Near Shore Fishery Research Vessel Build

Review of the draft request for identification - propulsion

The FM reviewed the draft RFID - propulsion issued on August 19, 2020.

Review of communications

During the open period from August 19, 2020 to September 2, 2020, the FM reviewed the communications between Canada and the potential RFID participants.

Review of the request for identification - propulsion

The FM reviewed the revisions to the RFID – propulsion based on feedback from industry following the draft RFID – propulsion from September 22, 2020 to the release of the RFID – propulsion on September 29, 2020.

Review of open period

From September 29, 2020 to November 2, 2020, the FM reviewed the RFID – propulsion bid open period related to the procurement process which included the review of 2 amendments.

Review of the closing

The FM received confirmation from the contracting authority (CA) that no late submissions were accepted following the closing deadline of November 2, 2020 at 2:00 pm Eastern standard time (EST).

Review of evaluation criteria and procedures

The FM reviewed the evaluation criteria and procedures for the RFID - propulsion to confirm that the evaluation would be completed in a manner that was fair, open and transparent. On November 12, 2020 the FM attended the bid evaluation meeting. This evaluator training meeting included a review of protocols and procedures with respect to conducting the evaluation remotely.

Monitoring of mandatory requirements evaluation

This phase began with each evaluator undertaking their individual review prior to the consensus meetings. The evaluation of the mandatory requirements took place on November 19, 2020. The evaluation team meetings included the evaluation team, the CA representative and the FM in attendance. The consensus meetings followed the process outlined in the RFID and the evaluation guideline document.

Monitoring of technical rated requirements evaluation

This phase began with each evaluator undertaking their individual review prior to the consensus meetings. The meetings took place on November 30, 2020 and December 2, 2020. The evaluation team meetings included the evaluation team, the CA and the FM in attendance. The consensus meetings followed the process outlined in the RFID and the evaluation guideline document.

Review of financial evaluation and final ranking

On December 9, 2020, the CA presented the results of the financial evaluation and final ranking to the FM.

Review of notification letters

On December 21, 2020, the CA representative provided the FM the draft notification letters prior to their issuance on December 21, 2020 to the unsuccessful respondents.

Debriefings

The FM reviewed the written debrief before being sent to respondents by email on December 23, 2020 and observed the verbal debrief to respondents by web conference on January 6, 2021.

Review of the request for identification - deck equipment documents

The FM reviewed the RFID – deck equipment prior to its release on December 18, 2020. The FM also reviewed the 3 amendments issued during the bid open period, prior to their issuance.

Review of the closing

The FM received confirmation from the CA that 2 responses were received and no late submissions were accepted following the closing deadline of February 5, 2021 at 2:00 pm EST.

Review of evaluation criteria and procedures

The FM reviewed the evaluation criteria and procedures to confirm that the evaluation would be completed in a manner that was fair, open and transparent.

The FM attended the evaluator training meeting held on February 17, 2021. This meeting included a review of protocols and procedures with respect to conducting the evaluation remotely.

Monitoring of mandatory requirements evaluation

This phase began with each evaluator undertaking their individual evaluation of the mandatory requirements prior to the consensus meeting held on February 19, 2021. The participants at the consensus meeting included the evaluation team, CA and the FM. The consensus meeting followed the process outlined in the RFID and the evaluation guideline document. Both submissions were deemed responsive to the requirements and as a result were eligible to proceed to next stage of the procurement process.

Monitoring of technical rated requirements evaluation

This phase began with each evaluator undertaking their individual evaluation of the technical rated requirements prior to the consensus meeting held on March 10, 2021. In attendance at the consensus meeting was the evaluation team, the CA and the FM. The consensus meeting followed the process outlined in the RFID and the evaluation guideline document.

Financial review and final ranking

On March 11, 2021 the CA presented the results of the financial evaluation and final ranking results to the FM.

Review of notification letters

The FM reviewed the notification letters on March 11, 2021 prior to their issuance the same day by the CA.

Review of the request for information, and amendments

The FM reviewed the RFI received on October 27, 2021, which was posted on October 28, 2021. The RFI had 2 amendments which were also reviewed prior to posting. The RFI closed on May 31, 2022.

Supplier engagement

The FM attended 3 one-on-one meetings with suppliers that took place between November 22, 2021 and November 29, 2021. The FM also monitored communications throughout the RFI period.

Review of the request for proposal

The FM reviewed the draft RFP from a fairness perspective upon its receipt on August 30, 2022. Any concerns were adequately addressed by the CA prior to public posting on September 21, 2022.

Review of evaluation criteria and procedures

The FM reviewed the evaluation criteria and procedures for the RFP to ensure that the evaluation would be completed in a manner that was fair, open and transparent.

Review of amendments

There were 18 amendments related to the procurement process issued during the RFP open period which were reviewed by the FM. Any concerns were adequately addressed by the CA prior to public posting.

Review of request for proposal closing

The FM received confirmation from the CA that no late submissions were received following the closing deadline of May 19, 2023 at 14:00 pm EST. The CA provided confirmation that there were 3 bids received and handled in accordance with the closing requirements and deadline as stated in the RFP.

Evaluation preparation

On June 1, 2023 the FM attended an evaluation guideline meeting with the evaluation team and CA to review the evaluation requirements, process, and schedule. Prior to undertaking the evaluation, all members of the evaluation team signed off on confidentiality and conflict-of-interest declaration. Fairness-related comments were provided, and appropriate action was taken by the CA and evaluation team.

Monitoring of evaluation of the bids

The technical evaluation began with each evaluator undertaking their individual evaluation of the mandatory and rated criteria for each of the 3 bids. The consensus meetings took place on June 8, 2023, June 15, 2023 and June 16, 2023 and were attended by the FM. Clarifications were issued to 1 of the bidders on June 15, 2023 and June 23, 2023 which were reviewed by the FM, along with the responses which were shared with the evaluation team for their consideration. On June 29, 2023 the evaluation reconvened to discuss the clarification responses. In accordance with the phased bid compliance process, compliance assessment reports (CARs) were sent to the bidders on July 4, 2023. Final technical consensus meetings were held on July 25, 2023, and August 14, 2023 for the evaluation team to discuss the response to the CAR for 1 bidder. As an outcome of the technical evaluation, 2 of the 3 bids met the mandatory requirement and minimum rated technical threshold as established within the RFP to proceed to financial evaluation. One bid did not meet these requirements and did not receive further consideration. On September 5, 2023 the CA provided the final consensus spreadsheet containing the technical evaluation results which was reviewed by the FM. The FM observed that the technical evaluation was conducted in a fair and consistent manner.

Financial evaluation and final ranking

The CA completed the financial evaluation and final ranking of the 2 bids in accordance with the RFP and provided the spreadsheet for FM review on September 5, 2023. The FM reviewed the financial evaluation and final ranking, which were observed to be consistent with the RFP. In reviewing these results, the FM did not observe any fairness concerns.