[Public Proposal Method] Akashi City Talent Management System Implementation, Maintenance, and Operation Support Services (Announced September 30)

[Public Proposal Method] Akashi City Talent Management System Implementation, Maintenance, and Operation Support Services (Announced September 30) Akashi HR No. 3003 September 30, 2026 (Reiwa 8) Mayor of Akashi, Satoko Marutani (Official Seal Omitted, General Affairs Bureau, Personnel Division, Future Human Resource Development Section) Announcement of Implementation of Public Proposal Method Service Contract We will implement a public proposal method service contract (hereinafter referred to as "Proposal Method") for the services of the General Affairs Bureau, Personnel Division, Future Human Resource Development Section of Akashi City. Those who wish to participate should submit the participation application forms, etc., according to the following guidelines. Details 1. Target Services: (1) Service Name: Akashi City Talent Management System Implementation, Maintenance, and Operation Support Services (2) Service Location: General Affairs Bureau, Personnel Division, Future Human Resource Development Section office (3rd Floor, North Building), etc. (3) Service Overview: Talent Management System Implementation, Maintenance, and Operation Support Services - 1 set (4) Performance Period: From the day after the contract conclusion date to March 31, Reiwa 14 (5) Estimated Limit Amount: 59,090,909 yen (excluding tax) 2. Proposal Method Participation Requirements (Participants must meet all of the following requirements): This Proposal Method is open to single companies that meet all of the following requirements. (1) Registered in the Akashi City Bidding Participant Qualification List (Goods/Services) under the Services category. However, those not registered who submit and have accepted the Akashi City Competitive Bidding Participant Qualification Review Application to the Finance Department, Contract Section of Akashi City Hall by October 30, Reiwa 8 (Friday) will be considered to meet this requirement. (2) Must have completed, as the prime contractor, service contracts for the implementation, operation, and maintenance of talent management systems commissioned by national or local governments, or equivalent organizations (public corporations, etc.) in Japan between April 1, 2016, and August 31, 2026. Note that the implementation and operation/maintenance services do not need to be under the same contract. (3) Must have obtained one of the following certifications or registrations for the proper handling of personal information: * Certified to use the Privacy Mark by the Japan Institute for Promotion of Digital Economy and Community. * Registered as an ISMS certified business by the Information Management System Certification Center. * Registered under ISMAP or ISMAP-LIU, which is a security evaluation system for government information systems. (4) Must be able to assign an appropriate business manager (qualifications and exclusivity are not required). (5) Not falling under the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16). (6) Not falling under the provisions of Article 3 of the Akashi City Contract Regulations (Heisei 5, Ordinance No. 10). (7) Not having filed for commencement of rehabilitation proceedings under the Corporate Reorganization Act (Reiwa 14, Act No. 154) or for commencement of reconstruction proceedings under the Civil Reconstruction Act (Heisei 11, Act No. 225). However, this does not apply to those who have received a decision to approve a rehabilitation plan or reconstruction plan prior to the application deadline. (8) Not within the Akashi City designation suspension period. If designated for suspension after the announcement date and before the end of the application acceptance period, participation qualifications will be lost. (9) Must have paid all Akashi City taxes due by the deadline for application submission, as of the announcement date. (10) Must have paid all national taxes (corporate tax (or income tax for individuals), consumption tax, and local consumption tax) due by the deadline for application submission, as of the announcement date. (11) Must be able to participate in the Proposal Method after thoroughly understanding the specifications and the scope of work. 3. Download of Specifications, etc.: (1) Period: Available for download from Wednesday, September 30, Reiwa 8. (2) Method: Download the specification files, etc. from the Akashi City website during the above period. 4. Provision of Report Samples: Report samples as specified in the report requirements are not included in the specifications downloadable from the Akashi City website. If you wish to receive them, please inquire by email to the following address during the period below. Inquiries by phone or visit are not accepted. Inquiry Acceptance Period: Wednesday, September 30, Reiwa 8 to Wednesday, October 7, Reiwa 8, 1:00 PM. Send to Email Address: jinzai-kaihatsu@city.akashi.lg.jp 5. Inquiries and Answers Regarding Specifications, etc.: (1) Those who wish to ask questions regarding the specifications must submit the "Inquiry Form Regarding Specifications, etc." (prescribed format) by email to the following address during the period below. Inquiries by phone or visit are not accepted. Inquiry Acceptance Period: Wednesday, September 30, Reiwa 8 to Wednesday, October 7, Reiwa 8, 1:00 PM. Send to Email Address: jinzai-kaihatsu@city.akashi.lg.jp (2) Date and Time and Method of Answering Questions: Answers will be published on the Akashi City website from 10:00 AM on Wednesday, October 14, Reiwa 8. (3) Other Notes: * After sending the email, please confirm receipt by calling the city contact person at 078-918-5818. * The city contact person may inquire about the intent of the question. * Further questions regarding the answers are not permitted. * Any doubts regarding the content of the distributed materials for this proposal must be submitted via the inquiry form within the acceptance period. 6. Proposal Method Application: (1) Documents to be Submitted: Applicants must submit the following documents. Please submit the forms provided by the city without altering their format. (a) Public Proposal Method Service Contract Participation Application Form (1 copy / Form 4) (b) Copy of certificate of permission to use the Privacy Mark, ISMS certification, ISMAP-LIU registration notification, or ISMAP registration notification, whichever is held (1 copy). (c) Certificate of No National Tax Delinquency (not a certificate of tax amount). * Must be the original document dated on or after the announcement date. * For individuals: Form 3-2 (No outstanding taxes for declared income tax, consumption tax, and local consumption tax). * For corporations: Form 3-3 (No outstanding taxes for corporate tax, consumption tax, and local consumption tax). (d) Reference Quotation (1 original, 8 copies / Form 5) (e) Reference Service Cost Breakdown (Cover) (1 original, 8 copies / Form 6) (f) Reference Service Cost Breakdown (Main Body) (9 copies / Free format / Data submission required) (g) Proposal (9 sets / Refer to "Proposal Preparation Guidelines" / Data submission required) (h) Public Interest (Policy Reflection) Evaluation Submission Form (9 copies / Forms 12-17 / Refer to "Regarding Public Interest (Policy Reflection) Evaluation" / Data submission required) (2) Submission Method: Submission by hand-delivery is not permitted. Please mail using registered mail (including simplified registered mail) or other methods that can prove receipt by Akashi City. (a) Use a size 2 envelope or similar that can fit an A4 size document without folding, with the address label (Form 3) attached. Please try to consolidate all documents into one envelope for submission. (b) Answers to inquiries regarding specifications, etc., will be posted on the Akashi City website at 10:00 AM on Wednesday, October 14, Reiwa 8. Please confirm these before mailing. (c) For documents (f), (g), and (h) in 6(1), save the data on a CD-R or DVD-R and send it enclosed with other documents. (3) Submission Deadline: Friday, October 30, Reiwa 8, 5:00 PM (must arrive by this date). (4) Submission Destination: General Affairs Bureau, Personnel Division, Future Human Resource Development Section, Akashi City Hall, 1-5-1 Nakasaki, Akashi City, Hyogo Prefecture, 673-8686 Attn: Public Proposal Method Contract Representative (5) Notes: On the day of mailing, attach a copy of the registered mail receipt to the "Public Proposal Method Service Contract Participation Confirmation Form (Form 2)" and send it by FAX (078-918-5819) to the General Affairs Bureau, Personnel Division, Future Human Resource Development Section, Akashi City Hall. 7. Screening Method: (1) Screening Method: To ensure fair screening of proposals, a selection committee will be established to conduct document screening and presentation screening. Evaluation will be based on scoring. The most excellent applicant will be selected as the prospective contractor based on a comprehensive judgment of the results of the document screening and presentation screening. If the selected applicant withdraws or is found to be ineligible, the next highest-ranked applicant will be selected as the prospective contractor. Refer to the "Akashi City Talent Management System Selection Guidelines" for details. Presentation Screening Overview: ① Date: Friday, November 6, Reiwa 8 ② Location: Akashi City Hall, Assembly Building Conference Room (1-5-1 Nakasaki, Akashi City) ③ Presentation Time: 40 minutes per applicant (20 minutes explanation, 20 minutes Q&A) ④ Attendees: Individuals listed in the "Implementation System Record" (Form 8) within the proposal. The number of attendees shall be 5 or less. (2) Announcement of Screening Results: The final screening results will be announced on the Akashi City website promptly after the screening is completed. No appeals regarding the screening results will be accepted. 8. Contract Deposit: A deposit of 10% or more of the contract amount must be made at the time of the contract for the Implementation, Maintenance, and Operation Support Services. However, exemption may be granted in cases falling under Article 25 of the Akashi City Contract Regulations. 9. Consumption Tax Handling: Write the estimated amount as 100/110 of the desired contract amount (excluding tax). The contract will be concluded at the winning bid amount plus 10%. Fractions of less than 1 yen will be rounded down in the final amount. 10. Payment Terms: Advance Payment: No Partial Payment: Yes The payment limit for each fiscal year will be as follows (amounts below include consumption tax and local consumption tax). If there are any remaining fractions, they will be adjusted in the final payment of the last fiscal year. Payments for Reiwa 9 will be made annually in arrears, and payments from Reiwa 10 onwards will be made annually. FY Reiwa 8: No payment FY Reiwa 9-13: Upper limit 65,000 thousand yen (13,000 thousand yen/year) 11. Contract Conclusion: (1) Prospective Contractor: The prospective contractor selected as a result of the screening will promptly adjust the contract details with the city as the counterparty for a discretionary contract. Subsequently, quotations and service cost breakdowns, etc., will be submitted. (2) Quotation: Quotations exceeding the amount stated in the reference quotation will be invalid. (3) Submission of Oath of Allegiance Regarding Violent Group Exclusion: In accordance with Article 5, Paragraph 1 of the "Akashi City Regulations on Exclusion of Violent Groups from Contracts," the prospective contractor must submit a sworn statement by the contract conclusion date stating that they do not fall under violent groups, etc. If this sworn statement is not submitted by the contract conclusion deadline, the contract will not be concluded. In this case, the contractor cannot claim any costs incurred for the Proposal Method from Akashi City, and these costs will be borne by the applicant. Furthermore, designation suspension (3 months) will be imposed in accordance with Article 2, Item 8, Sub-item a of the attached table of the Akashi City Bidding Participant Designation Suspension Standards. (4) Other: If the prospective contractor no longer meets any of the requirements in "2. Proposal Method Participation Requirements" by the contract conclusion date, if the contract becomes impossible due to special reasons such as accidents, or if an agreement cannot be reached, the next highest ranked applicant will be appointed as the new prospective contractor in order. 12. Location for Viewing Contract Terms, etc.: Akashi City Contract Regulations, Akashi City Service Contract General Terms and Conditions, etc., can be viewed at the Finance Division Contract Section and on the Akashi City website (Bidding Corner). 13. Conditions for Proposal Method: (1) Application forms must arrive by the prescribed date and time. (2) Do not submit more than two sets of proposal documents for the same project. (3) Necessary parts of the proposal documents must be signed/stamped and the content must be clear. (4) The estimated amount in the reference quotation must be clear and not corrected. (5) The proposal method must not be conducted through collusion or other fraudulent acts. 14. Invalid Applications: (1) Applications made by persons who do not have the necessary qualifications to participate in the Proposal Method. (2) Applications made by those who obtained qualifications through false applications. (3) Applications that violate the conditions of the Proposal Method. (4) Applications where the address label (Form 3) is not affixed to the envelope when sending submitted documents. (5) Submissions made by methods other than those instructed, such as hand-delivery or courier services, or mail submissions not using registered mail or other methods that can prove receipt by Akashi City. (6) Applications with errors or omissions in the address label, making the intent unclear. (7) Submission envelopes containing documents from multiple applicants. (8) Missing required application documents. (9) Discrepancy between the reference quotation amount and the reference service cost breakdown amount (discounts, rounding, etc. are not permitted in the breakdown). (10) Applications with typos or omissions that make the intent unclear, or applications submitted with corrected documents without a seal. (11) Applications for the Public Proposal Method Service Contract Participation Application Form without the applicant's signature/seal. (12) Reference quotations with corrected amounts. (13) Reference quotations exceeding the estimated limit amount. 15. Suspension, etc., of Proposal Method: If it is deemed impossible to conduct the Proposal Method due to urgent or unavoidable reasons, the Proposal Method may be suspended, canceled, or withdrawn. In such cases, the applicant cannot claim costs incurred for the Proposal Method from Akashi City. 16. Other: (1) All costs related to the participation application shall be borne by the applicant. (2) All submitted application documents will not be returned. Furthermore, the proposals submitted by the contractor will belong to Akashi City. (3) If acts of unreasonable demand, etc., as defined by the Akashi City Ordinance on the Promotion of Legal Compliance, etc. (Heisei 22, Ordinance No. 4) are committed, measures will be taken in accordance with the Akashi City Bidding Participant Designation Suspension Standards. (4) Some submitted documents have fields for the business code. Those wishing to participate in the Proposal Method must first check their business code, etc., on the list of registered businesses posted on the Akashi City website (Bidding Corner) before applying. Those not registered must have submitted and had accepted the Akashi City Competitive Bidding Participant Qualification Review Application to the Finance Department, Contract Section of Akashi City Hall by October 30, Reiwa 8 (Friday). (5) Applications with incomplete submitted documents will be invalidated. Therefore, those wishing to participate in this Proposal Method must first check the application guidelines, etc., posted on the Akashi City website before applying. (6) If appropriate technical personnel, etc., cannot be assigned when such assignment is a condition, measures will be taken in accordance with the Akashi City Bidding Participant Designation Suspension Standards. (7) The assigned technical personnel, etc., cannot be changed except in special circumstances such as death or retirement. (8) For sole proprietors who have their head office in Akashi City or have delegated authority to a branch in Akashi City, the location of the sole proprietor's residence may be confirmed during the selection process to verify their Akashi City tax payment status. Please be aware of this. I. General Provisions 1. Title: Akashi City Talent Management System Implementation, Maintenance, and Operation Support Services 2. Purpose of Work: To introduce a talent management system to support human resource development initiatives. 3. Resolution of Doubts: In case of any matters not specified in these specifications or any doubts arising, the contractor and the client shall consult in good faith. 4. Documents to be Submitted: Before commencing work, the contractor shall submit the following documents to the client for approval: (1) Commencement Notification (2) Completion Notification (3) Other documents requested by the client. 5. Confidentiality, etc.: The contractor shall perform the work in accordance with the Akashi City Personal Information Protection Ordinance, Akashi City Information Security Policy, and special provisions regarding personal information, etc. 6. Prohibition of Diversion: Information obtained through the execution of this work shall not be disclosed, lent, or used without permission by a third party without the client's consent. 7. Consultation, etc.: Consultation shall be conducted through close communication and the content shall be reflected in this work. Furthermore, prior to meetings, the agenda items shall be clarified, and the issues, requirements, etc., shall be communicated to the client via email, etc. After the meeting, the contractor shall compile the content into a record book and submit it to the client. 8. Inspection: The contractor shall undergo a completion inspection by the client after the work is completed, and the work shall be deemed completed upon passing the inspection. However, even after the completion of this work, if any defects or matters to be corrected are found in the deliverables, the contractor shall be responsible for promptly correcting them in accordance with the client's instructions. 9. Payment: * Implementation Costs: Paid in full after implementation is completed. * Maintenance Costs: Paid in full at the end of each fiscal year after operation begins. 10. Contract Period: From the day after the service contract is concluded until March 31, Reiwa 14 (Implementation shall be completed by March 31, Reiwa 9, and the operation and maintenance period shall be from April 1, Reiwa 9 to March 31, Reiwa 14). However, if the budget for this contract is reduced or deleted in the fiscal year following the fiscal year in which the contract is concluded, the contract shall be terminated. 11. Delivery Location: General Affairs Bureau, Personnel Division, Future Human Resource Development Section, Akashi City Hall 12. Scope of Work: (1) Talent management system implementation work. (2) System installation and other production environment construction. (3) Data migration work from the current system to the new system. (4) Requirements definition and design for operation. (5) Creation of operation manuals. (6) System maintenance. (7) Support for operation-related inquiries. II. System Requirements 1. Basic Policy: The system shall be cloud-based and accessible from terminals within the Akashi City General Affairs Bureau, Personnel Division, Future Human Resource Development Section. 2. Usage Requirements: (1) Approximately 10 terminals will be used, and multiple terminals can use the system simultaneously. (2) Usage will be via LGWAN connection or internet connection.