Eastlake Golf Club Catering Tender Document
SECTION ONE - CONTRACT SCOPE
1. Contract Scope
This contract is for the provision of catering services to Eastlake Golf Club onsite for
member and guest meals, and special occasions including Corporate Days, Club Events and
Functions.
There are two catering facilities that will need to be managed, the Club House and the
Halfway House which is located at the 9th hole. There is an expectation for the successful
Caterer to make a financial contribution for the purpose of improving the catering / bistro
facilities at EGC.
The agreement between the parties will relate to a contract for service and does not
constitute an employment relationship. That is, the Caterer is an Independent Contractor
providing catering services to the Club.
2. Club Provided Benefits
2.1
Premises
Eastlake Golf Club (the Club) is an 18 hole, par 72 Club with a current membership of
approximately 1100. Located in the eastern suburbs of Sydney, it is open to the public
though it is not a public golf course. There are between 42,000 – 48,000 rounds played per
annum.
The Clubhouse is situated on the corner of Gardeners Rd & Isaac Smith St Kingsford; it is a
single room Clubhouse with a small Functions Room in the back of the premises. The
kitchen is located opposite the Function Room and most dining is currently conducted in
the main Clubhouse area and little in the Function Room.
The Halfway House is located approximately 3.5kms from the Clubhouse on the 9th hole
and can be accessed by a private road which runs off Wentworth Avenue. Some food
preparation can be done using the kitchen in the Club house however, most preparation
and cooking will need to conducted onsite at the Halfway House.
2.2
Equipment
2.2.1 Clubhouse
The Club has a fully functioning kitchen which includes a gas stove, oven,
a twin fryer and wok stove. In addition the kitchen has a double door
fridge, a double door freezer and a top loader freezer.
A dish washer and two sink areas are available as well as a cold and dry
store.
The Club currently has an assortment of cutlery and crockery that the
caterer may choose to use.
2.2.2 Halfway House
The halfway house has an operational fridge and pie oven. Any additional
equipment required will need to be supplied by the Contract Caterer.
2.2.3 Cleaning
The contract caterer will be responsible for the cleaning of the kitchen and
dining area in the Clubhouse and the Kitchen and the Outdoor eating
areas of the Halfway House.
The standards met must be in accordance with Standards Australia –
“Standard 3.2.2 Food Safety practices and general requirements.”
2.2.4 Pest Control
The Club undertakes quarterly pest control checks for the Clubhouse and
this will remain the responsibility of the Club.
It is the responsibility of the Contract Caterer to conduct pest control
checks at the halfway house.
3. Allowable Catering Activities
The contract caterer will be able to use the kitchen facilities only for activities that are
“Club related”; the kitchen must not be used for personal catering or catering to other third
parties unless otherwise negotiated.
4. Contract Agreement
The period for the initial contract agreement will be negotiated and will be dependent on
the financial contribution made by the Contract Caterer.
5. Breaches And Non-Compliance With Performance Standards
If the contract caterer is to be found to be in breach of any part of the tender agreement
&/or contract they will be notified in writing by the General Manager or designated officer.
6. Catering Review Panel
The Catering review panel will consist of the General Manager and President and two
Directors of EGC.
7. Financial Management
The Financial Management of the catering service will be the sole responsibility of the
contract caterer.
SECTION TWO – GENERAL OPERATIONS
1. Services To Be Provided
a. Halfway House services, including incorporating a large variety of fast food (hot
and cold) items, cakes, fresh fruit, soft drinks and confectionary.
b. The Contract Caterer will be available to cater for board meetings, Club
Sponsored events, functions, corporate days and night meals on some days as
specified in the “Hours & Days of Operation”. The Club reserves the right to seek
other company’s services if the Contract Caterer cannot provide the type of
catering or service required, as determined by the Club, or if the Contract
Caterer is unavailable or unwilling to cater.
The Contract Caterer shall work the minimum hours as set out in section 2 “Hours & Days of
Operation”. However it will be expected that the Contract Caterer works hours that will
effectively provide the above services.
2. Hours & Days of Operation
The minimum hours of operation for the Club house required are:
Wed – Fri:
11:30am – 3:00pm
Friday:
5:30pm – 9:00pm
Saturday:
11:00am – 3:00pm
Sunday
11:00am – 3:00pm
The minimum hours of operation for the halfway house required are:
Winter
Weekdays:
Weekends:
Summer
Weekdays:
Weekends:
8.30am – 3:00pm
8:30am – 3:00pm
7.30am – 4:00pm
7:00am – 4:00pm
These times are approximations only as golf course usage is dependent on sunrise and
sunset times as well as weather conditions. Hence flexibility surrounding these hours is
required.
3. Menu design & review
The menu contents and cuisine is at the discretion of the contract caterer however all
menu pricing needs to be approved by the General Manager or a designated officer. The
design of menu will be the joint responsibility of the Contract Caterer and Administration
team. This will ensure consistency with the Clubs advertising policies and uniformity
throughout the Club. The printing of the menus is the responsibility of the Contract
Caterer.
4. Staff Training
The contract catering team may be invited to take part in any relevant staff training
including first aid. Invitation will be at the discretion of management.
5. Point of Sale Systems
The Contract Caterer must provide their own point of sale system. For corporate days or
Club sponsored functions the Contract Caterer must supply the Club with a tax invoice
outlining their costs and provisions. This will be given to the Accounts Officer and a cheque
will be drawn and the account will be paid within 14 days from receipt of invoice less any
commissions payable to EGC.
SECTION THREE – CUSTOMER SERVICE
1. Serving Customer methods
Clubhouse
The majority of all meals will be provided over the counter in the Bistro. The meals
may be taken to the customer or the customer may receive a number to collect their
meal. This will be discussed during the latter stages of the tender process.
Halfway House
All meals are provided in a “canteen style” environment. The emphasis is to deliver
good quality quickly as time is of the essence on the Course.
2. Grooming and Uniform Standards
The Contract Caterer will be expected to wear an Eastlake Golf Club badge which will be
supplied by the Club. Pants, Shoes and Socks must be supplied by the Contract Caterer.
The Contract Caterer and their staff must be neat and tidy at all times.
3. Complaint Handling Methods
All complaints will need to be actioned though the Eastlake Golf Club formal complaints
procedure. If a complaint is made directly at the kitchen or halfway house, the complainant
must be directed to write the complaint detailing its nature, date, time and person/s
involved. The letter is to be addressed to the General Manager delivered direct to the
Office or Bar. If a complaint is received by the Club regarding the caterer with respect to
but not limited to, service, quality of food, or hygiene the caterer will be contacted by the
General Manager for discussion to resolve the issue and ensure there is no repition.
Section Four – Product Quality
1. Purchasing and Receiving Food
All purchasing and receiving of food is the responsibility of the Contract Caterer. The
Contract Caterer may ask the Bar or Office Staff to accept a delivery on their behalf,
however no responsibility will be taken by the Club if an incorrect or incomplete delivery
is signed and accepted.
2. Storage
The Contract Caterer will have a cold and dry store made available for use. This must
be kept clean and orderly at all times.
All storage must be in accordance with Standards Australia – “Standard 3.2.2 Food
Safety practices and general requirements.”
3. Food Handling
All food handling must be in accordance with Standards Australia – “Standard 3.2.2
Food Safety practices and general requirements” in conjunction with the NSW Food
Authority “Health & Hygiene requirements of food handlers” Fact Sheet
4. Food Labeling
All food labeling must in accordance with the NSW Food Safety “Labelling Requirements
– Date marking & Storage Conditions” and “Labelling Requirements for unpackaged
Seafood” and “Labeling – General Requirements” Fact Sheets.
5. Personal Hygiene
All food handlers’ personal hygiene must be in accordance with Standards Australia –
“Standard 3.2.2 Food Safety practices and general requirements.”
6. Cleanliness
Cleanliness must be in accordance with Standards Australia – “Standard 3.2.2 Food
Safety practices and general requirements.”
7. Rubbish
All rubbish must be removed at the end of each day. This must be taken to the Club’s
garbage area found at the rear of the Club near the Cellar entrance.
Section Five – Presentation Standards
1. Pricing
All pricing must be fair and reasonable. All pricing needs to be discussed with the
General Manager.
2. Menu
The menu design and contents will need to be approved by the General Manager. The
cuisine is at the discretion of the Contract Caterer.
3. Variations for Special Days
On occasion the Contract Caterer may be asked to supply food outside of the menu and
cuisine style. If the Contract Caterer is unable to provide the type, style and price
bracket of food as requested, the Club reserves the right to contact other third party to
supply and cater the event.
4. Signage
All signage will be supplied by the Club, however if the Caterer wants specific signage,
this must be approved by the General Manager and will be at the cost to the Contract
Caterer.
Section Six – Risk Management Systems
1. Food Safety Program
If the caterer is HACCP certified this information must be provided to the Club.
2. WH&S Procedures
The Contract Caterer or his/her representative will need to attend WH&S meetings held
in the Clubhouse. A timetable of scheduled meetings will be supplied. In addition it is
imperative that the Contract Caterer abides by all WH&S processes and procedures as
outlined in the Eastlake Golf Club WH&S manual as well as being in accordance with all
NSW Work Safety and Work Cover legislation.
3. Public Liability & Workers Compensation
Prior to commencement the Contract Caterer must provide a copy of their public liability
and workers compensation insurance.
4. Contractors Statement
Each tax invoice that is submitted to Eastlake Golf will need to be accompanied by a
contractor’s statement which will be provided at time of appointment.
Section Seven – Monitoring the Performance Standards
1. Audits
The Club will audit the Contract Caterer and the working environment at undisclosed
times throughout the year. This will be conducted on the contents of this and attached
documents as outlined in the appendices.
Appendices
1. Standard 3.2.2 – Food Safety Practices and General Requirements
2. NSW Food Authority “Health & Hygiene requirements of food handlers” Fact Sheet
3. NSW Food Authority “Labelling Requirements – Date marking & Storage Conditions”
Fact Sheet
4. NSW Food Authority “Labelling Requirements for unpackaged Seafood” Fact Sheet
5. NSW Food Authority “Labelling – General Requirements” Fact Sheet