Bidroom · Front Desk™ - Stage 01 · Worked example B99 Malthouse Block · Grimshaw & Bolt · ITT KW-2026-4471 · £481,954.33
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ILLUSTRATIVE
BIDROOM IN A BOX™ STAGE 01 · INTAKE

Front Desk™

Tender Intake Form
Where every tender checks in. Triage, bid/no-bid, deadlines and ownership — captured in one place before a single hour is spent on the bid.
Project
B99 Malthouse Block Boiler House Replacement
Tender from
Grimshaw & Bolt Ltd (PC) · on behalf of Kettlewick Estates
Intake date
1 April 2026
Intake by
Built AI Bid Office
Reference
FD-2026-117 · KW-2026-4471
built-ai.io · hello@built-ai.io © 2026 Built AI Ltd BUILT AI
BIDROOM WORKFLOW
1Front Desk
→ 2Roll Call → 3Question Time → 4Cost Stack → 5Last Look CLIENT DELIVERABLES CSSummary TLPTender Letter PDPDelivery Plan BoQPriced BoQ PRGProgramme
DEADLINE STATUS

Tender Clock

Captured at intake. The countdown drives every downstream Bidroom stage.

RECEIVED
1 Apr 2026
Wed, 14:32 BST
SUBMISSION DUE
24 Apr 2026
Fri, 17:00 BST
WORKING DAYS
17 WD
excl. weekends + bank hols
INTERNAL TARGET
23 Apr 2026
Last Look QA — 1 day buffer
INTAKE RECORD

Project & Client Capture

Front Desk Intake — Rev 1
FD-2026-117 · Logged 1 Apr 2026 14:32

01Project Basics

Project Title B99 Malthouse Block Boiler House Replacement
Project Reference KW-2026-4471
Site Address Kettlewick College, Somerset, BA22 9KW
Building Reference Building B99 — Malthouse Block (boiler house)
Estimated Contract Value £400k – £500k Range based on tender pack scope; confirmed by Cost Stack
Project Type M&E Refurbishment — Heat-source replacement

02Client & Contract

Tender Issuer Grimshaw & Bolt Ltd Acting as Principal Contractor under CDM 2015
Ultimate Employer Kettlewick Estates Defence-estate operator (Royal Navy training establishment)
Contract Form JCT IC 2016 with CDP Sub-contract between Built AI Ltd & Grimshaw & Bolt Ltd
Built AI Role MEP / PH / Controls Sub-Contractor Designer for the CDP element only
Existing Relationship First tender with G&B No prior commercial history; relationship-development opportunity
Sector Defence / Heritage Estate Strategic sector — first Defence tender for Built AI

03Submission Requirements

Submission Method Email to G&B Bid Office (single PDF + native xlsx for BoQ)
Submission Deadline Fri 24 April 2026 — 17:00 BST
Page / File Limits No page limit specified; max 50 MB total attachment size
Tender Validity 90 Working Days from submission
Formats Required PDF (main pack), XLSX (BoQ), MPP/XLSX (programme)
Mandatory Documents Tender Letter, Priced BoQ, Programme, RAMS sample, insurance certs

Tender Pack Inventory (received)

  • G&B Instruction to Tender (ITT) — 12 pp
  • SDS Ltd RIBA Stage 3/4 design pack (06642P) — 47 drawings + Doc 23
  • SOCOTEC Asbestos R&D Survey (257744-1004563)
  • SBS Quote 18-SQ0023969 Ver 1 (IDEAL cascade)
  • Kettlewick College Safety Rules + JSP 375 / 317 / 850 refs
  • Sample JCT IC 2016 sub-contract (G&B standard form)
  • Site visit slot — to be booked (week of 7 Apr)
  • Asbestos survey appendices A-D — appendices C+D missing, RFI needed

04Scope Category & Disciplines

Primary Discipline Mechanical (heat generation)
Secondary Disciplines Electrical, Public Health, Controls
Estimated Programme 14 weeks on-site Summer-term stand-down: Jul–Oct 2026

05Site Constraints & Risks

Site Status Live, occupied Defence estate Heat continuity to Malthouse Block must be maintained throughout
Heritage Status Grade II* listed Heritage Officer sign-off needed for chimney repointing, skylight
Asbestos ACMs present (SOCOTEC ref) Licensed removal by separately-appointed LARC — Cert. of Reocc. pre-condition
Working Hours Mon–Fri 07:30–17:00 No weekend / out-of-hours by default; permits required
Defence Site Compliance JSP 375 / 317 / 850 DBS-checked operatives; Estate AP regime applies
Access & Logistics Single 5-day window for heavy lift (skylight) Crane positioning, exclusion zones, weather-window risk

06Early Clarifications Flagged at Intake

Flagged for inclusion in the Question Time™ register at Stage 03. Twelve initial RFIs identified during pack review.

  • Asbestos survey scopeSOCOTEC report appendices C and D not in tender pack — needed for full ACM assessment.
  • Temp boiler scope splitITT does not state who provides temporary heating during works — implicit assumption is GB; needs explicit confirmation.
  • Gas supply pressureExisting supply pressure / capacity for 450 kW cascade unverified — Stage 4a survey or pre-bid data?
  • BMS / Controls (Section F6)Carried as PC Sum or fixed price? Specialist appointed by GB or sub-let by Built AI?
  • LV supply capacitySpare way confirmation in existing Malthouse main LV panel — fault level data needed.
  • Kettlewick blackout datesAny term/event blackout dates within Jul–Oct 2026 that block construction?
  • Heritage approvalsAre listed-building consents (chimney, skylight) already in place or contractor-led?
  • Internal redecorationD8/D9/D10 series — included or excluded from MEP scope?
  • CPP & site establishmentGB providing welfare/skip/perimeter? Built AI prelims sub-contractor basis only?
  • F10 & Principal DesignerAlready filed by GB? Who is Principal Designer?
  • Witness commissioningEmployer / CA attendance — typical notice period? 10 WD assumed.
  • IDEAL price-rise windowSBS Quote validity end-May 2026 — order-by-31-May-26 to lock pre-rise pricing. Confirms LOI by mid-May.
DECISION GATE

Bid / No-Bid Scoring

Six criteria scored at intake on a 1-5 scale (5 = strongest). A score >18 / 30 triggers an automatic BID recommendation; 12-18 escalates to Director review; <12 is automatic NO-BID.

Strategic Fit Defence sector entry; aligns with growth plan
5 / 5
Capacity to Deliver Bid team available; PM and Site Sup available Jul–Oct
4 / 5
Win Probability First tender with GB; direct relationship — moderate
3 / 5
Profit Potential Specialist boiler-house cascade; healthy margin profile
4 / 5
Relationship Value Door-opener for further GB & Defence-estate work
5 / 5
Risk Profile Live site + heritage + asbestos = manageable but not low
3 / 5
TOTAL SCORE
24 / 30
DECISION: BID
Decision rationale: Strong strategic fit and relationship value carry the score above the auto-BID threshold. Risk profile and win probability flagged as moderate — Bid Director sign-off recorded for capacity allocation. Conflict check completed (no current Built AI engagement with Kettlewick Estates or G&B that would create a conflict).
RESOURCE COMMITMENT

Bid Team & Sign-Off

Estimated Bid Effort

Senior Hours ~30 hrs PM, Tech Lead, Commercial Mgr
Estimating Hours ~18 hrs QS / Estimator — Cost Stack production
Bid Admin Hours ~12 hrs Document control, formatting, submission

Total estimated effort: ~60 hours across 17 working days. Equivalent traditional manual effort would be ~120 hrs — Bidroom in a Box™ workflow estimate represents ~50% reduction with structured AI-assisted production.

Bid Team Allocation

BID DIRECTOR
A. Senior Director
Decision sign-off, win-strategy, final approval
1 Apr 2026 16:14
BID LEAD / PM
B. Project Manager
Day-to-day production, GB interface, RFI lead
1 Apr 2026 16:18
TECHNICAL LEAD
C. Tech Lead
CDP design, scope structure, design RFIs
1 Apr 2026 16:20
COMMERCIAL / QS
D. Commercial Mgr
Cost Stack, BoQ, commercial terms, validity
1 Apr 2026 16:24
QA REVIEWER
E. QA Lead
Last Look QA before submission
Pending — opens at Stage 05
BID ADMIN
F. Bid Admin
Document control, intake-to-submission tracking
1 Apr 2026 14:32

Conflict Check

NEXT STAGE

Hand-Off to Roll Call™

Front Desk intake complete. The following triggers the Roll Call™ stage (Requirements Traceability Matrix):

Roll Call™ opens 2 April 2026. Built AI Tech Lead and Bid PM begin requirement extraction from the tender pack — every clause from G&B ITT, SDS Doc 23, SOCOTEC report and JCT sub-contract mapped to a deliverable, owner, source page and response location. Target: full RTM populated by end of Stage 02 (Mon 6 Apr 2026).
BIDROOM IN A BOX™
PRODUCTION NOTE

Front Desk™ · Stage 01

Where every tender checks in

Front Desk™ is the first stage of the Bidroom in a Box™ workflow. It triages every incoming tender, captures the project, client, contract, deadlines and constraints, and runs an evidence-based bid/no-bid decision before any senior time is committed. Decisions and ownership are signed off and the bid clock starts — feeding directly into Roll Call™ at Stage 02.

INTAKE TO DECISION
< 4 hrs
SCORING CRITERIA
6
EARLY RFIs FLAGGED
12
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02 · Roll CallTraceability Matrix
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