Guides / Pricing and writing the bid
How to get a debrief after losing a public bid
Asking a public buyer why your bid lost: when to ask, what to ask, what they can't tell you, and how to turn a debrief into a win next time.
Short answer
Most public buyers will explain how your bid was scored if you ask after the contract is awarded. Ask in writing to the tender contact, soon after the award. Ask how you scored on each criterion, where you lost points and what a stronger answer would have included. Buyers won't share other bidders' proposals, but your own scores are usually fair game.
Losing a bid hurts, and the natural reaction is to move on. Don't, at least not yet. A debrief is free consulting from the people who scored you, and it's the fastest way to win the next one.
Will a public buyer give me a debrief?
Most will, if you ask. Many BC public buyers say in the tender that unsuccessful bidders can request one, and federal policy has long said debriefings should be available on request after contract award. Some buyers offer a phone or video call; others send scores in writing.
When should I ask?
After the award is announced, and soon. Buyers usually won't discuss evaluations while the process is still open, and some tenders set a deadline for requesting a debrief. Ask in writing, to the tender's named contact, within a week or two of the award.
What should I ask?
Keep it specific and professional:
- How did my bid score on each criterion, and what were the maximum points?
- Where did I lose the most points, and why?
- What would a stronger answer have included? Ask about specific sections.
- How did my price compare? Many buyers publish the winning price or a ranking, even if they won't share every number.
- Was there anything that nearly made my bid non-compliant?
- Is there anything you'd like to see from us next time?
What won't they tell me?
Buyers protect other bidders' confidential information, so expect them not to share another firm's proposal, its scores in detail or its pricing breakdown. Don't push for it. A debrief is about your bid.
What if I think the process was unfair?
A debrief is the right first step even then: it often answers the question. If it doesn't, the tender usually explains the dispute process. For federal contracts, the Office of the Procurement Ombud can review some complaints about awards below certain dollar values and about contract administration, and larger ones under trade agreements go to the Canadian International Trade Tribunal. Federal debriefings are supposed to tell you what recourse you have. Deadlines for complaints are short, so act quickly.
For the legal background on what a buyer owes bidders, see Contract A: the tender law every bidder should know.
How do I use the debrief?
- Write it down the same day, while it's fresh.
- Fix the patterns, not just the bid. If you lost points on safety, the fix might be your safety program, not your writing.
- Update your bid library with better answers.
- Watch for the contract to come back. Many service contracts return every few years. CrewBid's renewal calendar estimates when.
- Stay in touch. A professional debrief leaves a good impression with the buyer, and some small jobs are awarded by invitation.
Where to go next
How to write an RFP proposal that scores well covers the common reasons proposals lose points. Should you bid? helps you choose your next one.
Sources
Rules and forms change. Check the official page before you rely on a detail here.