Call for tenders for the provision of hot meals under the Schools Meals Scheme to SN Achaidh an Ghlaisin 18594i

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 providing hot meals to students at S.N. Achaidh an Ghlaisín under the Department of Social Protection’s School Meals Scheme. The successful contractor must deliver meals for 48 students on each school day, which totals 182 days per year. The meals must adhere to nutritional standards and be prepared in compliance with the scheme's requirements.

The contractor's day-to-day activities include:

• Meal Preparation:

• Meals must be prepared off-site and delivered hot to classrooms ready for consumption at lunchtime.

• Options for meal delivery include:

• Meals pre-prepared off-site and delivered ready to eat.

• Meals pre-prepared off-site and heated in the school's designated preparation area.

• Meals heated on-site using an external pod or mobile catering unit.

• Fully prepared meals on-site.

• Service Delivery:

• Meals must be delivered to classrooms before the lunch break, ensuring they are ready to eat by 12:00 noon.

• The contractor must ensure compliance with the Department of Social Protection's guidelines regarding food quality and safety.

• Operational Requirements:

• The contractor must maintain a food safety management system (HACCP) and ensure that at least 10% of the food provided is certified organic.

• Reporting:

• Monthly status reports on service delivery and compliance with nutritional standards must be submitted.

• Site Visits:

• A mandatory site visit is required before tender submission to review the school campus and food preparation areas.

3. Background & buyer context

This tender is being issued as part of the ongoing implementation of the Department of Social Protection’s School Meals Scheme, which aims to provide nutritious meals to students in primary schools. The procurement is timely due to the upcoming school year starting in August 2026. The contracting authority, S.N. Achaidh an Ghlaisín, has previously engaged in similar contracts, and this tender seeks to ensure continuity of service for the students. The funding for the meals is contingent upon annual applications to the Department of Social Protection, which may affect the contract's stability.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum annual turnover of €27,955 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: 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, focusing on the price-quality ratio.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the named template with a maximum of 10 pages.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Use the specified template to outline costs.
• Case studies: Include 2 case studies of similar projects, with values ranging from €20,000 to €50,000.
• Declarations: Complete the ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attend the site visit on 12/06/2026 at 11:00 AM, by appointment only.
• Submission portal: All documents must be submitted via the eTenders platform, adhering to specified 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 compliance with nutritional standards. Liquidated damages may apply for non-compliance with service delivery timelines. The contractor must ensure that all intellectual property developed during the contract remains with the contracting authority. Subcontracting is permitted, but the prime contractor must retain overall responsibility.

9. Risks, red flags & unusuals

Key risks associated with this tender include:

• Funding Dependency: The contract is contingent on annual funding from the Department of Social Protection, which may not be guaranteed.
• Mandatory Site Visit: The requirement for a site visit may limit participation from bidders who cannot attend.
• Single Supplier Model: The intent to award a single contract may limit competition and could lead to reliance on one provider for all meal services.
• Nutritional Compliance: Strict adherence to nutritional standards may pose challenges for bidders unfamiliar with the requirements.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in catering services, particularly those with experience in school meal programs. Bidders must have the necessary insurance and turnover to qualify. Consortiums or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. Preparation for the bid may require approximately 10-15 days, considering the documentation and compliance requirements. The presence of a minimum turnover threshold and specific insurance requirements may indicate a competitive landscape, but the tender is open to various bidders with the right qualifications.

11. Where to dig deeper

• Source RFT filename: CFTHotMealServiceAughalasheen18594i.docx
• eTenders CFT ID: not specified
• Contact email for clarifications: [email protected]
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement