How to Successfully Debrief your Federal Bids and Proposals

How to Successfully Debrief your Federal Bids and Proposals

Learn the steps and key requirements of successful debriefings—to support business development and improve your PWIN (Probability of Win) over time.

Each bid process requires a considerable investment and it is important to learn from each bid, whether you win or lose. Aim to get a debriefing (or post-award conversation) from your Federal buyers and prospects after each bid to (a) continuously learn (b) strengthen agency relationships and (c) improve your proposal ROI over time.

In this blog post, you’ll learn the specifics of debriefings:

1. What they are (and are not);
2. Why they are so important to long-term success as a government contractor;
3. Who can get one – if it’s required or not;
4. When and how to get one – the timing is crucial; and
5. How to prepare, including who can help.

What is a Federal Proposal Debriefing?

A debriefing is the official opportunity to learn about the selection decision and contract award. It is provided either in writing or orally, in the form of a call or meeting with an agency representative. It is available (and valuable) whether you win the award or not.

Per the FARs Part 15.506: at a minimum, the debriefing information shall include:

• Significant weaknesses in the proposal;
• Cost or price (including unit prices) and technical rating of the successful offeror and the debriefed offeror;
• Past performance information on the debriefed offeror;
• The overall ranking of all offerors;
• A summary of the rationale for award;
• For commercial products, the make and model of the product to be delivered; and
• Reasonable responses to relevant questions about procedures, regulations, and other applicable authorities.¹

The debriefing shall not include:

• Point-by-point comparisons of the proposals;
• Any information prohibited from disclosure including:
  • Trade secrets;
  • Privileged or confidential manufacturing processes and techniques;
  • Commercial and financial information that is privileged or confidential, including cost breakdowns, profit, indirect cost rates, and similar information; and
  • Reference information about an offeror’s past performance.¹

Why is the Debrief Important?

There are five main opportunities a debriefing provides:

1. Lessons-Learned
2. Marketing
3. Fact-Finding
4. Pre-Protest Preparation
5. Award Defense Preparation

Debriefing Success Story: Mini Case Study
A debriefing opened the door for Neeld Wilson, Navy veteran aquifer engineer and President of GEAR Engineering in Orlando, when he made his first proposal to replace an underground tank for the Department of Veterans Affairs.

He was disappointed when his proposal wasn’t successful. In his debriefing, he found out that the Contracting Officer and Program Manager really liked his proposal. They weren’t able to resolve a couple of small technical deficiencies in the proposal, however, so they had to choose another vendor.

“But listen,” the Contracting Officer said. “We’ve got another project coming up soon that’s a perfect fit for you. Submit a bid for that one!” He did. And, weeks later, he won that contract, worth over $350,000.

Who Can (and Can’t) Request a Debriefing?

Any “offeror” of federal government bids and proposals under a GSA schedule, GWAC, IDIQ or other contracting vehicle may request a debriefing. This includes those who win and lose bids. In some instances a debriefing is technically required. If not, in most cases, you can still request one.

Four things determine whether or not the Federal Acquisition Regulations require your Federal buyer to provide the offeror with a debriefing, and whether or not your company can receive one:

1. Method and level of procurement
2. Category and type of contract
3. Timely submission of your request and
4. Your standing

Note: Defense agencies and civilian agencies have different rules.

Right up front, you can start to see why an experienced GovCon attorney is an essential member of your team!