Debriefing is a way of helping suppliers to improve their competitive performance, which in turn produces benefits to procuring organisations. Unsuccessful suppliers and tenderers have a right to know the reasons for their rejection. The organisation needs to ensure that a sufficiently detailed debrief is provided in the written notification to the unsuccessful supplier or tenderer.
Objectives
Should there be a requirement for a formal debriefing meeting; the procurement officer should chair the debriefing. Other User Information Group (UIG) members or end-users can still provide guidance and/or assistance. Where a formal debriefing meeting is required, this may involve representatives from both operational and procurement professionals to ensure that the debriefing is carried out by experienced and fully trained personnel. You should ensure that technical/operational representatives understand their role in the debriefing.
The point at which debriefing takes place is determined to a certain extent by the Regulations and also by commercial judgement.
Candidates eliminated at the standard Selection Questionnaire (SQ) stage
Unsuccessful tenderers
Standard template notices can be found within Standard Forms and Documentation
For requirements where the value is below the EU threshold, debriefing should take place at a mutually convenient time within a reasonable period.
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