Reporting Centre – Hamilton

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 Correctional Service Canada has a requirement to provide a Reporting Center to provide enhanced supports and intervention to cases that present increased risk and/or needs while on parole or LTSO release in the community. The Reporting Center will serve to provide additional intervention and support resources for offenders on supervision with CSC in the community. The work will involve the following:

1.1 Background

The Reporting Center was developed to provide support for offenders who require additional interventions, counselling or connection to community resources while on parole release in the community. The Reporting Center can also function to provide after business hour/weekend supports to further promote the reintegration needs and goals of offenders in the community. The Reporting Center services focus on the supervision of high needs and/or high risk cases; paroled or LTSO offenders with residency conditions at CRF/CCC or those in transition from CRF/CCC residency to independent living. These services provide assistance to the Parole/CRF staff in dealing with offenders who require increased counselling and/or hands on support to access/connect to various community resources in meeting their community reintegration needs and goals. The Reporting Center can also provide post suspension interventions that allow for alternatives to parole revocation. 

1.2 Objectives:

To ensure that offenders have access to a Reporting Centre offering an interview setting which would provide supervision, support and assessment for high needs/higher risk offenders in keeping with generally accepted community practices, professional standards and Correctional Service of Canada’s Commissioner’s Directives.

1.3 Tasks:

The Contractor must:

• Provide an office site, accessible to public transit, consisting of a large meeting/reception area and separate office/interview room.
• Provide Reporting Centre Services up to 8 hours per day, 4 days per week at the Hamilton Reporting Centre and 2 hours per week at the second location (Ellen Osler House) for female offenders, with service times as dictated by client needs.
• Provide one case management worker to facilitate Reporting Centre services.
  1. Case management workers must have experience with corrections, assessment skills regarding human behaviour and a high risk offender population.
• Receive Reporting Centre referrals from Correctional Service Canada.
• Meet directly with supervised offenders on an agreed and as required basis between Correctional Service Canada and the Contractor.
  1. Meetings are to be an assessment of the supervised offender’s needs, risk factors and correctional plan.
  2. Meetings and assessments between caseworker and offender will be documented on offender’s casework record and available to the applicable Parole Officer.
  3. Meetings will provide service that includes individual counselling for released offenders, links and direct support in accessing community resources as needed and 24-hour crisis support if/as required.

• Case conference with offender’s Parole Officer no less than once per month to provide a status report on the offender’s compliance and any assessment of the case or intervention provided/required.

• Immediately advise Correctional Service Canada of any assessment of increased risk and/or violation of Special Conditions which presents an immediate risk to public or personal safety.

• Notify the Parole Office as soon as possible but at latest by the end of the shift and via email, that meets the Government of Canada Information Security Guidelines, of any indication of an increased risk to reoffend, concerns relating to supervision or Special Conditions, or an offender failing to attend a scheduled appointment.
• Work to provide offenders with links to agency partnerships and community resources that support reintegration.

1.4 Deliverables:

1.4.1 The Contractor must:

• The reporting and assessment of the interview between the caseworker and the offender will be documented and available to the Parole Officer through the entry of Casework Records into the Offender Management System (OMS) by the case management worker.
• The Casework Records will be entered into OMS within 5 working days of the interview with the offender.
• The Contractor/Case Management Worker will be responsible for finalizing Casework Records. The quality and integrity of the Casework Records data will be monitored by the Correctional Service of Canada.
• Case conference with offender’s Parole Officer no less than once per month to provide a status report on the offender’s compliance and any assessment of the case or intervention provided/required.
• The Case Management Worker is available to be available to consult with Parole Officers regarding the supervised offender’s status as required.
• At the request of the Parole Officer, the Contractor can provide a progress summary report to support release or suspension recommendations.
• The contactor will provide the Project Authority with a written annual summary of all services provided to offenders supervised by Correctional Services Canada. This annual report will also identify the various community resources utilized, trends in offender needs and/or reintegration patterns, and/or other related reintegration data obtained through the provision of Reporting Center services to the offenders.

1.4.2 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).

1.5 Constraints:

1.5.1 Location of work:

  a. The Contractor must perform the work at the contractor's place of business, or within the community setting, and/or in the offender’s area of residence.

b. Travel

i.  Travel to the offender’s home or place of business, a Correctional Service of Canada office, or a community service agency may be required to further offender reintegration efforts.

1.5.2 Language of Work:

The contractor must perform all work in English.

1.5.3 Security Requirements:

This contract includes the following security requirements:

1. The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Designated Organization Screening (DOS) with Document Safeguarding at the level of PROTECTED B, issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC).
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 CISD/PWGSC.
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 PROTECTED B.
4. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CISD/PWGSC.
5. The Contractor/Offeror must comply with the provisions of the:

   (a) Security Requirements Check List

   (b) Industrial Security Manual (Latest Edition)

2. Criteria for assessing 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:

Experience: The agency must have a minimum of two (2) years experience in the last five (5) years, in providing services to high risk offenders.

At least 50% of the proposed personnel must possess two (2) years experience, within the last five (5) years in providing support services to offenders. Among the 50%, two of the following listed work experience must be identified and met: Correctional Programs, Case Management Duties, or Managing High Risk Offenders. This means case management workers must have experience with corrections, assessment skills regarding human behaviour and a high risk offender population.

Your bid must clearly identify the location of your proposed Reporting Centre and confirm that it is readily accessible by public transit.

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

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

St Leonard’s Society of Hamilton has experience housing released offenders. They have demonstrated their ability to effectively complete assessment of supervised offender’s needs, risk factors and correctional plans.

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 three (3) years, from August 4, 2018 to July 31, 2021 inclusive.

11.Cost estimate of the proposed contract

The estimated value of the contract, is $180,266.56 (GST/HST extra).

12. Name and address of the pre-identified supplier

Name: St. Leonard’s Society of Hamilton

Address: 73 Robert Street, Hamilton, Ontario, L8L 2P2

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 August 3, 2018 at 2:00 PM EDT.

15. Inquiries and submission of statement of capabilities

Inquiries and statement of capabilities are to be directed to:

Shane Collins, Regional Contract Administrator

Correctional Service Canada

443 Union Street West

Kingston, Ontario

K7L 4Y8

Telephone: (613) 536-4570

Facsimile: (613) 536-4571

E-mail: shane.collins@csc-scc.gc.ca