Bidder Debriefing

A bidder debriefing is an explanation given to an unsuccessful bidder after a procurement decision has been made. It covers the basis for the decision, including the strengths and weaknesses of the bidder's submission. In most processes it is provided on request rather than automatically.

The purpose is to promote fairness, openness and transparency, and to help the bidder improve future submissions. The Canadian Procurement Ombud describes a debriefing as an explanation of why an unsuccessful bid, offer or arrangement was not accepted, as set out in its publication on federal procurement. Related terms you will see in federal documents include supplier debriefing, post-bid debrief and regret letter.

How federal debriefings work in Canada

CanadaBuys states that, following the results of a competitive process, every bidder has the right to request a debriefing from the contracting officer. Public Services and Procurement Canada also lists a post-bid debrief as part of the federal bidding process in its guidance on how to bid on opportunities.

The Procurement Ombud notes that a debriefing follows the award of a contract or the issuance of a standing offer or supply arrangement, and that it is provided on request. The federal debriefing explains why the submission was unsuccessful. It may also identify the successful bidder, the reasons for rejection and relevant comparative information, subject to confidentiality and disclosure restrictions.

Regret letters and written debriefings

Federal debriefings are usually delivered in writing through a regret letter. The letter is sent to each unsuccessful bidder, offeror or supplier. The Ombud's publication uses these three terms because federal procurement covers contracts, standing offers and supply arrangements. A supplier should read the regret letter closely, because it is often the first written account of how the evaluation turned out.

British Columbia meetings and accessible formats

British Columbia's Ministry Guide to Requests for Proposals describes debriefing meetings that give unsuccessful proponents a chance to learn about the strengths and weaknesses of their proposals. Under the guide, these meetings are private. They ordinarily take place after the contract is signed. They are not an opportunity to change the result or re-compete the opportunity.

Accessibility is also covered. The standard CAN/ASC-41 requires that, on request, an unsuccessful bidder debriefing be provided in accessible documents and plain language, with alternate formats or equivalent accessible arrangements where required. See the bidding and contract award clause.

NATO debriefing deadlines

Suppliers pursuing allied defence work will meet a more defined timeline. NATO's competitive procurement procedure says the procurement authority shall provide post-award debriefs to unsuccessful bidders on request, while protecting proprietary or competitively sensitive information.

The NATO Procurement Manual requires a bidder to request a debriefing within 5 days after notification of the source-selection outcome. NATO IS will make best efforts to hold it within 30 days of receiving the request. The manual describes the debriefing as a "lessons learned" exercise that explains the strong and weak points of the unsuccessful proposal.

What a debriefing means for a supplier bidding on Canadian public contracts

• Ask for it. Request the debriefing from the responsible contracting officer or procurement authority. It is not necessarily automatic.
• Watch the deadline. Check the solicitation for any request period. NATO sets 5 days from notification.
• Use it for feedback. Treat the debriefing as a source of evaluation feedback for your next bid, not as a way to renegotiate the award.
• Keep concerns separate. A debriefing is an information and feedback process and does not itself reverse an award. Raise any procurement-process concern separately where a process exists for it.