Canada - Metro Vancouver East Community Corrections - Volunteer Coordinator Services (21880-21-0002)

Description

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 contribute to public safety by actively encouraging and assisting offenders to become law-abiding citizens while exercising reasonable, safe, secure and humane control.
The work will involve the following:
OBJECTIVES:
To provide a volunteer service that will address recruitment, orientation training, monitoring and implementation of volunteer activities to meet offender needs.
1.2 TASKS:
Recruitment
The Contractor must:
Conduct information sessions with a broad range of agencies, organizations, officials and educational facilities within the Metro Vancouver East Area as a means of informing them about volunteer opportunities in Community Corrections that are available for individuals.
Conduct presentations and information sessions.
Interview potential volunteers.
Verify volunteer references and ensure Reliability Status Clearance before individuals are accepted as volunteers.
Establish a broad recruitment base, including Aboriginal communities, local service groups, chaplaincy and faith communities, universities, colleges and volunteer centres.
Facilitate availability of volunteers to federal offenders placed at local Community Residential Facilities.
Focus the volunteer base to reflect the ethnic and cultural diversity of local communities and offender population by extending recruitment initiatives to various cultural organizations.
Actively develop contacts with agencies, including mental health service providers, faith communities and ethno-cultural societies where these agencies can provide service and support to the offender.
Actively recruit volunteers with second languages; maintain a record for use in identifying volunteers with various linguistic profiles.
Recruit, screen, train, supervise, and support between 15 and 20 volunteers to provide outreach support to mentally disordered offenders (e.g., offenders with major mental illness, brain injured offenders, dual diagnosis offenders, aging/elderly offenders, and/or low functioning offenders).
Training
The Contractor must:
Maintain an accurate, detailed log of all volunteers who are providing services to the Metro Vancouver East area.
Schedule and facilitate a volunteer orientation program for new volunteers regarding volunteer roles and responsibilities, including the Code of Conduct, Access to Information Act, Privacy Act; confidentiality; PPE and Covid procedures; and facilitate access to other training as required and available.
Ensure that each new volunteer has completed orientation training prior to providing services.
Identify and arrange, in cooperation with the Parole Officer Supervisors, Mental Health Team, and Psychologists:
a) Orientation training required for these volunteers, including training focusing on helping volunteers to develop knowledge around diagnosis, course, and treatment of mental illness, and the recognition of positive and negative symptoms of particular disorders.
Any other necessary ongoing training for volunteers.
Projects and Activities
The Volunteer Coordinator is responsible for developing new projects and activities for volunteer involvement on an on-going basis, including those targeted at offenders with mental health illnesses.
Community Education and Outreach

Assist in organizing community events such as police/parole workshops and charity art auctions to educate the public about CSC; liaise with community groups to heighten CSC profile in community.
Organize and assist in promoting CSC Community Corrections and volunteering through community events such as Victoria Day, Canada Day, BC Day, and Labour Day celebrations. As well organize and promote CSC Community Corrections and volunteering through shopping mall displays.

Reintegration Activities

Screen appropriate volunteers for one-to-one or group contact; and assign to specific projects.
Seek volunteer referrals from parole officers, halfway house staff and program deliverers.
Coordinate the volunteer activity with the offender, volunteer and offender’s Parole Officer. These activities may include, but not limited to, in-reach to the institutions for pre-release planning, preparation of documents (i.e. for identification/medical/taxes), assistance in daily living needs in the community (i.e. housing, employment, clothing), assistance in wellness/reintegration activities (i.e. walks, hikes, social gatherings), assistance in connecting with community groups and networks (i.e. churches, community groups), and any other activities that may be benefit an offender’s reintegration.
Conduct an initial meeting with each volunteer, the offender and the offender’s parole officer, to develop an action plan for activities.
Conduct regular follow up with the volunteer, parole officer, and offender.
Assign and supervise volunteers to operate the resource center to assist offenders on site.

Research Projects

liaise with research heads to find ways for volunteers to assist in research as projects are identified;
screen and assign volunteers to the various projects;
follow up with researchers and volunteers concerning projects.

Transportation Services

Recruit and coordinate volunteers interested in providing transportation services to offenders, which may include transportation for supervision transfers, attending programs or intervention appointments, attending medical or dental appointments, making contact with community supports, attending social or community activities or any other activities/appointments that benefit the offender’s reintegration to the community.
Organize volunteer reimbursement of travel expenses.

Other Activities

Organize CRF assistance program, including the development of social and wellness activities at the CRFs that are appropriate to meet the needs of the offenders, including those who are high risk, high needs, have mental health issues, aging, have gender considerations, ethnically diverse, etc.
Provide program support/assistance to identified correctional programs, including the attendance in Program Interventions held in the Parole Office and collaboration with Program Officers in the monitoring of offenders participating in Program interventions.

The Contractor may use a CSC motor vehicle for their contract work provided the Area Director has approved use of the vehicle. For all persons providing escort or accompaniment services under this contract, the contractor must provide the Project Authority with proof of a valid British Columbia driver’s license and a copy of the driver’s personal vehicle insurance and driver’s abstract for the past five years.
The Contractor must only use the CSC motor vehicle as specifically stated in the terms and conditions of the contract, and stipulated in the approval given by the Area Director. The Contractor must not drive the motor vehicle to their home or use it for any personal use.
The Contractor must return the CSC vehicle to the site designated by the CSC operational manager.
The Contractor must make the necessary arrangements for their own transportation to and from the Parole office.
The Contractor must use the most cost effective mode of transportation to attend meetings, training sessions or other volunteer activities as requested by the Project Authority.
The Contractor must provide or facilitate the transportation of offenders to attend various facilities, agencies, businesses or other locations as requested by the Project Authority.
The Contractor must provide the Volunteer Coordinator with a cell phone.
SUPPORT TO CONTRACTOR
The Department will:
Provide a fleet vehicle when and as required to transport offenders, for the use of the Contractor, approved sub-contractor or approved volunteers. 
Provide the Contractor with current CSC Fleet Operations and Maintenance Guidelines, Policy Bulletin 335, Section 9.
Facilitate the process of securing Reliability Status clearance for persons providing volunteer services.
Provide the volunteer coordinator and/or identified, trained volunteers with a briefing of each offender prior to their accompaniment of an offender.
Subject to the approval of the Project Authority and/or delegate, permit the Contractor, approved sub-Contractor or approved volunteer to use Crown vehicles, when available and in accordance and completion of the Contractors Use of Government Vehicles procedure form for the purpose of escorting inmates released on Temporary Absence or for any other purposes (e.g., accompanying / transporting offenders released to the Community), provided that the Contractor carries third party liability insurance where provincial legislation permits.
MEETINGS
The Contractor must:
Attend CSC meetings, as requested by the Project Authority.
Attend Citizens Advisory Council (CAC) meetings.
EXPECTED RESULTS:
The Volunteer Coordinator (Contractor) must develop and maintain projects and specific tasks for Metro Vancouver East Community Corrections in which volunteers from the community can be involved. The projects and tasks originate from both the Correctional Service of Canada as well as community residential facilities within the Metro Vancouver East Area. The Coordinator actively liaises between the different organizations to establish and maintain projects which focus on strengthening community resources for offenders on conditional release.
About half of this time will focus on offenders with mental health problems (including major mental disorders; developmental disabilities, Fetal Alcohol Spectrum Disorder and brain injury with moderate to severe functioning impairment; and personality disorders with significant functioning impairment) and the other half on non-mentally disordered offenders within Metro Vancouver East Community Corrections. Both of these offender groups will have diverse backgrounds, including Aboriginal offenders, and offenders of various ethno-cultural groups. 
The Volunteer Coordinator will focus on developing and maintenance of programs for Women Offenders on release including in-reach programs, wellness activities, job search, securing identification and transportation 15 hours a week. The Volunteer Coordinator will keep track of results which will be shared with Fraser Valley Institution near the end of the fiscal year.
1.4 DELIVERABLES
LEVEL OF EFFORT: the estimated level of effort for this contract is approximately thirty-seven and a half (37.5) hours per week.
The Contractor must:
Ensure volunteer applications and security clearance forms are completed for each volunteer and presented to the Project Authority or delegate prior to processing each through NHQ.
Ensure security clearance for each potential volunteer is processed through NHQ.
Provide a monthly status report of volunteer hours and activities as well as program participation, to the Project Authority.
1.4.1 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).
CONSTRAINTS:
1.5.1 Location of work:
a. The Contractor must perform the work at the New Westminster Parole Office (600 Columbia Street, New Westminster, BC V3M 1A5) and the Surrey Parole Office (#100 – 7404 King George Blvd, Surrey, BC)
b. Travel
Travel to the following locations will be required for performance of the work under this
contract: Fraser Valley Institution (33344 King Road, Abbotsford, BC)
1.5.2 Language of Work:
The contractor must perform all work in English.
1.5.3 Security Requirements:
This contract includes the following security requirements:
SECURITY REQUIREMENT FOR CANADIAN SUPPLIER:  
PWGSC FILE No. 21880-21-0002
1. The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Designated Organization Screening (DOS), issued by the Contract Security Program (CSP), Public Works and Government Services Canada (PWGSC).
2. The Contractor/Offeror 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/Offeror MUST NOT remove any PROTECTED information or assets from the identified site(s), and the Contractor/Offeror must ensure that its personnel are made aware of and comply with this restriction.
4. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of the CSP, PWGSC.
5. The Contractor/Offeror must comply with the provisions of the:
a) Security Requirements Check List and security 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:
Experience
a) Must have a minimum of five (5) years experience, obtained within the last seven (7) years prior to the closing date of this ACAN, in working with adult offenders on conditional release;
b) Must have a minimum of five (5) years of experience, obtained within the last seven (7) years prior to the closing date of this ACAN, in coordinating volunteer related services in the community for individuals involved in the criminal justice system.
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 Aboriginal Business
This procurement is not subject to any set-asides for Aboriginal 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 volunteer coordination services to meet the reintegration needs of offenders.
The proposed contractor has extensive experience in the delivery of services specified and the ability to assist with the necessary requirement 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
The following exclusion(s) and/or limited tendering reasons are invoked under the section of the trade agreement(s) specified:
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 one (1) year, from April 1, 2021  to March 31, 2022 with an option to extend the contract for two (2) additional one (1) year periods.
11. Cost estimate of the proposed contract
The estimated value of the contract, including option(s), is $ 213,960.00 (GST/HST included).
12. Name and address of the pre-identified supplier
Name: St. Leonard’s Society of North Vancouver
Address: 312 Bewicke Avenue
North Vancouver, BC V7M 3B7
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 February 1 , 2021 at 2:00 PM PST.
15. Inquiries and submission of statements of capabilities
Inquiries and statement of capabilities are to be directed to:
Contracting Authority:
Kimberly Bryant
A/District Officer, Contracting and Materiel Services
Correctional Service of Canada
Pacific District Office
33344 King Road, PO Box 3333,
Abbotsford, BC V2S 5X7
Telephone: 604-870-2401
Facsimile: 604-870-2402
E-mail address: Kimberly.Bryant@csc-scc.gc.ca

Opportunity closing date

01 February 2021

Value of contract

to be confirmed