T56 Propulsion Interim System Support Procurement

Table of Contents

1. Introduction
2. T56 Propulsion Interim System Support Requirement
3. Fairness Monitor Attestation of Assurance
4. Methodologies, Activities and Specific Findings
   1. 4.1 FM Activities and Observations: Request for Proposals
   2. 4.2 FM Activities and Observations: Evaluation Phase
5. Reference Documents

1. Introduction

Hallux Consulting Inc. (hereafter referred to as the Fairness Monitor) hereby submits its Fairness Monitor Contractor's Final Report (FM Final Report), pertaining to the competitive procurement process for the T56 PROPULSION INTERIM SYSTEM SUPPORT procurement undertaken by Public Works and Government Services Canada (PWGSC) through Solicitation Number W8485-142238.

Hallux Consulting Inc. is an independent third party with respect to this activity. We reviewed all of the information provided, attended proposal evaluation team meetings and observed all relevant activities as described below and in accordance with our mandate. We had full access to all aspects of the procurement process and co-operation from all stakeholders at PWGSC.

We hereby submit the Final Report, covering the activities of the Fairness Monitor, commencing with a review of the request for proposals on February 19, 2014 that had been posted, with the Notice of Proposed Procurement (NPP) on buyandsell.gc.ca and continuing through the evaluation of the proposal received and the issuing of a letter to the successful bidder on March 12, 2014. It should be noted that the Fairness Monitor also attended a one-on-one session on February 20, 2014, that was offered to all potential bidders, but was only attended by one interested party.

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

2. T56 Propulsion Interim System Support Requirement

The Notice of Proposed Procurement (NPP) - T56 Propulsion Interim System Support was issued for the provision of Goods and Services Support for the Propulsion Systems used on the CC130 H model Hercules and CP 140 Aurora aircraft fleets on behalf of the Department of National Defence (DND). Under this proposal the Contractor would be responsible for  Program, Maintenance, Engineering, Logistics, and, Publications Support for the T56 Propulsion Group which includes the Reduction Gear Box, Torque assembly, Engine, Propeller, and ancillary components. The contract scope would also include the CC130 Auxiliary Power Units (APU) and Quick Engine Change Units (QECU).

3. Fairness Monitor Attestation of Assurance

The Fairness Monitor hereby provides the following unqualified assurance statement concerning the competitive procurement process for T56 Propulsion Interim System Support commencing with the request for proposals and continuing through to the issuing of a letter to the successful bidder on March 12, 2014.

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

Date: March 15, 2014

4. Methodologies, Activities and Specific Findings

Hallux Consulting Inc. was engaged as the Fairness Monitor (FM) to observe the competitive procurement process for T56 Propulsion Interim System Support, undertaken by Public Works and Government Services Canada (PWGSC), and to attest to the fairness, openness and transparency of this monitored activity.

In accordance with the terms of this engagement, we familiarized ourselves with the relevant documents - reviewing the RFP posted on buyandsell.gc.ca on January 28, 2014 and initial questions and answers that were posted on buyandsell.gc.ca on February 20, 2014; we attended a one-on-one session with a potential bidder; we reviewed Supplier Questions and Answers arising from the one-on-one session that were provided by the Crown; we reviewed communications between the Contracting Authority and prospective bidders; we observed the technical evaluation of the one bid received; we reviewed the financial evaluation of the bid; we provided fairness related comments to the Contracting Authority and we ensured that responses and actions were reasonable and appropriate.

4.1 FM Activities and Observations: Request for Proposals

On February 19, 2014, the Fairness Monitor (FM) reviewed the RFP that had been posted, with the Notice of Proposed Procurement (NPP), on buyandsell.gc.ca on January 28, 2014. The Contracting Authority informed the FM that he had been contacted directly by a number of firms that had downloaded the RFP from buyandsell.gc.ca, expressing some degree of interest in the opportunity.

The FM attended a one-on-one session with a potential bidder on February 20, 2014. The FM reviewed and expressed an opinion on the questions posed by the potential bidder during the one-on-one session and the draft responses. The responses to the questions were sent by email to all firms that had downloaded the RFP from the buyandsell.gc.ca website, on February 22, 24 and 25, 2014. In addition, the FM reviewed written communication between the contracting authority and the T56 Technical Authority.

At the close of the RFP, one proposal had been received.

Observation: Although problems were encountered by the Contracting Authority in having buyandsell.gc.ca "pick-up" the questions and answers (Q&As) and posting them on the website, the Contracting Authority confirmed that he had sent the Q&As directly to all potential bidders who had downloaded the RFP from buyandsell.gc.ca. Copies of the emails to potential bidders were provided to the FM.

No fairness issues resulted from the above observation.

4.2 FM Activities and Observations: Evaluation Phase

The FM attended the briefing session of the technical evaluation team, on March 4, 2014, led by the contracting authority. The technical evaluation team members were given specific, detailed instructions by the technical authority and the contracting authority on how to proceed with the technical evaluation of the bid received. The three members of the technical evaluation team proceeded to independently evaluate the bids in accordance with the mandatory evaluation criteria described in the RFP. The FM reviewed the written consensus of the Technical evaluation that was documented and signed on March, 5, 2014.

The FM observed the Contracting Authority, conducting the financial bid evaluation independently from the technical evaluation team. The FM met with the CA, the technical evaluation team to discuss how the evaluation process and the timing for the completion of the contract documentation. The FM also reviewed the PWGSC Notification letter, received from Industry Canada advising the Contract Authority of the positive results of the Industrial and Regional Benefit evaluation for the T56-I project that took place on March 11, 2014.

No fairness issues were identified.

The FM and the bidder were advised by the contracting authority on March 12, 2014, that the bidder's proposal that had been submitted on February 28, 2014 had been successful for this solicitation effective April 1, 2014. The Contract Authority advised the successful bidder that contractual documentation would follow.

5. Reference Documents

The documents in the table below were reviewed by the FM.

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	Additional information
1	Notice of Proposed Procurement Solicitation Number: W8485-142238/A	Posted to buyandsell.gc.ca on January 28, 2014
2	Questions and Answers re. Questions received from industry prior to the one-on-one session. Solicitation Number: W8485-142238/B Amendment 1	Posted on buyandsell.gc.ca on February 20, 2014.
3	Amended RFP Solicitation Number: W8485-142238/B Amendment 1	Posted on buyandsell.gc.ca on February 20, 2014.
4	Questions and Answers	Sent by e-mail directly to potential bidders on February 22, 24 and 25, 2014.
5	Technical Consensus Report	Dated March 5, 2014
6	PWGSC Notification Letter	Industry Canada advised the CA of the results of the Industrial and Regional Benefit evaluation for the T56-I project that took place on March 11, 2014.
7	Letter to Successful Bidder	Sent on March 12, 2014.

Addendum to the Final Report
March 18, 2014

Addendum to Fairness Monitor Final Report dated March 15, 2014 pertaining to the competitive procurement process for the T56 Propulsion Interim System Support undertaken by Public Works and Government Services Canada (PWGSC) through Solicitation Number W8485-142238.

This Addendum to the Fairness Monitor Final Report covers the period following the conclusion of the evaluation phase and includes contract award and debriefings.

The FM and the bidder were advised by the contracting authority on March 12, 2014, that the proposal received from the one bidder had been evaluated as satisfying all of the mandatory requirements set out in the Request for Proposals and that formal contractual documentation would follow. On March 17, 2014, the contracting authority advised the FM that there would be no requirement for debriefings as only one bid had been received.

Fairness Monitor Attestation of Assurance

It is our professional opinion that the procurement process we observed for the T56 Propulsion Interim System Support, was carried out in a fair, open and transparent manner.

Date: March 18, 2014