In this project proposal and evaluation phase, we will evaluate the strength and merit of your proposal, to prioritize and allocate federal funding to activities that demonstrate strong support of the objectives of the Commemoration Fund for the Victims of the Ethiopian Airlines Flight 302 Tragedy. It is important to note that only the information that you give us in the proposal will be used to evaluate projects.
The Department may review results from previous funding agreements with the Government of Canada and information in the public domain, including but not limited to materials on your website and media articles, when determining the eligibility of your application. The Department may also review previous applications and all previous correspondence, including responses to requests for missing information or clarification, as part of this review process.
Your proposal should include page numbers for ease of reference, use Arial 12, single space and no more than 25 pages.
Please follow the proposal template indicated here:
On this page
- 1. Title of project
- 2. Executive summary
- 3. Applicant organization
- 3.1 Full legal name and legal status of your organization
- 3.2 Name and position of the primary contact(s) for your organization who is authorized to advise or make decisions and representations on the project
- 3.3 Mailing address, telephone number, and email address
- 3.4 Organizational structure and governance
- 3.5 History of the organization
- 3.6 Mandate of the organization
- 3.7 Organizational activities
- 4. Proposal manager & team
- 5. Declarations
- 6. Proposal description
- 7. Legal documentation of applicant Organization
- 8. Funding agreements
- 9. Eligible and ineligible costs
1. Title of project
The title should be short but descriptive.
2. Executive summary
The executive summary should explain the main elements of the project proposal, such as:
- A short description of the project including:
- project location
- project scope
- major activities
- timelines
- The total project:
- cost
- total eligible and ineligible costs
- total federal funding amount requested under the Commemoration Fund
- A summary of the primary project objectives, briefly explaining how they align with the Commemoration Fund’s objectives.
3. Applicant organization
3.1 Full legal name and legal status of your organization
Proof of Registration as a Canadian not for profit is required
3.2 Name and position of the primary contact(s) for your organization who is authorized to advise or make decisions and representations on the project
Such as president, treasurer, project manager, etc.
3.3 Mailing address, telephone number, and email address
3.4 Organizational structure and governance
Short explanation of your organization's structure and governance. It is recommended that this section is no longer than 1 page.
3.5 History of the organization
An overview of your organization's history.
3.6 Mandate of the organization
A presentation of your organization's charter, mandate, strategic plans, and other relevant information related to the objectives of the Commemoration Fund.
3.7 Organizational activities
A brief description of what the usual activities are for your organization. If your organization has prior experience with similar government funding programs, include this information in this section. It is recommended that this section is no longer than 2 pages.
4. Proposal manager & team
The name of the designated project manager and, as applicable, the project team with all the necessary contact information (including the name, position title, mailing address, telephone number, email address).
5. Declarations
5.1 Conflict of interest
Please answer the following questions:
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Do you presently employ, in your business or organization, a former public office holder (as defined by the Parliament of Canada Act) or public officer (as defined by the Financial Administration Act) who left the federal government in the last twelve months?
Yes/No
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Does your business have as a major shareholder, a former public office holder (as defined by the Parliament of Canada Act) or public officer (as defined by the Financial Administration Act) who left the federal government in the last twelve months?
Yes/No
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In case you have answered "yes" to question 1 or 2 above, was this person at an Executive level or above while in public office?
Yes/No
If yes, please note that the Funding Agreement will include a clause to the effect that no former public servants shall derive any direct benefit from the project, unless said individual is in compliance with the applicable provisions of the Conflict of Interest Act, Values and Ethics Code for the Public Service and/or the Conflict of Interest and Post-employment Code. In order to ensure the former public servant is in compliance, please ask the employee/shareholder to contact his/her former department to obtain written confirmation that he/she is in compliance with the post-employment provisions.
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If any situation mentioned above arises after the signing of the Funding Agreement, are there safeguards in place to prevent/identify any potential conflict of interest?
Yes/No
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Do you presently employ, in your business or organization, anyone involved with a lobbyist group on the Registry of Lobbyists held by the Office of the Commissioner of Lobbying of Canada?
Yes/No
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Does your business have as a major shareholder, any person or group involved with a lobbyist group on the Registry of Lobbyists held by the Office of the Commissioner of Lobbying of Canada?
Yes/No
5.2 Declarations
I/we, the undersigned, hereby certify that:
- All information provided to Transport Canada in support of this request for funding is true and complete;
- If funding requested in this application is approved, the funds will be spent solely for the project and activities described in this application; and
- I/we provide consent to Transport Canada to make necessary credit and other enquiries in support of this application.
Name
Title
Signature
Date
Name
Title
Signature
Date
*Applicants may add additional rows if required*
6. Proposal description
This section should be no longer than 3 to 5 pages.
6.1 Project objectives and goals
In the proposal, you have to clearly describe the objectives in relation to the eligibility assessment criteria. This means identifying how the proposal aligns with the Commemoration Fund's objectives. For a description of the objectives, check the applicant guide – Apply to the Commemoration Project Fund.
This section is important as you will need to clearly outline how the project will Commemorate victims of the ET302 tragedy.
6.2 Location of project delivery
In this section, you must clearly identify the areas/locations to be covered by the project activities, whether on an international, national, regional, provincial, or local basis.
6.3 Proposed start and completion dates
The start and completion dates for the project include all work to prepare for the project, the actual project delivery, and any follow-up activities such as reporting.
6.4 Major activities for the project
In this section you have to explain the major activities of the project. This section will significantly influence the assessment of the project's relative merits under consideration against all other proposals (Applicant guide – Apply to the Commemoration Project Fund).
You should present the project in terms of major activities and include a clear illustration of how these activities will contribute to the overall outcomes of the project.
This section is important as you will need to clearly outline how the families will be engaged in your proposal.
Please list your major activities under this section. In addition, please ensure that you show how each the activity aligns with the eligible costs as listed in the project budget. You must include the budget as part of this proposal.
6.5 Project budget
You must include the following budget information in your proposal:
- Total project costs:
- total eligible project costs
- total project contributions from all organizations, including other federal funding programs
- cost breakdown by fiscal year (if a multi-year project)
- Cost breakdown by project activity per fiscal year; and
- A statement that your organization will be responsible for all cost overruns.
You are welcome to submit a project up to $2.5 million over five years. Transport Canada has not set a minimum cost or duration.
7. Legal documentation of applicant Organization
You have to give us copies of legal documentation establishing or constituting your organization as an entity (e.g., Letters Patent, Articles and Certificate of incorporation, or other legal instruments).
8. Funding agreements
If we approve a project for funding, we will issue an approval-in-principle letter. Then we will give you a draft Grant Agreement outlining the terms and conditions of the project funding under the Commemoration Fund.
As our approval of the project is based on the details provided in the application, the Grant Agreement will be drafted based on the scope of work and funding requested in the application, and we will work with successful applicants to make sure that the project is appropriately described in the agreement. The following sections highlight some of the key areas of this legal document.
8.1 Risk-based funding agreements
We will conduct a risk assessment of all approved projects before signing a funding agreement. This ensures that funding agreement requirements correspond to the project's risk levels, and that your organization has the capacity to deliver the expected results. The project risk assessment will determine:
- How often you must report project progress;
- Financial documentation you have to submit with payment claims;
- How often we will contact you; and
- Audit requirements.
The risk assessment will be based on, but not limited to, the information that you provided in your project proposal.
Financial claims
You have to submit claims for reimbursement of costs incurred at specific intervals, at a minimum of a semi-annual or annual basis. You can only submit claims for reimbursement of costs incurred that are identified in the funding agreement. We will give you templates that reflect the eligible expenses as indicated in the funding agreement. You will also be required to submit a list of invoices with each claim.
We will establish reporting requirements for claims in the funding agreement. This may include providing financial claims, list of invoices, progress reports, annual reports, and a final report, among other elements.
Progress reports
You have to submit progress reports quarterly or semi-annually (or annually for multi-year agreements), as identified in the funding agreement. Progress reports will identify the progress achieved during the reporting period and accompany financial claims.
This report will include, but may not be limited to, the following:
- A detailed description of the project's progress and major achievements during the year, and an update on how the project is moving forward and how it relates to initial objectives and final results;
- Annual reporting on the eligible costs that you incur, based on the breakdown of the eligible costs claimed, in accordance with the funding agreement budget;
- Highlights of project communications activities during the reporting period, if applicable; and
- Issues, areas of concern, or risk factors that may affect completion, the schedule, or the budget of the project as per original plans, and proposed mitigation strategies to correct any issues.
Final reports
When the project is complete, you have to submit a final claim for reimbursement along with a final report. The final report serves as a roll-up and verification of all project activities, costs, and outcomes. Under the funding agreement, we have to receive a final report before we pay out the final expense claim.
You will receive guidelines for the final report, which must include:
- A general description of the project's major achievements, including any changes to original activities and timelines;
- An overall assessment and analysis of the objectives met, outcomes achieved, and lessons learned;
- Copies of any promotional items produced during the project; and
- Any surveys, analyses, reports and/or research associated to the project.
8.2 Other funding agreement clauses
Official languages
You have to respect the spirit and intent of the Official Languages Act when delivering a project funded under the Commemoration Fund. Linguistic requirements may apply to projects depending on their scope (national, regional, or local), or on the specificity of the regions and targeted audiences of projects. We will work with you to determine how this will apply to you project.
Intellectual property
While you will keep any intellectual property resulting from the work of the project, by submitting a proposal, you agree that we may:
- Summarize and publish information about findings that are not commercially sensitive, on our website and/or in hard-copy form, as information; and
- Use all information and material developed under the terms of the Grant Agreement, except for commercially sensitive information and findings, during and after the terms of the agreement.
Communications protocol
The Grant Agreement may include a communications protocol, outlining requirements for joint communication activities, such as public information products, news releases, public announcements, other joint events, and official languages.
9. Eligible and ineligible costs
9.1 Eligible costs
Grants will be made towards eligible costs directly related to eligible activities that, in the opinion of the Minister of Transport or his/her delegated representative, are reasonable and required to achieve the objectives and results of the Commemoration Fund. Eligible expenditures incurred by the recipient will be eligible from the date when the Minister of Transport approves the funding.
Commemorative Projects
Grants will be provided for eligible expenditures directly related to the environmental and/or humanitarian projects approved by the Minister.
9.2 Ineligible costs
Costs that are not eligible for funding include:
- The cost of purchasing land, buildings, and/or vehicles, including associated real estate and other fees;
- Any cost associated with Provincial Sales Tax, Goods and Services Tax, and Harmonized Tax for which the recipient is eligible for a tax rebate, and any other costs eligible for rebates;
- Costs incurred before the funding approval date or after the final claim date;
- Financing charges and interest payments on loans; and
- Costs that have been reimbursed from other sources of funding, federal statutes or funding programs.