Parliament Hill – West Slope and Phase 2 Perimeter Wall Rehabilitation Project

Table of Contents

1. Background and Introduction
2. Project Requirement
3. Attestation of Assurance
4. Objectives of the Fairness Monitor Assignment and Methodology
5. Fairness Monitor Specific Activities and Findings
6. Reference Documents

Background and Introduction

Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture was engaged as the Fairness Monitor (FM) to observe the competitive procurement process for the Parliament Hill – West Slope and Phase 2 Perimeter Wall Rehabilitation Project undertaken by Public Works and Government Services Canada (PWGSC) for the Parliament of Canada through Solicitation Number EP764-140218/A.

Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture is an independent third party with respect to this activity.

We hereby submit our Final Report on the Parliament Hill – West Slope and Phase 2 Perimeter Wall Rehabilitation Project covering our activities commencing with the review of a draft Invitation to Tender (ITT), through the evaluation of bids and the selection of the recommended bidder.

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

Project Requirement

The Government of Canada (GOC) has identified a requirement for a construction contractor to carry out a Parliament Hill – West Slope and Phase 2 Perimeter Wall Rehabilitation Project. The work consists of rehabilitating the west slope and perimeter wall along the west slope of Parliament Hill. The work includes, among other things, the repair of stone using restoration mortar and other techniques, the removal and replacement of rubble finish stone units, re-pointing of mortar joints, removal of soil, provision of engineered fill, removal of bedrock and improving the wall footing and anchoring as required.

Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the procurement process monitored for the Parliament Hill – West Slope and Phase 2 Perimeter Wall Rehabilitation.

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.

Objectives of the Fairness Monitor Assignment and Methodology

The overall objective was to provide independent observation of the process and to submit fairness related comments to project officials for the procurements, as early as possible, so that appropriate action could be taken to address the comments before fairness was impacted. The Operational Integrity Sector would be advised of any fairness related concerns that were not addressed promptly. At the conclusion of the procurement process an assurance statement as to its fairness would be provided.

To accomplish the overall objective we undertook the following activities:

• became familiar with the project governance structure;
• reviewed draft and final versions of the Invitation to Tender (ITT) and provided comments in order to improve clarity, transparency and competitiveness, and to bring attention to possible fairness issues that might arise during the evaluation process;
• reviewed and, as necessary, provided comments on all amendments and addenda to the ITT including questions submitted by proponents and answers provided;
• reviewed and, as necessary provided comments on, 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 ITT 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 during the Development of the ITT

During the period June 12 to 19, 2013 we reviewed drafts of the ITT and provided fairness related comments to the Contracting Authority. Appropriate action was taken by project officials.

FM Activities and Findings during the ITT Posting Period on Government Electronic Tendering System (GETS)

On June 22, 2013 we reviewed the ITT that was published on GETS on June 21, 2013 (Document 1). No fairness deficiencies were identified.

During the period June 21, 2013 to July 16, 2013, we reviewed Questions from, and Answers to, Bidders (Qs and As), and Amendments 1 to 4 (Documents 2 to 5) to the ITT solicitation. Fairness related comments were provided to the Contracting Authority and appropriate action was taken by project officials.

The ITT closed on July 17, 2013.

FM Activities and Findings Concerning the Evaluation Phase

On July 23, 2013 we observed the consensus evaluation of the bids received and provided fairness related comments. Appropriate action was taken by project officials. Only one bid was responsive and met all of the mandatory requirements.

Also on July 23, 2013 we observed the verification by officials that the responsive bidder's Financial Proposal was acceptable and that the responsive bidder would be recommended for contract award. No fairness deficiencies were identified.

Reference Documents

The following documents are referenced by number in this report. Unless otherwise indicated, these documents are available through the Parliament Hill – West Slope and Phase 2 Perimeter Wall Rehabilitation Contracting Officer.

Table Summary

The following table includes a list of documents referred to in the report such as the Request for Proposal(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.

Reference Documents

No.	Document	Additional information
1	Invitation to Tender (ITT)	Posted on GETS June 21, 2013
2	Amendment 1 to ITT	Posted on GETS June 21, 2013
3	Amendment 2 to ITT	Posted on GETS July 12, 2013
4	Amendment 3 to ITT	Posted on GETS July 15, 2013
5	Amendment 4 to ITT	Posted on GETS July 16, 2013

Addendum to the Final Report
September 30, 2013

Addendum to Fairness Monitor Contractor's Final Report dated August 5, 2013 concerning the Parliament Hill – West Slope and Phase 2 Perimeter Wall Rehabilitation Project

This Addendum to the Fairness Monitor Contractor's Final Report covers the period following the conclusion of the evaluation phase and includes the debriefing of a bidder.

Two bids were received and evaluated. We were advised on September 20, 2013 that a contract had been awarded to the successful bidder, and on the same date we received and reviewed a copy of the letter that had been sent to the unsuccessful bidder dated July 25, 2013. The letter to the unsuccessful bidder identified the fact that its bid was non-compliant because it failed to meet a mandatory requirement. The unsuccessful bidder did not request a further debriefing. No fairness deficiencies were identified.

Fairness Monitor Attestation of Assurance

It is the opinion of the Fairness Monitor that the post evaluation activities, including the written debriefing, were carried out in a fair manner. In this context, fairness is defined as decisions made objectively, free from personal favouritism and political influence, and encompasses the elements of openness, competitiveness, transparency and compliance.