Implementation of Proposal for Outsourced Services for Family Sports Challenge Operation

1. Family Sports Challenge Operation Outsourced Services Proposal Implementation Guidelines 1. Purpose and Objectives: Since Reiwa 1 (2019), the "Family Sports Challenge" event has been held annually in March, targeting infants to adults, with the aim of providing opportunities to engage with sports through various sports experiences and interactions with top athletes. 2. Outline of Services: (1) Service Name: Outsourced Services for Family Sports Challenge Operation (2) Service Details: As per the attached "Planning and Proposal Specifications". (3) Contract Period: From the day after the contract confirmation date (scheduled for September, Reiwa 8 (2026)) until March 31, Reiwa 9 (2027) (Event Date: Saturday, March 13, Reiwa 9 (2027)). (4) Maximum Contract Amount: 23,814,912 yen (including tax). 3. Participation Qualifications: Proposers must meet all of the following requirements. (1) Not fall under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of Showa 22). (2) Not be a person for whom commencement of reconstruction proceedings has been applied for under the Civil Reconstruction Act (Act No. 11 of 1999) and for whom a rehabilitation plan has not been approved, or a person for whom commencement of rehabilitation proceedings has been applied for under the Corporate Rehabilitation Act (Act No. 154 of 2002) and for whom a rehabilitation plan has not been approved. (3) Not be a violent group (as defined in Article 2, Item 2 of the Act on Prevention of Unfair Acts by Organized Crime) or a corporation under the control of its members. (4) Not be subject to suspension of designation under the Koto Ward Competitive Bidding Participant Qualification Suspension Measures Ordinance (27 Koso Keisai No. 3281). (5) Possess bidding qualifications in Koto Ward (via the Tokyo Electronic Government Joint Operation "Electronic Procurement Service"). (6) Have experience in implementing sports experience events organized by national or local governments with 1,000 or more participants since April, Reiwa 3 (2021). 2. Schedule: (1) Implementation Guidelines Public Comment Period: Tuesday, July 7, Reiwa 8 (2026) to Thursday, August 13, Reiwa 8 (2026). (2) Question Acceptance Period: Tuesday, July 7, Reiwa 8 (2026) to Friday, July 24, Reiwa 8 (2026), 5:00 PM sharp. (3) Briefing Session: Friday, July 17, Reiwa 8 (2026). (4) Question Response Date: Friday, July 31, Reiwa 8 (2026). (5) Submission Deadline for Expression of Intent and Proposal: Thursday, August 13, Reiwa 8 (2026), 5:00 PM sharp. (6) First Screening: Friday, August 14, Reiwa 8 (2026) to Monday, August 24, Reiwa 8 (2026). (7) Notification of First Screening Results: Friday, August 28, Reiwa 8 (2026). (8) Second Screening: Tuesday, September 8, Reiwa 8 (2026). (9) Notification of Final Selection Results: Friday, September 11, Reiwa 8 (2026). 5. Application Procedures: (1) Public Announcement of Implementation Guidelines: a. Public Comment Period: Tuesday, July 7, Reiwa 8 (2026) to Thursday, August 13, Reiwa 8 (2026). b. Public Announcement Method: Publicly announced on the Koto Ward website (https://www.city.koto.lg.jp/104010/sportschallenge.html). (2) Inquiries and Responses: a. Question Acceptance Period: From the start of the public comment period to Friday, July 24, Reiwa 8 (2026), 5:00 PM JST. b. Method of Inquiry: Submit the "Questionnaire Form" (Separate Form 2) by hand, mail, FAX, or email to the department in charge below. c. Response Date and Time: Friday, July 31, Reiwa 8 (2026). d. Method of Response: Answers to questions will be posted on the Koto Ward website (https://www.city.koto.lg.jp/104010/sportschallenge.html). Individual responses will not be provided. (3) Submission of Application Documents: a. Submission Deadline: Thursday, August 13, Reiwa 8 (2026), 5:00 PM sharp. *Documents arriving after the deadline will be considered invalid. b. Submission Method: In person only (weekdays from 9:00 AM to 5:00 PM). *Submission documents are described in "7. Submission Documents". *Submission location is described in "12. Submission Location and Inquiries". *Please contact the ward in advance before submission. 6. Briefing Session: (1) Date and Time: Friday, July 17, Reiwa 8 (2026), from 2:30 PM (approx. 1 hour). (2) Location: Meeting Room, Yumenoshima Stadium (1-1-2 Yumenoshima, Koto Ward). *Businesses wishing to attend must contact by email by 11:00 AM on Thursday, July 16, providing company name, number of attendees (up to 2), representative, contact phone number, and email address (contact details are in "12. Submission Location and Inquiries"). *Attendance at the briefing session is not a mandatory requirement for planning and proposals, but attendance is encouraged (site visits outside of the briefing session are generally not permitted). *A site tour will be held after the briefing session (optional, approx. 45 minutes). *Questions will also be accepted at the briefing session. Questions received will not be answered on the spot but will be publicly announced on the question response date. 7. Submission Documents: (1) Proposal Documents: If you wish to participate in this proposal, please prepare the following required documents and submit them in hard copy within the submission period. Please also submit them in digital format via email. Number of Copies: ① Expression of Intent Form (Form 1): 1 copy ② Planning Proposal (Free Format): 9 copies ③ Price Proposal (Quotation): 1 copy ④ Experience in Similar or Related Services (Free Format): *Limited to event operations commissioned by national or local governments with 1,000 or more participants since April, Reiwa 3 (2021). *Attach a copy of the contract for verification of performance. 1 copy ⑤ Company Profile (Brochure acceptable): 9 copies (2) Planning Proposal (Free Format): a. Format: Paper size A4, portrait orientation, double-sided printing, up to 15 pages. Text orientation should be horizontal, left-bound. (If using A3 size for some parts of the document content, fold to A4 size and print on one side). b. Proposal Items: Please read the attached "Family Sports Challenge Proposal Items" carefully and include the following items in order without omission. [Proposal Items] ① Event Operation System and Overall Layout ② Experience Booth Content ③ Event Stage Program ④ Measures to Ensure Enjoyment Throughout the Day ⑤ Shuttle Bus Operation Method ⑥ Safety Measures (Security System and Disaster Preparedness) ⑦ Response to Bad Weather - Judgment Criteria - Notification Method ⑧ Poster/Flyer Production and Distribution Schedule ⑨ Publicity Methods Other Than Flyers *Do not include personal information or information that could infer personal information in the submitted documents. *If there are any beneficial additional proposals for the ward that are not specified in the specifications, please include them. These proposals must be within the scope of the project cost. *Submitted planning proposals will not be used for any purpose other than selecting candidates for the contract. However, they may be subject to disclosure if a public document disclosure request is made. (3) Price Proposal (Quotation) (Free Format): The estimated amount should be within the estimated price limit and include the breakdown of all services described in the specifications and planning proposal (including tax). The breakdown should detail personnel costs and other expenses as much as possible. 8. Evaluation Method: (1) Evaluation Criteria: As per the attached "Evaluation Criteria". (2) Document Screening (First Screening): A document review will be conducted for the planning proposals and price proposals (quotations). Among the businesses that score 60% or higher, the top 3 scoring businesses will proceed to the first screening. If there are multiple businesses with the same score, the one with the lowest price proposal will be ranked higher. The results of the first screening will be notified to all participants by email by 5:00 PM on Friday, August 28, Reiwa 8 (2026). (3) Presentation and Hearing (Second Screening): A presentation and hearing (approx. 15 minutes each) will be conducted for the planning proposals of the first screening passers. The second screening is scheduled to take place on Tuesday, September 8, Reiwa 8 (2026) at Koto Ward Office. The number of participants will be limited to 2 people. *No additional documents will be accepted during the second screening. *If using a computer for the presentation, the business operator must provide it. *The person responsible for the project if it is awarded must participate. (4) Evaluation Method: Evaluation will be conducted based on the evaluation criteria throughout the first and second screenings. (5) Candidate Selection Method: a. Among the first screening passers (excluding disqualified applicants), the candidate with the highest total score from the first and second screenings will be selected as the contract candidate. b. If there are multiple candidates with the highest score, the one with the lowest price proposal will be selected as the contract candidate. If the prices are also the same, the candidate will be asked to re-create and resubmit their price proposal within the scope of the original proposed amount, and the one with the lowest resubmitted price proposal will be selected as the contract candidate. c. Regardless of a. and b., if the total score is less than 60%, the candidate will not be selected. (6) Other: The following will result in disqualification. a. Submission of documents containing false information. b. Violation of the conditions for preparing and submitting planning proposals, etc., as specified in these guidelines. c. Bid amount exceeding the maximum contract amount. d. Acts that affect the fairness of the evaluation. e. Intentional contact with evaluation committee members, directly or indirectly. f. Any other fraudulent act that may affect the selection results. 9. Notification and Publication of Selection Results: After selecting the candidate, the first screening passers will be notified of their selection or non-selection by email and/or written notice. Furthermore, after the contract is concluded, the following items will be promptly published on the Koto Ward website and made available for viewing at the relevant department. [Published Items] (1) Candidate's name, total score, and reason for selection. (2) Names and total scores of participants other than (1). *Names of participants other than (1) will be indicated by ABC notation, and total scores will be listed in order of score. *If there are two participants, the score of the runner-up will not be published. 6. 10. Contract Procedures: (1) A contract will be concluded between Koto Ward and the selected candidate after further adjustments regarding the scope of work, expenses, etc. (2) If the selected candidate cannot conclude the contract due to special circumstances, etc., a letter of withdrawal (free format) stating the reason must be submitted. In this case, the next highest-ranked candidate will be considered. 11. Other: (1) If withdrawing after submitting the expression of intent form, a letter of withdrawal (free format) must be submitted. (2) Only one proposal per applicant is allowed for planning proposals and price proposals (quotations). (3) Replacement, correction, or resubmission of planning proposals and price proposals (quotations) after submission is not permitted, unless instructed by Koto Ward. (4) Koto Ward may request the submission of additional documents after the expression of intent form has been submitted, if deemed necessary by Koto Ward. (5) Expenses incurred for the preparation and submission of documents, hearings, and presentations are the responsibility of the proposer. (6) The language, currency, and units to be used in the preparation of documents, etc., shall be Japanese, Japanese Yen, and units defined by the Weights and Measures Act (Act No. 51 of 1992), respectively. 12. Submission Location and Inquiries: Postal Code 135-8383, 4-11-28 Toyo, Koto Ward, Koto Ward Office, 4th Floor, Counter 34. Koto Ward Regional Development Department, Sports Promotion Division, Family Sports Challenge Proposal Staff: Shibata, Shimo-daira, Kurita. TEL: 03-3647-4887 FAX: 03-3647-8506 Email: sports@city.koto.lg.jp 1 Family Sports Challenge Operation Outsourced Services Proposal Implementation Guidelines 1. Purpose and Objectives: Since Reiwa 1 (2019), the "Family Sports Challenge" event has been held annually in March, targeting infants to adults, with the aim of providing opportunities to engage with sports through various sports experiences and interactions with top athletes. 2. Outline of Services: (1) Service Name: Outsourced Services for Family Sports Challenge Operation (2) Service Details: As per the attached "Planning and Proposal Specifications". (3) Contract Period: From the day after the contract confirmation date (scheduled for September, Reiwa 8 (2026)) until March 31, Reiwa 9 (2027) (Event Date: Saturday, March 13, Reiwa 9 (2027)). (4) Maximum Contract Amount: 23,814,912 yen (including tax). 3. Participation Qualifications: Proposers must meet all of the following requirements. (1) Not fall under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of Showa 22). (2) Not be a person for whom commencement of reconstruction proceedings has been applied for under the Civil Reconstruction Act (Act No. 11 of 1999) and for whom a rehabilitation plan has not been approved, or a person for whom commencement of rehabilitation proceedings has been applied for under the Corporate Rehabilitation Act (Act No. 154 of 2002) and for whom a rehabilitation plan has not been approved. (3) Not be a violent group (as defined in Article 2, Item 2 of the Act on Prevention of Unfair Acts by Organized Crime) or a corporation under the control of its members. (4) Not be subject to suspension of designation under the Koto Ward Competitive Bidding Participant Qualification Suspension Measures Ordinance (27 Koso Keisai No. 3281). (5) Possess bidding qualifications in Koto Ward (via the Tokyo Electronic Government Joint Operation "Electronic Procurement Service"). (6) Have experience in implementing sports experience events organized by national or local governments with 1,000 or more participants since April, Reiwa 3 (2021). 2. Schedule: (1) Implementation Guidelines Public Comment Period: Tuesday, July 7, Reiwa 8 (2026) to Thursday, August 13, Reiwa 8 (2026). (2) Question Acceptance Period: Tuesday, July 7, Reiwa 8 (2026) to Friday, July 24, Reiwa 8 (2026), 5:00 PM sharp. (3) Briefing Session: Friday, July 17, Reiwa 8 (2026). (4) Question Response Date: Friday, July 31, Reiwa 8 (2026). (5) Submission Deadline for Expression of Intent and Proposal: Thursday, August 13, Reiwa 8 (2026), 5:00 PM sharp. (6) First Screening: Friday, August 14, Reiwa 8 (2026) to Monday, August 24, Reiwa 8 (2026). (7) Notification of First Screening Results: Friday, August 28, Reiwa 8 (2026). (8) Second Screening: Tuesday, September 8, Reiwa 8 (2026). (9) Notification of Final Selection Results: Friday, September 11, Reiwa 8 (2026). 5. Application Procedures: (1) Public Announcement of Implementation Guidelines: a. Public Comment Period: Tuesday, July 7, Reiwa 8 (2026) to Thursday, August 13, Reiwa 8 (2026). b. Public Announcement Method: Publicly announced on the Koto Ward website (https://www.city.koto.lg.jp/104010/sportschallenge.html). (2) Inquiries and Responses: a. Question Acceptance Period: From the start of the public comment period to Friday, July 24, Reiwa 8 (2026), 5:00 PM JST. b. Method of Inquiry: Submit the "Questionnaire Form" (Separate Form 2) by hand, mail, FAX, or email to the department in charge below. c. Response Date and Time: Friday, July 31, Reiwa 8 (2026). d. Method of Response: Answers to questions will be posted on the Koto Ward website (https://www.city.koto.lg.jp/104010/sportschallenge.html). Individual responses will not be provided. (3) Submission of Application Documents: a. Submission Deadline: Thursday, August 13, Reiwa 8 (2026), 5:00 PM sharp. *Documents arriving after the deadline will be considered invalid. 8. Evaluation Method: (1) Evaluation Criteria: As per the attached "Evaluation Criteria". (2) Document Screening (First Screening): A document review will be conducted for the planning proposals and price proposals (quotations). Among the businesses that score 60% or higher, the top 3 scoring businesses will proceed to the first screening. If there are multiple businesses with the same score, the one with the lowest price proposal will be ranked higher. The results of the first screening will be notified to all participants by email by 5:00 PM on Friday, August 28, Reiwa 8 (2026). (3) Presentation and Hearing (Second Screening): A presentation and hearing (approx. 15 minutes each) will be conducted for the planning proposals of the first screening passers. The second screening is scheduled to take place on Tuesday, September 8, Reiwa 8 (2026) at Koto Ward Office. The number of participants will be limited to 2 people. *No additional documents will be accepted during the second screening. *If using a computer for the presentation, the business operator must provide it. *The person responsible for the project if it is awarded must participate. (4) Evaluation Method: Evaluation will be conducted based on the evaluation criteria throughout the first and second screenings. (5) Candidate Selection Method: a. Among the first screening passers (excluding disqualified applicants), the candidate with the highest total score from the first and second screenings will be selected as the contract candidate. b. If there are multiple candidates with the highest score, the one with the lowest price proposal will be selected as the contract candidate. If the prices are also the same, the candidate will be asked to re-create and resubmit their price proposal within the scope of the original proposed amount, and the one with the lowest resubmitted price proposal will be selected as the contract candidate. c. Regardless of a. and b., if the total score is less than 60%, the candidate will not be selected. (6) Other: The following will result in disqualification. a. Submission of documents containing false information. b. Violation of the conditions for preparing and submitting planning proposals, etc., as specified in these guidelines. c. Bid amount exceeding the maximum contract amount. d. Acts that affect the fairness of the evaluation. e. Intentional contact with evaluation committee members, directly or indirectly. f. Any other fraudulent act that may affect the selection results. 9. Notification and Publication of Selection Results: After selecting the candidate, the first screening passers will be notified of their selection or non-selection by email and/or written notice. Furthermore, after the contract is concluded, the following items will be promptly published on the Koto Ward website and made available for viewing at the relevant department. [Published Items] (1) Candidate's name, total score, and reason for selection. (2) Names and total scores of participants other than (1). *Names of participants other than (1) will be indicated by ABC notation, and total scores will be listed in order of score. *If there are two participants, the score of the runner-up will not be published. 6. 10. Contract Procedures: (1) A contract will be concluded between Koto Ward and the selected candidate after further adjustments regarding the scope of work, expenses, etc. (2) If the selected candidate cannot conclude the contract due to special circumstances, etc., a letter of withdrawal (free format) stating the reason must be submitted. In this case, the next highest-ranked candidate will be considered. 11. Other: (1) If withdrawing after submitting the expression of intent form, a letter of withdrawal (free format) must be submitted. (2) Only one proposal per applicant is allowed for planning proposals and price proposals (quotations). (3) Replacement, correction, or resubmission of planning proposals and price proposals (quotations) after submission is not permitted, unless instructed by Koto Ward. (4) Koto Ward may request the submission of additional documents after the expression of intent form has been submitted, if deemed necessary by Koto Ward. (5) Expenses incurred for the preparation and submission of documents, hearings, and presentations are the responsibility of the proposer. (6) The language, currency, and units to be used in the preparation of documents, etc., shall be Japanese, Japanese Yen, and units defined by the Weights and Measures Act (Act No. 51 of 1992), respectively. 12. Submission Location and Inquiries: Postal Code 135-8383, 4-11-28 Toyo, Koto Ward, Koto Ward Office, 4th Floor, Counter 34. Koto Ward Regional Development Department, Sports Promotion Division, Family Sports Challenge Proposal Staff: Shibata, Shimo-daira, Kurita. TEL: 03-3647-4887 FAX: 03-3647-8506 Email: sports@city.koto.lg.jp