Competitive Acquisition Process - Architectural Services for the Visitor Centre Project
Fairness Monitoring Contractor's Final Report
November 2, 2012
Submitted to: Director General Operational Integrity Sector Departmental Oversight Branch
Submitted by: Samson & Associates
Table of Contents
- Introduction
- Visitor Centre Project, Architectural Services Requirement
- Attestation of Assurance
- Methodology
- Reference Documents
1. Introduction
Samson & Associates was engaged as a Fairness Monitoring (FM) to observe the procurement process for the Visitor Centre Project, Architectural Services Contract, issued by Public Works and Government Services Canada as a result of solicitation # EP758-122489/A. Samson & Associates is an independent third party with respect to this procurement.
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 with Phases I and II of the Request for Proposal Phase of the project continuing through the bid opening and consensus meetings 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. Visitor Centre Project, Architectural Services Requirement
The Request for Proposal was issued by Public Works and Government Services Canada (PWGSC) to retain an architectural firm, acting as a prime consultant, together with a multidisciplinary team of sub consultants for the provision of the Architectural Services required for the Visitor Centre Project, a significant component of the redevelopment of the Parliament buildings. The overall Class D Construction estimate is $52,000,000 and the estimated level of effort for the Architectural Services was estimated at approximately $5,000,000.
The architectural firm, as prime consultant will assist PWGSC to produce the Design Deliverables as well as the Construction and Commissioning-related Documents.
The Contractor must provide a full range of architectural and engineering (civil/municipal, mechanical, structural and electrical) services as well as a security specialist.
3. Attestation of Assurance
The FM hereby provides the following unqualified assurance statement concerning the Architectural Services procurement up to the conclusion of Phase II of the Request for Proposal Phase.
It is our professional opinion that the competitive selection process we observed was carried out in a fair, open and transparent manner.
Pierre Samson, Master of Science (M.Sc.), (Fellow Chartered Professional Accountant) FCPA-Auditor, Fellow Chartered General Accountant (FCGA)
President, Samson & Associates
Mathieu Farley, (Chartered Professional Accountant) CPA-Auditor, Chartered Accountant (CA), CPA (Illinois), Certified Internal Auditor (CIA)
FM Team Leader
Ted Pender
FM Specialist
4. Methodology
Samson & Associates was engaged as a Fairness Monitoring (FM) to observe the competitive acquisition process for the Visitor Centre Architectural Services Contract, 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 (e.g. RFP, Questions and Responses and Amendments), identified fairness-related matters to the contracting and technical authorities, and ensured that responses and actions were reasonable and appropriate.
Proponents were requested to submit their proposals in two phases. Phase I proposals covered only the qualifications, experience and organization of the proposed Consultant Team. Following evaluation and rating of these proposals, proponents were to be advised of their competitive standing and had the opportunity to decide whether or not to continue their participation by submitting a Phase II proposal.
Phase II proposals were to cover the detailed approach to the work, the pricing and terms offered. A combination of the Phase I and Phase II submissions constitutes the final proposal.
4.1 FM Activities and Observations - Phase I of the Request for Proposal Process
Phase I of the Request for Proposal to select the firm, who will provide Architectural services for the overall development of the Visitor Centre, was posted on MERX on June 27, 2012 and closed on August 15, 2012. Phase I proposals covered only the qualifications, experience and organization of the proposed Consultant Team.
Industry questions had to be submitted within ten days of bid closing. Thirteen questions were submitted from industry, resulting in four posted amendments, the last of which was posted on August 13, 2012.
The FM reviewed all questions and answers provided during the bidding period to ensure fairness-related considerations were satisfactorily addressed.
124 firms requested the bid documentation and thirteen firms submitted proposals.
The bids were evaluated individually by the evaluation team, who met on August 30, 2012, to collectively determine the final ranking of proponents for Phase I.
On September 7, 2012, all proponents were advised of their individual ranking after evaluation as well as the scores and names of the five highest rated proposals as well as the scores of all other proponents.
Observation: The Request for Proposal document was written in a clear and understandable manner. Questions arising during the bidding period were handled in accordance with the terms of the Request for Proposal and responses were clear, understandable and communicated to all vendors in a timely fashion. The FM observed the consensus meeting for the final and ranking of proposals at the conclusion of Phase I. The evaluation was carried out in a fair, open and transparent manner. No fairness issues were identified.
Fairness Monitor Summary of Findings on Phase I of the Request for Proposal Process: It is the opinion of the Fairness Monitor that Phase I of the Request for Proposal for Architectural Services for the Visitor Centre was conducted in a fair manner. In this context fairness is understood to encompass the elements of openness, competitiveness, transparency and compliance.
4.2 FM Activities and Observations – Phase II of the Request for Proposal Process
Phase II proposals covered the detailed approach to the work, and the pricing and terms offered. A combination of the Phase I and Phase II submissions constitutes the final proposal.
As noted, on September 7, 2012, all proponents were advised of their individual ranking after evaluation as well as the scores and names of the five highest rated proposals as well as the scores of all other proponents. All proponents were also advised that the closing date for submissions for Phase II was September 25, 2012 and provided with an updated Class D estimate for construction costs. Questions had to be raised within one week of bid closing.
Twenty-nine questions were raised and five amendments were issued during Phase II for a total of nine amendments overall. One of these amendments extended the bid closing date until October 4, 2012.
Six submissions were received in response to the Phase II RFP.
The bids were evaluated individually by the evaluation team, who met on October 15, 2012, to collectively determine the final ranking of proponents considering their aggregate scores for Phase I and Phase II.
All technical evaluators were present at all consensus meetings, as was the contracting authority and the FM.
The FM attended the opening of the financial proposals of the four qualified proponents as did all technical evaluators.
A successful proponent was selected based on the criteria and methodology stated in the RFP.
Observation: The Request for Proposal document for Phase II was written in a clear and understandable manner. Questions arising during the bidding period were handled in accordance with the terms of the Request for Proposal and responses were clear, understandable and communicated to all vendors in a timely fashion. The FM observed the consensus meeting for the final evaluation and ranking of proposals. The evaluation was carried out in a fair, open and transparent manner.
Fairness Monitor Summary of Findings on Phase II of the Request for Proposal Process: It is the opinion of the Fairness Monitor that Phase II of the Request for Proposal for Architectural Services for the Visitor Centre was conducted in a fair manner. In this context fairness is understood to encompass the elements of openness, competitiveness, transparency and compliance.
5. Reference Documents
The following documents issued during this process, are all available through PWGSC.
Table Summary
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 EP758- 122489/A | June 27, 2012 |
| 2 | Amendment No. 001 for RFP | July 20, 2012 |
| 3 | Amendment No. 002 for RFP | July 25, 2012 |
| 4 | Amendment No. 003 for RFP | August 2, 2012 |
| 5 | Amendment No. 004 for RFP | August 13, 2012 |
| 6 | Letter to proponents and Amendment No. 005 for RFP | September 7, 2012 |
| 7 | Amendment No. 006 for RFP | September 12, 2012 |
| 8 | Amendment No. 007 for RFP | September 24, 2012 |
| 9 | Amendment No. 008 for RFP | September 28, 2012 |
| 10 | Amendment No. 009 for RFP | October 2, 2012 |
Note: Amendments 005 through 009 relate to Phase II of the process.
Addendum to the Final Report
May 16, 2013
Addendum to Fairness Monitor Final Report dated November 2, 2012 on the Competitive Acquisition Process for the Provision of Architectural Services required for the Visitor Centre Project
This Addendum to the Fairness Monitor Final Report covers the period following the conclusion of the evaluation phase.
FM Activities Related to Contract Award and Debriefings
There were thirteen bids submitted in response to Phase I and six in response to Phase II of the RFP. The successful bidder was advised of contract award on February 8, 2013.
Debriefings were requested by a total of eight bidders, two from Phase I and an additional six from Phase II, including the successful proponent. The FM Specialist attended all debriefings as did the Contracting Authority and the Technical Authority.
Fairness Monitor Attestation of Assurance
The FM hereby provides the following unqualified assurance statement concerning the procurement following the conclusion of the Contract Award and Debriefing Phase.
It is our professional judgment that the competitive acquisition process for the Provision of Architectural Services for the Visitor Centre Project Contract we observed, was carried out in a fair, open, competitive and transparent manner.
Pierre Samson, M.Sc., FCPA-Auditor, FCGA
President, Samson & Associates
Mathieu Farley, CPA-Auditor, CA, CPA (Illinois), CIA
FM Team Leader
Ted Pender
FM Specialist
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