FCT092C Fresh Meat, Poultry and Eggs to the Irish Prison Service

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 supply and delivery of fresh meat, poultry, and eggs to the Irish Prison Service (IPS). The successful contractor will be responsible for providing high-quality products across four distinct lots, each covering different geographic regions or product types. The estimated total value of the contract is €16,000,000 over its duration.

The contractor's day-to-day activities will include:

• Product Supply: Delivering fresh meat, poultry, and eggs as specified in the tender documents.
• Delivery Locations: Supplying to various IPS facilities, including but not limited to Mountjoy Prison and Midlands Prison.
• Volume Requirements: Meeting minimum delivery frequencies of six days per week.
• Quality Standards: Ensuring all products meet specified quality standards, including weight and freshness criteria (e.g., fresh half chicken minimum weight of 500g).
• Packaging Compliance: Adhering to regulations regarding packaging collection as per S.I. No. 282/2014.
• Traceability: Maintaining records for traceability of all products supplied.
• Sustainability: Complying with the Contracting Authority's policy to ensure a minimum of 10% by value of organic products.
• Shelf-life Management: Ensuring products have a minimum shelf-life of seven days upon delivery.

The contract will be divided into four lots:

1. Lot 1: Meat & Poultry - Eastern & Midlands Region
2. Lot 2: Meat & Poultry - Southern Region
3. Lot 3: Meat & Poultry - North West Region
4. Lot 4: Eggs - Nationwide

Each lot will result in a separate contract, and bidders may submit tenders for one or multiple lots.

3. Background & buyer context

This procurement is initiated by the Office of Government Procurement to meet the food supply needs of the Irish Prison Service. The IPS aims to enhance its food service quality and sustainability in line with government policies. The timing of this tender aligns with the IPS's strategic objectives to improve food sourcing and procurement practices. The contract is expected to support the IPS's operational requirements while promoting local suppliers and sustainable practices.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement:

• Lot 1: Minimum average annual turnover of €4,350,000

• Lot 2: Minimum average annual turnover of €825,000

• Lot 3: Minimum average annual turnover of €622,500

• Lot 4: Minimum average annual turnover of €202,500

• Aggregate turnover for Lots 1, 2, and 4: Minimum €4,863,750

• Insurance:

• Employer’s Liability: €13 million

• Public Liability: €6.5 million

• Product Liability: €6.5 million

• Motor Insurance: €6.5 million

• 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.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best price-quality ratio. No minimum scoring threshold is specified for individual criteria.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the provided Appendix 1A template; no page limit specified.
• CVs: For key personnel; no specific page count mentioned.
• Pricing schedule: Must follow the format in Appendix 2.
• Case studies: Not specified for this tender.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic postbox on www.etenders.gov.ie, adhering to file size limits.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: 24 months, with the possibility of two extensions of up to 12 months each.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, but a single entity must be designated as the Prime Contractor.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The minimum turnover requirements for Lot 1 are significantly high, potentially limiting competition to larger firms.
• The requirement for a minimum of 10% organic products may restrict suppliers who do not have access to organic sources.
• The lack of specified past experience requirements could lead to variability in the quality of bids received.
• The absence of clear payment terms may pose cash flow risks for smaller suppliers.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate the capacity to supply fresh meat, poultry, and eggs. Viable bidders should have:

• Relevant experience in food supply and logistics.
• The ability to meet the turnover requirements specific to the lots they are bidding for.
• Capacity to manage deliveries across the specified regions.

Consortium bidding is permitted, allowing smaller firms to partner with larger enterprises to meet eligibility criteria. Preparation for the bid may require several days of effort, including gathering documentation and formulating responses. The presence of high turnover thresholds and the potential for large incumbents to dominate the bidding process may signal a lower probability of winning (Pwin) for new entrants.

11. Where to dig deeper

• Source RFT filename: FCT092C RFT.pdf
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Appendix 1A — Tender Response Document
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement