Scope
Reference
HF27211
Description
The Authority require the supply of timber to be used for live fire training exercises for firefighters. The timber is burned to simulate the conditions experienced during various fire situations.
The current arrangement is a single supplier contract under which the Authority purchase Oriented Strand Board Type 3 ("OSB3") cut to exact sizes designed to fit their training equipment.
The demand for training is variable and therefore no guarantee of the volume of boards required can be given, however an existing indicative amount is provided. Please see Section 1.5 of Annex 1 - Specification.
Total value (estimated)
- £460,000 excluding VAT
- £552,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 26 January 2026 to 25 January 2028
- Possible extension to 25 January 2030
- 4 years
Description of possible extension:
There is 1 contract extension with a maximum duration of 2 years and 0 month, and a value ex VAT of £ 230,000
Main procurement category
Goods
CPV classifications
- 03419000 - Timber
- 03419100 - Timber products
Contract locations
- UKJ3 - Hampshire and Isle of Wight
Participation
Technical ability conditions of participation
There are 2 additional Pass/Fail questions included in the Participation Stage Questionnaire (PSQ).
Question 30: Environmental Standards - Legislative Compliance
Question 31: Environmental Standards - Sustainably Sourced
Question 32: Health and Safety Standards
Only if a pass is received for these questions will Suppliers quality responses be evaluated. If a fail is scored, your tender will be rejected and evaluated no further.
Submission
Enquiry deadline
5 December 2025, 5:00pm
Tender submission deadline
16 December 2025, 2:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
16 January 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price criterion 1 (Lot 0) | Please see Annex 2 - Pricing Schedule for details. |
Price | 70.00% |
| Quality criterion 1 (Lot 0) | Service Delivery - 800 Words |
Quality | 10.00% |
| Quality criterion 2 (Lot 0) | Stock Management - 800 words |
Quality | 10.00% |
| Quality criterion 3 (Lot 0) | Competency and Quality - 800 Words |
Quality | 10.00% |
Other information
Payment terms
The Service Shop method is the most appropriate P2P method since the frequency and quantities of OSB3 orders cannot be indicated with certainty at this stage.
Prices are paid via price per board. The Authority will raise a purchase order for the amount required and pay upon invoice receipt.
Description of risks to contract performance
Lack of budgetary provision
OSB3 prices increasing.
Mitigation: Current financial advice was that the overarching training budget has sufficient flexibility to accommodate inflated timber prices however should this persist, the Authority will seek advice from finance on managing budget.
Emerging environmental or other legislation
Emerging environmental or other legislation impacting timber supply chain/supplier's ability to source OSB3.
Mitigation: Section 8 of the Specification states the Supplier shall keep up to date with developments in environmental legislation and inform the Authority of any changes that may impact their ability to perform this contract.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Hampshire and Isle of Wight Fire and Rescue Service
- Public Procurement Organisation Number: PBHX-6923-HGVY
Headquarters, Leigh Road,
Eastleigh
SO50 9SJ
United Kingdom
Email: procurement@hantsfire.gov.uk
Website: https://www.hantsfire.gov.uk
Region: UKJ35 - South Hampshire
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
Hampshire County Council
Summary of their role in this procurement: Hampshire County Council would be running this procurement on behalf of HIWFRS.
- Public Procurement Organisation Number: PBHM-7586-PWLP
The Castle, Upper High Street
Winchester
SO23 8UJ
United Kingdom
Email: Strategic.Procurement@hants.gov.uk
Website: https://www.hants.gov.uk/
Region: UKJ36 - Central Hampshire