Call for Tender for the provision of Hot School Meals

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 contractor to provide hot school meals to 360 students at Sacred Heart Primary School, Tralee, County Kerry, under the Department of Social Protection's School Meals Scheme. The contract is for a term of one year, with the possibility of two one-year extensions. The estimated contract value is €628,992 over a maximum of three years, based on a daily rate of €3.20 per student for 182 school days per year.

The core requirement is the provision of hot meals in full compliance with the Department of Social Protection's School Hot Meals Scheme. Tenderers must propose one of four specific service delivery models:

• Model 1: Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals are prepared off-site and delivered hot to classrooms, ready for immediate consumption at the start of the lunch break.
• Model 2: Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation and/or Servery Area: Meals are prepared off-site, delivered, and then heated on-site before being distributed to classrooms.
• Model 3: Meals Pre-Prepared Off-Site and Heated in the School by use of an External Pod or Mobile Catering Unit: Similar to Model 2, but heating occurs within an external pod or mobile unit on school grounds.
• Model 4: Meals Fully Prepared On-Site: All meals are prepared on-site within the school's designated food preparation area and served to classrooms.

No alternative service delivery models or variations will be accepted. The contractor must provide the service on each of the 182 school days per year. The contractor will be paid €3.20 (VAT exempt) per student per day for each hot meal provided. This fee is all-inclusive, covering all costs associated with the service, including food, preparation, packaging, delivery, staff, and waste disposal.

The contractor will be responsible for ensuring compliance with all applicable environmental, health & safety, hygiene, food, social, and labour laws. This includes compliance with the Protection of Employees (Temporary Agency Work) Act 2012.

3. Background & buyer context

This procurement is driven by Sacred Heart Primary School's requirement to provide hot school meals to its students under the Department of Social Protection's School Meals Scheme. The scheme aims to provide nutritional support to students. Funding for the scheme is provided annually by the Department of Social Protection (DSP) and is subject to budget availability. Consequently, any contract awarded is entirely dependent on the continued availability of this funding, and the Contracting Authority reserves the right to cancel the competition or contract if funding is withdrawn. The tender is being run under an Open Procedure, categorised as below the €750,000 EU procurement threshold, allowing for flexibilities permitted for Light Touch Regime (LTR) competitions.

4. Eligibility & selection criteria

Tenderers must meet the following mandatory requirements to be considered eligible for evaluation:

• Turnover requirement: Tenderers must demonstrate a minimum average annual turnover of €209,664 for each of the three financial years immediately preceding the tender publication date.
• Insurance: The successful Tenderer must hold the following insurances for the term of the contract:
• Employer’s Liability: €13 million limit per claim.
• Public Liability: €6.5 million limit per claim.
• Product Liability: €6.5 million limit per claim and in aggregate.
• Motor Cover: Minimum limit of €1.3 million for third-party property damage per accident.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim and in aggregate per policy year.
• Professional Indemnity: €6.5 million limit per claim (only relevant for Service Delivery Models 2, 3, or 4, where fit-out works or alterations are involved).
• Certifications: Tenderers must be registered Food Business Operators.
• Past experience: Not explicitly detailed as a numerical requirement, but implicitly required to demonstrate capability in providing catering services.
• Personnel: Key Account Managers (KAMs) must hold a Food Safety/HACCP qualification and possess a minimum of 2 years of experience in a similar role.
• Geographic / facility constraints: Not specified, beyond the requirement to operate from the school's designated area or an approved external location.

5. Award criteria & scoring

This tender operates under a single-stage procedure where all eligible tenders are evaluated against award criteria. The award criteria are not explicitly detailed with percentage weightings in the provided text. However, the tender states that eligible tenders will be evaluated against the award criteria. The selection criteria (financial and technical capacity) must be met for a tender to be deemed eligible for evaluation. The contract will be awarded to the most economically advantageous tender.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The submission must adhere to the following:

• Method statement / response document: Tenderers must use the provided Tender Response Document (TRD) and respond to each element in the order set out in the CFT. The TRD must not be altered.
• CVs: Not explicitly mentioned as a required submission item in the provided text.
• Pricing schedule: Tenderers must accept the stated fee of €3.20 per student per day. The pricing schedule is implicitly the acceptance of this rate.
• Case studies: Not explicitly mentioned as a required submission item.
• Declarations:
• Tenderer's Statement (Appendix 3), signed and scanned on letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of acceptance of the Services Contract (Appendix 5) and Licence (Appendix 7).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Disclosure of any Registrable Interest or conflict of interest.
• Mandatory site visit: Required for all tenderers. Dates are between 18th and 24th September, by appointment only, to [email protected].
• Submission portal: All tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie. File size limits apply (250MB per file, 2GB total).

7. Key dates & process

8. Contract terms that matter

• Term + extension: The contract is for an initial term of one year, with the option for the Contracting Authority to extend it for up to two additional one-year periods.
• Payment terms: Payment will be made on a 30-day arrears basis, at a rate of €3.20 per student per day. The fee is all-inclusive.
• Key SLAs/KPIs: Not explicitly detailed with specific metrics or scoring in the provided text. However, the requirement for meals to be at classrooms at the beginning of the lunch break implies a critical timing KPI. Complaints must be resolved within 3-5 days. Monthly status reports are required.
• Liquidated damages or penalty regimes: Not specified in the provided text.
• Termination clauses: Either party may terminate with 14 days' notice if a breach continues for 14 calendar days and is not remedied. The contract is also subject to cancellation if DSP funding is withdrawn.
• IP ownership: Not specified.
• Sub-contracting rules: Subcontractors must comply with all applicable laws and contractual obligations. The Prime Contractor is responsible for all services, regardless of subcontracting.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Funding dependency: The most significant risk is the contract's complete dependence on annual Department of Social Protection (DSP) funding. The school reserves the right to cancel the competition or contract if funding is not available, creating uncertainty for the awarded contractor.
• Tight mobilisation: The contract start date of October 19th, shortly after the tender deadline, suggests a very tight mobilisation period, especially if any minor works are required.
• All-inclusive pricing: The €3.20 per meal rate is explicitly stated as all-inclusive, covering all potential costs. This leaves little room for unforeseen expenses for the contractor and requires meticulous pricing.
• Mandatory site visit and specific models: The mandatory site visit is crucial for understanding the school's facilities and constraints. The strict adherence to one of the four specified service delivery models limits flexibility.
• Light Touch Regime (LTR): While operating under an LTR framework (below €750k), the tender still applies many national-level open procedure requirements, indicating a structured but flexible approach by the authority.

10. SME fit assessment

This tender is potentially suitable for Small and Medium Enterprises (SMEs) with established catering operations, particularly those experienced in school or institutional food provision. The estimated contract value of €628,992 over three years, or €209,664 per year, is within the reach of many SMEs. The requirement for a minimum annual turnover of €209,664 aligns with this.

• Consortium/sub-contracting: SMEs are explicitly encouraged to form relationships with other SMEs or larger enterprises to participate. Subcontracting is permitted, with the prime contractor retaining overall responsibility.
• Indicative bid-prep effort: Bid preparation will require significant effort, likely several days, due to the detailed requirements for the Tender Response Document, mandatory site visit, insurance compliance, and understanding the all-inclusive pricing model.
• Pwin signal: The tender is open to all registered Food Business Operators meeting selection criteria. There is no explicit mention of an incumbent provider. The primary competition factor will likely be the ability to meet the strict all-inclusive pricing and service delivery model requirements while demonstrating robust food safety and operational capacity. The DSP funding dependency is a key external factor.

11. Where to dig deeper

• Source RFT filename: CFT_Hot Meals Prepared On-Site_16871v Sacred Heart Primary School.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie. Mandatory site visit contact: [email protected].
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 5: Services Contract
• Appendix 7: Property Licence and Deed of Renunciation