Debriefing

Debriefing is the post-award process through which a procuring organization gives a supplier the results of its bid evaluation and explains why the supplier was or was not successful. It takes place after the contract is awarded, and it is built around the evaluation criteria and process set out in the solicitation.

In Canadian federal procurement, a debriefing is generally provided to unsuccessful bidders upon request, while confidential and proprietary information is protected. It can be delivered in writing, by telephone or in a meeting. The same practice appears in provincial rules, in Ontario's broader public sector directive and in NATO procurement procedure.

What a federal debriefing covers

The Government of Canada's contracting policy framework states that debriefings should be provided to unsuccessful bidders on request. They should normally include the factors and criteria used to evaluate the bid, while respecting confidential information. The policy is set out in the Government of Canada contracting policy publication.

A federal debriefing can include:

• A recap of the evaluation and contract-award criteria in the solicitation.
• The name of the successful bidder.
• The awarded contract value.
• The successful bidder's overall evaluation result.
• The detailed evaluation of the supplier requesting the debrief.

How PSPC handles debriefs and feedback

The Public Services and Procurement Canada Supply Manual applies debriefing and feedback to bidders, offerors and suppliers. After a contract is awarded, or after a standing offer or supply arrangement is issued, a debriefing is provided upon request. The written form is usually a regret letter. The details are in the PSPC Supply Manual.

A supplier that is dissatisfied with the procurement process or the debriefing may have recourse through the Canadian International Trade Tribunal (CITT) or the Office of the Procurement Ombud (OPO). Jurisdiction, timelines and review rules apply to each.

Provincial and broader public sector debriefing rules

British Columbia describes a debrief as a session between a supplier and the government office that issued the solicitation. Its purpose is to explain why the submission was unsuccessful and how it could be improved in future. See the British Columbia government procurement processes page.

Alberta states that an unsuccessful supplier may request a debrief from the purchasing department after a competitive procurement. The request goes to the contact named in the solicitation and must be made within 10 days of receiving the bid decision. The guidance is on the Alberta page on finding and competing for government contracts.

Ontario's Broader Public Sector Procurement Directive defines supplier debriefing as informing a supplier why its bid was not selected after the contract-award process is complete. For procurements at or above the directive's threshold, organizations must tell unsuccessful suppliers they are entitled to a debriefing. They must also allow 60 calendar days from the contract-award notification to request one. The threshold differs between versions of the directive, so check the current text, such as the 2026 directive, against the procurement's governing version.

Debriefing in NATO procurement

NATO uses the term in the context of post-award transparency. Its procurement procedure states that, upon request, the procurement authority provides post-award debriefs to unsuccessful bidders. Proprietary and competitively sensitive information is safeguarded.

What debriefing means for a supplier

If you lose a competitive bid, request the debrief. Federal debriefings are given on request, so you need to ask. Provincial and broader public sector deadlines are short: 10 days in Alberta's guidance and 60 calendar days under Ontario's directive for covered procurements. Check the solicitation for the contact and the deadline as soon as you receive the decision.

Prepare for the call by comparing your response with the stated evaluation criteria. Ask how your submission was scored against each criterion. Keep notes, because they feed your next bid and inform any decision about recourse through the CITT or the OPO.