Western Economic Diversification Canada
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5. How to Apply

5.1 Canada 150 Community Infrastructure Program in Western Canada

The Canada 150 Community Infrastructure Program will be delivered by the Government of Canada via the Regional Development Agencies. Western Economic Diversification on behalf of the Government of Canada will deliver the Canada 150 Community Infrastructure Program in Western Canada.

5.2 Call for Proposals

In Western Canada the Canada 150 Community Infrastructure Program will be delivered through a Call for Proposals process where applicants will have 30 days from the beginning of the application period to submit their application.

Applicants are strongly encouraged to apply online.

No applications will be accepted outside the application period. Saved applications that have not been submitted prior to the end of a deadline period will not be accessible and cannot be assessed by Western Economic Diversification. Signing and submitting the application form does not constitute a commitment from Western Economic Diversification for financial assistance.

5.3 When to Apply

Western Economic Diversification will be accepting applications to the Canada 150 Community Infrastructure Program from Tuesday, May 24, 2016 until Wednesday, June 22, 2016.

The online application portal will close at 1:00 p.m. Pacific Time/2:00 p.m. Mountain Time/3:00 p.m. Central Time on Wednesday, June 22, 2016.

5.4 Application Requirements

Western Economic Diversification requires the items below for assessment and may require additional documentation and information for more detailed assessment. Applicants must submit:

  • A completed Canada 150 Community Infrastructure Program Application Form for western Canadian applicants;
  • Your most recent annual financial statements that demonstrate your organization is financially self-sustaining;
  • Evidence of confirmed sources of funding; and
  • If relevant, a copy of your lease agreement and permission from the owner to undertake renovations.

Additional materials that an applicant may wish to provide to support their application include:

  • For projects undertaking an expansion, proof (such as blueprints) that the expansion is less than 30% of the existing square footage/footprint;
  • Copies of engineering studies that confirm the need for the upgrades;
  • Letters of support;
  • Detailed budget (by fiscal year that starts April 1 and ends March 31);
  • Detailed project cash flow (provide a breakdown of costs by month, starting April 1, 2016 and ending March 31, 2018.);
  • Functional plans, timelines, Gantt charts, drawings and blueprints of the renovation being planned;
  • Any permits required for the renovation;
  • Any environmental permits or assessment required for the renovation;
  • Documentation acknowledging construction readiness (e.g., construction permits); and
  • Charter Document with a seal that grants Branch status and is signed and witnessed (for unincorporated Legions).

Consult the Application Form Instructions (Section 11) to ensure that your form is completed correctly and all required documentation is included.

5.5 Project Funding Requirements

The amount of funding requested under the Canada 150 Community Infrastructure Program cannot exceed 50% of the total costs of a project, up to a maximum of $500,000. The remaining 50% of the total project costs must be matched by the applicant directly or by other funders. Preference will be given to projects that have confirmed funding in place for the other 50% of total project costs. Funding will only be considered confirmed with written documentation from the source.

Please attach proof of all sources of non–Western Economic Diversification funding that have been confirmed for your project and the source(s) of funding. Western Economic Diversification considers the following as sources of confirmed funding:

  • Letters of confirmation;
  • Motion/resolutions/minutes approving commitment of funding;
  • Signed agreements; and
  • Financial and/or bank statements that clearly show available funds (e.g., cash on hand).

5.6 Saving and Submitting Your Application

All applicants are strongly encouraged to use Western Economic Diversification's online application tool to apply for funding.  An online application can be saved, allowing you to complete it in more than one session. All applications must be submitted before 1:00 p.m. Pacific Time/2:00 p.m. Mountain Time/3:00 p.m. Central Time on Wednesday, June 22, 2016.

Saving your application form

  • Save your application as soon as you can - To do so, the following nine fields on the application form need to be completed so that Western Economic Diversification can find the saved application if you require technical support.
     
    • Question 1. Full legal name of your organization;
    • Question 19. Salutation;
    • Question 20. First name;
    • Question 21. Last name;
    • Question 22. Job title;
    • Question 23. Email address;
    • Question 24. Telephone;
    • Question 33. Project Title;  and
    • Question 38. Province.
  • Save frequently – This will help prevent you from losing data that you have inputted in the event there is an Internet interruption or your session is timed out.

Accessing your saved application form

Once you have successfully saved your application, an email will be sent to the email address of the Primary Contact (Question 23 in the Application Form). If the Primary Contact is not the person completing the application, he/she must forward this email to the individual who is. You can only access your saved application with the information (weblink) included in this email, therefore it is critical that you save this email.

Upon receiving your "saved" project application email from WD, please do the following:

  • Click on the Application Retrieval Link included in the "saved" email.
  • You will require a GCKey to open your saved application.
    • A GCKey is a unique username and password that allows access to, and protects your communication with, online Government of Canada programs and services.
    • Detailed instructions on using a GCKey are available.
  • If you do not already have a GCKey, you can register for one when opening your saved application for the first time.
    • Step 1. Select the "Continue to GCKey" button (this will be the second option on your screen).
    • Step 2. Select the "Sign Up" button on the right-hand side of the GCKey login page.
    • Step 3. Follow the instructions on your screens to create a username and password.
  • Once you have registered for a GCKey, select the "Continue to GCKey" button and input your username/password.
    • WD recommends that you create a new (separate) GCKey for each individual application you submit to Western Economic Diversification.  Creating a unique GCKey for each application allows you to share the GCKey with others in your organization who may need to view the application. In the event another individual must gain access to the saved application, sharing the GCKey is at your organization's risk and discretion. As such, we do not recommend using the Sign-in Partner method using financial institutional partners; however, this option is available for those who prefer it.

It is important to note the following:

  • You must save the link contained in the email you receive from WD after saving your application for the first time to retrieve a saved draft of your application. You will not receive another email when saving your work in the future.
  • Once you have accessed the saved application form with your GCKey, only that GCKey will be able to access the form. Therefore it is important that you do not lose your GCKey username and password.
  • In the event another individual must gain access to the saved application, sharing the GCKey is at your organization's risk and discretion.
  • It is important to remember your GCKey username as it cannot be retrieved if lost. In the event your GCKey username is lost, a new application will have to be started.
  • If you experience technical difficulties related to accessing your saved application form, please contact Western Economic Diversification Regional Offices.
  • You must click the "Validate/Submit" button at the top of the application form to formally submit your application to WD. A "saved" application that is not formally submitted will be considered incomplete and will not be considered for funding.
  • Once you submit your application, you can no longer re-open the form. Be sure to either print a copy or convert it to PDF and save before you submit.

Additional Tips:

  • Always save your application form once the minimum number of fields for saving is complete.
  • Always save regularly as the online form does not automatically save.
  • Logout when you are finished with the form for the day.
  • If you are using two separate GCKeys for any reason, you may need to clear your computer browsing history when logging out from one saved form and logging into another.

If you are unable to submit your application using the online application tool, contact a Western Economic Diversification Regional Office for assistance. Contact information for Western Economic Diversification Regional Offices can be found here. It is recommended that applicants retain their GCKey information as it may be used for reporting purposes if an application is approved.

Submitting your application form

  • Save a final version of your application using the "Save" button at the top of the application form. Please ensure you have attached all required additional documentation (See Section 5.4 for a complete list).
  • Print a copy for your records.
  • Select the "Validate/Submit" button at the top of the application form to formally submit your online application to WD. Once the validation of your application is complete you will have to select a second "Submit" button.
  • The Primary Contact will receive a confirmation email upon successful submission. If you do not receive this confirmation email within 24 hours of submitting please contact a Western Economic Diversification Regional Office. A "saved" application that is not formally submitted will be considered incomplete and will not be considered for funding.

5.7 Use of a Competitive Bidding Process

Western Economic Diversification has no obligation to make a contribution toward any purchase above $50,000 unless the successful applicant demonstrates, to the satisfaction of the Minister, that:

  • The supplier is selected through a competitive process based on best value and project requirements; or
  • The selection of a sole source supplier is justified.

Related party transactions are ineligible (e.g., hiring family of a board member and/or management or hiring a contracting company that is owned by board member) and cannot be reimbursed, therefore a competitive process is required.

5.8 Signage Requirements

The Government of Canada's contribution to a Canada 150 project must be acknowledged so Canadians can easily identify projects contributing to jobs, growth and prosperity in their community.

Canada 150 Recipients are responsible for producing and displaying an official sign at the location of their project. The cost of signage for a project is an eligible project cost, and should be included in Question 59 on the Application Form (and listed in the project budget if one is being submitted).

To assist Recipients with this process, signage guidelines that outline the federal requirements in further detail will be provided. These guidelines have been customized by project size [i.e., a small project (less than $249,999 contribution from the Canada 150 Community Infrastructure Program); and a large project ($250,000 - $500,000 contribution from the Canada 150 Community Infrastructure Program)]. Western Economic Diversification will send Recipients (via email) the necessary high resolution graphic files to assist in the production of suitable signage (in accordance with federal standards).

In exceptional cases, Recipients may be permitted to display a Canada 150 graphic on their organization's website home page instead of posting a sign at the project site. This would require prior approval from Western Economic Diversification and would only be considered in rare cases where the project is located in an extremely remote location and the cost of creating and transporting a sign would be prohibitive.

Recipients are required to post the signage during the lifetime of the Canada 150 Community Infrastructure Program (until March 31, 2018).

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6. Official Languages

Western Economic Diversification is committed to providing quality service to all applicants and funding Recipients in the official language of their choice. In cases where the Canada 150 Community Infrastructure Program projects benefit members of both official language communities:

  • The project's design and delivery will respect the obligations of the Government of Canada as set out in Part VII of the Official Languages Act through consultation with the Official Language Minority Community; and
  • Where appropriate, equitable services and benefits will be made available in both official languages either directly through the funded activities or through an alternative arrangement, in compliance with the Official Languages Act.

7. Environmental Assessment Compliance

Projects involving physical works may be subject to the Canadian Environmental Assessment Act, 2012. Recipients of Canada 150 Community Infrastructure Program funding will be responsible for obtaining all certificates, consents, permits and approvals required for compliance with applicable legislation and for complying with the requirements of such legislation. Should an environmental assessment be required, it will be necessary to plan several months before the Proposed Project Funding Start Date to allow sufficient time for the completion of the assessment.

Costs of environmental assessments, monitoring and follow-up programs as required by the Canadian Environmental Assessment Act 2012 or equivalent legislation are eligible costs.

8. Reporting Requirements

All Contribution Agreements issued under the Canada 150 Community Infrastructure Program will include reporting requirements to measure the individual project performance and the program's effectiveness relative to its objectives. These reporting requirements will vary depending on the size and duration of the project. However, progress reports and final reports will generally include the following components:

  • Project activities and updated timelines;
  • Funding received to date;
  • Variances in project costs;
  • Results achieved; and
  • Cash flow.

Throughout the project implementation, successful applicants will be required to submit funding claims, regular progress reports and financial statements to Western Economic Diversification.

9. Questions

Contact Western Economic Diversification either by phone:

10. Glossary

Below is a short glossary of terms used in this guide:

Term Description
Assessment Thorough review and analysis of all aspects of an application prior to entering into a Contribution Agreement. This includes scoping of the project to meet program and departmental objectives, as well as Government of Canada guidelines for funding contributions.
Non-repayable Contribution Is a monetary payment to a successful Recipient that does not result in the acquisition by the Government of Canada of any goods, services or assets. The payment(s) will be for assisted costs as identified in the Contribution Agreement with Western Economic Diversification. The successful Recipient must first pay the cost of the service or good, then submit a claim which provides proof that the cost has been incurred and paid for by the Recipient.  Western Economic Diversification then reimburses such costs on the percentage basis specified in the Contribution Agreement.

Contributions are subject to performance conditions specified in a Contribution Agreement and therefore a Recipient is required to report to Western Economic Diversification on results achieved. A contribution is to be accounted for and is subject to audit and where profit is generated by the project, it may be subject to repayment conditions also specified in the contribution agreement.
Incremental Activities to be undertaken that are additional to the applicant's current operations or activities.
In-Kind Costs/Contributions Contributions, such as goods and services, toward project costs that do not involve a cost incurred or paid for by the applicant.
Project The group of activities and actions that are cost-shared and occur in the period between the Project Funding Start Date and the Project Funding End Date.
Project Funding End Date The date it is anticipated that project activity will cease.
Project Funding Start Date This is the date that an agreement between a Recipient and the department comes into effect. It can be thought of as the start date for the project as defined by the Canada 150 Community Infrastructure Program Contribution Agreement.