Regarding the Implementation of a Publicly Solicited Proposal for Takashima City Water Facility Maintenance and Management Services Contract

Regarding the Implementation of a Publicly Solicited Proposal for Takashima City Water Facility Maintenance and Management Services Contract Takashima City Water Facility Maintenance and Management Services Contract Publicly Solicited Proposal Implementation Guidelines 1. Purpose These guidelines establish the necessary matters, such as the implementation method of the publicly solicited proposal (hereinafter referred to as "proposal"), for the selection of a contractor for the "Takashima City Water Facility Maintenance and Management Services Contract." 2. Service Overview (1) Service Name: Takashima City Water Facility Maintenance and Management Services Contract (2) Service Details: As per the separate "Service Requirements Specification." (3) Service Period: April 1, Reiwa 9 to March 31, Reiwa 12 However, the period from the contract conclusion date to March 31, Reiwa 9 shall be the preparation period, during which the contractor shall complete the handover, secure and train employees, and prepare supplies at their own responsibility and expense. 3. Estimated Service Cost (1) The expenses for this service shall not exceed ¥372,042,000 (including consumption tax and local consumption tax). Reiwa 9: ¥124,014,000 Reiwa 10: ¥124,014,000 Reiwa 11: ¥124,014,000 (2) The estimate for this service shall be submitted as an estimate (excluding consumption tax and local consumption tax) calculated based on the Service Requirements Specification. Price fluctuations shall not be considered at the time of estimation. 4. Schedule October 22, Reiwa 8 (Thursday): Public announcement November 4, Reiwa 8 (Wednesday): Deadline for inquiries November 11, Reiwa 8 (Wednesday): Answers to inquiries (on website) (scheduled) November 24, Reiwa 8 (Tuesday): Deadline for submission of participation application forms November 24, Reiwa 8 (Tuesday): Deadline for submission of service proposal documents December 11, Reiwa 8 (Friday): Presentation review (scheduled) Mid-December, Reiwa 8: Notification of selection results (scheduled) Mid-December, Reiwa 8: Request for estimates (scheduled) Early January, Reiwa 9: Contract conclusion (scheduled) From contract conclusion date to March 31, Reiwa 9: Contractor preparation period April 1, Reiwa 9 (Thursday): Service commencement (scheduled) * Dates are current plans and may be subject to change. 5. Eligibility for Participation Proposals may be submitted by those who meet all of the following requirements: (1) Must have legal personality. (2) Must be able to assign planned technicians who meet the standards set forth in the Service Requirements Specification to this service contract. (3) Must have experience as the prime contractor in water facility maintenance and management services as defined by the Waterworks Act within the 10 years prior to the announcement date, with a continuous track record of 2 years or more. (4) Must have experience in continuous operation and maintenance management for at least one year at one of the following water treatment plants, for services commissioned by local governments or joint administrative associations within Shiga Prefecture: - Slow sand filtration facility - Membrane filtration facility (5) Must not be a person falling under Article 167-4, Paragraph 1 of the Local Government Act Enforcement Order (Cabinet Order No. 16 of 1947). (6) Must not be currently subject to a suspension of bidding by Takashima City. (7) Must not be delinquent in payment of municipal taxes, corporate taxes, income taxes, consumption taxes, or local consumption taxes. (8) Must not be a party that has filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) (excluding those for whom a decision to commence rehabilitation proceedings has been made) or filed for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999) (excluding those for whom a decision to commence rehabilitation proceedings has been made). (9) Must not fall under any of the following categories: a. When it is recognized that an officer, etc. (meaning all officers; hereinafter the same) is a gangster member (meaning a gangster member as defined in Article 2, Item 6 of the Act on Prevention of Unfair Acts by Gangster Members, etc. (Act No. 77 of 1991; hereinafter referred to as "the Act"); hereinafter the same). b. When it is recognized that a gangster (meaning a gangster as defined in Article 2, Item 2 of the Act; hereinafter the same) or a gangster member is substantially involved in management. c. When it is recognized that an officer, etc. has used a gangster or gangster member for the purpose of obtaining unfair profits for oneself, one's company, or a third party, or for the purpose of causing damage to a third party. d. When it is recognized that an officer, etc. is directly or actively cooperating with or involved in the maintenance or operation of a gangster by supplying funds or providing favors to a gangster or gangster member. e. When it is recognized that an officer, etc. has a socially reprehensible relationship with a gangster or gangster member. f. When it is recognized that the other party falls under any of the preceding items when concluding a necessary contract related to business activities. 6. Distribution of Related Materials (1) Download from the Takashima City website is the general principle. URL: http://www.city.takashima.lg.jp (2) Posting Period: From 10:00 AM on October 22, Reiwa 8 (Thursday) to 3:00 PM on November 24, Reiwa 8 (Tuesday). (3) Posted Materials: ① Takashima City Water Facility Maintenance and Management Services Contract Publicly Solicited Proposal Implementation Guidelines ② Takashima City Water Facility Maintenance and Management Services Contract Service Requirements Specification ③ Various Forms 7. Information Session (1) No information session will be held. 8. Inquiries and Answers (1) Submission Method: Submit via email using the attached inquiry form (form is optional). * However, please be sure to call to confirm that the email has been sent and received by the relevant department. * Inquiries by phone or orally will not be accepted. (2) Submission Deadline: 3:00 PM on November 4, Reiwa 8 (Wednesday) (Must arrive by this time) (3) Submission Destination: Takashima City Hall, Urban Development Department, Waterworks and Sewerage Division Phone: 0740-25-8573 (Direct) Email: jougesui@city.takashima.lg.jp (4) Response Method: Will be posted on the website. 9. Application Method (1) Submission Documents: Companies wishing to participate in the proposal must understand the provisions of these guidelines, the Service Requirements Specification, and the Takashima City Contract Regulations, and submit the following documents: ① Participation Application Form: 1 copy ② Service Proposal Document: 8 copies ③ Price Quotation: 1 copy Submit the total amount for three years and the estimated amount for each year (excluding consumption tax and local consumption tax), along with a breakdown of the basis for the estimate. * For corporations not listed in the Takashima City Designated Competitive Tender Qualification Registration List, the following documents must also be submitted: ④ Certificate of All Registered Matters (Copy of Corporate Registry): 1 copy (issued within 3 months, copies acceptable) ⑤ Certificates of tax payment for the most recent fiscal year (corporate tax and consumption tax, municipal taxes): 1 copy each (must confirm no arrears). * Municipal tax certificates are only required if the company has a business office within Takashima City. (2) Submission Period and Time: 3:00 PM on November 24, Reiwa 8 (Tuesday) (Must arrive by this time) (3) Submission Method: By hand or by mail only. If submitting by mail, use a method that proves receipt date and delivery. Only submissions arriving by 3:00 PM on the deadline will be accepted. The submitter bears the risk of postal accidents, etc. (4) Submission Destination: Takashima City Hall, Urban Development Department, Waterworks and Sewerage Division, 565 Shinhirakita, Asahi-cho, Takashima City, Shiga Prefecture. 10. Service Proposal Document Preparation Method (1) This proposal seeks proposals on implementation policies and approaches that satisfy the service requirements. The service proposal document should be prepared according to the following chapter structure: ① Regarding Contract Performance Record ② Basic Policy on Maintenance and Management Services ③ Service Execution System and Personnel ④ Improvement and Succession of Technology ⑤ Response to Abnormal Situations, etc. ⑥ Operation and Maintenance Management ⑦ Additional Proposals (2) Compile into one A4-sized binder. (3) Visual expressions are permitted only to the extent necessary to supplement the text. * Avoid excessive ornamentation. (4) Font size should be 10 points or larger (not applicable to figures and tables). Use of color, etc., is optional. (5) Submit one original and seven copies. (6) Use clear language that can be understood by those without advanced specialized knowledge. 11. Review Method The proposal review committee will review the submitted project proposals based on these guidelines and specifications using the publicly solicited proposal method. The highest-scoring applicant will be selected as the preferred negotiator, and the next highest as the alternate. If there is a tie in the total score, the applicant with the higher score in the project proposal review will be selected. If there is also a tie in the project proposal review, the committee chairman's decision will prevail. (1) Based on the project proposals, a fair and strict review will be conducted through document and presentation reviews according to the review guidelines, and one preferred negotiator will be selected. (2) Each review item in the attached table will be evaluated on a 5-point scale. * The "Excellent" rating can only be given to the most outstanding project proposal for each review item. (3) The scores of the review committee members will be totaled, and provided that the average score is 60 points or higher, the preferred negotiator will be selected in order of highest score. If there is only one applicant, that applicant will be selected as the candidate if the average score of the review committee members is 60 points or higher. (4) Document and presentation reviews will be conducted on December 11, Reiwa 8 (Friday) (scheduled). ① Presentation time will be within 35 minutes, with approximately 10 minutes for Q&A. ② The number of participants in the presentation will be within 5 people, including the planned overall responsible person. ③ Projectors and other equipment necessary for the presentation will be prepared by the proposer as needed. Power will be provided by the city. Evaluation Criteria: Project Proposal / Presentation Content Scoring Method: A: Excellent (Score x 1.00) B: Slightly Excellent (Score x 0.80) C: Average (Score x 0.60) D: Slightly Poor (Score x 0.40) E: Poor (Score x 0.20) * The "Excellent" rating can only be given to the most outstanding project proposal for each review item. ◎ Scoring Method for "Price Evaluation" in the "Review Criteria Table": Score = (Minimum Estimated Amount / Applicant's Estimated Amount) x Score * Scores will be calculated to two decimal places (rounding the third decimal place). Evaluation Item | Evaluation Criteria | Score ---|---|--- Corporate Business Record/Capability | Evaluate sufficient track record to determine the ability to perform the work. | 10 Qualifications/Experience of Planned Technicians | Evaluate the possibility of assigning technicians meeting the Service Requirements Specification. Are the qualifications of the planned technicians appropriate? | 5 Basic Approach to Service Execution | Is the basic approach to service execution appropriately proposed? Is the approach to efficiency improvement, cost reduction, environmental conservation, and energy saving appropriate? Is the unique aspect and any particularly emphasized points different from others appropriately proposed? Is the approach to the service execution system and division of responsibilities appropriate? Is the approach to staffing and backup systems appropriate? Is the approach to securing planned personnel and technicians appropriate? Is the approach to personnel training and on-site training plans appropriate? Are the measures and initiatives for improving technical capabilities appropriate? Is the method for succession of newly acquired technologies through service execution appropriate? | 15 Response to Abnormal Situations, etc. | Are specific response measures and communication systems appropriate in case of facility/equipment failure or power outage? Are specific response measures and communication systems appropriate in case of raw water quality fluctuations? Are support cooperation systems appropriate in case of emergencies such as natural disasters, earthquakes, or droughts? | 10 Operation and Maintenance Management | Are the matters related to operation and maintenance management appropriately proposed? | 15 Other Service-Related Matters | Are other service-related matters appropriately proposed? | 5 Additional Proposals | Evaluate unique proposals. Additional proposals that contribute to the improvement of Takashima City's waterworks. | 5 Presentation and Hearing | Is the explanation persuasive and does it convey a proactive attitude? Is the understanding and response to questions appropriate? | 10 Price Evaluation | Is the estimate for the service appropriate? | 10 Total | 100 *1 The score for the proposal review will be the average score of all review committee members. If there are decimal places, round to the first decimal place after rounding the second decimal place. 12. Review Results The review results will be notified to all participants in the presentation and will be published on the Takashima City website. The review process will not be disclosed. No objections to the review results will be accepted. 13. Handling of Submitted Documents (1) All submitted documents will not be returned. (2) No replacements, additions, or deletions will be permitted after submission. (3) Submitted documents will not be used for any purpose other than the review of this proposal without the consent of the submitter. (4) The city may request additional documents if deemed necessary. (5) Only one proposal per applicant is allowed. 14. Contract Matters (1) The contract will be concluded by negotiating the service details and division of roles between the selected preferred negotiator and the city, and if an agreement is reached, it will be concluded through a negotiated contract as stipulated in Article 21, Paragraph 1, Item 2 of the Local Public Enterprise Act Enforcement Order, after requesting estimates. (2) Due to the nature of the proposal, the contract will not be based solely on the content of the project proposal (including reference estimates). (3) In case of doubt during negotiations, the city's interpretation shall prevail. Therefore, avoid ambiguous expressions or descriptions in submitted documents. The proposer shall bear the costs incurred in resolving any doubts. (4) If negotiations with the selected preferred negotiator fail or if the negotiator is disqualified, negotiations will be held with the alternate negotiator, and a contract will be concluded by requesting estimates through a negotiated contract as stipulated in Article 21, Paragraph 1, Item 2 of the Local Public Enterprise Act Enforcement Order. (5) Changes in the contract price due to price fluctuations shall be as follows: ① The client or contractor may request a change in the contract price by March 1 of each year, if it is deemed that the contract price has become inappropriate due to changes in domestic wage or price levels, with April 1 of each year as the reference date.