Centre Block Rehabilitation—Cost, time and risk management services

Fairness monitor final report, July 17, 2017

Addendum to final report, September 1, 2017

Submitted to Director, Fairness Monitoring Program

Submitted by Samson & Associates

On this page

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) on March 6, 2015 to observe the competitive selection process for Cost, Time and Risk Management Services (CTRMS) with respect to the Centre Block Rehabilitation Project issued by Public Services Procurement Canada (PSPC) as a result of solicitation EP748-151888/C. Samson & Associates is an independent third party with respect to this activity. This bid solicitation cancels and supersedes previous bid solicitation number EP748-151888/B, dated November 25, 2016.

PSPC launched the procurement process on July 27, 2016 by publishing a Request for Information (RFI) (EP748-151888/A). This RFI was an opportunity for Canada to determine supplier interest for this requirement and for suppliers to provide comments and recommendations on the proposed requirement.

On November 25, 2016, PSPC issued Request for Proposal (RFP). All six respondents were deemed non-compliant with the mandatory requirements. This resulted in a revised RFP ("RFP 2") being issued.

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 RFI document and continuing through to the conclusion of the RFP 2 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 Fairness Monitor hereby provides an unqualified assurance statement concerning the competitive selection process for Cost, Time and Risk Management Services with respect to the Centre Block Rehabilitation Project commencing with the issuance of the Request for Information documents and continuing through to the conclusion of Request for Proposal 2 evaluation phase.

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

Original signed by
Mathieu Farley, Chartered Professional Accountant (CPA) auditor, Chartered Accountant (CA), Certified Internal Auditor (CIA),
Certified Information Systems Auditor (CISA)
FM Team Leader, Partner, Audit & Advisory
Samson & Associates

Original signed by
Jocelyne Lafrenière, CPA, CA
FM Specialist

3. Project requirement

The Centre Block is the core component within the Parliament Hill complex, occupying a central position between the East and West Block buildings, Library of Parliament and the emerging Visitor Welcome Centre. Both the Centre Block building and adjoining Peace Tower require significant rehabilitation in the very near-term as many of their major systems and components will be at risk of critical failure by 2019.

The Project is complex and multi-faceted, with an aggressive schedule, defined budget and high quality standards. The project will be implemented in a fast tracked construction management delivery model. Integrated and proactive delivery of project management support services from Contract Award to Project completion is essential to the Project's ultimate success.

The Contractor will act as a strategic advisor on cost/time/risk management as it relates to the Project and is expected to provide the following services:

The bid solicitation is intended to result in the award of a Contract from the date of Contract award to December 31, 2021, plus options to exercise two four-year extensions, as well as options to exercise four one-year extensions.

4. Methodology

Samson & Associates was engaged as a FM to observe the competitive selection process for CTRMS in relation 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 RFI and the RFPs (EP748-151888/B and EP748-151888/C), questions and answers from suppliers on the RFI, RFPs and issued amendments), identified fairness-related matters to the contracting authority and technical authority, and ensured that responses and actions were reasonable and appropriate.

4.1 Request for information phase

A RFI was posted on buyandsell.gc.ca on July 27, 2016 to invite industry to provide comments and recommendations on the RFI questions by suppliers. There were no questions submitted by suppliers. Two amendments were issued with the last one being published on August 4, 2016. The RFI closed on August 12, 2016.

The FM reviewed the RFI and issued amendments. Responses were submitted by ten respondents on the ten questions of interest to PSPC and the FM reviewed them. No one-on-one sessions took place during the RFI phase.

Observation

The RFI document was written in a clear and understandable manner.

Summary of findings

It is the opinion of the FM that the RFI activities for the CTRMS procurement process were conducted in a fair, open and transparent manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

4.2 Request for proposal phase 1

A RFP was posted on buyandsell.gc.ca on November 25, 2016. Proponents were requested to submit questions up to five working days before bid closing. There were a total of 57 questions submitted. Nine amendments were issued with the last one being published on March 20, 2017. The RFP closed on March 20, 2017.

The FM observed the activities connected with the procurement process until the close of the RFP. The FM reviewed the RFP as well as the communications related to the questions received and the answers provided by the contracting authority, including the published amendments.

Observation

The RFP document was written in a clear and understandable manner. All questions submitted were responded to in an understandable fashion.

Summary of findings

It is the opinion of the FM that the RFP activities for the CTRMS procurement process were conducted in a fair, open and transparent manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

4.3 Request for proposal 1 evaluation phase

A Guide to the Evaluation Board and a bid evaluation grid were developed and reviewed by the FM prior to bid evaluation by the evaluators. The guide and grid were found to be consistent with the evaluation criteria as per the RFP.

The technical evaluation team was composed of three evaluators. A pre-evaluation meeting took place on March 22, 2017, which the FM attended.

Six respondents submitted bids on the RFP closing date of March 20, 2017. Consensus evaluation meetings took place on March 30, 2017 with the three technical evaluators, the chair of the evaluation committee, the FM, the PSPC Centre Block Procurement Director and Supply Team Leader.

Consensus discussions were open and a consensus was achieved on the criteria that were evaluated during the meeting. All six respondents were deemed non-compliant with the mandatory requirements.

Observation

The Guide to the Evaluation Board and the bid evaluation grid were complete and aligned with the RFP terms. The scoring of the technical evaluation criteria was performed in strict adherence to the stated criteria. Consensus discussions were open, all evaluators were present and a consensus was achieved on all criteria.

Summary of findings

It is the opinion of the FM that the RFP evaluation activities for the CTRMS procurement process were conducted in a fair, open and transparent manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

4.4 Request for proposal 2 phase

A second RFP (RFP 2) was posted on buyandsell.gc.ca on May 17, 2017. Proponents were requested to submit questions up to five working days before bid closing. There was a total of 23 questions submitted. Four amendments were issued with the last one being published on June 9, 2017. The RFP closed on June 13, 2017.

The FM observed the activities connected with the procurement process until the close of the RFP. The FM reviewed the RFP as well as the communications related to the questions received and the answers provided by the contracting authority, including the published amendments.

Observation

The RFP document was written in a clear and understandable manner. All questions submitted were responded to in an understandable fashion.

Summary of findings

It is the opinion of the FM that the RFP activities for the CTRMS procurement process were conducted in a fair, open and transparent manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules.

4.5 Request for proposal 2 evaluation phase

A Guide to the Evaluation Board and a bid evaluation grid were developed and reviewed by the FM prior to bid evaluation by the evaluators. The guide and grid were found to be consistent with the evaluation criteria as per the RFP.

The technical evaluation team was composed of three evaluators. A pre-evaluation meeting took place on June 19, 2017, which the FM attended.

Five respondents submitted bids on the RFP closing date of June 13, 2017. Consensus evaluation meetings took place on July 6 and 7, 2017 with the three technical evaluators, the chair of the evaluation committee, the FM, and two Supply Team Leaders.

Consensus discussions were open and a consensus was achieved on all criteria. One respondent did not meet one of the mandatory criteria. Four respondents met the mandatory criteria and the required minimum points for the technical criteria.

The FM examined the consensus mandatory and the technical score sheets. The FM examined the financial bids and the overall score sheets to confirm the financial evaluation score and overall score.

The contract will be issued to the winning bidder once all necessary verifications are completed.

Observation

The Guide to the Evaluation Board and the bid evaluation grid were complete and aligned with the RFP terms. The scoring of the technical evaluation criteria was performed in strict adherence to the stated criteria. Consensus discussions were open, all evaluators were present and a consensus was achieved on all criteria.

Summary of findings

It is the opinion of the FM that the RFP evaluation activities for the CTRMS procurement process were conducted in a fair, open and transparent 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 procurement process documents are available through PSPC.

No. Documents Document date
1 Request for Information (EP748-151888/A) Published on buyandsell.gc.ca on July 27, 2016
2 Request for Information (EP748-151921/A)—Amendment #1 Published on buyandsell.gc.ca on July 29, 2016
3 Request for Information (EP748-151921/A)—Amendment #2 Published on buyandsell.gc.ca on August 4, 2016
4 Request for Proposal (EP748-151921/B) Published on buyandsell.gc.ca on November 25, 2016
5 Request for Proposal (EP748-151921/B)—Amendment #1 Published on buyandsell.gc.ca on December 7, 2016
6 Request for Proposal (EP748-151921/B)—Amendment #2 Published on buyandsell.gc.ca on December 15, 2016
7 Request for Proposal (EP748-151921/B)—Amendment #3 Published on buyandsell.gc.ca on December 28, 2016
8 Request for Proposal (EP748-151921/B)—Amendment #4 Published on buyandsell.gc.ca on January 17, 2017
9 Request for Proposal (EP748-151921/B)—Amendment #5 Published on buyandsell.gc.ca on February 6, 2017
10 Request for Proposal (EP748-151921/B)—Amendment #6 Published on buyandsell.gc.ca on February 17, 2017
11 Request for Proposal (EP748-151921/B)—Amendment #7 Published on buyandsell.gc.ca on February 27, 2017
12 Request for Proposal (EP748-151921/B)—Amendment #8 Published on buyandsell.gc.ca on March 13, 2017
13 Request for Proposal (EP748-151921/B)—Amendment #9 Published on buyandsell.gc.ca on March 20, 2017
14 Request for Proposal (EP748-151921/C) Published on buyandsell.gc.ca on May 17, 2017
15 Request for Proposal (EP748-151921/C)—Amendment #1 Published on buyandsell.gc.ca on May 26, 2017
16 Request for Proposal (EP748-151921/C)—Amendment #2 Published on buyandsell.gc.ca on June 1, 2017
17 Request for Proposal (EP748-151921/C)—Amendment #3 Published on buyandsell.gc.ca on June 7, 2017
18 Request for Proposal (EP748-151921/C)—Amendment #4 Published on buyandsell.gc.ca on June 9, 2017

6. Addendum to final report, September 1, 2017

Addendum to the Fairness Monitor Final Report dated July 17, 2017 with respect to the competitive selection process for cost, time and risk management services for the Centre Block Rehabilitation Project, issued by Public Services and Procurement Canada (PSPC).

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

Activities related to contract award and debriefings

Five bids were received in response to the second Request for Proposal. Four out of five respondents were deemed to be compliant. The contract award was announced on August 2, 2017 and letters were sent to each respondent to advise them of the evaluation outcome. The FM reviewed the letters prior to them being sent. Debriefing meetings with all the respondents were held in Ottawa, Ontario.

Two debriefing meetings were held on August 11, 2017, two meetings were held on August 18, 2017 and one meeting was held on August 25, 2017. These meetings were attended by PSPC contracting team representatives, the Chair of the Evaluation Committee and the FM.

No fairness concerns were identified.

Attestation of assurance

The Fairness Monitor hereby provides the following unqualified assurance statement concerning the competitive selection process for the cost, time and risk management services for the Centre Block Rehabilitation Project.

It is our professional opinion that the competitive selection process that 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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