Call for Tender for the provision of hot meals under the School Meals Scheme to Carraholly NS 17483R

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 students at Carrowholly National School under the Department of Social Protection’s School Meals Scheme. The successful contractor will deliver meals for 182 school days per year, ensuring compliance with nutritional standards and dietary requirements.

Key activities include:

• Meal Preparation: Tenderers must provide hot meals that meet the nutritional standards set by the Department of Social Protection.
• Service Delivery: Meals can be delivered in various formats, including:
• Fully prepared on-site.
• Pre-prepared off-site and delivered.
• Heated on-site.
• Volume: The contractor must be capable of producing and delivering meals for an average of 60% of the total meals required, which is approximately 3.20 per student per day.
• Organic Ingredients: At least 10% of the food provided must be certified organic across various categories, including cereals, meats, and dairy.
• Compliance: The contractor must adhere to food safety regulations and maintain appropriate hygiene standards throughout the service delivery.

The contractor will also be responsible for managing food ordering systems, ensuring timely delivery, and providing necessary utensils and packaging for the meals.

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, which aims to enhance the health and well-being of children in educational settings. The Carrowholly NS Board of Management seeks to ensure that students receive healthy, balanced meals that comply with government nutritional guidelines. The procurement aligns with national policies aimed at improving child nutrition and supporting local food suppliers.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum annual turnover of €26,790 for each of the three financial years preceding the tender publication.
• 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: Must be registered as a Food Business Operator (FBO) with the relevant authorities.
• Past experience: At least three comparable contracts demonstrating the provision of hot catering services within the last three years.
• Personnel: Key Account Managers must hold a Food Safety/HACCP qualification and have a minimum of two years of relevant experience.
• Geographic constraints: Must be capable of delivering services to Carrowholly NS, located in Westport.

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 minimum threshold of 70% required for each qualitative criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the Tender Response Document (TRD) as per the provided template.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Provide a detailed pricing schedule using the specified template.
• Case studies: Submit three previous contract examples with a value range of at least €26,790.
• Declarations: Include declarations for ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Attendance at the mandatory site visit is required; details will be provided in the tender documents.
• 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: The contract duration is not specified but will cover the school year.
• Payment terms: Payments will be made on a 30-day arrears basis.
• Service Level Agreements (SLAs): Specific SLAs regarding meal delivery times and quality standards will be outlined.
• Liquidated damages: Penalties may apply for failure to meet service delivery requirements.
• Termination clauses: Either party may terminate the contract with 14 days' notice under certain conditions.
• IP ownership: All intellectual property related to the service delivery will remain with the school.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed in the tender submission.

9. Risks, red flags & unusuals

Potential risks include:

• Turnover threshold: The minimum turnover requirement of €26,790 may exclude smaller firms.
• Mandatory site visit: Failure to attend the site visit results in automatic disqualification.
• Geographic constraints: The requirement to deliver to a specific location may limit participation from broader geographic areas.
• Nutritional compliance: Strict adherence to nutritional standards may pose challenges for some bidders.

10. SME fit assessment

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

• Size and specialism: Firms specializing in catering services, particularly those with experience in school meal provision.
• Certifications: Must hold relevant food safety and business operation certifications.
• Consortium or sub-contracting: Allowed, which may enable smaller firms to collaborate and meet requirements.
• Indicative bid-prep effort: Estimated at 10-15 days to prepare a competitive bid.
• Pwin signal: The presence of an incumbent provider may indicate a strong competitive advantage for established firms.

11. Where to dig deeper

• Source RFT filename: TRD Carrowholly NS 17483R .docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments: Appendix 1 — Mandatory Requirement Confirmation, Appendix 2 — Pricing Schedule, Appendix 3 — Service Delivery Models.