1. Elevating the Quality of Life in the District

2. Debriefing Procedures Department of General Services Contracting and Procurement Division Policy, Research, and Planning Branch Elevating the Quality of Life in the District

3. Introduction The purpose of a Debriefing is for the Department of General Services to review an unsuccessful contract submission with the offeror so as to gain a better understanding as why the offeror was not awarded a contract. The goal is to improve the offeror’s future responses and increase the likelihood of success. Elevating the Quality of Life in the District

4. When Can a Debriefing be Requested? Debriefings are required when an appropriate and written request is made in connection with a contract awarded under the District of Columbia Code of Municipal Regulations Title 27 Chapter 4721 (Competitive Negotiations). A Debriefing can be requested when an offeror makes a bid on any contract via a competitive sealed proposal and their submission is not successful. Debriefings occur when an offeror responds to a Request for Proposal (RFP). A Debriefing does not occur when the offeror responds to an Invitation for Bid (IFB). Request for debriefing can be made after the unsuccessful offeror is notified that their bid was not successful. The request can be made either Pre-Award or Post-Award of the Contract. Elevating the Quality of Life in the District

5. Pre-Award Request for Debriefing (Title 27 DCMR § 1647) A Contracting Officer has a requirement to notify that an Offeror’s proposal was unsuccessful before an award is made. After receiving the written notice of exclusion from competition, the Unsuccessful Offeror may submit a written request for a debriefing within a reasonable, but undefined, amount of time. DGS shall make an effort to debrief the unsuccessful offeror as soon as practicable. DGS may elect to delay this request until after the award for: Compelling reasons; or When it is not in the best interest of the District of Columbia. Elevating the Quality of Life in the District

6. Pre-Award Debriefing Summary for the Unsuccessful Offeror (Title 27 DCMR § 1647) The agency’s evaluation of the significant elements in the offeror’s proposal; A summary of the rationale for eliminating the offeror from the competition; and Reasonable responses to relevant questions about whether source selection procedures contained in the solicitations, applicable regulations and other applicable authorities were followed in the process of eliminating the debriefed offeror from the competition. Elevating the Quality of Life in the District

7. A Pre-Award Debriefing Shall Not Include The number of offerors; The identity of another offeror; The content of another offeror’s proposal; The ranking of other offerors; or The evaluation of other offerors. Elevating the Quality of Life in the District

8. Post-Award Request for Debriefing (Title 27 DCMR § 1648) If a contract is awarded on the basis other than price alone, the Contracting Officer shall provide a debriefing upon written request from the Unsuccessful Offeror. An Unsuccessful Offeror may submit a written request for a debriefing within a reasonable, but undefined, amount of time after receiving the written notice of exclusion from competition. A request for a debriefing can be denied if the Director determines that it is not in the best interest of the district (See Title 27 DCMR § 1648.1). The Debriefing should be held within a reasonable but undefined amount of time after receipt of the Offeror’s written request for a Debriefing by DGS. Elevating the Quality of Life in the District

9. Post-Award Debriefing Summary for the Unsuccessful Offeror (Title 27 DCMR § 1648) DGS’s evaluation of significant weaknesses or deficiencies in the proposal; Overall evaluated cost or price (including unit prices) of the contract; The numeric technical rating (if applicable) for: The successful offeror; and The offeror being debriefed; Past performance information on the debriefed offeror; The overall numeric ranking of all offerors; and Reasonable responses to relevant questions about whether source selection procedures contained in the solicitation, applicable regulations and other applicable authorities were followed. Elevating the Quality of Life in the District

10. A Post-Award Debriefing Shall Not Include A Point-By-Point Comparison of the Unsuccessful Offeror’s proposal with those of other offerors; or Any information prohibited from disclosure by law such as: Information designated confidential and proprietary; Trade Secrets and commercial or financial information where disclosure would impair the competitive position of the offeror; Inter-agency or intra agency memoranda or letters; Personal Information; or Federal Tax Identification Numbers. Elevating the Quality of Life in the District

11. Follow Up by the Unsuccessful Offeror A Bid Protest can be filed after the Unsuccessful Offeror is debriefed by the Department of General Services. All Bid Protests all filed with the District of Columbia Contract Appeals Board. Visit http://cab.dc.gov for more information on the contract appeals process.http://cab.dc.gov Elevating the Quality of Life in the District

12. To request a debriefing please contact the Contracting and Procurement Division, Policy, Research and Planning Branch at: Email: dgs.procure@dc.govdgs.procure@dc.gov Phone: (202) 727-2800 Elevating the Quality of Life in the District