Skip to main content
Add as a preferred source on Google

Debriefing Unsuccessful Bidders

  • 03/01/16

The manner in which the competitive bidding process is managed is probably the most significant factor in shaping how the supply base views an institution. So, for the preservation of your institution’s positive image, you should treat the competitive bidding process with care. One facet of the process that is of particular significance is the debriefing procedure.

Debriefing is simply the act of meeting with an unsuccessful bidder to explain why their bid was not deemed to be the most attractive. Debriefing is a fragile process. You want to be as helpful as possible to the unsuccessful bidder, but you also must maintain the confidentiality of other suppliers’ information. Here are guidelines for conducting debriefings:

  • State your debriefing goals in writing, both internally and to the bidder. Goals may include: identifying weaknesses in the bidder’s proposal, demonstrating that the bidder was treated fairly, promoting good relations within the business community, answering the bidder’s questions, and obtaining feedback from the bidder.
  • Provide helpful information. Helpful information includes: strengths of the bidder’s proposal, weaknesses of the bidder’s proposal, and the reasons for not accepting the bidder’s proposal.
  • Protect confidential information. This type of information includes the names and the ranking of other bidders, and the specifics of the other bidders’ proposals (such as price or the dollar amount or percentage difference between the winning proposal and the bidder’s proposal).

Well-done debriefings can reinforce a positive reputation for your institution. By following and expanding upon these guidelines, you can help your institution secure an identity of fairness, integrity and professionalism.

Source: Next Level Purchasing Association (www.nextlevelpurchasing.com)

This article originally appeared in the issue of .

Featured

  • University of Oklahoma Announces New Campus Master Plan

    The University of Oklahoma in Norman, Okla., recently announced that it will soon launch a new, comprehensive Campus Master Plan to guide the campus’ physical development during the next decade, according to a news release.

  • Spaces4Learning Launches 2026 Education Design Showcase Awards

    Spaces4Learning has opened submissions for the 2026 Education Design Showcase! The awards program launched in 1999 with the goal of celebrating innovative, practical solutions in the planning, design, and construction of K–12 and higher-education facilities. EDS recognizes new developments that help achieve optimal learning environments, as well as the architecture firms that brought the ideas to life.

  • NWEA Report Recommends K–12 Natural Disaster Recovery Strategies

    The Northwest Evaluation Association (NWEA), a K–12 assessment and research organization, recently announced the release of a new playbook for schools and communities recovering from extreme weather events, according to a news release.

  • Surging Demand for Student Housing Fuels Major Campus Investment Opportunities

    University leaders throughout the U.S. are accelerating plans to modernize and expand student housing as enrollment stabilizes and demand for on-campus living rebounds. Recent data from the National Center for Education Statistics indicates that total postsecondary enrollment is projected to grow through the end of the decade, with undergraduate enrollment alone expected to increase by more than 8 percent by 2030.