Debriefing and Procurement Challenges FAQ

The UN Secretariat is offering UN Vendors who participated in high value (i.e. resulting in awards above USD 200,000) solicitations, an opportunity to obtain additional information on their unsuccessful proposals or bids through the debrief process described below. This process applies to such RFPs and ITBs issued by the UN Procurement Division. Effective 1 January 2016, also RFPs and ITBs resulting in awards above USD 200,000 issued by the United Nations Offices at Geneva (UNOG), Nairobi (UNON) and Vienna (UNOV) are eligible for the same debrief process. Please note that the debrief process described below does not apply to solicitations issued by UN field missions at this time.

1. WHAT IS A DEBRIEFING?
The debrief is not an adversarial proceeding; rather, it is a collaborative learning opportunity for unsuccessful bidders/proposers and for the UN to exchange additional information on the reasons why the bid/proposal was not successful.

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. In addition, it is not a forum for 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 FOR DEBRIEF BE MADE?
An unsuccessful vendor must request a debrief in writing within ten business days after receiving the UN Letter of Regret. Upon timely receipt, the UN will notify the bidder/proposer 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 per eligible solicitation. This will normally last for about one hour and no follow-up debriefs will take place.

5. HOW AND WHERE IS A DEBRIEF CONDUCTED?
The debrief meeting is 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 formally a debriefing in writing, within 10 business days from the date of their Letter of Regret. The written request should be addressed to:
                                             United Nations Procurement Division
                                             For the attention of:
                                             Director, Procurement Division
                                             405 East 42nd Street
                                             New York, NY-10017
                                             USA
or by email: dos-pd@un.org
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 administrative details for the debrief.
Follow up: Bidders who have been formally debriefed and remain unsatisfied may 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 (Procurement Manual), or contact us through the Office of the Director, Procurement Division at the following Email address: dos-pd@un.org.