Call for Tenders for the Provision of Hot School Meals to Lyreacrompane Community National School

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the provision of hot school meals to students at Lyreacrompane Community National School. The successful contractor must deliver meals for 183 school days per year, adhering to the requirements of the Department of Social Protection’s School Meals Scheme. The contractor will be responsible for the preparation, delivery, and service of meals, ensuring compliance with health and safety standards.

The key activities include:

• Meal Preparation:

• Meals can be pre-prepared off-site and delivered ready to eat.

• Meals can be pre-prepared off-site and heated on-site.

• Meals can be fully prepared on-site.

• Delivery:

• Meals must be delivered to the school in a timely manner, ensuring they are served at the appropriate temperature.

• Service:

• Meals must be served to students during lunch hours, with appropriate packaging and labelling.

• Provision of cutlery and napkins as required.

• Compliance:

• Adherence to nutritional guidelines and food safety regulations.

• Regular reporting on meal provision and student feedback.

The contractor must ensure that a minimum of 35 meals are provided daily, which serves as a guideline for the scale of service. The successful tenderer will be required to maintain high standards of food quality and safety throughout the contract duration.

3. Background & buyer context

This tender is being procured to support the Department of Social Protection’s School Meals Scheme, which aims to provide nutritious meals to students in primary schools. The initiative aligns with government policies to enhance student well-being and educational outcomes through improved nutrition. The Kerry Education and Training Board, as the contracting authority, seeks to ensure that students at Lyreacrompane Community National School receive healthy meals during school hours. There is no mention of an incumbent provider.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement:

• Minimum annual turnover equal to or greater than €16,380 for each of the three financial years preceding the tender publication.

• Insurance:

• Employer’s Liability: €13 million limit for any one claim.

• Public Liability: €6.5 million limit for any one claim.

• Product Liability: €6.5 million limit for any one claim.

• Motor Cover: Minimum limit of €1.3 million for third-party property damage.

• Crime Insurance: €100,000 for any one claim.

• Cyber Liability: €1 million for any one claim.

• Certifications:

• Registration as a Food Business Operator (FBO) with the relevant authority (HSE, local authority, or DAFM).

• Past experience:

• Minimum of three comparable contracts involving hot meal provision in the last three years.

• Personnel:

• Not specified for this tender.

• Geographic / facility constraints:

• Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following award criteria:

The overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided Tender Response Document (TRD) template.
• CVs: For key personnel involved in the contract (no specified page count).
• Pricing schedule: Must follow the specified format in the TRD.
• Case studies: Three previous contract examples demonstrating relevant experience.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Attendance confirmation required; date to be confirmed.
• Submission portal: All submissions must be made via the eTenders platform, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract duration is for 183 school days per year.
• Payment terms: The contracting authority will pay €3.20 (VAT exempt) for each hot meal provided, on a 30-day arrears basis.
• Key SLAs/KPIs: Not specified in detail, but quality and timeliness of meal delivery are critical.
• Termination clauses: The contract may be terminated with 14 days’ notice if performance issues are not remedied.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement closely aligns with the contract value, which may limit competition.
• Mandatory site visit: Failure to attend results in automatic disqualification, which could disadvantage smaller bidders.
• Limited geographic scope: The requirement for local service provision may restrict the pool of eligible bidders.

10. SME fit assessment

Small businesses that can credibly bid for this tender should:

• Have experience in providing catering services, particularly in educational settings.
• Hold the necessary food safety certifications and insurance coverage as specified.
• Be capable of delivering a minimum of 35 meals daily.
• Consider forming a consortium if they lack the required turnover or experience.

The indicative bid preparation effort is estimated at several days, factoring in documentation and compliance requirements. The presence of a specific turnover threshold may signal a competitive environment, particularly if incumbents have established relationships with the school.

11. Where to dig deeper

• Source RFT filename: TRD Hot Meals (below €750K).docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1 — Service Delivery Models
• Section 9 — Previous Contract Examples
• Section 6 — Award Criteria