Call for Tender for the provision of Cold School Lunches under the School Meals Scheme to St Attractas NS 19980S

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 of cold school lunches under the Department of Social Protection’s School Meals Scheme to St. Attracta’s National School. The successful contractor will be responsible for delivering nutritious meals to students on a daily basis, ensuring compliance with food safety regulations and nutritional guidelines.

Key activities include:

• Meal Preparation: The contractor must prepare a variety of cold lunches, including options with and without drinks. Each lunch must consist of at least four items, including two servings of vegetables, salad, or fruit.
• Delivery: Meals must be delivered to the school premises on each of the 180 school days, excluding exceptional circumstances. The contractor is responsible for ensuring timely delivery to designated drop-off points.
• Menu Planning: The contractor must develop a food plan that meets the nutritional standards set by the Department of Social Protection, including a minimum of 10% organic ingredients.
• Packaging: Each meal must be individually packaged and labeled, with cutlery and napkins provided as necessary.
• Quality Control: The contractor must implement a food safety management system, including HACCP-based procedures, to ensure the safety and quality of meals served.
• Reporting: Monthly status reports detailing meal provision and any issues encountered must be submitted to the school administration.

The contractor must demonstrate the capacity to handle the volume of meals required, which is expected to be significant, given the scale of the school.

3. Background & buyer context

This tender is being issued as part of the ongoing commitment to provide nutritious meals to students under the School Meals Scheme, which is funded by the Department of Social Protection. The initiative aims to enhance student health and well-being, particularly in primary schools. St. Attracta’s National School has a history of engaging with local suppliers for meal provision, and this tender seeks to ensure that high-quality, safe, and nutritious meals are consistently delivered to students. The incumbent provider is not specified in the documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum annual turnover of €123,480 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.
• 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.
• Certifications: Registration as a Food Business Operator (FBO) with the Health Service Executive (HSE) or the Department of Agriculture, Food and Marine (DAFM).
• 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 award criteria:

The overall scoring will be based on the Most Economically Advantageous Tender (MEAT) approach, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents as part of their tender response:

• Method statement / response document: Complete the Tender Response Document (TRD) as per the provided template.
• CVs: Provide CVs for key personnel involved in the project, limited to two pages each.
• Pricing schedule: Complete the pricing schedule using the specified template.
• Case studies: Submit details of at least three previous contracts, including their value and scope.
• Declarations: Include declarations for ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Confirm attendance at the mandatory site visit, if applicable.
• Submission portal: All submissions must be made via the eTenders platform, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Not specified in the documents.
• Payment terms: Payments will be made on a 30-day arrears basis.
• Key SLAs/KPIs: The contractor must ensure meals are delivered on time and meet quality standards as outlined in the tender.
• Liquidated damages: Not specified in the documents.
• Termination clauses: The contract may be terminated with 14 days' notice if breaches are not remedied.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Not specified in the documents.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €123,480 may be challenging for smaller firms, potentially limiting competition.
• The requirement for a mandatory site visit could exclude bidders unable to attend, impacting the pool of potential contractors.
• The absence of specified personnel requirements may lead to variability in the quality of service provided.
• The lack of clear penalties for late delivery or quality issues could pose risks to the school’s meal provision reliability.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in food catering services. Viable bidders should:

• Have a proven track record in delivering similar services, ideally with experience in school meal provision or similar contracts.
• Be registered as Food Business Operators (FBOs) and hold the necessary insurance coverage.
• Consider forming a consortium if they lack the required turnover or experience.
• Expect to invest several days in preparing the bid, including gathering documentation and case studies.
• The presence of a potential incumbent provider may signal a competitive landscape, but the absence of specific incumbents mentioned allows for new entrants.

11. Where to dig deeper

• Source RFT filename: TRD-Cold-Lunch St Attractas NS 19980S.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments: Appendix 1 — MR01 Declaration template, Tender Response Document (TRD).