Private Home Placement (PHP)

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:

COVID-19 vaccination requirement

This requirement is subject to the COVID-19 Vaccination Policy for Supplier Personnel. The supplier must complete the COVID-19 Vaccination Requirement Certification and provide it to the contracting Authority prior to contract award.

The Correctional Service Canada has a requirement to assist offenders and promote the successful reintegration of offenders into the community as law-abiding citizens. The work will involve the following:

1.1 Objectives:

To promote the successful reintegration of offenders into the community by providing a suitable living environment. 

1.2 Tasks:

• The PHP Contractor who enters into a PHP contract with CSC must grant twenty-four (24) hour unrestricted access to portions of the residence to the offender. Offenders approved to reside in a PHP under contract with CSC must be provided free access to a safe environment, including a heated bedroom (that includes furnishings and linens), a bathroom, an eating/food preparation area, laundry facilities, and a common area.

• If applicable and where required, the PHP Contractor must provide a strategy to accommodate diverse cultures and spiritualties, including, but not limited to, Aboriginal culture and spirituality.

• The PHP Contractor must ensure that an alternate person working with the PHP Contractor to provide coverage has reached the age of majority in the PHP Contractor’s province. The alternate person must meet the requirements contained in this contract. The PHP Contractor must determine, in consultation with the Project Authority, when, and under what circumstances, an alternate must be used. The alternate must not provide supervisory coverage without prior approval from CSC.

• The PHP Contractor must ensure that the alternate person providing coverage receives necessary information about each offender so that the risk to his/her personal safety and to the public is minimized.

• The PHP Contractor must ensure that the offender is physically present within the confines of the PHP Contractor’s residence for a number of set hours in each calendar day, as determined in consultation with the supervising Parole Officer.

• The PHP Contractor must allow the offender’s family or close friends, as approved by the supervising Parole Officer and the PHP Contractor, to visit the private home during visiting hours established by the PHP Contractor. No overnight visits are allowed by any visitor unless prior approval is granted by the PHP Contractor and the supervising Parole Officer.

• The PHP Contractor has an overall responsibility for fostering a positive culture of values and ethics.

• The PHP Contractor must provide monitoring and support services, which will in turn, assist offenders in attaining both short and long-term goals, as specified in the offender’s Correctional Plan and Community Strategy.

• Where appropriate, the PHP Contractor must make recommendations to the supervising Parole Officer for offenders to receive services appropriate to his/her needs or for public safety requirements such as, but not limited to, substance abuse interventions, income support, employment services, or medical (including mental health) and dental services.

• The PHP Contractor must provide three (3) meals a day to the resident or sufficient groceries for three (3) meals a day. Such meals are to meet the health and nutritional requirements in accordance with Canada’s Food Guide. Residents who are provided groceries are responsible for the quality of their food intake, and consequently, their nutritional well being.

1.3 Expected results:

PHPs provide offenders with accommodation, support, and assistance in a home environment. Specialized needs and/or placement in diverse geographic areas can be accommodated through placements in a PHP.

1.4 Performance standards:

• If applicable and where required, the PHP Contractor must ensure that the accommodation is suitable and safe for children residing in the PHP with their legal guardian in accordance with measures outlined in CD 715-4.
• The PHP must follow the provisions of CD 566-12. At the time of admission, the PHP must ensure that residents are informed orally and in writing of procedures regarding personal property. CD 566-12 provision entitled “Loss or Damage – Community-Based Residential Facilities” must apply to offender claims for loss or damage to personal property at the PHP.

• The PHP Contractor must be in compliance with all applicable territorial, provincial, municipal and local legislation and regulations. The PHP premises and equipment must conform to applicable zoning, health, safety, building and fire codes and regulations.

1.5 Deliverables:

1.5.1 The PHP Contractor must provide, orally and in writing, information regarding the house rules to each resident at admission and ensure that the resident understands and agrees to abide by the house rules of the PHP Contractor. A form signed by the resident acknowledging the house rules must be provided to the supervising Parole Officer. A signed copy must be provided to the resident.

1. The PHP Contractor must have written plans for dealing with fire, medical emergencies (including pandemic situations) and natural disasters. The PHP Contractor must provide a copy of these plans to the Project Authority.

1. The PHP Contractor must provide CSC with the following reports:

1. Monthly Utilization Reports, or equivalent, indicating total utilized beds by offender’s name, FPS number and gender;
2. Incident/occurrence reports, as they occur; and,
3. Other logs or reports, as requested by CSC.

1.5.4 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 at Abbotsford, British Columbia

1.6.2 Language of Work:

The contractor must perform all work in English.

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, hold a valid Designated Organization Screening (DOS), with approved Document Safeguarding at the level of PROTECTED B, issued by the Contract Security Program (CSP), Public Works and Government Services Canada (PWGSC).

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

3. Processing of PROTECTED materiel electronically at the Contractor/Offeror's site is NOT permitted under this Contract/Standing Offer.

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

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

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

(b) Contract 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:

A. Must have a minimum of two (2) years experience, obtained within the last five (5) years prior to the closing date of this ACAN, in working with adult offenders on conditional release;

B. Must have a minimum of two (2) years of experience, obtained within the last five (5) years prior to the closing date of this ACAN, in providing accommodation to offenders in a residential setting.

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 Indigenous Business

This procurement is not subject to any set-asides for Indigenous 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, there are a restricted number of individual/PHP’s sources in Abbotsford, BC who are qualified and have the resources needed to offer these specific services.

The following individual/PHP has provided this service to Correctional Service Canada – Pacific Region in recent years and has a high degree of familiarity with the mandate and objectives of Correctional Service Canada. This PHP individual contributes immeasurably to public safety by exercising their experience and knowledge about offender risk and the programs and processes in place to ameliorate that risk.

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

The following exclusion (s) and/or limited tendering reasons are invoked under the section of the trade agreement (s) specified:

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 a year, from April 1, 2022 to March 31, 2023, with an option to extend the contract for four (4) additional one-year periods.

11.Cost estimate of the proposed contract

The estimated value of the contract, including option(s), is $395,000.00(GST/HST extra).

12. Name and address of the pre-identified supplier

Sumas Mountain Contracting Ltd.

Abbotsford, BC

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 24, 2022 at 2:00 PM (PDT).

15. Inquiries and submission of statement of capabilities

Inquiries and statement of capabilities are to be directed to:

Contracting Authority:

Katie Simpson

District Officer, Contracting and Materiel Services

Correctional Service of Canada

Pacific District Office

33344 King Road, PO Box 3333,

Abbotsford, BC V2S 5X7

Telephone: 604-870-2401

Facsimile: 604-870-2402

E-mail address: katie.simpson@csc-scc.gc.ca