Implementation of Proposal for Introduction and System Operation/Maintenance Services Contract for Children's Hall Operation Support System

1. Children's Hall Operation Support System Introduction and System Operation/Maintenance Services Contract Proposal Implementation Guidelines 1. Business Overview (1) Subject Name: FY Reiwa 8 Children's Hall Operation Support System Introduction Services Contract, FY Reiwa 9 Children's Hall Operation Support System Operation/Maintenance Services Contract. (2) Purpose: Currently, at Setagaya Ward's children's halls, users (elementary school to high school students and parents with infants) manually fill out admission forms upon entry. The children's hall staff then enter this information into a designated Excel data. Significant time is spent just compiling the information from handwritten admission forms and entering it into data. Furthermore, daily operational reports and event result reports are quite cumbersome to prepare. This compresses the time children's hall staff should be spending interacting with children and leads to overtime work due to being overwhelmed with administrative tasks. Therefore, by introducing a system, we aim to improve the efficiency and effectiveness of children's hall management operations, such as collecting visitor counts, while also accumulating and analyzing visitor information effectively. Additionally, by enabling electronic creation and storage of daily reports and event results, and by incorporating a function within the system for children's halls to view each other's events and methods, we aim to improve staff work efficiency and create more time for staff to interact with children. (3) Consignment Details: As per the "Children's Hall Operation Support System Introduction Services Contract Proposal Request Specifications" and "Children's Hall Operation Support System Operation/Maintenance Services Contract Proposal Request Specifications." (4) Period of Performance: ① System Introduction: From the date of contract conclusion to March 31, Reiwa 9 *System Operation Start Date: March Reiwa 9 ② System Operation/Maintenance: April 1, Reiwa 9 to March 31, Reiwa 10 *If the business content is deemed satisfactory, a new contract for Reiwa 9 may be concluded, subject to budget allocation. (5) Proposal Limit Amount: FY Reiwa 8: 9,892,300 yen (including consumption tax and local consumption tax) *When calculating the amount, state the total amount and also break down costs for license procurement, operation/maintenance, etc. FY Reiwa 9: 4,976,400 yen (including consumption tax and local consumption tax) 2. Reason for Adopting Proposal Method: To appropriately introduce a children's hall operation support system that manages personal information handled by children's halls and ensures efficient administrative operations, it is necessary to build a unique system tailored to the ward's circumstances. Furthermore, significant differences in achieving the project's objectives arise from the ability to realize the system based on know-how such as operational stability, usability, and screen design, accompanied by achievements of similar scale. Therefore, the proposal method, which allows for selection by comparing and evaluating the proposer's planning capabilities, track record, cost-effectiveness, etc., is adopted. 3. Eligibility Requirements: Applicants must be legal entities that meet all of the following requirements at the time of submitting the statement of participation: (1) Registered in Setagaya Ward's competitive bidding participant qualification roster. (2) Not falling under Article 167-4, Paragraph 1 of the Local Autonomy Act (including cases where it is applied mutatis mutandis under Article 167-11, Paragraph 1) and not currently subject to measures under Paragraph 2 of the same article. (3) Not within the period of prohibition from bidding or suspension of designation by Setagaya Ward. (4) No arrears in prefectural or municipal taxes. (5) Not a company whose management is controlled by or effectively participated in by a member of an organized crime group as defined in Article 2, Item 6 of the Act on Prevention of Unfair Acts by Members of Organized Crime Groups (Act No. 77 of 1991). (6) Have obtained certification of "Privacy Mark" from the Japan Information Economy Society Promotion Association or certification of "Information Security Management System (ISMS) Conformity Assessment System," which are evaluation criteria for ISO/IEC 27001, an international standard. (7) Be able to assign a person with a PMP (Project Management Professional) certification from PMI (Project Management Institute, USA) or equivalent recognized ability as the manager for this commissioned work. (8) Have experience in system design and development using cloud services utilized by local governments in Tokyo within the past three years. (9) Not an organization where a member of the "Setagaya Ward Children's Hall Operation Support System Introduction and System Operation/Maintenance Services Contractor Screening Committee" serves as chairman, officer, advisor, or is affiliated with. 4. Criteria for Selecting Proposers: In this project, proposers will not be selected; only eligibility will be confirmed. 3. Procedures etc. (1) Department in Charge: Setagaya Ward Children and Youth Department, Children's Division, Child Development Section, 4-21-27 Setagaya, Setagaya-ku, Tokyo 154-8504 Contact: Imada Phone: 03-5432-2306 FAX: 03-5432-3016 Email address: mailto:sea02247@mb.city.setagaya.tokyo.jp (2) Period, Place, and Method for Distribution of Explanation Documents etc.: ① Period: July 24, Reiwa 8 (Friday) to August 7, Reiwa 8 (Friday). ② Place: "Department in Charge (5)(1)" or the ward's website. ③ Reception Hours: 8:30 AM to 5:00 PM (excluding Saturdays, Sundays, and holidays). (3) Acceptance of Questions: ① Submission Method: Write on Form 3 "Questionnaire" and submit via email. ② Submission Destination: Submit via email to the "Department in Charge (5)(1)". ③ Submission Deadline: August 7, Reiwa 8 (Friday) noon. ④ Response: Questions and answers regarding proposal preparation will be compiled and published on the ward's website by noon on August 14, Reiwa 8 (Friday) to ensure fairness. (4) Deadline, Submission Destination, and Method for Submission of Statement of Participation etc.: Companies wishing to participate in the proposal must confirm their eligibility and submit Form 1 "Statement of Participation" filled out and stamped by the representative, along with other required documents. Submitted Documents: ① Form 1 "Statement of Participation" (including appendix). ② Documents providing an overview of the corporation (company brochure, etc.). ③ Copies of documents confirming eligibility for "3. Eligibility Requirements" (1), (4), (6), (7), (8). *Details are described in Form 1 "Statement of Participation Appendix." Submission Deadline: August 7, Reiwa 8 (Friday) 5:00 PM (must arrive by this time). Submission Place: Same as "Department in Charge (5)(1)". Submission Method: Via email (to the email address listed in "Department in Charge (5)(1)"). *Please clearly state "【Children's Hall Operation Support System Introduction and System Operation/Maintenance Services Contract】" at the beginning of the subject line, and be sure to contact the phone number listed in "Department in Charge (5)(1)" after sending. (Mail submission is not accepted). (5) Invitation Notice (Eligibility Decision Notice): Will be notified by email to the email address listed in Form 1 "Statement of Participation" on August 14, Reiwa 8 (Friday). 4(6) Method of Submitting Proposals etc.: Submitted Documents: ① Proposal (1 bound copy and 6 copies). *For copies, conceal the company name, location, and product names containing the company name by deleting or blacking them out so that the company name is not identifiable. ② Quotation (1 original copy). *The quotation must be prepared separately for system introduction services and system operation/maintenance services, and a detailed breakdown showing the calculation of each expense must be attached. Also, the quoted amount must be the total cost for the entire contract performance period. Submission Deadline: September 11, Reiwa 8 (Friday) 5:00 PM (must arrive by this time) (Strictly enforced). *Reception during the period is from 9:00 AM to 5:00 PM (excluding Saturdays, Sundays, and holidays). Submission Place: Same as "Department in Charge (5)(1)". Submission Method: In-person delivery only. Data for the proposal and quotation must be submitted to the ward via email at a later date. Proposal Content: As per the "Children's Hall Operation Support System Introduction and System Operation/Maintenance Services Contractor Selection Guidelines." 5. Screening and Notification of Screening Results: (1) Screening: The screening will be conducted by the Selection Committee established under the "Setagaya Ward Children's Hall Operation Support System Introduction and System Operation/Maintenance Services Contractor Screening Committee Establishment Ordinance." Composition of Selection Committee: Chairman: Yuushi Watanabe, Director, Children and Youth Department, Children's Division, Setagaya Ward. Member: Masahiro Nonaka, Director, Yamano Children's Hall, Children and Youth Department, Children's Division, Setagaya Ward. Member: Hiroshi Miyamoto, Director, Kasuya Children's Hall, Children and Youth Department, Children's Division, Setagaya Ward. Member: Keisuke Obara, Section Chief, DX Promotion Department, DX Promotion Division, Setagaya Ward. Screening Method: Based on the "Children's Hall Operation Support System Introduction and System Operation/Maintenance Services Contractor Proposal Evaluation Criteria," the proposal, quotation amount, and presentation content will be evaluated comprehensively, and the most excellent contractor will be selected as the contract candidate. (2) Screening Criteria: ① Proposal and Presentation: A. Business Implementation Plan B. Implementation System C. System Construction Content D. System Functions E. Operation Support and Maintenance System F. System Stability and Maintenance G. Personal Information Protection / Information Security Measures H. Other Additional Proposals I. Track Record of Similar Work ② Quotation (Free format): Validity of quoted amount. (3) Notification of Screening Results: The selection results will be notified in writing around late September to early October, Reiwa 8 (scheduled). 6. Contractor Selection and Main Project Schedule: Public Offering, Question Acceptance Start: July 24, Reiwa 8 (Friday) Statement of Participation Submission Deadline / Question Acceptance Deadline: August 7, Reiwa 8 (Friday) Invitation Notice / Question Response Deadline: August 14, Reiwa 8 (Friday) Proposal Submission Deadline: September 11, Reiwa 8 (Friday) Selection Committee (Presentation): Late September, Reiwa 8 Selection Result Notification: Late September to early October, Reiwa 8 (scheduled) Contract Conclusion: Early to mid-October, Reiwa 8 (scheduled) 7. Other: (1) The contractor identified by the proposal will be the candidate for the discretionary contract for this commissioned work. (2) After the notification of the selected result, the ward and the contractor will promptly hold discussions to coordinate towards contract conclusion (detailed specifications, price, etc.). (3) After coordination between the candidate and the ward is completed regarding detailed specifications, contract price, and confirmation that the candidate's system can operate as proposed, a contract will be concluded with the selected contractor. (4) Contract Deposit: Exempt. (5) Requirement for Contract Creation: Required. (6) Whether to conclude other commissioned contracts directly related to this work with the contractor of this commissioned work by discretionary contract: No. (7) Language and Currency Used in Procedures: Limited to Japanese and Japanese currency. (8) The ward may publicize the trade name/name of those who expressed intent to participate and submitted proposals, as well as the reasons for selecting the proposal (screening process, etc.). (9) All costs related to the proposal shall be borne by the proposer. (10) Replacement or resubmission of statements of participation or proposals after the submission deadline is not permitted. (11) Documents submitted by proposers will not be returned. Duplication may occur to the extent necessary for screening. (12) If false information is provided in the statement of participation or proposal documents, the applicant will be disqualified. (13) This proposal is solely for the purpose of selecting a contractor; the ward is not bound by the content of the proposals. (14) Inquiry Contact for Related Information: Same as "Department in Charge (5)(1)". 6(15) The ward shall not use the proposal for any purpose other than selection without permission. (16) Materials received from the ward regarding this project may not be published, reproduced, or quoted without the ward's permission. (17) Persons who become ineligible for the requirements in "2. Eligibility Requirements" after submitting their proposal will not be considered for proposal screening or contract negotiations. (18) For computer processing work, comply with Appendix 1 "Special Provisions for Outsourced Computer Processing Work." Children's Hall Operation Support System Introduction Services Contract Proposal Request Specifications July 24, Reiwa 8 Setagaya Ward *These specifications are assumed specifications that standardize the level of contract content requested by the ward for contractor selection by proposal method. The actual specifications for the contract will be determined through specification adjustments with the selected candidate and may not necessarily be as described in these specifications. 1. Subject Name: Children's Hall Operation Support System Introduction Services Contract. 2. Period of Performance: October 1, Reiwa 8 to March 31, Reiwa 9. 3. Place of Performance: Follow the instructions of the ward's representative. However, performance may be carried out at a location where the contractor can perform, with mutual agreement. If the contractor works from their terminal connected to the ward's kintone environment, provide information such as the connection source IP address to the ward in advance. 4. Performance Content: Construct an environment where information from admission forms filled out by visitors upon entry to children's halls can be imported into the system, accumulated, aggregated, and analyzed, and the results can be output promptly. Additionally, introduce the Children's Hall Operation Support System (hereinafter referred to as "the System") as a tool for creating, approving, and aggregating operational logs and event result reports within the system. (1) Overall Management: ① The contractor shall create an overall schedule for introduction and submit it to the ward. The schedule may be revised in consultation with the ward as necessary. ② The contractor shall manage the progress of each performance item related to this work, serve as the contact point for inquiries and communications from the ward, and coordinate the overall work. ③ The contractor shall hold meetings as needed to share information and coordinate with the ward's representative. (2) Introduction of Children's Hall Operation Support System: The requirements for the system to be introduced are as follows: ① System Infrastructure: A. This system shall be a cloud-based web system built on the kintone environment provided by the ward. B. The kintone licenses required for using this system will be provided by the ward, including those for the contractor, ward children's division staff, and children's hall staff. C. The contractor shall set up the necessary applications, forms, lists, aggregations, permissions, process management, etc., within the kintone environment provided by the ward to realize the functions specified in these specifications. D. It shall be usable with Microsoft Edge and Google Chrome without requiring the installation of dedicated software on user terminals. E. For functions that are difficult to realize with kintone's standard functions alone, plugins, external integration services, or customization may be used as necessary. However, prior to introduction, the contractor must consult with and obtain approval from the ward, clearly stating the costs, content, necessity, and operational impact. ② System Functional Requirements: A. The system shall include functions for admission management, operational logs and result aggregation, and event result reporting, with details as specified in (Appendix 1) "Children's Hall Operation Support System Functional Requirements List." B. The system shall meet the requirements listed in (Appendix 1), or have similar functions that can achieve the same objectives. C. The system shall have a screen configuration that allows users to operate intuitively and perform input, search, confirmation, and output smoothly.