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Contracting & Procurement Activity Report

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Contracting & Procurement Activity Report CONTRACTING & PROCUREMENT ACTIVITY REPORT FOR THE YEAR ENDED MARCH 31, 2020 TABLE OF CONTENTS Overview ......................................................................................................................................... 1 Summary Section A – Major Construction Contracts ..................................................................... 2 Summary Section B – Operations and Maintenance Expenditures ................................................ 3 Section A – Major Construction Contracts – Detailed List............................................................ 10 Section B – Operations and Maintenance Contracts – Detailed List ............................................ 11 Professional Services ..................................................................................................................... 12 Air Charters ................................................................................................................................... 14 Maintenance ................................................................................................................................. 15 Goods ............................................................................................................................................ 17 Leases - Public and Staff Housing 2019 - 2020 ............................................................................. 19 CONTRACTING REPORT: 2019-2020 OVERVIEW PURPOSE The purpose of this report is to support the integrity and transparency in Government Contracting Practices through annual reporting activities. It enhances the transparency of Government Contracting Practices while presenting meaningful and useful information in a timely manner. INTRODUCTION The organization of this report is based on the Government of Nunavut’s (GN) Contracting Procedures and information available from Nunavut Housing Corporation’s databases. The report provides statistical information and contract details about the Nunavut Housing Corporation’s contracts and operating and maintenance expenditures for the fiscal year 2019 - 2020. REPORT OVERVIEW The report focuses on the distribution of contracts awarded to companies in accordance with their NNI registration identification (NNI status). The registration IDs are noted below. INUIT: Inuit owned business registered with NTI NUNAVUT: Government of Nunavut registered business OTHER: None of the above. In the supporting data sheets, a company that is both NTI and NNI (NTI/NNI) registered is classified in the summary information as Inuit; A company that is NNI registered only is classified in the summary information as Nunavut; Companies without NTI or NNI are grouped under ‘other’. The detailed contract information is organized into Section A and Section B. Section A deals with ‘Major Construction’. As per the Government of Nunavut’s Contracting Procedures Manual, the data in Section A includes contracts with a value of $25,000 or greater. Section B is devoted to the operating and maintenance expenditures and includes Goods, Services, Maintenance, Leases and all other contracts over $5,000. Page 1 of 25 CONTRACTING REPORT: 2019-2020 SUMMARY OF SECTION A—MAJOR CONSTRUCTION CONTRACTS This section contains all major construction contracts of $25,000 or higher that were awarded during the fiscal year 2019 - 2020. CONTRACT TYPE AMOUNT PERCENTAGE Public Tender $ 54,670,509 100% Public Request for Proposal 0 0% Total $ 54,670,509 100% NNI STATUS AMOUNT PERCENTAGE INUIT $ 43,305,999 79% NUNAVUT 0 0% OTHER 11,364,510 21% Total $ 54,670,509 100% The information was recorded at the time the contract was awarded. The award value does not reflect the amount actually paid out. If information is required on the current status of the contract, that can be provided upon request. While the NHC strives for transparency, it is to be noted that proprietary information may not be released for contractual and legal reasons. MAJOR CONSTRUCTION ($'000) $60,000 $50,000 $40,000 $54,671 $30,000 $46,916 $20,000 $10,000IN THOUSANDS - $522 $ $16,726 $14,190 $- PT PRFP PROCUREMENT METHOD 2017-18 2018-19 2019-20 Page 2 of 25 CONTRACTING REPORT: 2019-2020 SUMMARY OF SECTION B—O&M EXPENDITURES PROFESSIONAL SERVICES This section provides information on service contracts. The contracts are primarily for professional services such architectural, engineering, financial and legal services. CONTRACT TYPE AMOUNT PERCENTAGE Standing Offer Agreement $ 6,079,470 99% Public Request for Proposal 38,395 1% Sole Source 5,713 0% Total $ 6,123,578 100% NNI STATUS AMOUNT PERCENTAGE INUIT $ 3,490,255 57% NUNAVUT 0 0% OTHER 2,633,323 43% Total $ 6,123,578 100% PROFESSIONAL SERVICES ($'000) (ARCHITECTURAL, ENGINEERING, POLICY, FINANCE & LEGAL) $7,000 $6,000 $5,000 $4,000 $6,079 $3,000 $4,310 IN THOUSANDS IN $2,000 - $1,000 - $2,862 $96 $53 $38 $ $589 $124 $406 $6 $ $- SOA PT SS PRFP PROCUREMENT METHOD 2017-18 2018-19 2019-20 Page 3 of 25 CONTRACTING REPORT: 2019-2020 AIR CHARTERS This section provides information on air charters procured during the fiscal year. CONTRACT TYPE AMOUNT PERCENTAGE Invitational $ 0 0% Public Tender 56,162 100% Total $ 56,162 100% NNI STATUS AMOUNT PERCENTAGE INUIT $ 56,162 100% Total $ 56,162 100% AIR CHARTER ($'000) $100 $90 $80 $70 $91 $60 $50 $40 $56 $30 $20 $42 - - - IN THOUSANDS $ $ $10 $ $- IT PT PROCUREMENT METHOD 2017-18 2018-19 2019-20 Page 4 of 25 CONTRACTING REPORT: 2019-2020 MAINTENANCE EXPENSES Refers to both preventative and demand maintenance services for staff housing, public housing and corporate offices not provided by Local Housing Organizations (LHOs). CONTRACT TYPE AMOUNT PERCENTAGE Sole Source $ 7,543 0% Standing Offer Agreement 69,484 2% Public Tender 3,357,000 98% Total $ 3,434,027 100% NNI STATUS AMOUNT PERCENTAGE INUIT $ 2,481,559 72% NUNAVUT 0 0% OTHER 952,468 28% Total $ 3,434,027 100% MAINTENANCE ($'000) $4,500 $4,000 $3,500 $3,000 $2,500 $3,956 $2,000 $3,304 $3,357 $1,500 $1,000 IN THOUSANDS - $37 $69 $668 $ $787 $8 $172 $172 $500 $396 $- LEASE SS SOA PT PROCUREMENT METHOD 2017-18 2018-19 2019-20 GOODS This section provides information on purchases of other goods during the fiscal year 2019 - 2020. The information is drawn from NHC’s operating and maintenance expenses and excludes consulting, architectural, engineering contracts & legal fees, air charters, maintenance and leasing expenses. Page 5 of 25 CONTRACTING REPORT: 2019-2020 CONTRACT TYPE AMOUNT PERCENTAGE Public Tender $ 2,529,080 67% Standing Offer Agreement 195,148 5% Sole Source 313,033 8% Invitational Request for Proposal 741,078 20% Total $ 3,778,339 100% NNI STATUS AMOUNT PERCENTAGE INUIT $ 1,029,938 27% NUNAVUT 0 0% OTHER 2,748,401 73% Total $ 3,778,339 100% GOODS ($'000) $3,500 $3,000 $2,500 $2,000 $3,142 $1,500 $2,574 $2,529 $1,000 IN THOUSANDS - $500 - $591 $195 $115 $158 $313 $ $ $741 $95 $- PT SOA SS IRFP PROCUREMENT METHOD 2017-18 2018-19 2019-20 LEASES This section provides information on leases held by the NHC which are used for public and staff housing. In 2019 - 2020, new leases were primarily procured through Public Request for Proposals (PRFP). Where possible, NHC opted to renew the majority of leases under the same vendors, as the units were already occupied by NHC public housing or staff housing tenants and failing to renew the leases would cause significant disruption to operations. Leases acquired through Memoranda of Understanding (MOUs) are in respect of units acquired on behalf of departments of the Government of Nunavut. All new and all renewed leases are for durations of one to five years. Page 6 of 25 CONTRACTING REPORT: 2019-2020 CONTRACT TYPE AMOUNT PERCENTAGE Renewals $ 31,583,906 62% Public Request for Proposal 6,628,704 13% Sole Source 12,446,872 25% Total $ 50,659,482 100% NNI STATUS AMOUNT PERCENTAGE INUIT $ 16,988,785 34% NUNAVUT 0 0% OTHER 33,670,697 66% Total $ 50,659,482 100% LEASES ($'000) $35,000 $30,000 $25,000 $20,000 $31,584 $31,156 $15,000 $30,731 $10,000 IN THOUSANDS $6,629 $11,676 $5,000 $12,447 $11,780 $4,361 $5,599 $- RENEWALS PRFP SS PROCUREMENT METHOD 2017-18 2018-19 2019-20 SOLE SOURCE COMPARISON Sole Source contracting practices are monitored closely. NHC believes it is able to get the best value for money through competitive bidding processes. However, there are limited instances where the GN’s contracting procedures permit awarding contracts without competition. Listed below are the acceptable conditions for awarding contracts without competition: 1. The goods, services or construction are urgently required and delay would be injurious to the public interest. 2. Only one party is available and capable of performing the contract. 3. The contract is an architectural or engineering contract that will not exceed $25,000 in value or is any other type of contract that will not exceed $5,000 in value. Page 7 of 25 CONTRACTING REPORT: 2019-2020 2018-19 and 2019-20 COMPARISON SOLE SOURCE COMPARISON ($'000) $14,000 $12,000 $10,000 $12,447 $8,000 $11,780 $6,000 Thousands $4,000 $2,000 $158 $313 $406 $6 $37 $8 $- Goods Leases Services Maintenance 2018-19 2019-20 Goods: The majority of the Sole Source contracts are for specialized software and computer services. Leases: There are instances when NHC has to enter into lease agreements via sole source due to the scarcity of available rental units. Services: The decrease is due to the completion of existing contracts and management was able to enter in to Standing Offer Agreements to provide these services. Page 8 of 25 CONTRACTING REPORT: 2019-2020 TERMS Goods: In this
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