Defence Resource Management Information System In-Service Support

Documents reviewed

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

• request for information (RFI) documents including draft request for proposal (RFP) and response tables
• addenda, clarification questions and answers during bid open period
• correspondence with industry

Industry engagement open period

The RFI was posted on the Government of Canada (GC) Ariba Sourcing Portal on November 12, 2021, under solicitation W6369-220271/A to provide industry with advance notice regarding a prospective bid solicitation and to seek comments as appropriate regarding the solicitation documentation. During the open period, 3 amendments were issued. The RFI closed on January 5, 2022.

Seven suppliers provided a written response to the RFI.

Fairness monitor observations

During this phase, the FM observations are as follows:

• the RFI package was reviewed by the FM prior posting to the GC Ariba Sourcing Portal
• the FM reviewed drafts and final RFI version before posting
  • feedback was incorporated as appropriate where required
• the industry engagement instructions provided in the initial RFI documents were clearly stated
• the RFI closed on January 5, 2022
• any observations or requests for clarification made by the FM were addressed by the CA promptly

A summary of feedback and outcomes to the RFI was posted on the GC Ariba Sourcing Portal under solicitation W6369-220271/B.

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

Documents reviewed

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

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

Bid open period

The RFP was posted on the GC Ariba Sourcing Portal and on May 11, 2022, under solicitation W6369-220271/C. During the bid open period, 14 amendments were issued. The RFP closed on July 6, 2022.

Two 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. On July 18, 2022, a clarification request was sent to 1 bidder. On the same day the CA received the clarification response from the bidder. After review, 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 June 22, 2022. The CA conducted the bid evaluation kickoff on July 7, 2022. The FM attended the consensus evaluation meetings held on July 15, 2022 for the mandatory technical requirements of the 2 proposals.

Based on the PBCP: Phase 2, technical submissions it was determined by the CA that both technical bids included all information required for the mandatory technical criteria that were subject to the PBCP.

The FM attended the consensus evaluation meeting for the rated technical criteria R1 to R7 held on July 25, 2022, and for R8 on August 2, 2022.

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 rationales
• the 2 bid submissions were declared responsive

Phase 3: Final evaluation of the bid

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

Fairness monitor 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 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
• all 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 bidders 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 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.