[Additional Recruitment] Nursery School Meal Preparation Services Contract Business Operator [Implementation of Re-selection by Proposal Method]

1. Nursery School Meal Preparation Services Contract Implementation Guidelines (Additional Recruitment) 1. Purpose of the Project: To ensure the stable supply of high-quality, safe, and hygienic meals at Koto Ward's nursery schools. 2. Business Overview: (1) Business Name: Nursery School Meal Preparation Services Contract (2) Business Content: As per the attached "Nursery School Meal Preparation Services Contract Specifications" (3) Re-selected Nursery Schools *Capacities in parentheses: a. Kameido Dai-ni Nursery School: Children aged 1-5 (103 children) b. Joto Nursery School: Children aged 0-5 (119 children) *Includes meals for 0-year-olds. (4) Contract Period: April 1, Reiwa 9 to March 31, Reiwa 10 * However, if the specifications and price remain unchanged and the performance is satisfactory, the contract may be renewed up to two times in principle. (5) Maximum Contract Amount (including tax): a. Kameido Dai-ni Nursery School: yen *To be announced on the HP after 11/12 b. Joto Nursery School: yen *To be announced on the HP after 11/12 * The implementation and budget for this project are subject to the approval of the Reiwa 9 initial budget at the 1st Regular Session of the Ward Assembly in Reiwa 9, and may be changed or canceled. 3. Participation Qualifications: Applicants for the planning proposal must meet all of the following requirements. (1) Not subject to the provisions of Article 167-4 of the Local Autonomy Act Enforcement Regulations (1947, Cabinet Order No. 16). (2) Not a person who has filed for commencement of rehabilitation proceedings under the Civil Rehabilitation Act (1999, Act No. 225) and has not had a rehabilitation plan approved, or a person who has filed for commencement of rehabilitation proceedings under the Corporate Rehabilitation Act (2002, Act No. 154) and has not had a rehabilitation plan approved. (3) Not delinquent in corporate tax, corporate business tax, consumption tax, or local consumption tax. (4) Not a legal entity under the control of a violent group (as defined in Article 2, Item 2 of the Act on Prevention of Unjust Acts by Members of Violent Groups (1991, Act No. 77)) or its members. (5) Not subject to bid suspension measures under the Koto Ward Competitive Bidding Participant Qualification Designation Suspension Measures Ordinance (27 Koso Keisai No. 3281). (6) Must have its head office or business office within the 23 wards of Tokyo. (7) As of October 1, Reiwa 8, must have experience in providing services to nursery schools within the 23 wards of Tokyo for the past 3 years. (8) Contractors newly applying for nursery school meal preparation services in this ward must not have caused any serious accidents related to health and safety management (food poisoning, fires, food allergies, etc.) in the Kanto region since April 1, Reiwa 4. (9) Must not have caused any serious accidents related to health and safety management (food poisoning, fires, food allergies, etc.) in nursery school meal preparation services in this ward since April 1, Reiwa 6. 4. Schedule: Content Date (1) Implementation Guidelines Public Notice Start Date: Monday, November 2, Reiwa 8 (2) Question Acceptance Period: Monday, November 2, Reiwa 8 - Monday, November 16, Reiwa 8, 4:00 PM (3) Question Response Date: Friday, November 20, Reiwa 8 (4) Expression of Intent to Participate Submission Deadline: Friday, November 27, Reiwa 8, 4:00 PM (Strictly enforced) (5) Proposal Document Submission Deadline: Friday, December 4, Reiwa 8, 4:00 PM (Strictly enforced) (6) 1st Screening Result Notification (Email): To be notified by Tuesday, December 15, Reiwa 8 (7) 2nd Screening: Scheduled for late December, Reiwa 8 (8) Final Selection Result Notification: Scheduled for early January, Reiwa 9 3. Screening Content: a. First Screening: Evaluation of proposal documents and reports by the secretariat. b. Second Screening: Presentation and evaluation by the selection committee. 5. Participation Procedures: (1) Implementation Guidelines Public Notice: a. Public Notice Period: Monday, November 2, Reiwa 8 - Friday, November 27, Reiwa 8 b. Public Notice Method: Publicly announced on the ward's website. (2) Inquiries and Responses: a. Question Acceptance Period: Monday, November 16, Reiwa 8, 4:00 PM b. Method of Inquiry: Submit via email to the contact point in Section 11. The subject line of the email should be "[Participant Name] Inquiry Regarding Nursery School Meal Preparation Proposal." c. Response Date: Friday, November 20, Reiwa 8 d. Method of Response: Answers to questions will be posted on the ward's website; individual responses will not be provided. (3) Submission of Expression of Intent to Participate: a. Submission Deadline: Friday, November 27, Reiwa 8, 4:00 PM (Strictly enforced) b. Submission Method: Submit by mail or in person (weekdays 9:00 AM - 5:00 PM). Applications arriving after the deadline will be considered invalid. *For in-person submissions, please contact the contact point in Section 11 in advance. (4) Proposal Document Submission Deadline: a. Submission Deadline: Friday, December 4, Reiwa 8, 4:00 PM (Strictly enforced) b. Submission Method: Send as a data file (PDF data) to the contact point in Section 11. The subject line of the email should be "[Participant Name] Proposal Document for Nursery School Meal Preparation Proposal (Additional Recruitment)." Applications arriving after the deadline will be considered invalid. If there are any deficiencies in the submitted documents, notification will not be provided. *Data submission is the primary method, but if data transmission is not possible, mail submission will also be accepted. In that case, please contact the contact point in Section 11 in advance to confirm the number of copies, etc. 6. Proposal Documents: (1) Required Ward Documents (Set): a. Company Profile for Nursery School Meal Preparation Services Contract [Form 1] b. Nursery School Meal Preparation Services Contract Experience [Form 2] *Attach copies of contracts for at least 10 service experiences (if more than 10, provide copies of the 10 most recent contracts). c. School Meal Preparation Services Contract Experience [Form 3] d. Hospital/Welfare Facility Meal Preparation Services Contract Experience [Form 4] e. Staffing Structure, etc., for Quotation Calculation [Form 5] *Attach to the Price Proposal (Form 5) in Section 6-(4). (2) Planning Proposal (Optional Format): Submit in portrait orientation on A4 paper, landscape writing, covering the following content. a. Details of nursery school meal preparation services, initiatives, staff allocation (qualifications, work rotation). b. Approach to staff retention (regular and part-time employees) (years, etc.). c. On-site guidance system and meal room hygiene inspection by head office staff (hygiene manager, meal service manager, etc.). d. Annual training and education system for nursery school meal preparation staff (regular and part-time employees) (hygiene education, safety education, cooking techniques, management and supervision education, food education initiatives, significance of nursery school meals, training schedule/number of times, etc.). e. Training response for staff engaged in nursery school meal preparation without prior experience. f. Backup system for cooking staff, including part-time employees, in case of leave or transportation accidents. g. If there have been food poisoning accidents, etc., at nursery schools, schools, hospitals, or businesses related to your company in the past 5 years, provide the date and content of the occurrence. h. Guidance plan for head office staff at the beginning of the contract. (3) Attached Documents (Corporate Information): a. Corporate History. b. Financial Statements for the last 3 fiscal years *Include Sales and General Administrative Expenses. c. Tax payment certificates for corporate tax, corporate business tax, and local consumption tax for the last 1 year (issued within 3 months prior to the submission date). d. Corporate organizational chart. e. Manuals for hygiene and safety management and emergency response, and training materials. f. Manual for handling food allergies and meal room cleaning manual. (4) Price Proposal (Quotation): Submit together with the Staffing Structure, etc., for Quotation Calculation [Form 5]. (5) Submission Method: Send as a data file (PDF data) to the contact point in Section 11. *Data submission is the primary method, but if data transmission is not possible, mail submission will also be accepted. In that case, please contact the contact point in Section 11 in advance to confirm the number of copies, etc. 7. Evaluation Method: (1) Evaluation Criteria: As per the attached "Criteria Table by Selection Item." (2) Evaluation Method: Evaluate the planning proposal, price proposal, and presentation based on the evaluation criteria. (3) First Screening (Document Screening): Evaluate submitted documents based on the "Evaluation Criteria" and select up to 3 businesses in order of score as candidates for the second screening. The selection results will be notified via email by Friday, December 15, Reiwa 8, along with the "Participation Qualification Confirmation Notice." The date and time and meeting location for the second screening will also be notified. (4) Second Screening: a. For the presentation screening, the staff who will be involved in the contract upon awarding shall attend and explain based on the planning proposal. Each business will be allocated 20 minutes (10 minutes for presentation, 10 minutes for Q&A). b. The venue will be equipped with a microphone set, projector, HDMI cable, and screen by this ward. The proposer must prepare any other necessary equipment. c. Up to 3 representatives per business are allowed to enter the venue. d. Please note that the presentation will be cut off once the allotted time (10 minutes) has elapsed. e. Only the planning proposal submitted in advance will be distributed to the selection committee members beforehand. If there are additional materials, distribute them to each selection committee member and the secretariat before the presentation begins. No proposals beyond the planning proposal submitted in advance will be accepted. Furthermore, additional distribution after the presentation begins is not permitted. (5) Method of Selecting Candidates: Among those not disqualified, contract candidates will be determined in order of overall score for each facility wishing to contract, based on the expression of intent to participate. However, if the total number of contracts for this business operator exceeds 8 nursery schools other than the current selection target, the next highest scorer will be the contract candidate for the excess portion. Furthermore, if the number of contracts for the same business operator exceeds 8 due to the selection results, the selection for 0-year-old facilities will be prioritized. If the overall score is less than 60%, the candidate will not be selected as a contract candidate. (6) Other: Those falling under any of the following will be disqualified. a. If false information is provided in the submitted documents. b. If the conditions for preparing and submitting the planning proposal, etc., as indicated in this recruitment guidelines are violated. c. If the amount in the price proposal exceeds the maximum contract amount. d. If any act that affects the fairness of the evaluation has occurred. e. If intentional contact is made, directly or indirectly, with evaluation committee members. f. If any other fraudulent act that may affect the selection results has been committed. 8. Notification and Public Announcement of Selection Results: After selecting the candidates, the results of selection or non-selection will be notified to all participants via email. Furthermore, after the contract is concluded, the following items will be published on the ward's website and made available for viewing at the responsible department. (1) Name and location of the contract candidate. (2) Names and overall scores of participants other than (1). *Names of participants other than (1) will be listed in ABC order, and scores will be listed in descending order. *If there are two participants, the score of the next highest scorer will not be published. 9. Contract Procedures: (1) A contract will be concluded between Koto Ward and the party selected for contract negotiation after further adjustments regarding the scope of work, expenses, etc. (2) If the selected candidate does not 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 party will be the candidate. 10. Other: (1) If withdrawing after submitting the expression of intent to participate, please submit a written notification. (2) Only one proposal per business operator is allowed for the planning proposal and price proposal. (3) Submitted documents cannot be replaced, corrected, or resubmitted. However, this does not apply if instructed by the ward. (4) Additional documents may be requested after the submission of documents. (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 (1992, Act No. 51). (7) Submitted materials will not be returned. (8) Submitted planning proposals will not be used for any purpose other than the selection of candidates for the contract of this proposal. However, they may be subject to disclosure if a public document request is made. 11. Application and Inquiry Contact: Koto Ward, Children and Future Department, Nursery Policy Division, Facility Management Section, Furugou 4-11-28 Toyo, Koto Ward, Tokyo (3rd Floor, Room 16, Koto Ward Office) Phone: 03-3647-9094 (Direct) Email: 2702020@city.koto.lg.jp 1. Nursery School Meal Preparation Services Contract Specifications (Kameido Dai-ni Nursery School) 1. Purpose: To provide stable, high-quality, safe, hygienic, and well-balanced meals for the children at Koto Ward nursery schools. 2. Facility Subject to Contract: Koto Ward (hereinafter referred to as "A") shall entrust the meal preparation services for the following nursery school to the contractor (hereinafter referred to as "B"). Nursery School Name | 0 years | 1 year | 2 years | 3 years | 4 years | 5 years | Total Kameido Dai-ni | - | 15 | 18 | 22 | 24 | 24 | 103 3. Meal Counts: Meal counts shall generally be based on the nursery capacity for ages 1 to 5, plus sample meals, retained meals, and meals for検食 (food inspection). 4. Meal Service Period, etc.: The meal preparation service period shall be from April 1, Reiwa 9 to March 31, Reiwa 10, and shall be approximately 294 days per year, excluding the following days. (1) Year-end and New Year holidays (December 29-31 and January 1-3) (2) Sundays and public holidays 5. Business Hours: B shall conduct operations within the general range of 8:00 AM to 5:00 PM, based on the following nursery school meal time schedule. A may notify B in advance if changes to meal times are necessary due to nursery school operations. (1) Meal Times: a. Ages 1-2: 11:00 AM – b. Ages 3-5: 11:15 AM – (2) Snacks (handmade snacks [approx. 5 times/week]): a. Ages 1-5: 3:00 PM – (3) Extended Snack: a. Ages 1-5: Immediately before 5:00 PM preparation. * However, the business hours may change depending on the nursery school's situation. Upon completion of business, all necessary tasks such as cleaning, hygiene management, and record-keeping must be completed, and adjustments may be made only after consultation with the contracted nursery school and determination that there are no issues. 6. Meal Preparation Contract Details: (1) At the nursery school's kitchen, B shall comply with A's hygiene management standards and perform the following meal preparation tasks in accordance with A's monthly menu, kitchen arrangement table, and change instructions. ① Preparation and plating of meals, special meals, event meals, snacks, and extended snacks; preparation of hydration; loading onto serving cabinets, wagons, etc. ② Recording of hygiene management checklist and inspection and recording of food ingredients. ③ Washing, disinfection, and storage of tableware and cooking utensils. ④ Daily inspection of cooking equipment and utensils. ⑤ Disposal of leftover food, etc. ⑥ Cleaning, disinfection, and organization of the cooking room, etc. ⑦ Temperature control and residual chlorine measurement, and other related tasks. ⑧ Submission of results if there are any other inspections conducted for hygiene management. (2) The nursery school dietitian will calculate the orders for ingredients. Meals will be prepared using ingredients provided by the nursery school. The meal preparation services shall include meals that accommodate children's allergies and religious dietary restrictions, taking into account the children's conditions. (3) B shall periodically observe the children's eating habits. (4) B shall consult sufficiently with A and cooperate with nursery school operations in performing this work. * However, the business hours may change depending on the nursery school's situation. Upon completion of business, all necessary tasks such as cleaning, hygiene management, and record-keeping must be completed, and adjustments may be made only after consultation with the contracted nursery school and determination that there are no issues.