INDUSTRY BRIEFING REQUEST FOR TENDER FOR THE PROVISION

INDUSTRY BRIEFING REQUEST FOR TENDER FOR THE PROVISION OF FUNCTIONS CATERING SERVICES DFAT RFT- 247 Prepared by Poonam Collett, Tender Manager Presented on Tuesday 30 July, 3 pm, 2018

AGENDA • Introduction • Key Dates & Contact Details • Tender Submission Requirements • Statement of Requirements • Overview of Evaluation Process • Tender Submission • Questions Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 2

INTRODUCTION • DFAT is seeking suppliers to join a panel of providers who can provide functions catering services to DFAT and potentially to other agencies. • The initial term of the panel is three (3) years with two possible extensions of a further 2 years each. • The panel has potential refresh options which allows for additional suppliers to join the arrangement if the extension option/s are exercised. Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 3

INTRODUCTION - CONTINUED • The briefing today provides an opportunity to inspect the on site commercial kitchen and ask questions. • All questions will be written down by the Secretariat and provided to potential tenderers in the form of an Addendum that can be downloaded from Aus. Tender. Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 4

KEY DATES & CONTACT DETAILS Description Tender Closing Date & Time Industry Briefing Cut-Off Date for Questions Anticipated Award of Contract Time 12 August 2019, 2. 00 pm Canberra Time (AEDT) 30 July 2019, 3. 00 pm Canberra Time (AEDT) 5 August 2019, 5. 00 pm Canberra Time (AEDT) September 2019 Contact Email Address: Catering. Panel@dfat. gov. au Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 5

TENDER SUBMISSION REQUIREMENTS • This Tender contains a number of requirements that must be met and information that must be completed. • Ensure that your submission is compliant with all conditions of participation. • Tenders that do not meet minimum mandatory requirements and conditions for participation will not be considered further. • Each Tenderer is responsible for submitting a complete and compliant response. Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 6

STATEMENT OF REQUIREMENTS The Functions Unit and its role • The Department has a Functions Unit to manage official functions in the R. G. Casey Building. • The Unit consists of the Functions Manager, an Assistant Functions Manager, and a Functions Officer. They will be the only departmental contacts with caterers for the provision of functions catering for official functions. • It is the Unit’s responsibility to process invoices, and to collect information concerning the dietary requirements of guests and communicate this to the caterers. Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 7

REQUIREMENTS - CONTINUED Functions Standards • The functions are hosted by the Foreign Affairs and Trade Ministers, the Secretary and the other Senior Executives of the department foreign and Australian dignitaries and senior officials. • One of the most important requirements is for the food to be of a very high standard as these functions serve as an opportunity to showcase Australian food to overseas guests and reflect Australia positively to these guests. • Flavoursome, well presented food is to be served quickly and efficiently without disruption, and within a short timeframe. • The functions are not social functions, (eg weddings or celebrations), if the quality of the food are of a low quality, then it may be an embarrassment to the department/the host of the functions and in the wider sense Australia. Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 8

REQUIREMENTS - CONTINUED • Morning and afternoon teas - range from 8 – 100 guests • Formal Lunch/Dinner - two or three course meals. The duration of a formal lunch is 1. 5 hours and the duration of a formal dinner is 2 - 2. 5 hours. • Buffets - up to 100 guests. In most cases the menus are based upon the cultural requirements of the guests. • Receptions – from 30 up to 400 guests. The duration of a reception is between 1. 5 to 2 hours. Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 9

OVERVIEW OF EVALUATION PROCESS • Step 1: • Step 2: • Step 3: • Step 4: • Step 5: • Step 6: • Step 7: Registration of Submissions Compliance with Conditions for Participation and Minimum Format and Content Requirements. Compliance and Due Diligence – compliance and commercial risk assessment Technical Evaluation - Assessment of Service Delivery, Menu and Experience Pricing Evaluation Value for Money assessment Evaluation Committee Recommendation Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 10

TENDER SUBMISSION Tenders MUST be submitted via Aus. Tender by 2 pm Canberra time on 12 August 2019. • Aus. Tender Website: www. tenders. gov. au • Allow enough time to successfully submit your documents • Late Tenders will not be accepted. Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 11

QUESTIONS Industry Briefing - Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247 12