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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:
In accordance with the Corrections and Conditional Release Act (CCRA), the purpose of conditional release is to contribute to the protection of society. One of the ways that this legislative mandate is fulfilled is to assist offenders to reintegrate into the community as law-abiding citizens. The CCRA requires that the Correctional Service Canada (CSC) ensure that programs, plans, and supervision are in place in institutions and the community to assist in an offender’s reintegration. The work will involve the following:
1.1 Objectives:
To ensure the mandate of providing supervision and gathering information on conditionally released offenders is met and there is no disruption in services to offenders during periods when community Parole Officers are unavailable and/or located outside the geographical area where the offender resides.
1.2 Tasks:
1. The Contractor must follow all legislation and policies pertaining to the management and supervision of offenders under federal jurisdiction, in the completion of tasks related to the Statement of Work.
2. The Contractor must contact the Project Authority or his/her designate for any clarification/inquiries relating to this contract, and/or CSC legislation and policies.
3. Where the Contractor has been provided with direct access to OMS in read/write mode, the Contractor will be responsible for entries in relation to the services identified above in accordance with applicable legislation and policies. Where the Contractor has not been provided with direct access to OMS, the Contractor must forward entries in relation to services identified above to CSC, as directed by the Project Authority and agreed upon by the Contractor, in accordance with all security requirements.
The scope of work may include:
Conditional Release - Community Supervision
4. The Technical Authority will assign the supervision of offenders on conditional release and those subject to Long-Term Supervision Orders (LTSO) following the appropriate referral, review, and acceptance procedures established by CSC and in accordance with applicable legislation and policy.
5. The Contractor must ensure that offenders, their collateral contacts and local police agencies are provided with contact numbers to be used in times of crisis or, when the Contractor is unavailable.
6. At the initial interview with the offender, the Contractor must review items listed in the Initial Interview Checklist (CSC Form # 1331). A signed copy of the Initial Interview Checklist must be forwarded to the Technical Authority to be placed on the offender’s Case Management file.
7. The Contractor must, on a regular basis, in accordance with supervision policies, in consultation with the Technical Authority, verify the offender's place of residence, confirm that the information contained in the Standard Profile is updated, and identify programs considered critical to the offender's reintegration. The Standard Profile must be updated as changes occur in the offender’s situation.
8. Case Management reports must be submitted to the Technical Authority according to the format and frequency determined in consultation with the Project Authority and according to CSC policies.
9. The Contractor must maintain clear, legible and detailed Casework Records which shall include reference to all contacts made with the offender, location of contact (e.g. home, work); time and date of contact; type of contact (e.g. face to face, phone). The Contractor must clearly indicate in Casework Records if the contact is collateral and the name(s) of the collateral contact(s) and their relationship to the offender.
10. All Casework Records prepared by the Contractor must be delivered to CSC within a maximum of seven (7) days following the contact or activity in accordance with policy requirements. If the Contractor has access to OMS, the Contractor must enter Casework Records in OMS in accordance with policy as soon as possible, but no later than seven (7) calendar days.
11. At the request of the Technical Authority , the Contractor must prepare and submit a formal written report (which may include the Correctional Plan [CP] - Updated, Assessment for Decision, etc.) to the Technical Authority in the following circumstances:
a) an increase in the offender’s risk;
b) a breach of a special condition;
c) suspension;
d) transfer of the case;
e) proposal for change to the conditions of release;
f) any situation requiring notification to the Parole Board of Canada;
g) exceptional incidents; and,
h) termination of supervision (including suspension and warrant expiry).
12. The Contractor will share the contents of the CP – Updated with the offender.
13. Case Conferences between the Contractor and the Technical Authority shall take place at a frequency determined in consultation with the Technical Authority and according to CSC policies. The Case Conferences must address the behaviour of the offender and the strategies which might be required in the management of the case, and the results must be noted in a Casework Record.
14. The Contractor must be cognizant of and consider all relevant information provided to CSC by victims in the management of an offender’s case.
Temporary Absences (The supervision of offenders on Unescorted Temporary Absence (UTA), and/or the supervision of offenders on Work Release (WR)).
15. At the request of the Project Authority, the Contractor must meet in person or by telephone with offenders released to the area on an UTA or WR, in accordance with reporting requirements identified in the temporary absence permit.
16. The Contractor must conduct a follow-up interview with the UTA/WR sponsor immediately following completion of the UTA or WR. This interview can be completed by telephone.
17. The Contractor must complete and forward an evaluation, using a Community Assessment, to the Technical Authority following the completion of the absence. The evaluation will relate to the specific objectives outlined in the original decision granting the UTA.
TANDEM SUPERVISION (The accompaniment of the assigned Contractor by a second individual).
18. The Contractor must, in consultation and as approved by the Technical Authority, obtain the assistance of a second CSC-authorized person (e.g. Program Officer, Psychologist, Parole Officers, Police Officer) to accompany him/her on home visits in accordance with CSC’s Tandem Supervision policy.
19. The Contractor must, at the request of the Project Authority, accompany a CSC Parole Officer on a tandem supervision home visit.
SHARING AND SHIPPING OF OFFENDER INFORMATION
20. The Contractor must not share copies of documentation provided by CSC with the offender unless authorized to do so by the Project Authority, in accordance to CSC policies and guidelines.
21. The Contractor must return all offender information provided by CSC within 30 days of the transfer or termination of supervision (including suspension and warrant expiry) or, following the termination of the contract by CSC, whichever is sooner unless the Project Authority gives written consent instructing otherwise to the Contractor.
22. The Contractor must pack and ship all offender information in accordance with the CSC Offender Records User’s Guide. This must include providing an itemized list of documentation and files being returned to CSC on a Transmittal Note & Receipt Form (CSC-0827).
STORAGE OF OFFENDER INFORMATION
23. The Contractor must store Offender information in accordance with Appendix “E” – Security Requirements.
24. The Contractor must perform all electronic processing, storage and transmission of offender or other sensitive information in accordance with Appendix “E” – Security Requirements.
25. All electronic exchanges of information and correspondance must be in accordance with the Government of Canada Security Policy.
MONTHLY ACTIVITY REPORTS:
26. The Contractor must provide monthly activity reports to the Technical Authority, including:
a. Supervision cases identifying the offender’s name and FPS number, supervision level and the date supervision commenced;
b. Supervised UTAs or Work Releases identifying the offender’s name and FPS number and the period (weekday or weekend) during which supervision was provided; and,
c. Number of completed reports identified by type of reports (CA, PSCA, PA, etc.), offender name and FPS number.
1.3 Expected results:
The contractor must provide Case Management Service for offenders on Conditional Release such as conditional release supervision, unescorted temporary absence and work release supervision, preliminary assessments, post-sentence community assessments, community strategies, community assessments, tandem accompaniment and urinalysis collection.
1.4 Performance standards:
All contractors must ensure that the statement of work, (ANNEX A), of the contract are met in all particulars.
1.5 Deliverables:
1.5.1 In addition to the reporting requirements outlined in the sections entitled ‘CONDITIONAL RELEASE – COMMUNITY SUPERVISION’ and ‘TEMPORARY ABSENCES’, the Contractor must complete the following reports at the request of the Project Authority in accordance with applicable legislation and policy:
a. Preliminary Assessment report;
b. Community Assessment report;
c. Post-Sentence Community Assessment report; and
d. Community Strategy report.
The Contractor must submit the completed reports to the Technical Authority in an electronic format and/or hard copy as identified by the Project Authority and agreed upon by the Contractor, within the timeframes outlined in applicable policies.
The Contractor must provide monthly activity reports to the Technical Authority, including:
a. Supervision cases identifying the offender’s name and FPS number, supervision level and the date supervision commenced;
b. Supervised UTAs or Work Releases identifying the offender’s name and FPS number and the period (weekday or weekend) during which supervision was provided; and,
c. Number of completed reports identified by type of reports (CA, PSCA, PA, etc.), offender name and FPS number.
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 in the geographical area(s) as determined by the Project Authority.
b. Travel
i. Travel to the following locations will be required for performance of the work under this contract: as determined by the Project Authority.
1.6.2 Language of Work:
The contractor must perform all work in the official language of the Offender's choice (English or French).
1.6.3 Security Requirements:
This contract includes the following security requirements:
1. The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Designated Organization Screening (DOS) with approved Document Safeguarding at the level of PROTECTED B, issued by the Canadian Industrial Security Directorate, Public Works and Government Services Canada.
2. The Contractor/Offeror personnel requiring access to PROTECTED information, assets or work site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC).
3. The Contractor MUST NOT utilize its Information Technology systems to electronically process, produce or store PROTECTED information until the CISD/PWGSC has issued written approval. After approval has been granted or approved, these tasks may be performed at the level of PROTECTED B including an IT Link at the level of PROTECTED B.
4. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CISD/PWGSC.
5. The Contractor/Offeror must comply with the provisions of the:
(a) Security Requirements Check List and security guide (if applicable), attached at Annex C;
(b) Industrial Security Manual (Latest Edition)
2. Minimum essential requirements:
Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:
1. The ability to understand the dynamics of offender behaviour and assess offender needs and risks;
2. The skills to counsel offenders, form effective relationships and gain trust;
3. The skills to understand the use of authority in supervision and to intervene effectively in crisis situations;
4. The ability to assist offenders in identifying and solving the practical problems involved in their successful reintegration into the community;
5. The ability to assist offenders in identifying and obtaining the community services required for their successful reintegration;
6. Skills in communicating effectively, both orally and in writing;
7. The ability to demonstrate cultural competence and respect for diversity;
8. Computer skills; and
9. Valid driver’s license.
To fulfill the requirements of the contract, the contractor must have the following qualifications and experience:
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
There are a limited number of service providers in the pacific region who are willing to provide these services. Some of the services are required in remote areas in BC. The proposed contractors have extensive experience in the delivery of services specified and in turn to assist with the necessary requirement for CSC to meet its mandate.
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 contracts are for the period October 1, 2014 to September 30, 2015 with an option to renew for (4) four additional years (October 1, 2015 to September 30, 2016, October 1, 2016 to September 30, 2017, October 1, 2017 to September 30, 2018, and October 1, 2018 to September 30, 2019).
For contract “a” listed under section 12 below, the contract is for the period of October 1, 2014 to September 30, 2015 with an option to renew for (2) two additional years (October 1, 2015 to September 30, 2016, October 1, 2016 to September 30, 2017).
11. A cost estimate of the proposed contract
See individual amounts under section 12 below. All amounts include GST, if applicable.
12. Name and address of the pre-identified supplier
a) Cindy Juanita Allan
Vancouver, BC
Estimated Cost: up to $20,000.00 for the initial period and up to $20,000.00 for each option year
*With an option to extend the contract for two (2) additional one-year periods.
b) Glenn Beach
Prince George, BC
Estimated Cost: up to $18,000.00 for the initial period and up to $18,000.00 for each option year
*With an option to extend the contract for four (4) additional one-year periods.
c) Theresa Campbell
Fort St.John , BC
Estimated Cost: up to $15,000.00 for the initial period and up to $15,000.00 for each option year
*With an option to extend the contract for four (4) additional one-year periods.
d) Jack Chester Holdings
Prince George, BC
Estimated Cost: up to $15,000.00 for the initial period and up to $15,000.00 for each option year
*With an option to extend the contract for four (4) additional one-year periods.
e) Tracey Downey
Prince George, BC
Estimated Cost: up to $18,000.00 for the initial period and up to $18,000.00 for each option year
*With an option to extend the contract for four (4) additional one-year periods.
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 September 17, 2014 at 2:00 PM (PST).
15. Enquiries and submission of statement of capabilities
Enquiries and statement of capabilities are to be directed to:
Contracting Authority:
Liliane Matheson
Correctional Service of Canada
Community Corrections Administration Office
#200- 1945 McCallum Road,
Abbotsford, BC V2S 3N2
Telephone: 604-851-3234
Facsimile: 604-870-2402
E-mail address: L••••••••@•••••••.••.ca
The buyer plans to award this contract to a named supplier without competition. If your business can do this work, send a statement of capabilities to the contracting authority before September 17, 2014. If it qualifies, the buyer must open a full competition.
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