Reporting Centre - Hamilton

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:

The Correctional Service Canada has a requirement to provide a Reporting Center to provide enhanced supports and intervention to cases that present increased risk, needs, or both while on parole, Statutory Release (SR) or a Long Term Supervision Order (LTSO) in the community. The Reporting Center will serve to provide additional intervention and support resources for offenders on supervision with CSC in the community. The work will involve the following:

1.1 Background:

The Reporting Center was developed to provide support for offenders who require additional interventions, counselling or connection to community resources while on conditional release in the community. The Reporting Center functions to provide after business hours and weekend support to further promote the reintegration needs and goals of offenders in the community. The Reporting Center services focus on the supervision of high needs or high risk cases; Statutory Release or Long Term Supervision Offenders or those transitioning from CRF and CCC residency to independent living. The Reporting Centre services provide assistance to the Parole Officer in dealing with offenders who require increased counselling, or hands on support, or both to access and connect to various community resources in meeting their community reintegration needs and goals. The Reporting Center provides post suspension interventions that allow for alternatives to conditional release suspension or revocation. 

1.2 Objectives:

To provide offenders access to a Reporting Centre that offers supervision, support and assessment for high needs or higher risk offenders in keeping with generally accepted community practices, professional standards and Correctional Service of Canada’s Commissioner’s Directives.

1.3 Tasks:

The Contractor must:

• Provide a gender neutral office site, accessible to public transit, consisting of a large meeting and reception area and separate office or interview room.

• Provide Reporting Centre Services up to 36 hours per week for offenders including evenings and weekends.

• Provide at least one Caseworker to facilitate Reporting Centre services.

• Receive Reporting Centre referrals from Correctional Service Canada.

• Meet directly with supervised offenders on a requested and agreed upon basis between Correctional Service Canada and the Contractor.

1. During the meeting, the Contractor must assess the supervised offender’s needs, risk factors and correctional plan.
2. The Contractor must document meetings and assessments between Caseworkers and offenders in each offender’s Offender Management System (OMS) Casework Record.
3. The meetings must include individual counselling for released offenders, links and direct support in accessing community resources as needed and 24 hour crisis support if and when required.

• Hold case conferences with the offender’s Parole Officer no less than once per month to provide a status report on the offender’s compliance and any assessment of the case or intervention provided, or required, or both.

• Immediately advise Correctional Service Canada of any offender that is assessed as displaying an increased risk, or violation of Special Conditions, or both.

• Notify the Parole Office as soon as possible but at latest by the end of the shift and via an email system that meets the Government of Canada Information Security Guidelines, when an offender fails to attend a scheduled appointment.

• Work to provide offenders with links to agency partnerships and community resources that support reintegration.

1.4 Performance standards:

• The Contractor’s Caseworkers must document their interview with and assessment of offenders and make this information available to the Parole Officer by entering a Casework Record into OMS.

• The Contractor’s Caseworkers must enter Casework Records into OMS within 5 working days of contact with an offender.

1.5 Deliverables:

1.5.1 The Contractor must:

• Document the reporting and assessment of the interview between the Caseworker and the offender.

• The Caseworker must enter Casework Records into OMS to make the Casework Record available to the Parole Officer within 5 working days of the interview with the offender.

• The Contractor's Caseworker is responsible for finalizing Casework Records. The Correctional Service Canada will monitor the quality and integrity of the Casework Records data.

• The Caseworker must hold a case conference with the offender’s Parole Officer no less than once per month to provide a status report on the offender’s compliance and any assessment of the case or intervention provided, or required, or both.

• The Caseworker must be available to consult with Parole Officers regarding the supervised offender’s status as requested.

• At the request of the Parole Officer, the Caseworker must provide a progress summary report to support release or suspension recommendations.

• The Contactor must provide the Project Authority with a written annual summary of all services provided to offenders supervised by Correctional Services Canada. This annual report must also identify the various community resources utilized, trends in offender needs, or reintegration patterns, or both, and other related reintegration data obtained through the provision of Reporting Center services to the offenders.

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, or within the community setting such as the offender’s place of employment, or in the offender’s residence.

b. Travel

i.   Travel to the offender’s home or place of employment, a Correctional Service of Canada office, or a community service agency may be required to provide offender reintegration services.

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 must, at all times during the performance of the Contract, 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 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 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, including an IT Link 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 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:

• The supplier must have a minimum of two (2) years experience in the last five (5) years prior to the ACAN closing date, in providing services to high risk offenders.

• The supplier’s proposed Caseworker(s) must possess two (2) years experience, within the last five (5) years prior to the ACAN closing date in providing support services to offenders. This experience must include at least two of the following types of work experience: delivery of Correctional Programs, Case Management Duties, or Managing High Risk Offenders. 

• The supplier’s Caseworker(s) must have experience with corrections, assessment skills regarding human behaviour and a high risk offender population and be able to provide gender responsive services.

• The location of the supplier's proposed Reporting Centre must be readily accessible by public transit.

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

The pre-identified supplier meets all of the minimum essential requirements described in this ACAN.

St Leonard’s Society of Hamilton has 50 years of experience in reintegration support for conditionally released offenders. They have demonstrated their ability to effectively complete assessment of supervised offender’s needs, appropriately identify risk factors and develop corresponding action plans.

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 three (3)  years, from January 15, 2023 to January 14, 2026.

11. Cost estimate of the proposed contract

The estimated value of the contract, is $ 259,022.40 (GST/HST extra).

12. Name and address of the pre-identified supplier

Name: St. Leonard’s Society of Hamilton

Address: 73 Robert Street, Hamilton, Ontario, L8L 2P2

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 January 6, 2023 at 2:00 PM EST.

15. Inquiries and submission of statements of capabilities

Inquiries and statement of capabilities are to be directed to:

Monika Alexander, Regional Procurement Officer

Correctional Service Canada

Regional Headquarters, Ontario Region

Telephone: 647.234.2934

E-mail: monika.alexander@csc-scc.gc.ca