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Document
Government Conduct Act.pdf
Year Created: 2025
DOCUMENT
FORM - Supplier Debriefing Template 2015
The document is a supplier debriefing template that provides guidelines and instructions for conducting debriefing sessions with suppliers after a contract has been awarded. The document outlines the importance of including the debriefing process in the competitive documents or the Notice of Award Letter. It also provides scheduling guidelines, such as allowing suppliers a certain number of calendar days to schedule a debriefing session and confirming the date and time of the session in writing.
The document emphasizes the need to conduct individual debriefing sessions with each supplier and ensure consistent participation from the Public Entity. It mentions that a Fairness Commissioner may be invited to participate but should not conduct the debriefings. The Public Entity is advised to retain all correspondence and documentation related to the debriefing session as part of the procurement documentation.
In terms of meeting guidelines, the document suggests providing an overview of the evaluation process, disclosing the successful supplier's name, address, and bid price, discussing the strengths and weaknesses of the supplier's submission in relation to the evaluation criteria and score, addressing specific questions and issues raised by the supplier, providing suggestions for future improvements, and receiving feedback on current procurement processes.
Confidential information of other suppliers should not be disclosed unless a formal Freedom of Information request is submitted. Legal counsel may be consulted during the preparation for debriefs. Questions unrelated to the procurement process should not be responded to during the debriefing.
The document includes a supplier debrief information section with fields for the debrief facilitator's name and contact, RFP number and title, debriefing request date, debriefing date and location, proponent/bidder company name, and supplier representative attendees' names and contact information.
There is also a document checklist section that includes evaluation scoring sheets, a strengths and weaknesses summary, the name, address, and total bid price of the successful proponent/bidder, and the contract award notice.
The template provides a section for summarizing the key strengths and weaknesses of the proponent/bidder's response, as well as suggestions for future improvements.
Any identified issues during the debrief are to be documented and escalated to the Procurement Director/Entity Senior Manager or Legal Counsel if necessary. There is also a section for noting any other relevant topics, notes, and summaries.
The document concludes with a formal closure of the debrief session, including the signatures and dates of the proponent/bidder representative, procurement lead, and evaluation team member/other. Additional comments can also be included.