This is the evidence lens on the 35-item submission tracker: every attachment NHS SBS will see, where it lives, who owns it, what state it is in, and what we still need. Status uses tracker codes: Done / Drafted / Partial / Not started / Gating.
A. Corporate & Qualification Evidence
#
Evidence
Format
Location (relative to /evidence/)
Owner
Status
Notes
A1
Certificate of Incorporation
PDF
/A_Corporate/A1_CoI.pdf
BM
Done
Companies House download
A2
VAT Registration Certificate
PDF
/A_Corporate/A2_VAT.pdf
BM
Partial
Awaiting HMRC reprint
A3
Group structure / cap table summary
PDF
/A_Corporate/A3_GroupStructure.pdf
BM
Not started
One-page diagram
A4
Filed accounts FY2024
PDF
/A_Corporate/A4_Accounts_2024.pdf
CFO
Drafted
Companies House
A5
Filed accounts FY2025
PDF
/A_Corporate/A5_Accounts_2025.pdf
CFO
Partial
Final sign-off w/c 22 Jun
A6
Management accounts YTD 2026
PDF
/A_Corporate/A6_MgmtAcc_YTD.pdf
CFO
Not started
Required if accounts <12mo dated
A7
Bank reference letter
PDF
/A_Corporate/A7_BankRef.pdf
CFO
Not started
Request from Tide / HSBC
A8
Form of Tender — signed
PDF
/A_Corporate/A8_FoT_Signed.pdf
CEO
Not started
Last 48h before submit
A9
Bidder declaration / non-collusion
PDF
/A_Corporate/A9_Declaration.pdf
CEO
Not started
NHS SBS template
A10
Conflicts of interest declaration
PDF
/A_Corporate/A10_CoI.pdf
CEO
Not started
Self-cert
A11
Regulation 57 exclusion self-cert
PDF
/A_Corporate/A11_Reg57.pdf
CEO
Drafted
Standard template
B. Per-Lot Quality Evidence
B.1 Lot 5 — Research, Innovation & Development
#
Evidence
Format
Location
Owner
Status
B5-1
Lot 5 quality response (combined PDF)
PDF
/B_Lot5/B5-1_QualityResponse.pdf
Bid Writer
Drafted
B5-2
Beever ACL 2025 publication list + abstracts
PDF
/B_Lot5/B5-2_ACL2025.pdf
Beever Lead
Partial
B5-3
Votee MAGIC architecture & evaluation pack
PDF
/B_Lot5/B5-3_MAGIC.pdf
Votee Lead
Partial
B5-4
Beever Atlas neural memory whitepaper
PDF
/B_Lot5/B5-4_Atlas.pdf
Beever Lead
Drafted
B5-5
R&D case study A (anonymised)
PDF
/B_Lot5/B5-5_CaseA.pdf
Bid Writer
Drafted
B5-6
Academic letters of support
PDF
/B_Lot5/B5-6_Letters.pdf
CEO
Not started
B.2 Lot 6 — Operational Efficiency
#
Evidence
Format
Location
Owner
Status
B6-1
Lot 6 quality response (combined PDF)
PDF
/B_Lot6/B6-1_QualityResponse.pdf
Bid Writer
Drafted
B6-2
V-Note ambient capture case study + metrics
PDF
/B_Lot6/B6-2_VNote.pdf
Votee Lead
Partial
B6-3
Interoperability matrix (FHIR/SNOMED/HL7/dm+d)
PDF
/B_Lot6/B6-3_Interop.pdf
CTO
Not started
B6-4
Adoption / change-management playbook
PDF
/B_Lot6/B6-4_Adoption.pdf
Bid Writer
Drafted
B6-5
Benefits realisation framework + KPI template
PDF
/B_Lot6/B6-5_Benefits.pdf
CTO
Not started
B6-6
Product roadmap (12/24 month)
PDF
/B_Lot6/B6-6_Roadmap.pdf
CTO
Drafted
B.3 Lot 7 — Advisory & Specialised Support
#
Evidence
Format
Location
Owner
Status
B7-1
Lot 7 quality response (combined PDF)
PDF
/B_Lot7/B7-1_QualityResponse.pdf
Bid Writer
Drafted
B7-2
CVs (6× redacted, 2 pages each)
PDF
/B_Lot7/B7-2_CVs.pdf
BM
Partial
B7-3
Method canvas / advisory framework
PDF
/B_Lot7/B7-3_Method.pdf
CTO
Drafted
B7-4
NHS sector capability statement
PDF
/B_Lot7/B7-4_NHSCap.pdf
CEO
Drafted
B7-5
Rate card (Ariba pricing workbook)
XLSX
/B_Lot7/B7-5_RateCard.xlsx
CFO
Not started
C. Clinical Safety Evidence
#
Evidence
Format
Location
Owner
Status
C1
CSO appointment letter + CV
PDF
/C_ClinicalSafety/C1_CSO.pdf
CEO
Gating — Not started
C2
DCB0129 Clinical Safety Case Report
PDF
/C_ClinicalSafety/C2_CSCR.pdf
CSO
Not started — depends on C1
C3
Hazard log (live spreadsheet, exported PDF)
PDF + XLSX
/C_ClinicalSafety/C3_HazardLog.*
CSO
Not started — depends on C1
C4
DCB0160 deployment statement
PDF
/C_ClinicalSafety/C4_DCB0160.pdf
CSO
Not started
C5
Clinical Risk Management Plan
PDF
/C_ClinicalSafety/C5_CRMP.pdf
CSO
Drafted (skeleton)
C6
DTAC self-assessment
PDF
/C_ClinicalSafety/C6_DTAC.pdf
CTO + CSO
Partial
Note: C1 is the single biggest critical-path risk. If unresolved by Mon 22 Jun, BM escalates to CEO for fallback contract CSO.
D. Information Governance & Security
#
Evidence
Format
Location
Owner
Status
D1
ICO registration certificate
PDF
/D_IG/D1_ICO.pdf
BM
Drafted
D2
DSPT submission — “Standards Met”
PDF + screenshot
/D_IG/D2_DSPT.*
CTO
Gating — Not started
D3
ODS code confirmation
PDF
/D_IG/D3_ODS.pdf
CTO
Partial
D4
Cyber Essentials Plus certificate
PDF
/D_IG/D4_CEPlus.pdf
CTO
Partial — in audit
D5
ISO 27001 certificate or Stage 1 letter
PDF
/D_IG/D5_ISO27001.pdf
CTO
Partial
D6
Data Protection Policy
PDF
/D_IG/D6_DPPolicy.pdf
CTO (DPO)
Drafted
D7
Information Security Policy
PDF
/D_IG/D7_ISPolicy.pdf
CTO
Drafted
D8
DPIA template + worked example
PDF
/D_IG/D8_DPIA.pdf
CTO
Partial
D9
Subject Access Request procedure
PDF
/D_IG/D9_SAR.pdf
CTO
Drafted
D10
Sub-processor list
PDF
/D_IG/D10_SubProc.pdf
CTO
Not started
D11
Pen-test summary (most recent)
PDF
/D_IG/D11_Pentest.pdf
CTO
Not started
E. Insurance, HR & Corporate Policy
#
Evidence
Format
Location
Owner
Status
E1
Employers’ Liability cert (≥ £5m)
PDF
/E_Policies/E1_EL.pdf
BM
Not started
E2
Public Liability cert (≥ £5m)
PDF
/E_Policies/E2_PL.pdf
BM
Not started
E3
Professional Indemnity cert (≥ £2m)
PDF
/E_Policies/E3_PI.pdf
BM
Not started
E4
Cyber Liability cert (≥ £1m)
PDF
/E_Policies/E4_Cyber.pdf
BM
Not started
E5
Modern Slavery Act statement 2026
PDF
/E_Policies/E5_MSA.pdf
BM
Drafted
E6
Equality, Diversity & Inclusion policy
PDF
/E_Policies/E6_EDI.pdf
BM
Drafted
E7
Anti-bribery & corruption policy
PDF
/E_Policies/E7_ABC.pdf
BM
Drafted
E8
Whistleblowing policy
PDF
/E_Policies/E8_Whistle.pdf
BM
Drafted
E9
Health & Safety policy + RIDDOR nil return
PDF
/E_Policies/E9_HS.pdf
BM
Drafted
E10
Carbon Reduction Plan (PPN 06/21 compliant)
PDF
/E_Policies/E10_CRP.pdf
BM
Partial
E11
Modern wellbeing / mental health policy
PDF
/E_Policies/E11_Wellbeing.pdf
BM
Drafted
E12
Recruitment & retention policy
PDF
/E_Policies/E12_Recruit.pdf
BM
Drafted
F. Partnership Evidence
#
Evidence
Format
Location
Owner
Status
F1
Votee AI — signed MoU / subcontracting agreement
PDF
/F_Partnership/F1_VoteeMoU.pdf
CEO + Votee CEO
Partial
F2
Votee AI — Cyber Essentials + IG confirmation
PDF
/F_Partnership/F2_VoteeIG.pdf
Votee Lead
Not started
F3
Votee AI — insurance summary
PDF
/F_Partnership/F3_VoteeIns.pdf
Votee Lead
Not started
F4
Beever AI — signed MoU / subcontracting agreement
PDF
/F_Partnership/F4_BeeverMoU.pdf
CEO + Beever Dir.
Partial
F5
Beever AI — IG / security confirmation
PDF
/F_Partnership/F5_BeeverIG.pdf
Beever Lead
Not started
F6
Beever AI — insurance summary
PDF
/F_Partnership/F6_BeeverIns.pdf
Beever Lead
Not started
F7
Joint statement of capability (3-party)
PDF
/F_Partnership/F7_JointCap.pdf
BM + writers
Drafted
F8
Reference contracts list (3× past performance)
PDF
/F_Partnership/F8_References.pdf
Bid Writer
Partial
F9
Customer reference letters (3×)
PDF
/F_Partnership/F9_RefLetters.pdf
CEO
Not started
Cross-cutting status summary
Group
Done
Drafted
Partial
Not started
Gating
A Corporate (11)
1
3
3
4
0
B Quality (17)
0
8
5
4
0
C Clinical (6)
0
1
1
3
1
D IG (11)
0
4
4
2
1
E Policies (12)
0
8
1
3
0
F Partnership (9)
0
2
3
4
0
Total (66 evidence items)
1
26
17
20
2
(The 35-item tracker rolls these up; this view expands to the underlying attachments.)
Critical-path summary for the BM
C1 CSO appointment by Mon 22 Jun — gates C2–C4 and L6-Q4.
D2 DSPT by Mon 29 Jun — gates D3 ODS code and the entire IG envelope.
E1–E4 Insurance certificates by Wed 24 Jun — broker confirmation request goes out Tue 16 Jun.
F1, F4 MoUs signed by Wed 1 Jul — without these, subcontractor evidence cannot be cited.
A5 FY2025 accounts sign-off by Mon 22 Jun — affects SQ-4 financial standing.
Freeze and Audit
At G3 (Wed 1 Jul) the BM walks every row, marks status, and freezes the index. Any “Not started” at that point triggers a same-day CEO call. Any “Partial” must have a documented path to Done by 14:00 Thu 2 Jul (G4).
