COMMUNITY ASSESSMENT & PAROLE SUPERVISION (CAPS)

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 Canada has a requirement to contribute to the protection of society. In accordance with the Corrections and Conditional Release Act (CCRA), the purpose of conditional release is to contribute to the maintenance of a just, peaceful and safe society. One of the ways that this legislative mandate is fulfilled is to assist offenders to reintegrate into the community as law-abiding citizens through the provision of programs, plans and supervision in institutions and in the community. The protection of society is the paramount consideration in the release process.

1.1 Objectives:

To assist CSC in meeting its mandate, there are times when CSC will contract with independent agencies/individuals to provide case management services i.e. supervision, risk assessment, urinalysis collection, report writing, etc., for offenders on conditional release and offenders subject to a Long-Term Supervision Order (LTSO).

To ensure the mandate of providing supervision and gathering information on conditionally released offenders is met and there is no disruption in services to offenders during periods when community Parole Officers are unavailable and/or located outside the geographical area where the offender resides.

1.2 Tasks/Deliverables:

RESPONSIBILITIES OF THE DEPARTMENT

1. The Project Authority will consult with the Contractor regarding safe supervision practices and assist with any problem solving that may be necessary. 

1. Upon awarding the contract, the Project Authority will provide the Contractor with the following information at the time the contract is awarded:

1. Instructions for formatting, completing/submitting the required reports including timeframes; and
2. The contact information for the National Monitoring Centre, Parole Office, and others as necessary.

1. The Project Authority will ensure that the Contractor has access to all applicable legislation, policies and procedures pertaining to the supervision and management of conditionally released offenders. The Project Authority will provide the Contractor with information relating to changes in policy, procedures or practices applicable to the Statement of Work.

1. The Project Authority will provide essential case management information for each offender supervised by the Contractor. The Project Authority will make this information available electronically through the Offender Management System (OMS) unless it is only available in hard copy or the Contractor is not connected to OMS or via other CSC-approved secure electronic means of communication. The information and documents to forward are the following:

1. Release Certificate;
2. Community Assessments (CAs) (if relevant);
3. Correctional Plan – Initial (including the Criminal Profile);
4. Correctional Plan – Update (including the Community Strategy);
5. FPS Sheet;
6. Parole Board Canada (PBC) Decision Sheet;
7. Pre-release Assessment for Decision report and any addendum reports;
8. Psychological Reports (if relevant);
9. Standard Profile;
10. A recent photograph; and
11. Any other information relevant to the management of the offender’s case.

1. The Project Authority will provide a returnable temporary docket to the Contractor containing pertinent information relating to requests for written reports (i.e. community strategy, temporary absence, community assessments, etc.), unless the Contractor was granted access to other secured means of electronic communication such as the Offender Management System (OMS).

1. The Project Authority will provide the Contractor a secure electronic correspondence solution to enable communication on offender information which meets the Treasury Board Secretariat’s Policy on Government Security (PGS). Where electronic correspondence is not an option, correspondence will be done by mail according to required security standards.

1. Prior to any Contractor beginning work under the contract, the Project Authority will offer information specific to the services to be provided. Following the information session, the Project Authority will ensure the Contractor signs a form confirming that the information was provided. The information provided may include, but is not limited to the following:

1. Policy on Confidentiality;
2. Information on obligations related to the Access to Information Act and the Privacy Act;
3. Policy on Emergency Measures;
4. Policy on Staff Safety;
5. Relationship to the Correctional Service of Canada;
6. Contractual Obligations;
7. Information Management & Security; and
8. Information Guide for Contractors.

1. The Project Authority will monitor and audit the Contractor's compliance with the national policies and standards applicable to this Statement of Work. The Contractor must facilitate and cooperate with such monitoring and audit.

MANDATORY REPORTING

1. The Contractor must ensure that if, upon release, the offender fails to contact the Contractor at the scheduled time of arrival and no valid circumstances can be determined, immediate action is taken to advise the Technical Authority of the offender’s failure to arrive. If the Technical Authority is not available during normal working hours, the Contractor must contact a Parole Officer Supervisor (POS). The Contractor must contact the National Monitoring Centre (NMC) after-hours.

1. During the period of this contract, should the offender’s behaviour deteriorate, should he/she be in violation of any release conditions, or if there are any indications that the offender’s risk has increased, the Contractor must inform the Technical Authority without delay. The person delegated under section 135 of the CCRA, in conjunction with the Technical Authority, must take appropriate measures to ensure public safety and document such measures accordingly. The Contractor must contact the National Monitoring Centre (NMC) after-hours.

1. The Contractor must immediately advise the Technical Authority or the NMC after-hours when any information has been received that would be relevant to CSC to make decisions in the event that interventions are required, and when reliable information exists that the offender has:

1. been charged with or is planning to commit a new offence;
2. violated or is about to violate a term or condition of release;
3. not reported and whereabouts are unknown; or,
4. been involved in any other situation which would lead to the conclusion that continued release would constitute an undue risk to society,

TASKS TO BE PERFORMED BY THE CONTRACTOR

1. The Contractor must follow all legislation and policies pertaining to the management and supervision of offenders under federal jurisdiction, in the completion of tasks related to the Statement of Work.

1. The Contractor must contact the Project Authority or his/her designate for any clarification/inquiries relating to this contract, and/or CSC legislation and policies. 

1. Where the Contractor has been provided with direct access to OMS in read/write mode, the Contractor will be responsible for entries in relation to the services identified above in accordance with applicable legislation and policies. Where the Contractor has not been provided with direct access to OMS, the Contractor must forward entries in relation to services identified above to CSC, as directed by the Project Authority and agreed upon by the Contractor, in accordance with all security requirements.

Conditional Release - Community Supervision

1. The Technical Authority will assign the supervision of offenders on conditional release and those subject to Long-Term Supervision Orders (LTSO) following the appropriate referral, review, and acceptance procedures established by CSC and in accordance with applicable legislation and policy, including requirements in terms of staff safety assessment. 

1. The Contractor must ensure that offenders, their community supports and local police agencies are provided with CSC’s contact numbers to be used in times of crisis or, when the Contractor is unavailable. 

1. At the initial interview with the offender, the Contractor must review items listed in the Initial Interview Checklist (CSC Form # 1331). A signed copy of the Initial Interview Checklist must be forwarded to the Technical Authority to be placed on the offender’s Case Management file.

1. The Contractor must, on a regular basis, in accordance with supervision policies and in consultation with the Technical Authority, verify the offender's place of residence, confirm that the information contained in the Standard Profile is updated, and identify programs considered critical to the offender's reintegration. The Standard Profile must be updated as changes occur in the offender’s situation.

1. Case Management reports must be submitted to the Technical Authority according to the format and frequency determined in consultation with the Project Authority and according to CSC policies.

1. The Contractor must maintain clear, legible and detailed Casework Records which shall include reference to all contacts made with the offender, location of contact (e.g. home, work); time and date of contact; type of contact (e.g. face to face, phone). The Contractor must clearly indicate in Casework Records if the contact is collateral and the name(s) of the community support (s) and their relationship to the offender. 

1. All Casework Records prepared by the Contractor must be delivered to CSC within a maximum of five (5) days following the contact or activity in accordance with policy requirements. If the Contractor has access to OMS, the Contractor must enter Casework Records in OMS in accordance with policy as soon as possible, but no later than seven (7) days.

1. At the request of the Technical Authority , the Contractor must prepare and submit a formal written report (which may include the Correctional Plan [CP] - Update, Assessment for Decision, etc.) to the Technical Authority in the following circumstances:
   1. an increase in the offender’s risk;
   2. a breach of a special condition;
   3. suspension;
   4. transfer of the case;
   5. proposal for change to the conditions of release;
   6. any situation requiring notification to the Parole Board of Canada;
   7. exceptional incidents; and,
   8. termination of supervision (including suspension and warrant expiry).

1. The Contractor will share the contents of the report(s) with the offender.

1. Case Conferences between the Contractor and the Technical Authority shall take place at a frequency determined in consultation with the Technical Authority and according to CSC policies. The Case Conferences must address the behaviour of the offender and the strategies which might be required in the management of the case, and the results must be noted in a Casework Record by the Contractor, in accordance with paragraph 27.

1. The Contractor must be cognizant of and consider all relevant information provided to CSC by victims in the management of an offender’s case.

Temporary Absences (The supervision of offenders on Unescorted Temporary Absence (UTA), and/or the supervision of offenders on Work Release (WR)).

1. At the request of the Project Authority, the Contractor must meet in person or by telephone with offenders released to the area on an UTA or WR, in accordance with reporting requirements identified in the temporary absence permit. 

1. The Contractor must conduct a follow-up interview with the UTA/WR sponsor immediately following completion of the UTA or WR. This interview can be completed by telephone.

1. The Contractor must complete and forward the Post Temporary Absence/Work Release Evaluation Report (CSC/SCC 1082) to the Technical Authority following the completion of the absence. The evaluation will relate to the specific objectives outlined in the original decision granting the UTA or WR.

Tandem Supervision (The accompaniment of the assigned Contractor by a second individual).

1. The Contractor must, in consultation and as approved by the Technical Authority, obtain the assistance of a CSC-authorized person (e.g. Program Officer, Psychologist, Parole Officers, Police Officer or other) to accompany him/her on home visits in accordance with CSC’s Tandem Supervision policy.

1. The Contractor may, at the request of the Project Authority, accompany a CSC Parole Officer on a tandem supervision home visit. 

Report Writing

1. In addition to the reporting requirements outlined in the sections entitled ‘Conditional Release – Community Supervision’ and ‘Temporary Absences’, the Contractor must complete the following reports at the request of the Project Authority in accordance with applicable legislation and policy:

1. Preliminary Assessment report (PA);
2. Community Assessment report (CA);
3. Post-Sentence Community Assessment report (PSCA); and
4. Community Strategy report (CS).

1. The Contractor must submit the completed reports to the Technical Authority in an electronic format and/or hard copy as identified by the Project Authority and agreed upon by the Contractor, within the timeframes outlined in applicable policies.

SHARING AND SHIPPING OF OFFENDER INFORMATION

1. The Contractor must not share copies of documentation provided by CSC with the offender unless authorized to do so by the Project Authority, in accordance to CSC policies and guidelines.

1. The Contractor must return all offender information provided by CSC within 30 days of the transfer or termination of supervision (including suspension and warrant expiry) or, following the termination of the contract by CSC, whichever is sooner unless the Project Authority gives written consent instructing otherwise to the Contractor.

1. The Contractor must pack and ship all offender information in accordance with the CSC Offender Records User’s Guide. This must include providing an itemized list of documentation and files being returned to CSC on a Transmittal Note & Receipt Form (CSC-0827).

HANDLING OF OFFENDER INFORMATION ELECTRONICALLY

1. All electronic exchanges of information and correspondence must be managed in accordance with the Treasury Board Secretariat's Policy on Government Security (PGS) and the IT Security Requirements Technical Documents.

MONTHLY ACTIVITY REPORTS:

1. The Contractor must provide monthly activity reports to the Technical Authority, including:

1. Supervision cases identifying the offender’s name and FPS number, supervision level and the date supervision commenced;
2. Supervised UTAs or Work Releases identifying the offender’s name and FPS number and the period (weekday or weekend) during which supervision was provided; and,
3. Number of completed reports identified by type of reports (CA, PSCA, PA, etc.), offender name and FPS number.

1.6 Constraints:

1.6.1 Location of work:

a. The Contractor must perform the work at the contractor’s place of business and offender/contacts home and businesses for the purposes of supervision and community assessment interviews.

b. 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 English

1.6.3 Security Requirements:

For contracts a - c in Section 12, below:

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), and obtain approved Document Safeguarding Capability 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. The Contractor/Offeror MUST NOT utilize its facilities to process, produce, or store PROTECTED information or assets until the CSP, PWGSC has issued written approval.

4. 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.

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

6. 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:

• Must have 1 year experience, obtained within the last 5 years, working in the criminal justice system
• Must have 1 year experience, obtained within the last 5 years, providing case management services to at risk populations

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 are a restricted number of qualified service providers who are willing and available to provide case management services to offenders on conditional release. The proposed contractor has extensive experience in the delivery of the services specified and the ability to assist with the necessary requirements for CSC to meet its mandate. 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)

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

a)

Name: Theresa Campbell

Address: Taylor, BC

Period of the proposed contract: from October 1, 2022 to September 30, 2023 with an option to extend the contract for 4 additional one-year periods. (5 years)

Cost estimate of the proposed contract including options: $90,000.00 (GST/HST extra).

SERVICES

Supervision of Offenders

X

Unescorted Temporary Absence and Work Release Supervision

X

Preliminary Assessments (PA)

X

Community Assessments (CA) (including Post-Sentence Community Assessments [PSCA])

X

Community Strategies (CS)

X

Tandem Accompaniment/ Supervision

X

other (provide details)

Workload is dependant on offenders release location and whether it is in close proximity to a parole office. It is very difficult to forecast supervision needs as it determined by the offenders release destination and current workload of Parole Officers. Requirements of the Contract are outlined in the Statement of Work up to an estimated cost of $18,000.00 per year.

b)

Name: Tommy Kaae Espersen

Address: Smithers, BC

Period of the proposed contract: from October 1, 2022 to September 30, 2023 with an option to extend the contract for 4 additional one-year periods. (5 years)

Cost estimate of the proposed contract including options: $90,000.00 (GST/HST extra).

SERVICES

Supervision of Offenders

X

Unescorted Temporary Absence and Work Release Supervision

X

Preliminary Assessments (PA)

X

Community Assessments (CA) (including Post-Sentence Community Assessments [PSCA])

X

Community Strategies (CS)

X

Tandem Accompaniment/ Supervision

X

other – urinalysis collection

X

Workload is dependant on offenders release location and whether it is in close proximity to a parole office. It is very difficult to forecast supervision needs as it determined by the offenders release destination and current workload of Parole Officers. Requirements of the Contract are outlined in the Statement of Work up to an estimated cost of $18,000.00 per year.

c)

Name: Glenn Beach

Address: Prince George, BC

Period of the proposed contract: from October 1, 2022 to September 30, 2023 with an option to extend the contract for 4 additional one-year periods. (5 years)

Cost estimate of the proposed contract including options: $90,000.00 (GST/HST extra).

SERVICES

Supervision of Offenders

X

Unescorted Temporary Absence and Work Release Supervision

X

Preliminary Assessments (PA)

X

Community Assessments (CA) (including Post-Sentence Community Assessments [PSCA])

X

Community Strategies (CS)

X

Tandem Accompaniment/ Supervision

X

other - urinalysis collection

X

Workload is dependant on offenders release location and whether it is in close proximity to a parole office. It is very difficult to forecast supervision needs as it determined by the offenders release destination and current workload of Parole Officers. Requirements of the Contract are outlined in the Statement of Work up to an estimated cost of $18,000.00 per year.

 “The inclusion of volumetric data in this document does not represent a commitment by Canada that Canada's future usage of the services described will be consistent with this data.”

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 September 6, 2022 at 2:00PM (PDT).

15. Inquiries and submission of statement of capabilities

Inquiries and statement of capabilities are to be directed to:

Contracting Authority:

Katie Simpson

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