Application Guidelines
Concerning the “Management of the Kyoto City Overseas Representatives”
１ Name of the Entrusted Assignment
Management of the Kyoto City Overseas Representatives
２ Assignment Details
Please refer to the attached requirements specification form. This is a consignment assignment
from the City of Kyoto.
３ Qualifications to Apply
Those qualified to apply must fulfill the following requirements:⑴ Have a clear understanding of the assignment through activities outlined in thedocument “Management of the Kyoto City Overseas Representatives”, and take part withintention of working for the public interest.
⑵ Have extensive PR experience in information transmission and informationcollection.
⑶ If permissions, certifications and/or licenses are necessary, permissions,certifications, and/or licenses must be obtained or expected to be obtained.
⑷ Not be an organization whose primary purpose is religious or political activity.
⑸ Not be an organized crime group, a member of an organized crime group, a relatedcompany or association of an organized crime group, and any other equivalent
person of above.
⑹ Has the necessary management base to execute proposed content and sufficientmanagement skills for handling financial resources, etc.
⑺ An applicant shall have a business operation structure in place that meets legal
requirements on the protection of personal information that are applicable inJapan and any other country/region where the business operation is located. In
addition, the applicant business operator shall conclude an outsourcing
agreement that would meet legal requirements on the protection of personal
information that are applicable in Japan and any other country/region where it islocated.
４ Application Period
Friday, June 21st, 2024 to Monday, July 1th, 2024, 12:00 Noon (Japan Standard Time)1５ Terms of Contract⑴ Contract Type:Consignment Contract⑵ Location of the Kyoto City Overseas Representatives (tentative)
Shanghai⑶ Maximum Contract Fee
2,000,000 JPY each
As a rule, payment will be in Japanese Yen. All costs related to remittancecharges will be borne by the consignor.
⑷

Contract Period
From the date of the contract to March 31st, 2025⑸

Conditions of Payment of Money in Trust
In principle, after the completion of each half of the assignment, at the request ofthe consignee, that half of the contract will be paid.

⑹

Other
① The consignee is expected to smoothly relegate operations between both theprevious fiscal year’s consignee and the following year’s consignee.
② Unless there are reasonable grounds, the consignee is not allowed to change
the proposed amount on which the proposal is based. However, it is requiredthat the consignee will be aware that it is not necessarily the case that theestimated amount will be the same as the amount in the contract.
③ The consignee candidate is not allowed to transfer their status and rights. Aftersigning the contract, it will be prohibited to re-consign the assignments to athird party. However, if it is found to be necessary to outsource a portion of thefulfillment of contract to a third party, it is necessary to obtain advanced
approval from the consignor④ In the event of a breach of contract (i.e. late submission of necessary reports),
the consignee is obligated to pay a penalty, the consignor is exempt from paying
a part or all of the contract fee, or the contract itself will be dissolved
completely.

６ How to Apply
Applicants to this operation must submit a proposal as follows:⑴Office in Charge (Please submit here)
Kyoto City Tourism Association
PR and Promotion Team (c/o Kyoto City Overseas Representatives)

2TEL: +81-(0)75-213-0071
E-mail：promotion@kyokanko.or.jp
Submission of Necessary Documents⑵

Necessary Documents and the Number of Copies to be Submitted:①
ADocuments confirming applicant fulfills all application qualifications(company background/information [in the case of an individual, a resume],latest financial statements, record of performance/results, etc.)
B Proposal (No set format)

1 Copy1 CopyThe proposal should be related to this assignment and there is no set format.
Content should be written based on a clear understanding of the specified
requirements whilst referring to the screening criteria.
Please include the following content in your proposal:
ⅰ Plan of Activities
ⅱ List of Media and Agents in Applicants’ Network
ⅲ Media Clippings Demonstrating Examples of Past Successful Workⅳ Media Exposure Proposal
ⅴ Management system on the protection of personal information
C Quotation for the fiscal year 2024 (Set Format: Attached Form)

1 CopyIndicate detailed explanation of costs related to the proposed assignment.
In addition, in anticipation of the COVID-19 tourism recovery period, provide
estimates for additional business activity proposals in a separate budget.
Application Deadline②

Monday, July 1th, 2024, 12:00 Noon (Japan Standard Time)How to Submit③

Please E-MAIL to the office in charge listed above (1).
Precautionary Notes⑶

For the application procedures the language of use will be Japanese or①

English, and as a rule, the currency will be Japanese Yen.
Grounds for Proposal Disqualification②

The following is a list of articles which are grounds for disqualification of theproposal. In the event that a proposal is disqualified, the applicant will benotified.
AProposals that do not conform to the designated submission deadline,address for submission, or means of submission.

B Proposals that do not follow the guidelines.
C Proposals that do not include some or all of the necessary information.

3

D Proposals that include false information.
Other

⑷
①

All fees incurred in the creation and submission of materials will be borne by
the proposer.

②

Proposals, aside from the consignee’s, will not be used without permission.
However, the contents of proposals may be used for future reference.

③

Submitted materials may be copied for the purpose of selecting a consignee.

④

Proposals cannot be revised or resubmitted after the deadline.

⑤

Submitted materials will not be returned.

７ Proposal Screening and Selection⑴

Screening
Selection of consignee candidates will be performed based on the submitted
documents.

⑵

Screening Criteria
The evaluation criteria are noted below. The consignee candidates will beevaluated comprehensively and selected taking into account factors such as thelevel of understanding of this assignment, level of proposal, effectivity, feasibilityof the assignment, performance capability/skills within the provided structure.

① The applicant has given enough thought and effort to efficiently carry out thisassignment, given its objective.
② The applicant has a structural plan sufficient to smoothly perform thisassignment.
③ The price estimate is appropriate.
④ The applicant has other additional effective proposals other than those noted in
the requirements specification document.
⑤ The applicant is able to conduct consultation related to the consignor’s activities
as needed.
⑥ The applicant has sufficient past accomplishments in the same or similar work.
⑦ Whether or not it is possible for the applicant business operator to conductbusiness operations in compliance with the laws and regulations of Japan andany other country/region where it is located.
⑶ Notification of Results
All applicants will be sent a notification of their result via e-mail.
⑷ Contract
A contract will be established after discussion and with negotiation within the4bounds of the estimate and personal as specified by the consignee candidate.
However, if an agreement cannot be reached in the above negotiations, thenegotiations will proceed with the next candidate in line.
The details of the contract will be based on the requirements specification
document and the consignee’s proposal; however if the details need to be changed
due to situations such as price fluctuation, the content will be finalized as a resultof discussion with the consignor and consignee upon signing the contract.
８ Schedule（as currently scheduled）
Friday, June 21th, 2024

Applications OpenMonday, July 1th, 2024, 12:00 Noon

Application Deadline

Wednesday, March 27th, 2024

Selection of Candidates, Notification ofResults, and Contract Signing* Commencement of Services Immediately After Contract Signing
９ Other⑴ From the start until the finish of the consignment assignment, the consignee
must maintain in regular contact regarding information such as methods toconduct the assignment and updates on progress with the consignor in order tosmoothly fulfill the contract.
⑵ Cooperate with on-site financial audits in the event that they occur.
⑶

In principle, control of all intellectual properties, including copyrights andpatents, resulting from this consignment assignment will revert to the City ofKyoto.

5Form①

Quotation for the fiscal year

Mr. Seiji TanakaChairman, Kyoto City Tourism Association
8F, Yasaka Kawaramachi Bldg.,
384 Ichinofunairi-cho, Kawaramachi Nijo-sagaru,
Nakagyo-ku, Kyoto 604-0924
Japan

Description

Month Day, Year

＜Name of Representative＞＜Company Name＞＜Address＞
Amount<Contract fee>
Basic Assignment

Labor costsfee (¥X,XXX,XXX)(Sales call, attending travel
market etc.)
Expenses for communication
Expenses for transportation
Other expenses

FeesforFee for ***organizing specialeventsin anticipation of the COVID-19
tourism recovery period, provideestimates for additional businessactivity proposals in a separate
budget.

(¥X,XXX,XXX)
Subtotal

X,XXX,XXX<Additional Contract fee>Fee for ***SubtotalTotal

6RemarkRequirements Specification
１ Name of the Entrusted Assignment
Management of the Kyoto City Overseas Representatives
２ Objective of Assignment
To improve Kyoto's recognition as a world-class travel destination and its increase its brand powerby continuously collecting information on Kyoto's public relations activities and market trends, andto transmit accurate information according to the situation of each market.
In addition, we will promptly collect information on the local market trends, etc. and transmit thecorrect information related to Kyoto tourism.
３ Assignment Duration
From the date of the contract to March 31st, 2025
４ Location of the Kyoto City Overseas Representatives (tentative)
Shanghai
５ Assignment Details（１）Collection of Information
・Identify the needs of leading media as they relate to Kyoto City and build relationships in eachmarket.
・Swiftly gather information and share reports with the City of Kyoto if and when suddensocioeconomic change occurs.
（２）Provision of Information・Regular distribution of tourist information about Kyoto to leading media (usingeffective tools such as press releases, media meetings, trade magazines, newsletters, etc.)
・Keep tabs on local media and agents and guide them to cover Kyoto with providing theinformation to promote visiting Kyoto. (Fielding requests from media andfollowing-up accordingly.)
・in anticipation of the COVID-19 tourism recovery period, provide estimates for additional
business activity proposals in a separate budget. (Details to be discussed separately)（３）Kyoto Tourism Administrative Office Functions
・Coordinate contact between local media etc.
・Create an opportunity for email interview with a representative Kyoto City.

（４）Cautionary Notes
・If other duties are necessary other than those noted above, discussion will be held.
7

・When the consignee side carries out business other than this assignment whose clients arethose concerned with the consignor, the consignee is obliged to urge the clients to share
information with the consignor as appropriate.
・Provide administrative documents as directed by the consignor by the designated date.
６Reports
Submit periodic reports, a yearly report, relevant financial statements, and a form confirming thecompletion of the aforementioned assignment as follows. (Set Format: Attached Forms)（１）Dates of Submission
・periodic report
July to September–October 10th, 2024

October to March–March 31st, 2025

・yearly report, relevant financial statements, and a form confirming the completion of theaforementioned assignment–March 31st, 2025

When the consignor finds it to be necessary and requested consignee to make a report on its
business improvement.
（２）Contents of Report
Images and the method of the press release that is mentioned in the item（2）above, thecoverage numbers (each medium), advertisement conversion value, the number of media
support cases, other major activities etc.
*Attach the outline and coverage clippings if there is any coverage in specific leading mediaetc.
７ Other（１）Protection of Personal Information

Ensuring that the applicant business operator has a business operation structure in placethat meets legal requirements on the protection of personal information that areapplicable in Japan and any other country/region where it is located; and concluding anoutsourcing agreement that would meet legal requirements on the protection of personal
information that are applicable in Japan and any other country/region where it is located.

8（２）Compensation for Damages
All damages to third parties as a result of the commissioned work shall be the responsibilityof the consignee except for those that should be attributed to the consignor.
（３）CopyrightAs a rule, in order to implement smooth projects and disseminate results, the copyright
resulting from this consignment work shall be attributed to the consignor.
（４）Agenda
Where doubts arise in matters not stipulated in this specification or in the performance ofwork, resolution shall be done through consultation between the consignor and the consignee,and if the consultation is not settled, it shall be in accordance with the direction of theconsignor.

9Form②About Annual Report≪Note≫*Since this report will be sent to the KCTA/KCVB members, please write information thatwill be beneficial to concrete business development.
*Please narrow down the content to only the essential points.
*Please do not write about works in which KCTA/KCVB members took part, as this reportwill be provided to their competitors.
Annual Report（１）Overview＜Content＞
・Please write a brief overview of the activities in the past fiscal year.
＜Note＞
・Please summarize the activity themes for the fiscal year, results of activities, and futurechallenges.
（２）Main activities and results＜Content＞(1) ABC Campaign（Dates）************* (Content)(2) XYZ FAM Trip (Dates）************* (Content)＜Note＞
・Please include information about activities in the past fiscal year.
・Please avoid listing strings of information. Please sort out information, as listed aboveand summarize content concisely.
（３）Main Achievements＜Content＞
・e.g The number of participants in seminars and exhibitions, the number of expected
tours created following the FAM, the number of inquiries.
＜Note＞
・In each topic, please include your objective results, using statistics as much as possible.
・In addition to reporting achievements to the members of the general assembly, thisinformation will also be used in Kyoto City PR materials, so please write with theintent of promoting your achievements.
*KCTA…Kyoto City Tourism Association*KCVB…Kyoto Convention & Visitors Bureau

10Form③

Notification of Completion of Consigned Assignment
March 31, 2025
Mr. Seiji TanakaPresident, Kyoto City Tourism Association
8F, Yasaka Kawaramachi Bldg.,
384 Ichinofunairi-cho, Kawaramachi Nijo-sagaru,
Nakagyo-ku, Kyoto 604-0924
Japan＜Name of Representative＞＜Company Name＞＜Address＞

This form confirms that the following assignment has been completed. For details, pleaserefer to the report attached to this document.

１ Name of the Consigned assignment
Management of the Kyoto City Overseas Representatives
２ Amount３

Period2,000,000 JPY

the date of the contract – March 31st, 2025

11Form④

Financial Settlement for the fiscal year 2024
March 31, 2025
Mr. Seiji Tanaka
President, Kyoto City Tourism Association
8F, Yasaka Kawaramachi Bldg.,
384 Ichinofunairi-cho, Kawaramachi Nijo-sagaru,
Nakagyo-ku, Kyoto 604-0924
Japan＜Name of Representative＞＜Company Name＞＜Address＞
Description

AmountRemark<Contract fee>
BasicAssignment

Labor costsfee(Sales call, attending travel(¥X,XXX,XXX)

market etc.)
Expenses for communication
Expenses for transportation
Other expenses

FeesforFee for ***organizing
special events(¥X,XXX,XXX)
Subtotal

X,XXX,XXX<Additional Contract fee>Fee for ***Describe in the case of any additional projects that wereconducted in consultation with KCTA.

Subtotal
Total12