Core Training Program - Accommodations and Meals

This requirement is for: The Correctional Service of Canada, Pacific Region.

Trade agreement: Canadian Free Trade Agreement (CFTA), World Trade Organisation-Agreement on Government Procurement (WTO-AGP), Canada Ukraine Free-Trade Agreement (CUFTA), Canada Korea Trade Agreement (CKTA), Canada free trade agreements with Chile/Colombia/Honduras/Panama, Canada-Peru Free Trade Agreement, Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)

Tendering procedures: All interested suppliers may submit a bid.

Competitive Procurement Strategy: lowest priced compliant bid.

Set-aside under the Procurement Strategy for Aboriginal Business: This procurement is not subject to any set-asides for Aboriginal Suppliers.

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

Security Requirements: This contract does not include security requirements.

Nature of Requirements:

The following is a summary of the statement of work for this requirement.

Correctional Service Canada (CSC) Learning and Development is planning three (3) Correctional Training Programs (CTP) in the Pacific Region for fiscal year 2021-22. The first CTP will be delivered to a maximum of sixteen (16) recruits while the last two CTPs will be delivered to a maximum of twenty (20) recruits. Each CTP has a duration of approximately three (3) months. The number of recruits may decrease, by an average of 16%, over the CTP delivery.

Objectives:

The Contractor must:

• Provide accommodation and meals for three (3) CTP groups for the following dates:

1. August 23, 2021 to November 26, 2021;
   • Up to sixteen (16) single rooms for sixteen (16) recruits
   • Check-out will be November 26, 2021 BREAKFAST ONLY REQUIRED FOR THIS DAY
2. October 25, 2021 to January 29, 2022;

• Up to twenty (20) single rooms for twenty (20) recruits
• Check-out will be January 29^th, 2021 BREAKFAST ONLY REQUIRED FOR THIS DAY

1. January 10, 2022 to April 12, 2022

• Up to twenty (20) single rooms for twenty (20) recruits

• Checkout will be April 12, 2022 BREAKFAST ONLY REQUIRED FOR THIS DAY.

Recruit check in dates may vary depending on each candidate’s departure location. Start and end dates for each CTP training are:

August 25, 2021 to November 25, 2021

October 27, 2021 to January 28, 2022

January 12, 2022 to April 11, 2022

Deliverables:

The Contractor must provide accommodation and meals for three (CTP) groups:

• The Contractor’s facilities must be located within fifteen (15) kilometers of #103 – 30585B Progressive Way, Abbotsford, BC V2T 6W3;
• The Contractor must provide breakfast, lunch and dinner to each recruit seven (7) days a week except on check-out days where only breakfast is required;
• The Contractor must allow CSC to give a minimum of twenty-four (24) hours notice to cancel room (s) and meal(s) as necessary, should the CTP be cancelled, a recruit be unsuccessful, or both for the duration of the training program;
• The Contractor must designate an on-site Point of Contact (POC), proficient in English to provide customer service on a twenty-four (24) hour basis, seven (7) days per week.
• The Contractor must provide early check-in and late check-out as required to accommodate travel times, changes, or both. If not feasible, in lieu of early-in or late-check-out, the Contractor must provide a luggage storage area on request;
• The schedule for the completion of one (1) CTP and the beginning of another will overlap. The Contractor must be able to meet the requirements for ALL recruits during this overlap time;
• During the overlap period, when there are two cohorts at the hotel, the Contractor must accommodate each cohort on a different floor or in separate buildings.

PANDEMIC REQUIREMENTS

• The Contractor must provide a point of contact (POC) to oversee and liaise with CSC and Health Authorities to respond to COVID-19 related issues;
• The Contractor must provide information for contact tracing purposes to CSC and Health Authorities;
• In the event that one or more recruits are required by the Health Authority to self-isolate due to COVID-19 and cannot travel home:
  • The Contractor must provide accommodation that allows for up to 14 days of self-isolation on site;
  • During this time, the Contractor must provide breakfast, lunch and dinner (see MEALS below);
  • The Contractor must provide cleaning services, including room linen and personal clothing, for the recruits who are isolating;
  • Should the self-isolation timelines require a recruit to remain beyond the CTP completion date, the Contractor must notify CSC 's of the additional charges as soon as possible.
  • Should an outbreak occur at the accommodation location, the Contractor must have protocols in place as per Health Authority guidelines;

Accommodation Requirements (PER ROOM)

The Contractor must provide single occupancy rooms with the following minimum features:

• A private washroom with a minimum of toilet, sink and shower and include shampoo and

  soap;

• A mini-refrigerator, coffee maker (with complimentary in-room coffee and tea), and

  microwave;

• A double size bed, desk with chair, alarm clock, a closet and a television with free local

  channels;

• Free Wireless High-Speed Internet;
• Free local calls;
• An Iron & ironing board;
• Cleaning services will be three days per week with placement of dirty towels as necessary;
• Sufficient linens such as bedding, towels, pillows and other linens as required for

  each recruit;

• Minimum of one (1) weekly linen exchange;
• On-site laundry facilities (self serve);
• Toiletries and amenities (including but not limited to towels, shampoo and conditioner, soap, hairdryer) that are either cleaned or replenished on an as needed basis.

Accommodation Constraints

• The Contractor must not relocate recruits to another room during their stay unless it becomes necessary because of a maintenance issue. The Contractor must notify CSC when relocation is necessary and the reasons why.
• Any additional room charges incurred will be the responsibility of the recruit. This includes:

1. items such as mini bar contents, snack items, long distance telephone calls and

   television specialty channels;

2. damage to the room;
3. loss or damage to the room contents;
4. Newspapers and other complimentary items;
5. Any other amenities and services not covered by this agreement that CSC has not approved in advance.

Facility Requirements (GENERAL)

The Contractor must provide, at a minimum:

• Parking included in the room rate for the recruits’ for entire stay;
• Laundry Facilities: Common self-serve (user-pay) laundry facilities on-site and accessible 24/7 that accommodate the number of recruits;
• Access to gym, health facility, weight room or pool or both, free of charge unless such activities and access are precluded due to Health Authority directions for pandemic response.

Meal Requirements

• The Contractor must provide a point of contact (POC) for food services coordination;
• The Contractor must provide dining facilities that can accommodate all recruits simultaneously in one-seating, while respecting social distancing measures, for when recruits are not at the training location;
• Should Public Health protocols not allow for dining in a group, the contractor must provide a service where the meals can either be delivered to the recruits rooms or brought to an area where recruits can pick them up while adhering to social distancing and Public Health protocols;
• The Contractor must provide a varied one-month rotational meal plan for dinner with a minimum of three main choices and a two-week rotational for breakfast and lunch that satisfies Canada Food Guide standards;
• Contractor must supply at least four hot breakfasts per week, two of which will be on Saturday & Sunday;
• The Contractor must provide at least one vegetarian choice per meal;
• At CSC’s request, the Contractor must be able to accommodate special dietary and allergy needs, a minimum of five days prior to the recruit’s start date;
• The Contractor must make every reasonable effort to permit the observance of religious practices by individual members;
• The Contractor must provide, in advance, the food menu to the CSC point of contact (POC). . This can be in the form of weekly menu submissions given the week before, monthly menu given the month before or the entire menu for the duration of the recruit lodging one week before the recruits’ arrival;
• Contractor must be aware that CTPs will overlap for a period of approximately 3-4 weeks;
• The Contractor must provide meals according to the following schedule:

1. BREAKFAST
   • Monday to Friday (Statutory holidays excluded): Breakfast between 6:00 am - 7:00 am;
   • Saturday, Sunday & Statutory Holidays: Breakfast between 7:00 am – 9:00 am.
2. LUNCH
   • Monday to Friday (Statutory Holidays excluded): The Contractor must provide a bag lunch to recruits between 06:00 am and 07:00 am;
   • Lunch can either be given to recruits prior to leaving the hotel in the morning for training or can be delivered to the recruits at their training location by the assigned time (11:00 am to 12:00 pm);
   • Saturday, Sunday & Statutory Holidays (including Christmas): Lunch between 11:30 am – 12:30 pm.
3. DINNER
   • Sunday to Saturday (including Statutory holidays – including Christmas): Provide dinner from 5:00 pm – 6:00 pm.
   • The Contractor must allow CSC to opt out of any or all meal provisions with a minimum of twenty-four (24) hour notice;
   • In addition to the regular scheduled lunch provisions previously indicated, for approximately two weeks per CTP, the contractor must provide lunch delivery (Monday to Friday) to either the Correctional Learning & Development Center (CLDC) or the Abbotsford Fish and Game Club; or to both locations, as requested by CSC:

• Correctional Learning & Develop Center

#103, 30585B Progressive Way,

Abbotsford, BC

• Abbotsford Fish & Game Club

  4161 Lakemount Road

  Abbotsford, BC

• Should delivery or lunch to one or both locations be required, CSC will notify the Contractor one week in advance of the delivery location and the number of meals required.

Term of Contract:

Period of the Contract: The Work is to be performed during the period of August 15, 2021 to October 30, 2022 with the option to renew for 1 (one) additional six month period.

File Number: 21802-21-0086

Contracting Authority: Carmen Skolos

Telephone number: 604-870-2521

Facsimile number: 604-870-2444

E-mail: Carmen.Skolos@csc-scc.gc.ca

NOTE TO BIDDERS: Bidders can obtain the complete statement of work and evaluation criteria by downloading the solicitation document and associated documents from Buyandsell.gc.ca/tenders.

The Crown reserves the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada (English or French).

After contract award, bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within fifteen (15) working days of receipt of the results of the bid solicitation process. The debriefing may be in writing, by telephone or in person.

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