Call for Tender for the provision of Hot Meals under the School Meals Scheme to Gaelscoil Faithleann 19941I

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 providing hot meals to students at Gaelscoil Faithleann, catering to approximately 245 students. The service must comply with the Department of Social Protection’s School Meals Scheme and operate throughout the school year, which consists of 182 school days.

Key activities include:

• Meal Preparation:

• Meals must be prepared off-site and delivered hot to classrooms or heated on-site.

• Options include:

• Fully prepared meals delivered ready to eat.

• Pre-prepared meals that are heated in the school's designated kitchen area.

• Meals heated using an external pod or mobile catering unit.

• Service Delivery:

• Meals must arrive at classrooms before the lunch break, specifically at 10:45 AM and 12:55 PM.

• Adherence to nutritional standards, including a minimum of 10% organic ingredients in specified food categories (cereals, beef, lamb, pork, poultry, fish, vegetables, dairy).

• Compliance and Reporting:

• Monthly status reports on service delivery and compliance with health and safety regulations.

• Regular communication with the school administration regarding meal planning and student dietary needs.

• Mandatory Site Visit:

• Bidders must conduct a site visit to assess the food preparation area, which includes two ovens and a sink.

3. Background & buyer context

This tender is being issued as part of the ongoing commitment to provide nutritious meals to students under the School Meals Scheme, funded by the Department of Social Protection. Gaelscoil Faithleann has a history of providing educational services to the community and aims to enhance student welfare through this initiative. The contract is essential for ensuring that students receive healthy meals, which is a strategic priority for the school.

4. Eligibility & selection criteria

Bidders must meet the following eligibility criteria:

• Turnover requirement: Minimum average annual turnover of €142,688.00 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: Not specified for this tender.
• 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 evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the balance between price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template, adhering to any page limits.
• CVs: For key personnel, with a maximum of two pages per CV.
• Pricing schedule: Must use the specified template.
• Case studies: At least two relevant case studies, with values ranging from €50,000 to €150,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Scheduled between 29 May 2026 and 5 June 2026, by appointment with Lisa Ní Iarlaithe ([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: The initial contract duration is one year, with the possibility of two one-year extensions.
• Payment terms: Payments will be made on a 30-day arrears basis, calculated at €3.20 (VAT exempt) per meal provided.
• Service Level Agreements (SLAs): Meals must be delivered on time and meet specified nutritional standards.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contract may be terminated with 14 days' notice if breaches are not remedied within 30 days.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks include:

• Funding dependency: The contract is contingent on annual funding from the Department of Social Protection, which may not be guaranteed.
• Mandatory site visit: This requirement may limit participation from bidders unable to attend within the specified timeframe.
• Single supplier model: The intention is to award the contract to a single service provider, which may limit competition and flexibility.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in catering services, particularly those familiar with school meal programs.

• Credible bidders: Firms with a minimum annual turnover of €142,688 and relevant insurance coverage can bid.
• Consortium/sub-contracting: Bidders are encouraged to form partnerships with other SMEs or larger firms to enhance their capacity.
• Indicative bid-prep effort: Preparing a competitive bid may require several days, including site visits and documentation preparation.
• Pwin signal: The tender does not indicate a strong incumbent presence, but the funding dependency may affect bid competitiveness.

11. Where to dig deeper

• Source RFT filename: CFT - Hot Meals - Gaelscoil Faithleann 19941I.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