The tender has landed. You’ve read the documents. You’ve mapped the deadlines. But as you begin to shape your response, a few key questions start to arise — and fast.
Welcome to the Clarification Q&A window — the brief, crucial opportunity to engage with commissioners and ensure you’re not making assumptions that could cost you the bid.
At Big Sister, we’ve worked on thousands of tenders and guided hundreds of care providers through the clarification process — from drafting the right questions to reading between the lines in commissioner responses. If you’re not using this window to your full advantage, you’re leaving marks on the table.
In this blog, we’ll help you master the art of Clarification Q&A — and show you how the right question at the right time can win the difference between “compliant” and “contract awarded.”
What is Clarification Q&A?
Most tenders allow a period where bidders can submit questions to the contracting authority to clarify anything that’s unclear, inconsistent, or missing in the documents.
You’ll usually find:
- A submission deadline for questions
- A published response document sent to all bidders
- An anonymous format — i.e., your name isn’t revealed
Used well, it’s a tool to:
- Eliminate ambiguity
- Confirm eligibility
- Seek additional context
- Understand priorities
- Avoid wasting time or submitting non-compliant bids
When to Ask (and When Not To)
You should raise a clarification if:
Eligibility is unclear
E.g. “Can non-CQC-registered organisations apply for Lot 2?”
Key details are missing
E.g. “Please can you confirm the anticipated number of service users per region?”
Contradictory information exists
E.g. “Section 2 states a contract term of 3 years, but Section 6 says 2 years with no extension. Please clarify.”
Submission format is ambiguous
E.g. “Do all attachments need to be submitted in PDF, or is Word acceptable?”
Evaluation weightings are absent or unclear
Avoid asking:
- Questions already answered clearly in the documents
- Questions designed to “fish” for inside knowledge
- Broad or speculative questions like “What is the likelihood of extension?”
- Anything suggesting you haven’t read the tender properly
How to Write a Good Clarification Question
You’re not just asking for help — you’re presenting yourself as a serious bidder who understands procurement protocol.
Be Specific and Respectful
Bad:
“This spec is confusing. What do you want from us?”
Good:
“On page 12 of the specification, the requirement for ‘ongoing monitoring’ is referenced. Can you confirm whether this refers to monthly or quarterly reporting?”
Reference Pages or Sections
Use exact locations to show you’ve done your homework.
Keep it Objective
Stick to facts, not feelings. Don’t vent or express frustration — keep it clinical.
Bundle Smartly
If you have multiple related questions, submit them in a grouped format (e.g. all staffing queries together).
How Commissioners Usually Respond
Responses will be shared with all bidders via:
- The procurement portal (e.g. Atamis, Jaggaer, ProContract)
- A Clarification Response Document (sometimes added as an addendum)
✅ Clear responses give direct answers, timelines, or provide new attachments
⚠️ Vague responses may signal internal confusion — interpret these cautiously
❌ “No further clarification can be provided” — this is your final stop. Don’t ask again.
How Answers Can Change Your Bid
Sometimes a single answer can change:
- Your staffing model
- Your eligibility
- Your pricing
- Your decision to bid at all
For example, one Big Sister client almost walked away from a bid due to perceived restrictions around minimum delivery hours. After submitting a well-phrased clarification, the commissioner confirmed flexible implementation was acceptable — allowing the client to proceed and ultimately win the bid.
What to Do with the Answers
Review with your bid team
Go through every response — even those unrelated to your own questions — as new insights can appear anywhere.
Update your bid strategy
If a question you were worried about has been clarified, adjust your narrative accordingly.
Save the answers
You may need them for mobilisation, contract negotiations, or future bids.
A Word of Warning: Don’t Wait Too Long
The question deadline can creep up quickly. Don’t assume you can send questions the day before it closes.
We recommend:
- Skimming tenders on Day 1 for possible clarifications
- Submitting questions at least 48 hours before the deadline
- Logging any responses directly in your bid strategy or compliance matrix
At Big Sister, we often create a Clarification Tracker for clients — mapping question, rationale, response, and impact on the bid. It’s a lifesaver.
Common Clarification Themes in Healthcare Bids
From our experience working across frameworks and tenders, here are some areas we frequently help clients clarify:
- CQC Registration Requirements – “Is a location-based registration necessary for each lot?”
- Subcontractor Involvement – “Can third parties deliver regulated elements?”
- Mobilisation Timelines – “Is the go-live date flexible depending on provider readiness?”
- Service User Volumes – “Is there an expected referral volume per month?”
- Social Value Commitments – “Do you expect quantifiable outcomes by year one?”
The better your questions, the more confident your answers — and the more likely you are to write a bid that fits the brief exactly.
How Big Sister Supports Clarifications
Our team doesn’t just write bids — we build strategies. That includes:
- Reviewing all tender documents for clarification triggers
- Writing and submitting questions on your behalf
- Interpreting vague answers so you don’t guess wrong
- Updating your narrative and pricing in line with new info
- Ensuring your final submission reflects the most accurate spec available
We’ve even had clients win just by asking the question no one else did — showing evaluators they truly understood the scope.
Final Thought: Ask Boldly, Bid Confidently
Clarification Q&A isn’t a side quest — it’s a critical stage of the bidding journey.
By asking the right questions:
- You eliminate risk
- You sharpen your strategy
- You show you care about doing things properly
So next time you’re tempted to skip the clarification window? Don’t. Use it like a pro.
- Need help wording your questions? Or unsure what to even ask?
- Big Sister’s Bid Team is just a call away. Let us help you get the answers you need to win the contracts you deserve.
