Public Announcement Regarding Public Solicitation for Planning and Proposal Method (Proposal Method) for Event Hosting Services to Foster Momentum for Shinkansen in Shikoku

Public Announcement Regarding Public Solicitation for Planning and Proposal Method (Proposal Method) for Event Hosting Services to Foster Momentum for Shinkansen in Shikoku We will publicly solicit for contractors using the planning and proposal method as follows. November 6, Reiwa 8 Chairman of the Shikoku JR Shikoku Line Double-Tracking and Shinkansen Introduction Promotion Association, Governor of Kagawa Prefecture, Toyohito Ikeda 1. Matters for Public Solicitation (1) Consignment Work Name: Reiwa 8 Shikoku Shinkansen Momentum Fostering Event Hosting Services (2) Consignment Period: From contract conclusion date to Wednesday, March 31, Reiwa 9 (3) Contract Limit: 1,500,000 yen (including consumption tax and local consumption tax) (4) Outline of Consignment Work: As per the attached specifications. 2. Application Qualifications Applicants must meet the following requirements. However, organizations whose primary purpose is religious or political activities, or organizations under the control of yakuza or yakuza members, will not be eligible for consignment. (1) Not a person who falls under the provisions of Article 167-4 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (2) Not currently subject to suspension of designation measures based on the "Kagawa Prefecture Goods Purchase Suspension and Other Measures Guidelines" (Kagawa Prefecture Public Notice No. 787 of 1999). (3) Not a person for whom a petition for commencement of rehabilitation proceedings under the Corporate Rehabilitation Law (Law No. 154 of 2002) or a petition for commencement of reorganization proceedings under the Civil Reorganization Law (Law No. 225 of 1999) has been filed. However, the following persons shall be deemed to meet this requirement: ① A person for whom a decision to commence rehabilitation proceedings has been made under the Corporate Rehabilitation Law. ② A person who has received a decision approving a rehabilitation plan under the Civil Reorganization Law (limited to confirmed decisions). (4) No outstanding Kagawa prefectural taxes. (For those not listed in the "List of Competitive Bidding Participants for Purchase of Goods, etc." under Article 180, Paragraph 2 of the Kagawa Prefecture Accounting Regulations (Kagawa Prefecture Ordinance No. 19 of 1964), submit a certificate of tax payment (certificate of no outstanding taxes) for Kagawa prefectural taxes. However, this does not apply to those who are not liable for prefectural taxes (e.g., voluntary organizations).) (5) Must possess the know-how necessary for performing the said work and have the organization and personnel necessary to achieve the project objectives and execute the project plan. 3. Application Method and Notification of Confirmation of Application Qualification Requirements Please submit the following documents to the "Application/Inquiry Contact" below, either in person or by mail (must arrive by the deadline). (1) Submission Documents: ① Statement of Intent to Apply (Form 1) ② Kagawa Prefectural Tax Payment Certificate (for those falling under the proviso of 2(4)) ③ Documents that provide an overview of the applicant (company brochure, pamphlet, etc., are also acceptable). (2) Acceptance Period, etc.: (Acceptance Period) From the date of this announcement to Tuesday, November 17, Reiwa 8 (excluding Saturdays, Sundays, and holidays). (Acceptance Hours) 8:30 AM - 12:00 PM, 1:00 PM - 5:15 PM. (3) Notification of Confirmation of Application Qualification Requirements: All applicants who submit the Statement of Intent to Apply, etc., will be notified of the confirmation results of their application qualification requirements by email or FAX by November 19 (Thursday). Only those who meet the application qualification requirements will be able to submit a proposal. If you wish to withdraw after submitting the Statement of Intent to Apply, please submit a Withdrawal Notice (Form 2). 4. Grounds for Disqualification Proposals will be disqualified if they fall under any of the following categories, or if any fraudulent act is committed: ① If the required documents are not submitted by the deadline for submission document acceptance. ② If the proposal does not meet the requirements specified in the public announcement, such as missing information that should be included in the submitted documents. ③ If there is any false or fraudulent information in the submitted documents. ④ If the estimated amount of the proposal exceeds the contract limit. 5. Briefing Session No briefing session will be held. 6. Question Acceptance and Response Method Please submit a Question Form (Form 3) to the "Application/Inquiry Contact" below by email or FAX by 5:00 PM on Thursday, November 19. Important questions among those received from applicants will be answered by email or FAX to all applicants who meet the qualification requirements by Tuesday, November 24. 7. Proposal Submission Method Those who meet the application qualification requirements must submit the following documents to the "Application/Inquiry Contact" below, either in person or by mail (must arrive by the deadline). (1) Submission Documents: ① Proposal Document (*) - Number of copies: 7 copies (Original: 1 copy with company name, Copies: 6 copies without company name) - Copies should not include characters or symbols that identify the company name, trademark, or business name. ② Quotation - Number of copies: 7 copies (Original: 1 copy with company name, Copies: 6 copies without company name) - The original quotation must be signed and sealed by the representative, or the names and contact information (phone number) of the responsible person and staff must be listed. - Copies should not include characters or symbols that identify the company name, trademark, or business name. - The recipient of the quotation should be: "Chairman of the Shikoku JR Shikoku Line Double-Tracking and Shinkansen Introduction Promotion Association, Governor of Kagawa Prefecture, Toyohito Ikeda." *The proposal document should be divided into the following sections and include as much specific content as possible. The paper size should generally be A4 (fold larger documents to A4 size), with a maximum of 30 pages. Include the cover and attached documents. Staple at the top left corner and number each page consecutively, excluding the cover. 1. Regarding the Implementing Body: (1) Overview of the organization's business, location, organizational structure, etc. (2) Track record in similar event hosting services (include commissioned projects from national or local governments, etc.). 2. Regarding the Event: (1) Points to emphasize in hosting and operational policies, etc. (2) Event planning details, etc. (3) Event implementation system, etc. (4) Other measures to achieve the business objectives. 3. Regarding Event Promotion: (1) Content and methods of public relations, etc. (2) Other measures to achieve the business objectives. 4. Business Implementation System and Expenses: (2) Acceptance Period, etc.: (Acceptance Period) From Wednesday, November 25, Reiwa 8 to Thursday, December 3, Reiwa 8 (excluding Saturdays, Sundays, and holidays). (Acceptance Hours) 8:30 AM - 12:00 PM, 1:00 PM - 5:15 PM. (3) Precautions: Even if applicants meet the qualification requirements, if submissions are not made within the period, they will be considered as withdrawn, and proposals submitted after the deadline will not be accepted. 8. Selection Method The selection committee will review the submitted proposals and select the prospective contractor. The selection method will be based on document screening. If no applicant meets the minimum score for the screening criteria, there will be no candidate. 9. Screening Criteria Screening will be conducted based on the evaluation items and criteria in the attached "Shikoku Shinkansen Momentum Fostering Event Hosting Services Proposal Method Selection Committee Screening Criteria." The prospective contractor will be selected from among the organizations that meet the minimum total score. 10. Contract Conclusion After selection, the prospective contractor and the Shikoku JR Shikoku Line Double-Tracking and Shinkansen Introduction Promotion Association (hereinafter referred to as the "Association") will consult to finalize the specifications for the consignment work, and then conclude the contract (a contract deposit may be required based on Article 149 of the Kagawa Prefecture Accounting Regulations). The content of the specifications will be based on the proposed content but will be finally determined through consultation between the prospective contractor and the Association. If an agreement on the detailed specifications cannot be reached between the selected prospective contractor and the Association, consultation will be held with the applicant with the next highest overall evaluation. 11. Other (1) All costs incurred in preparing submission documents and submitting related documents shall be borne by the proposer. (2) Submitted documents will not be returned. Furthermore, replacement or resubmission will not be permitted after receipt of the documents. [Application/Inquiry Contact] Postal Code 760-8570 Secretariat of the Shikoku JR Shikoku Line Double-Tracking and Shinkansen Introduction Promotion Association (within the Kagawa Prefecture Exchange Promotion Department, Transportation Policy Division) 1-10 Bancho 4-chome, Takamatsu City, Kagawa Prefecture TEL: 087-832-3130 FAX: 087-831-9606 Mail: kotsu@pref.kagawa.lg.jp [Schedule (Reference)] November 6 (Friday): Announcement Start November 17 (Tuesday): Announcement End, Statement of Intent to Apply Deadline November 19 (Thursday): Notification of Application Qualification Requirements, Question Submission Deadline November 24 (Tuesday): Question Responses December 3 (Thursday): Proposal Submission Deadline December 15 (Tuesday): Proposal Review Results Notification (scheduled) Late December: Contract Preparation and Conclusion (scheduled) Specifications 1. Consignment Work Name: Reiwa 8 Shikoku Shinkansen Momentum Fostering Event Hosting Services 2. Purpose: To promote further understanding and foster momentum among citizens for the introduction of the Shinkansen to Shikoku, an event (hereinafter referred to as the "Event") will be held to effectively and clearly communicate its benefits and necessity to a wide range of people. 3. Consignment Period: From contract conclusion date to Wednesday, March 31, Reiwa 9. 4. Work Description: (1) Event Overview: An event will be held according to the following details. a. Event Period: Scheduled for Tuesday, February 23, Reiwa 9, from 10:00 AM to 3:00 PM. *Detailed event hours will be determined in consultation with the consignor. b. Target Audience: Residents of Kagawa Prefecture, primarily children, but also a wide range of age groups. c. Venue: AEON MALL AYAKAWA (822-1 Kayanohara, Ayagawa-cho, Ayauta-gun, Kagawa Prefecture), 1st Floor, Green Court. *The venue rental fee will be covered separately by the consignor. (2) Planning of Event Content: a. Main Activities: Plan event content that can be enjoyed by a wide range of age groups, especially children, and is expected to attract visitors, contributing to the achievement of the work objectives. It is desirable to have both continuously attracting and momentarily attracting activities. *Up to 10-20 units of various novelty goods (keychains, notepads, etc.) can be provided as prizes by the consignor. Specific details will be decided through consultation between the consignor and the contractor. b. Other Activities: - Create opportunities to appeal the benefits of Shinkansen introduction to Shikoku to event participants by using the "Shikoku Shinkansen PR Video" (6 MP4 data files, approximately 5 minutes each) provided separately by the consignor. - Consider the effective use of the "Tsunagun" mascot costume, the support character for the Shikoku Shinkansen. *The mascot costume will be provided by the consignor. *Two staff members for the mascot costume (alternating wearing and attending) will be arranged. *The mascot costume is inflatable, and the wearer's height is approximately 170 cm to less than 180 cm. - Consider the effective distribution of pamphlets (up to 5 types of A4 size, 1 type of 210x210mm size, approximately 300 copies each) provided separately by the consignor to event participants. (3) Overall Coordination, Preparation, and Operation of the Event: a. Overall Coordination: - Assign an "Overall Director" to examine and coordinate the content of the overall event production and direction. - In the event of unforeseen circumstances, establish a system for prompt response in consultation with the consignor. b. Preparation for Hosting: Coordinate the schedule from preparation to hosting, communicate with related organizations and performers, prepare for the day before the event (assumed to start at 3:00 PM), and perform all operational tasks according to the implemented event content, such as those listed below, in consultation with the consignor. Also, ensure appropriate personnel allocation. (Examples) - Creation of operation manuals, agendas, scripts, time schedules, venue layouts, etc. - Assignment of MC and creation of MC scripts. - Arrangement of necessary equipment for hosting, such as video, audio, and lighting systems, and coordination of venue setup. - Installation and removal of directional signs, hanging signs, standing signs, etc., inside and outside the venue. - Coordination of schedules and content with performers, etc., and payment of fees and travel expenses. - Preparation of materials to be distributed on the day, etc. c. Event Day Operations: - Assign an operations manager to manage the progress, assign roles to staff, provide guidance and management, and smoothly carry out various event operations. - Assign necessary personnel for venue reception, event assistance, etc. - Conduct a survey of event participants and compile the results. Make efforts to collect as many surveys as possible. Furthermore, the survey items should be devised to be effective in promoting understanding and fostering momentum among citizens in the future, based on past surveys, and should be decided in consultation with the consignor. (4) Event Promotion: a. Effective Event Promotion: Implement effective public relations to attract more visitors. (Newspaper advertisements, SNS advertising, etc.) b. Production and Distribution of Event Announcement Flyers: - Create event announcement flyers. (Assumed 5,000 copies, A4 color, double-sided. Includes design and data creation, etc.) - The number of copies, specifications, and delivery date of the flyers will be decided through consultation between the consignor and the contractor. - Regarding distribution destinations, utilize the contractor's network and, in consultation with the consignor and contractor, carry out distribution tasks. 5. Special Provisions: (1) The contractor shall hold sufficient meetings with the consignor to ensure smooth progress of this work. (2) In case of any doubt during the execution of this work, consult immediately. (3) Confidentiality must be maintained regarding the content of this work, and it shall not be disclosed, diverted, or lent without permission. (4) The copyright arising from the execution of this work shall belong to the client. Furthermore, if copyrighted material owned by a third party is used, strict attention must be paid to copyright, portrait rights, etc., and all procedures, including the cost of using such copyrighted material, shall be handled by the contractor. (5) If it becomes necessary to consider cancellation or modification of the project due to unforeseen circumstances, follow the consignor's decision. In such cases, the costs incurred up to the cancellation of the project or the costs necessary for the modified project will be discussed between the consignor and the contractor, and the consignor will pay for the costs agreed upon. (6) For matters not specified in these specifications or in case of doubt, consult with the consignor on each occasion. (7) Payment for the consignment fee will be settled after the completion of the project.