Event Catering and Hospitality Services for the Permanent Representation of Ireland to the European Union, Brussels

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 |-------|-------|----------------|------------------|----------|----------------|------|----------|------------------|---------------------|------------------| Department of Foreign Affairs and Trade/An Roinn Gnóthaí Eachtracha agus Trádála Event Catering and Hospitality Services for the Permanent Representation of Ireland to the European Union, Brussels not stated €255,000 not stated Light Touch Regime not stated Brussels, Belgium 6 months 08/06/2026 17:00 01/07/2026

2. Scope of Work

The contractor is responsible for providing event catering and hospitality services to the Permanent Representation of Ireland to the European Union, located at Rue Froissart 50, 1040 Etterbeek Brussels, and Avenue de Cortenbergh 100, 1000 Brussels, as well as other venues in Brussels as required. The scope includes:

• Catering Services: Preparation and provision of food and beverages for various events, including formal receptions, meetings, and other gatherings.
• Service Staff: Provision of trained staff for food service, including waitstaff and bartenders.
• Event Setup: Arranging dining areas, including table settings, decorations, and equipment setup.
• Health and Safety Compliance: Adhering to all relevant health and safety regulations, including food hygiene standards.
• Sustainability Practices: Implementing environmentally friendly practices in food sourcing and waste management.
• Flexibility: Ability to cater to varying event sizes and types, with a focus on quality and presentation.

The contract is expected to cover a term of six months, with the possibility of extension based on performance and needs.

3. Background & buyer context

This procurement is initiated to secure professional catering and hospitality services for the Permanent Representation of Ireland to the European Union, aligning with the government's commitment to provide high-quality services during its presidency of the Council of the EU starting on 1 July 2026. The buyer aims to enhance its operational capabilities and ensure that events hosted are executed to a high standard. The tender is part of a broader strategy to engage SMEs in public procurement, promoting fair competition and economic participation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum annual turnover of €500,000 in respect of services similar to those required under this competition, in at least one of the past three financial years.
• Insurance:
• Employer’s Liability: €13 million limit for any one claim.
• Public Liability: €6 million limit for any one claim.
• Product Liability: €6.5 million limit for any one occurrence.
• Certifications: Not specified for this tender.
• Past experience: Evidence of successfully delivering event catering and hospitality services of comparable nature and scale, with at least two suitable references from contracts completed over the past 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 overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, with a total of 1,000 marks available.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template with specified page limits.
• CVs: For key personnel, adhering to page count limits.
• Pricing schedule: Complete the designated format in Appendix 2.
• Case studies: Provide two references demonstrating relevant experience.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Interested bidders must request an appointment by 17:00 on 22 May 2026.
• Submission portal: All submissions must be made via the eTenders platform, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract length of six months, with potential for extension.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified in the documents.
• Termination clauses: Not specified in the documents.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Subcontractors must be disclosed, and the Prime Contractor must assume overall responsibility.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €500,000 may limit participation to established firms, potentially excluding smaller businesses.
• Geographic constraints: The requirement for service provision in Brussels may restrict bidders to local firms.
• Tight timeline: The contract must commence by 01/07/2026, which may pose challenges for bidders to mobilize quickly.
• Health and safety compliance: Strict adherence to health and safety regulations may require additional resources and training for bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate relevant experience in event catering and hospitality services.

• Credible bidders: Firms with a minimum annual turnover of €500,000 and experience in similar services can credibly bid.
• Consortium/sub-contracting: Bidders may form consortia or subcontract, but must designate a Prime Contractor responsible for the contract.
• Bid-prep effort: Estimated preparation time is significant, likely requiring several days to compile documentation and prepare a competitive bid.
• Pwin signal: The presence of a minimum turnover requirement and the potential for local incumbents may indicate a competitive landscape.

11. Where to dig deeper

• Source RFT filename: 260514 RFT_for_Catering PRB_final.pdf
• 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.