Community Case Management - John Howard Society

Trade Agreement: NONE
Tendering Procedures: Generally only one firm has been invited to bid
Non-Competitive Procurement Strategy: Government Objectives Representing Best Interests/Value to Govt
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
John Howard Society of Kingston and District
771 Montreal Street
Kingston Ontario
Canada
K7K3J4
Nature of Requirements: 

TITLE: Community Case Management and Supervision Services for clients across Canada as an Alternative to Detention for the Canada Border Services Agency

1. Advance Contract Award Notice (ACAN)

An 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 stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

2. Definition of the requirement

2.1 Background

As per the Immigration Refugee Protection Act (IRPA) and associated Regulations (IRPR) the Canada Border Services Agency (CBSA) is required to consider alternatives to detention (ATD) based on an individuals assessed risk level (low, medium and high), prior to any detention decision being made, or at any subsequent assessment of the people subject to detention under the same Act. At present, the only nationally available tools within the current ATD framework are release to a bondsperson on a performance bond and/or a cash deposit, and the imposition of other conditions, such as regular reporting to the CBSA. 

The Government of Canada (GoC) is committed to exercising its responsibility for detentions, with physical and mental health and well-being of detainees, as well as the safety and security of Canadians as the primary considerations.  In keeping with the objective that detention is a measure of last resort and to align with the United Nations High Commissioner for Refugees (UNHCR) international detention guidelines, it is a priority of the GoC and the CBSA to expand current release conditions to ensure there is national consistency and a broadened range in the availability of ATD programs. It is essential that, the appropriate level of intervention is incorporated in the programs, aligned with the individuals assessed level of risk and that, to the greatest extent possible, the number of minors in detention is reduced.  

The Community Case Management and Supervision (CCMS) program, part of the CBSA’s broader ATD Framework, promotes either the successful reintegration of individuals into the community where removal is highly unlikely due to circumstances beyond the control of the detainee, or assists individuals to comply with release conditions until their removal, while maintaining the level of risk management considered appropriate for each individual. Case Management principles contribute to the management of that risk through the facilitation and coordination of necessary services, as documented in a supervision plan, based on a comprehensive assessment of the client’s risk and needs, and by providing for appropriate monitoring and intervention levels (low, medium, high) to allow for the release and supervision in the community of as many eligible individuals as possible.

2.2 Tasks

1. The Contractor must provide CCMS services for individuals requiring low and medium intervention programming, under direction of the CBSA, which includes programming for men, women, families and minors. 

2. The scope of activities to be performed by the Contractor are articulated within the following phases: Eligibility Assessment Phase; Enrolment Services Phase; Case Management & Community Supervision Phase; Case Review Phase; and Performance and Contract Reporting Services. Additionally the Contractor must provide, under the Case Management & Supervision Phase support services to individuals enrolled in the CCMS program, which include but are not limited to: 

a. Case management and compliance programming; 
b. Health support;
c. Mental health assistance;
d. Addiction & substance abuse counselling and support;
e. Housing and employment; and
f. Child-related or family needs.

3. Prior to the launch of the CCMS program and the Contract in-service date, the Contractor must participate in an onboarding phase, in conjunction with the CBSA to establish operations and protocols related to the administration of the CCMS program.

4. The Contractor must have a physical presence and provide CCMS services at various locations across Canada, servicing all CBSA offices and regions (excluding Quebec).

5. The Contractor must be available in-office between the core hours of Monday-Friday 8am-4pm and on-call via telephone, 24 hours a day, 7 days a week to respond to emergency situations related to the Contractors current CCMS enrolled caseload, as required by the CBSA. 

6. The Contractor must ensure they have the capacity to accept all individuals referred to it by the CBSA and/or the Immigration Refugee Board (IRB) into the CCMS program.

7. The CBSA anticipates an average of approximately 829 clients annually participating in low and medium intervention programming across Canada, with approximately 271 clients in regions to be serviced by this contract. This does not represent a program limit, as numbers of eligible clients can vary depending on immigration processes and flows. Below is representation of target caseloads by region. 

Target Pacific Prairie Northern Ontario Southern Ontario Atlantic
TOTAL 170 50 14          33           4

3. 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:

1. The Contractor must be a not-for-profit organization who has been operating as such for a minimum of ten (10) years. 

2. The Contractor must be located in all provinces (excluding Quebec) to provide required services across Canada (excluding Quebec). 

3. The Contractor must have a minimum of ten (10) years of experience providing community case management and supervision services in the criminal context (individuals currently or previously, detained under authority of Correctional Services Canada and/or provincial corrections). 

4. The Contractor must have a minimum of ten (10) years of experience providing community case management and supervision services which include enforcement of non-compliance conditions.

5. The Contractor must have a minimum of ten (10) years of demonstrated experience working with federal and/or provincial and/or municipal governments. 

6. The Contractor must have a minimum of five (5) years of experience in the last ten (10) years delivering services through a formalized agreement (e.g. contract, Grant, service level agreement) to the federal and/or provincial governments. 

7. The Contractor must have a minimum of ten (10) years of experience managing individuals released to the community under their care and control who have been assessed as requiring low and/or medium level intervention case management and supervision services, and which include all of the following: 

a. Providing health and mental health services or referrals to programs that provide health and mental health services

b. Providing addiction counselling services or referrals to programs that provide addiction counselling services

c. Providing information or referrals regarding housing and employment 

d. Providing information or referrals regarding family or child related needs which could include childcare, education, etc.  

e. Providing services to allow for regular in-person reporting


8. The Contractor must be able to provide services in English. 

9. The Contractor must have, for a minimum of five (5) years, been part of a network of organizations that contribute to the management and care of individuals under CCMS programming.   

10.  The Contactor must have previous experience testifying or acting as a witness in court or tribunal proceedings as it relates to the imposition of release conditions on individuals.

4. Justification for the Pre-Identified Supplier

This vendor has a strong representation across Canada with offices in all provinces of Canada (excluding Quebec), servicing clientele that present a variety of risk indicators. They have the immediate capacity to provide all required services under this contract across all regions in Canada (excluding Quebec). 

This vendor has experience delivering case management-focused release programming to clients across Canada (excluding Quebec). This experience contributes to a comprehensive understanding of community release and the application of case management principles, as it relates to the management of individuals subject to specific and restrictive conditions of criminal release or immigration release. This also provides assurance of experience in the enforcement and management of an individual’s non-compliance with conditions.

This vendor has demonstrated experience delivering community release programming in a safe, controlled and supervised manner, to individuals that pose some security risk to the public and require services related to health, mental health, addiction, housing, employment and child-related needs. 

This vendor has demonstrated experience ensuring the integrity of the release of individuals under their care and has demonstrated that risks can be sufficiently and continually mitigated. This includes minimizing client loss and initiating actions to locate individuals if they do not appear for their required services. 

This vendor has established and actively managed an extensive network of Not for profit (NFP) and Non-Government Organizations across Canada to provide for specific care and specialized needs of individuals in the community. 

This vendor has a well-established, long-term partnership with correctional services (federal and provincial) to deliver community release programming for individuals subject to criminal release conditions across Canada. Some individuals subject to immigration release may also be subject to release conditions imposed by the criminal courts. In conjunction with CBSA’s CCMS program, parallel but complementary conditions may be imposed upon those who are released in the immigration context. This vendor has extensive knowledge of conditions as they relate to the criminal environment so as to ensure that any condition imposed by the CBSA or the IRB, as it relates to the administration of a CCMS supervision plan, does not counter or contradict any condition that may have been imposed in the criminal context, resulting in an accidental breach of conditions. This experience is imperative to minimize client loss and cost to the crown. 

This vendor has extensive experience working with all levels of government to delivery community case management programming, and has established a solid track record and a reliable reputation working with individuals released into the community under a supervision agreement. They have experience managing clients in accordance with privacy legislation and in accordance with prescribed government (federal or provincial) policies. 

5. Government Contracts Regulations Exception

The following exception to the Government Contracts Regulations is (are) invoked for this procurement under subsection 6(d) - "only one person is capable of performing the work".

6.  Period of the proposed contract

The proposed contract is for a period of two (2) years and three (3) months, from Date of Contract Award with an option to extend the contract for three (3)one year periods.

7. Cost estimate of the proposed contract

The estimated value of the proposed contract, is $4,226,217 (applicable taxes extra).

8. Name and address of the pre-identified supplier

The John Howard Society of Canada
809 Blackburn Mews
Kingston, ON
K7P 2N6


9. 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 of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

10. Closing date for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is October 17, 2017 at 14:00 hrs EDT.

11. Inquiries and statements of capabilities are to be directed to:

Name : Tase Grozdanovski
Address: 33 City Centre Dr, Suite 480C, Mississauga, ON L5B 2
Telephone: 905-615-2081
E-mail: tase.grozdanovski@pwgsc.gc.ca
Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.