Trent-Severn Waterways Infrastructure project—South bundle prime consultant

On this page

• 1. Introduction
• 2. Project requirement
• 3. Attestation of assurance
• 4. Methodology
• 5. Fairness monitoring activities and observations
• 6. Reference documents
• 7. Addendum to final report, March 7, 2017

1. Introduction

Public Services and Procurement Canada (PSPC) has partnered with Parks Canada Agency (PCA) to deliver this infrastructure project on the Trent-Severn Waterway (TSW) over the next four years. The objective of the project is to improve the structural integrity and public safety on the waterway while protecting its heritage value and character defining elements to the extent possible and promoting visitor experience.

KPMG was engaged on February 15, 2016 as a Fairness Monitor (FM) to observe the Request for Proposal (RFP) processes for Trent-Severn waterways infrastructure, in particular the south bundle prime consultant procurement process, issued by PSPC on behalf of PCA as a result of Solicitation EQ754-171285/A.

The procurement process was conducted to retain a suitably qualified engineering firm (or joint venture), with sub-consultants as necessary, in the capacity of prime consultant for the provision of a multidisciplinary team to fulfil the services required for this project as detailed in the project brief.

KPMG is an independent third party with respect to this activity.

The procurement process involved a RFP, which was issued by PSPC on September 21, 2016. Bidders were invited to submit bids and the RFP required firms to demonstrate the qualifications, expertise, availability, experience and organization of the proposed consultant team, but also the detailed approach to the work, and the pricing and terms offered. An optional site visit with bidders took place on October 13, 2016. The consensus evaluation board meeting took place on November 22, 2016. We reviewed all of the information provided and observed all relevant activities. 

We hereby submit the Final Report, covering the activities of the FM, commencing with the draft RFP prior to posting on buyandsell.gc.ca continuing through the RFP closing on November 8, 2016 and the evaluation of proposals leading to the identification of the successful proponent.

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

2. Project requirement

PSPC has partnered with PCA to deliver this infrastructure project on the Trent-Severn Waterways (TSW) over the next four years. The objective of the project is to improve the structural integrity and public safety on the waterway while protecting its heritage value and character defining elements to the extent possible and promoting visitor experience.

In order to achieve the project objectives PSPC will engage the services of a prime consultant to undertake the design and construction documents for eight sites and provide technical support, contract administration and site engineering services during the construction and post construction phases.

The prime consultant shall review, accept and implement as appropriate the construction documents prepared by the other design consultant(s) and work in collaboration with the construction manager, the project team and all stakeholders through the departmental representative.

The south bundle includes the following sites:

1. Site A: Dam 1 at Lock 1 Reconstruction and Lock 1 Rehabilitation, Trenton
2. Site B: Glen Miller Dam 3 at Lock 3 Rehabilitation
3. Site C: Frankford Dam 6 at Lock 6 Rehabilitation
4. Site D: Meyers Dam 8 at Lock 9 Rehabilitation
5. Site E: Dam 9 at Lock 10 Hagues Reach Rehabilitation
6. Site F: Ranney Falls Locks 11 and 12 – Lock Gate and Valve Rehabilitation
7. Site G: Dam 10 at Lock 11 and 12 Ranney Falls Rehabilitation
8. Site H: Campbellford Dam 11 and Lock 13 Rehabilitation
9. Site I: Crow Bay Dam 12 and Lock 14 Rehabilitation
10. Site J: Southern Sector Concrete Repairs

The prime consultant will be retained to provide design services including the following project phases: requirement analysis; design concept; design development and construction documents for sites A, B, C, D, E, F, G and J. The prime consultant will also be required to provide tender, contract administration, construction and post construction phase services for all sites from A to J, including sites H and I.

3. Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive procurement process for Trent-Severn waterways infrastructure – south bundle prime consultant. It is our professional opinion that the competitive procurement process we observed, was carried out in a fair, open and transparent manner.

4. Methodology

KPMG was engaged as FM to observe the RFP process for Trent-Severn waterways infrastructure – south bundle prime consultant procurement process, issued by PSPC on behalf of PCA, 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, which included the RFP, amendments and questions from and answers provided to bidders, attending site visits, and observed proposal evaluation activities as well as identified fairness-related matters to the contracting authorities and ensured that responses and actions were reasonable and appropriate.

Section 5 of this report identifies the specific activities and observations of the FM in respect to those activities.

5. Fairness monitoring activities and observations

5.1 Request for proposal and terms of reference review

KPMG was engaged to begin FM activities commencing with the development of the RFP. Prior to the publication of the RFP on September 21, 2016, the Fairness Monitor reviewed the RFP and Terms of Reference (TOR).

Observations

In reviewing the draft RFP documentation, fairness considerations were identified by the FM and discussed with the contracting authority. All of the fairness considerations were addressed in the RFP prior to issuance. The FM reviewed the project brief and observed no fairness deficiencies.

5.2 Request for proposal posting

The RFP (dated September 20, 2016) was issued to potential proponents via buyandsell.gc.ca on September 21, 2016. The initial closing date was November 1, 2016 but the deadline was extended through subsequent amendments to November 8, 2016. The RFP and project brief were accessible to all potential participants, without unjustified restrictions as to who may participate.

Following the release of the RFP, the FM attended the optional site visit on October 13, 2016 at Lock 01 Maintenance Compound, 155 County (Regional) Road 33, Trenton, Ontario. Nine bidders attended the site visit.

Six amendments were released on October 18, 24, 25, 26, 28, and 31, 2016.  

Each amendment was reviewed by the FM.

Observations

No fairness deficiencies were observed regarding the publication of the RFP or the conduct of the site visit. Fairness considerations were identified with respect to the responses to questions and were discussed with the contracting authority. All of the fairness considerations were addressed prior to issuance of amendments.

5.3 Request for proposal close

At close of the RFP on November 8, 2016, four bids were received. The FM discussed the manner in which the bid responses to the RFP were received and handled with the contracting authority.

Observations

Four bids were received and handled in accordance with the deadline and requirements stated in the RFP. No fairness deficiencies were observed.

5.4 Evaluation instructions

Prior to proposal evaluations, the FM reviewed the evaluation guidelines, including evaluator responsibilities, code of conduct, security, confidentiality and conflict of interest requirements, and evaluation methodology.

The FM provided assurance as to the impartiality of evaluation methodology

Observations

The FM reviewed the evaluation methodology and related requirements and observed no fairness deficiencies.

5.5 Mandatory review

Following the RFP closing, the review of the mandatory requirements was undertaken by PSPC Real Property Contracting of the four proposals received. All four proposals were deemed to be responsive to the mandatory requirements stated in the RFP; thus these proposals were eligible to proceed to the technical evaluation stage.

Observations

Based on the FM’s review of the results of the assessment of proponents’ compliance with the mandatory requirements, the FM observed no fairness considerations.

5.6 Technical evaluation

The RFP required a minimum technical evaluation threshold to be deemed a responsive proposal and proceed to the financial evaluation. Each of the four technical proposals that met the mandatory criteria requirements was individually reviewed and scored by each evaluator. The evaluators then convened at a consensus meeting on November 22, 2016 to identify the technical score of each of those proposals.

Three of the four proposals achieved the minimum technical evaluation threshold to be deemed a responsive proposal and proceed to the financial evaluation.

The FM was present and monitored the technical evaluation consensus process. The FM provided assurance that it was undertaken in a consistent fashion and that the results reflected the consensus of all evaluation board members.

Observations

The FM oversaw and reviewed the results of the technical evaluation and observed no fairness issues.

5.7 Price evaluation and proponent selection

The contracting authority performed due diligence and verified the pricing details on the forms provided by the three proponents who had passed the technical evaluation.

Financial evaluation summary sheets were prepared by the contracting authority and reviewed by the FM.

Observations

The selection of the successful proponent was consistent with the provisions and methodology outlined in the RFP.

6. Reference documents

Documents related to Solicitation Number ARCHIVED EQ754-171285/A are available on buyandsell.gc.ca and/or through the project office.

Procurement documents by publication date

No.	Document	Date
1	Request for Proposal–TSW South Bundle Prime Consultant (EQ754-171285/A)	September 21, 2016
2	Solicitation Amendment no. 001–TSW South Bundle Prime Consultant (EQ754-171285/A)	October 18, 2016
3	Solicitation Amendment no. 002–TSW South Bundle Prime Consultant (EQ754-171285/A)	October 24, 2016
4	Solicitation Amendment no. 003–TSW South Bundle Prime Consultant (EQ754-171285/A)	October 25, 2016
5	Solicitation Amendment no. 004–TSW South Bundle Prime Consultant (EQ754-171285/A)	October 26, 2016
6	Solicitation Amendment no. 005–TSW South Bundle Prime Consultant (EQ754-171285/A)	October 28, 2016
7	Solicitation Amendment no. 006–TSW South Bundle Prime Consultant (EQ754-171285/A)	October 31, 2016

7. Addendum to final report, March 7, 2017

Addendum to the Fairness Monitor (FM) Final Report dated December 19, 2016 pertaining to the competitive procurement processes associated with the Trent-Severn Waterway Infrastructure project –  in particular the south bundle prime consultant procurement process, issued by Public Services and Procurement Canada (PSPC) on behalf of Parks Canada Agency (PCA) as a result of Solicitation EQ754-171285/A.

This Addendum to the FM Final Report covers the period following the conclusion of the evaluation phase and includes contract award and an allowance of time during which proponents could request a debriefing. Four proposals were received by PSPC in response to this Request for Proposal. All four proposals met the mandatory requirements and proceeded to the technical evaluation. Three of the four proposals achieved the minimum technical evaluation threshold to be deemed a responsive proposal and proceed to the financial evaluation. The successful bidder was notified of contract award on December 30,  2016 by email. The contract award notice was posted on buyandsell.gc.ca on December 30, 2016. All unsuccessful bidders were advised by email on December 30, 2016 that their proposals were not accepted for contract award and that they were entitled to a debriefing. The FM reviewed all communications with the successful and unsuccessful bidders. No fairness deficiencies were observed.

There have been two requests for debriefings. Debriefings were held on January 26, and February 13, 2017. The Technical Authority, the Contracting Authority and the FM were present at the debriefings. No fairness deficiencies were observed during the debriefings.

Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the Trent-Severn waterways infrastructure—south bundle prime consultant procurement process.

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