Provision of Hot 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 contractor will provide hot meals to students at Scoil na mBráithre under the Department of Social Protection's School Meals Scheme. The service must be delivered daily for the 48 students enrolled. The contract duration is 12 months, with the possibility of two one-year extensions, subject to compliance, satisfactory service, and continued funding.

The core service involves the provision of hot meals in full compliance with the Department of Social Protection's School Hot Meals Scheme. Tenderers must select one of four specified service delivery models:

• Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals prepared off-site are delivered hot to classrooms, ready for consumption at the start of the lunch break.
• Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation and/or Servery Area: Meals prepared off-site are delivered and heated on-site in the school's designated area before being distributed to classrooms.
• Meals Pre-Prepared Off-Site and Heated in the School by use of an External Pod or Mobile Catering Unit: Meals prepared off-site are delivered and heated on-site using a dedicated external pod or mobile unit before classroom distribution.
• Meals Fully Prepared On-Site: Meals are prepared entirely on-site in the school's designated food preparation area and served to classrooms.

Alternative service delivery models or variations are not permitted and will result in tender rejection. The contractor is responsible for all aspects of meal preparation, delivery, and service, adhering to hygiene standards, including Annex II of Regulation (EC) No. 852/2004 and I.S. 340:2007. The contractor must also manage waste sustainably and implement pest control measures.

The school operates 182 days per year, and the service must be provided on each of these days, barring exceptional circumstances. The contractor will be paid €3.20 (VAT exempt) per student per day for each hot meal provided.

3. Background & buyer context

This procurement is for the provision of hot meals to Scoil na mBráithre under the Department of Social Protection's School Meals Scheme. The scheme aims to provide nutritional support to students. The procurement is being conducted as an Open Procedure, falling below the €750,000 EU threshold. The contract is contingent on continued annual funding from the Department of Social Protection, with no automatic entitlement to funding in any given year. The Contracting Authority reserves the right to cancel the competition or contract if funding is withdrawn. The tender documents include a Property Licence and Deed of Renunciation, indicating the contractor may need to install or use an external catering facility on school property.

4. Eligibility & selection criteria

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

• Turnover requirement: A minimum average annual turnover of €27,955.20 for each of the three financial years preceding the tender publication date.
• Insurance:
• Public Liability: €6.5 million limit per claim.
• Employer's Liability: €13 million limit per claim or series of claims.
• Product Liability: €6.5 million limit per claim and in aggregate.
• Motor Cover: Minimum €1.3 million for third-party property damage per accident.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim and in aggregate.
• Certifications: Registered Food Business Operators. Compliance with hygiene standards (Annex II of Regulation (EC) No. 852/2004 and I.S. 340:2007) is mandatory.
• 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' experience in a similar role.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement to operate within the school premises.

5. Award criteria & scoring

The tender uses a single-stage procedure where eligible tenders are evaluated against award criteria. The specific weighting and scoring mechanism are not detailed in the provided extract, but the evaluation will be based on a combination of price and quality. The contract will be awarded to the most economically advantageous tender.

6. Submission requirements

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

• Response document: All required information as per the tender documents.
• Pricing schedule: As per Appendix 2.
• Tenderer’s Statement: As per Appendix 3.
• Declaration as to Personal Circumstances: As per Appendix 4.
• Mandatory Site Visit: Tenderers must attend a mandatory site visit between 20/10/2026 and 26/10/2026 by appointment with the School Principal.
• Registration: Tenderers must be registered Food Business Operators.
• Tax Clearance: Tenderers must provide their Tax Clearance Access Number and Tax Reference Number for online verification.
• Organic Ingredients: A minimum of 10% of food by value must be certified organic in specified categories (cereals, fresh beef, lamb, pork, poultry, fish, vegetables, dairy products), where possible.

7. Key dates & process

8. Contract terms that matter

• Term: 12 months from the Commencement Date, with an option for two further one-year extensions.
• Payment: €3.20 per student per day, paid 30 days in arrears.
• Funding Contingency: The contract is entirely dependent on continued annual funding from the Department of Social Protection. The Contracting Authority can cancel the contract if funding is withdrawn.
• Termination: The Licensor can terminate with 3 months' notice. The Licensor can also terminate immediately for material breach (after notice to remedy), insolvency, conflict of interest, or if grounds for exclusion under EU Regulations apply. Termination of the Services Contract leads to immediate termination of the Licence.
• IP Ownership: Not specified.
• Sub-contracting: Not specified.
• Parent-company guarantee/bond: Not specified.

9. Risks, red flags & unusuals

• Funding Dependency: The contract's existence is explicitly tied to annual Department of Social Protection funding, creating a significant risk of cancellation.
• Mandatory Site Visit: The tight window for the mandatory site visit (20-26 October 2026) requires prompt action from interested parties.
• Service Delivery Model Constraint: Only four specific service delivery models are accepted, limiting flexibility.
• Property Licence: The requirement for a Property Licence and Deed of Renunciation suggests potential installation of catering facilities, which may involve additional planning and works.
• Turnover Requirement: The minimum annual turnover (€27,955.20) is approximately one-third of the estimated contract value (€83,865.60), which is a common structure for smaller contracts.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with established catering operations, particularly those experienced in school meal provision or similar institutional catering. The turnover requirement is modest, aligning with smaller businesses. Consortium bidding is not explicitly mentioned but is generally permissible in public procurement. The bid preparation effort would involve understanding the specific service delivery models, pricing accurately for the defined student numbers and contract value, and ensuring all insurance and food safety requirements are met. The primary risk for any bidder, including SMEs, is the contract's reliance on continued government funding. The absence of a named incumbent suggests a competitive market.

11. Where to dig deeper

• Source RFT filename: CFT - Hot Meals - Scoil na mBraithe - Roll number 16713D.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact email / clarification portal: Clarifications must be submitted via eTenders.
• Key attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract
• Appendix 7: Property Licence and Deed of Renunciation