[Public Recruitment Proposal Method] Outsourcing for the Introduction of Akashi City Health Management Standard Compliance System

[Public Recruitment Proposal Method] Outsourcing for the Introduction of Akashi City Health Management Standard Compliance System - 1 - Akashi Information No. 2 April 3, 2026 (Reiwa 8) Mayor of Akashi, Satoko Marutani (Official Seal Omitted, General Affairs Bureau General Affairs Management Office Information Management Division) Regarding the Implementation of Outsourcing Business by Public Recruitment Proposal Method We will implement outsourcing business by public recruitment proposal method (hereinafter referred to as "proposal method") for the business of the Information Management Division of the General Affairs Bureau of Akashi City, so those who wish to participate should submit an application form, etc., according to the following guidelines. Notes 1. Business (1) Business Name: Outsourcing for the Introduction of Akashi City Health Management Standard Compliance System (2) Business Location: 1-5-1 Nakazaki, Akashi City, etc. (3) Business Overview: Construction of health management system, etc. (1) Construction and migration of health management system, etc., compliant with the standard specifications formulated by the country. (2) Introduction and construction of necessary software, etc. (3) Other necessary business *For details, please refer to the attached "Akashi City Health Management Standard Compliance System Introduction Business Procurement Specifications" (hereinafter referred to as "Procurement Specifications"). (4) Performance Period: From the day after the contract is concluded until March 31, 2028 (5) Estimated Maximum Amount: 191,690,000 yen (excluding tax) 2. Proposal Method Participation Requirements (Participants must meet all of the following requirements.) (1) Must be registered in the Akashi City Bid Participant Qualification List (Goods and Services Division). (2) Must fall under any of the following ① to ④. ① Those registered at their head office within Akashi City (local contractors) ② Those who have a branch, sales office, etc., within Akashi City and are registered with an agent for contract conclusion at that branch, sales office, etc. (quasi-local contractors) ③ Those registered at their head office within Hyogo Prefecture or Osaka Prefecture ④ Those who have a branch, sales office, etc., within Hyogo Prefecture or Osaka Prefecture and are registered with an agent for contract conclusion at that branch, sales office, etc. (3) Must have experience in "outsourcing for the construction of a health management system compliant with standardization" commissioned by a local government with a population of 200,000 or more in Japan, completed between April 1, 2021, and March 31, 2026, as the prime contractor. (4) Must be able to assign an appropriate person in charge of business responsibility (qualifications and exclusivity are not required). (5) Must be certified to use the Privacy Mark by the Japan Information Economy Society Promotion Association, OR be registered as an ISMS certified business by the Information Management System Certification Center. - 2 - (6) Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (7) Must not fall under the provisions of Article 3 of the Akashi City Contract Regulations (Akashi City Ordinance No. 10 of 1993). (8) Must not have filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) or for commencement of reconstruction proceedings under the Civil Reconstruction Act (Act No. 225 of 1999). However, this does not apply if a decision to commence rehabilitation proceedings or a decision to approve a reconstruction plan has been made before the application deadline. (9) Must not be in a period of suspension of designation by Akashi City. If suspended from designation from the announcement date to the end of the application acceptance period, the qualification will be lost. (10) Must have paid all Akashi City taxes that have reached their due date as of the announcement date by the day before the end of the application acceptance period. (11) Must have paid all national taxes (corporate tax (or income tax for individuals) and consumption tax and local consumption tax) that have reached their due date as of the announcement date by the day before the end of the application acceptance period. (12) Must be able to participate in the proposal method after thoroughly understanding the specifications, etc., and fully comprehending the business content. 3. Distribution of Specifications, etc. The following procurement-related documents will be distributed to those who wish to participate. - "Akashi City Health Management Standard Compliance System Introduction Business Procurement Specifications" - Other reference materials (1) Acceptance Period: Friday, April 3, 2026, to Friday, April 10, 2026, 5:00 PM (2) Acceptance Method: Apply by FAX, stating the following information (any format) - Business Name - Address, trade name or name, and representative's title and name of the applicant - Department, name, and contact information (phone number, email address) of the person in charge (3) Destination: FAX (078-918-5130) Akashi City General Affairs Bureau General Affairs Management Office Information Management Division Public Recruitment Proposal Method Contract Manager (4) Distribution Period: Friday, April 3, 2026, to Friday, April 10, 2026 (5) Distribution Method: The procured related materials will be distributed to applicants via email as electronic data. *The distributed procurement-related materials may only be used for this business and cannot be used for any other purpose. 4. Questions and Answers Regarding Specifications, etc. (1) Those who wish to ask questions regarding the specifications, etc., should submit a question form regarding the proposal specifications, etc. (Form 1) by FAX (078-918-5130) to the Information Management Division within the following period. From Friday, April 3, 2026, to Monday, April 13, 2026, 5:00 PM (2) Answers to questions will be published on the Akashi City website at 1:00 PM on Tuesday, April 21, 2026. - 3 - 5. Proposal Method Application (1) Those who wish to participate must submit the following documents. A. Public Recruitment Proposal Method Business Outsourcing Application Form (1 copy / Form 4) B. Reference Quotation (1 original, 5 copies / Form 5) C. Reference Business Cost Breakdown Form (Cover) (1 original, 5 copies / Form 6) D. Reference Business Cost Breakdown Form (Main Body) (1 original, 5 copies / Form 7) E. [Reference] Operating Expenses Breakdown Form (Cover) (1 original, 5 copies / Form 8) F. [Reference] Operating Expenses Breakdown Form (Main Body) (Monthly Costs) (1 original, 5 copies / Form 9) G. [Reference] Operating Expenses Breakdown Form (Main Body) (Government Cloud Usage Fees) (1 original, 5 copies / Form 10) H. Proposal Document (6 copies / Refer to "Proposal Document Creation Guidelines") I. Public Interest (Policy Reflection) Evaluation Submission Form (6 copies / Refer to "Regarding Public Interest (Policy Reflection) Evaluation") J. Certificate of Tax Payment proving no arrears in national taxes (not a certificate of tax amount). *Must be dated on or after the announcement date (copy (including PDF format) is acceptable). - For individuals... Form 3-2 (No unpaid taxes for declared income tax, consumption tax, and local consumption tax.) - For corporations... Form 3-3 (No unpaid taxes for corporate tax, consumption tax, and local consumption tax.) K. Privacy Mark Usage Permit (copy) or ISMS Certification (copy) L. Electronic data of B to J above (2 copies / CD-R or DVD-R) (2) Submission of envelopes is not permitted by hand. Please mail using a method that can prove delivery and receipt by Akashi City, such as registered mail (simplified registered mail is also acceptable). A. Use a size A4 envelope (e.g., Kakugata 2) that can fit without folding, with the address label (Form 3) attached. Please put the submitted documents in one envelope as much as possible. B. Questions and answers regarding specifications, etc., will be posted on the Akashi City website at 1:00 PM on Tuesday, April 21, 2026. Please confirm them before mailing. C. The submission deadline is Tuesday, May 12, 2026, 5:00 PM (must arrive by this time). Address: 673-8686 1-5-1 Nakazaki, Akashi City, Hyogo Prefecture Akashi City Hall General Affairs Bureau General Affairs Management Office Information Management Division Public Recruitment Proposal Method Contract Manager D. On the day of mailing, attach a copy of the registered mail receipt to the Public Recruitment Proposal Method Business Outsourcing Confirmation Form (Form 2) and send it by FAX (078-918-5130) to the Akashi City Hall General Affairs Bureau General Affairs Management Office Information Management Division. 6. Review Method (1) Review: The review will be based on the content of the "Proposal Document," "Reference Quotation," and "Proposal Explanation (Presentation and Hearing)" for this business. If the amount of the reference quotation exceeds the estimated maximum amount, it will not be subject to review. For details, please refer to the selection guidelines. (2) Review Method: ① For those who meet the participation requirements, an evaluation will be conducted on the proposal content, other submitted documents, and the reference quotation amount. ② From the overall perspective, including safe and reliable migration of information systems, overall cost, efficient system development, and reduction of staff burden, a comprehensive evaluation will be conducted, including document review based on the proposal document and proposal explanation (presentation and hearing), to determine the contractor. (3) Review Criteria: Based on the content of each submitted item and the proposal explanation, the evaluation will be conducted from the following perspectives. ① Understanding of this business and basic concept of the project ② Degree of satisfaction with business content and requirements response ③ Efficient and accurate data migration and concrete measures to reduce risk ④ Appropriateness of schedule, system, and personnel ⑤ Satisfaction of business content in the operation and maintenance phase, and maintainability of the system ⑥ Concrete measures required for the introduction of this business ⑦ Whether there is added value proposal and if it is beneficial to this city (4) Review Results: The review results will be published on the Akashi City website around Monday, June 1, 2026 (scheduled). 7. Proposal Explanation (Presentation and Hearing): A presentation review based on the proposal document will be conducted. (1) Date: Tuesday, May 19, 2026 (scheduled) *Details such as time and location will be communicated separately. (2) Presentation Time: 60 minutes *This will be followed by a Q&A session after approximately 30 minutes of presentation. (3) Materials: Additional materials for supplementary proposals distributed on the day will be limited to one sheet of A4 size, double-sided printing (8 copies). Please bring any necessary equipment for the proposal explanation. (4) Explanation Content: Please explain the proposal content, mainly focusing on the following items. - Overview of the proposal - Response to matters that the proposer recognizes as particularly important in this business - Additional proposals (5) Attendees: Must be affiliated with the applicant as listed in the Business Implementation System Record (Form 20) of the proposal document. Attendance by persons affiliated with cooperating companies, etc., is not permitted. Due to venue constraints, the number of attendees will be limited to 5 people. (6) Presenter: Managers (Project Managers) and personnel involved in this business. Those who respond to questions must be able to answer appropriately. 8. Contract Deposit: A deposit of 1/10 or more of the contract amount must be paid. However, exemption may be granted in cases falling under Article 25 of the Akashi City Contract Regulations. 9. Consumption Tax Treatment: The estimated amount should be stated as 100/110 of the desired contract amount (stated excluding tax). When concluding the contract, the contract will be made at the amount obtained by adding 10% to the successful bid amount. Fractions of less than 1 yen will be rounded down in this final amount. - 5 - 10. Payment Terms: Advance Payment: No. Partial Payment: No. Full Payment Upon Completion. 11. Contract Conclusion: (1) Successful Bidder: The successful bidder selected as a result of the review will promptly adjust the contract details with the city as a party to a discretionary contract. Thereafter, quotation and business cost breakdown forms, etc., will be submitted. (2) Quotation: Quotations exceeding the amount stated in the reference quotation will be invalid. (3) Submission of a Pledge Regarding Exclusion of Boryokudan (Violent Groups): In accordance with the provisions of Article 5, Paragraph 1 of the "Akashi City Regulations on the Exclusion of Boryokudan from Contracts," the successful bidder must submit a pledge stating that they do not fall under the category of Boryokudan, etc., by the time the contract is concluded. If the pledge is not submitted by the contract conclusion deadline, the contract will not be concluded. In this case, all costs incurred for the proposal method cannot be claimed from Akashi City and will be borne by the participant. Please note that a suspension of designation (3 months) will be imposed in accordance with Article 2, Item 8, Sub-item a of the "Akashi City Bid Participant Designation Suspension Standards." (4) Other: If the successful bidder no longer meets any of the requirements stipulated in "2. Proposal Method Participation Requirements" by the time the contract is concluded, if the contract becomes impossible due to accidents or other special reasons, or if an agreement cannot be reached, the next highest bidder will be successively appointed as the new successful bidder. 12. Location for Displaying Contract Terms: Akashi City Contract Regulations, Akashi City Service Contract Terms, etc., can be viewed at the Finance Office Contract Section and on the Akashi City website (Bidding Corner). 13. Conditions for Proposal Method: (1) Application forms, etc., must arrive by the prescribed date and time. (2) Two or more proposal documents for the same project must not be submitted. (3) The necessary parts of the proposal documents must be signed and sealed, and the content must be clear. (4) The estimated amount in the reference quotation must be clear, and the estimated amount must not be corrected. (5) The proposal method must not be conducted through collusion or other fraudulent acts. 14. Invalid Applications: (1) Applications made by persons who do not have the necessary qualifications to participate in the proposal method. (2) Applications made by persons who obtained qualifications through false applications. (3) Applications that violate the conditions for the proposal method. (4) Applications where the address label (Form 3) is not affixed to the envelope, etc., when sending the submitted documents. (5) Submissions made by methods other than those instructed, such as hand-delivery or courier services. Or, submissions made by methods other than registered mail or other methods that can prove the date and time of delivery and receipt by Akashi City. (6) Applications where the content of the address label is incorrect or incomplete, and the intention is unclear. (7) Applications where the submitted documents of multiple participants are enclosed in the same envelope. - 6 - (8) Applications where the necessary submitted documents are missing. (9) Applications where the amount in the reference quotation does not match the amount in the reference business cost breakdown (discounts, rounding, etc., are not permitted in the reference business cost breakdown). (10) Applications where the intention is unclear due to typos or omissions, or where the submitted documents have been corrected and not sealed. (11) Applications for which the applicant's name and seal are not affixed to the Public Recruitment Proposal Method Business Outsourcing Application Form. (12) Applications where the amount in the reference quotation has been corrected. (13) Applications where the reference quotation amount exceeds the estimated maximum amount. 15. Suspension, etc., of Proposal Method: The proposal method may be suspended, stopped, or canceled if it is deemed impossible to implement the proposal method due to urgent or unavoidable reasons. In this case, the costs incurred for the proposal method cannot be claimed from Akashi City. 16. Other: (1) All costs related to the application shall be borne by the applicant. (2) All submitted application documents will not be returned. Furthermore, the proposals in the successful bidder's proposal document will belong to Akashi City.