Call for Tender for the provision of Hot School Meals Scheme to Scoil Mhuire Moylagh Roll No. 11978

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 94 students at Scoil Mhuire Moylagh, in compliance with the Department of Social Protection’s School Hot Meals Scheme. The successful contractor must ensure that meals are available each school day throughout the academic year, which consists of 182 days.

The contractor's activities include:

• Meal Preparation and Delivery:

• Meals must be prepared off-site and delivered hot to classrooms, ready to eat by the start of lunch at 12:30 PM.

• Options for meal service 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 designated food preparation area.

• Compliance with Standards:

• All meals must adhere to nutritional guidelines and include a minimum of 10% organic ingredients across specified food categories (cereals, meats, vegetables, dairy).

• Service Delivery Model:

• The contractor must follow a specified service delivery model, ensuring that no alternative meal options are proposed.

• Mandatory Site Visit:

• Bidders must conduct a site visit to review the school campus before submitting their tender.

The contract is structured to begin on 27th August 2026, contingent on confirmation of funding from the Department of Social Protection.

3. Background & buyer context

This tender is being issued as part of the Department of Social Protection's initiative to provide nutritious meals to students under the School Meals Scheme. The programme aims to enhance student health and well-being, thereby supporting educational outcomes. The contracting authority, Scoil Mhuire Moylagh, has a history of providing educational services to the local community and is seeking a reliable catering partner to fulfill this essential service. The contract is dependent on annual funding from the Department of Social Protection, which is not guaranteed.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement:

• Minimum average annual turnover of €54,745.60 for the last three financial years.

• Insurance:

• Public Liability: €6,500,000.00 for any one claim.

• Employer's Liability: €13,000,000.00 for any one claim.

• Product Liability: €6,500,000.00 for any one claim.

• Motor Cover: Minimum limit of €1,300,000.00 for third-party damage.

• Cyber Liability: €1,000,000.00 for any one claim.

• Certifications:

• Not specified for this tender.

• Past experience:

• Not specified for this tender.

• Personnel:

• Key Account Manager (KAM) 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 balance between price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template with no specified page limit.
• CVs: For key personnel, with no specified page limit.
• Pricing schedule: Must use the provided template.
• Case studies: Minimum of two, with values ranging from €10,000 to €50,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Scheduled for 25th and 26th June 2026, from 9:30 AM to 3:00 PM.
• Submission portal: Tenders must be submitted via the eTenders platform, adhering to specified formatting rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract for one year, with the possibility of two one-year extensions.
• Payment terms: Fees paid on a 30-day arrears basis.
• Service Level Agreements (SLAs): Not specified in detail but must meet the service delivery model.
• Liquidated damages: Not specified.
• Termination clauses: The contract may be terminated with 14 days' notice if breaches are not remedied.
• Intellectual Property (IP) ownership: Not specified.
• Sub-contracting rules: Not specified.
• Parent-company guarantee or bond requirements: Not specified.

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 is not guaranteed.
• Mandatory Site Visit: This requirement may limit participation from bidders unable to attend.
• Strict Compliance: The requirement for adherence to specific meal preparation and delivery models may exclude bidders with alternative approaches.
• Single Supplier Model: The intention to award to a single service provider may limit competition and flexibility.

10. SME fit assessment

The tender is accessible to small and medium enterprises (SMEs) that can demonstrate the necessary financial and technical capacity. Viable bidders typically include:

• Size: SMEs with the capacity to manage catering for 94 students.
• Specialism: Firms with experience in school meal provision and compliance with nutritional standards.
• Certification profile: Must hold relevant food safety certifications.

Consortium or subcontracting arrangements are permitted, allowing smaller firms to collaborate. Bid preparation is estimated to require several days, depending on the complexity of the proposal. The presence of strict eligibility criteria and the potential for funding issues may signal a lower probability of winning (Pwin) for new entrants, especially if incumbents are already established.

11. Where to dig deeper

• Source RFT filename: CFT Scoil Mhuire Moylagh.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract