The process used for debriefing respondents to proposal calls varies widely across the province, both within the public sector and the private sector. Over many years, CAA members have had the opportunity to participate in various types of debriefing processes and have pooled their experiences to identify the following best practices as those that result in better communication and more successful projects.

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The CAA recommends that each client group establish a robust debriefing process for successful and unsuccessful proponents of proposal calls (RFEOI, RFQ or RFP), allowing Consultants opportunities to understand the client’s procurement process and provide better proposals in the future, more closely aligned with owners’ needs.

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Debriefing should take place within one month of the completion of the selection process. Timely, relevant, transparent, and specific feedback builds a stronger industry more capable of delivering quality services.

 

A robust debriefing process includes:

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1. Total number of proponents that responded to the proposal call.
    

2. Name(s) of successful proponent(s).
    

3. Confirmation that the Consultant’s submission response was compliant (if non-compliant, list reasons for non-compliance).
    

4. Consultant’s total score (e.g. 117.4).
    

5. Impact of fee assessment on the selection process scoring.
    

6. Other total scores (e.g. the scores of all submission responses are, anonymously: 139.3, 133.7, 117.4, 150.6, 73.3).
    

7. Breakdown of the Consultant’s score by category in the evaluation matrix.
    

8. List areas for improvement by areas scored.
    

9. Comments on RFP process (from consultant back to the client).