Public Offering for Operation Services of Shiodome After-School Care Center and Ohsone After-School Care Center

1. Shiodome After-School Care Center and Ohsone After-School Care Center Operation Services Consignment Specifications 1. Business Name Operation Services Consignment for Shiodome After-School Care Center and Ohsone After-School Care Center 2. Consignment Period From the day after the contract is concluded until March 31, Reiwa 12. - After-School Care Center Operation Preparation: From the day after the contract is concluded until March 31, Reiwa 9. * The schedule for operation preparation should be coordinated in consultation with the current operator. - After-School Care Center Operation: From April 1, Reiwa 9 to March 31, Reiwa 12. 3. Implementation Locations (1) Shiodome After-School Care Center Location: 822 Minamikawasaki, Yashio City (within classrooms of Yashio City Shioto Elementary School) As per the attached "Shiodome After-School Care Center (Floor Plan)". Gross floor area: 80.00 m2 (2) Ohsone After-School Care Center Location: 527 Guri, Yashio City (within classrooms of Yashio City Ohsone Elementary School) As per the attached "Ohsone After-School Care Center (Floor Plan)". Gross floor area: 67.50 m2 4. Target and Capacity (1) Target Children: Children enrolled in Yashio City Shioto Elementary School for Shiodome After-School Care Center, and children enrolled in Yashio City Ohsone Elementary School for Ohsone After-School Care Center. Children in grades 1 to 6 of elementary school who cannot be cared for at home during the day due to reasons such as employment of their guardians, and for whom the city has granted admission. However, this does not apply if the consignor recognizes special circumstances. (2) Capacity: The capacity of each after-school care center shall be 30 children. However, if there are more admission applications than the capacity and the applying children meet the admission requirements, the children will be accepted based on the facility's situation. In this case, if an increase in staff is necessary due to an increase in the number of children using the service, a change in contract will be concluded after separate consultation regarding the costs associated with the increase. 5. Staffing System The contractor shall establish a staffing system by assigning after-school child care support staff as follows for the operation of the after-school care centers. After-school child care support staff in these specifications refer to persons who have completed the After-School Child Care Support Staff Certification Training or who are scheduled to undergo training under certain conditions (Article 10, Paragraph 2 of the Yashio City Ordinance on Standards for Facilities and Operation of After-School Care Centers). (1) Placement of Facility Manager The contractor shall assign one facility manager who is full-time at the after-school care center and possesses the qualifications of an after-school child care support staff member, as the person responsible for the business. The facility manager shall have practical experience in after-school care center operation services and possess the management and communication skills necessary for this work. If the facility manager is changed, the contractor shall consult with the consignor in advance and notify the consignor in writing. The facility manager shall also respond promptly to inquiries from the consignor regarding the after-school care center. (2) Placement of After-School Child Care Support Staff a. The contractor shall assign after-school child care instructors based on Article 3 of the Yashio City Ordinance on Establishment and Management of After-School Care Centers and the Yashio City Ordinance on Standards for Facilities and Operation of After-School Care Centers (hereinafter referred to as "Standards Ordinance"), for each unit of support. b. In addition to a. above, if children requiring special consideration are enrolled, the contractor shall appropriately assign additional staff to ensure the safety of the children. (Costs incurred in this case shall be handled based on a change in contract.) c. In case of sudden absence or resignation of staff, the contractor shall take measures such as assigning substitute staff to prevent staff shortages. However, this does not apply in cases of unavoidable circumstances such as disasters, or when otherwise approved by the consignor. 6. Scope of Work (1) After-School Care Center Operation Preparation a. Period: From the day after the contract is concluded until March 31, Reiwa 9. b. Matters Related to Facilities The contractor shall receive information from the consignor regarding the following matters: (a) Use of facilities, equipment, consumables, etc. (b) Maintenance service providers. (c) Automated external defibrillator (AED). (d) Key management, etc. (e) Collaboration with elementary schools. c. Matters Related to Documents The contractor shall receive information from the consignor regarding the following matters: (a) User guide. (b) Child ledger. (c) Declaration/notification forms based on the Yashio City Ordinance on Establishment and Management of After-School Care Centers. (d) Bank transfer request form. (e) Accident report. (f) Other matters deemed necessary by the consignor. The contractor shall create and obtain approval from the consignor for the following matters: (g) Parent explanation meeting materials. (h) Operations manual. (i) Admission manual. (j) Other matters deemed necessary by the consignor. d. Matters Related to Users, Development, Staff, etc. The contractor shall receive information from the consignor regarding the following matters (a) to (h). At that time, maximum consideration shall be given to alleviating the burden on children due to the commencement of consignment operations. Regarding (c), adequate time shall be secured for face-to-face interactions related to building relationships with children. Regarding (f), the facility manager of the after-school care center shall be engaged. (a) User guide. (b) Handover of on-site development. (c) Handover of children requiring special consideration. (d) Handover and preparation, including on-site tours, training, and meetings. (e) Handover of related organizations. (f) Transmission of existing event information. (g) Participation in admission explanation meetings. (h) Other matters deemed necessary by the consignor. e. Cost Burden Costs incurred for after-school care center operation preparation shall be borne by the contractor. (2) After-School Care Center Operation a. Period: From April 1, Reiwa 9 to March 31, Reiwa 12. b. Laws and Regulations The contractor shall perform the following after-school care center operation services based on the laws and regulations listed in (a) to (k) below: (a) Child Welfare Act and its Enforcement Ordinance. (b) Basic Act on Children. (c) Yashio City Ordinance on Standards for Facilities and Operation of After-School Care Centers. (d) Yashio City Ordinance on Establishment and Management of After-School Care Centers and its Enforcement Regulations. (e) Guidelines for Operation of After-School Child Care Clubs (Notice from the Director of the Children and Families Agency, Child Development Bureau, dated January 22, Reiwa 7). (f) Yashio City Property Regulations. (g) Other relevant laws, guidelines, notices, etc. c. Matters related to children's health management, safety, and emotional stability guidance. d. Matters related to child development from preparation before children arrive at the center until they are handed over to their guardians. The approach to arrival and departure times should be based on the pick-up time specified in the admission application, and flexible support should be provided to enable children to live proactively with a sense of foresight. e. Matters related to safety measures for children's arrival and departure, and management of attendance and usage schedules. 4 f. Matters related to admission and withdrawal procedures (printing/distribution/acceptance/confirmation of admission guides, application forms, etc., admission selection, etc.). (a) The contractor shall distribute user guides, declaration/notification forms based on the Yashio City Ordinance on Establishment and Management of After-School Care Centers, bank transfer request forms, and other parent application documents upon request from parents at the after-school care center. The consignor will distribute a certain number of each form annually to the contractor (forms available in electronic data will be provided electronically). If additional copies are needed, the contractor shall print them in the format specified by the consignor and distribute them to parents. (b) Upon receipt of declaration/notification forms based on the Yashio City Ordinance on Establishment and Management of After-School Care Centers, bank transfer request forms, etc., from parents, the contractor shall confirm the necessary entries, signatures, and attached documents, collect them, and promptly submit them to the consignor. g. Matters related to the management, creation, and reporting of child ledgers, childcare diaries, child attendance sheets, etc. h. Matters related to communication and coordination with parents. (a) Conduct an admission explanation meeting for the new year and explain the daily childcare flow, event schedule, activity policy, emergency response/communication system, etc., to parents. For parents of children admitted during the year, individual arrangements will be made. (b) At the time of a child's admission, conduct individual interviews with parents as necessary to gather information on special considerations. (c) Conduct individual interviews with parents when requested by parents or deemed necessary by the consignor or contractor. (d) Utilize ICT systems for daily communication and coordination with parents, and record events during attendance and contact information as needed. (e) Use the mass email distribution system provided by the contractor as needed for communication with parents. (f) Matters related to requests from parents. i. Matters related to reporting, communication, coordination, and attendance at meetings with the consignor and other related organizations. j. Matters related to the creation and issuance of "After-School Care Center Newsletter" and notifications to parents. k. Matters related to the provision of snacks (oyatsu). (a) The contractor shall order snacks. The estimated cost per person shall be approximately 2,000 yen per month. (b) Pay attention to children's appetite and nutritional intake. (c) For children with food allergies, provide individual support based on a doctor's instructions, after consulting with parents in advance. A manual for food allergy response, including measures against accidental ingestion during snack provision, shall be developed and implemented. Sufficient consideration shall be given to religious dietary restrictions, etc. l. Matters related to the provision of lunch during long-term school breaks. The method of providing lunch shall be discussed with the consignor in advance. m. Matters related to the implementation of various events, including seasonal events, and diverse activities. n. Matters related to reporting accidents, etc., and related procedures. 5 o. Matters related to the creation of various plans, manuals, etc., and the planning, implementation, and recording of various drills. p. Matters related to staff training. (a) Organize training tailored to job titles and roles and have staff attend. (b) Organize training on the Guidelines for Operation of After-School Child Care Clubs and their explanatory manuals, and have staff attend. (c) Provide guidance and training to staff based on the advice and instruction of supervisors, etc., regarding responses to children and parents. (d) Organize training on first aid (AED operation, EpiPen usage, response to injuries and illnesses in children, etc.) and have staff attend. (e) Organize training for staff on how to care for children requiring special consideration in childcare. Furthermore, strive to provide on-site guidance by persons with specialized knowledge on the care of children requiring special consideration as needed. (f) Have staff attend training organized or announced by the city, and disseminate information to other staff who have not attended. q. Matters related to handling complaints, etc. r. Other matters necessary for the operation of the after-school care center. (3) Facility-Related Matters a. Management of facilities and ancillary equipment. b. Proper management and repair of equipment. c. Management, purchase, and repair of consumables. d. Prevention of fires, theft, and other accidents. e. Necessary measures in case of disasters, etc. f. Key management. g. Beautification and cleaning of the facility and surrounding areas, waste disposal, pest control, etc. h. Improvement of the childcare environment awareness. (4) Operating Hours a. School days of municipal elementary schools: From dismissal time until 7:30 PM. b. Saturdays: From 8:00 AM to 6:30 PM. c. Long-term school breaks and holidays of municipal elementary schools: From 8:00 AM to 7:30 PM. d. Closed days: Sundays, national holidays, and the period from December 29 to January 3 of the following year. e. In case of class closures etc. at municipal elementary schools, childcare will be provided for the necessary hours, in accordance with the school holidays. f. Notwithstanding the above, the mayor may change these hours if deemed particularly necessary. (5) Health Examinations etc. for After-School Child Care Support Staff Since after-school child care support staff must have sound mind and body, the contractor shall conduct the following health examinations etc. for after-school child care support staff. ① Health Examination (once a year or more) ② Bacterial Examination (twice a year or more, Salmonella, Shigella, pathogenic E. coli) (6) Preservation of the Global Environment In accordance with the Yashio City Environmental Basic Plan, etc., systematically promote the reduction of the environmental burden and the prevention of pollution, and strive for continuous improvement. ① Suppress the emission of pollutants and strive for environmental conservation. ② Strive for energy saving, resource saving, and reduction/recycling of waste. 7. ICT System Development An ICT system is not in place at the after-school care center, so the contractor shall establish an ICT system within the after-school care center. When establishing and using the ICT system, the following points shall be noted. (1) Take necessary measures to prevent leakage of personal information and confidential information. (2) When establishing the ICT system, include functions that improve user convenience and reduce staff burden, such as communication functions for parents and child arrival/departure management functions. (3) The contractor shall explain the ICT system to be introduced to the consignor in advance. (4) The contractor shall be responsible for establishing the network environment necessary for the operation of the ICT system. 8. Business Management (1) The contractor shall establish an annual business plan for each fiscal year and submit it to the consignor. The format and content of the annual business plan shall be discussed separately with the consignor. (2) The contractor shall create monthly and annual performance reports and submit them to the consignor by the specified deadline. The format and content of the monthly and annual performance reports shall be discussed separately with the consignor. 9. Collaboration with City-Operated After-School Care Centers To ensure that there is no difference in the content and quality of child development between city-operated after-school care centers and the after-school care centers operated by the contractor, the following measures shall be taken. (1) The consignor will conduct regular inspections, and information exchange and necessary measures shall be taken for understanding and standardizing childcare content. (2) If new programs are to be implemented that are not carried out by city-operated after-school care centers, prior consultation with the consignor is required, and approval must be obtained from the consignor. 10. Inspection and Improvement Instructions (1) The consignor shall inspect the progress of the work each month based on the monthly performance report. (2) The consignor may conduct on-site inspections of the after-school care centers at any time, and may request reports and the submission of documents necessary to confirm the operational status. (3) If the consignor deems it necessary to improve the operational status, improvement instructions may be issued to the contractor. 7 11. Payment Method (1) Costs for after-school care center operation preparation (from the day after the contract is concluded until March 31, Reiwa 9) shall be borne by the contractor. (2) For after-school care center operation (from April 1, Reiwa 9 to March 31, Reiwa 12), payments will be made quarterly (four installments per year) based on the contractor's invoice. 12. Other (1) These specifications outline the general method for carrying out the Yashio City After-School Care Center Operation Services. The contractor shall perform tasks that are naturally expected to be performed, regardless of whether they are described in these specifications, due to the nature of this work. Furthermore, the scope of work shall be adjusted appropriately through consultation with the consignor, taking into account the interests of parents and children, regardless of the descriptions in these specifications.