Supervised Apartment

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 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.

Supervised Apartments promote the successful reintegration of offenders into the community. These facilities contribute to the management of risk by ensuring that suitable accommodation, support systems, and monitoring are in place to assist conditionally released individuals become law-abiding citizens.

Supervised Apartments provide semi-independent accomodation where general support and assistance in reintegrating the offender into the community is provided. This facility may also have a programming component to the services they provide.

All activities and services provided by the Contractor must comply with the requirements set forth in this document.

Any additional services to be provided must be agreed upon by the Contractor, 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 Supervised Apartments 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:

1. The Contractor must provide residential services to those persons who are referred to it by CSC and accepted by the Contractor in the form of furnished or semi-furnished living units with access to cooking facilities.

1. If applicable and where required, the Contractor will 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 Contractor must ensure that the accommodations and surrounding facilities are suitable and safe for children under the age of majority residing in the apartment with their custodial parent or legal gaurdian in accordance with measures outlined in CD 715-4.

Admission Criteria & Selection Process

1. The Contractor must specify the conditions of eligibility for its services, admission criteria, and program availability; and, provide CSC with this information in writing upon request.

1. The Contractor 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 facility to address the offender’s needs; and,
   3. A written decision of acceptance or refusal which includes a rationale for the decision against admission.

Liaison Services

1. The Contractor must:
   1. Liaise with local CSC Community Parole Officers, Managers and other Case Management Team members (including mental health professionals if needed); and,
   2. Maintain contact with community agencies and partners who provide reintegration services to assist offenders.

Support Services

1. The Contractor must provide general support and assistance to the resident offender in his/her efforts to reintegrate into the community and in attaining both short and long-term goals of the offender’s Correctional Plan. Contractor staff are expected to support the Case Management Team for the duration of an offender’s residency.

1. The Contractor must provide CSC with ongoing feedback, and a report upon termination of residency, following the format agreed upon with the Project Authority. 

1. The Contractor must provide the following:
   1. Access to a staff member for case management support who is availble in person during work hours;
   2. Access to a staff member for case management support who is available by phone 24 hours per day in case of emergency; and,
   3. Access to an individual responsible for maintenance-related issues who can be made available in person during work hours or if afterhours, available via cellular phone or pager.

Apartment Rules

1. The facility must develop a set of rules for residents and provide a written copy of the rules to each resident at admission. The resident must sign that they have read, understood, and accepted the rules and this documentation must be retained on file. 

1. The Apartment Rules must address at a minimum:

1. Responsibilities and expectations of the resident, including maintenance of the living unit;
2. Grounds for non-voluntary termination from the facility residency;
3. Rules regarding the facility’s services including hours of availability of staff;
4. Curfew restrictions (if applicable);
5. Procedures regarding room/apartment inspections (if applicable);
6. Storage and disposal of personal property (including offender’s responsibility with respect to his/her effects and personal effects list);
7. Procedures regarding the handling of funds;
8. Facility grievance policy and procedures;
9. Policy on the reporting of offender behaviour, and compliance with release plan and conditions, to the CSC.

Resident Case Files

1. The Contractor must record and incorporate pertinent information on individual residents into the resident case file. Handling and safeguarding of protected information must comply with the provisions of the contract’s Security Requirements Check List and the Industrial Security Manual.

Personal Effects

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

1. The Contractor must forward the personal effects list for each offender to CSC within thirty (30) days of the offender leaving the facility upon suspension.

Medical Considerations

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

1. The Contractor must advise residents upon admission that they are responsible for carrying, on their person, any medication that requires immediate and/or urgent usage.

1. The Contractor must provide, at a minimum, a safe place for the resident offender to store his/her medication to ensure it is not accessible by other individuals that could be present in the facility. 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.

SECURITY AND SAFETY

Static and Dynamic Security

1. The Contractor must have an established procedure in place to ascertain the residents’ physical well-being, unless leave privileges (where applicable) have been approved by the supervising Parole Officer. In addition, this procedure must be documented and agreed upon by the Project Authority.

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

1. The Contractor must record any incidents and/or violations and the resulting action taken and advise the supervising Parole Officer of such as soon as possible.

1. The Contractor must monitor the resident’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 as soon as any of the following information is known to the Contractor:

1. Any violation of known standard or special conditions of release, or instructions issued by the supervising Parole Officer; and, 
2. Other relevant information concerning the offender’s behaviour and performance in the community that may increase the offender’s risk of re-offending.

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

1. The Contractor must provide sign-in/sign-out sheets to account for an offender’s whereabouts at all times.

1. The Contractor must immediately 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. 

1. Prior to contacting the National Monitoring Centre, the Contractor must ensure that the following information is readily available:
   1. Offender name and FPS number;
   2. Offender release type;
   3. Last known location; and,
   4. Any additional information that may be relevant in assisting the National Monitoring Centre in his/her assessment of the situation.

Safety and Emergency Measures

1. The Supervised Apartment must be in compliance with all applicable territorial, provincial, municipal and local legislation and regulations. The Supervised Apartment premises and equipment must conform to applicable zoning, health, safety, building and fire codes and regulations. The Supervised Apartment must have written plans for dealing with fire, medical emergencies (including pandemic situations) and natural disasters;

1. The Supervised Apartment must have a First Aid Kit available at the facility 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 Supervised Apartment Contractor must provide verification that staff providing case management support have a valid St. John’s Ambulance Certification (or other equivalent in first aid) in addition to valid CPR certification.

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

PERSONNEL

1. Volunteers/placement students must not be left in charge of the facility.

1. The Contractor must ensure that staff/volunteers/placement students have reached the age of majority in the province.

Orientation, Staff Training and Development

1. Prior to any staff member assuming responsibility for their duties in relation to this contract, the Contractor 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 staff must include, at a minimum, the following:

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

1. The Contractor must ensure that the staff member for case management support is trained, or receive training within the first year of employment, in the following areas:

1. crisis intervention;
2. counselling techniques; and,
3. defusing hostile situations.

1. At the request of the Project Authority, the Contractor must attend additional orientation and/or information sessions related to the Statement of Work including, but not limited to, Aboriginal awareness and/or cultural training, and/or gender sensitivity training.

ADMINISTRATIVE REQUIREMENTS

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

1. Monthly Utilization Reports indicating total utilized beds by resident’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 49, may include financial statements and must be provided by the Contractor to CSC upon request. 

1. CSC reserves the right to audit or cause to have audited the accounts and records of the facility, 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 Contractor acknowledges that CSC, or its agents, may audit financial records of the facility, 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 its 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 Contractor 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 Contractor 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. The Contractor must ensure that a self-evaluation is conducted yearly. CSC may be requested to assist the Contractor in developing a self-monitoring tool. The criteria for evaluation must be directly related to the statement of work and administrative requirements. 

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 Supervised Apartment must be in compliance with all applicable territorial, provincial, municipal and local legislation and regulations. The Supervised Apartment premises and equipment must conform to applicable zoning, health, safety, building and fire codes and regulations. The Supervised Apartment must have written plans for dealing with fire, medical emergencies (including pandemic situations) and natural disasters;

The Supervised Apartment must have a First Aid Kit available at the facility 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.

The Supervised Apartment Contractor must provide verification that staff providing case management support have a valid St. John’s Ambulance Certification (or other equivalent in first aid) in addition to valid CPR certification.

The Supervised Apartment Contractor must ensure that residents have access to a telephone and that emergency numbers are posted next to all telephones in the Apartment

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

1.5 Deliverables:

1.5.1 The Contractor must provide residential services to those persons who are referred to it by CSC and accepted by the Contractor in the form of furnished or semi-furnished living units with access to cooking facilities.

The Contractor must provide general support and assistance to the resident offender in his/her efforts to reintegrate into the community and in attaining both short and long-term goals of the offender’s Correctional Plan. Contractor staff are expected to support the Case Management Team for the duration of an offender’s residency.

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

b. Travel

ii. 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:

This contract includes the following security requirements:

SECURITY REQUIREMENT FOR CANADIAN SUPPLIER:

PWGSC FILE No. 21880-23-0045

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 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 area 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.

This Supplier is the only Canadian organizations that can perform the scope of work, given its history, experience and familiarity with the level of information required to complete the tasks identified in the scope of work. This Supplier is uniquely positioned to provide these services given its 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

 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 11.5 months, from April 13, 2023 to March 31, 2024

11. Cost estimate of the proposed contract

The estimated value of the contract is $823,286.31 (GST/HST extra).

12. Name and address of the pre-identified supplier

Name: Lookout Housing and Health Society

Address: 544 Columbia Street, New Westminster, BC V3L 1B1

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 April 12, 2023 at 14:00hrs (PDT)

15. Inquiries and submission of statements of capabilities

Inquiries and statement of capabilities are to be directed to:

Katie Simpson

E-mail: 801bidsubmissions@csc-scc.gc.ca