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 32 students at St. Finian's NS, Garryhill, Co. Carlow, under the Department of Social Protection's School Hot Meals Scheme. The service must be available on each of the 182 school days per year. The estimated contract value is €56,000 over its initial one-year term.

The core service involves the preparation and delivery of hot meals, adhering to the Department of Social Protection's School Hot Meals Scheme requirements and the Nutrition Standards for Hot School Meals. Tenderers must select and commit to one of the following 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 immediate consumption by students at the start of the lunch break.
• Model 2: Meals Pre-Prepared Off-Site and Heated in the School’s Designated Preparation and/or Servery Area: Meals are prepared off-site and heated on-site in the school's designated area before being delivered to classrooms.
• Model 3: Meals Pre-Prepared Off-Site and Heated in the School by use of an External Pod or Mobile Catering Unit: Meals are prepared off-site and heated on-site using an external pod or mobile unit before delivery to classrooms.
• Model 4: Meals Fully Prepared On-Site: Meals are prepared entirely on-site in the school's designated food preparation area before being served to classrooms.

No alternative service delivery models or variations will be accepted. The successful tenderer will be responsible for all aspects of the service, including food, ingredients, preparation, packaging, delivery, catering equipment, serving, cleaning, waste disposal, transportation, and any required fit-out or building works. The fee per hot meal is €3.20 (VAT exempt) and is all-inclusive.

3. Background & buyer context

St. Finian's NS is procuring catering services to provide hot meals to its students under the Department of Social Protection's School Hot Meals Scheme. This initiative aims to ensure students receive nutritious meals during the school day. The contract is being tendered under an Open Procedure, as the estimated value is below the EU threshold of €750,000. The funding for the scheme is provided by the Department of Social Protection on an annual basis, and the continuation of the contract is contingent on the annual allocation of this funding. The school calendar will be provided to the successful tenderer at the start of each academic year.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered eligible for evaluation:

• Turnover requirement: A minimum average annual turnover of €18,636 for each of the three financial years immediately preceding the tender publication date.
• Insurance:
• Employer’s Liability: €13 million limit per claim.
• Public Liability: €6.5 million limit per claim.
• Product Liability: €6.5 million limit per claim and in aggregate.
• Motor Cover: Minimum €1.3 million for third-party property damage per accident.
• Crime Insurance: €100,000 per claim.
• Cyber Liability: €1 million per claim and in aggregate.
• Professional Indemnity: €6.5 million limit per claim (only relevant for Service Delivery Models 2, 3, or 4 involving fit-out works).
• Certifications: Registered Food Business Operators.
• Past experience: Not specified for this tender.
• Personnel: Key Account Manager (KAM) must hold a Food Safety/HACCP qualification and have a minimum of 2 years of 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. The evaluation will be conducted in two stages: first, tenderers must meet the mandatory selection criteria. Those who pass will then be evaluated against the award criteria. The specific weighting for award criteria is not detailed in the provided text, but the evaluation will consider both price and quality.

6. Submission requirements

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

• Tender Response Document (TRD): To be completed and submitted in the format provided.
• Pricing Schedule: To be completed as per Appendix 2.
• Tenderer’s Statement: Signed and scanned, 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: Tenderers must arrange and complete a site visit between 25 September 2026 and 02 October 2026, by appointment only, by contacting [email protected].
• Consortium/Group Declarations: If applicable, details of all members and a nominated entity must be provided.

All documents must be submitted in English. The eTenders platform has a file size limit of 250MB per file and a total limit of 2GB.

7. Key dates & process

8. Contract terms that matter

• Term: The initial contract term is one (1) year.
• Extension: The Contracting Authority reserves the right to extend the term for up to two (2) additional periods of one (1) year each, subject to legal obligations.
• Payment: Payment of €3.20 (VAT exempt) per student per day will be made on a 30-day arrears basis. This fee is all-inclusive.
• Service Credits/Penalties: Not explicitly detailed, but the contract includes provisions for termination due to breach.
• Termination: Either party may terminate the contract with 14 days' notice if a breach continues for 14 calendar days. Termination for un-remedied breaches is also possible within 30 days of a written request.
• IP Ownership: Not specified.
• Sub-contracting: Allowed, but the prime contractor remains responsible for all services.
• Guarantees/Bonds: Not specified.

9. Risks, red flags & unusuals

• Funding Dependency: The contract is entirely dependent on annual funding from the Department of Social Protection. The Contracting Authority reserves the right to cancel the competition or contract if funding is unavailable.
• Mandatory Site Visit: A mandatory site visit is required, with specific dates and an appointment system. This limits flexibility for tenderers.
• Service Delivery Model Constraint: Tenderers must select one of the four specified service delivery models; no alternatives are permitted.
• All-Inclusive Pricing: The €3.20 per meal fee is all-inclusive, covering all costs, including potential fit-out works for certain service models. This requires careful cost assessment by tenderers.
• Light Touch Regime (LTR): While modelled on an open procedure, the procurement falls under the LTR, meaning EU procurement regulations do not strictly apply, allowing for greater flexibility.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with established catering operations and a focus on school meal provision. A viable bidder would need to demonstrate:

• Financial Capacity: The ability to meet the minimum annual turnover requirement of €18,636.
• Operational Capability: Experience in preparing and delivering hot meals that meet nutritional standards, with a clear understanding of food safety regulations.
• Insurance: Possession of the required insurance policies at the specified indemnity limits.
• Specialisation: While larger firms could bid, the scale of the contract (€56,000 estimated value) and the specific requirements make it a good fit for specialist catering providers.

Consortium bidding is permitted, allowing SMEs to partner with others to meet requirements. The bid preparation effort is likely moderate, involving site visits, pricing, and detailing the chosen service delivery model. There is no explicit indication of an incumbent, but the nature of school meal contracts can sometimes favour established local providers.

11. Where to dig deeper

• Source RFT Filename: CFT St Finian's NS Garryhill 17096K.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract