41 Bid Management Plan

BM01 — Bid Management Plan

Bid: NHS SBS Healthcare AI Solutions Open Framework (SBS10523), Ariba RFx 1110014540 Bidder: BritiAI (Prime) with Votee AI and Beever AI (Named Subcontractors) Lots: 5, 6, 7 (Lot 8 automatic on ≥2 wins) Issued: 15 Jun 2026 | Owner: Bid Manager (external) | Approver: CEO

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1. Purpose

This plan defines the governance, cadence, decision rights, review gates and document control that will get BritiAI from the current state (3 Done / 10 Drafted / 8 Partial / 12 Not Started / 1 Gating) to a submitted, compliant, scoring bid by Fri 3 Jul 2026, 14:00 BST — comfortably ahead of the NHS SBS deadline of 12:00 noon, Tue 21 Jul 2026.

It complements (does not replace) the strategy in 01_Strategic_Plan.md and the execution backlog in 02_Execution_Plan_RAID.md. Where this plan and those documents conflict, this plan governs process; those documents govern content.

2. Governance Structure

Role	Holder	Authority
Sponsor / Final Approver	CEO, BritiAI	Sign-off on submission, pricing, partnership commitments, withdrawal
Bid Manager (BM)	External (this role)	Process, schedule, version control, go/no-go calls below £50k commitment
Technical Lead	CTO, BritiAI	Architecture, clinical safety hooks, ISO/Cyber Essentials evidence
Bid Writer	Internal	Per-lot quality narratives, social value, case studies
Clinical Safety Officer (CSO)	TBC — gating item	DCB0129 hazard log, clinical safety case
Subcontractor Lead — Votee	Votee CEO	MAGIC, V-Note evidence, signed MoU
Subcontractor Lead — Beever	Beever Director	Beever Atlas evidence, ACL 2025 references
Legal Reviewer	External counsel (on call)	T&Cs, MoUs, IP, indemnities

Decision rights summary:

• Anything that changes scope, lot coverage, pricing strategy, or partnership terms → CEO.
• Anything that changes schedule, owner, internal review order → BM.
• Anything that changes a quality answer’s substance → Bid Writer + Technical Lead, with BM ratifying.
• Anything clinical-safety-shaped → CSO with CEO sign-off.

3. Escalation Path

1. Owner blocks → flag in next standup or Slack #nhs-bid within 4 working hours.
2. Unresolved 24h → BM escalates to CEO.
3. Material risk to deadline → CEO + BM call go/no-go meeting within 24h.
4. Hard escalation triggers (auto-escalate to CEO same day): CSO still vacant by Mon 22 Jun; DSPT status not “Standards Met” by Mon 29 Jun; any insurance certificate showing cover below NHS SBS minima; any subcontractor MoU unsigned by Wed 1 Jul.

4. Review Gates

Gate	Date	Chair	Pass Criteria
G0 — Plan ratified	Tue 16 Jun	CEO	This plan + tracker accepted
G1 — Drafts complete	Fri 26 Jun	BM	All 35 artefacts at ≥ Drafted state
G2 — Red Team review	Mon 29 Jun	RedTeam Lead	Score ≥ 75/100 against published criteria
G3 — Evidence pack frozen	Wed 1 Jul	BM	All attachments listed in BM04 marked Approved
G4 — Final approval	Thu 2 Jul, 17:00	CEO	Sign-off recorded in change log
G5 — Submitted	Fri 3 Jul, 14:00	BM	Ariba confirmation captured; see BM05

No artefact moves to “Approved” without the named approver in §2 signing it off in the change log. No exceptions in the final 7 days.

5. Communications Cadence

• Standups: Tue + Thu 09:30–09:45 BST (15 min, BM chairs, written notes within 1h).
• CEO checkpoints: Wed + Fri 16:00–16:30 BST. CEO gets a 1-page RAG summary by 15:30.
• Slack: #nhs-bid is the single channel. Decisions logged with [DECISION] tag and timestamp.
• Email: Used only for external (subcontractor, NHS SBS, legal). Internal email is banned to prevent decision fragmentation.
• NHS SBS clarifications: All clarification questions routed through BM and submitted via Ariba by Wed 24 Jun (typical framework cut-off is ~7 working days before deadline; we treat 24 Jun as our hard internal cut-off).

6. Document Control (summary — full SOP in BM03)

• Single source of truth: /NHS_SBS_Bid/ directory on shared drive, mirrored nightly to encrypted backup.
• Naming: <area>_<artefact>_<state>_<vMAJOR.MINOR>.md (e.g. BM01_BidMgmtPlan_DRAFT_v0.3.md).
• States: DRAFT → REVIEW → APPROVED → SUBMITTED. Movement requires change-log entry.
• Only the BM merges state changes after G2. Pre-G2, owners may move DRAFT ↔ REVIEW freely.

7. Risk and Issue Management

The live RAID log is 02_Execution_Plan_RAID.md. The BM reviews it at every standup. Top three risks tracked daily:

1. CSO vacancy (gating). Mitigation: parallel approach to two named candidates; fallback contract CSO via Hempsons or Answer Digital network.
2. Word-limit compression. Mitigation: BM03 enforces word counts per Ariba section; Red Team specifically checks for over-runs at G2.
3. Subcontractor evidence latency. Mitigation: Votee and Beever each have a named owner with a hard deadline of Mon 29 Jun for all attachments.

8. Scheduling Discipline

The 3-week run is sliced into three phases:

Phase	Dates	Focus
Build	15–26 Jun	Drafting all 35 artefacts to ≥ DRAFT
Review	29 Jun – 1 Jul	Red Team, evidence freeze, legal sign-off
Submit	early–mid Jul	Final approval, submission well ahead of deadline, contingency window 20–21 Jul

Anything not at DRAFT by EOD Fri 26 Jun triggers a scope conversation with the CEO — we either de-scope a lot or accept a quality hit.

9. Sign-Off Authorities

Item	Sign-off
Quality narratives	Bid Writer drafts → Technical Lead approves → CEO ratifies at G4
Pricing / commercial schedule	CFO (or CEO as proxy) approves; BM records
Clinical safety case	CSO signs; CEO countersigns
Information governance pack	DPO (CTO acting) signs; CEO countersigns
Subcontractor MoUs	CEO + counterparty CEO; legal reviewed
Final Ariba submission	CEO authorises submit; BM executes (see BM05)

10. What the BM owns vs what the BM does not

Owns: schedule, version control, reviews, evidence index, Ariba mechanics, submit-day runbook, communications discipline. Does not own: technical content correctness, clinical safety judgement, commercial pricing, partnership terms.

The BM’s job is to make sure the right person decides the right thing at the right time, recorded in the right place. Content quality is the responsibility of the named owner in the tracker.

11. Acceptance

This plan is accepted by the CEO at G0 (Tue 16 Jun). Any amendment after G2 (Mon 29 Jun) requires CEO authorisation and a change-log entry.