Implementation of Public Recruitment Type Proposal for FY2024 Business Consignment for Measures Against Unexamined Individuals for Specific Health Checkups

Implementation of Public Recruitment Type Proposal for FY2024 Business Consignment for Measures Against Unexamined Individuals for Specific Health Checkups
1 FY2024 Specific Health Checkup Unexamined Individual Measures Business Consignment Specifications 1. Title FY2024 Specific Health Checkup Unexamined Individual Measures Business Consignment 2. Objective The specific health checkup participation rate in this city for FY2022 was 42.0%, which has not reached the target participation rate of 46.0% set in the Kuki City National Health Insurance 2nd Term Data Health Plan. The target participation rate for FY2024 is 52.0%. Therefore, we aim to improve the participation rate by implementing effective initiatives using data analysis that has not been previously employed, such as the utilization of artificial intelligence.
3. Consignment Period From the contract conclusion date to March 31, 2025. However, delivery of notices, etc., must be completed by October 26, 2024 (Monday).
4. Delivery Location Kuki City Hall, National Health Insurance Division (85-3 Shimobayashi, Kuki City) 5. Business Content (1) Work performed by the contracting authority ① Provision of related data A. The contracting authority will provide health checkup result data, etc. (Attachment 1 "Data Provided to the Contractor") to the contractor for use in the consigned work. B. For data provision, data transfer will generally be conducted using a trackable delivery service designated by the contractor (e.g., Letter Pack Plus, registered mail, recorded mail, Yu-Pack) or a secure file sharing service (LGWAN). C. If both A and B are not feasible, the provision method will be determined individually through consultation.
(2) Work performed by the contractor ① Data Analysis and Target Individual Extraction Conduct data analysis to achieve more efficient and effective invitation to checkups and extract individuals to be invited for checkups. A. Extraction of individuals to be invited for checkups Calculate the probability of checkup participation for each target individual and extract individuals to be invited for checkups (hereinafter referred to as "Target Individuals"). The top 1,000 individuals will be prioritized, and the final decision on Target Individuals will be made with the agreement of the contracting authority. B. Segment classification of Target Individuals Segment the Target Individuals by their health consciousness characteristics.
2 ② Invitation-based checkup invitation services A. Content of notices Create individual and specific advice sheets tailored to the characteristics of the group to which the Target Individuals belong. B. Proofreading of notices The contractor shall have the content of the notices proofread by the contracting authority in advance. The contractor shall make revisions requested by the contracting authority, up to a maximum of 4 times. C. Printing of notices Print notices with the postal code, address, addressee (kana), and serial number of the Target Individuals provided by the contracting authority, sealed in a size 2 envelope. D. Sample delivery Deliver 5 copies of samples for each group at the time of notice delivery. E. Delivery of notices (3) Work performed by the contracting authority and the contractor A meeting will be held to determine the details of the consigned work at the start of the consigned work. The location, date, and method of the meeting will be decided through consultation.
6. Analysis and Reporting of Checkup Invitation Implementation Results The contractor shall conduct an effectiveness verification of the changes in the participation rate due to the implementation of the checkup invitation project based on the latest checkup result data during the consignment period and report the results to the contracting authority. Furthermore, based on the effectiveness verification, propose effective measures for checkup invitation services to be implemented in FY2025 and beyond.
7. Handling of Personal Information ① The contractor shall not copy or reproduce personal information recorded in documents, etc., handed over by the contracting authority for the performance of this contract beyond the scope necessary to achieve the purpose of use and the business under this contract. This provision shall take precedence over other provisions.
② The contractor shall store personal information received from the contracting authority in a locked storage or manage the business servers storing the data with strict security.
③ The contractor shall promptly return or destroy documents or media containing personal information handed over by the contracting authority for the performance of this contract after the expiration of the validity period of this contract.
8. Subcontracting If subcontracting is to be performed, prior consent must be obtained from the contracting authority, and the subcontractor (including subcontractors of the second tier and below) must manage the confidentiality and protection of personal information in the same manner as the contractor, and the contractor shall bear all responsibility.
3. Handling of Deliverables Intellectual property rights related to the deliverables generated by the consigned work shall belong to the contractor. However, the contracting authority may use the deliverables free of charge during the contract period, upon consultation with the contractor and according to the conditions set by the contractor. Furthermore, the contracting authority shall obtain the contractor's consent in advance when modifying or publishing the deliverables, regardless of whether the deliverables constitute copyrighted works.
10. Other Special Provisions ① The contractor shall have experience in checkup invitation services in 5 or more municipalities with proven results in improving participation rates. ② The contractor shall present an organizational chart including personnel capable of effective analysis to the contracting authority. ③ The contractor shall respond to urgent contact and consultation requested by the contracting authority as promptly as practically possible. ④ Matters not specified in these special specifications shall be determined through consultation between the contracting authority and the contractor. Special Specifications Regarding Handling of Personal Information (Supervision of Work Responsible Persons, etc.) Article 1 The contractor shall inform the person responsible for personal information handling work (hereinafter referred to as "Work Supervisor") and the personnel engaged in personal information handling work (hereinafter referred to as "Work Personnel") engaged in this work of the contents of Articles 66, 67, 176, and 180 of the Act on the Protection of Personal Information (Act No. 57 of 2003), and shall obtain a pledge (Form No. 1) from the Work Supervisor and Work Personnel.
2 Upon obtaining the pledge from the Work Supervisor and Work Personnel pursuant to the preceding paragraph, the contractor shall submit a copy thereof to the contracting authority.
3 The contractor shall establish and maintain an internal responsibility system for the proper management of personal information handled, and shall exercise necessary and appropriate supervision over the Work Supervisor and Work Personnel, including dissemination of information on personal information management as stipulated in Article 9 and supervision of compliance.
(Establishment of Responsibility System) Article 2 The contractor shall establish and maintain an internal responsibility system for the secure management of personal information.
(Notification of Work Supervisor, etc.) Article 3 The contractor shall designate a Work Supervisor and Work Personnel for personal information handling and report them to the contracting authority in writing. 2 The contractor shall establish procedures for changing the Work Supervisor and Work Personnel for personal information handling. 3 If the Work Supervisor is to be changed, the contractor shall apply to the contracting authority in writing in advance and obtain approval. 4 If the Work Personnel are to be changed, the contractor shall report to the contracting authority in writing in advance. 5 The Work Supervisor shall supervise the Work Personnel to ensure proper implementation of the matters specified in these special specifications. 6 The Work Personnel shall comply with the instructions of the Work Supervisor and the matters specified in these special specifications.
(Specification of Work Location) Article 4 The contractor shall designate the location where personal information is handled (hereinafter referred to as "Work Location") and report it to the contracting authority in writing before commencing the work. 2 If the Work Location is to be changed, the contractor shall apply to the contracting authority in writing in advance and obtain approval. 3 If the Work Location is to be set up within the contracting authority's office, the contractor shall ensure that the Work Supervisor and Work Personnel always carry identification issued by the contractor, clearly indicating the company name.
(Implementation of Training) Article 5 The contractor shall provide education and training to all Work Personnel to raise awareness of personal information protection and information security, matters to be observed by Work Personnel in these special specifications, and other matters necessary for the proper performance of this consigned work. 2 The contractor shall formulate an implementation plan and establish an implementation system for the education and training conducted in the preceding paragraph.
(Confidentiality Obligation) Article 6 The contractor shall not disclose personal information directly or indirectly obtained through the performance of this consigned work to any third party. This shall also apply after the contract period expires or is terminated.
(Subcontracting) Article 7 The contractor shall not subcontract this consigned work to a third party (hereinafter referred to as "subcontracting"). 2 If it is unavoidable to subcontract part of this consigned work, the contractor shall clearly state the name of the subcontractor (including subsidiaries of the contractor (meaning subsidiaries as defined in Article 2, Paragraph 1, Item 3 of the Companies Act. The same applies to the following paragraphs.)), the reason for subcontracting, the content of the processing to be subcontracted, the information to be handled by the subcontractor, the measures to ensure safety and reliability at the subcontractor, and the methods of management and supervision of the subcontractor, and shall apply to the contracting authority in writing for subcontracting and obtain approval before commencing the work. 3 In the case of the preceding paragraph, the contractor shall ensure that the subcontractor complies with all obligations under this contract and shall be responsible to the contracting authority for all actions of the subcontractor and their results. 4 The contractor shall specifically stipulate the procedures and methods for management and supervision of the subcontractor in the contract with the subcontractor. 5 If the contractor subcontracts this consigned work, the contractor shall manage and supervise the performance status and report the status of management and supervision to the contracting authority as requested.
(Measures such as the use of dispatched workers, etc.) Article 8 If the contractor allows dispatched workers, contract employees, or other non-regular employees to perform this consigned work, the contractor shall ensure that such non-regular employees comply with all obligations under this contract. 2 The contractor shall be responsible to the contracting authority for all actions and results of non-regular employees.
(Management of Personal Information) Article 9 While holding personal information used in this consigned work, the contractor shall manage personal information in accordance with the provisions of the following items. (1) Strictly store personal information in a locked storage cabinet or a locked storage room with access control. (2) Do not remove personal information from the designated location, except when taking it to a location specified by the contracting authority. (3) When taking personal information out as electronic data, encrypt the electronic data or take equivalent protective measures. (4) Do not copy or duplicate personal information, except when carrying out work in a designated location with the prior approval of the contracting authority and within the minimum scope necessary for the work. (5) When transferring personal information, clarify the system for transfer. (6) When storing personal information as electronic data, periodically inspect the storage status of the media where the data is recorded and its backup, and the accuracy of the recorded data. (7) Maintain a ledger for managing personal information and record the user, storage location, and other details of personal information handling in the ledger. (8) Be responsible for preventing loss, leakage, alteration, damage, or other accidents of personal information (hereinafter referred to as "personal information leakage accidents") and for maintaining authenticity, readability, and retrievability. (9) Do not bring personal computers, personal external storage media, or other personal belongings into the work location to handle personal information. (10) Do not install applications unrelated to the work that could lead to leakage of personal information on computers used for personal information processing.
(Prohibition of Use of Provided Personal Information for Purposes Other Than Stated and Provision to Third Parties) Article 10 The contractor shall not use personal information used in this consigned work for purposes other than this consigned work. Furthermore, it shall not be provided to third parties without the permission of the contracting authority.
(Handover) Article 11 Regarding the handover of personal information between the contracting authority and the contractor, it shall be conducted by the means, date, and location specified by the contracting authority, and a receipt for the personal information shall be submitted to the contracting authority.
(Return or Disposal of Personal Information) Article 12 Upon completion of this consigned work, the contractor shall return or dispose of the personal information used in this consigned work in the manner specified by the contracting authority. 2 If the contractor is to erase or dispose of personal information used in this consigned work, the contractor shall apply to the contracting authority in writing in advance, specifying the items, media name, quantity, method of erasure or disposal, and planned processing date, and obtain approval. 3 If the contracting authority requests to be present during the erasure or disposal of personal information, the contractor shall comply. 4 When disposing of personal information used in this consigned work, the contractor shall physically destroy the electronic recording media on which the information is recorded or take other necessary measures to make the personal information unreadable. 5 After erasing or disposing of personal information, the contractor shall record the date and time of erasure or disposal, the name of the person in charge, and the content of the erasure or disposal, and report it to the contracting authority in writing.
(Periodic and Emergency Reporting) Article 13 If the contracting authority requests a report on the status of personal information handling, the contractor shall report immediately. 2 The contractor shall establish procedures for periodic and emergency reporting on the status of personal information handling.
(Auditing and Inspection) Article 14 The contracting authority may conduct audits or inspections of the contractor and subcontractors to verify whether necessary measures are being taken in accordance with the provisions of this contract regarding the handling of personal information in this consigned work. 2 For the purpose of achieving the objective in the preceding paragraph, the contracting authority may request necessary information from the contractor or give necessary instructions regarding the processing of this consigned work.
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