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 tender involves providing hot meals to students at Rylane National School under the Department of Social Protection’s School Meals Scheme. The service must be operational for each of the 182 school days annually, serving 52 students.

• Service Delivery Models:

• Meals pre-prepared off-site and delivered ready to eat.

• Meals pre-prepared off-site and heated in the school’s designated preparation area.

• Meals pre-prepared off-site and heated using an external pod or mobile catering unit.

• Meals fully prepared on-site in the school’s designated food preparation area.

• Meal Requirements:

• Meals must be delivered hot and ready to eat at the beginning of the lunch break at 12:40 PM.

• Food must include a minimum of 10% organic ingredients.

• Facilities:

• A fully equipped kitchen is located in a separate school hall building.

• Compliance:

• Adherence to the Department of Social Protection’s Hot Meals Scheme standards.

• Compliance with health, safety, and food legislation.

• Funding:

• The contract is contingent on annual funding from the Department of Social Protection.

3. Background & buyer context

This tender is part of the School Meals Scheme funded by the Department of Social Protection, aiming to provide nutritious meals to students. The scheme is subject to annual funding applications and is not guaranteed each year. The school has a history of participating in this scheme, and the current procurement seeks to continue this service for the upcoming school year. The strategic driver is to ensure consistent and healthy meal provision to support student well-being and learning.

4. Eligibility & selection criteria

• Turnover requirement: Minimum annual turnover of €29,120.00.
• Insurance:
• Employer’s Liability: €13 million per claim.
• Public Liability: €6.5 million per claim.
• Product Liability: €6.5 million per claim.
• Motor Cover: €1.3 million for third-party property damage.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim.
• Certifications: Not specified for this tender.
• 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 evaluation follows the Most Economically Advantageous Tender (MEAT) principle, with a 70/30 quality to price split.

6. Submission requirements

• Method statement / response document: Specific template, no page limit stated.
• CVs: Not specified.
• Pricing schedule: Appendix 2 format.
• Case studies: Not specified.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: 11/05/2026, 10:00 AM - 1:00 PM, by appointment via [email protected].
• Submission portal: eTenders, electronic submission only.

7. Key dates & process

8. Contract terms that matter

The contract is for one year, with the possibility of two one-year extensions. Payment is €3.20 per student per day, VAT exempt, paid 30 days in arrears. Key performance indicators include timely meal delivery and compliance with nutritional standards. Liquidated damages or penalties are not specified. Termination clauses include funding withdrawal. Intellectual property rights remain with the contractor. Sub-contracting is allowed with prior approval. No parent-company guarantee is required.

9. Risks, red flags & unusuals

The contract is contingent on annual funding from the Department of Social Protection, which is not guaranteed. The requirement for a fully equipped kitchen and specific service delivery models may limit potential bidders. The mandatory site visit is a critical compliance step, and failure to attend results in disqualification. The contract's dependency on external funding introduces uncertainty in contract continuity.

10. SME fit assessment

The tender is suitable for small to medium-sized catering businesses with experience in school meal provision. Bidders must have a turnover of at least €29,120.00 and hold significant insurance coverage. Consortium bids are allowed, and sub-contracting is permitted. Bid preparation is moderate, likely requiring several days for documentation and compliance checks. The incumbent's strength is not specified, but the funding dependency may affect the perceived stability of the contract.

11. Where to dig deeper

• Source RFT filename: CFT Hot Meals Rylane NS 16335U.docx
• eTenders CFT ID: Not specified
• Clarification portal: eTenders
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 5 — Services Contract