Submission Tracker — NHS SBS Healthcare AI Solutions Framework (SBS10523)
Live tracker of the 35 artefacts required for submission
ITT submission deadline (per official SAP Ariba tender pack): 12:00 noon, Tue 21 Jul 2026 · Internal submit-by (aggressive target): 14:00, Fri 3 Jul 2026 Last updated: Tue 23 Jun 2026 — team emails locked, Cloudflare deploy pack ready · ~4 weeks to the 21 Jul deadline; internal target ~10 days out Owner of this tracker: Fractional COO — refreshed Tue / Thu 09:30 standups People: CEO - Wadii COO - Tich CTO - Jacky Chan Co-founder and CTO Votee/Beever CFO - c/o Wadii CSO - Chief Safety Officer tbd IG - Information Governance tbd
Status legend
| Symbol | Meaning |
|---|---|
| ✅ | Done / signed off / in the pack |
| 🟢 | Drafted — ready for review |
| 🟡 | Partial — work in flight |
| 🔴 | Not started |
| ⛔ | Open risk — gating item |
| ⏳ | Awaiting external (contractor, partner, NHS SBS) |
| N/A | Confirmed not required for our scope |
A. Selection / qualification (one set, all lots)
| # | Item | Status | Owner | Due | Notes / Location |
|---|---|---|---|---|---|
| 1 | Company information (Companies House, group, ownership) | ✅ | CFO | Done | Confirmed in CEO Status Report |
| 2 | Last 2 years’ audited accounts | 🟡 | CEO/CFO | Wed 24 Jun | May consolidate with Votee — CFO to advise |
| 3 | Insurance certificates (EL £5m, PL £5m, PI £2m) | 🟡 | CEO/CFO | Mon 30 Jun | In process — levels confirmed vs ITT (Employer’s Liability £5m / Public Liability £5m / Professional Indemnity £2m) |
| 4 | Modern Slavery Statement + policy | 🟢 | COO | Drafted | Per CEO Status Report |
| 5 | EDI policy | 🟢 | COO | Drafted | Per CEO Status Report |
| 6 | Sustainability / Net Zero policy + Carbon Reduction Plan | 🟢 | COO | Drafted | Per CEO Status Report — mandatory for contracts >£5m |
| 7 | Anti-bribery & Corruption policy | 🟢 | COO | Drafted | Per CEO Status Report |
| 8 | Conflict of interest declaration | 🟢 | COO | Drafted | Standard form |
| 9a-1 | ISO 9001 certificate (Votee + Beever) | ✅ | CTO + Votee | Held | Votee + Beever currently ISO 9001 certified — used as partner QMS evidence in quality narrative |
| 9a-2 | ISO 27001 certificate | 🟢 | CTO + Votee | DD Apr–May 2027 | Compliant route confirmed (NHS SBS Q&A): PASS if held OR formally committed-to; CE+ accepted as equivalent. In progress at Votee/Beever, declared with dated roadmap; evidence only verified at due-diligence (Apr–May 2027), not at submission. BritiAI ISMS docs in deliverables/05_ISO27001/ |
| 9b-1 | Cyber Essentials (basic) | 🟢 | CTO | DD Apr–May 2027 | Basic CE supports PPN 014 route; in-progress, compliant route confirmed |
| 9b-2 | Cyber Essentials Plus | 🟢 | CTO | DD Apr–May 2027 | Compliant route confirmed (NHS SBS Q&A): PASS if held OR committed-to; CE+ OR ISO 27001 accepted as equivalent. Assessment booked; declared with dated roadmap, evidence verified at due-diligence (Apr–May 2027) |
| 9c | DSPT registration evidence | 🟢 | IG lead | DD Apr–May 2027 | Compliant route confirmed (NHS SBS Q&A): PASS if held OR committed-to; in-progress, evidence verified at due-diligence (Apr–May 2027) |
| 10 | 3 reference case studies | 🟡 | Sales / Beever/Votee | Wed 24 Jun | Drafted in 03_Proposal_Narrative_Draft.md — Votee academic + Beever ACL 2025 + BritiAI horizontal |
| 11 | Signed Form of Tender + framework T&Cs acceptance | 🔴 | CEO | Mon 6 Jul | Submit-day action only |
B. Per-lot capability response
| # | Item | Status | Owner | Due | Notes / Location |
|---|---|---|---|---|---|
| 12a | Quality response — Lot 6 (Operational Efficiency) PRIMARY | 🟢 | CTO + COO | v2 Thu 25 Jun | 03_Proposal_Narrative_Draft.md §Lot 6 — Quality 90% / SV 10% / NO COST |
| 12b | Quality response — Lot 7 (Advisory & Specialised Support) PRIMARY | 🟢 | COO | v2 Thu 25 Jun | 03_Proposal_Narrative_Draft.md §Lot 7 — Quality 70 / Commercial 20 / SV 10 |
| 12c | Quality response — Lot 5 (Research, Innovation & Development) PRIMARY | 🟢 | Beever/Votee + COO | v2 Fri 26 Jun | 03_Proposal_Narrative_Draft.md §Lot 5 — direct Beever fit |
| 12d | Quality response — Lot 8 (Combined Solutions) | N/A | — | — | AUTOMATIC — no separate bid. Awarded automatically if we win 2+ lots |
| 13 | Solution architecture diagrams (1-pager × 4–8 named solutions) | 🔴 | CTO + Votee | Wed 24 Jun | Scribe-On-Site, WardFlow Copilot, Atlas, MAGIC-NHS, Trial Concierge, FOI Triage |
| 14 | Delivery methodology (Diagnose → Design → Deploy → Demonstrate) | 🟢 | COO | Locked Wed 24 Jun | 03_Proposal_Narrative_Draft.md §3 |
| 15 | Technical compliance matrix vs ITT mandatories | 🔴 | CTO | Mon 22 Jun | Build after Ariba ITT download |
| 16 | Per-lot case study mappings | 🟡 | Sales Beever/Votee | Fri 26 Jun | Re-map item 10 to each lot |
C. Clinical safety pack (Lots 5, 6, arguably 7)
| # | Item | Status | Owner | Due | Notes / Location |
|---|---|---|---|---|---|
| 17 | DTAC v2 self-assessment + evidence pack | 🔴 | IG + CSO | Fri 26 Jun | Gap analysis kick-off Tue 16 Jun |
| 18 | DCB0129 CSMS statement | 🔴 | CSO | Fri 26 Jun | CSO contractor to draft once engaged |
| 19 | Named Clinical Safety Officer (name, reg body + number, training cert) | 🟡 | CEO + COO | Fri 20 Jun EOD | CSO IDENTIFIED — contracting in process. Status moved from ⛔ gating to 🟡 partial. Confirm name + registration + training certificate by Fri 20 Jun |
| 20 | Clinical Safety Case Report skeleton (per named solution) | 🔴 | CSO + CTO | Mon 30 Jun | Top-10 hazards + mitigations |
| 21 | Hazard Log extract | 🔴 | CSO | Mon 30 Jun | |
| 22 | DCB0160 engagement statement | 🟢 | CSO | Locked Mon 30 Jun | 03_Proposal_Narrative_Draft.md §Cross-cutting / Clinical Safety |
D. Information governance pack
| # | Item | Status | Owner | Due | Notes / Location |
|---|---|---|---|---|---|
| 23 | DPIA template / process | 🟡 | IG | Wed 24 Jun | Partial per CEO Status Report — customise to NHS context |
| 24 | UK Data Residency statement + topology diagram | ✅ | CTO | Done | Per CEO Status Report — critical for Votee HK concern |
| 25 | Sub-processor list (UK-only) | 🔴 | CTO | Wed 24 Jun | |
| 26 | Data flow diagrams (per solution) | 🔴 | CTO | Thu 25 Jun | Pairs with item 13 |
| 27 | UK GDPR / ICO registration evidence | ✅ | IG | Done | Per CEO Status Report |
| 28 | Binding sub-processor DPA (Votee + Beever) | 🔴 | Legal | Wed 24 Jun | Flows from Teaming Agreement |
E. Commercial pack
| # | Item | Status | Owner | Due | Notes / Location |
|---|---|---|---|---|---|
| 29 | Pricing schedule (day rates, per-user/month, NCIS 0.90% levy baked in) | 🟢 | CFO + COO | Locked Wed 24 Jun | Lot 7 = 20% commercial weight — sharpen rate card vs Big4 / boutique / SI; 03_Proposal_Narrative_Draft.md §Lot 7.3 |
| 30 | Volume discount table (5 / 10 / 25 trust thresholds) | 🟢 | CFO | Locked Wed 24 Jun | 01_Strategic_Plan.md §8 |
| 31 | Social Value Plan (PPN 06/20) — 10% of every lot | 🟡 | COO | Fri 26 Jun | UPGRADE PRIORITY — 10% scored on every lot; must be properly drafted, not partial |
| 32 | Commercial assumptions (in scope / out of scope) | 🔴 | COO | Fri 26 Jun |
F. Partnership / consortium
| # | Item | Status | Owner | Due | Notes / Location |
|---|---|---|---|---|---|
| 33 | Teaming Agreement (Votee + Beever) — signed | 🔴 | CEO + Legal | Fri 26 Jun | Heads of Terms wk of 16 Jun; full TA Fri 26 Jun |
| 34 | Sub-contractor declarations (Votee + Beever) | 🔴 | Legal | Fri 26 Jun | Standard forms inside TA |
| 35 | IP licence flow-down (BritiAI has rights to deliver) | 🔴 | Legal + CTO | Fri 26 Jun | Inside the Teaming Agreement; ties to Sovereign AI IP-structure decision in 07_Sovereign_AI_Plan.md §4 |
Roll-up (updated 15 Jun late session post-Status Report + ITT amendment)
| Status | Count | % |
|---|---|---|
| ✅ Done | 3 | 9% |
| 🟢 Drafted | 10 | 29% |
| 🟡 Partial | 8 | 23% |
| 🔴 Not started | 12 | 34% |
| ⛔ Gating risk | 1 | 3% |
| N/A (Lot 8 automatic) | 1 | 3% |
| Total | 35 | 100% |
Movement vs previous tracker: 3 items moved to Done (1, 24, 27), 5 policy items moved to Drafted (4, 5, 6, 7, 8), Lot 8 quality response retired as automatic. Roll-up “in flight or better” rose from 37% to 61%.
Gating items (lose any of these → at least one lot drops)
| # | Item | Why it gates | Resolution path |
|---|---|---|---|
| 11 | Signed Form of Tender | Submission cannot complete without it | Submit-day action; CEO available 09:00–14:00 Mon 22 Jun |
| 19 | Named CSO | Lots 5 + 6 likely require it as pass/fail | A) Votee group · B) UK network outreach · C) 3 specialist providers in parallel · 48h decision window — EOD Wed 17 Jun |
| 24 | UK Data Residency statement + topology | Without it, Votee HK origin is a fatal scoring weakness | CTO produces by Wed 17 Jun EOD |
| 33 | Teaming Agreement signed | Without it, we cannot name Votee + Beever as subs in the bid | HoT today; full TA Fri 19 Jun 15:00 |
| 17 | DTAC v2 evidence pack | Likely pass/fail | Gap analysis Tue 16 Jun; evidence pack Thu 18 Jun |
Eligibility de-risk note (official NHS SBS Q&A): ISO accreditations, Cyber Essentials Plus and DSPT all PASS if held or formally committed-to; CE+ OR ISO 27001 accepted as equivalent. Evidence is only verified at due-diligence (Apr–May 2027), not at submission — so these are in-progress items on a confirmed compliant route, not submission gating items.
Confirmed evaluation weightings (per official tender pack)
| Lot | Quality | Social Value | Commercial |
|---|---|---|---|
| Lot 5 (Research, Innovation & Development) | 90% | 10% | Pass/Fail |
| Lot 6 (Operational Efficiency) | 90% | 10% | Pass/Fail |
| Lot 7 (Advisory & Specialised Support) | 70% | 10% | 20% (scored) |
Daily refresh — what changed since last standup
Use the section below at each 09:00 and 17:00 standup. Just list items that moved status today.
Mon 15 Jun, 17:00 standup
- Item 1 → status:
- Item …
Tue 16 Jun, 09:00 standup
- …
Cadence reminder (revised for three-week window)
- Standups Tue + Thu 09:30 (was twice daily; rebaselined to the three-week plan)
- CEO check-in Wed + Fri 16:00
- Wed 24 Jun → per-lot go/no-go on Lots 3 + 4 (stretch lots)
- Thu 25 Jun → red-team day
- Fri 26 Jun 16:00 → Teaming Agreement signed; pricing locked; Social Value Plan finalised
- Mon 30 Jun → all v2 drafts complete; CSC + Hazard Log signed by CSO
- Fri 3 Jul 14:00 → SUBMIT (internal target — well ahead of the 21 Jul deadline)
- Tue 21 Jul 12:00 noon → real ITT submission deadline (per official SAP Ariba tender pack)