HRB-Catering Services-2023

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

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |--------------------------------|--------------------------------|-----------------------------|------------------|----------|----------------|------|----------|----------------------------|--------------------------------|------------------| The Health Research Board HRB-Catering Services-2023 Catering & Food Services €72,820 not stated Open procedure not stated not stated 24 Months with an option for a further 12 months 08/01/2024 13:00 not stated

2. Scope of Work

The contractor will provide comprehensive catering services for the Health Research Board (HRB). The scope includes meal preparation, service, and related activities to meet the dietary needs of HRB staff and visitors. The contractor must ensure high-quality food service, adhering to health and safety standards.

Key activities include:

• Meal Preparation: Daily preparation of breakfast, lunch, and snacks for approximately 100 staff members.
• Dietary Accommodations: Ability to cater to various dietary requirements, including vegetarian, vegan, gluten-free, and allergen-free options.
• Service Delivery: On-site service during designated meal times, ensuring timely and efficient food distribution.
• Health and Safety Compliance: Adherence to food safety regulations and maintaining an accredited Food Health and Safety Certificate.
• Waste Management: Use of compostable or fully recyclable disposable items to minimize environmental impact.
• Feedback Mechanism: Establishing a system for collecting feedback from staff to improve service quality.
• Emergency Response: Capability to provide amendments to goods and services within 24 hours in case of unforeseen circumstances.

The contractor will operate within HRB facilities, ensuring compliance with all relevant health and safety regulations.

3. Background & buyer context

The HRB is procuring catering services to enhance the quality of food provided to its staff and visitors. This initiative aligns with the HRB's commitment to promoting health and well-being in the workplace. The procurement is part of a broader strategy to improve employee satisfaction and productivity through better nutrition. The HRB has previously engaged catering services but is now seeking to refresh its approach to meet evolving dietary needs and sustainability goals.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €13 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Certifications: Must hold an accredited Food Health and Safety Certificate.
• Past experience: Evidence of three references in the previous three years for providing similar catering services.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide documentation to demonstrate compliance with these criteria.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The contract will be awarded based on the most economically advantageous tender (MEAT).

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, with a maximum of 10 pages.
• CVs: CVs of key personnel involved in the project, limited to 2 pages each.
• Pricing schedule: Completed using the specified template.
• Case studies: Three case studies of similar projects, with values ranging from €10,000 to €30,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All documents must be submitted via eTenders in PDF format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: 24 months with an option for a further 12 months.
• Payment terms: All fees payable within 30 days of receipt of the invoice.
• Key SLAs/KPIs: Performance metrics related to service delivery and customer satisfaction.
• Termination clauses: Conditions under which the contract may be terminated by either party.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, but the prime contractor must be designated.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Insurance thresholds: The requirement for high insurance limits may limit participation from smaller firms.
• Experience requirements: The need for three references may exclude newer entrants to the market.
• Dietary accommodations: The requirement to cater to diverse dietary needs may necessitate specialized knowledge and resources.
• Flexibility in service: The expectation to provide amendments within 24 hours could pose operational challenges.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in catering services. Viable bidders should have:

• A proven track record in providing similar services to organizations of comparable size.
• Relevant certifications, particularly in food health and safety.
• The capacity to manage dietary requirements and sustainability practices.

Consortium bidding is permitted, allowing smaller firms to partner with larger entities to meet the tender requirements. Bid preparation is estimated to require approximately 5-10 days, depending on the firm's existing documentation and experience. The presence of stringent experience and insurance requirements may signal a competitive landscape, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: HRB - RFT Catering Service - 2023.pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Queries must be directed through the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement