Provision of Sandwiches, Wraps and related Products for Cork University Hospital

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1. At a glance

2. Scope of Work

This tender seeks proposals for the provision of fresh sandwiches, wraps, and related products to Cork University Hospital (CUH). CUH requires an external supplier as it lacks the onsite facilities for large-scale preparation without risk to patients, staff, and visitors. The current daily requirement exceeds 1,000 sandwiches and wraps. The contract encompasses the supply of various styles of sandwiches and wraps, including those catering to special dietary needs such as renal and coeliac diets, and low-fibre diets.

The scope of work is divided into five distinct lots, with tenderers permitted to bid for one, multiple, or all lots. Each lot will be evaluated and awarded independently. The constituent activities and requirements include:

• Product Specification:
• All sandwich products must conform to descriptions in Appendix 1.
• Products, ingredients, and packaging must be manufactured, stored, and delivered within a temperature range of 0 to +3 degrees Celsius.
• A flow diagram detailing the sandwich production process from raw ingredient to delivery is required.
• All products, ingredients, and packaging must comply with legal and regulatory food labelling requirements. Packaging for individual sandwiches must be food-grade quality.
• Products must be labelled with product name, best before/use date, quantity, and batch number.
• Sandwiches and salads must be wrapped and fully sealed, with individual products using tamper-evident seals.
• Goods must be delivered in sealed packaging; loose products in unsealed cardboard boxes may be rejected.
• Detailed product specifications, including ingredients, nutritional information, allergen information, weights, and country of origin, must be available.
• All supplied products must have a minimum shelf life of three days from the date of arrival on site.
• Allergen Management:
• Clear declaration of the 14 legally defined categories of allergens on product labels.
• Product Quality & Traceability:
• Products must be traceable through a system identifying product batches and their relation to raw materials, processing, and distribution records.
• The service provider must hold an independently accredited quality standard, such as Hazard Analysis & Critical Control Point (HACCP).
• All stages, from sourcing to delivery, must comply with current regulations and guidelines.
• Deliveries and Procedures:
• Deliveries are required six days a week (Monday to Saturday, including Bank Holidays) between 07:00 and 08:30.
• Delivery personnel must adhere to strict hygiene standards, including attire and conduct.
• Delivery vehicles must be suitable, clean, weatherproof, and refrigerated where required, with easily cleanable, impervious internal surfaces.
• Vehicles must be sealed to prevent pest entry and contamination, and must not store items that could contaminate food.
• Products must be segregated to avoid cross-contamination.
• Temperature control measures and documentation for deliveries are required.
• Products must be within their "best before" or "use by" dates.
• Cooperation with delivery docket control, product delivery, quantity checks, and delivery time agreements is necessary.
• Emergency out-of-hours deliveries may be required.
• Packaging should be minimized, recyclable where possible, and removed offsite by the provider.
• Returnable containers are preferred.
• Outside packaging must be removed from the decanting station at the loading bay.
• Combi-Trolleys, if used, must be removed at the time of delivery or by end-of-business on the same day.
• Contingency plans for unforeseen events, such as vehicle breakdown, and procedures for rejected deliveries are required.
• Product Recall:
• The provider must have a detailed process control and tracking system for product recalls, including communication with CUH and removal of affected products.
• Resources must be made available to CUH in the event of a recall.
• Reports on corrective actions must be provided.
• HACCP and Compliance:
• Standards must be met based on HACCP and EU Regulations concerning personnel, premises, procurement, processing, packaging, labelling, product sizes, traceability, and storage.
• Compliance with specific EU and Irish regulations related to food contact materials, additives, nutrition, import of food, hygiene, and general food law is mandatory.
• Evidence of a food safety management system, including FBO registration/approval and a documented HACCP plan, is required.
• Contract Management:
• Nomination of a Contract Manager with appropriate qualifications and experience is required.

The tender is split into the following lots:

• Lot 1: Individual premade salads
• Lot 2: Sandwiches for resale for staff & visitors
• Lot 3: Sandwiches for patients
• Lot 4: Therapeutic dietary sandwiches
• Lot 5: 2kg Salads

3. Background & buyer context

This tender is initiated by the Health Service Executive (HSE) on behalf of Cork University Hospital (CUH). The procurement is driven by CUH's lack of internal facilities for large-scale sandwich and wrap preparation, necessitating the outsourcing of this service. The current daily demand for these products exceeds 1,000 units. The requirement is ongoing and includes provision for specific dietary needs. The tender aims to secure a supplier capable of meeting these demands while adhering to stringent food safety, quality, and delivery standards within a hospital environment.

4. Eligibility & selection criteria

Criterion Requirement