Operation and maintenance of the Canadian Meteorological Centre's (CMC) mechanical and electrical systems

Table of Contents

1. Introduction
2. Operation and maintenance of the CMC's mechanical and electrical systems
3. Attestation of Assurance
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 competitive selection process implemented by Environment Canada (EC) regarding the award of a contract for the operation and maintenance of the Canadian Meteorological Centre's (CMC) mechanical and electrical systems, issued by Public Works and Government Services Canada as a result of the Request for Proposal (RFP) number K4C20-139051/A. 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 had access to all aspects of the procurement process, and had the full cooperation of all stakeholders.

We hereby submit the Final Report covering the activities of the Fairness Monitor commencing with the publication of the RFP, continuing through the evaluation phase of the procurement process.

This report includes our attestation of assurance, a summary of the scope and objectives of our assignment, the methodology applied and relevant observations from the activities undertaken.

2. Operation and maintenance of the CMC's mechanical and electrical systems

The current contract for the operation and maintenance of CMC's mechanical and electrical systems ends May 31, 2014. EC is looking for a contractor that can offer the services of a team for the operation, maintenance and minor repairs to the building while maintaining full operation of operational, computer, development, research and administrative activities of the CMC located at 2121 North Service Road, Trans-Canada Highway, Dorval, Quebec.

The responsibilities of the Contractor with respect to this service relate to the continual supply of skilled work to operate, maintain, modify and repair (minor repairs arising from preventive maintenance) mechanical, electrical and architectural systems of the building. Maintenance work is predetermined by an automated preventive maintenance system. Work instructions come from Environment Canada.

For these services, the contractor has an obligation of result on the quality of the workforce and the quality of the work and functioning of the equipment.

The RFP and evaluation criteria have been developed under a competitive procurement strategy, to award the contract on the basis of the best overall proposal. Bids have been evaluated based on the criteria in the RFP and a financial assessment.

For a bid to be considered responsive bidders or their representatives were obliged to attend a tour of CMC; this visit took place April 3, 2014 in Dorval.

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the award of a contract for the operation and maintenance of CMC's mechanical and electrical systems, commencing with the publication of the RFP, continuing through the evaluation phase of the procurement process:

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

4. Methodology

Samson & Associates was engaged as a FM to observe the award of a contract for the operation and maintenance of CMC's mechanical and electrical systems, 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 and observed industry engagement activities (e.g. RFP, evaluation criteria, site visit, questions and answers, amendments issued and proposal evaluation), identifying fairness-related matters to the contracting and technical authorities, and ensuring that responses and actions were appropriate.

4.1 FM Activities and Observations: Request for Proposal Phase

The RFP was posted on buyandsell.gc.ca on March 21, 2014, under number K4C20-139051/A.

The FM observed activities linked to the procurement process from the kick-off meeting held in Montreal on March 6, 2014.

The FM was present at the mandatory site visit of the CMC in Dorval on April 3, 2014.

The FM reviewed the RFP documents and evaluation criteria, as well as communications relating to the questions received and responses issued by the Contracting Authority. Thirteen (13) questions were submitted by the industry and two (2) amendments were published.

Two companies submitted proposals.

Observation: The RFP was written in a clear and understandable manner. All fairness considerations have been adequately resolved. No fairness issues were identified.

FM Summary of Findings on the RFP Phase of the Process: It is the opinion of the FM that the RFP was conducted in a fair 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

There were two bids submitted in response to the RFP. The technical bids were first evaluated individually by the five members of the evaluation team, who then met on May 5 to collectively determine if bidders had responded to the mandatory requirements and to give scores to the rated requirements. Thereafter, the financial proposals were evaluated and the final ranking of the bidders was determined.

The winning bidder was identified May 5, 2014. PWGSC plans to award a contract before May 31, 2014.

All technical evaluators were present at consensus meetings, as well as the FM.

Observation: The instructions and tools of the evaluators were complete, respected the terms of the RFP and were consistent with the principles and practices of fairness, and they were executed fairly. Evaluation criteria, weighting, points and passing notes complied fully with what had been established in the RFP. The evaluation was performed as described by the RFP and the scoring was performed in strict accordance with the criteria. Consensus discussions were open, all evaluators were present, and a consensus was reached for all the criteria.

FM Summary of Findings on the Evaluation Phase of the Process: It is the opinion of the FM that the Evaluation process to obtain the services for the operation and maintenance of CMC's mechanical and electrical systems was conducted in a fair, open and transparent manner. The FM observed the consensus meetings for the final evaluation and rating of the proposals. The evaluation was carried out 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	RFP #K4C20-139051/A	Published on buyandsell.gc.ca on March 21, 2014
2	Amendment 1 to the RFP	Published on buyandsell.gc.ca on April 10, 2014
3	Amendment 2 to the RFP	Published on buyandsell.gc.ca on April 14, 2014
4	Bid Evaluation Plan	Informal and agreed by evaluators & CA - No specific date per CA
5	Technical Evaluation Worksheet	Embedded in RFP
6	Technical and Financial Evaluation Report	Dated May 6, 2014

Addendum to the Final Report
June 18, 2014

Addendum to Fairness Monitor (FM) Final Report dated May 26, 2014 on the competitive selection process implemented by Environment Canada (EC) regarding the award of a contract for the operation and maintenance of the Canadian Meteorological Centre's (CMC) mechanical and electrical systems.

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 two bids submitted in response to the RFP. Both proposals met the minimum requirements and the successful bidder was advised of contract award on May 8, 2014.

No debriefing information or meetings were requested by the interested bidders.

FM Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the award of a contract for the operation and maintenance of CMC's mechanical and electrical systems, commencing with the publication of the RFP, continuing through the contract award.

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