Public Announcement Regarding Public Solicitation for Planning and Proposal Method (Proposal Method) for the Establishment of Kagawa Prefecture Citizen's Day Commemorative Ceremony Services Contract

Public Announcement Regarding Public Solicitation for Planning and Proposal Method (Proposal Method) for the Establishment of Kagawa Prefecture Citizen's Day Commemorative Ceremony Services Contract 1. Public Announcement Regarding Public Solicitation for Planning and Proposal Method (Proposal Method) for Contracted Services The following public solicitation will be conducted using the planning and proposal method. July 17, Reiwa 8 Governor of Kagawa Prefecture, Yutaka Ikeda 1. Items for Public Solicitation (1) Contracted Services Name: Kagawa Prefecture Citizen's Day Commemorative Ceremony Services (2) Contract Period: From the date of contract signing until January 29, Reiwa 9. (3) Contract Limit: 17,000,000 yen (including consumption tax and local consumption tax). (4) Overview of Contracted Services: As per the "Specifications for Kagawa Prefecture Citizen's Day Commemorative Ceremony 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 not be delinquent in Kagawa Prefectural Tax. (For those not 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), submit a certificate of tax payment for Kagawa Prefectural Tax (certificate of no arrears). However, this does not apply to those exempt from paying prefectural tax (e.g., voluntary organizations).) 3. Application Method and Notification of Confirmation of Application Qualification Requirements (1) Submit the "Expression of Intent to Apply" (Form 1) and documents proving compliance with application qualification requirements (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 Documents providing an overview of the applicant (company profile, brochure, etc.). ③ Certificate of tax payment for Kagawa Prefectural Tax (certificate of no arrears). However, this is not required for those 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 for those exempt from paying prefectural tax (e.g., voluntary organizations). 2) Submission Method: - Items ① and ②: Submit in person, by mail, or by email. If submitting by email, it must be in PDF format. - Item ③: Submit in person or by mail. 3) Acceptance Period and Hours: [In Person] (Acceptance Period) From July 17, Reiwa 8 (Friday) to July 24, Reiwa 8 (Friday) (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 17, Reiwa 8 (Friday) to July 24, Reiwa 8 (Friday), 5:15 PM. (2) All applicants who submit the "Expression of Intent to Apply, etc." will be notified of the confirmation of their application qualifications by email by July 27, Reiwa 8 (Monday). (3) Only those who meet the application qualification requirements may submit a proposal. (4) If you wish to withdraw after submitting the "Expression of Intent to Apply," please submit a "Withdrawal Notification" (Form 2). (5) "Attachment 1," which describes the detailed conditions for this service, will be sent by email to those who submit the "Expression of Intent to Apply." 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: (1) Question Submission Method: Questions regarding the application content will be accepted. Please send the "Questionnaire" (Form 3) by email to the contact below by 5:00 PM on July 30, Reiwa 8 (Thursday), starting from July 17, Reiwa 8 (Friday). Oral questions by phone or in person will not be accepted. (2) Question Response Method: Responses will be provided by email to all applicants who meet the application qualification requirements by July 31, Reiwa 8 (Friday). They will also be available for viewing at the location in 14 below. 3 7. Selection Method: A "Kagawa Prefecture Citizen's Day Commemorative Ceremony Services Proposal Method Selection Committee" (hereinafter referred to as the "Selection Committee") will review the proposals and select the contractor. The selection method will be based on document review and interviews. However, if a large number of proposals are submitted, a preliminary document review by the secretariat may be conducted based on the "10. Selection Criteria," and only the top candidates will proceed to the interview stage. 8. Proposal Preparation: Prepare a proposal and submit it to the Public Relations and Information Division, Governor's Office, Kagawa Prefecture. When preparing the proposal, demonstrate that all requirements specified in the specifications have been met for each requirement item, and provide concrete details for the proposed content. Please also review the "Points to Note." (Points to Note) - Describe as concretely as possible so that the selection committee members can grasp a clear image. - The proposal shall be A4 size (vertical or horizontal orientation is free), with a font size of 10.5 points or larger (however, this does not apply to text in figures and tables). - The number of pages in the proposal shall be within 30 pages (excluding the cover page and quotation). - Staple the proposal pages together in one place and number the pages consecutively at the bottom center of the proposal, excluding the cover page. - Changes or additions to the proposal after submission deadline will not be permitted. Proposals will not be returned. - All costs related to the preparation of the proposal, etc., shall be borne by the applicant. Requirement Items Basic Requirements Overall Services ・Business Performance ・Implementing entity (organization name, location, organizational chart, etc.) ・Experience in similar services, technical expertise, and track record for service execution. ・Business implementation structure (number of personnel, experience, professional qualifications, etc.) ・Overall project schedule. Ceremony and Attraction Implementation and Operation ・Specific performance plan utilizing video, etc. ・Proposal for celebrity appearances and performances. ・Venue decoration and layout plan. ・Management system for safe and reliable execution of coordination with related parties, bus/train operations, and reimbursement of travel expenses for students. Public Relations Services ・Content of public relations utilizing various media. ・Specific methods to encourage applications from young people, including high school students. KPI ・KPI (activity indicators/effectiveness indicators) for objectively evaluating the results of this service. Expenses ・Expenses related to the implementation of this service (attach a quotation). 4 9. Proposal Submission Method: Those who meet the application qualification requirements shall submit the proposal to the Public Relations and Information Division, Governor's Office, Kagawa Prefecture, in person, by mail, or by email (strict adherence to the deadline). If submitting by email, it must be in PDF format. [Submission Deadline] 5:15 PM on August 18, Reiwa 8 (Tuesday) (must arrive by this date). [Submitted Documents] For in-person/mail submission: 8 copies of the proposal (2 copies with company name, 6 copies without company name). For email submission: PDF format proposal (with and without company name). 10. Selection Criteria: As attached. Each committee member will score each proposer based on the evaluation items specified in the selection criteria, and the total score will be the proposer's score. The proposer with the highest total score, based on the ranking assigned by each committee member (1st place: 5 points, 2nd place: 3 points, 3rd place: 1 point, 4th place and below: 0 points), will be selected as the intended contractor. If scores are tied, the intended contractor will be selected through deliberation by the selection committee. Proposals with a total score below 60% of the maximum score from each committee member will be excluded from ranking. If there are no proposals that meet this criterion, no contractor will be selected. 11. Requirement for Contract Creation: Required. 12. 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. 13. Other: The selection results will be notified to all applicants in writing. The process of selection will not be disclosed. 14. Application/Inquiry Contact: 〒760-8570 (9th Floor, Prefectural Government Building), 4-1-10 Bancho, Takamatsu City, Kagawa Prefecture Kagawa Prefecture General Affairs Department, Governor's Office, Public Relations and Information Division, General Affairs, Reporting, and Public Relations Group Contact Persons: Fujisaki, Matsumoto TEL: 087-832-3920 FAX: 086-862-4514 E-mail: kocho@pref.kagawa.lg.jp 15. Schedule: July 17: Announcement Start July 24: Announcement End July 24: Expression of Intent to Apply Deadline July 27: Notification of Application Qualification Confirmation Results July 30: Question Submission Deadline July 31: Question Response and Viewing August 18: Proposal Submission Deadline August 25: Selection Meeting (Presentation) Late August (Scheduled): Proposal Review Result Notification Late August: Quotation Request September 1 onwards (Scheduled): Contract Signing Kagawa Prefecture Citizen's Day Commemorative Ceremony Services Specifications I. Overview 1. Service Name: Kagawa Prefecture Citizen's Day Commemorative Ceremony Services 2. Purpose of Service: Due to the progression of declining birthrate and aging population, and population decrease, Kagawa Prefecture faces challenges in securing labor force, as well as community and traditional culture successors. In this context, it is important to provide opportunities for all citizens to re-recognize the "geographical advantages" and attractions of the prefecture and to enhance their love and pride for "Hometown Kagawa." This service aims to foster a sense of building a richer and more vibrant hometown Kagawa by creating opportunities for citizens to participate in the "Kagawa Prefecture Citizen's Day" commemorative ceremony and by inviting high school students to perform, making "Kagawa Prefecture Citizen's Day" a special day that remains in the memory of the younger generation who will lead the future. 3. Service Period: From the date of contract signing until January 29, Reiwa 9. 4. Ceremony Overview: (1) Date of Ceremony: December 3, Reiwa 8 (Thursday). (2) Venue: Reserved by the organizer as follows. Ceremony Venue: Anabuki Arena Kagawa, Sub Arena Dressing Rooms, etc.: Martial Arts Facility (can be divided into 3 sections), Annex Conference Rooms (3 rooms), Locker Rooms (4 rooms). Vehicles for Performing High Schools (shuttle buses, trucks, etc.): Former Kagawa Prefectural Central Hospital site. Operation-related Large Vehicles (equipment transport trucks, etc.): Kagawa Prefecture Tamano-cho Parking Lot. * The foyer is generally not available for use (restricted access). * Refer to Attachment 1 for details on Anabuki Arena Kagawa. (3) Venue Usage Schedule: The date, time, and purpose of venue use are as shown in the table below. The organizer will handle the application for Anabuki Arena Kagawa and payment of facility usage fees, accessory equipment usage fees, etc. Facility Name | Usage Date and Time | Content ---|---|--- Sub Arena *Ceremony Venue | December 2, Wednesday, 9:00 AM - 9:00 PM | - Venue setup, etc. - Rehearsal (excluding performing high school students) | December 3, Thursday, 9:00 AM - 9:00 PM | - Morning: High school students' instrument loading, high school student rehearsal. - Afternoon: Main event. - After performance: Removal, cleaning. Martial Arts Facility and Conference Rooms (3 rooms) *Dressing Rooms, etc. | December 2, Wednesday, 9:00 AM - 9:00 PM | - Venue setup, etc. | December 3, Thursday, 9:00 AM - 9:00 PM | - Used as dressing rooms and lunch areas for performers, etc. - After performance: Removal, cleaning. (4) Program Structure: The commemorative ceremony will consist of two parts. The following schedule is subject to modification as performers are decided, etc. * For detailed conditions regarding the program, scheduled performers, equipment, shuttle buses, etc., refer to "Attachment 1" distributed separately to businesses that submit an "Expression of Intent to Apply." Time | Program | Content/Remarks ---|---|--- 12:50 PM - 1:40 PM | Part 1: Ceremony | Opening act, Governor's remarks, guest introduction, logo award, prefectural song announcement/performance, etc. 1:40 PM - 2:00 PM | Break | Stage change 2:00 PM - 3:50 PM | Part 2: Attractions | High school student performances (5 groups), Celebrity performances (5) (5) Participants: Prefectural officials and guests: Approx. 80 people (seated in the arena seating area). General audience: Approx. 380 people (seated in the arena seating area) (including wheelchair spaces). School officials (including parents): Approx. 400 people (seated in the 2nd-floor fixed seats). Total: Approx. 860 people. II. Service Details 1. Overall Management and Planning Services: Upon contract signing, the contractor shall immediately formulate an implementation plan. The implementation plan shall include the following: (1) Work schedule within the contract period. (2) Various plans: Operation plan, venue usage plan (zoning/flow, plan for setting up organizer-provided banners), security plan, parking plan (plan for drop-off and waiting for shuttle buses and instrument transport trucks for performing high schools, and management plan for the west parking lot (for staff, disabled persons, etc.)), crisis management plan, audience management plan, etc. (3) Setting of KPIs (Key Performance Indicators) for evaluating the results of this service. 2. Ceremony and Attraction Implementation and Operation Services: Based on the formulated overall plan and manuals, the contractor shall perform all of the following services, from preparation to rehearsal, main event operation, and removal. (1) Planning/Direction, Manual Creation: 1) Propose stage direction plans effectively utilizing sound, lighting, screens, etc., to ensure smooth ceremony progression throughout Part 1 and Part 2, and to prevent monotonous flow between programs. 2) Adjust detailed procedures for stage setup and equipment movement to ensure smooth and safe transitions between different acts in Part 2. 3) Create an operation manual and a running script. (2) Arrangement of Celebrities and MCs: 1) To encourage applications and attendance from young people, including high school students, engage celebrities who are popular and well-known, and have ties to Kagawa Prefecture. Also, allocate approximately 20 minutes for a performance by such celebrities in Part 2. 2) Arrange for a professional MC to ensure the smooth progression of the entire ceremony.