Reference Material: The Request for Proposal, publicized by the Energy and Environment Council

Specifications

1. Project Name

FY 2012 Electricity Generation Siting Promotion Coordination Project (Project for Promoting National Dialogue toward the Formulation of Innovative Strategy for Energy and the Environment (re: Dialogue Forum Project))

2. Purpose

According to the “Basic Principles Towards a proposal defining Options for a Strategy for Energy and the Environment” (The Energy and Environment Council, December 21, 2011), the Energy and Environment Council was to present the whole picture of multiple options for the strategy by this spring. In doing so, the council “shall develop a fruitful national dialogue beyond the dichotomy of ‘de-nuclear’ and ‘pro-nuclear’, illuminating benefits and problems of each option from the perspectives of economy, industry, daily life, global warming, and energy security, and then propose the whole picture of strategy by this summer”.

This project aims to contribute to the encouragement of a national dialogue for formulating Innovative Strategy for Energy and the Environment, issues of which include desirable energy mix relating to the configuration of power sources. For this end, the project is to convene a Dialogue Forum on the options of Innovative Strategy for Energy and the Environment as well as other relevant events.

3. Content

(1) Outline

Conduct a prior questionnaire survey among 3,000 individuals randomly sampled from the national population in proportion to the prefectural population. Among the respondents, invite those who wish to participate in the Dialogue Forum. In the Dialogue Forum, questionnaire surveys are conducted before and after the event, and the shift in the participants’ opinions and other issues are analyzed. The forum also organizes group discussion sessions in which participants deliberate as a group of 15 individuals (20 groups in total) as well as a plenary meeting in which participants can direct questions to experts.

(2) Schedule

August 2012 (possibly weekends)

(3) Venue

In or near Tokyo

(4) Authorized number of participants

300 participants for the Dialogue Forum

4. Contractor’s Assignment

(1) Prior questionnaire survey and arrangements for candidate participants in the Dialogue Forum

1. Sample 3,000 individuals randomly from the national population in proportion to the prefectural population and conduct prior questionnaire survey among them;

2. Extract 300 respondents as candidate participants from those who wish to participate in the Dialogue Forum held at a later date in or near Tokyo, in proportion to the prefectural population;

3. Send to the candidate participants in advance invitation letters, transportation tickets necessary for the move to the venue, and document materials used in the Dialogue Forum;

4. Arrange accommodations for the candidate participants;

5. Group the candidate participants for their deliberation;

6. Count survey results and submit to the Agency for Natural Resources and Energy (ANRE) the survey results, the list of candidate participants and the list of grouping;

7. Propose as immediate as possible organization and methods of random sampling of individuals for the survey, the conduct of the survey, and the collection of the survey results.

(2) Arrangements for the venue

1. Hire a venue for the Dialogue Forum;

2. Determine the venue after listing candidates as many as possible, gaining agreement with the ANRE;

3. Hire a venue for the group discussion and waiting rooms for elucidators, administrative staff, 20 moderators, and a chairperson; in this case, the venue for the plenary meeting, the venues for the group discussion and the waiting rooms are to be located within a few minutes’ walk.

(3) Preparation for the Dialogue Forum

(Venue and Equipment Setups)

1. Set billboards noticing the Dialogue Forum at the entrance of the venue;

2. Put out the signs guiding from the entrance to the event rooms;

3. Set metal detectors;

4. Set tables and chairs for 6 elucidators on the stage of plenary meeting main hall;

5. Put name plates on the tables of elucidators;

6. Put document materials sent to candidate participants, writing instruments, scratch paper, mineral water, and cups on the tables of elucidators;

7. Hang a billboard noticing the Dialogue Forum above the stage of plenary meeting main hall;

8. Set a screen and a projector and be ready for use on the event day;

9. Set a personal computer for elucidators’ presentations (PowerPoint available) and be ready for projection to the screen;

10. Prepare a set of other necessary visual equipment;

11. Prepare microphones for elucidators and forum participants;

12. Prepare a set of other necessary audio equipment;

13. Complete connection and operation checks of audio-video equipment by the start of event and arrange maintenance systems prepared for any trouble;

14. Conduct the carry-in, setup, and clearance of various equipment;

15. Propose issues and equipment necessary for smooth management of the project, if any.

(Items and Administration)

1. Print out as a backup a necessary number of document materials sent to candidate participants;

2. Print out 600 survey questionnaires for dialogue participants;

3. Prepare writing instruments for dialogue participants;

4. Make notice for the venue and notice to presspersons and cameramen gaining agreement with the ANRE, and print out a necessary number of the notices;

5. Prepare identification cards respectively for authorized persons (elucidators, administrative staff, moderators and chairperson), dialogue participants, presspersons, and mark a sign of each discussion group on the identification cards for dialogue participants;

6. Submit in advance to ANRE the entire map of venue and materials of the room assignment for discussion groups;

7. Make a process script and a procedural guideline (administrative work, notices, and responsive support) gaining agreement with ANRE, submit them to the ANRE and hand out them to the chairperson and administrative staff;

8. Construct a system to communicate between administrative staff by means of mobile phones or transceivers; conduct operation checks of the communication devices and arrange maintenance systems prepared for any troubles;

9. Propose items and administration necessary for smooth management of the project, if any.

(4) Administration during the event

1. Provide guide and arrangement for dialogue participants and presspersons;

2. Set individual receptions for dialogue participants and presspersons and check them from the list of registered persons;

3. Hand out notice for the venue and identification cards at the receptions for dialogue participants and presspersons;

4. Hand out survey questionnaire at the reception for dialogue participants;

5. Hand out notice to presspersons and cameramen at the reception for pressperson;

6. Deploy security guards to prevent any confusion and trouble at the venue;

7. Conduct an inspection of dialogue participants and presspersons using a metal detector. And conduct a security check on them if necessary;

8. Guide dialogue participants to the rooms for group discussions after announcing the general outline;

9. Reach a microphone immediately to one who wish to speak at the plenary meeting;

10. Manage the process of the plenary meeting with a chairperson;

11. Manage the process of the group discussion with a moderator in each group;

12. Provide meals to dialogue participants;

13. Pay a reward for dialogue participants (5,000 yen each);

14. Shoot and record the Dialogue Forum by deploying cameramen and others;

15. Photograph the content and the management of Dialogue Forum for publicity and record;

16. Propose staff and administration necessary for smooth management of the project, if any.

(5) After the Dialogue Forum

1. Restore to the original condition of the venue;

2. Count the visitors and report the result to the ANRE;

3. Count and analyze the survey questionnaires collected at the Dialogue Forum and report >the result to the ANRE within 5 days after the event;

4. Make the summary and the minutes of the Dialogue Forum and submit to the ANRE the summary on the day after the event and the minutes within 3 days (the minutes of group discussion within 1 week) after the event;

5. Report newspaper coverage of the Dialogue Forum on the event day and the next to the ANRE on the first business day after the event;

6. Store movie and picture data of the Dialogue Forum on a DVD, and submit them to the ANRE and publish the movie on the web within 3 days after the event.

(6) Project organization

1. Proceed the project in cooperation with experts and expert organizations and ask for their advice;

2. Consult and gain agreement with the ANRE in getting the cooperation with experts and expert organizations;

3. Propose the potential cooperative experts and expert organizations and the cooperative framework.

5. Project Term

From the contract day until September 28, 2012

6. Products to be Delivered

A set of electronic media (e.g. DVD-R) of the project report compiling the following:

1. Annual report

2. Materials produced for the project

3. Summary and minutes of the Dialogue Forum

4. Survey result

5. Movies and pictures of the Dialogue Forum

6. Press coverage of the Dialogue Forum

7. Place of Delivery

Communications Office, General Policy Division
Director-General’s Secretariat of the Agency for Natural Resources and Energy,
Ministry of Economy, Trade and Industry
1-3-1 Kasumigaseki, Chiyoda-ku, Tokyo

(translation: Go Yoshizawa and Hideyuki Hirakawa)