Elder Services – Ontario Region

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 of Canada (CSC) is a federal government agency responsible for administering sentences of a term of two years or more, as imposed by the courts. CSC is responsible for managing institutions across Canada of various security levels and supervising offenders under conditional release in the community.

CSC contributes to public safety through the custody and reintegration of offenders. This includes both the custodial and community supervision of offenders, including those with Long Term Supervision (LTSOs) for periods of up to 10 years. CSC is currently responsible for approximately 15,000 inmates and 8,000 offenders actively supervised in the community.

CSC has a presence from coast to coast, in large urban centres with increasingly diverse populations, to more remote Inuit communities across the North. CSC manages institutions, treatment centres, four Aboriginal healing lodges, community correctional centres and parole offices. In addition, CSC has five regional headquarters that provide management and administrative support and serve as the delivery arm of CSC's programs and services.

CSC is committed to providing programs and opportunities to meet the needs of Aboriginal offenders. CSC is legislated to provide Aboriginal offenders with the opportunity to further develop their understanding of traditional Aboriginal culture and beliefs while allowing others to practice their beliefs and values systems. The Aboriginal Elder exposes offenders to traditional Aboriginal 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 Aboriginal 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 and teachers/Elders, and may also be known as a spiritual advisor. Knowledge and wisdom, coupled with the recognition and respect of the people of the community, are the essential defining characteristics of an Elder. Elders achieve these gifts by following a traditional way of life, and following the teaching of Elders and healers over a significant period of time. Some Elders may have additional attributes, such as those of traditional healer. Elders may be identified as such by Aboriginal communities, other Elders, and their teachers.

1.1 Objectives:

As required by the CCRA and individual correctional plans, Elders are engaged to ensure the accommodation of Aboriginal spiritual practices. They assist Aboriginal offenders in their traditional healing journey, to further develop an understanding of traditional Aboriginal culture through teachings, guidance, counselling. Further, they utilize traditional ceremonies and practices they have been given the responsibility to carry, to promote healing and balance.

1.2 Tasks:

The Aboriginal Elder will provide the following services as follows:

Ceremonial and Spiritual Services:

Tasks:

The Elder will provide (in-group or individual) counseling, teachings and ceremonial services to Aboriginal 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 Elder's teachings.

Assisting offenders following a healing path in support of their correctional plan

Advice and Guidance:

The Elder will, upon request:

• Provide advice/information to staff and management, locally, regionally and nationally on issues of Aboriginal 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 will:

• Participate in case conferences as requested.

• Provide the Case Management Team with verbal 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 Aboriginal Correctional Programs, or in other cultural and spiritual activities as appropriate.

• Upon receiving a referral/request from Case Management team, the Elder will provide initial information and updates verbally to the Aboriginal Liaison Officer or Parole Officer for documentation and may include initial observations; whether the offender has agreed to continue working with the Elder through Aboriginal Specific interventions; provide information about offender progress in addressing his or her needs; and provide verbal 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 Aboriginal spirituality and cultural practices.

This may also include participation, by agreement, on regional or national advisory bodies, such as the National Elders Working Group, or the National Aboriginal Advisory Committee.

CSC Support:

The Institutional Head will:

Provide the Elder with appropriately equipped facilities for the provision of confidential spiritual services, including the designation of (private) indoor and outdoor space to conduct traditional ceremonies, spiritual activities, and one on one counselling

Ensure financial and human resources are provided for the gathering of ceremonial objects outside the institution

Ensure the availability of Aboriginal Liaison Officers or Parole Officers to complete the written documentation of the verbal reports provided by the Elder, was well as ensuring the completion of Elder Reviews as per the outline in Commissioner Directive 702 (i.e Intake, Progressive and Decision.

Ensure orientation to the institution is provided, including all policies and security requirements necessary in order for the Elder to carry out their tasks

Ensure the Elder is paired with offenders whose language requirements are the same

Ensure that Elders understand the regulations surrounding their ability to carry their bundles within the institution, and to conduct ceremonies in accordance with CD-259 and the standing order for their specific institution, including the use of tobacco and ignition sources.

Reporting and communications:

The Aboriginal Elder, with the assistance and coordination of the Aboriginal Liaison Officer or Parole Officer, will report to the Project Authority on a monthly basis providing a summary of the tasks and hours completed based on the template provided by CSC.

1.3 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).

1.4 Constraints:

1.4.1 Location of work:

1. The Contractor must perform the work in the Ontario Region at a site within the Kingston and Surrounding Area, as deemed by the Project Authority (please refer to section 12).

2. The Contractor must perform the work in the Ontario Region at Warkworth Institution, located near Campbelford, Ontario.

3. The Contractor must perform the work in the Ontario Region at Beaver Creek Institution, located near Gravenhurst, Ontario

4. The Contractor must perform the work in the Ontario Region at Grand Valley Institution, located in Kitchener, Ontario

The Elder must agree in writing to any change in location of work which must be reflected in a Contract Amendment.

In Emergency Situations, the Elder may be requested to assist, on a temporary basis, to provide services at a different institution located in the same geographic area. These agreements must be documented between the Project Authority and the Elder.

e. Travel

Travel to other sites and meetings will be reimbursed with prior approval of the Project Authority.

1.5 Language of Work:

The contractor must perform all work in English

1.6 Security Requirements:

This contract includes the following security requirements:

1. The Contractor personnel requiring access to PROTECTED information, assets or sensitive work site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by CISD/PWGSC or Correctional Services Canada (CSC).

2. The Contractor MUST NOT remove any PROTECTED information or assets from the identified work site(s), and the Contractor must ensure that its personnel are made aware of and comply with this restriction.

3. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CSC.

4. The Contractor must comply with the provisions of the:

a) Security Requirements Check List, described in the contract;

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:

1. Applicants must be recognized as Elders/Cultural Advisors within their community, with at least 5 years experience in cultural education, ceremonies and teachings. Security clearance requirements must be met and a valid Driver’s License is required.

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 set-aside for an Aboriginal Supplier in accordance with the government's Procurement Strategy for Aboriginal Business (PSAB) (https://www.aadnc-aandc.gc.ca/eng/1100100032802/1100100032803). Therefore, only suppliers who meet the definition of an Aboriginal business, as defined in the PSAB, may submit a statement of capabilities.

This restriction does not apply to contracts with individuals who are Aboriginal Elders.

5. Comprehensive Land Claims Agreement (s)

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

6. Justification for the Pre-Identified Supplier

The pre-identified supplier meets all of the minimum essential requirements described in this ACAN.

There are a restricted number of qualified Elder/Spiritual Advisor service providers in the Ontario Region who are willing and available to provide traditional services to offenders in order to meet CSC's Aboriginal offender religious accommodation needs. The pre-identified service providers meet the minimum essential requirements: each applicant is an Elder/Cultural Advisor within their community, with extensive experience in cultural education, ceremonies and teachings.

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. The period of the proposed contract or the delivery date(s)

The proposed contract is for a period of four (4) years, from May 1, 2016 or June 1, 2016 to April 30, 2017 or May 31, 2017 with an option to extend the contract for 3 additional one-year periods.

11. A cost estimate of the proposed contract

The estimated value of each contract, including option (s), is between $212,700.00 and $307,000.00 (GST/HST extra).

12. Name and address of the pre-identified supplier

Elder Name

City of Residence

Location of Work

Gravenhurst

Altiman, Vernon

Orillia, Ontario

Beaver Creek Institution

Strength, Dale

Binbrook, Ontario

Beaver Creek Institution

Kitchener

Kelly, Davis

St. Catherines, Ontario

Grand Valley Institution

MacDonald, Lois

Guelph, Ontario

Grand Valley Institution

Proulx, Vicky

Muncey, Ontario

Grand Valley Institution

Campbellford

Kinoshameg, Ray

Trent River, Ontario

Warkworth Institution

Kingston and Surrounding Area

Ashawasega Jr., Elwood

Pickerel, Ontario

Kingston Area Institutions

Rombough, Bernadette

Richmond Hill, Ontario

Kingston Area Institutions

Yearington, Tim

Ottawa, Ontario

Kingston Area Institutions

Johnson, Ellisa

Keene, Ontario

Kingston Area Institutions

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 April 19, 2016 at 14:00 EDT.

15. Enquiries and submission of statement of capabilities

Enquiries and statement of capabilities are to be directed to:

Shane Collins, Regional Contract Administrator

Correctional Service Canada, Ontario Region

P.O Box 1174, 443 Union St.

Kingston, ON

K7L 2R8

Telephone: 613-536-6127

Facsimile: 613-536-4571

Email: Shane.Collins@csc-scc.gc.ca