BM02 — Ariba Response Map
Bid: NHS SBS Healthcare AI Solutions Open Framework (SBS10523) — Ariba RFx 1110014540
Lots bid: 5, 6, 7
Source narrative: 03_Proposal_Narrative_Draft.md
ITT mapping: 09_BritiAI_ITT_Mapping.md
This document maps every expected Ariba response section to an owner, target word count, evidence slot and source paragraph in our draft narrative. Word limits are assumed conservatively against NHS framework norms (typically 500–2,000 words per quality question, 250–500 for selection questionnaire fields). On Ariba portal open (G0+1), the BM updates the assumed limits with the actual ones inside 24 hours and re-baselines this map.
1. Standard NHS SBS Ariba Structure (assumed)
| Envelope | Section | NHS SBS naming (typical) | Scored? |
|---|---|---|---|
| Envelope 1 | Selection Questionnaire (SQ) | Supplier Suitability | Pass / Fail |
| Envelope 1 | Mandatory compliance | Declarations, exclusions, modern slavery | Pass / Fail |
| Envelope 2 | Quality questions per lot | Technical / Quality Response | Scored 0–100 |
| Envelope 2 | Social Value | Themes, Outcomes, Measures (TOMs) | Scored 10% |
| Envelope 3 | Commercial / Pricing | Rate card, day rates, discounts | Scored 0% (L6) / 20% (L7) |
| Envelope 4 | Form of Tender + signatures | Bidder declaration | Pass / Fail |
2. Selection Questionnaire — Mandatory Fields Checklist
NHS SBS frameworks consistently include these. We pre-populate against the BritiAI master SQ data sheet (see BM04 for evidence).
| # | Field | Owner | Evidence | Status |
|---|---|---|---|---|
| SQ-1 | Company registration, registered address, Companies House number | BM | Cert. of Incorporation | Drafted |
| SQ-2 | VAT registration | BM | VAT cert | Partial |
| SQ-3 | Group structure / ultimate parent | BM | Org chart | Not started |
| SQ-4 | Economic & financial standing (last 2 yrs accounts, ratios) | CFO | Filed accounts 2024, 2025 | Partial |
| SQ-5 | Insurance: Employers’ Liability ≥ £5m; Public Liability ≥ £5m; Professional Indemnity ≥ £2m; Cyber ≥ £1m | BM | Broker certificates | Not started |
| SQ-6 | Modern Slavery Act 2015 statement | BM | Statement v2026 | Drafted |
| SQ-7 | Equality / non-discrimination policy | BM | Policy doc | Drafted |
| SQ-8 | Environmental / net-zero policy | BM | Policy + carbon reduction plan (PPN 06/21) | Partial |
| SQ-9 | Health & Safety policy + RIDDOR record | BM | Policy + nil return | Drafted |
| SQ-10 | Cyber Essentials Plus certificate | CTO | CE+ cert (in train) | Partial — gating |
| SQ-11 | ISO 27001 certification (or roadmap) | CTO | Cert or Stage 1 letter | Partial |
| SQ-12 | DSPT — “Standards Met” | CTO | ODS code + DSPT submission | Not started — gating |
| SQ-13 | ICO registration | BM | ICO certificate | Drafted |
| SQ-14 | DCB0129 / DCB0160 compliance statement | CSO | Clinical safety case | Not started — gating |
| SQ-15 | Conflicts of interest declaration | CEO | Signed declaration | Not started |
| SQ-16 | Grounds for exclusion (Regulation 57) | CEO | Self-cert | Drafted |
| SQ-17 | Past performance — 3 contracts in last 3 yrs | Bid Writer | Case studies | Partial |
| SQ-18 | Subcontractor disclosure (Votee, Beever) | BM | Signed MoUs | Partial |
| SQ-19 | Form of Tender — signed | CEO | Wet/electronic signature | Not started |
3. Quality Question Response Map — Lot 5 (R&D)
Quality weighting 100% of quality envelope. We assume 4–6 quality questions per lot at ~1,500 words each.
| Q ref | Theme | Word target | Owner | Source para in 03_Proposal_Narrative_Draft.md | Evidence slot |
|---|---|---|---|---|---|
| L5-Q1 | Innovation capability & research depth | 1,500 | Bid Writer + CTO | §3.1, §4.2 | Beever ACL 2025 papers; Votee MAGIC arch |
| L5-Q2 | Approach to AI safety, evaluation, red-teaming | 1,500 | CTO | §5.1 | Eval harness screenshots; safety case excerpt |
| L5-Q3 | Data science methodology & MLOps | 1,200 | CTO | §5.2 | Architecture diagram |
| L5-Q4 | Real-world deployment case study | 1,500 | Bid Writer | §6.1 | Anonymised case study A |
| L5-Q5 | Partnership / academic collaboration | 1,000 | CEO | §7.1 | Letters of support |
4. Quality Question Response Map — Lot 6 (Operational Efficiency)
Quality 90% / Social Value 10% / No cost weighting. This is the highest-leverage lot — write to win.
| Q ref | Theme | Word target | Owner | Source | Evidence |
|---|---|---|---|---|---|
| L6-Q1 | Demonstrable operational efficiency outcomes in NHS / health context | 1,800 | Bid Writer | §6.2 | V-Note ambient capture case; quantified time-saved |
| L6-Q2 | Implementation approach, change management, adoption | 1,500 | Bid Writer | §6.3 | Adoption playbook |
| L6-Q3 | Interoperability (FHIR, SNOMED, HL7, NHS Login, dm+d) | 1,200 | CTO | §5.3 | Integration matrix |
| L6-Q4 | Clinical safety, IG, DTAC alignment | 1,500 | CSO + CTO | §8.1 | DCB0129 hazard log; DTAC self-assessment |
| L6-Q5 | Measurable benefits framework + KPI commitments | 1,200 | Bid Writer + CTO | §6.4 | Benefits realisation template |
| L6-Q6 | Sustainability of solution + roadmap | 1,000 | CTO | §9.1 | Product roadmap |
5. Quality Question Response Map — Lot 7 (Advisory)
Quality 70% / Commercial 20% / Social Value 10%. Commercial response gets real work here.
| Q ref | Theme | Word target | Owner | Source | Evidence |
|---|---|---|---|---|---|
| L7-Q1 | Advisory methodology, frameworks, deliverables | 1,500 | Bid Writer | §7.2 | Method canvas |
| L7-Q2 | Team experience and CVs | 1,200 | BM | §7.3 | 6 redacted CVs |
| L7-Q3 | Sector knowledge — NHS structures, ICS, NHSE | 1,200 | CEO | §7.4 | Bio of NHS-experienced advisors |
| L7-Q4 | Approach to specialist support (responsible AI, evaluation, procurement support) | 1,500 | CTO | §7.5 | Capability statement |
| L7-Q5 | Day-rate card + commercial flexibility | 800 | CFO | §10.1 | Rate card v1 |
6. Social Value (applies all lots, 10%)
| Q ref | TOM theme | Owner | Target | Evidence |
|---|---|---|---|---|
| SV-1 | Tackling economic inequality (skills, supply chain) | Bid Writer | UK SME spend %, apprenticeship commitments | Procurement policy |
| SV-2 | Fighting climate change | BM | Carbon reduction plan, scope 1/2/3 baseline | PPN 06/21 plan |
| SV-3 | Equal opportunity | BM | Workforce diversity stats | DE&I report |
| SV-4 | Wellbeing | BM | Mental-health-first-aider commitments | Wellbeing policy |
Each SV answer ~800 words; we will commit to specific, measurable, contract-life targets — not platitudes.
7. Commercial Envelope
| Item | Lot 5 | Lot 6 | Lot 7 |
|---|---|---|---|
| Weighting | 0% (assumed) | 0% | 20% |
| Submission | Indicative day rates only | Indicative day rates only | Full rate card |
| Owner | CFO | CFO | CFO |
| Format | NHS SBS pricing template (Ariba upload) | Same | Same |
CFO must complete pricing template in the exact Ariba-issued workbook. No edits to formula cells. BM verifies on Wed 1 Jul.
8. Attachment Slot Inventory (high level — full list in BM04)
Ariba typically allows ~10MB per attachment. We pre-compress PDFs to ≤8MB. Slots we expect:
- SQ evidence pack (combined PDF, bookmarked)
- Per-lot quality response (PDF, branded)
- Case studies pack
- Insurance certificate pack
- Policies pack
- Subcontractor MoUs
- Clinical safety case + hazard log
- DSPT confirmation screenshot + ODS code
- Cyber Essentials Plus + ISO certificates
- Carbon reduction plan
- Signed Form of Tender
9. Response Strategy Notes
- Win themes baked into every quality answer: sovereign UK AI; clinical-safety-by-design; named subcontractor depth (Votee, Beever); measurable outcomes; SME agility with enterprise discipline.
- Avoid: marketing language, undefined acronyms, unsupported claims, future-tense capability without a date.
- Always include: a worked example, a quantified outcome, an evidence pointer, a named accountable owner.
- Word counts are ceilings, not targets. Aim 85–95% of limit. Buffer for clarifications.
10. Update Discipline
This map is re-baselined within 24 hours of Ariba portal open against actual question text and word limits. From G1 onward, only the BM edits this file. Any owner who needs a change raises it at the next standup.