Private Home Placement (PHP)

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 provide Private Home Placements (PHP) help to promote the successful reintegration of offenders into the community by providing a stable living environment for offenders. PHPs are intended to contribute to the management of risk by ensuring that suitable accommodation, support systems, and monitoring are in place to assist conditionally released individuals to become law-abiding citizens.
	
1.1	Objectives:

The requirements in this document apply to individuals providing Private Home Placements (PHPs) to offenders under federal jurisdiction who have been released to the community on conditional release. statutory release, and those subject to Long Term Supervision Orders. Tandem supervision cases must not be placed in a PHP.  

PHPs provide offenders with accommodation, support, and assistance in a home environment. Specialized needs and/or placement in diverse geographic areas can be accommodated through placement in a PHP. 

All activities and services provided by the PHP Contractor must comply with the requirements set forth in this document. 

Any additional services to be provided must be agreed upon by the PHP Contractor, the Project Authority and the Contracting Authority, and must be specifically outlined in an appendix to this Statement of Work.  

1.2 Tasks:

 All activities and services provided by the PHP must comply with the requirements set forth in this document. 

1.3 Expected results:

Promote the successful reintegration of offenders into the community. 

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.  In accordance with the CCRA, the Correctional Service Canada (CSC) must ensure that programs, plans, and supervision are in place in institutions and the community to assist in an offender’s reintegration

1.4 Performance standards:

The PHP Contractor must comply with all applicable legislation and CSC’s Commissioner’s Directives (CDs), the Standard Operating Practice on Official Languages, and other Standards, as outlined in this contract. 


The Project Authority must ensure that the PHP Contractor has access to all relevant laws, policies, procedures, and standards pertaining to the services rendered as part of this contract. 

The Project Authority must provide the PHP Contractor with information relating to changes in policy, procedures or practices applicable to the provisions of the Statement of Work.

1.5 Deliverables:

1.5.1	The work includes at minimum:

•	Provision of residential services, at various locations in British Columbia, including private bedrooms, access to a kitchen, and living room privileges.
•	Provision of meals which meet Canada Food Guide recommendations, including special diet items as required.
•	Provision of personal care assistance, laundry, housekeeping, and other personal services as dictated by the needs of the resident.
•	Ensuring that a substitute care provider is present in the home at times when the contractor is absent, as dictated by the needs of the resident.  At no time will the resident be left alone overnight.  Substitute care providers require Reliability Status clearance.
•	Working with community professionals to provide services to offenders with special needs as required.
•	Facilitating positive communication between the offender and CSC staff.

The PHP Contractor must provide CSC with the following reports:
a)	Monthly Utilization Reports indicating total utilized beds by resident’s name, FPS number and gender;
b)	Incident/Occurrence reports, as they occur; and,
c)	Other logs or reports, as requested by CSC.

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 various locations within BC.

		b.	Travel

			ii.	No travel is anticipated for performance of the work under this contract.

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:

1.6.3.1	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 Capability (DSC) at the level of PROTECTED B issued by the Canadian Industrial Security Directorate, Public Works and Government Services Canada.

1.6.3.2 	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).

1.6.3.3 	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 B .

1.6.3.4 	Subcontracts, which contain security requirements, are NOT to be awarded without the prior written permission of CISD/PWGSC.

1.6.3.5 	The Contractor/Offeror must comply with the provisions of the:

a) 	Security Requirements Check List and Security Guide 
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:

Experience:     

To fulfill the requirements of the contract, the private home placement provider must have the following qualifications and experience:

•	Capability to provide residential services, including two private bedroom, access to a kitchen, and living room privileges. 
•	Experience working with offenders on conditional release.
•	An extensive, established network of community resources including agencies, professionals and other services in the area which may be accessed in order to meet the needs of the offenders.
•	Ensure adequate fire and liability insurance coverage and fire/safety equipment is in place (smoke detector, first aid kit, etc.).


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

To our knowledge, there are a restricted number of individuals/PHP’s sources in the province of British Columbia who are qualified and have the resources needed to offer these specific services. 

The following individuals/PHP’s have provided this service to Correctional Service Canada - Pacific Region in recent years and have a high degree of familiarity with the mandate and objectives of Correctional Service Canada. They contribute immeasurably to public safety by exercising their experience and knowledge about offender risk and the programs and processes in place to ameliorate that risk

7. Government Contracts Regulations Exception(s)

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

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

•	The nature of this work is such that it would not be in the public interest to solicit bids.
•	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 a period from July1, 2014 to March 31, 2014 with an option to extend the contract for four additional one-year periods (April 1, 2015 to March 31, 2016, April 1, 2016 to March 31, 2017, April 1, 2017 to March 31, 2018, April 1, 2018 to March 31, 2019).


11. A cost estimate of the proposed contract

See individual amounts under section 12 below.  All amounts include applicable taxes.

12. Name and address of the pre-identified supplier

a.)	David Denault – CBRF – PHP
Chilliwack, BC  
Estimated cost: up to $59,250.00 for the initial contract period and up to $79,000.00 per year for the option to renew for four additional years.

b.)	Jeanette Dillabough – CBRF – PHP
Mission, BC  
Estimated cost: up to $59,250.00 for the initial contract period and up to $79,000.00 per year for the option to renew for four additional years.

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 23, 2014 at 2:00 PM PST.

15. Enquiries and submission of statement of capabilities

Enquiries and statement of capabilities are to be directed to:

Liliane Matheson
Correctional Service of Canada
Community Corrections Administration Office
#200- 1945 McCallum Road, 
Abbotsford, BC  V2S 3N2
Telephone: 604-851-3234