Village Cafe Coffee Service 2027

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

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): 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:

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

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.

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

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).

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.

Buyer: Penrith City Council

Buyer location: 601 High St, Penrith, New South Wales 2750, Australia

VendorPanel reference: VP531840

Buyer's 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)

Categories: Catering & Hospitality; 1: Other Food & Beverage; Food & Beverage Products; 1: Coffee; 2: Drinks & Beverages; Venue Hire; 1: Outdoor Events

Regions of service: New South Wales; 1: Sydney; All Regions of Service locations are within Australia.

Tender documents: 4

Published on VendorPanel Public Tenders. Documents and responses require free VendorPanel supplier registration.