Implementation of Proposal for Outsourcing of Online Operation of Salary Slips, etc.

Implementation of Proposal for Outsourcing of Online Operation of Salary Slips, etc.
Proposal Recruitment Guidelines for Outsourcing of Online Operation of Salary Slips, etc. 1. Purpose of Proposal In this commissioned work, it is considered effective to maximize the know-how and creativity of private businesses, therefore, a proposal requesting technical proposals for the scope of work will be conducted. 2. Definitions (1) "Ward" refers to Shinjuku Ward. (2) "Prospective Bidder" refers to a person who has submitted the "Proposal Application Form and Pledge for Outsourcing of Online Operation of Salary Slips, etc." (Form 1). (3) "Bidder" refers to a person who has submitted the proposal documents, etc. (4) "Secretariat" refers to the Salary and Welfare Section, Personnel Division, General Affairs Department of the Ward. (5) "Similar Work" refers to the online operation of salary slips, etc. (6) "Salary Slips, etc." refers to salary slips, withholding tax slips for salary income earners, and notices of determination/change of special withholding tax amounts for salary income, etc. 3. Participation Qualifications Prospective bidders must meet all of the following requirements to participate in the proposal. The reference date shall be the date of public recruitment. Public recruitment is the date when this recruitment guideline is posted and published on the Ward's official website (Friday, July 10, 2026). Furthermore, if the applicant lacks any of the following eligibility requirements by the time of contract conclusion, the contract may not be concluded. (1) The person in charge of the work must possess knowledge and skills related to the online operation of salary slips, etc. (2) Must have experience in similar work by the person in charge of the work since fiscal year 2024. (3) Must not fall under the disqualifying matters stipulated in Article 167-4, Paragraph 1 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947). (4) Must have obtained bidding participation qualifications for Shinjuku Ward for procurement of goods, etc., through the Tokyo Electronic Government Joint Operation Electronic Procurement Service. (5) If employees, etc., are eligible for social insurance, they must be enrolled. (6) Must not be in a state of financial distress, such as having suspended bank transactions. (7) If an application for commencement of corporate rehabilitation proceedings has been filed under the Corporate Rehabilitation Act (Act No. 154 of 2002), a decision to commence rehabilitation proceedings must have been received from the court. (8) If an application for commencement of civil rehabilitation proceedings has been filed under the Civil Rehabilitation Act (Act No. 225 of 1999), a decision to commence rehabilitation proceedings must have been received from the court. (9) Must not be subject to designation suspension measures based on the "Shinjuku City Competitive Bidding Participant Qualification Designation Suspension, etc. Measures Ordinance" (Notice No. 13 Shinsozai No. 550 dated October 1, 2001). (10) Must not fall under the exclusion requirements listed in the left column of the table in the "Shinjuku City Contract Exclusion of Organized Crime Groups, etc. Measures Ordinance" (Notice No. 23 Shinso Keikei No. 2218 dated February 3, 2012). (11) Must have obtained Privacy Mark certification or equivalent certification (e.g., ISMS certification) and have implemented appropriate security measures for information security and personal information protection. 4. Proposal Participation Procedures: Those who wish to participate in the proposal must submit the "Proposal Application Form and Pledge for Outsourcing of Online Operation of Salary Slips, etc." (Form 1) along with the company overview* by hand to the Secretariat by 5:00 PM on Friday, July 31, 2026. The submitted documents will not be returned. * The format for the company overview is not specified and can be any commonly used promotional material. Note) Please contact the Secretariat in advance to arrange a date and time for your visit. 5. Withdrawal from Participation: Participation can be withdrawn at any time before the selection of bidders. To withdraw, submit the "Proposal Withdrawal Form for Outsourcing of Online Operation of Salary Slips, etc." (Form 3) to the Secretariat. Note) Please contact the Secretariat in advance to arrange a date and time for your visit. 6. Questions and Answers: (1) Questions from Prospective Bidders: Prospective bidders may ask questions regarding the proposal. Submit questions using the "Questionnaire for Outsourcing of Online Operation of Salary Slips, etc. Proposal" (Form 4) via email or fax as follows: - Submission Deadline: Friday, July 17, 2026, 5:00 PM. - Submission Method: Via email or fax. Email Address: kyuyo@city.shinjuku.lg.jp Fax Number: 03-3209-9947 (2) Answers to Questions: Answers will be provided to all prospective bidders via email, etc., by Friday, July 24, 2026. When receiving an email, etc., please reply with a confirmation of receipt. 7. Contract Details: (1) Fulfillment Period: From the day after the contract conclusion until March 31, 2027. (2) Maximum Contract Amount: \1,742,400 (tax included). (3) Scope of Services: Online operation of salary slips, etc., as per the attached specifications. 8. Scheduled Contract Date: September 2026 (scheduled). 9. Creation and Submission Method of Proposal Documents, etc.: (1) Submitted Documents, Number of Copies, etc.: ① Proposal Document: Use Form 2, with a font size of 10.5 points or larger. [Number of Copies]: 8 copies *To ensure neutrality in selection, 7 of the 8 copies should not contain information that identifies the bidder (e.g., company name, address, phone number). Masking should be applied to any documents containing such information. The remaining 1 copy should clearly state the bidder's name on the cover. *The copy with the bidder's name, etc., should include the company name, address, representative, and addressee. The addressee should be "Director General of Shinjuku City General Affairs Department". ② Quotation: a. Prepare and submit a quotation (tax included) for this commissioned work using "Quotation" (Form 2-2). Attach a breakdown of operating expenses and initial installation expenses (format for breakdown is not specified). Operating expenses should be for the period from November 2026 to March 2027. b. Separately from a., submit a breakdown of annual operating expenses (tax included) assuming operation for 60 months (from November 2026 to October 2031) after the installation month. The amount stated in this quotation will be used when selecting the successful candidate. Furthermore, proposals with amounts significantly inappropriate for the scope of services may be excluded from evaluation. [Number of Copies]: 1 copy. ③ Privacy Mark Usage License, etc.: Submit documents proving acquisition of certification such as Privacy Mark or ISMS (JIS Q 27001) (copy of Privacy Mark Usage License or ISMS Certification Registration Certificate). [Number of Copies]: 1 copy. ④ Distribution Service Compliance Requirements List: Refer to the attached "Specifications" (Section 4) and fill in the necessary information. ⑤ Submission Deadline: Friday, July 31, 2026, 5:00 PM. If the proposal document, quotation, and Privacy Mark usage license, etc., as described in 9(1) of this recruitment guideline are not submitted by the deadline, it will be considered a withdrawal. ⑥ Submission Method: Submit in person to the Secretariat and also send via email. (Mail, etc., is not accepted.) Note) Please contact the Secretariat in advance to arrange a date and time for your visit. (2) Content of Proposal Document: Prepare using Form 2, covering the following content. Refer to the attached "Specifications" when preparing. Understand the purpose of this work. Do not include information that identifies the submitter (e.g., specific company names). The outline of the proposal document content is as follows. Add other items as necessary. 10. Evaluation (Selection) Method for Proposals: The "Committee for Selection of Bidders for Outsourcing of Online Operation of Salary Slips, etc." will conduct the selection as follows: (1) First Stage Evaluation (Primary Selection): Evaluate based on the proposal documents and select the top 3 bidders (or all bidders if fewer than 3 proposal documents are submitted) for the second stage evaluation. However, if the evaluation score is less than 60% of the maximum score, they will not be selected for the second stage evaluation. The results of the first stage evaluation will be notified to the participants via email, etc., after the evaluation is completed. When receiving an email, etc., please reply with a confirmation of receipt. (2) Second Stage Evaluation (Secondary Selection): For the bidders selected for the second stage evaluation, a presentation and hearing will be held at the designated date and time and location. The number of attendees for the presentation and hearing, including the person in charge of the work, shall be a maximum of 3 people. The following is the planned schedule. Furthermore, questions and requests will be notified to the second stage evaluation participants after the first stage evaluation, and answers may be requested during the hearing. [Date and Time]: Scheduled for Friday, August 21, 2026, but may change. *The date and time will be notified via email, etc., after the first stage evaluation. When receiving an email, etc., please reply with a confirmation of receipt. (3) Evaluation Criteria: Refer to the attached "Evaluation Criteria". (4) Selection of Successful Candidate: Among the bidders whose quotation amount is below the maximum contract amount, the bidder with the highest total score (first stage evaluation + second stage evaluation + price evaluation score calculated based on the quotation amount) will be selected as the successful candidate. 11. Schedule (Tentative): (1) Distribution of Recruitment Guidelines: July 10 (Friday) (2) Acceptance of Application Forms: July 10 (Friday) to July 31 (Friday) (3) Acceptance of Questionnaires: July 10 (Friday) to July 17 (Friday) (4) Acceptance of Proposal Documents, etc.: July 10 (Friday) to July 31 (Friday) (5) Notification of First Stage Selection Results: August 14 (Friday) (6) Second Stage Selection: August 21 (Friday) (7) Notification of Second Stage Selection Results: September 11 (Friday) 12. Notes: (1) Handling of Submitted Documents: Submitted documents such as proposal documents will become the property of the Ward and will be stored, managed, or disposed of by the Ward, and will not be returned to the participants. Participants shall not assert any rights as copyright holders as stipulated by copyright law, and submitted documents such as proposal documents will not be returned for any reason. (2) This proposal is for the selection of a candidate for commissioned work, and the contract will be concluded separately. (3) Upon conclusion of the contract, the Ward may, in consultation with the contractor, make changes to the content of the adopted proposal document. (4) Participation Expenses, etc.: Expenses incurred by participants and prospective participants for participating in the proposal shall be borne by the participants and prospective participants, and the Ward shall not bear any expenses. (5) Compliance with Proper Procedures: False statements in application documents will render them invalid. Furthermore, contact with members of the selection committee for the outsourcing of online operation of salary slips, etc., is prohibited, and violations will result in exclusion from evaluation. (6) Compliance with Labor Environment Appropriateness Confirmation stipulated in the Shinjuku City Public Contract Ordinance (Shinjuku City Ordinance No. 2 of 2019): Understand and, if applicable, submit the necessary documents (e.g., Labor Environment Confirmation Report) after contract conclusion. 13. Submission of Various Documents and Contact Information: (Proposal Secretariat) Eda, Salary and Welfare Section, Personnel Division, General Affairs Department, Shinjuku City Contact Information: 03-5273-4057 Specifications 1. Project Name: Outsourcing of Online Operation of Salary Slips, etc. 2. Definitions and Definition of Confidential Information: (1) Definitions of terms in this work are as shown in Table 1. (2) The following details, account information, etc., shall be managed appropriately as confidential information, and all efforts shall be made to prevent leakage to external parties. Upon termination of the contract, the data shall be destroyed and reported to the Ward. [Table 1: List of Terms in These Specifications] | Item No. | Term | Content | Remarks | |---|---|---|---| | 1 | Salary Slips, etc. | Refers to salary slips, withholding tax slips for salary income earners, and special withholding tax notices. The number of recipients for distribution is as follows in "3. Types of Slips to be Distributed and Number of Recipients". | | | 2 | Salary Slip | Refers to the salary slip for salary paid monthly by the Ward to employees, and the salary slip for bonuses paid in June and December. The current salary slip and items to be sent are as per Attachment 2 "Ward Salary Slip Layout" and Attachment 3 "Salary Slip Item Examples". | | | 3 | Withholding Tax Slip | Refers to the form based on Article 226 of the Income Tax Act (Act No. 33 of 1965) and Article 95 of the Income Tax Law Enforcement Regulations (Ministry of Finance Ordinance No. 11 of 1965), and Table 6 of the same regulations. The data to be used is assumed to be electronic data conforming to the CSV layout for "Salary Payment Report" in eLTAX (Local Tax Portal System). | | | 4 | Special Withholding Tax Notice | Refers to the "Notice of Determination/Change of Special Withholding Tax Amount for Salary Income, etc." sent from the municipal tax office. Assumed to be salary income, etc., special withholding tax amount determination and change notification data provided through eLTAX (Local Tax Portal System). | | | 5 | Distribution Site | Refers to the website on the internet where slips are distributed in this work. Assumed to log in by entering account information. | | | 6 | Account Information | Refers to information registered for Shinjuku Ward employees to use this service. | | | 7 | User | Refers to all Shinjuku Ward employees who are subject to salary payment management by the Personnel Division. | | | 8 | Administrator | Refers to Shinjuku Ward employees, separate from the administrator, who upload salary payment information and manage users in this work. Used by the Personnel Division. | | | 9 | Operator | Refers to Shinjuku Ward employees, separate from the administrator, who have printing authority for slips limited to employees within their respective departments. Cannot view slips from departments other than their own. Expected to create approximately 200 accounts. | | | 10 | Link File | Refers to the CSV file information output from the Ward's employee information system, uploaded to the distribution site, and used to display slips. Example output items are shown in Attachment 3 "Salary Slip Item Examples". *Output items will be finalized later. | | | 11 | Electronic Approval | Refers to the approval of user access related to the online operation of slips, etc. | | 3. Types of Slips to be Distributed and Number of Recipients: The types of slips to be distributed in this work and their distribution numbers are as follows.