Canadian High Arctic Research Station Facility Management Services Project

Introduction

BDO was engaged on May 14, 2020 by Public Works and Government Services Canada (PWGSC) as the fairness monitor (FM) to observe the procurement process for the Canadian High Arctic Research Station (CHARS) Facility Management Services (FMS) project.

BDO is an independent third party with respect to this activity. We reviewed all of the information provided and observed all relevant activities.

We hereby submit this final report covering the activities and monitoring observations of the FM for the procurement process, solicitation ET025-202063/B.

This report includes:

• our attestation of assurance
• a summary of the scope and objectives of our assignment
• the methodologies applied and relevant observations from the activities undertaken up to the conclusion of the evaluation phase

Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive procurement process of the CHARS FMS project.

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

Project requirement

PWGSC, on behalf of POLAR Knowledge Canada, has a requirement for an FMS contract to plan, operate, and maintain CHARS in Cambridge Bay, Nunavut.

This contract will deliver a range of services including:

• building operations and maintenance
• managing of service calls and incidents
• emergency work services
• warranty-related services
• cleaning requirements
• hoteling requirements
• fume hood maintenance
• environmental management
• management of utilities
• inventory management
• building management planning
• building performance reviews and minor repairs

Fairness monitoring engagement and observations

BDO was engaged as an FM to observe the procurement process for the CHARS FMS and to attest to the fairness, openness and transparency of this monitored activity.

In accordance with the terms of our engagement, we familiarized ourselves with the relevant documents, observed the bid solicitation activities up to the conclusion of the evaluation phase, identified fairness related matters to the contracting authority (CA) and ensured that responses and actions were reasonable and appropriate.

The following is a summary of the FM specialist monitored activities and related observations from the process start date of May 14, 2020 continuing through the end of the request for proposals (RFP) evaluation phase that concluded on December 1, 2020.

Request for proposals process phase: Activity monitored

In this section

• Documents reviewed
• Bid open period
• Phase 1: Financial bid evaluation
• Phase 2: Technical bid evaluation
• Phase 3: Final evaluation of the bid
• Fairness monitoring specialist observations

Documents reviewed

During the RFP phase, the FM specialist was provided with the following documents for review:

• draft and final RFP documents
• clarification questions and answers during bid open period
• virtual site visit information
• addenda
• correspondence with industry

Bid open period

The RFP was posted on buyandsell.gc.ca on July 6, 2020. During the bid open period, 7 amendments were issued responding to all clarification questions.

5 companies registered to the virtual site visit that was conducted via Zoom on July 30, 2020. A link to the video of the site visit (no sound) as well as a floorplan outlining the route used in the video was provided in an email via BIM360 to all participants ahead of the site visit.

In RFP amendment 7, issued on September 11, 2020, the solicitation closing date was extended to September 18, 2020.

2 responses were received by the solicitation closing date and time.

Phase 1: Financial bid evaluation

Based on the phased bid compliance process (PBCP), phase 1 an examination of the financial submissions was undertaken and it was determined by the CA that both financial bids included all information required.

Phase 2: Technical bid evaluation

The RFP evaluation material was provided to the FM on September 22, 2020. The CA conducted the pre evaluation orientation session on September 23, 2020. The FM attended the consensus evaluation meetings held on October 19, 20 and 22, 2020 for the 2 proposals. Based on the PBCP, phase 2, technical submissions were evaluated and instances where 1 of the bidder’s failed to meet eligible mandatory criteria were identified. A compliance assessment report (CAR) was sent to that bidder outlining information that was missing from their technical submission. The response to the CAR was provided within the allotted timeframe, evaluated and deemed non-compliant. The FM attended the CAR response consensus evaluation meeting held on November 10, 2020.

The following process was undertaken to evaluate the technical responses to the RFP:

• Each evaluator conducted their own independent review and scoring of the response in their evaluator workbook
• Once the independent reviews were completed, the evaluators participated in meetings to agree on the consensus assessment
• Evaluators recorded and marked any changes agreed to during consensus in their individual workbooks
• The CA confirmed with each member of the evaluation team that they were in agreement with the final consensus scores and rationale
• 1 of the 2 bid submissions was declared non-responsive

Phase 3: Final evaluation of the bid

In this phase, the CA completed the evaluation of the bid found responsive to the requirements reviewed at phase 1 and 2. The Bid was assessed in accordance with the entire requirement of the bid solicitation including the technical and financial evaluation criteria.

Fairness monitoring specialist observations

The FM reviewed the draft and final RFP documents and all draft amendments to the RFP including responses to clarification questions.

Any requests for clarification from the potential bidders during the bid open period were addressed via amendments by the CA.

Any observations or requests for clarification made by the FM were addressed by the CA. The CA was responsive in providing clarification when requested by the FM.

The FM’s review of documents and monitoring of activities during the RFP evaluation phase considered the following principles of fairness, openness and transparency:

• The evaluation plan was consistent with the published procurement documents
• 5 evaluation team members were chosen and confirmed prior to the receipt of responses
• Evaluator orientation training was provided to all evaluators.
• The CA informed all evaluators of the following as a minimum:
  • identity of the responses received and requested evaluators to declare any conflict of interest
  • confidentiality protocols
  • document control
  • clarification process
  • overview of scoring workbooks and method for individual assessment
  • explanation of hidden criteria
  • explanation of fairness and the need for objectivity, consistency and equitable treatment of all responses
  • guidance with respect to only assessing the information that is in the response: not information from previous contracts, personal knowledge, etc.
• The scoring criteria and assessment tools were established prior to the receipt of responses and were consistent with the RFP
• The submissions were logged and recorded upon receipt, clearly identifying that these were submitted on time

No potential fairness issues were noted by the FM during the evaluation phase.

Reference documents

Documents related to solicitation number ET025-202063/B are available on CanadaBuys or through the project office.

Addendum to the final report

July 27, 2021

Addendum to the FM final report dated January 11, 2021 for the procurement process related to the acquisition of the CHARS FMS.

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

Contract award, communications, and debriefing

The contract was awarded on April 30, 2021. Along with the notification of award, information was provided on April 30, 2021, explaining the results of the evaluation of the only bid found responsive to the requirements.

2 debriefings were requested which took place May 28 and June 23, 2021 via conference calls.

The FM reviewed the correspondence and observed the meetings with the bidders. The process conducted conformed to the requirements of the RFP. All bidders were treated fairly.

Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the competitive procurement process of the CHARS FMS project the debriefings concluding on June 23, 2021.

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