Last Look is the master gate. It runs across the four prior Bidroom stages plus the five client deliverables to confirm everything reconciles, every requirement is responded, every figure ties up, every approval is in place. Status at sign-off (23 April 2026, 16:30):
Ten critical figures that appear in multiple deliverables — the tender total, programme dates, validity periods, VE savings, contract terms. Every one verified across all sources. Zero deltas.
10 critical figures verified across all 5 client deliverables.
All match — zero deltas.
| Figure | Value | Verified Across | Status |
|---|---|---|---|
| Fixed Tender Total (excl. VAT) | £481,954.33 | CS Hero · TLP §8.7 §B · BoQ Section Summary · Cost Stack™ | ✓ MATCH |
| Tender Validity | 90 Working Days | CS · TLP §8.7 §B | ✓ MATCH |
| Practical Completion Date | Fri 9 October 2026 | CS · TLP §8.4 §1.4 · PDP §12 · PRG Cover | ✓ MATCH |
| Construction Window | 14 weeks | CS · TLP §8.4 §1 · PDP §12 · PRG Master Gantt | ✓ MATCH |
| Construction Start Date | Mon 6 July 2026 | TLP §8.4 §1.4 · PDP §12 · PRG Cover | ✓ MATCH |
| Defects Liability Period | 12 months from PC | CS · TLP §8.4 §11.4 · PDP §13 | ✓ MATCH |
| Total VE Saving (if all 6) | £56,736.86 | BoQ VE Options · TLP §8.7 §C | ✓ MATCH |
| Tender Total if all VE accepted | £425,217.47 | BoQ VE summary · TLP §8.7 §C | ✓ MATCH |
| BMS PC Sum (RFI-04) | £18,000 | Question Time RFI-04 · BoQ F6 · TLP §8.5 A2.6 | ✓ MATCH |
| Provisional Sums Total | £17,500 | BoQ Section I · TLP §8.5 D · Cost Stack PSM layer | ✓ MATCH |
The Last Look master checklist. Each item has a defined owner, an evidence location (where in the pack it's confirmed), and a timestamp. Pack, Scope and Commercial sections are open by default — the rest collapse to show summary counts. All 62 items pass at submission gate.
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| PACK-01 | Client Summary (CS) Rev 1 drafted and reviewed | CS Rev 1 — 13 pp | Bid PM | 23 Apr 09:14 | PASS |
| PACK-02 | Tender Letter Proposal (TLP) Rev 1 drafted and reviewed | TLP Rev 1 — 35 pp | Bid PM | 23 Apr 09:18 | PASS |
| PACK-03 | Project Delivery Plan (PDP) Rev 1 drafted and reviewed | PDP Rev 1 — 44 pp | Tech Lead | 23 Apr 09:22 | PASS |
| PACK-04 | Priced Bill of Quantities (BoQ) Rev 1 drafted and reconciled | BoQ Rev 1 — 39 pp + xlsx | Commercial Mgr | 23 Apr 09:26 | PASS |
| PACK-05 | Programme (PRG) Rev 1 drafted with master Gantt and detailed activities | PRG Rev 1 — 11 pp + xlsx | Bid PM | 23 Apr 09:30 | PASS |
| PACK-06 | Document family identifiers consistent across all 5 files (KW-2026-4471) | All cover sheets | QA Lead | 23 Apr 10:15 | PASS |
| PACK-07 | File naming convention applied: B99_Malthouse_Block_<Type>_Rev1_BuiltAI.<ext> | File system check | Bid Admin | 23 Apr 10:20 | PASS |
| PACK-08 | Annexes attached: Insurance certs, RAMS sample, PCG draft | Annexes A, B, C | Bid Admin | 23 Apr 10:24 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| SCOPE-01 | Scope structured per discipline (Mech, PH, Electrical, Controls, BWIC) | TLP §8.4 + BoQ Sections F-G-H | Tech Lead | 23 Apr 10:32 | PASS |
| SCOPE-02 | Inclusions explicitly stated (TLP §8.5 A — 18 items) | TLP §8.5 A1.1–A6.3 | Tech Lead | 23 Apr 10:38 | PASS |
| SCOPE-03 | Exclusions explicitly stated (TLP §8.5 B — 14 items) | TLP §8.5 B1.1–B5.4 | Tech Lead | 23 Apr 10:42 | PASS |
| SCOPE-04 | Assumptions explicitly stated (TLP §8.5 C — 11 items) | TLP §8.5 C1.1–C4.3 | Tech Lead | 23 Apr 10:48 | PASS |
| SCOPE-05 | CDP element clearly identified (flue, BMS controls, TWC) | TLP §8.2 + PDP §4 | Tech Lead | 23 Apr 10:52 | PASS |
| SCOPE-06 | Methodology documented per phase (Phases 0–10) | PDP §12 + PRG Detailed | Tech Lead | 23 Apr 10:58 | PASS |
| SCOPE-07 | 6 VE options independently structured and priced | BoQ VE Options tab | Commercial Mgr | 23 Apr 11:04 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| COMM-01 | Fixed Tender Total reconciles: CS = TLP = BoQ Section Summary = £481,954.33 | 3-way reconciliation | Commercial Mgr | 23 Apr 11:14 | PASS |
| COMM-02 | Tender Validity stated as 90 Working Days (CS + TLP §8.7 §B) | TLP §8.7 §B / CS | Commercial Mgr | 23 Apr 11:18 | PASS |
| COMM-03 | Insurance levels stated (CAR £5m, EL £10m, PL £10m, PI £10m on CDP) | TLP §8.5 A5.3 + Annex A | Commercial Mgr | 23 Apr 11:22 | PASS |
| COMM-04 | Payment terms stated: monthly interim, 21 days, 3% retention | TLP §8.7 §B | Commercial Mgr | 23 Apr 11:24 | PASS |
| COMM-05 | Contract form referenced: JCT IC 2016 with CDP | TLP §8.2 + §8.7 §B | Commercial Mgr | 23 Apr 11:28 | PASS |
| COMM-06 | Daywork rates basis confirmed: JCT IC 2016 Schedule 2 | TLP §8.7 §B + RFI-12 closed | Commercial Mgr | 23 Apr 11:32 | PASS |
| COMM-07 | VE Options total saving stated: £56,736.86 if all six accepted | BoQ VE + TLP §8.7 §C | Commercial Mgr | 23 Apr 11:36 | PASS |
| COMM-08 | Provisional Sums clearly identified: BoQ Section I = £17,500 (Doc 23 Table 18) | BoQ I1.1–I7.1 + TLP §8.5 D | Commercial Mgr | 23 Apr 11:40 | PASS |
| COMM-09 | PARKED RFIs reflected in TLP §8.5 ACE schedule (RFI-13 PCG, 14 LADs, 16 escalation) | TLP §8.5 A5.6 + C | Commercial Mgr | 23 Apr 11:48 | PASS |
| COMM-10 | PCG draft attached (10% of Contract Sum, duration to PC + 12 months) | Submission Annex C | Commercial Mgr | 23 Apr 11:52 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| PROG-01 | Practical Completion date consistent: Friday 9 October 2026 (CS = TLP = PDP = PRG) | 4-way reconciliation | Bid PM | 23 Apr 12:04 | PASS |
| PROG-02 | Construction window: 14 weeks (CS = TLP = PDP = PRG) | 4-way reconciliation | Bid PM | 23 Apr 12:06 | PASS |
| PROG-03 | Construction start: Mon 6 July 2026 (Kettlewick summer-term stand-down) | PRG Cover + PDP §12 | Bid PM | 23 Apr 12:08 | PASS |
| PROG-04 | Phasing aligned to BoQ structure (Phases 0–10 mapped to BoQ Sections A–I) | PRG Detailed × BoQ | Bid PM | 23 Apr 12:14 | PASS |
| PROG-05 | 9 milestones identified (M1–M9) with notice periods | PRG Key Interfaces + PDP §13 | Bid PM | 23 Apr 12:18 | PASS |
| PROG-06 | 16 hold-points identified (HP1–HP16) with responsible parties | PRG Key Interfaces | Bid PM | 23 Apr 12:20 | PASS |
| PROG-07 | Critical path identified: M2 → M3 → M4 → P5/P6 → P7 → P8 → M6 → M7 → M8 | PRG Master Gantt callout | Bid PM | 23 Apr 12:24 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| RISK-01 | Risk register populated (PDP §11 — 18 risks) | PDP §11 register | Tech Lead | 23 Apr 12:38 | PASS |
| RISK-02 | Heat-map shown (5×5 likelihood × impact) | PDP §11 heat-map | Tech Lead | 23 Apr 12:42 | PASS |
| RISK-03 | CDM 2015 duties clear: G&B as PC, Built AI as MEP sub-contractor (designer for CDP only) | TLP §8.5 A3.1 + PDP §8 | H&S Adviser | 23 Apr 12:46 | PASS |
| RISK-04 | Asbestos approach documented: separately-appointed LARC; CAR 2012 designer duties recorded | TLP §8.5 C.1 + PDP §8.3 | H&S Adviser | 23 Apr 12:50 | PASS |
| RISK-05 | RAMS sample attached (1 representative work activity — boiler lift-in) | Submission Annex B | H&S Adviser | 23 Apr 12:54 | PASS |
| RISK-06 | F10 filing confirmed by GB (ref F10/2026/3392, filed 14 Apr 2026) | RFI-17 closed | H&S Adviser | 23 Apr 12:58 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| RFI-01 | 19 RFIs raised across the bid window (7 from Roll Call + 12 standalone) | Question Time™ register | Bid PM | 23 Apr 13:14 | PASS |
| RFI-02 | 16 RFIs CLOSED with response received from Grimshaw & Bolt | Question Time™ register | Bid PM | 23 Apr 13:16 | PASS |
| RFI-03 | 3 RFIs PARKED as commercial assumptions (RFI-13 PCG, RFI-14 LADs, RFI-16 escalation) | TLP §8.5 ACE + Question Time | Commercial Mgr | 23 Apr 13:18 | PASS |
| RFI-04 | 0 RFIs OPEN at submission gate | Question Time™ register | QA Lead | 23 Apr 13:20 | PASS |
| RFI-05 | Source mapping in Roll Call complete: 78 requirements traced to source documents | Roll Call™ matrix | Tech Lead | 23 Apr 13:24 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| PRICE-01 | Cost Stack reconciles to BoQ Rev 1 (delta £0.00) | Cost Stack™ reconciliation | Commercial Mgr | 23 Apr 13:38 | PASS |
| PRICE-02 | 8 cost layers documented with traceable working | Cost Stack™ layer detail | Commercial Mgr | 23 Apr 13:42 | PASS |
| PRICE-03 | Material rates verified against OEM quotes (SBS, Stokvis, Flamco, Arrow) | Cost Stack F1.1, F4.1, F6.1, F7.1 | Estimator | 23 Apr 13:46 | PASS |
| PRICE-04 | Labour rates current — Built AI Mar 2026 rate card applied | Cost Stack labour rates | Estimator | 23 Apr 13:48 | PASS |
| PRICE-05 | Sub-let allowances: 3 quotes received and mid-quote priced (LARC, crane, FA) | Cost Stack C7.1, A6.3, G6 | Estimator | 23 Apr 13:52 | PASS |
| PRICE-06 | Risk pot £8,050 allocated against 6 named risks (not flat %) | Cost Stack Risk Strategy panel | Commercial Mgr | 23 Apr 13:56 | PASS |
| PRICE-07 | OH&P 8% applied at line-item level (not bottom-loaded) | Cost Stack methodology | Commercial Mgr | 23 Apr 14:00 | PASS |
| PRICE-08 | 6 VE options independently priced (max saving £56,736.86) | BoQ VE Options + TLP §8.7 §C | Commercial Mgr | 23 Apr 14:04 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| FORMAT-01 | Total submission size 38.4 MB (within ITT §8.6 50 MB limit) | File system check | Bid Admin | 23 Apr 14:18 | PASS |
| FORMAT-02 | Submission format: single PDF (5 deliverables) + native xlsx (BoQ) | Submission package | Bid Admin | 23 Apr 14:22 | PASS |
| FORMAT-03 | Document branding consistent (Built AI navy/amber + Bidroom-in-a-Box markings) | All 5 deliverable covers | QA Lead | 23 Apr 14:26 | PASS |
| FORMAT-04 | Page numbering, headers, footers consistent across pack | Page-by-page check | QA Lead | 23 Apr 14:32 | PASS |
| FORMAT-05 | Metadata cleaned (author = Built AI Ltd, no draft revisions, no track changes) | PDF + xlsx properties | Bid Admin | 23 Apr 14:36 | PASS |
| FORMAT-06 | ILLUSTRATIVE marking on every page; no unredacted sensitive data | Watermark check | QA Lead | 23 Apr 14:40 | PASS |
| ID | Check | Evidence Location | Confirmed By | Timestamp | Status |
|---|---|---|---|---|---|
| SIGN-01 | Bid Director final approval recorded | Approval record | Bid Director | 23 Apr 16:14 | PASS |
| SIGN-02 | Tech Lead sign-off on technical scope and CDP element | Approval record | Tech Lead | 23 Apr 16:18 | PASS |
| SIGN-03 | Commercial Manager sign-off on pricing, terms, validity | Approval record | Commercial Mgr | 23 Apr 16:22 | PASS |
| SIGN-04 | QA Lead sign-off on Last Look master checklist completion | Last Look closure | QA Lead | 23 Apr 16:26 | PASS |
| SIGN-05 | Bid PM final review and submission authorisation | Submission authorisation | Bid PM | 23 Apr 16:30 | PASS |
Six required approvals captured before submission. Each role-holder signs off on their domain — technical scope, commercial position, QA closure, submission authorisation. The Bid Director's sign-off is the final commercial gate.
Last Look closes the Bidroom workflow. Across 22 working days (1 April → 24 April 2026), 17 working days of bid window, the workflow has produced 5 audit-ready client deliverables, processed 78 source-traced requirements, closed 19 RFIs, layered an £481,954.33 priced BoQ across 8 cost layers, and walked it through 62 final QA checks.
5 stages · 1 source-of-truth · 5 client deliverables · ~50% time vs traditional manual production:
Last Look™ is the fifth and final stage of the Bidroom in a Box™ workflow. It runs the master pre-submission checklist across the four prior Bidroom stages plus all five client deliverables — confirming reconciliation, completeness, traceability, format compliance, and approval. Without Last Look, the workflow doesn't end. With Last Look, the bid leaves the building with confidence.