Industry: Public Sector (Correctional Facilities)

Background: The HM Prison Service in the UK was facing significant challenges with the procurement and disposal of prison mattresses. Annually, they purchased approximately 60,000 flame-retardant polyurethane foam mattresses and pillows, disposing of around 40,000 units primarily in landfills, with some classified as clinical waste. This practice was both costly and environmentally unsustainable, with combined supply and disposal costs exceeding £3 million per year.

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Procurement Strategy: To address these issues, HMPS implemented a Forward Commitment Procurement (FCP) strategy, which focuses on clearly defining unmet needs and engaging the market to innovate solutions. The steps included:

• Identifying Requirements: HMPS specified the need for a cost-effective and environmentally sustainable mattress system that would eliminate waste.
• Market Engagement: They issued a ‘call for innovation and information’ through a Prior Information Notice in the Official Journal of the European Union. This approach invited suppliers to propose innovative solutions, highlighting the scale of the opportunity and the potential for a forward commitment contract to support the uptake of new solutions.
• Supplier Responses: The call received over 36 high-quality responses, leading to the identification of various potential solutions. A directory of respondents was published to facilitate supply chain development.
• Concept Viability Workshop: A workshop with a cross-section of the supply chain was held to discuss available options and inform the procurement strategy.

Outcome: HMPS proceeded with a procurement exercise for a ‘cradle to cradle’ managed service to supply zero-waste mattresses and pillows. The final evaluation stage indicated that all shortlisted bids could meet the requirements. Additionally, HMPS estimated potential savings between £3-£5 million over the contract’s lifespan.