Strategic Tanker Transport Capability Project Aircraft Acquisition

Attestation of assurance

The fairness monitor (FM) hereby provides the unqualified assurance statement below concerning the competitive procurement process of the Strategic Tanker Transport Capability (STTC) Project Aircraft Acquisition up to and including the contract award.

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

Original signed by:

Activity requirement

BDO Canada LLP was engaged on October 13, 2020 as the FM to observe the procurement process for the STTC Project Aircraft Acquisition issued by Public Works and Government Services Canada (PWGSC) on behalf of the Department of National Defence under solicitation W847A-200275. BDO is an independent third party with respect to this activity.

We hereby submit this final report covering the activities and monitoring observations of the FM for the procurement process from the process start date of October 13, 2020 continuing through the contract award on June 19, 2023.

PWGSC has a requirement to replace the existing fleet of 5 CC150 Polaris capability no later than 2030 with up to 9 multi-role aircrafts that will perform:

• air-to-air refuelling
• strategic airlift
• aeromedical evacuation
• strategic transport for the Government of Canada

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
• the methodologies applied
• 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 bid solicitation activities up to the conclusion of the invitation to qualify (ITQ) consensus phase
• identified fairness related matters to the contracting authority (CA) team
• ensured that responses and actions were reasonable and appropriate

Invitation to qualify phase

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

• draft and final ITQ documents
• ITQ evaluation document
• clarification questions and answers during bid open period
• addenda
• correspondence with industry

Bid open period

The ITQ was posted on buyandsell.gc.ca on February 12, 2021. During the posting period, 2 amendments were issued responding to all clarification questions received.

In ITQ amendment 2, issued on February 22, 2021, the solicitation closing date was extended to March 5, 2021.

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

Technical bid evaluation

A copy of the ITQ evaluation material was provided to the FM on February 24, 2021. On the same day, the CA conducted the evaluation orientation session. The FM attended all consensus evaluation meetings held on March 19, 24 and 26, 2021 for the 2 proposals.

During this phase, the following process was followed:

1. each evaluator conducted their own individual evaluations of the responses in their individual workbooks
2. once the individual evaluations were completed, the evaluators participated in meetings to agree and reach consensus
3. evaluators recorded and marked any changes agreed to during consensus in their individual workbooks
4. a consensus meeting summary report was provided to all evaluators and the CA
5. the CA confirmed with each member of the evaluation team that they were in agreement with the final consensus rationale
6. 1 of the 2 bid submissions was declared non-compliant

On March 29, 2021, 2 letters were sent to the respondents.

The first letter was sent to the successful respondent, informing them of their qualification to participate in the subsequent phases of the STTC procurement process.

The second letter was sent to the unsuccessful respondent, notifying them that they did not meet all mandatory requirements, and consequently, their exclusion from participating in any subsequent phases of the procurement process.

On April 28, 2021, the FM attended the debrief session with the unsuccessful respondent and the CA.

Fairness monitor observations

The FM reviewed the draft and final ITQ documents and all draft amendments to the ITQ 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 ITQ evaluation phase considered the following principles of fairness, openness and transparency:

• the evaluation plan was consistent with the published procurement documents
• 3 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 evaluation workbooks and method for individual assessment
  • explanation of how to avoid 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 and not information from previous contracts, personal knowledge, etc.
• the evaluation criteria and assessment tools were established prior to the receipt of responses and were consistent with the ITQ
• 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 ITQ phase.

Bid negotiations and contract award

The CA exercised the Rights of Canada to negotiate with the sole responsive offeror to secure the best value for Canada. The FM did not participate in any bid negotiation activities. Consequently, the contract was awarded to the sole source offeror on June 19, 2023.

Reference documents

Documents related to solicitation number W847A-200275 are available on CanadaBuys or through the project office.