Centre Block Project Management & Support Services for the Planning Program of the Long Term Vision and Plan for Parliamentary Precinct
Fairness Monitor final report
July 3rd, 2013
Submitted to: Director General, Operational Integrity Sector, Departmental Oversight Branch
Submitted by: PPI Consulting Limited
Table of Contents
- 1. Introduction
- 2. Project Requirement
- 3. Attestation of Assurance
- 4. Methodology
- 5. FM Activities and Observations
- 6. Reference Document
PPI Consulting Limited provided Fairness Monitor (FM) services for the Operational Integrity Sector, Departmental Oversight Branch within PWGSC, for the Centre BlockProject Management & Support Services for the Planning Program of the Long Term Vision and Plan for Parliamentary Precinct Request for Proposal procurement.
This document, "Fairness Monitor Final Report", contains a summary of the activities and observations from a fairness perspective in accordance with our Scope of Work for the aforementioned procurement process for the duration of our engagement, including RFP development and issuance, evaluator training, mandatory review, technical evaluation, evaluated price and bidder selection, communications and debriefing. PPI Consulting Limited greatly appreciates the cooperation of the procurement team and project team throughout the Fairness Monitoring process.
PPI Consulting Limited was engaged as a Fairness Monitor (FM) to observe the procurement process for Centre Block Project Management & Support Services for the Planning Program of the Long Term Vision and Plan for Parliamentary Precinct, issued by Public Works and Government Services Canada (PWGSC) by invitation to all qualified suppliers under the PWGSC Professional Task Based Professional Services Supply Arrangement (TSPS) Tier 2, Project Management Class. PPI Consulting Limited was engaged in January 2013.
PPI Consulting Limited is an independent third party with respect to this activity. We reviewed all of the information provided and observed all relevant activities in accordance with our mandate; and hereby submit this Fairness Monitor Final Report.
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 monitored activities.
2. Project Requirement
Our fairness monitoring services and mandate involved the monitoring of the fairness, openness and transparency of the procurement of the Centre Block Project Management and Support Services for the Planning Program of the Long Term Vision and Plan for Parliamentary Precinct project located in the Parliamentary Precinct of Ottawa, Ontario.
The procurement was for Project Management and Support Services (PMSS) to aid in the management of several Planning and Integration's (P&I) projects as described in the Request for Proposal document.
The Request for Proposal (RFP) involved a two envelope approach with mandatory requirements and a minimum technical evaluation threshold (envelope one) as pre-requisite to the financial evaluation (envelope two).
3. Attestation of Assurance
The Fairness Monitor hereby provides the following unqualified assurance statement concerning the monitored activities outlined in Section 5 inclusive of RFP development, issuance, evaluation and selection.
It is our professional opinion that the Centre Block Project Management and Support Services for the Planning Program of the Long Term Vision and Plan for Parliamentary Precinct RFP procurement process we observed was carried out in a fair, open and transparent manner.
President, PPI Consulting
Phil Carr, PEng
In accordance with the terms of our engagement, PPI Consulting Limited familiarized ourselves with the relevant documents, observed the procurement activities for the Centre Block Project Management & Support Services for the Planning Program of the Long Term Vision and Plan for Parliamentary Precinct to attest to the fairness, openness and transparency; and identified any associated matters to the contracting authority.
5. FM Activities and Observations
5.1 RFP Development and Issuance
PPI was contracted to begin our Fairness Monitor activities commencing with the development of the RFP. A review of the draft(s) and final RFP documentation was conducted. This included the review of the price proposal form (Attachment 1 of Part 3 of the RFP), experience profiles which outlined the scoring allocation used for the technical criteria evaluation (Attachment 1 of Part 4 of the RFP) and the certifications requirement form (Attachment 1 of Part 5 of the RFP). The RFP was sent to all qualified suppliers via the TSPS on April 4th, 2013 Eastern Daylight Time (EDT) with final closing date on April 25th, 2013 at 2:00pm Eastern Daylight Time (EDT).
A total of two (2) questions were received; responses to the questions were issued to all qualified suppliers on the TSPS as an amendment, which was provided via email to the qualified suppliers on April 19th, 2013. Only one (1) amendment was issued that addressed both questions and it was provided and reviewed by the Fairness Monitor.
Observation: In reviewing the draft RFP documentation, fairness considerations were identified by the Fairness Monitor and discussed. Some of the fairness considerations were addressed in the RFP prior to issuance and the remaining were addressed during the evaluation process.
5.2 RFP Close
The RFP proposal responses were received in accordance with the RFP instructions. The Fairness Monitor was not present at time of close to observe receipt of proposals.
Observation: All proposals received met the deadline in accordance with the RFP.
5.3 Evaluator Training
The two (2) responsive proposals were provided to the three evaluation team members following the distribution and review of evaluation guidelines which included evaluator responsibilities, code of conduct, and security and confidentiality protocols, and evaluation methodology. All those participating in the evaluation process also signed confidentiality and conflict of interest statements.
Observations: The Fairness Monitor observed the evaluator training and obtained confirmation of no conflict of interest.
5.4 Mandatory Review
Due to the technical aspects of the mandatory requirements, the mandatory review was undertaken by PWGSC Real Property Contracting Directorate (RPCD) and by the three (3) evaluators of the two (2) proposals received. Two (2) of the proposals were deemed to be responsive.
Observation: The Fairness Monitor observed the mandatory compliance review session. The compliance review was executed with consistency and diligence.
5.5 Technical Evaluation
The RFP required a minimum technical evaluation threshold to be deemed a responsive bid and proceed to the financial evaluation. Both proposals received and evaluated achieved the minimum threshold and were thus deemed responsive.
Observation: The Fairness Monitor was present and monitored the technical evaluation process, which was undertaken in a consistent fashion and by consensus of all evaluation board members.
5.6 Evaluated Price and Bidder Selection
In accordance with the RFP, a single evaluated price was provided by the bidders, and selection of the successful proponent was based on the responsive proposal with the lowest evaluated price.
PWGSC Contracting Authority performed due diligence and verified the pricing details and form provided by the bidder. A financial evaluation summary sheet was prepared by PWGSC Contracting Authority and reviewed by the Fairness Monitor.
Observations: The selection of the successful bidder was undertaken in accordance with the provisions and methodology outlined in the RFP.
5.7 Communications and Debriefing
This section will be completed as an Addendum to this report.
6. Reference Documents
The following documents are referenced in this report. Unless otherwise indicated, they are available through PWGSC.
The following table includes a list of documents referred to in the report such as the 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.
|1||Request for Proposal||Issued on April 4th, 2013|
|2||Amendment #1 to RFP||Issued on April 19th, 2013|
|3||Technical Evaluation||May 2013|
Addendum to the Final Report
July 18, 2013
Addendum to Fairness Monitor Final Report dated July 18th, 2013.
This Addendum to the Fairness Monitor Final Report covers the period following the conclusion of the evaluation phase.
Contract Award, Communications and Debriefing
The successful bidder was selected and debriefing letter was prepared and issued to the unsuccessful bidder the week of May 10, 2013.
Observation: One debriefing was held for a compliant but unsuccessful bidder.
It is our professional opinion that the Centre Block Project Management & Support Services for the Planning Program of the Long Term Vision and Plan for Parliamentary Precinct Request for Proposal procurement we observed was carried out in a fair, open and transparent manner. It is our opinion that the observations noted in the report, did not affect the outcome of the process.
Howard Grant, President
PPI Consulting Limited
Phil Carr, PEng
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