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                    Catering Operators Expression of Interest

                    New Year’s Eve attracts people to the city to celebrate the beginning of a new year.

                    ​​​​​​​​​​​​​​​​​​​​​For NYE 2023 the City of Melbourne is seeking expressions of interest from catering operators to participate at one of the four Official Celebration Zones - Treasury Gardens, Flagstaff Gardens, Kings Domain, Docklands as well as an additional catering locations in Alexandra Gardens. The focus of the event is free entertainment, in the lead up to the 9.30pm and midnight moment. The City of Melbourne is seeking to engage a broad range of catering options.

                    Opportunities to be involved are limited and final selection of successful operators will be the responsibility of the City of Melbourne.  Submission of the NYE 2023 Catering Operators Expression of Interest and any associated materials does not guarantee inclusion into the NYE 2023 event. We are seeking interest from caterers 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. Marquee based vendors will not be accepted for this event.

                    Please note that catering expressions of interest have now closed.

                    Key dates

                    ​Event​Date
                    ​Catering Expressions of Interest applications close​Friday 8 September 2023
                    ​Notification to successful and unsuccessful applicants
                    (No information will be available before this date)
                    Friday 15 September 2023
                    ​Catering contracts issued​Monday 25 September 2023
                    ​Signed catering contracts and payments due

                    Monday 9 October 2023
                    Catering site fees due
                    ​Thursday 30 November 2023
                    ​City of Melbourne required contract documentation due
                    ​Thursday 30 November 2023

                    Site details

                    ​EventDate​Operating hours​Location​
                    ​NYE
                    Saturday 31 December 2023
                    5pm to 1am
                    Treasury Gardens, Flagstaff Gardens, Kings Domain, Docklands, Alexandra Gardens
                    ​​Please note operating times may be subject to change.​ ​ ​

                    Contract documents

                    Successful applicants must submit the following documentation to the event organisers (along with their site fee) by Thursday 30 November 2023: 

                    • Signed Catering Operator Contract (2 copies) 
                    • Copies of Public and Product Liability to a minimum value of $20,000,000
                    • Insurance Certificate of Currency indemnifying City of Melbourne and Momentum Event Management
                    • A copy of Workcover Insurance as required under State Legislation 
                    • Risk Management Assessment (specific to the applicants catering operation at NYE)
                    • Price list for final approval if applicable
                    • City of Melbourne Statement of Trade 
                    • Copy of their Victorian Temporary Food Registration Certificate
                    • Metropolitan Fire Brigade Total Fire Ban permit

                    ​Any additional information or guidelines will be detailed within the NYE Catering Operator Contract.​

                    Operating guidelines

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

                    Outlet:

                    • Catering operators must be fully self-contained and self-sufficient with access to own water and sullage, ie food vans or other motorised vehicles. Marquee based vendors will not be accepted for this event. Sullage is not provided.
                    • All costs associated with theming such as dressing, branded signage and menu boards must be borne by the catering operator. 
                    • The catering operator must supply all items including but not limited to equipment and staffing, as necessary to facilitate their outlet.
                    • No infrastructure, such as tables and chairs, are allowed as part of the catering operation. 
                    • Catering operators must operate only within the space agreed to with event organisers.

                    Trading times:

                    • ​Treasury Gardens, Flagstaff Gardens, Docklands, Kings Domain and Alexandra Gardens: 5pm to 1am Saturday 31 December 2023
                    • Catering operators must operate during event times specified (at minimum) unless otherwise agreed to with NYE management. 

                    Menus and pricing: 

                    • ​A full menu of items to be sold at the event (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.  ​

                    Cash registers: ​​

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

                    Event sales data reporting​:

                    • Council will require all catering operators to provide sales data from their day of trade at NYE Celebration Zones in a form acceptable to Council as part of reporting.
                    • Catering operators must submit their sales report to the NYE Catering Manager by 10.00am Monday 1 January 2024. Sales reports must be 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 NYE 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. 

                    Food preparation: 

                    All staff involved in food prep must adhere strictly to the City of Melbourne Health Services Regulations and Guidelines. Further information will be supplied to successful applicants.

                    Exclusive product rights: 

                    Information will be supplied to successful applicants, if applicable. 

                    Stock ordering: 

                    Site deliveries are not allowed. Caterers must be self-sufficient and be fully supplied with stock for trading.

                    Risk, OHS and compliance: 

                    • ​Catering operators must adhere to the safety and risk policies and procedures set out by the event’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 OHS risks. 
                    • Catering operators must attend an on-site catering briefing and adhere to the event 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 the Office of Gas and Safety
                      • A valid Certificate of Electrical Compliance, completed by a licensed electrician.

                    Power: 

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

                    Gas and sullage: 

                    Catering operators are responsible for removing any gas bottles and/or sullage from the event site at the conclusion of the event.  No bottles are to be left on site for collection by gas companies.  

                    Bump-in and bump-out:

                    Successful applicants will receive the final schedule and site plans.

                    Sustainability:

                    Events Melbourne is committed to reducing its impact on the environment and is targeting waste in 2023. The below outlines the sustainability practices that all caterers must adhere to:

                    • Avoid and reduce using packaging where it is not necessary. e.g. use a napkin instead of a napkin and a clam shell to serve.
                    • ZERO single use plastics, consider alternative options including BioPak products for the below;
                      • Cutlery
                      • Plates
                      • Bowls
                      • Cups
                    • NO straws to be brought on site.
                    • Choose eco-labelled and locally produced products where possible.
                    • ALL soft drinks to be in cans rather than plastic bottles.
                    • Recycle by ensuring all back-of-house waste is placed into the appropriate waste management stream.
                    • Shrink wrap – we prefer if catering operators didn’t bring this on-site, but if so then please dispose of responsibly.
                    • Recycle fats and cooking oils where possible and consider oil decontamination strategies (e.g. grease interceptor traps) to avoid fats and oils entering the main sewer system.

                    Cleaning, recycling and waste: 

                    Catering operators must make appropriate use of the recycling, waste and compostable streams available back of house at the event. Catering operators are responsible for making sure that each of their areas are kept clean, tidy and free of rubbish - this includes condiment areas where applicable.  Cartons and packaging must be flattened and kept within the compound area or removed to main rubbish containers for recycling.  All catering areas must be kept clean and tidy at all times.

                    Recyclable packaging: 

                    Catering operators must only use recyclable packaging at the event. Plastic packaging bought on-site must display the symbol 1 – 5 or 7.

                    Other tips:

                    • Avoid using packaging if it is not necessary e.g. plastic drinking straws.
                    • Reduce the use of packaging e.g. use a napkin instead of a napkin and a clam shell to serve.
                    • Recycle by ensuring all back-of-house waste is placed into the appropriate waste management stream.
                    • Polystyrene is not allowed (as noted above code number / symbol - 6).
                    • Choose eco-labelled and locally produced products where possible.
                    • Shrink wrap – we prefer if catering operators didn’t bring this on-site, but if so then please dispose of in general waste.
                    • Recycle fats and cooking oils where possible and consider oil decontamination strategies (e.g. grease interceptor traps) to avoid fats and oils entering the main sewer system.
                    • Straws, plastic bags and wooden stirrers are not recyclable.

                    City of Melbourne Health Policy: 

                    The City of Melbourne recognises the impact food can have on the community, and the contribution food makes to physical health.

                     The City of Melbourne Food Policy outlines commitment to improving the health and wellbeing of the community by increasing people's access to healthy food options.

                    Successful applicants will receive vendor specific information on nutrition and healthy food choices to raise awareness about the principles of a healthy diet.

                    Fire Rescue Victoria Total Fire Ban Permit:

                    Catering operators must hold their own Total Fire Ban permit for the event. Successful applicants must lodge an application via check and apply for a permit directly with Fire Permits Victoria. Once the catering operator has been granted this Total Fire Ban permit they must supply City of Melbourne with a copy. 

                    Revenue sharing site fee:

                    ​Category
                    ​Fee
                    Inclusions​
                    ​Small Coffee / Dessert Outlets* 
                    ​10% inclusive of GST of total gross revenue for the duration of NYE
                    ​Allocated site at a NYE Celebration Zone, and support 
                    ​All Other Catering Outlets
                    ​15% inclusive of GST of total gross revenue for the duration of NYE
                    ​Allocated site at a NYE Celebration Zone, and support 

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

                    • The revenue sharing fee structure is set at 10% or 15% inclusive of GST of total gross revenue for the duration of NYE (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 NYE and is payable to Council post event. 
                    • The Fee covers an allocated site at a NYE Celebration Zone and all related site costs including associated services and support.
                    • Catering operators will be required to supply Council with a sales reports at the close of trade at NYE 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% or 15% of their total gross revenue per day from the duration of NYE, at the close of the event. 
                    • 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 a NYE Celebration Zone to supply catering, each catering operator will be required to pay a site fee deposit, due four weeks prior to commencement date of NYE. Small coffee and Dessert outlets will pay $150 (exc GST), all other catering outlets will pay $500 (exc GST). This site fee deposit payment will be subtracted from the final revenue sharing invoice amount.
                    • If the Fee is less than the deposit paid, CoM will refund the difference between the Fee and deposit. 
                    • 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. NYE 2023 reserves the right to cancel involvement in the event at any time.

                    1.2. Completion of this form does NOT guarantee entry to NYE 2023.

                    1.3. Upon successful application, NYE 2023 and the catering operator agree to the Terms & Conditions set out by the catering operator and the City of Melbourne.

                    1.4. It is a requirement that all selected participants complete a Risk Management Assessment as per City of Melbourne guidelines/requirements. Details will be provided to successful applicants.

                    1.5. Please ensure your EOI submission is completed correctly and all relevant documentation attached.

                    1.6. Notifications of the status of applications are sent via email by Friday 15 November 2023. Information will not be available prior to this date. The City of Melbourne is not obliged to select all or any  proposal submitted in response to this invitation.

                    2. Selection criteria

                    2.1. All Catering operators must be fully self-contained and self-sufficient. Catering operators must be mobile and are not permitted to operate out of a marquee on-site. 

                    2.2. Due to the large number of suppliers expressing interest in NYE 2022, we cannot guarantee your selection.

                    2.3. NYE 2023 takes into account many factors upon making final selection.  These may include but are not limited to: catering contractor size, the number of contractors applying and style of catering,  

                    2.4. The selection decisions made by NYE 2023 management of elements including but not limited to: final selection, site allocation and site fees, is final and at NYE 2023 management discretion. No further correspondence after final selection will be entered into.

                    3. Indemnity ​and insurance

                    3.1. The catering operator/s agrees to indemnify and to keep 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/s’ 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.

                    3.2. 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.

                    3.3. If selected, the catering operator/s must effect and maintain adequate insurance/s to cover their legal and/or contractual liabilities arising as a result of their participation in "New Year's Eve" 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 service provider/s "New Year's Eve" activities. Proof of insurance will be requested by the Melbourne City Council when appropriate.

                    4. Other

                    4.1. No signage is permitted at NYE 2023 without written approval from NYE 2023 management.

                    4.2. Catering operators must operate during event times specified in contract unless otherwise agreed to with NYE 2023 management. 

                    4.3. The lawful directions of members of the Victoria Police, authorised Council Officers, NYE 2023 management, staff and crew must be complied with at all times.

                    4.4. The event organisers take great care in planning and presenting a safe and happy event. However it is understood that in being involved in NYE 2023 the catering operator agrees to fully indemnify the City of Melbourne against any claim laid against it, either by members of the public or persons engaged in any activity associated with the event who, as a result of the event, suffer personal injury, property damage or financial loss. 

                    4.5. The catering operator/s must advise NYE 2023 management immediately if there are any changes to their participation.  

                    4.6. The catering operator/s agrees that their image and/or voice as recorded, photographed or filmed during the festival 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 the New Year’s Eve event and any future City of Melbourne event, and those participants will not be entitled to any fee for such use.

                    4.7. The NYE 2023 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 on the New Year’s Eve site. 

                    4.8. All catering operators engaged by the City Of Melbourne 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.

                    4.9. The personal information supplied on this application is required in order to provide the service requested.  It will be used by City of Melbourne 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.

                    4.10 The catering operator/s contractors are obliged to keep their work areas and surrounds clean and tidy throughout the event.​

                    4.11 The catering operators of temporary food premises 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 NYE 2023 by authorised officers of the City of Melbourne Health and Wellbeing Branch.

                    Site fees

                    ​Outlet type​

                    ​Site fee​Inclusions
                    ​Coffee/beverage service only

                    $150 + GST

                    10% inclusive of GST of total gross revenue for the duration of NYE* ​

                    • A catering site at one of the Official Celebration Zones on NYE
                    • Site plans, schedules and vendor specific nutrition information 
                    • On-site management and coordination 
                    • On-site recycling/waste management support​
                    ​Food van or other Motorised Vehicle​$500 + GST

                    15% inclusive of GST of total gross revenue for the duration of NYE*

                    * This site fee deposit payment will be subtracted from the final revenue sharing invoice amount. If the Fee is less than the deposit paid, CoM will refund the difference between the Fee and deposit. 

                    ​Note:

                    • ​All caterers must be fully self-contained and self-sufficient.
                    • Catering operators are not permitted to operate out of a marquee on-site, mobile operators only.
                    • Successful applicants will be advised of their allocated Official Fireworks Celebration Zone Friday 15 September 2023.
                    • Successful applicants must pay all site fees before Thursday 30 November 2023.
                    • Fees will be adjusted accordingly should a successful applicant make changes to their application.
                    • NYE management hold final decisions regarding site fees.​ In the event of vendor cancellation, site fees are non-refundable.

                    Selection criteria and assessment

                    ​Submissions for the 2023 NYE event will be assessed by the appointed catering selection panel. All submissions received within the EOI period will be assessed and rated against the following criteria.


                    ​Operation
                    • ​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
                    • Healthier options provided
                    • Price of goods and value of serves. 
                    • Consistency of quality
                    ​Sustainability
                    • ​Sustainable initiatives in place
                    • Environmentally aware and socially responsible
                    ​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 CoM events
                    • ​Past performance relating to adherence to festival or CoM guidelines and policies
                    • Past performance relating to provision of registrations and relevant insurance documents
                    • History of prompt payment of site 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 Food Trader Registration, if unregistered please register at Foodtrader


                    EOI - NYE Catering Operators

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