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Community Assessments/Parole Supervision - Alberta/NWT Parole District - Edmonton, Alberta - ACAN

Request For Proposals

General Information
Country:   Canada
City/Locality:   Alberta
Notice/Contract Number:   can:186314
Publication Date:   Nov 20, 2009
Deadline:   Dec 3, 2009
Buyer:   Correctional Service Canada / Service Correctionnel Canada Prairie Region
Original Language:   English

Contact Information
Address:   Patti M McGunigal
2313 Hanselman Place P.O. Box 9223
Saskatoon, SK S7K 3X5
Canada
Telephone:   (306)975-8921
Fax:   (306)975-5186
Email:   Click here

Goods, Works and Services

 

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Community Assessments/Parole Supervision - Alberta/NWT Parole District - Edmonton, Alberta

Background:

The Correctional Service of Canada, Prairie Region requires individuals to provide Community assessments and Parole Supervision (CAPS) for Conditionally Released Offenders. CAPS contractors provide services compliant with various legislative requirements (such as the Corrections and Conditional Release Act and Regs.), and must meet and maintain standards imposed by the Correctional Service of Canada Community Operations.

CAPS contractors with the CSC are exposed to close public scrutiny, perception, and reaction, in the delivery of offender reintegration services to ensure public safety.

Current Requirements:

The Correctional Service of Canada requires a service provider to provide Community Assessment/Parole Supervision services in Edmonton, Alberta.

The service provider shall provide the services outlined below to those offenders who are referred to it by the Correctional Service of Canada:

STATEMENT OF WORK: MINIMUM CONTRACT REQUIREMENTS

BACKGROUND

1. In accordance with the Corrections and Conditional Release Act (CCRA) the purpose of conditional release is to contribute to the protection of society. One of the ways that this legislative mandate is fulfilled is to assist offenders to reintegrate into the community as law-abiding citizens. The CCRA requires that the Correctional Service Canada (CSC) ensure that programs, plans, and supervision are in place in institutions and the community to assist in an offender’s reintegration.

2. 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. Agencies/individuals under contract with CSC are required to follow all laws and policies pertaining to the management and supervision of offenders under federal jurisdiction.

OBJECTIVE

3. 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.

RESPONSIBILITIES OF THE DEPARTMENT

4. The Project Authority is responsible for the contract and will consult with the Contractor regarding safe supervision practices and assist with any problem solving that may be necessary.

5. The Project Authority will provide the Contractor with the following at contract award:

a. The format and instructions for completing/submitting the required reports.
b. The names and contact information for the relevant CSC contacts (Duty Officer, Indirect Supervisor, Parole Officer Supervisor, Project Authority).

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

7. The Project Authority shall provide essential case management information (temporary docket), for each offender supervised by the Contractor. This information shall be made 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 other CSC approved secure electronic communications means.

a) Correctional Plan (including the Criminal Profile);
b) FPS Sheet
c) Pre-release Assessment for Decision report and any addendum reports;
d) Correctional Plan Progress Reports (including the Community Strategy);
e) Community Assessments;
f) Standard Profile;
g) Updated photograph;
h) Psychological Reports (if relevant);
i) National Parole Board Decision Sheet; and
j) Any other information relevant to the management of the offender’s case.

8. The Project Authority shall provide a returnable temporary docket containing pertinent information relating to requests for written reports i.e. community strategy, temporary absence, community assessments, etc.

9. The Project Authority shall monitor and audit compliance with applicable national policies and standards.

10. Prior to any Contractor assuming responsibility for their duties, the Project Authority shall ensure an orientation suited to the services is provided. The Project Authority shall ensure the Contractor signs a form confirming orientation has been completed. The orientation shall include, at a minimum, the following:
a. Policy on Confidentiality;
b. Information on obligations related to the Access to Information Act and the Privacy Act;
c. Employee Protection Program;
d. Policy on Emergency Measures;
e. Policy on Staff Safety;
f. Relationship to the Correctional Service of Canada;
g. Contractual Obligations;
h. Information Management & Security; and
i. Information Guide for Contractors.

11. At the request of the Project Authority, the Contractor shall attend additional orientation related to the statement of work.

RESPONSIBILITIES OF THE CONTRACTOR

12. The Contractor agrees to comply will all applicable CSC legislation and policies.

13. All documentation requirements outlined in this section are subject to appropriate safeguarding of information, as outlined in Appendix “E” of this contract.

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

15. The Contractor shall obtain the written permission of the Project Authority prior to entering into a subcontract or sharing sensitive material with a subcontractor. The subcontractor must comply with the terms of this contract and all applicable CSC legislation and policies.

16. In concert with the Project Authority, the Contractor will review the services to be required and a final list of services will be agreed upon.

17. Areas where services are to be provided: (Edmonton Area):

(THE PROJECT AUTHORITY TO IDENTIFY SERVICES TO BE PROVIDED)
CONDITIONAL RELEASE SUPERVISION X
UNESCORTED TEMPORARY ABSENCE AND WORK RELEASE SUPERVISION X
PRELIMINARY ASSESSMENTS X
POST-SENTENCE COMMUNITY ASSESSMENTS X
COMMUNITY STRATEGIES X
COMMUNITY ASSESSMENTS X
TANDEM ACCOMPANIMENT X
REINTEGRATION WORKSHOPS X
OTHER (PROVIDE DETAILS) X





TASKS

18. During the period of this contract, should the offender’s behaviour deteriorate or should he/she be in violation of any release conditions, the Contractor shall, in consultation with the Indirect Supervisor, take appropriate action and document it in order to ensure public safety.

19. 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 laws and policies. Where the Contractor has not been provided with direct access to OMS, entries in relation to services identified above will be forwarded to CSC, as directed by the Project Authority and agreed upon by the Contractor.

CONDITIONAL RELEASE - COMMUNITY SUPERVISION

20. The supervision of offenders on conditional release and those subject to Long Term Supervision Orders (LTSO) will be assigned by the Indirect Supervisor following the appropriate referral, review, and acceptance procedures established by CSC and in accordance with applicable laws and policy.

21. The Contractor shall ensure offenders, their collateral contacts and local police agencies are provided with contact numbers to be used in times of crisis or, when the Contractor is unavailable.

22. The Contractor shall 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 Indirect Supervisor of the offender’s failure to arrive. If the Indirect Supervisor is not available, the Contractor shall contact a CSC Duty Officer.

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

24. The Contractor shall, at a frequency determined by the offender’s risk and needs, and in consultation with the Indirect Supervisor, verify the offender's place of residence and identify programs considered critical to the offender's reintegration.

25. The Contractor shall 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). Casework Records shall also clearly indicate if the contact is collateral and the name(s) of the collateral contact(s).
26. All Casework Records and/or reports prepared by the Contractor shall be delivered to CSC as soon as feasible following the contact or activity.

27. The Contractor shall prepare and submit a formal written report (which may include Correctional Plan Progress Report, Assessment for Decision, etc.) to the Project Authority in the following circumstances:
a. an increase in the offender’s risk;
b. a breach of a special condition;
c. suspension;
d. transfer of the case;
e. proposal for change to the conditions of release;
f. any situation requiring notification to the National Parole Board; and
g. termination of supervision (including suspension and warrant expiry).

28. The Contractor shall prepare within 30 days of the offender’s conditional release and submit to the Indirect Supervisor a Correctional Plan Progress Report (CPPR). The Contractor shall ensure the offender’s Level of Intervention is accurately reflected within the CPPR and advise the Indirect Supervisor of the need to amend the “Reintegration Potential Reassessment” screen in OMS, as per CSC policy and guidelines.

29. The Contractor will share the contents of the CPPR with the offender.

30. Case Management reports shall be submitted to the Indirect Supervisor according to the format and frequency determined in consultation with the Project Authority and according to CSC policies.

31. The Contractor shall immediately advise the Indirect Supervisor when reliable information exists that the offender has:
a. been charged with or is planning to commit a new offence;
b. violated or is about to violate a term or condition of release;
c. not reported and whereabouts are unknown;
d. been involved in any other situation which would lead to the conclusion that continued release would constitute an undue risk to society.

32. Case Conferences between the Contractor and the Indirect Supervisor shall take place at a frequency determined in consultation with the Indirect Supervisor and according to CSC policies. The Case Conference shall address the behaviour of the offender and the strategies which might be required in the management of the case, and the results shall be noted in a Casework Record.

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

UNESCORTED TEMPORARY ABSENCE & WORK RLEASE – The supervision of offenders on Unescorted Temporary Absence (UTA), and/or the supervision of offenders on Work Release.

34. At the request of the Project Authority, the Contractor shall meet in person or by telephone with offenders released to the area on an UTA. The contact shall take place immediately following the offenders arrival or at a time specified in the UTA Permit.

35. The Contractor shall complete a minimum of one interview with the offender during the UTA. If possible, the interview shall take place at the offender’s residence. The Contractor shall conduct a follow-up interview with the UTA sponsor immediately following completion of the UTA. This interview can be completed by telephone.

36. The Contractor will complete and forward an evaluation, by way of a Community Assessment, to the Indirect Supervisor within 10 working days following the completion of the absence. The evaluation will relate to the specific objectives outlined in the original decision.

TANDEM SUPERVISION: The accompaniment of the assigned Contractor by a second individual.

37. At the request of the Project Authority, the Contractor shall, in consultation and as approved by the Indirect Supervisor, identify a second person (i.e. Program Officer, Psychologist, Contract Parole Officers, Police Officer) to accompany him/her on home visits in accordance with CSC’s Tandem Supervision policy.

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

REPORT WRITING

39. In addition to the reporting requirements outlined in the sections entitled ‘CONDITIONAL RELEASE – COMMUNITY SUPERVISION’ and ‘UNESCORTED TEMPORARY ABSENCE AND WORK RELEASE’, the Contractor shall complete the following reports at the request of the Project Authority: Preliminary Assessment, Community Assessment, Post-Sentence Community Assessment and Community Strategy reports in accordance with applicable laws and policy.

40. Completed reports shall be submitted to the Indirect Supervisor in an electronic format, as identified by the Project Authority and agreed upon by the Contractor, within the timeframes outlined in applicable policies.

41. Reports/deliverables are to be submitted in accordance with CSC Policy in English or French in hard copy and electronic format.


SHARING AND SHIPPING OF OFFENDER INFORMATION

42. The Contractor shall 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.

43. The Contractor shall 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 with CSC, whichever is sooner unless written consent instructing otherwise is given from the Project Authority to the Contractor.

44. All offender information shall be packaged and shipped in accordance with the CSC Offender Records User’s Guide and Appendix “E” – Security Requirements. This will include providing an itemized list of documentation and files being returned to CSC on a Transmittal Note & Receipt Form (CSC-0827).

STORAGE OF OFFENDER INFORMATION

45. Offender Information will be stored in accordance with Appendix “E” – Security Requirements.

46. The Contractor shall perform all electronic processing, storage and transmission of offender or other sensitive information in accordance with Appendix “E” – Security Requirements.

MONTHLY ACTIVITY REPORTS:

47. The Contractor shall provide monthly activity reports to the Indirect Supervisor, including:
a) Supervision cases identifying the offender’s name and FPS number, supervision level and the date supervision commenced;
b) Supervised UTAs identifying the offender’s name and FPS number and the period of time (weekday or weekend) supervision was provided; and
c) Number of completed Community Assessments identified by offender name and FPS number.

ESTIMATED LEVEL OF EFFORT

48. CSC estimates the need for the following services:

a. 60 Community Assessments per month
b. 15 Parole Supervision Cases per month
c. 2 Unescorted Temporary Absence cases per month.
d. Tandem Supervision cases per month


GLOSSARY

Collateral Contact An individual who provides corroboration of information.
Indirect Supervisor Refers to a CSC Parole Officer.
Parole Supervisor Refers to a CSC Parole Officer or a person entrusted by the CSC with the guidance and supervision of an offender.
Reliable Information Information which is substantiated or confirmed by one or more independent sources; the information is logical and consistent with other corroborated information on the same subject.


Contract Period:

The work is expected to begin on April 1, 2010 to March 31, 2011.

Mandatory Requirements

To fulfil the requirements of the contract the person or firm must have the following qualifications and experience:

Ability to produce comprehensive reports and other documentation according to established guidelines provided by the Correctional Service of Canada.

Experience working with and supervising Offenders in the community.

Knowledge of the Correctional Service Standards that apply to parole supervision.

Must be able to obtain a Correctional Service of Canada (CSC) Security Clearance to the level of Enhanced Reliability.

It is intended to award a service contract to the supplier below for an amount of $202,577.00.

Supplier Name: Edmonton John Howard Society
Supplier Address: 101 10010 105 Street
Edmonton, Alberta
T5J 1C4

Under the Government Contracting Policy, Section 10.2.1 (d) only one person or firm is able to perform the contract, for the reasons specified.

There are a limited number of service providers in this area who are willing to provide these services. The proposed contractor has extensive experience in the delivery of services specified.

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 Contracting Authority identified in this Notice on or before 10:00 am Central Standard Time, Thursday, December 3, 2009.




Contracting Authority

Regional Contracting Specialist
Prairie Regional Headquarters
Correctional Service Canada
Telephone: 306-975-8921/6085
Facsimile: 306-975-6238

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

Statements of capabilities must be mailed or faxed on or before the closing date. Statements of capabilities received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a competitive procurement. Information provided will be used by the Crown for technical evaluation purposes only and is not to be construed as a competitive solicitation.

Suppliers that have submitted a statement of capabilities will be notified in writing of CSC's decision to continue with the non-competitive procurement or to compete the requirement.

Should you have any questions concerning this requirement, contact the contracting officer identified above. The CSC 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.

What is an ACAN?

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen 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 competitive requirements of the government's contracting policy have been met. Following notification to suppliers not successful in demonstrating that their statement of capabilities meets the requirements set out in the ACAN, the contract may then be awarded using the Treasury Board's electronic bidding authorities.

If other potential suppliers submit statements of capabilities during the fifteen calendar day posting period, and meet the requirements set out in the ACAN, the department or agency must proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.




Estimated value: $100,001 - $250,000
Original notice
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