Outsourcing of Dispatch Services for Tax Return Reception Operations

Outsourcing of Dispatch Services for Tax Return Reception Operations Notice of Tender No. 20 Regarding the following contracted services, a conditional open competitive tender (hereinafter referred to as "tender") will be conducted as follows. This is announced based on the provisions of Article 73 of the Kawagoe Town Accounting Regulations (Showa 51, Ordinance No. 2) (hereinafter referred to as "Regulations"). Reiwa 8, October 7th Masayuki Shirota, Mayor of Kawagoe Town 1. Matters for Tender Subject: Outsourcing of Dispatch Services for Tax Return Reception Operations Supervising Department: Tax Division Delivery (Performance) Location: Within Toyoda Isshiki, Kawagoe Town, Mie District, Mie Prefecture Content: As per the specifications document Delivery (Performance) Deadline: From Reiwa 9, January 27th to Reiwa 9, March 15th Qualifications required for participants: Those who have experience in performing dispatch services for income tax return reception operations commissioned by tax offices or municipalities within Mie Prefecture in the past 5 years. Bidding Method: Mail-in Tender / Unit Price / Number of Bids: 2 times *For details, please refer to the "Kawagoe Town Mail-in Tender Manual". Application Period for Tender Participation: From the date of this announcement until Reiwa 8, October 14th, noon (must arrive by this date) Method: Mail or in-person submission Location: General Affairs Division, Kawagoe Town Hall Documents to submit: a. Application for Confirmation of Qualification for Open Competitive Tender (prescribed form, hereinafter referred to as "Application") b. Copy of documents proving performance experience Inquiries: If you have any questions regarding this tender, you may submit them in writing. (1) Acceptance Period: From the date of this announcement until October 15th, noon (must arrive by this date) (2) Submission Method: Submit to the Tax Division, Kawagoe Town Hall by mail or email. If submitting by email, attach the inquiry form and call the submission destination to confirm arrival after sending the email. Answers will be posted on the town's website from Reiwa 8, October 19th, noon. Individual answers to inquiries will not be provided. Inquiries or objections regarding the answers will not be accepted. Notification of Tender Participation Qualification Confirmation Results: Only those who do not meet the tender participation qualifications will be contacted by phone on Reiwa 8, October 16th. No notification will be sent to those who are deemed qualified. Deadline for Receipt of Tender Documents: Reiwa 8, October 26th, 16:30 (must arrive by this date) *There may be announcements regarding inquiries and answers. Please check the town's website before mailing. Opening of Tenders: Reiwa 8, October 27th, 9:00 Location of Tender Opening: Kawagoe Town Hall, 3rd Floor, Conference Room 302 Bid Bond: Exempt Contract Security Deposit: Exempt Estimated Price: Not disclosed Minimum Reserve Price: None Payment Terms: (1) Advance Payment: None (2) Partial Payment: None (3) Interim Payment: None (4) Other: Full payment of the contract amount will be made within 30 days from the date of receiving an appropriate payment request from the contractor after all work is completed and inspected. Other: Submission of "Cost Estimation Basis Documents, etc." is not required for this tender. 2. Qualification Requirements for Tender Participants ① Those who meet all the requirements listed in Section 1 regarding participation. ② Those who are not subject to the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (Showa 22, Ordinance No. 16). ③ Those registered in the list of competitive tenderers. ④ Those who have not been suspended from qualification (nomination) by Kawagoe Town between the date of announcement and the tender date, or are not within the period of suspension. ⑤ Those whose business condition is not significantly unsound, such as having been subject to transaction suspension by a clearing house. ⑥ Those who are not related in terms of capital or personnel among the participants in the same tender. 3. Tender Participation Qualification Confirmation Results (1) Those wishing to participate in the open competitive tender must submit the Application for Confirmation of Qualification for Open Competitive Tender (hereinafter referred to as "Application") and related documents within the application period and undergo qualification confirmation. (2) Those deemed unqualified will be notified by phone on the day after the end of the application period (or the next business day if it falls on a town holiday). No notification will be sent to those deemed qualified. (3) Those deemed unqualified may request an explanation in writing within two days from the date of receiving the notification of disqualification. (4) The reason for disqualification will be answered in writing within three days from the end of the period for requesting an explanation. 4. Matters Regarding Tender Documents (1) The prescribed form for Kawagoe Town must be used for the tender document. (2) The determined amount will be the amount written on the tender document plus the consumption tax and local consumption tax equivalent (if there is a fraction of less than one yen, that fraction will be rounded down). Therefore, bidders must write the amount after subtracting the consumption tax and local consumption tax equivalent from their estimated contract desired amount, regardless of whether they are taxable or exempt business operators for consumption tax and local consumption tax. (3) The tender document must be placed in an envelope (optional), sealed, and the tender (opening) date, subject, and the name (for corporations, the name) and address of the bidder must be written on it. 5. Invalid Tenders In addition to the cases falling under Article 82 of the Regulations, tenders will be deemed invalid if they fall under any of the following items: (1) When a person who does not have the qualification to participate in the tender has submitted a bid. (2) When a tender document with a corrected amount has been submitted. (3) When it falls under the reasons for invalidity of tenders in the "Kawagoe Town Mail-in Tender Manual". (4) When the conditions specified in advance by the Mayor are violated. 6. Disqualification from Tendering A bidder will be disqualified if they fall under any of the following items: (1) Those who submitted a bid below the minimum reserve price. (2) Those who submitted a bid equal to or higher than the lowest bid in the previous tender. (3) For tenders where the estimated price is publicly announced in advance, those who submitted a bid higher than the estimated price. (4) Those who do not submit their tender document by the specified date or deadline. 7. Tender Suspension, etc. (1) If it is determined that the tender cannot be executed due to natural disaster or other unavoidable reasons, the tender will be postponed or suspended. (2) Expenses incurred due to postponement or suspension of the tender will be borne by the prospective tender participants. 8. Other (1) Expenses incurred for preparing documents will be borne by prospective tender participants. (2) Rewriting, exchanging, or withdrawing submitted tender documents and materials is not permitted. Materials will not be returned. (3) If you wish to withdraw from the tender, submit the Tender Withdrawal Notification (prescribed form for Kawagoe Town) to the General Affairs Division, Kawagoe Town Hall by the tender date/time or the date/time designated by the Mayor. 9. Contact Information Regarding specifications, etc.: Tax Division, Kawagoe Town Hall 〒510-8588 280 Toyoda Isshiki, Kawagoe Town, Mie District, Mie Prefecture Phone: 059-366-7114 FAX: 059-365-5380 Email: k-zeimu@town.kawagoe.mie.jp Regarding Tenders: General Affairs Division, Kawagoe Town Hall 〒510-8588 280 Toyoda Isshiki, Kawagoe Town, Mie District, Mie Prefecture Phone: 059-366-7113 FAX: 059-364-2568 Email: k-soumu@town.kawagoe.mie.jp Specifications for Outsourcing of Dispatch Services for Tax Return Reception Operations These specifications describe the scope of work and standards required of the contractor for the outsourcing of dispatch services for tax return reception operations. The contractor shall provide services based on these specifications. 1. Name of Work: Outsourcing of Dispatch Services for Tax Return Reception Operations 2. Overview of Work (1) Scope of Dispatch Services: Tax return reception operations, etc. (hereinafter referred to as "Reception Operations, etc.") (2) Basic Matters: ① During the working hours of the dispatch period, dispatched workers shall follow the instructions of the supervisor for each task. ② Dispatch Destination Supervisor and Dispatch Source Supervisor: (Dispatch Destination) Takehiko Kataoka, Section Chief, Tax Division, Kawagoe Town Hall, Phone (059)366-7114 (Dispatch Source) Report to the town in writing upon conclusion of the contract. ③ Handling of Complaints from Dispatched Workers: a. Person to receive complaints: (Dispatch Destination) Takehiko Kataoka, Section Chief, Tax Division, Kawagoe Town Hall, Phone (059)366-7114 (Dispatch Source) Report to the town in writing upon conclusion of the contract. b. Complaint handling method and cooperation system, etc.: - Immediately contact the supervisors of both parties and the relevant supervisor, and the supervisor will make sincere efforts to appropriately and promptly resolve the complaint, and will notify the dispatched worker of the result. - In addition to complaints that can be easily resolved immediately, all other complaints shall be notified to the supervisors of both parties without delay, and the dispatched worker shall be notified of the result. ④ Confirmation of attendance and working hours shall be compiled by the representative for all dispatched workers on each working day and signed or stamped by the supervisor. ⑤ Depending on the progress of the work, working hours can be extended by up to 1 hour. 3. Scope of Work - Dispatch Services for Reception Operations, etc. Supervisor: Yusuke Katayama, Tax Division, Kawagoe Town Hall Scope of Work: Dispatch services for reception operations, etc. Dispatch Period: From Wednesday, January 27, Reiwa 9 to Monday, March 15, Reiwa 9 (excluding Saturdays, Sundays, and national holidays) Refer to the attached work schedule. Training Period: Wednesday, January 27, Reiwa 9 to Friday, January 29, Reiwa 9 Practical Work Period: Monday, February 1, Reiwa 9 to Monday, March 15, Reiwa 9 However, work during the training period shall be for only one day among the above three days. Number of Dispatched Personnel: 2 people (personnel changes are permitted) Working Hours (Planned): 7 hours of actual work between 8:45 AM and 4:45 PM. *1) Core Time: ① 8:45 AM to 12:00 PM ② 1:00 PM to 4:45 PM *2) If the actual working hours of the same dispatched worker exceed 6 hours within the planned working hours due to instructions from the dispatch destination, etc., the dispatched worker shall be given a break of at least 60 minutes. Work Location (Planned): Conference Room No. 203, 2nd Floor, Kawagoe Town Hall (280 Toyoda Isshiki, Kawagoe Town) Scope of Duties: ① Operations related to tax returns, etc. (mainly at the reception venue provided by the town) 1) Reception duties 2) Preparation guidance duties 3) Preparation duties 4) e-Tax transmission guidance duties ② Consultation services related to tax filing ③ Other administrative support as instructed by the supervisor Qualifications, etc.: ① Must possess bright and cheerful customer service skills. ② Must possess accurate and prompt administrative processing skills. ③ Must have at least 2 months of cumulative work experience related to tax returns equivalent to this work. ④ Must possess knowledge, abilities, and business manners generally considered necessary. Special Notes: ① Submit a copy of the document proving experience in dispatch services for tax return reception operations commissioned by tax offices or municipalities within Mie Prefecture in the past 5 years, along with the tender participation application form, to the General Affairs Division, Kawagoe Town Hall. ② Upon dispatching workers, the dispatching business operator must submit a copy of the "Worker Dispatch Business Permit" from the Ministry of Health, Labour and Welfare to the Tax Division, Kawagoe Town Hall by the date specified by the town. ③ Meals will not be provided. ④ Parking will be available in the Kawagoe Town Hall staff parking area. ⑤ Submit a work schedule for administrative staff in advance. 4. Dispatch Fees, etc. (1) Method of Calculating Dispatch Fees: The contractor shall submit an estimate for each service, with a unit price per hour per dispatched worker for the dispatch services (25% increase for working hours exceeding 8 hours per day or extending beyond 10 PM, rounded down to the nearest yen if there is a fraction of less than one yen). This estimated amount (pre-tax hourly unit price per dispatched worker for dispatch services) will be the contract amount. Commuting allowances, labor insurance, and social insurance premiums necessary for contract performance shall be included in the estimated unit price. (2) Billing Method: Dispatch fees shall be billed by attaching a monthly performance report for each service. The dispatch fee is calculated by multiplying the working hours of dispatched workers for each service by the contract unit price, summing these amounts, and then multiplying by 110/100 (rounded down to the nearest yen if there is a fraction of less than one yen). Working hours for dispatched workers on each day shall be calculated in 15-minute increments (fractions rounded down). (3) Performance Report: The work performance report shall include or attach the following items: ① Working hours for each service ② Details for each dispatched worker related to the above.