Public Competition Proposal Method for Outsourcing of Bulky Waste Collection and Transportation Services

Implementation of Public Competition Proposal Method for Outsourcing of Bulky Waste Collection and Transportation Services 1. Purpose This service involves the collection and transportation of bulky waste, which is a type of household waste generated in the Kashiwa area. As this service involves frequent interaction with citizens, in addition to the requirements stipulated in waste-related laws such as the Waste Management and Public Cleansing Act (Law No. 137 of 1970), a public competition proposal method will be implemented to select a contractor. This method will not be limited to price-based criteria from competitive bidding alone, but will also comprehensively assess the contractor's ability to properly perform the service as an agent of the administration, and will aim to improve citizen services by incorporating proposals from private businesses. The selection will be conducted as follows: 2. Outline of Services (1) Title: Outsourcing of Bulky Waste Collection and Transportation Services (2) Content: As per the attached "Specifications" (3) Period: From April 1, 2025 (Reiwa 9) to March 31, 2030 (Reiwa 14), for a period of 5 years. (4) Estimated Amount (Upper Limit): ¥159,800,000 (including consumption tax and local consumption tax). Note: A debt burden of 5 years from Reiwa 9 to Reiwa 13 is set for this service outsourcing. The upper limit for the contract amount for each fiscal year is as follows: ¥31,960,000 per year (including consumption tax and local consumption tax). 3. Eligibility Requirements To be eligible to participate in the proposal, applicants must meet all of the following requirements from the date of public announcement until the conclusion of the contract: (1) Be registered in the Kashiwa City Competitive Bidding Qualification and possess a permit for general waste disposal business in the Kashiwa area (meaning the area equivalent to the city's area as of March 27, 2003; hereinafter the same). (2) Not be subject to suspension of bidding or exclusion from bidding based on the Kashiwa City Bidding Contractor Suspension Guidelines (established April 1, 1987) or the Kashiwa City Bidding Contract Anti-Gangster Measures Guidelines (established December 18, 2014). (3) Have a head office or principal place of business within the service area of this work, and that location must be used for business activities. (4) Not fall under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (5) Not be a party to rehabilitation proceedings under the Corporate Rehabilitation Act (Law No. 154 of 2002) or reconstruction proceedings under the Civil Reconstruction Act (Law No. 225 of 1999). (6) Not have been subject to a transaction suspension order by an electronic exchange within the past two years, or have dishonored a bill or check within the six months prior to the date of this public announcement. 4. Overall Schedule Thursday, October 1, 2024 (Reiwa 8): Announcement of Public Competition Proposal Implementation October 1 (Thu): Application acceptance begins October 9 (Fri): Application acceptance ends, qualification screening October 16 (Fri): Notification of qualification screening results October 19 (Mon): Question acceptance begins October 22 (Thu): Question acceptance ends October 29 (Thu): Question answers, proposal submission acceptance begins November 12 (Thu): Proposal submission deadline November 17 (Tue): Presentation November 30 (Mon): Selection of the best candidate, notification of acceptance/rejection Early January 2025 (Reiwa 9): Contract signing (scheduled) Mid-March: Training and handover April 1 (Thu): Collection and transportation services begin *The schedule from December onwards is tentative and may change. 5. Expression of Intent to Participate (1) Method: Submit the following documents in person to the reception location: A. Statement of Intent to Participate (Form 1) B. Copy of the company's articles of incorporation C. Copy of the full certificate of registered matters (most recent) D. Copy of the permit for general waste disposal business E. Proposal Applicant Questionnaire for Bulky Waste Collection and Transportation Services (Form 2) F. Letter of Pledge (Form 3) (1 copy of each) (2) Reception Location: Environmental Services Division (4th Floor, City Hall Main Building) (3) Reception Period: October 1, 2024 (Reiwa 8) to October 9, 2024 (Fri) (4) Reception Hours: 9:00 AM to 12:00 PM and 1:00 PM to 4:00 PM each day. (5) Confirmation of Eligibility: Eligibility will be confirmed based on the submitted documents. All parties who have expressed their intent to participate will be notified by email by October 16, 2024 (Fri). 6. Questions Questions regarding these guidelines and specifications will be accepted as follows: (1) Method: Only via email to the responsible division. Email address: kankyoservice@city.kashiwa.chiba.jp (2) Question Acceptance Criteria: Questions regarding screening criteria, scoring, the status of other applicants, or other matters deemed unnecessary for the execution of the service will not be accepted. The format for questions is the designated Question Form (Form 4). (3) Reception Period: October 19, 2024 (Mon) to October 22, 2024 (Thu), 4:00 PM (must arrive by this time). (4) Response Method: Questions and answers will be published on the Kashiwa City Official Website by 5:00 PM on October 29, 2024 (Thu). 7. Withdrawal If you wish to withdraw from this proposal process after submitting the Statement of Intent to Participate, please submit a Withdrawal Notice (Form 5) as follows: (1) Method: In person at the reception location or via email. Email address: kankyoservice@city.kashiwa.chiba.jp (2) Reception Location: Environmental Services Division (4th Floor, City Hall Main Building) (3) Reception Period: Until November 12, 2024 (Thu). (4) Reception Hours: 9:00 AM to 12:00 PM (noon) each day. 8. Proposal Submission Those who have received notification of their eligibility will submit their proposals as follows: (1) Method: In person at the reception location. (2) Reception Location: Environmental Services Division (4th Floor, City Hall Main Building). (3) Documents to Submit: Compile items A through O as the proposal, and submit item P separately. A. Proposal Cover Sheet (Form 6) (Original only, must be stamped with company seal and representative's seal). B. Proposal Document (a) Format is free. Size is A4, double-sided printing. If A3 is unavoidable, fold to A4 size, single-sided printing. (b) Specifically describe the content, reflecting private business ingenuity and proposals, in the order of items A through D in Section 10 (1) Selection Method and Evaluation Criteria, in principle, based on the service content and requirements specified in the Specifications. C. Financial Statements (for the past 3 fiscal years from the most recent closing period). D. Detailed Breakdown Statement (attached to the quotation) (a) Format is free. Size is A4, double-sided printing. If A3 is unavoidable, fold to A4 size, single-sided printing. (b) When calculating costs, refer to the actual values in the specifications. E. Record of Service Contracts with National and Local Governments (Form 7). F. Quotation (Form 8) (a) Original only, must be stamped with company seal and representative's seal. (b) Carefully check and comply with the notes within the form. (4) Number of Copies: 1 original, 7 copies. Total 8 copies. Submit bound in an A4 flat file. (5) Deadline: November 12, 2024 (Thu). 9:00 AM to 12:00 PM (noon) each day. (6) Other: If proposals are not submitted by the deadline after submitting the Statement of Intent to Participate, it will be considered a withdrawal. 9. Presentation (1) Date: November 17, 2024 (Tue). (2) Location: Conference Room 3, Sub-building 3. (3) Time Allocation: Presentation within 15 minutes, followed by Q&A as needed. Total time per participant is 30 minutes. (4) Number of Participants: Up to 3 people. The overall responsible person must attend. Changes to the overall responsible person are generally not permitted, but if a change is necessary due to unavoidable reasons such as illness, death, or resignation, approval must be obtained from the responsible division, ensuring the replacement is of equal or higher standing. (5) Loaned Equipment: If using a projector and screen for the presentation, Kashiwa City will provide them. Please contact in advance. Participants must bring their own computers and other necessary equipment. (6) Other: All materials to be projected during the presentation must be included in the proposal. Projection of materials not included in the proposal is not permitted. 10. Selection Method and Evaluation Criteria (1) Selection Method: A. Based on the evaluation items in (2) below, the presentation and Q&A content based on submitted documents will be scored by the members of the Kashiwa City Proposal Method Selection Committee (Outsourcing of Bulky Waste Collection and Transportation Services) (hereinafter referred to as "Selection Committee"). The person with the highest total score will be selected as the best proposer. B. If there are multiple proposers with the highest total score, the best proposer will be selected from among them through deliberation by the committee members. (2) Evaluation Criteria: The Selection Committee will evaluate the following items: A. Implementation methods and systems for each service: (a) Reception services (b) Collection and transportation services (c) Delivery services, etc. B. Unique proposals beneficial for the implementation of the project. C. Practical experience: (a) Company's experience and achievements in this and similar services. (b) Experience and achievements of personnel and responsible persons in this and similar services. D. Other: (a) Company's management system. (b) Compliance with laws and regulations. (c) Environmental measures. (d) Crisis management measures. (e) Participation attitude, etc. E. Appropriateness of proposed content and price. F. Understanding of the specifications. G. Purpose of the contract, role, public nature, etc. 11. Notification and Publication of Results The results of the proposal method will be sent in writing to all participants on November 30, 2024 (Mon) and will also be published on the city's website. 12. Disqualification Participants will be disqualified and will not be subject to further evaluation in the following cases: (1) Failure to submit documents within the reception period. (2) Failure to follow the prescribed method of document submission. (3) Submission of false information in the documents. (4) Exceeding the scope of the contract. (5) Any act that compromises the fairness of the evaluation. (6) Loss of eligibility as defined in these guidelines. (7) Any other violation of the procedures and content stipulated in these guidelines. 13. Contract Procedures (1) After the best proposer is determined as the contract candidate, the specifications will be discussed based on the proposal content, and a contract will be concluded through negotiated contract within the budget scope. If the city determines that the contract candidate is unlikely to fulfill the contract, a negotiated contract may not be concluded. In such cases, the contract candidate shall not claim damages. (2) The contract deposit is waived. (3) The contractor shall not transfer or assign any rights or obligations arising from this contract to a third party. (4) The contractor shall not subcontract or delegate all or part of the performance of this contract to a third party. (5) If an agreement is not reached with the selected contract candidate, negotiations may be conducted with the next-ranked proposer (second preferred negotiator). 14. Secretariat (1) Responsible Department: Environmental Department, Environmental Services Division, Waste Guidance Section, Izumi (2) Address: 277-8505 Chiba Prefecture, Kashiwa City, Kashiwa 5-10-1 (4th Floor, City Hall Main Building) TEL: 04-7167-1139 (Direct) FAX: 04-7163-3728 Email address: kankyoservice@city.kashiwa.chiba.jp 15. Other (1) Replacements, resubmissions, or additional submissions of documents after the reception period ends will not be accepted for any reason. Please ensure that there are no omissions or missing attachments before submitting documents. (2) All expenses incurred for document preparation, submission, and presentations are the responsibility of the applicant. (3) Submitted documents will not be used for purposes other than the evaluation of this proposal method, but may be disclosed if a request for disclosure is made under the Kashiwa City Information Disclosure Ordinance (Kashiwa City Ordinance No. 4 of 2000). (4) All submitted documents will not be returned. (5) Additional documents may be requested if deemed necessary for the evaluation. (6) Submitted documents may be duplicated to the extent necessary for the evaluation. (7) Participation in this proposal method will not result in any disadvantageous treatment in the future. (8) Even if there is only one participating company, a presentation evaluation will be conducted. Specifications for Outsourcing of Bulky Waste Collection and Transportation Services These specifications define the necessary matters for the contractor (hereinafter referred to as "Party B") to perform the services related to the outsourcing of bulky waste collection and transportation services (hereinafter referred to as "the Contract") commissioned by Kashiwa City (hereinafter referred to as "Party A"). 1. Title of Service: Outsourcing of Bulky Waste Collection and Transportation Services 2. Service Area: Kashiwa Area (meaning the area equivalent to the city's area as of March 27, 2003). 3. Purpose of Service: This service aims to improve services by responding to diverse citizen needs and promote operational efficiency by outsourcing the collection and transportation of bulky waste, which is household waste in the Kashiwa area, to private businesses. It also aims to ensure stable and continuous operational capacity. 4. Contract Period: From April 1, 2025 to March 31, 2030. Training and handover will be conducted before the contract period as necessary to ensure a smooth start of services. 5. Contract Method: Total Price + Unit Price Contract (1) Total Price: Basic collection (collection services for up to 11,000 collection items per year. Same hereinafter) and costs related to reception services (9(1)). (2) Unit Price: Cost per item for excess collection (collection services exceeding 11,000 collection items per year. Same hereinafter). 6. Payment Method: Monthly Payment (1) Total Price Portion: Divided annually, the total price (5(1)) is divided into an arbitrary number of months. The arbitrary number of months will be decided through consultation between Party A and Party B by the invoice for April of each fiscal year. (2) Unit Price Portion: Calculated by multiplying the number of excess collection items by the unit price in 5(2). Payment will be made in conjunction with the total price portion from the month in which excess collection occurs. If the total price portion has already been paid, only the unit price portion will be paid. 7. Collection Target: Bulky waste as defined in Article 5-2 of the Kashiwa City Waste Management and Public Cleansing Ordinance Enforcement Regulations (Kashiwa City Ordinance No. 22 of 1993) is as specified in Table 1 and as instructed by Party A. Items not subject to collection are listed in Table 2. 8. Number of Collection Items: The estimated number of collection items for each fiscal year is shown in Table 3. 9. Service Details: The services commissioned by Party A to Party B are as follows: (1) Reception Services: A. Receive applications for bulky waste collection from citizens in the Kashiwa area who wish to dispose of bulky waste (hereinafter referred to as "Disposers"), reserve collection dates, and fill out the Bulky Waste Household Collection Application Form. B. Reception staff will work from 8:30 AM to 5:00 PM, Monday through Saturday (including holidays), excluding the New Year holidays (December 31 to January 3). C. At the time of reception, inform the applicant of the required number of Bulky Waste Disposal Vouchers (hereinafter referred to as "Disposal Vouchers"), the shops handling Disposal Vouchers, and the method for disposing of bulky waste.