Provision of Catering and Hospitality Services for Longford Government Buildings

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 tender seeks a contractor to provide catering and hospitality services for the Department of Social Protection at Longford Government Buildings, located on Ballinalee Road, Longford, Co. Longford. The services encompass daily canteen operations and provision for hospitality events.

The contractor will be responsible for:

• Canteen Services:
• Daily provision of breakfast and lunch services.
• Operating hours: Monday to Thursday, 08:30 to 16:30; Friday, 08:30 to 16:00.
• Breakfast service: 09:00 to 11:30.
• Lunch service: 12:30 to 14:30.
• Estimated daily customer numbers: 235 on Mondays and Fridays, 295 on Tuesdays, Wednesdays, and Thursdays.
• Provision of a wide range of food items as detailed in the pricing schedule, including hot meals, sandwiches, salads, soups, and beverages.
• Management of canteen staff, with TUPE information to be referenced.
• Hospitality Services:
• Provision of catering for hospitality events as outlined in Appendix 1 - 3.3 Hospitality.
• Specific items include mini pastries, scones, biscuits, and continental breakfast options (including vegan and gluten-free).
• Pricing and Financials:
• Tenderers must complete a detailed pricing schedule, including unit prices for canteen food items and hospitality offerings, exclusive of VAT.
• Estimated annual canteen sales (excluding VAT) are €235,000.
• Estimated annual hospitality sales (excluding VAT) are €10,000.
• The Contracting Authority intends to provide an annual subsidy in the region of €40,000 - €52,500 (excl VAT) to the successful tenderer. Tenderers must consider this subsidy range in their financial proposals.
• Staffing:
• The tender documents reference canteen staff roles including chef, foh supervisor, team member, and cashier, with specified start dates, weekly contracted hours, and hourly rates.

3. Background & buyer context

This procurement is being conducted by the Department of Social Protection for catering and hospitality services at its Longford Government Buildings. The tender is issued under an open procedure, indicating a desire to attract a broad range of potential suppliers. The reference number for this tender is 260820GSRFT. The contract is to be awarded on the basis of the Most Economically Advantageous Tender (MEAT). The tender documents do not explicitly state a specific government programme or policy driving this procurement, but it aligns with the standard operational requirements of public sector facilities.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered compliant:

• Turnover requirement:
• Average annual turnover during any of the previous 3 financial years (2023 to 2025) must be at least €100,000, with a minimum of €75,000 in any single year.
• Insurance:
• Tenderers must confirm they hold or will hold appropriate insurance for the duration of the contract. Specific levels are detailed in Section 2.21 of the RFT. Indemnity to Principals clauses are required for Employer's Liability and Public Liability insurances.
• Certifications:
• Not specified for this tender.
• Past experience:
• Not specified for this tender.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Services are to be provided at Longford Government Buildings, Ballinalee Road, Longford, Co. Longford.

5. Award criteria & scoring

The contract will be awarded on the basis of the Most Economically Advantageous Tender (MEAT). The scoring is allocated across pricing and qualitative criteria:

The tender documents indicate that all prices must be provided in EURO only and exclusive of VAT.

6. Submission requirements

Tenderers must submit a comprehensive response, including:

• Tender Response Document (TRD): Appendix 1A, to be completed in full. Failure to comply may result in rejection.
• Pricing Schedule: Appendix 2, to be completed in full, with all prices in EURO and exclusive of VAT. All cells highlighted in yellow must be completed; others must not be edited.
• European Single Procurement Document (ESPD): To be completed by the economic operator.
• Tenderer's Statement: To be completed on headed notepaper and signed.
• Declarations:
• Insurance confirmation.
• Tax clearance status confirmation.
• Declaration as to Personal Circumstances of Tenderer.
• Bona Fides (implied through ESPD and Tenderer's Statement).
• Conflict of Interest declaration.
• Supporting Documentation: As required by the RFT, including proof of insurance and tax clearance status prior to award.
• Submission Portal: Via the eTenders.gov.ie electronic postbox.

7. Key dates & process

8. Contract terms that matter

• Contract Award: Based on Most Economically Advantageous Tender (MEAT).
• Payment Terms: Not specified, but standard prompt payment directives apply.
• Subsidies: The Contracting Authority will provide an annual subsidy (€40,000 - €52,500 excl. VAT).
• TUPE: Canteen staff are subject to Transfer of Undertakings (Protection of Employment) regulations.
• Compliance: Tenderers must comply with all applicable environmental, social, and labour laws.
• Termination: Not specified.
• IP Ownership: Not specified.
• Sub-contracting: Tenderers must indicate if they intend to subcontract and provide details. If relying on a subcontractor's capacity, a separate ESPD is required for that entity.

9. Risks, red flags & unusuals

• Pricing Structure: The pricing schedule requires unit prices for canteen and hospitality items, with estimated annual volumes provided. However, all unit prices are listed as €0 in the provided extract, indicating a potential data error or a need for careful interpretation by bidders. The total cost for evaluation for both canteen and hospitality is also listed as €0.
• Subsidy Guidance: The stated annual subsidy range (€40,000 - €52,500 excl. VAT) provides a clear financial framework for bidders to consider when formulating their fixed subsidy proposals.
• TUPE Implications: The explicit mention of TUPE information for canteen staff signifies a potential transfer of existing employees, which requires careful consideration by bidders regarding liabilities and integration.
• Lack of Specific Dates: The absence of key dates (issue, deadline, award, start) in the provided metadata is a significant omission, requiring bidders to seek clarification or refer to the full RFT documents.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with established catering operations. The turnover requirement of €100,000 average annual turnover is modest, making it accessible. The scope of work, focusing on a single site canteen and hospitality, is manageable for an SME. Consortium bidding is permitted, allowing smaller firms to partner to meet requirements. The bid preparation effort would involve detailed pricing, TRD completion, and ESPD submission, likely requiring several days of focused work. The Pwin signal is neutral, as no incumbent is named, and the procedure is open. The key is demonstrating capability in efficient canteen management and quality hospitality provision within the specified financial parameters.

11. Where to dig deeper

• Source RFT Filename: Appendix 1A - Longford Canteen TRD Final 260820GSRFT.docx, Appendix 2 260820GSRFT Canteen Services Pricing Schedule.xlsx
• eTenders CFT ID: 260820GSRFT
• Contact: Not specified in provided documents.
• Key Attachments:
• Appendix 1A - Longford Canteen TRD Final 260820GSRFT.docx
• Appendix 2 260820GSRFT Canteen Services Pricing Schedule.xlsx
• European Single Procurement Document (ESPD) template