We will conduct a proposal for "Toshima Ward Public Health Center Building Comprehensive Management Services Consignment Contract for Reiwa 9".

Reiwa 9 Toshima Ward Public Health Center Building Comprehensive Management Services Consignment Contract Proposal Guidelines October, Reiwa 8 Toshima Ward - 1 - We are soliciting proposals as follows for the conclusion of a contract for "Toshima Ward Public Health Center Building Comprehensive Management Services Consignment Contract for Reiwa 9". 1. Purpose of Services: This service aims to ensure a favorable environment for visitors to business operations, including infant health check-ups, and for staff working at the Toshima Ward Public Health Center Building, by carrying out security, cleaning, equipment maintenance, and other necessary maintenance and management tasks. 2. Scope of Services: The scope of services for this project is as follows. For other details, please refer to Attachment 1 "Specifications (Draft)" and item 17. 3. Performance Period: April 1, Reiwa 9 to March 31, Reiwa 10 *However, if performance is satisfactory, a discretionary contract may be concluded for a maximum of 3 years (2 renewals). The contract details will be negotiated each time. 4. Estimated Upper Limit Price: The estimated upper limit price is as follows. 37,672,800 yen (tax included) *The above amount is the estimated upper limit price, and the contract will be concluded within the budget. Proposals exceeding this amount will not be considered for review. 5. Eligibility Requirements: When submitting a proposal, applicants must meet the following eligibility requirements. If any of the following requirements are not met by the end of the review, the applicant will lose eligibility. Proposals by joint ventures are not prohibited. However, all companies participating in a joint venture must meet requirements (1) through (5) and (7) below. The representative business must meet requirement (6) below. The number of members is optional. Members of a joint venture cannot apply as members of another joint venture. If there are changes or additions to the members of a joint venture after the submission of the letter of intent to participate, an application must be submitted with documents proving that the newly participating member and the composition of the joint venture after the change meet the necessary qualification conditions for participation in this consignment, and written consent from the ward must be obtained. (1) Must have qualifications for participating in competitive tenders in Toshima Ward through the Tokyo Electronic Government Joint Operation Electronic Procurement Service. (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 subject to bid suspension measures under the "Toshima Ward Bid Suspension and Designation Suspension Measures Ordinance" (Decision of the Head of General Affairs Department dated August 1, Reiwa 20) or bid exclusion measures under the "Toshima Ward Exclusion of Gangs, etc. Measures Ordinance" (Decision of the Head of General Affairs Department dated March 6, Reiwa 21) from the date of submission of the letter of intent to participate to the date of identification of the successful bidder. (4) Must have stable and sound financial capabilities to smoothly carry out these services. (5) Must not have had any bank transaction suspensions in the past 2 years and must not be in a state of business decline. (6) Must have experience in similar services for public facilities, etc., used by an unspecified number of people, with a total floor area exceeding 4,700㎡ (the total floor area of the Toshima Ward Public Health Center Building) within the past 5 years. (7) Must not be a party for whom bankruptcy proceedings have been initiated under the Company Rehabilitation Act (Law No. 154 of 2002) or for whom civil rehabilitation proceedings have been initiated under the Civil Rehabilitation Act (Law No. 225 of 1999). 6. Main Schedule (Schedules are tentative and may change slightly) Content: Date Submission of Letter of Intent to Participate (Recruitment guidelines, etc. posted on the ward's website): October 28 (Wed) to November 11 (Wed), Reiwa 8 Inquiries regarding proposals: Until 17:00 on Friday, November 13, Reiwa 8 Answers to inquiries regarding proposals: Thursday, November 19, Reiwa 8 Submission of Proposals: From 9:00 on Monday, November 16 to 17:00 on Thursday, December 3, Reiwa 8 Notification of First Screening Results: From Monday, December 14, Reiwa 8 Second Screening (Presentation): From 9:00 on Thursday, December 24, Reiwa 8 Notification of Second Screening Results: From Thursday, December 24, Reiwa 8 7. Participation Acceptance (1) Acceptance Period: From Monday, November 2, Reiwa 8 to Wednesday, November 11, Reiwa 8 *Excluding Saturdays, Sundays, and public holidays, from 9:00 to 17:00. (2) Submission Documents (1 copy each): Document: Content/Notes: Format 1. Letter of Intent to Participate: Submit Form 1. If proposing as a joint venture, also submit Form 1-2. 2. Certificate of All Registered Matters (Copy of Corporate Registry): Issued within 3 months: Optional 3. Financial Statements: Profit and Loss Statement (most recent fiscal year), Balance Sheet (most recent fiscal year): Optional 4. Tax Payment Certificate: Corporate Enterprise Tax Payment Certificate (most recent), Corporate Tax Payment Certificate Part 1 (most recent), Consumption Tax and Local Consumption Tax Payment Certificate Part 1 (most recent): Optional 5. Articles of Incorporation and Regulations, etc.: Optional 6. Business Overview: Optional 7. Business Performance Report: For services specified in 5.(6): Form 2 (3) Submission Method: Direct delivery to "19. Submission Location/Contact Information" (No mail submissions). 8. Confirmation of Eligibility: Eligibility will be confirmed for those who submit a letter of intent to participate. The results of selection or non-selection will be notified by document or email on Friday, November 13, Reiwa 8 (tentative). Applicants who are not deemed eligible will be notified of the reasons. 9. Inquiries and Responses: (1) Inquiries regarding this matter should be made via email using the Inquiry Form (Form 3). Inquiries by phone or in person will not be accepted. [Recipient]: Toshima Ward, Health Department, Community Health Division, Management Group [Email Address]: A0016901@city.toshima.lg.jp [Subject]: (Company Name) Inquiry regarding Toshima Ward Public Health Center Building Comprehensive Management Services Consignment Proposal (2) Acceptance Period: From 9:00 on Monday, November 2, Reiwa 8 to 17:00 on Friday, November 13, Reiwa 8. (3) Response Method: Responses will be provided to all proposers via email by Thursday, November 19, Reiwa 8. (4) Other: If there are any doubts regarding the content of the inquiry form, Toshima Ward may contact the inquirer by phone. 10. Submission of Proposals, etc.: (1) Acceptance Period: From Monday, November 16, Reiwa 8 to Thursday, December 3, Reiwa 8. *Excluding Saturdays, Sundays, and public holidays, from 9:00 to 17:00. (2) Submission Method: Direct delivery to "19. Submission Location/Contact Information" (No mail submissions). (3) Submission Documents and Number of Copies: Document: Content/Notes: Format: Number of Copies 1. Proposal (Original): Write the company name on the cover. Use Form 4 as the cover. Create in A4 horizontal format, double-sided printing (stapled on the long edge). Use clear expressions for text and diagrams. Font size should generally be 10.5 points or larger. Main text in optional format. Form 4 (Cover): 1 copy 2. Proposal (Copy): Do not include company name. Same as Proposal (Original) except for company name. Optional Format: 10 copies 3. Estimated Quotation (Original): Refer to "12. Guidelines for Preparing Estimated Quotation." Optional Format: 1 copy 4. Estimated Quotation (Copy): Do not include company name. Same as Estimated Quotation (Original) except for company name. Optional Format: 10 copies *The content listed in the specifications represents the minimum standards currently anticipated for operational management. Proposers are encouraged to include their own unique proposals beyond these. 11. Guidelines for Preparing Proposals: (1) Preparation Method: - Use Form 4 "Proposal Cover" as the cover and prepare according to Attachment 2 "Proposal Items." - Print the cover single-sided, and the rest double-sided. Use A4 vertical/horizontal format, with a minimum font size of 10.5 points for the main text. - Include a table of contents and sequential page numbers at the bottom of each page. - Fasten at two locations on the left side with staples, etc., and add an index for each item. - If a page is oriented horizontally, the top of the page should be on the left. - Do not include the company name or other identifying information in the main text. - Figures and tables should be numbered legibly and clearly indicate which content they relate to. - Incomplete submission documents may result in disqualification. (2) Proposal Content: - Prepare according to the items in Attachment 2 "Proposal Items," paying attention to the following points. - The order of description should be the same as in Attachment 2 "Proposal Items" and should not be changed (excluding specific design images). - If there is a description that does not conform to the item, that part will not be evaluated. Please be aware of this. - Unless otherwise specified, the content of the specifications is a mandatory requirement. Please pay close attention. - All proposed content must be feasible and described as concretely as possible. - If there are any deficiencies in the proposal content, the description that is more favorable to the ward will be considered correct. - The proposal should be written in clear and understandable Japanese, suitable for non-experts. Provide explanations of terms as necessary. 12. Guidelines for Preparing Estimated Quotation: Proposers should prepare the estimated quotation with the following points in mind. - The estimated quotation should be prepared with careful consideration of the requirements listed in the specifications, etc. 13. Confirmation of Proposal Content: If the proposer is asked questions by the ward regarding the content of the proposal, they must respond by the specified deadline each time. Questions and answers will be sent via email. Please note that the response content will be treated as part of the proposal. 14. Screening Method: The selection will be conducted by the Toshima Ward Public Health Center Building Comprehensive Management Services Consignment Proposal Contractor Selection Committee (hereinafter referred to as the "Committee") established by the ward. Proposals will be evaluated and ranked based on the submitted documents, and the most appropriate proposer will be identified as the successful bidder. (1) First Screening (Document Review): A document review will be conducted for all proposers who submit proposals, and approximately the top 3 will be selected. The results of the first screening will be notified by document or email on or after Monday, December 14, Reiwa 8, regardless of pass or fail. (2) Second Screening (Presentation, Comprehensive Review): For those who pass the first screening, a comprehensive review will be conducted based on the proposals and presentations. Details regarding time, venue, etc., will be notified individually. ① Date and Time: From 9:00 to 12:00 on Thursday, December 24, Reiwa 8 (tentative) ② Presentation Time/Content: Approximately 30 minutes for presentation and Q&A (20 minutes presentation, 10 minutes Q&A). This time does not include transition time between groups or preparation time. - Presentations must be made using only the proposal documents and attached materials. - The number of presenters shall be 3 or fewer. One of them must be the person who will be the contact point for business operations after the contract. - Bring your own computer and use the monitor provided by us for displaying materials. ③ Result Notification: Scheduled for on or after Thursday, December 24, Reiwa 8. 15. Screening Criteria: (1) First Screening: Document Review Evaluation of the documents submitted by the proposers. (2) Second Screening: Presentation and Comprehensive Review In addition to the first screening (document review), evaluation will be based on the content of the presentation. First Screening Evaluation Criteria: Evaluation Item: Evaluation Perspective Accuracy: Appropriateness of business content. Has a highly appropriate proposal been made regarding the details of implementation methods and frequency of each task, understanding the functions and characteristics of the Toshima Ward Public Health Center and its facilities? Coordination of Tasks: Has a mechanism been proposed for appropriate and efficient coordination of tasks, assuming that tasks in different fields such as security, cleaning, and equipment maintenance need to be performed? Work Implementation Schedule: Is a concrete schedule for the entire work described, and is the content in compliance with relevant laws and regulations? Reliability: Organizational Structure. Does the organization have the necessary personnel to continuously, accurately, and promptly carry out the work? Accident Response System: Is there a crisis management system in place for accidents? Qualifications: Does the applicant possess public certifications, etc., that demonstrate their ability to smoothly and reliably carry out the work? Employment Policy/Training System: Is the employment policy and training system for personnel appropriate? Track Record: Business Performance. To what extent has the applicant undertaken similar or analogous services? Price: Appropriateness of Price. Assuming the price is within the estimated upper limit, is it balanced with the proposed content? Second Screening Evaluation Criteria: Evaluation Item: Evaluation Perspective Logic: Clarity of key points and consistency of materials. Is the explanation consistent with the proposal? Realism: Is the explanation consistent with the proposal content? Responsiveness: Are responses to questions prompt and accurate? Communication Skills: Is the attitude sincere, the explanation easy to understand, and approachable? Commitment to Work: Is a strong commitment to the work evident? Screening Points: First Screening: 420 points Second Screening: 180 points Total: 600 points - 7 - 16. Identification of Successful Bidder: (1) The Committee will comprehensively review the content of the proposals, and the proposer who meets a certain standard and is determined to be the highest will be identified as the successful bidder. (2) If there are multiple parties tied for first place, the Committee will determine the successful bidder through discussion. (3) Depending on the screening results, no proposer may be identified as a successful bidder. (4) If there is only one applicant, they will be identified as the successful bidder if their screening score is 60% or more of the total score. If the score is less than 60%, or if there are no applicants, a new call for proposals will be issued. (5) The selection results will be notified individually to each applicant regarding their own results, by document or email. (6) Inquiries regarding the evaluation content and selection results will not be answered. 17. Contract Conclusion, etc.: (1) The contract for this service will be concluded with the identified successful bidder. (2) If the successful bidder withdraws or if it is not possible to conclude the contract with the successful bidder for special reasons, contract negotiations will be conducted in order of ranking determined during the selection of the successful bidder. Withdrawal from the contract will not result in disadvantageous treatment in subsequent selections or competitive tenders. (3) The service consignment specifications will be created through consultation with the successful bidder based on these guidelines and the submitted proposals, etc. 18. Other Notes: (1) The wording of the proposals should be as simple and easy to understand as possible. (2) Failure to receive submission documents by the deadline will result in loss of eligibility. (3) False statements or fraud in submitted documents will result in disqualification. (4) Costs incurred in preparing and submitting documents are the responsibility of the submitter. (5) Submitted documents will not be returned. (6) The ward will not use submitted documents for purposes other than selecting the successful bidder without the permission of the proposer. (7) Copyright of submitted documents belongs to the proposer, but they are subject to disclosure under the Toshima Ward Administrative Information Disclosure Ordinance. (8) The ward may make copies of submitted documents to the extent necessary for the selection process. (9) Replacement or resubmission of documents after the submission deadline is not permitted.