Call for Tender for the provision of Hot School Meals under the School Meals Scheme to Brownknowe National School 07464H

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 52 students at Brownknowe National School, in compliance with the Department of Social Protection’s School Meals Scheme. The service must be available every school day, totaling 182 days per academic year. The contractor is required to prepare and deliver meals in a timely manner, ensuring that food is ready for consumption at the beginning of the lunch break.

The key activities include:

• Meal Preparation and Delivery:

• Meals must be pre-prepared off-site and delivered hot to classrooms.

• Alternatively, meals can be pre-prepared off-site and heated on-site in the school’s designated preparation area.

• A third option allows for meals to be heated on-site using an external pod or mobile catering unit.

• Compliance with Nutritional Standards:

• Meals must adhere to the nutritional guidelines set forth by the Department of Social Protection.

• A minimum of 10% of the food value must consist of certified organic ingredients across various categories, including cereals, meats, and dairy.

• Service Delivery Model:

• The contractor must follow the specified service delivery model, which prohibits alternative meal options.

• Daily Operations:

• The contractor must ensure meals are delivered to classrooms before the lunch period starts.

• The contractor is responsible for maintaining the quality and safety of the meals provided.

• Reporting and Communication:

• Monthly status reports detailing service performance and any issues must be submitted to the school administration.

3. Background & buyer context

This tender is being issued as part of the ongoing implementation of the School Meals Scheme, which is funded by the Department of Social Protection. The initiative aims to provide nutritious meals to students, thereby supporting their health and educational outcomes. Brownknowe National School has a history of participating in this scheme, and the current procurement is necessary to ensure continuity of service for the upcoming school years. The contract is expected to be awarded to a single service provider, with the potential for extensions based on performance and funding availability.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €30,617.60 for the last three financial years.
• 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: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Key Account Managers 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 overall evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template with a maximum of 10 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Use the specified template to outline costs.
• Case studies: Provide 2 case studies of similar projects, with values ranging from €20,000 to €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Scheduled for 17 June 2026 at 9:00 AM, by appointment only via email to [email protected].
• Submission portal: Tenders must be submitted via eTenders, adhering to specific format rules outlined in the documentation.

7. Key dates & process

8. Contract terms that matter

The contract will be for a term of one year, with the possibility of two one-year extensions based on performance and funding availability. Payment terms stipulate that the contractor will be paid €3.20 (VAT exempt) per meal, with payments made 30 days in arrears. Key performance indicators (KPIs) include timely delivery of meals and compliance with nutritional standards. The contract includes provisions for liquidated damages for non-compliance and termination clauses that allow either party to terminate with 14 days' notice if breaches are not remedied within 30 days. Intellectual property ownership remains with the contracting authority, and subcontracting is permitted under specified conditions.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• Funding Dependency: The contract is contingent on annual funding from the Department of Social Protection, which may not be guaranteed in future years.
• Strict Compliance Requirements: The requirement for a minimum of 10% organic ingredients may limit the pool of eligible bidders who can meet this standard.
• Limited Flexibility in Service Delivery: The prohibition of alternative meal options may restrict innovative approaches to meal preparation and delivery.
• Mandatory Site Visit: The requirement for a site visit may pose logistical challenges for some bidders, particularly those located further from the school.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in catering services, particularly those familiar with school meal programs. Bidders should have the necessary certifications and insurance coverage as outlined. Consortiums or subcontracting arrangements are permitted, allowing smaller firms to collaborate and enhance their capacity to meet the tender requirements. Preparation for the bid may require approximately 5-10 days, depending on the complexity of the proposal. The presence of strict eligibility criteria and the potential for funding uncertainty may signal a moderate to high competition level, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: Call for Tender Documentation Brownknowe NS Hot School Meals Provision June 2026.docx
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement