Visitor Resource Centre

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 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 Canada (CSC) has a requirement for a Visitor Resource Centre (VRC) program operated nationally to address the needs of adults and children visiting an incarcerated family member or friend. This program must provide a safe, pleasant environment where all visitors are met with dignity and respect. The program must offer information, referrals, education, interim support and intervention, and the opportunity for families to discuss the difficulties that they face in confidence. The work will involve the following:

1.1 Objectives:

To deliver a VRC program that:

1. provides a mechanism for inmates to develop and maintain positive community and family relationships;

1. assists in meeting the objectives of inmates' Correctional Plans;

1. facilitates timely offender reintegration, while contributing to the protection of society.

1. supports the commitment to Private Family Visits that occur in separate structures inside the perimeter of institutions where inmates may meet authorized visitors in private to enhance daily living skills, maintain positive community and familial relationships and responsibilities (e.g. parenting skills), and lessen the negative impact of incarceration on family relationships; and

1. assists offenders with the development of appropriate adult-child relationships and communication skills that enhance family bonding.

1.2 Tasks:

The tasks the Contractor must perform include, but are not limited to:

1. Providing information and resources about corrections, including but not limited to victim services, restorative justice;

1. Talking with families about their concerns and offer information about security procedures;

1. Visiting referrals to determine transportation and accommodation needs;

1. Providing reintegration resources tailored to children and families;

1. Offering activities to encourage family bonding and relationships;

1. Talking to families about their concerns and support reintegration by confidentially addressing people’s needs, and fears, offering referrals, and contacts in the community that may assist with reintegration.

1.3 Expected results:

The expected results for the subsequent contract include, but are not limited to:

1. Establishing and delivering a VCR program that meets the objective of this requirement in all five of CSC’s regions, across Canada.

1. Positively impact the mental health of offender’s and their families by reducing the stress and anxiety around the visitation process, and enabling them to stay connected.

1. Deliverables:

The deliverables the Contractor must provide include, but are not limited to the following:

1. Services to families or incarcerated individuals in all five CSC regions;

1. VRC services virtually or in sites (in an institution or a parole office);

1. Verbal or written updates to the Program Manager, as requested, throughout the course of the project, focusing is that you on any barriers and challenges related to the program delivery;

1. An annual report provided to the Program Manager at the end of the fiscal year (by March 31) to describe the services provided and any other relevant information related to the program delivery.

1. Coordination and delivery of resiliency sessions in both official languages;

1. Coordination and preparation of resource materials and supplies in both official languages;

1. Provide Prison Letter Writing Kits, Books and recording supplies and Postage.

1. 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. Due to the COVID-19 pandemic, the Contractor must deliver the services virtually via video or tele-conference. When requested by CSC, the Contractor must deliver the services at sites, across all five of CSC’s regions. The Contractor must deliver the services on-site in accordance with the ability of the site to support the initiative virtually.

b. Travel

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

1.6.2 Language of Work:

The contractor must perform all work in French and in English, according to the official language of the offender.

1.6.3 Security Requirements:

This contract includes the following security requirements:

SECURITY REQUIREMENT FOR CANADIAN SUPPLIER:  

PWGSC FILE No. 21120-23-4060682

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), 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. The Contractor/Offeror MUST NOT remove any PROTECTED information or assets from the identified 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 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:

Experience:

1. The Supplier must have at least six (6) years of experience, obtained in the last fifteen (15) years prior to the ACAN closing date, working in correctional environments with families on a national scale. To meet this criterion, the Supplier must provide project(s) that demonstrate its activity in at least two (2) provinces.

1. The Supplier must have completed two (2) projects in the last ten (10) years prior to the ACAN closing date in working with offenders in community settings or institutions, managing a volunteer network and social reintegration projects on a national scale.

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 limited number of suppliers available to provide support to families of incarcerated offenders in order to promote positive community and family relationships and timely offender reintegration.

The pre-identified Supplier is the only Canadian organization that can perform the scope of work, given the history, experience and familiarity with the level of effort and information required to complete the tasks identified in the scope of work. It is uniquely positioned to provide these services given its specific mandate to provide family liaison services for incarcerated offenders and their families.

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 delivery date

The proposed contract is for a period of one (1) year, with an option to extend the contract for two (2) additional one (1)-year periods.

11. Cost estimate of the proposed contract

The estimated value of the contract, including options, is $ 120,000.00 (GST/HST extra).

12. Name and address of the pre-identified supplier

Name: Canadian Families and Corrections Network

Address: P.O. Box 35040

Kingston, Ontario

K7L 5S5

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 June 30, 2022 at 2:00 PM EDT.

15. Inquiries and submission of statements of capabilities

Inquiries and statement of capabilities are to be directed to:

Name: Darryl Singh

Title: Senior Procurement Officer

Correctional Service of Canada

Branch/Directorate: Contracting and Materiel Services

E-mail: Darryl.Singh@csc-scc.gc.ca