Announcement of Public Proposal for Contract Work for Reiwa 9 Subsidy for Private Elementary and Junior High School Lunch Fees

Announcement of Procedures for Public Proposal Method We hereby request the submission of proposals as follows. October 1, Reiwa 8 Setagaya Ward 1. Business Overview: (1) Title: Contract Work for Reiwa 9 Subsidy for Private Elementary and Junior High School Lunch Fees (Unit Price Contract) (2) Period of Performance: From the contract date to March 31, Reiwa 9 *It is planned to conclude a discretionary contract through negotiations with the business operator selected in this proposal, with a limit until March Reiwa 11. *Contracts will be concluded on a per fiscal year basis, conditional upon budget allocation for each year and satisfactory performance in the previous year. (3) Scope of Work: Business related to the payment of subsidies for private elementary and junior high school lunch fees. The main items of work are as follows: *Creation, printing, and mailing of notification letters. *Call center operations. *Administrative center operations (application acceptance, screening, etc.). *Construction and operation/maintenance of management system. *The call center is scheduled to open in early January Reiwa 9. (4) Proposal Limit: 49,611,000 yen (including consumption tax and local consumption tax) *Consumption tax will be calculated at the tax rate as of October 1, Reiwa 8. *The above amount is the sum of the construction and implementation preparation contract and the operation services contract. *This project is subject to the minimum labor remuneration stipulated by the Setagaya Ward Public Contract Ordinance. *For details on the minimum labor remuneration, please refer to Appendix 1 of the specifications. *The estimated contract amount for Reiwa 9 is 67,000,000 yen (including consumption tax and local consumption tax). *This amount is a current estimate and does not guarantee a contract at the estimated amount. 2. Participation Qualification Requirements: The corporation must meet all of the following requirements at the time of proposal submission. ① Must be registered in the Setagaya Ward competitive bid participant list. ② Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Government Act (Ordinance No. 16 of 1947) (including cases where applied mutatis mutandis under Article 167-11, Paragraph 1). ③ Must not be within the period of suspension of bidding participation or designation suspension measures from Setagaya Ward. ④ Must not be in arrears of prefectural tax or municipal tax. ⑤ Must not have filed for commencement of rehabilitation proceedings under Article 17, Paragraph 1 of the Corporate Reorganization Act or for commencement of rehabilitation proceedings under Article 21, Paragraph 1 of the Civil Rehabilitation Act. ⑥ Must not be a business operated by or substantially participated in by a yakuza member as defined in Article 2, Item 6 of the Act on Prevention of Unjustifiable Acts by Boryokudan Members, etc. (Act No. 77 of 1991). ⑦ Must have experience in properly performing the following work, which has been contracted in its entirety from a local government in the past 5 years: a. Construction, operation, and maintenance of management systems. b. Call center operations. c. Application screening operations. ⑧ Must have obtained certification under the "Privacy Mark" by the Japan Information Economy Society Promotion Association or the "Information Security Management System (ISMS) Conformity Assessment Scheme" which is the evaluation standard for ISO/IEC27001, and must continue to update it. ⑨ Must be able to transmit and receive data including personal information by implementing communication encryption, connection source restrictions, and other necessary security measures, and in a manner approved by the Ward. ⑩ The proposed system and its usage method must comply with the Ward's regulations on personal information protection and information security. Furthermore, the system to be adopted, usage terminals, connection methods, data storage locations, and other usage conditions must be discussed with the Ward before contract conclusion, and necessary confirmation and procedures must be carried out. ⑪ Must have a business base such as a head office, branch office, or business office in Tokyo Metropolis or its vicinity (Saitama Prefecture, Chiba Prefecture, Kanagawa Prefecture). ⑫ Must not be a business where a member of the "Selection Committee for the Subsidy for Private Elementary and Junior High School Lunch Fees" serves as the principal, executive, consultant, or is affiliated. The members of the selection committee are as follows: Hideki Sugai, Director, Education Policy and Lifelong Learning Department Yuko Kondo, Head, School Health Promotion Division, Education Policy and Lifelong Learning Department Shigeharu Kondo, Head, School Affairs Division, School Education Department 3. Procedures, etc.: (1) Contact Department: School Lunch Section, School Health Promotion Division, Education Policy and Lifelong Learning Department 4-21-27 Setagaya, Setagaya-ku, Tokyo 154-8504 Setagaya Ward Office, West Building 5th Floor Contact: Fujima, Miki Phone: 03-5432-2697 (2) Distribution of Specifications: Those who wish to receive the specifications must do so by the following period using the designated method. ① Distribution Period: October 1, Reiwa 8 (Thursday) to October 15, Reiwa 8 (Thursday), 5:00 PM. ② Distribution Method: Download from the Setagaya Ward website. (3) Submission of Participation Statement, etc.: Businesses wishing to participate in the proposal must confirm their qualifications and submit Form 1 "Participation Statement" with the necessary items filled in and stamped with the representative's seal, along with the following attached documents. Questions regarding the content or submission method of the participation statement will be accepted by phone, etc. ① Documents to be submitted: a. Participation Statement (including appendix) - 1 copy b. Tax payment certificate for the most recent fiscal year (prefectural tax/municipal tax) - 1 copy c. Documents confirming the track record of subcontracting as per 2⑦ above (copy of contract, etc.) - 1 copy d. Documents certifying acquisition of certification as per 2⑧ above (copy of certificate, etc.) - 1 copy *b must be issued within 3 months and cannot be a copy. *d must be a document that confirms the certification is within its validity period. ② Submission Deadline: October 15, Reiwa 8 (Thursday), 5:00 PM (must arrive by this time). *Reception during the period is from 8:30 AM to 5:00 PM. ③ Submission Place: Same as (1). ④ Submission Method: Submit by mail or in person to (1). *If submitting by mail, it must be by registered mail, simple registered mail, or Letter Pack Plus, and must arrive by the submission deadline. ⑤ Withdrawal: If you wish to withdraw after submitting the participation statement for any reason, please submit "Form 2 Withdrawal Notice." (4) Invitation Notice (Notification of Participation Qualification Results): Will be notified by email on October 19, Reiwa 8. (5) Question Acceptance Period and Method: Questions and answers regarding the preparation of proposals will be handled by email to ensure fairness, and the compiled content will be distributed to all participants. Use the "Questionnaire and Answer Form (Form 3)" sent by email along with the invitation notice. The sending address will be indicated in the invitation notice. However, questions regarding the content or submission method of the participation statement will be accepted by phone, etc., at any time. Acceptance Period: October 19, Reiwa 8 (Monday) - October 29, Reiwa 8 (Thursday), 5:00 PM (must arrive by this time). Answers: By the morning of November 4, Reiwa 8 (Wednesday) (scheduled). (6) Proposal Submission Method: When submitting proposals, etc., submit the following documents by the deadline to the designated submission place and method. ① Documents to be submitted: a. Proposal (1 original file, 1 copy file) *For the copy of the proposal, mask any parts that identify the applicant, such as company name, logo, etc. b. Quotation ② Submission Deadline: November 6, Reiwa 8 (Friday), 5:00 PM (must arrive by this time). ③ Submission Place: Same as (1). ④ Submission Method: Submit electronic data by email. *The submission email address will be provided when the invitation notice is sent. *The subject of the email should be "[Subsidy for Private Elementary and Junior High School Lunch Fees] Proposal Submission." After sending the email, please confirm receipt by phone at the number listed in section 3(1). 4. Examination and Notification of Examination Results: (1) Examination: A comprehensive examination will be conducted based on the "Selection Guidelines for Business Operators for the Subsidy for Private Elementary and Junior High School Lunch Fees" and the "Evaluation Criteria Table," based on the proposals and estimated amounts, and the business operator with the highest evaluation score will be selected as the contract candidate. (2) Examination Criteria: ① Regarding the business implementation plan. ② Regarding the business system, overall management, and business operations. ③ Regarding printing, enclosing, and mailing operations. ④ Regarding administrative center operations. ⑤ Regarding call center operations. ⑥ Regarding management systems, etc. ⑦ Regarding personal information protection and information security measures. ⑧ Regarding other additional proposals. ⑨ Regarding experience in委託 (commissioned work). (3) Notification of Examination Results: The selection results will be notified by email on November 20, Reiwa 8 (scheduled). 5. Other: (1) The business operator identified as the proposal candidate will be the candidate for the discretionary contract for this commissioned work. (2) After coordination between the Ward and the candidate regarding detailed specifications, contract amount, and confirmation of the candidate's system's operability, a contract will be concluded as the commissioned business operator. (3) Contract security: Exempt. (4) Requirement for contract creation: Required. (5) Whether there is a plan to conclude a discretionary contract with the other party of this commissioned work contract for other directly related work: Yes. (6) Language and currency to be used in procedures: Japanese and Japanese currency only. (7) The Ward may publish the trade name/name of the business operator that has expressed participation in this project and the proposer, as well as the reasons for selecting the proposal (examination process, etc.). (8) All costs related to proposals shall be borne by the proposer. (9) Replacement or resubmission of participation statements and proposals after the submission deadline will not be permitted. (10) Documents submitted by the proposer will not be returned. The Ward may duplicate them as necessary for examination. (11) Disqualification will result from false statements in participation statements, proposals, or other submitted documents. (12) This proposal is solely for the purpose of selecting a business operator, and the Ward is not bound by the content of the proposals. (13) Contact for obtaining related information: Same as 3(1) Contact Department. (14) Details: Refer to the specifications. (15) The Ward will not use proposals for purposes other than selection without the proposer's permission. (16) Materials received from the Ward regarding this project cannot be published, reproduced, or quoted without the Ward's permission. (17) A business operator who no longer meets the requirements of "2. Participation Qualification Requirements" after submitting a proposal will not be subject to proposal examination or contract negotiation. (18) Contract work contracts with the Ward for commissioned work exceeding 20 million yen per fiscal year are subject to the minimum labor remuneration stipulated by the Setagaya Ward Public Contract Ordinance. This project is subject to this, so please refer to Appendix 1 "Guidance on the Application of Minimum Labor Remuneration" of the specifications for details. (19) For handling of personal information, please comply with Appendix 2 "Special Provisions for Contract Work Involving Personal Information." For measures to promote the elimination of discrimination based on disability, please comply with Appendix 3 "Special Provisions for Promoting the Elimination of Discrimination Based on Disability." For computer processing work, please comply with Appendix 4 "Special Provisions for Contract Work Involving Computer Processing." For information security, please comply with Appendix 5 "Information Security Countermeasures Standards." Specifications 1. Title: Contract Work for Subsidy for Private Elementary and Junior High School Lunch Fees (Unit Price Contract) 2. Contract Period: From the contract date to March 31, Reiwa 9. 3. Performance Location: Locations designated by the contractor and facilities outside the office secured by the contractor. *Deliverables and meetings related to this work will be held at the Education Policy and Lifelong Learning Department, School Health Promotion Division, Setagaya Ward. 4. Business Overview: Regarding the Subsidy for Private Elementary and Junior High School Lunch Fees (hereinafter referred to as "Subsidy Project"), the following work will be performed. (1) Creation, printing, and mailing of notification letters. (2) Administrative center operations for mailing notification letters, accepting applications, and screening. (3) Call center operations. (4) Construction and operation/maintenance of management systems. 5. Estimated Number of Target Individuals: Approximately 17,000 people. 6. Schedule (Planned): Late November, Reiwa 8: Commissioning begins. Late December: System construction completed. Import target data into the system. January 4, Reiwa 9: Call center opens. Late January: Application form mailing and administrative center opens. Mid-February: First payment of applications and first mailing of payment decision notices. March 15: Application deadline. Late March: Final payment and final mailing of payment decision notices. March 31: Call center and administrative center closed. Commissioning ends. 7. Performance Content: (1) Creation and Submission of Business Plan: The contractor shall promptly hold discussions with the Ward's representative after contract conclusion and create a business plan detailing the personnel structure and work schedule for the performance of this contract, and submit it to the Ward. (2) Establishment and Operation of Secretariat: ① A secretariat shall be established to oversee the entire business and operate promptly and appropriately. The secretariat shall be established in a location where smooth communication and coordination with the contractor can be maintained immediately after contract conclusion, and shall serve as the contact point for coordination with the contractor. ② The contractor shall prepare business-use personal computers and other equipment necessary for establishment and operation. ③ The secretariat shall manage the overall schedule and be able to report achievements, the number and content of inquiries to the call center, the number of applications accepted and screened by the administrative center, the working status of business personnel, etc., to the contractor at any time. ④ In case of emergencies such as system failures or disasters, the appropriate operational form will be changed through consultation between the contractor and the Ward. (3) Printing, Enclosing, Sealing, and Mailing Operations: The contractor shall create, print, and mail notification letters for the Subsidy Project. The types and specifications of the notification letters shall be as follows. Each notification letter shall be created and printed according to the attached printing specifications, and proofread at least 3 times. If materials run out during the performance period and the planned quantity is exceeded, additional production will be carried out through consultation between the contractor and the Ward. Notification Letter | Printing Specifications | Estimated Quantity ---|---|--- (1) Application Form | Appendix 1-1 | 18,000 copies (2) Information Letter | Appendix 1-2 | 18,000 copies (3) Mailing Envelope ❶ | Appendix 1-3 | 19,000 copies (4) Mailing Envelope ❷ | Appendix 1-4 | 1,000 copies (5) Reply Envelope ❶ | Appendix 1-5 | 19,000 copies (6) Reply Envelope ❷ | Appendix 1-6 | 1,000 copies (7) Payment Decision Notice (Pressure-sensitive postcard) | Appendix 1-7 | 17,000 copies (8) Mailings created by the Administrative Center | - | 1,000 cases ① Application Form / Information Letter: a. Print the application form to be enclosed in the envelope based on the applicant's print data generated by the system. The print items shall be determined through consultation between the contractor and the Ward. If the Ward requests additional print items, the contractor shall respond accordingly. The contractor shall conduct test printing, and if the maximum character limit for names etc. is exceeded within the display frame, adjust so that the entire text is displayed. Test printing is not included in the quantity. b. Enclose the "Application Form," "Information Letter," and "Reply Envelope ❶" in Mailing Envelope ❶ specified in ② below, and after confirming that there are no errors in the address or omissions in the enclosed items, seal it. ② Mailing Envelope ❶/❷: Must have a window so that the address printed on the application form or mailing items created by the administrative center can be seen. Mailing Envelope ❶ must clearly indicate that it is for this project and the contact point for inquiries on the packaging, etc.