BritiAI · NHS SBS Bid Vault

NHS SBS Bid Vault SBS10523 · Healthcare AI Solutions

Deadline Tue 21 Jul 2026, 12:00 BST · Content complete Fri 10 Jul → internal review & audit → final submission Tue 14 Jul 2026 · Last updated 2 Jul 2026, 20:00
Time left
--days
:
--hrs
:
--min
:
--sec

45 Submit-Day Runbook

8 min read

BM05 — Submit Day Runbook

Bid: NHS SBS SBS10523 (Ariba RFx 1110014540) Target submit: Fri 3 Jul 2026, 14:00 BST (internal — comfortably ahead of the deadline) NHS SBS deadline: 12:00 noon, Tue 21 Jul 2026 (we submit well ahead) Contingency window: Mon 6 Jul 2026, 09:00–11:00 BST (final backstop) Runbook owner: Bid Manager | Execute authority: CEO

0. Day-before checklist — Thu 2 Jul

Run before close of play Thursday. None of these can slip into Friday morning.

  • G4 final approval recorded (CEO sign-off in change log).
  • All evidence in /evidence/ marked APPROVED (BM04 frozen at G3 yesterday).
  • All quality narratives converted to branded PDF in /ariba_submission/final/.
  • Ariba portal login tested by BM and CEO (separately, two browsers each: Chrome + Firefox).
  • 2FA / SecureID device present and charged. Backup 2FA path confirmed.
  • Form of Tender printed, signed by CEO, scanned, re-saved as A8_FoT_Signed_APPROVED_v2.0.pdf.
  • Two contingency contacts in the room or on-call: CEO + CTO.
  • Backup zip of full /NHS_SBS_Bid/ taken at 17:00 and verified by opening on a second machine.
  • NHS SBS clarifications mailbox (nsbs.procurementsolutionssourcing@nhs.net) saved as a draft email with subject line ready (see §6).
  • Phone number for NHS SBS framework helpdesk noted.

1. Submit Day — Friday 3 Jul 2026

All times BST. Times are deliberately generous so we have slack.

08:30 — Stand-to

  • BM, CEO, CTO in the room (or on a single shared call) by 08:30. No new contributors join after this point.
  • BM reads §0 checklist out loud. Any unchecked item → CEO decides go / no-go / contingency.

09:00 — Final compile

  • BM compiles the final response PDF per lot from APPROVED markdown sources.
  • Each PDF is bookmarked, page-numbered, branded, ≤ 8MB.
  • File names match the convention in BM03 with state APPROVED_v2.0.

10:00 — Pre-flight review

  • BM opens Ariba RFx 1110014540 in Chrome (primary) and Firefox (backup, separate session).
  • CEO logs in independently on a third machine as read-only witness.
  • BM walks every Ariba section against BM02 map. Reads every question. Confirms every answer slot has the right content and within word limit.
  • Any answer that fails the read-through is escalated immediately. CEO call: fix or submit as-is.

11:00 — Attachment upload

  • Upload order (smallest → largest to surface size issues early):
    1. Form of Tender
    2. Corporate / Qualification pack (A1–A11)
    3. Insurance & policies pack (E1–E12)
    4. IG / security pack (D1–D11)
    5. Clinical safety pack (C1–C6)
    6. Partnership pack (F1–F9)
    7. Lot 5 quality response + evidence
    8. Lot 6 quality response + evidence
    9. Lot 7 quality response + evidence + rate card
  • After each upload: confirm filename, file size, and that Ariba shows it under the correct slot. Tick BM04 row.

12:00 — Lunch / cool-off (30 min, mandatory)

  • Step away from the screen. We do not submit hot. Mistakes happen in the last 30 minutes before submit when nobody has paused.

12:30 — Snapshot 1 (pre-submit)

  • BM captures full Ariba snapshot:
    • Screenshot of every section showing answers populated.
    • Screenshot of attachments table showing all files green.
    • Screenshot of pricing summary.
    • PDF export of Ariba response if portal allows it.
  • Snapshots saved to /ariba_submission/snapshots/2026-07-03_pre_submit/.

13:00 — Final read-through with CEO

  • CEO reads each lot summary, confirms scope, confirms named subcontractors, confirms pricing.
  • CEO gives explicit verbal authorisation to submit. BM logs the timestamp in the change log: 2026-07-03 13:42 — CEO authorised submission of SBS10523 RFx 1110014540, Lots 5/6/7.

13:50 — Final go/no-go

  • BM checks: portal responsive? 2FA token valid? All sections green? CEO present?
  • If any “no”: pause, fix, resume. If unfixable: switch to contingency (§5).

14:00 — Submit

  • BM clicks Submit. CEO witnesses on second screen.
  • Wait for Ariba confirmation banner / receipt number.
  • Immediately capture:
    • Screenshot of confirmation page (include full URL bar and system clock).
    • PDF of confirmation email from Ariba (forward to BM, CEO, CTO).
    • Receipt number written into change log.
  • Snapshots saved to /ariba_submission/snapshots/2026-07-03_post_submit/.

14:15 — Belt-and-braces email

  • BM sends a courtesy email to nsbs.procurementsolutionssourcing@nhs.net:

    Subject: SBS10523 RFx 1110014540 — Submission confirmation — BritiAI BritiAI has today submitted its response to SBS10523 (RFx 1110014540) for Lots 5, 6 and 7 via the Ariba portal at [time] BST, receipt [number]. Please acknowledge.

  • No attachments unless contingency invoked.

15:00 — Lock-down

  • /ariba_submission/final/ set to read-only.
  • Archive copy created at /archive/SUBMITTED_2026-07-03/.
  • All laptops involved get a fresh full backup.
  • Internal nhs-bid Slack post: “Submitted at HH:MM, receipt N. Standing down. CEO + BM available for clarifications.”

2. Pre-submit checklist (printable)

[ ] G4 approvals all signed
[ ] Evidence pack frozen at G3 and APPROVED
[ ] Branded per-lot PDFs compiled and < 8MB
[ ] Form of Tender signed and uploaded
[ ] All Ariba sections answered, word counts ≤ limits
[ ] Pricing workbook uploaded (no formula edits)
[ ] All attachments confirmed in correct slots
[ ] Snapshot 1 (pre-submit) captured
[ ] CEO authorisation recorded with timestamp
[ ] 2FA tested
[ ] Backup machine logged in independently
[ ] Submit clicked
[ ] Confirmation receipt captured + emailed
[ ] Courtesy email to NHS SBS mailbox sent
[ ] Lock-down complete

3. Screenshots to capture (mandatory list)

  1. Ariba RFx landing page showing event title and deadline.
  2. Each Envelope’s content page, all sections green.
  3. Each per-lot question with answer visible.
  4. Pricing workbook upload confirmation.
  5. Attachments table — full list.
  6. Final “Submit Response” button before click.
  7. Confirmation page after submit (with timestamp).
  8. Confirmation email from Ariba.
  9. Browser system clock (Mac menu bar / Windows tray) on each capture.

All screenshots saved as PNG, named YYYY-MM-DD_HHMM_<section>.png, in the snapshot folder. No editing.

4. Evidence backup protocol on submit day

  • 11:00 — BM verifies overnight backup integrity.
  • 13:00 — BM creates a separate SUBMIT_DAY_PRE zip and emails to CEO personal account + writes to USB.
  • 15:00 — SUBMIT_DAY_POST zip created including snapshots and confirmation; written to USB and a second cloud location.
  • USB stays in CEO possession over the weekend until award notification.

5. Contingency — Ariba portal failure

Two failure modes, two responses.

5a. Portal slow / intermittent

  • Pause for 15 minutes. Refresh in second browser. Check Ariba status page.
  • If still unstable, attempt submit anyway and capture any error.
  • If submit fails: move to 5b.

5b. Portal hard failure (cannot submit)

  1. Capture proof of failure: full-page screenshots showing error, timestamps, our login state, and the response prepared. Save to /ariba_submission/snapshots/2026-07-03_portal_failure/.
  2. Email NHS SBS immediately at nsbs.procurementsolutionssourcing@nhs.net:

    Subject: URGENT — SBS10523 RFx 1110014540 — Ariba portal failure during submission — BritiAI BritiAI was attempting to submit its response to SBS10523 (RFx 1110014540, Lots 5/6/7) at HH:MM BST on 03/07/2026. The Ariba portal is unavailable / returning errors (evidence attached). Our response is complete and ready. We request acknowledgement of this notification as evidence of timely submission intent, and guidance on the prescribed alternative submission route. Our full response is available for upload as soon as the portal is restored. Attached: portal error screenshots, timestamped manifest of response documents.

  3. CC the CEO and BM personal addresses; BCC legal counsel.
  4. Phone the NHS SBS framework helpdesk; log call time, name of recipient, summary.
  5. Keep retrying the portal every 15 minutes; on each retry, capture screenshots.
  6. If portal restored before deadline: submit normally and notify NHS SBS that earlier failure email is now resolved.
  7. Backstop: if not submitted by Fri 14:00, escalate to contingency window Mon 6 Jul 09:00–11:00 BST. We still have until 12:00 noon Tue 21 Jul NHS SBS deadline.

6. Communications templates (pre-drafted, saved as drafts)

  • Submission confirmation email (§1, 14:15).
  • Portal failure notification (§5b).
  • Internal Slack lock-down post (§1, 15:00).
  • Award-day standing instructions to team (post-submit).

All templates saved at /ariba_submission/comms/ and pre-loaded as drafts in BM’s email client by Thu 2 Jul 18:00.

7. Submission manifest (signed at lock-down)

The manifest records: receipt number, submit timestamp, list of every file submitted (filename, size, SHA-256), list of every Ariba section completed, names of witnesses. Signed by BM and CEO. Filed at /ariba_submission/manifest_2026-07-03.pdf and emailed to the executive group.

8. Post-submit standing instructions

  • Monitor nsbs.procurementsolutionssourcing@nhs.net and Ariba messages daily until award notification.
  • Clarification responses go through BM only; CEO co-signs.
  • No public statements about the bid until NHS SBS announces.
  • Debrief meeting scheduled for Wed 8 Jul 16:00 BST regardless of outcome.

9. The one rule

If anything is unclear at any point on submit day, stop and ask the CEO before clicking. We have several working days of slack between internal submit (3 Jul) and deadline (12:00 noon, 21 Jul). Use it. Nothing is so urgent that it justifies an uncertain submit.

Graph View

Backlinks