Request for Proposals (RFP) Debriefing Questions and Answers

What is a Debriefing?

The City of Fairfax encourages offerors to obtain feedback through a debriefing.  The debriefing affords an opportunity for unsuccessful offerors to understand how their proposals were evaluated.  Information learned through the debriefing process can be used by offerors to improve future proposals. 

The following are goals of a debriefing:

• To assure offerors that the City recognizes that each offeror has invested substantial efforts and resources in preparing and submitting a proposal and should be given feedback when requested.
• To provide offerors with feedback on the strengths and weaknesses of their proposal.  It is an opportunity for the offeror to gain insight that can be used to improve future proposal submissions.

How and when should an Offeror request a debriefing?

A debriefing takes place after execution of a contract. The City will send unsuccessful offeror letters with contact information for a debriefing.  Offerors are encouraged to make requests for debriefings within two weeks after receipt of the unsuccessful offeror letter.  A debriefing may be conducted in person or email. 

What is NOT included in a Debriefing?

The debriefing process is specific to the individual offeror and that offeror’s proposal.  Therefore, a debriefing does not offer the following:

• Content of other offeror’s proposals
• Comparison, scoring, or ranking of other offeror’s proposals
• Information prohibited from release by the Virginia Freedom of Information Act
• Discovery of documents, discussions, thoughts or notes in the evaluation process 

MISSION:  The mission of Procurement Services is to support City departments and programs by purchasing high quality goods and services at a reasonable cost.  All procurement work is performed with an emphasis on legal compliance, impartiality, and timeliness through streamlined processes in support of City goals and initiatives.

VISION:  Serve as a trusted partner to City departments by using business best practices to improve processes, maximize purchasing competition, and safeguard the City’s resources. 

VALUES: 

• Customer Service:  Serve as a trusted source of procurement resources, education, and information for City departments.
• Sustainability and Diversity:  Engage and build a diversified supplier base.
• Strategic Sourcing:  Use strategic sourcing methods to provide best value goods and services for the City.
• Financial Stewardship:  Commitment to excellent financial stewardship and fiscal responsibility for procurement transactions.

Fairfax City departments may make purchases from certified Local (Fairfax City only), Microbusinesses (as certified by the Virginia Department of Small Business and Supplier Diversity) without further competition for purchases under $25,000 if the price is fair and reasonable.

A microbusiness is defined as having no more than 25 employees and no more than $3 million in average annual revenue over the 3 year period prior to certification.