Call for Tender for the provision of Cold Meals under the School Meals Scheme to St. Joseph's Rathmullan 15729N

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 involves the provision of cold meals under the School Meals Scheme for St. Joseph's Rathmullan. The successful contractor will deliver meals for students on each school day, adhering to the guidelines set by the Department of Social Protection. The total estimated value of the service over a maximum three-year term is €100,062, with a maximum of 58,860 meals to be provided.

Key activities include:

• Meal Preparation: All food must be prepared off-site and delivered ready to eat, complying with food legislation.
• Delivery: Meals must be delivered to the designated drop-off point at the school, maintaining the cold chain until consumption.
• Service Days: Meals are to be provided on 180 school days, with flexibility for exceptional circumstances.
• Menu Compliance: Meals must meet the nutritional standards outlined in the School Meals Scheme, including a minimum of 10% organic ingredients.
• Payment Structure: Payment will be based on the number of meals ordered by parents/guardians, with no automatic entitlement to funding.
• Mandatory Site Visit: Bidders must conduct a site visit to assess the school premises before submitting their tender.

3. Background & buyer context

This tender is being issued as part of the ongoing School Meals Scheme administered by the Department of Social Protection. The scheme aims to provide nutritious meals to students, thereby supporting their health and educational outcomes. The procurement is timely as it aligns with the academic calendar for 2025/2026, ensuring that students receive meals from the start of the school year. The contracting authority, Rathmullan NS, has not specified an incumbent provider for this service.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €33,354.00 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: Not specified for this tender.
• Past experience: Minimum of 3 comparable projects within the last 5 years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on a balance between price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to specified page limits.
• CVs: Include CVs for key personnel, with a maximum of 2 pages each.
• Pricing schedule: Complete the pricing schedule using the designated template.
• Case studies: Provide a minimum of 3 case studies demonstrating relevant experience, with values ranging from €10,000 to €100,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attend a site visit between 5 June 2026 and 12 June 2026, by appointment with Sharon Graham ([email protected]).
• Submission portal: All documents must be submitted via the eTenders platform, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial contract duration of 1 year, with the possibility of 2 one-year extensions.
• Payment terms: Payments will be made on a 30-day arrears basis, contingent on meal orders.
• Service Level Agreements (SLAs): Compliance with delivery times and meal quality standards.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contracting authority reserves the right to terminate the contract if funding is not available.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Funding Dependency: The contract is contingent on annual funding from the Department of Social Protection, which may not be guaranteed.
• Mandatory Site Visit: The requirement for a site visit may limit participation from bidders unable to attend.
• Single Supplier Model: The intention to award the contract to a single service provider may limit competition and flexibility.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in food service provision, particularly those familiar with school meal programs. Bidders should have the necessary certifications and insurance coverage. Consortiums or subcontracting arrangements are encouraged to enhance capacity. Preparation for the bid may require approximately 5-10 days, depending on the firm's existing documentation and experience. The incumbent's strength is not specified, but the tender is open to all registered Food Business Operators.

11. Where to dig deeper

• Source RFT filename: CFT-Cold-Lunch-St Joseph's Rathmullan 15729N.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