Call for Tender for the provision of Hot School Meals under the School Meals Scheme to Carlow Educate Together National School (20295K)

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 Carlow Educate Together National School, serving a total of 392 students over a school year of 182 days. The contractor must comply with the Department of Social Protection’s School Meals Scheme, ensuring that meals are prepared and delivered in accordance with specified nutritional standards.

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

• Meal Preparation:

• Meals must be prepared using raw ingredients, with at least 10% of the food being certified organic.

• Options for meal preparation 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 fully prepared on-site in the school’s kitchen.

• Delivery:

• Meals must be delivered to classrooms before the lunch break at 12:30 PM, ensuring they are ready for consumption.

• Compliance:

• Adherence to food safety standards, including HACCP qualifications for key personnel.

• Regular reporting on meal provision and compliance with nutritional guidelines.

• Service Availability:

• The contractor must provide meals on all school days, totaling 182 days per year, with provisions for exceptional circumstances.

• Communication:

• The contractor must maintain communication with the school regarding meal planning and any changes in service delivery.

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 students, particularly in primary schools, to support their health and educational outcomes. Carlow Educate Together National School has a history of providing quality education and is now seeking a reliable catering partner to enhance its meal provision. The contract is expected to commence in August 2026, aligning with the school year.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €228,301 for the last three financial years.

• Insurance: Bidders must hold the following 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 best price-quality ratio.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule as per the provided template.
• Case studies: Provide 2 case studies of similar projects, with values ranging from €100,000 to €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attend the site visit on 24 June 2026 at 10:00 AM, by appointment only.
• Submission portal: All submissions must be made via the eTenders portal, following specific format rules.

7. Key dates & process

8. Contract terms that matter

The contract will have the following key terms:

• Term: Initial duration of 1 year, with the possibility of extending for up to 2 additional years.
• Payment terms: Payments will be made on a 30 days in arrears basis.
• Service Level Agreements (SLAs): Specific SLAs regarding meal delivery times and quality standards will be outlined in the contract.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contract may be terminated with 14 days' notice if breaches are not remedied.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed in the tender submission.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Funding dependency: The contract is contingent on annual funding from the Department of Social Protection, which may not be guaranteed.
• Mandatory site visit: Failure to attend the site visit may result in disqualification.
• Tight delivery schedule: Meals must be delivered promptly before the lunch break, with penalties for delays.
• Limited scope for variations: Proposals for alternative meal options or service models will be deemed non-compliant.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in catering services. Viable bidders should have:

• A proven track record in providing school meal services or similar catering contracts.
• The ability to meet the insurance and turnover requirements.
• Experience in food safety and compliance with nutritional standards.

Consortium or subcontracting arrangements are allowed, enabling smaller firms to collaborate with larger entities. The indicative bid preparation effort is estimated at 10-15 days. The presence of a minimum turnover requirement may indicate a competitive bidding environment, particularly if incumbents are likely to participate.

11. Where to dig deeper

• Source RFT filename: CFT – Hot Meals – Carlow Educate Together National School (20295K).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