The Boulevard Christmas Lights 2015

Ice Cream Vendor Expression of Interest

ABOUT THE BOULEVARD LIGHTS
Appealing to an audience from right across Melbourne and country Victoria, The Boulevard Christmas Lights Display (referred to in this document as the “Display”) has become one of Melbourne’s longest-standing Christmas traditions. Since the 1950s, residents have been hanging lights to decorate their gardens and windows. Approximately 70,000 people (car and pedestrian traffic) visit each year over the course of the two weeks. Council manages a small number of vendors operating at the Display.
The Display is run by the residents. Banyule City Council (referred to in this document as “Council”) supports the event, liaising with residents to coordinate traffic management, technical support and services, and other assistance.
Council is seeking Expressions of Interest for a community groups provide the service of Ice Cream Vendorfor the course of the Display.
BOULEVARD LIGHTS DATES AND TIMES
The Display is held for a specific length of time each year to assist the residents by reducing traffic congestion outside of these dates and times. The 2015 dates are:
Dates: Saturday 12th December – Saturday 24th December (13nights) Time:8:30pm – 11:00pm
Hours of operation are confined to the above dates and times.Vendors cannot operate outside of these dates and times. If the Vendor operates outside of these dates and times, thepermit may be cancelled and additional consequences may ensue.
OPPORTUNITY AVAILABLE
Council allows three (3) Vendors to operate on The Boulevard through the Display period. This includes one glow products vendor, one coffee vendor and one ice cream vendor.
Council would like to offer the Ice Cream Vendor opportunity to a local community group.The selected vendor will pay a fee to Council to operate at the Display. The selected vendor will adequately staff the stall each night of the Display, take responsibility for ordering and maintaining stock and uphold a professional and friendly manner at all times
Please note that the successful Vendor will be given a permit for 2015 only. There may be an option to rollover the contract for an additional year. No applicant will be guaranteed the permit in the future.There is no guarantee of sales or profits in return for this permit.
SELECTION PROCESS
  • Applications CLOSE midnight on Sunday22nd November 2015
  • Applicants will be notified of the outcome byFriday27th November 2015

LOCATION
  • The Vendor is to be set up on the corner of Warncliffe Road and The Boulevard.
  • This space is shared with other vendors, and the exact site will be negotiated with the successful Vendor.
  • Those staffing the Ice Cream Stall must ensure that customers being served will cause no obstruction to passing pedestrian traffic or vehicle traffic.
  • The Ice Cream Stall may be left on site for the duration of the Display but is the total responsibility of the vendor.
  • The Ice CreamStall will be provided with power from a permanent power outlet. Council does not take responsibility for any loss of power during this time. There will be no access to a water source.

PUBLIC LIABILITY INSURANCE
  • The Vendor must have minimum Public Liability Insurance cover of $10 million and must attach a Certificate of Currency to the application form.

PERMITS
  • Council will provide the permits necessary (upon signing the agreement and confirmation of terms and conditions). These will need to be visible at all times.
  • The selected Vendor must have a Temporary Food Permit to be able to operate within Banyule.
  • The successful applicant must contact Council’s Health Department on 9490 4222 to make the necessary arrangements.

CODE OF CONDUCT
  • The van / stall must present with an attractive, neat, clean and environmentally friendly set up for the period of the Display andall staff must be neatly dressed and operate in a professional manner
  • The Vendor’s name must be clearly displayed.
  • The Vendor must co-operate with other stallholders, service providers, contractors and event management staff working at the event, so as not to hinder them in performance of their services and to ensure that all work is performed efficiently.
  • There is to be no spruiking from stalls. By spruiking, we mean promoting goods, services, or a cause by addressing people outside of your stall site.
  • The Vendor and their staff shall present and conduct themselves in a manner suitable to a family event. If the event organiser (or their representative) considers any behaviour from a stallholder or their representative to be inappropriate, they will be advised to change their behaviour. If this request is not adhered to, it will be necessary to remove the stallholder from the site
Council reserves the right to cancel the permit at any time before or during the event. If the Vendor’s permit is cancelled for any reason, the agreed fee is still payable for the duration of the event.
OBLIGATIONS OF THE VENDOR
The Vendor acknowledges that the Council shall rely on the Vendor to provide the services with due skill, care and diligence.
The Vendor shall
  • Abide by all conditions as outlined above
  • Banyule City Council requires at least one adult (aged 21 years or older) to be present in the Ice Cream Van at all times
  • Provide the services as agreed to and to a high standard
  • Pay the fees required in full by the due dates
  • Remain fully responsible for all services provided over the course of the Display
  • Indemnify and keep indemnified Council from loss or damage as a result of any negligent act, error, omission or statement by the Vendor or the Vendor’s employees, agents or sub- contractors.
  • Promptly inform Council in writing of any issues that arise
  • Promptly inform Council in writing if any information or any document provided or caused to be provided to the Vendor by the Council is found to be inadequate or is found to contain any material inaccuracies, to enable the Vendor to properly provide the Services.

Applications Close on SUNDAY22ndNOVEMBER 2015
APPLICATIONS TO BE SENT TO:
POBOX 51
Ivanhoe 3079
OR fax to 03 9499 9475 / If you have any questions or concerns regarding this application, please contact Jacqui Ratcliffe on 9457 9936 or email
before the closing date

The Boulevard LightsEXPRESSION OF INTEREST APPLICATION FORM

APPLICATIONS CLOSE SUNDAY22ndNOVEMBER 2015

Please tick:

1. Community Group OR Commercial Vendor / Retailer

2. We have operated at previous Banyule Council events OR We are a new vendor for Banyule Council events

3. We will be employing staff OR We will be using volunteers to staff the van

ORGANISATION NAME: ______

ABN: ______How long have you been operating? ______

CONTACT: ______

POSTAL ADDRESS: ______

SUBURB: ______STATE: ______POSTCODE: ______

TELEPHONE:______MOBILE: ______

EMAIL (Please print clearly):______

SELECTION CRITERIA

Please note that the following criteria must be met before proceeding.

Public Liability Insurance to the minimum amount of $10 million

Vendor can provide basic non-alcoholic beverages as well as ice cream (bottled water / soft drink)

A variety of at least 5 ice creams on offer with at least one option under $2

Application is submitted by the due date: SUNDAY22nd NOVEMBER 2015

All applicants will be assessed against the following criteria:

Environmentally responsible products / message. As approved by Banyule's waste education program / 20%
Appropriateness of the fee offered / 20%
Ability to provide high quality stall, well-presented, courteous, friendly staff who behave in a professional manner / 20%
Quality and appropriateness of the application submitted, products, prices and service offered / 20%
Community Group operates in Banyule or majority of members live in Banyule / 20%

Decisions will be final and no correspondence will be entered into.

Please be advised that incomplete or illegible applications will not be considered.

RANGE AND VARIETY OF PRODUCTS

Please list products to be sold and price for each item (this must be adhered to during the event) – attach paper if required

PRODUCT / PRICE / PRODUCT / PRICE
Environmentally positive products and / or message and sustainable practice

Council is working towards ‘Greening Events in Banyule’ and encourages all vendors to minimise the environmental impact of their actions by pursuing sustainable usage of resources and preventing the unnecessary production of waste.

All vendors are responsible for disposing of their own waste in an environmentally friendly manner.

Please tickto indicate your compliance with the following requirements

□The use of polystyrene cups is disallowed

□Any plastic containers used must have a triangle with a number from 1 – 7 on the bottom

□Where possible, recyclable items such as glass jars or bottles, aluminium cans, steel cans and paper items (including cardboard) will be utilised. Contacts for suppliers of items that are waste wise can be provided on request.

□All hard waste and large cardboard boxes will be taken away for disposal after the event

Please note that checks may take place throughout the course of the event to ensure that all suppliers are conducting themselves in an environmentally friendly manner.

Please describe the way in which your operations promote sustainable practices.

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Visual appearance / presentation of the ice cream vendor's set up

Please describe the visual appearance / presentation of your stall / van.

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Appropriateness of the fee offered

The fee assists Council to offset the infrastructure costs involved with management of the Display.

In the event that the Vendor cannot trade for part or all of the season (due to bad weather, loss of product, or any other reason), the entire fee is still payable.

An invoice for 50% of the total fee will be issued upon signing the agreement. A second invoice for 50% of the fee will be due in the second week of the event.

Please nominate your proposed fee for 13 nights of trading:

Based on previous experience, it is recommended that the fee offered is no less than $1,625 (ex GST).

Ability to provide high quality, well presented, courteous, friendly staff who behave in a professional manner

Please describe who will be staffing the stall for the duration of the Display. Include details of how many staff will be present for each evening of operations, and uniforms that are worn (if applicable).

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Further information / comments (Optional)

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Application Checklist

We have attached a copy of our Public Liability Insurance Certificate of Currency and if applicable, WorkCover insurance

We have completed the JSEA (attached)

We have filled out and attached the Health & Safety Evaluation Form (Commercial vendors only, see over page)

We have signed the Privacy section and Indemnity clause below

We are submitting our application before Sunday 22ndNovember 2015

We have completed ALL PARTS of this application form

HEALTH & SAFETY EVALUATION FORM

Health & Safety Evaluation Form

This form is to be completed by any commercial vendors and submitted with their application

Please include copies of policies, procedures, extracts from log books, samples of reports and samples of completed checklists to demonstrate whether your organisation has an appropriate Occupational Health and Safety Management System in place.

It is obligatoryfor the Vendor to provide sufficient information in order to satisfy the requirement of this Permit; i.e. it has an effective health and safety management process in place.

Do you have an Occupational Health and Safety Policy / Plan

in place? (if so, then attach a copy) YES NO

Have your employees been provided with health and YES NO

safety training? (Provide details)

Do you periodically conduct audits of your work practices and YES NO

the workplace? (Provide details)

Do you perform regular preventative maintenance on equipment YES NO

that you intend to use as part of this Permit?

Do you intend to use any chemicals as part of the Permit? YES NO

If yes, then attach a list (an extract of your register of chemicals)

Do you have material safety data sheets for each chemical? YES NO

Will you be operating or using equipment that requires Certificates of

Competency to use or operate? (Provide copies of all certificates YES NO

of those employees who will be using or operating equipment)

Do you have or use any of the following?:-

1. Health and Safety Representatives YES NO

2. Health and Safety Personnel YES  NO

3. Health and Safety Contractors(Provide details) YES NO

Do you have procedures for accident investigationand reporting? YES  NO

Do you have any other relevant health and safety policies orprocedures? YES NO

(Provide details)

All additional information not requiring a yes or no answer should be included as an attachment.

Job Safety and Environmental Analysis (JSEA)

The aim of the Job Safety Analysis is to document the processes undertaken in the course of your work to minimise the risk of physical injury to yourself and others, and to minimise the impact of your actions on the environment. Please follow the instructions in the table below to identify potential hazards, and the control measures that you utilise to minimise the risks associated with the hazard.

For further information, or if you require assistance completing the table, please phone Council’s Risk Management on Department on 9490 4245.

TASKS / STEPS
List the steps taken to produce your product / HAZARDS
Against each step list the hazards that could cause injury to those engaged in the activity or others in the vicinity / HAZARD CONTROL MEASURES
List the control measures required to eliminate or minimise risks associated with the hazard
BEFORE
THE
EVENT / 1
EVENT
DAY / Example: Load vehicle with required equipment and products / Manual handling / Use of trolleys / use of lifting equipment / correct lifting techniques / small loads etc
POST
EVENT