Research Requirements Document - Call for Letters of Intent 2008/09

Research and Innovation Branch
Ontario Ministry of Agriculture, Food and Rural Affairs
1 Stone Road West, Guelph, Ontario N1G 4Y2
Tel: 1-888-466-2372 Ext. 64554 or 519-826-4554
Fax: 519-826-4211
Email: research.omafra@ontario.ca

Food Safety Research Program

SECTION ONE: Summary of Program Requirements
1.1. Introduction
1.2. Program Management and Application Process
1.3. Eligibility Information
1.4. Funding Available and Length of Projects
1.5. Collaboration and Leveraging
1.6. Eligible Expenses
1.7. Review of Letters of Intent
1.8. Intellectual Property
1.9. Disseminating Research Results
1.10. Collection Notice - FSRP Application Form
SECTION TWO: Research Priorities
SECTION THREE: Directions for Completing Letter of Intent
APPENDIX ONE: Food Safety Research Program Letter of Intent

SECTION ONE: Summary of Program Requirements

1.1. Introduction

The Food Safety Research Program (FSRP) was announced in February 2001, as part of the Ontario Food Safety System, an initiative of three Ontario ministries: Ministry of Agriculture, Food and Rural Affairs (OMAFRA), Ministry of Natural Resources (MNR) and Ministry of Health and Long Term Care (MOHLTC). The FSRP was designed as an open, competitive research fund with the purpose of enhancing food safety in Ontario through state-of-the-art research.

OMAFRA recognizes the need for Ontario to keep pace with changes in scientific information, technology, consumer behavior, consumer lifestyles and industry practices. Consequently, OMAFRA will continue to modernize its approach and role in the food safety system, to increase the effectiveness of the provincial system, further safeguard public health, increase consumer confidence, enhance industry competitiveness and improve the marketability of Ontario's agri-food products.

The overall goals are to have:

o A modernized, science-based food safety system founded on the principles of risk analysis and risk management
o A seamless system that covers the food chain from field to fork
o A market-friendly system consistent with Ontario's trade responsibilities and industry needs

The information generated from the research projects funded through this program will help scientists carry out systematic assessments of risk to public safety. It will support the implementation of HACCP and quality assurance programs throughout the food chain. It will also provide diagnostic tools to support field and laboratory testing for regulatory programs.

To date the FSRP has allocated $6.3 million to 66 food safety research projects at a number of research institutions. Descriptions of funded research projects are available from the web site: http://www.omafra.gov.on.ca/english/research/foodsafety/.

The Food Safety Research Program invites qualified applicants from private and public sector organizations to submit research proposals for consideration. It is anticipated that the program will enhance knowledge and technology in food safety to assist in the development of science and risk-based food safety policies and systems.

Funding for the 2008/09 program year is $500,000, with a total eligible amount per project of $100,000. OMAFRA strongly recommends researchers obtain matching funding from relevant industry, provincial and federal agencies and research institutions.

1.2. Program Management and Application Process

A call for proposals for the Food Safety Research Program is issued on an annual basis by the Research and Innovation Branch of OMAFRA, who is responsible for managing the program. The call for letters of intent outlines research priorities, eligibility requirements and application procedures.

The Food Safety Research Program uses a two-stage application process. Stage One involves the submission of a Letter of Intent in which researchers provide an outline of their research proposal. Letters of Intent are assessed based on established review criteria (see section 1.7).

Applicants successful at the letter of intent stage are invited to submit a full proposal as the second stage of the application process. Information on the full proposal format and deadlines will be provided to successful applicants only.

Letters of Intent must be completed using the form provided on the website. The document can be downloaded from the OMAFRA website (http://www.omafra.gov.on.ca/english/research/foodsafety/) or obtained by calling the Research and Innovation Branch, OMAFRA, at 519-826-3976.

Instructions to complete the application form are provided in SECTION THREE of this document. In order to be considered for further assessment, all parts of the application form must be completed,

The applicant is required to submit an original, signed, unbound paper copy of the Letter of Intent form, 10 copies and an electronic copy on CD or 3-1/2' floppy disk to: Khatera Safi, Research and Innovation Branch, Ontario Ministry of Agriculture, Food and Rural Affairs, 2nd Floor NW, 1 Stone Road West, Guelph, Ontario N1G 4Y2.

Electronic mail and/or faxed copies of Letters of Intent will not be accepted.

The deadline for receipt of signed Letters of Intent is Friday, July 18, 2008 at 4:00 p.m. Late application submissions will not be accepted.

Electronic applications will not be accepted as placeholders for late or pending original paper applications.

Food Safety Research Program - Timetable

May 23, 2008 Announcement of Call for Letters of Intent
July 18, 2008 Letter of Intent must be received by OMAFRA office
September 2008 Notification about the status of Letter of Intent
November 2008 Full proposals must be received by OMAFRA office
January 2009 Notification about the status of Full Proposal

Approved projects must not commence until all conditions have been met and approved by the OMAFRA.

Pre-submission Consultation

A pre-submission consultation will be held for potential applicants on Tuesday, June 17, 2008, 1:00 - 3:00 p.m. at 1 Stone Road West, Guelph, Boardroom 405. The consultation will involve a short overview of the program and application procedures and provide an opportunity to ask questions of staff responsible for the program. If you wish to attend, please contact Khatera Safi (Khatera.safi@ontario.ca).

If you have questions regarding this program, please direct them to Stacy Favrin, Research Analyst, at 519-826-3976 or email Stacy.favrin@ontario.ca .

1.3. Eligibility Information

Universities, research institutes, industry, government agencies and partnership networks with demonstrated capacity to perform quality research are invited to submit a Letter of Intent.

Letters of Intent need to focus on food safety issues categorized in one or more of three broad priority areas:
o Development/validation of testing methods for pathogen and chemical detection in food and water
o Data to support risk assessment / risk assessments, including identification of emerging hazards and contaminants
o Risk management and control in food safety

Research priorities are described in SECTION TWO of this document. All applicants must clearly indicate how the proposed research will provide significant benefits to the food safety system in Ontario. In addition, the project must be well defined in duration, objectives and scope.

Projects may not be funded in all priority areas.

Letters of Intent from applicants outside the province of Ontario will be considered. All applicants must clearly indicate how the proposed research will provide benefits to Ontario's food safety system.

Researchers with overdue reports that have been funded by any OMAFRA funded research program will not be eligible for FSRP funding until outstanding reports have been submitted, and approved as satisfactory.

1.4. Funding Available and Length of Projects

The FSRP recognizes the potential for a range of funding needs depending on the focus of the project. Funding of up to a maximum of $100,000 (including overhead service costs) per project is available. Projects that are between six months and two years in length will be considered.

Researchers that are successful at the Letter of Intent stage will be invited to submit a full proposal. An invitation to submit a full proposal is not an indication that the proposal will be funded.

The research institution is responsible to ensure that sufficient funding is secured to complete the project. If a project exceeds the approved budget, the research institution must raise any additional funding needed to bring the project to completion. Additional funding will not be available for project completion through this program.

1.5. Collaboration and Leveraging

Collaboration between stakeholders, such as universities, industry and government, that will advance the quality of the proposed research is an important aspect of this program. Applicants are also strongly encouraged to obtain matching funds for this program. Both cash and in-kind contributions can be counted toward matching funds. Collaboration and potential sources of matching funds must be outlined in the Letter of Intent. All researchers invited to submit full proposals must submit letters verifying the type of support provided or collaboration to be undertaken (e.g. cash, in-kind, use of equipment, patented technologies, expertise, etc.), indicate whether it is confirmed or under consideration, and how the support and/or collaboration will contribute to the project's ability to address the program's research priorities.

1.6. Eligible Expenses

Maximum funding available per project is $100,000, which includes a maximum indirect cost (overhead) of 25 per cent For example, using the maximum allowable for a $100,000 project, the approved direct costs would be $80,000 and the indirect costs would be $20,000 (25 per cent).

However, Ontario academic institutions and research institutes are eligible for additional indirect costs (overhead) of up to 15 per cent, allowing for maximum indirect costs (overhead costs) of up to 40 per cent. This is not a program change, but simply reflects a consolidation of 'indirect cost' support currently available.

Overhead service costs must be calculated and indicated clearly in the project budgets.

Table One must be filled out to include Eligible and Ineligible Expenses; please obtain from Stacy Favrin (519 826 3976, stacy.favrin@ontario.ca)

1.7. Review of Letters of Intent

A review panel of OMAFRA representatives will evaluate the Letters of Intent using the following criteria:

o The relevance to current issues in food safety and the fit to the research priorities described in this document
o The anticipated contribution to improving the food safety system in Ontario
o The research capabilities of the researcher and establishment
o The research collaborations established and funding leveraged
o The clarity and feasibility of the experimental plan
o The appropriateness of the proposed budget

In addition, a database search and review of relevant literature will be conducted to ensure equivalent research is not in progress or has not been completed elsewhere.

1.8. Intellectual Property

Title to all intellectual property resulting directly from research funded through the Food Safety Research Program will remain with the researcher with the following exceptions and exclusions:

1. The research being funded through the program is associated with research funded under a prior agreement such as the OMAFRA/University of Guelph Agreement; and
2. OMAFRA has stated that a prior agreement is to be used to decide ownership of the intellectual property.

The researcher must report to OMAFRA any third party contributions to the research project. Any background intellectual property to be used in the project must be communicated to OMAFRA and covered under a written agreement.

The Government of Ontario requires a gratuitous, perpetual, non-exclusive license to use the intellectual property for non-commercial breeding, education, research and publication purposes.

Research institutions may assign intellectual property to firms or affiliated research organizations if they determine that the other party can maximize returns to Ontario, subject to Agricultural Research Institute of Ontario's (ARIO) license rights.

Commercialization and protection of the intellectual property will be the responsibility of the researcher. In the project's final report, the researcher must disclose any new intellectual property discovered during the research project and identify any technology capable of being commercialized to OMAFRA.

If the technology is determined to be commercially viable, the researcher must make reasonable efforts to commercialize the technology in a manner that maximizes benefits to Ontario. The researcher is responsible for all costs associated with protection and commercialization of intellectual property. The researcher will retain revenues generated from patents, licenses or royalties.

1.9. Disseminating Research Results

OMAFRA encourages researchers to commercialize the results of their research where possible. If researchers anticipate that the proposed research will result in new intellectual property, they must detail their plans to protect and commercialize the intellectual property in the proposal. OMAFRA recognizes that broad dissemination of the research results may compromise the ability of researchers to protect and commercialize intellectual property. In this case, OMAFRA will work with researchers to ensure an appropriate level of communication is undertaken.

Where the knowledge or data generated is not intended for commercialization, OMAFRA is committed to ensuring public access to research results. Information about the project will be made available on the OMAFRA web site and may be communicated in other government publications and information sessions. Successful applicants are encouraged to publish their results in the appropriate journals and, if appropriate, communicate findings to stakeholders and/or the general public.

1.10. Collection Notice - FSRP Application Form

Personal information on Letter of Intent form is collected under the authority of the Ministry of Agriculture, Food and Rural Affairs Act, R.S.O. 1990, c. M.16 for the administration of the Food Safety Research Program. It will be used to evaluate applications and select projects for program funding, as described in the Call for Proposals. Questions about this collection should be directed to Stacy Favrin, Research Analyst, Research and Innovation Branch, OMAFRA, 1 Stone Rd. West, Guelph, Ontario N1G 4Y2, phone 519-826-3976.

SECTION TWO: Research Priorities

Development/Validation of Testing Methods for Pathogen and Chemical Detection in Food and Water

The program will consider supporting research focused on the development and or validation of novel methods for the detection of pathogens and chemicals that are simple, inexpensive, rapid, have very low detection levels, and are applicable to multiple pathogens/chemicals.

Potential research focus areas include development of rapid, simple, sensitive and cost effective methods for the detection of enteric human pathogens and chemical hazards (eg. drug residues), including methods that:

• Support inspection activities, and regulatory and non-regulatory programs
• Are field-deployable (non-laboratory) methods (i.e. applicable in farm settings)
• Are suitable for sensitive and perishable products with limited shelf life (i.e. produce, ready-to-eat foods)
• Address emerging hazards
• Address farm-to-fork food system safety

Data to Support Risk Assessments/Risk Assessments

Government, industry, academia and consumers require objective, science-based evidence to assess the risk to food safety. The program will support studies focused on the development of data to support risk assessment, including the identification of emerging hazards and contaminants. The improved and new data will help government develop policies and programs related to monitoring, surveillance, inspection and education to ensure a safe food supply.

Research proposals are invited which address longitudinal studies along the food chain (following food from farm to retail or portion thereof ) to determine points where the greatest risk occurs, and where the most effective risk control measures could be put in place (this could apply to any food/commodity).

Risk Management and Control

Contamination can occur at any point in the food chain. In many cases, it is preventable. Decreasing the potential for contamination involves strategies that can be used by government, industry and consumers to prevent, control, reduce or eliminate contamination. Strategies may involve scientific, technological or human behavior elements. Research is required to investigate and provide practical information that can be used to improve food safety management programs.

Research proposals are invited which address the identification, evaluation and/or verification of the most cost-effective methods of reducing the most common and serious foodborne microbiological hazards. Examples may include surveillance and detection, on-farm food safety practices, livestock production systems, enhanced biosecurity, and alternative processing technologies. Research proposals may also be designed to determine the most effective strategies that would result in positive change regarding food safety practices. What are the best and most economical methods to educate producers and processors and encourage them to implement good agricultural and manufacturing practices?

SECTION THREE: Directions for Completing Letter of Intent

Letters of Intent for the Food Safety Research Program must be completed using the application form provided in this document. An electronic version of the application form can be downloaded as Word document from the OMAFRA web site at http://www.omafra.gov.on.ca/english/research/foodsafety/index/.

The application form for the full proposal will be provided only to the applicants who are successful at the Letter of Intent stage.

All sections of the Letter of Intent form must be completed. Letters of Intent not following the format (including the word limits), or not complying with the program criteria and application procedures outlined in this document will be rejected.

Some key areas of the application are:

Principal Researcher C.V. (200 words) - Outline relevant expertise and experience and indicate three to six publications pertinent to the proposed research.

Abstract (50 - 100 words) - Provide information on the project objectives, targeted research area, methodology and expected outcomes.

Objectives, deliverables, and milestones of project (200 words or less) - Be specific and ensure the objectives/deliverables are measurable.

Methodology/Experimental design (200 words) - Provide sufficient detail so the likelihood of success of the project can be determined.

Rationale and benefits to the food safety system in Ontario (200 words) - This section should describe the scientific or technical problem being addressed in this proposal and why OMAFRA should support it. It should briefly summarize current knowledge and how the proposal will advance the knowledge or technology in this area. The benefits to the food safety system in Ontario must be clearly described.

Budget - Please provide a brief summary (operational, salary and overhead expenses) of the proposed budget for the project, including total project budget and the amount requested from the Food Safety Research Program.

Salary for permanent researchers and technicians and cost of facilities are not eligible for funding. Specific term employees such as graduate students, post doctorate fellows, contract technicians and students are eligible to the extent of their direct participation in the project. Disposable and project-related rentals are allowed. The value of in-kind contributions should be included in the application, but will remain at the discretion of the review committee.

Successful applicants will be required to provide a detailed budget as part of the full proposal.

Peer Reviewers - Please provide contact information for three peer reviewers who may be contacted if a full proposal is invited.

Declaration - signatures are required from the principal researcher, department head and administrative authority, indicating their support for the proposal.

APPENDIX ONE: Food Safety Research Program Letter of Intent

Food Safety Research Program 2008/09 - Letter of Intent Form

Submission Deadline: Friday, July 18, 2008; 4:00 p.m.

It is the responsibility of the submitting institution to ensure that the application has been received by OMAFRA, Research and Innovation Branch, by the above indicated deadline.

Food Safety Research Program 2008/09
Letter of Intent

Instructions:

This application is for the Letter of Intent stage and must be submitted in the following format. Applicants who are successful in the Letter of Intent selection process will be eligible to submit a full proposal. The format for full proposals will be supplied to those applicants. An invitation to submit a full proposal does not guarantee approval for funding.

All sections of the Letter of Intent form must be completed. Letters of Intent not conforming to the following format, including those with extra information, risk rejection.

I. Project Title (120 characters maximum)

II. Which priority in the call for proposals will this research address? (Select one)

___ Development / Validation of Detection Methods

___ Risk Assessment (Data for Risk Assessment)

___ Risk Management and Control

III. Principal Researcher

Name:

Title:

Organization:

Mailing Address:

Telephone:

Fax:

Email:

IV. Principal Researcher C.V. (200 words - relevant expertise, experience and 3 - 6 publications pertinent to this study)

V. Other Research Team Members

Name:

Organization:

Name:

Organization:

VI. Abstract (50-100 words)

VII. Proposed Project Start and Completion Date

Start Date: __/__/____
(dd/mm/year)

Completion Date: __/__/____
(dd/mm/year)

VIII. Objectives, Deliverables, and Milestones(point form -- maximum 200 words)

Objectives:

Deliverables:

Milestones:

IX. Methodology/Experimental Design (200 words maximum)

X. Rationale and Benefits to Ontario Food Safety System - research outcomes (200 words maximum)

XI. Estimated Total Project Budget (Operating, Salary, Travel and Overhead Expenses)

XII. Funding requested from the Food Safety Research Program

XIII. Stakeholders that have been/will be approached to participate/support the project (financial, in-kind)

Please suggest three peer reviewers in the event a full proposal is invited.

Suggested Peer Reviewers

Name
Title
Organization
Department
Mailing Address
Telephone
Fax
Email

Name
Title
Organization
Department
Mailing Address
Telephone
Fax
Email

Name
Title
Organization
Department
Mailing Address
Telephone
Fax
Email

PERSONAL INFORMATION PROTECTION AND ELECTRONIC DOCUMENTS ACT

The Personal Information and Electronics Document Act (PIPEDA) is federal government legislation that sets out rules that organizations must abide by when collecting, using or disclosing personal information in the course of commercial activity.

DEFINITIONS

"PIPEDA" means the Personal Information Protection and Electronics Act, S.C. 2000, c.5, including any future amendments thereto;

"PIPEDA Protected Information" means any "Personal Information" or Personal Health Information", as defined under PIPEDA.

PIPEDA COMPLIANCE

The Applicant represents and warrants that (a) it shall preserve the PIPEDA compliance of all PIPEDA Protected Information transferred to it by the Ministry of Agriculture, Food and Rural Affairs (referred to as OMAFRA); (b) it shall ensure that PIPEDA compliance of all PIPEDA Protected Information it collects in the course of developing and submitting the attached research proposal; and (c) it shall ensure the PIPEDA compliance of all PIPEDA Protected Information that it transfers to the Ministry.

__________________________________
Signature

_____________________

Date

__________________________________
Name (please print)

XIV. Declaration:

I confirm that I have read the Food Safety Research Program Call for Proposals document and that:

a) The Ontario Ministry of Agriculture, Food and Rural Affairs may show this application to third parties for the purposes of obtaining expert opinion on its merits.
b) I approve the work as outlined in the proposal and confirm that the space and facilities are available to the researcher to carry out the proposed research.
c) If successful, the work will be administered and completed according to OMAFRA's contractual arrangements.
d) The information contained in this application is correct.
e) I understand that this is a letter of intent and that full proposals will only be accepted by invitation.

(1) Principal Researcher
Name

Organization

Date

Signature

(2) Head of Department
Name

Organization

Date

Signature

(3) Administrative Authority (person responsible for administering contract and payment)
Name

Organization

Date

Signature

Submission Deadline: Friday, July 18, 2008; 4:00 p.m.

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