Public Announcement Regarding Public Solicitation for Planning and Proposal Method (Proposal Method) for Fire Brigade Member Recruitment Promotion Services Contract

Public Announcement Regarding Public Solicitation for Planning and Proposal Method (Proposal Method) for Fire Brigade Member Recruitment Promotion Services Contract The following public solicitation will be conducted using the planning and proposal method. July 14, Reiwa 8 Governor of Kagawa Prefecture, Toyohito Ikeda 1. Items for Public Solicitation (1) Contracted Services Name: Fire Brigade Member Recruitment Promotion Services Contract (2) Contract Period: From the date of contract signing until January 29, Reiwa 9 (3) Contract Limit: 4,945,000 yen (including consumption tax and local consumption tax). (4) Overview of Contracted Services: As per the "Specifications for Planning and Proposal for Fire Brigade Member Recruitment Promotion Services." 2. Application Qualifications Applicants must meet the following requirements: (1) Must not fall under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (1947, Cabinet Order No. 16). (2) Must not currently be under a bid suspension measure based on the "Kagawa Prefecture Goods Purchase, etc. Bid Suspension Measures Manual" (1999, Kagawa Prefecture Public Notice No. 787). (3) Must not have filed for commencement of reorganization proceedings under the Corporate Reorganization Act (2002, Act No. 154) or for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (1999, Act No. 225). However, the following persons shall be deemed to meet this requirement: ① Those who have received a decision to commence corporate reorganization proceedings under the Corporate Reorganization Act. ② Those who have received a decision to approve a rehabilitation plan (limited to confirmed decisions) under the Civil Rehabilitation Act. (4) Must be registered in the list of participants in competitive bidding for the purchase of goods, etc., under Article 180, Paragraph 2 of the Kagawa Prefecture Accounting Regulations (1964, Kagawa Prefecture Regulation No. 19), and be classified as Grade A. 3. Application Method and Notification of Confirmation of Application Qualification Requirements (1) Submit the "Expression of Intent to Apply," "Applicant Overview," and "Confirmation of Application Qualification Requirements" (Forms 1-3, hereinafter referred to as "Expression of Intent to Apply, etc.") to the "Application/Inquiry Contact" below. 1) Submitted Documents: ① Expression of Intent to Apply (Form 1) ② Applicant Overview (Form 2) ③ Confirmation of Application Qualification Requirements (Form 3) 2) Submission Method: Submit in person, by mail, or by email. If submitting by email, it must be in PDF format. 3) Acceptance Period and Hours: [In Person] (Acceptance Period) From July 14, Reiwa 8 (Tuesday) to July 29, Reiwa 8 (Wednesday) (excluding Saturdays, Sundays, and public holidays). (Acceptance Hours) 8:30 AM - 12:00 PM, 1:00 PM - 5:15 PM [By Mail or Email] (Acceptance Period) From July 14, Reiwa 8 (Tuesday) to July 29, Reiwa 8 (Wednesday), 5:15 PM. (2) All applicants who submit the "Expression of Intent to Apply" will be notified of the confirmation of their application qualifications by email on July 30 (Thursday), and will also be notified in writing later. Only those who meet the application qualification requirements may submit a proposal. If you wish to withdraw after submitting the "Expression of Intent to Apply" or proposal, please submit a "Withdrawal Notification" (Form 8). 4. Information Session: No information session will be held. 5. Grounds for Disqualification: If the submitted proposal falls under any of the following, or if any other fraudulent act occurs, the applicant will be disqualified. ① If the required documents (including electronic data) are not complete by the submission deadline. ② If the proposal does not meet the requirements specified in the public announcement, such as missing information. ③ If there is false or fraudulent information in the submitted documents. ④ If the proposed estimated amount exceeds the contract limit. 6. Question Submission and Response Method: Fill out the "Questionnaire" (Form 4) and submit it in person, by mail (must arrive by the deadline), or by email to the submission location in 10 below. [In Person] (Acceptance Period) From July 14, Reiwa 8 (Tuesday) to July 29, Reiwa 8 (Wednesday) (excluding Saturdays, Sundays, and public holidays). (Acceptance Hours) 8:30 AM - 12:00 PM, 1:00 PM - 5:15 PM [By Mail or Email] (Acceptance Period) From July 14, Reiwa 8 (Tuesday) to July 29, Reiwa 8 (Wednesday), 5:15 PM. Responses will be provided by email to all applicants who meet the application qualification requirements on July 30 (Thursday). They will also be available for viewing at the location in 10 below. 7. Proposal Submission Method: After receiving the confirmation of application qualification requirements, submit 6 copies of the proposal (1 original, 5 copies; copies should not include the company name) in person or by mail (must arrive by the deadline) to the submission location in 10. (Acceptance Period) From July 31, Reiwa 8 (Friday) to August 13, Reiwa 8 (Thursday) (excluding Saturdays, Sundays, and public holidays). (Acceptance Hours) 8:30 AM - 12:00 PM, 1:00 PM - 5:15 PM The proposal must include the following: (1) Proposal (Form 5) (2) Proposal for Business Implementation Structure (Form 6) (3) Business Performance List (Form 7) (4) Quotation (including detailed cost breakdown) (Reference Format) * Changes, additions, or resubmissions of the proposal after submission are not permitted. 8. Selection Method: (1) Selection Method: A selection committee for the "Fire Brigade Member Recruitment Promotion Services Proposal Method" (hereinafter referred to as the "Committee") will review the proposals submitted by applicants and conduct a presentation to select the intended contractor. Additional documents may be requested as necessary. (2) Date of Selection Meeting (Scheduled): August 18, Reiwa 8 (Tuesday) (The venue and time will be communicated later). (3) Exclusion from Selection Review: Applicants falling under any of the following will be excluded from the selection review. ① Failure to meet the prescribed application qualifications/conditions. ② Submission of multiple proposals. ③ Unfair contact between the applicant, their representative, or other related parties and the selection committee members or relevant staff regarding the selection. ④ False statements in the submitted documents. ⑤ Other fraudulent acts. The "Fire Brigade Member Recruitment Promotion Selection Committee" will review the submitted documents and presentation content to select the intended contractor. The presentation will be based on the proposal, and the use of equipment will not be permitted. Each applicant will have approximately 15 minutes for the presentation, followed by approximately 15 minutes of Q&A from the committee members. The date and time of the presentation will be notified separately. 9. Selection Criteria: As per the "Fire Brigade Member Recruitment Promotion Services Proposal Method Selection Committee Selection Criteria." 10. Application/Inquiry Contact: 〒760-8570 4-1-10 Bancho, Takamatsu City, Kagawa Prefecture Kagawa Prefecture Crisis Management Department, Crisis Management Division, General Affairs and Firefighting Group, Yoshida TEL: 087-832-3182 FAX: 087-831-8811 Email for Questionnaire Submission: kikikanri@pref.kagawa.lg.jp Website: https://www.pref.kagawa.lg.jp/kikikanri/shouboudaninkakuho.html 11. Schedule: July 14 (Tuesday): Announcement Start July 29 (Wednesday): Announcement End 〃: Expression of Intent to Apply Deadline 〃: Question Submission Deadline July 30 (Thursday): Notification of Application Qualification Confirmation Results 〃: Response to Questions July 31 (Friday): Proposal Submission Start August 13 (Thursday): Proposal Submission Deadline August 18 (Tuesday): Selection Meeting (Hearing, Presentation) Scheduled August 19 (Wednesday): Proposal Review Result Notification 〃: Quotation Request August 20 (Thursday): Contract Signing 12. Contract Conclusion: Kagawa Prefecture will consult with the selected contractor and finalize the specifications for the contracted services based on the proposed content before concluding the contract. (A contract deposit may be required based on Article 149 of the Kagawa Prefecture Accounting Regulations.) If a contract cannot be concluded with the selected contractor, Kagawa Prefecture will consult with the applicant with the next highest evaluation. 13. Electronic Contract Availability: (1) Electronic contracts are permitted. If electronic contracts are used (creating the contract document in electronic file format and applying electronic signatures via an electronic contract service in lieu of both parties' seals, along with a timestamp to confirm the integrity of the electronic record), the electronic contract service designated by the prefecture will be used. Internet access and an email address for contract conclusion will be required. (2) If you wish to use electronic contracts, please submit the "Electronic Contract Agreement and Email Address Confirmation" by email when submitting the quotation after the contractor candidate has been selected. (3) In electronic contracts, the date of contract conclusion will be the date the timestamp is applied. 14. Other: (1) All costs incurred for preparing submitted documents, submitting related documents, and attending the selection meeting shall be borne by the proposer. (2) Submitted documents will not be returned. (3) If a contract exceeding 1 million yen is concluded, a summary of the selection results and the name of the contractor will be published on the Kagawa Prefecture website. Specifications for Fire Brigade Member Recruitment Promotion Services Planning and Proposal 1. Overview of Services (1) Service Name: Fire Brigade Member Recruitment Promotion Services (2) Purpose: Fire brigades are auxiliary fire organizations of municipalities. Their members, as non-regular special local government officials with authority and responsibility, act as leaders in fire and disaster prevention, closely connected to their communities, based on the spirit of "Protecting our community ourselves," engaging in activities for the safety and security of residents in both normal and emergency times. In recent years, with changes in employment patterns, the number of self-employed brigade members has decreased, and the proportion of employed brigade members has increased. While there is talk of declining social awareness, it is becoming necessary to move away from relying solely on voluntary recruitment from company employees. When company employees engage in fire brigade activities during working hours, management's understanding and a corporate atmosphere that supports employees joining the fire brigade are important. This project will involve visiting companies in model municipalities to promote understanding of fire brigade activities among company managers and increase employee awareness of fire brigade activities, thereby fostering an atmosphere that supports employee recruitment into the brigade and exploring methods to promote brigade recruitment through companies. (3) Service Period: From the date of contract signing until January 29, Reiwa 9. 2. Contract Limit: 4,945,000 yen (including consumption tax and local consumption tax). 3. Details of Contracted Services: The contractor shall carry out the following services in close consultation and coordination with the prefecture. (1) Target Companies: Companies within the model municipalities designated by the prefecture. The prefecture will provide a list of target companies. The standard number of companies to visit is 50. If the number of companies proposed by the contractor in their proposal exceeds this standard, additional points will be awarded. If the number of visits or information sessions falls below the proposal, the contract cost breakdown will be adjusted downwards. (2) Brochure Creation: Create explanatory materials for company visits, brochures for employees, manuals, etc. The brochure must be delivered as follows: ① Content: Significance of fire brigades, activities, basic members, functional members, fire brigade cooperation business system, benefits for companies, application procedures and activity environment in each municipality, contact information, etc. ② Creation Policy: Focus on model municipalities, organized in an easy-to-understand manner for managers and employees. ③ Specifications: A4 size, double-sided, full color. ④ Proofreading: Submit to the prefecture in advance for approval. ⑤ Deliverables: Printed materials, PDF, editable source data. ⑥ Delivery Deadline: Before the start of company visits. (3) Obtaining Appointments and Visiting Companies: Organize a list of target companies for visits based on information and advice provided by the prefecture and model municipalities. Make appointments with target companies by phone, etc., and visit them to explain the following to the manager or HR representative. Also, request cooperation in disseminating information to employees and providing opportunities for explanation. Visits will generally be in person, but online visits are possible if requested by the other party. - Purpose of visit. - Fire brigade activities (basic members, functional members, etc.). - Benefits for companies, such as the "Fire Brigade Cooperation Business System" where applicable. - Request for employee dissemination. - Possibility of holding information sessions for employees. Record the gist of the visit. Even if an appointment cannot be made, keep a record of the process. (4) Information Sessions: If cooperation is obtained from the visited companies, hold information sessions for employees. The prefecture expects fire brigade representatives from model municipalities and prefecture fire brigade representatives to participate in these sessions. The contractor will be responsible for scheduling, venue arrangements, and operational support for the day. (5) Compilation of Case Studies and Creation of Dissemination Materials: Based on interviews with companies, create visit reports including company information (company name, size, number of existing brigade members, etc.) and company responses. The format of the report must be submitted to the prefecture for approval in advance. Compile materials for dissemination to municipalities throughout the prefecture, organizing the following: - Include not only success stories but also factors that hindered understanding and areas for improvement. - For companies provided by the prefecture: - Industry, sales, number of employees, and whether contact was made (based on information obtained during contact or available online). - Industry, sales, number of employees, whether brochure/materials were received, and whether information sessions could be held (to be inquired during the visit). - For companies that held information sessions: date, duration, number of attendees. - For companies that recruited new members: summary of questionnaire results as instructed by the prefecture. - Record the "man-hours (time)" invested to use as materials for dissemination. - Create a usable format for company visits, referencing frequently asked questions from management and the most effective order and content for explanations. - Create examples of common questions from companies and their answers.