Resource alignment review of Shared Services Canada

On this page

• 1. Introduction
• 2. Attestation of assurance
• 3. Project requirement
• 4. Fairness monitor engagement and observations
• 5. Request for proposals process
• 6. Contract award, communications and debriefing
• 7. Reference documents

1. Introduction

PPI Consulting Limited was engaged by Public services and Procurement Canada (PSPC) on July 22, 2016, as fairness monitor (FM) to observe the procurement process of a consultant to perform the resource alignment review of Shared Services Canada (SSC) carried out by PSPC on behalf of Treasury Board of Secretariat (TBS).

We reviewed all of the information provided and observed all relevant activities.

We hereby submit this fairness monitor final report covering the activities and monitored observations of the fairness monitor resource alignment review of Shared Services Canada procurement process, solicitation # 24062-170040/A. PPI Consulting Limited is an independent third party with respect to this activity.

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. Attestation of assurance

It is our professional opinion that the procurement process for the resource alignment review of Shared services Canada that we observed, was carried out in a fair, open and transparent manner.

3. Project requirement

Public services and Procurement Canada (PSPC), on behalf of Treasury Board of Secretariat (TBS) is seeking to award a contract for an independent review of Shared services Canada (SSC) which will provide advice and recommendations for the delivery of modernized information technology (IT) and infrastructure services. TBS requires the services from the date of contract award until March 31, 2017 with an irrevocable option to extend the period of the contract by one additional one year period under the same terms and conditions.

4. Fairness monitor engagement and observations

PPI Consulting Limited was engaged as FM to observe the Request for Proposal (RFP) process for the resource alignment review of Shared services Canada procurement process 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 draft and final documents, observed activities up to the end of the RFP stage, identified fairness-related matters to the contracting authority and to the TBS project authority and ensured that responses and actions were reasonable and appropriate.

5. Request for proposals process

5.1 Document review process

During the RFP Phase, the FM reviewed the RFP and six amendments. The contracting authority satisfactorily clarified all questions the FM raised with respect to the document reviewed.

Observations

The process conducted conformed to the requirements of the RFP. All interested suppliers were treated consistently and fairly. All observations and/or requests for clarification made by the FM were addressed by the contracting authority and the TBS project team.

5.2 Evaluation phase process

PSPC received four proposals by the closing date and time on July 20, 2016. The FM attended the evaluator briefing on July 28, 2016 and distribution of evaluation documents.

The evaluation team was briefed on all issues related to conducting the evaluation in accordance with the stipulated selection process, including roles and responsibilities, confidentiality, document control, evaluator conduct, independent assessment, consensus process, schedule, and an explanation of clarification versus bid repair.

The following process was undertaken to evaluate the proposals:

• each evaluator conducted their own independent review and scoring of the proposal in their evaluator workbook
• once the independent reviews were completed, the evaluators participated in consensus meetings to agree to the score to be assigned to each rated requirement. The scores and the rationale for the scores were recorded in the master record
• evaluators recorded and initialled any changes agreed to during consensus in their individual workbooks
• the FM confirmed with each member of the evaluation team that they were in agreement with the final consensus scores
• all evaluators confirmed their agreement
• the evaluation team signed the consensus record

During this phase, the FM Specialist attended the following meetings:

• evaluator training held July 28, 2016
• the evaluation consensus meeting held August 5, 2016
• the financial evaluation meeting held August 10, 2016

The FM monitored the training, consensus session and financial evaluation. The FM confirms that the process was conducted appropriately in accordance with the process established in the RFP, in a fair, open and transparent manner.

Observations

The evaluation process conducted conformed to the requirements of the RFP. All Bidders were treated consistently and fairly.

6. Contract award, communications and debriefing

The contract was awarded on August 17, 2016. Along with the notification of award, information was provided to all bidders explaining the results of the evaluation of their proposals. Debriefings were held with all three unsuccessful bidders on August 29, 2016, September 1, 2016, and September 7, 2016.

The notification of award and the results of the evaluation of each proposal were reviewed by the FM before being provided to each bidder. The FM attended all debriefings.

Observations

The process conducted conformed to the requirements of the RFP. All Bidders were treated consistently and fairly.

The FM hereby provides the following unqualified assurance statement concerning the notification of award, communications and debriefings of each bidder.

It is our professional opinion that the procurement process for the resource alignment review of Shared services Canada we observed was carried out in a fair, open and transparent manner.

7. Reference documents

7.1 Request for proposal documents

The RFP documents were delivered by Canada to the designated suppliers Representatives via email and made publicly available via buyandsell.gc.ca.