Community Assessments & 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 the requirement: The Correctional Service Canada has a requirement 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 work will involve the following: 1.1 Objectives: To provide case management services, including, but not limited to, supervision (overseen by a Parole Officer Supervisor (POS)), risk assessment, urinalysis collection, and report writing, for offenders on conditional release and offenders subject to a Long-Term Supervision Order (LTSO). 1.2 Tasks: The Contractor must provide the following services: a. Supervision of offenders b. Preliminary assessments c. Community assessments (including post-sentence community assessments) d. Community strategies e. Tandem accompaniment and supervision 1.2.1 The Contractor must follow all legislation and policies pertaining to the management and supervision of offenders under federal jurisdiction and related to the completion of tasks in the Statement of Work. 1.2.2 The Contractor must contact the Project Authority or their designate for any clarification and inquiries relating to this contract, or CSC legislation and policies, or both. 1.2.3 Where the Contractor has been provided with direct access to OMS in read/write mode, the Contractor must make 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 1.2.4 The Technical Authority will assign the supervision of offenders on conditional release and those subject to LTSO following the appropriate referral, review, and acceptance procedures CSC has established, and in accordance with applicable legislation and policy, including requirements in terms of staff safety assessment. 1.2.5 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. 1.2.6 At the initial interview with the offender, the Contractor must review items listed in the Initial Interview Checklist (CSC Form # 1331 – Initial Interview Checklist). The Contractor must forward a copy of the Initial Interview Checklist, signed by the Contractor and the offender, to the Technical Authority to be placed on the offender’s Case Management file. 1.2.7 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. 1.2.8 The Contractor must submit Case Management reports to the Technical Authority according to the format and frequency determined in consultation with the Project Authority and according to CSC policies. 1.2.9 The Contractor must maintain clear, legible, and detailed casework records that must 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 also clearly indicate in casework records any collateral contacts, including the name(s) of the community support(s) with whom the Contractor had a collateral contact and their relationship to the offender. 1.2.10 The Contractor must deliver the Casework records they have prepared to CSC within a maximum of five (5) working days following the contact or activity in accordance with policy requirements. For Contractor with OMS connectivity, the assigned Contractor must enter Casework records in OMS in accordance with policy as soon as possible, but no later than five (5) working days following the contact or activity. 1.2.11 At the request of the Technical Authority, the Contractor must prepare and submit a formal written report (which may include, but is not limited to, the Correctional Plan- Update, Assessment for Decision) to the Technical 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 Parole Board of Canada; g. Community incidents as per (Commissioner’s Directive 568-1 Annex C-D and, h. Termination of supervision (including suspension and warrant expiry). 1.2.12 The Contractor must share the contents of the report(s) with the offender. 1.2.13 The Technical Authority will hold Case conferences with the Contractor at a frequency the Technical Authority determines in consultation with the Contractor and according to CSC policies. The case conferences will address the behaviour of the offender and the strategies the Contractor may require in the management of the case. The Contractor must note the results of the case conferences in a casework record, in accordance with paragraph 25 of the Statement of Work. 1.2.14 The Contractor must be cognizant of and consider all relevant information victims provide to CSC in the management of an offender’s case. TEMPORARY ABSENCES (the supervision of offenders on unescorted temporary absence (UTA), or the supervision of offenders on work release (WR), or both). 1.2.15 At the request of the Project Authority, and in accordance with reporting requirements identified in the temporary absence permit, the Contractor must meet in person or by telephone with offenders released to the destination area on an UTA or WR. 1.2.16 The Contractor must conduct a follow-up interview with the UTA/WR sponsor immediately following the completion of the absence. This interview can be completed by telephone, face-to-face and videoconference. 1.2.17 The Contractor must complete and forward the Post Temporary Absence/Work Release Evaluation Report (CSC Form # 1082 - Post Temporary Absence/Work Release Evaluation Report) to the Technical Authority following the completion of the absence. The evaluation must 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). 1.2.18 The Contractor must, in consultation with 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 them on home visits in accordance with CSC’s Tandem Supervision policy. 1.2.19 The Contractor may, at the request of the Project Authority, accompany a CSC Parole Officer on a tandem supervision home visit. REPORT WRITING 1.2.20 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: a. Preliminary Assessment report; b. Community Assessment report; c. Post-Sentence Community Assessment report; and d. Community Strategy report. 1.2.21 The Contractor must submit the completed reports to the Technical Authority in an electronic format or hard copy, or both as identified by the Project Authority and agreed upon by the Contractor, within the timeframes outlined in applicable policies. 1.3 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). 1.4 Constraints: 1.4.1 Location of work: a. The Contractor must perform the work in the Halifax Regional Municipality, NS b. Travel i. No travel is anticipated for performance of the work under this contract. 1.4.2 Language of Work: The contractor must perform all work in English. 1.4.3 Security Requirements: This contract includes the following security requirements: SECURITY REQUIREMENT FOR CANADIAN SUPPLIER: PWGSC FILE No. 21280-25-4851858 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): (b) Contract Security Manual (Latest Edition) IT Security Requirements The IT Security Requirements are derived from the Directive on Security Management. The requirements in Annex D of the subsequent contract apply to all contractors and external partners therein who access information of PROTECTED level sensitivity and use PROTECTED IT Equipment. 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: a. The supplier’s proposed resources must have the ability to understand the dynamics of offender behavior and assess offender needs and risks. b. The supplier’s proposed resources must have the skills to counsel offenders, form effective relationships and gain trust. c. The supplier’s proposed resources must have the skills to understand the use of authority in supervision and to intervene effectively in crisis situations. d. The supplier’s proposed resources must have the ability to assist offenders in identifying and solving the practical problems involved in their successful reintegration into the community. e. The supplier’s proposed resources must have the skills in communicating effectively in English, both orally and in writing without any assistance and with minimal errors. f. The supplier’s proposed resources must have the ability to demonstrate cultural competence and respect for diversity. g. The supplier’s proposed resources must have basic computer skills with experience within the last five (5) years prior to the ACAN closing date. Academic qualifications: Education: the supplier’s proposed resources must have a secondary school diploma or General Educational Development (GED) or Canadian Adult Education Credential (CAEC) certificate. The certificate must have been obtained from a recognized Canadian university, college or high school, or the equivalent as established by a recognized Canadian academic credentials assessment service, if obtained outside Canada. The list of recognized organizations can be found under the Canadian Information Centre for International Credentials web site. Professional designation, accreditation and/or certification: Each of the supplier’s proposed resources must have a valid driver’s license. 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 limited number of suppliers available to provide community assessment and parole supervision services to meet the reintegration needs of CSC offenders in the Halifax Regional Municipality area in Nova Scotia. 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 8 months, from August 1, 2025 to March 31, 2026 with an option to extend the contract for 4 additional one-year periods. 11. Cost estimate of the proposed contract The estimated value of the contract, including option(s), is $ 250,000.00 (GST/HST extra). 12. Name and address of the pre-identified supplier Name: The John Howard Society of Nova Scotia Address: 1-541 Sackville Dr, Lower Sackville, NS, B4C 2S1 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 July 24, 2025 at 2:00 PM ADT. 15. Inquiries and submission of statements of capabilities Inquiries and statement of capabilities are to be directed to: Jolaine Amos 1045 Main St, 2nd Floor Moncton, NB E1C 1H1 Telephone: +1 (555) 000-0000 E-mail: contact@example.gov