Consultant services to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge

Table of Contents

1. Introduction
2. Construction Monitoring Requirements
3. Attestation of Assursnce
4. Methodology
   1. 4.1 FM Activities and Observations: Request for Proposal Phase
   2. 4.2 FM Activities and Observations: Evaluation Phase
5. Reference Documents

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) to observe the procurement process for consultant services to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge, issued by Public Works and Government Services Canada (PWGSC) as a result of solicitation # 53000-130003/B. Samson & Associates 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 with the Request for Proposal Phase of the project continuing through the conclusion of the selection of the successful bidder.

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. Construction Monitoring Requirements

The Request for Proposal (RFP) was issued by PWGSC to retain consulting services to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge.

In the context of the monitoring services to be undertaken on the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge, the Consultant will provide to PWGSC monitoring services of the Construction Work consisting of the fit-up of a temporary roadway including traffic lanes, a lane reserved for public transit and a multi-use lane. The fit-up of the temporary roadway also involves building a temporary viaduct, changes to an existing viaduct and the building of a multi-use lane. The Champlain Bridge Corridor, which includes the Champlain Bridge, Highway 15 and the Nuns' Island Bridge, is managed by the Jacques Cartier and Champlain Bridges Inc. (JCCBI).

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for services of a consulting firm to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge, commencing with the Request for Proposal Phase continuing through the selection of the successful bidder.

It is our professional opinion that the procurement process for the consulting services to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge we observed, was carried out in a fair, open and transparent manner.

4. Methodology

Samson & Associates was engaged as a Fairness Monitor (FM) to observe the competitive acquisition process for services of a consulting firm to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge 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. the RFP, Questions and Answers, and Amendments, and the selection of the winning bidder), identifying fairness-related matters to the contracting and technical authorities and ensured that responses and actions were reasonable and appropriate.

4.1 FM Activities and Observations: Request for Proposal Phase

A Request for Proposal for the monitoring services was posted on buyandsell.gc.ca on June 3, 2013 and closed on June 27, 2013.

Questions from potential bidders were accepted up to five days before the close of the RFP. One industry question was submitted and three amendments were distributed, the last one being published on June 13, 2013.

The FM examined all the questions and answers provided during the bidding period to ensure that fairness issues had been adequately addressed.

Three companies submitted proposals.

Observation #1: The request for proposal was written in a clear and understandable manner. Questions arising during the bidding period were handled in accordance with the terms of the RFP and the responses were clear, understandable and communicated to all proponents in a timely fashion. All fairness considerations were satisfactorily addressed.

No fairness issues resulted from any of the noted observations.

Fairness Monitor Summary of Findings on the Request for Proposal Phase: It is the opinion of the Fairness Monitor that the Request for Proposal for consulting services to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge was conducted in a fair, open and transparent manner. In this context fairness is understood to encompass the elements of openness, competitiveness, transparency and compliance.

4.2 FM Activities and Observations: Evaluation Phase

The FM has reviewed the evaluation plan and framework, scorecards and summary consensus of the evaluators. The evaluation of bids in this phase consisted of a review of the documentation submitted by the bidders.

An information session for the technical evaluation team attended by the contracting authority took place June 28, 2013. The evaluation of the technical bid began June 28, 2013. Three technical evaluators, employees of Jacques Cartier and Champlain Bridges Incorporated, attended the consensus meeting, as well as the contracting authority (PWGSC), and the FM. The evaluation was completed July 8, 2013.

No fairness issues were identified.

Observation: Evaluator tools and instructions were complete, respected the terms of the RFP, were consistent with fairness principles and practices, and were executed fairly. Evaluation criteria, weightings, scores and pass marks fully respected what was established in the RFP. The evaluation was performed as described by the RFP without deviation and bid scoring was done in strict adherence to the stated criteria. Consensus discussions were open and all evaluators were present, and a consensus was achieved on all criteria.

Fairness Monitor Summary of Findings on the Request for Proposal Phase: It is the opinion of the Fairness Monitor that the Request for Proposal for consulting services to monitor construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge was conducted in a fair, open and transparent manner. In this context fairness is understood to encompass the elements of openness, competitiveness, transparency and compliance.

5. Reference Documents

The following documents are referenced by number in this report and unless otherwise indicated, are available through PWGSC.

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	Date
1	Request for Proposal	June 3, 2013
2	Amendment 1 to RFP	June 12, 2013
3	Amendment 2 to RFP	June 12, 2013
4	Amendment 3 to RFP	June 13, 2013
4	Bid Evaluation Plan	June 28, 2013
5	Technical Evaluation Worksheet	June 28, 2013
6	Technical and Financial Evaluation Report	July 15, 2013

Addendum to the Final Report
October 25, 2013

Addendum to Fairness Monitor Final Report dated July 26, 2013 on the competitive process of awarding a contract for the services of a consulting firm to monitor the construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge.

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 three bids submitted in response to the RFP. The successful bidder was advised of contract award on August 20, 2013.

Debriefing information was not requested by the bidders.

FM Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive process of awarding a contract for the services of a consulting firm to monitor the construction work of the new, temporary causeway-bridge for the replacement of the Nuns' Island Bridge, commencing with the Request for Proposal, continuing through the selection of the contractor.

It is our professional opinion that the process for procuring monitoring services undertaken by a consulting firm we observed, was carried out in a fair, open and transparent manner.