Announcement Regarding Simplified Public Proposal (Shintomi Town General Exchange Center Library Work Consignment)

2(4) Not having been subject to enforcement measures for mandatory execution of monetary claims based on the Civil Execution Act (Act No. 4 of 1979), or for mandatory execution measures due to delinquent disposition of national taxes, local taxes, or other public charges. Or, not being a person for whom third-party claim preservation requests are a constant occurrence. (5) Not being a person for whom provisional disposition proceedings based on the Civil Provisional Disposition Act (Act No. 91 of 1989) are constantly carried out. (6) Not falling under Article 2 of the "Shintomi Town Ordinance on Exclusion of Violent Groups from Construction Works, etc. Commissioned by Shintomi Town" (Shintomi Town Public Notice No. 3 of 2000). (7) Having paid all taxes owed. (8) Not having been subject to suspension of bidding participation measures by Shintomi Town under Article 14 of the Bid Participation Qualification Guidelines, or suspension of bidding participation measures by the prefectural governor at the location of the head office, branch office, or business office, etc., of national government agencies or businesses, between the date of announcement and the deadline for proposal submission. (9) No capital or personnel relationship between bidders. (10) Having experience in consignment work of the same type as this work at public libraries with a collection of 100,000 volumes or more, or at public libraries in municipalities with a population scale equivalent to or larger than Shintomi Town. 5. Proposal Participation Conditions: Those wishing to participate must submit the documents listed in the "Shintomi Town General Exchange Center Library Work Consignment Simplified Public Proposal Document Preparation Guidelines" to the Lifelong Learning Division. 6. Non-Acceptance of Participation Statement and Proposal, etc.: Shintomi Town will not accept the participation statement and proposal in any of the following cases. Shintomi Town may also cancel the application if any of the following becomes apparent: (1) Does not comply with the submission method, submission location, and submission deadline specified in this announcement. (2) Does not comply with the conditions specified in the preparation format and notes on content in the preparation guidelines. (3) All or part of the items to be described are not described. (4) Items other than those to be described are described. (5) Items described using expression methods other than those permitted. (6) False information is described in the submitted documents. (7) The fair execution of the proposal is obstructed, such as by engaging in manipulation that affects the examination results. 7. Evaluation Method and Evaluation Items for Selection: The evaluation items for selecting the proposal shall be as follows, and will be evaluated by the "Shintomi Town General Exchange Center Library Work Consignment Business Operator Selection Committee" established under Article 1 of the "Shintomi Town General Exchange Center Library Work Consignment Business Operator Selection Committee Establishment Regulations" (October 9, Reiwa 30) (hereinafter referred to as the "Selection Committee"). No appeals against the examination results will be accepted. (1) Qualification Examination: A document review will be conducted to determine if all requirements listed in "4. Proposal Participation Qualification Requirements" of this announcement are met. Those who meet the requirements will be requested to submit a proposal as a qualified applicant. (2) Evaluation Method: Based on the proposal and presentation, businesses that fully satisfy the requirements of Shintomi Town's specifications, etc., will be evaluated according to the evaluation items in (3) below. Each committee member will score the evaluation items, and the applicant with the highest score will be the most excellent, and the next highest will be the excellent. If there are two or more applicants with the same highest score, the most excellent applicant will be determined according to the following priority order: a. The one with the highest number of committee members who gave the highest score (including ties). b. The one with the highest number of committee members who gave the highest score (solely). c. The one with the lower estimated amount in the quotation. d. Drawing lots. (3) Evaluation Items for Proposal Content: The evaluation items for the proposer's content are as follows: * Management status * Business execution capability * Business experience * Personal information protection * Proposal concept (unique proposals for Shintomi Town and proposals looking to the future) * Approach to various business operations * Personnel allocation policy * Staff training policy * Initiatives to improve user satisfaction (service provision for user requests and appropriate operational methods, etc.) * Cost calculation for commissioned work * Enthusiasm for the project 8. Contract Conclusion: (1) Shintomi Town will select the applicant with the highest evaluation as the most excellent party for the work consignment and enter into contract negotiations with them as the preferred negotiator. (2) If the most excellent party is found to no longer meet the eligibility requirements after selection, or if contract negotiations with Shintomi Town are unsuccessful, the next highest-ranked excellent party may be designated as the preferred negotiator for contract negotiations. (3) Shintomi Town will set a preliminary price in advance, request a quotation from the preferred negotiator, and if the bid price is below the estimated price after opening, contract negotiations will proceed. If the first bid opening results in no successful bidder, a second quotation will be requested and opened, but if it is again unsuccessful, the applicant will be disqualified. (4) Shintomi Town will consult and coordinate with the preferred negotiator regarding the proposed content and Shintomi Town's intentions. If mutual agreement is reached, a contract for the work will be concluded. 9. Procedures, etc.: (1) Responsible Department: Shintomi Town Board of Education, Lifelong Learning Division. Address: 6345-5 Oaza Kamitomi, Shintomi Town, Koyu District, Miyazaki Prefecture 889-1403. Phone: 0983-32-7800. FAX: 0983-33-5928. (2) Distribution of Shintomi Town General Exchange Center Library Work Consignment Proposal Explanation Document: a. Distribution Period: From Wednesday, October 14, Reiwa 8, to Monday, November 9, Reiwa 8 (excluding Saturdays, Sundays, and holidays, from 9:00 AM to 5:00 PM). b. Place and Method of Distribution: Will be distributed in person at the Shintomi Town Board of Education, Lifelong Learning Division, and will also be posted on the Shintomi Town Hall website. If you wish to receive paper copies of related documents (this announcement, preparation guidelines, specifications, drawings), please contact the Lifelong Learning Division (Phone: 0983-32-7800) in advance. Website Address: (http://www.town.shintomi.lg.jp/) * Paper copies will be distributed at the Lifelong Learning Division. (3) Question Acceptance Period, Submission Method, and Response Method: a. Pre-Participation Statement Questions Acceptance: Questions will be accepted until 5:00 PM on Friday, October 23, Reiwa 8, using the respective company's format. Companies sending question forms must contact the Lifelong Learning Division by phone before sending via FAX. Responses will be sent via FAX to each company by 5:00 PM on Monday, October 26, Reiwa 8. b. Method of Question Acceptance: Only questions regarding this announcement will be accepted. Use Form 1 "Question Form." Multiple items can be listed on one form, but if one form is insufficient, duplicate Form 1 and fill it out. Companies sending question forms must contact the Lifelong Learning Division by phone before sending via FAX. c. Submission Destination: Shintomi Town Board of Education, Lifelong Learning Division. Phone: 0983-32-7800. FAX: 0983-33-5928. d. Acceptance Period and Response Method: i. Acceptance Period: From 9:00 AM on Tuesday, November 24, Reiwa 8, to 5:00 PM on Thursday, November 26, Reiwa 8. ii. Response Deadline: By 5:00 PM on Friday, November 27, Reiwa 8. iii. Acceptance Method: Submit the Question Form (Form 1) with questions via FAX to the Lifelong Learning Division. When sending the FAX, use "Proposal Question Form (Company Name)" on the FAX cover sheet, and call the Lifelong Learning Division after sending the FAX to confirm receipt. Questions will only be accepted regarding the format of proposal documents, specifications, etc. (4) Submission Deadline for Participation Statement, etc.: a. Submission Location: Shintomi Town Board of Education, Lifelong Learning Division. b. Submission Period: From 9:00 AM on Tuesday, October 27, Reiwa 8, to 5:00 PM on Monday, November 9, Reiwa 8. c. Submitted Documents: * Form 1 "Question Form" * Submit if there are any questions. * Form 2-1 "Participation Statement." * Form 2-2 "Company Overview." * Form 2-3 "List of Public Library Work Consignment Experience." * Form 2-4 "List of Branches/Offices." * Form 2-5 "Capital Relationship/Personnel Relationship Statement." * Form 2-6 "Letter of Attorney for Contract." * Submit as needed for contracts other than head office contracts. * Form 2-7 "Notification of Seal Used for Contracts." * Form 2-8 "Pledge." * Form 2-9 "List of Officers, etc." * Form 2-10 "Participation Qualification Statement." * Other (Original copy of corporate registration certificate, copy of National Tax Certificate Part 3-3, copy of prefectural tax certificate, copy of certificate of completion of municipal resident tax for corporation and representative, financial statements (most recent one year)). d. Submission Method: Submit in person by the deadline. Submission is accepted between 9:00 AM and 5:00 PM on days that are not holidays as defined in Article 1 of the Act on Holidays for Administrative Organs (Act No. 91 of 1988) (hereinafter referred to as "holidays"). Please contact us in advance to arrange a time with the person in charge when submitting in person. (5) Notification of Qualification Examination Results: The results of the qualification examination will be notified in writing to all who submitted a participation statement by Friday, November 20, Reiwa 8, and a request to submit a proposal will be sent to those who passed the qualification examination. Inquiries or objections regarding the examination results will not be accepted. Inquiries regarding examination results from third parties will also not be accepted. (6) Proposal Submission Deadline, etc.: a. Submission Location: Shintomi Town Board of Education, Lifelong Learning Division. b. Submission Deadline: Friday, December 4, Reiwa 8, 5:00 PM. c. Submission Method: Submit in person by the deadline. However, submission is accepted between 9:00 AM and 5:00 PM on days that are not holidays. Please contact the Lifelong Learning Division by phone in advance when submitting. (7) Hearing Implementation: a. Date and Place: To be held on Friday, December 18, Reiwa 8, at the Shintomi Town General Exchange Center. * Details of time and place will be notified along with the proposal submission request. b. Attendees: Up to 3 employees from your company. One equipment operator may attend as an additional person, but will not be allowed to speak. c. Hearing Method: The presentation time is within 20 minutes, with approximately 10 minutes for questions and answers. Participants shall explain based on the submitted proposal. Bringing additional materials, panels, etc., is prohibited. A projector and screen will be provided at the venue, but each company must prepare their own computer and other equipment. The hearing will be held in private. (8) Notification of Examination Results: The examination results will be notified in writing to all who submitted a proposal on Friday, January 15, Reiwa 9 (scheduled). All inquiries or objections regarding the examination results will not be accepted. Procedure Schedule Summary Content | Date and Time ---|--- Pre-Participation Statement Questions Acceptance | Friday, October 23, Reiwa 8, by 5:00 PM Pre-Participation Statement Questions Response | Monday, October 26, Reiwa 8, by 5:00 PM Participation Statement Submission Start | Tuesday, October 27, Reiwa 8, 9:00 AM Participation Statement Submission Deadline | Monday, November 9, Reiwa 8, 5:00 PM Qualification Examination Results Notification / Proposal Submission Request | Friday, November 20, Reiwa 8 Questions Acceptance (Qualified Bidders Only) | Thursday, November 26, Reiwa 8, 5:00 PM Questions Response (Qualified Bidders Only) | Friday, November 27, Reiwa 8, 5:00 PM Proposal Submission Deadline | Friday, December 4, Reiwa 8, 5:00 PM Hearing | Friday, December 18, Reiwa 8 Results Notification | Friday, January 15, Reiwa 9 (scheduled) 10. Other: (1) Bid Security: Bid security is waived. (2) Contract Security: Refer to the attached "Regarding Contract Security" and select accordingly. (3) Payment Method for Contract Price: The consignment fee will be paid monthly, and any remaining balance will be included in the end of that fiscal year. (4) Costs Associated with Proposal Participation: All costs related to the preparation and submission of the participation statement and proposal shall be borne by the proposer. Submitted documents will not be returned. (5) Other Notes: Materials received from Shintomi Town for proposal preparation may not be disclosed or used for other purposes without permission. (6) Viewing of Submitted Documents: When submitting documents from applicants in this proposal selection process to magazines, newsletters, or for general viewing, permission from the Mayor of Shintomi Town must be obtained. Shintomi Town General Exchange Center Library Work Consignment Specifications These specifications define the necessary matters for the Shintomi Town General Exchange Center Library Work Consignment to be concluded between Shintomi Town and the consignment business operator. 1. Work Name: Shintomi Town General Exchange Center Library Work Consignment. 2. Consignment Location: Shintomi Town General Exchange Center Library, 6345-5 Oaza Kamitomi, Shintomi Town, Koyu District, Miyazaki Prefecture. 3. Consignment Period: April 1, Reiwa 9 to March 31, Reiwa 12 (3 years). * The consignment period includes preparation for opening. The period required for restoration upon closure will be determined through consultation with relevant parties. 4. Staffing Standards (Normal): 5 or more people on weekdays, 6 or more people on weekends and holidays. 5. Opening Hours, etc.: (1) Opening Hours: a. Weekdays and Saturdays: 9:00 AM to 7:00 PM. b. Sundays and National Holidays: 9:00 AM to 5:00 PM. (2) Closing Days: a. Mondays (If Monday is a holiday, the following day will be the closing day). b. December 29 to January 3 of the following year. c. Special inventory period (approximately 5 days per year). 6. Workdays and Work Hours: (1) Workdays: Days other than ① and ② below. a. December 29 to January 3 of the following year. b. Mondays, except for the third Monday. c. Facility inspection days (approximately once a month among closing days), special inventory period (approximately 5 days per year). d. The number of workdays includes ③ and excludes ① and ②. (2) Work Hours: a. Weekdays and Saturdays: 8:30 AM to 5:15 PM (7 hours 30 minutes) or 10:30 AM to 7:15 PM (7 hours 30 minutes). b. Sundays and National Holidays: 8:30 AM to 5:15 PM (7 hours 30 minutes). c. A 1 hour and 15 minute break will be taken alternately within the work hours of ① and ②. 7. Consignment Work System: (1) Staff Allocation: a. Required Staff Allocation: The contractor shall constantly allocate the necessary staff to ensure smooth execution of the commissioned work. Special attention shall be paid to busy days such as Saturdays, Sundays, and holidays, and busy periods such as school long-term breaks, to ensure a system that does not lead to a decline in service. b. Guidance on Work Improvement: The contractor shall submit the work staff duty roster to the Lifelong Learning Division by the 25th of the preceding month. If there is a risk of hindering the commissioned work, the Lifelong Learning Division may request improvements from the contractor. c. Staff Substitution: If a work staff member cannot work due to illness or other unavoidable circumstances, a predetermined substitute staff member may be assigned. (2) Selection of Work Staff: a. The contractor shall select individuals who possess the knowledge and sense of responsibility to perform the commissioned work accurately and promptly, and who are mindful that the library is a social education facility, provide kind and courteous service, and do not disrupt public order or work discipline. b. A ratio of 2 or more librarians or assistant librarians with qualifications shall be secured at all times. Efforts should be made to assign staff with experience in public library work. c. Work staff shall be directly employed.