Expression of Interest Cafe Lease - Starplex · (d) Invite those shortlisted persons to deliver a...

REQUEST FOR EXPRESSION OF INTEREST STARplex Café Operation Issue Date: 1 October 2014 Closing time: 2pm 10 November 2014 Lodgement Address: [email protected]

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PART A – Introduction

1 Summary

By this Request for Expressions of Interest (EOI), we are seeking submissions from

potential operators to lease the kitchen and dining space within STARplex for the

purpose of providing a café service (the “Service”), outlined in Schedule 1 (Proposed

Requirement).

2 Issue of next stage of procurement – request for Tender

Following evaluation of submissions in response to this EOI, we may, at our

discretion:

(a) Issue an open tender following consideration of submissions in response to

this EOI; or

(b) Only issue a tender to all persons who responded to this EOI; or

(c) Develop a short list of operators from respondents to this EOI and issue a

tender to those shortlisted persons only; or

(d) Invite those shortlisted persons to deliver a presentation to demonstrate

how the Proposed Requirement will be successfully implemented and

delivered; or

(e) Decline to pursue following receipt of Expressions of Interest.

3 Timetable

An indicative timetable for the conduct of this EOI process is described below.

We may amend the timetable from time to time. Any amendments will be notified

to all interested participants by being published on the STARplex website at

www.starplex.com.au.

Issue of EOI 1 October 2014

Closing date for submissions 2pm 10 November 2014

Issue of tender or other adopted course of action To be advised

4 Further Information and enquiries

Any questions arising from this EOI process, or requests for clarification or further

information, must be made in writing to:

Email: [email protected] Phone: 08 8522 0648

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We may provide the answer to any query without disclosing the source of the query,

by publishing the answer on the STARplex website.

Without limitation, all interested parties should expect that answers to queries that

provide additional substantive information will be provided to all other parties via

our website.

5 Notice of changes to this EOI

We may amend this EOI from time to time.

We will notify interested parties of any amendments to this EOI, and post the

relevant amendment on our website.

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PART B – Conditions of Submission

1 Lodgement of Submissions

1.1 Lodgement address

Submissions must be emailed to [email protected] or mailed to: EOI Submissions, STARplex, PO Box 131, Gawler SA 5118

1.2 Closing time

The deadline for lodgement of submissions is 2.00pm on 10 November 2014.

1.3 Late submissions

We will not consider a submission received after the Closing Time. Lodgement of

submissions by the Closing Time is entirely your responsibility. However, we will not

penalise you for a delay due solely to our mishandling of an application.

1.4 Corrections and additions

If you become aware of an error or omission in your submission and wish to lodge a

correction or additional information, the material must be lodged with us in writing

at the Lodgement Address, before the Closing Time. We are not obliged to consider

a correction or additional information received after the Closing Time.

1.5 Ownership of submissions

All submissions become the property of STARplex once lodged. We may copy,

amend, extract or otherwise deal with all or any part of a submission for the

purpose of conducting the EOI process and related procurement processes. We

reserve the right to disclose the contents of all submissions only for the purposes of:

(a) Conducting an efficient EOI process and related procurement processes; or

(b) As otherwise required for the proper performance of fiduciary

responsibilities.

2 Requirements for Submissions

2.1 Conditions for participation

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Submissions must address the conditions for participation specified in Schedule 2

(Conditions for Participation)

2.2 Format and content

Submissions are to be structured as shown in Schedule 3 (Expression of Interest),

and provide the information indicated in that Schedule.

3 Participation in the EOI process

3.1 Acknowledgment and disclaimer

Trinity College Gawler Inc. trading as STARplex, its officers, employees, advisors and

agents make no express or implied representation or warranty as to the accuracy,

reliability or completeness of the information contained in this request for EOI.

It is your responsibility to obtain all information necessary for the preparation of

your submission. In lodging a submission, you acknowledge you did not rely on any

express or implied statement, representation or warranty as to the truth, accuracy

or completeness of the information contained in this request for EOI, or otherwise

provided to you by STARplex.

3.2 Your costs

All expenses and costs you incur in connection with this EOI, including (without

limitation) preparing and lodging a submission, providing STARplex with further

information, attending interviews and participating in any subsequent negotiations,

is your sole responsibility.

3.3 No contract

Nothing in this request for EOI should be construed to give rise to any contractual

obligations or rights, express or implied, by the issue of this request or the

lodgement of a submission in response to it. No contract will be created until a

formal written contract is executed between STARplex and a respondent.

3.4 STARplex rights

Notwithstanding any other provisions of this EOI we request the right, at any time

to:

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(a) Alter, amend, vary, or end this EOI and the process outlined in this EOI;

(b) If we consider that it is in the public interest to do so, suspend or terminate

this EOI process or any part of it;

(c) Require additional information or clarification from you or anyone else, or

provide additional information or clarification to you or anyone else;

(d) Negotiate or not negotiate with any one or more respondent, and

discontinue negotiations at any time;

(e) Allow, or not allow, the successful respondent to enter into the proposed

contract in the name of a different legal entity from that which provided a

response to this EOI;

(f) Select and negotiate with more than one respondent where we form a view

that there is no one respondent who could successfully deliver and meet the

Proposed Requirement; and

(g) Add to, alter, delete or exclude any of the requirements to be provided by

the preferred respondent under this EOI.

For the avoidance of doubt, we may exercise our rights under this clause and

elsewhere in this EOI at any time in our absolute discretion, unless this EOI expressly

provides otherwise.

3.5 False or misleading claims

If you are found to have false or misleading claims or statements or obtain improper

assistance, we may reject your submission from any further consideration. You

should be aware that giving false or misleading information is a serious offence

under the Criminal Code Act 1995.

3.6 Unlawful inducements

You and your officers, employees, agents and advisors must not violate any

applicable laws or STARplex policies in relation to unlawful inducements in

connection with the preparation or lodgement of your submission and the EOI

process.

3.7 Collusive tendering

You and your officers, employees, agents and advisors must not engage in any

collusive tendering, anti‐competitive conduct or any similar conduct with any other

respondent or person in relation to the preparation or lodgement of your

submission or the EOI process.

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4 STARplex Policy Requirements

4.1 Privacy

We are obliged to protect personal information in accordance with the National

Privacy Principles in the Privacy Act 1988 (Commonwealth) (Privacy Act). We reserve

the right at any time not to disclose information that is subject to, or that we

reasonably believe could be subject to, protection under the Privacy Act.

You must comply with applicable obligations under the National Privacy Principles in

the Privacy Act. If we disclose any personal information to respondents, they must

also comply with obligations under the Privacy Act, to which we are subject.

4.2 Workplace

You are required to comply with relevant provisions of applicable legislative

requirements, awards and workplace agreements, including without limitation:

(a) Workplace/industrial relations legislation;

(b) Workplace health and safety legislation;

(c) Workers compensation legislation;

(d) Affirmative action legislation;

(e) Any other relevant policies and guidelines of STARplex

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PART C ‐ Evaluation of Submissions

Assessment of submissions

1 Assessment objective

We will assess submissions to identify respondents who are interested in, and

capable of, delivering STARplex’s proposed requirement. After assessment of

submissions, we may decide to issue a request for tender for our requirement in

accordance with clause 2 of PART A of this EOI request.

2 Initial assessment

Each submission lodged with us in response to this EOI will be initially assessed to

ensure that:

(a) The submission was submitted by the Closing Time (or STARplex has

accepted the submission as a late submission in accordance with clause 1.3

PART B of this EOI)

(b) At the time of opening, the submission meets the minimum format and

content requirements specified in the this EOI request, and includes all

required information, statements, certifications and declarations; and

(c) The submission satisfies the Conditions for Participation set out in Schedule

2.

3 Rejection after initial assessment

If we consider the submission does not satisfy the initial assessment requirements in

clause 2 above we will:

(a) Not consider the submission any further and reject the respondent from

further participation in the EOI process;

(b) Promptly notify the respondent that it has been rejected from participating

in the EOI process on the basis of the initial assessment of its submission;

and

(c) Provide a written explanation for rejection to the Respondent, on request.

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4 Evaluation criteria

We will assess submissions that have satisfied the initial assessment under clause 2

above against the following evaluation criteria. These criteria are not in any order of

importance unless otherwise indicated:

(a) Technical, functional, operational and performance requirements;

(b) Commitment to lease commencement and rent arrangements;

(c) Past performance of similar projects;

(d) Demonstrated experience, qualifications and skill of key personnel;

(e) Compliance with EOI;

(f) Financial capability to successfully provide the service.

5 Unsuccessful Respondents

If we reject a respondent’s application to participate in the procurement under this

EOI, we will notify the respondent and provide written explanation for the rejection

on request.

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Schedule 1 Proposed Requirement

1 Background to the Requirement

The existing long term lease on an established cafe within STARplex sports and wellness centre owned by Trinity College will expire in June 2015. STARplex is taking this opportunity to invite expressions of interest from individuals and organisations appropriately experienced and resourced to enter a new lease for the successful operation of the café. The café business is located centrally with alfresco access and high passing trade. There are no other cafes within the complex and the existing location is central to all passing clients of STARplex and at the doorstep of the College. Visits to STARplex average 9,000 per week. The café’s primary customers are clients and staff within the complex who take a break from their exercising, shopping or work to have a coffee or other beverage or a light, quick meal or snack. The success of the business will be based on its excellent location, synergies with the STARplex operation, friendly staff and mix of meals, snacks and beverages. It is anticipated the café will complement STARplex as a “Wellness Hub” with a focus

on healthy food options to balance the demand for regular café food and drinks and

to demonstrate good nutrition. The café can provide catering services for smaller

functions and events, VET in schools catering opportunities for students and healthy

eating demonstrations in consultation with STARplex dietician(s) and Fitness Centre

events.

The café which has frontage to the main car park occupies a large area within STARplex and includes a fully equipped commercial kitchen. The total indoor floor area is 354 m² and a further 50 m² of alfresco is available immediately outside. The café comfortably seats 150 persons.

All kitchen plant is supplied but cooking utensils are the responsibility of the lessee.

The kitchen has: ‐

Combi Oven

Dishwasher

2 x walk in cold rooms and one walk in freezer

2 bench fridges

Deep fryer

Gas cook tops

Bain‐marie

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Warmer shelves

Stainless Steel benching, basins and shelving

In addition the dining area has 150 chairs and 40 café tables. A Huffcore operable

wall enables one part of the café to be separated for events and occasions for up to

60 patrons.

2 STARplex

STARplex is a multi‐million dollar award winning fitness and wellbeing centre that

offers a wide variety of world class facilities: indoor sports stadium; indoor pools;

fitness centre; 1200 seat performing arts theatre; crèche; conference room; retail

store; café; surgery; physio and wellness clinics.

STARplex opened in June 2000 as part of Trinity College and is operated as a not for

profit centre shared by school and community. Visitors enjoy a huge range of

recreational services delivered by experienced, quality staff.

A key aim for STARplex is personal and community health and wellbeing which is

being accomplished through an educational focus on junior sports development,

fitness and health coaching as well as event and conference staging.

Please visit the STARplex website at www.starplex.com.au for operating hours and

program details.

3 Scope of Requirement

The primary objective of this EOI is to identify a tenant who has the resources,

experience, qualities, and vision to operate the café in STARplex from June 10th

2015.

The supporting service objectives necessary in achieving the primary objective and

which must be addressed in submissions are: ‐

3.1 Demonstrating the technical, functional, operational and performance

requirements necessary to operate the café successfully:

3.1.1 A vision and mission

Outline your vision for the café.

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Respondents will need to demonstrate how the cafe will provide a

comfortable social environment for clients to enjoy quality coffee, drinks

and nutritious meals, with excellent, friendly service. Indicate how the

café will integrate with the STARplex and contribute to its reputation as a

community wellness hub.

3.1.2 Goals and objectives

Outline how as café operator you will ensure a high profile is given to

healthy food options visible at the service counter. Provide a sample

menu.

3.1.3 Marketing strategies and objectives

Outline your intended marketing strategies and objectives.

The successful respondent will need to commit to partnering with

STARplex in negotiated and agreed cross promotion campaigns which

benefit the café and STARplex.

3.1.4 Legal requirements and risk management approach

Outline the registrations, licenses and permits you have or will need for

the café operation together with any contracts, agreements and

insurance policies. A minimum public liability insurance cover of $20

million is required.

The successful lessee will need to operate within the publicised opening

hours of STARplex. These hours are available on the STARplex website.

Before making changes to normal operating hours the lessee must seek

approval from the General Manager of STARplex. Respondents should

confirm their commitment to such an arrangement.

3.1.5 Human resources and management

Provide details of personnel with specific industry knowledge and

experience.

3.1.6 Plant and equipment requirements

The look and feel of the café requires an environment that engenders a

sense of welcome and provides clients with an attractive, functional and

interesting place to stay and enjoy a drink, a meal and a chat.

Therefore a minimum capital spend to fit out the café dining area of

$50,000 is required within the first 12 months of the lease. This capital

outlay is not to include any kitchen related expenditure, nor the cost of

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design, planning and building approval. Any upgrade work will need to be

undertaken in consultation with STARplex and quotes approved by the

General Manager. Respondents should confirm their commitment to

such an arrangement.

A cleaning contractor must be engaged by the lessee to ensure a

consistent and high standard of cleaning to a quality acceptable to

STARplex is evident in the café as in all areas of STARplex. The estimated

cost for the dining area daily cleaning is $24,500 pa.

3.1.7 Purchasing and supply

Provide an outline of anticipated purchasing and supply arrangements.

3.1.8 Operating and production processes

List the major processes for the café operation and the planned level and

standard of operation for each process.

3.1.9 Stock and inventory

Provide an outline of the intended stock control system, storage and

stock turnover periods.

3.2 Commitment to lease commencement and rent arrangements

3.2.1 Lease commencement

Respondents should confirm their ability to enter the lease from 10th

June 2015.

3.2.2 Demonstrate acceptance of the lease term, rental and outgoings

outlined below: ‐

The lease term is for 3 years, with two rights of renewal, each of 1 year

duration from June 10th 2015.

A stepped rental will commence in 2015 at $52,000 pa and then move to

$55,000 pa in 2016, $58,000 pa in 2017 and is payable monthly.

Outgoings are contained to metered electricity ($23,000 ‐ $25,000 pa)

and metered telephone calls.

3.3 Financial capability to successfully provide the café service

Demonstrate your financial capability with supporting documentation.

Prepare and submit a draft budget for the café operation.

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4 Further Considerations

4.1 Liquor License

There will be no liquor license attached to the café lease however a

temporary liquor license to cover special occasions can be arranged on

approval from the STARplex General Manager. Respondents should

confirm their commitment to such an arrangement.

4.2 Commitment to Sponsorship

To assist in meeting requests for sponsorship from groups and

organisations associated with STARplex and Trinity College the successful

respondent will agree to establish a sponsorship arrangement which

enables an annual fund to be established. In the first year the

contribution to this fund is to be a minimum of $5,000. This amount will

be reviewed at the end of the first year.

The distribution of monies from the fund will be agreed between

STARplex and the tenant at regular meetings based on an application

process. Respondents should confirm their commitment to such an

arrangement.

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Schedule 2 – Conditions of Participation

The Conditions for participation applicable are that the:

(a) Respondent must have relevant prior experience in the provision of the type

of services described in this EOI;

(b) Respondent must not be bankrupt, insolvent or under administration;

The onus rests with the respondent to demonstrate compliance with these Conditions

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Schedule 3 – Expression of Interest Response Schedule

1 Respondent Details

Subject Details

Respondent’s Business Trading Name

Respondent’s Registered Name

A.B.N.

A.C.N

Type of Entity Company, Trust, Partnership, Individual, Other

Registered business head office name and location

Place of Business

Postal Address

Contact Numbers Ph Fax

Email

Is the respondent a small to medium sized enterprise If yes, then state the current number of full time equivalent staff

2 Details of Respondent / Company Contact Persons

Primary Contact Secondary Contact

Name:

Title:

Postal Address:

Phone Number:

Mobile Number:

E‐mail Address:

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After lodgement of a submission, Respondents must promptly notify STARplex of

any changes to this information.

3 EOI response checklist

Please complete the checklist below. Tick YES if the information has been completed or tick NOT REQUIRED if they are not required by STARplex. Tick NO if the schedules are required but have not been fully completed. For each NO, please complete the Exception Report on the following page.

Schedule Yes No Not required

Conditions, requirements, processes and evaluation of submissions are understood?

Company details schedule and contacts complete

(Schedule 3, Item 1)

Exceptions checklist (Schedule 3, Item 4)

Agreement with EOI document (Schedule 3, Item 5)

Conflict of Interest Schedule (Schedule 3, Item 6)

Conditions for participation addressed (Schedule 3, Item 7)

Addressed all items under Scope of Requirement (Schedule 3, Item 8)

Listed any proposed contracts (Schedule 3, Item 9)

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4 Exceptions checklist

Where you have indicated NO on the invitation response checklist, please complete the following table:

Schedule Reason for Non Compliance

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5 Agreement with EOI document

Subject Details

Does your organisation agree with the conditions of submission as outlined in Part B?

(Yes / No)

If no, provide details.

Does your organisation agree with the evaluation of submissions as found in Part C?

(Yes / No)

If no, provide details.

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6 Conflict of Interest

Respondents are required to provide details of any interest, relationship or clients that may or do give rise to a conflict of interest and the issue about which that conflict or potential conflict does or may arise.

Subject Details

Are there any actual or perceived conflicts of interest in providing this requirement?

(Yes/No)

If there is a conflict of interest, please provide details of the potential or actual conflict.

If there is no conflict of interest, please include a statement to that effect.

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7 Response to Conditions for Participation

Respondents must set out their response to the specific requirements as set out in

the Conditions for Participation: ‐

7.1 Relevant Prior Experience

EOI submissions shall include an attached document briefly detailing demonstrated experience of the Respondent covering the following points:

The Respondent’s current work related to the requirements in Schedule 1 ‐the Proposed Requirement.

Demonstrate the Respondent’s knowledge, skills, qualifications and relevant experience in providing similar café operations.

Details of lease operations of similar size or complexity to that offered in the Respondent’s EOI submission (maximum of three projects). As a minimum, the following information should be provided for each:

- Tenancy description. - Client organisation. - Date of commencement and period of association. - Number of personnel involved. - Lessons learned and how these experiences will be applied to the

requirements.

Referees

Please provide a minimum of three referees that may be contacted with regards to the services offered in your response.

Subject Details

Referee 1:

Client name

Client address

Client contact person name

Client contact person title

Client contact person telephone

Client contact person e‐mail

Nature of business (including description of services provided)

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Subject Details

Period of association

Referee 2:

Client name

Client address







Referee 3:

Client name

Client address







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7.2 Respondent must not be bankrupt, insolvent or under administration

Subject Details

Is your organisation currently or likely to be declared bankrupt or to be found trading insolvent or under administration?

(Yes / No)

If yes, provide details.

If your organisation is not bankrupt, insolvent or under administration please include a statement to that effect.

Statement details

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8 Response to Proposed Requirement

Respondents must set out their response to the specific requirements in the

Proposed Requirement using the table below or a separate document.

Subject Details

3.1 Demonstrate the technical, functional, operational and performance requirements necessary to operate the café successfully.

(Attach paper if more space required)

3.1.1 Outline your vision for the café and how it will integrate with and value‐add to STARplex.

3.1.2 Outline your goals and

objectives. Attach a sample

menu.

3.1.3 Outline your intended

marketing strategies and

objectives.

3.1.4 Outline the registrations, licenses and permits you have or will need for the café operation together with any contracts, agreements and insurance policies. Attach copy of public liability insurance.

3.1.5 Provide details of your personnel with specific industry knowledge and experience.

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Subject

3.1.6 Confirm your commitment to the dining area capital upgrade as outlined.

3.1.7 Provide an outline of

anticipated purchasing and

supply arrangements.

3.1.8 List the major processes

for the café operation and the

planned level and standard of

operation for each process.

3.1.9 Provide an outline of the

intended stock control system,

storage and stock turnover

periods.

3.2.1 Confirm your ability to

enter the lease from 10th June

2015.

3.2.2 Demonstrate your acceptance of the lease term, rental and outgoings as outlined.

3.3 Demonstrate your

financial capability with

supporting documentation.

Prepare and submit a draft

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budget for the café operation.

4.1 Confirm your commitment to the liquor licensing arrangement as outlined.

4.2 Confirm your commitment

to a sponsorship arrangement

as outlined.

Respondents must provide details of their procedures and service levels for their

offerings including that which relate to the requirements of this EOI.

9 Contracts proposed

Respondents must provide a copy of any and all proposed contracts that they will

seek to enter into in negotiations with STARplex should their submission meet our

requirements and we decide, at our sole discretion, to pursue negotiations with the

respondent.

Proposed Contracts Reason for contract

Expression of Interest Cafe Lease - Starplex · (d) Invite those shortlisted persons to deliver a...

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