Model format for supplier debriefing

 

 

 

 

Purpose

  • To assist procurement practitioners handle complaints from suppliers/bidders in a fair and timely manner.
  • To improve suppliers’ understanding of the procurement process and open feedback on their bids/proposals and identify areas for improvement while encouraging their participation in future tenders.
     

Description

 

Supplier debriefings promote a constructive and transparent dialogue between procuring authorities and suppliers. For suppliers, a debriefing provides:

  • a better understanding of the procurement process, evaluation methodology and due diligence taken by procurement practitioners during the tendering phase of the procurement cycle; and
  • an opportunity to receive open feedback on bids/proposals in order to identify areas for improvement while encouraging their participation in future tenders.


A debriefing can also be made available to successful suppliers (i.e. contractors) as a first step in establishing a sound working relationship and a precedent for a constructive feedback.


The benefits of a supplier debriefing are not, however, confined to suppliers alone. The procuring authority can also benefit in a number of ways: As mentioned above, debriefings provide an opportunity for procurement practitioners to demonstrate the procedures, evaluation methodology and due diligence taken during the tendering phase. It may also identify ways of improving the procurement process and encourage better bids from suppliers in the future.


The supplier debriefing model format provides a clear guidance to procurement practitioners on how to conduct a debriefing. It serves to avoid differences in the interpretation and application of the process. The guidelines may be used as input into specialised training on supplier debriefing and specialised communications for procurement practitioners. It can also serves as a basis to review practices, through the structured collection and analysis of information about debriefing, and ensure a continuous improvement in the process.

 

 

Model format for a supplier debriefing

 

Opening statement

  • Welcome and introduce the meeting participants
  • Explain the purpose of the debriefing and expectations by procuring authority
  • Outline the parameters of the meeting (i.e. what can/ cannot be discussed)
  • Outline the structure of debriefing session

 

Supplier assessment

  • Outline the tendering and evaluation process
  • Describe the evaluation strategy and criteria (e.g. compliance issues, weighting and scoring)
  • Outline the size of the field and suppliers relative position (e.g. to the mean score for different criteria)
  • Show how supplier scored against main criteria (strengths as well as weaknesses)
  • Offer constructive criticism and ways to improve future bids
  • Assess the overall performance, including cost

 

Supplier feedback

  • Provide opportunity to suppliers to comment or ask questions about the supplier assessment, noting again what can/cannot be discussed

 

Wrap up

  • Enquire about the supplier’s views on how the procurement experience can be improved
  • Enquire whether the feedback was useful or if any surprises in the feedback were received

Source:  Adopted from Office of Government Commerce (United Kingdom) (2003), Supplier Management, Supplier Debriefing, OGC Publications, London, www.ogc.gov.uk/documents/Supplier_Debriefing.pdf.

Further reading

 

Office of Government Commerce (United Kingdom) (2003), Supplier Management, Supplier Debriefing, OGC Publications, London, www.ogc.gov.uk/documents/Supplier_Debriefing.pdf.


Office of the Procurement Ombudsman (Canada) (2009), 'Chapter 2: Supplier Debriefings' in Procurement Practices Review, http://opo-boa.gc.ca/praapp-prorev/chptr-2-eng.htmlhttp://www.contractscanada.gc.ca/en/debrief-e.htm


'Public Procurement Review and Remedies Systems in the European Union,' Sigma Paper, No.41, GOV/SIGMA(2007)5, OECD, Paris.