Call for Tender for the provision of Hot Meals under the School Meals Scheme to St Aiden's NS 19392B

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 74 students at St Aiden's NS, in compliance with the Department of Social Protection’s School Meals Scheme. The successful contractor must deliver meals each school day, totaling 182 days per year. The meals must be prepared and delivered according to the following service delivery models:

• Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals must arrive hot and ready to eat at the classrooms before lunch.
• Meals Pre-Prepared Off-Site and Heated On-Site: Meals are to be heated in the school’s designated preparation area and served hot.
• Meals Fully Prepared On-Site: Meals are to be prepared and served directly from the school’s kitchen.
• Meals Pre-Prepared Off-Site and Heated in External Units: Meals are to be heated using mobile catering units and served hot.

The contractor must ensure that at least 10% of the food provided is certified organic, covering categories such as cereals, fresh meats, fish, vegetables, and dairy products. The service must comply with nutritional standards set by the Department of Social Protection.

3. Background & buyer context

This tender is being issued as part of the ongoing School Meals Scheme funded by the Department of Social Protection. The scheme aims to provide nutritious meals to students, promoting health and well-being. St Aiden's NS has historically participated in this program, and the current tender is a continuation of their commitment to providing quality meals. The procurement process is intended to ensure that the school can secure a reliable service provider for the upcoming school year.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €43,097.60 for the last three financial years.
• 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: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Key Account Managers must hold a Food Safety/HACCP qualification and have a minimum of 2 years of experience in a similar role.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, with a maximum of 2 pages each.
• Pricing schedule: Use the specified template to outline pricing.
• Case studies: Provide 2 case studies of similar projects, with values ranging from €20,000 to €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Scheduled for 9 June 2026, by appointment only via email to [email protected].
• Submission portal: All documents must be submitted via the eTenders platform, following specific 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 terms stipulate that the contracting authority will pay the contractor €3.20 (VAT exempt) per student per day, with payments made 30 days in arrears. Key performance indicators (KPIs) include timely delivery of meals and adherence to nutritional standards. The contract may be terminated with 14 days' notice if either party fails to remedy breaches within 30 days. Intellectual property rights for any materials developed during the contract will remain with the contracting authority.

9. Risks, red flags & unusuals

Key risks associated with this tender include:

• The requirement for a minimum turnover that closely aligns with the contract value, which may limit competition.
• The dependency on annual funding from the Department of Social Protection, which could impact contract continuity.
• A mandatory site visit may disadvantage bidders who are unable to attend, potentially limiting the pool of qualified bidders.

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 certifications and insurance coverage. Consortiums or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. The indicative bid preparation effort is estimated at 5-10 days, depending on the firm's existing capabilities. The presence of a minimum turnover requirement may signal a competitive landscape, but the absence of specified past experience requirements could open opportunities for new entrants.

11. Where to dig deeper

• Source RFT filename: CFT Hot Meals - St Aidens NS 19392B.docx
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement