Grain Seed Testing

Trade Agreement: Canadian Free Trade Agreement (CFTA)
Tendering Procedures: All interested suppliers may submit a bid
Competitive Procurement Strategy: N/A - P&A/LOI Only
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

1. Purpose and Nature of the Request for Information 

A Request for Information (RFI) is used when detailed information and feedback are required from suppliers. The purpose of an RFI is to gain familiarity with the current market for a particular supply or service and to gather information in a formal, structured, and comparable way. An RFI outlines a potential requirement and request suppliers to describe their ability to satisfy the requirement and to provide ideas and suggestions on how the eventual solicitation might be structured. 

This RFI is neither a call for tender nor a Bid Solicitation. No agreement or contract will be entered into based on this RFI. The issuance of this RFI is not to be considered in any way a commitment by the Government of Canada, nor as authority to potential respondents to undertake any work that could be charged to the government of Canada. This RFI is not to be considered as a commitment to issue a subsequent solicitation or award contract(s) for the work described herein.

The RFI process may help in the decision making process by developing a well-conceived solicitation document and clarifying the competitive requirements. The RFI may not be used as a source selection method to procure a supply or service. It is an information request, not binding on either the supplier or the purchaser, and is often used prior to specific requisitions for items. Responses collected as part of this RFI will be used to assist the Canadian Food Inspection Agency (CFIA)  in finalizing its plans for the requirement and in developing achievable objectives and deliverables.

On behalf of the CFIA, Public Services and Procurement Canada (PSPC) is seeking laboratory feedback on the ability to conduct grain export testing as outlined in the Recognition of Export Grain Analysis by Authorized Laboratories (REGAL) program under contract with the CFIA. 

Feedback from laboratories will assist the CFIA to:

a) Determine whether to proceed with the requirement as planned; and
b) Refine the requirements definition, project structure, timelines, cost estimates, and other aspects of the requirement.

The objectives of this RFI are to:

a) Provide the laboratories with the opportunity to assess their ability to fulfill the requirement
b) Provide the laboratories with the opportunity to express their interest in becoming an authorized REGAL laboratory; and
c) Solicit knowledge and best practices with regard to existing processes and capabilities that would increase the likelihood of a successful outcome of this method of supply. 

Respondents are encouraged to identify, in the information they share with the government of Canada, any information that they feel is proprietary, third party or personal information. Although the information collected may be provided as commercial-in-confidence (and, if identified as such, will be treated accordingly by the government of Canada), the government of Canada may use the information to assist in drafting performance specifications (which are subject to change) and for budgetary purposes. Please note that the government of Canada may be obligated by law (e.g. in response to a request under the Access of Information and Privacy Act) to disclose proprietary or commercially-sensitive information concerning a respondent (for more information: http://laws-lois.justice.gc.ca/eng/acts/a-1/).

Participation in this RFI is encouraged, but is not mandatory. There will be no short-listing of potential suppliers for the purposes of undertaking any future work as a result of this RFI. Similarly, participation in this RFI is not a condition or prerequisite for the participation in any potential subsequent solicitation. Respondents will not be reimbursed for any cost incurred by participating in this RFI.

2. Background Information

Each year, the amount of grain sampling and testing completed in Canada increases relative to the demand for export activities. To date, the majority of grain testing activities have been conducted by the CFIA. To ensure grain testing is delivered effectively and efficiently, the CFIA is exploring alternative options to support export certification activities, and potential growth. 

Currently, exporters can have their grain export samples tested either by the CFIA or by an authorized REGAL laboratory, for a fee. Launched in 2017, the REGAL program initially tested grain shipments destined for China, India, Mexico and Vietnam. As of June 1, 2020, the scope now includes over 100 countries. Currently, the REGAL program provides a testing alternative for grain export shipments by CFIA authorized private laboratories that are part of the program (Accredited Seed Labs or ISO/IEC 17025 laboratories that meet the program standards).

The CFIA is gathering information to determine the capability/capacity of the REGAL program laboratories to provide grain export testing services of samples in support of phytosanitary certification by the CFIA. Tests conducted by an authorized REGAL laboratory include:

-Detection of live insects
-Percentage soil analysis
-Detection of specific weed species

Exporters are responsible for ensuring that their grain undergoes the correct testing to meet the importing country's requirements by communicating these requirements to the laboratory providing the needed services. It is important to note that regardless of whether the testing is delivered by the CFIA or an authorized REGAL laboratory, the CFIA  remains the only competent authority in Canada to issue phytosanitary certificates.  

3. Laboratory Authorization Process and Timelines

There are currently eight (8) CFIA-authorized REGAL laboratories permitted to test for live insects, percentage soil and/or specific weed seeds for grain shipments destined to any country. A listing of the current CFIA-authorized REGAL labs is within Appendix B in this document. 

The timeline for a laboratory to become authorized by CFIA under the REGAL program is approximately 8 months.  The CFIA can authorize the following types of service providers:

-Canadian ISO/IEC 17025 accredited laboratories
-Canadian CFIA-accredited seed laboratories in the Seed                 Laboratory Accreditation and Audit Protocol (Seed LAAP) program that have purity testing (other seed determination) for the applicable crops in their scope of accreditation
 
The CFIA has built standards into the REGAL program as part of its oversight role to ensure that authorized private laboratories provide the same level and quality of service as CFIA laboratories. All private authorized laboratories are subject to regular audits and monitoring to ensure the CFIA's grain export program objectives are met, and that they continue to adhere to Canada's export requirements. 

Parties interested in pursuing an application to become an authorized testing facility by the CFIA under the REGAL program under this potential method of supply (i.e., contract) must send an e-mail to cfia.ssts-ssts.acia@canada.ca no later than 30 days from the closing date of this RFI (01 October 2020).

4. Estimated Volumes

Since the launch of the REGAL program, the number of samples sent to REGAL laboratories has increased from 409 samples (2018-19) to 1830 samples (2019-20). The CFIA cannot guarantee the volume of samples that will be sent to authorized REGAL laboratories due to frequently changing export requirements and shipment volumes. However, based on the current expanded scope, the potential test volume is estimated to be approximately 50,000 samples per year. It is important to note that not all samples would require all three types of tests:

-100% of samples require percentage soil and live insect analysis; and
-Approximately 30% of samples require live insect, percentage soil, and detection of specific weed seeds.   

5. Security Requirement

There are no security requirements.

6. Legislation, Trade Agreements, and Government Policies

The following is indicative of some of the legislation, trade agreements and government policies that could impact any follow-on solicitation(s):

a) Canadian Free Trade Agreement (CFTA)
b) Federal Contractors Program for Employment Equity (FCP-EE)
c) Canadian Content (Solely Limited)

7. One-on-One sessions and Group sessions 

The Government of Canada may host one-on-one and/or group sessions with interested parties once the RFI has closed. The sessions could be an opportunity for interested parties to pose and address questions with regards to this RFI, and to provide comments and suggestions with regards to the ability to analyze samples under the REGAL program, turn-around times  and associated costs.

Once all RFI responses are received, the Standing Offer Authority may contact any interested parties with an official invite to participate in a one-on-one or group session, likely teleconference. Participation in the one-on-one and group sessions is not mandatory.

8. Schedule

In providing responses, the following schedule should be utilized as a baseline:

a) RFI posting - August 2020
b) Analyze the responses of the RFI - October 2020
c) RFP Solicitation Period - 8 months after the posting of the RFI

9. Important Notes to Respondents

Interested Respondents may submit their responses to the PSPC Contracting Authority, identified below, preferably via email:

Blaine MacNeil
Supply Specialist 
Training and Specialized Services, Acquisition Branch
Public Services and Procurement Canada
902-403-3918
blaine.macneil@pwgsc-tpsgc.gc.ca

Respondents must submit their feedback in one of Canada’s official languages. Suppliers should submit only pertinent information in response to this request. The inclusion of general marketing or technical manuals is discouraged, unless they provide specific information that has been requested in this document and is cross-referenced.

A point of contact for the Respondent should be included in the package.

Changes to this RFI may occur and will be advertised on the Government Electronic Tendering System. The Government of Canada asks Respondents to visit Buyandsell.gc.ca regularly to check for changes, if any.

10. Closing date for the RFI

Responses to this RFI should be submitted by e-mail to the PSPC Contracting Authority identified above, on or before closing date.

11. Expected Response to this Request for Information - Supplier Information
The intent of this request for information is to elicit feedback from the industry in regards to the requirement for the purposes described above. Interested suppliers should provide:

a) Organization name;
b) Procurement Business Number (if any);
c) Contact name, telephone number and e-mail address;
d) Any responses you have to the below noted questions; and
e) Any other information that you feel to be relevant to this RFI.

A representative of the Government of Canada may contact any respondents directly for the purpose of seeking clarification or elaboration on any information that is provided.

Please see attachments below for additional information. 

Delivery Date: Above-mentioned

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.