Commissioned Services for the Formulation of the 3rd Azumino City Environmental Basic Plan

Commissioned Services for the Formulation of the 3rd Azumino City Environmental Basic Plan 1. Purpose of this Guideline: This guideline, based on the "Guidelines for the Implementation of Proposal-Based Procedures in Azumino City" (hereinafter referred to as "this City"), aims to select an excellent contractor with high operational capabilities by appropriately and fairly evaluating the capabilities, motivation, and qualifications of applicants for the "Commissioned Services for the Formulation of the 3rd Azumino City Environmental Basic Plan" through a public proposal-based procedure, and by soliciting and reviewing proposals from participants. 2. Work Overview: (1) Work Name: Commissioned Services for the Formulation of the 3rd Azumino City Environmental Basic Plan (2) Work Content: As per the attached "Specifications" (3) Performance Period: From the date of contract conclusion to March 21, FY2028 (Tuesday) (4) Maximum Proposal Amount: ¥8,305,000 (including consumption tax and local consumption tax). *Multi-year contract based on debt assumption a. The maximum proposal amount for FY2026 will be ¥4,213,000, and for FY2027, it will be ¥4,092,000. b. Proposals exceeding the above amounts will not be accepted. 3. Schedule: (1) October 27, FY2026: Announcement, acceptance of statement of participation begins (2) November 9, FY2026, Noon: Deadline for submitting questions regarding the implementation guidelines, etc. (3) November 12, FY2026: Response to questions (4) November 17, FY2026: Deadline for submitting statement of participation, etc. (5) November 25, FY2026: Deadline for submitting proposal, etc. (6) November 27, FY2026: Notification of presentation schedule (7) December 17, FY2026: Presentation and review (8) December 18, FY2026: Notification of review results, contract conclusion 4. Eligibility Requirements: Applicants who wish to participate in this proposal must meet all of the following requirements. 2 (1) Persons not falling under the provisions of Article 167-4, Paragraph 1, Items of the Local Autonomy Act Enforcement Regulations (Cabinet Order No. 16 of 1947). (2) Persons who have not been subject to a bid suspension by this City at the time of submitting the statement of participation. (3) Persons for whom a petition for commencement of rehabilitation proceedings under Article 17 of the Corporate Reorganization Act (Act No. 154 of 2002) or a petition for commencement of rehabilitation proceedings under Article 21 of the Civil Rehabilitation Act (Act No. 225 of 1999) has not been filed. However, persons for whom a decision to commence rehabilitation proceedings under the Corporate Reorganization Act or a decision to commence rehabilitation proceedings under the Civil Rehabilitation Act has been made shall be deemed as persons for whom such petition has not been filed. (4) The chief management technician must be a full-time employee who is a registered professional engineer under Article 2, Paragraph 1 of the Professional Engineers Act, with qualifications in the environmental field (specialization: environmental conservation planning or natural environment conservation), and who can be assigned to work as a management technician or assigned technician in the achievements listed in (6) below. (5) The main assigned technician must be a full-time employee who is a registered professional engineer under Article 2, Paragraph 1 of the Professional Engineers Act, with qualifications in the environmental field (specialization: environmental conservation planning or natural environment conservation), and who can be assigned to work as an assigned technician or management technician in the achievements listed in (6) below. (6) Must have experience as the primary contractor in commissioned projects for the formulation or revision (excluding minor plan revisions) of environmental basic plans for local governments within the past 10 years (from FY2016 to FY2026). 5. Acceptance and Response to Questions Regarding Implementation Guidelines, etc.: (1) Acceptance Period: Until noon on Monday, November 9, FY2026 (2) Submission Location: Citizen Life Department, Environment and Zero Carbon Promotion Division, Zero Carbon Promotion Section (3) Submission Method: Email (Address: zerocarbon@city.azumino.nagano.jp) (4) Submitted Documents: Question Form (Form No. 1) (5) Response Method: Accepted questions and answers will be posted on the Azumino City website. (6) Other: Responses to questions will be for detailed explanations or supplements to the implementation guidelines or specifications. 3 6. Submission of Statement of Participation: Deadline: Until 5:00 PM on Tuesday, November 17, FY2026 Submission Location: Citizen Life Department, Environment and Zero Carbon Promotion Division, Zero Carbon Promotion Section Submission Method: In person or by mail. *Reception hours for in-person submission are from 8:30 AM to 5:00 PM (excluding Sundays, Saturdays, and public holidays). *For mail, use registered mail or other methods that provide proof of delivery. Submitted Documents: ① Statement of Participation (Form No. 2), 1 copy ② Documents showing the company profile (company brochures, etc. are also acceptable), 1 copy <> *In addition to the above submitted documents, submit the following documents: ③ Certificate of Registered Matters (Certificate of All Matters of History), 1 copy ④ Certificate of Seal Impression, 1 copy (Copies of ③ and ④ are acceptable, issued within 3 months prior to the submission date of the statement of participation) ⑤ Notification of Seal to be Used, 1 copy (If the seal registered in ④ is to be used for contracts, etc., this is not required.) Other: If you wish to withdraw from participation in this proposal after submitting the statement of participation, please submit a withdrawal notice (any format). 7. Guidelines for Preparing the Statement of Participation: Applicants must submit the following documents. (1) Submitted Documents: a. Statement of Participation (Form No. 2) b. Applicant Profile (Form No. 3) *Attach company profile brochures, etc. c. Work Experience Statement: Statement of experience in similar work (Form No. 4-1), Statement of experience in related work (Form No. 4-2) d. Work Implementation System (Form No. 5) e. Assigned Personnel Record: Chief Management Technician (Form No. 6-1), Main Assigned Technician (Form No. 6-2) f. Copy of the most recent deliverable (bound volume) of commissioned work for the formulation or revision (excluding minor plan revisions) of environmental basic plans for local governments, undertaken as the primary contractor (2) Number of Copies: 1 copy each (3) Notes on Document Preparation: a. "Similar work" in (1)d and f refers to commissioned work for the formulation or revision (excluding minor plan revisions) of environmental basic plans for local governments. b. "Related work" in (1)d and f refers to the following ① and ②, as well as commissioned work for the formulation or revision (excluding minor plan revisions) of environmental-related plans ordered by local governments. Furthermore, other administrative plans closely related to the environmental field, such as master plans for urban planning, green basic plans, landscape plans, and rural development plans, may also be included as "related work". ① Commissioned work for the formulation or revision (excluding minor plan revisions) of local government action plans (regional measures) based on the "Act on Promotion of Global Warming Countermeasures". ② Commissioned work for the formulation or revision (excluding minor plan revisions) of regional biodiversity strategies or similar plans based on the "Biodiversity Basic Act". c. When describing work experience in (1)d and f, attach copies of documents certifying the contract and completion of work. In such cases, if there is any doubt as to whether the submitted work experience falls under similar or related work, the City will confirm with the submitter and make a determination. 8. Guidelines for Preparing the Proposal: (1) Submitted Documents: a. Proposal Cover (Form No. 7) b. Work Implementation Policy and System (Form No. 8-1) c. Work Implementation Flow/Procedure System (Form No. 8-2) d. Work Schedule (Form No. 8-3) e. Proposal (Form is optional) ① Current status survey, analysis/evaluation, and issue identification for plan formulation: Propose specific points for survey, analysis, etc., regarding the current status survey, its analysis/evaluation, and issues to be addressed for the formulation of the 3rd Azumino City Environmental Basic Plan. ② Method of plan formulation: Based on the survey results mentioned above, propose specific methods for revising the framework of the plan's initiatives, confirming and concretizing basic goals, revising specific goals, revising basic measures, and formulating priority measures and concrete measures. ③ Reference Quotation (Form is optional) - Details should be provided in accordance with the attached specifications. - The amount must include consumption tax and local consumption tax. - Proposals exceeding the "2(4) Work Scale" will be disqualified. (2) Notes on Preparing the Proposal: a. The proposal should begin with company profile and similar work experience as basic items, followed by content in accordance with the specifications. b. The proposal must include the following items: 5 - Matters concerning the recognition of Azumino City's current situation (analysis of the current situation regarding the city's strengths and challenges, considering its relationship with surrounding municipalities) - Approach to each work item described in the attached specifications (methods and perspectives to be taken) - How to design the citizen survey (present examples of questions, their objectives, and analysis examples (graphs, cross-tabulations, etc.)) - Work implementation system and schedule for each task. c. The proposal format shall be A4 size as a general rule, but A3 size may be used depending on the proposal content. d. The size of the meeting board (display) to be used by Azumino City for review will be 75 inches. e. Format, orientation, and number of pages are optional. 9. Submission of Proposals and Method: Applicants who have submitted the statement of participation must submit the proposal, etc., as follows. Deadline: Until 5:00 PM on Wednesday, November 25, FY2026 Submission Location: Citizen Life Department, Environment and Zero Carbon Promotion Division, Zero Carbon Promotion Section Submission Method: In person or by mail. *Reception hours for in-person submission are from 8:30 AM to 5:00 PM (excluding Sundays, Saturdays, and public holidays). *For mail, use registered mail or other methods that provide proof of delivery. Submitted Documents: Submit the proposal in the following number of copies: Original: 1 copy, Copies: 8 copies, Electronic media: 1 set. *Save the electronic data of the original (Word, Excel, PowerPoint, or PDF format) on a DVD or similar medium and submit. Notes: - Additional documents, modifications, or resubmissions after the submission of the proposal are not permitted. - Submitted proposals will be returned after the proposal process is completed, except for the successful bidder. - If there is a request for disclosure regarding this project, the proposal may be disclosed in accordance with the Azumino City Information Disclosure Ordinance (Azumino City Ordinance No. 5 of 2006). 10. Selection Method: The "Commissioned Services for the Formulation of the 3rd Azumino City Environmental Basic Plan" Public Proposal Review Committee will be established to review and evaluate the content of the proposals and presentations. 6 (1) Presentation Date and Venue: Thursday, December 17, FY2026 *Details will be notified separately. Presentation Time: 25 minutes per applicant (including preparation time), 5 minutes for Q&A. Notes: - Presentations are not public. - Up to 3 people per applicant may attend the presentation. - The order of presentation will be determined by drawing lots by the responsible department in advance. (2) Evaluation Criteria for Statement of Participation: Evaluation Items (Points) Evaluation Criteria Applicant Profile (Input by Secretariat) (30 points) Company's work experience (8 points) Experience in formulating environmental basic plans [From April FY2016, hereinafter the same] Experience in formulating global warming countermeasures local government action plans (regional measures) Experience in formulating biodiversity regional strategies Experience in formulating other environmental plans Implementation System (6 points) Number of staff Experience in practical work Average years Number of concurrent projects for chief management technician Chief Management Technician (8 points) Experience in formulating environmental basic plans [From April FY2016, hereinafter the same] Experience in formulating global warming countermeasures local government action plans (regional measures) Experience in formulating biodiversity regional strategies Experience in formulating other environmental plans Main Assigned Technician (8 points) Experience in formulating environmental basic plans [From April FY2016, hereinafter the same] Experience in formulating global warming countermeasures local government action plans (regional measures) Experience in formulating biodiversity regional strategies Experience in formulating other environmental plans Proposal (60 points) Understanding of work content (5 points) Is the purpose and objective of the work fully understood? Environmental Policy (10 points) Is the perspective of "penetration of environmental consideration actions in household life, corporate activities, etc." considered? Does the proposal have appeal and possess latent excellent planning capabilities? Plan Formulation Stage (10 points) Is the proposal for citizen/business surveys sufficiently made? Is the perspective of reflecting the voices of citizens and businesses obtained through surveys, etc., considered? Plan Promotion/Management System (15 points) Are the participation and roles of citizens, businesses, and government clearly indicated? Is the effectiveness of measures proposed with easy-to-understand indicators? Is the PDCA cycle of the plan clear and does it propose continuous improvement? Plan Formulation Perspective (10 points) Is consistency with related plans such as the city's comprehensive plan and national/prefectural plans ensured? Are the city's natural conditions and socio-economic environment considered? Clarity of Proposal (5 points) Is the overall structure organized and concisely summarized, and are the proposal contents expressed using concrete examples? Schedule (5 points) Is the schedule feasible? Presentation (10 points) Proposal Ability (5 points) Can the proposal content be explained accurately and concisely? Response Ability (5 points) Are questions answered accurately? (3) Review and Selection: ① Review: The "Commissioned Services for the Formulation of the 3rd Azumino City Environmental Basic Plan" Public Proposal Review Committee will review the proposals and select the applicant with the most excellent proposal based on fair and strict evaluation. ② Selection Method: Proposals will be reviewed as follows. - Each review committee member will assign points for each evaluation item. - The score for each applicant will be calculated by each review committee member, and the ranking of applicants for each review committee member will be determined. 8 - The applicant who receives the most first-place rankings from the review committee members will be selected as the most excellent applicant. If there is a tie for first place, the applicant who receives the most second-place rankings will be selected as the most excellent applicant. Ties will be resolved similarly for third and fourth place. ③ In addition to the most excellent applicant determined by the method in ② above, the applicant with the next highest evaluation result will be considered the runner-up. ④ Even if there is only one applicant, the proposal will be reviewed. However, if the average score from all review committee members is less than 60% of the maximum score, the proposal will be rejected. ⑤ The reference quotation amount will be used to confirm the maximum proposal amount but will not be reflected in the evaluation. (4) Notification of Selection Results: Applicants will be sent a proposal review result notification letter indicating their rank and score. No objections to the review results or disclosure of evaluation content other than rank and score will be accepted. 11. Disclosure of Information: To enhance fairness and transparency and ensure accountability regarding the process of determining the most excellent applicant in this proposal, information regarding the implementation of the proposal will be disclosed as follows. (1) Scope of Information to be Disclosed: ① Name of the most excellent applicant ② Ranking table by review committee member (however, review committee member names will not be disclosed) ③ List of review committee members ④ Proposal of the most excellent applicant (parts for which consent cannot be obtained from the most excellent applicant will not be disclosed) (2) Proposals from applicants other than the most excellent applicant will not be disclosed. (3) Information will be disclosed by posting on the Azumino City website. 12. Procedures for Quotation and Contract for Discretionary Contracts: The Mayor will negotiate with the most excellent applicant determined by the review as the counterparty for obtaining quotations for this contract.