Centre Block Ventilation Towers Rehabilitation Project

Table of Contents

1. Introduction
2. Project Requirement
3. Attestation of Assurance
4. Methodology
5. FM Activities and Observations
   1. 5.1 Invitation to Tender Development and Issuance
   2. 5.2 Site Visit
   3. 5.3 Invitation to Tender Close
   4. 5.4 Mandatory Review
   5. 5.5 Evaluated Price and Bidder Selection
6. Reference Documents

1. Introduction

PPI Consulting Limited was engaged as a Fairness Monitor (FM) to observe the Centre Block Ventilation Towers Rehabilitation Project procurement process. The procurement process began with an Invitation to Tender EP748-141813/A issued by Public Works and Government Services Canada (PWGSC) on February 21, 2014 and posted on the Government of Canada buyandsell.gc.ca site February 24, 2014. PPI Consulting Limited was engaged on May 1, 2013.

PPI Consulting Limited is an independent third party with respect to this activity. We reviewed all of the information provided and observed all relevant activities as described below and in accordance with our mandate.

We hereby submit this Fairness Monitor Final Report, covering the activities of the Fairness Monitor for the Centre Block Ventilation Towers Rehabilitation Project Invitation to Tender process.

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. Project Requirement

Our fairness monitoring services and mandate involved the monitoring of the fairness, openness and transparency of the Invitation to Tender process related to the Centre Block Ventilation Towers Rehabilitation Project, which is a large scale construction program at the Parliamentary Precinct in Ottawa, Ontario.

The primary objective of the Invitation to Tender was to select a successful bidder to provide masonry replacement and repointing of the exterior stone and interior brick of the two ventilation towers for the Centre Block of Parliament Hill. Other elements of the work included structural and seismic reinforcement, conservation and restoration of the windows and louvers, and roof replacement.

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the Centre Block Ventilation Towers Rehabilitation Project Invitation to Tender process.

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

4. Methodology

PPI Consulting Limited was engaged as the Fairness Monitor to observe the Invitation to Tender process related to the Centre Block Ventilation Towers Rehabilitation 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 documentation, attended the optional site visit, reviewed questions and responses and amendments, and identified any potential fairness-related matters to the contracting authority for resolution, and ensuring that responses and actions were reasonable and appropriate.

5. FM Activities and Observations

5.1 Invitation to Tender Development and Issuance

PPI reviewed the draft and final Invitation to Tender documentation. PPI monitored the Invitation to Tender issuance phase.

The Invitation to Tender was posted on buyandsell.gc.ca on February 24, 2014 and was scheduled to close initially on April 8, 2014. The closing date was extended to April 15, 2014 at 14:00 Eastern Standard Time.

A total of twenty (20) questions were received; responses were published in an amendment issued on buyandsell.gc.ca. A total of thirteen (13) amendments were posted on buyandsell.gc.ca during the Invitation to Tender process which included responses to inquiries, changes to drawing details and specifications.

Any fairness considerations identified and discussed with the Contracting Authority were addressed satisfactorily during the Invitation to Tender process.

Observation: Throughout the Invitation to Tender process open period, any fairness considerations identified and discussed with the Contracting Authority were addressed satisfactorily. Bidder questions were well documented and made publically available throughout the entire Invitation to Tender process open period. PWGSC provided responses in a succinct, clear and timely manner.

5.2 Site Visit

A site visit was conducted in accordance with the provision of the tender. Due to the number of bidder participants, security logistics and physical constraints during the site visit, bidder participants were divided into smaller groups. The Fairness Monitor could not be present with all groups, however, rotated among the groups. A protocol for the site visit was established and communicated to the participating bidders at the site visit. Bidders were requested to submit questions in writing through the question and answer process only.

Observation: The site visit was conducted in accordance with the tender provisions and established protocol. There were no fairness concerns noted.

5.3 Invitation to Tender Close

The Invitation to Tender bid responses were received in accordance with the Invitation to Tender instructions. The Fairness Monitor was not present at time of bid close to observe receipt of bids. In total there were nine (9) bid responses received. Responses were received electronically and in hard copy.

Observation: All submissions received met the deadline in accordance with the Invitation to Tender.

5.4 Mandatory Review

The mandatory review was undertaken by PWGSC. Eight (8) of the submissions received were deemed to be compliant. One (1) submission was deemed non-compliant with the mandatory bid bond provision.

Observation: The Fairness Monitor did not observe, however, was provided and reviewed the results of the mandatory compliance review session.

5.5 Evaluated Price and Bidder Selection

In accordance with the Invitation to Tender, the compliant bidder with the lowest price was recommended for contract award. The Fairness Monitor was provided and reviewed the pricing bid forms for all bidders.

The Fairness Monitor reviewed the notification correspondence to the bidders.

Observations: The selection of the successful bidder was undertaken in accordance with the provisions outlined in the Invitation to Tender.

6. Reference Documents

The following documents are referenced in this report. Unless otherwise indicated, they are available through buyandsell.gc.ca.

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

#	Document	Document date/number
1	Invitation To Tender	Posted on buyandsell.gc.ca on 2014-02-24
2	Amendment #1	Posted on buyandsell.gc.ca on 2014-03-05
3	Amendment #2	Posted on buyandsell.gc.ca on 2014-03-25
4	Amendment #3	Posted on buyandsell.gc.ca on 2014-03-25
5	Amendment #4	Posted on buyandsell.gc.ca on 2014-03-27
6	Amendment #5	Posted on buyandsell.gc.ca on 2014-03-27
7	Amendment #6	Posted on buyandsell.gc.ca on 2014-04-02
8	Amendment #7	Posted on buyandsell.gc.ca on 2014-04-02
9	Amendment #8	Posted on buyandsell.gc.ca on 2014-04-02
10	Amendment #9	Posted on buyandsell.gc.ca on 2014-04-03
11	Amendment #10	Posted on buyandsell.gc.ca on 2014-04-03
12	Amendment #11	Posted on buyandsell.gc.ca on 2014-04-04
13	Amendment #12	Posted on buyandsell.gc.ca on 2014-04-07
14	Amendment #13	Posted on buyandsell.gc.ca on 2014-04-10

Addendum to the Final Report
June 5, 2014

Addendum to Fairness Monitor Final Report dated June 5, 2014

This Addendum to the Fairness Monitor Final Report covers the period following the conclusion of the evaluation phase of the procurement process for the Centre Block Ventilation Towers Rehabilitation Project.

Contract Award, Communications and Debriefing

The successful bidder was selected and the contract awarded. The debriefing letters were prepared and issued to the bidders the week of April 17, 2014.

Fairness Monitor Attestation of Assurance

It is our professional opinion that the post-evaluation process including debriefing process for the Centre Block Ventilation Towers Rehabilitation Project we observed was carried out in a fair, open and transparent manner.