Timber procurement for construction projects requires systematic attention to specification, pricing, programme, and compliance. Whether tendering for a single dwelling or a multi-unit development, the quality of the timber tender submission directly affects project success — from material cost accuracy through to programme reliability and regulatory compliance.
This guide provides contractors, quantity surveyors, and procurement managers with a comprehensive framework for preparing timber tender submissions and managing timber procurement through to delivery and installation.
The Timber Tender Process
Overview
| Stage | Activity | Key Output |
|---|---|---|
| 1. Receive tender | Review documents, identify timber scope | Scope summary |
| 2. Specification review | Interpret specifications, identify ambiguities | Query list |
| 3. Quantity take-off | Measure all timber from drawings | Bill of quantities |
| 4. Supplier enquiry | Obtain prices from timber suppliers | Supplier quotations |
| 5. Pricing | Build up rates including waste, delivery, storage | Priced schedule |
| 6. Programme | Determine lead times, delivery sequence | Procurement programme |
| 7. Compliance | Assemble certification, method statements | Compliance package |
| 8. Submit | Complete tender return with all documentation | Tender submission |
Step 1: Specification Interpretation
Reading the Specification
Timber specifications appear in multiple locations within tender documents:
| Document | Timber Information Found |
|---|---|
| Architectural drawings | Dimensions, positions, general notes |
| Structural drawings | Sizes, grades, connection details |
| Structural engineer's specification | Strength classes, treatment, tolerances |
| NBS specification | Detailed material and workmanship clauses |
| Employer's requirements | Sustainability, certification, quality standards |
| Preliminaries | Storage, protection, waste management |
Critical rule: Where documents conflict, establish the hierarchy of precedence (usually stated in the contract conditions). If unclear, raise a tender query.
Key Specification Parameters
For every timber item, establish:
| Parameter | What to Determine | Where to Find |
|---|---|---|
| Species | Specific species or species group | Specification clause |
| Strength class | C16, C24, C30, D30, GL24h, etc. | Structural drawings/spec |
| Dimensions | Finished size (not nominal) | Structural drawings |
| Length | Required lengths (affects stock selection) | Drawings + schedule |
| Moisture content | Target MC at delivery | Specification clause |
| Surface finish | Sawn, regularised, PAR | Specification clause |
| Treatment | Preservative type, use class, retention | Specification clause |
| Certification | FSC, PEFC, or equivalent | Employer's requirements |
| CE marking | Required for structural timber | EN 14081 reference |
| Fire performance | Reaction to fire class, if specified | Fire strategy/spec |
Common Specification Ambiguities
| Ambiguity | Risk | Resolution |
|---|---|---|
| "Structural grade" without class | Could be C16 or C24 — 15% cost difference | Query: request specific strength class |
| Nominal vs finished dimensions | 50 × 100 nominal ≠ 47 × 97 finished | Clarify which is specified |
| "Treated" without use class | UC2, UC3, UC4 have different costs | Query: request use class |
| "Certified timber" without scheme | FSC, PEFC, or either? | Query: confirm acceptable schemes |
| No moisture content specified | Risk of delivery disputes | Assume 12% ±2% for structural, note in tender |
Step 2: Quantity Take-Off
Measurement Methodology
Accurate quantity take-off is the foundation of competitive and profitable timber pricing:
Structural timber (studs, joists, rafters):
- Measure each piece individually from structural drawings
- Note exact length required (not rounded to stock length)
- Group by section size and grade
- Add waste allowance (5–10% for site-cut, 2–5% for pre-cut)
Sheet materials (OSB, plywood):
- Calculate area from drawings
- Add 10–15% for cutting waste (more for complex shapes)
- Note thickness and grade requirements
Engineered products (glulam, I-joists, LVL):
- Measure each piece individually
- Note exact length, section size, and grade
- These are typically made to order — no waste allowance needed on length
Take-Off Checklist
| Element | Items to Measure | Common Omissions |
|---|---|---|
| Walls | Studs, plates, noggings, lintels, cripple studs | Packing pieces, temporary bracing |
| Floors | Joists, trimmers, headers, strutting, blocking | Herringbone strutting, joist hangers |
| Roof | Rafters, ridge, purlins, ceiling joists, bracing | Sprockets, fascia boards, soffit bearers |
| Stairs | Strings, treads, risers, newels, balusters | Carriage pieces, wedges, blocks |
| External | Cladding, battens, counter-battens | Corner trims, window boards, drip battens |
| Sundries | Packers, shims, temporary works | Fire stopping, acoustic strips |
Step 3: Supplier Enquiry
Preparing the Enquiry
Send a clear, complete enquiry to 2–3 timber suppliers:
Include:
- Complete schedule of quantities (section, length, grade, treatment)
- Delivery address and access constraints
- Required delivery date(s)
- Certification requirements (FSC/PEFC)
- Payment terms expected
- Validity period required for quotation
Request from supplier:
- Unit rates and total price
- Delivery cost (included or separate)
- Lead time from order to delivery
- Stock availability confirmation
- Chain-of-custody certificate number
- Price validity period
- Minimum order quantities (if applicable)
Evaluating Supplier Quotations
| Criterion | Weight | Assessment |
|---|---|---|
| Price | 40% | Total cost including delivery |
| Availability | 20% | Stock confirmation, lead time reliability |
| Quality | 15% | Grade consistency, moisture content compliance |
| Certification | 10% | Valid CoC, correct scope |
| Service | 10% | Phased delivery capability, technical support |
| Terms | 5% | Payment terms, returns policy |
Step 4: Pricing Build-Up
Rate Composition
Each timber item rate should include:
| Component | Typical % of Rate | Notes |
|---|---|---|
| Material cost (ex-works) | 60–75% | From supplier quotation |
| Delivery to site | 5–10% | Per load cost ÷ items per load |
| Offloading | 2–5% | Crane hire or manual handling |
| Storage on site | 2–5% | Bearers, covers, security |
| Waste allowance | 5–10% | Material cost × waste % |
| Treatment (if applicable) | 5–15% | Preservative treatment cost |
| Certification premium | 2–5% | FSC/PEFC premium over uncertified |
| Price risk contingency | 0–5% | For long-programme projects |
Example Rate Build-Up
47 × 200 mm C24 structural softwood, regularised, kiln-dried, FSC certified:
| Component | Calculation | Rate (per linear metre) |
|---|---|---|
| Material (C24, 47 × 200, KD, FSC) | Supplier quote | €4.80 |
| Delivery (40 m³ load, 800 lm capacity) | €450 ÷ 800 | €0.56 |
| Offloading (forklift, 2 hours) | €120 ÷ 800 | €0.15 |
| Storage (bearers, tarpaulin, pro-rata) | Allowance | €0.10 |
| Waste (7%) | €4.80 × 0.07 | €0.34 |
| Total supply rate | €5.95/lm |
Step 5: Programme & Lead Times
Procurement Programme
| Activity | Duration | Dependencies |
|---|---|---|
| Design finalisation | 2–4 weeks | Architect/engineer sign-off |
| Specification confirmation | 1 week | RFIs resolved |
| Supplier order | 1 day | Budget approval |
| Manufacture/sourcing | 1–10 weeks | Product type dependent |
| Delivery to site | 1–3 days | Access, crane availability |
| Installation | Varies | Trade availability, weather |
Lead Time Reference Table
| Product | Standard Lead Time | Rush (Premium) | Notes |
|---|---|---|---|
| C24 structural softwood | 3–7 days | 1–2 days | Stock items |
| C24 non-standard lengths (>4.8 m) | 2–3 weeks | 1 week | Made to order |
| Treated softwood (UC4) | 1–2 weeks | 3–5 days | Treatment cycle time |
| BSH glulam beams (standard) | 2–4 weeks | 1–2 weeks | Stock or short production |
| BSH glulam (bespoke/curved) | 6–12 weeks | 4–6 weeks | Design + manufacture |
| European oak (structural) | 3–6 weeks | 2–3 weeks | Specialist sourcing |
| Engineered I-joists | 1–2 weeks | 3–5 days | Usually stocked |
| Timber frame panels | 4–10 weeks | 3–6 weeks | Design + manufacture |
| Larch cladding | 2–4 weeks | 1–2 weeks | Seasonal availability |
Phased Delivery Planning
For multi-phase projects, plan deliveries to match construction sequence:
| Phase | Timber Required | Delivery Timing |
|---|---|---|
| Substructure | Treated sole plates, DPC bearers | Week before frame start |
| Ground floor frame | Wall panels or studs, floor joists | Frame start date |
| First floor | Floor joists/cassettes, upper wall panels | 1 week after ground floor |
| Roof | Trusses or rafters, purlins, bracing | 1 week after upper walls |
| External envelope | Cladding, battens, fascias | After weathertight |
| Internal fit-out | Stairs, door linings, skirting | After first fix services |
Step 6: Compliance Package
Certification Requirements
| Requirement | Evidence Required | Source |
|---|---|---|
| FSC/PEFC chain of custody | Valid CoC certificate + delivery notes referencing CoC number | Supplier |
| CE marking (structural) | Declaration of Performance (DoP) for each product | Manufacturer |
| Preservative treatment | Treatment certificate showing retention and penetration | Treatment plant |
| Fire performance | Test certificate or classification report | Manufacturer |
| EUDR compliance | Due diligence statement, geolocation data | Supplier/importer |
| Structural design | Engineer's calculations and drawings | Structural engineer |
Method Statement Contents
A timber procurement and installation method statement should cover:
- Procurement: Supplier selection, ordering process, quality verification
- Delivery: Vehicle access, offloading method, delivery schedule
- Storage: Location, protection, duration, inspection regime
- Handling: Manual handling limits, mechanical handling equipment
- Installation: Sequence, temporary works, fixing methods, tolerances
- Quality control: Inspection points, testing, non-conformance procedure
- Waste management: Segregation, recycling, disposal routes
- Health and safety: COSHH (treated timber), dust control, working at height
Step 7: Risk Management
Key Risks in Timber Procurement
| Risk | Likelihood | Impact | Mitigation |
|---|---|---|---|
| Price increase after tender | Medium | High | Fixed-price quotes, escalation clause |
| Delivery delay | Medium | High | Order early, alternative suppliers identified |
| Quality non-conformance | Low-Medium | Medium | Inspection on delivery, reject procedure |
| Specification change | Medium | Medium | Change control process, re-pricing mechanism |
| Certification unavailable | Low | High | Verify availability before tendering |
| Moisture content too high | Medium | Medium | Specify KD, test on delivery, allow drying time |
| Damage in transit/storage | Low-Medium | Low-Medium | Insurance, proper storage, inspection |
Tender Qualifications
Where risks cannot be fully priced, include qualifications in the tender:
- "Timber prices based on supplier quotation valid until [date]. Prices subject to review if order placed after this date."
- "Programme assumes [X] weeks lead time for [product]. Earlier delivery available at additional cost if required."
- "Rates assume delivery access for 16.5 m articulated vehicle. Additional cost applies if smaller vehicles required."
- "FSC-certified stock assumed available. If supply constraints require PEFC substitution, this will be notified for approval."
Post-Award Procurement
Order Placement
Once the contract is awarded:
- Confirm specification: Final check against contract documents
- Place order: Written purchase order with full specification
- Confirm programme: Delivery dates agreed with supplier
- Arrange logistics: Crane hire, storage preparation, access confirmation
- Notify site team: Delivery date, offloading requirements, storage location
- Quality plan: Inspection checklist prepared for delivery
Delivery Management
| Action | Timing | Responsibility |
|---|---|---|
| Confirm delivery date | 1 week before | Procurement manager |
| Prepare storage area | 2 days before | Site manager |
| Arrange offloading | Day before | Site manager |
| Receive delivery | On arrival | Site supervisor |
| Inspect and check | Within 2 hours | Quality inspector |
| Report non-conformance | Within 24 hours | Procurement manager |
| Sign delivery note | After inspection | Site supervisor |
Contractual Frameworks for Timber Supply
Standard Form Contracts
Timber supply within construction projects typically falls under one of these contractual arrangements:
| Contract Form | Application | Key Timber Clauses |
|---|---|---|
| JCT Design & Build | Main contractor procures all materials | Contractor bears specification risk |
| JCT Standard Building | Architect specifies, contractor procures | Specification in bills of quantities |
| NEC4 ECC | Collaborative, target cost or lump sum | Works Information defines requirements |
| Supply-only contract | Direct timber purchase | Bespoke terms, often supplier's standard |
| Framework agreement | Repeat supply over 1–3 years | Schedule of rates, call-off mechanism |
Key Contractual Provisions
Price adjustment mechanisms:
For projects with programmes exceeding 12 months, consider including price adjustment provisions. The BCIS Tender Price Index and specific timber price indices (published by the Timber Trade Federation and RICS) provide objective benchmarks for price movements. Under NEC4, Option X1 (Price Adjustment for Inflation) provides a structured mechanism. Under JCT, the Fluctuations Options (A, B, or C) address material price changes.
Specification change management:
Design development during construction frequently affects timber specifications. The contract should define:
- Who bears the cost of specification changes (client or contractor)
- Lead time implications of changes (re-ordering, cancellation charges)
- Approval process for substitutions (equivalent products, alternative species)
- Documentation requirements for changes (variation orders, RFIs)
Defects and rejection:
Clear criteria for rejection of non-conforming timber prevent disputes:
- Dimensional tolerance: ±1 mm for regularised, ±2 mm for sawn
- Moisture content: reject if >20% for structural (unless specified otherwise)
- Grade: reject if grade stamp missing, illegible, or incorrect
- Damage: reject if structural integrity compromised
- Certification: reject if CoC documentation not provided with delivery
Dispute Resolution
Common disputes in timber procurement and their resolution:
| Dispute Type | Typical Cause | Resolution Approach |
|---|---|---|
| Quality rejection | Disagreement on grade compliance | Independent grading inspection |
| Late delivery | Programme impact, loss and expense | Documented programme, contractual remedy |
| Price increase | Market movement, specification change | Contract terms, negotiation |
| Quantity discrepancy | Measurement method difference | Agreed measurement protocol |
| Certification shortfall | Certified stock unavailable | Substitution approval process |
Sector-Specific Requirements
Public Sector Tenders
Government and public body tenders impose additional requirements:
- Government Buying Standards: All timber must be independently verified as legal and sustainable
- Social value: Weighting for local employment, apprenticeships, SME supply chain
- Carbon reporting: Embodied carbon data required for whole-life carbon assessment
- Modern slavery: Supply chain due diligence statement required
- Prompt payment: 30-day payment terms to subcontractors and suppliers mandated
Housing Association Projects
Registered providers typically require:
- NHBC or equivalent warranty compliance for all structural timber
- Specific moisture content limits (often stricter than Building Regulations)
- Detailed maintenance information for handover packs
- Standardised specifications across multiple sites (consistency)
- Long-term supply agreements for phased developments
Commercial and Industrial
Larger commercial projects may require:
- BIM Level 2 compliance (timber elements modelled with specification data)
- BREEAM credit evidence (responsible sourcing, waste management)
- Whole-life carbon assessment (EPD data for all timber products)
- Performance bonds or parent company guarantees for large supply packages
- Factory inspection rights for manufactured timber components
Lessons from Failed Tenders
Why Timber Tenders Fail
| Failure Mode | Frequency | Root Cause | Prevention |
|---|---|---|---|
| Non-compliant submission | Common | Missing documentation, incomplete response | Checklist against tender requirements |
| Uncompetitive pricing | Common | Inaccurate take-off, excessive contingency | Detailed measurement, current supplier quotes |
| Programme unrealistic | Occasional | Lead times underestimated | Verify with suppliers at tender stage |
| Specification misinterpretation | Occasional | Ambiguous documents, no queries raised | Raise tender queries early |
| Qualification too restrictive | Rare | Excessive caveats undermine confidence | Qualify only genuine risks |
Post-Tender Negotiation
After tender submission, be prepared for:
- Value engineering: Client may request cost reduction options (alternative species, reduced specification, different sizes)
- Programme acceleration: Compressed delivery schedule (premium for rush orders)
- Scope clarification: Detailed discussion of inclusions/exclusions
- Reference verification: Client checking your track record with previous projects
- Financial checks: Credit assessment of your business for large supply packages
Timber-Specific Tender Considerations
Engineered Timber Products
Engineered timber products (glulam, CLT, LVL, I-joists) require additional tender considerations:
| Product | Additional Requirements | Lead Time Impact |
|---|---|---|
| Glulam (standard) | Strength class, appearance class, species | +2–4 weeks |
| Glulam (bespoke/curved) | Full structural design, shop drawings | +6–12 weeks |
| CLT panels | Panel layout, connection details, fire strategy | +8–14 weeks |
| LVL beams | Manufacturer-specific properties, availability | +1–3 weeks |
| I-joists | Span tables, web stiffener requirements | +1–2 weeks |
For engineered products, the tender should include:
- Manufacturer's technical data sheets
- Structural calculations (or confirmation that manufacturer will provide)
- Connection details (often manufacturer-specific)
- Fire performance data (charring rates, reaction to fire class)
- Environmental data (EPD reference for carbon reporting)
Treatment Specifications
Preservative treatment adds complexity to timber tenders:
| Use Class | Treatment Required | Retention (CCA equivalent) | Application |
|---|---|---|---|
| UC1 | None (interior, dry) | — | Interior joinery, furniture |
| UC2 | Optional (interior, risk of wetting) | — | Roof timbers, bathroom framing |
| UC3.1 | Surface treatment | 40 g/m² | Exterior cladding (coated) |
| UC3.2 | Envelope treatment | 60 g/m² | Exterior cladding (uncoated) |
| UC4 | Full penetration | 9.6 kg/m³ | Ground contact, structural |
| UC5 | Marine grade | 40 kg/m³ | Permanent water contact |
Specification requirements for treated timber:
- Treatment standard reference (EN 351-1)
- Preservative type (copper-based: MCQ, ACQ, CuAz)
- Penetration requirement (sapwood full penetration for UC4)
- Retention requirement (minimum kg/m³ or g/m²)
- Post-treatment conditioning (re-drying to specified MC)
- Certificate of treatment (from treatment plant)
Moisture Content at Delivery
Moisture content specification is critical and frequently disputed:
| Application | Target MC | Tolerance | Measurement Method |
|---|---|---|---|
| Structural (general) | ≤20% | — | Pin-type meter, 10% sample |
| Structural (enclosed) | 12–18% | ±2% | Pin-type meter, 10% sample |
| Joinery (interior) | 8–12% | ±2% | Pin-type meter, 20% sample |
| Cladding (exterior) | 16–20% | ±3% | Pin-type meter, 10% sample |
| Glulam | 11–15% | ±2% | Manufacturer's certificate |
Dispute prevention: Specify the measurement method, sample size, and acceptance criteria in the tender. Agree who bears the cost of re-drying if timber arrives above specification.
Related Resources
- Timber Pricing Factors 2026 — understanding market pricing
- C24 Timber Grading — strength class specification
- Timber Moisture Content — delivery MC requirements
- FSC vs PEFC Certification — sustainability compliance
- Timber Traceability for Tenders — due diligence requirements
- C24 Structural Construction Timber — standard structural product
- BSH Glued Laminated Beams — engineered beam products