Captured at intake. The pre-con window drives every downstream stage and dictates when delivery can take possession of a mobilisation-ready package.
Single source of truth for the awarded contract. Every downstream pre-con output traces back to fields captured here.
What changed between the tender we submitted and the contract we were awarded. Captured before mobilisation so every downstream output uses the awarded scope, not the tendered scope.
| Movement | Item | Tendered | Awarded | Δ |
|---|---|---|---|---|
| Held | Strip-out — L4/L5/L6 | £86,400 | £86,400 | £0 |
| Re-measured | Cat-B partitions & doors | £238,500 | £242,700 | +£4,200 |
| Held | Joinery — meeting suites & tea points | £162,800 | £162,800 | £0 |
| Restructured | Workplace AV | £52,000 | £40,000 | −£12,000 |
| Added | L6 reception joinery (PS) | — | £24,000 | +£24,000 |
| Removed | Move-coordination / data migration | £18,500 | — | −£18,500 |
| Re-measured | M&E supplementary works | £284,300 | £280,050 | −£4,250 |
| Held | Finishes & flooring | £196,400 | £196,400 | £0 |
| Held | Commissioning & T&C | £42,300 | £42,300 | £0 |
| Held | Prelims, OH&P, contingency | £366,000 | £344,000 | −£22,000 |
| CONTRACT SUM (excl. VAT) | £1,447,200 | £1,418,650 | −£28,550 | |
Net movement of −£28,550 (1.97%) accepted by Built AI commercial team on 24 Apr 2026. Movement is non-margin-eroding: the −£18,500 removal eliminates third-party scope risk; the −£12,000 AV restructure converts fixed scope into a reimbursable provisional sum. Net upside on prelims of £22,000 reflects shorter pre-con duration agreed at award.
Folder structure, document control register and naming conventions established before any pre-con output is produced. Every downstream document — specification, scope, BoQ — drops into this structure.
All documents follow: NG-{TYPE}-{NNN}-{Title}-Rev{N}-{Date}.{ext}
Showing 15 of 47 documents indexed at award. Full register held at /NG-2026-0042/00_Contract/Document_Register.xlsx. Every inbound document indexed within 4 working hours of receipt.
The 18 individuals across nine organisations who hold decision rights over some part of the pre-con scope. Captured at intake, kept live, referenced in every output.
Communication protocol: technical queries route Built AI Design Manager → Architect or M&E Lead. Commercial queries route QS → Contract Administrator. Tenant approvals always via Cushman Workplace, never direct to Wexley & Crowne. Building access matters route via Building Manager during pre-con; transition to site-based PM at mobilisation.
The non-negotiables. Every package, enquiry and BoQ line later in the workflow has to respect what's here.
27 April 2026 — 12 October 2026 (24 weeks total)
| REF | Long-lead Item | Typical Lead | Order-by Date | Est. Value | Owner |
|---|---|---|---|---|---|
| LL-01 | Bespoke meeting suite joinery — fluted oak veneer, integrated AV cabling channels, full-height feature walls (L5 & L6) | 10–12 weeks | Wed 6 May 2026 | £148,500 | Pre-Con |
| LL-02 | Workplace AV equipment — 14× displays, 6× video bars, ceiling mics, control system. Subject to RFI NG-014 closure. | 8–10 weeks | Wed 20 May 2026 | £40,000 PS | Tenant + Pre-Con |
| LL-03 | Switchgear & sub-mains — 800A floor distribution boards, supplementary metering. Subject to landlord sub-main upgrade. | 9–10 weeks | Wed 13 May 2026 | £56,200 | Pre-Con |
| LL-04 | Raised access flooring — replacement panels, tenant-specific cable management. Long-lead due to spec changes. | 6–7 weeks | Wed 27 May 2026 | £38,400 | Pre-Con |
Order-by dates work back from the construction sequence with one week's float. Joinery (LL-01) is the binding constraint — slipping the order pushes L6 sectional handover and triggers LDs at £8,500/day per missed section.
Eleven risks identified at intake. The register is live for the duration of the pre-con window — re-rated weekly, owner-tracked, escalated if RAG moves red.
| REF | Risk | PROB | IMP | RAG | Owner | Mitigation |
|---|---|---|---|---|---|---|
| R-01 |
AV scope unresolved (RFI NG-014)
Tenant has not confirmed final AV requirement. £40k provisional sum at risk of overrun.
|
H | M | A | D. Marchetti + Cushman |
Workshop scheduled wk 2 with Wexley IT (N. Bramwell) and AV specialist. Target close: 15 May. |
| R-02 |
Joinery long-lead vs L6 sectional date
10-12wk joinery lead means order must be placed by 6 May. Any spec change post-order triggers cost & programme impact.
|
M | H | R | S. Okafor | Spec finalisation prioritised in Stage 02. Joinery enquiry pack issued wk 1. Sample sign-off wk 3. |
| R-03 |
Landlord sub-main capacity
Tenant electrical load exceeds Cat-A baseline. Landlord supplementary supply required — confirmed but not yet commissioned.
|
L | H | A | A. Pereira + Lambourne Vance |
Letter of comfort received from Halberd 18 Apr. M&E enquiry conditional on sub-main delivery confirmed wk 4. |
| R-04 |
Reception joinery design TBC
L6 reception added at award as £24k provisional sum. No design issued. Late design risks programme slip.
|
M | M | A | A. Pereira | Design intent workshop scheduled wk 2 with Trenholme + Cushman. Sample by wk 5. Manufacture by wk 7. |
| R-05 |
Sectional completion penalty exposure
£8,500/day LDs × 3 sections. Capped at 5% (£70,932). Schedule float minimal post-construction-start.
|
L | H | A | R. Ashby | Programme float review wk 4. Procurement tracker live by end Stage 04. Float test in Stage 05 QA gate. |
| R-06 |
Adjacent tenant occupancy — noise complaints
L1-L3 occupied by other tenants. Noisy works restricted to 10:00-16:00. Strip-out/concrete cutting risks complaints.
|
M | M | A | D. Marchetti + Building Mgr |
Site logistics plan wk 4. Tenant notification protocol agreed with Building Manager. Noise monitoring during demolition. |
| R-07 |
Supplementary cooling — plant access
FCU positions require ceiling plenum access. Some areas conflict with structural beams — re-design may be needed.
|
L | M | G | A. Pereira + Lambourne Vance |
Coordinated drawings expected wk 2. Site survey confirmation by Built AI M&E coordinator wk 3. |
| R-08 |
Tenant FF&E delivery sequencing
Tenant-direct FF&E delivery (workstations, soft seating) must integrate with Cat-B finishes programme.
|
M | L | G | D. Marchetti + Cushman |
Joint programme review with Cushman wk 5. Tenant deliveries to align with sectional handover dates. |
| R-09 |
Performance bond delivery
10% bond required within 10 WD of contract execution. Sentinel Brokers confirmed but not yet issued.
|
L | L | G | R. Ashby | Bond instruction sent to Sentinel 28 Apr. Issue confirmed for 7 May. CA notified. |
| R-10 |
CDM Principal Designer alignment
PD role held by Hadley Whitfield (also CA). Risk of conflict in dual role on design-related entitlement queries.
|
L | M | G | A. Pereira | Role boundaries agreed in writing wk 1. PD reports route distinct from CA correspondence. |
| R-11 |
Building Control approval timing
Cat-B alterations subject to BCO inspection. Inspection slots tighten in late summer — risk to L4 PC if missed.
|
L | M | G | A. Pereira | BCO pre-application meeting booked wk 3. Inspection schedule pre-agreed by end Stage 02. |
Intake stage closes when the contract, programme, stakeholders, document control, risk register and tender reconciliation are all complete. Sign-off triggers Stage 02 (Specification & Design Intent).
A project that starts with a structured intake reaches site mobilisation with a clean document trail, an aligned team, and a procurement schedule that respects the programme. Stage 01 is the foundation everything else stands on.