Liaising with partners

21301-19-2827858 Liaising with Correctional Service Canada’s community partners

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 requirement:

The role of the Correctional Service of Canada (CSC), Quebec Region, is to administer sentences of a term of two (2) years or more imposed by the courts. In connection with this role and to enhance public safety, CSC has six (6) strategic priorities, in particular, the safe transition and management of eligible offenders in the community, the safety of staff and offenders in our institutions and in the community and the maintenance of productive relationships with various partners, caseworkers and other parties concerned with public safety.

CSC therefore requires residential facilities and community resources to accommodate offenders on conditional release. These community organizations must provide services in accordance with the various legislative requirements and policies, such as the Corrections and Conditional Release Act (CCRA) and the Commissioner's Directives.

These organizations make it possible to offer programs, support services and housing services to offenders so that they can maintain their life choices as law-abiding citizens. The complexity and diversity of the clientele require CSC to maintain ongoing communication with various partners and to ensure that these partners, who are working for public safety, maintain a common and structured approach.

1. Objectives:

The Contractor shall ensure collaboration and liaison among CSC, Quebec Region, the Parole Board of Canada (PBC) and organizations involved in the Quebec criminal justice process especially with clientele under a federal sentence.

1.2 Tasks:

As part of this service contract, the Contractor shall accomplish the following activities:

• Plan, organize and participate in meetings among authorities from CSC, the PBC and community justice partners;
• Plan, organize and participate in coordination meetings among CSC representatives responsible for managing offenders in the community in the Quebec Region and the community justice partners;
• Plan, organize and participate in meetings between community criminal justice partners and CSC Regional Management;
• At the request of the Project manager, participate in consultations on CSC policies and procedures related to the CCRA;
• Organize and coordinate information and activities related to the community criminal justice partners in the Quebec Region from the federal correctional system;
• Visit the federal correctional institutions in the Quebec Region and the parole offices in their administrative region in order to inform CSC staff and offenders about the services and programs offered in community-based residential facilities for the release of offenders, particularly those who present a high level of risk;
• Encourage its members to maintain regular and courteous contact with the parole offices in their region of Quebec;
• Offer support and supervise the development of housing options for a diverse offender population with various needs and risk levels;
• Assist and offer support to CSC in planning and coordinating the accommodation of offenders, particularly those who present a high level of risk;
• Collaborate with CSC, Quebec Region, in promoting CSC's mission and reintegration into society as a tool for the protection of society to the community and citizens;
• Assist and offer support to CSC in order to help coordinate and plan services in the community for the offenders with specific issues such as, mental health, native, aboriginal, aging offenders. Example, “CUISS, CLSC, CHSLD, …
• Organize a community resources exhibition in the Quebec Federal Institutions. This exhibition enables all the agencies member of the “ASRSQ”, by the means of information kiosks where information and discussions can take place between personnel and offenders, to present the specific services they offer;
• Organizes a forum within the Quebec Federal Institutions in regards with the following subjects: mental health, native, aboriginal and aging offenders. The objective of this forum is to create a contact between existing resources in the community offering specific services and professionals from CSC as well as offenders. These forums allow to the demystify inmate population to community organisation and promote new partnerships.

As part of this service contract, the Contractor shall take responsibility for all administrative support, such as distributing mail-outs and information as well as any other documentation related to the tasks listed above, to organizations involved in intervention with a clientele serving federal sentences in the Quebec Region.

1.3 Expected results:

Monthly communications are expected between the Project Manager and the Contractor in order to ensure a common agreement and proper advancement of the project.

The Project Manager reserves the right to call a meeting, according to organizational needs, in accordance with the project’s advancement.

The Contractor must report immediately to the Project Manager, by telephone or by-email for any problems encountered which could have an incidence on the work in progress.

1.4 Performance standards:

The Contractor shall maintain records in accordance with Government of Canada policies and directives on information management and recordkeeping, as well as CSC guides and directives, which can be found at the following link: http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?section=text&id=16552

1.5 Deliverables:

1.5.1 The Contractor shall coordinate community organizations involved in the reintegration process for offenders serving a federal sentence. It is also responsible for liaison among organizations, CSC and the PBC in order to maintain communication with partners involved in the reintegration of offenders serving a federal sentence, particularly those who present a high level of risk.

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 in certain CSC institutions and parole offices in the Quebec Region, CSC's Regional Headquarters of Quebec and in the Contractor's offices. See Annex E for the complete list of sites

b. Travel

i. Travel to the following locations will be required for performance of the work under this contract: (see Annex E)

1.6.2 Language of Work:

The Contractor shall perform all work in the two official languages (English and French) when it is conducted with the offender clientele.

The Contractor shall perform work in the two official languages (English and French) when working with CSC caseworkers or managers.

The Contractor shall prepare reports in French, as mentioned in section 1.4.

1.6.3 Institutional Access Requirements

Contractor personnel will be escorted at all times by Correctional Service Canada personnel or those authorized by CSC on its behalf. Contractor personnel must adhere to institutional requirements for the conduct of searches by Correctional Service Canada prior to admittance to the institution/site. Correctional Service Canada reserves the right to deny access to any institution/site or part thereof of any Contractor personnel, at any time.

1.7 Institutional Constraint

The Contractor and its visitors must comply with the policies in effect regarding tobacco use when they are on CSC property and the visitor policy (signing the visitor register).

2. Criteria for assessing the statement of capabilities (minimum essential requirements):

Any interested supplier must show, by means of a statement of capabilities, that they meet the following requirements:

The Liaison officer, an employee of the Contractor, must have significant experience of the community network.

A significant experience means:

• A 2-year experience acquired during an internship or work generally associated with carrying-out one or more of the activities described in Annex B.

or

• A University degree of studies, including internship, in a related field (human or social sciences).

A community network experience means:

• Knowledge of the ASRSQ and community resources that have a housing services and/or correctional programs contract agreement with CSC. This community network experience also includes knowledge of the stakes linked to the social reintegration of federal offenders.

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, this is the only group able to respond to CSC's needs for aftercare services.

This supplier selected in advance meets the minimum compliance requirements described under article 2.

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 the delivery date(s)

The proposed contract is for a period of one (1) year, from April 1^st 2018 to March 31^st 2019 with an option to extend the contract for two (2) additional one-year periods.

11.Cost estimate of the proposed contract

The estimated value of the contract, including option(s), is $ 89 997.00 (GST/HST extra).

12. Name and address of the pre-identified supplier

Association des services de réhabilitation sociale du Québec (ASRSQ)

2000, boul. Saint-Joseph Est, 2e étage

Montréal (Québec) H2H 1E4

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 March 29th, 2018 at 2:00 PM EDT.

15. Inquiries and submission of statement of capabilities

Inquiries and statement of capabilities are to be directed to:

Manon Paulin

Contracting and Procurement Regional Officer
Regional Services Center
Material Management
Correctional Service Canada
250, Montée St-François, Laval, Quebec, H7C 1S5
Telephone: 450-661-9550 poste 3219

Facsimile: 450-664-6626

E-mail: Manon.Paulin@csc-scc.gc.ca