Call for Tender for provision Hot School meals under the School Meals Scheme to Glencastle NS 13222P

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 contractor is responsible for providing hot meals to students at Glencastle National School under the Department of Social Protection’s School Meals Scheme. The service is expected to operate on all school days, totaling 182 days per year. The contractor must deliver meals that meet the nutritional standards set forth by the Department of Social Protection.

Key activities include:

• Meal Preparation: Meals can be either fully prepared on-site or pre-prepared off-site and delivered. The contractor must ensure that meals are nutritious and adhere to the established guidelines.
• Meal Delivery: The contractor is required to deliver meals to the school on a daily basis, ensuring timely service.
• Food Ordering System: A system must be in place for meal ordering, which allows for adjustments and changes to orders. This could be through an app, website, or email.
• Packaging and Labelling: Meals must be individually packaged and labelled, including the provision of cutlery and napkins.
• Compliance with Food Safety Standards: The contractor must ensure compliance with all relevant food safety regulations and maintain high hygiene standards throughout the service.

The contractor must also provide a clear plan for food service, including distribution methods to students and any necessary training for staff involved in meal preparation and delivery.

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 the health and well-being of children in primary education. Glencastle National School has a history of providing meal services but is seeking a new contractor to ensure compliance with updated nutritional standards and improve service delivery. The strategic driver for this procurement is to enhance the quality of food provided to students and ensure that all meals meet the required health and safety standards.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €43,200 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: Must be registered as a Food Business Operator (FBO) with the Health Service Executive (HSE) or relevant authority.
• Past experience: Must demonstrate experience in delivering at least three comparable contracts involving hot meals, with an average of at least 60% of the required meals delivered.
• 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 award criteria:

The overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, 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: Complete the provided template, adhering to any page limits specified.
• CVs: Submit CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing template provided.
• Case studies: Provide details of three previous contracts, including values and references.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Confirm attendance at the mandatory site visit, if applicable.
• Submission portal: All submissions must be made via the eTenders platform, following specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Not specified.
• Payment terms: Payments will be made on a 30-day arrears basis.
• Key SLAs/KPIs: Specific service levels and key performance indicators are not detailed but will be assessed based on the quality of service provision.
• Liquidated damages: 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 €43,200 may limit participation to smaller firms, potentially excluding larger, more experienced bidders.
• The requirement for a mandatory site visit may disadvantage bidders unable to attend, impacting their ability to submit a competitive tender.
• The lack of detailed SLAs/KPIs may lead to ambiguity in service expectations and accountability.
• The absence of specific contract terms regarding extensions or penalties could create uncertainty for bidders regarding long-term commitments.

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 certifications and insurance coverage. Consortium bidding is allowed, enabling smaller firms to combine resources to meet the turnover requirement. Preparation for this bid may require several days of effort, including gathering documentation and preparing case studies. The presence of a minimum turnover requirement suggests that while the tender is open to SMEs, firms with established experience in similar contracts will have a competitive advantage.

11. Where to dig deeper

• Source RFT filename: TRD-Hot-Meals-Glencastle NS 13222P.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments: Appendix 1 — Mandatory Requirement Confirmation, Appendix 2 — Pricing Schedule, Appendix 3 — Case Study Template.