Submission Tracker — NHS SBS Healthcare AI Solutions Framework (SBS10523)

Live tracker of the 35 artefacts required for submission

Deadline (revised per Find a Tender amendment): 12:00, Tue 7 Jul 2026 · Internal submit-by: 14:00, Fri 3 Jul 2026 Last updated: Tue 23 Jun 2026 — team emails locked, Cloudflare deploy pack ready · 14 calendar / 11 working days to deadline 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 (PI £5m, PL £5m, EL £10m)	🟡	CEO/CFO	Mon 30 Jun	In process — confirm levels vs ITT
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	Submit day	In progress at Votee/Beever — declared in-flight with dated roadmap; BritiAI ISMS docs drafted in `deliverables/05_ISO27001/`
9b-1	Cyber Essentials (basic)	🟡	CTO	Fri 19 Jun	NEW PRIORITY — basic CE satisfies PPN 014 before-award condition (per Votee assessment §1.2)
9b-2	Cyber Essentials Plus	🟡	CTO	Mon 30 Jun	Assessment booked w/c 23 Jun; declared with dated roadmap if not certified by submission
9c	DSPT registration evidence	🟡	IG lead	Wed 17 Jun	Planned — register this week
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

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 22-day window)

Standups Tue + Thu 09:30 (was twice daily; rebaselined now we have 22 days)
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
Thu 3 Jul 14:00 → SUBMIT (96h before deadline)
Tue 7 Jul 12:00 → deadline (backstop Mon 6 Jul 14:00 only if Thu submission failed)

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