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Elder and Elder Helper Services

Solicitation number 50610-23-4381745

Publication date

Closing date and time 2023/10/06 15:00 EDT

Last amendment date


    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 of Canada (CSC), as part of the criminal justice system and respecting the rule of law, contributes to public safety by actively encouraging and assisting offenders to become law-abiding citizens, while exercising reasonable, safe, secure and humane control.
    CSC is committed to providing programs and opportunities to meet the needs of Indigenous offenders.
    CSC is legislated to provide Indigenous offenders with the opportunity to further develop their understanding of traditional Indigenous culture and beliefs. The Elder exposes Indigenous offenders to traditional Indigenous ways of life, based on their own teachings, through teachings, counselling and traditional ceremonies and practices, individually and/or in groups, for the benefit of both offenders and staff.
    The term “Elder” means any person recognized by the Indigenous community as having knowledge and understanding of the traditional culture of the community, including the ceremonies, protocols, teachings and healing techniques, according to the beliefs and social traditions of their communities.
    1.1 Objectives:
    Elders assist Indigenous offenders, in their traditional healing journey, to further develop an understanding of traditional Indigenous culture through teachings, guidance, counselling, and use traditional ceremonies and practices to promote healing and balance.
    As required by the CCRA and individual correctional plans, Elder Helpers are engaged to ensure the accommodation of Indigenous spiritual and cultural practices. They assist the Elders in supporting Indigenous offenders on their traditional healing journey, to further develop an understanding of traditional Indigenous culture through teachings, guidance and counselling. Further, they utilize traditional ceremonies and practices, where they have been given the responsibility to assist the work of Elders, to promote healing and balance.
    1.2 Tasks:
    1.2.1 Elder
    The Elder must provide the following services: Ceremonial and Spiritual Services:
    The Elder must provide (in-group or individual) counseling, teachings and ceremonial services to Indigenous offenders. This includes the following:
    • Providing guidance and teachings through group sessions (circles) and individual discussions to offenders in the institution.
    • Conducting spiritual services and various traditional ceremonies based on the Elder's teachings.
    • Assisting offenders following a healing path in support of their correctional plan.
    • Elders may be requested, by agreement, to escort offenders on Escorted Temporary Absences (ETAs) for ceremonial and other spiritual purposes. Advice and Guidance:
    The Elder must, upon request:
    Provide advice/information to staff and management, locally, regionally and nationally on issues of Indigenous spirituality and cultural practices.
    Introduce institutional staff to various elements of traditional spirituality as deemed appropriate based on their teachings.
    Provide advice to the Institutional Head regarding ceremonies, ceremonial objects, traditional practices and protocols, traditional medicines, or sacred ground within the institution including the collection and storage of ceremonial objects and traditional and ceremonial medicines. Case Management:
    The Elder must:
    Participate in case conferences as requested.
    Provide verbally to the Case Management Team, as requested, information regarding the offender's participation in a healing path as requested as part of the offender's progress report. This may include progress on an offender's participation in Pathways, in Indigenous Correctional Programs, or in other cultural and spiritual activities as appropriate.
    Upon receiving a referral/request from the Case Management team, the Elder must provide initial information and updates verbally or in writing to the Indigenous Liaison Officer or Parole Officer for documentation which may include initial observations; whether the offender has agreed to continue working with the Elder through Indigenous Specific interventions; the offender’s progress in addressing their needs as well as information about an offender's readiness for the possible transition into the community. Regional and National Meetings:
    The Elder may be asked to provide advice, guidance, information, or recommendations regionally or nationally on issues of Indigenous spirituality and cultural practices.
    If applicable, this may also include participation, by agreement, on regional or national advisory bodies, such as the National Elders Working Group, or the National Indigenous Advisory Committee.
    1.2.2 Elder Helper Tasks
    The Elder Helper must provide the following services:
    The Elder Helper must assist Indigenous offenders within the federal institutions to benefit from traditional healing and contemporary treatment interventions by supporting the work of the Elders and the interdisciplinary team as follows:
    • Ensure offenders and staff approach the Elder providing service according to proper traditional protocol.
    • Ensure an adequate supply of traditional ceremonial material is on hand in order to ensure the ceremonial aspect of the work is maintained.
    • Coordinate and provide supervision for offenders during traditional ceremonies; with the Elder’s agreement, perform traditional ceremonies in the absence of the Elder (including but not limited to, pipe ceremony, sweat lodge ceremony and sharing circles).
    • Conduct group discussions and teachings, with the Elder’s agreement, in the identification and proper use of ceremonial objects for offenders and staff.
    • Assist staff to prepare reports (verbal and written) and provide other technical support for case management and parole processes.
    • Provide counselling services to offenders as directed when the Elder is unavailable.
    • Assist in scheduling ceremonies and provide written notification of these events to appropriate Elders and staff.
    • Provide a list of contacts with offenders, activities and ceremonies attended to the Project Authority or their designate.
    • Participate in staff meetings to further enhance team concept and to create and maintain a healthy support network.
    • Participate in meetings with staff to facilitate communication and cooperation with the Elder.
    • Provide cultural awareness sessions in traditional teachings and healing to Case Management Team members and institutional staff in order to promote a culturally safe environment for Indigenous offenders.
    1.3 Expected results:
    Provision of Indigenous programming and Elder and Elder Helper services to the Indigenous offender population.
    1.4 Reporting and communications:
    1.4.1 The Elder, with the assistance and coordination of the Indigenous Liaison Officer or Parole Officer, must report to the Technical Authority on a monthly basis by providing a summary of the tasks and hours completed on the Elder Tasks– Weekly Summary and Elder Tasks – Bi-weekly Summary/Invoice provided by the Technical Authority.
    1.4.2 The Elder Helper must provide time sheets on a monthly basis to confirm the services provided.
    1.4.3 The Elder Helper, with the assistance and coordination of the Indigenous Liaison Officer or Parole Officer, must submit summary activity reports of their services to the Project Authority or designate at two-week intervals by providing a summary of the tasks and hours completed on the Elder Helper Tasks – Weekly Summary and Elder Helper Tasks – Bi-weekly Summary/Invoice provided by the Project Authority. These reports will be used to register progress and for evaluation purposes and must include the following information:
    (a) Daily activity log;
    (b) Number and type of individual offender interviews;
    (c) Number and type of group sessions held (including but not limited to circles, sweats);
    (d) Number and type of spiritual ceremonies held (including but not limited to family, sweats, pipe
    ceremonies); and
    (e) Number and type of collateral contacts made (including but not limited to with case
    management, staff, interventions).
    1.5 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 Stony Mountain Institution, Stony Mountain, MB.
    b. Travel
    Travel to other locations for approved Escorted Temporary Absences or meetings must have prior authorization of the Project Authority and will be reimbursed at cost without any allowance for overhead or profit.
    1.6.2 Language of Work:
    The contractor must perform all work in English.
    1.6.3 Security Requirements:
    This contract includes the following security requirements:
    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).
    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:
    Elder Essential Requirements:
    The supplier must be recognized by their community as an Elder/Cultural Advisor within that community.
    The supplier must have a minimum of five (5) years of experience obtained in the past 10 years prior to the ACAN closing date in delivering spiritual and cultural services and teachings to Indigenous people. This experience must include:
    • providing counselling and guidance according to the traditions and teachings of their own community; and
    • being familiar with and able to conduct a variety of ceremonies with a focus on healing according to their own teachings.
    The supplier must be familiar with and able to provide guidance to staff and offenders regarding the protocols surrounding the use, disposition, and searching of traditional medicines and spiritual effects.
    The supplier must meet with a circle of Elders already under contract with CSC where they will be able to share their experiences and where the Elders will be able to determine the validity of the statement of capabilities.
    CSC reserves the right, at its own discretion, to request that suppliers provide a reference letter and/or resume, in addition to their statement of capabilities, to support the knowledge and experience claimed.
    Elder Helper Essential Requirements:
    Assisting with and attending Indigenous ceremonies are something Elder Helpers have been taught. The supplier must provide their experience as an Elder Helper and how it was acquired.
    The supplier must have a minimum of two (2) years of cumulative experience, calculated by combining any experience obtained in the three following areas. The supplier must have acquired this experience over the past 10 years before the date of the closing of this ACAN:
    • assisting and supporting an Elder;
    • providing counselling and guidance according to the traditions and teachings;
    • conducting group discussions; and
    • assisting others in preparing reports (verbal and written).
    The supplier must demonstrate in writing that they have the knowledge and the experience required in the essential requirements.
    The supplier must provide a resume and two (2) references who can confirm their work as an Elder Helper.
    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 set-aside for an Indigenous Supplier in accordance with the government Procurement Strategy for Indigenous Business (PSIB). Therefore, only suppliers who meet the definition of an Indigenous business, as defined in the PSIB, may submit a statement of capabilities.
    This restriction does not apply to contracts with individuals who are Elders and Elder Helpers.
    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 is a limited number of suppliers available to provide Elder and Elder Helper services to meet the reintegration needs of CSC Indigenous offenders.
    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
    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
    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 1 year, from November 1, 2023 to October 31, 2024.
    11. Cost estimate of the proposed contract
    The estimated value of the contract is $675,056.33
    12. Name and address of the pre-identified supplier
    Name: Native Clan Organization
    Address: Winnipeg, MB
    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 October 6, 2023
    at 2:00 PM CST.

    Contract duration

    The estimated contract period will be 12 month(s), with a proposed start date of 2023/11/01.

    Trade agreements

    • No trade agreements are applicable to this solicitation process

    Reason for limited tendering

    A contracting officer can use limited tendering for specific reasons outlined in the applicable trade agreements. The reason for this contract is described below:

    • None

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    Contact information

    Contracting organization

    Janet Nelson

    3427 Faithfull Avenue

    Saskatoon, SK, S7K 8H6
    Contracting authority
    Janet Nelson
    (306) 659-9300

    3427 Faithfull Avenue

    Saskatoon, SK, S7K 8H6
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    Summary information

    Notice type
    Advance Contract Award Notice
    English, French
    Region(s) of delivery
    Region of opportunity
    Contract duration
    12 month(s)
    Procurement method
    Advance Contract Award Notice
    Selection criteria
    Not applicable

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