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

The contract involves providing hot school meals to St. Sylvester's Infant School under the Department of Social Protection’s School Meals Scheme. The service is required for 360 students each school day, totaling 182 days per year.

• Service Delivery Models:
• Meals pre-prepared off-site and delivered ready to eat.
• Meals pre-prepared off-site and heated on-site.
• Meals fully prepared on-site.
• Meal Requirements:
• Meals must be delivered hot to classrooms by 11:45 am.
• Food must include at least 10% organic ingredients.
• Operational Days: Service is required every school day, except for exceptional circumstances.
• Compliance: Must adhere to the Department of Social Protection’s School Meals Scheme standards.
• Site Visit: Mandatory site visit to assess facilities and compliance with health and safety regulations.
• Funding Dependency: Service provision is contingent on annual funding from the Department of Social Protection.

3. Background & buyer context

This tender is part of the Department of Social Protection’s School Meals Scheme, aimed at providing nutritious meals to students. St. Sylvester's Infant School, located in Malahide, Co. Dublin, is seeking to enhance student welfare through this initiative. The procurement aligns with government efforts to support child nutrition and education. The scheme is subject to annual funding approval, which influences contract continuity.

4. Eligibility & selection criteria

• Turnover requirement: Minimum annual turnover of €209,664.00 for the past three years.
• Insurance:
• Employer’s Liability: €13 million per claim.
• Public Liability: €6.5 million per claim.
• Product Liability: €6.5 million per claim.
• Motor Cover: €1.3 million for third-party property damage.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim.
• Certifications: Food Safety/HACCP qualification for key personnel.
• Past experience: Not specified for this tender.
• Personnel: Key Account Manager must have a minimum of 2 years of experience.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The evaluation follows the MEAT (Most Economically Advantageous Tender) principle.

6. Submission requirements

• Method statement / response document: Use named template, no page limits specified.
• CVs: Required for key roles, no page count specified.
• Pricing schedule: Must follow the format in Appendix 2.
• Case studies: Not specified.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: 7th to 13th May 2026, by appointment with Sharon Dunne.
• Submission portal: eTenders, electronic submission only.

7. Key dates & process

8. Contract terms that matter

The contract is for one year, with the possibility of two one-year extensions. Payment is €3.20 per student per day, VAT exempt, paid 30 days in arrears. Key SLAs include timely meal delivery and compliance with nutritional standards. Liquidated damages apply for non-compliance. Termination clauses allow for contract cancellation if funding ceases. IP ownership and sub-contracting rules are standard. No parent-company guarantee required.

9. Risks, red flags & unusuals

The contract's dependency on annual external funding from the Department of Social Protection poses a risk of discontinuation. The mandatory site visit requirement and the need for potential building works could limit bidder participation. The insurance requirements are high relative to the contract value, potentially favoring larger firms or incumbents.

10. SME fit assessment

This tender is suitable for SMEs with experience in school catering and the ability to meet stringent insurance and turnover requirements. Consortiums or sub-contracting are allowed, encouraging SME participation. Bid preparation may take several days, given the need for site visits and compliance documentation. The incumbent's strength is not specified, but the funding dependency may deter sole suppliers.

11. Where to dig deeper

• Source RFT filename: CFT - Hot Meals - St Sylvester's Infant School 17928G.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract