Responding to Scenario-Based Questions in Health and Social Care Tenders

By presenting real-world scenarios, public sector buyers (think, local councils and NHS) can gauge a health and social care provider’s problem-solving skills, adaptability, ability to provide ‘just enough’ support and commitment to a person-centred, strengths-based approach. These tender questions help buyers understand how potential providers will address the unique needs of individuals, ensuring that care is tailored, compassionate and effective. Buyers want to ensure that the chosen provider can deliver high-quality, responsive care that uplifts and centres the recipient. It is therefore important when responding to scenario-based tender questions to produce highly relevant, specific and rationalised information.

What is a scenario-based tender question?

In health and social care tenders, buyers often include a question which centres around the practicalities of meeting a specific service user’s needs within the remit of the contract (e.g. domiciliary care). Laid out in prose, the detail and length of a scenario can vary significantly, but typically:

• Provides background information regarding a specific service user, including their age, location, history, etc.
• Describes their health and support needs
• Gives some peripheral information, such as details of their support network, challenges that have been encountered and their likes/dislikes. This information is often integral to understand the person-centred nature of needs and must be considered to identify holistically how support can be achieved.

Following on from the scenario information, the buyer will ask question(s) relating to the scenario such as explain who you would involve in the individual’s support to fully meet their needs. The questions often allude to specific elements of the scenario, which is why it is critical to read the scenario fully.

Reading the scenario-based tender question

Before formulating a response, first and foremost, you should carefully read the scenario provided, paying close attention to all details, no matter how minor they may seem. These details can be crucial in forming a comprehensive response. For instance, if the scenario mentions a person’s preference for routine or important likes or dislikes, these should be key considerations in the response. Understanding these nuances will show your commitment to person-centred, individualised care.

Tailoring your response in a tender

Your response should be bespoke and specific to the individual mentioned in the case study, reflecting the language of the buyer. For example, rather than saying ‘the service user’, use the pseudonym given by the council and mirror that language, for example ‘Henry’ or ‘Ms P’ if only a title is given. This personalises the response and shows that you have paid attention to the specific details of the case study. Generic responses are ineffective: although tempting, it’s important not to showcase your overall approach to care by listing all the services you offer which may be irrelevant to the individual concerned; instead, tailor your response to suit the individual.

Think of everything included in the scenario as a ‘clue’ and where they reference something that seems out of place, or highly specific, think about how this may considered in their support. For example, where dietary requirements are mentioned, you should outline how your staff will be trained to manage these needs and offer relevant choices and assist the individual in making a choice. Similarly, where aspects such as challenging behaviour are referenced, you could look for ‘clues’ in other parts of the case study as to how these could be managed. For example, if Betty finds listening to music soothing, then you could explain how you would use music as a diversion strategy to de-escalate behaviours.

The contracting authority are trying to picture the organisation working in practice, and the use of tailored responses and specific information helps to evidence why your organisation is the best fit for the contract.

Avoid making assumptions

It is important, when responding to scenario-based tender questions, to never make assumptions. For instance, if the scenario mentions that the person’s family ‘lives in Germany’, do not assume there is no need to mention a support network because they are not present. Instead, consider how you can facilitate regular communication with the family, such as through Skype calls or sending letters and postcards.

Additionally, it is important to not make assumptions about the individual’s health needs. Where, for example, the scenario may state that the individual has a certain health condition, it’s important to recognise that the severity of a condition can vary significantly between individuals. Instead of assuming limitations, focus on the person’s capabilities and how your services can support their independence and quality of life.

Crafting responses in this way can demonstrate a deep understanding of person-centred care and a commitment to enhancing the quality of life for the individuals you support.

Bid writing support for health and social care tenders

Executive Compass completes hundreds of health and social care tenders annually and our health and social care team are well placed to support you to produce high-quality, bespoke health and social care tenders. To learn more about the bid and tender services we provide, contact our sales and marketing team for an informal, no-obligation chat today at info@executivecompass.co.uk or 0800 612 5563.