Halfway House Association, Prairie Region

An advanced contract award notice (ACAN) is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meet the requirements set out in the ACAN, on or before the closing date and time stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

1. Definition of requirement:

The Correctional Service Canada has a requirement to establish relationships between Community Based Residential Facilities, Correctional Service of Canada, stakeholders and partners. The work will involve the following:

1.1 Objectives:

The Contractor will deliver Community Based Residential Facility consultation services to promote the awareness of regional community based residential facilities and services, will promote information sharing, training, and educational leadership for all regional Community Based Residential Facilities.

1.2 Tasks:

The Contractor must ensure contact information, terms of offender acceptance, and activities/programs/interventions of each regional Community Based Residential Facility are available online.

The Contractor must ensure information such as Notices, Pre-Release fairs, gists of Meeting Minutes, and all other relevant activities as agreed upon by the Regional Project Authority, is available online.

The Contractor shall facilitate access to common databases, forms, policies, manuals, and accreditation processes to enhance regional CBRF capacity for efficiency and improvements in meeting the required elements of national CBRF Statements of Work.

The Contractor shall forward national/regional information updates, policy changes, requests for feedback, and any other relevant information that may impact the Community Based Residential Facilities from the Correctional Service of Canada and/or the Regional Project Authority to those facilities.

Through collaboration and consultation with regional Community Based Residential Facilities, the
Contractor will organize and advance training opportunities to assist regional facilities in meeting training and development plan expectations.

The Contractor must provide information sessions to the Parole Board of Canada Prairie Region Offices to promote Community Based Residential Facilities for the purpose of maintaining Board members' awareness of facilities and related resources available to the Correctional Service of Canada for managing risk of offenders residing in these facilities.

Annual information sessions shall be offered to Parole Board of Canada staff and Board Members in both the Edmonton and Saskatoon offices.

The Contractor will maintain communication and exchange relevant information with other Regional Halfway House Associations, the Canadian Association of Residential Options for Women and the National Associations Active in Criminal Justice.

The Contractor shall plan and participate in a Regional Strategic Planning Committee meeting to identify activities and/or goals for the purpose of assisting the Correctional Service of Canada's advancement of corporate objectives related to the safe and timely reintegration of offenders into the community in accordance with the principles outlined in the Federal Community Corrections Strategy.
1.3 Expected results:

The Contractor must provide the Regional Project Authority with the following reports:
a) Quarterly Reports outlining specific, time-lined activities, objectives, and deliverables achieved;

b) Financial Statements;

c) The Contractor must provide a complete listing of Board Members to the Correctional Service of Canada;

d) The Contractor shall schedule a Regional Strategic Planning Committee meeting with Correctional Service of Canada representatives and submit a business plan to the Regional Project Authority outlining the specific activities/goals to be accomplished over the duration of the contract;

e) The Contractor shall provide written updates regarding the progress and the overall schedule of the business plan.

1.5.2 Paper consumption:

a. Should printed material be required, double sided printing in black and white format is the default unless otherwise specified by the Project Authority.

b. The Contractor must ensure printed material is on paper with a minimum recycled content of 30% and/or certified as originating from a sustainably managed forest.

c. The Contractor must recycle unneeded printed documents (in accordance with Security Requirements).

1.6 Constraints:

1.6.1 Location of work:

a. The Contractor must perform the work at Saskatoon, Saskatchewan and Edmonton, Alberta.

b. Travel

i. Travel to the following locations will be required for performance of the work under this contract; Saskatoon, Saskatchewan and Edmonton, Alberta.

1.6.2 Language of Work:

The contractor must perform all work in English.

1.6.3 Security Requirements:

There are no security requirements associated to this contract.

2. Minimum essential requirements:

Association representatives must be from agencies currently having Community Residential Facility contracts with the Correctional Service of Canada.

3. Applicability of the trade agreement (s) to the procurement

This procurement is not subject to any trade agreement.

4. Set-aside under the Procurement Strategy for Aboriginal Business

This procurement is not subject to any set-asides for Aboriginal Suppliers.

5. Comprehensive Land Claims Agreement (s)

This procurement is not subject to a Comprehensive Land Claims Agreement.

6. Justification for the Pre-Identified Supplier

The Prairie Region Halfway House Association assists the various Community Residential Facilities (CRFs) in the management and maintenance of several requirements within the standardized statement or work and general common issues. Assisting with implementation of practices and sharing of information is a component of the contract requirements. The PRHHA is an entity or its own membership thus service delivery can only be provided by them.

7. Government Contracts Regulations Exception(s)

The following exception to the Government Contracts Regulations is invoked for this procurement under subsection:

(d) only one person is capable of performing the contract.

8. Exclusions and/or Limited Tendering Reasons

The following exclusion (s) and/or limited tendering reasons are invoked under the section of the trade agreement (s) specified:

This procurement is not subject to any trade agreement.

9. Ownership of Intellectual Property

Canada intends to retain ownership of any foreground intellectual property arising out of the proposed contract on the following basis:

6.2 statutes, regulations, or prior obligations of the Crown to a third party or parties preclude Contractor ownership of the Foreground;

10. The period of the proposed contract or the delivery date(s)

The proposed contract is for a period of nine (9) months, from July 1, 2014 to March 31, 2015.

11. A cost estimate of the proposed contract

The estimated value of the contract, including option (s), is $37,500.00 (GST/HST extra).

12. Name and address of the pre-identified supplier

Prairie Region Halfway House Association
PO Box 46007
Ingelwood R.P.O.
Calgary, Alberta
T2G 5H7

13. Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN, may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date and time of this notice. This statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

14. The closing date and time for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is June 30, 2014 at 10:00am CST.

15. Enquiries and submission of statement of capabilities

Enquiries and statement of capabilities are to be directed to:

Regional Contracting Specialist
Correctional Service Canada
Regional Headquarters – Prairies
Box 9223, 2313 Hanselman Place
Saskatoon, Saskatchewan
S7K 3X5
Telephone: 306-975-8921
Facsimile: 306-975-6238
E-mail: 5••••••••@•••••••.••.ca