Electronic School Information System

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 School Information System (SIS) for it’s Ministry of Education (MOE) inspected Private Schools known as Acheron College. An SIS for Private Schools in Ontario is a legislated MOE requirement. An SIS provider ensures that data is properly submitted to ONSIS, the MOE SIS. Non adherence to this legislation will result in the removal of a schools BSID (the unique identification number assigned to each legally operating Ontario private school) and closure of a school(s). This will, in turn, lead to non compliance with CD 720, Education Programs.

1. Objectives:

To provide an SIS system and service to all Acheron College MOE inspected Private Schools in the Ontario Region as required by the MOE. Elemental student data must be housed within Canada. Service must be provided within Canada. SIS provider must have a specific working knowledge of ONSIS reporting for Private Schools.

1. Tasks:

The Contractor must:

1. Provide an SIS service to Acheron College Schools which will operate within the MOE guidelines and legislation
2. Provide reporting and submit statistical data to the MOE by MOE established timeframes.
3. Provide a POC (point of contact) responsible for service related issues during the school’s typical business hours.
4. Provide training to CSC staff as required.

1.3 Expected results:

1. SIS provider will provide an SIS service as per MOE guidelines and meet MOE timelines for submission of data to ONSIS.

1.4 Performance standards:

1. Contractor will provide an SIS service that houses MOE required student data.
2. Contractor will ensure the SIS is compatible with the MOE SIS ONSIS

1. Contractor will provide customer service solutions as needed

1.5 Deliverables:

1.5.1 The Contractor must provide:

1. An electronic record keeping system or service that is acceptable to the MOE
2. A system that provides information that allow for appropriate reporting to the MOE, such as student schedules, enrollment, attendance, credit tracking, transcripts, etc.
3. A system which is compatible with ONSIS, the MOE’s SIS
4. Technical customer support when needed

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:

The contractor will be providing an electronic based service. They will not be on site to provide work. The service will be accessed by all sites in the Ontario Region.

1.6.2 Language of Work:

1. The contractor must perform all work in both official languages (English and French) as requested.

b. Travel

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

1.6.3 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 approved Document Safeguarding at the level of PROTECTED A, 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 A.
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:

1. Security Requirements Check List and security guide
2. 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:

1. The Contractor must possess five (5) years of experience in the past ten (10) years with specific experience delivering an SIS for Schools within the Province of Ontario.

1. The Contractor must ensure that the data centre for their servers are located within Canada.

1. The Contractor must ensure that customer service centre originates in Canada

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 CSC is responsible for the provision of programs that contribute to the rehabilitation of offenders and to their successful reintegration into the community (CCRA s. 5(b)). In order to accomplish this mandate, the Service provides a range of programs designed to address the needs of offenders and contribute to their successful reintegration into the community (CCRA s. 76). Moreover, in order to fulfill CSC’s mandate to provide offenders with educational programs to achieve the Ontario Secondary School Diploma the institutional schools must be in good standing with the MOE. Acheron College, the CSC’s institutional schools are MOE inspected private schools and as such are bound by legislation from The Education Act and policy from the Private Schools Manual to maintain their good standing and ability to operate as such. Part of these legislative requirements and policies are to provide statistical information to the MOE at different reporting periods throughout the year. Failure to do so can result in removal of a schools BSID thus ending a school’s ability to grant Secondary school credits and therefore OSSD completion. 

The pre-identified supplier operates their SIS within Canadian borders and houses student data in Canada. They have an excellent service record in dealing with the MOE SIS, ONSIS and are used in many Secondary Schools and Adult Education Centre’s in Ontario. 

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

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 July 1, 2019 to June 30, 2020 with an option to extend the contract for four (4) additional one (1) year periods].

11.Cost estimate of the proposed contract

The estimated value of the contract, including option(s), is $88,000.00 (GST/HST extra).

12. Name and address of the pre-identified supplier

Name: Edsembli Inc.

Address: 6507 Mississauga Road, Suite C Mississauga, Ontario Canada, L5N 1A6

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 April 30, 2019 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, Ontario Region

P.O Box 1174, 445 Union Street West

Kingston, Ontario

K7L 4Y8

Telephone: 613-536-4570

Facsimile: 613-536-4571

Email: shane.collins@csc-scc.gc.ca