Call for Tender for the provision of Hot Meals under the School Meals Scheme to St. Luke’s School, Douglas 12012W

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

St. Luke’s School ran this procurement for “Call for Tender for the provision of Hot Meals under the School Meals Scheme to St. Luke’s School, Douglas 12012W” 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:

• in nature, scale and value to the services being sought in this competition - a minimum of two examples of those confirmed must be provided
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• n and associated area must be completed by 8th April 2024 to facilitate provision of the service for the new academic year
• l tender will be expected to provide service on each of the 182 days, other than for exceptional and/or unfo
• The Board of Management of St. Luke’s School is seeking proposals for the provision of Hot Meals under the School Meals Scheme through the Department of Employment Affairs & Social Protection (DEASP) and is dependent on the level of DEASP funding approved for April 2024 – June 2025. St. Luke’s School intends to facilitate the availability of this service for hot meals each day of the school year for approx. 210 pupils. The school calendar will be furnished to the successful company at the beginning of each school year.
• The items are to be prepared off site and are required to be delivered/available to each classroom in a timely manner in advance of the student’s relevant lunch time. Food should be at the classrooms, ready to eat, at the beginning of this 15-minute period. The school will agree with the successful service provider on the most appropriate distribution system for the school. All food must be prepared off-site. We require an efficient setup with food well presented. Clean up after service provision is also expected. It is intended to award a contract to a single service provider. A high quality, flexible and responsive service is required combined with continuous improvement and innovation for the 36 weeks of the year in which the school operates.
• The successful tenderer may at the discretion of St. Luke’s School be asked to view the site in advance of submitting a tender proposal. The site visit will allow you to view the site and propose any works/changes needed to facilitate and manage the implementation of the hot meals scheme in the school from an estimated start date of April 2024. Site Visits where required can be arranged by contacting the school via eTenders.
• Promotion, marketing and educating the customer base is key to the success of the service provision by the service provider. The service provider may also, with notice, provide tea/coffee and/or light snacks for several events that may arise from time to time out of the ‘normal’ hours associated with the school e.g., staff meetings, board meetings, visiting groups, parent teacher meetings, sporting events.
• The successful tenderer must be fully responsible for the staffing, management and operation of the food service:
• Be responsible for the supply, operation and maintenance of all equipment (where current equipment does not suffice)
• The responsibilities of those persons, and a clear timeframe for the daily on-site distribution of hot meals, as well as the collection/disposal of waste and packaging that cannot be washed and re-used etc. should be detailed comprehensively in the tender response under Criterion A ‘Quality of Service Provision & Variety of Items Proposed’.
• The collection of all items affiliated with the service provision will include basic hygiene standards and personal hygiene standards among the foodservice staff 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.

• The Board of Management of St. Luke’s School is seeking proposals for the provision of Hot Meals under the School Meals Scheme through the Department of Employment Affairs & Social Protection (DEASP) and is dependent on the level of DEASP funding approved for April 2024 – June 2025. St. Luke’s School intends to facilitate the availability of this service for hot meals each day of the school year for approx. 210 pupils. The school calendar will be furnished to the successful company at the beginning of each school year.
• St. Luke’s School welcomes all proposals on the provision of food and beverages in the school. However, it should be noted that the menu must be in line with the School’s Healthy Eating Policy. The provision is to begin April 2024 (specific date to be agreed).
• The successful tenderer is to provide fresh, seasonal nutritious produce (organic where possible), fruits, vegetables, grains, other foods, that may be new to students keeping in line with our Healthy Eating Policy and our School Meals Programme where applicable.
• The successful tenderer must be responsible for upholding the Healthy Eating Policy of the school. St. Luke’s School recommend that Tenderers familiarise themselves with the content of the school’s Healthy Eating Policy and Nutrition Standards for School Meals which can be found http://www.welfare.ie/en/downloads/NutritionalStandardsForSchoolMeals.pdf. This must be used as a guide to Tenderers regarding menu plans and ideas of best options and pricing for the students for the requirement of all food being prepared and cooked onsite.

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.; 90g) Type of Insurance Minimum Indemnity Limit Employer’s Liability €12.7m million for any one claim or series of; Public Liability €6.5m million 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.
• 90g) Type of Insurance Minimum Indemnity Limit Employer’s Liability €12.7m million for any one claim or series of
• Public Liability €6.5m million for any one claim or series of
• Product Liability €6.5 million for any one claim or series of claims a
• nfirm that we have the following insurances in place Insurance Type Insurance Type Level in Place Details of Any Excess Expiry Date Employers Liability Employers Liability €12.7m million for any one claim or series of
• Public Liability Public Liability €6.5m million for any one claim or series of

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — not specified in extract.
• 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) — not specified in extract.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• The successful tenderer may at the discretion of St. Luke’s School be asked to view the site in advance of submitting a tender proposal. The site visit will allow you to view the site and propose any works/changes needed to facilitate and manage the implementation of the hot meals scheme in the school from an estimated start date of April 2024. Site Visits where required can be arranged by contacting the school via eTenders.
• [CFT School Meals St. Luke's NS Douglas 12012W.docx] from an estimated start date of April 2024. Site Visits where required can be arranged by contacting the school via eTenders.
• 4.1.1 Food, Menus, Pricing and Promotion
• The successful tenderer must be responsible for upholding the Healthy Eating Policy of the school. St. Luke’s School recommend that Tenderers familiarise themselves with the content of the school’s Healthy Eating Policy and Nutrition Standards for School Meals which can be found http://www.welfare.ie/en/downloads/NutritionalStandardsForSchoolMeals.pdf. This must be used as a guide to Tenderers regarding menu plans and ideas of best options and pricing for the students for the requirement of all food being prepared and cooked onsite.
• http://health.gov.ie/wp-content/uploads/2017/09/nutrition-guidelines-full.pdfhttp://www.healthyireland.ie/wp-content/uploads/2016/12/M9617-DEPARTMENT-OF-HEALTH_Food-Pyramid-Poster_Advice-Version.pdf,
• It is preferable that the successful tenderer submits a breakdown of all the numbers of students by classroom who availed of food at the end of each week including a system as to how any discrepancies that may occur are managed and communicated.

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 1 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)
• 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:
• the sum of €2.00 (the receipt of which is hereby acknowledged by the Contractor) as follows:
• The maximum rate of payment for hot meal is €3.20 per student per day
• ntinues for [3] 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
• ority (where the breach(es) are capable of remedy), within 30 days after receipt of a request in writing f

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 — not clearly specified in extract.
• 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: CFT School Meals St. Luke's NS Douglas 12012W.docx, TUPE) may apply to this Contract. Candidates, if successful will be required at tender stage to include an undertaking to comply fully with the provisions of Council Directive 2001/23/EC of 12 March 2001 on the approximation of the laws of the Member States relating to the safeguarding of employees’ rights in the event of transfers of undertakings, business or parts of undertakings or business and as implemented in Irish law by Statutory Instrument S.I. No. 131 of 2003, the European Communities (Protection of Employees on Transfer of Undertakings) Regulations 2003. The Contractor shall comply with all applicable obligations arising pursuant to the European Communities (Protection of Employees’ Rights on Transfer of Undertakings) Regulations 2003 (S.I. No. 131 of 2003) and Council Directive 2001/23/EC (together the “TUPE Regulations”) and failure to comply shall constitute a serious breach of this Contract. The Contractor shall indemnify the Client from and against all liabilities (including the cost of wages, salaries and other remuneration or benefits, expenses, taxation, PRSI payments, health contributions, levies, losses, claims, demands, actions, fines, penalties, awards, (including legal expenses on an indemnity basis)) from, or incurred by reason of, any claims made against the Client

[CFT School Meals St. Luke's NS Douglas 12012W.docx, Schedule periodic meetings to review the relationship and examine performance;.

• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: Appendix/Schedule documents referenced in the source pack.