Expression of interest - City of Onkaparinga Australia Day breakfast event 2021 2024
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Expression of interest City of Onkaparinga Australia Day breakfast event 2021 – 2024
Table of Contents
1. ...... PURPOSE ..................................................................................................................................................... 1
2. ...... BACKGROUND............................................................................................................................................. 1
3. ...... EOI SUBMISSION REQUIREMENTS ........................................................................................................... 1
3.1 Event Plan ........................................................................................................................................ 2
3.2 Assessment of EOI ........................................................................................................................... 2
4. ...... COMMUNITY GROUP RESPONSIBILITIES ................................................................................................ 2
4.1 Venue hire and arrangements .......................................................................................................... 3
4.2 Catering ............................................................................................................................................ 3
4.3 Entertainment ................................................................................................................................... 3
4.4 Flag raising ceremony ...................................................................................................................... 4
4.5 Gold coin donation ............................................................................................................................ 4
4.6 Publicity ............................................................................................................................................ 5
4.7 Reporting .......................................................................................................................................... 5
5. ...... COUNCIL RESPONSIBILITIES .................................................................................................................... 5
5.1 Funding ............................................................................................................................................. 5
5.1 Payment ........................................................................................................................................... 6
5.2 ‘In kind’ support................................................................................................................................. 6
5.3 Publicity ............................................................................................................................................ 6
6. ...... ADMINISTRATIVE MATTERS ...................................................................................................................... 6
6.1 Planning your event .......................................................................................................................... 6
6.2 Cancellation ...................................................................................................................................... 7
7. ...... CONTACT DETAILS ..................................................................................................................................... 7
Page iiExpression of Interest – Provision of services
City of Onkaparinga
1. Purpose
The purpose of this document is to assist local community groups with providing
the information and supporting material required when submitting an expression
of interest (EOI) in hosting the City of Onkaparinga Australia Day Breakfast
events during 2021-2024.
This document outlines the respective roles and responsibilities of council and
local community group(s) as well as the administrative requirements to deliver
each, any or all of the Australia Day Breakfast events held at four strategic
locations across the City.
2. Background
Australia Day celebrations reflect contemporary Australia, our diverse society,
remarkable achievements and our bright future. It’s also an opportunity to reflect
on our nation's history and to consider how we can make Australia an even better
place in future.
The City of Onkaparinga’s Australia Day Breakfast events (‘breakfasts’) are a
community day combining formal ceremonies with fun activities.
Held on 26 January each year, between 8am and 11am the Australia Day
Breakfast events (including entertainment) are traditionally free of charge to the
public. For the 2021-2024 breakfasts an option has been introduced for
community groups to seek a voluntary gold coin donation from attendees.
The breakfasts are held at the following locations:
Aberfoyle Park – Bob Such Reserve
Willunga – the Old Willunga Court House
Noarlunga Centre – Ramsay Place
Aldinga – the Aldinga Community Centre
3. COVID-19
Due to the uncertainty and changing nature of the Covid-19 situation, an
evaluation of the viability of holding the Australia Day breakfasts will be
undertaken in December 2020. This assessment will be conducted by council
staff and based on the COVID-19 restrictions in place at that time.
Council will work closely with community groups to ensure all measures relating
to restrictions at the time are met.
As part of this assistance an extra $1 per head will be paid to the community
group to cover additional costs that may be incurred due to COVID-19
restrictions, in place at the time of the Australia Day Breakfast.
We will require an indication that your group understands the COVID-19
restrictions in relation to holding the Australia Day Breakfast and is willing to work
towards meeting these restrictions with council help.
Please refer to SA Government website for current restrictions.
Page 1Expression of Interest – Provision of services
City of Onkaparinga
4. EOI submission requirements
Submissions must be received by council by 11 September 2020. The
information and any supporting documentation received will assist council to
assess your community group’s ability to manage and coordinate this event.
The following information and/ or documentation is required:
A background of your community group, its purpose and activities
Evidence of your groups ability to resource the event
Examples of your group’s involvement in similar community events
Evidence of your group’s skills and knowledge required to ensure
compliance with safe food preparation and handling standards
A copy of your Public Liability Certificate of Currency (minimum cover
required $20million)
4.1 Event Plan
An event plan needs to also be submitted outlining:
the proposed entertainment
food menu and other logistical information to ensure a quality
community event
venue site plan and arrangements (as detailed in section 4)
a proposed budget including the amount to be retained by your
group
proposed distribution of any profits retained from the payment from
council and from the collection of a voluntary gold coin donation.
4.2 Assessment of EOI
Council will assess each application against the submission requirements
outlined above and advise each applicant of the outcome within three weeks of
the closing date for submissions. Each successful applicant will be required to
enter into an agreement with council for the delivery of the City of Onkaparinga
Australia Day breakfast event.
5. Community group responsibilities
The City of Onkaparinga Australia Day Breakfasts will be offered free of charge to
the public, however community groups have the option to seek a voluntary gold
coin donation from attendees.
The breakfasts are held in the following four locations across the city:
Aberfoyle Park – Bob Such Reserve
Willunga – the Old Willunga Court House
Noarlunga Centre – Ramsay Place
Aldinga – the Aldinga Community Centre
The venues at any of the four locations above may be negotiated with council
should the venue become untenable for reasons beyond the community groups
control.
The successful community group will be responsible for all aspects of the
breakfast including:
Page 2Expression of Interest – Provision of services
City of Onkaparinga
Venue hire and arrangements
Catering (minimum requirements must be met)
Entertainment, fun activities
Flag raising ceremony and logistics
Promoting the event in conjunction with council
Site risk assessment.
Council encourages community groups to view the National Australia Day
Council website http://www.australiaday.org.au/event-organisers/event-
ideas.aspx for ideas of the type of activities that could be conducted.
Council also encourages community groups to achieve financial benefit from this
event. This could be achieved by obtaining items at a reduced rate, by borrowing,
or by items being donated.
5.1 Venue hire and arrangements
Community group(s) are responsible for organising the venue in each area
including:
booking the venue and obtaining any necessary permits for council
providing any equipment required (including bbq’s, tables, chairs, urns
etc)
arranging an adequate power supply
the provision of, or access to, public toilets
providing a public address system for speeches
leaving the venue in a clean and tidy condition
providing adequate shade or shelter from the heat
5.2 Catering
The following lists the minimum food items required to be served:
eggs, bacon or sausage
bread or toast
cereal, milk, fruit juice
coffee, tea, milk, sugar.
All food must be served with cutlery, plate and serviettes as appropriate.
While the type of available food is at the discretion of the community group all
food preparation and service must comply with food safety standards.
Further information about food handling and /or copies of these standards are
available here www.onkaparingacity.com or at www.foodstandards.gov.au
Community group(s) must ensure these standards are met in providing food to
the public and provide confirmation as part of their submission that food handlers
are aware and understand these responsibilities.
5.3 Entertainment
Entertainment is to be provided in order to enhance the event and continue the
tradition of a special community event for families. This can vary and may
comprise a selection of (but is not limited to):
Page 3Expression of Interest – Provision of services
City of Onkaparinga
Australian bush- style music
Indigenous performers
bush poets
face painters or clowns
farmyard animals
storytelling.
Community group(s) may select entertainment at their discretion; however,
Council’s preference is to support local artists and that the selection be based on
quality, value and suitability for this type of event. Note the provision of
entertainment should not be to the detriment of the food provision.
5.4 Flag raising ceremony
A flag raising ceremony will be held at each event at 9am.
The community group will arrange:
to provide an Australian flag for display (flags can be obtained by
contacting your Federal Member of Parliament)
the raising of the flag at 9am
either a group or individual to raise the flag
a public address system for the speeches
the national anthem to be sung as the flag is raised.
At the discretion of the Mayor, a Council representative (either the Mayor or an
Elected Member) will make an Australia Day speech at each breakfast event.
Council officers will arrange for an Elected Member to attend as necessary.
The City of Onkaparinga Australia Day Breakfasts are a community event and
are not to be politicised.
5.5 Gold coin donation
Community groups may seek to collect a voluntary gold coin donation from
attendees to be returned to the community by way of funding charitable
programs. Should the community group choose this option the community group
will be responsible for:
the method used in collecting the gold coin donation
clearly indicating to attendees that it is a voluntary donation being
collected by the community group
clearly indicating that all proceeds collected will be returned to the
community by way of funding charitable programs.
The estimated amount collected and how the community group intends to
distribute the profit realised is to be reported to council via the Event Review
Form after the event.
Page 4Expression of Interest – Provision of services
City of Onkaparinga
5.6 Publicity
The community group must use reasonable endeavours to promote the event.
Any use by the community group of the Mayor’s name or Council logo (or
reference to) will require prior specific approval by council.
Any promotional material must be consistent with council approved information
and approved by council prior to use.
The community group will advise the community if they need to bring their own
rugs and seating.
5.7 Reporting
Event Review
Community group(s) must provide an evaluation report to council within thirty (30)
days after the event. An Event Review Form will be provided by council.
Incidents
All incidents that occur when an event is being held on council land or in council
venues must be reported to the council. Should an incident occur during your
event an Event Incident form must be completed on the day of the incident and
reported to council immediately after the event. Please refer to the Event
Incident form for council’s contact in these matters.
Attendance
Community groups will need to provide proof of numbers attending the breakfast.
Council suggests a ticket system or other method be established to calculate
attendance.
6. Council responsibilities
6.1 Funding
Council will fund community groups at a rate of $7 per head, based on the
average attendance at each location calculated over four years and paid in two
instalments.
Average attendance at events in 2014-2020 and amount to be paid:
Venue Average Payment
Attendance
2014-2020 $7 per head
Noarlunga 1239 $8,673
Aberfoyle Park 1183 $8,281
Aldinga Beach 470 $3,290
McLaren Vale/Willunga 541 $3,787
Page 5Expression of Interest – Provision of services
City of Onkaparinga
6.1 Payment
Council will pay 75% of the amount stated in the agreement no more than 30
days prior to the event.
The remaining 25% will be paid upon receipt of a completed event review form.
Payment will be made by electronic funds transfer (EFT).
Should COVID -19 restrictions, in place at the time of the Australia Day
Breakfast, incur additional costs, an extra $1 per head be paid to the community
groups.
6.2 ‘In kind’ support
Council will:
erect a temporary flagpole if required
deliver and pick up waste and recycle bins
provide bunting, star droppers and pencil bollards where required.
6.3 Publicity
Council will
promote the event in the Messenger Press, social media
provide three roadside banners for use
provide a minimum number of posters or leaflets or fliers for distribution by
community groups. Additional promotional material will be provided at
cost to community groups if required.
.
7. Administrative matters
7.1 Planning your event
All event organisers have a legal responsibility to ensure the health safety and
welfare of the public attending the event and also any employee, volunteer or
helper involved in organising the event.
When planning you will need to consider any legal requirements, identify any
hazards associated with the event, the level of risk and action to be taken to
reduce these risks to an acceptable level.
All events must comply with recognised safety standards and event organisers
must take all reasonable precautions to ensure the event takes place safely.
Safe Work SA has developed a set of materials that are good starting points for
information about the types of things that need to be considered.
Council also has a range of material available on its website
www.onkaparingacity.com
Page 6Expression of Interest – Provision of services
City of Onkaparinga
7.2 Cancellation
Council may cancel the event in certain circumstances for example the
declaration of a catastrophic fire danger day or if COVID-19 restrictions at the
time do not allow for this event to be held. Council will notify the community
group as soon as possible.
If the community group is unable to continue their involvement in the event, they
must notify council in writing a minimum of 60 days prior to the event. Council
may exercise the option to approach another community group to deliver the
event.
8. Contact Details
Expressions of interest will be accepted via email (preferred) or post.
Email: Katrina.French@onkaparinga.sa.gov.au
Post: City of Onkaparinga
Attention: Katrina French
Senior Governance Officer
PO Box 1
Noarlunga Centre SA 5168
If you have any queries contact Katrina French on 8384 0666.
Closing date: Friday 11 September 2020
Page 7You can also read
