Proposal Recruitment for Contract for Ureshino City Ureshino Tea Exchange Hall Annual Event in FY Reiwa 7

Proposal Recruitment for Contract for Ureshino City Ureshino Tea Exchange Hall Annual Event in FY Reiwa 7 1. FY Reiwa 7 Ureshino City Ureshino Tea Exchange Hall Annual Event Contract Specifications 1. Purpose: This project aims to enhance the appeal of the Ureshino Tea Exchange Hall by holding events throughout the year and conducting public relations activities to increase its recognition not only within Ureshino City but also in neighboring prefectures, thereby driving customer traffic to the Ureshino Tea Exchange Hall. 2. Business Name: FY Reiwa 7 Ureshino City Ureshino Tea Exchange Hall Annual Event Contract 3. Performance Period: From the date of contract conclusion to March 31, Reiwa 8. 4. Implementation Location: 2707-1 Iwayagawauchi-otsu, Ureshino-cho, Ureshino City, Saga Prefecture (Ureshino City Ureshino Tea Exchange Hall (Chao Sil)). 5. Business Content: (1) The business content of this contract shall be as follows. ① Implement events to attract customers to Chao Sil, targeting local residents and tourists. Events can include small events within the Chao Sil hall and large events utilizing the parking lot space. Seasonal regular events and events in collaboration with local industries such as inns can also be held. ② Business related to event publicity and public relations for Chao Sil. The contractor shall fully understand the purpose of the business and perform all duties related to the implementation of this contract, proceeding with the project in collaboration with the city based on the proposal submitted. 6. Other Precautions: (1) All expenses related to the project shall be included in the initial contract amount. (2) The number of events and their content shall be discussed and agreed upon with the city in advance. (3) During the implementation of the contracted business, a responsible person shall be clearly designated, and a system shall be in place to promptly respond to inquiries from the city regarding the work. (4) Subcontracting all or part of this contract is not permitted. However, this does not apply if prior written consent is obtained from the city. (5) Matters not stipulated in these specifications or doubts arising during the execution of the work shall be decided through consultation between the city and the contractor. (6) Information about the city obtained during this project shall not be used for purposes other than the intended purpose, nor shall it be disclosed or leaked to third parties. (7) Handling of personal information shall comply with the Act on the Protection of Personal Information, the Ureshino City Ordinance on the Protection of Personal Information, and the Ureshino City Information Security Policy. 27. Upper Limit for This Contract: ¥4,151,000 (including consumption tax and local consumption tax). 8. Completion Report for This Contract: Submit a business completion report detailing the scope of the contracted work immediately after completion. 9. Payment of Contract Amount for This Contract: Lump sum payment after completion. 1 "FY Reiwa 7 Ureshino City Ureshino Tea Exchange Hall Annual Event Contract" Proposal Implementation Guidelines These guidelines define the necessary matters for the purpose of screening whether participating businesses have the technical capabilities to sufficiently understand and accurately perform the specifications for selecting a contractor for the FY Reiwa 7 Ureshino City Ureshino Tea Exchange Hall Annual Event (hereinafter referred to as "this business"). 1. Business Overview: (1) Purpose of Business: This business aims to enhance the appeal of the Ureshino Tea Exchange Hall by holding events throughout the year and conducting public relations activities to increase its recognition not only within Ureshino City but also in neighboring prefectures, thereby driving customer traffic to the Ureshino Tea Exchange Hall. Events will include regular small events within the hall, tea-related exhibitions, events in collaboration with local industries such as inns, and outdoor markets utilizing the parking lot, creating vibrancy and making the events attractive and easily accessible. (2) Business Details: As per the attached specifications. (3) Performance Period: From the date of contract to March 31, Reiwa 8. (4) Estimated Contract Upper Limit (including consumption tax and local consumption tax): ¥4,151,000. 2. Eligibility Requirements: Businesses eligible to participate in this proposal shall meet all of the following requirements and possess the ability to accurately perform this contract. The relevant police department may be consulted to confirm eligibility. (1) Must possess sufficient knowledge, technology, and system to carry out this project. (2) Must have experience in undertaking similar work in the past. However, the following are not eligible to be participating businesses: ① Those falling under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of 1947). ② Those who have filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Act No. 154 of 2002). ③ Those who have filed for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Act No. 225 of 1999). ④ Those who have issued dishonored checks to financial institutions within six months prior to the submission deadline for participation statements. ⑤ Those currently subject to a suspension of business by a government or public office at the time of submitting the participation statement. 2⑥ Organizations that are violent groups as defined in Article 2, Item 2 of the Act on Prevention of Unjustifiable Acts by Violent Group Members (Act No. 77 of 1991), or that have officers and employees who are violent group members as defined in Article 2, Item 6 of the same Act, and those who engage in activities beneficial to them. ⑦ Those falling under Article 2, Item 4 of the Ureshino City Ordinance on the Exclusion of Violent Groups (Ureshino City Ordinance No. 2 of 2012). ⑧ Those who are in arrears with national, prefectural, or municipal taxes. 3. Recruitment Method and Schedule: Information regarding the proposal will be posted on the city's website. 4. Participation Procedures, etc.: (1) Submission of Participation Statement: ① Submission Deadline: July 3, Reiwa 7 (Thu), 5:00 PM (must arrive by this time). ② Submission Method: Email (chagyou@city.ureshino.lg.jp), mail, or in person. ③ Submission Documents: Participation Statement (Form 1), Company Profile and Past Major Contract Achievements (Form 2). ④ Other: If you wish to withdraw from participating in the proposal after submitting the participation statement, please submit a Withdrawal Notice (Form 3). (2) Question Acceptance: ① Acceptance Period: From the public announcement to July 3, Reiwa 7 (Thu), 5:00 PM (must arrive by this time). ② Submission Method: Via email (chagyou@city.ureshino.lg.jp), fax, mail, or in person using the Question Form (Form 4). ③ Answers to Questions: Answers to questions, excluding those that may harm competitive status or other legitimate interests, will be posted on the Ureshino City website by July 7, Reiwa 7 (Mon). (Individual answers will not be provided.) Content | Schedule/Deadline Public Announcement | June 20, Reiwa 7 (Fri) Question Submission Deadline | July 3, Reiwa 7 (Thu), 5:00 PM (must arrive by this time) Participation Statement Submission Deadline | July 3, Reiwa 7 (Thu), 5:00 PM (must arrive by this time) Notification of Participation Eligibility Review Results | July 7, Reiwa 7 (Mon) (Mailed) Response to Questions | By July 7, Reiwa 7 (Mon) Proposal Submission Deadline | July 10, Reiwa 7 (Thu), 5:00 PM (must arrive by this time) Review (Presentation) | July 16, Reiwa 7 (Wed) Notification and Publication of Review Results (Scheduled) | July 18, Reiwa 7 (Fri) 3(3) Notification of Participation Eligibility Review Results: The results of the participation eligibility review will be sent by mail. (4) Submission of Proposal Documents: ① Submission Deadline: July 10, Reiwa 7 (Thu), 5:00 PM (must arrive by this time). ② Submission Method: Mail or in person. ③ Submission Items: Proposal on business content (any format) (7 copies), Quotation (any format) (7 copies). ④ Other: Refer to the attached "Proposal Preparation Guidelines" for the content of the proposal. 5 Evaluation Criteria and Review Method: The review of this proposal will be conducted by the "FY Reiwa 7 Ureshino City Ureshino Tea Exchange Hall Annual Event Contract Proposal Selection Committee" (hereinafter referred to as the "Selection Committee") based on the evaluation criteria set forth below. The candidate with the highest total score will be selected as the successful candidate, and the next highest as the runner-up candidate. No appeals can be made regarding this review. (1) Evaluation Criteria: The review will be conducted comprehensively, fairly, and objectively from the following perspectives. Scoring Criteria | Evaluation Item | Points Basic Requirements | Is the proposal based on an understanding of the business objectives and implementation policy? | 10 Does the applicant have experience in similar work and sufficient ability to execute the business? | 5 Is there sufficient personnel allocation and a system that can respond promptly as needed for reliable business execution? | 5 Proposal Planning and Implementation | Does the plan for holding events throughout the year and conducting public relations activities enhance the recognition of Chao Sil? | 15 Are the events designed to include small events within the hall, large events utilizing outdoor spaces, tea exhibitions, seasonal regular events, and events in collaboration with local industries? | 15 Are the events attractive, creating vibrancy and making them easily accessible and inviting? | 15 Is the publicity for events effective in attracting a wide audience through various media such as the web and social media? | 15 Is the business plan reasonable and is an appropriate period set? | 10 Quotation Amount | Is the cost for this business appropriate? | 10 (2) Selection Method: To clarify the content of the proposals, the Selection Committee established by the city will conduct presentations and hearings based on the submitted documents to select the optimal proposer. [Execution of Review (Presentation)] ① Date: July 16, Reiwa 7 (Wed), 2:00 PM - 5:00 PM (scheduled). ② Number of Presenter Attendees: Up to 3 people. ③ Presentation Time: Approximately 30 minutes (20 minutes explanation, 10 minutes Q&A). However, the presentation time may be adjusted depending on the number of proposers. ④ Presentation Content: The presentation content shall be based on the submitted proposal. The presentation will be non-public. ⑤ Equipment for Presentation: The city will provide computers and monitors. However, proposers may bring their own computers. (3) Other: Participants falling under any of the following will be disqualified. ① Those who no longer meet the "2. Eligibility Requirements". ② Submission of false or incomplete documents. ③ Cases where it is recognized that contract performance is difficult. ④ Acts that harm the fairness of the review, such as individual contact between the proposer and review committee members. ⑤ Quotation amount exceeds the contract upper limit. ⑥ Other cases where it is deemed unsuitable for the execution of this business during the review. 56 Notification and Publication of Review Results: After selecting the optimal proposer, all participants will be notified of the selection or non-selection results. The optimal proposer will be published on the city's website. No questions or appeals regarding the review results or review content will be accepted. 7 Contract Procedures, etc.: The selected optimal proposer will negotiate with the city regarding the scope of work, expenses, etc. If an agreement is reached, a contract will be concluded. 8 Other: (1) Cost Burden: All procedures based on these guidelines shall be carried out at the applicant's own responsibility and cost. (2) Proposals: ① If false information is included in the proposal, the submitted proposal will be invalidated, and the applicant may be disqualified from future bidding. ② Submitted proposals will not be returned. ③ Submitted proposals shall not be used for purposes other than the selection of the successful candidate without the permission of the proposer. However, they may be used in the following cases: a. When disclosed based on the Ureshino City Information Disclosure Ordinance. 9 Contact Information: Ureshino City Hall, Industrial Promotion Department, Tea Industry Promotion Division (Contact: Nakano) 3138 Shimo-juku-ko, Ureshino-cho, Ureshino City, Saga Prefecture 843-0301 TEL: 0954-42-3308 FAX: 0954-27-7084 Email: Chagyou@city.ureshino.lg.jp