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 contributes to the protection of society through the conditional release of offenders. In accordance with the Corrections and Conditional Release Act (CCRA), the purpose of conditional release is to contribute to the maintenance of a just, peaceful and safe society. One of the ways that CSC fulfils this legislative mandate is by assisting 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 protection of society is CSC’s paramount consideration in the release process.
1.1 Objectives:
In order to meet its mandate of providing supervision and gathering information on conditionally released offenders, and that there is no disruption in services during periods when community Parole Officers are unavailable, located outside the geographical area where the offender resides, or both, CSC contracts with independent agencies and individuals to provide case management services. These services include, but are not limited to, supervision, risk assessment, urinalysis collection, report writing, for offenders on conditional release and offenders subject to a Long-Term Supervision Order (LTSO).
1.2 Tasks/Deliverables:
SUPPORT TO THE CONTRACTOR
1. The Project Authority will advise the Contractor regarding safe supervision practices and assist with any problem solving that may be necessary.
2. Upon awarding the contract, the Project Authority will provide the Contractor with the following information at the time the contract is awarded:
a. Instructions for formatting, completing/submitting the required reports including timeframes; and
b. The contact information for the National Monitoring Centre, Parole Office, and others as necessary.
3. The Project Authority will ensure that the Contractor has access to all applicable legislation, policies and procedures pertaining to the supervision and management of conditionally released offenders. The Project Authority will provide the Contractor with information relating to changes in policy, procedures or practices applicable to the Statement of Work.
4. The Project Authority will provide essential case management information for each offender supervised by the Contractor. The Project Authority will make this information 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 via other CSC-approved secure electronic means of communication. The information and documents to forward are the following:
a. Release Certificate;
b. Community Assessments (CAs) (if relevant);
c. Correctional Plan – Initial (including the Criminal Profile);
d. Correctional Plan – Update (including the Community Strategy);
e. FPS Sheet;
f. Parole Board Canada (PBC) Decision Sheet;
g. Pre-release Assessment for Decision report and any addendum reports;
h. Psychological Reports (if relevant);
i. Standard Profile;
j. A recent photograph; and
k. Any other information relevant to the management of the offender’s case.
5. The Project Authority will provide a returnable temporary docket to the Contractor containing pertinent information relating to requests for written reports (i.e. community strategy, temporary absence, community assessments, etc.), unless the Contractor was granted access to other secured means of electronic communication such as the Offender Management System (OMS).
6. The Project Authority will provide the Contractor a secure electronic correspondence solution to enable communication on offender information which meets the Treasury Board Secretariat’s Policy on Government Security (PGS). Where electronic correspondence is not an option, correspondence will be done by mail according to required security standards.
7. Prior to any Contractor beginning work under the contract, the Project Authority will offer information specific to the services to be provided. Following the information session, the Project Authority will ensure the Contractor signs a form confirming that the information was provided. The information provided may include, but is not limited to the following:
a. Policy on Confidentiality;
b. Information on obligations related to the Access to Information Act and the Privacy Act;
c. Policy on Emergency Measures;
d. Policy on Staff Safety;
e. Relationship to the Correctional Service of Canada;
f. Contractual Obligations;
g. Information Management & Security; and
h. Information Guide for Contractors.
8. The Project Authority will monitor and audit the Contractor's compliance with the national policies and standards applicable to this Statement of Work. The Contractor must facilitate and cooperate with such monitoring and audit.
MANDATORY REPORTING
9. The Contractor must take immediate action to advise the Technical Authority of the offender’s failure to arrive if, upon release, the offender fails to contact the Contractor at the scheduled time of arrival and the Contractor cannot determine any valid circumstances to explain the failure to arrive. If the Technical Authority is not available during regular business hours, the Contractor must contact a POS. The Contractor must contact the NMC after-hours (outside of 8:00 to 16:00, based on the local time of the site or region).
10. The Contractor must immediately advise CSC if:
a. The offender’s behavior deteriorates, the offender is in violation of any release conditions or both or if there are any indications that the offender’s risk has increased;
b. They have received reliable*information that the offender has one or more of the following:
I. Been charged with or is planning to commit a new offence;
II. Violated, or is about to violate, a term or condition of release;
III. Not reported in, or the offender’s whereabouts are unknown;
IV. Been involved in any other situation which would lead to the conclusion that continued release would constitute an undue risk to society.
11. The contractor will advise CSC by contacting:
a. The Technical Authority, or a person with designated signing authority under section 135 of the CCRA, during CSC’s regular business hours (from 8:00 to 16:00, based on the local time of the site or region) or
b. The NMC (after regular business hours)
* Information that is substantiated or confirmed by one or more independent sources; the information must be logical and consistent with other corroborated information on the same subject.
TASKS THE CONTRACTOR MUST PERFORM
12. 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.
13. 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.
14. 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
15. The Technical Authority will assign the supervision of offenders on conditional release and those subject to Long-Term Supervision Orders (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.
16. 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.
17. 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.
18. 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.
19. 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.
20. 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 contact including the name(s) of the community support(s) with whom the Contractor had a collateral contact and their relationship to the offender.
21. The Contractor must deliver the Casework Records the Contractor has prepared to CSC within a maximum of five (5) working days following the contact or activity in accordance with policy requirements. For Contractors with access to OMS, the Contractor must enter Casework Records in OMS in accordance with policy as soon as possible, but no later than seven (7) days.
22. At the request of the Technical Authority , the Contractor must prepare and submit a formal written report (which may include, but are not limited to the Correctional Plan [CP] - 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 CD 568-1, Annex C – D; and
h. termination of supervision (including suspension and warrant expiry).
23. The Contractor must share the contents of the report(s) with the offender.
24. 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.
25. 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).
26. 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.
27. The Contractor must conduct a follow-up interview with the UTA/WR sponsor immediately following completion of the UTA or WR. This interview can be completed by telephone, face to face and videoconference.
28. The Contractor must complete and forward the Post Temporary Absence/Work Release Evaluation Report (CSC/SCC 1082) 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).
29. 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.
30. The Contractor may, at the request of the Project Authority, accompany a CSC Parole Officer on a tandem supervision home visit.
REPORT WRITING
31. 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.
32. The Contractor must submit the completed reports to the Technical Authority in an electronic format and/or hard copy as identified by the Project Authority and agreed upon by the Contractor, within the timeframes outlined in applicable policies.
SHARING AND SHIPPING OF OFFENDER INFORMATION
33. The Contractor must not share copies of documentation CSC provides with the offender unless the Technical Authority authorizes them to do so, in accordance to CSC policies and guidelines.
34. The Contractor must 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 by CSC, whichever is sooner unless the Project Authority instructs the contractor, in writing, to do otherwise.
35. The Contractor must pack and ship all offender information in accordance with the CSC Offender Records User’s Guide. The Contractor must include an itemized list of documentation and files being returned to CSC on a Transmittal Note & Receipt Form (CSC Form #0827 – Offender records filed in regional depot).
HANDLING OF OFFENDER INFORMATION ELECTRONICALLY
36. The Contractor must manage all electronic exchanges of information and correspondence in accordance with the Treasury Board Secretariat's Policy on Government Security (PGS) and the IT Security Requirements Technical Documents.
MONTHLY ACTIVITY REPORTS:
37. The Contractor must provide monthly activity reports to the Technical Authority, including:
a. Supervision cases identifying the offender’s name and FPS number, level of intervention (LOI) and the date supervision commenced;
b. Supervised UTAs or Work Releases identifying the offender’s name and FPS number and the period (weekday or weekend) during which the Contractor provided supervision; and,
c. Number of completed reports identified by type, offender name and FPS number.
1.3 Deliverables:
1.3.1 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 at the contractor’s place of business and offender and contacts home and businesses for the purposes of supervision and community assessment interviews.
b. Travel
i. Travel to the following locations will be required for performance of the work under this contract:
offender and contacts home and businesses for the purposes of supervision and community assessment interviews.
.
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. 21882-25-0050
1. The Contractor must, at all times during the performance of the Contract, hold a valid Designated Organization Screening (DOS), and obtain 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 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:
• Must have 1 year experience, obtained within the last 5 years prior to the ACAN closing date, working in the criminal justice system.
• Must have 1 year experience, obtained within the last 5 years prior to the ACAN closing date, providing case management services to at risk populations.
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 are a restricted number of qualified service providers who are willing and available to provide case management services to CSC offenders on conditional release. The pre-identified supplier has extensive experience in the delivery of the services specified and the ability to assist with the necessary requirements for CSC to meet its mandate.
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 1 year, from October 1, 2025 to September 30, 2026 with an option to extend the contract for 4 additional 1-year periods.
11. Cost estimate of the proposed contract
The estimated value of the contract, including option(s), is $170,000.00 (GST/HST extra).
12. Name and address of the pre-identified supplier
Name: Alec Malcomson
Address: Port Alberni, BC
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 September 25, 2025, at 2:00 PM PDT.
15. Inquiries and submission of statements of capabilities
Inquiries and statement of capabilities are to be directed to:
Katie Simpson
Contracting and Procurement Officer
E-mail: 801BidSubmissions@csc-scc.gc.ca
