Implementation of Public Proposal for Consignment for Formulation Support of the 2nd Yashio City Sports Promotion Plan

Implementation of Public Proposal for Consignment for Formulation Support of the 2nd Yashio City Sports Promotion Plan 1. Yashio City Sports Promotion Plan Formulation Support Work Consignment Public Proposal Implementation Guidelines 1. Purpose: To establish the necessary matters for implementing a public proposal method that selects the best business operator based on factors such as planning ability, technical skill, and track record, rather than price competition alone, for the formulation of the "2nd Yashio City Sports Promotion Plan" (planned period: 8 years from Reiwa 10 (2028) to Reiwa 17 (2035)). 2. Consignment Period: From the contract date to March 24, Reiwa 10 (2028) (2-year contract). 3. Consignment Content: As per the "Specifications for Consignment for Formulation Support of the 2nd Yashio City Sports Promotion Plan" attached. 4. Participation Qualifications: Entities that meet all of the following requirements may participate in the proposal. (1) A corporation that can participate in this public proposal after fully understanding the content of the specifications. (2) Listed in the "Reiwa 7/8 Designated Competitive Bidding Participant Qualification List" of Yashio City (hereinafter referred to as "Client" in these guidelines and the specifications for this proposal). (3) Have 3 or more track records in surveying and formulating sports promotion regional plans based on the Basic Act on Sports within the past 5 years (from Reiwa 3 (2021) onwards) in national, prefectural, or metropolitan areas. Work experience through subcontracting or partial surveys and advice does not qualify. (4) Must assign a person with the qualification of Certified Social Surveyor as the person in charge of this work. (5) The person in charge and the work staff must have the work experience mentioned in (3). (6) Certified under JIS Q 15001 (Privacy Mark). (7) Not be under a period of designation suspension based on the "Standards for Designation Suspension, etc., Related to Contracts for Construction Work, etc., in Yashio City" or a designation exclusion measure based on the "Yashio City Construction Work, etc., Violence Exclusion Measures Ordinance" as of the submission date of the application form. (8) Not fall under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16). (9) Not be a person who has filed for commencement of rehabilitation proceedings under the Company Rehabilitation Act (2002 Law No. 154) (excluding those for whom a decision to commence rehabilitation proceedings has been made), or a person who has filed for commencement of bankruptcy proceedings under the Bankruptcy Act (2004 Law No. 75). (10) Not be an organization for religious or political activities. (11) Not be in arrears of national or municipal/prefectural taxes. 5. Selection Schedule: Various documents and forms related to the public proposal can be obtained from the city's website. Content | Schedule Proposal Recruitment Start (City Website) | Friday, September 4, Reiwa 8 (2026) Question Submission Deadline | 12:00 PM, Tuesday, September 15, Reiwa 8 (2026) Question Answers | Provided as needed. Answers to all questions will be sent by email by 12:00 PM, Friday, September 25, Reiwa 8 (2026). Application Documents, Planning Proposal, etc. Submission Deadline | 12:00 PM, Friday, October 2, Reiwa 8 (2026) First Screening (Document Screening) | Friday, October 2, Reiwa 8 (2026) - Thursday, October 8, Reiwa 8 (2026) * The first screening will be conducted to select businesses for the second screening. * The results of the screening will be notified by email to all participants of the first screening on October 9, Reiwa 8 (2026). Second Screening (Presentation and Hearing) | Wednesday, October 21, Reiwa 8 (2026) Result Notification | Late October, Reiwa 8 (2026) (scheduled) Contract Conclusion | Early November, Reiwa 8 (2026) (scheduled) 3 6. Submission Documents: Submit one original and nine copies (copies acceptable) of each of the following documents (1) to (3) in A4 size (attached materials for the planning proposal may be A3 or larger, except for company brochures). The submitted documents will not be returned. (1) Application Form (Form 1) (2) Work Experience Record (Form 2) (3) Business Overview (Free format) Documents describing the overview of the applicant business operator, such as company name, address, names of officers, date of establishment, business content (brochures acceptable). (4) Planning Proposal (Free format) Refer to the attached reference format. (5) Detailed Quotation (Free format) Include breakdown of costs. Budget for this work: ¥9,080,500 (including consumption tax and local consumption tax). (6) Work Schedule (Free format) 7. Application Form Submission Deadline, etc. (1) Submission Deadline: 12:00 PM, Friday, October 2, Reiwa 8 (2026) (must arrive by this date). (2) Submission Location: Yashio City Citizen Vitality Promotion Department Sports Promotion Division, Postal Code 340-8588, 1-2-1 Chuo, Yashio City, Saitama Prefecture. (3) Submission Method: By hand or by mail (if by mail, must arrive within the reception period and be sent by registered mail or equivalent with delivery confirmation). (4) Reception Hours, etc.: During the reception period (excluding Saturdays, Sundays, and holidays), from 9:00 AM to 4:30 PM. 4 8. Selection Method: The planning proposals will be evaluated as follows. Even if there is only one proposing business operator, the screening will be conducted. (1) Screening Body: The screening will be conducted by a selection committee composed of city officials. (2) Screening Method: Evaluation will be based on the screening items on page 7. Even if there is only one proposing business operator, the content will be reviewed and evaluated, and if it is judged to meet the standard (total score of 70% or more), they will be selected as the intended contractor. If the highest-rated intended contractor withdraws or falls under "(5) Disqualification Matters," the next highest-rated contractor will be selected. (3) First Screening (Document Screening): The submitted documents will be screened based on the screening items (page 7) to select participants for the first screening. The results of the first screening will be promptly notified by email to all first screening participants after the screening is completed. If there are 4 or more applicant companies, the top 3 will be selected. (4) Second Screening (Presentation and Hearing): For those who passed the first screening, a presentation and Q&A session will be held based on the screening items (page 7), and the one with the highest evaluation will be selected as the intended contractor. a. Date and Location: Wednesday, October 21, Reiwa 8 (2026), Yashio Mecena 3rd Floor Conference Rooms 1 & 2. Detailed times will be notified by email along with the first screening results only to those who passed the first screening. b. Notes: ① Each company will be allotted 30 minutes, with 20 minutes for the presentation and 10 minutes for the hearing. Focus on the items you wish to emphasize in the planning proposal. ② The number of participants for the presentation and hearing shall be 4 or fewer, and the person in charge of the work shall give the presentation. ③ The order of presentations will be the order in which the application forms were submitted. ④ Presenters must arrive at the waiting room, "Yashio Mecena 3rd Floor Special Conference Room B," 10 minutes before the scheduled start time. Late arrivals will be considered absent. ⑤ Projection of images such as PowerPoint is permitted if it aligns with the planning proposal and aids in understanding the proposal. The city will provide the projector and screen; other equipment must be provided by the presenter. ⑥ Presentations are non-public. (5) Disqualification Matters: If the proposing business operator or the submitted planning proposal falls under any of the following, the proposal will be disqualified. ① Failure to meet participation qualification requirements. ② Submission of false information in the submitted documents. ③ Submission of documents that do not comply with the conditions specified in the implementation guidelines, such as submission deadline, location, method, and notes on document creation. ④ Engaging in dishonest conduct that affects the selection results. 5 9. Questions and Answers: (1) Questions regarding this proposal will be accepted until 12:00 PM on Tuesday, September 15, Reiwa 8 (2026). (2) Questions should be submitted via email to the Sports Promotion Division. Please call to confirm receipt of the email after sending. (3) The subject line of the email should be "Question Regarding Consignment for Formulation Support of the 2nd Yashio City Sports Promotion Plan (Company Name)". (4) Answers will be provided by email to all applicants, without revealing the name of the questioner, by September 15, Reiwa 8 (2026). (5) The submission email address is sports@city.yashio.lg.jp. 10. Consultation with the Intended Contractor: The detailed content of the consignment work will be determined through consultation between the intended contractor and the city. 11. Other Matters: (1) All expenses related to the preparation and submission of the planning proposal and the presentation shall be borne by the proposing business operator. (2) Submitted planning proposals will not be returned. They will be disposed of after the city's prescribed retention period has passed. Replacement or resubmission of the planning proposal after the submission deadline is not permitted. (3) If the proposing business operator falls under any of the disqualification matters specified in "8. (5)" from the submission of screening documents to the contract conclusion, they will be disqualified at that time. (4) If false information is provided in the submitted planning proposal, it will be deemed invalid, and the proposing business operator may be subject to designation suspension measures. (5) Proposals that are missing all or part of the required information will be deemed invalid. (6) A briefing session for this proposal implementation will not be held. (7) The language used in planning proposal documents, etc., shall be Japanese, and the currency shall be Japanese Yen. (8) The proposing business operator shall bear all responsibility arising from the use of third-party rights protected by Japanese or foreign laws, such as patents, utility models, designs, and trademarks, included in the proposal content. (9) Materials obtained from the client for the preparation of the planning proposal may not be used for any purpose other than the preparation of the planning proposal, etc. (10) Submitted planning proposals, etc., are subject to disclosure requests under the Yashio City Information Disclosure Ordinance (Reiwa 13, Yashio City Ordinance No. 24). Please clearly indicate if non-public information is included. (11) If you wish to withdraw after submitting the application form, please submit a withdrawal notification (free format). Please return all materials distributed by the client. (12) Inquiries and objections regarding the selection results will not be accepted. (13) Matters not stipulated in these guidelines, or any doubts arising from these guidelines, shall be determined through consultation. 12. Inquiries: Postal Code 340-8588, 1-2-1 Chuo, Yashio City, Saitama Prefecture Yashio City Citizen Vitality Promotion Department Sports Promotion Division, Attn: ISODA Phone: 048-996-5126 FAX: 048-999-8105 Email: sports@city.yashio.lg.jp 7. Screening Items | Point Allocation | Total |---|---|---| | Evaluation Items | | 50 points | 130 points | | 1. System Evaluation | 20 points | | | 2. Recognition of this Work | 15 points | | | 3. Recognition of this City's Regional Characteristics | 15 points | | | 4. Technical Skill Evaluation | 20 points | | | 5. Presentation Evaluation | 20 points | | | 6. Amount Evaluation | 10 points | | | 1. Consignment System | | | * Is sufficient staff secured? * Are the roles of each staff member clearly defined with appropriate allocation ratios? 2. Depth of Understanding of this Work | * Is the depth of understanding of the work content, including important matters, challenges, and work policies for carrying out this work, clearly and accurately indicated? * Specifically, are concrete business development proposals presented considering regional characteristics and higher-level plans? 3. Recognition of this City's Regional Characteristics | * Is the city's regional characteristics fully analyzed and understood? * Information gathering ability to grasp the city's regional characteristics and current situation, and technical level to build business development as a business operator based on them and reflect them in the plan. 4. Technical Skill in Executing this Work | * Does it demonstrate specialized knowledge and excellent know-how that allows the formulated plan to be realistically implemented from various angles? * Are unique proposals that should be incorporated for carrying out this work, beyond what is stated in the specifications, presented? * Is there a plan for developing top athletes that considers the city's goals? * Specifically, are concrete and feasible proposals presented that consider the city's intended goals, rather than general proposals? 5. Presentation Evaluation | * Does the presentation convey a strong commitment to this work? * Is the presentation persuasive, clear, and proactively delivered? 6.