In federal contracting, even the most seasoned contractors don’t win every proposal. But with every loss comes an opportunity to learn. A debrief request allows offerors to gain feedback from the government on their proposal’s strengths and weaknesses, helping them improve future submissions and refine their strategy.
Understanding how to request, interpret, and act on a debrief is a critical skill in the federal acquisition process. It ensures that even an unsuccessful bid becomes a valuable step toward the next win.
What Is a Debrief Request?
A debrief request is a formal communication sent by an offeror to a federal agency requesting a post-award debriefing. This process is governed by the Federal Acquisition Regulation (FAR), particularly FAR Part 15 for negotiated procurements.
Debriefs are typically offered in two forms:
- Pre-award debriefs (for eliminated offerors before award)
- Post-award debriefs (for unsuccessful offerors after award decision)
Making a timely debrief request ensures the contractor receives insight into how their proposal was evaluated and where it may have fallen short.
Timing Is Critical
Under FAR regulations, a debrief request must be submitted in writing within three calendar days after receiving notice of exclusion from the competitive range or award notification. If this deadline is missed, the agency is not required to provide a debriefing.
When possible, request the debrief in writing immediately upon receiving notification. This preserves your rights and ensures compliance with protest timelines if applicable.
The agency then typically provides the debriefing within five business days of the request, though this can vary.
What to Include in a Debrief Request
A debrief request should be concise, professional, and respectful. At a minimum, it should include:
- Identification of the Solicitation – Include the RFP number and title
- Name of the Offeror – Company name and point of contact
- Formal Request for Debriefing – Clearly state that you are requesting a post-award or pre-award debriefing
- Preferred Format – Specify if you’d prefer a written, phone, or in-person debrief (depending on agency capabilities)
- Acknowledgment of Deadline – Reinforce that the request is within the regulatory window
Submitting a clear and timely debrief request sets the tone for a constructive process.
What You Can Expect in a Debrief
The content of the debriefing will depend on whether it is pre- or post-award and the type of procurement. In general, agencies will share:
- Evaluation of the Offeror’s Proposal – Strengths, weaknesses, and deficiencies
- Ranking of Proposals – Sometimes provided without disclosing specific scores or proprietary information
- Rationale for Award Decision – High-level explanation of why the winning proposal was selected
- Applicable Past Performance Insights – Summary of how past performance was evaluated
- Clarification on Compliance Issues – If applicable, feedback on formatting or technical compliance
Debriefings are not intended to spark debate or reopen evaluations. However, a well-prepared contractor can gain significant value from even a brief session following a debrief request.
Questions to Ask During a Debrief
To gain the most insight from a debrief, consider asking the following:
- Were there any evaluation factors where our proposal was particularly strong or weak?
- Was our proposal considered technically acceptable?
- How did our pricing compare with other offerors?
- Did you identify any compliance issues or misunderstandings of the requirements?
- What could we have done to make our proposal more competitive?
Framing your questions professionally and respectfully encourages more detailed feedback.
How Debriefs Support Future Proposals
The information gained from a debrief request can be used to:
- Identify Proposal Weaknesses – Improve clarity, compliance, or alignment with evaluation criteria
- Refine Solution Design – Adjust technical or management approaches to better meet agency expectations
- Improve Past Performance Narratives – Tailor references more effectively to the opportunity
- Adjust Pricing Strategies – Ensure future submissions are both competitive and realistic
- Train Proposal Teams – Share lessons learned across departments and partners
Every debrief helps refine your overall proposal development and capture processes.
Understanding Protest Implications
A timely debrief request also preserves your right to file a protest. If filed within five days after a required debriefing, the agency may be required to stay performance under the awarded contract while the protest is reviewed.
However, it’s important to note:
- Not every debrief warrants a protest
- Protests should be grounded in procedural or legal issues, not simply dissatisfaction with the result
- Debriefs are intended for learning and improvement, not argument
Nonetheless, if you believe the acquisition process was flawed, a debrief can provide the foundation for a formal review.
Common Mistakes to Avoid
When requesting or participating in a debrief, avoid:
- Missing the Deadline – Failing to submit your debrief request within three days
- Making the Debrief Adversarial – Treating the session as a confrontation rather than an information-gathering exercise
- Failing to Prepare – Going into a debrief without reviewing your submission or preparing questions
- Ignoring the Feedback – Not using the insights to inform future efforts
Being thoughtful and strategic in how you handle the debrief process reflects professionalism and positions your firm better in future pursuits.
Conclusion
A debrief request is a vital step in the federal contracting lifecycle. It gives contractors a chance to understand how their proposal was evaluated, identify improvement areas, and refine strategies for future submissions. When handled professionally and proactively, a debrief provides value far beyond a single opportunity.
To improve your proposal process and strengthen your competitive position in future bids, contact Hinz Consulting. To find and track upcoming federal opportunities, visit SAM.gov.
