Catering for Summit of Mayors

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

This procurement seeks a catering service provider for the World Health Organization (WHO) Summit of Mayors and an associated networking event in Cork City in October 2026. The contract covers two main components: Part A, the Summit of Mayors Conference at City Hall, Cork, on October 5th and 6th, 2026, and Part B, a networking event on the evening of October 5th, 2026, at a to-be-confirmed city centre venue.

The scale of the event involves approximately 300 attendees per day for the conference and up to 300 attendees for the networking event. Catering services required for the conference include:

• Welcome Coffee and Pastries: Served on October 5th (08:30-09:30) and October 6th (09:00-09:30).
• Networking Break Coffee: Served on October 5th (11:30-12:00) and October 6th (10:30-11:00).
• Buffet Standing Lunches: Served on October 5th (13:15-14:30) and October 6th (12:30-13:30).
• Networking Break Coffee and Biscuits: Served on October 6th (14:30-15:00) at a manned station.

For the networking event on October 5th (from 18:30 onwards), services include:

• Drinks Service: Wine, water, and soft drinks, with an estimated consumption of half a bottle of wine per person. This will be charged on consumption.
• Networking Dinner: Served from 19:00.
• Post-Event Cleanup: Full cleaning and catering waste removal by 21:30 to prepare the space for the following day.

General requirements across both events emphasize sustainability, including a plastic-free approach, elimination of single-use items, use of seasonal and local produce, and provision of vegetarian, vegan, and fish options. The provider must manage waste effectively, including leftover food and packaging. Specific requirements include supplying all necessary cutlery, crockery, glassware, serving dishes, and tablecloths. A small quantity of traditional service items for a VIP room is also needed. The setup of pod or trestle tables is required, with an optional cost line for their supply. Spot cleaning between services is necessary.

Limited food preparation facilities are available at City Hall; therefore, food must be prepared offsite and transported for service. The networking venue will have no catering facilities, requiring all waste and used items to be removed. The provider must also be able to cater for special dietary requirements, such as gluten-free. Staff for bar management at the networking event are required. Signage explaining dish compositions, ingredients, origin, and allergens is mandatory.

The Contracting Authority reserves the right to award the contract for Part A, Part B, or both. Sample menus for each event must be submitted.

3. Background & buyer context

Cork City Council is the local authority responsible for the administration and service delivery within Cork City. Following a boundary extension in 2019, the city's area increased significantly, as did its population. The council plays a key role in economic development, infrastructure, environmental protection, and providing amenities. This procurement aligns with the council's objective to host significant events that support economic development and international engagement. The Summit of Mayors is an official event of Ireland's Presidency of the Council of the European Union, focusing on climate and health. The event aims to translate scientific evidence into practical, locally relevant actions.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement: The tendering party's turnover must have exceeded €250,000 in two of the last three years. Newly established firms must have been in existence for at least 6 months.
• Insurance: Confirmation of the following insurances being in place is required:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications:
• Compliance with Food Safety Authority Ireland and National Standards Authority of Ireland standards for food preparation, storage, hygiene, cooking, and waste.
• HACCP management system (copy required).
• Health Services Executive (HSE) registration (confirmation required).
• Past experience: Not explicitly quantified in terms of a number of projects, but demonstrated expertise in delivering catering services for similar events is implied through the award criteria.
• Personnel: Tenderers must demonstrate access to the minimum numbers of skilled personnel stated in the Tender Response Document. Key personnel, including a dedicated Contract Manager, must be nominated.
• Geographic / facility constraints: Not specified, but the ability to prepare food offsite and transport it to venues with limited or no facilities is essential.

All selection criteria are assessed on a pass/fail basis. Failure to comply with these requirements will result in the tender being deemed inadmissible.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), considering both qualitative and cost factors. The total maximum marks available are 10,000.

Qualitative award criteria are assessed first. The cost score is calculated using the formula: (Lowest Cost from a Bona Fide Tender / Cost for the tender being evaluated) * Maximum Marks available for Cost. The lowest cost tender that meets all minimum qualitative requirements receives the maximum cost score.

6. Submission requirements

Tenders must be submitted electronically via the eTenders portal (www.etenders.gov.ie). Bidders must associate their company with the competition on eTenders.

The submission must include:

• Tender Response Document (TRD): This mandatory document, provided separately, must be used for the tender response. Personalisation or adding branding to the TRD is not permitted.
• Pricing Schedule: Detailed in Table A – Cost within the TRD. A unit price per attendee is required.
• Sample Menus: For all conference lunches, coffee breaks, and the evening networking event.
• Resource Capacity and Expertise: Details to be provided in TABLE C: RESOURCE CAPACITY AND EXPERTISE within the TRD.
• Declarations:
• Declaration of Bona Fides.
• Declaration regarding compliance with relevant statutory obligations.
• European Single Procurement Document (ESPD) – electronic via eESPD or as a separate attachment.
• Declaration regarding the International Procurement Instrument (2022/1031) and restrictive measures related to Russian actions in Ukraine.
• Evidence of Compliance: Information demonstrating compliance with Health & Safety systems, Food Safety Authority Ireland, National Standards Authority of Ireland, and HSE registration.
• Financial Standing Evidence: Statements of assets and liabilities will be required prior to award.
• CVs: For key personnel, including the Contract Manager, detailing names, roles, relevant qualifications, and training. Three examples demonstrating expertise in their role are required.
• Submission Format: Tenders should be uploaded as a Zip file to protect file names.

A mandatory site visit is not applicable.

7. Key dates & process

The Contracting Authority will endeavour to adhere to this timetable, but it cannot be guaranteed.

8. Contract terms that matter

• Contract Length: The core service delivery is for two days (October 5-6, 2026), with potential for additional services related to cleanup and waste removal.
• Payment Terms: Not explicitly detailed, but standard prompt payment legislation will apply. Invoices are deemed accepted if no queries are raised within 14 days.
• Key SLAs/KPIs: Not detailed in the provided extract, but performance will be managed against an agreed Service Level Agreement and Key Performance Indicators (KPIs).
• Liquidated Damages: Not specified.
• Termination Clauses: The Contracting Authority reserves the right to terminate if commercial arrangements become uncompetitive due to external factors (e.g., customs union changes). Either party may terminate with 14 days' notice under specific circumstances.
• IP Ownership: Not specified.
• Sub-contracting Rules: Tenderers may rely on the resources of other entities. If a subcontractor's value exceeds 10% of the contract value, they must meet selection criteria and not be within prohibited categories.
• Parent-Company Guarantee/Bond: Not specified.

9. Risks, red flags & unusuals

• Tight Timeline: The RFT is issued on July 3rd, with a query deadline of July 16th and a submission deadline of July 23rd, 2026. This provides a short window for tender preparation.
• Unconfirmed Venue: The specific venue for the networking event (Part B) is to be confirmed, which may impact logistical planning for the caterer.
• Limited On-site Facilities: Both City Hall and the networking venue have limited or no food preparation facilities, requiring significant offsite preparation and transport capabilities.
• Sustainability Focus: The emphasis on a "plastic-free conference" and minimizing single-use goods requires a caterer with strong environmental practices and innovative solutions.
• Award to Runner-Up: The Contracting Authority reserves the right to award the contract to the next highest-scoring tenderer if the primary successful tenderer fails to deliver.
• Optional Cost Line: The supply of pod/trestle tables is an optional cost line, requiring careful pricing strategy.

10. SME fit assessment

This tender is open to Small and Medium Enterprises (SMEs) and larger enterprises. SMEs are encouraged to form consortia or partnerships to meet capacity requirements. A credible bidder would possess:

• Proven experience in large-scale event catering, specifically for conferences and formal dinners.
• Established offsite kitchen facilities capable of preparing high-quality food for up to 300 people.
• A strong track record in sustainable and environmentally conscious catering practices, including waste management and sourcing.
• Robust operational capacity to manage logistics, staffing, and service delivery under tight timeframes.
• Compliance with all relevant food safety and health regulations, including HSE registration and HACCP.

The bid preparation effort is likely to be moderate to high, given the detailed requirements for methodology, sample menus, sustainability plans, and contract management. The Pwin signal is neutral; there is no explicit mention of an incumbent or a framework, suggesting a competitive field. The tender is structured to allow for consortia, indicating that a single SME might need to partner to meet all requirements.

11. Where to dig deeper

• Source RFT Filename: 2A Request for Tender Contract Open Procedure - Catering.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact for Queries: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Tender Response Document (TRD)
• Appendix 1 – Contract Terms and Conditions
• Table A – Cost (within TRD)
• TABLE C: RESOURCE CAPACITY AND EXPERTISE (within TRD)