Centre Block Rehabilitation—Project management support services planning

Fairness monitor final report, January 21, 2016

Addendum to final report, March 9, 2016

Submitted to Director, Fairness Monitoring Program

Submitted by Samson & Associates

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1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) on March 6, 2015 to observe the competitive selection process for Project Management Support Services (PMSS) with respect to the Centre Block Rehabilitation Project issued by Public Services Procurement Canada (PSPC) as a result of solicitation EP748-161451/A published November 24, 2015. Samson & Associates is an independent third party with respect to this activity.

We reviewed all of the information provided and observed all relevant activities. We had full access to all aspects of the procurement process and co-operation from all stakeholders.

We hereby submit the Final Report, covering the activities observed by the FM, commencing with the issuance of the Request for Proposal (RFP) and continuing through to the RFP evaluation phase.

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 FM hereby provides the following unqualified assurance statement concerning the competitive selection process for PMSS with respect to the Centre Block Rehabilitation Project, commencing with the issuance of the RFP and continuing through to the close of the RFP evaluation phase.

It is our professional opinion that the competitive selection process for the above activities we observed was carried out in a fair, open, and transparent manner.

Original signed by
Mathieu Farley, CPA auditor, CA, CIA, CISA
FM Team Leader
Partner, Audit & Advisory Services
Samson & Associates

Original signed by
Jocelyne Lafrenière, CPA, CA
FM Specialist

3. Project requirement

The purpose of the RFP is to select a supplier to enter into a contract with PSPC to provide the resources for the purpose of rendering PMSS.

As described in the Statement of Work, PSPC wishes to retain the services of:

The RFP was issued against the Task and Solutions Professional Services Supply Arrangement (TSPS SA) – Real Property Project Management Services Stream, PSPC File No. E60ZN-15TSPS whereas all terms and conditions of the TSPS SA apply and will be incorporated into the resulting contract.

The request was only open to two qualified TSPS SA holders (set aside aboriginal).

4. Methodology

Samson & Associates was engaged as a FM to observe the competitive acquisition process for PMSS with respect to the Centre Block Rehabilitation Project 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 bid solicitation activities (for example, the RFP, questions and answers, amendments issued and bid evaluation), identified fairness-related matters to the contracting and technical authorities, and we ensured that responses and actions were reasonable and appropriate.

4.1 Fairness monitor activities and observations request for proposal phase

In accordance with TSPS SA terms, the RFP for PMSS with respect to the Centre Block Rehabilitation Project was distributed by email to the two eligible organizations (aboriginal set aside) and a Notice for Proposed Procurement was posted on the Government Electronic Tendering Service, buyandsell.gc.ca, on November 24, 2015. Proponents were requested to submit questions up to five calendar days before bid closing. The RFP closed on December 14, 2015.

The FM reviewed the RFP document as well as the communications related to the questions received and the answers given by the contracting authority. Three questions were submitted by industry. Responses were provided through amendments that were sent to proponents by emails, with the last one being sent on December 9, 2015.

Observation: The RFP document was written in a clear and understandable manner. All questions submitted were responded to in a clear and understandable fashion and responses were provided to all proponents through the amendments issued. No fairness issues were identified as part of our review. 

Fairness monitor summary of findings: It is the opinion of the FM that the RFP Phase of the process was conducted in a fair manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

4.2 Fairness monitor activities and observations request for proposal evaluation phase

The FM reviewed the detailed evaluation forms that were developed and provided to the evaluators to determine if the evaluation criteria fully met the mandatory and the technical criterion established in the RFP.

At bid closing, only one firm submitted a bid to provide services under the contract. The bid was evaluated by two technical evaluators. The two evaluators attended the consensus meeting on December 22, 2015 along with the Centre Block Procurement Directorate Director and Supply Team Leader. The FM was present at the consensus meeting.

The evaluators compared their results which were compiled in a consensus form. The firm was deemed compliant with all the RFP requirements. The financial bid was opened at the end of the consensus meeting.

The evaluation phase concluded on January 19, 2016 once all the required verifications (integrity check and public servant status) were completed.

Observation: The evaluation form submitted to the evaluators was complete, respected the terms of the RFP and were consistent with the principles and practices of fairness, and they were executed fairly. The bidder met all the mandatory criteria and the minimum score set for the technical criteria. The scoring was attributed in strict accordance with the criteria.

The evaluation complied fully with what had been established in the RFP. Consensus discussions were open, all evaluators were present, and a consensus was reached for all the criteria.

Fairness monitor summary of findings: It is the opinion of the FM that the RFP Evaluation Phase of the process was conducted in a fair manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

5. Reference documents

The following RFP document is available throughPSPC.

No. Documents Document date/number
1 Request for Proposal Sent to proponents by email and published on buyandsell.gc.ca on November 24, 2015
2 Amendment no. 1 - English and French Sent to proponents by email on December 1, 2015
3 Amendment no. 2 - English and French Sent to proponents by email on December 9, 2015
4 Amendment no. 3 - English and French Sent to proponents by email on December 9, 2015

6. Addendum to final report, March 9, 2016

Addendum to the fairness monitor final report dated January 21, 2016 for Project Management Support Services with respect to the Centre Block Rehabilitation Project

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

Fairness monitor activities related to contract award and debriefings

One bid was received in response to the Request for Proposal and the bid was deemed to be compliant during the consensus meeting.

The contract was issued on March 1, 2016 once all required verifications were completed and consultants’ security clearance were obtained.

No debriefing was requested.

Fairness monitor attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive procurement process for Project Management Support Services with respect to the Centre Block Rehabilitation Project.

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
Mathieu Farley, CPA auditor, CA, CIA, CISA
FM Team Leader
Partner, Audit & Advisory
Samson & Associates

Original signed by
Jocelyne Lafrenière, CPA, CA
FM Specialist

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