Chemical Management Plan 2 (CMP2) Scoping Project for Substance Information

Chemical Management Plan 2 (CMP2) Scoping Project for Substance Information

1. Intellectual Property

The Crown has determined that any intellectual property arising from the performance of the Work under the Contract will vest in Canada, on the following grounds :

6.4 	Where the main purpose of the Crown Procurement Contract, or of the deliverables contracted for, is:

6.4.1 To generate knowledge and information for public dissemination


2. Purpose

To conduct scoping and research for data on substances, hydrates, mixtures, products, articles and commercial activities to better inform stakeholder engagement and the development of information gathering approaches under the Chemicals Management Plan (CMP), and the National Greenhouse Gas Inventory or the Greenhouse Gas Emissions Reporting Program.


3. Background

The work under this contract is to support two Government of Canada Priorities, (i) the Chemicals Management Plan, and (ii) the National Greenhouse Gas Inventory.

(i)	Canada’s Domestic Substance List (DSL), forms the basis for distinguishing new substances from the inventory of ‘existing substances’ that were manufactured, imported or used in Canada on a commercial scale in the mid 1980’s. As a first step in scientifically assessing all existing chemical substances known to be in commerce in Canada, CEPA 1999 required that the approximately 23,000 existing substances (i.e. substances on the DSL) be examined to determine if they were potentially harmful to human health or the environment, and to identify which ones warranted further attention. This resulted in a large-scale priority-setting exercise called “Categorization” wherein Government of Canada scientists worked with their partners to identify substances that were persistent, bioaccumulative, inherently toxic, or substances to which people might have the greatest potential for exposure. 

With the completion of Categorization in 2006, the Government committed to addressing the approximately 4300 chemicals identified under Categorization by 2020, under a new initiative known as the Chemicals Management Plan.  The Chemicals Management Plan was designed to protect human health and the environment by assessing chemicals used in Canada and by taking action on chemicals found to be harmful.  In the first phase of the Program, approximately 1100 chemicals were addressed between 2006 and 2011.  The current phase of the Program (renewed in 2011), commits to addressing a further 1500 chemicals by 2016 with the remainder to be addressed between 2016 and 2020.  In order to meet these commitments, scientific data as well as the commercial status of chemicals in Canada are critical to make scientifically valid risk assessment and management decisions based on the best available data, to focus on chemicals of higher concern and to set priorities for the next phase of the CMP.
(ii)	As a party to the United Nations Framework Convention on Climate Change (UNFCCC), Canada must prepare and annually submit a national inventory of its anthropogenic emissions and removals of greenhouse gases (GHG). Canada’s National System for monitoring, analyzing and reporting GHG emissions and removals is consistent with the requirements of the Canadian Environmental Protection Act, 1999 and complies with the UNFCCC GHG monitoring and reporting requirements.  Resulting from revisions of the UNFCCC Reporting Guidelines, national inventories expand their coverage to new GHGs, primarily used and/or produced in industrial sectors. 
To support its monitoring and tracking of GHG emissions in Canada, the Government of Canada established the Greenhouse Gas Emissions Reporting Program (GHGRP) in March 2004 to collect GHG emissions information annually from the largest emitting Canadian facilities on a mandatory basis. This information is gathered under the authority of section 46 of the Canadian Environmental Protection Act, 1999 and is used to support the development of the National GHG Inventory, to meet GHG information needs of the public and other stakeholders, and to support the development of regulations. 
Information gathering is a critical step for both the CMP and the federal GHG monitoring and reporting activities in order to inform priority setting and strategic decision making. It is important to clearly identify the key sectors, companies engaged in the manufacture, use, import and export of the targeted substance groupings to achieve better data quality, reduce data gaps and achieve a more complete data collection initiative to allow the government to make better informed decisions.
4. Objectives
This task authorization contract aims to provide an expert contractor to:

1.	Conduct a search of and compile data for the substances, mixtures, articles or industrial processes, related to studies, commercial status, products and uses, as required.
2.	Complete an analysis of the information on substances that are regulated by other jurisdictions and compare to Canada’s data needs.
3.	Identify any potential issues and concerns regarding data collection as well as identify information on human health and ecological concerns for substances in the target substance groupings.
4.	Identify substance pathways in Canada by industrial sector

5. TASK AUTHORIZATION (“TA”)
a.	Purpose of TA : Services to be provided under the Contract on an as-and-when-requested basis will be ordered by Canada using the Task Authorization ("TA") process. 
b.	Process of Issuing a TA : If a requirement for a specific task is identified, a draft “statement of task” will be prepared by the Client and sent to the Contractor. Once it receives the statement of task, the Contractor must submit a response to the Authority identified in the TA detailing the cost and time to complete the task. The Contractor’s response must be based on the rates set out in the Contract. The Contractor will not be paid for providing the response or for providing other information required to prepare and issue the TA. The Contractor must provide any information requested by Canada in relation to the preparation of a TA within three working days of the request, unless otherwise specified. 
c.	Approval Process : If Canada approves the Contractor’s task response, Canada (by its authorized representative, as described in this contract) will issue the TA by forwarding a signed copy of the final TA form to the Contractor. Whether or not to approve or issue a TA is entirely within Canada’s discretion. 
d.	Contents of a TA : A Task Authorization must contain the following information, if applicable : 
i.	a task number; 
ii.	the details of any financial coding to be used; 
iii.	the number of resources in each category required; 
iv.	a statement of work for the task outlining the activities to be performed and identifying any deliverables; 
v.	the duration of the task is to be carried out (start and end dates); 
vi.	milestone dates for deliverables and payments (if applicable); 
vii.	the number of person-days of effort required; 
viii.	the specific work location; 
ix.	the price payable to the Contractor for performing the task, with an indication of whether it is a firm price or a maximum TA price (and, for maximum price task authorizations, the TA must indicate how the final amount payable will be determined; where the TA does not indicate how the final amount payable will be determined, the amount payable is the amount, up to the maximum, that the Contractor demonstrates was actually worked on the project, by submitting time sheets filled in at the time of the work by the individual resources to support the charges); and 
x.	any other constraints that might affect the completion of the task. 
e.	Charges for Work under a TA : The Contractor must not charge Canada anything more than the price set out in the Task Authorization unless Canada has issued a TA amendment authorizing the increased expenditure. Canada will not pay the Contractor for any design changes, modifications or interpretations of the Work unless they have been approved, in writing, by the Contracting Authority before being incorporated into the Work. 
f.	Consolidation of TAs for Administrative Purposes : The Contract may be amended from time to time to reflect all Task Authorizations issued and approved by the Contracting Authority to date, to document the Work performed under those TAs for administrative purposes. 
g.	Refusal of Task Authorizations : 
Unless specified otherwise in the RFP, the Contractor is required to submit a response in response to every draft statement of task issued by Canada. Canada may immediately, and without further notice, terminate the Contract for default if the Contractor does not submit a response in response to a draft statement of task issued during the Contract Period.

6. Statement of Work

In the provision of services, the Contractor shall, as described in the Task Authorization (TA) documents issued, provide to the satisfaction of the Project Authority services, which may include the following tasks:

Task 1: Workplan: The contractor must submit a detailed work plan for approval by the Departmental Representative. The Contractor must modify the work plan based on input from the Departmental Representative, and only begin the work when the work plan has been approved. The work plan shall provide a detailed description of the approach to be used to complete the required reports, including:
•	what databases and other sources of information are to be used;
•	approximate times required to conduct the searches;
•	how quality control and quality assurance will be conducted;
•	the method of analysis to identify potential challenges to data collection; 
•	the format and structure of the draft and final reports.

Task 2: Conduct searches of literature, including online searches, indices, databases, material safety data sheets, and other relevant sources of information. 

Task 3: Identify the similarities and differences of the chemical names, common names, synonyms, and associated CAS Registry Numbers of the substances as used by industry in Canada and internationally.  This should include trade names, industry references, and other relevant identification information.

Task 4: Complete an analysis of the substances to determine quality and reliability of the data, as well as identify potential data gaps to facilitate targeted data collection.

Task 5: Identify key stakeholders, sectors and associations engaged with the manufacture, use, import and export of substances identified for under a task authorization.

Task 6: Compile available data on quantities imported, exported, produced, distributed, used and disposed of, in Canada, by industrial sector.

Task 7: Identify potential challenges for collection of data on substances for which a task authorization is issued,  and provide recommendations to reduce risk of major reporting issues for potential mandatory data collection activities targeting industry, including areas of potential non-compliance.

Task 8: Identify and compile studies or technical information on uses and processes resulting in emissions of the substances in Canada, existing control technologies and their efficiency. 

Task 9: Identify and compile studies on exposure to the substances within each of the target substance groupings.

If there is a need to contact a key association or stakeholder during the course of completing one of the above tasks, the contractor must first advise the Departmental Representative and obtain written approval to do so.


7. Project Deliverables

The pricing for Tasks 2-9 must include the preparation of both a draft and a final version of a report on the substance.  

The following deliverables will be required for each substance.

Draft Report: A draft report shall be submitted to the Departmental Representative after completion of Tasks 1-9. The draft report will present the results of the specific Tasks required on individual Task Authorizations (excluding Task 1, which does not need to be included in the report). One electronic copy of the report is to be submitted.  Each draft report shall be submitted within 3 months of the Task Authorization being issued. Comments will be provided by Environment Canada on the Draft Report for each substance.

Final Report: A final report shall be submitted to the Departmental Representative. This report shall include the final compilation of information related to the objectives of the project and all revisions required by the Departmental Representative in the comments provided on the Draft Report. Three bound copies and one electronic copy (Microsoft Office Suite 2003 or 2007) of the report are to be submitted.  The final reports shall be submitted 2 weeks after the comments on the Draft Report are received by the Contractor.

8. Option to Extend

It is understood and agreed that the contractor grants to Environment Canada the irrevocable option to extend the term of the proposed contract for three (3) x one (1) year periods, from 01 April 2014 to 31 March 2015, 01 April 2015 to 31 March 2016, and 01 April 2016 to 31 March 2017 under the same terms and conditions.  

Environment Canada may exercise these options at any time by sending a notice to the contractor at least fifteen (15) days prior to the contract expiry date.  The contractor agrees that, during the extended period of the contract, the rate/prices will be in accordance with the provisions of the contract.  

9. Project Schedule

Work on this project will commence immediately after signing the contract. 

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

10. Project Cost 

Environment Canada has established funding for this project as follows:

Initial Contract Period (Contract Award to March 31, 2014): a maximum amount of $61,946.90 for all Task Authorizations, excluding applicable tax. 

Option Period 1 (April 1, 2014 – March 31, 2015): a maximum amount of $65,044.25 for all Task Authorizations, excluding applicable tax.

Option Period 2 (April 1, 2015 – March 31, 2016): a maximum amount of $68,296.46 for all Task Authorizations, excluding applicable tax.

Option Period 3 (April 1, 2016 – March 31, 2017): a maximum amount of $71,711.28 for all Task Authorizations, excluding applicable tax.