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Debriefing and Procurement Challenges FAQ



United Nations Office at Geneva 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. Effective 1 January 2016, this process applies to such RFPs and ITBs issued by UNOG.

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 UNOG 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 (10) business days after receiving the UNOG Letter of Regret. Upon timely receipt, UNOG 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 or French, but translators and other special arrangements will be considered, if deemed necessary by the UNOG, 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 Office at Geneva
        For the attention of:
        Chief, Purchase and Transportation Section
        United Nations Office at Geneva
        Ave. de la Paix
        1211 Geneva 10
        Switzerland
or by email: PCUdebriefing@unog.ch
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 UNOG 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 Purchase and Transportation Section, UNOG, email address: PCUdebriefing@unog.ch