Implementation of Proposal for Outsourcing of Riverbed Facility Maintenance Services, Edogawa Ward

Implementation of Proposal for Outsourcing of Riverbed Facility Maintenance Services, Edogawa Ward Recruitment Guidelines for Outsourcing of Riverbed Facility Maintenance Services, Edogawa Ward October 2026 Edogawa Ward Table of Contents 1. Purpose of Recruitment.. 2 2. Overview of Services.. 2 (1) Service Name.. 2 (2) Service Details.. 2 (3) Contract (Performance) Period.. 2 (4) Budget Upper Limit.. 2 (5) Application of Edogawa Ward Public Contract Ordinance.. 2 3. Eligibility Requirements.. 2 (1) Application Requirements.. 2 (2) Application Qualifications.. 3 (3) Restrictions on Applicants.. 3 (4) Restrictions on Subcontracting.. 3 4. Schedule.. 3 (1) Schedule.. 3 (2) Acceptance and Response to Inquiries.. 4 (3) Acceptance of Application Documents.. 4 (4) Notification of First Screening Results.. 4 (5) Holding of Second Screening.. 4 (6) Decision of Contract Candidate Business Operator.. 4 5. Application Method.. 5 (1) Application Form (Form 1: Original, 1 copy).. 5 (2) Project Proposal (Free format: Original, 1 copy; Copies, 11 copies).. 5 (3) Quotation (Free format: Original, 1 copy; Copies, 11 copies).. 6 (4) Business Operator Overview (Free format: Original, 1 copy; Copies, 11 copies).. 6 (5) Certified Copy of Corporate Registration (Original, 1 copy).. 6 (6) Copy of Financial Statements (1 copy).. 6 (7) Certificate of Tax Payment (National Taxes) (Original, 1 copy).. 6 (8) Certificate of Tax Payment (Local Taxes) (Original, 1 copy).. 6 (9) Copy of Documents Proving Permission for Privacy Mark, etc. (1 copy).. 6 (10) Copy of Documents Proving Contract Performance for Similar Services in Other Municipalities (1 copy).. 6 6. Main Evaluation of Proposal Content.. 6 7. Confirmation of Proposal Documents.. 7 8. Withdrawal from Participation.. 7 9. Method of Selecting Contract Candidate Business Operator, etc.. 7 (1) First Screening (Document Screening).. 7 (2) Second Screening (Hearing).. 7 (3) Public Announcement of Results.. 7 10. Negotiation of Contract Terms and Conclusion of Contract.. 7 11. Disqualification of Participating Business Operators.. 7 12. Other Notes.. 7 1. Purpose of Recruitment To recruit business operators to undertake the maintenance services for the riverbed facilities (Edogawa Ground, Arakawa Ground, Edogawa Riverbed Green Space, and Arakawa Riverbed Green Space) in Edogawa Ward (hereinafter referred to as the "Ward"). This is a public proposal process to widely solicit applicants and select a business operator based not only on price but also on planning ability, technical skills, and track record. 2. Overview of Services (1) Service Name: Outsourcing of Riverbed Facility Maintenance Services, Edogawa Ward (2) Service Details: As per the attached "Specifications (Riverbed Grounds)" and "Specifications (Riverbed Green Space)". Note that the service details in the specifications are current plans and may be changed through consultation. (3) Contract (Performance) Period: April 1, 2027 to March 31, 2028 * If the performance of the outsourced services is evaluated as "Excellent" or "Good" based on the "Performance Evaluation Report for Outsourcing of Riverbed Facility Maintenance Services, Edogawa Ward" (to be determined separately), and there are no legal violations or significant defects, the contract may be renewed for the following fiscal year. * The renewal period is limited to five years from the first year of the contract, and contract renewal is conditional upon the budget for the fiscal year being approved. Furthermore, even if the performance is excellent, a contract may not be concluded if there are changes in the scope of the outsourced services. (4) Budget Upper Limit: Grounds Services (Operation): ¥296,010,000 Grounds Services (Development/Maintenance & Repair): ¥77,457,000 Riverbed Green Space Services: ¥49,719,000 * Includes consumption tax (10%). * The upper limit amount includes all expenses necessary for carrying out this outsourced service. * This is conditional upon the approval of the FY2027 budget. (5) Application of Edogawa Ward Public Contract Ordinance: This contract falls under the definition of a public contract stipulated in Article 2, Item 1 of the Edogawa Ward Public Contract Ordinance (Edogawa Ward Ordinance No. 1 of March 2010). Therefore, the Edogawa Ward Public Contract Ordinance will apply if this contract is awarded. * Please refer to the attached "Regarding the Application of the Edogawa Ward Public Contract Ordinance." 3. Eligibility Requirements (1) Application Requirements: ① Applicants must be able to appropriately understand the purpose of recruitment and the specifications and be capable of fully performing the outsourced services. ② Applicants must possess sufficient ability to consult and coordinate with the Ward and other relevant organizations, and be able to respond flexibly to changes in contract terms, implementation of this outsourced project, and various conditions. (2) Application Qualifications: Applicants must be legally incorporated entities. If the services cannot be undertaken independently, group applications are permitted. In such cases, a joint venture shall be formed, and a representative organization shall be designated. (3) Restrictions on Applicants: The following business operators are not eligible to apply: ① Organizations falling under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947). ② Organizations that are currently subject to a suspension of designation by the Ward. ③ Organizations whose management is directly involved by the Mayor of Edogawa Ward or members of the Edogawa Ward Assembly. ④ Organizations for which bankruptcy proceedings have been initiated under the Corporate Reorganization Act (Act No. 154 of 2002), rehabilitation proceedings have been initiated under the Civil Rehabilitation Act (Act No. 225 of 1999), or bankruptcy proceedings have been initiated under the Bankruptcy Act (Act No. 75 of 2004). ⑤ Organizations that have defaulted on national or local taxes within the past year. ⑥ Organizations controlled by individuals who are members of a violent group as defined in Article 2, Item 6 of the Act on Prevention of Unjust Acts by Members of Violent Groups, etc. (Act No. 77 of 1991), or who have been under the control of such individuals within five years of ceasing to be a member. ⑦ Organizations that have not obtained Privacy Mark or equivalent certification. (4) Restrictions on Subcontracting: Business operators shall not subcontract all or part of the services to a third party. However, this does not apply if it is deemed necessary for the execution of the services and prior consent has been obtained through consultation with the Ward. 4. Schedule: The schedule from recruitment to the decision of the contract candidate business operator is as follows. Note that the responsible person and staff who will be involved in the actual work must attend the second screening (hearing). (1) Schedule: Selection Schedule Selection Procedure October 13, 2026 (Tuesday) Public announcement of recruitment guidelines, etc. Until 5:00 PM on October 26, 2026 (Monday) Acceptance of inquiries November 11, 2026 (Wednesday) Response to inquiries Until 5:00 PM on November 13, 2026 (Friday) Acceptance of application documents Early to Mid-December 2026 Notification of first screening results Mid to Late December 2026 Second screening (hearing) Late December 2026 Decision of contract candidate business operator * Schedule may change depending on the number of applications. (2) Acceptance and Response to Inquiries: ① Acceptance of Inquiries: Inquiries regarding the content of the recruitment guidelines, etc., will be accepted as follows: (a) Inquiry Acceptance Period: October 13, 2026 (Tuesday) to October 26, 2026 (Monday) 5:00 PM. (b) Inquiry Submission Method: Fill out the inquiry form (Form 2) and submit it via email. The subject line of the email should be "[Business Operator Name] Inquiry Regarding Outsourcing of Riverbed Facility Maintenance Services, Edogawa Ward." Submission Email Address: 1790100@city.edogawa.tokyo.jp ② Response to Inquiries: Inquiries and their answers will be published on the Ward's website around November 11, 2026. The names of the organizations that submitted inquiries will not be published in the answers. Furthermore, opinions that can be interpreted as expressions of opinion or unclear inquiries may not be answered. Inquiries that are deemed to be duplicated among multiple organizations will be organized and answered by the Ward. * The Ward is not responsible for any accidents due to misdirected emails, etc. (3) Acceptance of Application Documents: ① Application Document Acceptance Period: October 13, 2026 (Tuesday) to November 13, 2026 (Friday), 9:00 AM to 5:00 PM. * Excluding Saturdays, Sundays, and national holidays. ② Application Document Submission Method: Submit in person or by mail. ③ Application Document Submission Location: Sports Section, Sports Promotion Division, Department of Culture and Education, Edogawa Ward (3rd Floor, Ward Office, Room 11) Postal Code: 132-8501, 1-4-1 Chuo, Edogawa-ku. * Incomplete or missing documents may result in disqualification. (4) Notification of First Screening Results: The results of the first screening will be notified in writing to all applicant organizations. (5) Holding of Second Screening: Hearing will be held for organizations that passed the first screening as follows: Screening Period: Scheduled for mid to late December 2026. (6) Decision of Contract Candidate Business Operator: One contract candidate business operator will be selected from among the organizations that undergo the second screening. 5. Application Method: Participating business operators who meet the eligibility requirements specified in Section 3 must submit the following documents by the submission deadline specified in Section 4: Documents | Form | Number of Copies | Remarks ---|---|---|--- (1) Application Form | Form 1 | 1 copy (2) Project Proposal | Free format | 12 copies (Original: 1, Copies: 11) (3) Quotation | Free format | 12 copies (Original: 1, Copies: 11) * Submit separately for Grounds Services and Green Space Services. (4) Business Operator Overview | Free format | 12 copies (Original: 1, Copies: 11) (5) Certified Copy of Corporate Registration | Original | 1 copy (6) Copy of Financial Statements | Copy | 1 copy (7) Certificate of Tax Payment (National Taxes) | Original | 1 copy (8) Certificate of Tax Payment (Local Taxes) | Original | 1 copy (9) Copy of Documents Proving Permission for Privacy Mark, etc. | Copy | 1 copy (10) Copy of Documents Proving Contract Performance for Similar Services in Other Municipalities | Copy | 1 copy (1) Application Form (Form 1: Original, 1 copy): The original must include the applicant's name, title and name of the representative, and be stamped with the representative's seal. The copies must not display any information that identifies or suggests the identity of the applicant, such as the applicant's name, representative's name, or logo (the same applies to the following submitted documents). (2) Project Proposal (Free format: Original, 1 copy; Copies, 11 copies): The content of the project proposal must be based on the attached "Specifications (Riverbed Grounds)" and "Specifications (Riverbed Green Space)", and must include the following items. The project proposal should be A4 size, portrait orientation, within 20 pages (some A3 size documents may be folded in). The font should be 11 points, horizontal writing, and bound on the left side. Double-sided printing is recommended, and continuous page numbering should be used. : ① Understanding of the Services / Planning Ability / Basic approach to the services, concept, uniqueness, future outlook / Specific ideas for improving the efficiency and quality (service) of the contracted services / Proposals tailored to the Ward's circumstances / Initiatives towards achieving SDGs and realizing an inclusive society / Unique proposals that are effective for service execution or that will be undertaken in the future / Appeal points / Proposals for comprehensive management of services. ② Service Structure / Track Record / Organizational structure (criteria for personnel selection, basic approach to staffing) / Progress management of services and reporting methods to the Ward's representative / Job duties, required qualifications, skills, and years of experience of service personnel / Training and measures for securing and developing human resources / Track record of service improvements and advanced cases in similar facilities/projects undertaken for other municipalities/private companies, etc. / Safety measures, natural disasters, climate change response (consideration for users, heatstroke prevention, response in case of natural disasters such as flooding, etc.). (3) Quotation (Free format: Original, 1 copy; Copies, 11 copies): The quotation should be A4 size, portrait orientation, within 2 pages. Attach a breakdown showing the basis for the calculation. It should include the amount including consumption tax. (4) Business Operator Overview (Free format: Original, 1 copy; Copies, 11 copies): Describe the organization, history, and other business overview of the applying organization. Attach company brochures, business pamphlets, etc., if available (for copies, obscure or cover information that identifies the organization, such as the organization name). (5) Certified Copy of Corporate Registration (Original, 1 copy): Full copy of the history of matters registered, issued within 3 months of the application date. (6) Copy of Financial Statements (1 copy): Balance sheets and income statements (financial statements) for the most recent three years. (7) Certificate of Tax Payment (National Taxes) (Original, 1 copy): Issued within 3 months of the application date. (8) Certificate of Tax Payment (Local Taxes) (Original, 1 copy): Issued within 3 months of the application date. (9) Copy of Documents Proving Permission for Privacy Mark, etc. (1 copy): Documents proving permission for use or acquisition of certification. (10) Copy of Documents Proving Contract Performance for Similar Services in Other Municipalities (1 copy): Contract documents, etc., that show the service details. 6. Main Evaluation of Proposal Content: The following items will be evaluated through document screening and hearings of the project proposals: Evaluation Item | Weighting ---|--- Understanding of services / Planning ability | 20% Service structure / Track record | 50% Cost-effectiveness | 20% Soundness of financial status | 10% Total | 100% 7. Confirmation of Proposal Documents: The Ward may request confirmation of proposal documents from participating business operators as necessary between the submission of proposal documents and the decision of the contract candidate business operator. 8. Withdrawal from Participation: Participating business operators may withdraw from the proposal process by submitting a withdrawal notice (Form 3) with reasons, from the submission of the application form until the decision of the contract candidate business operator. 9. Method of Selecting Contract Candidate Business Operator, etc.: A selection committee will be established to review the submitted proposals and other documents, and to determine the contract candidate business operator deemed most suitable for the services. (1) First Screening (Document Screening): Submitted proposal documents will be evaluated, and participating business operators with the highest evaluation results will be selected as candidates for the second screening. (2) Second Screening (Hearing): Selected candidates will undergo a hearing based on their proposal documents. The contract candidate business operator will be determined based on the comprehensive score calculated from the evaluation of the proposal content. (3) Public Announcement of Results: The results of the second screening will be posted on the Ward's website. Inquiries regarding the screening content will not be answered. 10. Negotiation of Contract Terms and Conclusion of Contract: After selecting the contract candidate business operator, the necessary details for the execution of the outsourced services will be carefully examined based on the submitted project proposal, review, and hearing. The contract will then be concluded through consultation between the Ward and the contract candidate business operator. If negotiations fail, negotiations will be held with the next highest-ranked bidder. 11. Disqualification of Participating Business Operators: Any business operator falling under any of the following categories, or found to fall under any of them, will be disqualified: (1) If false information was provided in the submitted documents. (2) If the applicant no longer meets the eligibility requirements specified in Section 3. (3) If any act that compromises the transparency or fairness of the screening process has occurred. (4) If project proposals, etc., are submitted after the deadline. (5) In addition to the preceding items, if any act is committed that is significantly contrary to good faith in the proposal. 12. Other Notes: (1) All costs related to the preparation and submission of documents for this recruitment shall be borne by the participating business operator. Furthermore, if the budget for this outsourced project is not approved by the Edogawa Ward Assembly or if the project cannot be implemented for other reasons, no contract may be concluded with any business operator. In this case, even after the conclusion of a preparatory contract conditional on the approval of the budget, the costs related to the conclusion of this outsourced contract shall be borne by the participating business operator. (2) Necessary documents and materials for application will be distributed as needed.