Call for Tender for the provision of Hot School 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

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |--------------------------------|-----------------------------------------------------------------------------------------|----------------|-----------------|----------|-------------------------------------|------|----------|------------------|-----------------------------|--------------------------| St John's Parochial School Call for Tender for the provision of Hot School Meals under the School Meals Scheme 55524000 €115,315 not stated Open Procedure (Below €750k) Not used Tralee, Co. Kerry 3 years (with extensions) 29 June 2026, 15:00 26 August 2026

2. Scope of Work

The contract involves providing hot meals to 66 students at Saint John's Parochial School, in compliance with the Department of Social Protection’s School Meals Scheme. The service must be available every school day for 182 days per year, over a maximum contract duration of three years.

Key activities include:

• Meal Preparation and Delivery:

• Meals must be pre-prepared off-site and delivered hot to four individual classrooms, ready for consumption by 12:30 PM each school day.

• Options for meal delivery include:

• Meals fully prepared on-site.

• Meals heated in the school’s designated preparation area.

• Meals heated using an external pod or mobile catering unit.

• Nutritional Standards:

• Meals must adhere to the nutrition standards set forth by the Department of Social Protection.

• A minimum of 10% of the food value must consist of certified organic ingredients across specified categories (e.g., cereals, meat, dairy).

• Service Delivery Model:

• Tenderers must propose a service delivery model compliant with the outlined requirements. Non-compliance will result in rejection of the tender.

• Mandatory Site Visit:

• All bidders must attend a mandatory site visit to assess the school facilities and understand the service requirements.

3. Background & buyer context

This tender is being issued as part of the ongoing implementation of the School Meals Scheme, which aims to provide nutritious meals to students. The funding for this scheme is allocated annually by the Department of Social Protection, and the school must apply for it each year. The procurement is timely as the current service provider's contract is nearing its end, necessitating a new tender process to ensure continuity of service.

4. Eligibility & selection criteria

Bidders must meet the following eligibility criteria:

• Turnover requirement:

• Minimum average annual turnover of €38,438 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:

• Compliance with food safety standards (HACCP) is required.

• Past experience:

• Not specified for this tender.

• Personnel:

• Key Account Managers (KAM) must hold a Food Safety/HACCP qualification and have a minimum of 2 years of relevant experience.

• Geographic constraints:

• Not specified for this tender.

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 price-quality ratio.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template with no specified page limit.
• CVs: For key personnel, with a maximum of 2 pages each.
• Pricing schedule: Must use the specified template.
• Case studies: At least 2 case studies demonstrating relevant experience, with values ranging from €30,000 to €100,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Scheduled for 16 June 2026 at 10:00 AM. Attendance by appointment only via [email protected].
• Submission portal: Tenders must be submitted via eTenders in English.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial contract for one year, with the possibility of two one-year extensions.
• Payment terms: Payments will be made on a 30-day arrears basis.
• Service Level Agreements (SLAs): Specific performance metrics will be outlined in the contract.
• Termination clauses: The contract may be terminated with 14 days' notice if breaches are not remedied.
• Intellectual Property: Ownership of any materials developed during the contract will be retained by the school.
• Sub-contracting: Allowed, but the primary contractor must be designated.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• Funding dependency: The contract is contingent upon annual funding from the Department of Social Protection, which may not be guaranteed.
• Mandatory site visit: Failure to attend may result in disqualification, which could limit participation from smaller firms.
• Tight timeline: The go-live date is set for 26 August 2026, which may be challenging for new providers to meet if they require significant setup time.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in catering services, particularly those with experience in school meal programs.

• Credible bidders: Firms with a minimum annual turnover of €38,438 and relevant insurance coverage can credibly bid.
• Consortiums and sub-contracting: Allowed, which may enable smaller firms to collaborate with larger entities.
• Bid preparation effort: Estimated at 5-10 days for documentation and site visit preparation.
• Pwin signal: The incumbent's strength is not disclosed, but the funding dependency may indicate a competitive environment.

11. Where to dig deeper

• Source RFT filename: CFT – Hot Meals – Saint John's Parochial School (18233W).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