Call for Tender for the provision of Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation and/or Servery Area under the School Meals Scheme to St. Caillin's NS 16990G

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 contractor is responsible for providing meals pre-prepared off-site and heated in the designated preparation and/or servery area of St. Caillin's NS. The contract encompasses the delivery of hot meals to students as part of the School Meals Scheme, which operates during the school year.

Key activities include:

• Meal Preparation: Pre-preparation of meals off-site, ensuring compliance with nutritional standards.
• Delivery: Daily delivery of meals to the school, with a requirement to serve on 182 school days per year.
• Heating and Serving: Heating meals in the school's designated preparation area before serving.
• Compliance: Adherence to food safety regulations and hygiene standards, including daily cleaning and disinfection of preparation and serving areas.
• Reporting: Monthly status reports on meal provision and any issues encountered.
• Sourcing Ingredients: A minimum of 10% of food ingredients must be certified organic, including cereals, beef, lamb, pork, poultry, fish, vegetables, and dairy products.

The contractor must ensure that all meals meet the nutritional standards set forth by the Department of Social Protection and comply with relevant food safety legislation.

3. Background & buyer context

This tender is being issued as part of the ongoing commitment to provide nutritious meals to students under the School Meals Scheme. The initiative aligns with government policies aimed at improving child health and nutrition in schools. The buyer, Scoil Naisiunta Naomh Callin, has a history of engaging with service providers for meal preparation and delivery, and this tender seeks to establish a new contract for the upcoming school year. The strategic driver for this procurement is to ensure that students receive healthy meals that meet established dietary guidelines.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €40,185 for each of the three financial years preceding the tender publication.
• Insurance:
• Public Liability: €6,500,000 for any one claim.
• Employer's Liability: €13,000,000 for any one claim.
• Product Liability: €6,500,000 for any one claim.
• Motor Cover: Minimum limit of €1,300,000 for third-party damage for any one accident.
• Professional Indemnity: €6,500,000 for any one claim.
• Cyber Liability: €1,000,000 for any one claim.
• Crime Insurance: €100,000 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:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule using the specified template.
• Case studies: Provide 2 case studies of similar projects, with values ranging from €30,000 to €100,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, following any specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

The contract will have the following key terms:

• Term: 12 months, with the possibility of two one-year extensions based on satisfactory service and available funding.
• Payment terms: The authority will pay €3.20 (VAT exempt) per student per day for each hot meal provided, with payments made 30 days in arrears.
• Key SLAs/KPIs: Compliance with nutritional standards and food safety regulations.
• Termination clauses: Either party may terminate with 14 days' notice if breaches are not remedied within 30 days.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and red flags include:

• The turnover requirement of €40,185 may limit participation to smaller firms, potentially excluding capable providers.
• The requirement for a minimum of 10% organic ingredients could complicate sourcing for some bidders.
• The contract's reliance on annual funding from the Department of Social Protection may pose risks if funding is not secured.
• The absence of specified geographic constraints may lead to a wider pool of bidders, but could also introduce variability in service delivery.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) that can credibly bid for this tender typically include:

• Firms specializing in catering services, particularly those with experience in school meal programs.
• Companies with the necessary insurance coverage and financial stability to meet the turnover requirement.
• Bidders must have personnel with relevant food safety qualifications and experience.

Consortium or subcontracting arrangements are not explicitly mentioned, suggesting that bidders should be prepared to fulfill the contract independently. The indicative bid preparation effort is estimated at 5-10 days, considering the documentation and compliance requirements. The presence of specific insurance and turnover thresholds may indicate a competitive environment, particularly if incumbents have established relationships with the school.

11. Where to dig deeper

• Source RFT filename: Draft Property Licence - St. Caillin's NS, Co. Offaly 16990G.docx
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Appendix B2 — Suitability Assessment
• Mandatory Requirements Schedule