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Debriefs & Protests
Required/requested debriefs under FAR 15.505-15.506; agency protest routes and deadlines
What wins points
Promptly requesting a pre‑award debrief within 3 days demonstrates responsiveness, a key Section M factor.
What gets bids disqualified
Missing the 3‑day request window or filing a late protest can cause disqualification for non‑responsiveness.
Evaluator's view
Check that the debrief request was made within 3 days of exclusion and that any protest complies with FAR deadlines; these show responsiveness and procedural compliance.
Debriefs & Protests
What this is
A debrief is a formal explanation provided by the contracting officer to an unsuccessful offeror about why their proposal was not selected. A protest is a written objection by an interested party to a solicitation, award, or contract action.
When you need it
- Any competitive acquisition (sealed bid, negotiated, simplified, commercial) where your offer is excluded from the competitive range before award.
- Required when the contracting officer issues a notice of exclusion; optional but recommended for all solicitations.
- Mandatory to request a pre‑award debrief within 3 days of receiving an exclusion notice (FAR 15.505). Post‑award debriefs are required after award (FAR 15.506).
How to fill it in
- Identify the solicitation – note the solicitation number, title, and set‑aside status (Section L).
- Track exclusion notices – record the date you receive a written notice of exclusion.
- Submit a written request – send a formal debrief request to the contracting officer within 3 days of the notice, citing FAR 15.505.
- Include: solicitation number, your firm’s name, and a brief statement requesting a pre‑award debrief.
- Receive the debrief – the officer will provide:
- The evaluation of significant proposal elements.
- The rationale for exclusion (FAR 15.505(e)).
- Any required corrective actions.
- If delayed until after award, ensure the debrief includes all post‑award information (FAR 15.506(d)).
- Consider filing a protest only if you believe the agency violated law or regulation:
- File within 10 days of the award notice for most protests (FAR 15.508(a)).
- Include all required details: solicitation number, grounds, supporting documents (FAR 33.1).
- Document everything – keep copies of notices, requests, debriefs, and protest filings in your SAM registration file.
Template
[DEBRIEF REQUEST] Date: [DATE] To: Contracting Officer, [AGENCY] From: [YOUR COMPANY NAME] Re: Request for Pre‑Award Debrief – Solicitation No. [SOLICITATION NUMBER] Pursuant to FAR 15.505, we respectfully request a written debrief of the evaluation that led to our exclusion from the competitive range. Please provide the evaluation of significant elements and the rationale for exclusion. Thank you, [CONTACT NAME] [PHONE] | [EMAIL]
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Evaluate my draft →For a protest filing:
[PROTEST LETTER]
Date: [DATE]
To: Contracting Officer, [AGENCY]
From: [YOUR COMPANY NAME]
Re: Protest – Solicitation No. [SOLICITATION NUMBER]
We hereby protest the award of ... because ... (cite specific FAR clause). Attached are supporting documents.
Respectfully,
[CONTACT INFORMATION]Sources
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