Call for Tender for the provision of Cold Lunch Club under the School Meals Scheme to Faithlegg National School

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |---------------------------|-----------------------------------------------------------------------------------------|----------------|----------------|----------|----------------------------------------|------|------------------------------|------------------|------------------------------|------------------| Faithlegg National School Call for Tender for the provision of Cold Lunch Club under the School Meals Scheme to Faithlegg National School 18380M 55524000 €183,600 not stated Open Procedure (Below €750k Procurement Threshold) not stated Faithlegg, Co. Waterford Maximum 3 years 2026-06-12T14:00:00+00:00 not stated

2. Scope of Work

The contractor is responsible for providing a Cold Lunch Club service under the School Meals Scheme at Faithlegg National School. This service is expected to operate for a maximum of three years, delivering meals to students on each of the 180 school days, excluding exceptional circumstances. The contractor must ensure that meals are nutritious, appealing, and compliant with dietary guidelines.

Key activities include:

• Meal Preparation: Preparing cold lunches that meet the nutritional standards set by the Department of Social Protection.
• Meal Delivery: Delivering meals to the designated drop-off location, specifically the School Hall, ensuring timely arrival before lunch service.
• Menu Planning: Developing a menu that includes a variety of options, with a focus on healthy ingredients, including at least 10% organic produce.
• Ordering System: Implementing a food ordering system that allows parents to place and adjust orders efficiently.
• Packaging and Presentation: Ensuring meals are packaged appropriately, including individual packaging and labeling, and providing cutlery and napkins as required.
• Compliance: Adhering to food safety regulations and maintaining records of food safety management systems, including HACCP procedures.

The contractor must also accommodate dietary restrictions and preferences, ensuring that meals are suitable for all students.

3. Background & buyer context

This procurement aligns with the Department of Social Protection’s School Meals Scheme, which aims to provide nutritious meals to students in primary schools. Faithlegg National School is seeking to enhance its meal offerings to support student health and well-being. The tender is being issued now to ensure a seamless transition to a new service provider ahead of the upcoming school year. The incumbent provider is not specified in the documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum annual turnover of €61,200 for each of the three financial years preceding the tender publication.
• 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 and in the aggregate per period.
• 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 and in the aggregate per insurance policy year.
• Certifications: Must be registered as a Food Business Operator (FBO) with the Health Service Executive or the Department of Agriculture, Food and Marine.
• Past experience: Minimum of three comparable projects demonstrating successful delivery of catering services within the last three years.
• 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 criteria:

The overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle, with a minimum scoring threshold of 70% for each individual sub-criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, with a maximum of two pages per CV.
• Pricing schedule: Complete the pricing schedule in the specified format.
• Case studies: Provide details of at least three previous contracts, including value ranges.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attendance is required; details will be provided in the tender documents.
• Submission portal: All submissions must be made via eTenders, following any specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The contract is for a maximum of three years, with no specified extension options.
• Payment terms: Payments will be made on a 30-day arrears basis.
• Key SLAs/KPIs: Not explicitly detailed in the documents.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: Either party may terminate with 14 days' notice if breaches are not remedied within 30 days.
• 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:

• The turnover requirement of €61,200 is relatively low, which may attract a larger pool of bidders but could also lead to quality concerns.
• The requirement for a mandatory site visit may limit participation from firms unable to attend.
• The absence of detailed SLAs/KPIs may lead to ambiguity in performance expectations.
• The lack of specified penalties for non-compliance could create risks for the school if service levels are not met.

10. SME fit assessment

This tender is open to small and medium-sized enterprises (SMEs) that can demonstrate the following:

• Credible bidders: Firms with experience in food catering services, particularly those familiar with school meal programs.
• Consortium or sub-contracting: Not explicitly mentioned, but consortiums may be viable if combined turnover meets requirements.
• Indicative bid-prep effort: Approximately 5-10 days to prepare a competitive bid, considering the documentation and compliance requirements.
• Pwin signal: The absence of an incumbent provider may provide an opportunity for new entrants, but the low turnover threshold may attract many bidders, increasing competition.

11. Where to dig deeper

• Source RFT filename: TRD-Cold-Lunch-Club-below-750k - Faithlegg National School 18380M.docx
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments: Appendix 1 — MR01 Declaration, Tender Response Document (TRD)