System Integration and Digital Support Services

Request for proposals

The requirement was published on CanadaBuys, as solicitation 21120-227032/A on April 27, 2023. The initial closing date of May 18, 2023, was extended through amendment until June 7, 2023.

There was a total of 10 amendments, the last of which was published on June 6, 2023. There were 28 questions responded to through the amendment process.

No fairness issues were identified.

Evaluation phase

Four bids were received in response to the request for proposals (RFP).

The basis of selection for this bid was based on the highest responsive combined rating of technical merit (70%) and price (30%). The bidder with the highest combined rating of technical merit and price will be recommended for contract award.

Canada assessed bids in accordance with the phased bid compliance process (PBCP) as set out in the evaluation procedures and basis of selection section of the solicitation document. As part of the PBCP, bidders that do not demonstrate compliance with the eligible mandatory criteria set out in the solicitation document are entitled to submit additional or different information with the purpose of demonstrating compliance with the mandatory criteria identified in a compliance assessment report (CAR).

Canada established 2 separate evaluation committees to review different aspects of the submitted bids. There were 3 evaluators in each committee. Each committee evaluated the same criteria across the 4 bids. Prior to conducting bid evaluations, a meeting was held with the evaluators to review the process and roles and responsibilities of all participants. The contracting authority and the FM were in attendance.

The technical merit evaluation began on June 12, 2023, and concluded on July 27, 2023.

During the evaluation all 4 bidders were issued a CAR on June 21, 2023. One CAR advised the bidder it had met all of the eligible mandatory criteria. Three of the CARs identified where bids did not demonstrate compliance with the some of the eligible mandatory criteria set out in the solicitation document.

The 3 bidders provided additional information which was considered by the evaluators and deemed to satisfy the mandatory requirements raised in the CAR.

On June 27, 2023, a request for clarification was sent to 1 bidder, who provided sufficient information to meet the requirements of the evaluation criteria.

On July 12, 2023, a follow up to the CAR was sent to 1 bidder, who provided additional information which was considered by the evaluators and deemed to satisfy the mandatory requirements as raised in the CAR.

PWGSC completed their review of the financial submissions and identified the bid with the highest responsive combined rating of technical merit and price.

It is the opinion of the FM that the RFP and bid evaluation activities for the procurement of the above noted services were conducted in a fair, open and transparent manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conform to established rules

Fairness monitoring activities related to contract award and debriefings

A contract was awarded to the successful bidder on October 20, 2023. The FM reviewed the letter of notification from the contracting authority (CA) prior to its release.

On the same day all bidders were provided a letter with the results of the solicitation by the CA. The FM reviewed these letters prior to release as well.

Three bidders requested and received a detailed written debrief regarding the evaluation results of their bid in response to the solicitation. The CA provided the 3 bidders with detailed written debriefs of their evaluation results between October 20 and 26, 2023. The FM reviewed the detailed debriefs prior to their release. The same 3 bidders asked several additional questions in relation to the bid evaluation process or results and were provided with written responses with the requested information by the CA. These responses were provided between October 20 and 26, 2023. While not reviewed by the FM prior to release, the FM did review them post release and noted no fairness concerns.

One non-bidding firm submitted several questions related to the bid evaluation process and was provided with written responses by the CA. These responses were provided between October 26 and 27, 2023. While not reviewed by the FM prior to release, the FM did review them post release and noted no fairness concerns.

October 27, 2023, was the last communication with firms requesting information in relation to this solicitation.

Attestation of assurance

The FM hereby provides the unqualified assurance statement below concerning the SIDSS procurement process up to and including the conclusion of the contract award and debriefing activities.

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

Original signed by: