Proposal-based procurement for night and holiday operation management services for Kitano-cho Water Treatment Plant

1 Proposal-based procurement for night and holiday operation management services for Kitano-cho Water Treatment Plant Implementation Guidelines We are seeking proposals for the night and holiday operation management services for Kitano-cho Water Treatment Plant, and will select a preferred negotiator based on a proposal-based procurement. Those who wish to participate should submit the application form, etc., based on these implementation guidelines. 1. Target Services (1) Service Name: Night and Holiday Operation Management Services for Kitano-cho Water Treatment Plant (2) Service Location: Kitano-cho Gai, Ako City (3) Service Outline: Night and holiday operation management services for Kitano-cho Water Treatment Plant and other facilities a. Operation and monitoring of water treatment plants, etc. b. Water quality management in water supply facilities c. Equipment inspection, patrol, and water quality testing at water treatment plants, etc. during night and holiday hours d. Response to emergencies (disasters, power outages, water quality abnormalities) e. Reception services during night and holiday hours f. Creation of handover documents (4) Service Period: April 1, Reiwa 9 to March 31, Reiwa 12 (Long-term continuous contract based on Article 234-3 of the Local Government Act) (5) Estimated Limit Amount: 74,820,000 yen per year (excluding consumption tax and local consumption tax) (6) Payment Method: Monthly payment 2. Participation Qualifications Participants shall be knowledgeable of the content of the specifications, fully understand the scope of services, and meet all of the following requirements: (1) Be registered in the Ako City Bid Participant Qualification List for the services to be contracted through the proposal method. (2) Not be subject to suspension of bidding by Ako City. If suspended, the suspension period must have ended. (3) Not fall under the qualification restrictions for bidders stipulated in Article 167-4 of the Local Government Act (Imperial Ordinance No. 16 of 1947). (4) Not have filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) or for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999), or if such filings have been made, have received court approval of a rehabilitation or reorganization plan. (5) Not be a violent group (meaning a violent group as defined in Article 2, Item 1 of the Ako City Ordinance on the Exclusion of Violent Groups (Ako City Ordinance No. 11 of 2012)), a member of a violent group (meaning a member of a violent group as defined in Article 2, Item 2 of the Ako City Ordinance on the Exclusion of Violent Groups), or a close associate of a violent group (meaning a close associate of a violent group as defined in Article 2, Item 3 of the Ako City Ordinance on the Exclusion of Violent Groups). (6) Have completed, as a prime contractor, operation management services for water treatment facilities (facilities with a capacity of 20,000 m³/day or more performing coagulation-sedimentation treatment and rapid filtration treatment) for water supply businesses (including water supply services) using surface water or groundwater as a source in Japan, on or after April 1, 2013. (Participation must be as a single entity). 3. Submission period and method for application forms, etc. (1) Submission Period: Monday, September 28, Reiwa 8 to Friday, October 23, Reiwa 8 (2) Method: Hand-delivery (Weekdays: Reception hours 9:00 to 17:00) (3) Submission Location: Water Division, Ako City Water and Sewerage Department (Ako Sewage Management Center), Address: 1862 Naka-hiro, Ako City (4) Documents: a. Application Form (Form 1) b. Company Profile c. Financial Status (Balance Sheet, Income Statement, Cash Flow Statement for the last two fiscal years) d. Documents certifying performance of consigned work (For participation qualification (6), for operation management services, describe the service name, client, performance period, and facility overview (※ Any format) and attach a copy of the service consignment contract). 4. Site Briefing Session If you wish to participate in the site briefing session, please submit the Site Briefing Session Application Form (Form 2). The final acceptance deadline is 17:00 on Friday, October 9, Reiwa 8. The date and time of the site briefing session for each applicant will be notified separately. (1) Period: A designated date between Monday, October 19, Reiwa 8 and Friday, October 23, Reiwa 8 (2) Time: A designated time between 9:00 and 17:00 (3) Location: Kitano-cho Water Treatment Plant (390 Kitano-cho, Ako City) (4) Submission Location: Water Division, Ako City Water and Sewerage Department (Ako Sewage Management Center), Email: josui@city.ako.lg.jp (5) Submission Method: Email (Hand-delivery is also possible) 5. Creation and submission method for service proposals (1) Creation of Service Proposals: a. The format for creating service proposals shall be A4 vertical, horizontal writing. However, if there are company-specific common manuals or guidelines related to the description of each proposal item, they may be attached as supplementary materials. b. When creating the service proposal, please follow the "6. Guidelines for Describing Service Proposals" (hereinafter referred to as "Description Guidelines"). c. When describing the service proposal, the content should be such that it can be understood by reading the service proposal without the need for further explanation. d. Proposals should be made for each item listed in the Description Guidelines. (Example of description) I-① Company's management philosophy (company motto, business policy, etc.) and methods for instilling it in employees: Our company's management philosophy is -- -- -- e. Please note that the content described in the service proposal is what the proposer presents as an obligation to be performed in the service and will be contracted. f. The service proposal items listed in the Description Guidelines are mandatory and must be filled in. If these items are not filled in, they cannot be evaluated, so please pay close attention to filling them in. g. Since the submitted documents are subject to disclosure requests, please indicate the corresponding parts in footnotes, etc., for any parts you wish to keep non-disclosed. (2) Questions and answers regarding the creation of service proposals: a. Acceptance Period: Monday, November 2, Reiwa 8 to Friday, November 13, Reiwa 8 (Reception hours: Weekdays 9:00 to 17:00) b. Documents to Submit: Question Form (Form 3) c. Submission Location: Water Division, Ako City Water and Sewerage Department (Ako Sewage Management Center), Email: josui@city.ako.lg.jp d. Submission Method: Email (Hand-delivery is also possible) e. Response Method: Sent to the applicant by email by Tuesday, November 24, Reiwa 8. (3) Submission Method for Service Proposals: a. Submission Period: Monday, November 2, Reiwa 8 to Friday, December 4, Reiwa 8 (Reception hours: Weekdays 9:00 to 17:00) b. Submission Location: Water Division, Ako City Water and Sewerage Department (Ako Sewage Management Center) c. Submission Method: Mail or hand-delivery ※ In case of mail, it must arrive by the deadline. d. Number of Copies: 7 copies (However, 1 copy for the estimate and breakdown of estimate) 6. Guidelines for Describing Service Proposals Proposers shall create service proposals in principle in the order and structure of the description items shown below. (1) Management Policy: a. Company's management philosophy (company motto, business policy, etc.) and methods for instilling it in employees. b. Viewpoint on legal compliance, etc. as a contractor for public enterprises. (2) Service and Operation Management System: a. Staffing plan: Viewpoint on job types of planned personnel and approach to local and new hires. b. Command and control system, management and responsibility system: Viewpoint on the relationship between the company and the site. c. Staff replacement system in case of sudden vacancies. (3) Operation Management Services: a. Operation monitoring and control methods, patrol and inspection methods: Viewpoint and proposals on operation monitoring and control, patrol and inspection methods. b. Response to water quality abnormalities: Operation management methods for water quality fluctuations such as raw water turbidity and pH. c. Response to equipment failures and abnormalities: Initial response to equipment failures and abnormality confirmation. (4) Crisis Management: a. Response to emergencies and urgent situations: Initial response and communication system in case of natural disasters, terrorism, etc. b. Support system: Cooperation and support system with service support bases and related companies. (5) Staff Training: a. Initiatives for improving staff qualifications: Efforts in training and education for skill improvement. b. Initiatives leading to technology transfer: Proposals for technology transfer. (6) Other: a. New service proposals: Specific proposals aimed at improving the efficiency of operation management, etc. 7. Specifications: Refer to the attached "General Specifications for Night and Holiday Operation Management Services for Kitano-cho Water Treatment Plant" and "Special Specifications". 8. Selection Method: (1) The Kitano-cho Water Treatment Plant Night and Holiday Operation Management Services Contractor Selection Committee will review the service proposals and conduct interviews, and will select the preferred negotiator based on a comprehensive evaluation of the service proposal content, financial statements, and proposed price, with the highest total score. A runner-up negotiator will also be selected. The review results will be notified to all applicants in January Reiwa 9. (2) The preferred negotiator will become the service contractor upon reaching an agreement with Ako City on price, etc., and receiving Ako City's approval. However, if an agreement cannot be reached with the preferred negotiator, negotiations will be held with the runner-up negotiator. (3) Even if there is only one proposer, if the review results indicate that the proposal content meets the specifications and reaches a certain evaluation standard, the proposer will be selected as the preferred negotiator. 9. Presentation and Interview Method for Service Proposals: (1) Period: A designated date between Tuesday, December 15, Reiwa 8 and Friday, January 8, Reiwa 9. (2) Time: A designated time between 9:00 and 17:00. (3) Place: Ako Sewage Management Center, 1862 Naka-hiro, Ako City. (4) Method: a. Time: Presentation: Within 30 minutes, Interview: Approximately 15 minutes. b. Attendees: Up to 4 people. c. Equipment, etc.: Proposers must prepare their own presentation equipment. (Setup: 10 minutes, Cleanup: 5 minutes) 10. Invalid Applications: Applications that fall under any of the following shall be invalid: (1) Service proposal not submitted by the submission deadline. (2) False statements in submitted documents. (3) Persons who do not meet or can no longer meet the participation qualifications. (4) Persons who submit an estimate exceeding the estimated limit amount. (5) Cases where the city deems there to have been fraudulent acts or acts lacking fairness in connection with this matter. 11. Suspension, Postponement, or Cancellation of Proposal-Based Procurement: In cases where it is deemed impossible to conduct the proposal-based procurement due to urgent or unavoidable reasons, the proposal-based procurement may be suspended, postponed, or canceled. In such cases, the city shall not be liable for any costs incurred by the proposer for this proposal-based procurement. 12. Public Announcement of Review Results: The review results will be published on the Ako City website after the contract is concluded. 13. Other Notes: (1) All costs related to participation applications shall be borne by the applicant. (2) All submitted participation application documents will not be returned. The proposals in the service proposals shall belong to the Ako City Water and Sewerage Department. (3) Participation can be withdrawn at any time by written notification. (4) Non-participation in the presentation and interview will be considered a withdrawal. (5) Liability insurance for contractors must be obtained by the contract conclusion date. (6) This service consignment is conditional upon the approval of the Reiwa 9 fiscal year budget. Furthermore, in Reiwa 10 and subsequent years, if the budget of the Ako City Water and Sewerage Department for this contract is reduced or deleted, the Ako City Water and Sewerage Business may amend or terminate this service contract. (7) The character "" in the Mayor of Ako City's name may be replaced with "礼". 14. Inquiries regarding proposal creation, etc., and submission locations for each document: Address: 1862 Naka-hiro, Ako City, Hyogo Prefecture, 678-0232 Ako City Water and Sewerage Department, Water Division, Purification Section (Contact: Harada) Phone: (0791) 43-6889 FAX: (0791) 45-2910 Email: josui@city.ako.lg.jp 6 Proposal Implementation Schedule Item Date 1. Announcement of Proposal Implementation 2. Submission Period for Application Forms, etc. 3. Deadline for Site Briefing Session Application Form Submission 4. Site Briefing Session Period (Notified Separately) 5. Submission Period for Questions Regarding Service Proposals 6. Date of Response to Questions 7. Submission Period for Service Proposals and Estimates 8. Presentation and Interview (Notified Separately) 9. Determination of Preferred Negotiator (Notification of Selection Results) 10. Detailed Discussion on Contract Content 11. Preparation Period (Familiarization Period) 12. Start of Consignment Services Monday, September 28, Reiwa 8 Monday, September 28, Reiwa 8 to Friday, October 23, Reiwa 8 Monday, September 28, Reiwa 8 to Friday, October 9, Reiwa 8 Monday, October 19, Reiwa 8 to Friday, October 23, Reiwa 8 Monday, November 2, Reiwa 8 to Friday, November 13, Reiwa 8 Tuesday, November 24, Reiwa 8 Monday, November 2, Reiwa 8 to Friday, December 4, Reiwa 8 Tuesday, December 15, Reiwa 8 to Friday, January 8, Reiwa 9 January Reiwa 9 February Reiwa 9 March Reiwa 9 From April 1, Reiwa 9 General Specifications for Night and Holiday Operation Management Services for Kitano-cho Water Treatment Plant Ako City Water and Sewerage Department 1 Chapter 1 General Provisions (Purpose) Article 1. This specification defines the necessary matters for operation management during night and holiday hours at the city's water treatment plants, water sources, distribution reservoirs, and booster stations (hereinafter referred to as "water supply facilities") based on the "Contract for Night and Holiday Operation Management Services for Kitano-cho Water Treatment Plant" (hereinafter referred to as "the Contract"). (Performance of Services) Article 2. The contractor shall perform the operation management services smoothly, comply with the water quality standards stipulated in the Waterworks Act, and maintain the functions of the water supply facilities, in accordance with the Contract, these General Specifications (hereinafter referred to as "Specifications"), and other relevant documents (including site explanations), efficiently, stably, and safely. (Notification of Qualified Personnel) Article 3. The contractor shall, in advance, notify the client of a list of personnel with the qualifications necessary for the services. The same shall apply when there are changes. (Appointment of Site Manager) Article 4. The contractor shall appoint a site manager and a deputy manager from among the personnel notified in the preceding article and notify the client. The same shall apply when the site manager or deputy manager is changed. (Duties of Site Manager) Article 5. The duties of the site manager shall be as follows: ⑴ As the person in charge of the contractor, to direct and supervise personnel, improve technical skills, educate on crisis management, ensure occupational safety and health, and strive to prevent accidents. ⑵ To fully grasp the purpose and content of the services based on the Contract, Specifications, and other relevant documents (including site explanations). ⑶ To thoroughly understand the functions of the facilities from the completion drawings, etc., and strive for efficient and stable operation. ⑷ To conduct timely training for employees and strive to improve skills and prevent accidents. To conduct overall tasks such as coordination with the client and submission of monthly reports. ⑸ To constantly grasp the situation accurately and respond immediately to facility abnormalities or emergencies. 2 (Composition of Personnel) Article 6. The composition of personnel shall be as follows: ⑴ Site Manager ⑵ Deputy Site Manager ⑶ Technical Staff ⑷ Skilled Staff If the client deems the personnel to be significantly unsuitable for the performance of the services, they may request the contractor to replace such personnel in consultation with the contractor. (Qualifications of Personnel) Article 7. The personnel specified in the preceding article shall meet the following requirements for each job type.