East Block rehabilitation phase I—Construction manager

Fairness monitor final report, May 8, 2017

Addendum to final report, June 5, 2017

Submitted to Director, Fairness Monitoring Program

Submitted by Hallux Consulting Inc.

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1. Introduction

Hallux Consulting Inc. was engaged effective January 19, 2017 as a Fairness Monitor (FM) to observe the competitive procurement process of the East Block Rehabilitation Phase I—Construction Manager, issued by Public Services and Procurement Canada (PSPC) as a result of Solicitation Number EP747-171823/A. Hallux Consulting Inc. is an independent third party with respect to this activity.

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

We hereby submit the Final Report, covering the activities of the Fairness Monitor, commencing January 20, 2017 with a review of draft request for proposal (RFP) documents and continuing through to the consensus evaluation meeting of the evaluators on April 19, 2017 and a subsequent confirmation of the final scores.

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 PSPC East Block Rehabilitation Phase I—Construction Manager procurement: 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
Elizabeth Buckingham, CPA auditor, CA, CIA, CISA
FM Specialist and Contractor Representative

Original signed by
Howard DuBois, CIA
Team Leader

Date: May 8, 2017

3. Project requirement

The rehabilitation of the East Block is part of a master plan laid out in the Long Term Vision and Plan (LTVP). The LTVP is a comprehensive 25 year plan and program of work to rehabilitate the Parliament buildings, provide additional parliamentary accommodations and create a secure and welcoming environment for parliamentarians, staff, visitors and tourists.

The East Block rehabilitation will be implemented in two phases.

The mandate of the selected construction manager (CM) includes only the first phase of the planned rehabilitation of the East Block. The CM will be responsible to ensure that the Project is delivered on schedule, within the construction estimate, and to the level of quality required for a building of this stature.

4. Fairness monitor engagement and observations

Hallux Consulting Inc. was engaged as a Fairness Monitor to observe the competitive procurement process for the PSPC East Block Rehabilitation Phase I—Construction Manager services, 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 request for proposal and evaluation related activities identifying fairness-related matters to the appropriate parties, for example, contracting and technical authorities, and ensuring that responses and actions were reasonable and appropriate.

4.1 Request for proposal phase

Key activities during the Request for Proposal phase of the procurement included:

The bid process was open to all interested suppliers. A one-phase selection process approach with a two envelope evaluation was used for this procurement. The Notice of Proposed Procurement (NPP) was published on buyandsell.gc.ca on January 31, 2017. The RFP had an initial closing date of March 14, 2017 which was extended to March 28, 2017. Five questions were received from potential bidders and responses to the questions were provided by way of the three amendments issued to the RFP. Five bids were received in response to the RFP.

All observations on potential fairness issues were properly addressed during the RFP phase.

4.2 Evaluation phase

During the evaluation phase, the key activities of the FM included:

The FM Specialist observed that the evaluation processes and instructions published in the Final RFP, the RFP amendments and the Evaluation Plan and Guidelines were followed during the evaluation phase. Comments were provided by the FM Specialist as required throughout the evaluation process to the Technical Team and the Contracting Authority. All comments were addressed appropriately by project officials.

Two of the five bids had to be disqualified because the mandatory requirements were not met.

No potential fairness issues were identified during the evaluation phase.

5. Reference documents

Documents related to Solicitation Number 47419-166834/A are available on Buyandsell.gc.ca and/or through the project office.

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.

No. Document Additional information
1 Request for Proposal Request for Proposal documents published on buyandsell.gc.ca on January 31, 2016
2 Amendment No. 001      Published on buyandsell.gc.ca on February 17, 2017
3 Amendment No. 002      Published on buyandsell.gc.ca on March 2, 2017
4 Amendment No. 003      Published on buyandsell.gc.ca on March 9, 2017

Addendum to final report, June 5, 2017

Addendum to the final report dated May 8, 2017, concerning the acquisition of the services of a construction manager for the East Block rehabilitation phase I

This Addendum to the Fairness Monitor Final Report covers the period following the conclusion of the evaluation phase including contract award and debriefings.

The successful bidder was selected following the procedures described in the Request for Proposal and the contract awarded on April 28, 2017. Letters were sent to the unsuccessful bidders the same day advising of the result and providing them with a detailed breakdown of their score by evaluation criteria. Additional feedback was provided to three of the four unsuccessful bidders either through a teleconference or a one-on-one meeting on either May 25, 2017 or May 31, 2017. The Fairness Monitor reviewed the correspondence sent to the successful and unsuccessful bidders and was present for the teleconferences and one-on-one debriefing meetings.

Fairness monitor attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the East Block Rehabilitation Phase I—Construction Manager contract procurement process: 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
Elizabeth Buckingham, CPA auditor, CA, CIA, CISA
FM Specialist and Contractor Representative

Original signed by
Howard DuBois, CIA
Team Leader

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