Call to tender of Hot Meals under the school meals scheme to Scoil an Linbh Iosa (Mercy Primary) 04515G

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 approximately 240 students at Scoil an Linbh Iosa (Mercy Primary School) under the Department of Social Protection’s School Meals Scheme. The service must be delivered on each of the 182 school days per year, ensuring that meals are available at the start of the lunch break at 12:30 PM.

The contractor must adhere to the following service delivery models:

• Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals must be delivered hot to each classroom, ready for consumption.
• Meals Pre-Prepared Off-Site and Heated in the School: Meals are to be heated on-site and delivered to classrooms in time for lunch.
• Meals Pre-Prepared Off-Site and Heated in the School by External Pod or Mobile Catering Unit: Similar to the previous model, but using mobile units.
• Meals Fully Prepared On-Site: Meals are to be prepared and served from the school’s designated food preparation area.

The contractor must ensure compliance with the Department of Social Protection’s nutritional standards for hot school meals. The successful bidder will be required to provide a consistent service throughout the academic year, contingent on the availability of funding from the Department of Social Protection.

3. Background & buyer context

This tender is being issued as part of the ongoing School Meals Scheme funded by the Department of Social Protection. The scheme aims to provide nutritious meals to children in primary schools, supporting their health and educational outcomes. The procurement is timely as it aligns with the academic year 2025/2026, and the school seeks to ensure that all students have access to hot meals. The contract is intended to be awarded to a single service provider, with the possibility of extensions based on funding availability.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €139,776 for the last three financial years.
• 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 Manager 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 a Most Economically Advantageous Tender (MEAT) approach, focusing on the balance between price and quality. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Must follow the provided template, with no specified page limit.
• CVs: For key personnel, no specified page count.
• Pricing schedule: Must use the provided template.
• Case studies: At least two case studies demonstrating relevant experience, with values ranging from €50,000 to €150,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Scheduled between 25th - 27th May 2026, by appointment only via [email protected].
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders. Specific format rules apply, including a maximum file size of 250MB per document and a total limit of 2GB for all submissions.

7. Key dates & process

8. Contract terms that matter

The contract will be for a term of one year, with the possibility of extending for up to two additional years on the same terms. Payment will be made on a 30-day arrears basis. Key performance indicators (KPIs) will include timely delivery of meals and adherence to nutritional standards. The contract may be terminated with 14 days' notice if either party fails to remedy breaches within 30 days of notification. The contractor must ensure compliance with data protection laws and will retain ownership of any intellectual property created during the contract.

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: Non-compliance with the site visit requirement could lead to disqualification.
• Single Service Provider: The intent to award to a single provider may limit competition and increase risk if the provider fails to deliver.
• Tight Timeline: The requirement for meals to be ready at the start of lunch poses operational challenges, particularly for new entrants unfamiliar with the school’s logistics.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in catering services, particularly those familiar with school meal programs. Bidders should have the necessary insurance coverage and a proven track record of delivering similar services. Consortiums or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. The indicative bid preparation effort is estimated at 10-15 days, considering the need for documentation and compliance with tender requirements. The presence of a minimum turnover requirement may signal a competitive landscape, particularly if incumbents are already established in the sector.

11. Where to dig deeper

• Source RFT filename: CFT Hot Meals Mercy Primary School 04515G 12May2026.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement