Whether you win or lose a federal competition, the evaluation of your proposal contains valuable information. A debriefing is the formal way to receive some of it. Many contractors skip debriefings after a loss, and some never request them after a win. Both are missed opportunities.
When debriefings are available
In negotiated procurements under the FAR, offerors excluded from the competitive range or otherwise eliminated before award can generally request a preaward debriefing, and unsuccessful offerors can request a postaward debriefing. Requests are typically due within a short period after notification, measured in days. Missing the deadline may mean losing the right to a required debriefing, though agencies may still offer one at their discretion.
Different rules may apply to orders under multiple-award contracts, simplified acquisitions and GSA Schedule orders. In some cases, a brief explanation is provided instead of a full debriefing. Check the current rules on acquisition.gov and read your notification carefully.
Debriefing timing can also affect bid protest deadlines. If you think you may protest, talk to a government contracts attorney before or immediately after the debriefing.
What the government generally provides
A postaward debriefing generally includes, at minimum, information such as the government’s evaluation of significant weaknesses or deficiencies in your proposal, the overall evaluated price and technical rating of the successful offeror and your firm, the overall ranking of offerors when one was developed, a summary of the rationale for award, and reasonable responses to relevant questions about whether source selection procedures were followed.
The government will not provide a point-by-point comparison with other offerors’ proposals or disclose their proprietary information.
Questions worth asking
Submit questions in advance if the agency allows it. Useful questions include:
- What were the most significant strengths the evaluators identified in our proposal?
- Which weaknesses most affected our rating?
- Were there areas where our proposal was unclear or difficult to evaluate?
- How was our past performance assessed for relevance?
- Was our price considered realistic and reasonable?
- Is there anything we could have done differently to be more competitive?
Keep questions focused on your own proposal and the process. Evaluators are more forthcoming when the tone is constructive.
How to conduct yourself
Treat a debriefing as a learning conversation, not an argument. The government is not going to change its decision in the meeting, and a combative tone can damage relationships with an agency you hope to work with again. Take careful notes, thank the government for its time and follow up in writing if appropriate.
Turning feedback into improvement
After the debriefing, share the findings with your proposal team and update your templates, past performance write-ups and processes. Patterns across several debriefings are especially revealing. If evaluators repeatedly note unclear staffing plans or weak transition approaches, that is a clear signal about where to invest.
Request debriefings after wins, too. Knowing why you won helps you repeat it, and it shows the agency you are committed to continuous improvement.