will not be permitted. (4) Submitted proposals and other documents will not be returned. (5) By submitting the application form, the participating business operator is deemed to have agreed to the contents of these guidelines. 10. Department in Charge (Contact Point): Urban Exchange Section, Culture Division, Culture and Education Department, Edogawa City, Contact: Nanjo/Kato, 1-4-1 Chuo, Edogawa-ku, Tokyo 132-8501, Main Building East Wing 3rd Floor, Tel: 03-5662-6140 (Direct), Email: 1787200@city.edogawa.tokyo.jp *Reception hours are weekdays from 9:00 AM to 5:00 PM. 49th Edogawa Citizen's Festival Venue Layout Happy Stage (Ceremony Venue) Flower and Animal Plaza Lively Plaza Knowledge Plaza Curiosity Plaza Everyone's Plaza (West Side) Executive Headquarters Venue: Tokyo Metropolitan Shinozaki Park (1-25-1 Kami-Shinozaki, Edogawa-ku) ○Kids/Education Stage ○Health Stage ○Dance Stage ○Friendship Stage ○Bazaar Corner ○Sunrise Stage ○Fluffy Park First Aid Station ○Flower Arrangement Stage ①Gate ②Gate ③Gate ④Gate ⑤Gate ⑥Gate ⑦Gate ⑧Gate ⑨Gate Product Plaza Happy Plaza Everyone's Plaza (East Side) Second Aid Station ○Honolulu Festival Park Parking Lot Playground Equipment Park Playground Equipment Park Appendix 1-1 Edogawa-Honolulu Festival Venue (Enlarged View) Appendix 1-2 1 "Edogawa-Honolulu Festival" Planning and Operation Consignment Business Specification 1. Project Purpose and Objective: Edogawa City (hereinafter referred to as "the City") concluded a sister city agreement with the City of Honolulu in June Reiwa 4. To further promote friendship and exchange between the City and Honolulu City, the "49th Edogawa Citizen's Festival" (hereinafter referred to as "Citizen's Festival") will be held at Tokyo Metropolitan Shinozaki Park (1-25-1 Kami-Shinozaki) on October 11, Reiwa 8, where the Honolulu...