Space based automatic identification system data services

Fairness monitor final report, March 10, 2017

Addendum to final report, May 1, 2017

Submitted to Director, Fairness Monitoring Program

Submitted by Hallux Consulting Inc.

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1. Introduction

Hallux Consulting Inc. was engaged September 12, 2016 as a Fairness Monitor (FM) to observe the competitive procurement process for the Space Based Automatic Identification System (AIS) Data Services, issued by Public Services and Procurement Canada (PSPC) on behalf of the Canadian Space Agency, as a result of Solicitation Number 9F013-160288/A. Hallux Consulting Inc. is an independent third party with respect to this activity.

We reviewed all of the information provided and observed all relevant activities.

We hereby submit the Final report, covering the activities of the Fairness Monitor, commencing September 19, 2016 with the kickoff meeting and continuing through to the meeting December 13, 2016 when the evaluators reached consensus followed by confirmation by the Contract Authority on February 24, 2017 that the verification of the requirements for the winning bidder was finalized.

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. Attestation of assurance

The Fairness Monitor hereby provides the following unqualified assurance statement concerning the Space Based Automatic Information System Data Services procurement process: It is our professional opinion that the competitive procurement process we observed was carried out in a fair, open and transparent manner.

Original signed by
Elizabeth Buckingham, CPA, CMA, CIA
FM Team Leader and Contractor Representative

Original signed by
Marthe Girouard, CPA, CA
FM Specialist

Date: March 10, 2017

3. Project requirement

In order to support the operational needs of numerous government departments, the Government of Canada (GC), through the Canadian Space Agency (CSA), has a requirement for space based automatic information system data services for monitoring of Canadian and global maritime traffic that can also be queried for historical tracking purposes.

The Contractor must be capable of providing a service, which detects AIS signals of vessels anywhere on Earth and processes these signals into AIS messages usable by the GC, in accordance with the requirements stated in the Statement of Work.

The GCs requirement may also include vessel position confirmation, additional connections and accounts, data format conversions, additional data and AIS data reports and analyses.

4. Fairness monitor engagement and observations

Hallux Consulting Inc. was engaged as a FM to observe the competitive procurement process for the Space Based Automatic Information System Data Services, 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, observed request for proposal (RFP) related activities identifying fairness-related matters to the appropriate parties, e.g., contracting and technical authorities, and ensuring that responses and actions were reasonable and appropriate.

4.1 Request for proposal phase

Key activities during this phase of the procurement included:

The bid procedure was open to all interested suppliers. A one-phase selection process approach with a two envelope evaluation was used for this procurement. The Notice of Proposed Procurement (NPP) was published on buyandsell.gc.ca on October 11, 2016. The original RFP did not include the evaluation procedures, the basis of selection or the basis of payment. This was published as part of Amendment No. 002, October 26, 2016; as a result the initial closing date for the RFP of November 21, 2016 was extended to December 6, 2016. Sixteen questions were received from potential bidders and responses to the questions were provided by way of the four amendments issued to the RFP. Three bids were received in response to the RFP.

All observations on potential fairness issues were properly addressed during the RFP phase.

4.2 Evaluation phase

During the evaluation phase, the key activities of the FM included observing:

The FM Specialist observed that the evaluation processes and instructions published in the Final RFP, the RFP amendments and the Evaluation Plan and Guidelines were followed during the evaluation phase. Comments were provided by the FM Specialist as required throughout the evaluation process to the Technical Team and the Contracting Authority. All comments were addressed appropriately by project officials.

No potential fairness issues were noted during the evaluation phase.

5. Reference documents

Documents related to Solicitation Number Archived—9F013-160288/A are available on buyandsell.gc.ca and/or through the project office.

No. Document Additional Information
1 Request for Proposal Request for Proposal (RFP) documents published on buyandsell.gc.ca on October 11, 2016.
2 Amendment No. 001 Published on buyandsell.gc.ca on October 14, 2016.
3 Amendment No. 002     Published on buyandsell.gc.ca on October 26, 2016.
4 Amendment No. 003 Published on buyandsell.gc.ca on November 17, 2016.
5 Amendment No. 004 Published on buyandsell.gc.ca on November 30, 2016.

6. Addendum to final report, May 1, 2017

Addendum to the final report dated March 10, 2017, concerning the acquisition of data services for the Space Based Automatic Identification System.

This Addendum to the Final Report covers the period following the conclusion of the evaluation phase including contract award.

The winning bidder was selected and notified on February 24, 2017. Letters to the two unsuccessful bidders were sent by e-mail on February 24, 2017. One of the two bidders requested feedback. Information was sent by e-mail on March 21 and April 11, 2017. The Fairness Monitor reviewed the correspondence sent.

Fairness monitor attestation of assurance

The Fairness Monitor hereby provides the following unqualified assurance statement concerning the Space Based Automatic Information System Data Services procurement process: It is our professional opinion that the competitive procurement process we observed was carried out in a fair, open and transparent manner.

Original signed by
Elizabeth Buckingham, CPA, CMA, CIA
FM Team Leader and Contractor Representative

Original signed by
Marthe Girouard, CPA, CA
FM Specialist

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