26. As it is policy to advertise requirements widely (as described in the Commercial and Contract Management section of the AMS) there will often be more potential bidders than are manageable. Respondents (whether companies or consortia) who are not selected to progress beyond PQQ should be treated sympathetically and informed in writing by commercial branch as quickly as possible. Wherever feasible, the letters should cover the following areas:
• Brief reasons for their exclusion from the project going forward
• Any opportunities for further involvement such as sub-contracting or forming a consortium with pre-qualified bidders
• Future prospects for further competitions
• Thanks for the interest shown.
27. In projects governed by the EU public procurement regulations, bidders are entitled, within 15 days of request, to a debrief on the reasons for their non-selection; it is good practice to apply a similar standard in all projects. Debriefing successful bidders may improve the quality of future submissions. In most cases, the debrief will be chaired by commercial staff, although the project manager will probably undertake most of the debrief. Acquisition teams who require further assistance in debriefing should contact the MOD PFU.