National Dental Advisor

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 of Canada (CSC) has a legal obligation, under the Corrections and Conditional Release Act (CCRA), to “provide every inmate with essential health care and reasonable access to non-essential mental health care.” The work will involve the following:

1.1 Objectives:

CSC HS requires a dentist to conduct dental predetermination for offenders residing in Community Correctional Centers (CCC) and provide consultation to the Director General, Clinical Services and Public Health (DGCSPH) as well as the National Medical Advisor on national dental matters and policies.

1.2 Tasks:

The Contractor must:

a. Provide advice to the Health Services Executive Team and consult with the National Medical Advisor on national dental services and complex cases;

b. Provide guidance on the use of antibiotics in dental infections;

c. Be a member of the National Medical Advisory Committee (NMAC) and attend meetings or portions of meetings related to dental services as and when requested by CSC’s National Medical Advisor;

d. Liaise with CSC’s institutional dentists as and when requested to provide guidance on dental matters;

e.  Review the National Essential Health Services Framework, Appendix B: CSC’s Dental Services Standards and provide recommendations for revisions to the DGCSPH;

f. Provide CSC with community dental predetermination services and internal dental predetermination services which includes:

1. Reviewing treatment plans and supporting documentation submitted by community dentists for proposed treatment of offenders residing in the community with residency conditions;
2. Providing responses to predetermination requests submitted by community dentists for proposed treatment for offenders residing in the community with residency conditions via e-mail in the format which best duplicates the Canadian Dental Association’s “Standard Dental Claim Form,” referenced in CSC’s Dental Predetermination /Adjudication Guide-Community in Annex B: CSC’s Dental Services Standards. This shall be in accordance with the format outlined in Annex A of this Statement of Work: Template for Predetermination Request Responses. These responses will allow CSC to determine the offender’s eligibility for dental coverage;
   1. The Contractor must send the completed responses via email to the regional contact who submitted the request.
   2. The Project Authority and the GEN-NHQ Dental Predetermination mailbox must be copied on the e-mailed response.
3. Provide responses to CSC for any questions that arise as a result of the response to predetermination requests by e-mail or by phone at the request of CSC;
4. Provide a monthly invoice at the beginning of each calendar month to CSC via e-mail that includes a report of responses to predetermination requests;

   g.  Review the dental predetermination processes, forms and parameters which dictate the review process and provide advice regarding modifications or adjustments that should be made to this review process; and

   h.  Visit the five regions and meet with institutional dentists regarding concerns and/or advice on local dental services:

1. Review local and regional Dental Waitlists;
2. Provide input on the organization and approach to the management of Dental Waitlists; and
3. Assess functionality of dental equipment to help meet the needs of CSC patients.

1.3 Deliverables:

1.3.1 The Contractor must provide:

1. Responses to predetermination requests via e-mail, returned to the regional contact who submitted the request with the GEN-NHQ Dental Predetermination mailbox copied on the response, within 7 calendar days of receipt of each request in the format defined in Annex A: Template for Predetermination Request Responses;
2. Responses to requests for consultations on dental matters made by the National Medical Advisor, DGCSPH, or institutional dentists within a reasonable time frame;
3. Recommendations to the DGCSPH and the CSC National Medical Advisor as and when requested on matters within the dentist’s area of expertise in the requested format;
4. Recommendations regarding the National Essential Health Services Framework, Appendix B: CSC’s Dental Services Standards in the requested format;
5. Recommendations regarding the dental predetermination process, forms and parameters in the requested format;
6. Recommendations regarding the organization and management of the dental waitlists in the requested format; and
7. Presentations on dental topics for the NMAC, DGCSPH, and/or CSC National Medical Advisor as and when requested and in the requested format.

1.3.2 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).

1.4 Constraints:

1.4.1 Location of work:

a. The Contractor must perform the work remotely via an encrypted laptop with network access provided by CSC. CSC will send community dental predetermination requests via mail or email to the Contractor and the Contractor must consult with CSC via teleconference, videoconference, mail and/or email when requested by CSC.

b. Travel

i.  Travel will be required for performance of the work under this contract to the five (5) Regions (Atlantic, Quebec, Ontario, Prairies, and Pacific) and National Headquarters.

1.4.2 Language of Work:

The contractor must be able to perform all work in English and French. All reports must be completed in English.

1.4.3 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), issued by the Contract Security Program (CSP), of the Industrial Security Sector (ISS), at Public Works and Government Services Canada (PWGSC).

2. The Contractor/Offeror personnel requiring access to PROTECTED information, assets or sensitive work site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by CSP/ISS/PWGSC.

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

4. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CSP/ISS/PWGSC.

5. The Contractor/Offeror must comply with the provisions of the:

a) Security Requirements Check List and the Security Guide (if applicable), attached at Annex C;

b) Industrial Security Manual (Latest Edition).

1.4.4 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.

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 supplier must have a minimum of 10 years dental clinical practice experience within the last 10 years in a correctional setting or organization including CSC Institutions. Refer to details below:

1. Must be certified by the National Dental Examining Board of Canada (NDEB) in good standing;
2. Must be a dentist with two years experience (within the past two years prior to the ACAN closing date) providing policy advice to senior executives within a correctional setting;
3. Must have two years (within the past two years prior to the ACAN closing date) experience with CSC’s Protocols, Policies, Guidelines and Commissioner’s Directives;
4. Must have two years experience (within the past two years prior to the ACAN closing date) in reviewing and adjudicating dental predeterminations in a correctional setting; and

5.  Must have demonstrated in the last three years (prior to the ACAN closing date) an effective and efficient patient flow (process patients within a correctional dental practice).

Academic qualifications:

The supplier must possess a Doctor of Dental Surgery (DDS) or a Doctor of Medicine in Dentistry (DMD) degree obtained from a recognized Canadian university or the equivalent as established by a recognized Canadian academic credentials assessment service, if obtained outside of Canada.

The list of recognized organizations can be found under the Canadian Information Centre for International Credentials web site.

Professional designation, accreditation and/or certification:

The National Dental Advisor must be a Licensed Dentist and must be fully registered and in good standing with their Provincial Dental Regulatory Authority. (Proof of certification required).

The supplier must provide a signed declaration that there are no investigations or judgements against the proposed dentist in any area of professional conduct, and that their license to practice dentistry has no restrictions registered against the proposed dentist.

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.

• The pre-identified supplier has accumulated over 30 years of experience providing dental services in a correctional environment in which he has gained exposure to issues related to providing quality patient care to CSC’s inmate population. The pre-identified supplier possesses the skills and expertise necessary to provide high-level advice to CSC and its Senior Health Services officials regarding dental services provided at CSC.
• The pre-identified supplier is aware of the limitations of providing dental services within the correctional environment and is also aware of current gaps in CSC’s dental services and will therefore, possesses the ability to provide reasonable recommendations for the remediation of these gaps within the constraints of the correctional environment.
• The pre-identified supplier has exemplary expertise on CSC health services policies and procedures and has a strong understanding of CSC’s working requirements, mandate and organizational capacity in order to provide valuable expertise to executive management.
• The pre-Identified Supplier has experience in providing recommendations on dental predetermination adjudication services to CSC at a national level. The pre-identified supplier has accumulated community dental experience that can be used to make informed decisions for community dental predetermination.
• The pre-Identified Supplier expertise gained from providing dental services to CSC offenders will ensure the continuation of relevant advice and recommendations, which is essential to ensuring the advancement and improvement in the quality of the dental care services provided to offenders. Additionally, the experience as an institutional dentist provides him the experience needed to be able to suggest effective solutions to institutional dental issues across the country, which will be practical within the correctional environment.
• The pre-identified supplier has experience working with various CSC officials and during his time with CSC, has demonstrated excellent working liaisons with health professional colleagues, nurses, offenders, and management. He also demonstrated a positive and professional patient-dentist relationship during his time as a dentist in CSC.

  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 1 February 2020 to 31 January 2023.

  11. Cost estimate of the proposed contract

  The estimated value of the contract, including option(s), is $234,720.00. (GST/HST extra).

  12. Name and address of the pre-identified supplier

  Name:   Dr. Ross Erwin Dentistry Professional Corporation

  Address: P.O. Box 23060

  Belleville, Ontario

  K8P 5J3

  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 10 Jan 2020 at 2:00 PM (EST).

  15. Inquiries and submission of statement of capabilities

  Inquiries and statement of capabilities are to be directed to:

  Joanne Steffin, Senior Procurement Officer

  340 Laurier Avenue West

  Ottawa, Ontario

  K1A 0P9

  Telephone: 613-947-3430

  E-mail: joanne.steffin@csc-scc.gc.ca