1. Industry briefing Request for Tender for the Provision of Functions Catering Services DFAT RFT- 247
Thanks for attending
Introductions – Tender Manager, Probity Adviser, Secretariat and SME.
Prepared by Poonam Collett, Tender Manager
Presented on Tuesday 30 July, 3pm, 2018

2. 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

3. 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

4. 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 AusTender.
Industry Briefing - Request for Tender for the Provision of Functions Catering Services
DFAT RFT- 247

5. Key Dates & Contact details
Description
Time
Tender Closing Date & Time
12 August 2019, 2.00 pm Canberra Time (AEDT)
Industry Briefing
30 July 2019, 3.00 pm Canberra Time (AEDT)
Cut-Off Date for Questions
5 August 2019, 5.00 pm Canberra Time (AEDT)
Anticipated Award of Contract
September 2019
Contact Address:
Industry Briefing - Request for Tender for the Provision of Functions Catering Services
DFAT RFT- 247

6. 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.
The Tender Response Forms must be completed, Mandatory Conditions for Participation must be met, the Form of the Tender must be followed.
Evaluation Committee can only assess what is contained within the tender submission. Please ensure that you provide enough detail in your submission that will assist the Evaluation Committee in gauging whether your company has the capacity and capability to meet DFAT’s requirements.
Industry Briefing - Request for Tender for the Provision of Functions Catering Services
DFAT RFT- 247

7. 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

8. 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 for 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

9. 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 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

10. Overview of Evaluation Process
Step 1: Registration of Submissions
Step 2: Compliance with Conditions for Participation and Minimum Format and Content Requirements.
Step 3: Compliance and Due Diligence – compliance and commercial risk assessment
Step 4: Technical Evaluation - Assessment of Service Delivery, Menu and Experience
Step 5: Pricing Evaluation
Step 6: Value for Money assessment
Step 7: Evaluation Committee Recommendation
Step 1 to 3 – Registration and Compliance Screening
Step 4 – Technical Assessment
Step 5 – Pricing Assessment
Step 6 – VFM Assessment – considers all technical/pricing assessments and potential commercial risks
Step 7 – EC makes a recommendation to the Delegate for their approval.
Please note tastings and interviews may occur at any time during the evaluation process and will be used to inform the Evaluation Committee’s technical assessment.
Industry Briefing - Request for Tender for the Provision of Functions Catering Services
DFAT RFT- 247

11. Tender submission
Tenders MUST be submitted via AusTender by 2pm Canberra time on 12 August 2019.
AusTender Website:
Allow enough time to successfully submit your documents
Late Tenders will not be accepted.
AusTender is the Commonwealth’s online portal for Tender distribution and submission.
Your submission should include the Tender Response Forms and any relevant attachments.
Industry Briefing - Request for Tender for the Provision of Functions Catering Services
DFAT RFT- 247

12. questions Next is site visit to kitchen.
Industry Briefing - Request for Tender for the Provision of Functions Catering Services
DFAT RFT- 247