Concession Café Style Services

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 tender involves providing concession café-style services at Carlow Institute of Further Education and Training. The contractor will manage day-to-day operations of the café, catering to approximately 1,250 students and 85 staff members during the academic year.

• Catering Services: Provide hot and cold meal options for breakfast and lunch, including a daily salad option and low salt/fat soups. Meals must be nutritious and varied, with themed days and meal deals encouraged.
• Operational Hours: Service from 8:15 AM to 5:00 PM during term time, with potential expansion to evenings and weekends.
• Equipment and Maintenance: Utilize existing kitchen equipment, with responsibility for maintenance and any necessary upgrades. Equipment includes fridges, ovens, and dishwashers.
• Compliance: Must comply with HSE Food & Hygiene Regulations and provide monthly reports on student uptake.
• Meetings and Functions: Provide catering for institute events as required, with separate invoicing.
• Financial Arrangements: Pay a fixed rental and utility cost, with income from sales retained by the concessionaire.
• Site Visit: Mandatory site visit to understand service requirements.

3. Background & buyer context

Kilkenny and Carlow ETB, established under the Education and Training Boards Act 2013, manages education services across Kilkenny and Carlow. This tender aligns with their role in providing comprehensive education services, including further education and training. The café services are intended to enhance the student and staff experience at Carlow Institute of Further Education and Training, supporting the institution's educational mission.

4. Eligibility & selection criteria

• Turnover requirement: Confirmation of turnover exceeding €50,000 in one of the last three years.
• Insurance:
• Employers Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6 million
• Certifications: Registration with HSE and compliance with Food & Hygiene Regulations.
• 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

The price/quality split follows the MEAT (Most Economically Advantageous Tender) principle.

6. Submission requirements

• Method statement / response document: Use named template, no page limits specified.
• CVs: Not specified.
• Pricing schedule: Complete Appendix 6 Pricing Document.
• Case studies: Not specified.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Contact Sinéad Power at [email protected].
• Submission portal: eTenders, specific format rules not specified.

7. Key dates & process

8. Contract terms that matter

The contract is for four years, with the possibility of three one-year extensions. Payment terms include a fixed rental and utility cost, with income from sales retained by the concessionaire. Key performance indicators include service quality, menu variety, and compliance with health standards. Termination clauses allow for contract termination with three months' notice or immediate termination for serious breaches. Intellectual property remains with the contracting authority, and sub-contracting is not explicitly addressed.

9. Risks, red flags & unusuals

The tender requires a turnover confirmation of €50,000, which is low relative to the contract value, potentially limiting the bidder pool. The mandatory site visit and requirement for HSE compliance may favor local or incumbent providers familiar with the site and regulations. The contract's reliance on student uptake, which is not guaranteed, poses a financial risk to the concessionaire.

10. SME fit assessment

This tender is suitable for small to medium-sized catering businesses with experience in educational settings. Firms should have the necessary insurance coverage and HSE registration. Consortiums or sub-contracting are not explicitly mentioned, suggesting a single entity approach. Bid preparation may require several days, especially for the site visit and compliance documentation. The incumbent's strength is not specified, but the low turnover requirement suggests openness to new entrants.

11. Where to dig deeper

• Source RFT filename: "CFT Invitation to Tender Document - Concessionary Cafe Style Services CIFET.pdf"
• Contact email: [email protected]
• Important attachments:
• Appendix 6 – Pricing Document
• Appendix 2 – Terms and Conditions