Provision of Hot 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

2. Scope of Work

The contract requires the provision of hot meals to 383 students at St. Columba's School, Glasnevin, Dublin 9, under the Department of Social Protection's School Hot Meals Scheme. The service must be available on each of the school's 182 operational days per year. Tenderers must select and adhere to one of four specified service delivery models:

• Model 1: Meals Pre-Prepared Off-site and Delivered Ready to Eat: Meals are prepared off-site and delivered hot to classrooms, ready for consumption before the student lunch break (11:45-12:15).
• Model 2: Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation and/or Servery Area: Meals are prepared off-site, delivered, and then heated on-site in the school's designated area before distribution to classrooms.
• Model 3: Meals Pre-Prepared Off-Site and Heated in the School by use of an External Pod or Mobile Catering Unit: Similar to Model 2, but heating occurs on-site using an external pod or mobile unit.
• Model 4: Meals Fully Prepared On-Site: Meals are prepared entirely on-site in the school's designated food preparation area and then served to classrooms.

No alternative service delivery models or variations will be accepted. The service includes all aspects of catering, from food preparation and delivery to packaging, serving, cleaning, waste disposal, and transportation. The fee of €3.20 (VAT exempt) per student per day is all-inclusive, covering all costs associated with the service. Tenderers must also comply with the Department of Social Protection's School Hot Meals Scheme nutrition standards.

3. Background & buyer context

This procurement is driven by St. Columba's School's requirement to provide hot meals to its students under the Department of Social Protection's School Meals Scheme. Funding for this scheme is provided annually by the Department of Social Protection and is subject to budgetary availability. Consequently, any contract awarded is entirely dependent on the continued availability of this funding. The school has no current food preparation area on-site, which will influence the choice of service delivery model. The procurement is being conducted as an Open Procedure, operating below the EU threshold of €750,000, allowing for national-level procurement flexibilities.

4. Eligibility & selection criteria

Tenderers must meet the following mandatory criteria to be considered eligible for evaluation:

• Turnover requirement: Tenderers must demonstrate an average annual turnover of at least €223,059.20 for each of the three financial years preceding the tender publication date.
• Insurance: The successful Tenderer must hold the following insurances for the contract term:
• Employer’s Liability: €13 million limit per claim.
• Public Liability: €6.5 million limit per claim.
• Product Liability: €6.5 million limit per claim.
• Motor Cover: Minimum €1.3 million limit for third-party property damage per accident.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim and in aggregate per policy year.
• Professional Indemnity: €6.5 million limit per claim (only applicable if Service Delivery Models 2, 3, or 4 are selected, relating to fit-out works).
• Certifications: Tenderers must be registered Food Business Operators.
• Past experience: Not specified for this tender.
• Personnel: Key Account Managers (KAMs) must hold a Food Safety/HACCP qualification and have a minimum of 2 years' experience in a similar role.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement to operate within Ireland.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender, determined by a combination of price and quality. The specific weighting and scoring mechanism are not detailed in the provided extract, but the process is described as a single-stage tender where eligible tenders are evaluated against award criteria. The Contracting Authority reserves the right not to accept the lowest priced tender.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The submission must include:

• Tender Response Document (TRD): To be completed following the format provided in the CFT.
• Pricing Schedule: As per Appendix 2.
• Tenderer’s Statement: Signed and on letterhead, as per Appendix 3.
• Declaration as to Personal Circumstances: As per Appendix 4.
• Tax Clearance: Tax Clearance Access Number and Tax Reference Number for online verification.
• Mandatory Site Visit: Attendance is required between 22/09/26 and 28/09/26 by appointment.
• Other Declarations: Bona Fides, Conflict of Interest, and confirmation of compliance with all CFT requirements.

All documents must be in English and submitted in a readable Word or PDF format. A maximum file size limit of 250MB per file and a total limit of 2GB apply to uploads on the eTenders platform.

7. Key dates & process

8. Contract terms that matter

The contract will have an initial term of one year, with the possibility of up to two one-year extensions, subject to legal obligations and funding. Payments will be made on a 30-day arrears basis at a rate of €3.20 per student per day. The fee is all-inclusive. The Contracting Authority reserves the right to cancel the competition or contract if funding from the Department of Social Protection is withdrawn. Termination clauses allow for 14 days' notice if a breach continues for 14 calendar days, or 30 days' notice for remediable breaches after a written request. Subcontracting is permitted, but the prime contractor remains fully responsible.

9. Risks, red flags & unusuals

• Funding Dependency: The contract's existence and continuation are explicitly dependent on annual funding from the Department of Social Protection. This introduces a significant risk of cancellation or termination if funding is not secured or is withdrawn.
• No Current Food Prep Area: The absence of a dedicated food preparation area at the school means Tenderers must either propose a model involving off-site preparation and delivery/heating or plan for significant on-site works (paid for by the Tenderer) to establish such a facility.
• Mandatory Site Visit & Design Team Involvement: The mandatory site visit requires the attendance of the Tenderer's design team to assess building works and develop a Health and Safety Risk Assessment Report and Mitigation Plan. This indicates a potentially complex integration or fit-out requirement, especially for Models 2, 3, and 4.
• Light Touch Regime (LTR): While operating under an LTR, the procurement is modelled on an open procedure, suggesting a structured approach despite the lower value.
• All-Inclusive Fee: The €3.20 fee is stated as all-inclusive, covering all potential costs, including any necessary building works or fit-out. This requires careful pricing by Tenderers.

10. SME fit assessment

This tender is open to small and medium-sized enterprises (SMEs) that can demonstrate the required financial capacity and operational expertise in catering services. The minimum annual turnover requirement of €223,059.20 suggests that very small or newly established businesses may find it challenging to meet this criterion. Consortiums or subcontracting arrangements are permitted, which could enable SMEs to pool resources or expertise to meet the requirements. The bid preparation effort is likely to be moderate, involving detailed pricing, service model proposals, and insurance arrangements. The Pwin signal is neutral, as no incumbent is named, and the tender is an open procedure. The key is the ability to meet the insurance, turnover, and service delivery model requirements, particularly concerning any necessary on-site works or adaptations.

11. Where to dig deeper

• Source RFT Filename: CFT-Hot Meals-St Columbas Glasnevin 16659A.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact Email / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract
• Department of Education Technical Note Guidance [SDG02 TN-06]