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Points to Remember
Points to remember:
Where contracts are subject to the Public Contracts Regulations 2015, tenderers are entitled to a written explanation of the reasons why their tender was unsuccessful.
In other contracts where the Regulations do not apply debriefing may be undertaken over the telephone, by letter or face-to-face. Which of these methods is the most appropriate is dependent on the complexity and value of the contract.
Care must be taken to ensure that all information provided to a supplier can be justified in the event of a formal complaint and/or legal action being made against the procuring organisation.
Prior to the meeting it is essential that the tenderer understands that the discussion is being carried out with the object of mutual longer term benefits and that the company will be told honestly of strengths and areas for improvement contained in their tender/quotation. The meeting must not be viewed as a forum for debate as to the validity of a tender.
The tenderer should be informed at the start of the briefing that the evaluation was carried out by a multi-skilled tender evaluation team.
It must be made clear to each tenderer that only their own tender will be discussed in relation to the successful tender. Under no circumstances will such things as commercial terms or innovative ideas put forward by another tenderer be disclosed.
The briefing must be accurate and factual.
Debriefing meetings must be carefully planned and executed and only carried out by experienced personnel.
At the end of the interview, suppliers should be asked if they have any constructive comments on the Invitation to Tender (ITT) documentation and the tendering process generally.
A record of the debriefing meeting must be made and placed on the appropriate registered file.
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