Sampling Campaign for 2-Propanone, reaction products with diphenylamine (PREPOD – CAS RN 68412-48-6)

Sampling Campaign for 2-Propanone, reaction products with diphenylamine (PREPOD – CAS RN 68412-48-6)

INTELLECTUAL PROPERTY
Environment Canada has determined that any intellectual property arising from the performance of the work under this Contract will be vested in Canada on the grounds that the main purpose of the Contract, or of the deliverables contracted for, is to generate knowledge and information for public dissemination (section 6.4.1 of the Treasury Board of Canada Secretariat Policy on Title to Intellectual Property Arising under Crown Procurement Contracts).


CONFIDENTIALITY
It is understood and agreed that the Contractor shall, during and after the effective period of the ensuing contract, treat as confidential and not divulge, unless authorized in writing by the Departmental Representative or his/her delegate, any information obtained in the course of the performance of the ensuing contract.  

Subject to the Access to Information Act (R.S. 1985, c.A-1), the parties agree that the terms of this Agreement are confidential and each party shall use the same degree of care to prevent disclosure of the terms of this Agreement to third parties as it uses to protect its own confidential information of similar nature.  Any failure of the Contractor to respect the confidentiality obligations is a default of the Contractor for which the Minister may terminate the contract.


I.	BACKGROUND

On December 8, 2006 the Government of Canada announced the Chemicals Management Plan (CMP) , to take immediate action to regulate chemicals that are harmful to human health or the environment, and to carry out further work on the substances identified.

A key element of the Chemicals Management Plan is the initiative known as the "Challenge" for approximately 195 high priority substances.  These substances have been divided up into smaller groups named batches 1 to 12. The substance 2-Propanone, reaction products with diphenylamine, CAS RN 68412-48-6, referred to throughout this document as “PREPOD” was included in Batch 11 of the Challenge.

PREPOD is part of the chemical grouping Amines and the chemical sub grouping Aromatic Amines. It is classified as Unknown or Variable Composition, Complex Reaction Products, or Biological Materials (UVCBs), and is used in Canada and elsewhere as an antioxidant in the manufacture of rubber products including tires. This substance is not naturally found in the environment.

The final Screening Assessment Report  published in September 2011 concluded that PREPOD has or may have a harmful effect on the environment or its biological diversity.  PREPOD meets the persistence and the bioaccumulation criteria as set out in the Persistence and Bioaccumulation Regulations. It was therefore concluded that PREPOD meets the criterion set out in paragraph 64(a) of the Canadian Environmental Protection Act, 1999 (CEPA 1999). Based on this conclusion, CEPA 1999 requires Environment Canada to develop a risk management instrument for this substance. 

According to information submitted under section 71 of CEPA 1999, the total quantity of PREPOD manufactured in, and imported into Canada in 2006 was between 100 and 1000 tonnes. PREPOD may be released to the environment as a result of industrial processes and during the use and disposal of products containing this substance. Information from the screening assessment and from recent and ongoing research and monitoring will inform risk management activities.


II.	PURPOSE

Environment Canada needs to characterize the environmental releases from industrial facilities involved in the manufacture of rubber products using PREPOD, to inform the development of the appropriate risk management measures. 

The purpose of this contract is to conduct an effluents sampling campaign for PREPOD at three (3) selected industrial facilities in Phase 1, and optionally in Phase 2, at their associated Municipal Wastewater Treatment Plants (WWTPs) receiving their respective effluents. Among these three industrial facilities, two are located in the Province of Ontario (Township of Centre Wellington and Niagara Regional Municipality) and one in the Province of Quebec (Eastern Township). Their specific locations will be provided to the successful bidder by Environment Canada. 


III.	OBJECTIVE 

The objective of this contract is to collect representative samples of industrial effluents from the selected facilities, by preparing a sampling plan, carrying out the sampling campaign and preparing reports about these tasks.

The focus of this work is on Canadian industrial activities associated with use of PREPOD in rubber products manufacturing including the following industry subsectors:
•	Rubber product compounders;
•	Rubber product processors.

The contractor should review the following two scientific publications when preparing their proposals:
•	Ort et al (2010).  Sampling for pharmaceuticals and personal care products (PPCPS) and illicit drugs in wastewater systems:  are your conclusions valid?  A critical review.  Environ. Sci. Technol, 44, pp 6024-6035.
•	Kim et al (2013).  Parameters affecting the occurrence and removal of polybrominated diphenyl ethers in twenty Canadian wastewater treatment plants.  Water Research, 47, pp 2213-2221.

These publications contain useful information for designing sampling campaigns for trace contaminants in wastewater. These publications may be obtained by the successful bidder from Environment Canada upon request.

IV.	STATEMENT OF WORK

As requested below, during Phase 1 of the contract, the Contractor will conduct a sampling campaign to gather wastewater samples from three (3) rubber industrial sector facilities. Two facilities are located in the Province of Ontario (Township of Centre Wellington and Niagara Regional Municipality) and one in the Province of Quebec (Eastern Township). During Phase 2 if deemed required, the Contractor will conduct a sampling campaign at the associated municipal wastewater treatment plants (WWTPs) receiving the effluents from the three industrial facilities. The Contractor should send the samples by overnight courrier to Environment Canada’s Burlington Laboratory (ON), and submit written reports to the Departmental Representative about this work. 

This work will be performed during two fiscal years, as follows: Phase 1 during 2014 – 2015 fiscal year, and if Environment Canada exercises the option for the work of Phase 2, this Phase should be performed during 2015 - 2016 fiscal year.

The contractor shall conduct the following tasks: 

Phase 1 - Sampling campaign for the compounding and processing rubber facilities using PREPOD

Task 1: Development of the sampling plan and the sampling schedule

The purpose of Task 1 is to prepare a report by detailing the methodology/design for the sampling campaign in the industrial wastewater effluent, at end of pipe, for the three rubber industrial sector facilities provided by the Departmental Representative. The report must be based on the information about the operations and practices collected by the Contractor at the initiation of contact with the facilities and during the pre-sampling visits, as well as on information already gathered by Environment Canada through former studies about these facilities. In order to effectively accomplish this task, the report must include, but not be limited to, the following elements: 

1.	Description of how industrial wastewater that may contain PREPOD is generated by each facility:  process source, type of process (batch-wise or continuous), frequency, duration, etc.

2.	Description of how industrial wastewater is treated on-site, where applicable (purpose of on-site treatment, type of process and equipment, efficiency, flow patterns and quantities).
 
3.	Description of how industrial wastewater leaves each facility:  single or multiple manholes or surface flows, including an outfall design sketch of site showing locations, etc.

4.	Plan for the sampling campaign including, but not be limited to, the recommended representative sampling approach, locations of sampling points, grab or composite sampling procedures, type of equipment to be used for sample collection, description of sampling, shipping and storage procedures, sampling frequency and timing, roles and responsibilities, length of each sampling event and QC activities. 

The contractor must establish with each facility an implementation schedule for sampling, including options for duration of each sampling event, which must coincide with the facility’s use of PREPOD and following the sampling plan. The sampling schedule for all industrial facilities must also be delivered to the Departmental Representative.

Task 2: Sampling campaign 

The purpose of Task 2 is the sampling campaign of the industrial effluent from these three (3) industrial facilities involved in the manufacturing of rubber products using PREPOD. Details of the procedures for the sampling campaign will be generated from the activities in Task 1.

The Contractor shall abide by all occupational health and safety requirements at all industrial facilities, including, but not limited to, on-site safety orientations and personal protective equipment.

The Contractor shall ensure that the sample collection procedures including planning the sampling events (logistics, communications, equipment, occupational health and safety planning) are done in accordance with the procedures confirmed by Environment Canada through Task 1, and are conducted in a consistent manner at all three (3) facilities.  Information to be recorded during each sampling event shall include, but not be limited to, the following elements: date and time of sample collection, actual flow at the time of sample collection, water temperature, names of sampling personnel, site conditions, and any other factors that may influence the characteristics of the samples.

The Contractor shall use sampling and shipping containers that will minimize adsorption of the compounds of interest, i.e. stainless steel, glass, or Teflon. The Contractor shall send at least 2 litres of each sample to Environment Canada for analysis in precleaned amber glass 1 litre wide-mouth bottles with Teflon-lined lids (available from laboratory suppliers).  Bottle labels must include the name of the facility, name of the sampling point, date and time of sampling, number of bottles per sample, and the Contractor name.  The accompanying Chain of Custody form shall include the sample information along with the names of the sampling personnel and a contact number. Samples shall be immediately packed in coolers with natural ice or ice packs sufficient to keep the sample temperature at 4°Celcius during transport. A temperature blank shall be included in each cooler to confirm sample temperature on arrival at Environment Canada. Coolers of samples shall be carefully sealed and labelled, and shipped to the Environment Canada laboratory in Burlington (ON) by overnight courier. Address and contact details will be provided by Environment Canada.

The sampling campaign shall include the following quality assurance/quality control (QA/QC) elements: at least 3 discrete samples from each industrial facility (e.g. one grab sample during each of 3 different batch runs or 3 consecutive days of composite samples), and equipment blanks to confirm the cleanliness of sampling equipment and containers. For the purpose of the proposal, Environment Canada estimates a total of 48 wastewater samples including QA/QC. 

The contractor must prepare a final report about the sampling campaign including the lessons learned and recommendations for potential periodic sampling requirements for the rubber compounds and products manufacturing facilities; and on the relevancy for the work detailed in Phase 2 of these Terms of Reference.


Phase 2 – Sampling of the Municipal Wastewater Treatment Plant(s) receiving effluent(s) from the rubber products facility(s)

As the work of Phase 2 is contingent on the results of the analysis of the samples collected in Phase 1, the Contractor will only be asked to complete the following work if Environment Canada exercises the option for the work of Phase 2.

Task 3: Development of the sampling plan and the sampling schedule for the targeted municipal wastewater plant(s)

Subject to the results of the analysis of the samples collected by the Contractor in Phase 1, Environment Canada will ask the Contractor to prepare a sampling plan for all three or only selected municipal wastewater treatment plants (MWWTPs), to which the industrial facility(s) from Phase 1 discharges. The sampling plan should include the approach to determine how best to sample the influent and effluent from these MWWTPs to capture the contribution from the industrial facility(s) effluent containing PREPOD. The selected MWWTPs will be communicated to the Contractor by Environment Canada.

In order to effectively accomplish this task, The Contractor must prepare a report for the sampling plan which includes, but is not limited to, the following elements: 

1.	Describe the municipal WWTP that receives input from the selected industrial facility from Phase 1, including: general treatment type and schematic, average and maximum input and output flows, nature of the sewershed (proportion of wastewater received from residential and industrial/ commercial/ institutional sources), name of the water body which receives the treated effluent, etc.

2.	Describe in detail the recommended sampling approach: locations of sampling points, grab or composite sampling procedures, type of equipment to be used for sample collection, description of sampling, shipping and storage procedures, sampling frequency and timing, roles and responsibilities, duration of each sampling event, QA/QC activities, need for hydraulic matching from the industrial facility to municipal influent and effluent, etc.

The Contractor must establish for each municipal WWTP an implementation schedule for sampling, including options for length of each sampling event, which must coincide with the facility’s use of PREPOD and following the sampling plan, and following the sampling plan. The sampling schedule must also be delivered to the Departmental Representative.


Task 4: Sampling campaign for the targeted municipal wastewater plant(s)

The purpose of Task 4 is for the Contractor to complete the sampling campaign at the municipal WWTPs that receive effluents from the selected industrial facility(s) from Phase 1, which Environment Canada will communicate to the Contractor. This campaign includes sampling of influents and effluents. Details of the procedures for the sampling campaign will be generated from the activities in Task 3.

The Contractor shall abide by all occupational health and safety requirements at WWTP(s) including, but not limited to, on-site safety orientations and personal protective equipment.

The Contractor shall follow the same requirements for sampling as in Task 2 of Phase 1. The sampling campaign shall include the following QA/QC elements: at least 3 discrete samples from each WWTP (e.g. one grab sample during each of 3 different batch runs or 3 consecutive days of composite samples), and equipment blanks to confirm the cleanliness of sampling equipment and containers. For the purpose of the proposal, Environment Canada estimates a maximum of 48 wastewater samples including QA/QC for this task.

The contractor must prepare a final report about the sampling campaign including the lessons learned and recommendations.

V.	CONTRACTOR REQUIREMENTS

Regular feedback through email, and/or phone calls every two (2) weeks shall be maintained between the Contractor and the Departmental Representative.

When direct contact with companies and municipalities is required, it must first be approved by Environment Canada. The schedule and proposed matter to contact the industry/municipalities must be submitted by the Contractor to Environment Canada at least one (1) week in advance for approval. Environment Canada will provide a letter of introduction to be sent to the companies/municipalities before the Contractor contacts them for the first time. Additionally, Environment Canada reserves the right to sit on any call or meeting scheduled between the Contractor and the companies/municipalities.

The Contractor must keep a record of discussion of any communication with companies and municipalities. This record must contain the company/municipality contact information, the subject of discussion, the questions posed or raised during the discussions, and any feedback received on the subject. The final reports must include as an annex: a list of persons contacted while gathering the information as well as their contact information including email addresses if available, and a copy of the records from these discussions kept by the Contractor. All this information must be kept and treated as confidential information by the Contractor.

The Contractor must clearly identify and reference, throughout the final reports submitted to the Departmental Representative, all information identified by companies/municipalities as sensitive or confidential.

The information and documentation provided to the Contractor by Environment Canada shall only be used for the purpose of this contract and shall not be used for any other purposes unless duly authorized by the Departmental Representative. The information shall be destroyed in a manner deemed appropriate by the Departmental Representative upon request.

File and document safekeeping requirement - The Contractor must safely store and securely keep any background material/information or any other material used or obtained during the development of the main report. The documents must be stored following the requirements set out in the Industrial Security Manual (http://ssi-iss.tpsgc-pwgsc.gc.ca/msi-ism/ch5-eng.html). 


VI.	DELIVERABLES AND SCHEDULE

Phase 1
Task 1

1.	The preliminary report on the sampling plan Phase 1 shall describe in detail the recommended approaches and underlying rationale for sampling at each industrial facility (i.e. detailed approach for sample collection, transportation, quality control and quality assurance requirements, etc.). This report shall be provided to the Departmental Representative four (4) weeks after the kick-off meeting of Phase 1. This report shall take into account directions and suggestions provided during the kick-off meeting. The Departmental Representative will review, discuss and approve this report, and confirm with the Contractor prior to commencing the sampling campaign. Comments will be provided by Environment Canada one (1) week after receiving this report.

2.	The Final report on the sampling plan Phase 1 shall be provided to the Departmental Representative six (6) weeks after the kick-off meeting of Phase 1. This report must incorporate all comments/feedback provided by Departmental Representative on the preliminary report on the sampling plan Phase 1.

3.	The sampling schedule report for the sampling campaign shall be provided to the Departmental Representative eight (8) weeks after the kick-off meeting of Phase 1. It shall include, but not be limited to, the following elements: the proposed sampling dates and duration at each facility, including options for duration of each sampling event, which will coincide with the facility’s use of PREPOD and following the sampling plan; the contact person at the industrial facility, and the Contractor sampling team. 


Task 2

4.	The Contractor shall provide confirmation by email of successful completion to the Departmental Representative at the conclusion of each sampling event.  The Sampling Campaign should be completed within fourteen (14) weeks of the kick-off meeting.

5.	The draft final report containing the information and data collected under the sampling campaign shall be due within seventeen (17) weeks after the kick-off meeting of Phase 1. This report should be close to the final report in level of detail. The draft final report shall consider and address all the comments received during the progress of the project.  Comments will be provided by the Departmental Representative two (2) weeks after receiving this draft final report.  

6.	The final report for Phase 1 shall be due within twenty (20) weeks after the kick-off meeting for Phase 1. The Contractor shall take into consideration all the comments provided by the Departmental Representative on the draft final report. An annex to the final report shall contain a summary of all comments provided by the Departmental Representative during the project and how they were addressed. The final report must also include as Annex the list of persons contacted while gathering the information as well as their contact information including email addresses if available, and a copy of the records from these discussions kept by the Contractor as required. Another copy of the final report (same version) that clearly identifies protected confidential business information (CBI) shall be due within twenty (20) weeks after the kick-off meeting of Phase 1. Approval of the final report will be provided by Environment Canada within one (1) week after receiving the final report. The final report in requested format shall be due within twenty-one and half (21.5) weeks after the kick-off meeting of Phase 1. 

Phase 2 (Optional Work)

Task 3

7.	The preliminary report on the sampling plan for Phase 2 shall describe in detail the recommended approaches and underlying rationale for sampling at each municipal WWTP (i.e. detailed approach for sample collection, transportation, quality control and quality assurance requirements, etc.). This report shall be provided to the Departmental Representative four (4) weeks after the kick-off meeting for Phase 2. This report shall take into account directions and suggestions provided during the kick-off meeting of the Phase 2. The Departmental Representative will review, discuss and approve this report, and confirm with the Contractor prior to commencing the sampling campaign. Comments will be provided by Environment Canada two (2) weeks after receiving this report.

8.	The Final report on the sampling plan for Phase 2 shall be provided to the Departmental Representative eight (8) weeks after the kick-off meeting for Phase 2. This report must incorporate all comments/feedback provided by Departmental Representative on the preliminary report on this sampling plan.

9.	The sampling schedule report for Phase 2 for the sampling campaign shall also be provided to the Departmental Representative elven (11) weeks after the kick-of meeting for Phase 2. It shall include, but not be limited to, the following elements: the proposed sampling dates at each municipal WWTP including options for duration of each sampling event, which will coincide with the facility’s use of PREPOD and following the sampling plan, the contact person at each municipal WWTP, and the Contractor sampling team. 


Task 4

10.	The Contractor shall provide confirmation by email of successful completion to the Departmental Representative at the conclusion of each sampling event for Phase 2.  The Sampling Campaign should be completed within a maximum of seventeen (17) weeks after the kick-off meeting of Phase 2. The allowed time to complete this sampling campaign may be reduced depending on the actual number of municipal WWTP to be sampled.

11.	The Draft final report containing the information and data collected under the sampling campaign Phase 2 shall be due within a maximum of twenty (20) weeks of the kick-off meeting for Phase 2. This report should be close to the final report in level of detail. The Draft final report shall consider and address all the comments received during the progress of the project. Comments will be provided by the Departmental Representative two (2) weeks after receiving this draft report.  

12.	The final report for Phase 2 shall be due within twenty-three (23) weeks of the kick-off meeting for Phase 2.  The Contractor shall take into consideration all the comments provided by the Departmental Representative on the Draft final report. An annex to the final report shall contain a summary of all comments provided by the Departmental Representative during the project and how they were addressed. Another copy of the final report (same version) that clearly identifies protected confidential business information (CBI) shall be due within a maximum of twenty-three (23) weeks of the kick-of meeting for Phase 2. Approval of the final report will be provided by Environment Canada within two (2) weeks after receiving the  final report. The final report in requested format shall be due within thirty-five (25) weeks of contract signing. 

The final schedule of deliverables will depend on the starting date and shall be determined and agreed upon based on an initial meeting with the Contractor.