Single Supplier Framework Agreement for the Provision of Catering and Hospitality Services to Department of Housing Local Government and Heritage, Custom House Dublin

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 requires the provision of catering and hospitality services at the Department of Housing, Local Government and Heritage's Custom House premises in Dublin. The services encompass both day-to-day canteen operations and ad-hoc hospitality event support.

The core components of the service include:

• Canteen Services:
• Operation of a self-serve salad bar offering a minimum of eight choices.
• Provision of quality, freshly prepared, unrefined food with minimal processing.
• Ensuring a minimum of 10% by value of food sought under the contract is certified organic in specified categories (Cereals, fresh Beef, Lamb, Pork, Poultry, Fish, Vegetables, and Dairy products).
• Hospitality Services:
• Management of a hospitality booking system.
• Catering for various hospitality events, with an estimated expenditure of approximately €50,000 (excl. VAT) over the contract term and any extensions.
• Invoicing for hospitality and credit sales.
• General Requirements:
• Compliance with hygiene requirements of IS 340:2007 A1:2015 (or equivalent) and ISO 22000:2018, along with all relevant statutory requirements.
• Adherence to Regulation EC/852/2004, Regulation SI 489/2014 on Allergen Labelling.
• Cooperation with the Department's ISO 14001/2015 certification.
• The contractor must be capable of delivering, managing, and operating these services across a minimum of two locations, although the primary site specified is Custom House, Dublin.

The contract is structured as a framework agreement, with an initial term of 12 months, and the Department reserves the right to extend the term for up to three additional periods, each of up to 12 months.

3. Background & buyer context

This procurement is being conducted by the Department of Housing, Local Government and Heritage. The requirement for catering and hospitality services at the Custom House, Dublin, is a recurring operational need for the Department. The tender documents do not explicitly state a specific programme or policy driver for this procurement, but it aligns with general public sector operational requirements for departmental facilities. There is no mention of an incumbent provider within the provided documentation. The strategic driver appears to be the ongoing provision of essential services to support the Department's staff and visitors at its primary location.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered for evaluation:

• Turnover requirement:
• Minimum average annual turnover of €150,000 (excluding VAT) in each of the three most recent financial years preceding the RFT publication.
• For entities established for less than three years, a minimum annual turnover of €150,000 (excluding VAT) must be demonstrated for each financial year traded.
• Insurance:
• Employer’s Liability: €12.7 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: Not specified for this tender
• Certifications:
• Compliance with IS 340:2007 A1:2015 (Hygiene in the Catering Sector), ISO 22000:2018, Regulation EC/852/2004, and Regulation SI 489/2014 on Allergen Labelling.
• Cooperation with the Department's ISO 14001/2015 certification.
• Past experience:
• Not specified for this tender.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Ability to deliver, manage, and operate services across a minimum of two locations.

5. Award criteria & scoring

The evaluation of tenders will be conducted based on a combination of price and quality. The specific weighting and scoring mechanism are not detailed in the provided extract. However, the tender documents indicate that Tenderers will be evaluated against Award Criteria after passing the Selection Criteria. The Contracting Authority reserves the right to evaluate tenders before verifying the absence of exclusion grounds and the fulfilment of selection criteria.

The tender documents state that the Contracting Authority does not bind itself to accept the lowest priced or any tender.

6. Submission requirements

Tenderers are required to submit their tenders electronically via the eTenders platform. The submission must adhere to the following:

• Method statement / response document: Tenderers must follow the format of the RFT and respond to each element in the order set out. The Tenderer's Statement (Appendix 3) must be signed and returned on letterhead.
• CVs: Not specified for this tender.
• Pricing schedule: All tenders must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive, in Euro, and exclusive of VAT. VAT rate(s) should be indicated separately.
• Case studies: Not specified for this tender.
• Declarations:
• European Single Procurement Document (eESPD) must be completed and submitted electronically.
• Tenderer's Statement (Appendix 3).
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number are required for online verification.
• Declaration of any Registrable Interest or conflict of interest.
• Mandatory site visit: A site visit to Custom House, Dublin, is scheduled for 20th August 2026, between 16:30 and 18:00. A maximum of 2 persons per submission are permitted. A site visit form must be completed and returned by 17th August 2026.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie. File size limits apply (250MB per file, 2GB total).

7. Key dates & process

8. Contract terms that matter

• Term: The Services Contract will have an initial term of 12 months.
• Extension: The Contracting Authority reserves the right to extend the Term for periods of up to 12 months, with a maximum of three such extensions.
• Pricing validity: All prices quoted in the tender must remain valid for 6 months from the Tender Deadline.
• Price adjustments: Price increases or decreases are subject to prior approval and can only occur on the first anniversary of the Services Contract's Effective Date and subsequent anniversaries, linked to the Consumer Price Index (CPI) as published by the Central Statistics Office.
• Payment terms: Payments will be made in accordance with the Services Contract (Appendix 5). Invoices are deemed accepted if no query is raised within 14 days.
• Termination: Either party may terminate with 14 days' notice in circumstances where no queries are raised within the said 14-day period. Termination for breach is possible within 30 days of receipt of a written request if the breach is capable of remedy.
• Sub-contracting: The successful Tenderer must designate a single entity (Prime Contractor) responsible for the contract, irrespective of sub-contractors.
• Parent-company guarantee or bond: Not specified for this tender.
• Employee rights: Tenderers must undertake to comply with Council Directive 2001/23/EC (TUPE regulations) and indemnify the Contracting Authority for any claims arising from failure to do so. Obligations under the Protection of Employees (Temporary Agency Work) Act 2012 must also be considered.

9. Risks, red flags & unusuals

• Indicative Value Discrepancy: The estimated expenditure for hospitality services is stated as approximately €50,000 (excl. VAT) over the term. However, the "Estimated value" field in the metadata is €2,000,000.00, which is a significant difference. Tenderers should clarify the total expected value of the framework.
• Turnover Requirement vs. Contract Value: The minimum annual turnover requirement of €150,000 is relatively low compared to the potential overall value of the framework, suggesting a focus on smaller or medium-sized enterprises.
• Multi-location Capability: While the primary site is Custom House, Dublin, the requirement for service delivery across a minimum of two locations may limit bidders to those with existing operational capacity or a willingness to establish a second site.
• Contractual Flexibility: The Department reserves the right to extend the contract for up to three additional 12-month periods, meaning the total contract duration could be up to four years.
• Site Visit Form Deadline: The deadline for returning the site visit form (17th August 2026) precedes the main tender deadline, requiring prompt action from interested parties.

10. SME fit assessment

This tender appears designed to be accessible to Small and Medium-sized Enterprises (SMEs). The relatively low minimum turnover requirement (€150,000 annually) suggests that smaller, specialised catering and hospitality providers could be well-suited. The Department actively encourages SMEs to explore forming relationships with other SMEs or larger enterprises if the scope is beyond their individual capacity. Consortium bids are permitted.

The bid preparation effort is likely to be moderate, involving the completion of the eESPD, pricing schedule, tenderer's statement, and potentially gathering financial statements for turnover verification. The mandatory site visit and the need to understand the specific requirements of a government building will add to this effort.

There is no explicit indication of an incumbent provider being favoured, and the open procedure suggests a competitive process. The "Pwin" signal is neutral, as the tender is open to new entrants, but the specific requirements for hygiene standards and organic sourcing will favour experienced providers in these areas.

11. Where to dig deeper

• Source RFT filename: Request-for-Tender Catering and Hospitality.docx
• eTenders CFT ID: Not specified in provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 4: Declaration as to Personal Circumstances of Tenderer
• Appendix 5: Services Contract