Stained Glass Window Preservation (Centre Block) Project

Fairness Monitor final report

October 17, 2013

Submitted to: Director General, Operational Integrity Sector, Departmental Oversight Branch

Submitted by: Samson & Associates

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Table of Contents

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) to observe the competitive selection process for construction services for the Stained Glass Window Preservation (Centre Block) Project, issued by Public Works and Government Services Canada (PWGSC) as a result of solicitation # EP748-133080/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 Invitation to Tender (ITT) stage of the project and continuing through to 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. Stained Glass Window Preservation (Centre Block) Project

The invitation to tender was issued by Public Works and Government Services Canada (PWGSC) in order to obtain construction services for the Stained Glass Window Preservation (Centre Block) Project.

The construction services are for the removal, conservation and replacement of 3 of 12 stained glass windows located in the House of Commons Chamber, in the Centre Block, at Parliament Hill. The work includes the fabrication and installation of facsimile window panels; the repair of the exterior glazing protecting all of the stained glass windows, and the repair of the masonry jambs and tracery for the removed windows. The site work is to be completed by August 2014. The temporary glass will be laminated glass with printed image interlayer in tempered glass that simulates the stained glass section being replaced.

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for construction services for the Stained Glass Window Preservation (Centre Block) Project commencing with the Invitation to Tender and continuing through to the consensus evaluation phase.

It is our professional opinion that the competitive selection process for construction services for the Stained Glass Window Preservation (Centre Block) Project we observed, was carried out in a fair, open and transparent manner.

___________________
Pierre Samson, M.Sc., FCPA-Auditor, FCGA
President, Samson & Associates

___________________
Mathieu Farley, CPA-Auditor, CA, CIA, CISA
FM Team Leader

___________________
Claude Rivard, CPA, CA
FM Specialist

4. Methodology

Samson & Associates was engaged as a Fairness Monitor (FM) to observe the competitive selection process for construction services for the Stained Glass Window Preservation (Centre Block) Project, 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. ITT, ITT Amendments, Site Visit and the selection of the winning bidder), identifying fairness-related matters to the contracting and technical authorities, and ensuring that responses and actions were reasonable and appropriate.

4.1 FM Activities and Observations: Invitation to Tender

The Invitation to Tender for the construction services for the Stained Glass Window Preservation (Centre Block) Project was posted on buyandsell.gc.ca on August 19, 2013 and closed September 12, 2013.

No industry questions were submitted and one amendment was published August 29, 2013.

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 ITT 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 Invitation to Tender Phase: It is the opinion of the Fairness Monitor that the Invitation to Tender for construction services for the Stained Glass Window Preservation (Centre Block) Project 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 September 30, 2013. The evaluation of the technical bid began September 30, 2013. Three technical evaluators, attended the consensus meeting, as well as the contracting authority (PWGSC), and the FM. The evaluation was completed October 3, 2013.

No fairness issues were identified.

Observation: Evaluator tools and instructions were complete, respected the terms of the ITT, 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 ITT. The evaluation was performed as described by the ITT 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 Invitation to Tender for construction services for the Stained Glass Window Preservation (Centre Block) Project 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 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.

# Document Distribution Date
1 ITT published buyandsell.gc.ca August 19, 2013
2 Amendment No. 01 buyandsell.gc.ca August 29, 2013

Addendum to the Final Report
November 6th, 2013

Addendum to Fairness Monitor Final Report dated October 17, 2013 on the competitive selection process for construction services for the Stained Glass Window Preservation (Centre Block) 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 three bids submitted in response to the ITT. The successful bidder was advised of contract award on October 18, 2013.

Debriefings were held with three bidders, including the successful proponent. The FM Specialist attended all debriefings as did the Contracting Authority and the Technical Authority.

FM Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for construction services for the Stained Glass Window Preservation (Centre Block) Project commencing with the Invitation to Tender, continuing through the Contract Award and Debriefing Phase.

It is our professional opinion that the process for procuring the services of an engineering firm we observed, was carried out in a fair, open, and transparent manner. It is our professional opinion that the competitive selection process for construction services for the Stained Glass Window Preservation (Centre Block) Project we observed, was carried out in a fair, open and transparent manner.

___________________
Pierre Samson, M.Sc., FCPA-Auditor, FCGA
President, Samson & Associates

___________________
Mathieu Farley, CPA-Auditor, CA, CIA, CISA
FM Team Leader

___________________
Claude Rivard, CPA, CA
FM Specialist