A practical demonstration of AI-assisted tender processing using Hartwell M&E Group's own tender data. Track A — Tender Intelligence Prototype.
This is not a full software build or system integration. It is a controlled demonstration showing how one workflow could operate using Hartwell's own tender data.
| Input | One real tender pack from Hartwell's recent bid pipeline |
| Tender | Mechanical Services — Braeburn Court, Phase 2 Refurbishment |
| Client | Redacted (NHS Trust — healthcare estate) |
| Value | £780,000 (estimated) |
| Pack size | 142 pages across 6 documents (spec, schedule, drawings list, PQQ, T&Cs, pricing schedule) |
| Processing time | 47 minutes (AI-assisted) vs 11.5 hours (manual estimate) |
How the same tender pack was processed under Hartwell's current workflow versus the AI-assisted prototype workflow.
The following outputs were produced from the Braeburn Court tender pack. All content is redacted but structurally representative of the prototype produced during the audit.
| Ref | Assumption | Source | Status |
|---|---|---|---|
| A-01 | Works will be carried out during normal working hours (07:00–17:00 Mon–Fri). No allowance for out-of-hours, weekend or bank holiday working. | Spec 1.4.2 | Accepted |
| A-02 | The existing building structure is suitable for supporting new pipework and equipment loadings without additional structural support or enabling works. | Standard | Accepted |
| A-03 | Asbestos survey results will be provided by the client prior to commencement. Removal or encapsulation of any identified ACMs is excluded from this tender. | Spec 2.1.8 | Flagged — QS to confirm exclusion wording aligns with T&Cs clause 14.3 |
| A-04 | Ward decant programme and patient relocation will be managed by the Trust. Contractor access will be to cleared wards only. No allowance for working around occupied areas. | Spec 1.6.1 | Flagged — programme risk. Decant schedule not included in tender pack |
| A-05 | Existing electrical supply capacity is sufficient for new mechanical plant. No allowance for incoming supply upgrades or transformer works. | Standard | Accepted |
| A-06 | All builders work openings, fire stopping, making good and decoration to disturbed areas will be carried out by others under a separate contract unless specifically identified in the scope. | Spec 1.5.3 | Accepted |
| A-07 | Pricing is based on Drawing M-201 Rev C and Specification Issue 02 dated March 2026. Any subsequent revisions may require re-pricing. | Drawing ref | Accepted |
| A-08 | BMS integration is limited to hardwired point-to-point connections to the existing BMS head end. No allowance for BACnet/IP networking, new outstations or BMS graphics reprogramming. | Spec 7.2 | Flagged — spec ambiguous on integration scope. Refer CL-07 |
| Ref | Clarification query | Source reference | Priority |
|---|---|---|---|
| CL-01 | The specification references “low surface temperature radiators to NHS Estates HTM 05-02” but HTM 05-02 was superseded by the 2023 revision. Please confirm which edition applies and whether maximum surface temperature limit is 43°C or 41°C. | Spec 5.3.4 | Pricing impact |
| CL-02 | Drawing M-201 Rev C shows 42 radiator locations but the schedule of rates lists 38 positions. Please confirm the correct quantity. | Dwg M-201 / SoR | Pricing impact |
| CL-03 | Section 2.1.8 states “contractor to allow for asbestos management” but no R&D survey results are included in the tender pack. Please confirm whether survey results will be issued pre-tender or whether a provisional sum should be included. | Spec 2.1.8 | Pricing impact |
| CL-04 | No decant or ward availability programme is included. Please confirm the planned ward release sequence and estimated access dates per phase. | Spec 1.6.1 | Programme |
| CL-05 | The T&Cs reference liquidated damages at clause 9.4 but the damages rate and sectional completion milestones are not defined in the tender documents. Please confirm. | T&Cs 9.4 | Commercial |
| Ref | Category | Risk description | L | I | Score | Mitigation |
|---|---|---|---|---|---|---|
| R-01 | Commercial | Asbestos exposure — no survey data provided. Risk of programme delay, additional cost and CDM notification if ACMs encountered during strip-out. | 4 | 5 | 20 | Clarification CL-03. Provisional sum. Contractual exclusion in A-03. |
| R-02 | Commercial | Drawings vs schedule quantity discrepancy (42 vs 38 radiators). Risk of under-pricing or post-award dispute on final account. | 5 | 3 | 15 | Clarification CL-02. Price to drawing (42 nr). Note assumption. |
| R-03 | Programme | No ward decant schedule provided. Risk of access delays, phasing constraints and abortive attendance if wards not released on time. | 4 | 4 | 16 | Clarification CL-04. Programme assumption A-04. Provisional prelims. |
| R-04 | Technical | BMS integration scope ambiguous. Risk of under-pricing if new outstations, graphics or IP networking are required beyond hardwired connections. | 3 | 4 | 12 | Clarification CL-07. Assumption A-08 limits scope to hardwired connections. |
The prototype demonstrates five specific capabilities that directly address the tender admin burden and bid quality issues identified in Deliverables 01 and 02.
The prototype processed 142 pages in 47 minutes (including human review) versus the 11.5-hour manual estimate. Scaled across 67 annual tenders, this represents a potential saving of 730+ hours per year in the estimating team.
The AI-assisted process identified 33% more scope items, 75% more assumptions and 125% more clarifications than the manual process. It also produced a bid risk register — an output that Hartwell does not currently generate at tender stage.
Every output was reviewed and validated by the Estimating Lead before acceptance. The workflow produces structured first drafts — the QS makes the final judgement on every item. No output is sent to a client without human review and approval.
If the 38 hours of admin per tender is reduced by 30–40%, the estimating team could handle 15–20 additional tenders per year without additional headcount. The 11 tenders declined for capacity reasons in the last 12 months represent £836k in potential revenue.
This is a single tender. The compounding benefit comes from scale.
67 tenders per year × time saving per tender = capacity equivalent of 1.5–2.0 additional estimating staff. Combined with improved scope coverage and risk identification, the workflow creates both commercial efficiency and bid quality improvement simultaneously.
How the prototype maintained governance, data handling and quality controls throughout the demonstration.
| Control | How it was applied in the prototype | Status |
|---|---|---|
| Data handling | Tender pack documents were processed within Built AI's controlled environment. No client data was stored permanently, shared with third parties or used for model training. Documents were deleted after prototype completion. | Applied |
| Human review gate | All five outputs were reviewed and validated by the Estimating Lead before acceptance. Three assumptions were modified and one clarification was reworded during review. | Applied |
| Output labelling | Every output carried a “Draft — Subject to QS review” watermark and version identifier. Final versions were labelled as “QS Reviewed” with reviewer initials and timestamp. | Applied |
| Source traceability | Each scope item, assumption and clarification includes a reference to the source document, section or drawing from which it was extracted. Allows the QS to verify any item against the original tender pack. | Applied |
| No client submission | Prototype outputs were produced for internal demonstration only. No AI-generated content was submitted to the client or included in a live tender response. | Applied |
| Audit trail | Processing log records the input documents, AI workflow steps, review actions, modifications and final approval. Available as a separate evidence file. | Applied |
How the prototype was produced and how it connects to the other audit deliverables.
| Element | Detail |
|---|---|
| Input documents | 6 documents, 142 pages: M&E specification (78 pages), pricing schedule (18 pages), drawings list with 12 referenced drawings (8 pages), PQQ (14 pages), T&Cs (16 pages), tender instruction letter (8 pages) |
| Processing | Documents parsed, classified and structured using Built AI's tender intelligence workflow. Scope items, assumptions, exclusions, clarifications and risks extracted and cross-referenced automatically. |
| Review | Estimating Lead reviewed all outputs during a 45-minute working session on 16 May 2026. Three assumptions modified, one clarification reworded, one risk score adjusted. All other items accepted without change. |
| Workflow pack | Bidroom in a Box™ — tender intelligence workflow. This is the workflow recommended for Phase 1 implementation alongside Commercial Control Kit™. |