Provision, Supply and Delivery of Dairy Produce, Dry Goods, Fresh Fruit and Vegetables, Fresh Meat and Specialised Dry Goods to Department of Languages Tourism Hospitality

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, supply, and delivery of various food products to the Department of Languages, Tourism, and Hospitality at South East Technological University (SETU). The contractor will supply a range of products essential for training kitchens and restaurants, ensuring compliance with health and safety standards.

The scope includes the following activities:

• Daily Deliveries: Supply of fresh produce, dry goods, dairy, and meat products on a daily basis, Monday to Friday during academic semesters.
• Product Range:
• Dairy Produce: Milk (full fat, low fat, skimmed), butter, cream, and cheese.
• Dry Goods: Flour, sugar, rice, jams, and various condiments.
• Fresh Fruit and Vegetables: A wide variety including seasonal fruits and vegetables.
• Fresh Meat: Various cuts of beef, pork, chicken, and lamb.
• Specialised Goods: Items tailored to specific culinary training needs.
• Quality Control: Adherence to HACCP standards, ensuring all products are fresh, properly labelled, and within their use-by dates.
• Traceability: Maintain a list of suppliers and ensure all products are sourced from reputable suppliers.
• Kit-Man System: Integration with the Kit-Man kitchen management system for purchasing and inventory control, managed by Olympus Associates.

The contract will run for an initial period of 12 months, with the possibility of three additional 12-month extensions based on performance and needs.

3. Background & buyer context

The procurement aligns with SETU's mission to provide high-quality education and training in the hospitality sector. Established in May 2022, SETU serves over 18,000 students and aims to enhance educational offerings in response to regional economic changes. The Department of Languages, Tourism, and Hospitality is equipped with state-of-the-art facilities, including training kitchens and restaurants, to support practical learning experiences. The contract is essential for maintaining the quality of training provided to students.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 (ex VAT) in each of the three most recent financial years.
• Insurance:
• Employers Liability: €13 million Euro any one accident.
• Product/Public Liability: €6.4 million.
• Professional Indemnity: €1 million for any one claim or series of claims arising out of a single occurrence.
• Certifications: Compliance with relevant health and safety regulations, including HACCP standards.
• 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 award criteria:

The total score is out of 1000 marks, with the lowest Ultimate Cost tender receiving the maximum score under this criterion. A minimum score threshold is not specified.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete and signed Form of Tender (Appendix 2).
• CVs: Not specified for this tender.
• Pricing schedule: Must follow the format in Appendix 1.
• Case studies: Not specified for this tender.
• Declarations: Include Declaration of Bona Fides (Appendix 3) and Certificate relating to Bona Fide tender (Appendix 4).
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted electronically via the eTenders platform.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial 12-month contract with the option for three 12-month extensions.
• Payment terms: Invoices must be submitted to accounts payable within 30 days, with a commitment to reduce this to 15 days.
• Key SLAs/KPIs: Daily delivery requirements and adherence to quality standards.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Daily delivery requirement: Suppliers unable to meet this requirement will be excluded from the tender process, which may limit participation.
• Integration with Kit-Man: Suppliers must be willing to adopt the Kit-Man system, which may present challenges for those unfamiliar with it.
• Strict quality control: The requirement for HACCP compliance and traceability may pose operational challenges for smaller suppliers.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that can demonstrate:

• Credible bidding capacity: Firms with experience in supplying food products, particularly in the educational or hospitality sectors.
• Consortium or sub-contracting: Not specified, but firms may consider partnering to meet the diverse product range requirements.
• Indicative bid-prep effort: Estimated at several days to compile necessary documentation and pricing schedules.
• Pwin signal: The presence of a structured procurement process and established supplier relationships may indicate a competitive environment.

11. Where to dig deeper

• Source RFT filename: CERTSETU202605 updated.docx
• eTenders CFT ID: not specified
• Contact email: eTenders
• Important attachments: Appendix 1 — Pricing Schedule, Appendix 2 — Form of Tender, Appendix 3 — Declaration of Bona Fide.