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G-Cloud Registration Guide for SpektraBot ​

Overview ​

G-Cloud is the UK Government's procurement framework for cloud-based services, managed by Crown Commercial Service (CCS). It enables public sector organisations -- including local authorities, NHS trusts, schools, and charities -- to purchase cloud software without running full, lengthy tenders. Services are listed on the Digital Marketplace, where buyers can search, compare, and procure directly.

For SpektraBot, G-Cloud registration under Lot 2: Cloud Software provides a pre-approved procurement vehicle that eliminates the need for local authorities to run their own tender processes. Once listed, an LA SEND commissioner can discover SpektraBot, compare it against alternatives, and make a Direct Award -- often completing procurement in days rather than months. Given that SpektraBot is a UK-hosted, barrister-reviewed SEND legal guidance SaaS, it is a strong fit for Lot 2.

G-Cloud is explicitly designed to be accessible to SMEs and micro-enterprises. Over 90% of suppliers on the framework are classified as SMEs, and there are no minimum turnover thresholds or company age requirements. CICs are eligible legal entities.

Current Status ​

G-Cloud 14 ​

  • Status: Live for buyers. Application window for new suppliers closed 7 May 2024.
  • Framework period: Awarded 29 October 2024, runs until approximately 28 October 2026.
  • New applications: Not accepted. You cannot join G-Cloud 14.

G-Cloud 15 ​

  • Status: Applications closed. The tender submission deadline was 30 January 2026 (via the new Central Digital Platform).
  • Framework commencement: Estimated 17 September 2026.
  • Key changes: First G-Cloud iteration procured under the Procurement Act 2023. Evaluation now scores quality (40%), price (40%), and social value (10-20%) -- no longer purely pass/fail compliance.
  • Platform shift: Applications submitted via the Central Digital Platform (CDP), not the legacy Digital Marketplace.
  • Open framework model: G-Cloud 15 operates as an open framework with a four-year duration (September 2026 to September 2030). Planned reopening windows every ~18 months will allow new supplier applications. The first reopening is expected around March 2028.
  • New requirements: Carbon Reduction Plans, Modern Slavery Statements, and Financial Viability Risk Assessment (FVRA) are now part of the evaluation.

G-Cloud 16 ​

If neither G-Cloud 14 nor 15 is accessible, the next full iteration (G-Cloud 16) would likely open for applications in late 2027 or early 2028, based on historical 14-month cycle patterns.

Your Options (as of March 2026) ​

  1. Contact CCS immediately to confirm whether any late or supplementary applications are being accepted for G-Cloud 15 during evaluation. Some frameworks have accepted late submissions -- this is not guaranteed but worth asking.
  2. Prepare now for the G-Cloud 15 reopening window (estimated ~March 2028) or G-Cloud 16, whichever comes first.
  3. Pursue direct LA procurement in parallel -- LAs can procure outside G-Cloud via their own tender processes while you wait.

Key URLs to Monitor ​

ResourceURL
CCS Agreements (search "G-Cloud")https://www.crowncommercial.gov.uk/agreements
CCS Upcoming Agreementshttps://www.crowncommercial.gov.uk/agreements/upcoming
Digital Marketplace (supplier)https://www.digitalmarketplace.service.gov.uk/suppliers
Find a Tender Servicehttps://www.find-tender.service.gov.uk/
Central Digital Platformhttps://supplier.crowncommercial.gov.uk
CCS Supplier Eventshttps://www.crowncommercial.gov.uk/suppliers/upcoming-supplier-events
CCS Helpline0345 410 2222

Critical action: Sign up for CCS email alerts at https://www.crowncommercial.gov.uk/agreements and set Find a Tender alerts for "G-Cloud". The application window is typically only 4-6 weeks. Missing it means waiting another 12-18 months.

Eligibility ​

CIC and Micro-Enterprise Requirements ​

G-Cloud has no minimum turnover, no minimum employee count, and no minimum company age requirement. A newly incorporated CIC can apply. Your micro-enterprise status is a strength -- CCS explicitly tracks and promotes SME participation, and your CIC structure naturally aligns with Social Value Act 2012 requirements that LAs must now score in procurement.

Core Eligibility Criteria ​

RequirementYour PositionNotes
UK-registered legal entityCIC registered at Companies HouseFully eligible
No mandatory exclusion grounds (fraud, corruption, etc.)Must declareBased on Public Contracts Regulations 2015, Reg. 57
No discretionary exclusion grounds (insolvency, misconduct, etc.)Must declareDeclaration-based
Tax compliance (no HMRC issues > GBP 10k)Must confirmDeclaration-based
D-U-N-S numberMust obtain if not heldFree from Dun & Bradstreet, allow 5-30 days
UK bank accountMust haveIn company name
ICO registrationMust be registeredGBP 40/year for micro-enterprises: https://ico.org.uk/registration

Insurance Requirements ​

Insurance TypeMinimum RequiredNotes
Professional Indemnity (PI)GBP 1,000,000 per claimCritical for a legal guidance tool. Ensure your policy explicitly covers AI-generated legal information -- some standard PI policies exclude AI-generated content. Start early; specialist broker may be needed. Expect GBP 800-2,500/year.
Public LiabilityGBP 1,000,000 per incidentStandard commercial requirement
Employers' LiabilityGBP 5,000,000Statutory if you have any employees. If you have no employees, submit a "no employees" declaration.
Cyber/Data LiabilityNot mandatedStrongly recommended given you handle potentially sensitive SEND data

Certifications ​

CertificationRequired?Priority
Cyber EssentialsNot formally mandatory for G-Cloud 14; mandatory for G-Cloud 15. In practice, ~60-85% of LA buyers require it.HIGH -- obtain before applying
Cyber Essentials PlusNot mandatoryMedium -- pursue after CE basic
ISO 27001Not mandatoryNice to have, not blocking
ISO 9001Not mandatoryNice to have

Potential Blockers Specific to SpektraBot ​

1. "Legal Advice" Framing Risk

Never describe SpektraBot as providing "legal advice." Position it as:

  • Information and guidance
  • Decision-support
  • Legal information service
  • Not a substitute for legal advice or statutory decision-making

Public buyers will worry about unauthorised legal advice, liability, and unsafe reliance by parents or staff.

2. AI Transparency and Governance

Buyers will increasingly ask: what model is used, where does data go, is customer data used to train the model, what are the hallucination controls, what human oversight exists, what are the safeguarding risks, and what are the bias/equality impacts. Have documented answers ready.

3. Data Processing Chain

You rely on Microsoft Azure (OpenAI models, Container Apps, managed Postgres, Blob Storage, all UK South) as your sub-processor. You need a Data Processing Agreement with Microsoft and must articulate the full data flow. Confirm and document that no data leaves the UK at any point, including logs, telemetry, error reporting, and analytics. Confirm your Azure OpenAI configuration has opt-out from training data use enabled.

4. Financial Standing

CICs cannot distribute profits, which is a positive signal. However, some LA commissioners may query financial viability. Have your latest accounts or a management letter from your accountant ready. For companies less than 2 years trading, management accounts are accepted instead of audited accounts.

Application Process ​

Phase 1: Pre-Application Setup (Do Now) ​

Step 1: Create Accounts

Step 2: Obtain D-U-N-S Number

Apply immediately at https://www.dnb.co.uk/duns-number.html -- it is free but can take up to 30 days.

Step 3: Prepare All Documentation

See the Required Documentation Checklist section below. Have everything ready before the application window opens.

Step 4: Decide Service Structure

For a micro-enterprise, one strong, well-scoped service listing is better than fragmented listings. List SpektraBot as a single service with tiered pricing.

Phase 2: Application Window Opens ​

Step 5: Accept Framework Readiness Assessment

6 yes/no questions confirming your readiness to supply.

Step 6: Complete the Selection Questionnaire (SQ)

Three parts:

  • Part 1 -- Exclusion Grounds: Mandatory pass/fail. Confirm no convictions for fraud, corruption, terrorism, money laundering, etc. Based on Public Contracts Regulations 2015 Schedule 6.
  • Part 2 -- Selection: Financial standing, insurance, references. For micro-enterprises, this is light-touch.
  • Part 3 -- Lot-Specific Questions: Security tier, SLA headline, data hosting location.

Step 7: Create Your Service Listing

Populate the structured fields for Lot 2 (Cloud Software):

  • Service name, summary, and full description
  • Features list (10 bullets, ~100 chars each)
  • Benefits list (10 bullets)
  • Pricing model, price, pricing unit
  • Support information (model, SLAs, hours)
  • Security and compliance responses
  • Data hosting locations
  • Onboarding/offboarding processes

Step 8: Upload Supporting Documents

  • Service Definition Document (PDF, 5-15 pages)
  • Terms and Conditions (PDF)
  • Pricing Document (Excel/XLSX, unprotected)
  • GDPR/Data Processing documentation
  • Accessibility Statement
  • Cyber Essentials certificate
  • Insurance certificates

All files must be under 10 MB. PDFs must be machine-readable (not scanned images).

Step 9: Submit

Submit before the deadline. Do not wait until the last day -- portal technical issues are not accepted as grounds for late submission. Leave at least 5 business days of buffer.

Phase 3: Assessment (4-8 Weeks) ​

CCS evaluates on a pass/fail basis for G-Cloud 14 (compliance check, not competitive tender). For G-Cloud 15+, evaluation scores quality, price, and social value.

Respond to any clarification requests within 2 working days.

Phase 4: Go-Live ​

Sign the Framework Agreement electronically via DocuSign. Your service listing appears on the Digital Marketplace and becomes searchable by buyers. You receive a service ID and direct URL.

Service Description ​

Draft Service Name ​

SpektraBot -- AI-Powered SEND Legal Guidance Platform

Draft Service Summary (~150 words) ​

SpektraBot is a cloud-based AI guidance platform providing instant, accurate information on Special Educational Needs and Disabilities (SEND) law, statutory processes, and rights for local authority SEND teams, SENCOs, educational professionals, and families. Powered by a curated knowledge base of UK SEND legislation, First-tier Tribunal case law, and local authority SEND policies -- reviewed and maintained by a practising SEND barrister -- SpektraBot enables users to quickly navigate complex legal frameworks including the Children and Families Act 2014, SEND Code of Practice 2015, and associated statutory guidance. Hosted entirely in UK data centres with no data leaving the UK. Accessible via web browser with no software installation required. Reduces external legal advice costs, supports SEND officer training, and improves consistency of information across teams. Developed by a Community Interest Company committed to improving SEND outcomes.

Draft Features (10 bullets, max 100 chars each) ​

  1. Natural-language Q&A on SEND statute, regulations and case law
  2. Barrister-reviewed knowledge base updated with legislative changes
  3. RAG-ranked responses with source citations and paragraph references
  4. Local authority policy overlay (configurable per LA)
  5. UK sovereign hosting (Azure UK South throughout, including OpenAI models)
  6. GDPR compliant with full DPIA and Data Processing Agreement
  7. WCAG 2.1 AA accessible web application
  8. Role-based access control for LA staff, schools, and parents
  9. Audit trail of all interactions for governance and compliance
  10. API integration available (REST/JSON)

Draft Benefits (10 bullets) ​

  1. Reduces SEND legal research time for caseworkers and officers
  2. Reduces tribunal exposure through earlier, better-informed guidance
  3. Empowers parents with equal access to SEND legal information
  4. Supports Section 27 and 42 Children and Families Act duties
  5. Demonstrates transparent decision-making for Ofsted/CQC inspection
  6. Supports Written Statements of Action and SEND improvement plans
  7. No on-premise infrastructure required -- browser access only
  8. Data residency entirely within UK borders
  9. Accessible to screen-reader and assistive technology users
  10. Continuous legislation and case law updates included in licence fee

Keywords to Include ​

Primary: SEND, Special Educational Needs and Disabilities, EHCP, Education Health and Care Plan, SEND Tribunal, SEND Code of Practice, Children and Families Act 2014, local authority, SEND casework, SEND legal guidance

Secondary: SEND parent support, SEND mediation, annual review, needs assessment, SEND dispute resolution, SENCO, Equality Act 2010, local offer, SEND compliance, Written Statement of Action, Ofsted Area SEND inspection

Technical: AI-powered, artificial intelligence, chatbot, knowledge base, retrieval-augmented generation, UK hosted, GDPR compliant, Cyber Essentials

Categories ​

  • Primary: Education
  • Secondary: Artificial Intelligence and Machine Learning; Legal and Compliance; Local Government

Critical Positioning Rules ​

Use: "information and guidance", "source-linked answers", "curated knowledge base", "decision support", "not a substitute for legal advice or statutory decision-making", "human oversight", "customer data not used to train foundation models"

Never use: "legal advice", "automated legal decisions", "replaces solicitors", "fully accurate", "autonomous decision-making", "revolutionary", "ChatGPT for SEND"

Pricing Strategy ​

Principles ​

  1. Transparent, fixed pricing -- G-Cloud requires visible, comparable pricing. "Price on Application" (POA) is banned and will get you rejected.
  2. Predictable annual cost -- LAs have strict annual budgets. They cannot sign up for token-based or consumption-based pricing.
  3. No hidden costs -- Include hosting, updates, content maintenance, and standard support in the listed price. Clearly state what is extra.
  4. No minimum term over 12 months -- G-Cloud call-offs are typically 12 months with extension options.
  5. List your highest plausible price -- You can always offer discounts but cannot exceed your listed price during the framework period.
  6. Price for direct award -- Keep core pricing within a range that a SEND Services Director can approve without going to full procurement board (typically under GBP 20,000-25,000).
  7. Prices exclude VAT -- State clearly. If not VAT-registered, note "not subject to VAT."
TierDescriptionIndicative Annual Price
Pilot / Small TeamUp to 10 named LA staff usersGBP 4,500 -- 6,000
Small LA / BoroughUp to 50 users or < 1,500 active EHCPsGBP 8,000 -- 12,000
Medium LA / UnitaryUp to 150 users or 1,500-3,000 EHCPsGBP 12,000 -- 20,000
Large County / Metro LAUp to 300 users or 3,000+ EHCPsGBP 20,000 -- 35,000

Optional Add-ons ​

Add-onPrice
Parent-facing access (unlimited within LA area)GBP 3,000 -- 8,000/year
Onboarding and administrator trainingGBP 1,500 one-off
Local authority knowledge base setup / ingestionGBP 2,500 one-off
API access for case management integrationGBP 3,000/year
Enhanced support SLA (4-hour response)GBP 2,000/year

Free Pilot ​

Offer a 30-day free full-access pilot for LA SEND teams. List this explicitly as a GBP 0 option in your pricing document. This removes procurement risk and drives trials. LAs are risk-averse -- a free pilot removes the barrier to first use.

Volume Discounts ​

State explicitly:

  • Multi-authority deployment (2+ LAs): 10-15% discount
  • Multi-year commitment (3-year prepay): 10-15% discount

Competitive Context ​

  • SEND case management systems: GBP 20,000-100,000+/year (much broader scope)
  • Legal research tools (Westlaw, LexisNexis public sector): GBP 5,000-30,000/year
  • AI chatbot/guidance tools in other public sector domains: GBP 5,000-25,000/year
  • Specialist SEND legal consultancy: GBP 150-400/hour

SpektraBot sits in the lower-to-mid range as a guidance tool. A GBP 9,000/year site licence represents less than one day of barrister time -- frame this value comparison in sales conversations.

Required Documentation Checklist ​

Essential (Must Have Before Applying) ​

  • [ ] Service Definition Document -- Detailed 5-15 page PDF covering capabilities, technical specs, deployment model, SLAs, onboarding/offboarding, support. This is a binding, legally enforceable document.
  • [ ] Terms and Conditions -- Must be consistent with the G-Cloud framework call-off contract. Your terms sit underneath/alongside the CCS model call-off. Must not contradict framework terms (common rejection reason). Include AI/LLM disclaimers. Have a solicitor review against the published G-Cloud call-off contract. Template: https://www.gov.uk/government/collections/model-services-contract
  • [ ] Pricing Document -- Excel/XLSX format showing tiers, what is included, optional extras, minimum terms. Unprotected file.
  • [ ] Data Protection Impact Assessment (DPIA) -- Critical because SEND data relates to children and health data (Special Category Data). Cover: AI processing, data flows, sub-processors, hallucination risks, retention, safeguarding. Template: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/accountability-and-governance/data-protection-impact-assessments/
  • [ ] Data Processing Agreement (DPA) -- UK GDPR Article 28 compliant. Cover: sub-processor list (Microsoft Azure, UK South), data residency, breach notification (72 hours to ICO), deletion on termination. Template: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/contracts-and-liabilities-between-controllers-and-processors-multi
  • [ ] Privacy Notice -- GDPR Articles 13/14 compliant. Separate notices for website visitors, registered LA staff, and family-facing users.
  • [ ] Cyber Essentials Certificate -- See Cyber Essentials section below. Have in hand before submitting.
  • [ ] Professional Indemnity Insurance Certificate -- Current, minimum GBP 1M, explicitly covering AI-generated legal information.
  • [ ] Public Liability Insurance Certificate -- Current, minimum GBP 1M.
  • [ ] Employers' Liability Insurance Certificate -- If you have any employees (GBP 5M statutory minimum). Otherwise, "no employees" declaration.
  • [ ] GDPR Compliance Statement -- Lawful basis, data subject rights, retention, breach notification, DPO (if applicable).
  • [ ] Accessibility Statement -- WCAG 2.1 AA conformance. Must reflect reality -- do not claim compliance without testing. Template: https://www.gov.uk/guidance/model-accessibility-statement
  • [ ] AI Transparency Statement -- How the AI works, limitations, what data it uses, hallucination mitigation, human oversight, prohibited uses, bias considerations, whether prompts/customer data train the model.
  • [ ] Sub-processor List -- Microsoft Azure (OpenAI models, Container Apps, Postgres, Blob Storage, all UK South), any others. Description of processing and data location for each.
  • [ ] Business Continuity / Disaster Recovery Statement -- How you handle outages, data backup, recovery procedures.
  • [ ] Penetration Test Summary -- From a CREST or CHECK-accredited provider. Cost: GBP 2,000-5,000. Even a lightweight test gives you something to share.
  • [ ] Incident Response / Vulnerability Disclosure Policy -- How security incidents are identified, escalated, resolved.
  • [ ] Information Security Overview -- Map to the 14 cloud security principles where possible.
  • [ ] Service Level Agreement -- 99.5% uptime (measured monthly), planned maintenance windows, incident response times by severity, service credits for SLA breaches.

Good to Have ​

  • [ ] Modern Slavery Statement -- Even below the GBP 36M threshold, a brief statement demonstrates good practice. Required for G-Cloud 15+.
  • [ ] Social Value / Environmental Statement -- Your CIC mission, asset lock, community benefit, carbon reduction approach. Scored in G-Cloud 15+.
  • [ ] Carbon Reduction Plan -- Required for G-Cloud 15+ if your service could generate GBP 5M+ in government spend. Prepare one regardless.
  • [ ] Content Governance Policy -- Editorial review process, barrister oversight statement, legal information vs legal advice disclaimers.
  • [ ] ISO 27001 certificates for hosting partner (Microsoft Azure) -- Strengthen your security narrative.
  • [ ] Case studies -- Even anonymised pilot results. Attach as a PDF in your listing.

Corporate Documents (Have Ready) ​

  • [ ] Companies House registration / Certificate of Incorporation
  • [ ] CIC registration details and latest CIC annual return
  • [ ] Latest filed accounts or management accounts
  • [ ] VAT registration (if applicable)
  • [ ] D-U-N-S number confirmation
  • [ ] ICO registration confirmation

Cyber Essentials ​

Is It Mandatory? ​

For G-Cloud 14: Not formally mandatory at framework level, but effectively essential in practice. The Digital Marketplace displays your certification status, and 60-85% of LA buyers require it before signing a call-off contract. Answering "No" to "Do you have Cyber Essentials?" will result in most buyers filtering you out.

For G-Cloud 15: Mandatory. Suppliers on Lots 2a, 2b, and 3 must obtain a valid Cyber Essentials certificate and ensure any subcontractors processing personal or OFFICIAL data also hold one. Evidence required within 12 months of framework award.

Bottom line: Get Cyber Essentials before applying. Without it, you will struggle to convert a listing into actual LA contracts.

Cyber Essentials vs Plus ​

Cyber Essentials (Basic)Cyber Essentials Plus
AssessmentSelf-assessment questionnaire, independently verifiedSame controls plus on-site/remote technical testing and vulnerability scanning
CostGBP 300 (micro-enterprise rate via IASME)GBP 1,500-3,000
Time1-3 weeks if prepared; 3-6 weeks if remediation needed4-8 weeks
Validity12 months12 months
G-Cloud requirementSufficient for listingStronger signal to buyers
RecommendationGet this firstPursue within 6-12 months

Fastest Route for a Small SaaS Company ​

Week 1: Scope and Prepare

Cyber Essentials covers five technical controls:

  1. Firewalls -- boundary firewalls and internet gateways (Azure Container Apps ingress rules, NSGs, Azure Firewall where applicable)
  2. Secure configuration -- no default passwords, unnecessary software removed, least privilege
  3. User access control -- MFA enforced, admin accounts only used for admin tasks, regular access reviews
  4. Malware protection -- anti-malware or application allowlisting
  5. Patch management -- all software patched within 14 days of critical patch release

For your cloud-native architecture, scope includes: all developer and staff laptops, your Azure Container Apps environment, your Azure OpenAI configuration, any SaaS tools you use internally (GitHub, and so on), and your office or home network.

Pre-check actions:

  • Enable MFA on all accounts (Azure, GitHub, cloud consoles, email)
  • Review all admin/service accounts -- remove unnecessary ones
  • Ensure all dependencies are on supported versions
  • Document your patch management process
  • Configure security groups to deny-by-default
  • Ensure developer laptops have disk encryption, locked screen, and approved anti-malware

Week 2: Choose Certification Body and Submit

Use an IASME-approved certification body:

Complete the self-assessment questionnaire online. Submit evidence where required.

Week 2-3: Certification

Certification body reviews (typically 1-5 business days). If you fail, you get feedback on what to fix and can resubmit.

Total: 2-4 weeks if prepared. Cost: GBP 300 (micro-enterprise rate).

Architecture-Specific Notes ​

ComponentCE Relevance
Azure Container AppsYou are responsible for configuration security. Document that Microsoft provides infrastructure security; you manage app config, RBAC, network policies, ingress rules.
Azure OpenAIMicrosoft holds its own certifications. You are responsible for how you configure and access it (API key management, network restrictions).
PostgreSQL (pgvector)Ensure not publicly accessible, uses encryption, credentials properly managed.
Developer machinesEvery laptop/desktop used by your team is in scope.

Official Resources ​

Common Pitfalls ​

Application-Stage Rejections ​

  1. Missing the deadline -- The application window is short (4-6 weeks). Late submissions are not accepted under any circumstances. Have everything ready before the window opens.

  2. Incomplete declarations -- Every question must be answered. "Not applicable" must be genuinely not applicable. A single unanswered mandatory field can result in automatic rejection.

  3. Inconsistent documents -- If your declaration says you comply with a security standard but your service listing describes an architecture that cannot meet it, assessors will flag this. Ensure alignment between security questions, service description, service definition document, and terms and conditions.

  4. Non-compliant Terms and Conditions -- T&Cs that conflict with the G-Cloud Framework Agreement are a rejection reason. Common conflicts: jurisdiction clauses specifying non-UK law, liability exclusions below framework minimums, data processing terms contradicting UK GDPR. Have a solicitor review your terms against the published G-Cloud call-off contract.

  5. Pricing errors -- Listing a price without specifying the unit (per user? per month? per year?), inconsistent pricing across documents, hidden fees, or "POA" (Price on Application). G-Cloud requires transparent, comparable pricing.

  6. Missing Cyber Essentials -- Having the certificate in hand before submission is best practice. Some iterations allow a declaration of intent, but this is risky.

  7. Marketing language instead of factual capabilities -- CCS removes subjective claims. "SpektraBot transforms SEND legal guidance through advanced AI" will be rejected. Write for a non-technical senior public servant who needs to justify the purchase to their Director of Children's Services.

  8. Described features not matching actual product -- G-Cloud submissions are contractual representations. If you describe a feature that is not live, you may face breach of contract claims. Mark roadmap items clearly or remove them.

  9. Non-machine-readable PDFs -- Uploading scanned images of documents rather than searchable text PDFs is an accessibility fail.

  10. Lot selection mismatch -- SpektraBot is Lot 2 (Cloud Software), not Lot 3 (Cloud Support) and not primarily consultancy. If your listing reads like a legal advisory service, it may be challenged.

Post-Listing Failures ​

  1. Poor discoverability -- Service name too clever/branded without descriptive keywords. Summary does not include terms buyers search for. Features list too short or generic.

  2. Calling it "legal advice" -- This will make councils nervous immediately. Use "legal information and guidance."

  3. Weak AI governance documentation -- If you cannot answer questions about model provenance, data use, retention, prompt handling, and safeguards, you may be excluded informally by buyers.

  4. No proactive marketing -- Going on G-Cloud is not "build it and they will come." You must actively market to LAs.

  5. Under or overpricing -- Underpricing signals low quality in a risk-averse procurement environment. Overpricing makes direct award impossible. Find the sweet spot.

Post-Listing Strategy ​

How LAs Search and Buy ​

Being listed on G-Cloud is necessary but not sufficient. There are 5,000+ suppliers on the framework. Discovery requires active effort.

Buyer journey:

  1. Need identification -- triggered by Ofsted pressure, tribunal results, budget constraints, or peer recommendation
  2. Keyword search on Digital Marketplace (free text: "SEND", "SEND legal", "SEND guidance", "education legal")
  3. Filter by lot (Lot 2: Cloud Software), category, price
  4. Read service summaries in results (your elevator pitch)
  5. Click into 2-5 listings, compare features, pricing, documentation
  6. Direct Award or Further Competition

Direct Award vs Further Competition ​

RouteWhen UsedProcess
Direct Award (most common for SpektraBot's price range)Buyer satisfied one supplier uniquely meets need, or is most economically advantageousNo competition. Buyer contacts you, agrees call-off, signs contract against listed terms. Can be completed in days.
Further CompetitionMultiple suppliers could meet need; buyer wants competitive pricingBuyer issues simplified ITT to shortlisted suppliers (typically 10-15 working day turnaround).

At SpektraBot's price range (GBP 5,000-25,000/year), Direct Award is the most likely route:

  • Under ~GBP 20,000: Direct award is easy for LAs to justify
  • GBP 20,000-100,000: Direct award possible but buyer may need to document why
  • Over GBP 100,000: Further competition more common

Proactive Marketing Tactics ​

1. Direct outreach to LA SEND leads

Every LA in England has a Head of SEND or SEND Services Manager. There are 152 LAs. This is your entire addressable market.

  • Build a contact list (use LA websites, LinkedIn, FOI requests for org charts)
  • Send a tailored introductory email to each SEND lead referencing their specific context (e.g., "Following your recent Ofsted Area SEND inspection..." or "Given the current SEND Tribunal volumes in [LA name]...")
  • Include: "Available on G-Cloud for fast, compliant procurement -- you can buy us tomorrow via Direct Award"

2. Target LAs with Written Statements of Action (WSoA)

After a negative Area SEND inspection, LAs must produce a WSoA. These LAs are under pressure to demonstrate improvement and have specific budgets for it. SpektraBot can be positioned as part of their improvement plan.

3. Engage SEND professional networks

4. Create a "How to Buy" page

Publish a simple webpage explaining:

  • "SpektraBot is available on G-Cloud [version], Lot 2, Service ID [XXXX]"
  • "You can make a Direct Award without competitive tender"
  • Step-by-step guide for LA procurement officers
  • Direct link to your listing
  • One-page PDF "How to Buy on G-Cloud" that LA procurement officers can use internally

5. Offer free pilots as a conversion tool

30-day free pilots with formal pilot agreement, defined success metrics, and clear handover to paid contract. Include the GBP 0 pilot option in your G-Cloud pricing document.

6. Content marketing and thought leadership

  • LinkedIn content (SEND professionals are active on LinkedIn)
  • Webinars for LA SEND teams ("Reducing SEND Tribunal Costs Through Better Legal Compliance")
  • Blog posts on SEND legal issues (drives SEO, establishes credibility)
  • Free resources (SEND legal guides, checklists) that demonstrate SpektraBot's knowledge base quality

7. Use your CIC structure

Your CIC status is a genuine differentiator. LAs are required to consider social value in procurement (Social Value Act 2012). Emphasise:

  • Profits reinvested into SEND community benefit
  • Community interest lock (assets locked for community purpose)
  • Mission alignment with public sector values

8. Partnerships

  • IASS Services: Many LAs commission IASS from voluntary organisations. If SpektraBot is useful to IASS, they become a referral channel.
  • SEND Case Management Providers: Companies like Synergy (Capita), Liquidlogic, or Mosaic (Servelec). An integration or partnership could be powerful.
  • SEND Legal Firms: Your barrister reviewer's network. If SEND barristers recommend SpektraBot to LA clients, that is high-credibility referral.

9. Contact the CCS G-Cloud category manager

If your service is genuinely novel, email the CCS G-Cloud category team to make them aware. They sometimes include new suppliers in buyer communications.

Contact: cloudservices@crowncommercial.gov.uk

Timeline ​

Realistic Week-by-Week (Starting March 2026) ​

Given that both G-Cloud 14 and 15 application windows have closed, this timeline prepares you for the next available window (G-Cloud 15 reopening or G-Cloud 16).

WeekActivityDetailsCost
1Confirm statusContact CCS to confirm G-Cloud 15 late application possibility. Sign up for all alerts. Assign one person to monitor Find a Tender.GBP 0
1Apply for D-U-N-S numberhttps://www.dnb.co.uk/duns-number.html -- allow up to 30 daysGBP 0
1Register with ICOhttps://ico.org.uk/registrationGBP 40
1-2Start Cyber Essentials prepEnable MFA everywhere, audit devices, patch all systems, document processesGBP 0
1-2Obtain insurancePI (ensure AI coverage), PL, EL. Start early -- PI for AI legal tool may need specialist broker.GBP 800-2,500/yr
1-2Engage solicitorDraft/review T&Cs and DPA against G-Cloud call-off contract templateGBP 1,000-3,000
2-3Submit Cyber Essentials SAQVia IASME or CyberSmartGBP 300
2-4Draft documentationDPIA, privacy notice, accessibility statement, AI transparency statement, sub-processor list, BC/DR summary, SLA documentGBP 0 (internal)
3-4Receive CE certificate
3-5Solicitor reviews T&CsFinal review against G-Cloud framework terms
4-5Accessibility auditAutomated (axe-core, WAVE) + manual testing. Fix any critical issues.GBP 0-500
4-6Commission penetration testCREST or CHECK-accredited providerGBP 2,000-5,000
5-6Draft service listingName, summary, description, features, benefits. Use the drafts in this guide as starting points.
6Create Digital Marketplace / CDP accountsSet up supplier registration, link accounts
6-7Dry runNavigate the application process (you can start and save without submitting). Identify gaps.
7-8Final preparationAll documents finalised, all certificates obtained, listing content polished, contact details confirmed
When window opensSubmit applicationSubmit in the first half of the window. Leave 5 business days buffer.
+4-8 weeksCCS assessmentRespond to any clarification requests within 2 working days
+1-2 weeksFramework Agreement signingDocuSign
Go-liveListing liveService appears on Digital Marketplace. Begin proactive marketing immediately.
+1-4 weeksPost-listing activationPublish "How to Buy" page, contact CCS category manager, begin LA outreach
+4-12 weeksFirst pilotRun 30-day free trial with target LA
+8-16 weeksFirst paid contractConvert pilot to Direct Award

Total Preparation Cost Estimate ​

ItemCost
ICO registrationGBP 40/year
Insurance (PI + PL + EL)GBP 1,500-5,000/year
Cyber Essentials basicGBP 300
Solicitor for T&Cs and DPAGBP 1,000-3,000
Penetration testingGBP 2,000-5,000
Accessibility audit toolsGBP 0-500
TotalGBP 4,840-13,840

Total Elapsed Time ​

PhaseDuration
Preparation (all documentation, CE, insurance)6-10 weeks
Waiting for application window0-18 months (depends on CCS timetable)
Application submission1-2 weeks
CCS assessment4-8 weeks
Total from "ready to submit" to "live"5-10 weeks
Total from today to live3-20 months (dominated by when the application window opens)

Action Items ​

This Week ​

  1. Contact CCS to determine whether late applications are being accepted for G-Cloud 15 during evaluation, and when G-Cloud 16 is expected. CCS helpline: 0345 410 2222.
  2. Sign up for CCS framework alerts at https://www.crowncommercial.gov.uk/agreements and Find a Tender alerts for "G-Cloud".
  3. Apply for D-U-N-S number at https://www.dnb.co.uk/duns-number.html (takes up to 30 days).
  4. Confirm ICO registration is current and paid at https://ico.org.uk/registration.
  5. Start Cyber Essentials preparation -- enable MFA on all accounts, audit devices, review access controls.
  6. Contact insurance broker -- obtain PI cover that explicitly covers AI-generated legal information services. Start early; this can take weeks.

Next 2 Weeks ​

  1. Engage a solicitor experienced in public sector IT procurement to draft/review T&Cs and DPA against the G-Cloud call-off contract template.
  2. Begin DPIA for SpektraBot covering all data processing, AI model interaction, sub-processors, retention, and safeguarding risks.
  3. Submit Cyber Essentials self-assessment via IASME (GBP 300).
  4. Draft the accessibility statement -- conduct automated (axe-core, WAVE) and manual accessibility testing first.

Next Month ​

  1. Complete all documentation from the Required Documentation Checklist.
  2. Draft the full G-Cloud service listing -- name, summary, description, features, benefits -- using the drafts in this guide.
  3. Build a buyer-facing procurement pack: one-pager, DPIA support pack, FAQs for LA procurement, demo script for SEND leaders.
  4. Commission a penetration test from a CREST-accredited provider.
  5. Create Digital Marketplace and CDP supplier accounts and complete a dry run of the application process.

When the Application Window Opens ​

  1. Submit in the first half of the window -- do not wait until the last day.
  2. Prepare for post-award outreach immediately rather than waiting for go-live.

After Go-Live ​

  1. Publish "How to Buy SpektraBot on G-Cloud" page on your website with direct marketplace link.
  2. Contact CCS G-Cloud category manager at cloudservices@crowncommercial.gov.uk.
  3. Begin direct outreach to LA SEND commissioners, targeting LAs with recent negative Area SEND inspections and Written Statements of Action.
  4. Attend NASEN, ADCS, and LGA events -- introduce G-Cloud listing and offer free pilots.
  5. Run first LA pilot (30-day free trial) and convert to paid contract via Direct Award.

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