Provision of Cold Meals under the School Meals Scheme

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 tender involves the provision of cold meals to St Pius X Girls National School under the School Meals Scheme. The contractor must supply meals on each of the 180 school days annually, excluding exceptional circumstances. The contract is structured to ensure consistent, safe, and efficient catering services.

• Meal Provision: Supply cold lunches and afterschool snacks, ensuring nutritional balance as per the Department of Social Protection’s guidelines.
• Food Standards: Meals must include a minimum of 10% organic ingredients and cater to dietary requirements such as lactose-free, gluten-free, vegetarian, vegan, and halal options.
• Delivery: Meals must be delivered to the school reception daily, with individual packaging and labelling, including cutlery and napkins where necessary.
• Ordering System: Implement a food ordering system (app, website, or email) to manage meal orders and adjustments.
• Compliance: Adhere to food safety regulations, including maintaining correct food temperatures and avoiding cross-contamination.
• Sustainability: Use environmentally friendly packaging and implement waste prevention strategies in line with Ireland’s commitment to reduce food waste by 50% by 2030.

3. Background & buyer context

This procurement is part of the Department of Social Protection’s School Meals Scheme, aimed at providing nutritious meals to school children. St Pius X Girls National School, located in Dublin, is seeking a contractor to deliver cold meals to support the health and well-being of its students. The initiative aligns with national policies to improve child nutrition and reduce food insecurity. The procurement is driven by the need for consistent and high-quality meal provision, ensuring compliance with dietary and environmental standards.

4. Eligibility & selection criteria

• Turnover requirement: Minimum annual turnover of €165,546 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €13 million per claim
• Public Liability: €6.5 million per claim
• Product Liability: €6.5 million per claim
• Motor Cover: €1.3 million for third-party property damage
• Crime Insurance: €100,000 per claim
• Cyber Liability: €1 million per claim
• Certifications: Registration as a Food Business Operator (FBO) with the HSE or DAFM.
• Past experience: At least three comparable contracts in the last three years, collectively meeting 60% of the required meal volume.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Price/quality split follows the MEAT principle, with a minimum score of 70% required for each criterion.

6. Submission requirements

• Method statement / response document: Use the provided template, adhere to page limits.
• CVs: Maximum 2 pages for the Key Account Manager.
• Pricing schedule: Submit in the specified format.
• Case studies: Minimum of 3, demonstrating relevant experience.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Attendance required, date as per CFT.
• Submission portal: eTenders, follow specific format rules.

7. Key dates & process

8. Contract terms that matter

The contract is structured for a maximum of three years. Payments are made 30 days in arrears. Key performance indicators include daily meal delivery and adherence to food safety standards. Liquidated damages apply for non-compliance with service levels. Termination clauses allow for contract cessation with 14 days' notice for unresolved breaches. Intellectual property rights for any developed systems or processes remain with the contractor. Sub-contracting is permitted with prior approval.

9. Risks, red flags & unusuals

The turnover requirement is relatively low compared to the contract value, potentially limiting the bidder pool. The mandatory site visit is a critical gate, eliminating non-attendees. The requirement for a 60% meal volume in past contracts may favour incumbents or larger firms. The integration of a food ordering system could pose challenges for firms without existing digital infrastructure.

10. SME fit assessment

This tender is suitable for small to medium-sized catering firms with experience in school meal provision. Firms must have the necessary insurance cover and be registered as FBOs. Consortium bids are allowed, enabling smaller firms to partner and meet turnover requirements. Bid preparation is moderate, requiring detailed documentation and case studies. The incumbent's strength is not specified, but the requirement for past experience may indicate a competitive landscape.

11. Where to dig deeper

• Source RFT filename: "TRD-Cold-Lunch-below-750k_St Pius V GNS 19178W.docx"
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Not specified
• Important attachments: "Appendix B2 — Suitability Assessment", "Mandatory Requirements Schedule"