Route 3 - Contract Award - Debriefing

Debriefing is a way of helping suppliers to improve their competitive performance, which in turn produces benefits to procuring organisations. Unsuccessful suppliers and tenderers have a right to know the reasons for their rejection. The Organisation needs to ensure that enough time and resource is given to completion of the debriefing process.

Objectives

  • To assist suppliers to improve their performance. A debriefing should cover the positive aspects and suggest areas for improvement of the unsuccessful bid. Suppliers will then have the opportunity to address these issues and improve their competitiveness in any future bids.
  • To offer unsuccessful tenderers the opportunity to provide feedback to the Organisation on the tender process and to help with continuous improvement of the process.
  • To establish and maintain a reputation as a fair, honest and ethical customer. This will help to ensure that high quality suppliers will be encouraged to submit tenders.

Debriefing will also be necessary for unsuccessful candidates at the Selection Stage.

The Procurement Officer should chair the debriefing. Other User Intelligence Group (UIG) members or end-users can still provide guidance and/or assistance. Where a formal debriefing meeting is required, this may involve representatives from both operational areas of the process and procurement professionals to ensure that the debriefing is carried out by experienced and fully trained personnel. You should ensure that technical/operational representatives understand their role in the debriefing.

The point at which debriefing takes place is determined to a certain extent by the Regulations and also by commercial judgment.

Candidates eliminated at the Selection Stage:

  • legal requirement to notify candidates eliminated at the Selection Stage "as soon as reasonably practicable" (based on commercial judgement);
  • provision of de-brief information is not required, but should be done as a matter of best practice;
  • if candidates make a written request, de-brief information must be provided within 15 days.

Unsuccessful tenderers:

  • all tenderers must receive a standstill notice with the required information as soon as possible after the contract award decision has been made, including a summary of the reasons why they were unsuccessful;
  • if tenderers make a written request, additional de-brief information must be provided within 15 days.

Standard Template Letters can be found at: Standard Forms and Documentation.

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