Our formal tender for B99 Malthouse Block
The formal tender submission to Grimshaw & Bolt Ltd: the cover letter, the technical and commercial position, the scope of works with a responsibility matrix, and the schedule of assumptions, clarifications and exclusions. This document governs the commercial interpretation of the bid and reconciles to the priced Bill of Quantities.
- Prepared for
- Grimshaw & Bolt Ltd
- Attention
- Grimshaw & Bolt bid office
- Reference
- ITT KW-2026-4471
- Sub-contract
- JCT Intermediate 2016 with CDP
- Prepared by
- BuiltAI Intelligence Ltd
- Revision
- Rev 1
Illustrative example: fictional project and parties.
Cover letter and executive summary
We are pleased to submit our tender for the replacement of the heat source and associated mechanical, electrical, public-health and controls infrastructure at the B99 Malthouse Block boiler house, Kettlewick College. This submission is made to Grimshaw & Bolt Ltd as Principal Contractor, acting on behalf of Kettlewick Estates as Employer, under a JCT Intermediate 2016 sub-contract with Contractor's Design Portion.
A fixed tender sum of £481,954.33, excluding VAT, held for 90 working days and for 12 months from order placement. The BMS and controls package (Section F6) is carried as a Prime Cost Sum for a specialist appointed on instruction. Preliminaries are priced on a sub-contractor basis, on the footing that site establishment, welfare and the construction phase plan sit with the Principal Contractor.
Six value-engineering options are offered separately, for a maximum aggregate saving of £56,736.86, taking the net sum to £425,217.47 if all are accepted.
Scope of works and responsibilities
BuiltAI delivers the complete MEP, public-health and controls-interface installation. Scope-boundary risk sits with the Principal Contractor under the sub-contract. The matrix below sets responsibility across the key interfaces; R is responsible, A accountable, C consulted, I informed.
| Activity | BuiltAI | Grimshaw & Bolt | Others |
|---|---|---|---|
| Mechanical, PH and electrical install | R, A | I | nil |
| Contractor's Design Portion, CDP element | R, A | C | SDS designer, C |
| Licensed asbestos removal | C | A | LARC, R |
| Temporary heating continuity | C, interface only | R, A | nil |
| BMS and controls, Prime Cost Sum | C, interface only | A | BMS specialist, R |
| Site establishment and CPP | I | R, A | nil |
| Witness commissioning | R | C | Employer and CA, A |
BuiltAI provides the hydraulic, electrical and BMS interface points to the temporary-boiler and BMS-specialist scopes; execution of those scopes sits with the parties shown.
Commercial position and value engineering
The tender is a fixed lump sum at the baseline specification. Daywork, where instructed, is priced per the JCT Intermediate 2016 daywork schedule. The six value-engineering options are alternatives to the baseline, each electable individually or in combination, and are held in the priced BoQ workbook.
| Position | Value |
|---|---|
| Fixed tender sum, baseline, excl. VAT | £481,954.33 |
| Provisional sums within the sum, Section I | £17,500.00 |
| BMS Prime Cost Sum within Section F | £18,000.00 |
| Maximum VE saving, six options | −£56,736.86 |
| Net sum if all VE accepted | £425,217.47 |
Retention is 3%, moiety at Practical Completion and balance at the end of the defects liability period. Payment is by monthly interim valuation at 21 days. Insurances are CAR, EL £10m, PL £10m and PI £5m on the CDP element.
Assumptions, clarifications and exclusions
This schedule takes precedence over the scope narrative for commercial interpretation. The three clarifications are the queries that could not be closed at tender stage, priced to a stated assumption and reserved here.
| Type | Item and position |
|---|---|
| Assumption | Baseline specification priced; six VE options offered separately |
| Assumption | Preliminaries on a sub-contractor basis; PC provides site establishment, welfare and CPP |
| Assumption | BMS and controls carried as a Prime Cost Sum, drawn down on PC instruction |
| Clarification | Bond and PCG: no bond below £500k assumed; PCG at 10% to PC plus 12 months |
| Clarification | Liquidated damages: rate to be agreed pre-contract; priced to a working assumption |
| Clarification | OEM price escalation beyond validity recoverable via Provisional Sum I7.1 |
| Exclusion | Licensed asbestos removal and four-stage clearance, by a separate contractor |
| Exclusion | Temporary heating and DHW continuity, provided by the Principal Contractor |
| Exclusion | Internal redecoration, planning and heritage consents, upstream LV alterations |