Page 16 - AASBO EDGE Fall 2023 WEB

PROCUREMENT

BY BILL MUNCH, NIGP-CPP, CPPO, CPPB
A Briefing on Debriefs of Procurement Files

Bill Munch

Well, I am coming up on the 35th anniversary of my submitted requests a file debrief or a review of the
time as a public procurement official. On January procurement file. Now what?
17, 1989, I began my career at the Arizona State
Procurement Office after earning my degree in "There is so little in our procurement
Purchasing/Material Management (now known as rules and statutes about debriefs, so
Supply Chain Management) from the prestigious
Arizona State University. Back then there was NO the only option is best practice and
internet. At State Procurement, we were mailing common sense."
complete copies of the bid documents (sometimes as
many as 200 pages) to each and every vendor on the There are NO specific rules or statutes that apply
bid list and the only purchasing cooperatives were to debriefing and a post-award file review, so
State contract and Mohave Educational Services very little direction can be found there. However,
Cooperative. Boy, times have sure changed. here’s what the National Institute of Governmental
Purchasing (NIGP) says regarding “debriefing.”
I still remember my first day on the job like it was
yesterday. Hard to believe it is three sons and six “Debriefing: A practice used primarily during
grandchildren later! The first thing my mentor at the Request for Proposal process, whereby the
State Procurement, Paul Achee (God rest his soul) contracting authority will meet with those parties
told me on my first day was find someone who does whose proposals were not deemed appropriate
it well and copy their bid documents! Sage advice for award. It is viewed as a learning process for
that I have heeded to this day. proposers who may gain a better understanding
regarding perceived deficiencies contained within
This article will be about best practices I have
their submitted proposal.
gleaned over the years on how to conduct debriefs
and file reviews. There is so little in our procurement “Post-award debriefing may include:
rules and statutes about debriefs, so the only option
• Weaknesses or deficiencies of the
is best practice and common sense. Therefore and
proposal.
once again, the following does NOT constitute legal
advice but merely best practice recommendations • Overall evaluated cost or price.
from an old but certified public procurement official. • Overall ranking of all proposals.
This article is advice for procurement professionals,
• Summary of award rationale.
but vendors should take note as well.
• Responses to questions.
Ok, so you have issued a bid or RFP. The Governing
Board has blessed your diligent work and the “Never make a point-by-point comparison of the
contract awards have been made. A vendor who solicitations!”

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16 THE EDGE FALL 2023