Kama City will conduct a public proposal for the outsourcing of the meal delivery service business.

Kama City Meal Delivery Service Business Outsourcing Specifications September, Reiwa 8 Kama City 1. This specification defines the necessary matters when Kama City (hereinafter referred to as the "City") outsources the Kama City Meal Delivery Service Business to a private contractor (hereinafter referred to as the "Contractor"). Chapter 1 General Provisions 1. Business Name: Kama City Meal Delivery Service Business Outsourcing 2. Business Purpose: The purpose of this business is to promote the independence and quality of life of elderly individuals with frailty, disabled persons, etc., who live at home, by providing meal delivery services, and to reduce the physical and mental burden on their families. 3. Contract Period: April 1, Reiwa 9 to March 31, Reiwa 12 (3 years) 4. Contract Method: Unit price contract per meal (including delivery fees, etc.). 5. Business Content: Kama City Meal Delivery Service Business. Details will be provided in Chapter 2 and onwards. 6. Confidentiality: The Contractor shall be bound by confidentiality regarding matters learned in the course of performing this business and shall not use them for other businesses. 7. Compliance with Relevant Laws and Regulations: The Contractor shall conduct the business in accordance with this specification, the "Kama City Meal Delivery Service Business Outsourcing Contractor Recruitment Guidelines," and their Q&A, as well as the following laws and regulations. If any of these laws and regulations are amended during the contract period, the amended content shall apply. ① Local Autonomy Act (Law No. 67 of Reiwa 22), Local Autonomy Act Enforcement Order (Cabinet Order No. 16 of Reiwa 22), and Local Autonomy Act Enforcement Regulations (Ministry of Home Affairs Ordinance No. 29 of Reiwa 22) ② Food Sanitation Act (Law No. 233 of Reiwa 22) ③ Labor Standards Act (Law No. 49 of Reiwa 22) ④ Fukuoka Prefecture Food Sanitation Act Enforcement Ordinance (Fukuoka Prefecture Ordinance No. 17 of Reiwa 12) ⑤ Kama City Information Disclosure Ordinance (Kama City Ordinance No. 14 of Reiwa 18) and Kama City Information Disclosure Ordinance Enforcement Regulations (Kama City Regulations No. 18 of Reiwa 18) ⑥ Kama City Personal Information Protection Act Enforcement Ordinance (Kama City Ordinance No. 1 of Reiwa 5) and Kama City Personal Information Protection Act Enforcement Regulations (Kama City Regulations No. 19 of Reiwa 18) ⑦ Kama City Meal Delivery Service Business Operation Regulations (Kama City Notification No. 24 of Reiwa 18) ⑧ Other relevant laws, ordinances, and regulations. 8. Staffing, etc.: The staffing and work arrangements for business operations shall be such that they do not hinder the smooth operation of the business. A person in charge of business operations and a food sanitation manager shall be assigned. 9. Employment: Consideration shall be given to employing residents of the city for delivery personnel and cooks hired for this business. 10. Protection of Personal Information: Personal information obtained in the course of business shall be handled in accordance with the "Kama City Personal Information Protection Act Enforcement Ordinance" and its enforcement regulations, and necessary measures shall be taken to prevent infringement of individual rights and interests associated with the handling of personal information. 11. Changes to Business Content: Changes will be made through consultation between the City and the Contractor if deemed necessary by the City. 12. Documents to be Submitted: In addition to the provisions of the City's contract terms, the Contractor shall submit documents as instructed by the City upon commencement and completion of the business. 13. Damages: The Contractor shall be liable for damages caused to the City or third parties in the course of performing the contracted business (excluding damages caused by natural disasters or other reasons not attributable to the Contractor). 14. Precautions: ① In the event of an accident (including traffic accidents) during the execution of this business, the Contractor shall take necessary measures promptly and report to the City. The report shall be submitted in writing within 7 days from the date of the accident. ② If an accident occurs due to reasons attributable to the Contractor, such as food poisoning, the Contractor shall promptly compensate the user for damages and shall have obtained accident insurance in advance. ③ If it becomes difficult to carry out the business due to an accident, the Contractor shall arrange for an alternative provider. 15. Other Special Provisions: ① Matters not stipulated in this specification or any doubts arising therefrom shall be determined through consultation with the City. ② The City may request improvements to the business from the Contractor based on requests and complaints from users. ③ The Contractor shall disclose all documents deemed necessary by the City to confirm the status of the contracted business. The Contractor shall also accept inspections of cooking facilities, etc., requested by the City. ④ In carrying out the business, the Contractor shall fully understand that this business is a welfare service provided to the elderly and disabled, and shall operate the business faithfully in cooperation with the City. Chapter 2 Kama City Meal Delivery Service Business This service involves delivering dinner and breakfast to the homes of elderly individuals living alone aged approximately 65 and over, households consisting only of elderly individuals, and similar households, as well as severely disabled individuals, etc., who are frail and find it difficult to prepare meals, and who have been approved for meal delivery service by the City (hereinafter referred to as "Users"). The delivery will be made by visiting their homes up to seven days a week throughout the year. Furthermore, during delivery, the User's well-being will be confirmed, and appropriate measures will be taken, such as contacting relevant organizations in case of an emergency. 1. Target Individuals: Elderly individuals living alone aged 65 and over, households consisting only of elderly individuals and similar households, and severely disabled individuals who have been approved by the City for meal delivery service, require regular meal provision and well-being checks. 2. Target Area: The entire city. 3. Service Days, etc.: (1) Meal delivery will be provided for dinner on desired days of the week, up to seven days a week, throughout the year. However, if breakfast is requested, it will be delivered along with the previous day's dinner. (2) Delivery time will be approximately from 3:00 PM to 5:30 PM. However, if the time needs to be changed due to an increase or decrease in users, weather, road conditions, etc., the User and the City shall be notified, and appropriate measures will be discussed. 4. Business Target Individuals and Average Number of Meals per Day: (1) Business Target Individuals (as of June 30, Reiwa 8): ① Elderly: 166 people ② Disabled: 2 people (2) Average Number of Meals per Day (as of June 30, Reiwa 8): ① Dinner: Approximately 117 meals ② Breakfast: Approximately 14 meals * Actual results are listed as a reference for business scale. 5. Content of Contracted Services: The Contractor shall provide meal delivery services in accordance with the following methods (1) to (5). (1) Menu Creation: ① By the 25th of each month (or the next business day if it falls on a holiday or public holiday), submit the menu for the following month to the City and Users. The menu submitted to the City shall include nutritional information such as calories and salt content per meal. ② Menu creation shall be undertaken by a person with qualifications as a registered dietitian or dietitian. ③ When creating the menu, consideration shall be given to nutritional balance, referencing the "Guidelines for Nutritional Management of Meal Delivery Services to Promote Health Support for the Elderly and Others in the Community" (March, Reiwa 29, Ministry of Health, Labour and Welfare). (2) Cooking: ① Based on the menu from the previous item, cook with the advice and guidance of a registered dietitian or dietitian as needed. ② Meal textures shall include "regular," "soft rice," and "congee" for staples like rice, and "regular" and "chopped" for main and side dishes. These shall be provided according to the User's request without changes to the contract price or User's contribution. ③ Thorough hygiene management shall be implemented to prevent food poisoning. ④ Containers shall be suitable for delivery in a bento box format (at appropriate temperature). Disposable or reusable containers are not specifically designated, but consideration shall be given to minimizing environmental impact, and the Contractor shall prepare the containers. If disposable containers are used, empty containers shall be collected if requested by the User. (3) Delivery: ① Delivery shall be by hand whenever possible. ② If the bento cannot be handed over due to prior notification, it shall be delivered to a pre-determined location agreed upon with the User, and then the User's well-being shall be confirmed. If the User is absent without prior notification, their well-being shall be confirmed based on the well-being confirmation system. ③ If necessary, consider ease of eating when serving the meal to the User. ④ Ensure hygiene and safety, and comply with traffic laws. Also, prepare alternative measures in case of accidents that make service provision difficult. ⑤ In case of natural disasters such as typhoons or earthquakes that make delivery difficult, the City and the Contractor shall promptly consult and the Contractor shall take appropriate action. ⑥ Delivery shall be made directly from the cooking facility or business facility to the User's home in principle. If it is unavoidable to establish an intermediate facility, it shall be managed appropriately at all times in terms of hygiene, and the facility shall be confirmed by the City in advance. (4) Confirmation of Well-being: ① Well-being Confirmation: Delivery personnel shall greet the User during delivery and always confirm their well-being. They shall also pay attention to changes in the User's condition and report to the City as necessary. ② Emergency Response: (a) In case of emergency, such as a change in the User's health condition, the delivery person shall provide first aid as much as possible, make necessary notifications, and contact the person in charge of the business. (b) The person in charge of the business shall contact the emergency contact and report to the City. ③ Response When Well-being Cannot Be Confirmed: (a) If the User is absent without prior notification, the following shall be confirmed: a. Is there any sign of someone inside the room? b. Is the light on inside the room? c. Can the sound of the TV, etc., be heard? d. Are there any accumulated mail or newspapers in the mailbox? e. Are there any other unusual points compared to normal? (b) If the User's well-being cannot be confirmed by the above, the person in charge of the business shall be notified of the absence, and the person in charge of the business shall contact the User and their emergency contact by phone to confirm the User's well-being. (c) If the User cannot be contacted or if their well-being cannot be confirmed even after contacting the emergency contact, the City shall be reported immediately. The City will coordinate with relevant organizations and the police to confirm the User's well-being. (5) Management and Operation: ① New User Approvals: When a new user is approved, the City shall promptly notify the Contractor of the User's information. The Contractor shall consult with the User or their supporter regarding delivery routes, methods of receiving bentos, and payment methods for usage fees by the service start date to ensure smooth business operations. ② Suspension of Use: If the User or their supporter requests a temporary suspension of the meal delivery service, the City shall notify the Contractor of the suspension at least the day before the scheduled delivery date. However, if this is difficult due to unavoidable reasons, the Contractor shall consult with the City and respond as much as possible. If a temporary suspension request is made directly to the Contractor, the Contractor shall report it to the City immediately. ③ Resumption of Use: If the User or their supporter requests to resume the meal delivery service, the City shall notify the Contractor of the resumption date at least the day before the scheduled resumption date. However, if this is difficult due to unavoidable reasons, the Contractor shall consult with the City and respond as much as possible. If a resumption request is made directly to the Contractor, the Contractor shall report it to the City immediately. ④ Cancellation of Use: Use will be canceled if the User falls under any of the following: (a) Death or relocation outside the city. (b) Moving into a facility or no longer residing at home. (c) Suspension period exceeds 3 months. (d) Request from the User or supporter. (e) Other reasons deemed inappropriate by the Mayor. When use is canceled, the City shall notify the Contractor and the User of the cancellation. ⑤ Increase in Usage Days: If an increase in usage days is decided for a User, the City shall notify the Contractor of the User's information at least the day before the service start date. However, if this is difficult due to unavoidable reasons, the Contractor shall consult with the City and respond as much as possible. ⑥ Reduction in Usage Days and Change in Usage Days: If the User requests a reduction in usage days or a change in usage days, the City shall notify the Contractor of the reduction or change at least the day before the scheduled delivery date. However, if this is difficult due to unavoidable reasons, the Contractor shall consult with the City and respond as much as possible. If a request for reduction or change in usage days is made directly to the Contractor, the Contractor shall report it to the City immediately. ⑦ Collection of Usage Fees, etc.: (a) The Contractor shall be responsible for collecting usage fees for each bento. (b) Usage fee collection shall be done on a monthly basis. However, this can be changed upon User's request. (c) Methods of collecting usage fees include bank transfer, direct collection, and payment by remittance. The collection method shall be decided in consultation with the User or their family. (d) If the usage fee cannot be collected from the User, the Contractor shall collect it at their own responsibility. ⑧ Document Management: For the smooth operation of the business, the Contractor shall maintain the following documents. The retention period for these documents shall be 5 years from the end of the fiscal year in which they were created. (a) Meal Service Daily Log (b) Meal Delivery Log (c) Menu Binder (d) Meal Delivery Service Request Form Binder (e) Food Material Purchase Ledger ⑨ Submission of Performance Reports: The Contractor shall prepare the following documents and submit them by the 10th of the following month. (a) Meal Delivery Performance Report (free format) listing User name, User number, delivery date, number of meals, contract amount for the month, etc. If there are changes, suspensions, or cancellations in usage, report them in the remarks column. (b) Well-being Confirmation Status Report (free format). ⑩ Submission of Business Reports, etc.: Within 30 days after the end of the business year, prepare and submit a business report to the Mayor including the following items: (a) Performance of meal delivery services. (b) Income and expenditure status of business expenses. (c) Self-evaluation and areas for improvement. (d) Other items deemed necessary by the Mayor. ⑪ Self-Evaluation and Meal Inspection: To improve the quality of business and services, the Contractor shall solicit opinions from Users, etc., regarding the services and conduct regular self-evaluations. The results of these evaluations shall be included in the business report and reflected in business operations. Meal inspections shall be conducted twice a year, and the City will evaluate whether the Contractor is providing appropriate meal content. The meal content shall be the same as the menu on the day of the inspection. The date of inspection shall be determined in consultation with the City. ⑫ Business Preparation and Handover: (a) The period from the conclusion of the outsourcing contract to the start of the outsourced work shall be the preparation and handover period. Handover from the previous business operator shall be conducted, and documents such as ledgers, equipment, delivery destinations, delivery routes, and locations shall be confirmed. Expenses incurred for handover shall be borne by the Contractor. (b) When the outsourcing period ends and the Contractor changes, cooperate with the handover to the next Contractor.