Chemicals Management Plan Scoping Project for Substances Search Engine

Mandatory Requirements:

Security:

Each resource proposed by the bidder must hold a security accreditation to the level of Reliability at the time of response to this request for proposal. In order to demonstrate this requirement, each resource must be listed, along with their clearance level and the security clearance number or a confirmation letter from the issuing department.

Intellectual Property

The Contractor will own the foreground intellectual property arising from work under this contract subject to providing a non-exclusive, perpetual, irrevocable, world-wide, fully-paid and royalty-free license to the Crown to exercise all Intellectual Property Rights in the Foreground Information that vest in the Contractor but may limit commercial exploitation by the Crown.

Background

The Government of Canada's Chemicals Management Plan (CMP) is part of the Government's comprehensive environmental agenda and is managed jointly by Health Canada (HC) and Environment Canada (EC). The activities identified in CMP build on Canada's position as a global leader in the safe management of chemical substances and products, and focus upon timely action on key threats to health and the environment. It includes risk assessment, risk management, monitoring and surveillance, as well as research on chemicals which may be harmful to human health or the environment. CMP will improve the degree of protection against chemicals. It includes a number of new, proactive measures to make sure that chemical substances are managed properly. Taking action now will significantly reduce future costs associated with water treatment, clean-up of contaminated sites, and treating illnesses related to chemical exposure. It will improve Canadians' quality of life, and better protect our environment.

In 2006 Canada began to address approximately 4300 chemicals that were identified as priorities for further action during the categorization process under the Canadian Environmental Protection Act, 1999 (CEPA 1999). In October 2011, the Government of Canada announced the launch of the second phase of the CMP to continue its commitment to protecting the health and environment of Canadians.  Additionally, approximately 400-500 assessments of new substances are conducted per year as per the New Substances Notification Regulations.  A Substance Search Engine for substances on the Domestic Substances List and the Non-Domestic Substances List will enhance transparency by facilitating the communication of regulatory decisions on all these substances, which was identified as a priority in the CMP Stakeholder Advisory Council Meeting on June 12, 2012. 

It is important to have a mechanism to clearly communicate regulatory decisions on substances so that stakeholders can easily determine which substances have been assessed and any risk management measures associated with them.  Currently, Canadian industry and the public must go to different websites to find information on new substances, categorization results, status of substances to be addressed, assessments and risk management reports and risk assessment conclusions and risk management actions.  A single search engine will be a useful tool which can be used to help industry determine which substances to start or continue to import or manufacture, and the manner in which they can be used and improve transparency to the public.


Objectives

To prepare a report identifying the detailed business requirements, priorities and scope of a Substance Search Engine for the CMP that will enhance transparency on activities related to substances, which may include (but not limited to): application of the new substances provisions, legal/regulatory risk assessment and risk management decisions, status of program activities and published reports.


Statement of Work

The services rendered will include the following tasks:

1.	Review approximately 10 commercially and publicly available online search tools for chemical “regulatory decision” information, including current CMP search engines from a business (content) standpoint (not a technical comparison standpoint) and report on the non-CMP search tools;
2.	Present options and consult internally, with specific key contacts from Environment and Health Canada (approximately 10-15 people, individually or in groups as appropriate), for general input on what program staff think the tool should report, including, but not limited to:
a.	the types of information to be made available via the tool, including any links to supporting information (e.g. assessment reports)  and a prioritization of these items for a phased approach;
b.	the format of the data being displayed following a search (Government of Canada standards will determine how the page is displayed);
c.	the types of searches to be supported (CAS, partial chemical name, confidential accession number, advanced searches, etc)
3.	Present options and consult with specific external stakeholders identified by the project authority (approximately 3-5 representatives) for general input on what the tool should report, including, but not limited to:
a.	the types of information to be made available via the tool, including any links to supporting information (e.g. assessment reports)  and a prioritization of these items for a phased approach;
b.	the types of searches to be supported (CAS, partial chemical name, confidential accession number, advanced searches, etc)
4.	 Consult internally to identify the information sources that would supply information to the search engine, including the format of these information sources and how the data is maintained;
5.	Prepare a gap analysis of the availability and readiness of the information within the program to supply information to a search engine, compared to what is requested by industry and staff.  Identify steps needed to improve information management internally to facilitate availability/readiness, where appropriate.

Project Deliverables

Deliverable #1: Work Plan: Environment Canada has identified the milestones of the workplan in this Terms of Reference and will provide a list of participants to be part of the consultations.  A draft workplan shall be submitted by the contractor with the proposal.  Once the contract is in place, the contractor shall refine the workplan incorporating all comments/feedback from Environment Canada to prepare and submit a final, detailed workplan.  The work plan shall provide a detailed description of the approach to be used to complete the required reports, including:
-	what online search engines will be reviewed;
-	approximate times required to conduct the review and consultations,  and;
-	the format and structure of the draft and final reports.

Deliverable #2: Draft Report:  A draft report shall be submitted to the Project Authority and external stakeholders for review.  The draft report will define the business needs and priorities for a Substance Search engine and report all information gathered and the analysis completed to arrive at the final needs definition. It will also list the individuals consulted on the needs of the search engine. One electronic copy of the report is to be submitted. Environment Canada will review and provide comments/feedback to be incorporated into the Final Report.  

Deliverable #3: Final Report:  A final report shall be submitted to the Project Authority.  This report shall include the final compilation of information related to the objectives of the project and incorporate all comments and feedback provided on the Draft Report.  One electronic copy of the report is to be submitted.  

Deliverable #4: Amendments/Follow-ups to Final Report: There will be a period for additional amendments/follow-ups once the Final report is shared with developers, allowing time for the Contractor to follow-up with any program staff or stakeholders who were unavailable before the due date of the Final Report and to make the necessary amendments to the Final report.  These amendments must be incorporated into the Final Report in order to satisfy the requirements of this deliverable.


Project Schedule

Work on this project will commence immediately after signing the contract. All of the work under this contract must be completed on or before December 31, 2013.

Teleconferences will be arranged on an ad hoc basis when needed to address any problems that may have developed and to provide further direction.

Deliverable #1 is due within 5 working days of signing the contract.

Deliverable #2 is due within 30 working days of signing the contract.

Deliverable #3 is due within 15 working days of Contractor’s receipt of Environment Canada’s feedback/comments on the Draft Report.

Deliverable #4 is due within 30 working days of Contractor’s receipt of Environment Canada’s feedback/comments on the Final Report, or December 31, 2013, whichever comes first. 

Project Budget 

Environment Canada has established funding for this project at a maximum amount of $60,870, excluding tax.