Temporary Resident Biometrics Project
Visa Application Centres (TRBP—VAC)

Table of Contents

• Background and Introduction
• Project Requirement
• Attestation of Assurance
• Objectives of the Fairness Monitor Assignment and Methodology
• Fairness Monitor Specific Activities and Findings
• Reference Documents

Background and Introduction

Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture was engaged as the Fairness Monitoring (FM) to observe the competitive procurement process for the Temporary Resident Biometrics Project—Visa Application Centres (TRBP—VAC) undertaken by Public Works and Government Services Canada (PWGSC) through Solicitation Number B8186-110010/A and Solicitation Number B8186-110010/B. Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture is an independent third party with respect to this activity.

We hereby submit the Final Report covering our activities commencing with the review of a Request for Information (RFI) that had been posted on MERX, through the evaluation of proposals received in response to a Request for Proposal (RFP), and the selection of the recommended bidders.

This report includes our attestation of assurance, a summary of the scope and objectives of our assignment, the methodologies applied, and any relevant findings from the activities undertaken.

Project Requirement

The Government of Canada has identified a requirement to create a sustainable Global Visa Application Centres (VAC) Network to provide increased access and administrative service to visa applicants through a standardized service delivery approach. A global and centrally managed VAC network provides a platform to deliver business options including the collection of biometric information.

Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the selection of contractors to provide the specified services to visa applicants.

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

Note: For all references in this report concerning fairness related comments being provided to project officials, it is confirmed that, as necessary, project officials provided clarification to the Fairness Monitor or took appropriate action to address the comments, and as a result no fairness deficiencies were recorded.

___________________
Bruce Maynard P. Eng.
FM Specialist

Objectives of the Fairness Monitor Assignment and Methodology

The overall objective was as follows: provide PWGSC with independent observation of project procurement activities; provide fairness related comments to project officials as early as possible so that appropriate action could be taken to resolve the concerns before fairness was impacted; bring any potential fairness concerns to the attention of the Operational Integrity Sector if there is no timely resolution with project officials; and attest to the fairness of the procurement process, including its execution.

To accomplish the objective we undertook the following activities:

• became familiar with the project governance structure;
• reviewed the Request for Information (RFI) and Request for Proposal (RFP);
• reviewed all amendments to the RFP including questions submitted by proponents and answers provided;
• reviewed the procedures to be used for the evaluation of responses and the guidance provided to the evaluation team;
• observed the evaluation of responses to the RFP to ensure that the specified evaluation and selection procedures and departmental policy were followed and consistently applied during the evaluation and selection process; and
• observed the debriefing of unsuccessful bidders. (This activity will be reported on in an addendum to this report after any debriefings.)

Fairness Monitor Specific Activities and Findings

FM Activities and Findings concerning the RFI Phase

The RFI was posted on MERX on June 29, 2011 with a closing date of August 12, 2011. During the period August 5 to 12, 2011 the Fairness Monitor Specialist (FM Specialist) reviewed the RFI as published (Document 1) and Amendment 1 to the RFI (Document 2). The FM Specialist had no fairness related comments.

During the period August 12, 2011 to September 7, 2011 Canada reviewed the responses to the RFI and a response that was received several weeks after the closing of the RFI. The RFI process allowed submissions to be provided after the closing date. On October 21, 2011 the TRBP—VAC Contracting Authority provided a copy of the final report, summarizing the findings of the RFI, which the FM Specialist reviewed. He was also advised that no industry consultation meetings would be held as part of the RFI process. The FM Specialist had no fairness related comments on the finalization of the RFI process or the analysis of the input received from industry.

FM Activities and Findings concerning the RFP Phase

During the period December 15, 2011 to January 30, 2012, the FM Specialist reviewed draft versions of the RFP and provided fairness related comments to the Contracting Authority. All comments were addressed appropriately by project officials.

During the period January 31, 2012 to March 22, 2012, he reviewed the Final RFP as posted on MERX, Questions and Answers (Qs & As) concerning the RFP and draft and final Amendments 1 to 8 (Documents 3 to 11) and provided fairness related comments. All comments were addressed appropriately by project officials and as necessary were dealt with through the Qs & As process and the amendments to the RFP.

FM Activities and Findings concerning the Evaluation Phase

On March 2, 2012 the FM Specialist reviewed the evaluator training documentation and on March 5, 2012 he observed the evaluator training session. No fairness deficiencies were identified.

During the period April 5 to April 26, 2012 the FM Specialist observed the consensus evaluation of bids received. Fairness related comments were provided and appropriate action was taken by project officials.

On May 28, 2012 project officials reviewed the results of the evaluation of bids with the FM Specialist and advised him that the selection of recommended bidders had been made and had been double checked by officials.

Reference Documents

The following documents are referenced by number in the attached report. Unless otherwise indicated, these documents are available through the TRBP—VAC Project Office.

Table Summary

June 14, 2012 - 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	RFI	Released on MERX June 29, 2011
2	Amendment 1 to RFI	Released on MERX July 7, 2011
3	RFP	Released on MERX January 30, 2012
4	Amendment 1 to RFP	Released on MERX February 20, 2012
5	Amendment 2 to RFP	Released on MERX February 24, 2012
6	Amendment 3 to RFP	Released on MERX February 28, 2012
7	Amendment 4 to RFP	Released on MERX March 2, 2012
8	Amendment 5 to RFP	Released on MERX March 8, 2012
9	Amendment 6 to RFP	Released on MERX March 13, 2012
10	Amendment 7 to RFP	Released on MERX March 15, 2012
11	Amendment 8 to RFP	Released on MERX March 20, 2012

Addendum to the Final Report
March 22, 2013

Addendum to Fairness Monitor Final Report dated June 14, 2012 for the Temporary Resident Biometrics Project Visa Application Centres (TRBP—VAC)

This Addendum to the Fairness Monitor Final Report covers the period following the completion of the evaluation stage and includes the debriefings provided to the bidders.

During the period November 1, 2012 to January 15, 2013 the following activities were carried out: we reviewed written debriefings to the bidders in draft and final form advising them of the results of the bid evaluation stage; we reviewed communications with the bidders concerning the written debriefings; and we monitored verbal debriefings with bidders that were undertaken by teleconference.

Fairness Monitor Attestation of Assurance

It is our professional opinion that the debriefing stage of the competitive procurement process for the Temporary Resident Biometrics Project Visa Application Centres (TRBP—VAC) was carried out in a fair, open and transparent manner.

___________________
Bruce Maynard P. Eng.
FM Specialist