Real-time automated fingerprint identification system renewal

Fairness monitor final report, February 1, 2017

Submitted to the Director, Fairness Monitoring Program

Submitted by PPI Consulting Limited

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1. Introduction

PPI Consulting Limited was engaged by Public Services and Procurement Canada (PSPC) on November 30, 2015, as a Fairness Monitor (FM) to observe the procurement process of the Real-Time Automated Fingerprint Identification System Renewal (AFIS).

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

We hereby submit this fairness monitor final report covering the activities and monitored observations of the Fairness Monitor AFIS procurement process, solicitation #M7594-153234. PPI Consulting Limited is an independent third party with respect to this activity.

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 Contract award, communications and debriefing phase.

It is our professional opinion that the procurement process for the Real-Time Automated Fingerprint Identification System Renewal that we observed, was carried out in a fair, open and transparent manner.

Original signed by
John Davis, CEO, PPI Consulting Limited

Original signed by
Ian Brennan, CSCMP, FM Team Leader

Original signed by
Jocelyn Décoste, P. Eng., FM Specialist

3. Project requirement

Public Services and Procurement Canada (PSPC), on behalf of the Royal Canadian Mounted Police (RCMP) is seeking to award a contract for the AFIS solution requirements that includes all AFIS and Verification Sub-system capabilities, AFIS workstations, printers, cameras and scanners used by RCMP staff for all types of fingerprint analysis, and remote transcoders which are used by Canadian Police agencies to complete crime scene fingerprint investigations and other fingerprint related activities. In addition to renewing all the existing AFIS related capabilities, the successful Contractor will be required to provide a Latent Case Management Capability (LCMC) and must be able to provide facial recognition capabilities.

The proposed contract period will be from December 19, 2016 to January 02, 2022 inclusive, with an irrevocable option to extend the period by up to five additional one year periods under the same terms and conditions.

4. Fairness monitor engagement and observations

PPI Consulting Limited was engaged as FM to observe the AFIS procurement process and to attest to the fairness, openness and transparency of the monitored activities.

In accordance with the terms of our engagement, we familiarized ourselves with the relevant draft and final documents, observed activities up to the contract award stage, identified fairness-related matters to the Contracting Authority and to the RCMP project team and ensured that responses and actions were reasonable and appropriate.

5. Request for proposals process

5.1 Document review process

During the RFP Phase, the FM reviewed the RFP and all amendments. The contracting authority satisfactorily clarified all questions the FM raised.


The process conducted conformed to the requirements of the RFP. All interested suppliers were treated consistently and fairly. All observations and/or requests for clarification made by the FM were addressed by the contracting authority and the RCMP project team.

5.2 Evaluation phase process

PSPC received one proposal by the closing date and time on August 26, 2016. The FM attended the evaluator kick-off briefing on September 1, 2016 and the consensus meeting on September 19, 2016.

The evaluation team was briefed on all issues related to conducting the evaluation in accordance with the stipulated selection process, including roles and responsibilities, confidentiality, document control, evaluator conduct, independent assessment, consensus process, schedule, and an explanation of clarification versus bid repair.

The following process was undertaken to evaluate the proposal:

  • each evaluator conducted their own independent review and scoring of the proposal in their evaluator workbook
  • once the independent reviews were completed, the evaluators participated in consensus meetings to agree to the score to be assigned to each rated requirement
  • the scores and the rationale for the scores were recorded in the master record
  • evaluators recorded and initialled any changes agreed to during consensus in their individual workbooks
  • the FM confirmed with each member of the evaluation team that they were in agreement with the final consensus scores
  • all evaluators confirmed their agreement
  • the evaluation team signed the consensus record

During this phase, the FM Specialist:

  • attended the following meetings:
    • evaluator training held September 1, 2016
    • the evaluation consensus meeting held September 19, 2016
    • benchmark conference held October 14, 2016
  • did not attend the following meetings:
    • benchmark testing held in Pasadena, California on November 14 to 18, 2016 in presence of the Contracting authority
    • benchmark evaluation held in Ottawa on November 21, 2016
    • financial evaluation held in Ottawa on November 25, 2016

The FM confirms that the process that we observed was conducted appropriately in accordance with the process established in the RFP in a fair, open and transparent manner.


The evaluation process conducted conformed to the requirements of the RFP. The sole Bidder was treated consistently and fairly.

6. Contract award, communications and debriefing

The contract was awarded on December 19, 2016. The notification of award was provided to the successful sole bidder.


The process conducted conformed to the requirements of the RFP. The sole Bidder was treated consistently and fairly.

7. Reference documents

7.1 Request for proposals documents

Documents related to solicitation number #M7594-153234 are available on and/or through the project office.

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