Volunteer Coordinator - Fraser Valley

Volunteer Coordinator Services – Fraser Valley

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

Trade agreement: This procurement is not subject to any trade agreement.

Tendering procedures: All interested suppliers may submit a bid.

Competitive Procurement Strategy: compliant bid with the lowest price per point

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 includes security requirements.

Nature of Requirements:

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

The Correctional Service Canada has a requirement to provide Volunteer Coordinator services

Objectives: To provide a volunteer service that will address recruitment, orientation training, monitoring and implementation of volunteer activities to meet offender needs areas.

Tasks:

Recruitment

The Contractor must:

1. Conduct information sessions with a broad range of agencies, organizations, officials and educational facilities within the Fraser Valley Community Corrections’ Area as a means of informing them about volunteer opportunities that are available for individuals in Community Corrections in the Fraser Valley;

1. Conduct presentations and information sessions as requested by the Project Authority and/or delegate;

1. Interview potential volunteers;

1. Verify and interview volunteer references and ensure the appropriate level of security clearance is received before applicants are presented to the Project Authority and/or delegate for review and final approval as a volunteer;

1. Establish a broad recruitment base, including but not limited to Aboriginal communities, local service groups, chaplaincy and faith communities, universities, colleges and volunteer centers;

1. Ensure the availability of volunteers to offenders placed at Chilliwack CCC and others residing in the Fraser valley supervision Area and at Kwikwexwelhp;

1. Ensure the availability of volunteers to assist with the coordination and duties in relation to the “Feed the Children Program” operated out of the Chilliwack CCC;

1. Broaden the volunteer base to reflect the ethnic and cultural diversity of local communities and offender population by extending recruitment initiatives to various cultural organizations;

1. Recruit, screen, train, supervise, and support between 15 and 20 volunteers who would provide outreach support to mentally disordered offenders (e.g., offenders with major mental illness, brain injured offenders, dual diagnosis offenders, aging/elderly offenders, and/or low functioning offenders); and

1. Recruit, screen, train, supervise, and support between 15 and 20 volunteers who would provide outreach support to offenders not noted above.

Volunteer Orientation & Training

The Contractor must:

1. Maintain an accurate, detailed (i.e., name, address, home phone number, e-mail, etc.) electronic log of all volunteers who are providing services to the Fraser Valley Community Corrections’ Area and provide an updated electronic copy of the log to the Project Authority on a quarterly basis;

1. Provide site specific community correction volunteer orientation and training according to the specific tasks performed by each volunteer;

1. Ensure that each new volunteer depending on their specified volunteer role has completed the regional and community orientation training prior to providing services to offenders;

1. For those volunteers who are unable to participate in the regional volunteer training, facilitate a one-day volunteer orientation program approximately once every 3 months regarding volunteer roles and responsibilities, including the Code of Conduct, Access to Information Act, Privacy Act and confidentiality;

1. Maintain attendance records for each volunteer who attends an orientation program;

1. Identify and arrange, in cooperation with the Director of the Chilliwack CCC and/or Senior psychologist and/or Chilliwack CCC Therapist, orientation and training focusing on helping volunteers to develop knowledge around diagnosis, course, and treatment of mental illness, and the recognition of positive and negative symptoms of particular disorders;

1. Maintain attendance records for each volunteer who attends an orientation program or other training.

1. Provide a quarterly status report of volunteer activities and program participation, including volunteer hours to the Project Authority;

1. Attend CSC-sponsored volunteer coordinator meeting as scheduled;

1. Work closely with the various Case Management Teams to ensure appropriate services are provided to offenders identified with mental health issues; and

1. Actively develop contacts with Fraser Valley agencies, including mental health service providers, faith communities and ethno-cultural societies where these agencies can provide service and support to the offender.

Offender Activities

The Contractor must work with Chilliwack CCC / Parole staff and offenders to plan and develop various social and cultural activities for Chilliwack CCC. This objective may be accomplished by:

• seeking input from staff and offenders regarding proposed activities
• liaising with members of the Citizens' Advisory Committee
• facilitating planning of activities
• coordinating the activity planning to ensure that all aspects are covered

Program Inventory

The Contractor must:

1. Identify volunteer opportunities for offenders in the community;

1. Develop and / or maintain a resource manual of community organizations that provide services and programs to offenders in the Fraser Valley; and

1. Coordinate quarterly meetings with volunteers to discuss volunteer progress.

Additional Projects

The Contractor must be responsible for developing new projects and tasks for volunteer and offender involvement on an ongoing basis. These projects will include:

1. Coordinate community education initiatives involving volunteers, offenders and staff;

1. Conduct activities designed to increase the public's knowledge of corrections in general, and reintegration initiatives in particular.

1. Establish a strong link between volunteer activities in the Fraser Valley Area and the Citizens' Advisory Committee by coordinating activities and developing joint volunteer initiatives;

1. in partnership with the Citizens' Advisory Committee, assist in coordinating a minimum of two public education initiatives during the fiscal year;

1. Liaise with the Relief/Palliative Care/Hospice Program Coordinator regarding the volunteer needs of offenders involved in that program including offenders with mental disorders;

1. Establish a cadre of offenders for public education and speaking opportunities at service clubs, colleges and schools within the Fraser Valley Area;

Deliverables:

The contractor must:

1. Ensure volunteer applications are completed for each volunteer and presented to the Project Authority or delegate prior to processing each through the Programs department for Fraser Valley Community Corrections;

1. Within the first 10 working days of each quarter, provide a report to the Area Director, Fraser Valley Community Corrections outlining the last month’s progress on each of the major areas of responsibilities, as outlined above including the number of offenders with mental disorders that are being supported by volunteers;

1. The quarterly report should include but is not limited to the following:

1. list of the volunteers; their activities that they engaged; and the estimated number of hours provided; and
2. list of any volunteers who participated in the orientation programs and which training they received.

Expected Delivery Date: The contract is for the period commencing upon contract award and is to be completed on or before the 31^st day of March 2017 with an option to renew the contract for an additional four (4) years in one year increments (subject to the availability of funds).

File Number: 21883-16-0043

Contracting Authority: Katie Simpson

District Officer, Contracting and Materiel Services

Correctional Service of Canada

Community Corrections Administration Office

33344 King Road, PO Box 3333

Abbotsford, BC V2S 5X7

Telephone number: (604) 870-2401

Facsimile number: (604) 870-2402

E-mail: katie.simpson@csc-scc.gc.ca

NOTE TO BIDDERS: Bidders can obtain the complete statement of work and evaluation criteria by ordering 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).

Given the nature of the requirements, proposals submitted by such means as facsimile or electronic mail will not be accepted.

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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