Canada Four Corners Full Envelope Rehabilitation construction management services

Fairness monitor final report, October 31, 2016

Addendum to final report, November 21, 2016

Submitted to Director, Fairness Monitoring Program

Submitted by Knowles Consultancy Services Inc. and Hill International Inc. in joint venture

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Background and introduction

As Fairness Monitor (FM), Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture (hereafter referred to as the Fairness Monitor) hereby submits its Fairness Monitor Contractor's Final Report pertaining to the competitive procurement process for Canada Four Corners Full Envelope Rehabilitation Construction Management services. This procurement process was undertaken by Public Services and Procurement Canada (PSPC) through Request for Proposals (RFP) Solicitation Number EP783-162280/A.

Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture is an independent third party with respect to this activity.

This Final Report covers our activities from July 5, 2016, at which time the RFP was being drafted through the RFP phase, to the evaluation of Proposals received and the selection of a recommended bidder.

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

Project requirement

PSPC is rehabilitating the Canada Four Corners building located at 93 Sparks Street at the northwest corner of Sparks and Metcalfe Streets in downtown Ottawa. The façade consists of Nepean sandstone, with dressed Ohio sandstone detailing on the second and third floors and Indiana limestone on the ground floor. The structure consists of load bearing masonry walls. The building is currently unoccupied due to concerns related to the structural integrity of the eastern masonry wall.

The building is designated as a "Recognized" Federal Heritage Building.

This procurement is to acquire the services of a Construction Management contractor that will hold and administer construction sub-contracts that will encompass the following work:

  • Site work including excavation and reinstatement to allow access to ground services and drainage and other landscaping
  • Masonry for all the elements of the south and east façades
  • Masonry cleaning
  • Windows and doors removal and restoration/rehabilitation
  • Roof rehabilitation of the mansard copper roof
  • Interior work to facilitate exterior work
  • Testing and investigations

Optional construction activities that may be approved include mechanical upgrades, internal renovations, fire protection system upgrades, elevator replacement and Marshall building roof replacement.

Under a separate contract PSPC has leased and constructed scaffolding on the east and south façades. PSPC intends to novate this contract to the Construction Manager.

Attestation of assurance

The Fairness Monitor hereby provides the unqualified assurance statement which follows concerning the competitive procurement process for Canada Four Corners Full Envelope Rehabilitation Construction Management Services.

It is the professional opinion of the Fairness Monitor that the competitive procurement process we observed was conducted in a fair, open and transparent manner.

Note: For all references in this report concerning fairness related comments being provided to project officials, it is confirmed that, as necessary, project officials provided clarification to the Fairness Monitor (FM) or took appropriate action to address the comments, and as a result no fairness deficiencies were recorded.

Original signed by
Roger Bridges
President
Knowles Consultancy Services Inc.
FM Contractor’s Representative

Original signed by
Bruce Maynard P. Eng.
FM Team Leader

Original signed by
Peter Woods
FM Specialist

Objectives of the fairness monitor assignment and methodology

The overall objective was to provide independent observation of the procurement process and to submit fairness related comments to project officials, as early as possible, so that appropriate action could be taken to address the comments before fairness was impacted. The Director Fairness Monitoring would be advised of any fairness related concerns that were not addressed promptly. At the conclusion of the procurement process an assurance statement as to its fairness would be provided.

To accomplish the objective we undertook the following activities and, where applicable, provided fairness related comments to the Contracting Authority:

  • became familiar with the project governance structure and background information
  • reviewed the RFP in draft and final form
  • reviewed all amendments to the RFP including questions submitted by bidders and answers provided
  • observed the site visit
  • reviewed the procedures to be used for the evaluation of responses and the guidance provided to the evaluation team
  • observed the evaluation of responses to the RFP to ensure that the specified bid evaluation and contractor selection procedures and departmental policy were followed and consistently applied during the evaluation and selection process
  • observed the debriefing of bidders. (This activity will be reported on in an addendum to this report after any debriefings)

Fairness monitor specific activities and findings

Fairness monitor activities and findings prior to and during the request for proposals phase

During the period August 2 to September 7, 2016, we reviewed draft versions of the RFP, which included the Terms of Reference for the Construction Services, as versions were made available. Fairness related comments were provided to project officials and appropriate action was taken. On September 9, 2016, we reviewed the RFP (Document 1) as posted. No fairness deficiencies were identified.

On September 22, 2016 we observed the site visit by interested parties to the Canada Four Corners site. Best practices for site visit were followed. Fairness related comments were provided to project officials and appropriate action was taken.

On September 30, 2016 we reviewed Amendment 1 to the RFP (Document 2). No fairness deficiencies were identified.

The RFP closed on October 19, 2016.

Fairness monitor activities and findings on the evaluation phase

On October 27, 2016 we observed the consensus evaluation of the three proposals received in response to the RFP. All three proposals were deemed to be responsive and met the mandatory criteria. There were no rated criteria. We also observed the opening of the three financial bid envelopes, the review of compliancy of each bidder, and the identification of the bidder to be awarded the contract in accordance with the basis of selection specified in the RFP. No fairness deficiencies were identified.

Reference documents

The following documents are referenced by number in this report. These documents are available through the Four Corners Rehabilitation project office.

Procurement documents by publication date
No. Documents Date
1 Request for Proposals (RFP) Published on buyandsell.gc.ca on September 12, 2016
2 Amendment 1 to RFP Published on buyandsell.gc.ca on October 3, 2016

Addendum to final report, November 21, 2016

Addendum to fairness monitor final report dated October 31, 2016, concerning Canada Four Corners Full Envelope Rehabilitation construction management services

This addendum to the fairness monitor final report covers the period following the conclusion of the evaluation phase.

On October 31, 2016 we reviewed two regret letters, one each to be sent to the unsuccessful bidders. Each letter stated that the bidder had submitted a responsive proposal, specified the value of the contract that was awarded to the successful bidder and offered to provide a verbal debriefing. As of the date of this addendum more than fifteen days after the regret letters were forwarded, no verbal debriefings have been requested. No requests were expected because there were no rated criteria, the basis of selection was lowest priced responsive proposal, and the regret letters provided the contract value.

On November 2, 2106 we reviewed the contract award letter to the successful bidder. No fairness deficiencies were identified concerning the letters sent to the bidders.

Fairness monitor attestation of assurance

It is the professional opinion of the Fairness Monitor that the post evaluation activities, were carried out in a fair, open and transparent manner.

Original signed by
Roger Bridges
President
Knowles Consultancy Services Inc.
FM Contractor’s Representative

Original signed by
Bruce Maynard P. Eng.
FM Team Leader

Original signed by
Peter Woods
FM Specialist

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