Call for Tender for the provision of Hot Meals under the Schools Meals Scheme to Bohola National School 19914F

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 86 students at Bohola National School under the Department of Social Protection’s School Meals Scheme. The successful contractor must ensure that meals are delivered daily during the school year, specifically at lunchtime (12:30 PM). The service delivery model is strictly defined, and bidders must comply with the following meal preparation and delivery methods:

• Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals must be delivered hot to each classroom before lunch.
• Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation Area: Meals are to be heated on-site and delivered to classrooms ready for consumption.
• Meals Pre-Prepared Off-Site and Heated in the School by External Pod or Mobile Catering Unit: Similar to the previous model, meals are heated on-site and delivered hot.
• Meals Fully Prepared On-Site: Meals must be prepared in the school's designated food preparation area and served to classrooms before lunch.

The school operates 182 days per year, and the contractor must provide meals on each of these days, barring exceptional circumstances. The payment structure is based on a fee of €3.20 (VAT exempt) per student per day for each hot meal provided.

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, funded by the Department of Social Protection. The initiative aims to support children's health and well-being by ensuring access to healthy meals during school hours. The procurement is timely as it aligns with the academic calendar for 2025/2026, and the school seeks to secure a reliable service provider to meet its catering needs.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €50,086.50 for the last three financial years.
• Insurance: Bidders must hold the following insurance coverage:
• Employer’s Liability: €13 million limit
• Public Liability: €6.5 million limit
• Product Liability: €6.5 million limit
• Motor Cover: Minimum limit of €1.3 million
• Crime Insurance: €100,000
• Cyber Liability: €1 million
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Key Account Manager 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 a Most Economically Advantageous Tender (MEAT) approach, focusing on both price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, with a maximum of 2 pages per CV.
• Pricing schedule: Complete the pricing schedule using the specified template.
• Case studies: Provide 2 case studies demonstrating relevant experience, with values ranging from €50,000 to €150,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attend the site visit on 26 May 2026 by appointment (contact: [email protected]).
• Submission portal: Tenders must be submitted via eTenders in the specified format.

7. Key dates & process

8. Contract terms that matter

The contract will be for an initial term of one year, with the possibility of extending for up to two additional years under the same terms. Payment will be made on a 30 days in arrears basis. Key performance indicators (KPIs) will include timely delivery of meals and adherence to nutritional standards. The contract may be terminated with 14 days' notice if breaches occur that are not remedied within 30 days. The contractor must ensure compliance with all relevant food safety regulations.

9. Risks, red flags & unusuals

Key risks associated with this tender include:

• Funding Dependency: The contract is contingent on annual funding from the Department of Social Protection, which is not guaranteed.
• Strict Compliance: Bidders must adhere to a specific service delivery model; deviations will result in non-compliance.
• Limited Scope for Alternatives: No alternative meal options or service delivery models will be accepted, which may limit flexibility for bidders.
• Mandatory Site Visit: Failure to attend the site visit may result in disqualification.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in catering services, particularly those with experience in school meal provision. Bidders must have the necessary insurance and turnover to qualify. Consortiums or subcontracting arrangements are permitted, allowing SMEs to collaborate with larger firms if needed. Preparation for the bid may require approximately 5-10 days of effort, depending on the complexity of the submission. The incumbent's strength and the specific funding conditions may signal a competitive landscape.

11. Where to dig deeper

• Source RFT filename: CFT Hot meals Bohola National School 19914f.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