Call for Tender for the provision of Hot School Meals under the school meals scheme to Naomh Padraig Senior, Drangan roll number 19880O

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 the provision of hot meals to 57 students at Naomh Padraig Senior, Drangan, in compliance with the Department of Social Protection’s School Meals Scheme. The contractor must ensure that meals are prepared and delivered in a timely manner each school day, totaling 182 days per year.

The contractor's activities include:

• Meal Preparation:
• Meals must be prepared off-site and delivered hot to classrooms or heated on-site.
• Four service delivery models are specified:

1. Meals pre-prepared off-site and delivered ready to eat.
2. Meals pre-prepared off-site and heated in the school’s designated preparation area.
3. Meals pre-prepared off-site and heated in an external pod or mobile catering unit.
4. Meals fully prepared on-site in the school’s designated food preparation area.

• Service Delivery:

• Meals must arrive at classrooms before the lunch break at 12:45 PM.

• The contractor must adhere to a strict schedule to ensure timely service.

• Compliance:

• All meals must meet nutritional standards, including a minimum of 10% organic ingredients where possible.

• The contractor must maintain compliance with health and safety regulations, including Food Safety/HACCP qualifications for key personnel.

• Reporting:

• Monthly status reports on meal provision and any issues encountered must be submitted to the school.

• Site Visit:

• A mandatory site visit is required to assess the food preparation area and understand the logistics involved in meal delivery.

3. Background & buyer context

This tender is being issued as part of the ongoing commitment to provide nutritious meals to students under the Department of Social Protection’s School Meals Scheme. The initiative aims to enhance the health and well-being of children in primary schools. Naomh Padraig Senior has previously engaged in similar contracts, and this tender seeks to ensure continuity of service. The funding for the meals is contingent on annual applications to the Department of Social Protection, which may affect contract stability.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum annual turnover of €31,449.60 for each of the last three financial years.
• Insurance:
• Public Liability: €6,500,000.00 for any one claim.
• Employer's Liability: €13,000,000.00 for any one claim.
• Product Liability: €6,500,000.00 for any one claim.
• Motor Cover: Minimum limit of €1,300,000.00 for third-party damage.
• Cyber Liability: €1,000,000.00 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: Must be able to operate within the school’s designated preparation area.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of 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: Must use the specified template.
• Case studies: Provide 2 case studies of similar contracts, each valued between €20,000 and €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Schedule between 27th May and 2nd June 2026, by appointment only.
• Submission portal: Tenders must be submitted via eTenders in English.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of one year, with the possibility of two one-year extensions. Payment will be made on a 30-day arrears basis. Key performance indicators (KPIs) include timely meal delivery and compliance with nutritional standards. Liquidated damages may apply for non-compliance with delivery schedules. The contractor must ensure that all intellectual property created during the contract remains with the school. Sub-contracting is permitted, but the primary contractor must retain overall responsibility.

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 may not be guaranteed.
• Mandatory Site Visit: Failure to attend the site visit may result in disqualification.
• Strict Compliance Requirements: Non-compliance with nutritional standards or delivery schedules could lead to penalties or contract termination.
• Limited Bidder Pool: The requirement for specific insurance and qualifications may restrict participation to larger firms.

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 insurance coverage and meet the turnover requirement. Consortiums or subcontracting arrangements are allowed, enabling smaller firms to collaborate with larger entities. The indicative effort for bid preparation is estimated at 5-10 days. The presence of strict eligibility criteria may favor established firms, but SMEs with relevant experience can still compete effectively.

11. Where to dig deeper

• Source RFT filename: Call for Tenders for the Hot school meals Namoh Padraig Senior 19880O.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