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Standard Operating Procedure Table of Contents
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Purpose
To give offerors an
assessment of an unsuccessful proposal, including significant weaknesses or deficiencies based
on evaluation criteria in a request
for proposals (RFP).
Procedure
FAR parts 15.505 and 15.506 describe
information that the government provides in pre-award and post-award
debriefings. Post-award debriefings provide more information than pre-award
debriefings. Contracting officers conduct debriefings orally or in writing.
Offerors
- Within three days after receipt of the notice of exclusion, request a debriefing -- in writing -- from your contracting officer.
You are entitled to only one debriefing.
- In your request, designate either a pre-award or a post-award debriefing.
Project Officers
- Give input to contracting officers for preparing written debriefings.
- Review and concur with debriefing letters.
- Participate in oral debriefings, in addition to or in lieu of written
debriefings.
Contracting Officers
- Honor debriefing requests up to three days after unsuccessful offerors
receive a notification. When possible, honor debriefing requests that are received more than three days after notification.
- Prepare written debriefings with input from project officers, information
in technical
evaluation reports, and if applicable, source
selection meeting minutes.
- Use the pre-award debriefing letter template and the post-award debriefing letter template to prepare the debriefing letter.
- To the maximum extent practicable, send debriefing letters to offerors within five days of receiving
a request. If a debriefing is not sent within five days, document the reason for the delay in the contract file.
- In addition to or in lieu of written debriefings, participate in
oral debriefings with project officers. Chair the sessions and invite scientific
review officers to attend to provide support.
- Document the file if more than one debriefing is contemplated; for example, in cases where a written debriefing is followed by an oral briefing.
- Make sure a debriefing summary is included in the official contract
file.
Contacts
See the Office of Acquisitions staff listing for the appropriate contract specialist.
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Links
FAR
15.503, Notifications to Unsuccessful Offerors
Contracting
Officer SOP
Project
Officer SOP
Peer Review of R&D Contract Technical Proposals SOP
Technical
Review of R&D Proposals Under Emergency Situations SOP
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