Canadian Forces School of Aerospace Technology and Engineering

1. Introduction

Raymond Chabot Grant Thornton Consulting Inc. (RCGT) was engaged on August 26, 2019, as a Fairness Monitor (FM) to observe the Canadian Forces School of Aerospace Technology and Engineering (CFSATE) procurement process, issued by Public Services and Procurement Canada (PSPC), on behalf of the Department of National Defence (DND), as a result of bid solicitation number W0113-18CS40/A and W0113-18CS40/B. 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 sections 4 and 5 of this report. We hereby submit the FM Final Report, covering the activities of the FM, from August 30, 2019, continuing through the conclusion of the Evaluation Phase on February 25, 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 Canadian Forces School of Aerospace Technology and Engineering project:

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

CFSATE provides the Royal Canadian Air Force with qualified personnel to ensure aircraft serviceability by developing and carrying out individual aerospace technical and engineering training in accordance with aviation and military approved doctrine and standards. They are also responsible for addressing the needs of the Air Force.

DND conducted a review of instructional needs which revealed that the existing training was inadequate for the requirements of operational units. As a result, it was determined that an increase to the length of courses would be required and consequently a large increase in resources needed to deliver the training in order to fulfill the school’s mandate. This procurement is to fulfill CFSATE’s continuous efforts in providing these support services to production requirements of the school.

4. Fairness monitoring engagement and methodology

RCGT was engaged as an FM to observe the procurement process for the CFSATE, 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 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, Technical Authority and/or the Project Authority during the procurement process from August 30, 2019, to February 25, 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 Industry engagement phase

The following activities were performed during this phase

• From August 30 2019 to September 6 2019 a review of the Letter of Interest (LOI) was performed and questions comments and identified issues were discussed
• From September 26 2019 to October 24 2019 a review of two LOI amendments was conducted as well as a review of all questions from potential bidders prior to issuance
• On October 2 2019 the FM attended an Industry Day at the CFSATE in Borden, Ontario RCGT observed the presentations done by the PSPC Contracting Authority and DND representatives including questions and answers of participants

RCGT received the first draft of the LOI on August 30, 2019. The LOI was posted on buyandsell.gc.ca (#W0113-18CS40/A) on September 11, 2019. Two amendments to the LOI were issued on October 2, 2019, and October 25, 2019. The LOI closed on November 1, 2019, at 14:00 Eastern Daylight Time.

In accordance with the terms of our engagement, we familiarized ourselves with the relevant documents, observed the Industry Engagement 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 Industry Engagement Phase were resolved by either the Technical or Contracting Authority.

5.2 Request for proposal phase

The following activities were performed during this phase

• From October 24 2019 to October 25 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 October 24 2019 The RFP was posted on buyandsell.gc.ca on November 15 2019 Five amendments to the RFP were issued from November 19 2019 to December 24 2019 respectively
• From November 25 2019 to December 21 2019 a review of all Q&A responses and the corresponding RFP amendments was conducted

The RFP closed on January 22, 2020, at 14:00 Eastern Standard 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 either the Technical or Contracting Authority.

5.3 Evaluation phase

The following activities were performed

• Reviewed the following documents
  • Evaluation Criteria
  • Technical evaluation plan
  • Technical evaluation grids
  • Bidders’ responses
  • Financial evaluation worksheets
  • Price certification
  • Final evaluation selection document
• Attended the evaluation kick off meeting on January 27, 2020 and observed the following
  • Orientation instructions provided to evaluators
  • Evaluation grids provided to evaluators
• Attended the technical evaluation consensus meetings on January 27, 2020 and January 28, 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 on February 25, 2020 and observed the following
  • Process to complete financial evaluation forms
  • Signed evaluation documents
  • Calculation of final scores
  • Price certification assessment
  • Final evaluation selection document

One bid was received, for which an evaluation was performed. The evaluators performed individual evaluations first and then conducted meetings to come to a consensus score for the mandatory and technical criteria. The meetings were mediated by the Technical Authority.

The received bid met the mandatory and minimum rated requirements.

The consensus meetings concluded, and the evaluators reviewed and signed off on the consensus evaluation. The responsive bid was subsequently reviewed for financial compliance with the RFP. This bid was deemed financially compliant.

The Contracting Authority subsequently coordinated a price justification analysis to ensure that the responsive bidder’s proposed rates are reasonable; no issues were identified by the Contracting Authority. We reviewed the price justification analysis, as well as the financial proposal submitted by the successful bidder.

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

6. Reference documents

The documents related to solicitation number W0113-18CS40/A and W0113-18CS40/B 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, May 27, 2020

Addendum to the Fairness Monitor (FM) Final Report dated March 6, 2020 with respect to the Canadian Forces School of Aerospace Technology and Engineering Project, issued by Public Services and Procurement Canada (PSPC) on behalf of the Department of National Defence, as a result of bid solicitation number W0113-18CS40/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 letter April 21, 2020
• Evaluation summary notes provided to the bidder May 20, 2020

The Contracting Authority informed the bidder via an e-mail that its bid was accepted. At the request of the Bidder, the Contracting Authority subsequently provided the evaluation summary notes related to its bid.

The FM did not receive these communications from the Contracting Authority to the Bidder prior to being sent. The FM subsequently reviewed these communications; there were no fairness issues in the assessed documentation.

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 Canadian forces School of Technology and Engineering Project.

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