Competitive Acquisition Process: Consulting services with regards to the operation and interoperability of electronic toll systems, intelligent transportation systems (ITS), electrical and lighting systems for the construction of the New Bridge for the St. Lawrence corridor

Table of Contents

1. Introduction
2. Requirements for Consulting Services
3. Attestation of Assurance
4. Methodology
   1. 4.1 FM Activities and Observations: Request for Proposal
   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 competitive acquisition process to retain consulting services with regards to the operation and interoperability of electronic toll systems, intelligent transportation systems (ITS), electrical and lighting systems for the construction of the New Bridge for the St. Lawrence corridor (NBSL), issued by Public Works and Government Services Canada (PWGSC) as a result of solicitation #T8010-130087/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 hereby submit the Final Report, covering the activities of the Fairness Monitor, commencing with the Request for Proposal Phase posted on the Electronic Tendering System (buyandsell.gc.ca) 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. Requirements for Consulting Services

The Request for Proposal (RFP) was issued by PWGSC to retain consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor in Montreal. The Consultant will provide PWGSC the following services:

• A preparatory study to establish potential options with regards to the operation and interoperability of electronic tolling systems and their administrative centres, and the development of the design criteria for such systems;
• A preparatory study to evaluate possibilities with regards to the operation and interoperability of ITS for the NBSL corridor, including traffic management, user information systems, security systems, monitoring systems for the transport of dangerous goods, etc.;
• A preparatory study for the elaboration of specific needs in terms of electrical systems and lighting (functional roadway lighting as well as architectural and landscaping lighting) for the NBSL corridor;
• The elaboration of preliminary drawings for the tolling systems, ITS, and electrical systems and lighting;
• Preliminary design output and drafting of technical specifications (i.e. design criteria) and performance objectives for the tolling systems, ITS, and electrical systems and lighting that will be implemented in the NBSL corridor;
• The development of Class B estimates (accuracy of ± 20%) for the installation, implementation, maintenance and long term operation of the tolling systems, ITS, electrical systems and lighting that will be implemented in the NBSL corridor; and
• Updates to the preparatory studies mentioned above as the project evolves and other components are developed.

In addition, other related consulting services like technical assistance for future phases of the project are included in the RFP.

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive acquisitions process to retain consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor, commencing with the RFP continuing through the selection of the contractor.

It is our professional opinion that the procurement process for the consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor we observed, was carried out in a fair, open and transparent manner.

4. Methodology

Samson & Associates was engaged as a FM to observe the competitive acquisition process for consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor 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, amendments issued, 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

A Request for Proposal, for the selection of the company that will provide consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor was posted on buyandsell.gc.ca on September 11, 2013 and closed on October 28, 2013.

Tenderers' questions had to be submitted five days prior to the bid closing date. Three questions were submitted by the industry and five amendments were published.

Two companies submitted proposals.

Observation #1: The RFP was written in a clear and understandable manner. Three questions were raised during the bidding period. All fairness considerations have been satisfactorily resolved. No fairness issues were identified.

Summary of Results of the Fairness Monitor on the RFP Process: According to the Fairness Monitor, the RFP for consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor was conducted in a fair manner. In this context, fairness includes openness, competitiveness, transparency and compliance elements.

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 the review of the documentation submitted by the bidders.

An information session for the technical evaluation team attended by the contracting authority was held on October 29, 2013. The evaluation of the technical bid began on November 6, 2013. The three technical evaluators, employees of PWGSC and Transport Canada attended the consensus meeting and so did the contracting authority and FM. The evaluation was completed November 14, 2013.

No contentious issues from a fairness point of view have been identified.

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 there was no difference. 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.

Summary of Results of the Fairness Monitor on the RFP Process: According to the Fairness Monitor, the RFP for consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor was conducted in a fair manner. In this context, fairness includes openness, competitiveness, transparency, and compliance elements.

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	Published on buyandsell.gc.ca on September 11, 2013
2	Amendment 1 to RFP	Published on buyandsell.gc.ca on September 16, 2013
3	Amendment 2 to RFP	Published on buyandsell.gc.ca on September 27, 2013
4	Amendment 3 to RFP	Published on buyandsell.gc.ca on October 9, 2013
5	Amendment 4 to RFP	Published on buyandsell.gc.ca on October 15, 2013
6	Amendment 5 to RFP	Published on buyandsell.gc.ca on October 21, 2013
7	Bid Evaluation Plan	Submitted to the evaluation team on October 29, 2013
8	Technical Evaluation Worksheet	Submitted to the evaluation team on October 29, 2013
9	Technical and Financial Evaluation Report	Dated November 14, 2013

Addendum to the Final Report
March 12, 2014

Addendum to Fairness Monitor Final Report dated March 12, 2014 on the competitive process of awarding a contract for the Consulting services with regards to the operation and interoperability of electronic toll systems, intelligent transportation systems (ITS), electrical and lighting systems for the construction of the New Bridge for the St-Lawrence (NBSL) corridor.

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 Request for Proposal (RFP). The successful bidder was advised of contract award on November 26, 2013. Debriefing information was not requested by any of the two bidders.

FM Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive acquisitions process to retain Consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor, commencing with the RFP continuing through the selection of the contractor. It is our professional opinion that the procurement process for the consulting services with regards to the operation and interoperability of electronic toll systems, ITS, electrical and lighting systems for the construction of the NBSL corridor we observed, was carried out in a fair, open and transparent manner.