Call for Tender for the provision of Hot Meals under the School Meals Scheme to Our Lady Queen of Peace School 17737W

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 approximately 325 students at Our Lady Queen of Peace School, operating under the Department of Social Protection’s School Meals Scheme. The successful contractor must ensure that meals are prepared and delivered in compliance with the scheme's nutritional standards. The service is required for 182 school days each year.

The contractor's day-to-day activities include:

• Meal Preparation:

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

• Options include:

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

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

• Meals fully prepared on-site.

• Delivery Logistics:

• Meals must be delivered to classrooms by 12:20 PM, ready for consumption.

• A hired employee will receive and distribute the meals within the school.

• Compliance:

• Adherence to the Department of Social Protection’s nutritional guidelines, including a minimum of 10% organic ingredients in specified food categories (cereals, beef, lamb, pork, poultry, fish, vegetables, and dairy).

• Reporting:

• Monthly status reports on service delivery and compliance with nutritional standards.

The contractor must also accommodate any exceptional circumstances that may arise, such as school closures or changes in the number of meals required.

3. Background & buyer context

This tender is being issued as part of the ongoing School Meals Scheme funded by the Department of Social Protection. The scheme aims to provide nutritious meals to students, thereby supporting their health and educational outcomes. The contract is essential for ensuring that Our Lady Queen of Peace School can continue to provide these meals effectively. The school has a history of engaging with service providers for meal delivery, and this tender seeks to establish a reliable partnership for the upcoming school year.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €189,280 for the last three financial years.

• Insurance: Bidders must hold the following insurance coverages:

• 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: Bidders must be able to deliver to Our Lady Queen of Peace School located in Janesboro, Limerick.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on both price and quality. There are no minimum scoring thresholds specified for individual criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, with a maximum of 2 pages each.
• Pricing schedule: Complete the pricing schedule template provided.
• Case studies: Submit 2 case studies demonstrating relevant experience, with values ranging from €50,000 to €200,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Bidders must attend a site visit on June 16, 2026, by appointment only.
• Submission portal: Tenders must be submitted via the eTenders portal, following specific format rules.

7. Key dates & process

8. Contract terms that matter

The contract will be for an initial term of one year, with the possibility of extending for up to two additional years under the same terms. Payment will be made on a 30 days in arrears basis, calculated at €3.20 (VAT exempt) per student per day for each hot meal provided. Key performance indicators (KPIs) will include meal delivery times and compliance with nutritional standards. The contract may be terminated with 14 days’ notice if either party fails to remedy breaches within 30 days of notification.

9. Risks, red flags & unusuals

Several risks and considerations are associated with this tender:

• The contract is contingent on annual funding from the Department of Social Protection, which may not be guaranteed in future years.
• The requirement for a mandatory site visit may limit participation from bidders unfamiliar with the area.
• The specified meal preparation and delivery methods may restrict flexibility in service delivery, potentially disadvantaging bidders with alternative solutions.
• The tight timeline for the contract start date may pose challenges for bidders needing to mobilize quickly.

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. Bidders should have the necessary insurance coverage and meet the turnover requirement. Consortiums or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities to meet the tender requirements. Preparation for the bid may require approximately 5-10 days, depending on the complexity of the submission. The presence of a minimum turnover requirement suggests that established firms with a track record in similar contracts may have a competitive advantage.

11. Where to dig deeper

• Source RFT filename: CFT Hot Meals Our Lady Queen of Peace School 17737W.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement