Trusted Traveller Kiosk and Iris Recognition Technology Project
Request for Proposal 2 (RFP 2)

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

1. Background and Introduction

As Fairness Monitor, Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture (hereafter referred to as the Fairness Monitor) was engaged as a Fairness Monitor (FM) to observe the competitive procurement process for the acquisition of Trusted Traveller Kiosks and Iris Recognition Technology for the Canada Border Services Agency (CBSA). This competitive process was undertaken by Public Works and Government Services Canada (PWGSC) through Solicitation Number 47054-124625/B. Knowles Consultancy Services Inc. and Hill International Inc. in Joint Venture 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 our activities, commencing with a review of a draft Request for Proposal (RFP) through the posting of the RFP to the evaluation of proposals received in response to the RFP.

This report includes our attestation of assurance, an overview of the project, the methodologies applied to our assignment, activities undertaken, and any relevant findings.

Note: This procurement project succeeded a previous procurement for Trusted Traveller Kiosks and Iris Recognition Technology for the CBSA (Solicitation Number 47054-124625/A), for which none of the responses received complied with all mandatory requirements.

2. Project Requirement

Canada Border Services Agency (CBSA) has a requirement for a Contractor to replace existing self-service kiosks and current iris biometric technology with new self-service kiosks and iris biometric technology for delivery to multiple locations across Canada. The Contractor must supply, deliver and assemble self-service kiosks including all hardware, licensed system software, warranty, maintenance and support, training, professional services and technical documentation. The Contractor must dismantle, remove and dispose of the existing kiosks. The requirement includes options to purchase additional kiosks and individual iris cameras and to extend the term of the Contract beyond the warranty period.

Self-service kiosks are the core of Canada's Trusted Traveller Programs. These Programs are designed to expedite the border clearance process for low risk travellers. Self-service kiosks allow program members expedited passage by providing member authentication, passage risk assessment and custom traveller declaration functionality that would otherwise be done via a conventional primary inspection.

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive process for the Trusted Traveller Kiosk and Iris Recognition Technology procurement project.

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

4. 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 as 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 Proposal (RFP) in draft and final versions;
• 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;
• reviewed plans, process and set-up for the Proof of Proposal (POP) Test for the Top Ranked Responsive Bidder Stage and the results achieved, and
• observed the debriefing of unsuccessful bidders. (This activity will be reported on in an addendum to this report after any debriefings.)

5. Fairness Monitor Specific Activities and Findings

Fairness Monitor Activities and Findings prior to the RFP Posting Period

During the period January 8, 2013 to January 19, 2013, we reviewed the draft RFP as it was developed and portions became available for review. We provided fairness related comments to the Contracting Authority and all comments were addressed appropriately by project officials.

Fairness Monitor Activities and Findings during the RFP Posting Period

On January 22, 2013 we reviewed the RFP that had been posted on MERX on January 21, 2013 (Document 1).  No fairness deficiencies were identified.

During the period January 28, 2013 to February 6, 2013, we reviewed Amendments 1 to 3 (Documents 2 to 4) in draft and final form including questions from interested suppliers and answers provided. Fairness related comments were provided and appropriate action was taken by project officials.

The RFP closed on February 11, 2013.

Fairness Monitor Activities and Findings during the Evaluation Period

During the period February 19, 2013 to March 27, 2013, we observed the consensus evaluation of both mandatory and point-rated requirements including reviewing answers provided by the Contracting Authority to the Evaluation Team on evaluation questions and clarification questions forwarded to bidders and responses received. Fairness related comments were provided to the Contracting Authority and appropriate action was taken.

On April 23, 2013, we reviewed with the Contracting Authority the financial evaluation process followed and the results of the financial evaluation. No fairness deficiencies were identified.

During the period May 13, 2013 to June 28, 2013, we reviewed plans for the Proof of Proposal (POP) testing of the top ranked responsive bidder to be conducted by CBSA in accordance with the RFP, observed the PoP test set-up and process, reviewed status reports prepared by the PoP testing team, and the final results achieved. Fairness related comments were provided to the Contracting Authority and appropriate action was taken.

6. Reference Documents

The following documents are referenced by number in the attached report. Unless otherwise indicated, these documents are available through the Traveller Kiosk and Iris Recognition Technology project office.

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 (RFP)	Published on MERX on January 21, 2013
2	Amendment 1 to RFP	Published on MERX on January 30, 2013
3	Amendment 2 to RFP	Published on MERX on February 5, 2013
4	Amendment 3 to RFP	Published on MERX on February 6, 2013

Addendum to the Final Report
October 31, 2013

Addendum to Fairness Monitor Final Report, Request for Proposal 2 (RFP 2), dated July 12, 2013 for the Trusted Traveller Kiosk and Iris Recognition Technology Project

This Addendum to the Fairness Monitor Final Report covers the period following the conclusion of the evaluation phase and includes the notification and debriefings provided to the bidders.

A contract was awarded to the successful bidder on August 8, 2013 and, on the same date, we reviewed letters to each unsuccessful bidder in draft and final form advising each that its proposal had been found non-responsive and the reasons why. On September 13, 2013 and September 24, 2013 we reviewed a presentation deck proposed for a verbal debriefing of the one bidder that had requested a verbal debriefing. On September 25, 2013, we monitored the debriefing by teleconference. The other unsuccessful bidder did not request a verbal debriefing. No fairness deficiencies were identified.

Fairness Monitor Attestation of Assurance

It is our professional opinion that that the post evaluation activities including the written and verbal debriefings for the Traveller Kiosk and Iris Recognition Technology Procurement Project 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.

___________________
Bruce Maynard P. Eng.
FM Specialist