Inmate Purchasing Plan

This is a public notice to advise the supplier community that the Correctional Service of Canada (CSC) intends to enter into a business account agreement with a pre-identified supplier for the goods and services described in this notice. CSC wishes to allow other suppliers to signal their interest in providing these goods and services, by submitting a statement of capabilities.

CSC will not be awarding a contract as a result of this notice. CSC will be establishing a list of potential suppliers for the required goods and services. If another supplier submits a statement of capabilities that meets the requirements set out in this notice, on or before the closing date and time stated in this notice, CSC will include the supplier in the list of potential suppliers.

1.0 Definition of the requirement:

1.1 Background

The Correctional Service of Canada (CSC) is the federal government agency responsible for administering court-imposed sentences of a term of two years or more. CSC is responsible for managing institutions of various security levels and supervising offenders under conditional release in the community. CSC is responsible for approximately 23,000 offenders, of which 15,000 are in federal custody and 8,000 are supervised in the community.

When inmates arrive at an institution, they are provided with essential items and can have personal items sent in from the community during a specific time period at the beginning of their sentence. After this period, and throughout their sentence, inmates may purchase other items for personal use, as long as they are consistent with CSC internal directives, do not undermine rehabilitation efforts, do not pose a security or safety concern, and finally do not exceed the allowable property value for each inmate. Inmates purchase a variety of items over the course of their sentence. The largest volume of purchases is for electronics and associated items, followed by clothing and footwear. All items are purchased using Inmate funds and are at zero cost to Canada (CSC).

In May 2012, the Economic Action Plan introduced a new process for inmate purchasing with the aim of increasing offender accountability, standardizing the approach to inmate purchasing across Canada, and reducing the amount of time staff would spend on managing transactions and purchasing items.

1.2 Objectives:

CSC is seeking to establish a business account agreement with an e-commerce company for the provision of inmate personal property within CSC’s institutions. This iniative aims to increase efficiencies and enhance institutional safety for inmates. CSC has developed a list of items that it will make available for purchase to inmates referenced in Attachment 1.

CSC’s objective is to ensure that the same items are available to all inmates, at standardized costs, including delivery, regardless of the institution’s location.

1.3 Tasks and Deliverables:

The tasks and deliverables the e-commerce provider must complete include the following:

1. Provide a free centralized Business Account which allows authorized CSC personnel to order approved items via an e-commerce platform. The centralized business account must include the following features and functionalities;
   1. Must include only the pre-approved items; listed in Attachment 1.
   2. Must be available on a round-the-clock basis (24 hours/day), 7 days per week, 365 days per year.
   3. Must allow browsing and transactions by authorized users only.
   4. The e-commerce provider(s) must provide a unique username and password for each CSC authorized user.
   5. Must provide a detailed order confirmation for each CSC authorized user.
   6. Must provide returns and replacements on all items listed in Attachment 1.
2. Deliver the pre-approved items ordered by CSC authorized users from the list in Attachment 1 to all CSC institutions.
3. Provide shipping country-wide on all orders and a standard shipping time of 7 to 14 calendar days.
4. Provide Professional Services via a designated Account Manager. These services must include, but are not limited to: 

   1. business account configuration;

      1. end user`s profile account;

      2. predetermined CSC`s lists of items;

      3. shipping details.

   2. creation of bilingual (English and French) training materials;

   3. provide English and French remote training sessions (i.e. using webinar,) to CSC personnel.

5. Provide a bilingual (English and French) customer service, by email and telephone (including a toll-free number), in order to respond to queries that may include, but are not limited to, return procedures, return authorization, password.

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 e-commerce provider 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 e-commerce provider must recycle unneeded printed documents (in accordance with Security Requirements).

1.4 Constraints:

1.4.1 Location of work:

1. The e-commerce provider must perform the work at the e-commerce provider(s)` place of business.

1.4.2 Language of Work:

The Supplier must perform all work in English and French.

1.4.3 Security Requirements:

There are no security requirements associated with this requirement.

1.4.4 Institutional Security/Lockdown:

The e-commerce provider(s) must be aware that they may be faced with delay or refusal of entry to certain areas of CSC institutions at certain times (e.g., due to institutional lockdown or other security related emergencies) even if prior arrangements for access may have been made. In the event that the delivery truck is refused entry due to institutional lockdown or other security related emergencies, the following may be required:

1. If access is unavailable upon arrival to CSC sites, the e-commerce provider(s) will adopt a workaround plan the institution has identified.
2. With the exception of sites located in remote locations, the e-commerce provider must deliver the orders to a nearby facility CSC has identified .
3. Where remote sites are concerned, the e-commerce provider(s) must confirm if CSC requires delivery to an alternate delivery location or if the e-commerce provider(s) must re-attempt delivery.

2. Criteria for assessment of the statement of capabilities (Minimum essential requirements):

Any interested supplier must demonstrate by way of a statement of capabilities that it meets all of the following requirements:

2.1 The Supplier must have operated an e-commerce business for the last five 5 years prior to the closing date of this notice. During those 5 years, the e-commerce business must have included all of the following:

1. Operating an e-commerce platform allowing payment by credit card
2. Operating an e-commerce platform allowing users to order items online via the Supplier’s website.
3. Providing a customer service function that includes an email and telephone contact (including a toll-free number), in order to respond to queries including, but not limited to return procedures, return authorization, password resets.
4. Having a quality assurance (QA) process and returns or replacement processes.
5. Having an order management and tracking system describing the individual steps when orders are reviewed and processed.
6. Having a reporting system that can generate various reports, including, but not limited to payment information, such as:

1. Monthly record of sales transactions report.
2. Inventory report including Number of products returned.
3. Sales report including information such as the sales volume per item, category and region and site.

2.2 The Supplier must be able to provide shipping and delivery to all CSC institutions listed in Attachment 2.

3. Applicability of the trade agreement(s) to the requirement

This requirement is not subject to any trade agreement.

4. Set-aside under the Procurement Strategy for Indigenous Business

This requirement is not subject to any set-asides for Indigenous Suppliers.

5. Comprehensive Land Claims Agreement(s)

This requirement 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 notice.

7. Government Contracts Regulations Exception(s)

This requirement is not subject to the Government Contracts Regulations as it is funded by Inmates and does not provide for the payment of any money by CSC.

8. Exclusions and/or Limited Tendering Reasons

This requirement is not subject to any trade agreement.

9. Ownership of Intellectual Property

There are no intellectual property terms in the agreement.

10. The period of the proposed agreement or delivery date

The proposed business account agreement is for a period of one (1) year from the date of the agreement to one (1) year later.

11. Cost estimate of the proposed agreement

This agreement does not provide for the payment of any money by CSC. Therefore, the estimated value of the agreement for CSC, including option(s), is $0.00.

12. Name and address of the pre-identified supplier

Name: Amazon Canada

410 Terry Avenue North

Seattle, WA, 98109-5210

13. Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the goods and services and meet the other requirements described in this notice, 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. The closing date and time for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is December 31, 2100.

15. Enquiries and submission of statement of capabilities

Enquiries and statement of capabilities are to be directed to:

Darryl Singh

340 Laurier Avenue West

Ottawa, ON, K1A 0P9

Email: Darryl.Singh@csc-scc.gc.ca

16. List of Potential Suppliers

- Prototype Integrated Solutions