Debriefing a supplier

Supplier debriefing sessions promote transparency, build trust, support supplier development, and improve the quality of future tenders.

In a debrief, buyers provide a supplier with constructive feedback on their offer.

Supplier debriefings help suppliers:

• improve their understanding of the evaluation process and the reasons their offer was successful or unsuccessful
• by building goodwill and encouraging suppliers to continue engaging in future opportunities
• enhance the competitiveness of their future offers.

For buyers, it helps deliver better value for money outcomes by:

• demonstrating best-in-class procurement practice that deliver outcomes, accountability, transparency and fairness
• improving future procurement processes through listening and learning from supplier experiences.

All tenderers must be offered a debrief. For other procurement processes, suppliers may request a debrief, which agencies are expected to provide.

The Supplier debriefing: Quick guide (PDF, 270KB) and Supplier debriefing template (DOCX, 205KB) supports agencies to understand the process involved with, and deliver, supplier debriefings.

Process

Step 1: Prepare

• Work with evaluation panel members to prepare for the debrief, referring to the Supplier debriefing template (DOCX, 205KB).
• Where the panel identified gaps in the supplier’s offer, identify any training opportunities or support to help build the supplier’s business capability.
• Tailor the debriefing to the complexity of the procurement (e.g. consider whether in-person and/or written debriefings are appropriate).
• Identify opportunities to make it easier for the supplier to do business with government, for example consider asking the supplier to email questions for discussion a week before the debriefing.
• Ensure at least 2 agency representatives who have been involved in the evaluation attend (e.g. the panel chair and another member). If process is high-risk, it is recommended a legal, technical and/or probity advisor attends. Consider diversity of agency representatives to support debriefings of different supplier types.

Step 2: Introduce

• Conduct an Acknowledgement of Country
• Thank the supplier for submitting the offer
• Conduct introductions
• Outline what will and will not be covered
• Reinforce that this is not an opportunity to re-visit the evaluation process or a complaint avenue

Step 3: Contextualise

• Outline the evaluation process
• Outline the number of offers received from suppliers
• Outline the performance of the supplier’s offer relative to the evaluation criteria

Step 4: Discuss

• Outline the strengths of the offer and areas of improvement against each evaluation criterion
• Focus on the supplier’s offer, not on other offers
• Answer any questions that the supplier may ask. If in doubt, take questions on notice

Step 5: Wrap up

• Summarise key areas for improvement
• Suggest training opportunities or support where needed
• Ask the supplier to provide feedback on the process
• Keep a record of the debrief

Tips for a successful debriefing

• Provide feedback as soon as possible after the tender outcome
• Face-to-face meetings where possible (in person or online)
• Adopt a consistent, factual approach for all suppliers
• Do not argue – avoid being defensive
• Avoid using 'you' and 'your' and instead use more generic terms such as ‘the submission’
• Document and keep accurate records of the debrief for probity, accountability and future reference

What can be shared

• Name and contract value of successful supplier, if this has been publicly disclosed
• How the supplier’s submission performed against each evaluation criterion
• The supplier’s strengths and areas for improvement
• Number of supplier offers received

What should not be shared

• Details of other supplier’s offers – e.g. price, evaluation scores, intellectual property

Training opportunities and resources

As part of the debrief, consider providing advice on any available training and resources to enhance the supplier’s capability to submit more competitive offers:

• Access supporting resources on how to write a successful tender, assess tenders in your business, tender to government and join a major project supply chain.
• Sign up for a Mentoring for Growth session to gain insights, options and suggestions relating to your business’ challenges and opportunities.
• Register for the Supplier eNewsletter to learn about upcoming events and procurement news.

Continuous improvement

Agencies should enhance their capability to prepare quality invitation documents and deliver effective debriefings.

• Consider and, where appropriate, implement lessons learned from supplier feedback received through debriefings
• Complete the Introduction to Procurement training module and/or Procurement Certification Program
• Access Procurement Leadership Council resources
• Consider whole-of-sector programs through universities
• Register for free Community of Practice buyer events