Public Tender for Proposal Submission Regarding Outsourcing of Receipt Management Standard Compliant System Migration and Operation/Maintenance Services

Public Tender for Proposal Submission Regarding Outsourcing of Receipt Management Standard Compliant System Migration and Operation/Maintenance Services Document 4: Announcement of Commencement of Procedures for Public Tender Proposals are hereby requested as follows. October 8, Reiwa 8 (2026) Setagaya Ward 1. Business Overview Title: Outsourcing of Receipt Management Standard Compliant System Migration and Operation/Maintenance Services Business Description: The Act on Standardization of Information Systems of Local Governments (Reiwa 3, Act No. 40, hereinafter referred to as the "Standardization Act") was enforced on September 1, Reiwa 3 (2021), stipulating that core business systems used by local governments must be migrated to "standard-compliant systems" built by each vendor in environments such as the Government Cloud (a cloud service environment that provides common infrastructure and functions for government information systems) based on the standard specifications provided by the national government. In October, Reiwa 4 (2022), the "Basic Policy on Standardization of Information Systems of Local Governments" (hereinafter referred to as the "Basic Policy") was decided by the Cabinet. The initiative for unification and standardization of these core business systems positions the period from April, Reiwa 5 (2023) to March, Reiwa 8 (2026) as the "Migration Support Period," and it has been clarified that the goal is to migrate to standard-compliant systems utilizing the Government Cloud by Reiwa 7 (2025). Furthermore, the Basic Policy revised in December, Reiwa 6 (2024) specifies that systems that are extremely difficult to migrate or where vendor resources are strained will be designated as "Specific Migration Support Systems," for which the national government will provide active support, with migration to standard-compliant systems to be completed within approximately five years (by Reiwa 12 (2030)). In response to the above, this ward will phase in the standardization of 18 business areas subject to migration to standard-compliant systems, aiming for a stable migration to standard-compliant systems while minimizing migration risks, staff burden, and impact on citizen services. The following shows the scheduled operation start dates for standard-compliant systems for standardized business areas other than receipt management. (a) Phase 1 Business (6 areas) *Currently in operation since January, Reiwa 7 (2025): Resident Basic Register, Seal Registration, Individual Resident Tax, Light Vehicle Tax, School Enrollment, and Long-Term Care Insurance. (b) Phase 2 Business (4 areas) *Currently in operation since January, Reiwa 8 (2026): Family Register, Family Register Appendage, Election Management, and National Pension. (c) Specific Migration Support Business i. Phase 3 Business (3 areas) *Scheduled to be operational within Reiwa 8 (2026): Health Management, Welfare for Persons with Disabilities, and Late-Stage Elderly Healthcare. ii. Phase 4 Business (1 area) *Scheduled to be operational within Reiwa 9 (2027): Livelihood Protection (including receipt management business). iii. Business with Undetermined Migration Timing (4 areas): National Health Insurance, Child and Child-Rearing Support, Child Allowance, and Child-Rearing Allowance. Based on the above, in order to standardize receipt management business, we will select a contractor through a proposal method for outsourcing the migration of the receipt management standard-compliant system and the operation and maintenance of the said system. The main contents of this business are as follows: Creation of Business Implementation Plan: Based on the ward's instructions, create a draft business implementation plan that summarizes system management, work management, risk management, issue management, information security measures, etc., and obtain the ward's approval. Consultation and Coordination with Related Businesses: Conduct necessary consultations and coordination with businesses related to this business for the migration to standard-compliant systems, and provide support to the ward for the migration. Definition of Scope and Policy for Standard-Compliant System Usage: Simulate operations based on the standard-compliant system to be introduced in the ward, and consider and finalize the operational methods for the standard-compliant system. External System Development, etc. for Non-Standard Requirements: For requirements that cannot be met by standard functions, perform requirements definition, design, development, testing, etc., for additional development such as external systems. Migration Preparation and Operation/Maintenance Design: For both the parts handled by the standard-compliant system and the parts handled by non-standard systems, create migration plans, operation designs, and maintenance designs, and create a draft mid-to-long-term operation and maintenance work plan summarizing the work content until the next system upgrade. Development and Testing: Organize the necessary tests for the standard parts, create a test plan with the ward's agreement, and then perform settings and testing of the standard-compliant system, reporting the progress of each test to the ward. Training and Acceptance Test Support: Provide support such as information provision for creating the acceptance test plan, prepare the environment for test execution, support operations, and create training materials and operation manuals. Information System Migration: Perform migration work based on the migration plan after receiving the ward's migration decision. Handover Design: Document design documents, work history, remaining issues, etc., of development and ensure smooth operation and maintenance by the next operator. Operation and Maintenance: Perform system operation and maintenance tasks such as regular maintenance inspections, help desk setup, analysis and response to failures, provision of failure correction functions, and provision of correction assets due to standard specification revisions. Government Cloud Operation Management Support: Provide technical advice and support for the design of the Government Cloud in the ward, management of individual domain usage rights, and operation. Performance Period: Migration Work Start: Date of contract signing (around early April, Reiwa 9 (2027)) End: Operation of standard-compliant system (between September 21, Reiwa 9 (2027) and early October, Reiwa 9 (2027)) Operation and Maintenance Work Start: Operation of standard-compliant system (between September 21, Reiwa 9 (2027) and early October, Reiwa 9 (2027)) End: 60 months from the start date (scheduled until September 20, Reiwa 14 (2032) to early October, Reiwa 14 (2032)) *The above contract period will be determined through consultation with the ward. *Subject to budget allocation each fiscal year. Furthermore, subject to satisfactory performance of the work, a discretionary contract will be concluded annually with the same contractor. 2. Eligibility Requirements: At the time of proposal submission, all of the following conditions must be met. In the case of participation through joint proposal (consortium), the representative company must meet condition (1), and all member companies must meet conditions (2) through (10). (1) Must be a vendor with a track record of implementing and operating/maintaining core systems in municipalities with a population of 200,000 or more. (2) Must be certified under the Information Security Management System (ISMS) Conformity Assessment System, which is the evaluation standard for ISO/IEC 27001 or JIS Q 27001. (3) Must have obtained either ISO 9001 or CMMI Level 3 or higher, or have established an equivalent quality management system. (4) Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Government Act (Showa 22, Order No. 16) (including cases where applied mutatis mutandis under Article 167-11, Paragraph 1). (5) Must be registered in the list of eligible bidders for competitive bidding of Setagaya Ward. (6) Must not have filed for commencement of rehabilitation proceedings under the Corporate Rehabilitation Act (Reiwa 14, Act No. 154) or for commencement of reconstruction proceedings under the Civil Reconstruction Act (Reiwa 11, Act No. 225). (7) Must have no arrears in corporate tax, corporate business tax, consumption tax and local consumption tax, prefectural tax, and municipal tax. (8) Must not be a violent group, a member of a violent group, or an affiliated party as defined in Article 2, Item 2 and Item 6 of the Act on Prevention of Unjustifiable Acts by Violent Group Members (Reiwa 3, Act No. 77). (9) Must not be within the period of being subject to a prohibition from bidding or a suspension of designation by Setagaya Ward. (10) Must not be a vendor where a member of the "Committee for the Examination of Vendors for Outsourcing of Receipt Management Standard Compliant System Migration and Operation/Maintenance Services" is a principal, officer, advisor, or affiliated member. *Chairman: Masafumi Osawa, Acting Head of Life Support Section, Health and Welfare Center, Setagaya General Branch Office *Vice-Chairman: Tetsuro Izumi, Acting Head of Life Support Section, Health and Welfare Center, Kinuta General Branch Office *Member: Yuzo Hidaka, Head of DX Promotion Section, DX Promotion Department The above members are as of the announcement date. In the event of changes to members due to personnel transfers, etc., the ward will confirm the existence of conflicts of interest with the changed members through interviews, etc. If a conflict of interest is found, the member will be promptly replaced or excluded from the examination. *Documentation proving compliance with (1), (2), (3), and (7) must be attached. However, if it is difficult to attach documentation due to contracts with other municipalities, the method of confirmation, such as presentation, should be discussed with the department below. 3. Criteria for Selecting Proposers: In this case, no selection of proposers will be made; only confirmation of eligibility will be conducted. 4. Evaluation Criteria for Proposals: Validity of Implementation Plan Appropriateness and superiority of the proposed system overview and concept Superiority of the basic policy for functional requirements, clarity and validity of the schedule, degree of requirement fulfillment, etc. Fulfillment of non-functional requirements Appropriateness of implementation structure and project management Schedule for information system migration, effectiveness of assumed risks and countermeasures, appropriateness of role division with the ward, accuracy of countermeasures for migration difficulties Appropriateness of assumed schedule and structure for operation training implementation, effectiveness of specific support content Appropriateness of basic policy and concept for operation and maintenance, and effectiveness of specific services, effectiveness of policy for system revision response Accuracy and effectiveness of additional proposals Appropriateness of estimated amount (including Government Cloud usage fees) 5. Procedures, etc. Department in Charge: Setagaya Ward, Health and Welfare Center, Setagaya General Branch Office, Life Support Section Address: 4-22-33 Setagaya, Setagaya-ku, Tokyo 154-8504 Phone: 03-6413-9487 FAX: 03-6413-9769 Contact Persons: Ito, Sasamoto, Kimura *Inquiries accepted from 9:00 AM to 5:00 PM, excluding Saturdays, Sundays, and public holidays. Period for Distribution of Explanatory Documents (Request for Proposal Specifications, etc.): Period: October 8, Reiwa 8 (2026) to October 22, Reiwa 8 (2026) (excluding Saturdays, Sundays, and public holidays, from 9:00 AM to 5:00 PM) Location: Same as 5(1). Method: Available for free distribution to those who request it in person or by phone. Also downloadable from the ward's website. https://www.city.setagaya.lg.jp/02073/36280.html Deadline for Submission of Expression of Intent: Deadline: 5:00 PM on October 22, Reiwa 8 (2026) (must arrive by this time) Location: Same as 5(1). Method: Submit the Expression of Intent form (Form 5) (Form 5-2 for joint proposals) clearly stating the vendor name, address, contact information, department, contact person, phone number, email address, etc., along with the required documents, either in person or by mail. (4) Dispatch of Invitation Notices: To be sent by mail and email on October 28, Reiwa 8 (2026). (5) Deadline for Submission of Proposals: Deadline: 5:00 PM on November 24, Reiwa 8 (2026) (must arrive by this time) Location: Same as 5(1). Method: By email. *When submitting proposals, send to the email address indicated in the invitation notice. After sending the email, please contact the phone number listed in section (1) "Department in Charge" to confirm. 6. Other: Language and Currency Used in Procedures: Japanese language and Japanese currency only. Contract Deposit: Exempt. Requirement for Contract Document Creation: Required. Possibility of concluding a discretionary contract with the same contractor for other work directly related to this business: No. Inquiry Contact for Related Information: Same as 5(1). Cost Burden: Setagaya Ward will not bear any costs incurred by vendors for the creation and submission of expressions of intent and proposals. Handling of Submitted Documents: Documents submitted by vendors during the selection process will not be returned. Ensuring Transparency and Fairness: From the perspective of ensuring transparency and fairness, the names of parties who have expressed intent to participate and submitted proposals, as well as the reasons for selecting proposals (examination process, etc.), may be disclosed to third parties in accordance with the provisions of the Setagaya Ward Information Disclosure Ordinance (March 13, Reiwa 13, Setagaya Ward Ordinance No. 6). After the selection of the contractor, the final specifications will be determined through consultation between the ward and the selected party, and the contract will be concluded at a later date. (10) This project is a preparatory act for a Reiwa 9 (2027) contract, and no contract will be concluded if there is no budget allocation. (11) Business Details: Details will be provided in the explanatory documents. (12) Disqualification: Disqualification will occur if the following conditions are met.