Tender Details

Access this Tender

Village Cafe Coffee Service 2027

Business Name

Penrith City Council

VP Reference #

VP531840

Buyers Reference #

PCC26/27-77

Opens

Friday 30 October 2026 (AUS Eastern Standard Time)

Closes

Thursday 19 November 2026 05:00 PM (AUS Eastern Standard Time)

Supplier query cut-off

Thursday 19 November 2026 05:00 PM (AUS Eastern Daylight Time)

Expected decision

Thursday 03 December 2026 (AUS Eastern Standard Time)

Buyer Details

Business Name

Penrith City Council

Location

601 High St
Penrith, New South Wales 2750
Australia

WebSite:

https://www.penrithcity.nsw.gov.au/

Business Info

Penrith City Council is a large general purpose Local Government Authority in New South Wales. It is a dynamic organisation located approximately 55 kilometres west of Sydney’s Central Business District at the foothills of the Blue Mountains. Penrith is one of the larger metropolitan local government areas, covering an area of 404.9 square kilometres with a population of approximately 194,134.

Contact Details

The buyer has elected to have their personal and contact details hidden. These details will be revealed at the buyers discretion.

What the buyer is requesting

Details

Self sufficient barista and coffee service for Village Café will be needed between February and November 2027.

Village Cafe events on Thursday mornings, starting in the second week of the month, at Kingswood, North St Marys and Llandilo.

The successful supplier will be required to:

- Attend all Village Café sessions between February and November 2027. Village Cafe is on Thursday mornings, starting in the second week of the month, Village Café rotates from Kingswood, North St Marys and Llandilo

- Provide a self-sufficient service with own generator, either as a van/cart/trailer set up

- Provide beverages for a range of dietary requirements including coffee, alternative milks, tea, hot chocolate, fruit juice

- In warm weather, offer iced-coffees

- Participate in impact measurement and reporting activities as requested by Council (once per quarter)

- Build rapport with residents and maintain positive interactions throughout sessions. Notifying Council of any concerns requiring support in a timely manner.

- Cultural awareness and trauma informed approach – this is an outreach service. Residents may not always present as their best selves and the supplier needs to be comfortable operating in this context

- Comply with sustainability policies and support Council’s initiatives at Village Cafe. This includes appropriate disposal of organic waste with FOGO and encouraging use of keep cups over single use coffee cups.

Background information / Compatibility requirements

Details

Village Café is a community outreach program delivered by Penrith City Council in partnership with local health and wellbeing services. A pop-up café environment is provided in three neighbourhoods, providing a space for community to connect with each other and access local services in an informal, fun and interactive way. To respond to changing community needs, Village Cafe locations may be adjusted over time, with future locations determined based on community engagement and identified service needs. Village Café is currently hosted in Kingswood, North St Marys and Llandilo.

The Village Café provides local residents with access to social connection with neighbours and essential services to improve overall health and wellbeing. Village Café is designed to support residents experiencing hardship, including social isolation, access to social services and other matters. Provision of free beverages is critical to the Village Café model.

Local businesses, First Nations businesses and services or social enterprises with training outcomes for underemployed communities are encouraged to respond.

Desired Outcomes ('Nice to haves', Conditions & Warranties, SLA's, Project benefits)

Details

Local businesses, First Nations businesses and services or social enterprises with training outcomes for underemployed communities are encouraged to respond.

Questions asked by the buyer

Question 1

Complete all fields in Quotation Schedule 1 - Key Information for Quotation

Question 2

Complete Quotation Schedule 2 – WHS Contract Assessment Form and provide Evidence of compliance with quality assurance standards including:

i) Provide evidence of full compliance with the NSW Food Act, providing documentation of most recent satisfactory inspection report from your local Council.

ii) Provide vehicle specifications and Chain of responsibility documentation.

Question 3

Complete Quotation Schedule 3 – Declaration of Compliance and Conflicts of Interest

Question 4

Respond to all questions in Quotation Schedule 4 – Response to the Brief.

Provide a document with a response to Attachment 1 – Form of Contract Minor Services Agreement, including:

i) Two examples of work of similar nature by the Respondent in the last three years or in progress, and provide the client name, nature of the work, contract value, contract period, project photos and name of principal’s representative and telephone number.

ii) An explanation how your organisation and staff are suitably skilled to be working closely with vulnerable members of the community. Please detail any training, expertise or prior experience.

iii) Overview of respondent’s commitment to social outcomes, including local employment, waste management, ethical regenerative sourcing or sustainability initiatives e.g. grind recycling and cups (desirable).

Question 5

Provide confirmation Respondent can provide Services on the required dates and times, outlined in Attachment 2 – Detailed scope of minor services

i) Specify the time required for equipment bump in and set up.

ii) Specify the minimum notice period (in days) for booking confirmations and requesting and changes in dates, times or venue.

Events in 2026-2028 will be held 3 times per month from February to November, on the second, third and fourth Thursdays. As per page 3 of Scope of Minor Services.

Attachments to this Request

Documents

Supplier lists selected

Lists

Catering & Hospitality
Food & Beverage Products
Venue Hire

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