Parliament Hill emergency power modernization

Fairness monitor final report, January 5, 2016

Addendum to final report, January 27, 2016

Submitted to Director, Fairness Monitoring Program

Submitted by Samson & Associates

85 Victoria St
Gatineau QC  J8X 2A3

Telephone:
819-772-0044
Fax:
819-595-9094

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1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) on August 28, 2015 to observe the competitive selection process for the Parliament Hill Emergency Power Modernization undertaken by was issued by Public Services and Procurement Canada (PSPC), issued as solicitation EP754-161586/A. Samson & Associates is an independent third party with respect to this activity.

We reviewed all of the information provided and observed all relevant activities. We had full access to all aspects of the procurement process and co-operation from all stakeholders.

We hereby submit the Final Report, covering the activities of the FM, commencing with the issuance of and continuing through to the evaluation of the Invitation to tender (ITT) Phase of the procurement initiative.

This report includes our attestation of assurance, a summary of the scope and objectives of our assignment, the methodologies applied and relevant observations from the activities undertaken.

2. Parliament Hill emergency power

The Parliament Hill Emergency Power Modernization was developed to increase the emergency power capacity on Parliament Hill between the years 2017 and 2028. With the expected completion in 2017 of the West Block Rehabilitation Project and Phase 1 of a new Visitor Welcome Centre, the requirements for base building and client driven emergency power on Parliament Hill will increase. Since the existing generators in the Centre Block building cannot provide the anticipated emergency power capacity required by Parliament Hill between 2017 and 2028, they will therefore be removed and replaced with two new and larger generators.

Public Services and Procurement Canada wishes to proceed with the Parliament Hill Emergency Power Modernization. The project will consist mainly of the removal of the two existing generators located in the Centre Block Underground Services building and their replacement with two new larger units. The existing fuel storage tank, that provides fuel to the generators, will also be removed and replaced with a larger fuel storage tank.

To meet emergency power requirements on Parliament Hill including the West Block and the new Visitor Welcome Centre, upgraded emergency power must be available by the fall of 2016.

3. Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for the Parliament Hill Emergency Power Modernization, commencing with the issuance of and continuing through to the evaluation of the ITT.

It is our professional opinion that the competitive selection process for the above activities we observed, was carried out in a fair, open, and transparent manner.

Original signed by
Mathieu Farley, CPA , CA, CIA, CISA
FM Team Leader
Partner, Audit & Advisory Services
Samson & Associates

Original signed by
Robert Frappier, CPA , CA
FM Specialist

4. Methodology

Samson & Associates was engaged as an FM to observe the competitive selection process for the Parliament Hill Emergency Power Modernization, and to attest to the fairness, openness and transparency of this monitored activity.

In accordance with the terms of our engagement, we familiarized ourselves with the relevant documents, and observed bid solicitation activities (e.g., ITT, two site visits, Question and Answer process), identified fairness-related matters to the contracting and technical authorities, and ensured that responses and actions were appropriate.

4.1 Fairness monitor activities and observations: Invitation to tender phase

An ITT was issued via buyandsell.gc.ca on November 6, 2015 to invite interested suppliers to submit bids for the Parliament Hill Emergency Power Modernization requirement. The FM reviewed the ITT documents prior to their publication.

A mandatory site visit was held on November 12, 2015, as well as an optional site visit on November 25, 2015. The FM attended both visits.

There were seventy (70) questions submitted and responded to during the ITT process through ten amendments, the last of which was posted to buyandsell.gc.ca on December 7, 2015. The closing date was December 9, 2015. The FM reviewed all questions and responses, as well as related amendments that were issued.

Observation: The ITT document was written in a clear and understandable manner. All questions submitted were responded to in a clear and understandable fashion and responses were provided to all proponents through the amendments that were issued. No fairness issues were identified.

FM summary of findings: It is the opinion of the FM that the ITT Phase of the competitive selection process was conducted in a fair manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

4.2 Fairness monitor activities and observations: Invitation to tender evaluation phase

A total of five bids were received.

The bids were evaluated individually by the evaluators, who met on December 11, 2015, to determine whether bidders had met the Mandatory Requirements. The FM, the Technical Authority and the Contracting Authority were also in attendance. 

Of the five bids received, two proponents were deemed qualified following evaluation. As a result of the Financial Evaluation a successful proponent was identified on December 15, 2015.

No fairness issues resulted from any of the noted observations.

Observation: The instructions and tools of the evaluators were complete, respected the terms of the ITT, were consistent with the principles and practices of fairness, and were executed fairly. Evaluation criteria, weighting, points and passing notes complied fully with what had been established in the ITT. The evaluation was performed as described by the ITT and the scoring was performed in strict accordance with the criteria. Consensus discussions were open, all evaluators were present, and a consensus was reached for all the criteria.

FM summary of findings: It is the opinion of the FM that the ITT evaluation Phase of the competitive selection process was conducted in a fair manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

5. Reference documents

The following documents referenced by number in this report and unless otherwise indicated, are all available through PSPC.

Table summary

The following table includes a list of documents referred to in the report such as the Request for Proposal (RFP), amendments, clarification letters, debriefing letters, etc. Each row is numbered, followed by the document title, then a document identifier such as a date or document number.

No. Document Date
1 Invitation to tender (EP754-161586/A) Published on buyandsell.gc.ca on November 6, 2015
2 Plans and specifications Published on buyandsell.gc.ca on November 6, 2015
3 Amendment No. 001 Published on buyandsell.gc.ca on November 12, 2015
4 Amendment No. 002 Published on buyandsell.gc.ca on November 13, 2015
5 Amendment No. 003 Published on buyandsell.gc.ca on November 19, 2015
6 Amendment No. 004 Published on buyandsell.gc.ca on November 25, 2015
7 Amendment No. 005 Published on buyandsell.gc.ca on November 25, 2015
8 Amendment No. 006 Published on buyandsell.gc.ca on November 30, 2015
9 Amendment No. 007 Published on buyandsell.gc.ca on December 1, 2015
10 Amendment No. 008 Published on buyandsell.gc.ca on December 3, 2015
11 Amendment No. 009 Published on buyandsell.gc.ca on December 3, 2015
12 Amendment No. 010 Published on buyandsell.gc.caa on December 7, 2015

6. Addendum to final report
January 27, 2016

Addendum to fairness monitor final report dated January 5, 2016 on the competitive selection process for the Parliament Hill emergency power modernization project.

This Addendum to the FM Final Report covers the period following the conclusion of the evaluation phase.

Fairness monitor activities related to contract award and debriefings

There were five bids submitted in response to the ITT. Two of the five bidders were deemed qualified and the successful bidder was announced on December 16, 2015.

Two debriefings were requested, with one debriefing held on January 13, 2016 which the FM attended. The request for the second debriefing was withdrawn on January 20, 2016.

Fairness Monitor attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for the Parliament Hill Emergency Power Modernization Project.

It is our professional judgment that the competitive selection process that we observed, was carried out in a fair, open, competitive and transparent manner.

Original signed by
Mathieu Farley, CPA , CA, CIA, CISA
FM Team Leader
Partner, Audit & Advisory Services
Samson & Associates

Original signed by
Robert Frappier, CPA , CA
FM Specialist

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