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Competitive Acquisition Process for the West Block Renovation Project, Project Management Support Services project undertaken by Public Works and Government Services Canada (PWGSC)

Fairness Monitor Final Report

January 3, 2012

Submitted to: Director General, Operational Integrity Sector, Departmental Oversight Branch

Submitted by: Samson & Associates

Table of Contents

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) to observe the procurement process for the West Block Project Management Support Services Contract, issued by Public Works and Government Services Canada as solicitation # EP751-121221/A. Samson & Associates is an independent third party with respect to this procurement.

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 with the Request for Proposal continuing through the Evaluation Phase of the project.

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. Project Management Support Services Requirement

The Request for Proposal was issued by Public Works and Government Services Canada (PWGSC) to engage Project Management Support Services (PMSS) for a significant renovation project of the West Block Building. The overall construction is estimated at $300,000,000 (potentially to go to $650,000,000).

The PMSS Team will assist PWGSC to manage the planning, design and implementation of the West Block Rehabilitation program of work.

The PMSS Contractor must provide a full range of administrative, managerial, professional project management, leadership and technical expertise required to deliver this major program.

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the West Block Project Management Support Services procurement up to the conclusion of the Request for Proposal and Evaluation Phase.

It is our professional judgment that the competitive acquisition process for the West Block Project Management Support Services Contract we observed was carried out in a fair, open, competitive and transparent manner.

___________________
Pierre Samson, FCGA
President, Samson & Associates

___________________
Mathieu Farley, CA, CPA, CIA
FM Team Leader

___________________
Ted Pender
FM Specialist

4. Methodology

Samson & Associates was engaged as a FM to observe the competitive acquisition process for the West Block PMSS Contract, 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. Request for Proposal (RFP), Questions and Responses and Amendments), identifying fairness-related matters to the contracting and technical authorities, and ensuring that responses and actions were reasonable and appropriate.

4.1 FM Activities and Observations - Request for Proposal Phase

A Request for Proposal to select the firm who will function as the PMSS Contractor for the overall renovations to the West Block, was posted on MERX on October 12, 2011 and closed on November 28, 2011.

Industry questions had to be submitted within ten days of bid closing. Eighteen questions were submitted from industry, resulting in six posted amendments, the last of which was posted on November 24, 2011.

The FM reviewed all questions and answers provided during the bidding period to ensure fairness-related considerations were satisfactorily addressed.

One hundred and seven firms requested the bid documentation and two firms submitted proposals. Two firms submitted emails to advise they would not be submitting proposals.

Observation: The Request for Proposal document was written in a clear and understandable manner. Questions arising during the bidding period were handled in accordance with the terms of the Request for Proposal and responses were clear, understandable and communicated to all vendors in a timely fashion. No fairness issues were identified.

4.2 FM Activities and Observations - Technical Evaluation

The FM reviewed the Evaluator and Consensus Scoring Sheets and Summaries. The technical evaluation of the bid was carried out in three stages; first, review and assessment of bidder submitted documentation to ensure mandatory requirements were met, second, review and assessment of bidder submitted documentation to assess rated requirements, and third, formal presentations by bidders.

The first portion of the technical evaluation, review and assessment of bidder submitted documentation to ensure mandatory requirements were met, was completed on December 5, 2011. At the completion of this stage there were two compliant bids.

The second portion of the technical evaluation, assessment of bidder submitted documentation against rated requirements were met, was completed on December 9, 2011. At the completion of this stage there was one compliant bid.

The third and final portion of the technical evaluation, formal presentations by bidders, was completed on December 14, 2011.

Consensus technical evaluation meetings were carried out to review documentation provided by the bidders and assess the presentations noted earlier. All technical evaluators were present at all consensus meetings, as was the contracting authority and the FM.

The Contracting Authority intended to award a contract on or about December 15, 2011, for $6.7 million, covering the initial three year period.

Observation: Evaluator tools were complete, were in accordance with RFP terms and consistent with fairness principles and practices, and were followed. Evaluation criteria, weightings, scores and pass marks were exactly as set out in the RFP. The evaluation was carried out as described in the RFP without deviation and bid scoring was done in strict adherence to the stated criteria.

Consensus evaluation discussions were open, participated in by all evaluators and consensus was achieved on all criteria.

5. Reference Documents

The following documents issued during this process, are all available through PWGSC

# Document Date
1 Request for Proposal EP751- 121221/A October 12, 2011
2 Amendment No. 001 for RFP October 28, 2011
3 Amendment No. 002 for RFP November 04, 2011
4 Amendment No. 003 for RFP November 16, 2011
5 Amendment No. 004 for RFP November 18, 2011
6 Amendment No. 005 for RFP November 23, 2011
7 Amendment No. 006 for RFP November 24, 2011

Addendum to Fairness Monitor Final Report dated January 11, 2012 on the Competitive Acquisition Process for the West Block Renovation Project, PMSS

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

FM Activities Related to Contract Award and Debriefings

There were two bids submitted in response to the RFP. The successful bidder was advised of contract award on December 16, 2011.

Debriefings were not requested by either bidder. The successful proponent requested any available information or details regarding their bid and were provided with a copy of the evaluation consensus results for their submission.

Fairness Monitor Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the West Block PMSS procurement following the conclusion of the Contract Award and Debriefing Phase.

It is our professional judgment that the competitive acquisition process for the West Block PMSS Contract we observed, was carried out in a fair, open, competitive and transparent manner.

_______________________
Pierre Samson, FCGA
President, Samson & Associates

_______________________
Mathieu Farley, CA, CPA, CIA
FM Team Leader

_______________________
Ted Pender
FM Specialist