FAR 15.505—Preaward debriefing of offerors.

Timely written request required

An excluded offeror must submit a written request for a preaward debriefing within 3 days after receiving notice of exclusion from the competition. If the request is not timely, the Government does not have to provide either a preaward or postaward debriefing for that proposal.

Offeror may delay debriefing

At the offeror’s request, the preaward debriefing may be postponed until after award. If delayed, the debriefing must include all information normally given in a postaward debriefing under FAR 15.506(d), and the delay may affect the timeliness of any later protest.

Only one debriefing per proposal

An offeror is entitled to no more than one debriefing for each proposal. This prevents repeated debriefing requests on the same submission and limits the process to a single opportunity for explanation.

Prompt debriefing, limited delay

The contracting officer must make every effort to debrief the unsuccessful offeror as soon as practicable. The officer may delay or refuse the debriefing only for compelling reasons when it is not in the Government’s best interests to conduct it at that time, and the reason for delay must be documented in the contract file.

Minimum required content

Preaward debriefings must include the agency’s evaluation of significant elements of the offeror’s proposal, a summary of the rationale for eliminating the offeror from the competition, and reasonable responses to relevant questions about whether the source selection procedures, applicable regulations, and other applicable authorities were followed.

Protected information may not be disclosed

The debriefing may not reveal the number of offerors, the identity of other offerors, the content or ranking of other offerors’ proposals, the evaluation of other offerors, or any information prohibited by FAR 15.506(e). This protects competition integrity and proprietary information.

Flexible format allowed

Debriefings may be conducted orally, in writing, or by another method acceptable to the contracting officer. The contracting officer should normally chair the session, with evaluators providing support as needed.

File documentation required

An official summary of the debriefing must be included in the contract file. This creates a record of what was communicated and supports later review, protest defense, and acquisition accountability.

Offeror

Submit a written request for a preaward debriefing within 3 days after receiving notice of exclusion. Decide whether to accept a preaward debriefing or request that it be delayed until after award, and understand that delaying may affect protest timeliness.

Contracting Officer

Receive and process debriefing requests, make every effort to conduct the debriefing promptly, decide whether a delay is justified for compelling Government reasons, document any delay in the contract file, chair the debriefing session in the normal course, ensure only permitted information is disclosed, and place an official summary in the contract file.

Evaluation Team / Source Selection Personnel

Support the contracting officer during the debriefing and provide the factual basis for the evaluation, the elimination rationale, and accurate responses to relevant questions without disclosing prohibited information.

Agency

Ensure source selection and debriefing practices comply with statutory and regulatory requirements, protect sensitive and proprietary information, and maintain records that support the acquisition decision and any subsequent protest or review.