3-Week Plan + RAID Log
NHS SBS Healthcare AI Solutions Framework — Submission by 12:00, Tue 7 July 2026
Rebaselined. The Find a Tender notice was amended after first publication: deadline shifted from 23 Jun to 7 Jul. This document supersedes the earlier 4-week and 7-day-sprint versions.
Today: Mon 15 Jun 2026 War-room day 1: Today Last drafting day: Wed 2 Jul 2026 (CEO go/no-go) Internal submit-by: Thu 3 Jul 2026, 14:00 BST Hard backstop: Mon 6 Jul 2026, 14:00 BST Deadline: Tue 7 Jul 2026, 12:00 BST Calendar days available: 22 · Working days available: ~16 Cadence: Tue + Thu 09:30 standup (30 min); CEO Wed + Fri 16:00 check-in (30 min) War-room owner: Fractional COO
Burn rate
Each working day = ~6% of total bid capacity. The 22-day window absorbs single-day slippage cleanly; absorbs a 2-day slip if compensated by weekend work. Anything beyond 3 days slipped without recovery puts the red-team window at risk.
A. Role assignments (confirmed this week)
| Role | Owner | Time commitment | Status |
|---|---|---|---|
| SRO / final sign-off | BritiAI CEO | Wed + Fri check-ins + final sign-off Wed 2 Jul | Confirmed |
| Bid Director | Fractional COO | Full-time, 3 weeks | Live |
| Bid Manager (Ariba upload, version control) | External contractor | Full-time from Wed 17 Jun | Engage by Tue 16 Jun |
| Technical Author / Solution Architect | CTO (Jacky) + Votee Chief Scientist | 60–80% | Confirmed (per CTO WhatsApp) |
| Research / Evidence Lead | Beever lead | 30% | Confirm Tue 16 Jun |
| Clinical Safety Officer (DCB0129) | Contract appointment | 5 days | Engage by Fri 20 Jun |
| Information Governance | Internal or contractor | 40% | Identify Tue 16 Jun |
| Cyber / ISO 27001 Stage 1 + CE+ | External consultant | 3 days | Engage Tue 16 Jun; CE+ assessment booked w/c 23 Jun |
| Legal (Teaming Agreement + framework T&Cs) | External | 3 days | Brief Tue 16 Jun |
| Commercial / Pricing | BritiAI CFO + COO | 25% | Live |
| Reference / case studies | Sales + Marketing | 20% | Live |
B. Week-by-week plan
Week 1: Mon 15 – Sun 21 Jun — Mobilise, contract, decide
Theme: secure all external contracts, sign HoT with Votee + Beever, complete capability/gap analysis, kick off compliance and CSO engagement.
| Day | Task | Owner | Output |
|---|---|---|---|
| Mon 15 | CEO confirms GO; budget unlocked; submission_tracker live | CEO + COO | Decision log; tracker shared |
| Mon 15 | Ariba RFx 1110014540 access confirmed; ITT pack downloaded | COO / Bid Mgr | ITT artefacts on shared drive |
| Mon 15 | First informal clarification email to NHS SBS mailbox (enquiry deadline passed) | COO | Email sent |
| Tue 16 | Bid Manager contracted; SoW signed | COO | Contract executed |
| Tue 16 | Clinical Safety Officer providers contacted (3 in parallel: Clinical Safety Ltd, Hempsons, Salus) | COO | 3 SoWs returned |
| Tue 16 | Cyber/IG consultant engaged for CE+ + ISO 27001 Stage 1 narrative | COO | SoW signed |
| Tue 16 | Legal briefed; Heads of Terms draft issued to Votee + Beever | Legal + CEO | HoT issued |
| Wed 17 | DSPT registered; “Approaching Standards” path agreed | IG | Registration evidence |
| Wed 17 | Capability vs ITT gap analysis — confirm lot scope (5 + 6 + 7 primary) | CTO + COO | Scope decision logged |
| Wed 17 | Skeleton response structure built in Ariba | Bid Mgr | All fields stubbed |
| Thu 18 | DTAC v2 gap analysis kick-off | IG + CSO | Gap list + plan |
| Thu 18 | Trust reference letter outreach starts — top 10 list | Sales | ≥5 conversations booked |
| Fri 19 | CSO contract signed; named individual confirmed (item 19 closed) | COO | Engagement letter |
| Fri 19 | Heads of Terms signed by Votee + Beever | CEO | HoT executed |
| Fri 19 | CEO Wed/Fri check-in #1 — verify all week 1 contracts in place | CEO + COO | Sign-off |
| Sat 20 / Sun 21 | Optional: bid writer drafts qualification section narratives | Bid Mgr | Section drafts |
Week 1 exit criteria:
- CEO GO + budget unlocked
- Ariba access + ITT downloaded
- Bid Manager + CSO + Cyber consultant + Legal all contracted
- HoT signed by Votee + Beever
- DTAC gap analysis complete
- DSPT registered
- Lot scope confirmed (5 + 6 + 7 primary; 3 + 4 stretch)
Week 2: Mon 22 – Sun 28 Jun — Build, draft, evidence
Theme: produce v1 of every quality response, generate solution architectures + safety case skeletons, finalise pricing, complete Teaming Agreement.
| Day | Task | Owner | Output |
|---|---|---|---|
| Mon 22 | Technical compliance matrix vs ITT mandatories | CTO | Matrix complete |
| Mon 22 | Solution architecture diagrams kick-off (1-pager × 4–6 named solutions) | CTO + Votee | Drafts |
| Tue 23 | CE+ assessment day | Cyber lead | Pass certificate or path-to-pass |
| Tue 23 | Quality response v1 — Lot 6 (Operational Efficiency — 90% quality) | CTO + COO | Draft v1 |
| Wed 24 | Per-lot go/no-go gate on stretch lots 3 + 4 | All | Decision logged |
| Wed 24 | Quality response v1 — Lot 7 (Advisory) | COO | Draft v1 |
| Wed 24 | Pricing model locked — Lot 7 rate card sharpened (20% commercial weight) | CFO + COO | Pricing pack signed |
| Wed 24 | CEO check-in #2 | CEO + COO | Sign-off |
| Thu 25 | Quality response v1 — Lot 5 (Research) | Beever + COO | Draft v1 |
| Thu 25 | Solution architecture diagrams complete | CTO | All diagrams |
| Fri 26 | DCB0129 CSMS statement + CSC skeleton + Hazard Log per solution | CSO + CTO | Safety pack v1 |
| Fri 26 | Social Value Plan v1 (10% of every lot — scored response, not boilerplate) | COO | SVP v1 |
| Fri 26 | Full Teaming Agreement signed (Votee + Beever) | CEO + Legal | Signed TA |
| Fri 26 | Case study assembly: 3 BritiAI + 2 Votee + 1 Beever; per-lot mapping | Sales | Case study pack |
| Fri 26 | NHS reference letter — first commitment secured | Sales | 1 letter committed |
| Fri 26 | CEO check-in #3 — readiness for red-team | CEO + COO | Sign-off |
| Sat 27 / Sun 28 | Buffer; weekend rate available if needed | — | — |
Week 2 exit criteria:
- v1 drafts complete on all primary lots (5, 6, 7) and any retained stretch lots
- Solution architectures + safety case skeletons in place
- Teaming Agreement signed
- CE+ assessment passed or evidenced path-to-pass
- Social Value Plan v1 drafted
- At least 1 NHS reference letter committed verbally
Week 3: Mon 29 Jun – Sun 5 Jul — Red-team, polish, evidence lock
Theme: external challenge, rewrites, final sign-offs, evidence assembly into Ariba.
| Day | Task | Owner | Output |
|---|---|---|---|
| Mon 29 | Internal red-team prep — read-through pack | Bid Mgr | Issues log |
| Tue 30 | External red-team review (full day; independent bid consultant) | External | Scored review + actions |
| Tue 30 | DCB0129 Clinical Safety Case finalised | CSO | CSC signed off |
| Wed 1 Jul | Rewrites — Lot 6 to draft v2 | CTO + COO | Draft v2 |
| Wed 1 Jul | Rewrites — Lot 7 to draft v2 | COO | Draft v2 |
| Wed 1 Jul | CEO check-in #4 | CEO + COO | Sign-off |
| Thu 2 Jul | Rewrites — Lot 5 to draft v2 | Beever + COO | Draft v2 |
| Thu 2 Jul | Win-theme audit: every section threads the 5 win themes | Bid Mgr | Audit log closed |
| Thu 2 Jul | Legal review of all commercial commitments | Legal | Sign-off |
| Thu 2 Jul | NHS reference letter received | Sales | Letter in evidence pack |
| Thu 2 Jul | CEO final go/no-go per lot | CEO | Lot-by-lot sign-off |
| Fri 3 Jul morning | Final pack compile into Ariba forms | Bid Mgr | Pack complete |
| Fri 3 Jul 11:00 | Final dry-run in Ariba preview | Bid Mgr | All fields validated |
| Fri 3 Jul 14:00 | SUBMIT — 96 hours before deadline | Bid Mgr | Submission confirmation captured |
| Fri 3 Jul 15:00 | Team retro + thank-yous | All | — |
| Sat 4 – Sun 5 Jul | Quiet | — | — |
Backstop window: Mon 6 Jul 09:00–14:00 — only used if Fri submission failed Hard deadline: Tue 7 Jul 12:00
Week 3 exit criteria:
- Red-team complete + actions closed
- v2 drafts on all in-scope lots, signed off by CEO
- CSC + Hazard Log finalised
- All evidence attached in Ariba
- Pack submitted ≥96 hours before deadline
C. RAID Log — REVISED for 22-day plan
Risks
| ID | Risk | L | I | Score | Owner | Mitigation | Contingency |
|---|---|---|---|---|---|---|---|
| R1 | ISO 27001 not certified; CE+ pending | 4 | 3 | 12 | Cyber lead | CE+ assessment w/c 23 Jun, target pass by 4 Jul; ISO 27001 Stage 1 documentation review; declare both with CEO-signed roadmap | Lower score on IG question; offset with DSPT + Votee controls reference |
| R2 | DCB0129 CSO not engaged by Fri 20 Jun | 2 | 5 | 10 | COO | Three parallel calls Tue 16 Jun; standard 5-10 day engagement; CEO contracting authority pre-cleared | Use Votee in-house safety practitioner under named CSO supervision |
| R3 | Lot 5 v1 draft insufficient by Thu 25 Jun | 3 | 3 | 9 | Beever + COO | Wed 24 Jun gate; if v1 not forming, drop and submit Lots 6 + 7 only | Confirmed acceptable fallback |
| R4 | Votee/Beever Teaming Agreement signature slips past Fri 26 Jun | 2 | 5 | 10 | Legal + CEO | HoT signed Fri 19 Jun; full TA template ready Mon 22 Jun | Verbal HoT + side letter as bridging while TA finalised |
| R5 | Data sovereignty objection (Votee HK HQ) | 3 | 4 | 12 | CTO | UK-only deployment topology (already drafted — item 24); UK sub-processor list; binding DPA flow-down in TA | Written undertaking from Votee leadership re: data flows |
| R6 | Bandwidth — CTO 80% + COO full-time over 3 weeks | 3 | 3 | 9 | COO | Tue/Thu standups; Wed/Fri CEO check-ins prevent drift; weekend rate available | Drop stretch lots first, keep Lots 6 + 7 clean |
| R7 | Ariba portal technical failure on submit day | 2 | 5 | 10 | Bid Mgr | Submit Fri 3 Jul 14:00 (96h buffer); backups in two locations; screenshot every step | Email NHS SBS mailbox pre-deadline with evidence of attempt; use 6 Jul backstop window |
| R8 | NHS reference letter not received by 2 Jul | 4 | 2 | 8 | Sales | Approach 10 trusts; target 1 verbal commitment by Fri 26 Jun, letter by Thu 2 Jul | Submit without; lean on Votee academic + Beever ACL + BritiAI horizontal |
| R9 | Financial threshold not met by BritiAI alone | 3 | 4 | 12 | CFO | Aggregate via consortium financials; parent guarantee if available; group accounts | Limit bid to lots with lower turnover requirement |
| R10 | Clarification answer from NHS SBS arrives late / changes scope | 2 | 4 | 8 | COO | Informal mailbox channel only — enquiry deadline passed; build narrative tolerant to either answer | Re-baseline within 24h of any material change |
| R11 | Social Value Plan under-scored (10% of every lot) | 3 | 4 | 12 | COO | Upgrade to fully scored response by Fri 26 Jun; PPN 06/20 alignment with measurable commitments | Lose ~3% of total scored quality — accept if Lot 6 narrative dominates |
| R12 | Overclaim risk → fails as MHRA-class device | 1 | 5 | 5 | CSO + Legal | Strict bid-language review by CSO Tue 30 Jun | Withdraw any solution that crosses line |
Assumptions (validate this week via informal NHS SBS contact + Ariba ITT pack)
| ID | Assumption | Validate by |
|---|---|---|
| A1 | The 8-lot structure as published is final | Mon 15 Jun (ITT download) |
| A2 | Direct award permitted from framework go-live (26 May 2027) | Informal Q to NHS SBS |
| A3 | Aggregated consortium financials are acceptable for selection | Informal Q + ITT pack review |
| A4 | Reference projects can be non-NHS if NHS-comparable in scale + governance | Informal Q |
| A5 | ISO 27001 “in flight with roadmap” is acceptable (not pass/fail disqualifying) | Informal Q + ITT pack review |
| A6 | Lot 8 enrolment is automatic (per notice §Lot 8) and does not need a separate quality narrative | Confirmed by notice; verify against full ITT pack |
| A7 | ”Tenders may be submitted electronically: No” is a notice anomaly — Ariba upload is the legally valid route | Informal Q |
Issues
| ID | Issue | Owner | Action |
|---|---|---|---|
| I1 | Enquiry deadline (12 Jun) passed — formal clarification route closed | COO | Informal email channel to nsbs.procurementsolutionssourcing |
| I2 | No NHS-branded case study material exists today | Sales | Reference letter campaign — target 1 by 2 Jul |
| I3 | BritiAI website lacks NHS positioning | Marketing | Defer until post-submission |
Dependencies
| ID | Dependency | On whom | Latest date |
|---|---|---|---|
| D1 | Signed Heads of Terms | Votee + Beever leadership | Fri 19 Jun |
| D2 | Signed full Teaming Agreement | Legal + Votee + Beever | Fri 26 Jun |
| D3 | CE+ certificate or evidenced pass | External assessor | Fri 4 Jul |
| D4 | DTAC v2 evidence pack | IG + CSO | Fri 26 Jun |
| D5 | CSO engagement signed | Contract CSO | Fri 20 Jun |
| D6 | Pricing sign-off | CFO | Wed 24 Jun |
| D7 | CEO final go/no-go per lot | CEO | Thu 2 Jul |
| D8 | NHS reference letter (1) | Trust contact | Thu 2 Jul |
D. Budget envelope — revised for 3-week structured plan
| Line | Cost (£) |
|---|---|
| External Bid Manager (3 weeks FT) | 18,000 |
| Bid writer support | 5,000 |
| Clinical Safety Officer contract (standard rate, 5 days) | 6,500 |
| Cyber Essentials Plus assessment | 3,500 |
| ISO 27001 Stage 1 documentation consultancy | 7,500 |
| Legal — Teaming Agreement + framework T&Cs review | 7,000 |
| Insurance uplift if required | 3,500 |
| Red-team external review | 4,500 |
| Trust reference letter outreach (incidentals) | 1,500 |
| Internal time (BritiAI + Votee + Beever, notional) | 25,000 |
| Contingency (15%) | 11,500 |
| Total cash + notional | ~£93,500 |
| Cash only | ~£68,500 |
Cash budget restored to ~£68k (vs the £50k 7-day-sprint version) because we are now buying proper compliance assessment rather than skipping it.
E. Communication plan
- Internal: Tue + Thu 09:30 standups (30 min); shared Slack/WhatsApp
#nhs-sbs-bid; shared Drive/NHS_SBS_Bid - Votee + Beever: Mon + Thu 16:00 sync (45 min)
- CEO: Wed + Fri 16:00 check-in (30 min)
- Board / investors: Friday email update from CEO
- External (trusts): Sales-led outreach; messaging templates pre-approved by COO; target 1 reference letter by Thu 2 Jul
F. Single-page decision summary (CEO sign now if not already)
Decision required: GO / NO-GO confirmation on submitting a bid for NHS SBS Healthcare AI Solutions Framework SBS10523 by 12:00 Tue 7 Jul 2026.
Recommended scope: Lots 5, 6, 7 as primary. Lots 3, 4 as stretch (decided Wed 24 Jun). Lot 8 automatic.
Recommended structure: BritiAI prime; Votee + Beever named subs via Teaming Agreement.
Budget required: ~£68k cash, ~£94k total inc notional internal time.
Top three risks: (1) ISO 27001 + CE+ partial — declare with roadmap; (2) CSO contract not signed by Fri 20 Jun — three parallel providers contacted Tue 16 Jun; (3) Social Value Plan under-scored — upgrade to fully scored response by Fri 26 Jun.
If we say no: locked out of the primary NHS AI procurement route until ~2030 re-opening. Sovereign AI Fund equity pitch loses its strongest anchor-customer story.
Signature: ____________________ Date: ___ Jun 2026