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

  • California Middle School Completes Two New Academic Buildings

    Sunnyvale Middle School in Sunnyvale, Calif., recently announced that construction is complete on two new classroom buildings of two stories each, according to a district news release. The new wing will house seventh- and eighth-grade students and is part of a larger campus modernization project.

  • Delta State University Completes Renovations to School of Nursing Facilities

    Delta State University recently completed a major expansion and renovation project for the Robert E. Smith School of Nursing facilities on its campus in Cleveland, Miss., according to a news release. The project includes about 14,000 square feet of new construction and more than 21,000 square feet of renovation work to the existing space.

  • Different Starting Points, Same End Goal

    Higher education campuses can enhance student experience by implementing mobile credentials to streamline building access, on-campus payments, and access to other amenities. This enables students to connect to their campuses through the technology they use most: their mobile devices.

  • Three U.S. Universities Install Acre Security Access Control Platform

    Cloud-native physical and digital security solutions company Acre Security recently announced that it has deployed its access control platform at three major universities in the U.S., according to a news release. Acre partnered with Atrium Campus to provide coverage for more than 69,000 students at the University of Virginia (UVA), George Mason University, and Rockhurst University.

Digital Edition