Proposal Implementation for Outsourcing Services for Private Sector Operator Notification Emergency Notification System

Proposal Implementation for Outsourcing Services for Private Sector Operator Notification Emergency Notification System 1. Recruitment Guidelines for Service Providers for Outsourcing of Private Sector Operator Notification Emergency Notification System Edogawa Ward 2. Overview of Services (1) Service Name: "Outsourcing Services for Private Sector Operator Notification Emergency Notification System" (Unit Price Contract) (2) Purpose: To select the optimal service provider for the "Outsourcing Services for Private Sector Operator Notification Emergency Notification System" in Edogawa Ward through a proposal method, which selects based on planning ability, technical capability, efficiency, appropriate consultation system, response capability to the elderly and disabled, and track record, rather than solely on price, and to establish the necessary matters for this purpose. (3) Performance Period: Service outsourcing period: April 1, Reiwa 9 to March 31, Reiwa 10. However, based on performance evaluation results, if evaluated as excellent, a discretionary contract may be concluded for a maximum of 5 years. (4) Place of Performance: User's home and the receiving center established by the contractor. (5) Service Details: Details are as per the "Basic Specifications (Appendix 1 to Recruitment Guidelines)". Note that the conclusion of a contract does not guarantee the implementation of the selected proposal as is; the contract may be concluded after further consultation on the details of the service outsourcing, with partial modifications to the proposal. 2. Estimated Maximum Amount: The monthly unit price per household shall not exceed 3,300 yen (tax included). (Reference) Planned installation: 594 units (estimated number of new users starting in Reiwa 9) 3. Eligibility Requirements: Applicants must meet all of the following requirements. (1) Be an organization with legal personality. (2) Have experience in similar or analogous services within the past 3 years. (3) Not fall under any of the provisions of Article 167-4 of the Local Government Act (Cabinet Order No. 16 of 1947). (4) Not be subject to suspension of designation or other measures based on the Edogawa Ward Competitive Bidding Participant Qualification Suspension and Designation Measures Ordinance. (5) Not have defaulted on corporate tax, corporate business tax, corporate resident tax, consumption tax, or local consumption tax within the past 3 years. (6) Not have filed for commencement of rehabilitation proceedings under the Corporate Rehabilitation Law (Law No. 154 of 2002) or commencement of civil rehabilitation proceedings under the Civil Rehabilitation Law (Law No. 225 of 1999). (7) Not be a "Boryokudan" (organized crime group) as defined in Article 2, Paragraph 1, Item 2 of the Act on Prevention of Unjustifiable Acts by Boryokudan Members, etc. (Law No. 77 of 1991), or an entity whose management is substantially controlled by such members, or an entity that acts for the benefit of such groups. 4. Disqualification: Any of the following will result in disqualification or invalidation. (1) If there is a false statement in the submitted documents. (2) If the applicant no longer meets the participation qualifications specified in "3. Eligibility Requirements". (3) If the proposal or other documents are submitted after the deadline. (4) If the applicant is in a state where it is difficult to perform the contract, such as applying for the application of the Corporate Rehabilitation Law. (5) If there has been any act that compromises the fairness of the examination. (6) In addition, if there has been any act that grossly violates good faith in the proposal. 5. Recruitment Matters: (1) Schedule: Recruitment period: November 5, Reiwa 8 (Thursday) to November 27, Reiwa 8 (Friday). Question submission deadline: November 13, Reiwa 8 (Friday) 17:00. Answers: November 20, Reiwa 8 (Friday). Submission of participation application and application documents: November 27, Reiwa 8 (Friday) 17:00 (must arrive by this time). Notification of first-stage screening results: Early December, Reiwa 8. Second-stage screening (presentation): December 15, Reiwa 8 (Tuesday). Determination of contract candidate: Late December, Reiwa 8. *Schedule is subject to change. (2) Participation application and preparation of application documents: Prepare and create documents listed in "Application Document Submission List (Form 2, Appendix 1)" in accordance with "Notes on Submission of Documents (Form 2, Appendix 1)". Illustrations, image diagrams, etc. may be used to supplement the text within the proposal format. (3) Participation application and submission of application documents: Deadline: November 27, Reiwa 8 (Friday) 17:00. Submission location: Refer to "9. Submission and Inquiry Contact". Submission method: In person (weekdays 9:00-17:00) or by mail (must arrive by deadline). *If submitting by mail, please contact the inquiry contact point by phone to inform them of the submission. 6. Acceptance and response to questions: (1) Acceptance of questions: Deadline: November 13, Reiwa 8 (Friday) 17:00. Method: Logoform (https://logoform.jp/form/L6MJ/1858375). *Questions submitted by methods other than Logoform, or questions submitted outside the acceptance period, will not be answered. (2) Answers to questions: Answers to questions will be compiled and made available for viewing as follows. Questions that deviate from the purpose of the proposal may not be answered. Public location: Edogawa Ward Website. Public date: November 20, Reiwa 8 (Friday). 7. Screening Guidelines: (1) Screening method: To ensure strict and fair screening, a selection committee will be established, and the proposal content will be fairly and strictly screened through the first stage (document screening) and the second stage (presentation) to select the contractor candidate. Screening will be conducted in private, and inquiries regarding screening results will not be answered. (2) First-stage screening: In principle, a formal examination of the submitted documents will be conducted. If there are many applicants, the content will also be examined. The results of the screening will be notified to all applicants by mail in early December, Reiwa 8. Supplementary materials may be requested from applicants for the second-stage screening. (3) Second-stage screening (presentation): The presentation is scheduled to be held on December 15, Reiwa 8 (Tuesday). Details will be notified separately. (4) Publication of results: The results of the second-stage screening will be published on the ward's website. Inquiries by phone or other means regarding the screening results will not be answered. (5) Screening criteria: Screening items | Screening perspective Track record of services | Business stability (10 points) - Does the applicant have a track record of similar services in other municipalities? - Is the organizational structure stable and capable of continuously providing services? Understanding of services | (5 points) - Does the applicant understand the services of the private sector emergency notification system? Implementation system | (65 points) - Response to emergency notification services, system - Answering service - Consultation service system - Equipment functionality and operability - Handling of troubles - Staff training and development initiatives - Response to users requiring consideration - Disaster response - Handling of personal information Unique proposals | (5 points) - Are there any beneficial proposals beyond what is stated in the specifications? Price | (15 points) - Is the unit price presented in accordance with the specifications? 8. Contract conclusion: The ward will negotiate a service contract with the party determined by the selection committee to have submitted the best proposal. The conclusion of the contract is conditional upon the approval of the budget for Reiwa 9 by the Edogawa Ward Assembly. The ward shall not be liable for any damages incurred by the selected service provider in the event of rejection by the assembly. However, if an agreement cannot be reached with the party who submitted the best proposal, negotiations may be held with the next highest-ranked party to conclude a contract. Furthermore, in principle, a discretionary contract will be concluded with the contractor candidate selected through this proposal, for a maximum of five years, including the first year's contract. However, this does not apply if the budget for the relevant contract is not approved in the following fiscal year, if the performance evaluation for contract execution is deemed unsatisfactory, or if it is otherwise deemed inappropriate to continue the contract. 9. Submission and Inquiry Contact: 1-4-1 Chuo, Edogawa-ku, Tokyo 132-8501 Edogawa Ward Office, Welfare Department, Welfare Promotion Division, Welfare Section, South Building 2nd Floor, Room 3 Proposal Representative Phone: 03-5662-0314 (Direct) 10. Other Matters: (1) Expenses related to the preparation of proposals, presentations, etc., and submission costs shall be borne by the applicant. (2) Submitted proposals will not be used for any purpose other than determining the contract counterparty for this proposal. However, if an information disclosure request is received, it will be handled in accordance with the Edogawa Ward Information Disclosure Ordinance. (3) The ward may make copies of the submitted proposals to the extent necessary for the screening of proposals without prior notification to the applicants. (4) Submitted applications and proposals will not be returned. (5) The language used in proposals and the currency shall be Japanese and Japanese Yen, respectively. (6) The proposer shall bear all responsibility arising from the use of any patented rights, utility model rights, design rights, trademark rights, or third-party rights protected by the laws of Japan and other countries, included in the proposal content. (7) Matters not stipulated in these guidelines, or doubts arising from these guidelines, shall be determined through consultation. Appendix 1 to Recruitment Guidelines 1. Title: Outsourcing Services for Private Sector Operator Notification Emergency Notification System 2. Purpose: The Private Sector Operator Notification Emergency Notification System project involves installing emergency notification equipment, etc., in the homes of individuals specified in "3. Target Individuals" (hereinafter referred to as "Users"), responding to emergencies such as accidents and fires, and providing regular well-being checks and health consultations to alleviate anxieties in daily life and support them in living with peace of mind. The contractor for this service must understand the purpose of this project well and carry out the services accordingly. 3. Target Individuals: (1) Elderly persons: Persons aged 65 or older, or those who will reach the age of 65 by the end of the fiscal year (for residents of municipal housing established under the Edogawa Ward Municipal Housing Ordinance (Edogawa Ward Ordinance No. 11 of 2002), those aged 60 or older, or those who will reach the age of 60 by the end of the fiscal year). (2) Persons with disabilities: Persons under 65 years of age who have a physical disability certificate or an "Ai Techo" (Tokyo Metropolitan Welfare Certificate) issued under the "Ai Techo" Issuance Guidelines (Notification No. 58 of March 20, 1967). 4. Contract Period: April 1, Reiwa 9 to March 31, Reiwa 10. 5. Place of Performance: User's home and the receiving center established by the contractor. 6. Eligibility Requirements for Service Providers: The contractor must meet the following requirements. (1) Have experience in providing emergency notification services for the elderly, etc., under contract with other local governments within the past 3 years for the execution of services. (2) Have obtained Privacy Mark or ISMS certification and have implemented measures for personal information protection. (3) Be a certified proxy notification service provider approved under Article 61-2-3, Paragraph 3 of the Fire Prevention Ordinance (Tokyo Metropolitan Ordinance No. 65 of 1962) (Tokyo Fire Department Certified Notification Service Provider). (4) Be certified under the Security Services Act (Law No. 117 of 1972) by the prefectural public safety commission to be able to respond to on-site situations, including 110 calls. (5) The service area shall cover the entire Edogawa Ward. (6) Have a 24-hour response system in place for emergencies. Appendix 1 to Recruitment Guidelines 7. Scope of Services: The contractor shall install the necessary equipment for emergency notification at the location designated by Edogawa Ward and respond to emergency notifications from users on a 24-hour basis. (1) Equipment necessary for emergency notification (Emergency Notification System): ① Notification device (receiver and transmitter) ② Portable wireless transmitter ③ Fire alarm (smoke detector) - Must be a nationally certified device. ④ Activity sensor - A device that sends a notification when no activity is detected for 24 hours. However, the notification time can be shortened through consultation with the user. If the notification time is shortened through consultation with the user, the contractor shall not be held responsible for any damages that occur or expand as a result. ⑤ Device to disable the activity sensor function. ⑥ Wireless communication adapter. ⑦ Other: If the user requests, the contractor shall provide additional purchase and rental of wireless transmitters. The emergency notification equipment mentioned above shall meet the following requirements: - The contractor must be able to immediately detect and respond to abnormalities in the equipment, such as low battery, power outage, or malfunction. - Must be compatible with all types of telephone lines used by the user. - Users must be able to make notifications from anywhere in their home. - Must have waterproof performance sufficient for daily use. - Must be safe for users with cardiac pacemakers. (2) Equipment installation method: Upon request for equipment installation from Edogawa Ward, the contractor shall install the equipment at the designated location within 45 days in principle. However, if installation within 45 days is difficult due to consultation with the user, the contractor shall promptly report to Edogawa Ward. In this case, it will not be considered a breach of contract. (3) Equipment removal: Upon request for removal from Edogawa Ward and the user, the contractor shall terminate the service. The service termination date shall be the date of notification of service termination from the ward or a later date specified by the user. The contractor shall promptly remove the equipment after contacting Edogawa Ward and the user (or a person to witness the removal on behalf of the user if the user cannot be contacted). (4) Equipment relocation: Upon request for relocation due to moving from Edogawa Ward and the user, the contractor shall promptly relocate the equipment after contacting Edogawa Ward and the user (or a person to witness the relocation on behalf of the user if the user cannot be contacted). (5) Equipment maintenance: The contractor shall perform maintenance inspections at least once a year to ensure the equipment operates normally. However, this does not apply if the equipment has a function to test the status of the telephone line connection and various sensors. In addition, upon receiving a report of malfunction or low voltage alarm from the notification device, the contractor shall take appropriate measures, such as battery replacement, to restore the equipment promptly. (6) Key storage and return: For the purpose of performing the services, the contractor shall hold keys to the entrance, etc., from the user. In such cases, the contractor shall issue a receipt and exchange it with the user. Upon termination of the contract or upon request from the user, the keys shall be returned to the user immediately, regardless of the reason. (7) Emergency response: Emergency response notifications refer to notifications via the emergency notification system. However, even if there is no notification via the emergency notification system, if the user's condition necessitates a well-being check, it shall be treated as an emergency response notification. ① Upon receiving a notification in an emergency response, the user shall be contacted by phone or other means for confirmation. ② If there is a response to the confirmation in ①, the user's instructions shall be followed, and if necessary, an ambulance shall be dispatched. ③ If there is no response to the confirmation in ①, a security guard shall be dispatched to the user's home (hereinafter referred to as "dispatch") and an ambulance shall be requested. If necessary, the police shall be contacted. ④ In case of dispatch, a report on the response status shall be made to the emergency contact, regardless of the nature of the response. Reports concerning the user's well-being, which are deemed highly urgent, shall be made to the emergency contact until the report is completed. If contact cannot be made after multiple attempts, the contractor shall promptly report to Edogawa Ward. ⑤ In case of an emergency response, an "Emergency Response Status Report" shall be prepared and submitted to Edogawa Ward and the user. This also applies in case of a false alarm. However, this does not apply if the false alarm is confirmed by phone or other means with the user and no dispatch is made. (8) Well-being check: Once a month, the user will be contacted by phone or other means to check their condition and explain the equipment, etc.