Call for Tender for the provision of Hot Meals under the School Meals Scheme to Barefield Mixed National School 14830U

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 students at Barefield Mixed National School, serving approximately 393 students. The contractor must ensure compliance with the Department of Social Protection’s School Meals Scheme, delivering meals daily throughout the school year.

The key activities include:

• Meal Preparation and Delivery:

• Meals must be prepared off-site and delivered hot to classrooms, ready for consumption at designated lunch times.

• Options for meal preparation include:

• Meals pre-prepared off-site and delivered ready to eat.

• Meals pre-prepared off-site and heated in the school’s designated preparation area.

• Meals fully prepared on-site.

• Service Delivery Model:

• The contractor must adhere strictly to the specified service delivery models, with no alternative options accepted.

• Operational Requirements:

• Meals must be delivered in a timely manner, ensuring they are ready at the beginning of the lunch break.

• The school operates for 182 days per year, and the contractor must provide services on all operational days, barring exceptional circumstances.

• Compliance with Nutritional Standards:

• The contractor must ensure that at least 10% of the food provided is certified organic, covering various categories such as cereals, meat, and dairy.

• Reporting and Communication:

• The contractor is required to maintain communication with the school regarding meal planning and any operational issues.

3. Background & buyer context

This tender is being issued to secure a catering service for the upcoming school year, aligning with the Department of Social Protection's School Meals Scheme. The initiative aims to provide nutritious meals to students, enhancing their health and educational outcomes. The school has previously engaged in similar contracts, and this procurement is part of a broader effort to ensure consistent meal provision. The incumbent service provider is not specified in the documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €228,883.20 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: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Use the specified template for pricing.
• Case studies: Provide 2 case studies of similar projects, with values ranging from €100,000 to €300,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Required between 15 June 2026 and 23 June 2026; contact Gerard Ruane at [email protected] to schedule.
• Submission portal: All documents must be submitted via eTenders, following specific format rules.

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 terms stipulate that the contracting authority will pay the contractor €3.20 (VAT exempt) per student per day for each meal provided, with payments made 30 days in arrears. Key performance indicators (KPIs) will include meal quality and timely delivery. The contract may be terminated with 14 days' notice if breaches occur that are capable of remedy. Intellectual property rights for any materials developed during the contract will remain with the contracting authority.

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 is not guaranteed.
• Strict Compliance Requirements: The requirement for meals to be prepared and delivered according to specific models may limit flexibility for bidders.
• Mandatory Site Visit: Failure to attend the site visit may result in disqualification, which could disproportionately affect smaller bidders.

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 must have the necessary insurance and turnover to qualify. Consortiums or subcontracting arrangements are permissible, allowing smaller firms to collaborate with larger entities. The indicative bid preparation effort is estimated at 5-10 days, considering the documentation and compliance requirements. The presence of stringent turnover and insurance requirements may signal a competitive environment, especially if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: CFT - Hot Meals - Barefield Mixed National School 14830U.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