Vendor Debrief Protocols

Owned by Paras Patel
Last updated: Jul 28, 2023
3 min read

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:

  • List the score and ranking of the bidder that is being debriefed
  • The reasons for that bidder's score
  • The name and score of the selected bidder
  • Share the selection criteria


The Procurement Officer will share the meeting guidelines with the supplier as a pre-read to the meeting and encourage the supplier to submit any specific questions they may have, prior to the meeting.


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

  • The name of the successful supplier
  • Let the supplier know if they were competitive on different factors of the scoring.
  • What scoring definitions were used
  • General information about the number of bidders and how the company in the debriefing ranked in the evaluation
  • Suppliers' strengths and weaknesses and where the supplier may improve for future bids
  • Suggestions for improvement if you see a need. For example, contract writing, HSP training,

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

  • Actual scoring results of all bidders
  • Specifics regarding other supplier's offers or direct comparisons with other offers are not to be disclosed
  • Information that may compromise confidentiality or interest other than improving their bid process.
  • Do not make a direct comparison with any other bidder
  • Do not make negative remarks about the suppliers or the contract

Procurement Officer to encourage the SUPPLIER to:

  • Ask questions relative to the award process
  • Discuss how the procurement experience can be improved


AFTER THE MEETING

The Procurement Officer will make notes and add them to the contract file. This information can be useful in evaluating current processes and possible updates to the process to ensure a fair and equitable procurement process.

Communication Tips for Debriefing

  • Help the supplier understand how their offer was assessed
  • Maintain a professional style, tone and attitude
  • Acknowledge the supplier's time and efforts in submitting the offer
  • State the strengths and weaknesses clearly providing only facts
  • Don't argue, and avoid being defensive
  • Listen carefully to the supplier's questions, try to see their point of view
  • Avoid getting drawn into a debate, you are providing information only
  • Make sure to guide the discussion to prevent the supplier from suggesting they should have gotten better scores
  • Thank the supplier for their time and for any suggestions they may have provided
  • Do not introduce new or conflicting reasons for the award decision
  • Be as transparent as possible with the information you can provide
  • Offer Debriefing to all unsuccessful suppliers with the notification of award letter
  • Make sure to place a record of the Debriefing in the appropriate file
  • Debriefings should be either face to face or video conference call. A written debriefing is rare and should be discouraged, however, if necessary, they can be done


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