Owner’s laboratory services for the new bridge for the St Lawrence corridor

Table of contents

• 1. Introduction
• 2. Owner’s laboratory services
• 3. Attestation of assurance
• 4. Methodology
  • 4.1 Fairness Monitor activities and observations related to the request for proposal phase
  • 4.2 Fairness Monitor activities and observations related to the request for proposal evaluation phase
• 5. Reference Documents

1. Introduction

Samson & Associates was engaged as a fairness monitor (FM) on June 8, 2015 to observe the competitive selection process for the provision of Owner’s Laboratory Services for the New Bridge for the St Lawrence Corridor (NBSLC) in Montréal, Quebec, issued by Public Works and Government Services Canada (PWGSC) on behalf of Infrastructure Canada as a result of solicitation QA002-153402/A. Samson & Associates is an independent third party with respect to this activity.

The request for proposal (RFP) was published on May 29, 2015, before Samson & Associates was engaged as a FM. From the beginning of our mandate, on June 8, 2015, we reviewed all of the information provided and observed all relevant activities. We had full access to all aspects of the procurement process and co-operation from all stakeholders.

We hereby submit the Final Report, covering the activities of the FM shortly after the RFP publication, and continuing through to the conclusion of the RFP 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. Owner’s laboratory services

On October 5, 2011, the Government of Canada announced that it will proceed with the construction of a new crossing to replace the Champlain Bridge and associated highway infrastructure. The NBSLC Project is a corridor-wide project located between the Island of Montréal and the City of Brossard.

Canada requires the services of an Owner’s Laboratory, to carry out sampling, testing and various laboratory services, as well as auditing support in quality assurance and quality control. The services involve, without being limited to, concreting, asphalt paving and waterproofing, precasting, fabrication of steel elements, paint work, roadway foundation systems, excavation of contaminated soil, environmental monitoring and other construction work performed by the Private Partner. These services can also include additional surveys, on-site or laboratory testing, analyses or inspections.

The NBSLC Project is delivered through a public-private partnership, to design, build, finance, operate and maintain the new crossing over the St. Lawrence River.

3. Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for owner's engineer to oversee the design, construction of the New Bridge for the St. Lawrence Corridor Project work in Montréal, Quebec, commencing with the RFP posting and continuing through to the conclusion of the RFP evaluation phase.

It is our professional opinion that the competitive selection process for the above activities 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 selection process for owner's engineer to oversee the design, construction of the NBSLC Project work in Montréal, Quebec, 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 bid solicitation activities (e.g., RFP, the respective questions and answers and the bid evaluation), identifying fairness-related matters to the contracting and technical authorities, and ensuring that responses and actions were reasonable and appropriate.

4.1 Fairness Monitor activities and observations related to the request for proposal phase

The RFP was posted via Buyandsell.gc.ca on May 29, 2015 and closed July 14, 2015. We reviewed the RFP after its publication to ensure there were no fairness-related issues.
Questions from the potential bidders were accepted and answers were addressed and distributed via Buyandsell.gc.ca prior to the closing date. The FM reviewed all questions and answers provided during the RFP period to ensure fairness-related considerations were satisfactorily addressed.

At the close of the RFP, four (4) amendments had been communicated as a result of questions from potential proponents and requested clarifications.

Observation: Questions arising during the RFP phase and the potential bidders’ meeting were handled in accordance with the terms of the RFP and answers were clear, understandable and communicated to all vendors in a timely fashion. All fairness considerations were satisfactorily addressed.

4.2 Fairness Monitor activities and observations related to the request for proposal 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.

Information sessions for the technical evaluation team was provided individually by the contracting authority as the bids were delivered. The FM was not present during these sessions but through discussion held prior and after the sessions with all members of the evaluation team, the FM was satisfied with the process. The evaluation of the technical bids began on July 14, 2015. The three technical evaluators attended the consensus meetings and so did the contracting authority and FM. The consensus meeting was completed on July 20, 2015.

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, 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. 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.

5. Reference documents

The following documents referenced by number in this report and unless otherwise indicated, are all 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.

No.	Document	Date
1	RFP published	Published on Buyandsell.gc.ca on May 29, 2015
2	Amendment #1	Published on Buyandsell.gc.ca on June 23, 2015
3	Amendment #2	Published on Buyandsell.gc.ca on June 23, 2015
4	Amendment #3	Published on Buyandsell.gc.ca on July 7, 2015
5	Amendment #4	Published on Buyandsell.gc.ca on on July 9, 2015
6	RFP Bid Evaluation Plan and Technical Evaluation Worksheet	July 14, 2015

Addendum to the final report
October 9, 2015

Addendum to fairness monitor final report dated August 25, 2015 on the competitive selection process for the provision of owner’s laboratory Services for the new bridge for the St Lawrence corridor in Montréal, Quebec

This Addendum to the FM Final Report covers the period following the conclusion of the evaluation phase.

Fairness Monitor Activities Related to Contract Award and Debriefings

There were three (3) bids submitted in response to the Request for Proposal. All bidders were advised of contract award on August 18, 2015.

A request for a written debriefing was made by one of the unsuccessful bidders. The letter which provided information about the results of the evaluation, was provided to the requester on August 25, 2015. A meeting was not subsequently requested to discuss the results. No in-person debriefing was requested by either of the unsuccessful bidders.

Fairness Monitor Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for the provision of Owner’s Laboratory Services for the New Bridge for the St Lawrence Corridor.

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