1500 Bronson Rehabilitation Project—Prime Consultant

1. Introduction

Raymond Chabot Grant Thornton Consulting Inc. (RCGT) was engaged on April 23, 2019 as a Fairness Monitor (FM) to observe the 1500 Bronson Rehabilitation Project – Prime Consultant procurement process, issued by Public Services and Procurement Canada (PSPC), as a result of bid solicitation number EJ078-193032/A. RCGT is an independent third party with respect to this activity.

RCGT reviewed all the information provided and observed all relevant activities, as identified in section 4 and 5 of this report. We hereby submit the FM Final Report, covering the activities of the FM, from May 16, 2019, continuing through the conclusion of the Evaluation Phase on May 1, 2020.

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. Attestation of assurance

Based on the activities performed and described in this report, the Fairness Monitor hereby provides the following unqualified assurance statement concerning the procurement process for the 1500 Bronson Rehabilitation Project—Prime Consultant:

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

3. Project requirement

PSPC intends to retain an architectural firm in the capacity of Prime Consultant (Consultant), supported by a multidisciplinary team of sub-consultants and specialists, for the design and implementation of the 1500 Bronson Rehabilitation Project—Prime Consultant, including all base building systems as well as the fit-up of office and special purpose space.

The Consultant should: review all related documentation further described herein; recommend and perform further examination of the Building as required; prepare a minimum of three (3) distinct viable design options; develop the PSPC preferred design to construction tender documents; perform construction and contract administration services; and provide design management services including cost, scheduling, project control, and commissioning services required for this Project. The delivery of the Consultant services is anticipated to be a continuous process from contract award to Project delivery closeout.

4. Fairness monitoring engagement and methodology

RCGT was engaged as an FM to observe the procurement process for the 1500 Bronson Rehabilitation Project—Prime Consultant, and to attest to the fairness, openness and transparency of this monitored activity.

In accordance with the terms of our engagement, we:

• Reviewed documents provided by the Contracting Authority
• Monitored communications with proponents provided by the Contracting Authority
• Attended meetings that the Contracting Authority, Technical Authority or Project Authority requested our presence at
• Identified potential fairness-related matters to the Contracting Authority and Technical Authority
• Ensured that responses and actions were reasonable and appropriate

This report is based on information made available to us by the Contracting Authority from May 16, 2019 to May 1, 2020. RCGT reserves the right, but will be under no obligation, to review and/or revise the report if further information that may impact our observations becomes known to us after the date of this report.

5. Activities and observations

5.1 Request for proposal phase

The following activities were performed during this phase:

• From May 16, 2019 to September 9, 2019, a review of the Request for Proposal (RFP) was performed and questions, comments and identified issues were discussed. RCGT received the first draft of the RFP on May 16, 2019. The RFP was posted on Buyandsell.gc.ca on September 11, 2019
• Eight amendments to the RFP were issued, from September 19, 2019 to October 23, 2019. RCGT reviewed all questions and answers as well as the related amendments to the RFP

The RFP closed on October 30, 2019 at 14:00 Eastern Daylights Savings Time.

In accordance with the terms of our engagement, we familiarized ourselves with the relevant documents, observed the RFP Phase identifying fairness-related matters to the Contracting Authority, and ensured that responses and actions were reasonable and appropriate.

All comments identified by RCGT throughout the RFP Phase were resolved by the Contracting Authority.

5.2 Evaluation phase

The following activities were performed:

• Reviewed the following documents:
  • Evaluation criteria
  • Technical evaluation plan
  • Technical evaluation grids
  • Bidder responses
  • Financial evaluation worksheets
  • Final evaluation/selection document
• Participated via conference call to the evaluation kick-off meeting on October 12, 2019 and observed the following:
  • Orientation/instructions provided to evaluators
  • Evaluation grids provided to evaluators
• Participated in a site visit on November 25, 2019 with the bidders retained after the Phase 1 evaluation and observed the information provided by the Technical Authority and the Contracting Authority to the bidders’ representatives.
• Attended the technical evaluation consensus meetings on November 18, 2019 and January 6, 2020 and observed the following:
  • The application of the evaluation process including observing the consensus meetings of evaluation teams related to the mandatory and rated requirements
  • The review of the roll-up of evaluation results
• Reviewed documentation related to the financial evaluation (including the price certification) completed on May 1, 2020 and observed the following:
  • Process to complete financial evaluation forms
  • Signed evaluation documents
  • Calculation of final scores
  • Final evaluation/selection document

Eight bidders were retained after the Phase 1 evaluation; three of these eight bidders submitted a proposal for the Phase 2 evaluation.

The evaluators performed individual evaluations first and then conducted a meeting to come to a consensus score for the mandatory and technical criteria. The meeting was mediated by the Technical Authority with support from the Contracting Authority.

Three bids, as evaluated, met the mandatory and minimum rated requirements after Phase 1. The consensus meeting concluded, and the evaluators reviewed and signed off on the consensus evaluation. All three bids were subsequently evaluated for the financial criteria and were deemed financially compliant. Using the evaluation criteria, the successful bidder was identified.

All comments or issues identified by RCGT throughout the Evaluation Phase were resolved by the Contracting Authority.

6. Reference documents

The documents related to solicitation number EJ078-193032/A are available on Buyandsell.gc.ca and/or through the project office.

The roles and responsibilities for the FM Team Leader, FM Specialist and FM Contractor’s Representative have been defined in our contract with PSPC. For more information on these roles and responsibilities, please contact PSPC.

7. Addendum to final report, June 1, 2020

Addendum to the Fairness Monitor (FM) Final Report dated May 4, 2020 with respect to the 1500 Bronson Rehabilitation Project—Prime Consultant, issued by Public Services and Procurement Canada, as a result of bid solicitation number EJ078-193032/A.

This Addendum to the final report covers the period following the evaluation phase.

Contract award, communications, debrief

The following activities took place:

• Contracting Authority issued award and regret letters: May 7, 2020
• Debrief meetings conducted with some bidders: May 14, May 15 and May 29, 2020

All bidders received an email stating the winning bidder. Eight bidders requested a debrief meeting.

The FM reviewed the communications referred to above and attended the debrief meetings. One bidder sought additional information on the scoring of its bid, which was provided by the Contracting Authority. There were no fairness issues identified during these activities.

Based on the activities performed and described in this addendum, the Fairness Monitor hereby provides the following unqualified assurance statement concerning the procurement process for the 1500 Bronson Rehabilitation Project—Prime Consultant.

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