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:
In accordance with the Corrections & 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. In accordance with the CCRA, the Correctional Service Canada (CSC) must ensure that programs, plans, and supervision are in place in institutions and the community to assist in an offender’s reintegration.
Private Home Placements (PHPs) promote the successful reintegration of offenders into the community by providing a living environment for offenders. PHPs are intended to contribute to the management of risk by ensuring that suitable accommodation, support systems, and monitoring are in place to assist conditionally released individuals to become law-abiding citizens.
1.1 Objectives:
To provide PHPs 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. Tandem supervision cases must not be placed in a PHP.
To provide offenders with accommodation, support, and assistance in a home environment. To accommodate specialized needs, or placement, or both in diverse geographic areas.
1.2 Tasks:
POLICY AND LEGISLATION
1. The PHP Contractor agrees that its subcontractors/alternate person providing coverage must comply with all applicable laws and CSC’s Commissioner’s Directives (CDs), as applicable to the work to be completed as part of this contract.
2. All activities and services the PHP contractor provides must comply, at a minimum, with the requirements set forth in this document.
RESPONSIBILITIES OF THE DEPARTMENT
3. The Project Authority will ensure that the PHP Contractor has access to all applicable laws, policies, procedures, and standards pertaining to the services rendered as part of this contract.
4. The Project Authority will provide the PHP Contractor with information relating to changes in policy, procedures or practices applicable to the provisions of the Statement of Work.
5. The Project Authority, in collaboration with the PHP Contractor, will define and determine the contractor’s services, admission criteria, and program availability.
6. Before referring an offender to the PHP Contractor, CSC will complete a Community Assessment to determine the Contractor’s capacity to address the offender’s needs. This assessment will include a rationale for acceptance or non-acceptance.
7. Upon contract award, the Project Authority will provide the PHP Contractor with the following:
a) Instructions for formatting, completing, and submitting required reports; and,
b) The contact information for the National Monitoring Centre, Parole Office, and others as necessary.
8. The Project Authority will ensure that the PHP Contractor is provided with an orientation of the expectations, and roles and responsibilities associated with entering into a PHP contract with CSC, including a review of applicable legislation and policies. This orientation will, at a minimum, include reviewing the contents of this Statement of Work with the PHP Contractor. The Project Authority will ensure that the PHP Contractor signs a form acknowledging that the orientation has been completed.
9. Upon an offender’s approval to reside, the Project Authority or delegate will review information about the offender with the PHP Contractor, including the offender’s background, offence history, conditions of release, supervision requirements and programming needs.
10. The Project Authority will provide a hard copy of the offender’s release certificate and a recent photograph to the Contractor.
11. The Project Authority will ensure that the PHP Contractor is aware that any information provided to CSC may be shared with the offender.
12. The Project Authority will ensure that the supervising Parole Officer identifies the boundaries of the parole jurisdiction and process for an offender requesting overnight leave privileges and Travel Permits, and shares this information to the Contractor.
13. The Project Authority will ensure that the supervising Parole Officer establishes a curfew time (if appropriate and in consultation with the PHP Contractor) for each offender and communicate this to the PHP Contractor.
RESPONSIBILITIES OF THE CONTRACTOR
14. The PHP Contractor must grant twenty-four (24) hour unrestricted access to portions of the residence to the offender. Offenders approved to reside in a PHP must be provided free access to a safe environment, including a heated bedroom (that includes furnishings and linens), a bathroom, an eating/food preparation area, laundry facilities, and a common area.
15. If applicable and where required, the PHP Contractor will provide a strategy to accommodate diverse cultures and spiritualities, including, but not limited to, Aboriginal culture and spirituality.
16. If applicable and where required, the PHP Contractor must ensure that the accommodation is suitable and safe for children residing in the PHP with their legal guardian in accordance with measures outlined in CD 715-4.
17. The PHP Contractor must ensure that an alternate person working with the PHP Contractor to provide coverage has reached the age of majority in the PHP Contractor’s province of residence. The PHP Contractor must determine, in consultation with the Project Authority, when, and under what circumstances, an alternate must be used. The alternate must not provide supervisory coverage without prior approval from CSC.
18. The PHP Contractor must ensure that the alternate person providing coverage receives necessary information about each offender so that the risk to their personal safety and to the public is minimized.
19. The PHP Contractor must ensure that the offender is physically present within the confines of the PHP Contractor’s residence for a set number hours in each calendar day, as determined in consultation with the supervising Parole Officer.
20. The PHP Contractor must allow the offender’s family or close friends, as approved by the supervising Parole Officer and the PHP Contractor, to visit the private home during visiting hours established by the PHP Contractor. The PHP Contractor must not allow any overnight visits by any visitor unless the PHP Contractor and the supervising Parole Officer grant previous approval.
21. The PHP Contractor must foster a positive culture of values and ethics.
Support Services
22. The PHP Contractor must provide monitoring and support services to assist offenders in attaining both short and long-term goals, as specified in the offender’s Correctional Plan and Community Strategy.
23. Where appropriate, the PHP Contractor must make recommendations to the supervising Parole Officer for offenders to receive services appropriate to their needs or for public safety requirements that include, but are not limited to, substance abuse interventions, income support, employment services, or medical (including mental health) and dental services.
24. If the PHP Contractor is having difficulties with an offender,they must speak with the supervising Parole Officer as soon as possible, and discuss the possibility of creating a behaviour contract. This document, that the offender, the PHP Contractor and the supervising Parole must sign Officer, must clearly state expectations with respect to conduct within the PHP and outline the consequences if the offender does not comply with these expectations.
House Rules
25. The PHP Contractor must provide, orally and in writing, information regarding the house rules to each resident at admission and ensure that the resident understands and agrees to abide by the PHP Contractor’s house rules. The PHP Contractor must provide a form signed by the resident acknowledging the house rules to the supervising Parole Officer. The Contractor must also provide a signed copy to the resident.
26. House Rules must address at a minimum:
a) Responsibilities and expectations of the resident;
b) Grounds for non-voluntary termination of the placement;
c) Procedures regarding room searches or inspections, or both (if applicable);
d) Storage and disposal of personal property;
e) Procedures regarding the handling of funds;
f) Leave privileges;
g) Policy on the reporting of offender behaviour, and compliance with release plan and conditions to CSC; and,
h) Curfew restrictions.
Meals
27. The PHP Contractor must provide three (3) meals a day to the resident or sufficient groceries for three (3) meals a day. Such meals must meet the health and nutritional requirements in accordance with Canada’s Food Guide. Residents who are provided groceries are responsible for the quality of their food intake, and consequently, their nutritional well being.
28. At, or prior to admission, the resident is responsible for identifying any religious, or medical dietary requirement, or both. If the resident identifies special requirements, the PHP Contractor must consult with the Project Authority and reasonable efforts must be made to meet the dietary needs of the resident.
Personal Effects
29. The PHP must follow the provisions of CD 566-12. At the time of admission, the PHP 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” applies to offender claims for loss or damage to personal property at the PHP.
Medical Considerations
30. Upon admission, the PHP Contractor must ask the offender to identify any allergies or medical conditions that could require urgent intervention or emergency medical personnel, or both.
31. The PHP Contractor must advise offenders upon admission that they are responsible for carrying, and self-administering their individual medical prescription(s) and over-the-counter medications.
32. The PHP Contractor must provide a safe place for residents to store their medication to ensure it is not accessible by other individuals that could be present in the home. Methadone and suboxone for offenders under CSC jurisdiction will not be kept on-site at the PHP Contractor’s home. The administration of the daily dose of prescribed methadone and/or suboxone can only be completed at a local pharmacy.
33. The PHP Contractor must safeguard the confidentiality of medical information they are privy to and ensure that the type of medication and prescribed dosage is not shared except on a “need to know” basis.
SECURITY AND SAFETY
Static and Dynamic Security
34. The PHP Contractor must provide sign-in/sign-out sheets to account for an offender’s whereabouts at all times.
The PHP Contractor must conduct a curfew check. The the PHP Contractor must record date and time of the check in a duty log and be conducted in a matter enabling the PHP Contractor to determine that the offender is alive and breathing.
35. In the absence of vital signs, the PHP Contractor trained in CPR must perform artificial respiration or CPR or both, pursuant to their instruction and certification, and continue to administer such care in accordance with their instruction and certification until medical attendants arrive. Additionally, the PHP Contractor must provide first aid, pursuant to their certification, for the purpose of preserving life or minimizing the consequences of an injury, or both until the offender obtains medical treatment.
36. The PHP Contractor must contact the local CSC office or National Monitoring Centre when the PHP Contractor discovers that a resident is missing from the residence and no satisfactory explanation is known. In the event of a curfew violation, or failure to report as scheduled upon release, the PHP Contractor must take immediate actions to locate the offender. The PHP Contractor must report to CSC if the offender cannot be located within a maximum delay of ten (10) minutes starting from the time that PHP Contractor discovered that the offender was missing.
37. If requested and agreed upon between the Project Authority and the PHP Contractor, the PHP Contractor must periodically check individual resident activities and destinations while the resident is away from the facility during the day and record the results of these checks in the log book. The the PHP Contractor and the Project Authority must agree on means used to verify individual resident activities and destinations .
38. If applicable and agreed upon, the PHP Contractor must ensure that the supervising Parole Officer has approved, in writing, overnight leave privileges and travel permits, before the beginning of the leave.
39. The PHP Contractor must monitor the offender’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, information concerning:
a) Any violation of standard or special conditions of release, or instructions issued by the supervising Parole Officer;
b) Any significant increase in the offender’s risk of re-offending; and,
c) Other relevant information concerning the offender’s behaviour and performance in the community.
40. While an offender residing in a PHP is entitled to a degree of privacy within the confines of the PHP, the PHP Contractor has the legal right to conduct inspections of an offender’s room as part of a routine fire, health, or safety inspection to ensure a safe environment. The Contractor must immediately report any evidence of a parole violation or criminal act left in plain view to CSC or local police, as appropriate. The circumstances under which the PHP Contractor may perform inspections or searches, if applicable, should be agreed upon by the Project Authority, the PHP Contractor, and the offender and highlighted in the PHP’s house rules, keeping in mind that any such inspections or searches must adhere to protocols surrounding the handling of Aboriginal articles, where relevant.
41. The PHP Contractor must ensure that staff adhere to the following procedure should an offender who is unlawfully at large, themselves at a PHP:
a) Where possible and safe to do so, isolate the offender from any other residents;
b) Notify local Police;
c) Notify the local CSC Office or the National Monitoring Centre; and,
d) In the event the offender absconds before the police arrive, the PHP Contractor must not apprehend the offender but rather provide relevant details to the police upon their arrival.
42. Prior to contacting the National Monitoring Centre, the PHP Contractor must ensure that the following information is readily available so as to not detract from the valuable time otherwise used in locating the offender:
a) Offender name and FPS number;
b) Offender release type;
c) Last known location/sign-out information, if applicable;
d) Any special instructions left by the supervising Parole Officer (including, but not limited to curfew extension, weekend pass); and,
e) Any additional information that may be relevant in assisting the National Monitoring Centre in their assessment of the situation.
Safety and Emergency Measures
43. The PHP Contractor must be in compliance with all applicable territorial, provincial, municipal and local legislation and regulations. The PHP premises and equipment must conform to applicable zoning, health, safety, building and fire codes and regulations.
44. The PHP Contractor must have written plans for dealing with fire, medical emergencies (including pandemic situations) and natural disasters. The PHP Contractor must provide a copy of these plans to the Project Authority.
45. The PHP Contractor must ensure that there is a First Aid Kit available at all times with an inventory of medical contents approved by the St. John’s Ambulance, the Canadian Red Cross or equivalent. The PHP Contractor must inspect the contents of the first aid kit on a monthly basis.
46. The PHP Contractor must provide verification that the PHP Contractor, and the alternate providing coverage at the PHP, has valid St. John’s Ambulance Certification (or equivalent in first aid), in addition to valid CPR certification.
47. The PHP Contractor must ensure that residents have access to a telephone and that emergency numbers are posted next to all telephones.
PERSONNEL
Training and Development
48. At the request of the Project Authority, the PHP Contractor must attend additional orientation and information sessions related to the provision of services including, but not limited to, Aboriginal awareness and cultural training, mental health awareness training, “boundaries” training, and/or gender sensitivity training.
ADMINISTRATIVE REQUIREMENTS
Reporting
49. The PHP Contractor must provide CSC with the following reports:
a) Monthly Utilization Reports, or equivalent, indicating total utilized beds by offender’s name, FPS number and gender;
b) Incident/occurrence reports, as they occur; and,
c) Other logs or reports, as requested by CSC.
1.3 Expected results:
Assisting conditionally released offenders to safely and successfully reintegrate into the community as law abiding citizens.
1.4 Performance standards:
1.4.1 The PHP and its officers, servants and subcontractors must comply with all applicable legislation and CSC’s Commissioner’s Directives (CDs), the Standard Operating Practice on Official Languages, and other Standards.
1.4.2The PHP must be in compliance with all applicable territorial, provincial, municipal and local legislation and regulations. The PHP premises and equipment must conform to applicable zoning, health, safety, building and fire codes and regulations.
1.4.3 The PHP must have written plans for dealing with fire, medical emergencies (including pandemic situations) and natural disasters, and the PHP staff must be trained accordingly. The PHP must provide a copy of these plans to the Project Authority.
1.4.4 The PHP must ensure that staff members, volunteers and students have the qualifications required and receive proper training and orientation prior to assuming responsibility for their duties. The PHP must also provide ongoing training to staff, volunteers and placement students essential for their assigned duties and responsibilities. The PHP must ensure that staff, volunteers and placement students have reached the age of majority in the province of operation.
1.4.5 If applicable and where required, the PHP must provide a strategy to accommodate diverse cultures and spiritualties, including, but not limited to, Indigenous culture and spirituality.
1.5 Deliverables:
1.5.1 To provide twenty-four (24) hour residential services to adult offenders that include, but are not limited to:
1. Beds, and meals or meal allowances, or both;
2. Referral services to community support groups and other agencies;
3. Storage and access of offenders to their medication and personal effects;
4. Static and dynamic security;
5. Staff orientation, training and development;
6. Reporting; and
7. Enhanced Services as requested by CSC.
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 in Kitchener, Ontario.
b. Travel
i. 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. 21470-31-5101693
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. Processing of PROTECTED materiel electronically at the Contractor site is NOT permitted under this Contract.
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 Supplemental Security and Classification 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 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 specified under 1.6.1 Location of Work 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.
The pre-identified supplier is the only Canadian organization 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. Their pre-identified 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, and those subject to Long-Term Supervision Orders.
The pre-identified suppliers meet 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 (eight) months, from August 1, 2025 to March 31, 2026 with an option to extend the contract for 5 (five) additional 1 (one) year periods.
11. Cost estimate of the proposed contract
The estimated value of the contract, including option(s), is $954,709.16 (GST/HST extra).
12. Name and address of the pre-identified supplier
Name: Key Metrix Inc.
Address: contractor’s place of business
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 28, 2025 @ 14 :00 EDT
15. Inquiries and submission of statements of capabilities
Inquiries and statement of capabilities are to be directed to:
Contracting Authority: Monika Alexander
Telephone number: 647.234.2934
E-mail: bidreceiving.gen-ont-401@csc-scc.gc.ca
