Implementation of a Public Call for Proposals for Nursery School Errand Services

Implementation of Public Call for Proposals for Nursery School Errand Services 1. Nursery School Errand Services Outsourcing Implementation Guidelines 1. Purpose and Objective of the Project To select a business operator that possesses high technical skills, abundant experience, and reliable execution capabilities, and can build a high level of trust with the community, nursery school teachers, parents, and children, when outsourcing the errand services of Koto City nursery schools, a public call for proposals will be implemented. 2. Business Overview (1) Business Name: Nursery School Errand Services Outsourcing (2) Business Content: As per the attached "Nursery School Errand Services Outsourcing Content Specifications" (3) Fulfillment Location: To be outsourced as a whole to the following 5 schools. School Name | Capacity (persons) | Area (㎡) | Remarks ---|---|---|--- Shiozaki Nursery School | 127 | 1,206 | Total floor area: 413, Garden area: 1,654, 2-story building, Standalone school Shinonome Nursery School | 70 | 420 | Total floor area: 517, Garden area: 1,156, 1-story building, Part of housing complex Kameido Dai-san Nursery School | 135 | 1,021 | Total floor area: 731, Garden area: 2,878, 1-story building, Within a complex facility Higashi-Suna Nursery School | 72 | 436 | Total floor area: 547, Garden area: 982, 1-story building, Part of housing complex Minami-Suna Dai-san Nursery School | 104 | 737 | Total floor area: 375, Garden area: 1,174, 1-story building, Part of housing complex *Capacity and area are approximate. (4) Contract Period: April 1, Reiwa 9 to March 31, Reiwa 10 * However, if there are no changes in specifications and prices, and the performance is satisfactory, the contract can be renewed up to two times for the following fiscal years, subject to budget allocation. (5) Maximum Outsourcing Amount (including tax): 71,739,470 yen * This project's implementation and budget are subject to the approval of the Reiwa 9 initial budget at the first regular session of the Ward Assembly in Reiwa 9, and may be changed or canceled. 3. Participation Qualifications Proposers must meet all of the following requirements: (1) Not applicable to those falling under Article 167-4 of the Local Autonomy Act Enforcement Order (Showa 22, Cabinet Order No. 16). (2) Not a person who has filed for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (Heisei 11, Law No. 225) for whom a rehabilitation plan has not been approved, or a person who has filed for commencement of corporate reorganization proceedings under the Corporate Reorganization Act (Heisei 14, Law No. 154) for whom a reorganization plan has not been approved. (3) Not a person who is delinquent in corporate tax, corporate business tax, consumption tax, or local consumption tax. (4) Not a crime syndicate (meaning a crime syndicate as defined in Article 2, Item 2 of the Act on Prevention of Unjust Acts by Members of Crime Syndicates (Heisei 3, Law No. 77)) or a corporation under the control of its members. (5) Not subject to suspension of designation under the Koto City Competitive Bidding Participant Qualification Designation Suspension Measures Ordinance (27 Koso-kei No. 3281). (6) Must have its head office or place of business within the 23 wards of Tokyo Metropolis. 4. Schedule Content | Date ---|--- (1) Public announcement of implementation guidelines start date | September 10, Reiwa 8 (Thursday) (2) Question acceptance period | September 10, Reiwa 8 (Thursday) to September 25, Reiwa 8 (Friday) 16:00 (3) Question response date | October 2, Reiwa 8 (Friday) (4) Deadline for submission of statement of intent to participate, etc. | October 9, Reiwa 8 (Friday) 16:00 sharp (5) Deadline for submission of proposal documents | October 16, Reiwa 8 (Friday) 16:00 sharp (6) Notification of 1st screening results (email) | By November 13, Reiwa 8 (Friday) (7) 2nd screening | Scheduled for late November, Reiwa 8 (8) Final selection result notification | Scheduled for early December, Reiwa 8 *Schedule is subject to change. 5. Participation Procedures (1) Public announcement of implementation guidelines 3 a. Public announcement start date: September 10, Reiwa 8 (Thursday) b. Public announcement method: Announced on the ward's website (https://www.city.koto.lg.jp/280306/yomuitaku/r8.html) (2) Inquiries and responses a. Question acceptance period: September 10, Reiwa 8 (Thursday) to September 25, Reiwa 8 (Friday) 16:00 b. Method of asking questions: Submit via email to the department in charge (11). The subject line of the email should be "[Participant Name] Question regarding Nursery School Errand Proposal". After sending the email, please contact the department in charge (11) by phone to confirm receipt. c. Question response date: October 2, Reiwa 8 (Friday) d. Method of response: Answers to questions will be posted on the ward's website; individual responses will not be provided. (3) Submission of statement of intent to participate, etc. a. Documents to be submitted: ① Statement of Intent to Participate [Form 1]: 1 copy ② Company Profile [Form 2]: 1 copy b. Submission deadline: October 9, Reiwa 8 (Friday) 16:00 sharp c. Submission method: By mail or in person (weekdays 9:00-17:00). Applications received after the deadline will be invalid. *If submitting in person, please contact the department in charge (11) by phone in advance. (4) Submission of proposal documents a. Documents to be submitted: As per "6. Proposal Documents" below. b. Submission deadline: October 16, Reiwa 8 (Friday) 16:00 sharp c. Submission method: Proposal documents shall be submitted via email to the department in charge (11). The subject line of the email should be "[Participant Name] Proposal for Nursery School Errand Project". After sending the email, please contact the department in charge (11) by phone to confirm receipt. Other documents shall be submitted by mail or in person (weekdays 9:00-17:00). If submitting in person, please contact the department in charge (11) in advance. Documents not submitted by the deadline will be invalid. 6. Proposal Documents (1) Proposal Document: 1 set of PDF data a. Paper size should be A4 in principle, and pages should be numbered. b. Include the cover [Form 3]. c. Submit both data with proposer identification information (company name, company logo, location, etc.) masked (for review) and the original data without masking. For "⑨ Business Performance," list municipal names as "XX City" or "XX Ward" and facility names as "XX Nursery School," "XX Kindergarten," "XX Elementary School," "XX Junior High School," etc., so that the proposer cannot be identified. d. Describe concisely and clearly in the following order. For "⑨ Business Performance," list the performance of errand services outsourced by Koto City or other municipalities from Reiwa 3 to Reiwa 7, including the outsourced facility (nursery school, kindergarten, school, other facility), client, business content, contract amount, contract period, and other relevant information. Item | Matters for which proposals are sought ---|--- ① Basic Concept | Basic concept for carrying out nursery school errand services ② Proper Outsourcing of Work | Initiatives for proper execution of outsourced work (clear distinction between labor dispatch and work outsourcing (contracting)) ③ Relationship with Nursery Schools | Building a cooperative relationship with schools, relationship with nursery teachers, children, parents, etc. ④ Training and Human Resource Development | Education and training for staff, preparation system ⑤ Work Execution System | Concept for appropriate personnel and staffing for nursery school errand services (including system for staff shortages) ⑥ Nursery School Safety Measures and Complaint Handling System | Response to disasters, intruders, etc., response and system for complaints regarding work performance and staff ⑦ Personal Information Management | Method and concept of personal information management, education for staff ⑧ Compliance with Laws and Regulations | Initiatives to prevent legal violations ⑨ Business Performance | Performance in this ward and other municipalities ⑩ Other | Proposals from businesses regarding nursery school errand services (2) Price Proposal (Quotation): 1 copy a. Paper size should be A4, and the addressee should be "Director of Children's Future Department". b. Calculate necessary expenses based on the "Nursery School Errand Services Outsourcing Content Specifications" and describe the breakdown of costs (unit price, quantity, amount, and other necessary information) as detailed and clear as possible. Include a breakdown of "Labor Costs" and "Costs for work at nursery schools". c. The amount should be indicated including consumption tax. (3) Certificate of no delinquency in corporate tax, corporate business tax, consumption tax, and local consumption tax for the most recent one year: 1 copy * Must be issued within 3 months from the issue date. (4) Financial statements (balance sheet, income statement, etc.) for the most recent 3 years: 1 copy * If prepared as a booklet, submit a copy. 7. Evaluation Method, etc. (1) Evaluation Criteria: As per the attached "Selection Evaluation Criteria". (2) Evaluation Method: Proposals, price proposals, presentations, and hearings will be evaluated based on the evaluation criteria. (3) 1st Screening (Document Screening): Documents will be scored based on the "Evaluation Criteria," and approximately 3 businesses with the highest scores will be selected as candidates for the 2nd screening. However, those with scores below 60% will not be selected as candidates for the 2nd screening. The results of the 1st screening will be notified to all participating businesses via email by November 13, Reiwa 8 (Friday), and details such as the date and time and location of the 2nd screening will be notified to the selected candidates. (4) 2nd Screening (Presentation and Hearing): Staff who will be involved in the outsourcing will participate and explain based on the proposal document. * Each business will be allocated 20 minutes (10 minutes for presentation, 10 minutes for hearing), and the number of participants will be limited to 3. * If the presentation exceeds 10 minutes, it will be cut short. * The ward will provide a projector and screen. * Additional materials cannot be distributed after the presentation begins. (5) Method of selecting candidates: a. Among the disqualified parties, the candidate for the contracting party will be selected based on the highest total score from the 1st and 2nd screenings. b. If there are multiple candidates with the highest score, the candidate with the lowest price proposal will be selected as the candidate for the contracting party. If the prices are also the same, the candidate who resubmits a price proposal within the range of the initially proposed amount and has the lowest price will be selected as the candidate for the contracting party. c. If a committee member is absent during the 2nd screening, the total score of the attending committee members will be divided by the total possible score for attending members and multiplied by the total score for the 2nd screening to calculate the score. The examination committee shall be deemed valid if the chairperson or vice-chairperson is present and the number of attending members constitutes a majority of the total number of committee members. d. Regardless of a to c above, if the total score of the 1st and 2nd screenings is less than 60%, the candidate will not be selected. (6) Other: The following will result in disqualification. a. If false information is provided in the submitted documents. b. If the conditions for preparing and submitting the proposal documents, etc., as specified in this recruitment guideline are violated. c. If the price proposal amount exceeds the maximum outsourcing amount. d. If any act that affects the fairness of the evaluation has occurred. e. If intentional contact is sought with evaluation committee members, directly or indirectly. f. If any other fraudulent act that may affect the selection results has been committed. 8. Notification and Public Announcement of Selection Results After candidate selection, all participants will be notified of the selection or non-selection results via email. After the contract is concluded, the following items will be published on the ward's website and made available for inspection at the responsible department. [Information to be published] (1) Name and location of the contracting candidate. (2) Names and total scores of participants other than (1). * Names of participants other than (1) will be indicated in ABC order, and total scores will be listed in order of score. * If there are two participants, the score of the runner-up will not be published. 9. Contract Procedures (1) After selecting the party for contract negotiations, the contract will be concluded with Koto City after further adjustments regarding the outsourcing content, expenses, etc. (2) If the selected candidate cannot conclude the contract due to special circumstances, etc., a letter of withdrawal stating the reason must be submitted. In this case, the next highest-ranked candidate will be considered. 10. Other (1) If withdrawing after submitting the statement of intent to participate, notify using the "Proposal Withdrawal Form" [Form 4]. (2) Only one proposal per person is allowed for the proposal document and price proposal. (3) Submitted documents cannot be replaced, corrected, or resubmitted after submission. However, this does not apply if instructed by the ward. (4) Additional documents may be requested after the submission of the statement of intent to participate. (5) Expenses incurred for preparing and submitting documents, presentations, etc., shall be borne by the proposer. (6) The language, currency, and units used for preparing documents, etc., shall be Japanese, Japanese Yen, Japan Standard Time, and units defined by the Weights and Measures Act (Heisei 4, Law No. 51). (7) Submitted documents will not be returned. (8) Inquiries regarding the examination content will not be answered. (9) Information obtained from the ward in this proposal shall not be used for purposes other than this proposal and shall not be disclosed to third parties. (10) Submitted proposals will not be used for any purpose other than the selection of candidates for the contracting party in this proposal. However, they may be subject to disclosure if a public document disclosure request is made. 11. Department in Charge Koto City, Department of Children's Future, Nursery Policy Division, Facility Management Section, Tanaka 4-11-28 Toyo, Koto-ku, Tokyo (Koto City Hall, 3rd Floor, Room 16) Phone: 03-3647-9094 (Direct) Email: 2702020@city.koto.lg.jp 1. Nursery School Errand Services Outsourcing Content Specifications 1. Facilities to be Outsourced Koto City will outsource the errand services of the nursery schools listed in the attached "Nursery School Errand Services Outsourcing Implementation Guidelines" to the contractor. 2. Fulfillment Period April 1, Reiwa 9 to March 31, Reiwa 10 3. Work Implementation Days and Times (1) Monday to Friday (excluding national holidays and year-end/New Year holidays (December 29 to January 3)) (2) 8:30 AM to 5:15 PM * The nursery school principal may change the designated days and times due to nursery school operations or events. 4. Work Implementation System (1) Implementation System a. The contractor shall directly employ and assign the necessary personnel to ensure that the work content stipulated in these specifications is performed without hindrance. b. The contractor shall comply with labor and social insurance laws and regulations and fulfill responsibilities related to employment. c. The contractor shall strive to ensure that its personnel possess knowledge and skills for the work and provide appropriate command and supervision by conducting appropriate training to improve the quality of the work supervisor (hereinafter referred to as "Supervisor") and work personnel (hereinafter referred to as "Workers"). d. In the event of damage to nursery school or third-party buildings, equipment, etc., due to the intentional act or negligence of the Supervisor or Workers, the contractor shall be liable for compensation. e. If the contractor intends to subcontract part of the outsourced work, it shall promptly apply for approval from the Nursery Policy Division using the "Subcontract Approval Application Form" after the contract is concluded, and may subcontract only after approval is granted. f. The contractor shall have the Workers undergo general health examinations as stipulated by law and report the results of the examination and chest X-ray to the Nursery Policy Division by the end of July. The same shall apply when there are changes in the Workers, and a report must be submitted promptly. g. The contractor shall report the names of the Workers in writing to the nursery school and the Nursery Policy Division by the start of the work. h. When carrying out the work, the Workers shall endeavor to wear appropriate attire and maintain an attitude that takes into full consideration that the nursery school is a representative place for the community and a place for childcare.