Security Guard Services

Attestation of assurance

The fairness monitor (FM) hereby provides the below unqualified assurance statement concerning the security guard services procurement process.

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

Original signed by:

Project requirement

HKA Global (Canada), Inc. was engaged on May 25, 2017 as a FM to observe the competitive procurement process for the security guard services project, undertaken by Public Works and Government Services Canada (PWGSC) on behalf of the Canada Border Services Agency under solicitation numbers 47636-111112/A, 47419- 216063/A and 47419-216063/B. HKA Global (Canada), Inc. is an independent third party with respect to this activity.

This report covers the activities of the FM from the initiation of fairness monitoring activities in May 2017, through the industry consultation and request for proposal stages to the completion of the selection of the successful contractors stage on December 8, 2021.

We reviewed all of the information provided and observed or monitored all relevant activities. This report includes our:

• attestation of assurance
• summary of the scope and objectives of our assignment
• observations from the activities undertaken

Fairness monitoring engagement and observations

The overall objective of the engagement was to provide independent observation of the procurement process and to submit fairness-related comments to project officials, as early as possible, so that appropriate action could be taken to address the comments before fairness was impacted. The director, Fairness Monitoring Program, would be advised of any fairness-related concerns that were not addressed promptly. An assurance statement as to fairness, openness and transparency would be provided at the conclusion of the procurement process.

In accordance with the terms of our engagement, we:

• familiarized ourselves with the relevant documents
• observed or monitored bid solicitation activities
• identified fairness-related matters to project officials
• ensured that responses and actions were reasonable and appropriate

On January 10, 2018, we reviewed a draft letter of interest (LOI) and provided fairness-related comments to the contracting authority and appropriate action was taken.

On February 15, 2018, we reviewed LOI 47636-111112/A as posted on buyandsell.gc.ca and no fairness deficiencies were identified. The purpose of the LOI was to provide notice to industry of the upcoming requirement and to seek industry’s comments on the project’s scope, requirements, risks and cost. The LOI also advised industry of an upcoming industry information session and one-on-one meetings with individual companies.

On March 20, 2018, we observed the industry information sessions and observed 3 one-on-one meetings with individual companies. On March 21, 2018, we observed 2 one-on-one meetings. Fairness-related comments were provided and officials took appropriate action.

On August 1, 2020, we reviewed a draft of a new LOI and provided fairness-related comments.

On August 22 and 25, 2020, we reviewed a revised version of the draft LOI and provided fairness-related comments. Appropriate action was taken by project officials.

On August 28 and 30, 2020, we reviewed the new LOI 47419- 216063/A as posted on buyandsell.gc.ca. No fairness deficiencies were identified. The purpose of new LOI was to inform and prepare industry for the upcoming request for proposal (RFP) and to seek relevant input. The LOI provided a list of questions to which interested suppliers were asked to respond and invited interested firms to participate in one on one meetings.

On September 20, 2020, we reviewed the responses received from interested suppliers and, we monitored a planning session for the upcoming one-on-one meetings. During the period September 21 to 29, 2020, we monitored 8 one-on-one meetings. Fairness-related comments were provided and officials took appropriate action.

On February 22 and 25, 2021, we reviewed a draft of the RFP and provided fairness-related comments.

RFP 47419-216063/B was posted on buyandsell.gc.ca on May 11, 2021 and on May 15, 2021, we reviewed the RFP as posted. Fairness-related comments were provided and appropriate action was taken.

On May 31, 2021, we monitored a virtual site visit to facilities in the Ontario region at which the contracted security resources would be used, namely the immigrant holding facility and Toronto airport. The site visit consisted of a video of the facilities with a live commentary on what was being viewed and the activities the security guards would be expected to perform there. Questions could be asked at any time. While not an actual site visit the video approach was very thorough and effective. No fairness deficiencies were identified.

On June 2, 3 and 4, 2021, we monitored similar virtual site visits to the Pacific, Prairie and Quebec regions. A similar approach using video and live commentary was used for each. No fairness deficiencies were identified.

On June 18, 2021, we reviewed amendment 1 to the RFP. The amendment extended the closing date, answered questions and amended the statement of work.

On June 28, 2021, we reviewed amendment 2 which extended the closing date and answered questions. On June 30, 2021, we reviewed amendment 3 which answered questions and made changes to sections of the RFP. On July 8, 2021, we reviewed amendment 4 which answered questions and provided clarifications of the RFP. On July 9, 2021, we reviewed amendment 5 which answered questions. No fairness deficiencies were identified with any of the amendments.

On July 12, 2021, we reviewed a presentation for an evaluator’s training session. No fairness deficiencies were identified.

The RFP closed on July 14, 2021. Seven bids were received for the Ontario Region, 7 for the Pacific Region, 5 for the Prairies Region, and 7 for the Quebec Region.

On July 15, 2021, we monitored the evaluator’s training session. No fairness deficiencies were identified.

On August 4, 2021, we monitored the consensus evaluation of the mandatory requirements. No fairness deficiencies were identified.

During the period September 20 to 28, 2021, we monitored the consensus evaluation of the rated requirements. No fairness deficiencies were identified.

On October 25, 2021, we monitored the verification presentation from one bidder, and on October 26, 2021, we monitored the verification presentation from a second bidder. No fairness deficiencies were identified.

On October 26, 2021, we monitored the consensus evaluation of the verification presentations from the 2 bidders. No fairness deficiencies were identified.

On December 30, 2021, we were provided with the PWGSC technical and financial evaluation results and the associated best value calculations signed off by the bid evaluators and PWGSC officials. The successful bidder for each region was identified in accordance with the provisions of the RFP. No fairness deficiencies were identified.

Reference documents

Documents related to solicitation numbers 47636-111112/A, 47419- 216063/A and 47419-216063/B are available on buyandsell.gc.ca or through the security guard services project office.

Addendum to the final report

June 11, 2022

This addendum to the final report covers the period following the conclusion of the evaluation phase, including contact award and debriefings.

On March 24, 2022, the contracting authority provided us with a draft sample of the proposed regret letters that would be sent to unsuccessful bidders and on March 26, 2022 he provided us with the final versions of each regret letter. We reviewed the regret letters and no fairness deficiencies were identified.

On April 1, 2022, contracts were awarded to the successful bidders.

On April 14, 2022, the contracting authority advised us that 2 bidders had requested debriefings. On April 21, 2022, we monitored the debriefing of 1 of the bidders and no fairness deficiencies were identified.

On June 1, 2022, the contracting authority advised us that the second unsuccessful bidder had decided that it no longer required a formal debriefing, and instead only had some specific questions on 1 area of the RFP. On June 1, 2022 the contracting authority provided answers to these questions during a telephone conversation and provided us with the subject of the questions and the email exchange concerning the conversation. No fairness deficiencies were identified. He also advised us that no other debriefings had been requested.

Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the security guard services procurement process.

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

Original signed by: