Ask for a debriefing in writing, quickly, to the contracting officer or buyer named in the solicitation or award notice. Federal negotiated procurements set short, strict request deadlines. State and local practice varies, and some buyers offer only a short call or access to public records. Go in to learn, not to argue, and bring specific questions.
What a debriefing is
A debriefing is a meeting, call or written summary in which the buyer explains how your proposal was evaluated and why the award went the way it did. It is one of the few times you hear the evaluators' view directly. Even a short debriefing can show you where your proposal lost points.
Debriefings are most common on proposals evaluated on more than price, such as RFPs. On a sealed bid awarded to the lowest responsive, responsible bidder, the reason is usually plain from the public bid results. Even then, a short conversation with the buyer can reveal whether your bid had a problem beyond price, such as a missing form.
Prepare before the meeting. Reread your proposal and the evaluation criteria, write your questions in advance, and decide who will take notes. Thank the buyer for their time; they are not always required to offer one.
When and how to request one
For federal negotiated procurements, a written request is generally due within three days of receiving notice of award or exclusion. Missing that window can mean the buyer is not required to hold one. Other federal buying methods have their own rules, and some do not include a formal debriefing.
State and local buyers set their own practices. Some offer debriefings to any bidder who asks, some only on request within a set period, and some not at all. Read the solicitation and the award notice, then send a short, polite written request to the named contact as soon as you learn the result.
What you can usually learn
- The significant strengths and weaknesses found in your proposal.
- Your overall evaluated price and technical rating.
- The winning offer's overall evaluated price and technical rating, in many cases.
- The general reasons for the award decision.
- Answers to reasonable questions about whether the evaluation followed the stated process.
What you usually will not get
Buyers generally do not share other bidders' trade secrets, detailed pricing breakdowns or point-by-point comparisons with competitors. Asking for these wastes your limited time and can sour the conversation.
A debriefing is also not a chance to change the result. The buyer will not rescore your proposal during the meeting, so focus your questions on what you can use next time.
Questions worth asking
- Which parts of our proposal were strongest?
- Where did we lose the most ground?
- Was anything unclear, missing or hard to find?
- How did our price compare in the evaluation?
- What would have made our proposal more competitive?
Turn lessons into changes
Write down what you heard the same day and share it with everyone who worked on the bid. Update your templates, past-performance write-ups and pricing assumptions. For sealed-bid awards decided on price, the bid tabulation and award record usually tell the story without a debriefing. BotBid's Winning Bid Advisor studies how a buyer has awarded in the past, which can sit alongside what you learn in a debriefing.
If you believe the evaluation broke the rules, talk to your own advisers promptly, since protest deadlines can be tied to the debriefing date.
Rules vary by agency and state; check the solicitation and your own advisers.
Common questions
Will asking for a debriefing hurt my chances next time?
A polite, professional request is routine and expected. Arguing during the debriefing is what leaves a poor impression.
Can I get a copy of the winning proposal?
Usually not in full. Some parts may be available through a public records request after award, depending on the law that applies.
Is a debriefing held in person?
It may be in person, by phone, by video or in writing. The buyer usually decides the format.