Provision of Hot Meals under School Meals Scheme

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1. At a glance

2. Scope of Work

The contract requires the provision of catering services to supply hot meals to students at St. Manchan's National School, in full compliance with the Department of Social Protection's School Hot Meals Scheme. The service must be available on each of the 182 school days per year. The estimated contract value is €309,254.40 over an initial one-year term, with potential for two one-year extensions.

The core requirement is the delivery of hot meals, prepared either off-site or on-site, ready for consumption at the beginning of the student lunch break at 13:00hrs. Tenderers must select and adhere to one of the following mandatory 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.
• 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 in the school's designated area 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 in 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.

No alternative service delivery models or variations will be accepted. The contractor will be responsible for all aspects of the service, including preparation, packaging, delivery, serving, cleaning, waste disposal, transportation, and any necessary equipment or utilities. The fee per hot meal is €3.20 (VAT exempt). The contract is subject to annual funding from the Department of Social Protection.

3. Background & buyer context

This procurement is driven by the Department of Social Protection's School Meals Scheme, which provides funding for hot meals to eligible primary school students. St. Manchan's National School is seeking a service provider to deliver these meals in compliance with the scheme's requirements. The contract's duration and continuation are entirely dependent on the annual allocation of funding from the Department of Social Protection. The school has a designated, albeit compact, area for current hot meal preparation and service, which includes a commercial oven, sink, storage, and utility space. This procurement aims to secure a compliant and reliable catering service for the school's 177 students.

4. Eligibility & selection criteria

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

• Turnover requirement: A minimum average annual turnover of €103,084.80 must be demonstrated for each of the three financial years preceding the tender publication date.
• Insurance: The following insurance cover must be held 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 €1.3 million limit for third-party property damage per accident.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim and in aggregate.
• Professional Indemnity: €6.5 million limit per claim (only applicable if Service Delivery Models 2, 3, or 4 are chosen, relating to fit-out works or alterations).
• Certifications: Tenderers must be registered Food Business Operators.
• Past experience: Not specified for this tender.
• 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 for this tender, beyond the requirement to operate within the school's designated areas or to install approved external units.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT). The evaluation will be conducted in two stages: first, a check against the mandatory selection criteria, and second, an evaluation of eligible tenders against the award criteria. The specific weighting and scoring mechanism for the award criteria are not detailed in the provided extract, but the process will involve assessing both quality and price.

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) format and respond to each element in the specified order. The TRD must not be altered.
• CVs: Not explicitly detailed, but KAM roles require specific qualifications and experience.
• Pricing schedule: Must be submitted in the format provided in Appendix 2. The price per meal is fixed at €3.20 (VAT exempt) and must be all-inclusive.
• Case studies: Not specified for this tender.
• Declarations:
• Tenderer’s Statement (Appendix 3), signed and on letterhead.
• Declaration as to Personal Circumstances (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration of independent tender preparation.
• Disclosure of any registrable interests.
• Mandatory site visit: Required for all tenderers. Must be booked by appointment via [email protected] for 10/09/2026 at 10:00hrs. Attendance is mandatory before the clarification deadline.
• Submission portal: All tenders must be submitted via the eTenders electronic tenderbox. File size limits apply (250MB per file, 2GB total). Tenderers must ensure the "Submit" button is clicked.

7. Key dates & process

8. Contract terms that matter

• Term: The initial contract term is one year, commencing 05/10/2026.
• Extension: The Contracting Authority reserves the right to extend the term for up to two additional one-year periods, subject to legal obligations and funding.
• Payment terms: Payment will be made on a 30-day arrears basis at a rate of €3.20 (VAT exempt) per student per day. This fee is all-inclusive.
• Key SLAs/KPIs: Specific SLAs/KPIs are not detailed in the provided extract, but complaint resolution is mentioned as 3-5 days. Monthly status reports are required.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: Either party may terminate with 14 days' notice if a breach continues for 14 calendar days. Termination is also possible if funding for the School Meals Scheme is no longer available.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Subcontractors must be disclosed, and the prime contractor holds overall responsibility.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

• Funding dependency: The entire contract is contingent on annual funding from the Department of Social Protection. This introduces a significant risk of contract cancellation if funding is withdrawn or reduced.
• Mandatory Service Delivery Models: Tenderers must strictly adhere to one of the four specified service delivery models. Any deviation will result in rejection.
• All-inclusive pricing: The €3.20 per meal fee is all-inclusive, covering all costs and expenses. Tenderers must factor in potential cost increases, such as currency variations, which are borne by the contractor.
• Mandatory Site Visit: Attendance is compulsory and must be booked by appointment. Failure to attend may lead to disqualification.
• Light Touch Regime (LTR): While modelled on an open procedure, the procurement falls under the LTR for social and other specific services, meaning EU procurement regulations (SI 284/2016) do not strictly apply, allowing for greater flexibility but requiring careful adherence to the CFT's terms.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs) that specialise in catering services. The estimated contract value (€309,254.40 over one year) and the turnover requirement (€103,084.80 average annual) are within the reach of many established catering businesses. The requirement for specific insurance levels, particularly Public Liability and Professional Indemnity at €6.5 million, may be a significant hurdle for very small or new businesses.

Consortium bidding or subcontracting is permitted, which allows SMEs to partner with other firms to meet requirements they cannot fulfil alone. The bid preparation effort is likely moderate, involving site visits, proposal development, and detailed pricing. The primary "Pwin" signal is the fixed, all-inclusive price per meal (€3.20), which will heavily influence the award. Tenderers must demonstrate efficiency and cost control to be competitive. The mandatory site visit and the need to understand the school's specific facilities are crucial for accurate pricing and operational planning.

11. Where to dig deeper

• Source RFT filename: CFT Hot Meals - St. Manchan's NS 17540D.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact email or clarification portal: All queries must be submitted via the messaging facility on www.etenders.gov.ie. Site visit appointments are to be requested via [email protected].
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract