Definition
Debrief
A structured discussion of your bid's strengths and weaknesses.
A debrief is the formal feedback a contracting authority provides to bidders after a tender decision, explaining the scores achieved, the characteristics and relative advantages of the winning bid, and the reasons behind the outcome. It is a key right for unsuccessful bidders and a valuable source of improvement for future tenders.
What a debrief should include
Under the Procurement Act 2023 and previously the Public Contracts Regulations 2015, unsuccessful bidders above threshold are generally entitled to their own scores and feedback against each award criterion, the name of the winning bidder, and information about the winning bid's characteristics and relative advantages, without disclosing commercially sensitive detail belonging to the winner.
- Your score against each evaluation question or criterion
- Written rationale or commentary supporting each score
- The winning bidder's identity and total score
- General characteristics and relative advantages of the winning bid
Requesting and using a debrief effectively
Debriefs should be requested promptly, since standstill periods and response deadlines are time-limited; a written request referencing specific questions gets a more useful response than a general request for feedback. Bidders should treat the debrief as an input to a structured lessons-learned review, comparing scored feedback against the actual submission to identify concrete drafting or evidencing gaps for the next tender.
Frequently asked questions
- Am I entitled to a debrief if my tender is unsuccessful?
- Generally yes, for public contracts above the relevant thresholds, buyers are required to provide feedback on request, typically including your scores, the rationale behind them, and information about the winning bid. Always check the specific tender documents for the debrief process and timescale.
- How soon should I request a debrief after losing a tender?
- As soon as possible after notification of the outcome, and ideally within any standstill period, since this is the window in which you would also need to raise a formal challenge if you believed the process was flawed.
- Can I use debrief feedback to challenge the award decision?
- Yes, debrief information is often the basis for identifying whether a challenge is warranted, for example inconsistent scoring or unclear rationale. Seek legal advice quickly, as challenge windows are short and generally tied to the standstill period.
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