FAR 15.505—Preaward debriefing of offerors.
Plain-English Summary
FAR 15.505 explains when and how an offeror may receive a preaward debriefing after being excluded from the competitive range or otherwise removed from the competition before award. It covers the 3-day deadline for requesting the debriefing, the offeror’s option to delay the debriefing until after award, the effect of that choice on protest timeliness, and the rule that an offeror is entitled to only one debriefing per proposal. The section also addresses the contracting officer’s duty to make every effort to debrief promptly, the limited ability to delay or refuse a debriefing for compelling Government reasons, and the requirement to document any delay in the contract file. It specifies acceptable debriefing formats, who should chair and support the session, the minimum content that must be provided, and the information that must not be disclosed. Finally, it requires an official summary of the debriefing to be placed in the contract file. In practice, this section is important because it balances transparency for unsuccessful offerors with protection of source selection integrity and other offerors’ proprietary information, while also affecting protest rights and deadlines.
Key Rules
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.
Responsibilities
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.
Practical Implications
The 3-day request deadline is critical; missing it can eliminate the right to any debriefing for that proposal, so both offerors and contracting staff must track notice dates carefully.
A delayed debriefing can change protest timing, so offerors should think strategically before asking to postpone until after award.
Contracting officers need to be disciplined about what they say: the debriefing should explain the agency’s evaluation and elimination rationale, but it must not drift into comparisons with other offerors or reveal protected source selection details.
Documentation matters. If the debriefing is delayed or refused for Government reasons, the file must show why; if the debriefing occurs, an official summary must be retained.
A well-run debriefing can reduce misunderstandings and improve transparency, but a poorly handled one can create protest risk, disclosure problems, or disputes over whether the debriefing was complete and timely.
Official Regulatory Text
Offerors excluded from the competitive range or otherwise excluded from the competition before award may request a debriefing before award ( 10 U.S.C. 3305 and 41 U.S.C. 3705 ). (a) (1) The offeror may request a preaward debriefing by submitting a written request for debriefing to the contracting officer within 3 days after receipt of the notice of exclusion from the competition. (2) At the offeror’s request, this debriefing may be delayed until after award. If the debriefing is delayed until after award, it shall include all information normally provided in a postaward debriefing (see 15.506 (d)). Debriefings delayed pursuant to this paragraph could affect the timeliness of any protest filed subsequent to the debriefing. (3) If the offeror does not submit a timely request, the offeror need not be given either a preaward or a postaward debriefing. Offerors are entitled to no more than one debriefing for each proposal. (b) The contracting officer shall make every effort to debrief the unsuccessful offeror as soon as practicable, but may refuse the request for a debriefing if, for compelling reasons, it is not in the best interests of the Government to conduct a debriefing at that time. The rationale for delaying the debriefing shall be documented in the contract file. If the contracting officer delays the debriefing, it shall be provided no later than the time postaward debriefings are provided under 15.506 . In that event, the contracting officer shall include the information at 15.506 (d) in the debriefing. (c) Debriefings may be done orally, in writing, or by any other method acceptable to the contracting officer. (d) The contracting officer should normally chair any debriefing session held. Individuals who conducted the evaluations shall provide support. (e) At a minimum, preaward debriefings shall include- (1) The agency’s evaluation of significant elements in the offeror’s proposal; (2) A summary of the rationale for eliminating the offeror from the competition; and (3) Reasonable responses to relevant questions about whether source selection procedures contained in the solicitation, applicable regulations, and other applicable authorities were followed in the process of eliminating the offeror from the competition. (f) Preaward debriefings shall not disclose- (1) The number of offerors; (2) The identity of other offerors; (3) The content of other offerors’ proposals; (4) The ranking of other offerors; (5) The evaluation of other offerors; or (6) Any of the information prohibited in 15.506 (e). (g) An official summary of the debriefing shall be included in the contract file.