Supplier Debriefing Guidelines
RATIONALE
To understand the decision-making criteria used in the evaluation process, essentially how and why the contract was awarded to a particular supplier; and
To assist suppliers to improve their Supplier Performance, a debriefing should cover the strengths and weaknesses of the unsuccessful bid in an informal information sharing type meeting.
NOTE: a Debriefing is informal and should never be confused with a Vendor Protest
TIMELINE
Each procurement award requires that a bidding supplier be notified of winning or losing a bid which will include the Debrief Policy. As per the Debrief Policy, a request for Debrief can be scheduled after 10 days of notification and up to and including 30 days from the final execution of the bid award. Once a Supplier request has been received, the University's HUB/SB program office is specifically set up to support the coordinating and to host supplier/vendor Debriefings. Contact us at hub@austin.utexas.edu to schedule a Debriefing.
NOTE: Suppliers may only request a debrief for a solicitation for which they have submitted a response. Non responders wanting information on a bid, must submit an Open Records request.
PREPARATION
The debriefing should be led by the Procurement Officer that has firsthand knowledge of the evaluation of that bid. The Procurement Officer can request feedback from other members of the bid process prior to the meeting. The Procurement Officer to prepare for the debriefing as follows:
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Supplier to keep the number of company representation to 1-3 members. NOTE: Legal Representation will not be allowed in an informal Debriefing session. If there is legal representation present, the Procurement Officer will end the Debrief and let them know that their legal representative will need to contact our legal department for any information regarding that bid.
DURING THE MEETING
HUB/SB Officer
The HUB/SB Officer will lead introductions: a) the Procurement Officer and the role they played in the evaluation; and b) the supplier representatives and the detail of their position in the organization and involvement in the bid submitted.
Procurement Officer
What you CAN SHARE during a Debriefing
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Presentation software, capability statement workshop, etc.
NOTE: avoid using YOU and YOUR service, say the contract instead, these words can seem accusatory to the supplier also avoid arguing with the supplier.
What you CANNOT SHARE during a debriefing
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