Call for Tender for the provision of Hot School Meals under the School Meals Scheme to Naomh Padraig Junior Drangan 19879G

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 46 students at Naomh Padraig Junior School, in compliance with the Department of Social Protection’s School Meals Scheme. The service must be available each school day, totaling 182 days per year. 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 classrooms before lunchtime.
• Meals Pre-Prepared Off-Site and Heated On-Site: Meals are to be heated in the school's designated preparation area and served to classrooms.
• Meals Pre-Prepared Off-Site and Heated Using External Pods or Mobile Catering Units: Similar to the previous model but using mobile units.
• Meals Fully Prepared On-Site: Meals are to be prepared in the school’s designated area and served to classrooms.

The contractor must ensure that all meals comply with nutritional standards, including a minimum of 10% organic ingredients where possible. The successful tenderer will be responsible for managing the entire meal preparation and delivery process, ensuring timely service and adherence to health and safety regulations.

3. Background & buyer context

This tender is being issued as part of the School Meals Scheme funded by the Department of Social Protection. The initiative aims to provide nutritious meals to students, enhancing their educational experience and well-being. The contract is essential for maintaining the school's meal service, which is dependent on annual funding from the Department. The procurement process is designed to ensure that the school can secure a reliable service provider for the upcoming school year.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €26,790.40 for the last three financial years.
• Insurance:
• Public Liability: €6.5 million for any one claim.
• Employer's Liability: €13 million for any one claim.
• Product Liability: €6.5 million for any one claim.
• Motor Cover: Minimum limit of €1.3 million for third-party damage.
• Cyber Liability: €1 million for any one claim.
• Crime Insurance: €100,000 for any one claim.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• 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 best price-quality ratio. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, with a maximum of two pages each.
• Pricing schedule: Use the specified template for pricing.
• Case studies: Provide two case studies of similar projects, with values ranging from €20,000 to €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Scheduled between 27/05/2026 and 02/06/2026, by appointment only via email to [email protected].
• Submission portal: All submissions must be made via the eTenders electronic tenderbox.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of 12 months, with the possibility of two one-year extensions. Payment will be made on a 30-day arrears basis, with a fee of €3.20 (VAT exempt) per student per day for each hot meal provided. Key performance indicators (KPIs) will include timely delivery and compliance with nutritional standards. The contract may be terminated with 14 days' notice if either party fails to remedy breaches within 30 days. Intellectual property rights for any materials developed during the contract will remain with the contracting authority.

9. Risks, red flags & unusuals

Potential risks include:

• Funding Dependency: The contract is contingent on annual funding from the Department of Social Protection, which may not be guaranteed.
• Tight Timeline: The go-live date is set for 31/08/2026, which may be challenging for new providers unfamiliar with the school’s operations.
• Mandatory Site Visit: Failure to attend the site visit may result in disqualification, which could limit participation from interested bidders.

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 and financial capacity to meet the turnover requirement. Consortiums or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. Preparing a bid may require approximately 5-10 days of effort, including site visits and documentation preparation. The incumbent's strength is not specified, but the contract's reliance on annual funding may present challenges for new entrants.

11. Where to dig deeper

• Source RFT filename: CFT - Hot School Meals Naomh Padraig Junior 19879G.docx
• eTenders CFT ID: not specified
• Contact email for clarifications: [email protected]
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract