INFRASTRUCTURE SURVEY INSTRUCTIONS

Transcription

1 INFRASTRUCTURE SURVEY INSTRUCTIONS User Application and Program Guide (MCYS) & MINISTRY OF COMMUNITY AND SOCIAL SERVICES (MCSS) Updated on February 1, 2018

2 Table of Contents 1. PROGRAM OVERVIEW USING GRANTS ONTARIO DEADLINES AND REQUIRED DOCUMENTS PRE-APPLICATION INSTRUCTIONS GENERAL ORGANIZATION, ADDRESS AND CONTACT INFORMATION SITE CONTACT AND LOCATION INFORMATION PROGRAM AND ASSET INFORMATION... 9 Project Information... 9 Program Use Information Asset Information PROJECT ASSESMENT DECLARATION AND SIGNING APPLICATION SUBMISSION INSTRUCTIONS Application Validation Uploading an Application Uploading Supporting Documentation PRE-POPULATION OF APPLICATIONS APPENDIX A: ELIGIBLE AND INELGIBLE PROJECTS APPENDIX B: HELPFUL HINTS CHECKLIST

3 1. PROGRAM OVERVIEW Partner Facility Renewal Program The Partner Facility Renewal (PFR) program supports the government s priority of developing modernized infrastructure through investment in sustaining, enhancing and transforming the service delivery system for ministry-funded programs and services through TP agencies. The PFR program helps TP agencies pay for repairs and important renovations to keep their buildings safe and secure for clients. Fire Code The Fire Code program assists agencies to comply with minimum requirements regarding fire safety at TP agency buildings and facilities. The TP agency is ultimately responsible for compliance with Fire Code legislation that was amended in TP agencies must be compliant with the 2014 changes to the Fire Code by January 1, For more information on Fire Code requirements Click Here. 2

4 2. USING GRANTS ONTARIO In , the ministry will be managing the infrastructure survey process by leveraging the province s Grants Ontario System (GOS), instead of the current Excel based infrastructure survey. This online solution will provide a one-stop portal for TP agencies to download and submit application forms, submit report backs and monitor the status of their applications. We are adopting Grants Ontario to leverage a more efficient technology and to better serve the needs of our partners. To use Grants Ontario, you will need a computer with internet access and a web browser. In addition, please make sure that you have the most up to date version of Adobe Reader (PDF) installed on your computer. For further information regarding Adobe Reader versions, please visit the Grants Ontario login page. TPCR Registration and Accessing Grants Ontario Before your organization obtains access to Grants Ontario, you must complete the below steps. It is important you complete these registrations to access the application. 1. Create a ONe-key or Go Secure Account. For more information, visit the User Guides section (How to Access TPCR) on the Grants Ontario Portal. 2. Once you complete either of these registrations, Transfer Payment Common Registration (TPCR) must be completed. For more information, visit the User Guides section (Transfer Payment Common Registration) on the Grants Ontario Portal. 3. After these registrations are complete, you can gain access to the Grants Ontario System. Please note, the ONe-key account is registered at the individual level and not the organization level. If someone else in your organization has an account that is used for another grant program, you will still need your own account if you are the one submitting this application. Multiple users will have access to the same organization registration in TPCR. Applicants are encouraged to register with Grants Ontario as soon as possible and at least three (3) weeks prior to the application deadline. Support for Applicants If you have any questions, please do not hesitate to: Visit the Grants Ontario Portal for answers to Frequently Asked Questions (FAQ); 3

5 Contact the Grants Ontario Customer Service Team via telephone at (416) or Monday to Friday 8:00 a.m. to 5:00 p.m. or via at for technical support relating to TPCR registration and using the Grants Ontario System or; Contact your regional office contacts or program supervisors for any programspecific inquiries. 3. DEADLINES AND REQUIRED DOCUMENTS All applications, including supporting materials must be submitted no later than March 20, 2018 at 5:00 p.m. EST. Applications, including supporting materials must be submitted through the Grants Ontario System by visiting the Grants Ontario Portal. A complete application consists of the following: 1) All questions in the online Grants Ontario Application form are completed as per guidelines provided; 2) The online application form is digitally signed by an employee of the TP agency with signing authority; 3) Additional documentation to support the associated cost (for example, quotes) or urgency (for example, engineer s report, business case, violation notices, etc.) of the project. Note: These attachments are mandatory for projects where timing has been selected as Immediate or Immediate Violation Received. 4

6 4. PRE-APPLICATION INSTRUCTIONS MINISTRY OF COMMUNITY AND SOCIAL SERVICES IMPORTANT: Please complete one survey for each owned, mortgaged, leased or rented site (municipal address) used to administer, support or provide ministry services. Completion of a survey is required for the site to be eligible for ministry capital funding in current and future strategic ministry decisions. Please ensure that you have selected the correct application form prior to filling out an application. Please use the following table as a guide to determine which form you should use: Application Form Category MCSS Partner Facility Renewal Minor Capital 2018/19 Purpose Agencies Applying for New Projects: This form is to be used by agencies that; 1. Primarily receive program funding from MCSS; 2. Primarily provide clients with MCSS program services and; 3. Are requesting Minor Capital funding under the Partner Facility Renewal Category. MCSS Fire Code Minor Capital 2018/19 MCYS Partner Facility Renewal Minor Capital 2018/19 This form is to be used by agencies that; 1. Primarily receive funding from MCSS; 2. Primarily provide clients with MCSS program services and; 3. Are requesting Minor Capital funding under the Fire Code Compliance Category. This form is to be used by agencies that; 1. Primarily receive funding from MCYS; 2. Primarily provide clients with MCYS program services and; 3. Are requesting Minor Capital funding under the Partner Facility Renewal Category. 5

7 Application Form Category MCYS Fire Code Minor Capital 2018/19 Purpose This form is to be used by agencies that; 1. Primarily receive funding from MCYS; 2. Primarily provide clients with MCYS program services and; 3. Are requesting Minor Capital funding under the Fire Code Compliance Category. MCSS Agency Asset Information Minor Capital 2018/19 Agencies Not Applying for New Projects: This form is to be used by agencies that; 1. Primarily receive funding from MCSS; 2. Primarily provide clients with MCSS program services and; 3. Are not requesting for Minor Capital funding. MCYS Agency Asset Information Minor Capital 2018/19 This form is to be used by agencies that; 1. Primarily receive funding from MCYS; 2. Primarily provide clients with MCYS program services and; 3. Are not requesting for Minor Capital funding. Note: o The ministry will use the information gathered from this survey for strategic decision making. Surveys that provide incomplete or inaccurate information will not have their minor capital requests prioritized, and sites not captured in these surveys will not be given consideration in future strategic ministry decisions. o Required fields have been clearly indicated on all application forms. Additional fields may be marked as required based on your responses to some questions. You will not be allowed to submit an application form until all required fields have been completed. All other fields are not necessarily required, however, it is important to complete as many of such fields possible with verifiable accuracy. o The survey is protected with various data validation rules to prevent changes to formatting. This ensures that the most accurate data is provided. If a form answer does not completely reflect how the site is used or managed please select the closest answer(s) from the available options and use the Further Comments fields to provide additional detail. 6

8 5. GENERAL ORGANIZATION, ADDRESS AND CONTACT INFORMATION These sections of the application form have been pre-populated based on information about your organization submitted during the Grants Ontario enrollment process (TPCR registration). Before continuing with the application process, please ensure this information is current and accurate. Please note that Organization Information and Organization Address Information must be updated through the TPCR portal. Guidelines to update organizational information for this section can be found here. The following information is pre-populated based on information extracted from TPCR: Organization Information o Organization Name o Organization Legal Name Organization Address Information o Business Address o Mailing Address 7

9 6. SITE CONTACT AND LOCATION INFORMATION Site Contact Information o Site contact information is not pre-populated from TPCR. You must manually update this section. o Please note that the application form requires at least one primary contact. The applicant must be the primary contact. The applicant will receive notifications at various stages of the application process for example, confirmation of application submission, report back reminders, etc. IMPORTANT: Applicants are strongly encouraged to provide a secondary contact. Site Location Each survey should have a unique site address. Ensure that the address entered reflects the street address of the site. o If the site address and head office address are exactly the same, please check the box at the beginning of this section. (See below) o In the event of multiple addresses per site; o If the site has multiple units or apartments where each unit is used separately, complete a survey for each unit. o If the site has multiple units that have been renovated to function as a single location with no physical separation between units, and they are used as a single office/location, only one survey needs to be completed. o Please note, for the purpose of Building Condition Assessment (BCA), physical address is of utmost importance and to be provided to the ministry. o TPL (Transfer Payment Location) numbers can be obtained through the TPL listing attached as part of the application attachments on Grants Ontario. If you cannot find your TPL number, contact your regional office contact or program supervisor. 8

10 7. PROGRAM AND ASSET INFORMATION Project Information MINISTRY OF COMMUNITY AND SOCIAL SERVICES The purpose of this section is to obtain project information. Please refer to Appendix A of this guide for a sample of projects that are eligible and ineligible for funding under the Partner Facility Renewal program. IMPORTANT: For projects involving building or program expansion, please contact your Regional Office to discuss the major capital funding request process. Do not include projects involving building or program expansion on the form. Category of Minor Capital Request & Project Name (Item Name) Please see below for the combinations of Minor Capital Requests and Project Name (Item Name) for questions 1 and 2 of this section. Select the category and project name which best reflects the project that funding is being requested for. Category of Minor Capital Request Building Exterior Building Interior Electrical Project Name (Item Name) Cladding System Entrances & Doors Exterior Sealants & Caulking Foundation Wall Other Building Exterior Parapets & Canopies Platforms & Loading Docks Windows including frames Ceiling Flooring Internal Partitions & Doors Other Building Interior Presence of Mould Wall Finish (Paint, Trim, etc) Washroom Fixtures/Accessories Auto Lighting Control System Building Mount Exterior Lights Distribution Systems & Panels Emergency Generator/Source Interior Lighting Main Transformers Primary Feed & Main Switchgear 9

11 Category of Minor Capital Request Fire Protection & Life Safety Hazardous Materials Mechanical and HVAC Municipal Utilities and Services Plumbing Private Sanitary Sewage System Project Name (Item Name) Step-down Transformers Automatic Door Closers Emergency Lighting & Exit Sign Fire Alarm & Voice Communication System Fire Extinguishers Fire Pumps Fire Separations Fire/Emergency Plans Other Security System Smoke, Heat and CO Detectors Sprinkler/Standpipe System Water Reservoir Asbestos Other Hazardous Materials PCBs Building, Automation System Ductwork Heating, Ventilating & AC Other Mechanical and HVAC Vertical Transportation Device Gas Utility Hydro Utility Other Municipal Utility Sanitary Supply Storm Sewer Water Supply Domestic water distribution Other (Pool, Fountain, etc.) Plumbing fixtures Rainwater drainage Sanitary waste Adequacy of System Capacity On-Site Sewage Treatment Plant Other Sanitary Sewage System Pump Station(s) Septic Tank(s) Septic/Absorption Bed & Piping 10

12 Category of Minor Capital Request Roof Site Finishes Structural Water Supply Project Name (Item Name) Sewage Lagoon(s) Sewage Mound(s) Chimneys/ Boiler Stacks Flashing Other Roof Roof Assembly & Waterproofing Roof Drainage Roof venting Skylights & Roof Openings Exterior Light Standards Fences & Gates Landscaping & Picnic Facility Other Site Finishes Parking Lot Pavement & Curbing Pathways & Exterior stairs Retaining walls Roadways Pavement & Curbing Signage Site Drainage Building Superstructure Interior Stairs Other Structural Roof Construction this area does not apply to new shingles or taring, but rather structural failures. Substructure (Foundation) Adequacy of System Capacity Exterior Piping to Main Bldg Other Water Supply Water Filtration & Treatment Well Boreholes Wellhouse/ Pumphouse Structure Project Description (Item Description) o Project descriptions should explain the need and nature of the project while providing sufficient detail of the scope. Please start with a verb and be specific with the scope of the project. o For example: Category: Building Exterior, Project Name: Entrances & Doors and Project Description: Doors does not adequately describe the 11

13 project for funding consideration. A reasonable description would be Replace 3 broken doors for safety and security of clients. The scope and nature of the project is now clear. o The project description should be brief and broken down to a meaningful level. For example: IMPORTANT: All projects require a separate application (i.e. one project per application). However, all inter-connected projects should be submitted using one application. Please select the largest component cost driver to reflect the Category of Minor Capital Request and Project Name fields. The description field should be used to provide additional project scope and cost details. Example 1: A basement renovation with the following components: o $5,000 to retrofit drainage systems; o $3,000 to replace flooring and; o $2,000 for mould removal. Project Category: Plumbing Project Name: Rainwater drainage Project Description: Renovate basement as a result of rainwater damage, with a total estimated cost of $10,000. The cost includes retrofit of drainage systems ($5,000), replacing flooring with new carpet ($3,000) and mould removal ($2,000). Example 2: A bathroom requires renovation to meet a client s needs with the following components o $1,000 to replace a bathtub;* o $5,000 to adjust the structural layout to be more accommodating and; o $2,000 for plumbing. Project Category: Building Interior Project Name: Other Building Interior Project Description: Renovate bathroom to meet client needs, with a total estimated cost of $8,000. The cost includes the replacement of a bathtub ($1,000)*, changes to the structural layout ($5,000) and plumbing requirements ($2,000). *Note: FF&E (furniture, fixtures, and equipment) are not eligible minor capital costs. In the above example new fixtures such as faucets, toilets, standard bathtubs and lights should not be included in the cost of the application. Estimated Net of HST Rebate Cost of the Project o Cost estimates are net of recoveries and rebates (net of HST rebate). The formula is total cost including HST minus HST rebate. Please refer to the HST Rebate Calculator as part of the application attachments. 12

14 o Quotes from qualified companies are the ideal method of estimating costs for each project. Quotes are not a requirement to be considered for funding, but projects that have recent quotes (no older than 18 months) from companies qualified to complete the project, will be prioritized above those that do not. o The lowest cost option that best meets the needs of the site should be selected. For example for a roof replacement project, asphalt shingles are preferred to tile shingles (lower cost). For cases in which a higher cost option is selected, a business case must accompany the request. o Obtaining 3 quotes from 3 qualified vendors is considered best practice based on the Broader Public Sector (BPS) Procurement Directive. For BPS guidelines please click here. Enhancing Program Delivery When requesting funding for a project that will enhance services or increase capacity, include a brief note to quantify the enhancement (e.g., Renovations that add 2 beds to capacity / renovations that facilitate delivery of ministry services to an additional 50 people annually). Program Use Information The purpose of this section is to categorize the use of space by program and function. Which Ministry does the site have a service contract with? o Please indicate the ministry with which the site has a service contract. By default the application will select a ministry based on the category of request. o For example, for an MCYS Minor Capital Request, the application will automatically select MCYS as the ministry the site has a service contract with. o However, selection of both ministries is acceptable as long as the site has a service contract with both ministries. Under this scenario, a secondary ministry must be manually selected. Programs Offered on Site o Often sites deliver multiple programs or activities. For the purpose of this survey, the program that receives the most ministry funding at the site level is considered the primary program. o The list of values under the primary program are dynamic based on the application category. For example, if applying through the MCYS Minor Capital Request portal, the list of values will display only MCYS programs. 13

15 o Please identify any secondary programs (programs which are in addition to the primary program) delivered by the site. o The list of values under the secondary program are also dynamic. If both ministries are selected, the drop-down will include programs for both MCYS and MCSS. Site Function o Estimate the percentage of the total interior space that is applicable to various activities, e.g., 30% workshop, 60% group home, and 10% administrative. If a portion of the building is used for other activities, (e.g., leased to another organization) do not include this space in the percentages. o Please use the + sign to add additional site functions (see below). o It is understood that space may be multi-use. The percentage use of space is an approximation only, and it is at the agency s discretion to best indicate how their space is used. o Offices that do not provide direct program support or service delivery are considered Administrative Offices. This would apply to Fundraising, Executive Directors office(s), Human Resources, Central Administration, etc. Administrative offices are not automatically considered a lower priority and agencies should not hesitate to indicate if this is the primary role of the space. However, if an office or an administration desk is used to directly support a program it should be categorized under the appropriate program activity and included in the percentage of program space used. Asset Information Total interior space (sq. meters) o Total square meters (SQMT): Square meters is for the interior building only, and does not include the land surrounding it. Please note that this information plays an important role for the Capital Planning and Delivery Branch (CPDB) in many ways. Please provide estimated SQMT if the actual is unknown. 14

16 o If you know the square footage of your space, multiply that number by to convert it to SQMT. For example; a 1,200 sq. ft. house would equal 1,200 x = or 111 square meters. o If a portion of the building is used for other activities (e.g., leased to another organization) do not include this space in the percentages. The total amount of interior space the agency resides in and operates from is considered 100% of the site, whether it is a fraction of a larger building or not. Number of above grade floors o Number of Above Grade Floors: this refers to the number of floors above ground level. For most sites this will mean number of floors not including the basement. However, underground parking garages and other underground facilities can be excluded as well. Accessibility Features on Site o For this question please select the accessibility feature which best reflects the current state of the site. o Full Access: The site is AODA compliant, confirmed through an Accessibility Audit. o Unit Modifications: The site has some accessibility features. o Wheelchair Ramp: The site has wheelchair ramps only. o NA: No accessibility features present. Legal Description of the Property o The Legal Description of the Property should be entered as per land title and registration. This is not required for leased sites, but should the information be easily available please provide it. Mortgage/Lease Information o Annual Mortgage/Lease Costs: Provide the annualized mortgage/lease costs. For month to month arrangements, provide an estimate of the annual cost. o Mortgage/lease/rental agreement expiry date: Provide the date the contractual arrangement expires using the built-in calendar. For month to month arrangements, please enter the renewal date as the end of the month. 15

17 o Principal remaining (if site is mortgaged): The ministry is seeking information about your financial commitment to the site. The answer should reflect the balance remaining on the full duration of the mortgage minus the interest. o Year Mortgage Enacted (if site is mortgaged): Select the year in which the mortgage agreement originally began. o Original purchase price (if site is mortgaged): Please provide the price that the site was originally purchased for. o Fair Market Value: Provide the fair market value of the site at the date of the infrastructure survey. MPAC Assessment o MPAC stands for the Municipal Property Assessment Corporation. It is a not-forprofit corporation that is responsible for property value assessment in Ontario. This question helps the ministry validate the reported fair market value of the property. An MPAC assessment is generally provided for the purpose of property tax valuation and is completed once every 3-5 years. o If the fair market value is supported by a MPAC assessment, please provide the year when the MPAC assessment was done. 16

18 8. PROJECT ASSESMENT Is the site owned by the Province of Ontario? o This question refers to the properties that are owned by the Province of Ontario, for which the agency is a lessee of the site. If the answer to this question is Yes, then the answer to the question of Ownership (Question 6 of this section) should be Lease/Rent. Note: For projects in such sites Infrastructure Ontario (IO) is generally responsible to lead the work. Please consult your IO representative before submitting project requests for such sites. Dedicated Supportive Housing (DSH) site o If the site is a DSH, please indicate Yes to question #2 and provide your Capital Reserve fund amount in question #2a. Note: DSH sites are eligible for minor capital funding. However, these agencies are expected to utilize their capital reserves prior to applying for project funding from the ministry. Residential or live in services on site o If a site offers residential services ( Residential is selected for #5), the total number of beds physically available on site including per-diem arrangements at the time of the survey, (#5a) and number of ministry funded beds (#5b) must be provided. Note: The total bed/spaces must not exceed the building capacity based on local by-laws and regulations. Form of ownership at the site level o Please indicate the form of ownership at the site level. The form of ownership selected for this question must be consistent with other answers provided previously under the Program and Asset Information section of the application (question 17, 18 and 19). o For example if Lease/Rent is selected for the form of ownership at the site level (Question 6 of the Project Assessment Tab), then questions 17, 18 and 19 under the Program and Asset Information should be left blank. Structural Repairs o Rental/Lease agreements will need to be consulted to determine the agency s responsibility for structural repairs. If these agreements are not on file they should be available on request from the property owner or Property Management Company. Specific lease terms may require the agency to make structural repairs (including but not limited to foundation repairs, roof repairs, exterior doors/windows, etc.). 17

19 Contribution of MCSS or MCYS Funds o Funds contributed from MCSS/MCYS: The application asks if there have ever been funds contributed to the acquisition or major renovation of the site. If there were operating funds put forward by the ministry for construction or retirement of a mortgage this should also be captured. This information can be found in the Infrastructure Project Agreement (IPA) or Mortgage Funding Agreement filed with both the Regional Office and agency. o Mortgage Funding Agreement (MFA) Executed: An MFA is an agreement to allow an agency to use operational funds to pay for a mortgage or other long term debt associated with the construction or renovation of the asset. It registers the ministry s capital investment interest on the property. It should be filed with both the ministry and the agency. Please respond yes if such an agreement was ever completed. Minor Capital Project Agreement (MCPA) o An MCPA is an agreement between the agency and the ministry that registers the ministry s investment interest on a TP property where significant Minor Capital funding has been provided. It should be filed with both the ministry and the agency. Please respond yes if such an agreement was ever completed. Infrastructure Project Agreement (IPA) o An IPA is an agreement between the agency and the ministry that registers the ministry s Major and/or Minor Capital investment interest to assist the agency in the acquisition, construction or renovation of a site. It should be filed with both the ministry and the agency. Please respond yes if such an agreement was ever completed. Note: In recent years, the IPA has replaced the MCPA. Ministry interest registered on title o As noted above, when the ministry makes an investment in TP agency infrastructure, it executes a MFA, MCPA or IPA. In schedule B of the MFA, MCPA or IPA, the share of ministry interest (agreed upon by the agency and ministry) as a percentage of the whole value of the site is shown based on funding contributed. If applicable, subsequent Amending Agreements contain changes made to the original agreement (to reflect most recent interest). Past ministry investments may have also been made through alternative funding agreements. o The terms of the MFA, MCPA or IPA stipulate requirements for the TP agency to register the ministry s interest in the site on land title. This registration takes place through a Land Registry Office. Select Yes where an agreement between the ministry and the agency has been registered on land title. 18

20 o Enter the ministry s proportionate interest in the site in question 8f of this section, as indicated on the most recent schedule B of the relevant MFA, MCPA or IPA, and Amended Agreement or any other funding agreement. o If no records are held by the agency, but funds were received in the past for the renovation, construction, acquisition of a site or retirement of a mortgage, the agency should contact the ministry as soon as possible, to verify their records. o When a notice of agreement is registered on title a receipt is issued by the Land Registry Office. Click here for a list of Local Land Registry Offices. Planned Disposal Date o Disposal date applies to all properties. This question is primarily concerned with identifying if an agency plans to move from, or sell the site. Note: If the ministry has a registered interest on title of a property, the agency must contact the ministry prior to planning a disposal of the property. Major Renovation/Addition o The question is to identify whether there has been a significant renovation or addition to the building since the original construction. The purpose of this information is to help identify if there has been major work done on the site since the original construction date identified in this section. Note: Questions 8 and 11 of this section are connected to this topic. Is the site well suited for the program delivery? o If the site is not considered suitable for program delivery (unable to serve client needs), only then the questions regarding location (#13) and significant upgrades (#14) become required. What building component or category does this project address? Note: This question is exactly the same as question #1 of the Program and Asset Information section. Please ensure that the category selected for both questions align. Timing - When does this project need to be completed? The form allows 4 options in regard to timing: o Immediate violation notice received. This is only to be used if the site has received an order/violation notice for health and safety, fire code, building code, contractual or any other applicable municipal or provincial by-law. This category cannot be used in anticipation of an order. Note: A copy of the violation notice and an associated quote must be submitted as part of step 3 (submission attachments) of the application process if this is selected. 19

21 o Immediate. This applies to unexpected repairs or replacements that severely inhibit the delivery of services at the site and must be attended to urgently. Note: Projects selected under this category, if not supported by appropriate documentation, will be reprioritized at the discretion of the ministry. An agency must submit the following attachments as part of step 3 (submission attachments) of the application process to support this timing category: o A report from a contractor/engineer that the repair is required immediately. o A business case that not completing the project presents an immediate risk to health and safety and/or poses a clear risk of the facility being closed and impacting program delivery. o Current year. This applies to repairs or replacements that are either unexpected or expected but remain outstanding. Any item that does not cause a pressing concern to the occupants of the building or the delivery of the program should be categorized under current year. o Medium Term (1-2 years). This is used to indicate that the expected life of a building component is coming to an end but is currently functioning. However, it will require significant repair/replacement over the next few years. o Long Term planning (2+yrs). This anticipates there is an element of the building that will require repair or replacement in the years ahead. Accessibility for Ontarians with Disabilities Act (AODA) o The purpose of this question is to identify whether the requested project assists the site to become AODA compliant or maintain compliance. Examples of AODA infrastructure projects include altering the design of buildings such as stairs, doorways, hallways and room layouts to be more accessible. o The Accessibility for Ontarians with Disabilities Act (AODA) aims to identify, remove and prevent barriers for people with disabilities in key areas of everyday life. The standard applies to both private and public sector organizations across Ontario. Note: The TP agency is ultimately responsible for AODA compliance. OBC Division 3 Fire Code compliance IMPORTANT: This required question only appears in the Fire Code category applications. This question does not appear in the PFR application categories. o The purpose of this question is to identify whether the project requested makes the site compliant with the 2014 changes to the Fire Code legislation. Note: If the answer to this question is No, please apply under the PFR application category. 20

22 o Refer to the Program Overview section of this document for a description of the Fire Code program and related legislation. o Note: If you are unsure whether your site requires compliance with the Fire Code legislation, please contact your local Fire Marshal s Office. 21

23 9. DECLARATION AND SIGNING MINISTRY OF COMMUNITY AND SOCIAL SERVICES By completing this section the Executive Director (or equivalent) affirms that; o The information is complete, accurate and up to date; o The site is currently being used to deliver ministry programs (has a direct funding relationship with MCSS and/or MCYS); and o That all minor capital requests are required to facilitate programs funded by MCSS and/or MCYS. 10. APPLICATION SUBMISSION INSTRUCTIONS Application Validation Once an application form has been completed, click the Validate button on the top right-hand corner of any page. This will to ensure that all mandatory fields have been filled out. The Grants Ontario System will not accept the submission of an application form with blank mandatory fields. The following notification indicates that the application form has been successfully validated. Note: Please save the application form on your device prior to uploading (Suggested file naming convention: Application# - Site Address - Project Type). Uploading an Application To submit an application, please login to the Grants Ontario portal. After successfully logging into the Grants Ontario portal, please click on the Applications tab for a listing of all downloaded applications. From this listing, click on the application # for the form that you are planning to submit. Grants Ontario will then 22

24 redirect you to the Application Details window (shown below). MINISTRY OF COMMUNITY AND SOCIAL SERVICES From the Application Details window for the selected application, click on Step 2, Complete the Application Form on the left-hand side of the interface. As shown below, click on Upload Application Form to begin the application upload process. You will be prompted to attach the completed application form. Click on the pick box indicated below to attach the application file. Once you attach the file, please click Upload. Click on pick box to upload 23

25 Uploading Supporting Documentation After uploading your application form, you will be asked to attach any supporting documents (Step 3). Please upload documents to support the associated cost (for example, quotes) or urgency (for example, engineer s report, business case, violation notices, etc.) of the project. These documents assist the ministry to better evaluate such project requests. Click the Add button to upload additional application attachments. Note: These attachments are mandatory for projects where timing has been selected as Immediate or Immediate Violation Received. Click Next once all additional attachments have been uploaded. After you successfully upload additional supporting documentation, you will be prompted to confirm submission of your application and supporting documentation. Click Submit to continue. Note: Once an application is submitted, you will not be able to make any further changes to the application form. However, applicants have the ability to submit attachment after initial submission. Grants Ontario will display the following message once an application has been successfully submitted: 24

26 11. PRE-POPULATION OF APPLICATIONS MINISTRY OF COMMUNITY AND SOCIAL SERVICES IMPORTANT: For agencies submitting multiple project applications, it is highly recommended that the pre-population feature is leveraged. To use the pre-population feature, one project application must be successfully completed and submitted. For subsequent applications, site information will be pre-populated based on previously submitted applications. Project information will not be pre-populated and must be completed for each new project application. Notes: The pre-population feature will only work across the same application category and site location. For example, a Fire Code application cannot be pre-populated from a PFR application. Similarly, an application for Site B cannot be prepopulated from Site A applications. The pre-population feature will not work if an organization s address has changed in the TPCR. You will need to complete a new application with the new address information and then subsequent applications will be pre-populated. To use the pre-population feature, create a new application. Click on Apply for Grant and select New Application from the Grants Ontario interface. Next, click on Complete Application Form (Step 2) to view the pre-population feature option. Click the Pick Box under the question Would you like to pre-populate the form from previous submission(s). 25

27 From the resulting pop-up window select the appropriate application you would like Grants Ontario to pre-populate information from. Click Ok to proceed. Grants Ontario will take you back to the Application details page. The Select an Application box will be populated with the selected application number. Click the Download Application Form button to download a copy of the new pre-populated application form (with new application number). Save this application on your device. 26

28 Note: Only Organizational and Site s Program and Asset information will be prepopulated. Project information will not be pre-populated. Please complete the form with appropriate project information and refer to Section 10 of this document to continue with the upload process. 27

29 APPENDIX A: ELIGIBLE AND INELGIBLE PROJECTS What s eligible; what s not? Eligible Building Exterior Repair/replacement of exterior cladding (brick repointing, siding, etc). Repair/replace exterior doors, windows, sealants, etc. Building entrance modifications (such as widened doorways, railings and ramps) Building Interior Interior finishes including: replacing or repairing flooring, tiles, etc. Minor conversion of space to achieve program enhancements (e.g., converting basement storage into program office or bedroom). Add/repair/replace speciality items to make the building more accessible for program clients, (e.g., grab bars in washrooms, ceiling track lift systems, signage, ramps, platform lift, etc.). Electrical Repair/replace electrical panels, boards and subsystems. Repair/replace wiring and power distribution systems. Fire Protection & Life Safety Repair/replace annunciator panels. Repair/replace detection devices and emergency fixtures. Repair/replace signal devices. Implement changes to the building as required by legislation: Ontario Fire Code orders Ontario Building Code orders Public Health orders Not Eligible Building Exterior Cleaning of eaves or other regular exterior maintenance. Snow blowers, lawnmowers Window coverings Building Interior Regular cleaning, such as duct cleaning, carpet cleaning, etc. Garages detached from the main building. Furniture Office equipment, such as: desks, tables, chairs, etc. Beds, sofas, dressers, etc. Electrical Any appliances Lighting fixtures light sockets and wiring can be replaced, however, fixtures would not be eligible. Computers, computer systems Telephones, telephone systems Fire Protection & Life Safety Defibrillators, fire extinguishers Staff training Annual inspections, maintenance or monitoring. Program-specific security features: 28

30 Eligible Shatter proof glass Security cameras and security systems where these have been identified as critical program requirements and sanctioned by the Ministry (i.e., Violence Against Women shelters and Youth Justice Services buildings) Security fencing/gates MINISTRY OF COMMUNITY AND SOCIAL SERVICES Not Eligible Hazardous Materials Asbestos remediation Other hazardous materials on site requiring treatment or abatement Mechanical and HVAC Repair/replace boilers, HVAC, ventilation and cooling systems. Repair/replace hot water heater. Municipal Utilities and Services Gas line repairs not covered by the municipality Sewer connections not covered by the municipality Plumbing Sump pump repair/replacement Rainwater drainage Pipeline replacements and reconfigurations Private Sanitary Sewage System Repair/replace septic systems (including septic tanks and piping) Hazardous Materials Annual inspections or maintenance Mechanical and HVAC Regular maintenance to a HVAC unit, elevator or other building system requiring regular upkeep. Municipal Utilities and Services Phone, water, gas, electrical consumption bills Plumbing Fixtures such as sinks and toilets Private Sanitary Sewage System Septic tank pumping/maintenance Roof Repair/replace roof Roof waterproofing and drainage Roof venting Roof Cleaning of eaves troughs Site Finishes Repair/replace parking areas, driveways. Repair/replace walkways. Site re-grading. Site Finishes Aesthetic landscaping Tree removal Outdoor playgrounds Decks and patios, except where necessary for fire exits. Storage sheds 29

31 Eligible Structural Repair foundation (substructure) Repair/replace floors/walls (superstructure) Repair/replace stairs Water Supply Repair/replace wells Water filtration and treatment Not Eligible Structural Major capital projects The creation of a new real (capital) asset through purchase or new construction Additions to or major renovations of an existing real (capital) asset that significantly increases its service delivery capacity, impacts operating costs and/or increases fair market value. Water Supply Filtration system maintenance Water coolers or bottled water supplies 30

32 APPENDIX B: HELPFUL HINTS CHECKLIST MINISTRY OF COMMUNITY AND SOCIAL SERVICES Before filling out the application, please review this entire document. It may be useful to have a copy of this document to refer to while completing the application. Prior to proceeding with your application, please ensure that organizational information pre-populated from TPCR is accurate. A separate application form must be submitted for each owned, mortgaged, leased or rented site (municipal address) used to administer, support or provide ministry services. o If you are not requesting funding, complete the Agency Asset Information form. This information is used by the ministry for planning purposes. IMPORTANT: If you are submitting multiple applications, it is highly recommended that you complete and submit one project application for each site before completing subsequent applications. Upon successful completion of the first project application, Grants Ontario will allow you to pre-populate organizational and site specific information into subsequent project application submissions for the same site. Please ensure that you have pre-populated the correct site information prior to proceeding. If you are submitting multiple project applications, it is highly recommended that you track these applications outside of the Grants Ontario System. Some suggestions include: o Saving the files on to a specific folder on your device. This will enable you to work offline and share the form across your organization. o o Using custom file naming conventions: Application# - Site Address - Project Type Using a spreadsheet to track individual applications and their status. Please see below for a sample template: Application # Site Address Project Type /Description Application # Site Address Project Type /Description Project Cost Project Cost Submission Status Submission Status All applications for projects should be broken down to a meaningful level interconnected component projects should be submitted using one application. Project requests should be for minor capital requests only. Do not include projects involving building or program expansion on the survey. For projects involving building or program expansion, please contact your Regional Office to discuss the major capital funding request process. Where available, you should upload documents to support the associated cost (for example, quotes) or urgency (for example, engineer s report, business case, violation notices, etc.) related to the project. o These attachments are mandatory for projects where timing has been selected as Immediate or Immediate Violation Received. 31