Block 2: Construction Management Services
Fairness monitor final report: December 8, 2023
Addendum to final report: January 23, 2024
Submitted to: Director, Fairness Monitoring Program
Submitted by: RFP Solutions Inc.
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Attestation of assurance
The fairness monitor (FM) hereby provides the unqualified assurance statement below concerning Block 2: Construction Management Services procurement process up to and including the conclusion of the evaluation phase.
It is our professional opinion that the process we observed or monitored was carried out in a fair, open and transparent manner.
Original signed by:
Cathryn Kallwitz
Managing Director
RFP Solutions Inc.
Fairness Monitor
Rebecca Toman
Fairness Monitoring Contractor's Representative
Senior Procurement and Fairness Advisor
RFP Solutions Inc.
Stephen Fleming
Professional Engineer
Fairness Monitor
Steve Johnston
Fairness Monitor
Activity requirement
RFP Solutions Inc. was engaged on August 2, 2019 as a FM to observe the request for proposals (RFP) for Block 2: Construction Management Services, issued by Public Works and Government Services Canada (PWGSC) on behalf of its Science and Parliamentary Infrastructure Branch under solicitation number WS4087594800. RFP Solutions Inc. is an independent third party with respect to this activity.
This report covers the activities of the FM, during the RFP process from May 2, 2022 to December 5, 2023.
The services of a construction manager (CM) are being retained by PWGSC to redevelop Block 2 in the Parliamentary Precinct. The CM will be required to work with 3 design entities. An architectural entity (design team) comprised of the consultant, subconsultants, and specialist consultants will provide most architectural and engineering services and prepare design solutions for the work of this contract. An environmental consultant will provide environmental, geotechnical, industrial hygiene or solid waste services in close coordination with the design team and the CM. The Information Technology Project Management Office of the House of Commons will provide technology-related design services for information technology, multimedia, and enterprise integrated security systems.
The CM is required to analyze and develop project implementation options, managing the deconstruction, construction and heritage conservation sequencing and by extension the scope and timing of design packages, their cost, and the construction and related conservation work resulting from approved design solutions.
We reviewed all of the information provided and observed all relevant activities.
This report includes:
- our attestation of assurance
- a summary of the scope and objectives of our assignment
- relevant observations from the activities undertaken
Fairness monitoring engagement and observations
In accordance with the terms of our engagement, we:
- familiarized ourselves with the relevant documents
- observed the RFP and evaluation phases
- identified fairness-related matters to the contracting authority (CA)
- ensured that responses and actions were reasonable and appropriate
Request for proposals
The RFP was issued to potential suppliers via CanadaBuys on August 8, 2023. The FM reviewed several RFP drafts prior to its release and provided comments which were addressed prior to the release.
Five amendments to the RFP were issued between August 31, 2023 and October 18, 2023 to respond to industry questions and revise the RFP terms and conditions. The FM reviewed the amendments prior to their release. No fairness concerns were identified.
A site visit was held during the RFP period on September 6, 2023, and was attended by representatives of 7 organizations. The FM reviewed preparations for and attended the site visit. No fairness concerns were identified.
Six bids were received by the time the RFP closed on October 26, 2023, at 2:00 pm Eastern daylight time. The FM reviewed the way the bids were received and handled with the CA. No fairness concerns were identified.
Evaluation phase
Prior to the start of bid evaluation, the FM reviewed the evaluation guidelines, including the:
- evaluator responsibilities
- code of conduct
- security
- confidentiality
- conflict of interest requirements
The FM reviewed the evaluation workbook to be used by the evaluation team for alignment to the published RFP as amended. Evaluator training was provided to the 3 members of the evaluation team by the CA and observed by the FM. No fairness concerns were identified.
Following RFP closing, a review of the bids under phase 1 of the phased bid compliance process (PBCP) was conducted by the CA. One bid was set aside because it did not include all the required financial bid information. The FM reviewed the results with the CA. No fairness concerns were identified.
An evaluation kick-off meeting was conducted on November 6, 2023 by the CA to review the evaluation process. It was attended by the 3 evaluators. The FM observed the meeting. No fairness concerns were identified.
Each evaluator reviewed the bids individually. A consensus evaluation meeting, under phase 2 of the PBCP, was conducted on November 15, 2023. Compliance assessment reports (CAR) of compliant bids were issued to 3 bidders. CARs were issued to 2 bidders, requiring them to provide additional information. Both bidders responded within the requested timeframe. The evaluation committee met on November 24, 2023 to review the responses. As a result, 5 bids were deemed eligible to proceed to the evaluation of the rated technical criteria. The FM observed the November 15 and 24, 2023 consensus meetings and reviewed the results. No fairness concerns were identified.
The evaluation committee met on November 30, and December 1, 2023 to evaluate the 5 compliant bids against the point-rated technical criteria. Four bids met the minimum required score for the rated (R) technical criteria R1 through R5 and were deemed eligible to proceed to the evaluation of the financial bids. One bid did not meet the minimum required score for the rated technical criteria and was deemed not eligible to proceed to the evaluation of the financial bids. The FM observed both point-rated technical criteria consensus evaluation meetings and reviewed the results. No fairness concerns were identified.
In accordance with the RFP, the pricing envelopes were opened and the CA determined the total bid amounts. The FM reviewed the financial evaluation and the evaluated cost per point for the 4 compliant bids and confirmed with the CA the formulas were applied as set out in the RFP. Following the confirmation of the top ranked bidder, the CA finalized the overall results which were reviewed with the FM. No fairness concerns were identified.
Reference documents
Documents related to solicitation WS4087594800 are available through the project office.
Addendum to the final report
January 23, 2024
Addendum to the final report dated December 8, 2023 for Block 2: Construction Management Services.
This addendum covers the period following the conclusion of the evaluation phase including contract award and debriefings.
The successful bidder was notified in writing of the contract award on December 22, 2023. The FM reviewed the award letter before it was issued and the contract for alignment to the RFP and the bid.
The 4 unsuccessful bidders were notified on the same date and notified that they were entitled to a debriefing on the evaluation results. The FM reviewed the notifications to the unsuccessful bidders before they were issued.
Debriefings were conducted with each of the 4 unsuccessful bidders and the successful bidder. The debriefings for the unsuccessful bidders were 1 hour each and were conducted on January 12, 18, and 19, 2024. A 1-hour debriefing was conducted with the successful bidder on January 18, 2024. The FM was present and observed the debriefings. During the debriefings, 2 bidders requested additional detail on the evaluation of their bids which was provided by the CA on January 18, 2024.
The contract award was published on CanadaBuys on January 22, 2024.
In reviewing the awarded contract and observing the debriefings no fairness concerns were observed.
Attestation of assurance
The FM hereby provides the unqualified assurance statement below concerning the Block 2: Construction Management Services procurement process up to and including the conclusion of the contract award and debriefing activities.
It is our professional opinion that the process we observed or monitored was carried out in a fair, open and transparent manner.
Original signed by:
Cathryn Kallwitz
Managing Director
RFP Solutions Inc.
Fairness Monitor
Rebecca Toman
Fairness Monitoring Contractor's Representative
Senior Procurement and Fairness Advisor
RFP Solutions Inc.
Stephen Fleming
Professional Engineer
Fairness Monitor
Steve Johnston
Fairness Monitor
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