Recruitment of Proposers for Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc.

Recruitment of Proposers for Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc. 1. Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc. Proposal Implementation Guidelines 1. Purpose: These guidelines aim to establish the necessary matters for determining the contractor for the comprehensive outsourcing of measures to prevent the abandonment of bicycles, etc., through a proposal evaluation method (hereinafter referred to as "proposal") that selects based on various aspects such as technical capabilities and track record, not solely on price. 2. Outline of Outsourcing: (1) Project Name: Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc. (2) Scope of Work: a. Guidance, warnings, and patrols related to abandoned bicycles, etc. b. Removal and transportation services c. Management and operation of bicycle parking facilities d. Call center operations e. System implementation (3) Place of Performance: Areas around Kawaguchi, Nishi-Kawaguchi, Warabi, Higashi-Kawaguchi, Totsuka-Ankyo, Arai-juku, Hatogaya, Minami-Hatogaya, Kawaguchi-Motogo stations, etc., and designated bicycle parking areas. (4) Performance Period: April 1, Reiwa 9 (2027) to March 31, Reiwa 12 (2030) (5) Proposal Limit Amount (including consumption tax): 3-year total: 450,000,000 yen (tax included) * The expense estimate should be stated as a total amount. Annual: 150,000,000 yen (tax included) * The above amounts are guidelines for proposals and are not the contract amount or budget amount. * The budget for this contract requires the approval of the Reiwa 9 budget at the March regular session of the Kawaguchi City Council in Reiwa 8. Therefore, the contract is conditional upon the establishment of said budget. * If the above budget is reduced or cut, the proposal content, contract, or termination may be changed or canceled. * The proposed amount will be subject to evaluation, but for the actual contract, negotiations will be held between the contractor and the client based on the costs, within the budget, and the contract will be concluded upon agreement. * If no agreement is reached, negotiations will be held with the next highest candidate. * Proposals exceeding the limit amount will be invalid. 2. Implementation Format: Public Proposal Method 4. Proposal Participation Qualifications: All of the following requirements must be met. However, if any of these requirements are no longer met by the time the contract is concluded, the participant will be disqualified. (1) Must be listed on the Kawaguchi City Goods Bid Participation Qualification Register for Reiwa 7 and 8. (2) Must not fall under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act (Cabinet Order No. 16 of 1947). (3) Must not be within the period of suspension of bid participation measures based on the Kawaguchi City Qualified Business Suspension Standards. (4) Must not be within the period of exclusion from bidding measures based on the Kawaguchi City Ordinance on Exclusion of Gangs from Contracts, from the start of the public offering to the notification of selection results. (5) Must not have filed for commencement of corporate reorganization proceedings under the Corporate Reorganization Act (Act No. 154 of 2002) or for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999). (6) Must not have filed for commencement of liquidation proceedings under the Companies Act (Act No. 86 of 2005) or for commencement of bankruptcy proceedings under the Bankruptcy Act (Act No. 75 of 2004). (7) If participating as a joint venture, the members must consist of two or more corporations, and all members must meet requirements (1) through (8) of this paragraph. (8) The information provided in the submitted documents must be truthful. (9) If participating as a joint venture, the members must consist of two or more corporations, and all members must meet requirements (1) through (8) of this paragraph. 5. Proposal Implementation Schedule: Content | Date ------- | -------- (1) Public Offering Start | Wednesday, October 14, Reiwa 8 (2026) (2) Question Submission Deadline | Wednesday, October 21, Reiwa 8 (2026), 15:00 (3) Question Response Deadline | Monday, October 26, Reiwa 8 (2026) (4) Application Submission Deadline | Wednesday, October 28, Reiwa 8 (2026), 15:00 (5) Notification of Participation Qualification Confirmation Results | Friday, October 30, Reiwa 8 (2026) (6) Proposal Submission Deadline | Tuesday, November 17, Reiwa 8 (2026), 15:00 (7) Notification of Presentation Participation | Thursday, November 19, Reiwa 8 (2026) (8) Presentation and Hearing | Tuesday, November 24, Reiwa 8 (2026) (9) Selection Result Notification Date | Friday, December 4, Reiwa 8 (2026) * The schedule is tentative and may change due to the client's circumstances. 3. Application Procedure: Those who wish to participate in this proposal and meet the qualification requirements must submit the necessary documents as follows: (1) Submission Period: As per "5. Proposal Implementation Schedule." (2) Submission Method: Submit via email to the address in "13. Submission Address and Contact Information." * After sending the email, please call to confirm receipt. (3) Submitted Documents: Submit all of the following documents as a single PDF file. a. Proposal Application Form (Form No. 1) b. Participation Qualification Requirements Confirmation Form (Form No. 2) c. Business Overview (Form No. 3) 7. Questions and Answers: (1) Submission Period: As per "5. Proposal Implementation Schedule." (2) Question Submission Method and Address: Fill in the questions in the "Questionnaire" (Form No. 4) and submit via email to the address in "13. Submission Address and Contact Information." Notes: a. The subject of the email should be "Proposal Question (Company Name)". b. Questions submitted by methods other than email will not be accepted. c. No answers will be provided for questions not received within the acceptance period (including those for which receipt confirmation was not made). d. If there are no questions, submission of the questionnaire is not required. e. After sending the email, please call to confirm receipt. (3) Response Method: Responses will be sent via email to all businesses that submitted an application form, as per "5. Proposal Implementation Schedule." However, the names of the questioners will not be disclosed. 8. Matters Concerning the Proposal: (1) Submission Period: As per "5. Proposal Implementation Schedule." 4 (2) Submitted Documents: a. Cover Page (Form No. 5) b. Proposal (Forms No. 6-15) c. Cost Estimate (Form No. 16) (3) Submission Method: After contacting the address in "13. Submission Address and Contact Information" by phone in advance, submit in person or by mail. (4) Points to Note When Creating: a. Submit one original and 10 copies, bound in a flat file (A4 vertical). Do not write the company name, etc., on the flat files for the copies. b. Submit an electronic data file of the same content as all submitted documents on a CD-R. c. Fill in the necessary information and proposed items along the lines of the questions in each form. * For each question, in addition to the items specified in the specifications (Appendix 1), include proposals that are considered effective for the implementation of this work. * For each question, include initiatives and effects from past contract performance. d. Do not change the prescribed forms. e. The paper size shall be A4, and the proposal (Forms No. 6-15) shall be within 2 pages. The cost estimate (Form No. 16) shall be within 1 page. * Number the pages (consecutive numbering) at the bottom center of each form, excluding the cover page. f. For each form, the company name, contact person, logo, etc., should only be included in the original. Do not include them in the copies or mask them so that the business cannot be identified. g. The font size shall be 12 points. However, this does not apply to Form No. 16 and text within tables where unavoidable. 9. Presentation: (1) Date and Time/Location: The scheduled date is as per "5. Proposal Implementation Schedule." The time and location will be notified in the presentation participation notification. (2) Attendees: Up to 3 people, including the presenter. In principle, the person in charge of overall project management for this work should present. (3) Presentation Time: 10 minutes for presentation and 10 minutes for hearing, for a total of 20 minutes per business. 5 (4) Points to Note: If there are many participating businesses, a preliminary review of the proposals will be conducted, and approximately the top 3 companies will be invited to the presentation. (If a document review is conducted, the results will be notified separately.) 10. Evaluation and Selection: (1) Evaluation Criteria: As per the "Proposal Evaluation Criteria for Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc." (Appendix 2). (2) Selection Method: a. Selection will be made based on the proposal documents, presentation, etc., according to the evaluation criteria. b. The bidder with the highest total score will be designated as the preferred negotiator, and negotiations for a discretionary contract will be conducted. However, if an agreement cannot be reached with that bidder, negotiations will be conducted in order of descending score. c. Bidders with a total score below 60% of the maximum score will not be selected as preferred negotiators. d. In case of a tie in the total score, the order will be decided by a majority vote of the selection committee. e. Bidders falling under any of the following categories will be disqualified (excluded from selection) and their application and proposal documents will be invalidated. (a) When the participation qualification requirements are no longer met. (b) Those who submitted proposal documents after the deadline. (c) Those whose proposal documents contain false information. (d) Those who did not participate in the presentation. (e) Those who have engaged in acts that harm the fairness of the selection, as determined by the committee. (f) Those whose reference estimate exceeds the stated upper limit. (3) Notification and Disclosure of Selection Results: The selection results will be sent via email to all participating businesses that submitted proposals, as per "5. Proposal Implementation Schedule." 11. Contract Conclusion: (1) After negotiating with the preferred negotiator regarding the scope of work, specifications, costs, etc., a revised estimate will be requested, and the contract will be concluded. (2) The contract security deposit shall be 10% or more of the contract amount, as stipulated in Article 19 of the Kawaguchi City Contract Regulations. However, the contract security deposit may be reduced or waived in cases falling under Article 20 of the Kawaguchi City Contract Regulations. (3) The contractor may not subcontract all or a major part of the commissioned work to a third party. (4) When handling personal information in the execution of the commissioned work, the contractor must comply with the Act on the Protection of Personal Information, etc., and take necessary measures for the protection of personal information to ensure proper management. (5) Other contract terms shall be in accordance with the Kawaguchi City Contract Regulations. 6 12. Other: (1) Replacement or resubmission of submitted documents after the deadline is generally not permitted. (2) Expenses incurred in participating in this proposal shall be borne by the participant. Even if this proposal is canceled for unavoidable reasons, Kawaguchi City cannot be charged for expenses incurred up to that point. (3) Submitted documents, including electronic media, will not be returned. (4) The copyright of the submitted documents and proposal documents belongs to the submitter, and they may not be used for purposes other than this proposal work without the submitter's permission. However, the client may duplicate, record, and store the proposal documents to the extent necessary for the proposal procedure and related administrative processing. (5) If false information is found in the preferred negotiator's proposal or if acts that harm the fairness of the selection are discovered after selection or contract conclusion, the preferred negotiator status or the contract may be canceled. 13. Submission Address and Contact Information: Kawaguchi City, Urban Planning Department, Urban Transportation Countermeasures Division, Bicycle Countermeasures Section Address: Kawaguchi City Hall, 1st Main Building, 3rd Floor, 2-1 Aokicho, Kawaguchi City Postal Address: 332-8601, Kawaguchi City, Aokicho 2-1-1, Attn: Urban Transportation Countermeasures Division Phone: 048-259-9003 Email: 120.03000@city.kawaguchi.lg.jp End of Announcement Appendix 1 1. Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc. Specifications These specifications define the necessary matters concerning the "Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc." (hereinafter referred to as "the Work") commissioned by Kawaguchi City, and the matters that the contractor must perform. 1. Work Name: Comprehensive Outsourcing of Measures to Prevent Abandonment of Bicycles, etc. 2. Place of Performance: Areas around Kawaguchi, Nishi-Kawaguchi, Warabi, Higashi-Kawaguchi, Totsuka-Ankyo, Arai-juku, Hatogaya, Minami-Hatogaya, Kawaguchi-Motogo stations, etc., and designated bicycle parking areas. 3. Performance Period: April 1, Reiwa 9 (2027) to March 31, Reiwa 12 (2030) 4. Background and Purpose of Work: The purpose of this work is to plan and implement operations such as warnings, removal, storage, and return of abandoned bicycles, as well as handling complaints and petitions in a unified manner. By guiding bicycle users, strengthening the removal of abandoned bicycles, establishing and operating a bicycle countermeasure call center, and implementing a system, we aim to prevent the abandonment of bicycles, improve citizen services, and increase operational efficiency. 5. Laws and Regulations to be Complied With: In addition to these specifications, the Work shall be carried out in compliance with the following laws, regulations, and rules. The definitions of terms within these specifications shall also be in accordance with the following laws and regulations. (1) Act on the Promotion of Safe Use of Bicycles and Comprehensive Promotion of Measures for Parking of Bicycles, etc. (2) Kawaguchi City Ordinance on the Prevention of Abandonment of Bicycles, etc. (3) Kawaguchi City Ordinance on the Prevention of Abandonment of Bicycles, etc. Enforcement Regulations (4) Kawaguchi City Bicycle Parking Ordinance (5) Kawaguchi City Bicycle Parking Management Regulations (6) Kawaguchi City Procedures for Removal of Abandoned Bicycles, etc. (7) Act on the Protection of Personal Information (8) Other relevant laws and regulations. Appendix 1 2 6. Scope of Work: (1) Guidance, Warnings, and Patrols for Abandoned Bicycles, etc. a. Target Areas and Business Hours, etc. Area | Working Days | Working Hours ------- | -------- | -------- Around Kawaguchi Station | Daily (Closed December 29 - January 3) | 10:00 - 18:30 Around Nishi-Kawaguchi Station | | Around Warabi Station | | Around Higashi-Kawaguchi Station | | Around Hatogaya Station | | Around Minami-Hatogaya Station | | Around Totsuka-Ankyo Station | | Around Arai-juku Station | | Around Kawaguchi-Motogo Station | | * Patrol areas are as shown in the attached map of prohibited areas. * The above working days and hours are basic specifications and do not limit proposal suggestions. b. Scope of Work: (a) Call on bicycle users to prevent abandonment. (b) Call on stores, etc., in prohibited areas to prevent abandonment of bicycles. (c) Call on bicycle users and citizens to park bicycles in appropriate locations (bicycle parking lots, etc.). (d) Conduct awareness activities on the safe use of bicycles for bicycle users and citizens. (e) For areas with frequent short-term abandonment, such as in front of stores, or areas with many abandoned bicycles, implement abandonment prevention measures in consultation with the client. (f) Conduct abandonment status surveys (once a year) and organize and inspect signs prohibiting abandonment, etc. (g) In bicycle parking lots and areas managed by the city, identify violating vehicles, affix warning/removal tags, and process them for removal as described in (2). (h) Respond to the discovery of abandoned bicycles, etc., as follows: c. Response to the discovery of abandoned bicycles, etc.: (a) If abandoned bicycles, etc., are found in a prohibited area, a warning tag will be affixed so that they can be removed on the same day, in principle.