Dental Services

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 meets 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 the requirement:
The Correctional Service Canada (CSC), Health Services requires Dental services for William Head Institution in the Pacific Region. The Contractor must provide Dental services to inmates and collaborate with the institution’s multi-disciplinary health services team that includes but is not limited to, Nurses, Institutional Physicians, Psychologists, Dieticians and other allied health professionals.
1.1 Objectives:
Provide and coordinate essential dental services to inmates at William Head Institution.
1.2 Tasks:
The Contractor must provide essential Dental services to inmates, as requested by the Chief Health Services, in accordance with the National Essential Health Services Framework, including any amendment to this Framework issued by CSC during the contract period and any optional period if and when exercised by CSC.
The Contractor must prepare dental clinic lists and appointment schedules triaged based on requisitions received and dental emergencies as they arise.
The Contractor, in their role as dentist, must manage all aspects of dental care services including coordination of care provided by dental specialists to inmates to ensure continuity and integration of care. This includes, but is not limited to, approval of all recommendations made by dental care providers outside of CSC.
The Contractor must document dental assessment, treatment, and consultations in the inmate’s Dental Record Folder.
The Contractor must consult with the Chief Health Services regarding requirements for dental supplies and equipment. Any requests for equipment and supplies must be submitted to, and approved by, the Chief Health Services.
The Contractor must provide the following:
a) A Dental Assistant; and,
b) Backup personnel to ensure that there will not be any interruption in service and that Canada’s operational requirements are met when the Contractor is unable to provide services (including but not limited to, due to vacation or illness).
The Contractor must supervise the activities of the Dental Assistants the Contractor is providing under this contract.
The tasks the Dental Assistants must perform include, but are not limited to the following:
a) Preparing the treatment/clinical area;
b) Cleaning and sterilization of instruments and hand pieces;
c) Passing instruments to the dentist or hygienist (Single and Two handed technique);
d) Making proper use of High Volume Evacuator within the Oral Cavity;
e) Preparing restorative materials;
f) Performing simple laboratory procedures such as the pouring and trimming of study models;
g) Maintaining supplies and equipment (stocks and replenishes supplies provided by CSC);
h) Monitoring Inventory of dental supplies and equipment;
i) Assessing emergency situations, being aware of, and able to implement, emergency protocols, being able to provide First Aid and CPR;
j) Assisting in maintaining emergency drug kits;
k) Interpreting Material Safety Data Sheets;
l) Conducting spore/biological indicator tests;
m) Recording data on patient’s record or chart as directed by the Dentist;
n) Providing inmate education on oral health (extra-oral);
o) Providing instruction on care and maintenance of pre-fitted appliances; and
p) Obtaining Vital Signs.
The Contractor must ensure that dental instrument sterilization is done only by dental staff that is trained according to Provincial sterilization standards.
1.3 Expected results:
The Contractor must provide primary dental care, including x-rays and health promotion, to inmates that complies with relevant federal legislation, provincial standards and CSC policies and guidelines.
1.4 Performance standards:
The Contractor must provide dental services that respect gender, cultural, religious and linguistic differences, and are responsive to the special needs of women and Aboriginal people.
1.5 Deliverables:
1.5.1 The Contractor must provide essential Dental services to inmates, as requested by the Chief Health Services, in accordance with the National Essential Health Services Framework, including any amendment to this Framework issued by CSC during the contract period and any optional period if and when exercised by CSC.
The Contractor must provide inmate care during clinics held at William Head Institution, up to an estimated maximum of 140 hours per year.
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 Location of work:
a. The Contractor must perform the work at:
William Head Institution
6000 William Head Road
Victoria, BC V9C 0B5
b. Travel
i. Travel to the following locations will be required for performance of the work under this contract:
William Head Institution
6000 William Head Road
Victoria, BC V9C 0B5
1.6.1 Language of Work:
The contractor must perform all work in English.
1.6.2 Security Requirements:
This contract includes the following security requirements:
SECURITY REQUIREMENT FOR CANADIAN SUPPLIER:
PWGSC FILE No. 21820-21-0166 Revised
1. The Contractor must, at all times during the performance of the Contract, hold a valid Designated Organization Screening (DOS), issued by the Contract Security Program (CSP), Public Works and Government Services Canada (PWGSC).
2. The Contractor personnel requiring access to PROTECTED information, assets or sensitive site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by the CSP, PWGSC.
3. The Contractor MUST NOT remove any PROTECTED information or assets from the identified site(s), and the Contractor must ensure that its personnel are made aware of and comply with this restriction.
4. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of the CSP, PWGSC.
5. The Contractor must comply with the provisions of the:
a) Security Requirements Check List and security guide (if applicable), attached at Annex C;
b) Contract Security Manual (Latest Edition).
CSC Approved Health Services Exemption for the Removal, Offsite Storage and Electronic Data Processing of Offender Personal Medical Information under CSC issued contracts.
1. The Contractor/Offeror must practice and take measures to protect shared personal health information in accordance with the applicable legislation which governs the disclosure of personal and health information under federal and provincial laws, applicable provincial health information acts, and the provincial/territorial regulatory body’s professional practice standards. This includes collection, receipt, transmission, storage, disposal, use and disclosure of information under its control among authorized persons of employees of the Contractor/Offeror.
2. In case of security breach or the unauthorized use of shared personal information, the Contractor/Offeror must notify the CSC Project Authority and implement all procedures and disclosure requirements as defined by their professional certifying body and those required of federal and provincial laws and regulations.
2. Criteria for assessment of the statement of capabilities (minimum essential requirements):
Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:
DENTIST:
Experience: The dentist must have a minimum of six (6) months experience practicing as a Dentist within the last two (2) years prior to the ACAN closing date.
DENTAL ASSISTANT:
Experience: The proposed dental assistant must have a minimum of six (6) months experience practicing as a dental assistant or hygienist within the last two (2) years prior to the ACAN closing date.Academic qualifications:
The dentist must hold a Doctor of Dental Medicine degree, or a Doctor of Dental Surgery or Bachelor of Dental Surgery.
The degree must have been obtained from a recognized Canadian university, college or high school, or the equivalent as established by a recognized Canadian academic credentials assessment service, if obtained outside Canada.
The list of recognized organizations can be found under the Canadian Information Centre for International Credentials web site.
Professional designation, accreditation and/or certification:
The dentist must hold a current valid license from the provincial licensing body for Dentists in British Columbia.
The dentist must also provide a Certified Dental Assistant to perform the work. The assistant must hold a current and valid license from the provincial licensing body for Certified Dental Assistants in British Columbia.
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 Indigenous Business
This procurement is not subject to any set-asides for Indigenous 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
In spite of previous multiple attempts and even though CSC contacted over twenty local Dentist offices, no tenders were submitted in response to open tendering procedures and no suppliers requested participation due to the remote location of William Head institution.
The pre-identified supplier meets all of the minimum essential requirements described in this ACAN.
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
This procurement is not subject to any trade agreement.
9. Ownership of Intellectual Property
There are no intellectual property terms in the contract.
10. Period of the proposed contract or delivery date
The proposed contract is for a period of one year, from August 1, 2023 to July 31, 2024 with an option to extend the contract for two additional one-year periods
11. Cost estimate of the proposed contract
The estimated value of the contract, including option(s), is $271,539.80 (GST/HST extra).
12. Name and address of the pre-identified supplier
Name: Dr. Shawn Jacobs
Address: Contractors place of business
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. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.
14. Closing date and time for a submission of a statement of capabilities
The closing date and time for accepting statements of capabilities is June 19, 2023 at 2:00 PM PST.
15. Inquiries and submission of statements of capabilities
Inquiries and statement of capabilities are to be directed to:
Amber Hupper
Contracting & Procurement Officer
Correctional Service Canada
Regional Headquarters - Pacific
Telephone: 236-380-1379 E-mail: 801BidSubmissions@csc-scc.gc.ca