Implementation of Proposal for Consignment of Funabashi Hometown Support Donation Management Services

Implementation of Proposal for Consignment of Funabashi Hometown Support Donation Management Services 1. Funabashi Hometown Support Donation Management Services Proposal Implementation Guidelines 1. Purpose of the Work: To consign the administrative work related to the Funabashi Hometown Support Donation, thereby improving the efficiency of administrative tasks, enhancing support for return gift providers, and utilizing the expertise of professionals in promoting the city's appeal and local products, with the aim of revitalizing local businesses and the region, and further increasing donations. 2. Work Name: Funabashi Hometown Support Donation Management Services 3. Work Location: Designated locations within the city. 4. Work Content: As per the attached "Specifications for Consignment of Funabashi Hometown Support Donation Management Services." 5. Execution Period: Work Preparation Period: From January 4, Reiwa 9 (2027) (Date of public announcement of results) to March 31, Reiwa 9 (2027) Main Operation Period: April 1, Reiwa 9 (2027) to March 31, Reiwa 12 (2030) * The start dates for the work preparation period and the main operation period may be changed through consultation with the selected contractor, depending on the progress of work handover, etc. 6. Reason for Selecting Contractor by Proposal Method: To achieve the objectives of this work, it requires specialized skills, experience, and knowledge in areas such as the hometown tax donation system, donation solicitation, management of donation information, development and ordering of new return gifts, delivery management, and handling of donors. Therefore, a proposal method will be used to comprehensively evaluate planning capabilities, expertise, and work experience to select the most suitable contractor. 7. Proposal Method and Reason: (1) Proposal Method: Public Call Type (2) Reason for Public Call Type Proposal: To widely solicit proposals from a large number of businesses and identify the most suitable contractor for this work, a public call type proposal method will be used. 2 8. Project Schedule (1) Public Announcement Start: Friday, October 16, Reiwa 8 (2026) (2) Deadline for Submission of Inquiry Forms: Wednesday, October 28, Reiwa 8 (2026), 5:00 PM (3) Response to Inquiry Forms: Thursday, November 5, Reiwa 8 (2026) (4) Deadline for Submission of Application Forms: Thursday, November 12, Reiwa 8 (2026), 5:00 PM (5) Notification of Eligibility Confirmation Results: Thursday, November 19, Reiwa 8 (2026) (6) Deadline for Submission of Proposals: Thursday, December 3, Reiwa 8 (2026), 5:00 PM (7) Notification of 1st Screening Results: Friday, December 11, Reiwa 8 (2026) (8) 2nd Screening: Tuesday, December 22, Reiwa 8 (2026) (Presentation Screening) (9) Notification of 2nd Screening Results: Monday, January 4, Reiwa 9 (2027) (10) Contract Conclusion: Early January, Reiwa 9 (2027) * However, the implementation dates may be changed due to administrative convenience. 9. Eligibility Requirements: Contractors participating in this public call for proposals must meet all of the following requirements. Joint participation by multiple businesses is also permitted, provided that a representative business is designated and all participating businesses meet all of the following requirements. (1) Must have or be equivalent to the qualification for competitive bidding for commissioned work in this city. (2) Must not fall under any of the clauses in Article 167-4, Paragraph 1 of the Local Autonomy Act Enforcement Order. (3) Must not have been subject to designation suspension under the "Funabashi City Construction Work and Other Contractor Designation Suspension Measures," designation exclusion under the "Funabashi City Bid and Contract Measures Against Violent Groups," or bidding participation suspension under the "Funabashi City Bid Participant Qualification Status Investigation Implementation Guidelines" from the deadline for submitting the application form to the date of contractor selection. (4) Must have an office in the Kanto region (Chiba Prefecture, Tokyo Metropolis, Kanagawa Prefecture, Saitama Prefecture, Ibaraki Prefecture, Tochigi Prefecture, Gunma Prefecture) responsible for hometown tax donation services, or must establish one by the start of the work. * The location of the head office is not relevant; the location of the office in the above region is the requirement. * If establishing by the start of the work, please indicate the planned location in the "Location" field of the Company Profile (Form No. 3). 10. Inquiries and Responses: (1) Inquiry Method: ① Inquiries must be made via email, written on the inquiry form (Form 1). (To: furusato@city.funabashi.lg.jp) * Please mark the subject line as "Inquiry Regarding Funabashi Hometown Support Donation Management Services Consignment Proposal Public Call for Reiwa 8 (2026)." ② The deadline for submitting inquiries is Wednesday, October 28, Reiwa 8 (2026), 5:00 PM. * After sending, please be sure to call the Funabashi City Commerce and Industry Promotion Division (047-436-2461) to confirm receipt. (2) Response to Inquiries: Responses to inquiries will be posted on the city's website on Thursday, November 5, Reiwa 8 (2026). No further inquiries will be accepted regarding the responses. 11. Application for Participation: (1) Documents to Submit: ① Application Form (Form No. 2) * If multiple businesses participate jointly, attach a copy of the document confirming this. ② Company Profile (Form No. 3) * If you have a company brochure, please submit it as reference material. If you do not have the qualification for competitive bidding for commissioned work in this city, please attach the following documents additionally. (1 copy each) Additional ① Certificate of Registered Matters of the Corporation (copy acceptable) Additional ② Certificate of Seal Impression (copy acceptable) Additional ③ Latest Financial Statements (Balance Sheet, Income Statement, etc.) Additional ④ Tax Payment Certificate (copy acceptable) - National Taxes: Tax payment certificate for corporate tax and consumption tax and local consumption tax (Form 3-3) - Prefectural Taxes: (For businesses with offices in Chiba Prefecture) Certificate of complete payment of Chiba Prefectural Taxes (Tax Payment Certificate Form 2) Additional ⑤ Certificate of City Tax Payment Confirmation (For businesses with offices in this city only) (2) Number of Copies to Submit: Original 1 copy, Copies 9 copies (3) Submission Method: Submit in person or by mail to the Funabashi City Commerce and Industry Promotion Division (Zip code 273-8501, 2-10-25 Minatocho, Funabashi City). (Email not accepted) * Submitted documents cannot be returned, exchanged, or resubmitted. (4) Submission Deadline: Thursday, November 12, Reiwa 8 (2026) * For in-person submission: Submit between 9:00 AM and 5:00 PM, excluding closed days. * For mail submission: Must arrive by the submission deadline. (5) Notification of Eligibility Results: Notification will be sent by email and mail on Thursday, November 19, Reiwa 8 (2026). 4 12. Submission of Proposals: (1) Documents to Submit: ① Work Experience (Form No. 4) * If you have obtained a Privacy Mark or ISO/IEC 27001 (Information Security) certification, attach a copy of the certificate. ② Quotation and Breakdown (Form No. 5) ③ Proposal - Comply with the specifications and include all evaluation items (excluding work experience and proposal price) specified in "17. Evaluation Criteria." - The proposal should be structured according to the order of the evaluation items. - The format is optional, but the size should be A4 (Japanese Industrial Standard), double-sided printing (portrait/landscape free), and within 30 pages (excluding cover, back cover, and table of contents). (2) Number of Copies to Submit: Same as 11.(2) (3) Submission Method: Same as 11.(3) * Submitted documents cannot be returned, exchanged, or resubmitted. (4) Submission Deadline: Thursday, December 3, Reiwa 8 (2026) * For in-person submission: Submit between 9:00 AM and 5:00 PM, excluding closed days. * For mail submission: Must arrive by the submission deadline. 13. 1st Screening (Document Screening): Multiple businesses capable of smoothly carrying out the administrative work related to Funabashi Hometown Support Donation will be selected through document screening. (1) Schedule: Thursday, December 10, Reiwa 8 (2026) * Participants do not need to attend as this is a document screening by evaluation committee members. (2) Number of 1st Screening Passers: 4 businesses (3) Evaluation Method: The evaluation committee will comprehensively review and evaluate each evaluation item based on the "Proposal Evaluation Method for Funabashi Hometown Support Donation Management Services" (attached) and "17. Evaluation Criteria" in this implementation manual. The top 4 will be considered passers of the 1st screening. If the number of proposal applicants is 4 or less, the 1st screening will still be conducted. In this case, after scoring, all applicants will be considered passers of the 1st screening. 5 (4) Notification of Results: Notification will be sent by email and mail on Friday, December 11, Reiwa 8 (2026). Details of the 2nd screening will be provided to the 1st screening passers. 14. 2nd Screening (Presentation Screening): A presentation screening will be conducted for the 1st screening passers to select the business that has made proposals consistent with the project objectives. (1) Schedule: Tuesday, December 22, Reiwa 8 (2026) * Details will be notified along with the 1st screening results. (2) Location: Conference room within Funabashi City Hall * Details will be notified along with the 1st screening results. * Tables, chairs, power outlets, screens, and projectors (HDMI, VGA connection terminals and cables) will be provided by the city. Other items must be provided by the participating business. (3) Time Allotment: Approximately 40 minutes per proposer (20 minutes for presentation, 15 minutes for Q&A, 5 minutes for preparation and cleanup). (4) Evaluation Method: The evaluation committee will comprehensively review and evaluate the submitted documents and presentation content based on the "Proposal Evaluation Method for Funabashi Hometown Support Donation Management Services" (attached) and "17. Evaluation Criteria" in this implementation manual. The highest-ranked proposer in the 2nd screening will be selected as the contractor. (5) Notification of Results: If a contractor is selected, a "Contractor Selection Notice" will be sent to the selected contractor, and "Rejection Notice" will be sent to others. 15. Proposal Withdrawal: If a participant wishes to withdraw from this proposal after submitting the application form, a withdrawal notification must be submitted by Friday, December 18, Reiwa 8 (2026). * The format for the withdrawal notification will be provided upon notification of intent to withdraw. 16. Proposal Limit: Within 5.45% of the donation amount (excluding consumption tax and local consumption tax). For items ①, ②, and ③ of the Quotation and Breakdown (Form No. 5), propose a commission rate for each category. For item ④, it will be a fixed amount per donation received, regardless of the donation amount, and the lowest possible amount should be proposed. 6 * The following items shall not be included in the consignment fee: - Procurement costs for return gifts - Delivery costs for return gifts - Usage fees and payment processing fees for portal sites * Calculate the amount based on the assumed business scale, including related services for the assumed donations. (1) Assumed Donation Amount: 1,426,000,000 yen (2) Number of Donations: 79,000 cases (3) Number of Certificate of Donation Receipt, etc. shipments: 68,000 cases Of which, number of "One-Stop Exception" applications included: 5,000 cases 17. Evaluation Criteria: The 1st screening (document screening) and the 2nd screening (presentation screening) will be evaluated by the evaluation committee according to the following. 1st Screening and 2nd Screening (Common) Evaluation Item | Evaluation Criteria | Score Work Experience | - Does the business have sufficient experience in hometown tax donation management? - Does the business have experience with municipalities with donation amounts equal to or greater than this city's? | 30 points Proposal Price | - Is the quoted price reasonable? | 20 points Implementation System | - Is there an implementation system that allows for quick response to issues and requests, such as assigning dedicated staff for this city? - Is there sufficient personnel allocation? - Are the reception hours and lines for inquiries from donors sufficient? - Does the business have a sufficient understanding of the importance of personal information handling and information security, and are they addressing it as a business? | 30 points Understanding of this City | - Has the business analyzed and grasped the industrial situation and hometown tax donation status of this city? - How has the business analyzed the potential of this city's hometown tax donations? | 10 points Support System for Return Gift Providers | - Can the business maintain close cooperation with return gift providers and visit them regularly for direct communication? - Can the business provide advice and support as needed to reduce the administrative burden on return gift providers? - Can the business strategically plan and develop attractive return gifts (utilizing local products, professional sports teams with the city as their home town or having cooperation agreements with the city, experience-based tours, etc.) that promote the city's appeal, and improve the attractiveness of existing return gifts? - Is there a system in place for prompt response in case of problems? 75 points 7 Evaluation Item | Evaluation Criteria | Score PR/Promotion | - Does the business have sufficient knowledge of the characteristics of each portal site, SEO measures, PR, and promotion? - Can the business implement effective access measures (SEO measures, ad operations, featured pages, campaigns, SNS utilization, etc.)? - Can the business enhance return gift images with minimal burden on return gift providers? - Can the business implement strategic and effective PR and promotion based on the city's characteristics and target audience? | 45 points Support for this City | - Are specific measures for improving the city's operational efficiency, reducing costs, and increasing donation amounts clearly indicated? - Can the business accurately and promptly respond to system revisions and inquiries from national/prefectural governments? | 20 points Unique Proposals | - Are there any unique proposals that contribute to achieving the project objectives beyond the services specified in the specifications and other evaluation items? | 10 points Effectiveness/Feasibility | - Does the overall proposal ensure that the project objectives are fully achieved? - Are the overall proposals feasible? * If deemed difficult to implement, the proposal will be disqualified. | 20 points Total | | 260 points 18. Public Announcement of Results and Method: The results of the screening will be published on the city's website. The published items will include evaluation items, point distribution, names of participating businesses, and scoring results (points for each evaluation item and total score). However, the scoring results will not be associated with the names of participating businesses other than the selected contractor (if there are two participants, only the scoring results will be published, not the names of the participants). 19. Disqualification Criteria: Any of the following will result in disqualification. - Submission of application or proposal documents after the deadline. - False information in submitted documents. - Submission of a quotation exceeding the proposal limit. - Failure to arrive at the venue by the presentation start time. - Any act that undermines the fairness of the screening, as determined by the city. - If the city determines that the proposed plan is impossible to implement. 20. Other Notes: - All costs associated with participating in this proposal will be borne by the business. - Being selected as the contractor does not guarantee contract conclusion. The contract will be established after consultation on specifications, with any necessary corrections, additions, or deletions, followed by a discretionary contract with the selected party and the exchange of a contract document. Please note that not all proposed content will be included in the specifications. 8 - Even if there is only one participant, an evaluation will be conducted, and if deemed unsuitable as a contractor, a contractor may not be selected. - Documents such as proposals submitted in this proposal may be disclosed to third parties upon request in accordance with the provisions of the Funabashi City Information Disclosure Ordinance (Funabashi City Ordinance No. 14 of Reiwa 14). 7