Long Term Vision Plan – Real Property Project Management Support Services Contract (LTVP – RPPMSSC)

Table of Contents

1. Introduction
2. Project Requirement
3. Attestation of Assurance
4. Methodology
   1. 4.1 FM Activities and Observations: RFP Phase
   2. 4.2 FM Activities and Observations: Evaluation Phase of RFP
5. Reference Documents

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) to observe the competitive acquisition process for the Long Term Vision Plan – Real Property Project Management Support Services Contract (LTVP – RPPMSSC), issued by Public Works and Government Services Canada (PWGSC) as solicitation #EP463-141617, on June 11, 2014. Samson & Associates is an independent third party with respect to this activity.

We reviewed all of the information provided, observed all relevant activities and had full access to all aspects of the procurement process.

We hereby submit the Final Report, covering the activities observed by the FM commencing with the Request for Proposal (RFP) phase of the procurement process and continuing through the evaluation phase.

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

The Parliamentary Precinct Branch (PPB) of PWGSC requires Real Property Project Management Support Services for the Senate Real Property Planning Directorate (Senate RPPD) in order to assist them in the definition and ongoing management of their needs to advance the LTVP program and its related projects, through all phases of development and delivery. The Senate RPPD is the administrative sector responsible for leading, managing and implementing LTVP projects on behalf of the Senate of Canada.

The principle objective is to ensure that the Senate's functional, operational, technical and symbolic requirements are clearly articulated to PPB. Projects must be planned, coordinated and implemented in accordance with the Senate's strategic objectives.

The objectives of the Senate with respect to the LTVP are two-fold: to provide program and project information on Senate requirements to PPB and to undertake internal project planning and delivery to ensure that requirements of the Senate are properly documented, understood and implemented in coordination with PPB. This dual role involves conducting a broad range of activities throughout each stage of the project lifecycle.

3. Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive acquisition process for the LTVP – RPPMSSC commencing with the RFP documents and continuing through the conclusion of the evaluation phase.

It is our professional opinion that the competitive acquisition process for the LTVP - RPPMSSC that 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 LTVP - RPPMSSC, 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 related evaluation phase), 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: RFP Phase

The RFP for the LTVP - RPPMSSC was posted on the government electronic tenders service, https://buyandsell.gc.ca, on June 11, 2014. Proponents were requested to submit questions up to five (5) calendar days before bid closing. There were eight (8) amendments, the last one published on July 18, 2014. There were 16 questions submitted.

The RFP closed on July 21, 2014.

Observation: The RFP document was written in a clear and understandable manner. All questions submitted were responded to in a clear and understandable fashion and responses were provided to all proponents through the amendments issued. 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 Phase of the contracting process 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 of RFP

The FM has reviewed the evaluation plan and framework, scorecards and summary consensus of the evaluators. The evaluation of the 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 and the FM (teleconference) was held on July 24, 2014. The evaluation of the technical bids began on July 24, 2014. The four technical evaluators attended the consensus meeting and so did the contracting authority and FM on July 28, 2014.

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.

FM Summary of findings on the Evaluation Phase of the RFP: It is the opinion of the FM that the evaluation phase of the RFP was conducted in a fair 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

#	Document	Document/date/number
1	Request for Proposal	Published on buyandsell.gc.ca on June 11, 2014
2	Amendment #1	Published on buyandsell.gc.ca on June 16, 2014
3	Amendment #2	Published on buyandsell.gc.ca on June 17, 2014
4	Amendment #3	Published on buyandsell.gc.ca on June 26, 2014
5	Amendment #4	Published on buyandsell.gc.ca on July 3, 2014
6	Amendment #5	Published on buyandsell.gc.ca on July 3, 2014
7	Amendment #6	Published on buyandsell.gc.ca on July 10, 2014
8	Amendment #7	Published on buyandsell.gc.ca on July 11, 2014
9	Amendment #8	Published on buyandsell.gc.ca on July 18, 2014
10	RFP Bid Evaluation Plan and Technical Evaluation Worksheet	Internally distributed on July 24, 2014

Addendum to the Final Report
October 2, 2014

Addendum to Fairness Monitor (FM) Final Report dated August 13, 2014 on the competitive selection process for the Long Term Vision Plan – Real Property Project Management Support Services Contract.

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 five bids submitted in response to the Request for Proposal (RFP). The successful bidder was advised of contract award on August 6, 2014.

A debriefing meeting was requested by a non-successful bidder. The meeting, attended by the contracting authority, the technical authority, and the FM was held on August 27, 2014 in Gatineau, Quebec.

FM Attestation of Assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive process for the Long Term Vision Plan – Real Property Project Management Support Services Contract 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.