/>iDebriefings can be one of the most valuable opportunities for government contractors in the procurement process. Whether you win or lose a competition, a well-conducted debriefing provides insight into the agency’s evaluation, helps strengthen future proposals, and preserves certain protest rights. To maximize these benefits, contractors should approach debriefings strategically.
1. Know Your Rights
Federal Acquisition Regulation (FAR) Part 15 outlines the debriefing process for negotiated procurements. For Department of Defense procurements, enhanced debriefing rights may also apply, giving contractors additional time to submit follow-up questions. Understanding whether your procurement is covered by FAR Part 15, FAR Part 8.4, or another authority is essential, as it dictates the scope of the debriefing and your timeline to take further action.
2. Prepare in Advance
Don’t go into the debriefing cold. Beforehand, review your proposal and the solicitation carefully. Identify sections where you believe your proposal was particularly strong — or where you suspect weaknesses may have been found. Draft a list of questions that focus on improving future submissions rather than challenging the award on the spot. This preparation ensures that you make the most of the limited time with the agency.
3. Ask Targeted, Open-Ended Questions
The quality of your questions often determines the quality of the debriefing. Rather than asking “why didn’t we win?” consider asking:
- How did our proposal compare to the awardee’s proposal in terms of technical strengths and weaknesses?
- Were there aspects of our pricing that raised concerns?
- How could we have improved our proposal to increase competitiveness?
These types of questions invite more substantive answers and can shed light on how the agency applied its evaluation criteria.
4. Listen More Than You Talk
It can be tempting to argue your case during a debriefing, but this rarely helps. The goal is to obtain as much insight as possible — not to persuade the contracting officer to change the outcome. Use the time to gather information, clarify evaluation points, and understand the agency’s perspective.
5. Document Everything
Take careful notes during the debriefing. Afterward, circulate them internally so your business development and proposal teams can apply lessons learned to future bids. Written notes are also critical if you later decide to file a protest, as they help establish the record of what was communicated.
6. Leverage Enhanced Debriefings (DoD Procurements)
For Department of Defense procurements, contractors are generally entitled to submit follow-up questions within two business days of a debriefing. The agency must then respond in writing, and the debriefing remains “open” until those responses are received. This extended timeline can be critical, as it also extends the deadline for filing a protest at the Government Accountability Office (GAO). Contractors should take advantage of this opportunity to craft thoughtful follow-up questions and to ask for a redacted copy of the agency’s source selection decision document.
7. Consider the Protest Clock
Debriefings are often tied directly to protest deadlines. At the GAO, a protest generally must be filed within 10 days of when the basis is known or should have been known, but a “required” debriefing can extend this timeline. Knowing exactly when the clock starts running is critical to preserving protest rights. Contractors should coordinate closely with experienced protest counsel to ensure deadlines are not missed.
Conclusion
Debriefings are more than just post-mortems — they are strategic tools. By preparing thoroughly, asking the right questions, and documenting lessons learned, government contractors can gain insights that improve future proposals, strengthen competitiveness, and safeguard protest rights.
