North perimeter wall phase 3

Table of contents

• 1. Introduction
• 2. North perimeter wall phase
• 3. Attestation of assurance
• 4. Methodology
  • 4.1 Fairness Monitoring activities and observations: Invitation to tender phase
  • 4.2 Fairness Monitoring activities and observations: Initial evaluation phase
  • 4.3 Fairness Monitoring activities and observations: Final evaluation phase
• 5. Reference documents

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) on January 28, 2015 to observe the competitive selection process for the North perimeter wall phase 3 undertaken by Public Works and Government Services (PWGSC), issued as solicitation EP750-151857/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 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, commencing with the issuance of the initial Invitation to Tender (ITT) and continuing through to the close of the subsequent ITT and the final tender evaluation of the procurement initiative.

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. North perimeter wall phase 3

The North Perimeter Wall is a historical landscape feature on Parliament Hill that acts as a transitional barrier between the perimeter pedestrian pathway of the pleasure grounds and the wild landscape of the escarpment skirting the plateau.

Public Works and Government Services Canada wishes to proceed with the Phase 3 of the rehabilitation of the wall, from Pier 33 to Pier 45 as well as reconstruction of the adjacent pathway from Pier 33 to 46 (around the Summer Pavilion).

The wall is primarily a masonry structure that is comprised of face stones, cap stones and pier stones with an iron railing set on top. In original sections, the back of the wall on the escarpment side and the foundation consist of an early type of concrete. The wall is demonstrating significant signs of deterioration and, in certain locations, poses health and safety risks to the visiting public and other users.

The purpose of this project is to employ appropriate methods of intervention that will: respect the heritage character of this historically important structure, address health and safety threats and ensure the long term sustainability of the wall. The project scope includes a complete dismantling of the ironwork and masonry components, demolition of the foundation and path and rebuilding of the wall and path.

3. Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for the North Perimeter Wall Phase 3, commencing with the issuance of the ITT and continuing through to the close of the subsequent ITT and the final tender evaluation of the procurement initiative.

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 an FM to observe the competitive selection process for the North Perimeter Wall Phase 3, 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., ITT, site visit, Q&A process), identifying fairness-related matters to the contracting and technical authorities, and ensuring that responses and actions were appropriate.

4.1 Fairness Monitoring activities and observations: Invitation to tender phase

An ITT was issued via buyandsell.gc.ca on March 25, 21015 to invite industry suppliers to participate in re-developing an historical feature of Parliament Hill, a portion of the North Perimeter Wall.

There were eight questions submitted and responded to during the process through two amendments, the last of which was posted to buyandsell.gc.ca on April 20, 2015. The closing date was April 23, 2015.

4.2 Fairness Monitoring activities and observations: Initial evaluation phase

Four bids were received in response to the ITT. None of the submitted proposals provided sufficient information to be deemed responsive.

A letter was sent to the four Bidders May 5, 2015 to inform them that they were found non-compliant and advising where they did not meet specified criteria. They were also advised that a revised Solicitation Document, with some modifications to the Qualification tables, would be issued to the four original Bidders. In addition, the unopened envelopes with price proposals were returned to the Bidders.

The revised Solicitation Document, EP750-151857/B, was forwarded to the initial Bidders on May 7, 2015 with a closing date of May 12, 2015.

No fairness issues resulted from any of the noted observations.

4.3 Fairness Monitoring activities and observations: Final evaluation phase

There were four bids submitted in response to the revised Solicitation Document, EP750-151857/B.

The bids were evaluated individually by the evaluators, who met on May 19, 2015, to determine whether bidders had met the Mandatory Requirements. The Fairness Monitor, the Technical Authority and the Contracting Authority were also in attendance.

As a result of the Financial Evaluation a successful proponent was identified at the consensus meeting.

The instructions and tools of the evaluators were complete, respected the terms of the ITT 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 ITT. The evaluation was performed as described by the ITT 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.

A successful proponent was selected based on the criteria and methodology stated in the ITT.

No fairness issues resulted from any of the noted observations.

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	Invitation to Tender	Published on buyandsell.gc.ca on March 25, 2015
2	Amendment No. 001	Published on buyandsell.gc.ca on April 9, 2015
3	Amendment No. 002	Published on buyandsell.gc.ca on April 20, 2015
4	Non-compliant Letters	Sent to proponent on May 5, 2015
5	Revised Solicitation	Sent to proponent on May 7, 2015

Addendum to the final report
June 18, 2015

Addendum to fairness monitor final report dated June 9, 2015 on the competitive selection process for the rehabilitation of the north perimeter wall phase 3.

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

Fairness Monitoring activities related to contract award and debriefings

There were four bids submitted in response to the Revised ITT. All bidders were deemed qualified and the successful bidder was announced on May 22, 2015.

No debriefings were requested.

Fairness Monitoring attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive selection process for the rehabilitation of the North Perimeter Wall Phase 3.

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