Inmate Purchasing Plan

This is a republication of this notice and not an amendment. Access the original notice at https://canadabuys.canada.ca/en/tender-opportunities/tender-notice/pw-21-00974352. If you are currently subscribed to notifications about this tender, you need to re-subscribe by following this new notice. This is a public notice to advise the supplier community that the Correctional Service of Canada (CSC) intends to enter into a business account agreement with a pre-identified supplier for the goods and services described in this notice. CSC wishes to allow other suppliers to signal their interest in providing these goods and services, by submitting a statement of capabilities. CSC will not be awarding a contract as a result of this notice. CSC will be establishing a list of potential suppliers for the required goods and services. If another supplier submits a statement of capabilities that meets the requirements set out in this notice, on or before the closing date and time stated in this notice, CSC will include the supplier in the list of potential suppliers. 1. Definition of the requirement: Policy on Reciprocal Procurement: the Policy on Reciprocal Procurement does not apply to this procurement. 1.1 Background The Correctional Service of Canada (CSC) is the federal government agency responsible for administering court-imposed sentences of a term of two years or more. CSC is responsible for managing institutions of various security levels and supervising offenders under conditional release in the community. CSC is responsible for approximately 23,000 offenders, of which 15,000 are in federal custody and 8,000 are supervised in the community. When inmates arrive at an institution, they are provided with essential items and can have personal items sent in from the community during a specific time period at the beginning of their sentence. After this period, and throughout their sentence, inmates may purchase other items for personal use, as long as they are consistent with CSC internal directives, do not undermine rehabilitation efforts, do not pose a security or safety concern, and finally do not exceed the allowable property value for each inmate. Inmates purchase a variety of items over the course of their sentence. The largest volume of purchases is for electronics and associated items, followed by clothing and footwear. All items are purchased using Inmate funds and are at zero cost to Canada, or Canadian taxpayers. In May 2012, the Economic Action Plan introduced a new process for inmate purchasing with the aim of increasing offender accountability, standardizing the approach to inmate purchasing across Canada, and reducing the amount of time staff spends on managing transactions and purchasing items. 1.2 Objectives: CSC is seeking to establish a business account agreement with an e-commerce company for the provision of inmate personal property within CSC’s institutions. This initiative aims to increase efficiencies and enhance institutional safety for inmates. CSC has developed a list of approved items that inmates may purchase, as outlined in Annex 1 List of goods / Liste des biens. CSC’s objective is to ensure that the same items are available to all inmates at standardized prices, regardless of the institution’s location. Delivery costs must either be included in the standardized price or, if excluded, clearly identified and charged at a standardized rate. 1.3 Tasks and Deliverables The supplier must complete the following tasks and deliverables: 1.3.1 Business Account The supplier must provide a free, centralized business account with the following features and functionalities: 1.3.1.1 The account must offer only the pre-approved items identified in Annex 1 List of goods / Liste des biens. Any additional items must be submitted to, and approved by, the CSC Inmate Purchasing Program Management Team before being made available for purchase. 1.3.1.2 The account must be available 24 hours per day, seven days per week, and 365 days per year. 1.3.1.3 The account must allow browsing and transactions only by authorized users. 1.3.1.4 The supplier must provide each CSC-authorized user with a unique username, password, and detailed order history and confirmation. 1.3.2 Returns and Replacements The supplier must provide a returns and replacement policy and accept returns and replacements for all items listed in Annex 1 List of goods / Liste des biens, in accordance with that policy. 1.3.3 Delivery The supplier must deliver the pre-approved items identified in Annex 1 List of goods / Liste des biens to all CSC institutions listed in Attachment 2 within a maximum standard delivery period of fourteen calendar days. 1.3.4 Account Management and Professional Services The supplier must provide professional services through a designated Account Manager. These services must include, but not be limited to, the following: 1.3.4.1 Configuration of the business account; 1.3.4.2 Configuration of the admin account 1.3.4.3 Configuration of end-user profiles; 1.3.4.4 Configuration of CSC’s predefined item lists; 1.3.4.5 Provision of order and shipping details; 1.3.4.6 Creation of bilingual training materials in English and French; and 1.3.4.7 Make available training materiel in both official languages to CSC personnel using platforms such as webinars or Microsoft Teams. 1.3.5 CSC Access to the Ordering Platform The supplier must provide the CSC Inmate Purchasing Program Management Team with administrative access to the ordering platform. This access must enable CSC with the ability to monitor order status, shipment tracking, delivery confirmation, and order history for all purchases. 1.3.6 Customer Service The supplier must provide bilingual customer service in English and French by email and telephone, including a toll-free number. Customer service must respond to inquiries, which may include, but are not limited to, the following: 1.3.6.1 Return procedures; 1.3.6.2 Return authorizations; 1.3.6.3 Password resets. 2. Constraints: 2.1 Location of work: The supplier must perform the work at the supplier’s place of business. 2.2 Language of Work: The supplier must perform all work in English and French. 2.3 Security Requirements: There is no security requirements associated with this requirement. All goods delivered to CSC Institutions must be approved items that inmates may purchase, as outlined in Annex 1 List of goods / Liste des biens, as approved by CSC Security Operations. 2.4 Institutional Security/Lockdown: The supplier must be aware that they may be faced with delay or refusal of entry to certain areas of CSC institutions at certain times (e.g., due to institutional lockdown or other security-related emergencies) even if prior arrangements for access may have been made. In the event that the delivery truck is refused entry due to institutional lockdown or other security-related emergencies, the following may be required: If access is unavailable upon arrival to CSC sites, the supplier will adopt a workaround plan the institution has identified. With the exception of sites located in remote locations, the supplier must deliver the orders to a nearby facility CSC has identified. Where remote sites are concerned, the supplier must confirm if CSC requires delivery to an alternate delivery location or if the supplier must reattempt delivery. 3. Criteria for assessment of the statement of capabilities Minimum essential requirements: Any interested suppliers must demonstrate, through their statement of capabilities, that they meet all the following minimum essential requirements: 3.1 The supplier must have operated an e-commerce business for at least five years prior to the submission date of its statement of capabilities. 3.2 The supplier must operate an e-commerce platform that: • accepts payments by credit card; and • enables users to order items online through the supplier’s website. 3.3 The supplier must provide bilingual customer service in English and French by email and telephone, including a toll-free number. Customer service must respond to inquiries, including, but not limited to: • return procedures; • return authorizations; and • password resets. 3.4 The supplier must have established quality assurance, returns, and replacement processes. 3.5 The supplier must have an order-management and tracking system that describes and records the individual steps involved in the review, processing, shipment, and delivery of orders. 3.6 The supplier must have a reporting system capable of generating various reports. All reports must be made available to the Project Authority through a secure, online portal or through other means whereby the Project Authority can access the reports in real-time. If the Contractor is required to send reports directly to the Project Authority, the Project Authority will determine the frequency and timing of the reports. Required reports must include, but are not limited to: • Weekly sales transaction reports, including the number of returned products; • Sales reports showing information such as sales volume by item, category, region, institution and users. 3.7 The supplier must be capable of providing shipping and delivery services to all CSC institutions identified in Attachment 2. 4. Applicability of the trade agreement(s) to the procurement This requirement is not subject to any trade agreement. 5. Set-aside under the Procurement Strategy for Indigenous Business This procurement is not subject to any set-asides for Indigenous Suppliers. 6. Comprehensive Land Claims Agreement(s) This procurement is not subject to a Comprehensive Land Claims Agreement. 7. Justification for the Pre-Identified Supplier The pre-identified supplier meets all of the minimum essential requirements described in this notice. 8. Government Contracts Regulations Exception(s) This requirement is not subject to the Government Contracts Regulations as it is funded by Inmates and does not provide for the payment of any money by CSC. 9. Exclusions and/or Limited Tendering Reasons This procurement is not subject to any trade agreement. 10. Ownership of Intellectual Property There are no intellectual property terms in the contract. 11. Period of the proposed contract or delivery date The proposed business account agreement will be effective for a period of one (1) year from the date of execution. The agreement will be reviewed annually and renewed or amended, as required. 12. Cost estimate of the proposed contract This agreement does not provide for the payment of any money by CSC. Therefore, the estimated value of the agreement for CSC, including option(s), is $0.00. 13. Name and address of the pre-identified supplier Names: • Amazon Canada, 410 Terry Avenue North Seattle, WA, 98109-5210 • Prototype Integrated Solutions, PO Box 225 Milner (British-Columbia) V0X 1T0 • Peak Apparel, 505 Alexander St, Vancouver, BC V6A 3B2 14. Suppliers' right to submit a statement of capabilities Suppliers who consider themselves fully qualified and available to provide the goods and services and meet the other requirements described in this notice 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. 15. Closing date and time for a submission of a statement of capabilities The closing date and time for accepting statements of capabilities is December 31,2100. 16. Inquiries and submission of statements of capabilities Inquiries and statement of capabilities are to be directed to: Stéphanie Gigoux Telephone: 343-574-3715 E-mail: [email protected]