Call for Tender for the provision of Hot School Meals under the Meals Scheme to Scoil Ailbhe 18030I

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 providing hot meals to 94 students at Scoil Ailbhe, in compliance with the Department of Social Protection’s School Meals Scheme. The service must be available every school day, totaling 182 days per year. The contractor is required to prepare and deliver meals according to the following service delivery models:

• Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals must be delivered hot to classrooms before lunch.
• Meals Pre-Prepared Off-Site and Heated in the School’s Designated Area: Meals are heated on-site and delivered to classrooms in time for lunch.
• Meals Pre-Prepared Off-Site and Heated in the School by External Pod or Mobile Catering Unit: Similar to the previous model but using mobile units.
• Meals Fully Prepared On-Site: Meals are prepared and served directly from the school’s designated food preparation area.

The contractor must ensure that all meals meet nutritional standards, including a minimum of 10% organic ingredients where applicable. The contractor must also manage the logistics of meal delivery to ensure timely service at the start of lunch.

3. Background & buyer context

This tender is being issued as part of the ongoing implementation of the Department of Social Protection’s School Meals Scheme, which aims to provide nutritious meals to students. The procurement aligns with government initiatives to enhance food quality in schools. The contract is intended to support Scoil Ailbhe in delivering essential services to its students. There is no incumbent service provider mentioned, indicating an opportunity for new entrants.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €54,745.60 for the last three financial years.
• Insurance:
• Employer’s Liability: €13 million limit
• Public Liability: €6.5 million limit
• Product Liability: €6.5 million limit
• Motor Cover: Minimum limit of €1.3 million
• Crime Insurance: €100,000 limit
• Cyber Liability: €1 million limit
• 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 a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document (using the provided template, with no specified page limit)
• CVs for key personnel (no specified page count)
• Pricing schedule (using the provided template)
• Case studies demonstrating relevant experience (minimum of 2, with values between €50,000 and €150,000)
• Declarations including ESPD, Bona Fides, Tax clearance, and Conflict of Interest
• Mandatory site visit confirmation (scheduled between 8th and 12th June 2026)
• Submission via the eTenders portal, adhering to specified format rules

7. Key dates & process

8. Contract terms that matter

The contract will have a term of one year, with the possibility of two one-year extensions. Payment will be made on a 30-day arrears basis, calculated at €3.20 per meal provided. Key performance indicators (KPIs) will include meal quality and delivery timeliness. Liquidated damages may apply for failure to meet service standards. The contractor must maintain ownership of intellectual property related to meal preparation methods and recipes. Sub-contracting is permitted, but the primary contractor remains responsible for all obligations.

9. Risks, red flags & unusuals

Key risks include:

• The contract's dependency on annual funding from the Department of Social Protection, which may not be guaranteed.
• A minimum turnover requirement that may limit participation from smaller firms.
• The requirement for a mandatory site visit may pose logistical challenges for some bidders.
• The strict adherence to the specified meal preparation models could limit flexibility in service delivery.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in catering services, particularly those familiar with school meal programs. Bidders should have the necessary insurance coverage and meet the turnover requirement. Consortiums or subcontracting arrangements are allowed, enabling smaller firms to collaborate. Preparing a bid may require several days of effort, including site visits and documentation preparation. The lack of an incumbent may provide an opportunity for new entrants, although the reliance on government funding could pose a challenge.

11. Where to dig deeper

• Source RFT filename: Call for Tenders .docx
• eTenders CFT ID: not specified
• Contact email for clarifications: [email protected]
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement