FICTIONAL BIDDER. Larkfield Analytics, every person, client, project and figure below, is invented for this example. It is the evidence file the bid team supplies to Arc for every proposal in this sample set.

# Larkfield Analytics Ltd: bid evidence file

## Company
Larkfield Analytics Ltd is a data and survey analytics consultancy founded in 2014 and based in the invented city of Larkfield. It has 31 staff in three practices: Survey Design, Data Engineering and Decision Dashboards. It works mainly for local authorities, housing associations and regional retailers. Registered company number LA-0044817 (invented). Public liability insurance of 5 million pounds and professional indemnity insurance of 2 million pounds, both renewed each January. Larkfield is a registered data controller and processor, and holds the invented "Clearfield Data Practice" assurance mark, renewed in March 2026. Larkfield has never been the subject of a contract termination for default, and discloses no conflicts of interest with any buyer in this sample set.

## Services
- Survey design and fielding: resident, tenant and customer surveys, sample design that lets response rates be reported by ward or neighbourhood, weighting, plain-language reporting. A written sampling and weighting method is agreed in discovery.
- Data engineering: connecting a client's case-management, contact-centre and point-of-sale systems into one reporting store, with automated daily refresh.
- Decision dashboards: browser-based dashboards with role-based access, a monthly narrative summary written by an analyst, and a quarterly review workshop.

## Delivery team (all invented)
- Imogen Farrow, Engagement Director. 16 years in public-sector research. Leads every contract and signs off every report.
- Dev Okonkwo, Lead Data Engineer. 11 years building reporting stores. Owns data protection impact assessments for Larkfield projects.
- Sunniva Hale, Senior Survey Analyst. 9 years designing resident and tenant surveys. Holds a postgraduate diploma in survey methodology. Writes the narrative summary in every monthly and quarterly report.
- Tomasz Wren, Dashboard Developer. 7 years building dashboards. Owns accessibility testing against WCAG 2.2 level AA.

## Past performance (all invented)
1. Wexcombe District Council, resident feedback programme, 2023 to 2025. Larkfield replaced four separate feedback forms with one survey and a weekly dashboard. Response rate rose from 9 percent to 23 percent over 18 months. Contract value 212,000 pounds. Delivered on time and 3 percent under budget. Reference: Corin Aldous, Head of Customer Services, corin.aldous@wexcombe-council.example, 01000 555 0101 (invented).
2. Tavistone Housing Association, tenant satisfaction measures, 2024. Larkfield redesigned the annual tenant survey around the regulator's required measures and built a quarterly dashboard for the board. The first quarterly dashboard reached the board 6 weeks after contract start. Contract value 96,500 pounds. Reference: Maren Ostby, Director of Operations, maren.ostby@tavistone-housing.example, 01000 555 0103 (invented).
3. Ardmoor Borough Council, complaints and compliments analytics, 2023 to 2024. Larkfield joined three complaints and compliments data sources into one dashboard for 14 service managers. The median time to produce the quarterly complaints report fell from 11 working days to 3. Contract value 148,000 pounds. Delivered on time. Reference: Elspeth Rowan, Head of Corporate Performance, elspeth.rowan@ardmoor-council.example, 01000 555 0102 (invented).
4. Hollin & Rye Stores (a regional retailer, eleven shops), sales dashboards, 2025. Larkfield connected till, stock and loyalty data and produced a weekly dashboard per shop manager. Stock-outs reported by shop managers fell from an average of 14 per shop per month to 6 within 4 months. Contract value 58,000 pounds. Reference: Perrin Hale, Operations Manager, perrin.hale@hollinrye.example, 01000 555 0104 (invented).

All four referees (invented) have agreed to be contacted by a buyer, and the contact details above are for that purpose. Wexcombe District Council and Ardmoor Borough Council are the two local authority references; both contracts were completed within the last three years.

## Standard rates (invented, excluding VAT)
- Engagement Director: 1,150 pounds per day.
- Lead Data Engineer: 950 pounds per day.
- Senior Survey Analyst: 820 pounds per day.
- Dashboard Developer: 780 pounds per day.
- Hosting and licence for the dashboard platform: 1,400 pounds per month for up to 40 named users.
- Survey fielding (postal and online, per 1,000 invitations): 1,900 pounds.
These rates are fixed for the whole term of a contract, including any extension.
Expenses: none are charged unless the client agrees them in writing in advance; agreed travel and out-of-pocket costs are charged at cost.
Payment terms: invoiced monthly in arrears, payable within 30 days. Proposals are valid for 60 days from the date of issue. Governing law: the law of England and Wales, with disputes referred to the courts of England and Wales.

## Implementation approach and training
- Data connections: Larkfield connects to a client system through its standard export or interface (a scheduled file export, a database view or an API). Where a system offers none, Larkfield builds a read-only export during discovery at no extra charge. Paper comment cards are collected weekly and digitised by Larkfield's scanning and double-keying service, priced at 0.85 pounds per card.
- Data formats: all sources are loaded into one reporting store in a common layout agreed in discovery and documented in a data dictionary the client keeps.
- Training: two half-day training sessions for service managers in person (at launch and at month six), one 90-minute briefing for elected members each year, and a recorded walkthrough of every dashboard.
- Reporting timetable: dashboards refresh daily; the quarterly written report is delivered within 15 working days of each quarter end, and the Engagement Director will present it to the client's cabinet or board on request.

## Method and assurance
- Every project starts with a two-week discovery: stakeholder interviews, a data inventory and a written data protection impact assessment, signed off by the client before any personal data moves.
- Larkfield hosts client data in a UK data centre, encrypted at rest and in transit, with named-user access and a quarterly access review. Larkfield will notify a client of a personal-data breach within 24 hours of confirming it; the notice states what Larkfield knows at that time: what happened, which data is affected and what Larkfield is doing about it. Larkfield collects and keeps only the personal data a project's agreed purpose needs.
- Dashboards are built to WCAG 2.2 level AA and tested against it before launch and at each major release. Larkfield records every accessibility defect found in testing and fixes it before the dashboard goes live.
- Delivery follows fortnightly sprints with a written progress report and a risk register reviewed at every steering meeting.
- Larkfield provides a named escalation route: Imogen Farrow, then Larkfield's managing director.
- Acceptance: Larkfield demonstrates each deliverable to the client's nominated approver. The client confirms acceptance in writing against the criteria agreed in discovery, or lists the material issues Larkfield must correct.

## Forms and declarations (invented)
Larkfield declares that it has not colluded with any other bidder, offers no gift or inducement to any officer of the buyer, accepts the buyer's standard terms and conditions and lists no clarifications, holds a current tax clearance certificate, and will make its modern slavery statement available on request. The declarations are signed for Larkfield by Imogen Farrow, Engagement Director.