Debriefing and Procurement Challenges FAQ

UN/PD is offering UN Vendors who participated in high value solicitations, an opportunity to obtain additional information on   their unsuccessful proposals or bids. The Pilot Programme  shall apply to proposals and bids submitted in response to solicitations by RFP or ITB,  after the starting date of the Programme that are issued by  the Procurement Division of the United Nations at New York Headquarters for solicitations  identified  as eligible. This Pilot Programme will run initially for a 12 month period, effective 23/11/2009.

1. WHAT IS A DEBRIEFING? 
The debrief is not an adversarial proceeding; rather, it is a collaborative learning opportunity for unsuccessful bidders and for the UN to obtain additional information during a meeting on the reason why the proposal failed. 

2. WHAT QUESTIONS/DOCUMENTS CAN BE ASKED?
The purpose of the debrief is to discuss the unsuccessful vendor’s submission and the applicable evaluation process and procedure.  It is not a forum to discuss the submissions of other vendors or other issues or complaints which the vendor should raise with a more appropriate office, such as the Office of Internal Oversight Services (OIOS), or the Ethics Office. .

3. WHEN AND TO WHOM CAN A REQUEST BE MADE?   
An unsuccessful vendor must request a debrief in writing within a certain period of time (10 business days) after receiving a Letter of Regret. Upon timely receipt, the UN will notify them of the scope of the debrief, as well as the date, time and place for the debrief, which normally will be conducted in person. (See also time table in Paragraph 6 below).

4. HOW OFTEN CAN THIS OPTION BE EXERCISED?
This is a one time event. Vendors will receive only one debrief, which normally will last one hour; no follow-up debriefs will, take place.

5. HOW AND WHERE IS A DEBRIEF CONDUCTED?
The debrief is a meeting generally conducted in person but can also be held via teleconference or videoconference.  The debrief will be conducted in English, but translators and other special arrangements will be considered, if deemed necessary by the UN, as long as the vendor pays for any associated costs and arrangements.

6. WHAT STEPS SHOULD BE FOLLOWED?

STEP 1: Letters of Regret are issued within 7 business days of the issuance of an award.
STEP 2: Unsuccessful vendors must request a debriefing in writing within 10 business days from the date of their Letter of Regret.
STEP 3: The UN officer will send a letter of invitation, within 10 business days from the date of receipt of the request for a debrief, and inform the unsuccessful vendor of the logistical details for the debrief.
Follow up: Bidders who have been formally debriefed and remain unsatisfied can file a procurement challenge within 10 business days of the debrief meeting.

Nothing in this announcement or any implementing procedure or action by the UN with respect to such a debriefing shall be deemed in any way to constitute a waiver of any of the privileges and immunities of the United Nations and its subsidiary Organs.

For further details please refer to the UN Procurement Manual available on the internet at http://www.un.org/depts/ptd/manual.htm, or contact us through the Office of the Director, Procurement Division at the following Email address: pd@un.org.

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