Regarding the Planning Proposal Review Committee for Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment

Regarding the Planning Proposal Review Committee for Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment
Appendix 4 Meeting Announcement for Deliberative Council Posted May 21, Reiwa 8 Council Name Yamanashi Prefecture Public Recruitment Proposal Method Business Selection Committee / Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment Planning Proposal Review Committee Meeting Date and Time Tuesday, May 26, Reiwa 8 Meeting Location Written Meeting Agenda 1. Written review of planning proposals Public or non-public status of meeting Non-public Reason for non-disclosure, etc. Held in writing Contact Information Department Name, Contact Person: Advanced Policy Promotion Bureau, Public Relations Group, Planning/Public Relations Phone Number: 055-223-1336 (Direct) Fax Number: 055-223-1331 Remarks
Appendix 4 Meeting Announcement for Deliberative Council Posted June 1, Reiwa 8 Council Name Yamanashi Prefecture Public Recruitment Proposal Method Business Selection Committee / Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment Planning Proposal Review Committee Meeting Date and Time Tuesday, June 2, Reiwa 8, 1:30 PM - Meeting Location Yamanashi Prefectural Government Disaster Prevention New Building Room 401 (1-6-1 Marunouchi, Kofu City, Yamanashi Prefecture) Agenda 1. Regarding the non-disclosure of the meeting 2. Regarding the election of the chairperson 3. Regarding the establishment of the review committee operating rules 4. Review of planning proposals and selection of the contractor Public or non-public status of meeting To be determined at the time of the meeting Reason for non-disclosure, etc. Reasons that may lead to the meeting being non-public Agenda Item 1. When deliberating matters stipulated in Article 8, Paragraph 6 of the Yamanashi Prefecture Information Disclosure Ordinance (falls under Guidelines Article 3, Paragraph 1) Agenda Item 2. When deliberating matters stipulated in Article 8, Paragraph 6 of the Yamanashi Prefecture Information Disclosure Ordinance (falls under Guidelines Article 3, Paragraph 1) Agenda Item 3. When deliberating matters stipulated in Article 8, Paragraph 6 of the Yamanashi Prefecture Information Disclosure Ordinance (falls under Guidelines Article 3, Paragraph 1) Agenda Item 4. When deliberating matters stipulated in Article 8, Paragraph 2 of the Yamanashi Prefecture Information Disclosure Ordinance (falls under Guidelines Article 3, Paragraph 1) Contact Information Department Name, Contact Person: Advanced Policy Promotion Bureau, Public Relations Group, Planning/Public Relations Phone Number: 055-223-1336 (Direct) Fax Number: 055-223-1331 Remarks
Yamanashi Prefecture Public Recruitment Proposal Method Business Selection Committee / Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment Planning Proposal Review Committee Operating Rules (Purpose) Article 1. This operating manual stipulates the necessary matters regarding the operation of the Yamanashi Prefecture Public Recruitment Proposal Method Business Selection Committee / Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment Planning Proposal Review Committee (hereinafter referred to as the "Review Committee"), based on the provisions of Article 13 of the Yamanashi Prefecture Ordinance on the Establishment of Affiliated Organizations Enforcement Regulations (Reiwa 60 Yamanashi Prefecture Ordinance No. 8).
(Duties) Article 2. The duties of the Review Committee shall be as follows.
(1) Review of planning proposals for Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment (2) Selection of contractor candidates for Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment (3) Other matters deemed necessary (Secretariat) Article 3. The secretariat duties of the Review Committee shall be handled by the Advanced Policy Promotion Bureau, Public Relations Group.
Supplementary Provisions These operating rules shall come into effect on May 26, Reiwa 8, and shall be abolished upon the conclusion of the Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment Contract.
Attachment 1
Minutes of the Yamanashi Prefecture Public Recruitment Proposal Method Business Selection Committee / Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment Planning Proposal Review Committee (Posted June 30, Reiwa 8) 1. Date and Time Tuesday, June 2, Reiwa 8, 13:30 - 15:30 2. Location Yamanashi Prefectural Government Disaster Prevention New Building Room 401 Online 3. Attendees (Honorifics omitted) (Committee Members) Makoto Orei, Shingo Goto, Koji Suzuki, Hitoshi Suzuki (Secretariat) Public Relations Group (Total 2 people) 4. Meeting Agenda (1) Opening (2) Introduction of Review Committee Members and Report of Absentees (3) Deliberations (4) Closing 5. Matters Submitted for Discussion (or Agenda Items) (1) Regarding the non-disclosure of the meeting [Non-public] (2) Regarding the election of the chairperson [Non-public] (3) Regarding the establishment of the review committee operating rules [Non-public] (4) Review of planning proposals and selection of the contractor [Non-public] 6. Summary of Deliberations (1) Regarding the non-disclosure of the meeting (Committee Member) It is stipulated that the meeting of the deliberative council may be partially or entirely closed to the public when deliberating matters that fall under the non-disclosure information stipulated in the Yamanashi Prefecture Information Disclosure Ordinance.
This deliberative council conducts proposal reviews, and making the committee members public before the review may hinder the fair execution of the review.
Furthermore, regarding agenda item (4), the review of planning proposals and selection of the contractor, the know-how accumulated by the proposing companies through their past business activities may be included, and disclosing this could harm the competitive position of the proposing companies or other legitimate interests.
Therefore, it is proposed that today's committee meeting be entirely non-public, as it falls under the non-disclosure information stipulated in Article 8 of the Yamanashi Prefecture Information Disclosure Ordinance. Is this acceptable?
(No objections) (Committee Member) Then, today's committee meeting will be non-public.
(2) Regarding the election of the chairperson (Committee Member) In accordance with Article 5 of the Ordinance on the Establishment of Affiliated Organizations, the Review Committee shall have a chairperson elected by the committee members.
If everyone agrees, I would like to ask Mr. Suzuki, the Deputy Director of the Advanced Policy Promotion Bureau, to serve as the chairperson. Is this acceptable?
(No objections) (Chairperson) To achieve effective prefectural administration, it is extremely important to deliver accurate and reliable information about prefectural projects to the prefectural residents and businesses who are the targets of policies and projects, and to gain their understanding and support.
The prefecture is working as a unified body to deliver information through the most appropriate methods and channels tailored to the target audience and content.
As part of this effort, in order to effectively approach potential audiences and uninterested individuals who are difficult to reach through conventional public relations methods, as well as younger generations and digital natives, we have decided to utilize SNS and web advertising.
We have adopted a public recruitment proposal method to select experts with the necessary specialized skills and knowledge for this purpose, and we received applications from 6 companies.
With your cooperation, we have selected the top 3 companies through a written review.
To maximize the effectiveness of the project, we would like to select the business operator through your candid opinions.
We kindly request your rigorous review.
(3) Regarding the establishment of the review committee operating rules (Chairperson) Matters necessary for the operation of affiliated organizations shall be determined by the chairperson in consultation with the committee.
Please refer to Attachment 1.
This operating manual stipulates that the duties of this Review Committee include reviewing planning proposals for Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment, and that the secretariat will handle the secretariat duties for the Public Relations Group.
Are there any objections to this?
(No objections) (Chairperson) The operating manual will be as proposed.
(4) Regarding the review of planning proposals and selection of the contractor (Chairperson) I would like to ask the secretariat to explain the review guidelines.
(Secretariat) I will explain the review guidelines.
We solicited planning proposals and received proposals from 6 companies.
We have already conducted a written review and selected the top 3 companies.
Presentations will be conducted in the order in which the planning proposals are received by the Public Relations Group.
We will receive a 15-minute presentation from each proposer, followed by a 10-minute Q&A session.
After the Q&A, we will take 5 minutes for scoring and then move on to the next company's presentation.
This will be repeated.
After the presentations and Q&A for the 3 companies are completed, we will proceed with the review.
During the review, each committee member will speak for approximately 2 minutes.
After that, you will submit your scoring sheets.
The secretariat will tally the scores from the submitted scoring sheets and confirm the results.
The review will be conducted with company names concealed, using codes such as Company A, Company B, etc.
Please refrain from asking questions that could identify the company during presentations and Q&A.
Furthermore, the results of today's review, including the total scores from the four review committee members and their names, will be publicly announced.
(Chairperson) Do the committee members have any questions regarding the secretariat's explanation?
(No questions) (Chairperson) If there are no questions, we will proceed with the presentations.
(Presentations and Q&A from 3 proposing companies) (Chairperson) I would like to hear opinions from the committee members regarding each company's presentation, for about 2 minutes each.
(Opinions from each committee member) * (Chairperson) Please fill in the scores on the scoring sheet and submit it to the secretariat.
(Scoring sheets collected by the secretariat) * * The review results (scores for each business operator, opinions of committee members, etc.) are as shown in the attached document "Yamanashi Prefecture SNS/Web (Search Engine) Advertising Business Operator Committee Review Results".
(Chairperson) Company B has the highest score of 266.6 points. Shall we decide Company B as the most excellent proposed business operator?
(No objections) (Chairperson) We will proceed with the contract preparations. If there are any points to note during the contract process, please advise.
(Advice from each committee member) (Chairperson) Based on your opinions, the secretariat will proceed with the procedures for contracting with Company B.
This concludes the review.
(Secretariat) Thank you to the review committee members.
As mentioned at the beginning, the review results will be announced item by item with the total scores from the four review committee members.
Also, regarding the content of today's presentations, as it includes the companies' know-how, please refrain from disclosing it externally.
Furthermore, please leave the presentation materials you received as they are on your desks, as the secretariat will collect and dispose of them.
Additionally, please delete the materials sent in advance and electronic data.
Thank you for attending today despite your busy schedules.
End of document. Attached Document [Date of Review] June 2, Reiwa 8 [Department in Charge] Advanced Policy Promotion Bureau, Public Relations Group Scoring Company A Company B [Most Excellent Proposed Business Operator] (Co., Ltd.) unerry Company C 10 points x 4 people 40 points 26 26 20 15 points x 4 people 60 points 33 39 24 5 points x 4 people 20 points 8 14 13 5 points x 4 people 20 points 13 12 12 100 points x 4 people 400 points 248.6 266.6 246 ● Limited experience and track record, raising concerns about stability.
● Sufficient personnel are assigned.
● Progress per project takes time, raising concerns about annual progress.
● Solid business concept and sufficient track record.
● Based on prefectural challenges, with expectations for training.
● High-level proposal, but lacks training proposals, indicating a shallow understanding of the work.
- Are the performance measurement items appropriate?
24 30 18 Evaluation Items Understanding of Work Past Performance/Similar Work Experience/Specialized Knowledge Appropriateness of Proposal Content/Settings
- Are the specific examples proposed likely to be effective?
- Is the schedule feasible and likely to achieve the objectives?
Committee Member Opinions/ Is the purpose and concept for this work specific and appropriate?
- Are the assigned personnel sufficiently specialized?
- Is the implementation structure and role division clearly specified, ensuring smooth project progress?
- Is there a system in place to respond promptly to unexpected requests?
21 5 points x 4 people 60 points Total Score Price Score 10 points x 4 people 40 points 4 110 points x 4 people 40 points 3 10 points x 4 people 40 points ・ Sufficient track record and extensive specialized knowledge are expected to ensure reliable and effective implementation of the project.
Implementation Structure for Consignment Work Proactiveness 18 32 32 28 39 30 39 Yamanashi Prefecture Public Recruitment Proposal Method Business Selection Committee / Yamanashi Prefecture SNS/Web (Search Engine) Advertising Consignment Planning Proposal Review Committee Review Results 40.0 ・ Evaluation Score x { (Proposer's Estimated Price / Highest Estimated Price Among All Proposers) x 0.45 + (Lowest Estimated Price Among All Proposers / Proposer's Estimated Price) x 0.1 + (Lowest Estimated Price Among All Proposers / Proposer's Estimated Price) x 0.45 } *Calculations are rounded to the third decimal place, and price scores are rounded to the second decimal place.
8 10 points x 4 people 40 points 33.6 29.6 26 26 24 ・ Are there any proposals for matters not specified in the specifications that are deemed necessary for project promotion and achievement of objectives?
6 24 ・ Is the selection of advertising destinations rational?
10 points x 4 people 40 points 28