Public Competition Proposal for Kama City School Bus Operation Management Outsourcing

We will conduct a public competition proposal for Kama City school bus operation management outsourcing. 1. Outline of Work (1) Work Name: Kama City School Bus Operation Management Outsourcing (Long-term Continuous Contract) (2) Purpose of Work: To establish necessary matters regarding procedures for selecting an operator that has the ability to perform Kama City school bus operation services, with the aim of operating school buses safely, efficiently, and effectively for students of Kama City Kaho Elementary School and Kama City Kaho Junior High School. (3) Work Description: As per the attached "Kama City School Bus Operation Management Outsourcing Special Specifications". (4) Work Outsourcing Period: From the contract conclusion date until March 31, 2029. However, the period from the contract conclusion date to March 31, 2025, shall be a preparation period for the work, and no fees will be incurred during that period. (5) Estimated Upper Limit Amount: The estimated upper limit amount for the work outsourcing period of the operation services shall be 231,206,000 yen, and the estimated upper limit amount for each fiscal year shall be as follows. Consumption tax and local consumption tax are not included, and those who submit an estimate exceeding the upper limit will be disqualified. * FY2025 ···· 46,241,200 yen * FY2026 ···· 46,241,200 yen * FY2027 ···· 46,241,200 yen * FY2028 ···· 46,241,200 yen * FY2029 ···· 46,241,200 yen 2. Selection Method: In selecting the Kama City School Bus Operation Management Outsourcing Business Operator, there is a risk that the selection method by general competitive bidding etc. may not achieve the goal of ensuring convenient and safe school commutes for students using school buses. Therefore, we will select the most suitable contracting party for the fulfillment of school bus operation management outsourcing by objectively evaluating the business operator's proposals through a public competition proposal method, taking into comprehensive consideration safety, reliability, track record, and management appropriateness. 3. Inquiries and Submission of Various Documents (Contact Department): Kama City Board of Education, School Education Division, Curriculum Section (Contact: Ota) Address: 446-1 Kami-usui, Kama City, Fukuoka Prefecture, 820-0592 (1st Floor, Usui General Branch Office) Phone: 0948-62-5726 (Direct) FAX: 0948-62-5693 Email: kyomu@city.kama.lg.jp 4. Implementation Schedule, etc.: The schedule until the selection of the operating contractor is as follows. Content | Period Download period for guidelines etc. | November 2, 2024 (Mon) to November 11, 2024 (Tue) Inquiry submission deadline | November 11, 2024 (Tue) Inquiry response deadline | November 13, 2024 (Fri) Application submission period | November 2, 2024 (Mon) to November 17, 2024 (Tue) Dispatch of participation eligibility screening results | November 25, 2024 (Wed) (scheduled) Proposal submission period | From the date of notification of participation eligibility screening results to December 9, 2024 (Mon) Presentation | Afternoon of December 25, 2024 (Wed) Notification of screening results | Early January 2025 (scheduled) Announcement of screening results | Mid-January 2025 (scheduled) Conclusion of work outsourcing contract | Late January 2025 (scheduled) Work preparation period | February - March 2025 Start of operation services | April 1, 2025 (Thu) 5. Participation Eligibility Requirements: Those who meet all of the following conditions are eligible to participate in this proposal. (1) Must be registered in the FY2024 Kama City Goods and Services Competitive Bidding Participant Eligibility List and have obtained a license for general charter passenger motor vehicle transportation business or specific passenger motor vehicle transportation business pursuant to Article 4 of the Road Transportation Act. (2) The corporation or its representative and its officers must not fall under any of the following items. If they fall under these items during the period until the contract is concluded, they will lose their eligibility as a contractor. * Those who fall under Article 167-4 of the Local Autonomy Act Enforcement Regulations. * Those who have been subject to business suspension or designation suspension measures by Kama City on any day from the start of the recruitment to the proposal submission. * Those undergoing rehabilitation or reconstruction procedures based on the Corporate Reorganization Act, Civil Reconstruction Act, etc. However, this does not apply to those who have received an approval decision for a rehabilitation or reconstruction plan from the court at the time of application, even if the respective applications have been filed. * Those who have filed for commencement of bankruptcy proceedings under the Bankruptcy Act. * Those with unpaid income tax, corporate tax, consumption tax, local consumption tax, prefectural tax, and municipal taxes. * Those who fall under the provisions of Article 6 of the Kama City Political Ethics Ordinance. * Violent groups as defined in Article 2, Item 2 of the Act on Prevention of Unjust Acts by Members of Violent Groups and those who carry out activities that benefit them, or those who have close ties with violent groups or their members. 6. Inquiry Acceptance and Response (1) Acceptance Period: November 2, 2024 (Mon) to November 11, 2024 (Tue) 4:30 PM (Must arrive by this time). (2) Submission Method: Fill out the "Kama City School Bus Operation Management Outsourcing Inquiry Form (Form No. 1)" and submit one copy via email, FAX, or in person to the contact department. However, for email and FAX, after sending, please confirm by phone between 9:00 AM and 4:30 PM on weekdays (excluding Saturdays, Sundays, and public holidays). For in-person submission, it must be submitted between 9:00 AM and 4:30 PM on weekdays (excluding Saturdays, Sundays, and public holidays). (3) Response Method: The response will be posted on the Kama City website by 5:00 PM on November 13, 2024 (Fri). Individual responses and inquiries by phone etc. will not be accepted. 7. Submission of Application Form (1) Submission Documents: Those who wish to participate in this proposal must submit the following documents. * Kama City School Bus Operation Management Outsourcing Proposal Application Form (Form No. 2) * Copy of License for General Charter Passenger Motor Vehicle Transportation Business or General Bus Passenger Motor Vehicle Transportation Business * List of Similar Work Experience (Form No. 3) * Copy of Tax Payment Certificates for National, Prefectural, and Municipal Taxes for the business office or representative * Seal Registration Form (Form No. 4) * Copy of Seal Certificate * Copy of Certificate of All Registered Matters * Copy of documents certifying enrollment in Workers' Accident Compensation Insurance * Pledge Form (Form No. 5) * List of Officers (Form No. 6) * Power of Attorney (Only if delegated to a branch office, etc.) * Copies of other necessary licenses, permits, and certificates for this work (2) Submission Method and Location: Submit one copy each via email, in person, or by mail to the contact department. However, for email, after sending, please confirm by phone between 9:00 AM and 4:30 PM on weekdays (excluding Saturdays, Sundays, and public holidays). For in-person submission, it must be submitted between 9:00 AM and 4:30 PM on weekdays (excluding Saturdays, Sundays, and public holidays). For mail, it must arrive within the application submission period. (3) Submission Deadline: November 17, 2024 (Tue) 4:30 PM (Must arrive by this time) 8. Submission of Proposals: The contact department will review the Kama City School Bus Operation Management Outsourcing Proposal Application Form and send the results of the participation eligibility screening to eligible businesses by November 25, 2024 (Wed). Please bring the results of the participation eligibility screening when submitting your proposal. (1) Acceptance Period: From the date of notification of participation eligibility screening results to December 9, 2024 (Mon) 4:30 PM (Must arrive by this time). (2) Submission Documents: The submission documents are as follows. The proposal (Form No. 8) should be bound in an appropriate file, and the quotation (Form No. 9) should be placed in a long envelope (size 3) and sealed. The specifications for the file and long envelope (size 3) are not specified. * Proposal (Form No. 8): 1 original, 8 copies * Quotation (Form No. 9): 1 copy (3) Submission Method and Location: Submit in person or by mail to the contact department. However, for in-person submission, it must be submitted between 9:00 AM and 4:30 PM on weekdays (excluding Saturdays, Sundays, and public holidays). For mail, it must arrive within the application submission period. Additionally, submit one electronic copy of the documents via email. Phone confirmation is not required. (4) Submission of Withdrawal Notice: Businesses wishing to withdraw must submit a withdrawal notice (Form No. 7) in person to the contact department by December 9, 2024 (Wed) 4:30 PM. Submission by any other method will not be accepted. Withdrawal will not result in any disadvantage in other businesses. 9. Establishment of Business Operator Selection Committee: The Kama City School Bus Operation Management Outsourcing Business Operator Selection Committee (hereinafter referred to as the "Committee") will be established to conduct the screening for this proposal. 10. Screening Method: The screening method will be for the Committee to screen and score the submitted proposals and presentations based on the screening criteria, and to determine the ranking in descending order of total score among proposers who achieve a total score of 375 points or more out of 500 points. If a committee member is absent, the scoring and other details will be announced by the contact department on the day of the presentation. (1) Presentation Date: Details such as the date and time of the presentation will be notified separately, but it is scheduled to be held on the afternoon of December 25, 2024 (Wed). (2) Presentation Outline: The presentation outline is as follows. * The screening time per business operator shall be within 30 minutes, with the presentation within 20 minutes and the Q&A within 10 minutes. * The number of participants, including presenters, on the day of the presentation shall be within 3 people. * The presentation will be conducted in person and will be non-public. * If equipment such as computers, speakers, or projectors are to be used during the presentation, consult with the contact department in advance regarding the number of power outlets and installation locations. The business operator must prepare the equipment, and no equipment will be lent out. 11. Screening Criteria and Scoring: The screening criteria and scoring are as follows. Screening Criteria | Scoring Company Status | 10 Internal Safety Measures etc. | 20 Safety Measures for Students | 30 Emergency Response System | 20 Operation System and Schedule | 5 Other Services Provided by the Business Operator | 10 Price Evaluation | 5 Total | 100 12. Determination of Preferred Negotiator: The Committee will select the business operator with the highest evaluation score calculated based on the screening criteria as the preferred negotiator. In case of a tie in the total score, the business operator who submitted the lower quotation price will be selected as the preferred negotiator. If there is only one participant in this proposal, they will be selected as the preferred negotiator if they meet the evaluation criteria and achieve the highest score based on the screening conducted according to the proposal guidelines. If the highest-ranked proposer withdraws, the next highest-ranked proposer will be the new preferred negotiator. 13. Notification of Screening Results: The results of the screening will be notified to all participants. No objections regarding the selection will be accepted. 14. Contract Conclusion: After selecting the preferred negotiator, the contract details and specifications will be discussed in detail with the preferred negotiator based on the proposals and other content, and the contract will be concluded promptly after adjusting the specifications. 15. Disqualification Clauses: Any business operator falling under any of the following items will be disqualified, and their proposal will be deemed invalid. * Failure to comply with the specified submission methods and deadlines. * Submission of information that does not comply with the submission conditions. * Omission of all or part of the information requested in the application form and proposal. * Submission of false information. * Unexcused lateness or absence from the presentation, except in cases of emergency due to accidents or disasters. * Engaging in acts that harm the fairness of the screening. * Inability to conclude the contract or lack of intent to conclude the contract. 16. Other: Other items are as follows. * The contact department will not return submitted documents to the business operator. * Changes to the content of the application form and proposal after submission are not permitted. * The contact department will not use submitted documents for purposes other than this proposal without the business operator's consent. * The proposal content will be kept confidential. * Business operators must not disclose materials received from the contact department without permission for the preparation of proposals. * Business operators cannot file any objections regarding the screening results. * All costs incurred for participation in this proposal and preparation/submission of documents shall be borne by the business operator. * While the copyright of the submitted documents belongs to the business operator, the contact department may reproduce them free of charge to the extent necessary for screening, and may create copies of submitted documents for screening and explanation purposes only. 1. Kama City School Bus Operation Management Outsourcing Special Specifications Article 1. Commissioned Project Name: Kama City School Bus Operation Management Outsourcing Project (Long-term Continuous Contract) Article 2. Purpose of Work: This work is commissioned for the purpose of safe, efficient, and effective operation of school buses for students attending Kama City Kaho Elementary School (hereinafter referred to as "Kaho Elementary School") and Kama City Kaho Junior High School (hereinafter referred to as "Kaho Junior High School"), using vehicles owned by the client. Article 3. Work Description: (1) Pick-up and drop-off services for students etc.: The contractor shall provide pick-up and drop-off services for students of Kaho Elementary School and Kaho Junior High School. If there are students who require assistance when boarding or alighting, assistance shall also be provided. (2) Temporary operation services for Kama City elementary, junior high, and compulsory education schools etc.: When requested by the client for off-campus learning within the curriculum or participation in cultural events for students, the contractor shall provide temporary operations within the scope that does not interfere with the pick-up and drop-off services for students. Detailed content is described in "Article 6. Temporary Operation Services for Schools etc.". (3) Vehicle Management: The contractor shall regularly clean, wash, inspect, and refuel vehicles, and strive to ensure that there are no disruptions to student boarding and transportation. When vehicles are not in use, they shall be stored in the designated location. (4) Vehicle Inspections, Periodic Inspections, and Maintenance etc.: The contractor shall perform necessary vehicle inspections, periodic inspections, and maintenance with sufficient lead time to ensure proper operation as school buses. If a vehicle becomes unavailable for school bus operation due to inspections etc., the contractor shall, in consultation with the client, operate a substitute vehicle at the contractor's expense. (5) Cleaning and Management of Vehicle Storage Areas etc.: The contractor shall regularly clean vehicle storage areas and offices, and strive for proper management of vehicles and related equipment. (6) Creation and Reporting of Operation Log: The contractor shall record the operational status and vehicle status in the operation log and report to the client upon request. (7) Complaint Handling: Complaints regarding operations shall be handled sincerely by the contractor, and the content shall be reported in writing to the client, Kaho Elementary School, or Kaho Junior High School.