Call for Tender for the provision of Hot Meals

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

This tender seeks a contractor to provide hot meals to students at SN Treasa Naofa under the Department of Social Protection's School Hot Meals Scheme. The contract is for the provision of catering services for 106 students. The school operates 182 days per year, and the contractor must provide services on each of these days, barring exceptional circumstances.

The core requirement is the provision of hot meals, prepared and delivered in compliance with the Department of Social Protection's scheme and specific nutritional standards. Tenderers must select one of four defined service delivery models:

• Model 1: Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals are prepared off-site and delivered hot to classrooms, ready for immediate consumption at the start of the lunch break (12:30-1:00 pm).
• Model 2: Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation and/or Servery Area: Meals are prepared off-site, delivered, and then heated on-site in the school's designated area before being distributed to classrooms.
• Model 3: Meals Pre-Prepared Off-Site and Heated in the School by use of an External Pod or Mobile Catering Unit: Similar to Model 2, but heating occurs on-site using an external pod or mobile unit.
• Model 4: Meals Fully Prepared On-Site: Meals are prepared entirely on-site within the school's designated food preparation area and then served to classrooms.

Only these specific models are acceptable; any deviation will result in rejection. The contractor is responsible for all aspects of service delivery, including food, preparation, packaging, delivery, serving, cleaning, waste disposal, and any necessary equipment or fit-out works. The contractor must also ensure a minimum of 10% of food by value is certified organic in specified categories where possible.

3. Background & buyer context

This procurement is initiated by SN Treasa Naofa, a national school, to secure catering services under the Department of Social Protection's School Hot Meals Scheme. Funding for this scheme is provided annually by the Department of Social Protection and is subject to budget availability. Consequently, any contract awarded is entirely dependent on the continued availability of this funding. The school reserves the right to cancel the competition or contract if funding is withdrawn. The tender is structured as an Open Procedure, operating below the EU €750,000 threshold, allowing for national procurement regulations to apply by analogy. The school aims to encourage participation from SMEs.

4. Eligibility & selection criteria

Tenderers must meet the following mandatory requirements to be considered eligible:

• Turnover requirement: A minimum average annual turnover of €61,734.40 for each of the three financial years preceding the tender publication date.
• Insurance:
• Employer’s Liability: €13 million limit per claim.
• Public Liability: €6.5 million limit per claim.
• Product Liability: €6.5 million limit per claim and in aggregate.
• Motor Cover: Minimum €1.3 million limit for third-party property damage per accident.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim and in aggregate.
• Professional Indemnity: €6.5 million limit per claim (only applicable if Service Delivery Models 2, 3, or 4 are chosen, relating to fit-out works).
• Certifications: Registered Food Business Operators.
• Past experience: Not specified for this tender.
• Personnel: Key Account Managers (KAMs) must hold a Food Safety/HACCP qualification and possess a minimum of 2 years' experience in a similar role.
• Geographic / facility constraints: Not specified for this tender, beyond the need to operate within the school's location.

5. Award criteria & scoring

This tender operates under a single-stage procedure. Tenderers who meet the selection criteria will be evaluated against the award criteria. The award will be made to the most economically advantageous tender (MEAT). The specific weighting and scoring methodology are not detailed in the provided extract, but the evaluation will consider compliance with all tender requirements. The contract is not automatically awarded to the lowest priced tender.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. Key submission components include:

• Tender Response Document (TRD): Must follow the specified format and respond to each element in order.
• Pricing Schedule: To be completed as per Appendix 2.
• Tenderer’s Statement: A scanned, signed copy on the tenderer's letterhead, confirming acceptance of contract terms (Appendix 3).
• Declaration as to Personal Circumstances: As per Appendix 4.
• Tax Clearance: Tenderers must provide their Tax Clearance Access Number and Tax Reference Number for online verification.
• Mandatory Site Visit: Tenderers must attend a mandatory site visit between 7th and 10th July 2026 by appointment.
• eTenders Submission: Tenders must be uploaded to the electronic tenderbox on www.etenders.gov.ie before the deadline. File size limits apply (250MB per file, 2GB total).

7. Key dates & process

8. Contract terms that matter

The Services Contract will have an initial term of one (1) year. The Contracting Authority reserves the right to extend the term for up to two additional periods of one (1) year each, subject to legal obligations. Payments will be made on a 30-day arrears basis at a rate of €3.20 (VAT exempt) per student per day. This fee is all-inclusive, covering all costs associated with service provision. The contractor must comply with all applicable environmental, health & safety, hygiene, food, social, and labour laws. The contractor must also comply with the European Communities (Protection of Employees on Transfer of Undertakings) Regulations 2003 and the Protection of Employees (Temporary Agency Work) Act 2012. Subcontracting is permitted, but the prime contractor remains fully responsible.

9. Risks, red flags & unusuals

A significant risk is the contract's complete dependence on annual Department of Social Protection funding. This introduces uncertainty regarding contract continuation beyond the initial term or even cancellation if funding is withdrawn. The mandatory site visit is crucial for assessing site conditions and potential fit-out requirements, which are the contractor's responsibility and cost. The requirement for a minimum of 10% organic ingredients, where possible, adds a specific sourcing challenge. The "Not Applicable" status for the current designated food preparation area suggests that the chosen service delivery model will dictate the contractor's on-site infrastructure needs.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs). The estimated contract value (€185,203.20 over one year) and the minimum annual turnover requirement (€61,734.40) are within the range typically manageable by smaller catering businesses. The requirement for a single service delivery model (pre-prepared off-site and delivered) simplifies operational complexity compared to on-site preparation. Consortium bids are permitted, allowing SMEs to partner if the scope is challenging. Bid preparation effort is likely moderate, focusing on pricing, operational plans, and compliance with insurance and food safety standards. The primary challenge for SMEs will be meeting the insurance requirements, particularly Public Liability and Employer's Liability at €6.5 million and €13 million respectively.

11. Where to dig deeper

• Source RFT filename: CFT - Hot Meals - SN Treasa Naofa 17510R.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact for clarifications: Via the messaging facility on www.etenders.gov.ie.
• Key attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract