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Acquisition of Canada's Influenza Vaccine Supply: Pandemic and Seasonal Influenza Vaccine Supply

Fairness Monitor Contractor's Final Report

November 23, 2010

Submitted to: Kristine Stolarik, Chief Risk Officer

Prepared by: Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture

As Fairness Monitor, 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 for Pandemic and Seasonal Influenza Vaccine Supply (FM Pandemic and Seasonal Vaccine Final Report). The competitive procurement process for the Pandemic and Seasonal Influenza Vaccine Supply was undertaken by Public Works and Government Services Canada (PWGSC) through Solicitation Number 6D034-100134/A. This FM Pandemic and Seasonal Vaccine Final Report covers the activities of the Fairness Monitor chronologically, commencing with the observation of industry consultation meetings through to completion of the evaluation of a response received at the pre-qualification stage.

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

Fairness Monitor Attestation of Assurance

It is the opinion of the Fairness Monitor that the procurement process for the Pandemic and Seasonal Influenza Vaccine Supply, undertaken by Public Works and Government Services Canada (PWGSC), and monitored by the Fairness Monitor, was carried out in a fair manner. In this context, fairness is defined as decisions made objectively, free from personal favouritism and political influence, and encompasses the elements of openness, competitiveness, transparency and compliance.

Scope and Objectives of the Fairness Monitor Assignment

The overall objective was to provide PWGSC with independent observation and fairness related comments.

Our Fairness Monitor Services included:

  • the observation of industry consultation meetings;
  • the provision of fairness related comments on the Pre-Qualification Stage solicitation document in draft and final form including Amendments, to improve clarity, transparency and competitiveness, and to bring attention to possible fairness issues that might arise during the evaluation process;
  • the observation of the evaluation of responses received on the Pre-Qualification Stage to ensure that the specified evaluation and selection procedures and departmental policy were followed and consistently applied during the evaluation and selection process; and
  • the observation of the debriefing of the unsuccessful bidders. (This activity was not required because only one response was received at the Pre-Qualification Stage.)

Fairness Monitor Methodologies, Activities and Specific Findings

Prior to the initiation of fairness monitoring services, a Letter of Interest/Request for Information (LOI/RFI), intended to inform potential bidders on the forthcoming requirements, was published on MERX on March 12, 2010 and closed on March 31, 2010 (Document 1).

Fairness Monitor Activities related to Industry Consultation

On March 30 and 31, 2010, the Fairness Monitor Specialist (FM Specialist) observed the One-on-One Meetings with companies that requested a meeting as a result of the LOI/RFI. No fairness related observations were made concerning the industry consultations.

FM Activities related to Development of the Pre-Qualification Stage Solicitation as posted on MERX including Amendments

During the period April 26 to August 5, 2010, the FM Specialist reviewed draft versions of the Pre-Qualification Stage Solicitation and provided fairness related observations. All observations were addressed appropriately by project officials.

The Pre-Qualification Stage Solicitation was published on MERX on August 5, 2010 (Document 2). During the period August 5 to August 27, 2010, the FM Specialist reviewed the Pre-Qualification Stage Solicitation and the following amendments in draft form, and provided fairness related observations as necessary: Amendment 1 published on MERX on August 17, 2010 (Document 3); Amendment 2 published on MERX on August 18, 2010 (Document 4). All observations were dealt with appropriately by project officials.

The Pre-Qualification Stage Solicitation closed on August 24, 2010. One response was received.

FM Activities related to the Evaluation of the Response to the Pre-Qualification Stage Solicitation

On August 24, 2010, the FM Specialist observed the consensus evaluation of the mandatory criteria and provided fairness related observations. There were no point-rated criteria. All fairness related observations were addressed appropriately by project officials. The response was found to be compliant and accordingly the Crown subsequently issued a Request for Proposal to the supplier and commenced contract negotiations.


_______________________
Peter Woods
Fairness Monitor Team Leader


_______________________
Roger Bridges
President
Knowles Consultancy Services Inc.

Reference Documents

The following documents are referenced by number in the attached report. Unless otherwise indicated, these documents are available through the Influenza Vaccine Program office.

No. Document Additional information
1 LOI/RFI Released on MERX March 12, 2010
2 Pre-Qualification Phase Solicitation Released on MERX August 5, 2010
3 Amendment 1 to Pre-Qualification Phase Solicitation Released on MERX August 17, 2010
4 Amendment 2 to Pre-Qualification Phase Solicitation Released on MERX August 18, 2010

Addendum to Fairness Monitor Contractor's Final Report dated November 23, 2010 Concerning Acquisition of Canada's Pandemic and Seasonal Influenza Vaccine Supply

This Addendum to the Fairness Monitor Contractor's Final Report covers the contract award to the single supplier that responded to the Pre-Qualification Stage Solicitation and successfully met the pre-qualification requirements. The following should be added to the Final Report as the last section after the section entitled "FM Activities related to the Evaluation of the Response to the Pre-Qualification Stage Solicitation":

FM Activities related to Debriefings

In accordance with the provisions of the Pre-Qualification Stage Solicitation and the RFP subsequently issued, a contract was awarded to the successful supplier. The supplier did not request a debriefing at the time of completion of the Pre-Qualification Stage or after contract award.

Fairness Monitor Attestation of Assurance

It is the opinion of the Fairness Monitor that the Crown met its fairness obligations with respect to the availability of a debriefing if the bidder had so requested.


_______________________
Peter Woods
Fairness Monitor Team Leader


_______________________
Roger Bridges
President
Knowles Consultancy Services Inc.

Date: March 2, 2011