Call for Tender for the provision of Hot Meals under the School Meals Scheme to Caltra National School 17095I

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 provision of hot meals to Caltra National School under the School Meals Scheme. The successful contractor will deliver meals on 180 school days, ensuring compliance with nutritional standards and dietary requirements. The contractor must manage meal preparation, delivery, and service at the school.

Key activities include:

• Meal Preparation: Prepare hot meals in accordance with the nutritional guidelines set by the Department of Social Protection.
• Delivery: Deliver meals to the reception area of Caltra National School, ensuring timely arrival before meal service times.
• Menu Planning: Develop a rotating menu that meets the dietary needs of students, including vegetarian and allergen-free options.
• Food Safety Compliance: Adhere to food safety regulations, including HACCP protocols, and maintain records of food safety management.
• Communication: Establish a system for parents and school staff to order meals, including options for adjustments and cancellations.
• Reporting: Provide monthly reports on meal service, including feedback from the school and parents.

The contractor must demonstrate the ability to produce a minimum of 60% of the total meals required, which is detailed in the tender documents.

3. Background & buyer context

This tender is being issued as part of the Department of Social Protection’s School Meals Scheme, which aims to provide nutritious meals to children in schools. The initiative supports the health and well-being of students, particularly in areas of socio-economic disadvantage. Caltra National School has previously engaged contractors for meal services, and this tender seeks to enhance the quality and consistency of the meals provided. The procurement aligns with government policies promoting healthy eating in schools.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum annual turnover of €28,458.00 for each of the three financial years preceding the tender publication.
• Insurance:
• Employer’s Liability: €13 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Product Liability: €6.5 million limit for any one claim.
• Motor Cover: Minimum limit of €1.3 million for third-party property damage.
• Crime Insurance: €100,000 for any one claim.
• Cyber Liability: €1 million for any one claim.
• Certifications: Must be registered as a Food Business Operator (FBO) with the Health Service Executive (HSE) or the Department of Agriculture, Food and Marine (DAFM).
• Past experience: Minimum of three comparable projects demonstrating successful delivery of catering services within the last three years.
• 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, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the specified pricing template.
• Case studies: Provide details of at least three previous contracts, including value ranges.
• Declarations: Submit ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attendance is required; details will be provided in the tender documents.
• Submission portal: All submissions must be made via eTenders, following specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Not specified.
• Payment terms: Payments will be made on a 30-day arrears basis.
• Key SLAs/KPIs: Not specified.
• Liquidated damages: Not specified.
• Termination clauses: The contract may be terminated with 14 days' notice if breaches are not remedied.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €28,458.00 is relatively low, which may attract a wide range of bidders, potentially impacting service quality.
• The requirement for bidders to demonstrate experience with a minimum of three comparable projects could limit participation to established firms.
• The absence of specified personnel requirements may lead to variability in service delivery quality.
• The mandatory site visit is critical; failure to attend results in automatic disqualification.

10. SME fit assessment

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

• A proven track record in delivering similar meal services, ideally with experience in school settings.
• The capacity to meet the insurance and turnover requirements.
• Ability to comply with food safety regulations and demonstrate registration as a Food Business Operator.
• Consortium or subcontracting arrangements are not explicitly mentioned, suggesting that independent bidders may have an advantage.
• Bid preparation may require several days to compile necessary documentation and case studies.
• The presence of an incumbent contractor may influence the competitive landscape, but the low turnover threshold could allow new entrants.

11. Where to dig deeper

• Source RFT filename: TRD - Cold-Lunch - Caltra National School 17095I.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments: Appendix 1 — MR01 Declaration template, Tender Response Document (TRD).