Expression of Interest to Supply Catering

⁠⁠⁠Byron Shire Council holds regular council and administrative meetings throughout the year. The Council would like to establish a pre-approved list of up to three (3) preferred suppliers that can supply the Council for catering purposes for a period of twelve (12) months commencing in August 2023.

Note there is no guarantee of a minimum number of orders throughout this period for any successful suppliers. Council reserves the right to order exclusively through one supplier if all key criteria are met.

Key Criteria

• Are a registered food business in the Byron Shire

• Can supply agreed pricing representing quality and value for money

• Can provide a range of foods to keep interest and variation throughout the year

• Can accommodate a range of dietary requirements and food allergies

• Avoids single use plastics and containers wherever possible

• Can deliver to either the Council offices in Mullumbimby or at The Cavanbah Centre in Byron Bay. Food delivery transportation procedures must be compliant with the Australia New Zealand Food Standards Code. Further information can be obtained by contacting a Council Environmental Health Officer on (02) 6626 7107 or via pes@byron.nsw.gov.au

• Consistently achieves high rating scores in their routine food safety assessments (4 stars and above)

• Holds public liability insurance to a value of $20 million

Types of catering required

A. Council Meetings

The Council holds weekly lunch meetings on a Thursday (Ordinary, Planning, Workshop & Committee meetings), approximately 40 meetings per year. Ordinary & Planning meeting orders:

• 15-17 people per meeting

• Main meal, side salad, fruit and a small, sweet item per meeting 

Workshop & Committee Meetings

• 10-15 people per meeting

• Light lunch such as a wrap, roll or baguette with a range of fillings or similar

Additional information:

• An ingredients list for each dish must be provided with each order

• Delivery at 12.00pm to the Conference Room Kitchen, Council Offices, 70 Station Street,

Mullumbimby or to The Cavanbah Centre, Byron Bay.

• A separate Purchase Order will be provided ahead of each meeting reconfirming numbers

and dietary requirements

• At least x2 vegetarian options per meeting

• Nut/Seafood/Capsicum/Goats cheese free meals at all times

Scheduled meeting dates for 2023 (future dates will be determined in January 2024)

• July Winter Recess

• 3 August (Workshop)

• 10 August (Planning)

• 17 August (Workshop)

• 24 August (Ordinary)

• 31 August (Committees)

• 7 September (Workshop)

• 14 September (Planning)

• 21 September (Committees)

• 28 September (Ordinary)

• 5 October (Workshop)

• 12 October (Planning)

• 26 October (Ordinary)

• 2 November (Workshop)

• 9 November (Planning)

• 16 November (Committees)

• 23 November (Ordinary)

• 30 November (Workshop)

• 7 December (Planning)

• 14 December (Ordinary)

B. Administration meetings and events

The Council organisation also holds catered lunches, morning and afternoon teas for staff and guests

regularly throughout the year. These events tend to range from 5 to 10 people per event.

The Council requires a range of morning and afternoon tea options, plus light lunches, both hot and cold.

Events and meetings are also held from time to time at the Cavanbah Centre.

Facilities available

All dishes should be provided either in stainless steel containers ready for service in the Bain marie, on platters or in bowls ready for service. Any items used in food service will be cleaned and made ready for collection by the following day.

The office at Mullumbimby has a small galley kitchen with limited bench space, a domestic style refrigerator and electric oven with four stove top elements. There is a Bain marie available to keep dishes warm during service. The kitchen has a range of serving tongs and spoons.

Though there are some simple pieces of equipment, there is not room or facilities for food preparation on site.

There are no kitchen facilities available at The Cavanbah centre and all catering should be provided ready to serve.

Suppliers are welcome to arrange a tour of the facilities at Mullumbimby when submitting an expression of interest.

Pricing guide

The Council is looking to provide value for money and high-quality food for visitors, councillors and staff. As a general guide pricing should fall within the following ranges:

• Council meetings: $20-30 per person

• Administration meetings: $10-20 per person

• Delivery can be charged separately Payment & Terms

• Caterers will need to apply to be set up on the Council’s Accounts Payable system

• All invoices must have a Purchase Order reference for each order or payment to proceed

• Payment terms are 30 days from issue of a valid invoice Customer Service

• Delivery staff should report to reception on arrival, where they will be greeted by staff and

escorted to the kitchen area. No unauthorised or unaccompanied access to Council’s kitchen facilities is allowed.

• Suppliers must be open to feedback on food delivery, quality and range of foods supplied and be willing to respond positively

• Customer service and a focus on friendliness and quality are expected at all times

 Enquiries to Richard Bradbury, Councillor Support Officer 02 6626 7051 or email rbradbury@byron.nsw.gov.au