Hot School Meals under the School Meals Scheme

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 procurement seeks a service provider for the provision of hot school meals to Ballinderry National School under the Department of Social Protection's School Meals Scheme. The estimated contract value is €352,934.40 over a one-year term, with potential for two one-year extensions. The service is required for 202 students on each of the 182 school days per year.

The core requirement is the supply of hot meals, prepared and delivered in compliance with the Department of Social Protection's scheme and specified nutrition standards. Tenderers must select and adhere to one of four mandatory service delivery models:

• Model 1: Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals prepared off-site, delivered hot to classrooms ready for immediate consumption before the student lunch break (12:20 PM).
• Model 2: Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation and/or Servery Area: Meals prepared off-site, delivered to the school for heating in a designated area before distribution to classrooms.
• Model 3: Meals Pre-Prepared Off-Site and Heated in the School by use of an External Pod or Mobile Catering Unit: Meals prepared off-site, delivered to the school for heating on-site using an external pod or mobile unit before distribution.
• Model 4: Meals Fully Prepared On-Site: Meals fully prepared within the school's designated food preparation area before distribution.

No alternative service delivery models or variations will be accepted. The contract includes the provision of all necessary staff, food, ingredients, preparation, packaging, delivery, catering equipment, serving, cleaning, waste disposal, transportation, licensing, pest control, utilities, and any required fit-out or building works. The fee per hot meal is €3.20 (VAT exempt) and is all-inclusive. Tenderers must ensure meals are at the classrooms at the beginning of the lunch break.

3. Background & buyer context

Ballinderry National School is procuring catering services for its students under the Department of Social Protection's School Meals Scheme. This scheme aims to provide nutritional meals to students. The funding for this scheme is provided by the Department of Social Protection (DSP) and is allocated on a school-year basis, requiring annual application by the school. The contract award is entirely dependent on the continued availability of this DSP funding. The school operates 182 days per year. There is no current designated food preparation or servery area on site, meaning any required facilities will need to be established by the successful tenderer, potentially involving building works.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered eligible for evaluation:

• Turnover requirement: A minimum average annual turnover of €117,644.80 for each of the three financial years preceding the tender publication date.
• Insurance:
• Employer’s Liability: €13 million limit per claim.
• Public Liability: €6.5 million limit per claim.
• Product Liability: €6.5 million limit per claim and in aggregate.
• Motor Cover: Minimum €1.3 million limit for third-party property damage per accident.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim and in aggregate.
• Professional Indemnity: €6.5 million limit per claim (only applicable if Service Delivery Models 2, 3, or 4 involve fit-out works).
• Certifications: Tenderers must be registered Food Business Operators.
• Past experience: Not specified for this tender.
• Personnel: Key Account Managers (KAMs) must hold a Food Safety/HACCP qualification and possess a minimum of 2 years' experience in a similar role.
• Geographic / facility constraints: Not specified, but services must be provided within Ireland.

5. Award criteria & scoring

The tender uses a single-stage procedure where only compliant tenders meeting the selection criteria are evaluated. The award criteria are not explicitly detailed with scoring percentages in the provided extract. However, the tender states that the Contracting Authority does not bind itself to accept the lowest priced tender. The evaluation will consider the quality of the proposed service alongside price. The fee per meal is fixed at €3.20 (VAT exempt).

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The submission must include:

• Tender Response Document (TRD): Must follow the specified format and respond to each element in order.
• Pricing Schedule: As per Appendix 2.
• Tenderer’s Statement: Signed and scanned, printed on the tenderer's letterhead (Appendix 3).
• Declaration as to Personal Circumstances: As per Appendix 4.
• Tax Clearance: Tax Clearance Access Number and Tax Reference Number for online verification.
• Mandatory Site Visit: Attendance is required between 10/07/2026 and 16/07/2026, by appointment only, to [email protected].
• Consortium/Group Details: If applicable, a nominated entity must represent all members.
• Insurance Confirmation: Formal confirmation from the insurance company or broker will be requested from the successful tenderer prior to award.
• Data Protection Confirmation: Tenderers must confirm consent for data processing for the competition.

7. Key dates & process

8. Contract terms that matter

• Term: The contract is for one year, with an option for the Contracting Authority to extend for up to two additional one-year periods.
• Payment: The Contracting Authority will pay €3.20 (VAT exempt) per student per day for each hot meal provided. Payments are made on a 30-day arrears basis.
• Liquidated damages: Not specified in the provided text.
• Termination: Either party may terminate with 14 days' notice if a breach continues for 14 calendar days. Termination for un-remedied breaches is also possible within 30 days of a written request.
• IP ownership: Not specified.
• Sub-contracting: Subcontractors must be disclosed, and the prime contractor bears overall responsibility.
• Guarantees/Bonds: Not specified.

9. Risks, red flags & unusuals

• Funding Dependency: The entire contract is contingent on annual funding from the Department of Social Protection. The Contracting Authority reserves the right to cancel the competition or contract if funding is unavailable.
• No Existing Facilities: The absence of a designated food preparation or servery area means the successful tenderer must establish these, potentially incurring significant fit-out costs, which are borne by the tenderer. This is explicitly linked to Service Delivery Models 2, 3, and 4.
• Mandatory Site Visit: This is a critical step for tenderers to assess the scope of works required for on-site facilities and to develop their Health and Safety Risk Assessment Report and Mitigation Plan.
• Fixed Meal Price: The €3.20 per meal price is all-inclusive and fixed, meaning any cost increases (e.g., ingredient prices, utilities, labour) over the contract term must be absorbed by the contractor.
• Light Touch Regime: While modelled on an open procedure, the procurement falls under a Light Touch Regime due to its value, allowing for greater flexibility in procedure but requiring adherence to core principles.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs) with experience in catering, particularly school meals. The estimated contract value of €352,934.40 over one year is within the range manageable by many SMEs.

• Credible bidders: SMEs with established food safety certifications, a proven track record in delivering catering services to institutions, and the financial capacity to meet the turnover requirement (€117,644.80 average annual turnover) are well-positioned. The requirement for on-site facility development (if models 2-4 are chosen) may necessitate a larger investment or a partnership for SMEs.
• Consortium/Sub-contracting: The tender encourages forming relationships with other SMEs or larger enterprises. This allows SMEs to participate even if the full scope (especially facility development) is beyond their individual capacity. A single entity must be designated as the Prime Contractor.
• Indicative bid-prep effort: Preparing a compliant bid, including site visits, understanding facility requirements, developing service models, and detailing pricing and insurance, could require 10-20 days of dedicated effort for an experienced SME.
• Pwin signal: The tender is open and does not indicate a strong incumbent advantage, as there are no existing facilities. The primary challenge for SMEs will be the financial commitment to any necessary on-site infrastructure and the fixed, all-inclusive meal price.

11. Where to dig deeper

• Source RFT filename: CFT Hot Meals - BallinderryNS 16410I.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie. Mandatory site visit appointments via [email protected].
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 5: Services Contract
• SDG02 TN-06: Department of Education Technical Note Guidance