Community Based Residential Facilitiy - Hostels

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 meet 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 the 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 of Canada (CSC), as part of the criminal justice system and respecting the rule of law, contributes to public safety by actively encouraging and assisting offenders to become law-abiding citizens, while exercising reasonable, safe, secure and humane control.

This includes:

• management of offenders during their transition from the institution to the community, and while on supervision; and,
• ensuring the safety and security of members of the public, victims, staff and offenders in the community.

While decisions on the conditional release of offenders fall under the responsibility of the Parole Board of Canada, CSC is responsible for supervising offenders under federal jurisdiction on conditional release in the community until the end of their sentences and offenders subject to Long-Term Supervision Orders.

Hostels are multi-purpose facilities that provide accommodation and minimal intervention to a diverse clientele. 

All activities and services provided by the Hostel must comply, at a minimum, with the requirements set forth in this document.

Any additional services to be provided must be agreed upon by the Hostel, the Project Authority and the Contracting Authority, and must be specifically outlined in an appendix to this Statement of Work. 

The statement of work for Hostels includes, but is not limited to, the following.

1. Objectives:

Provide accommodation, monitoring, general support and assistance to offenders under federal jurisdiction who have been released to the community on conditional release, statutory release, and those subject to Long-Term Supervision Orders.

1.2 Tasks:

The Hostel must provide twenty-four (24) hour residential services to offenders. These services include, but are not limited to, the following:

1. The Hostel must provide residential services to offenders who are referred to it by CSC and accepted by the Hostel.

1. If applicable and where required, the Hostel must provide a strategy to accommodate diverse cultures and spiritualities, including, but not limited to, Aboriginal culture and spirituality.

1. If applicable, and where required, the Hostel must ensure that the acommodation is suitable and safe for children residing in the Hostel with their legal guardian in accordance with measures outlined in Commissionaires Directive (CD) 715-4.

Admission Criteria & Selection Process

1. The Hostel must specify the conditions of eligibility for its services, admission criteria, and program availability; and, provide these conditions to CSC in writing upon request.

1. The Hostel must have a selection process that includes:

1. A review of any CSC referral;
2. An assessment against admission criteria and the capacity of the Hostel to address the offender’s needs; and,
3. A written decision of acceptance or refusal which includes a rationale for the decision against admission.

Support Services

1. The Hostel 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.

1. The Hostel must provide CSC with ongoing feedback regarding the offender’s residency. 

Hostel House Rules

1. The Hostel 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 Hostel. A form signed by the resident acknowledging the house rules must be retained on file. A signed copy must be provided to the resident.
2. House Rules must address at a minimum:

1. Responsibilities and expectations of the resident;
2. Grounds for non-voluntary termination from the residency;
3. Rules regarding programs and services including hours of operations (including curfew) and visiting hours if applicable;
4. Procedures regarding room searches and/or inspections (if applicable);
5. Storage and disposal of personal property;
6. Procedures regarding the handling of funds at the Hostel;
7. Hostel grievance policy and procedures; and,
8. Policy on the reporting of offender behaviour, and compliance with release plan and conditions, to the CSC.

Meals

1. If the Hostel is equipped to provide meals, meals must meet health and nutritional requirements in accordance with Canada’s Food Guide. Residents who are provided with a meal allowance must be responsible for the quality of their food intake and, consequently, their nutritional well being.

1. At, or prior to admission, the resident is responsible for identifying any religious and/or medical dietary requirements. If special requirements are identified, the Hostel Contractor must consult with the Project Authority and reasonable efforts must be made to meet the dietary needs of the resident. 

Personal Effects

1. The Hostel must follow the provisions of CD 566-12. At the time of admission, the Hostel 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 Hostel.

Medical Considerations

1. Upon admission, the Hostel must ask the offender to identify any allergies or medical conditions that could require the urgent intervention of staff and/or emergency medical personnel.

1. The Hostel must advise offenders upon admission that they are responsible for carrying, and self-administering their individual medical prescription and over-the-counter medications.

1. Methadone and suboxone for offenders under CSC jurisdiction will not be kept on-site. The administration of the daily dose of prescribed methadone and/or suboxone can only be completed at a local pharmacy.

1. The Hostel must safeguard the confidentiality of medical information they are privy to and ensure that the type of medication and prescribed dosage is not shared except on a “need to know” basis.

SECURITY AND SAFETY

Static and Dynamic Security

1. The Hostel must ensure that all staff receive the necessary information about each resident so that the risk to their personal safety is minimized.

1. The Hostel must maintain formal records for documenting the following:

1. Activities;
2. Incidents;
3. Resident movement;
4. Resident behaviour/observations; and,
5. Violations and actions taken.

1. The Hostel must ensure that shift briefings are in writing in the duty log as well as communicated verbally before staff assume responsibility for the shift.

1. The Hostel must ensure that staff are on-site 24 hours per day or that appropriate means of ensuring the integrity and security of the facilities are in place (including, but not limited to, monitored security cameras, rounds completed by a security company, other electronic means).

1. The Hostel must conduct a resident count at the beginning of each covered shifts. The date and time of each count must be recorded in the duty log. Counts must be conducted such as a presence of a live, breathing body can be determined.

1. In the absence of vital signs, a staff trained in CPR must perform artificial respiration and/or CPR, pursuant to their instruction and certification, and continue to administer such care in accordance with their instruction/certification until medical attendants arrive.

1. The Hostel must contact the local CSC office or National Monitoring Centre when a resident is discovered to be missing from the facility and no satisfactory explanation is known. In the event of a curfew violation, or failure to report as scheduled upon release, the Hostel must take immediate actions to locate the offender. The Hostel must report to CSC if the offender cannot be located within a maximum delay of ten (10) minutes.

1. If requested and agreed upon between the Project Authority and the Hostel Contractor, the Hostel must periodically check individual resident activities and destinations while the resident is away from the facility during the day and record the results of these checks in the duty log. The means used to verify individual resident activities and destinations must be agreed upon by the Hostel Contractor and the Project Authority.

1. If applicable and agreed upon, the Hostel must ensure that the supervising Parole Officer has approved overnight leave privileges and travel permits, in writing, prior to the leave commencing. 

1. The Hostel must monitor the offender’s behaviour and must immediately report to a Parole Officer, the National Monitoring Centre, or a person with designated signing authority to issue a warrant of suspension, information concerning:
   1. Any violation of standard or special conditions of release, or instructions issued by the supervising Parole Officer; 
   2. Any significant increase in the offender’s risk of re-offending; and,
   3. Other relevant information concerning the offender’s behaviour and performance in the community.

1. Hostels are authorized to conduct searches of an offender’s room and its content under Section 66 of the Corrections and Conditional Release Act (CCRA) when there are reasonable grounds to suspect a breach of conditions.

1. The Hostel must immediately report to CSC if any unauthorized items (as defined by the Hostel House Rules) or any items that could jeopardize the safety of staff, public, or offenders, are found.

1. The Hostel must ensure that staff adhere to the following procedure should an offender who is Unlawfully at Large, present themself at a Hostel:
   1. Where possible and safe to do so, isolate the offender from other residents;
   2. Notify local Police;
   3. Notify the local CSC Office or the National Monitoring Centre; and,
   4. In the event the offender absconds before the police arrive, Hostel staff are not to apprehend the offender but rather provide relevant details to the police upon arrival. 

1. Prior to contacting the National Monitoring Centre, the Hostel must ensure that the following information is readily available so as to not detract from the valuable time otherwise used in locating the offender:
   1. Offender name and Fingerprint Section (FPS) number;
   2. Offender release type;
   3. Last known location/sign-out information, if applicable;
   4. Any special instructions left by the supervising Parole Officer (including, but not limited to, curfew extension, weekend pass); and,
   5. Any additional information that may be relevant in assisting the National Monitoring Centre in their assessment of the situation.

Safety and Emergency Measures

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

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

1. The Hostel must ensure that there is a First Aid Kit available to each shift with an inventory of medical contents approved by the St. John’s Ambulance, the Canadian Red Cross or equivalent, and that the contents are inspected monthly.

1. The Hostel must ensure that on each shift there is a staff member with a valid St. John’s Ambulance Certification (or other equivalent in first aid) in addition to valid CPR certification.

1. The Hostel must ensure that residents have access to a telephone and that emergency numbers are posted next to all telephones in the Hostel.

PERSONNEL

1. Volunteers and students must not be left in charge of a Hostel.

1. The Hostel must ensure that staff, volunteers and students have reached the age of majority in the province of operation.

Orientation, Staff Training and Development

1. Prior to any staff member assuming responsibility for their duties, the Hostel must provide an orientation suited for the position. Staff must sign a form confirming orientation has been completed and the form placed on their personnel file. The orientation for service providers must include, at a minimum, the following:

1. Hostel’s goals and objectives;
2. Hostel’s policy and procedures;
3. Confidentiality;
4. First aid;
5. Basic crisis intervention;
6. Emergency measures;
7. Relationship to the CSC; and,
8. Agency’s contractual obligations.

1. The Hostel must ensure that volunteers and students undergo proper training and orientation.

1. At the request of the Project Authority, the Hostel Contractor may be required or invited to attend additional orientation and/or information sessions related to the provision of services including, but not limited to, Aboriginal awareness and/or cultural training, mental health awareness training, “boundaries” training, and/or gender sensitivity training.

1. The Hostel has an overall responsibility for fostering a positive culture of values and ethics in their organization. They must ensure their employees are aware of their legal and ethical obligations and avoid conflicts of interest. It is the Hostel’s responsibility to inform CSC immediately when there is suspicion or confirmation that an Hostel staff member breached the facility’s conflict of interest policy, code of conduct or code of ethics, if the Hostel’s Management considers that the information or event could potentially impact its capacity to offer the services outlined in the contractual agreement.

1. The Hostel, upon learning that a Hostel employee is under criminal investigation or has been accused of violating the Criminal Code, must notify the Project Authority.

ADMINISTRATIVE REQUIREMENTS

Reporting

1. The Hostel 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. Additional reports, as specified in paragraph 43, may include financial statements and must be provided by the Hostel to CSC upon request.

1. CSC reserves the right to audit or cause to have audited the accounts and records of the Hostel, during the term and after the expiry of the contract and at CSC’s expense, to ensure compliance with the terms and conditions of the contract. The timing of such audit must be agreed upon by both parties. The scope and coverage of such audit must be determined by CSC and may be carried out by employees or agents of CSC.

1. The Hostel acknowledges that CSC or its agents may audit financial records of the Hostel or its agents, whether directly or indirectly related to this contract, as is necessary to satisfy CSC that the funds have been spent in accordance with the terms of this contract. Without limiting their scope, audits may be carried out to substantiate any financial transaction incurred as well as to validate budgets, estimates and/or rates charged to CSC.

1. The Hostel must ensure records are available for audit by CSC or its agents upon reasonable notice, and permit CSC or its agents to audit and inspect the records and to take extracts from and make copies of the records.

1. The Hostel must provide reasonable facilities to CSC or its agents for such audits and inspections and provide CSC or its agents with all information necessary to understand the records.

1. If applicable, the Hostel must provide a complete listing of Hostel Board Members to CSC at the time of the contract signing. This list must include the member’s name, profession, and area of residence. This list is to be updated by the Hostel and forwarded to CSC whenever board membership changes occur.

1. The Hostel must ensure that a self-evaluation is conducted yearly. CSC may be requested to assist the Hostel in developing a self-monitoring tool. The criteria for evaluation must be directly related to the statement of work and administrative requirements. This evaluation must be accompanied by a summary of previous year’s training activities.

Mission Statement

1. The Hostel must have a written statement of mission which must include but not be limited to:

1. Objectives;
2. Programs;
3. Services; and,
4. Population to be served.

1.3 Expected results:

Assisting conditionally released offenders to safely and successfully reintegrate into the community as law-abiding citizens.

1.4 Performance standards:

The Hostel and its officers, servants and subcontractors must comply with all applicable legislation and CSC's Commissioner's Directives (CDs), the Standard Operating Practice on Official Languages, and other Standards.

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

The Hostel must have written plans for dealing with fire, medical emergencies (including pandemic situations) and natural disasters, and the Hostel staff must be trained accordingly. The Hostel must provide a copy of these plans to the Project Authority.

The Hostel must ensure that staff members, volunteers and students have the qualifications required and receive proper training and orientation prior to assuming responsibility for their duties. The Hostel must also provide ongoing training to staff/volunteers/students essential for their assigned duties and responsibilities. The Hostel must ensure that staff/volunteers/students have reached the age of majority in the province of operation.

If applicable and where required, the Hostel will provide a strategy to accommodate diverse cultures and spiritualties, including, but not limited to, Aboriginal culture and spirituality.

1.5 Deliverables:

1.5.1  24 hour residential services to adult male or female offenders that include, but are not limited to:

1. Beds and meals and/or meal allowances;
2. Referral services to community support groups and other agencies;
3. Storage and access of offenders to their medication and personal effects;
4. Static and dynamic security;
5. Staff orientation, training and development:
6. Reporting; and
7. Enhanced Services as requested by CSC

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:

a. The Contractor must perform the work at the Contractor’s place of business at various locations in the Pacific Region. See section 12. Name and address of the pre-identified supplier.

b. Travel

ii. Travel may be required for performance of the work under this contract

1.6.2 Language of Work:

The contractor must perform all work in English.

1.6.3 Security Requirements:

The contracts include the following assigned security requirements:

SECURITY REQUIREMENT FOR CANADIAN SUPPLIER:

PWGSC FILE No. 21883-22-0007

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 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 site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by the CSP, PWGSC.

3. The Contractor MUST NOT utilize its Information Technology systems to electronically process, produce or store PROTECTED information until the CSP, 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 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)

SECURITY REQUIREMENT FOR CANADIAN SUPPLIER:

PWGSC FILE No. 21884-22-0005

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 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 site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by the CSP, PWGSC.

3. The Contractor MUST NOT utilize its Information Technology systems to electronically process, produce or store PROTECTED information until the CSP, 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 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)

SECURITY REQUIREMENT FOR CANADIAN SUPPLIER:

PWGSC FILE No. 21880-22-0003

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 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 site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by the CSP, PWGSC.

3. The Contractor MUST NOT utilize its Information Technology systems to electronically process, produce or store PROTECTED information until the CSP, 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 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 assessment of 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

There is a restricted number of qualified service providers in the Vancouver and Kamloops areas who are willing and available to provide residential services to offenders on conditional release in order to meet CSC's offender accommodation needs in the community.

These Suppliers are the only Canadian organizations that can perform the scope of work, given their history, experience and familiarity with the level of information required to complete the tasks identified in the scope of work. These Suppliers are uniquely positioned to provide these services given their specific mandate to provide accommodation, monitoring, general support and assistance to offenders under federal jurisdiction who have been released to the community on conditional release, statutory release, and those subject to Long-Term Supervision Orders. 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 delivery date

See section 12. Name and address of the pre-identified supplier.

11. Cost estimate of the proposed contract

See section 12. Name and address of the pre-identified supplier.

12. Name and address of the pre-identified supplier

Name: Connective Support Society 21883-22-0007

Address: 763 Kingsway, Vancouver, BC V5V 3C2

Period of the proposed contract: from April 1, 2022 to March 31, 2023 with an option to extend the contract for 2 additional one-year periods.

Cost estimate of the proposed contract including options: $3,939,000.00 (GST/HST included).

Name: Connective Support Society - Kamloops 21884-22-0005

Address: Suite 100 – 529 Seymour Street, Kamloops, BC V2C 0A1

Period of the proposed contract: from April 1, 2022 to March 31, 2023 with an option to extend the contract for 1 additional one-year period.

Cost estimate of the proposed contract including options: $3,755,480.00.00 (GST/HST included).

Name: Atira Women’s Resource Society 21880-22-0003

Address: 101 East Cordova Street, Vancouver, BC V6A 1K7

Period of the proposed contract: from April 1, 2022 to March 31, 2023 with an option to extend the contract for 2 additional one-year periods.

Cost estimate of the proposed contract including options: $1,992,000.00 (GST/HST included).

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. This 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 29, 2022 at 2:00 PM PDT

15. Inquiries and submission of statement of capabilities

Inquiries and statement of capabilities 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