Call for Tender for the provision of Hot Meals under the School Meals Scheme to Passage East National School 14989L

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

Passage East School ran this procurement for “Call for Tender for the provision of Hot Meals under the School Meals Scheme to Passage East National School 14989L” as an operational contract requiring implementation and sustained service execution. The extracted pack showed qualification-stage material with references to later ITT technical depth; practical activity therefore centred on building, integrating, and operating the specified service stack with compliant reporting and handover obligations where stated. Constituent activities and named work elements in the supplied extracts:

• ie** Location and access to the current designated food preparation area and/or servery area, if any N/A Minimum Annual Turnover Required of Service Provider €58,240 **This is a single stage tender p
• e required to hold for the term of the Services Contract, the following insurances: Type of Insurance Indemnity Limit Employer’s Liability* €13 million limit, for any one claim or series of
• Minimum Annual Turnover Required of Service Provider €58,240
• As the estimated value of the Services Contract which may result from this Competition is BELOW €750,000 the European Union (Award of Public Authority Contracts) Regulations 2016 (SI
• 1 Subject to the terms of the Services Contract the Contracting Authority shall pay the sum of €3.20 (VAT exempt) per student per day (the “Fee”) for each hot meal provided and del
• Subject to the terms of the Services Contract the Contracting Authority shall pay the sum of €3.20 (VAT exempt) per student per day (the “Fee”) for each Hot Meal provided and del
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• The successful Tenderer must provide service on each of the 182 days, other than for exceptional and/or unfo
• ent the full amount of the aggregate service credits within 30 days of the date of the receipt of an invoic
• No. of Students to be provided with the Service 100
• Contract Type Services
• 1.1 The Board of Management of “Passage East National School” (the “Contracting Authority”) invites tenders (“Tenders”) to this call for tenders (“CFT”) from economic operators “Tenderers”) for the provision of the services as described in Appendix 1 to this CFT (the “Services”). Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The buyer context reflected a formal Irish public-procurement route, with pre-qualification used to control entry into the tender stage.

• Cyber Liability €1 million, Any One Claim and in the aggregate per Insurance policy year
• 1.2 In summary, the Services comprise: The provision of catering services to provide HOT MEALS to the students of the Contracting Authority in full compliance with the Department of Social Protection’s School Hot Meals Scheme. The Contracting Authority requires that the Services are made available each day of the school year for the total number of students as set out in Table 1 above. Provision of Services will begin at the earliest practicable date in academic year 2025/2026 (specific date to be agreed and subject to confirmation of funding). The school calendar will be furnished to the successful Tenderer at the beginning of each school year. For the avoidance of doubt: 1. Please note, that it is a mandatory requirement of the Contracting Authority that Tenders are submitted on the basis that all meals will be prepared and delivered/served in accordance with service delivery model number 1 (the “Service Delivery Model”) listed below (do not delete any of
• [CFT-Hot-Meals-Passage-East-National-School-14989L-Sept2025.docx] below. 1. Meals Fully Prepared On-Site The items are to be fully prepared on-site (in the school designated food preparation area) and are required to be served/available to each classroom in a timely manner in advance of the student’s lunch time. Food must be at the classrooms, ready to be eaten, at the beginning of the lunch break. See further details on the designated food preparation and/or servery area in Appendix 1 below. 1. No service delivery model/meal option(s) other than that listed above will be accepted and a Tender which proposes an alternative service delivery model/meal option or variations of the stated service delivery model/meal option will be deemed non-compliant and will be rejected; 2. Mandatory Site Visit, all Tenderers are required to visit and review the entire school campus at the mandatory site visit prior to submitting it’s Tender. See MR01 below for details. Tenderers should note that: * Funding for the Hot School Meals Scheme (the Scheme) is provided through the Department of Social Protection (DSP). This Funding is allocated on a school-year basis and must be applied for annually by the school; * There is no automatic entitlement to DSP funding in any year and all applications are considered on the available budget for the Scheme. Whilst this competition is being run for a specific period any contract that may result from this Competition (the “Services Contract”) is entirely dependent on the aforementioned funding, and the Contracting Authority reserves the right to cancel the competition or the Services Contract in the event that funding is no longer available or forthcoming; * Further information on the School Meals Scheme can be found here: [Department of Social Protection](https://eur05.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.bing.com%2Fck%2Fa%3F!%26%26p%3De91306df
• 1.7 Contracting Authority policy seeks to encourage participation on a fair and equal basis by Small and Medium Enterprises (“SME”s) in this Competition. SMEs that believe the scope of this Competition is beyond their technical or business capacity are encouraged, subject to paragraph 2.5, to explore the possibilities of forming relationships with other SMEs or with larger enterprises. Through such relationships they can participate and contribute to the successful implementation of any Services Contract that may result from this Competition and therefore increase their social and economic benefits. Larger enterprises are also encouraged, subject to paragraph 2.5, to consider the practical ways that SMEs can be included in their proposals to maximise the social and economic benefits of any Services Contracts that may result from this Competition.

4. Eligibility & selection criteria

• Turnover requirement — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.; Type of Insurance Indemnity Limit Employer’s Liability* €13 million limit, for any one claim or series of; Public Liability* €6.5 million limit, for any one claim or series of
• Certifications — not specified for this tender
• Past experience — not specified for this tender
• Personnel — not specified for this tender
• Geographic / facility constraints — not specified for this tender Additional binding lines surfaced in the deterministic extract:
• — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Type of Insurance Indemnity Limit Employer’s Liability* €13 million limit, for any one claim or series of
• Public Liability* €6.5 million limit, for any one claim or series of
• Product Liability* €6.5 million limit, for any one claim and in the a
• Motor Cover Minimum limit, of €1.3 million for third party property damage for a
• Crime Insurance €100,000, Any one claim

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — Appendix 1 questionnaire/PQQ response was required.
• CVs (page count, named roles) — not specified in extract.
• Pricing schedule (format/template) — expected at ITT stage.
• Case studies (number/value range) — client references/comparable project evidence was referenced.
• Declarations (ESPD/Bona Fides/Tax/COI) — ESPD/declaration/statement-of-confirmation language was present.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• Appendix 1: Requirements and Specifications
• Appendix 4: Declaration as to Personal Circumstances of Tenderer
• Appendix 6: Confidentiality Agreement
• Appendix 7: Property Licence and Deed of Renunciation
• Appendix 8: Draft Data Processing Agreement
• Clarification / Queries only via eTenders

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 2 years. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• VERIFIED PHRASES (deterministic regex extract from the documents — treat as authoritative for numerical claims)
• e required to hold for the term of the Services Contract, the following insurances: Type of Insurance Indemnity Limit Employer’s Liability* €13 million limit, for any one claim or series of
• 1 Subject to the terms of the Services Contract the Contracting Authority shall pay the sum of €3.20 (VAT exempt) per student per day (the “Fee”) for each hot meal provided and del
• Subject to the terms of the Services Contract the Contracting Authority shall pay the sum of €3.20 (VAT exempt) per student per day (the “Fee”) for each Hot Meal provided and del
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby acknowledged by the Contractor) as follows:
• ontinues for 14 calendar days either Party may terminate at 14 days’ notice
• breach(es) (if the breach(es) are capable of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ

9. Risks, red flags & unusuals

• Qualification gate: the deterministic extract included a turnover threshold line (— use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.), which can materially narrow bidder pool composition.
• The two-step process (PQQ then ITT) shifted effort to compliance evidence early, with competitive scoring detail potentially deferred.
• Technical and contractual granularity appeared ITT-dependent, increasing ambiguity at qualification stage for non-incumbent bidders.

10. SME fit assessment

This competition looked most accessible to firms with established public-sector tender capability, documented financial capacity, and direct operational experience in the relevant service category.

• Credible bidder profile — mid-sized to large specialist with formal QA/compliance process.
• Consortium / sub-contracting — allowed or addressed in the extracts (Appendix references and reliance provisions).
• Indicative bid-prep effort — 6 to 12 working days for evidence collation, form completion, and review cycles at PQQ level.
• Pwin signal — strongest for bidders with reusable qualification artefacts, comparable references, and low-friction mobilisation capability.

11. Where to dig deeper

• Source RFT/PQQ filenames: Nutrition Standards for Hot School M
• Subject to the terms of the Services Contract the Contracting Authority shall pay the sum of €3.20 (VAT exempt) per student per day (the “Fee”) for each Hot Meal provided and del
• The Client shall pay the Contractor €3.20 (VAT exempt) (“the Fees”) for each Hot Meal ordered and delivered to the Client
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby acknowledged by the Contractor) as follows:

Minimum-level / mandatory phrases

• Tenderers must: Demonstrate that they have generated a minimum annual turnover equal to or greater than the amount as set out in Table 1 in the CFT for each of the three (3) financial years immediately preceding the date of publication of this CFT
• Minimum Annual Turnover Required of Service Provider €58,240
• Tenderers must: Demonstrate that they have generated a minimum annual turnover equal to or greater than the amount as set out in Table 1 above for each of the three (3) financial years immediately preceding the date of publication of this CFT
• KAM must each, at a minimum, hold a Food Safety/ HACCP qualification and have a minimum of 2 years of experience in a similar role

Regulations and standards cited

• name, title, telephone number, postal address, facsimile number and e-mail address of the nominated entity authorised to represent the Tenderer a
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• 369 of 2006), as amended by S.I. No. 47/2020
• for example, liners that indicate the Cré Ireland logo, the EN 13432 standard or equivalent)
• Where a staff member ceases working with the successful Tenderer or is no longer engaged in the provis

Deadline phrases

• ons) Vetting Act 2012 – 2016, commenced on 29th April 2016, and Department of Education & Youth and Skills circular letters

Scale / volume phrases

• odel”) listed below (do not delete any of these options): 1. Meals Pre-Prepared Off-site and Delivered Rea
• 1. Meals Pre-Prepared Off-Site and Heated in the
• 1. Meals Fully Prepared On-Site The items are
• The school opens 182 days per year
• The successful Tenderer must provide service on each of the 182 days, other than for exceptional and/or unfo
• thority will pay the successful Tenderer the Fees owed on a 30 days in arrears basis and in line with the p
• ontinues for 14 calendar days either Party may terminate at 14 days’ notice
• breach(es) (if the breach(es) are capable of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ
• The Client will pay the Contractor the Fees owed on a 30 days in arrears basis and in line with the p
• 3 24 hours Within 5 school days Every school day
• 3 1 week Contractors Key Account Manager Eve
• ent the full amount of the aggregate service credits within 30 days of the date of the receipt of an invoic
• Complaints to be fully resolved 3-5 days
• 2. Monthly status reports reporting key informat

TENDER DOCUMENTS [CFT-Hot-Meals-Passage-East-National-School-14989L-Sept2025.docx, CFT-Hot-Meals-Passage-East-National-School-14989L-Sept2025.docx, Appendix 1: Requirements and Specifications.

• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: [email protected].
• Key attachments to prioritise: Appendix 2: Pricing Schedule, Appendix 3: Tenderer’s Statement, Appendix 4: Declaration as to Personal Circumstances of Tenderer.