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                    Catering Operators Expression of Interest

                    The Moomba Festival returns to Alexandra Gardens and Birrarung Marr (7 to 11 March 2024) for the 70th year, to celebrate cultural and community diversity with a program of free entertainment in the parks and gardens along the Yarra River.

                    ​​​​​​​​​​​​​​​​​The City of Melbourne (Council) is seeking expressions of interest from catering operators to trade at Moomba Festival 2024. We are looking to engage a broad range of catering options to suit our diverse audience. At this stage we are seeking interest from catering operators who operate fully self-contained outlets. Self-contained meaning all food preparation, wash up facilities and service frontage is contained within the space of the outlet itself.

                    Please note opportunities to be involved are limited and final selection of successful operators will be the sole responsibility of the City of Melbourne.

                    How you can get i​​nvolved​​

                    To apply, please read through the following information which includes key dates, site details, sustainability policies, contract documentation and requirements, selection criteria, site fees, operating guidelines, and terms and conditions, then complete the online application form directly below and submit along with all documentation requested, no later than 5pm, Friday 27 October 2023.

                    Key dates

                    Pre-event​​​​ dates

                    ​EventDate​
                    ​Catering Expressions of Interest applications close
                    5pm, Friday 27 October 2023
                    ​Notification to successful and unsuccessful applicants
                    (No information will be available before this date)
                    Friday 24 November 2023
                    ​Catering contracts issuedFriday 8 December 2023
                    Signed catering contracts, advance payments and City of Melbourne Health Services documentation due​Friday 9 February 2024
                    Final site and revenue fee payment dueFriday 22 March 2024

                    Event​ dates

                    ​EventDate​​Operating hoursLocation
                    ​​​Moomba Festival​ 2024
                    ​Thursday 7 March 2024
                    4pm to 10pm​​​Alexandra Gardens and Birrarung Marr
                    ​ ​
                    ​Friday 8 March 2024
                    4pm to 10pm
                    Saturday 9 March 2024
                    ​10am to 10pm
                    ​Sunday 10 March 2024
                    ​10am to 10pm
                    ​Monday 11 March 2024
                    ​10am ​to 10pm
                    ​Please note operating times may be subject to change.​

                    Submission process

                    • ​Due to the large number of submissions received for participation in the Moomba Festival, we cannot guarantee your selection.
                    • Submission of the Moomba Festival Catering Operators Expression of Interest application form and any associated materials does not constitute acceptance of inclusion in the Moomba Festival. 
                    • The decision on which caterers will participate in the Moomba Festival remains at the sole discretion of Council.
                    • Council maintains creative, directional and conceptual control of all event components including the catering program. 
                    • The catering precinct will include a mix of mobile vendors and large commercial vans. All catering precincts will be styled to look neat, clean, and tidy.
                    • Successful applicants will be required to adhere to all Council requirements outlined within (but not limited to) this online Expression of Interest.
                    • If your catering operation is selected to participate at the 2024 Moomba Festival, you will receive further detailed information after confirmation of participation within the Catering Program.​

                    Contract documents

                    Successful applicants will be notified by email and requested to submit the following documentation to Council with site fee  advance payment by Friday 9 February, 2024

                    • Signed Catering Letter of Agreement 
                    • Copies of Public and Product Liability to a minimum value of $20,000,000
                    • Insurance Certificate of Currency indemnifying Melbourne City Council and Momentum Event Management
                    • A copy of Workcover Insurance as required under State Legislation (if applicable)
                    • Final price list and menu for approval 
                    • FoodTrader registration details
                    • Copy of Victorian Temporary Food Registration Certificate.

                    Selection criteria and assessment

                    Submissions for the 2024 Moomba Festival will be assessed by the appointed festival catering selection panel. All submissions received within the EOI period will be assessed and rated against the following criteria.

                    Operation​​

                    • Mobile vendors and large commercial vans only. No marquee outlets will be accepted.
                    • Size of operation relating to service frontage
                    • Size of operation relating to available sites
                    • Efficient set up and site management
                    • Proven capacity to cater to a large crowd
                    • Ability to maintain cleanliness around trade set up and managing waste correctly

                    Presentation​​

                    • ​Presentation of product 
                    • Presentation of the set up in keeping with the aesthetic of the event
                    • High level of presentation across vendor spaces, goods and services and staff

                    Quality​

                    • ​Style of food/s provided
                    • Provision of fresh organic produce
                    • Healthier options provided
                    • Vegan/Vegetarian options provided 
                    • Price of goods and value of serves
                    • Consistency of quality

                    Sustainability

                    Please refer to the Sustainability section under 'Operating Guidelines'. Consideration will be given to the below:

                    • The sustainability policy and initiatives in place
                    • Environmentally aware and socially responsible attitude
                    • Willingness to utilise reusables service at event

                    Please be aware that successful catering operators for Moomba Festival 2024 may be asked to further consider their sustainable practices. Feel free to contact the team with any questions.

                    Service and Experience

                    • ​Overall dependability, efficiency and professionalism
                    • Demonstrated customer service
                    • 2 x references (contact details)
                    • Accountability for services and products 

                    City of Melbourne operational history and Adherence to Guidelines at City of Melbourne events

                    • Past performance relating to adherence to festival or CoM guidelines and policies
                    • Past performance relating to provision of registrations and relevant insurance documents
                    • Past performance relating to total revenue at City of Melbourne events
                    • History of prompt payment of site fee advance payments and revenue sharing fees

                    Variety

                    • ​Variety of goods provided
                    • Variety in context of the overall festival catering program

                    Trade Registration​​

                    • ​The City of Melbourne is committed to providing opportunities for local businesses. Businesses registered within Victoria will therefore be granted a locality weighting in assessment of their application.
                    • Current Victorian FoodTrader Registration, if unregistered please register.

                    Operating guidelines

                    All staff, contractors and service providers working with any catering operation must be advised of the below operating guidelines:

                    Outlet:

                    • The catering operator must supply all items including but not limited to equipment and staffing, as necessary to facilitate the outlet. (Excluding the below items provided by Council)..
                    • Catering operators must operate only within the space agreed to with Council.
                    • Food preparation is not permitted outside of the mobile outlet – areas of site are very dusty and therefore pose a potential health risk.
                    • All costs associated with theming such as dressing, branded signage and menu boards must be borne by the catering operator.  Council must approve all signage that is attached to temporary structures (container/kiosk  outlets). 

                    Trading times: 

                    Catering operators must operate during event times specified unless otherwise agreed to with Council or the Moomba Festival management. 

                    • Thursday 7 March, 4pm to 10pm
                    • Friday 8 March, 4pm to 10pm
                    • Saturday 9 March, 10am to 10pm
                    • Sunday 10 March, 10am to 10pm
                    • Monday 11 March, 10am to 10pm

                    Bump-in and bump-out:

                    Successful applicants will receive a bump in/out schedule and site plans by mid February 2024. The bump in/out schedule will need to be adhered to in order to direct each mobile outlet into their allocated space. As a guide, catering bump-in commences Monday 4 March 2024. Catering bump-out concludes Tuesday 12 March 2024.

                    Power:

                    • As part of the Mobile Outlet trade setup, if your outlet requires power connection Council will provide it (within the operating parameters).

                    • Catering operators are not permitted to bring alternate generators on-site.

                    • Catering operators must ensure that their power leads are tagged and tested by a licensed electrician and secured in a safe and appropriate manner. Electrical equipment must comply with relevant Australian standards and regulations.

                    Gas, water and sullage:

                    • Catering operators are responsible for removing any gas bottles from the festival site at the conclusion of the festival.  No bottles are to be left on site for collection by gas companies.

                    • Catering operators must adhere to the gas safety guidelines which will be provided to applicants in the briefing pack.

                    • Water is provided to catering operators that require it, however all plumbing and pipes need to be sourced by the catering operator.

                    • Each catering operator is required to have a hand washing and dish washing facility so wastewater will be created.

                    • Catering operators are responsible for managing their sullage disposal. Council can provide a daily pump out. It is important to keep sullage levels low.

                    • No wastewater is to be poured onto the ground, waterways or toilets.

                    Risk and OH&S compliance:

                    • Catering operators must adhere to the safety and risk policies and procedures set out by the Council's Risk and Safety Manager. The catering operator is expected to understand the hazards and risks associated with their catering activities, and have an established system and procedures for managing OH&S risks. 
                    • Catering operators must complete catering and food safety briefings and adhere to the festival site rules. Further information will be supplied to successful applicants.
                    • The following certifications must be displayed on catering outlets where relevant:
                      • ​Mobile catering vehicles compliance plate as issued by Energy Safe Victoria
                      • A valid Certificate of Electrical Compliance, completed by a licensed electrician.

                    Food preparation:

                    Food preparation is not permitted outside of the mobile outlet. All staff involved in food prep must adhere strictly to the Council's Health & Wellbeing Regulations and Guidelines. Further information will be supplied to successful applicants.

                    Stock deliveries:

                    Site deliveries are only permitted at specific times. Details will be supplied to successful applicants. Any external stock deliveries will be permitted until 2 hours prior to the event going live each day.

                    Menu and pricing:

                    • A full menu of the agreed items to be sold at the festival (including a price list) will be required for submission with each catering operator’s signed contract.
                    • Once approved, the menu must be displayed on the front of any outlet in clear view for customers.
                    • All overheads should be taken into account in pre event planning, menu price changes are not permitted during the event. 
                    • Any costs associated with menu boards must be borne by the catering operator.

                    Exclusive product rights:

                    In the case where sponsor food and/or beverage products are to be used exclusively, information will be supplied to successful applicants. All operators must adhere to supply rights and sponsor requirements of the festival. This may relate to beverages and/or ice-cream. Successful operators will be supplied with this information no later than 19 January 2024.

                    Cash registers​:

                    • ​Cash registers must be placed at the front of catering outlets to allow for clear view of price read.  
                    • Council reserves the right to request a catering operator to move their register if it is obscured from public view.

                    Daily sales data reporting:

                    • Council will require all catering operators to provide sales data from each day of trade at the festival in a form acceptable to Council as part of daily reporting.

                    • Catering operators must submit each daily sales report to the Moomba Festival Catering Manager by 11:30pm on the day of trade. Sales reports can be printed and handed to or emailed to the Catering Manager. 

                    • Sales reports must be itemised and outline at minimum (where applicable) the following:
                      • Total Food Sales ($) – Savoury/Mains
                      • Total Food Sales ($) – Sweets/Desserts
                      • Total Beverage Sales ($) – Water
                      • Total Beverage Sales ($) – Soft Drink
                      • Total Beverage Sales ($) – Hot Beverages (coffee, tea etc.)
                    • Sales reports should be in Z read format.
                    • Sales reports will be used for post Moomba Festival reconciliation to determine revenue sharing site fees. Please refer to Revenue Sharing Site Fee section below for further information.
                    • Council may request sales reports at any point during trade to assist with auditing.​

                    Cleaning, sustainability, recycling and waste:

                    • All catering areas must be kept clean and tidy at all times.

                    • Catering operators are responsible for making sure that each of their areas are kept clean, tidy and free of rubbish - this includes table, seating and condiment areas where applicable. 

                    • Catering operators must make appropriate use of the recycling and waste streams available back of house at the festival. Cartons and packaging must be flattened and kept within the compound area or removed to main rubbish containers for recycling.  

                    • Council is committed to furthering its sustainable practice. Please see below guidelines:

                    Purchasing:

                    • Prioritise buying seasonal products from local suppliers

                    • Carbon neutral (NCOS) certification of products and services 

                    • Forest Stewardship Council (FSC)

                    • Fair Trade products

                    • Rainforest Alliance certified products

                    • Australian Certified Organic

                    • Paper products such as napkins: use certified 100% post-consumer recycled material

                    Recycling and waste management: 

                    • Please be aware that single use plastic is banned across events in Victoria.

                    • The most sustainable option is to avoid any single-use items, with the next best option being replacing the item with an equivalent made from an alternative material like bamboo, wood or paper.

                    • Please visit Sustainability Victoria for more information on this ban. 

                    • Polystyrene is not permitted on site (code number / symbol - 6).

                    • Catering operators must only use recyclable packaging at the festival. 

                    • Recycle by ensuring all back-of-house waste is placed into the appropriate waste management stream.

                    • Shrink wrap – please do not bring this on-site. If you have to, dispose of in general waste.

                    • Council is committed to reducing beverage packaging waste. Successful applicants will be advised on types of beverage products that will be permitted at the event.  

                    Other tips:

                    • ​Avoid using packaging if it is not necessary.
                    • Reduce the use of packaging e.g. use a napkin instead of a napkin and a clam shell to serve.
                    • Choose eco-labelled and locally produced products where possible.
                    • Where possible, provide at least 50 per cent vegetarian and vegan options, and where possible choose chicken instead of beef to cut down on carbon emissions. 

                    Reusables:

                    • Council will be engaging a reusables service provider for Moomba Festival 2024 and is inviting catering operators to be involved.
                    • This service will include the provision of reusable plates and bowls at the event, at no cost to catering operators. Further information will be supplied to successful applicants.

                    City of Melbourne F​ood Policy:

                    Council recognises the impact food can have on our lives and our community; it contributes to our physical and mental health, can strengthen our local economy and foster cultural and social connection. The City of Melbourne Food Policy outlines the commitment to improving the health and wellbeing of the community by creating a food system that is secure, healthy, sustainable, thriving and socially inclusive.

                    Would you like to offer a healthy choice within your existing menu? 

                    Council recognises the public demand for nutritious food and beverages; therefore Moomba Festival 2023 will aim to offer a range of healthy catering choices and prioritise catering operators that opt to include healthy choices.

                    Applicants wishing to participate as a Healthy Choice Caterer will be working closely with Council and will be supported to ensure your menu is offering healthy options without compromising your brand or bestselling products. Food and drink menus will be assessed and categorised according to a traffic light classification system, based on their nutritional value;

                    • Green = Best Choices
                    • Amber = Choose Carefully
                    • Red* = Limit.

                    To be involved in the healthy choices program you must:

                    • offer at least one healthy menu item.
                    • offer at least two healthy beverage options (one of which can be water)
                    • provide a list of your menu items and ingredients for those healthy options.

                    What’s in it for you? 

                    You will receive recognition on-site and on the Moomba website as offering a healthy choice – signified by our green apple logo.

                    Successful Healthy Choice Caterers will be integrated alongside all other successful catering operators.

                    Successful applicants will receive ongoing vendor specific information, menu assessment and support regarding nutrition and healthy menu options by the Health and Wellbeing Branch, leading up to and during the festival.

                    For more information on the Healthy Choices Program please visit Healthy Choices.

                    Revenue sharing site fee

                    ​Category
                    Fee​Inclusions
                    ​Small Coffee / Dessert Outlets*
                    ​10% inclusive of GST of total gross revenue per day and for the duration of Firelight Festival
                    ​Allocated site at Moomba festival, power, water and sullage disposal services and support
                    All other catering operators
                    ​20% inclusive of GST of total revenue per day and for the duration of the festivalAllocated site at Moomba festival, power, water and sullage disposal services and support​

                    *Category will be determined by size of outlet and capacity of outlet.

                    • The revenue sharing fee structure is set at 10% or 20% inclusive of GST of total gross revenue per day and for the duration of Moomba (Fee). In consideration of the inclusions, the catering operator agrees to pay the Fee.
                    • The Fee and fee structure applies to every catering operator at Moomba and is payable to Council post Moomba. 
                    • The Fee covers an allocated site at Moomba and all related site costs including power, water, sullage and associated service and support.
                    • Catering operators will be required to supply Council with daily sales reports at the close of each day of trade at Moomba for Council to track revenue. All reports must contain all of the information reasonably required by Council and in a form acceptable to Council.
                    • Council will invoice each catering operator the Fee, namely 10% or20% of their total gross revenue per day from the duration of Moomba, at the close of Moomba. 
                    • Invoices will have 7 day payment terms.
                    • If requested by Council catering operators agree to provide further information to assist with auditing records in order to verify the reports and subsequently issue the invoices.  The Council reserves the right to inspect the books and records of the catering operator.
                    • To secure a position at Moomba to supply catering, each catering operator will be required to pay a $3000 (ex GST free) Fee advance payment, due four weeks prior to commencement date of Moomba. This Fee advance payment will be subtracted from the final revenue sharing invoice amount.
                    • If the Fee is less than the advance payment, CoM will refund the difference between the Fee and the advance payment. 
                    • For the purposes of this Contract, GST and Tax Invoice have the meaning as set out in the A New Tax System (Goods and Services Tax) Act 1999 (Cth).

                    Terms and conditions

                    1. Requirements to note

                    1.1 Completion of this form does NOT guarantee selection into Moomba Festival.

                    1.2 To make selection decisions, Council assesses all catering operator expression of interest applications against the selection criteria outlined above.  

                    1.3 The selection decisions made by Council including but not limited to: final selection, site allocation and site fees, is final and at Council’s discretion, no further correspondence will be entered into after final selection. 

                    1.4 Notifications of the status of applications are sent via email by Friday 24 November 2023.  Information will not be available prior to this date. 

                    1.5 If selected, Catering Operators agree to the terms and conditions set out in this application and agree to comply with all directions and requirements of Council and the Moomba Festival Team and will promptly pay the Revenue Sharing Site Fees to Council.​

                    2. Obligations of a Caterer

                    2.1 At no added cost to Council, the catering operator, at its cost if relevant, must perform the following obligations:

                    (a) Provide and maintain all structures, plant, equipment and materials to enable the catering operator to provide the services and arrange removal of all such items promptly on completion of Moomba with minimal damage and disruption to the site unless agreed otherwise and all times follow reasonable directions of the Council.

                    (b) Ensure the catering services are of a high quality and do not in any way bring the reputation of the Council or Moomba into disrepute. As soon as is reasonably practicable after the catering operator becomes aware of anything that may or is likely to bring adverse publicity or in an way damage the Council or its reputation or Moomba, the catering operator must notify Council in writing of this.

                    (c) Provide such personnel as are necessary with, and be responsible for all associated costs and requirements, including wages, uniforms, WorkCover insurance and superannuation noting that for the avoidance of doubt, any personnel engaged to provide the services are not employees or contractors associated with Council.

                    (d) Provide data lines, power and connections to electricity necessary to enable it to provide the services. The catering operator must ensure that all electrical and gas appliances comply with relevant Australian Standards and that the fit out of such items at the sites is undertaken by qualified personnel.  Evidence of compliance with this requirement must be provided to Council at least 14 days prior to Moomba.  Council reserves the right (in its absolute discretion) to refuse entry to Moomba for non-compliance with this requirement.

                    (e) Comply, and ensure its personnel provide, the services in a safe and lawful manner, and that they comply, with all reasonable directions and requirements given by Council or Moomba Festival team.  In particular, the catering operator must ensure that all items sold or made available at Moomba meet with relevant health standards and any quality or presentation standards advised by Council or its Health and Wellbeing team.

                    (f) Ensure the principal personnel at each of the catering operator sites have completed a food handler’s course with a registered health department.

                    (g) Submit to Council at least 21 days prior to Moomba a list of all motor vehicles which propose to be used for and in relation to Moomba and provision of services. The Council; at its absolute discretion; will issue credentials for each vehicle.

                    3. Termination and cancellation​

                    3.1 The Council may terminate this Contract immediately on giving of notice to the catering operator if:

                    (a) The catering operator is in breach of any clause of the Contract which cannot be remedied immediately on receipt of notice; or

                    (b) The Council is of the opinion, acting reasonably, that the catering operator is not performing or will not perform the services in accordance with the Contract or to any applicable standards.

                    3.2 Cancellation by Council

                    If Moomba Festival is cancelled by Council prior to the commencement of Moomba Festival, all payments will be returned in full.

                    3.3 Cancellation by catering operator

                    If the catering operator terminates this contract or the contract is terminated due to a breach by the catering operator under clause 2.1(a) the site fee deposit is forfeited.

                    4. Indemnity and insurance​

                    4.1. The catering operator indemnifies and keeps indemnified the Council, its servants and agents, and each of them from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, or any of them, arising from the catering operator’ performance or purported performance of its obligations under this agreement and be directly or indirectly related to the negligent acts, errors or omissions of the catering operator/s.

                    4.2. The catering operator’s liability to indemnify the Council shall be reduced proportionally to the extent that any act or omission of the Council, its servants or agents, contributed to the loss or liability.

                    4.3. The catering operator must effect and maintain adequate insurance/s to cover their legal and/or contractual liabilities arising as a result of their participation in "Moomba" activities, including Public Liability insurance to a minimum of $20 million per incident.  Insurance/s must be underwritten by insurers authorised to conduct insurance business in Australia and be appropriately endorsed to cover the catering operators “Moomba " activities. The catering operator must provide the Council with a certificate of currency as set out in the Letter of Offer.​

                    5. Other

                    5.1. No signage is permitted at Moomba without written approval from Council.

                    5.2. Catering operators must operate during Moomba trading times specified in contract unless otherwise agreed to with Council.

                    5.3. The lawful directions of members of the Victoria Police, authorised Council Officers,  Moomba Festival team, staff and crew must be complied with at all times.

                    5.4. Council takes great care in planning and presenting a safe and happy festival. However it is understood that in being involved in Moomba the catering operator fully indemnifies the Melbourne City Council against any claim laid against it, either by members of the public or persons engaged in any activity associated with Moomba who, as a result of Moomba, suffer personal injury, property damage or financial loss. 

                    5.5. The catering operator must advise Council immediately if there are any changes to their participation.

                    5.6. The catering operator agrees that their image and/or voice as recorded, photographed or filmed during Moomba (including all staff, employees, volunteers or agents of the catering operator) may be broadcast or published by the promoter in any media.  This includes but is not limited to: TV, Radio, Internet, Magazine, or any other advertising in connection with Moomba and any future Council event, and those participants will not be entitled to any fee for such use.

                    5.7. The Moomba site is an alcohol and smoke-free zone.  Smoking is not permitted nor shall a participant or visitor consume alcohol on the site, bring alcohol to the site or be under the influence of alcohol or any illicit drug in, on or around the Moomba site.

                    5.8. All catering operators engaged by Council must conform to the requirements of the Occupational Health and Safety Act (Victoria) 2004, Local Government Act and any Local-Laws, or Regulation made there under and shall be liable for any breach of such Acts, Local Laws, or Regulations. All other Acts, Statutory Rules, Provisions and Regulation of the Commonwealth of Australia or State of Victoria, for the time being in force shall be complied with.

                    5.9. The personal information supplied to Council in relation to this Contract are required in order to provide the service requested.  It will be used by Council staff and stored in our record system for only as long as necessary.  During this time, it can be accessed and amended by you, and will only be given to third parties with your consent or as required by legislation.​

                    5.10. The catering operator’s contractors and staff are obliged to keep their work areas and surrounds clean and tidy throughout Moomba and comply with the obligations under this Contract.

                    5.11. The catering operators consent to the disclosure of all information or publication of documents relating to the temporary food premises which may be revealed or contained as a result of an inspection and/or sampling conducted in relation to the Food Act 1984 during Moomba by authorised officers of Council’s Health and Wellbeing Branch.

                    Moomba Festival

                    Contact name
                    City of Melbourne
                    Address
                    GPO Box 1603
                    Melbourne VIC 3001
                    Telephone number
                    03 9658 965803 9658 9658
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