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

  • UT System Board of Regents Approves $108M Housing Complex

    The University of Texas System Board of Regents recently announced the approval of a new, $108-million housing complex at the University of Texas at El Paso (UTEP), according to a news release. The facility will stand four stories and have a total of 456 new beds for freshmen students.

  • Massachusetts K–12 District Selects Architect for New Junior High

    Swansea Public Schools in Swansea, Mass., recently announced that it has selected Finegold Alexander Architects to design a new junior high school for the district, according to a news release. The firm will create the Feasibility Study and Schematic Design for Joseph Case Junior High School after a lengthy selection process by the Massachusetts School Building Authority (MSBA).

  • Utah Valley University Opens New Engineering Building

    Utah Valley University in Orem, Utah, recently held a grand-opening ceremony for the new Scott M. Smith Engineering Building, according to a news release. The facility is one of the largest engineering buildings in the state at almost 200,000 square feet, and it plays home to the university’s Smith College of Engineering and Technology (SCET).

  • Upcoming University of Alabama Performing Arts Center Hits Construction Milestone

    The University of Alabama in Tuscaloosa, Ala., recently celebrated the topping out of its new Smith Family Center for Performing Arts, according to a news release. The university is partnering with HPM for program and project management on the facility, which broke ground in 2023 and is scheduled for completion in November 2026.

Digital Edition