Family Services Program

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: Policy on Reciprocal Procurement: the Policy on Reciprocal Procurement does not apply to this procurement. The Correctional Service Canada has a requirement to assist in alleviating the disadvantages created by separating Newfoundland and Labrador (NL) inmates from their families. The work will involve the following: 1.1 Objectives: To offer the Family Services Program to NL inmates incarcerated in New Brunswick and Nova Scotia Federal institutions. 1.2 Tasks: The Supplier must, over a period of sixty (60) working days per contract period, provide the following services: a) The Supplier must make a minimum of one (1) trip specific to the Family Services Program to the Federal institutions in New Brunswick and Nova Scotia. b) The Supplier must manage and facilitate CSC’s Institutional Visitor Approval Process for all program applicant defined as inmates’ family members under this contract. The Supplier must ensure that all security requirements are met prior to travel including; maintaining up to date knowledge of CSC security policies and protocols, coordinating the completion and submission of all required security forms, obtaining all necessary security approvals, and communicating confirmation of approval in a timely manner to the respective CSC institutions. c) Upon authorization of the travel participant list and the schedule by the Project Authority, the Supplier must make and coordinate all necessary travel and accommodation arrangements for all participants, for the planned Family Visit to the approved CSC Federal Institution(s), strictly in accordance with the approved and confirmed schedule. The Supplier must pay for the participants' travel expenses, and submit an invoice to CSC for payment of actual costs incurred. d) The Supplier must provide personnel to accompany participants during the family visit. The number of Supplier personnel accompanying the Family Visit is determined by the Supplier based on the number of approved travellers. e) The Supplier must provide supportive crisis intervention services to family members participating in Institutional Family Visits. Supportive crisis intervention must include the provision of immediate and short term non-clinical support to participants experiencing emotional distress arising from the Family Visit process, institutional environment, travel related disruptions, or emergency situations. Supportive crisis intervention may include, but is not limited to: i. Active listening and emotional support to help participants (family members) manage stress, anxiety, grief, or distress related to the visit. ii. De escalation techniques to reduce heightened emotional responses and promote emotional regulation. iii. Clear communication of procedural information to reduce uncertainty and confusion. iv. Practical assistance and reassurance to support coping during unexpected changes, delays, or disruptions. v. Refer or recommend participants to appropriate community, institutional, or emergency support services where required. Supportive crisis intervention services must be delivered in a respectful, trauma informed, culturally sensitive, and non judgmental manner, and must not include the provision of clinical counselling, diagnosis, or therapeutic treatment. f) The Supplier must observe Family Visit interactions for the purpose of identifying potential concerns related to safety, wellbeing, and compliance with institutional rules. The Supplier must communicate any observed concerns to CSC case management team in a timely manner, strictly in accordance with CSC policy governing reporting thresholds, authority levels, and confidentiality requirements. The Supplier must not intervene beyond the scope authorized by CSC policy and direction. g) Upon return to Newfoundland and Labrador, the Supplier must conduct post visit follow up with participating family members and the relevant CSC Case Management Team regarding the Family Services Program visit. Follow-up must include confirmation of participant attendance and whether the visit proceeded as planned, discussion of participant experiences, identification of any issues or concerns requiring attention, and referral to appropriate supports, where applicable. h) The Supplier must provide information and support to family members regarding federal correctional institution regulations applicable to the Family Services Program and Institutional Family Visits. Such support may include, but is not limited to: i. Explaining institutional rules, procedures, and expectations related to visitor conduct, security screening, prohibited and authorized items, scheduling, and institutional movement. ii. Assisting family members in understanding the rationale for institutional regulations and how such regulations may impact the Family Visit experience. iii. Providing guidance to support compliance with institutional requirements and CSC policies, including responses to questions or concerns raised by family members. iv. Clarifying changes to institutional regulations or visit procedures as communicated by CSC. v. Offering reassurance and practical assistance to reduce anxiety or confusion related to the correctional environment, while reinforcing adherence to CSC rules and directions. 1.3 Deliverables: 1.3.1 The Supplier must provide the Project Authority, within ten (10) working days following the completion of each Family Visit, with the following deliverables: a) A final written report detailing: i. The names of participants involved in the Family Visit. ii. The CSC Federal Institution(s) included in the visit. iii. The activities undertaken during the visit. iv. Any concerns identified or raised as a result of the visit. b) A complete financial accounting of all expenses incurred in relation to the delivery of the Family Visit Program, including participant travel, accommodation, and any other reimbursable costs, prepared in accordance with the Basis of Payment and applicable Treasury Board policies. 1.3.2 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 Supplier 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 Supplier must recycle unneeded printed documents (in accordance with Security Requirements). 1.4 Constraints: 1.4.1 Location of work: a. The Supplier must perform the work at the Supplier's place of business. b. Travel i. Travel to the following locations will be required for performance of the work under this contract: Federal institutions in New Brunswick and Nova Scotia, which include Atlantic Institution, Dorchester Complex, Springhill Institution, Shepody Healing Centre and Nova Institution. 1.4.2 Language of Work: The Supplier must perform all work in English. 1.4.3 Security Requirements: This contract includes the following security requirements: IT Security Requirements Technical Document, to be included in the contract; and SECURITY REQUIREMENT FOR CANADIAN SUPPLIER: PWGSC FILE No. 21280-26-5388099 1. The Supplier 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 Supplier 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 Supplier MUST NOT utilize its facilities to process, produce, or store PROTECTED information or assets until the CSP, PWGSC has issued written approval. 4. The Supplier 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. 5. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of the CSP, PWGSC. 6. The Supplier must comply with the provisions of the: (a) Security Requirements Check List and Supplemental Security and Classification Guide (if applicable); (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: a) The Supplier must possess a minimum of 4 years experience in the previous 10 years prior to the closing date of this ACAN with performing the required tasks below to proactively engage federally or provincially incarcerated offenders regarding applications for, and facilitation of, the Family Services Program or a comparable family support program offered within a correctional environment. These tasks include: i. Screen potential families, including that all security requirements are met. ii. Contact and liaise with various institutions to ensure security protocols are met. iii. Coordinate and complete all travel and accommodation arrangements. iv. Accompany the families to various institutions in Atlantic Canada and act as a liaison between the organization and the various family members. v. Observe and immediately relay any concerns relating to family and/or offender interaction during the family visit. vi. Follow-up with family members and case management team upon return to NL in relation to the Family Services program visit. b) The proposed Resource must have a minimum of 4 years of experience, in the previous 10 years prior to the closing date of this ACAN, engaging with federally or provincially incarcerated offenders, and the facilitation of, the Family Services Program or a comparable family support program offered within a correctional environment. Experience is defined within the context of the provision of supportive and gender inclusive, and crisis intervention. c) The proposed Resource must have a minimum of 4 years of experience, in the previous 10 years prior to the closing date of this ACAN, in providing information, services and support to families of socially disadvantaged correctional populations including supportive, gender inclusive, intervention and crisis intervention to the family members participating in Institutional family visits. Academic qualifications: The Proposed Personnel must possess at a minimum, a 2-year college diploma or higher in the following Human Sciences fields: Social Work, Psychology, Sociology, Education, or Criminology. The degree 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. 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 within Newfoundland and Labrador capable of delivering a family visits program to meet the specific needs of the federal offender population. The supplier has successfully demonstrated their ability and expertise in helping with the offender’s safe rehabilitation and reintegration into the community. 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 from date of Contract to May 31, 2027 with an option to extend the contract for 3 additional 1-year periods. 11. Cost estimate of the proposed contract The estimated value of the contract, including option(s), is $179,200.00 GST/HST extra). 12. Name and address of the pre-identified supplier Name: John Howard Society of NL Address: 342 Pennywell Rd St. John’s, NL, A1C 3Y7 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 August 25, 2026 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, Regional Contracting Officer 1045 Main St Moncton, NB E1C 1H1 Telephone: 506-269-3787 E-mail: Jolaine.Amos@csc-scc.gc.ca