Provision of fresh sandwiches products

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 supplier for the provision of fresh sandwiches and platters to St James's Hospital. The contract will be divided into two lots: Lot 1 for patient sandwiches and Lot 2 for non-patient sandwiches. Tenderers can bid for one or both lots. The primary customer and contract holder is the Board of St James's Hospital.

The scope encompasses the manufacturing, storage, and delivery of fresh sandwich products. Key requirements include:

• Product Definition: Fresh sandwiches are defined as two slices of bread or a split roll with a filling between them, not preserved by freezing.
• Delivery Frequency: The preferred option is daily delivery. Orders are generally placed daily with a cut-off for next-day delivery. Emergency orders may occur.
• Shelf Life: All products must have a shelf life of two to three days from the date of arrival on site.
• Temperature Control: Manufacturing, storage, and delivery must occur within a temperature range of 0 to +5 degrees Celsius.
• Packaging: Products must be individually wrapped and fully sealed, with tamper-evident seals for individually wrapped items. Packaging must be food-grade quality and clearly display product description, use-by date, storage conditions, weight, manufacturer name, and allergens.
• Delivery Method: Products must be delivered by a temperature-controlled van into the catering department in hygienically clean crates.
• Product Specification: All sandwich products must conform to descriptions in the Compulsory Price Schedules (Documents 004a and 004b). A detailed specification for each product must be available, including ingredients, nutritional information, allergen information, weights, and country of origin.
• Food Safety Compliance: Tenderers must be in full compliance with HACCP certification. They must also comply with Regulation 852/2004/EC (Hygiene of Foodstuffs), Regulation 853/2004/EC (specific hygiene rules for products of animal origin), and Regulation 178/2002/EC (General Food Law, requiring a traceability system).
• Process Documentation: Suppliers must provide a flow diagram of the production process from raw ingredient to delivery.
• Contract Review: The contract will be subject to annual review against agreed service levels.
• Indemnity: The supplier must provide a Deed of Indemnity covering claims arising from bodily injury caused by the product, mandatory recalls, or voluntary recalls with prior agreement.

3. Background & buyer context

St James's Hospital (SJH) is the largest acute general hospital in the Republic of Ireland, located in Dublin. Established in 1971, it functions as a major acute care, teaching, and research centre, with the University of Dublin, Trinity College as its academic partner. SJH has approximately 1,031 inpatient beds and 5,652 staff, handling significant patient activity annually, including inpatient/day case admissions, discharges, and outpatient attendances.

This procurement is being undertaken using the Open procedure under the European Union (Award of Public Authority Contracts) Regulations 2016, transposing Directive 2014/24/EU. The tender process is overseen by a Procurement Evaluation Group (PEG) tasked by the Contracting Authority (CA), the Board of St James's Hospital. The CA reserves the right to amend or terminate the process. The tender documentation is being issued under standard CA terms and conditions.

4. Eligibility & selection criteria

• Turnover requirement:
• Lot 1: Minimum average annual turnover of €2,000,000 for the past three years.
• Lot 2: Minimum average annual turnover of €500,000 for the past three years.
• Both Lots: Minimum average annual turnover of €2,500,000 for the past three years.
• Insurance:
• Public Liability: €6.5m
• Products Liability: €6.5m
• Employer's Liability: €13m
• Certifications:
• HACCP certification (Hazard Analysis and Critical Control Point).
• Compliance with Regulation 852/2004/EC, 853/2004/EC, and 178/2002/EC.
• Past experience:
• Demonstrate experience in providing fresh sandwiches or similar products to another health institution of similar size, or a single-site institution with a minimum of five deliveries weekly.
• Deliveries must have been completed a minimum of five days a week.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The contract will be awarded to the Tenderer who submits the Most Economically Advantageous Tender (MEAT) overall, based on a combination of cost and qualitative scores.

Criterion Weight (%) Sub-criteria