Provision of Catering Services for the Ngeringa Arts...

Tender Number: NACC – Section 1 February 2015

Provision of Catering Services for the

Ngeringa Arts Cultural Centre (NACC) – Main Caterer

Contract Duration: 1 September 2015 – 31 August 2017

Issue Date: Monday 23 February 2015

Closing Date: Monday 30 March 2015

Postal Address: Ngeringa Arts

PO Box 2393

Kent Town DC SA 5071

Email: [email protected]


CONTENTS

SECTION 1

Governing Terms

1. Tender Invite

2. Overview of the Ngeringa Arts Cultural Centre (NACC)

3. Scope

4. Contact Person

5. Site Visit

6. Submission of Bids

7. Tender Submission

8. Evaluation Process

9. Procurement Process

10. Bid Submission

11. Presentation by the Tenderers

12. Expectations

13. Cost of the Bid

14. Confidentiality

15. Reservation of Rights

16. Probity

17. Third Party Information

18. Occupational Health, Safety and Welfare

19. Damages and repairs

20. Ngeringa Arts Cultural Centre use

SECTION 2

Requirements and Specifications for the provision of Catering Services for the Ngeringa Arts Cultural

Centre (NACC)

SECTION 3

Tender Criteria Checklist and Submission Guide

APPENDIX

1 - Detailed Floor Plans for Each Area

2 - Kitchen Floor Plan and Equipment List

3 - Function Equipment and Furniture

4 - Ngeringa Vineyards Wholesale Price List

5 - Ecologically Sustainable Design Features of the Building


SECTION 1

GOVERNING TERMS

1. Tender Invitation

You are cordially invited to bid for the ‘provision of Catering Services for the NACC - Main Caterer’.

NACC will be one of the most exciting and well-appointed cultural/function centres in South

Australia. This brand new building will be fully equipped with premium FF&E and includes a state of

the art kitchen and magnificent outdoor pizza oven and char grill.

2. Overview of the Ngeringa Arts Cultural Centre

Ngeringa farm is located at 110 Williams Road, at the base of the Mt Barker summit. This is the site

for the new NACC, which is currently under construction, due for completion in July 2015.

Ngeringa Arts, a not for profit registered cultural organisation, will manage the Cultural Centre which

has obtained council approval to operate a small function centre and studio for short-term artists’

residencies. Ngeringa Vineyards is located on the same property.

This development will bring together everything that the Ngeringa farm has to offer in one state of

the art and environmentally sustainable building. It will include a concert hall, conference facilities,

exhibition space and alfresco dining. A sweeping verandah draws every element of the building

together and offers uninterrupted views to the Mt Barker summit.

To view construction progress go to www.ngeringaarts.com

The Building

The building has been designed by leading architect Anton Johnson, in collaboration with Arup, who

have an international reputation for excellence in acoustical engineering. The main hall has a

cathedral ceiling of over 10 metres and a massive glass wall behind the stage which provides

spectacular views of the garden, vineyards and the Mt Barker summit.

It has retractable raked seating for 150 downstairs and 50 on the upper level. The space can be

quickly transformed from one which is flooded with natural light to a black box suitable for AV

presentations and focused learning.

There are break out rooms in the foyer, upper Exhibition spaces (north and south) and a large green

room which can be used as an additional break out room or transformed into a board room.

Weddings and Special Events

The main hall can be transformed into a stunning wedding reception venue and there are multiple

options for the ceremony both in the garden and on the deck. Special events and birthday

celebrations can be accommodated either in the main hall or in the alfresco dining area.

http://www.ngeringaarts.com/


Conferences

Venue flexibility has been a key element of the architect’s design brief, which will make it quick,

simple and cost effective to switch between uses. The proximity of the venue to Adelaide, the calibre

of the fit out and the flexibility of the layout make it an attractive proposition for corporate clients

for a range of purposes including staff training, executive retreats and boutique conferences. The

building has multiple break out rooms, lots of natural light, all weather alfresco dining options and

onsite parking for 120 vehicles.

The Experience

Every aspect of this development has been designed with the sensory experience of the visitor in

mind. With 120 parking bays nestled into the edges of the extensive garden there are multiple entry

points which pass through native flora, traditional roses, lavender and other aromatic herbs, a

sensory garden, a dry stone labyrinth, shady trees, water features and a circular paved events area

suitable for weddings.

Summary of Spaces Available for Hire

Concert Hall

Theatre seating capacity 225 - Refer Layout A

With seats retracted total area 227m² - Refer Layout B

Banquet style seating capacity 136 - Refer Layout C

Alfresco Dining

Dining 94 - Refer Layout D & F

Dining with clear space for interval drinks 53 - Refer Layout E

Foyer

Guests standing for cocktail function 68 - Refer Layout G

Guests standing in interval space 75 - Refer Layout H

Upper Exhibition North

Guests standing 27 - Refer Layout I

Set as a boardroom 12 - Refer Layout K

Upper Exhibition South

Guests standing 29 - Refer Layout J


Concert Hall Viewing Deck

Guests standing 103 - Refer Layout L

Green Room

Set as a boardroom 12 - Refer Layout M

Set as a boardroom with lounges - Refer Layout N

Events Area in the Garden

Guests standing 198 - Refer Layout O

Refer Appendix 1 for detailed floor plans for each area

Summary of facilities and equipment which will be provided by NACC

Refer Appendix 2 Kitchen

Refer Appendix 3 Function Equipment and Furniture

3. Scope

The tenderer will be required to supply catering services for the NACC as set out in:

Section 1 - Governing Terms

Section 2 - Requirements and Specifications for the provision of Catering Services for the NACC.

Section 3 -Tender Criteria Checklist and Submission guide

4. Contact Person

The person authorised by the NACC to communicate with you is the General Manager.

Contact Person: Alison Beare

Position: General Manager

Email: [email protected]

Phone: 08 8227 1277 or 0477 326 243


5. Site Visit

The tenderer is encouraged to visit the NACC and Ngeringa Vineyards. To arrange an appointment

please contact the General Manager. If considered necessary, the General Manager may request a

site visit to the premises of tenderers.

6. Submission of Bids

You are requested to prepare your submission to include the following:

Your contact person and details

Brief business profile Catering menus and packages Endorsements/Recommendations/Awards Sales and Marketing capacity of the catering operation with details of

memberships/affiliations Evidence of your financial stability (e.g. statement from licensed accountant) Certificate of currency (public/product liability) Evidence of up-to-date compliance with hygiene regulations Evidence of previously held Liquor License in accordance with SA liquor License regulations

and the nominated responsible person/s.

The Tender Criteria Checklist and Submission guide, Section C, provides you with a checklist to assist

you comply with all requirements of the Request For Quotation for the ‘Provision of Catering

Services for the NACC – Main Caterer’. Please follow this guide in your submission.

At the full discretion of the NACC, a quotation which does not adhere to the requirements of the

submission guide may be rejected.

7. Tender Submission

The Tender Closing Time is 5pm on Monday 30 March 2015.

The Tender must include the applicant’s company name and be enclosed in a sealed envelope titled

‘Tender for provision of Catering Services for the NACC - Main Caterer’ and posted or emailed to

the tender submission delivery address by the required closing time.

All tender responses must be submitted electronically by email to [email protected]

Or

be sent in a sealed envelope or package by Registered Post;

Alison Beare

General Manager

Ngeringa Arts

PO Box 2393 Kent Town DC SA 5071

mailto:[email protected]


Where a tender response is received electronically via email, each response to a tender will be

regarded complete.

Paper copies must include an original and one duplicate of the response. A confirmation email of

receipt of tender submission will be sent to the tenderers nominated email address.

8. Evaluation Process

Tenders will be evaluated for full compliance with the requirements outlined in Section 1, Section 2,

and Section 3.

8.1 Tender Criteria

Tenders will be primarily evaluated against the requirements and specifications for the provision of

catering services (section 2) and the tender criteria and submission guide (see section 3), as well as;

The tenderers ability to demonstrate an ability to work collaboratively with the needs of the

NACC management and comply with the venue use and hire as so determined by the

General Manager and NACC Board.

The ability to provide a product and service which meets the needs stated in the Section 2

plus experience, qualifications and previous catering experience.

Other ability to comply with the catering contract to a level deemed acceptable by the

General Manager and NACC Board.

9. Procurement Process

After considering all submissions, the NACC will decide whether or not to enter into negotiations

with one or more preferred tenderers.

The NACC reserves the right to select a caterer that best complies and fits with the unique needs of

the centre as so determined by the General Manager and NACC board.

10. Bid Submission

The NACC expects that the tenderer will quote prices in Australian dollars (inclusive of GST) and will

be endorsed by the authorised company officer.

Please follow the Tender Criteria Checklist and Submission guide (Section 3) when compiling your

submission. When submitting your bid be sure to include 2 hard copies or an electronic copy.

A tender will be considered to have been delivered when actually received at the address specified

in section 7.


11. Presentation by the Tenderers

NACC management will request presentations by tenderers when deemed necessary prior to tender

procurement.

12. Expectations

The NACC expects that if you submit a bid:

You have the necessary skills, knowledge and experience to comply with Section 2

You will be prepared to work collaboratively with the General Manager and NACC Board in

relation to the use of the centre and facilities

Tenderers can expect that the NACC will:

Provide every tenderer the opportunity to compete fairly

Preserve the confidentiality of your tender documents

Give consideration to all bids which provided the information required and complied with

the NACC’s expectations and terms

13. Cost of the Bid

Tenderers are responsible for the cost of preparing and submitting a bid and all costs arising from

the process.

14. Confidentiality

The NACC may disclose information to any consultant engaged for the purpose of this process, the

consultant is required to preserve the confidentiality of that information.

Information supplied by or on behalf of the NACC is confidential and you are obliged to maintain its

confidentiality.

The NACC understands the need to keep commercial matters confidential, but reserves the right to

disclose some or all of the contents of your bid if required to by the NACC terms and agreements,

licensing and Incorporation Acts.

15. Reservation of Rights

The NACC reserves the right to:

Extend the closing date

Vary the requirements, specifications and terms at any time

Invite any entity to submit a bid

Abandon this tender at any time

Clarify any aspect of a bid and seek information from any tenderer before and after the

closing date

Terminate negotiations at any time with any tenderer

Use external consultants

Present a final catering contract for signing prior to appointment of the caterer, the details

of which are at the full discretion of the NACC


16. Probity

The NACC expects that the tenderers will declare any conflict of interest, not collude with any other

potential tenderer, not attempt to influence any employee or Board member of the NACC or make

any media statements without NACC’s approval.

The NACC reserves the right to terminate negotiations, consideration of tendered bids, or terminate

any contract between the tenderer and the NACC if a breach these expectations has occurred.

17. Third Party Information

The NACC does not give full merit of the accuracy of material that is expressed to be provided by a

third party.

18. Occupational Health, Safety and Welfare

The successful tenderer selected is required to comply with the Occupational Health, Safety and

Welfare Act 1986 and the Occupational Health, Safety and Welfare Regulations 1995 and NACC

OHS&W policies. The successful tenderer may be required to provide evidence of safety policies,

processes and systems on request by the NACC. A minimum of 1 staff is required to hold a current

Senior First Aid Certificate to cover the catering staff (not patrons).

19. Damages and Repairs

The successful tenderer will be solely responsible for any damage caused by the caterer and its

agents to any of the equipment as listed in section 2 - Equipment.

The NACC reserves the right to replace any missing or damaged items listed in section 2 - equipment

and charge the Caterer for the replacement cost inclusive of delivery.

20. Venue Use

The NACC has the intention to, but not the obligation to, work together with the successful tenderer

to maximise commercial function use of the centre; however this must coincide with the community

needs, use and requirements of the NACC.

The tenderer however understands that the use of centre, all function spaces and facilities will

ultimately be determined by the NACC management in its full discretion.

21. Final Catering Contract

The NACC will present a final catering contract to the successful tenderer; no caterer will be

appointed until the final catering contract is executed. Should the successful tenderer not agree to

the final catering contract the NACC reserves the right to present the final catering contract to

another tenderer, The NACC will not accept any liability or costs whatsoever relating to this process.


Section 2

Ngeringa Arts Cultural Centre


SECTION 2

Food Overview

An approach which embraces tradition and simple technique on the plates. The use of classic and simple flavour profiles to allow the produce to shine. This does not eliminate non-European styles of food but rather emphasises sound method and tried and tested techniques. This will complement the style of wines produced by Ngeringa Vineyards. For more information about Ngeringa Vineyards and its approach to winemaking refer

www.ngeringa.com NACC has an exclusive agreement with Ngeringa Vineyards to supply all wine served at NACC. Refer Attachment 4 for the wholesale price list. We Encourage;

Procurement of quality produce

Thoughtful yet rustic and natural presentation

A definite lean towards natural foods (ie naturally cured, naturally aged , naturally raised)

Some element of native Australian produce endemic to region as an acknowledgment of

land in line with NACC and Ngeringa Vineyards.

A slight bent towards botanicals in menus to emphasise the Jurlique backstory to the

property.

Assessment of Menus

To ensure that the values of NACC, Ngeringa Vineyards and the successful tenderer align both now

and in the future, menus should feature;

Proteins which are

Grass fed

Pasture raised

True free range

Produce which is

Seasonally appropriate

South Australian grown or value added

Where possible sourced from the Adelaide Hills, Fleurieu Peninsula and adjacent regions

Where possible biodynamic or organic certified

Non Negotiable Items

A “no numbers” policy for the food with the exception of non-harmful ingredients such as citric acid. An expectation that most produce would be processed in house. NACC would expect the caterer NOT to use;

http://www.ngeringa.com/


Partially hydrolysed oils Palmyra palm oils Sulphurs Anti-oxidising agents Anti-foaming agents High fructose corn syrup Food colourings Preservatives Cold chain imports (seafood, fruit and veg) and no imports if readily available locally or in

Australian (flour, condiments et all)

Sample Menus

Food

Provide sample menus for the following types of events –

Formal Dinner and or Wedding Reception

Birthday Lunch

Cocktail Reception (include a list of cocktail food options)

Conference (including lunch options, morning and afternoon tea options)

Buffet and or Shared Platters

Casual event featuring food from the Woodfired oven and char grill

Each menu should;

Align with the values expressed in the ‘Food Overview’

Be able to be adapted to meet an extensive range of dietary conditions

Meet the pricing guidelines below

Pricing Guidelines

All submitted prices are considered inclusive of GST and NACC commission.

Food

Formal Dinner/Wedding Reception

2 course meal $35pp – $45pp

3 course meal $49pp – $59pp

4 course meal $64pp - $75pp

Buffet/ Shared Platters


Sample menu should include at least 2 options from $29pp - $60pp

Conference Menus

Price per person for lunch at 2 different price points

Price per person for Morning Tea Price per person for Afternoon Tea

Cocktail Reception

Price per person for 2 hr and 3 hr cocktail party at 2 different price points

Beverages

NACC has an exclusive agreement with Ngeringa Vineyards to supply all wine served at the NACC. The majority of the list will come from the Ngeringa Vineyards. Other beverages such as beer and soft drink will be sourced by the caterer in consultation with NACC.

Staffing

Average of 1 trained waiter per 25 guests

Mandatory minimum of 1 trained supervisor (registered as a Responsible Person with the OLGC) to be on site whenever a function or event is on.

Sales & Marketing

Details on your sales and marketing resources and expertise include a paragraph/ brief statement on the extent to which you are able to promote the centre and attract meeting, function and event business.

Liquor Licensing

NACC will apply for and hold a Special Circumstances Licence for the premises. NACC will seek the

approval of Consumer and Business Services to the arrangement contemplated by this invitation. It

is a requirement that the tenderer be familiar and compliant with the Liquor Licensing Act 1997 (SA).

It is anticipated that the tenderer currently holds a liquor licence and/or employs staff that have

been appointed to the position of Responsible Person and/or that all employees of the tenderer will

be eligible to be certified for Responsible Service of Alcohol. Please provide any details of current

liquor licenses or Responsible Person certifications.

Environmental Best Practice Policies

Implement environmentally sustainable best practice policies including;


Implement a responsible waste management policy. Operate a 4 bin system for organic waste, glass & plastic recyclables, cardboard & paper and general waste and generally have a policy in place to minimise plastic use in kitchen.

Engage the services of a non-toxic, cfc free and biodegradable cleaning supplies company.

Implement supplier agreements to minimise packaging / foam/ cardboard delivery packaging such as a hard plastic re-useable crate system

Refer Appendix 5 for more information about the ecologically sustainable design of the building

Hygiene Requirements

Compliance with Food Safety Act 2001 is required. You will need to demonstrate that you have complied with act previously, provide any relevant inspection reports by an approved authority. Demonstrate that you have systems in place for the safe handling, storage, production and service of food.

Waste

Required to work within the guidelines of the NACC Waste Management Plan, which includes not leaving food waste in the building overnight.

Resources

Please provide a statement outlining that you have the appropriate human and physical resources to perform professional catering services as set out in this tender. This includes, but is not limited to cooking equipment, facilities, goods, services, materials and physical expertise.

Insurance

Certificate of Currency - Public Liability Insurance to 20 Million Dollars

Certificate of Currency – Business Insurance

Venue Hire

The NACC reserves the right to charge a venue hire to the client.

Commission Payable

Commission payable to NACC is calculated as total catering revenue x eighteen (18) percent. This includes full access to the venue, facilities and premium FF&E

Commission Report

The successful tenderer will report the total commission quantum owing to NACC on the first Day of each Month (for the previous month’s activity) and make payment within 14 days from submitting the commission report.


The report must outline each and every event/function/conference/meeting with total revenue received by the caterer and commission payable to the NACC.


Key Performance Indicators

Ability to operate a professional catering operation which;

Maximises top quality produce and delivers excellent food

Offers appropriate seasonal menus

Meets key criteria as outlined in Section 2

Provides outstanding customer service

Implements a commercially viable pricing structure which complies with the reporting

requirements, specifications and standards of NACC

Meets its financial obligations to NACC and all other providers of goods and services, to

ensure the reputation of NACC

Maintains at least 95% customer satisfaction rating from clients

Complies with venue guidelines for all areas of the building and garden

Works collaboratively with NACC management with a preparedness to try new catering

initiatives and evaluate results

Complies with all government regulations that apply to all commercial caterers, including

but not limited to, Liquor Licensing, Food Safety, Industrial Relations, OHS&W legislation

Demonstrates year on year growth in event revenue and commercial returns to the NACC

Adds value to the reputation of the NACC


Section 3

Ngeringa Arts Cultural Centre


SECTION 3

TENDER CRITERIA CHECKLIST

Present your submission with all of the following information (preferably in order)

Registered Company

Please disclose all company details, company name, business name, ABN, contact name,

address, contact details.

Provide a brief business profile

Catering and pricing compliance

See section 2 – Catering requirements. Submit menus, packages and pricing.

Provide details of your company’s commitment to comply with all section 2 – Catering

requirements including, but not limited to, menu tasting, waste, health & hygiene, OHS&W

Compliance.

Sales & marketing capacity

Client Endorsements

Commission

Confirm in your submission that you are prepared to comply with Section 2 – Commission

Payable & Commission Report

Liquor Licensing compliance

See section 2 – liquor licensing

List responsible person/s

Insurance documentation

Certificate of Currency (Public Liability Insurance)

Certificate of Currency (Business Insurance)

Financial Stability

Accountants attestation as to financial viability (statement from your accountant)

List your professional memberships, affiliations and awards (not compulsory)

Authorised Company Signatory to date and sign your submission, witness to co-sign.

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