Public Proposal for Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching

Public Proposal for Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching
Proposal Method Recruitment Guidelines for Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching 1. Purpose and Overview of the Outsourcing Project (1) Purpose This project aims to establish a data utilization foundation by introducing Power BI on a trial basis to promote EBPM within the government. As the importance of analysis and decision-making based on objective data increases in administrative operations, we aim to foster the ability of staff to handle and visualize data themselves and utilize it in policy development. The Policy Innovation Division, in its role of leading data utilization within the government, will strengthen strategic system development and practical knowledge for promoting government-wide data utilization through this project. (2) Overview of Work A. Planning and implementation of Power BI hands-on training B. Creation of training materials and sample data C. Coaching for dashboard creation using administrative issues as themes D. Advice on data organization and processing E. Compilation of implementation results and creation of a report (3) Scheduled Contract Period October 1, 2024, to March 31, 2025 (4) Estimated Amount (Maximum Amount) 3,498,000 yen (including consumption tax and local consumption tax) 2. Eligibility Requirements Eligible applicants must meet all of the following requirements from the date of public announcement to the date of contract signing. (1) Be registered as a qualified bidder for competitive bidding in Kashiwa City. (2) Not fall under the provisions of Article 167-4 of the Local Autonomy Act Enforcement Order (1947, Cabinet Order No. 16). (3) Not be subject to rehabilitation proceedings under the Corporate Reorganization Act (2002, Act No. 154) or reconstruction proceedings under the Civil Reorganization Act (1999, Act No. 225). (4) Not be subject to suspension of designation under the "Kashiwa City Guidelines for Suspension of Designation of Contractors for Construction Work, etc." (established April 1, 1987) or exclusion from bidding under the "Kashiwa City Guidelines for Measures Against Gangs in Bidding and Contracts" (established December 18, 2014). (5) Not have been subject to suspension of trading by an electronic exchange for less than two years, or have had a dishonored bill or check within the six months prior to the public announcement. 3. Overall Schedule Content Date Public Announcement June 19, 2024 (Friday) Deadline for Expression of Intent to Participate July 8, 2024 (Wednesday) Notification of Confirmation of Eligibility Requirements July 10, 2024 (Friday) Deadline for Inquiry Submission July 10, 2024 (Friday) Response to Inquiry Submission July 17, 2024 (Friday) Deadline for Proposal Submission August 3, 2024 (Monday) Presentation August 18, 2024 (Tuesday) Notification of Proposal Results August 21, 2024 (Friday) Scheduled Contract Date October 1, 2024 (Thursday) *Dates may change due to special circumstances. 4. Expression of Intent to Participate (1) Deadline A. In person: July 8, 2024 (Wednesday) by 5:00 PM B. By mail: July 8, 2024 (Wednesday) by arrival (2) Required Documents A. Expression of Intent to Participate Form (Form 1) B. Pledge Regarding Exclusion of Violent Groups (Form 2) C. Company Profile (Optional format*) *Company brochures (pamphlets) are also acceptable. However, they must include items such as company name, establishment date, capital, head office location, number of engineers, and business description. (3) Submission Location and Method A. In person: Policy Innovation Division, Planning Department (3rd Floor, Main Government Building) B. By mail: Send to the Secretariat. (4) Number of Copies: 2 copies each (1 original, 1 copy) (5) Participation Eligibility Confirmation: Eligibility will be confirmed, and all parties who have expressed their intent to participate will be notified of the confirmation results via email by July 10, 2024 (Friday). 5. Inquiries (1) Inquiry Method A. Submit the Inquiry Form (Form 3) via email to the Secretariat. B. The email subject line should be "[Inquiry] Power BI Utilization Support, etc. Proposal (Company Name)". C. Submission Address: seisaku-innovation@city.kashiwa.chiba.jp D. After sending, please call the Secretariat (04-7167-1117) to confirm receipt. E. Inquiries that may affect the evaluation (e.g., number of participating companies, names of participating companies, selection committee members) will not be accepted. (2) Inquiry Period: June 19, 2024 (Friday) to July 10, 2024 (Friday) by 5:00 PM (3) Response Method: All parties who have expressed their intent to participate and whose eligibility has been confirmed will be notified via email by July 17, 2024 (Friday). 6. Withdrawal: If you wish to withdraw from this proposal process after submitting the Expression of Intent to Participate form, please submit a withdrawal notice (Form 4) to the Secretariat by mail or in person by July 31, 2024 (Friday). 7. Proposal Creation and Submission (1) Proposal Content: Please describe in order according to the items in the attached "Proposal Evaluation Criteria for Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching." (2) Submission Documents A. Language: Must be in Japanese. B. Font: Font size must be 10.5 points or larger. C. Format: A4, landscape orientation. D. Number of Pages: Maximum of approximately 20 pages. E. Page Numbers: Must be included. F. Changes/Replacements: Changes or replacements after submission are not permitted. (3) Number of Copies: 7 copies (1 original, 6 copies) (4) Deadline A. In person: August 3, 2024 (Monday) by 5:00 PM B. By mail: August 3, 2024 (Monday) by 5:00 PM by arrival (5) Submission Location and Method A. In person: Policy Innovation Division, Planning Department (3rd Floor, Main Government Building) B. By mail: Send to the Secretariat. 8. Submission of Reference Quotation: Submit a reference quotation and breakdown as follows. (1) Number of Copies: 7 copies each for quotation and breakdown (1 original, 6 copies) (2) Maximum Amount: Must not exceed the estimated amount (maximum amount) stated in Section 1(4) of these guidelines. (3) Breakdown Items: Must include the following items: A. Quotation amount (excluding tax) (4) Submission Method: Submit together with the proposal by the deadline. 9. Presentation (1) Date: August 18, 2024 (Tuesday) (2) Location: Kashiwa City Hall, Annex 1, First Conference Room (tentative) (3) Content A. Explanation of Business Implementation Policy and Proposal: Explain the implementation policy, coaching plan, training plan, etc., described in the proposal. B. Presentation of Dashboard Using Administrative Data from Local Governments: To deepen the understanding of data utilization by city staff, create one dashboard using administrative data (publicly available data, data that the contractor can appropriately obtain, or fictional data based on actual local government administrative data) as a theme, and explain it while presenting the screen. The explanation should clarify the intent behind the dashboard's structure, the validity of the chosen indicators, the reason for selecting the visualization method, and the analytical perspectives in administrative practice (contribution to EBPM, etc.). C. Q&A: Respond to questions from the selection committee based on the proposal content and dashboard. (4) Duration: Within 50 minutes (guideline: 30 minutes explanation + 20 minutes Q&A, including setup and cleanup time). (5) Number of Participants: Up to 3 people, including the responsible person (contact person) at the time of contract. (6) Loaned Equipment: Desk, chairs, projector, monitor, screen. Other equipment must be provided by the proposer at their own expense. (7) Precautions: The proposer must bring their own equipment (PC, connection cables, etc.) for the presentation. The dashboard can be presented in either an online or local environment. Submission of additional materials for the presentation is not permitted. 10. Evaluation Criteria: Refer to the attached "Proposal Evaluation Criteria for Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching." 11. Evaluation Method and Selection Method (1) Evaluation Method: The evaluation for the most outstanding proposal will be conducted through a presentation review by the Kashiwa City Proposal Selection Committee (Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching). (2) Selection Method: The proposer with the highest total score from each committee member will be selected as the most outstanding proposer. In cases where two or more proposers receive the same highest score, the selection will be determined through deliberation by the committee members. An evaluation will be conducted even if there is only one applicant. In such cases, the applicant may not be selected as the most outstanding proposer if deemed unsuitable. 12. Notification of Proposal Results: The results of the proposal process will be notified in writing to all participating proposers (including disqualified ones). 13. Public Announcement of Results: The results of the proposal process will be published on the city's website. 14. Contract Procedures: (1) A specification document will be created based on the most outstanding proposal, and a contract will be concluded after a price negotiation with the proposer of the most outstanding proposal. (2) If the city determines that the proposed business system by the proposer does not meet the requirements, the contract may not be concluded. In such cases, the contract candidate shall not claim damages. (3) If an agreement cannot be reached with the selected contract candidate, negotiations may be conducted with the next-ranked proposer (second preferred negotiator). 15. Secretariat: (1) Department: Policy Innovation Division, Planning Department, Kashiwa City (2) Contact Person: Noda (3) Contact Information: Address: 5-10 Kashiwa, Kashiwa City, Chiba Prefecture, 277-8505 Phone: 04-7167-1117 (Direct) Email: seisaku-innovation@city.kashiwa.chiba.jp 16. Other: (1) All costs related to this proposal process will be borne by the proposer. (2) Submitted documents will not be returned. They will not be used for any purpose other than this proposal process. (3) Withdrawal will not result in any disadvantage in future bidding, etc. (4) The information may be disclosed based on the Kashiwa City Information Disclosure Ordinance (2000, Kashiwa City Ordinance No. 4). (5) Reception hours are from 9:00 AM to 5:00 PM on days other than Sundays, Saturdays, and national holidays as defined by the Public Holidays Act (1948, Act No. 178). (6) In addition to the eligibility requirements, disqualification will occur in any of the following cases: A. If the Expression of Intent to Participate or Proposal is submitted after the deadline. B. If there is any false or fraudulent information in the submitted documents. C. If a quotation exceeding the estimated amount (maximum amount) is submitted. D. If the proposer does not arrive at the venue by the start time of the presentation. E. If the city determines that an act has occurred that compromises the fairness of the evaluation. F. If the proposal does not meet the specifications. G. If it is found that the eligibility requirements are not met. Specifications for Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching 1. Title: Outsourcing Services for Power BI Utilization Support and Dashboard Creation Coaching 2. Purpose of the Project: This project aims to establish a data utilization foundation by introducing BI tools on a trial basis to promote EBPM throughout the government. As the importance of analysis and decision-making based on objective data increases in administrative operations, it is necessary to foster the ability of staff to handle and visualize data themselves and utilize it in policy development. The Policy Innovation Division, in its role of leading data utilization within the government, aims to strengthen strategic system development and practical knowledge for promoting government-wide data utilization through this project. 3. Tools to be Used: Microsoft Power BI will be used for this project. 4. Location: Kashiwa City Hall and other locations designated by the city. 5. Contract Period: From the date of contract signing to March 31, 2025. 6. Contract and Payment Method: (1) Contract Method: Outsourcing Contract (Lump Sum Contract) (2) Payment Method: The city will pay within the month following the receipt of the invoice for the work. The contractor must undergo confirmation of work completion (inspection upon completion) by the city before submitting the invoice. (3) Number of Payments: One payment. 7. Work Content: This project will provide BI tool operation training to staff of the Policy Innovation Division, etc., to acquire basic operational skills such as data import, processing, visualization, and update methods. In addition, coaching will be provided for dashboard creation using administrative issues as themes, supporting the entire process from theme selection to construction and improvement. Through these initiatives, the aim is to acquire the technical skills and operational knowledge necessary for the Policy Innovation Division to proactively practice EBPM and promote government-wide data utilization in forums for policy and measure discussions related to various administrative issues. 8. Scope of Outsourcing: (1) License provision (2) Planning and implementation of BI tool operation training (3) Creation of training materials and sample data (4) Coaching for dashboard creation using administrative issues as themes (5) Advice on independent operation of dashboards (6) Compilation of implementation results and creation of a report. 9. Details of Outsourcing Scope: (1) License Provision: The following licenses will be provided during the contract period specified in Section 5. - Power BI Pro: 3 licenses (2) Planning and Implementation of BI Tool Operation Training: The contractor shall plan and implement hands-on training for staff to acquire basic BI tool operations. The training will be conducted in person once, with a maximum of approximately 10 participants. The training content will be structured to combine lectures, demonstrations, and exercises to deepen participants' understanding while they operate the tool. The training will cover essential BI tool concepts, including basic concepts, data import methods, data preparation, creation of analysis-required calculated items, handling of multiple related data, creation of graphs and tables, report summarization, and sharing methods. The contractor will also prepare the necessary environment for the training (account setup, material distribution, etc.) and serve as the instructor, providing explanations and individual support on the day of the training.