Procurement process for 3D terrain modelling and land surveying services for the project "New Bridge for the St. Lawrence" Request for Proposal

Table of Contents

1. Introduction
2. Project Reqirements
3. Attestation of Assurance
4. Methodology
5. Fairness Monitor Activities and Observations
   1. 5.1 RFP Development and Issuance
   2. 5.2 RFP Close
   3. 5.3 Evaluator Training
   4. 5.4 Mandatory Review
   5. 5.5 Technical Evaluation
   6. 5.6 Evaluated Price and Bidder Selection
   7. 5.7 Communications and Debriefing
6. Reference Documents

1. Introduction

PPI Consulting Limited was engaged as a Fairness Monitor (FM) to observe the 3D terrain modelling and land surveying services for the project "New Bridge for the St. Lawrence" procurement process issued by Public Works and Government Services Canada (PWGSC). PPI Consulting Limited was engaged in July 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 in accordance with our mandate. We hereby submit this Fairness Monitor final report, covering the activities and associated observations.

This report includes our attestation of assurance, a summary of the scope and objectives of our mandate, the methodologies applied and relevant observations associated with the monitored activities.

2. Project Requirements

Our fairness monitoring services and mandate involved the monitoring of the fairness, openness and transparency of the 3D terrain modelling and land surveying services for the project "New bridge for the St. Lawrence" procurement process to be located in Montréal (Québec).

The procurement was for 3D terrain modelling and land surveying services detailed in the Request for Proposal (RFP) document.

The Request for Proposal (RFP) involved a two envelope approach with mandatory requirements and a minimum technical evaluation threshold (envelope one) as pre-requisite to the financial evaluation (envelope two).

3. Attestation of Assurance

The Fairness Monitor hereby provides the following unqualified assurance statement concerning the 3D terrain modelling and land surveying services for the project "New Bridge for the St. Lawrence" procurement process.

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

4. Methodology

In accordance with the terms of our engagement, PPI Consulting Limited familiarized ourselves with the relevant documents, observed the procurement process for the 3D terrain modelling and land surveying services for the project "New Bridge for the St. Lawrence" to attest to the fairness, openness and transparency; and identified any associated matters to the contracting authority.

5. Fairness Monitor Activities and Observations

5.1 RFP Development and Issuance

PPI was contracted to begin our Fairness Monitor activities commencing with the development of the RFP. A review of the draft(s) and final RFP documentation inclusive of the review of the price proposal form was conducted. The RFP was issued on Buy and Sell on July 12, 2013 with final closing date on August 2, 2013 at 2:00pm Eastern Daylight Time (EDT).

A total of eleven (11) questions were received; responses to the questions were posted on Buy and Sell. There was only one (1) amendment issued and it was reviewed by the Fairness Monitor.

Observation: In reviewing the draft RFP documentation, fairness considerations were identified by the Fairness Monitor and were addressed prior to the issuance of the RFP.

5.2 RFP Close

The RFP bid responses were received in accordance with the RFP instructions. The Fairness Monitor was not present at time of bid close to observe receipt of bids.

Observation: All submissions received met the deadline in accordance with the RFP.

5.3 Evaluator Training

The two (2) responsive proposals were provided to the three evaluation team members following the distribution and review of evaluation guidelines which included evaluator responsibilities, code of conduct, security and confidentiality protocols, and evaluation methodology. All those participating in the evaluation process also signed confidentiality and conflict of interest statements.

Observations: The Fairness Monitor obtained confirmation of no conflict of interest.

5.4 Mandatory Review

The mandatory review was undertaken by PWGSC. The two (2) proposals received were deemed to be responsive.

Observation: The Fairness Monitor did not observe the mandatory compliance review session. The compliance review was executed in accordance with the RFP.

5.5 Technical Evaluation

The RFP required a minimum technical evaluation threshold to be deemed a responsive bid and proceed to the financial evaluation. Both proposal submissions received and evaluated achieved the minimum threshold and were thus deemed responsive.

Observation: The Fairness Monitor was present and monitored the technical evaluation process, which was undertaken in a consistent fashion and by consensus of all evaluation team members.

5.6 Evaluated Price and Bidder Selection

In accordance with the RFP, a price rating was determined, based on the lowest price; and a Total Score consisting of the Technical Rating and Price Rating was calculated. The bidder with the highest Total Score was recommended for contract award.

PWGSC Contracting Authority performed due diligence and verification of the pricing details and form submitted by the bidders. An evaluation summary sheet was prepared by PWGSC Contracting Authority and reviewed by the Fairness Monitor.

Observations: The selection of the successful bidder was undertaken in accordance with the provisions and methodology outlined in the RFP.

5.7 Communications and Debriefing

This section will be completed as an Addendum to this report.

6. Reference Documents

The following documents are referenced in this report. Unless otherwise indicated, they 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	Document date/number
1	Request for Proposal	Issued on July 12th, 2013
2	Amendment #1 to RFP	Issued on July 29th, 2013
3	Technical and Financial Evaluation	August 2013

Addendum to the Final Report
February 3, 2014

Addendum to Fairness Monitor Final Report dated February 3, 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 3D terrain modelling and land surveying services for the project "New Bridge for the St. Lawrence".

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 September 5, 2013. Pursuant to a request from one of the bidders, additional details were provided in writing in November 2013.

It is our professional opinion that the procurement process for the 3D terrain modelling and land surveying services for the project "New Bridge for the St. Lawrence" we observed was carried out in a fair, open and transparent manner.