NATIONAL CALL FOR PROPOSALS GUIDE TO APPLICANTS The Settlement Program For initiatives that support the settlement of newcomers to Canada DEADLINE FOR APPLICATIONS: January 4, 2012 Hand delivered proposals must be received by January 4, 2012, by 4:00 pm EST. Proposals sent by mail must be postmarked on or before January 4, 2012. Please send your application to: Integration Program Management Branch Hélène Panagakos, A/Director, NHQ-Program Delivery Indicate this title on the envelope: CFP 2012-2013 Innovation Fund Citizenship and Immigration Canada 365 Laurier Avenue West Ottawa, Ontario K1A 1L1 Applications can also be dropped off at the mail room at the entrance of Jean Edmonds South Tower at 365 Laurier Avenue West, Ottawa.
- 2 - INDEX / TABLE OF CONTENTS FOREWORD... 3 PART A: PROGRAM/FUNDING OVERVIEW... 5 MODERNIZED SETTLEMENT APPROACH... 5 PART B: ELIGIBILITY... 6 ELIGIBLE APPLICANTS... 6 SCOPE... 6 PART C: HOW TO PREPARE A PROPOSAL... 9 EXECUTIVE SUMMARY (2 PAGES MAX)... 10 APPLICANT PROFILE (4 PAGES MAX)... 10 PROJECT PLAN (9 PAGES MAX)... 13 BUDGET... 13 OTHER PROJECT CONSIDERATIONS... 14 ADDITIONAL CONSIDERATIONS... 16 PART D: SCREENING AND ASSESSMENT... 17 PROPOSAL SCREENING AND ASSESSMENT PROCESS... 17 PROPOSAL ASSESSMENT CRITERIA... 17 ABOUT THE PROCESS... 17 CALL FOR PROPOSALS CHECKLIST... 18 PART E: SUBMITTING YOUR PROPOSAL... 19 SUBMITTING YOUR APPLICATION/FORMAT OF PROPOSAL... 19 MAILING ADDRESS... 19 DEADLINE... 19 CONTACTING US FOR INFORMATION... 19 APPENDIX A: APPLICATION FOR FUNDING SAMPLE FORM... 20 APPENDIX B: BREAKDOWN OF PROPOSED COSTS SETTLEMENT PROGRAM... 22 APPENDIX C: FREQUENTLY ASKED QUESTIONS... 26 APPENDIX D: TERMS AND CONDITIONS FOR THE SETTLEMENT PROGRAM... 28
- 3 - FOREWORD Citizenship and Immigration Canada (CIC) seeks to build a stronger Canada by supporting the settlement of newcomers into Canadian society. Welcoming newcomers and helping them integrate into society is a community effort that is supported by partnerships with organizations and individuals across all communities. The Settlement Program contributes to CIC s vision and is central to fulfilling one of the Department s key objectives to respond to the needs of communities in all parts of the country by creating opportunities for newcomers to integrate into Canadian society. CIC's settlement programs and services help newly arrived immigrants adapt and settle in Canada and become self-reliant, participating, and contributing members of Canadian society as quickly as possible. They also help Canadians understand the immigration, settlement and integration process. The settlement program is outcomes based and has 5 themes: A. Information and Orientation Newcomers make informed decisions about their settlement and understand life in Canada B. Language/Skills Newcomers have language/skills needed to function in Canada C. Labour Market Access Newcomers obtain the required assistance to find employment commensurate with their skills and education D. Community Connections Newcomers receive help to establish social and professional networks so they are engaged and feel welcomed in their communities E. Policy and Program Development - To ensure effective delivery and achieve comparable settlement outcomes across Canada Given that many projects which are currently funded under the Innovation Fund will continue into next fiscal year, this Call for Proposals (CFP) addresses only a modest proportion of the overall Innovation Fund spending for 2012-2013. Consequently, this CFP will focus only on two of the five settlement themes which align with the Department s strategic priorities: A) Information and Orientation and D) Community Connections. Further details describing these priorities can be found in Part A: Program/Funding Overview of this guide under the section Funding Priorities. Funding is available to support initiatives that seek innovative ways to improve the delivery of settlement services and strengthen the settlement sector in Canada. Proposals must demonstrate that they are national in scope, can benefit multiple communities, and meet an identifiable need. A definition of national in scope can be found in Part A: Program/Funding Overview of this guide. Pilot projects, which aim to incorporate innovation in the project delivery, are not required to be national in scope. This Guide to Applicants is intended to help you understand the Call for Proposals process and how to prepare a funding proposal. The proposal must be as complete and as detailed as possible to ensure its proper assessment. Proposals will be evaluated according to the feasibility of the work plan, the organization s capacity to deliver the planned activities and the ability to effectively measure the outcomes. Value for money and cost-effectiveness of the proposed activities will also be assessed.
- 4 - CIC is under no obligation to fund any proposal submitted through this CFP. Applicants whose proposals have been approved for funding will be informed in writing by the Department. The amount of funding and scope of activities will be contingent on the satisfactory negotiation of a contribution agreement, the terms of which will be consistent with the Treasury Board Policy on Transfer Payments. Any expenditures incurred related to eligible activities undertaken prior to CIC s approved project start date will not be reimbursed nor will any costs related to the preparation of a proposal. This CFP does not represent a tendering process so consequently the lowest bid will not dictate which proposal is recommended for funding. Proposals will be assessed according to the screening criteria as described in this guide. CIC thanks you for your interest in working with the Department to improve the integration outcomes of newcomers to Canada.
- 5 - PART A: PROGRAM/FUNDING OVERVIEW Modernized Settlement Approach In 2008, Citizenship and Immigration Canada (CIC) developed a modernized approach to its Settlement Program for newcomers to Canada. This approach allows organizations greater flexibility to design and deliver services that best meet the settlement needs of clients and support newcomer integration. To read more about the CIC s Settlement Program, consult Appendix D of this document. Settlement Program This targeted Call for Proposals will focus on two themes of the Settlement Program for projects that are national in scope. A project is national in scope if it meets at least one of the following criteria: Addresses the needs of multiple (at least 3) jurisdictions at a national level; Services are provided in at least 3 jurisdictions; New approaches with national applicability are piloted in one or more jurisdictions to test the possible expansion at a national level; or Allows the implementation or continuation of activities that support CIC priorities. 1. Information & Orientation Services Provides newcomers and prospective immigrants with access to accurate, timely information about life in Canada. Activities include in-person or on-line orientation activities, or indirectly, through advertising, websites, or publications. 2. Community Connections Supports newcomers in their social engagement efforts, and engages communities in supporting the full participation of newcomers. Examples of services include; individual and community bridging, mentoring programs, supporting and encouraging volunteerism, fostering cultural awareness, and welcoming communities and neighbourhood services. Funding Priorities for this Call for Proposals Under the two themes, the funding priorities are the following: Information and Orientation Theme * Preparing for full citizenship: Building on Discover Canada (CIC s citizenship study guide), projects that create stand alone curriculum and related tools, as well as provides orientation sessions to newcomers to improve their knowledge of Canada, including its laws and values, the rights and responsibilities of citizens, and the role of civic participation in Canadian society. Community Connections Theme * Employer engagement: (1) Projects that seek to provide direct services to employers to facilitate their access to the immigrant talent pool. In particular, proposals that seek to coordinate among multiple service provider agencies will be prioritized. (2) Projects that seek to help employers in the active support of settling newcomer employees and their families. * The following funding priority could fall under either one of the two themes: Settlement support for resettled refugees: Services tailored to the needs of Government Assisted Refugees and Privately Sponsored Refugees after their initial settlement period (the 4-6 weeks covered by the Resettlement Assistance Program). Expected Settlement Outcomes A. Information and Orientation Newcomers make informed decisions about their settlement and understand life in Canada. Newcomers successfully integrate into society and prepare to become active Canadian citizens. B. Community Connections Newcomers receive help to establish social and professional networks so that they are engaged in their communities and able to find employment.
- 6 - PART B: ELIGIBILITY Eligible Applicants Eligible applicants, often referred to as service providers, are: provincial, territorial or municipal governments; non-profit organizations*: community groups, non-governmental organizations, umbrella organizations, and non-profit corporations; businesses; educational institutions** (including school boards, districts and divisions); and individuals. * Non-profit organizations should: be governed by a democratically elected board or executive body composed of Canadian citizens or permanent residents; and have been in existence for at least two years. ** Educational institutions must be recognized and licensed to operate under provincial or territorial statute. They include: public community colleges; vocational schools; public degree-granting universities and colleges; and school boards and their elementary and secondary institutions. Scope This Call for Proposals (CFP) seeks the submission of proposals that will support the achievement of settlement outcomes. Proposals must demonstrate that they are national in scope, can benefit newcomers and communities, can meet an identified need, or pilot new and innovative projects. Organizations must demonstrate leadership through partnerships, community linkages and have knowledge of newcomer needs. A project is national in scope if it meets at least one of the following criteria: Addresses the needs of multiple (at least 3) jurisdictions at a national level; Services are provided in at least 3 jurisdictions ; New approaches with national applicability are piloted in one or more jurisdiction to test the possible expansion at a national level; or Allows the implementation or continuation of activities that support CIC priorities.
- 7 - Settlement Program s Eligible Activities National Projects Contributions may be made toward project-related costs, as follows: Salaries, wages and related benefits. Assessment and training materials including textbooks and other instructional material. Travel and accommodation costs. Costs for meetings related to project activities. Overhead costs including rental of space or equipment and costs associated with administration and audit. Professional or consultancy fees for technical and legal advice, accounting and audit services. Purchase of materials and supplies, telephone, postage, printing and duplication. Transportation and child-minding costs for eligible trainees and their dependants requiring child-minding services. Capital expenditures. Arrangements and devices for eligible clients with disabilities of up to $10,000 per disabled client to a maximum of $100,000 per year per agreement. Research, conferences, and publicity. Training and professional development. Travel and other expenses for volunteers who attend training sessions and conferences, Delivery assistance tools. Activities not eligible for funding: Profit making activities. Services to the general public that normally fall within the mandate of provincial governments, such as health and education services. Activities that are expected to be covered by another funder. Expenses related to rewards and recognition. It may, however, be permissible, with prior approval of the Department, to use non-salary funds for small expenditures. In relation to volunteer recognition, the preferred approach is to apply more modest gestures such as certificates and letters of thanks. Costs incurred abroad or related to activities outside Canada, including costs related to international travel. Salaries, benefits and travel costs for elected principal officers such as directors, executive officers and members of managing committees (these are not eligible for funding without the explicit permission of CIC). Activities that have already been undertaken or completed before an application is made or before an approved contribution agreement is in place. Eligible Client Groups This Call for Proposals services only the following client groups that are eligible to receive settlement services: Permanent Residents of Canada; Protected Persons as defined in Section 95 of IRPA; Individuals who have been selected, in Canada or overseas, to become permanent residents (pending verifications) and who have been informed, by a letter from Citizenship and Immigration Canada;
- 8 - Convention refugees and protected persons overseas who have been selected for resettlement in Canada by Citizenship and Immigration Canada; Live-in Caregivers: o o o In Canada with a work permit under the Live-in Caregiver Program, are eligible for settlement services. Overseas who have been informed, by a letter of confirmation from Citizenship and Immigration Canada, of the approval of his/her Temporary Worker application under the Live-in Caregiver Program, are eligible to Canadian Orientation abroad (COA). Once they are informed, by letter, of the initial approval of the permanent residence application (subject to an admissibility assessment), become eligible for all settlement services in Canada or overseas.
- 9 - PART C: HOW TO PREPARE A PROPOSAL Completed and legally signed (signed by a representative authorized to sign such documents) proposals being hand delivered must be received by January 4, 2012 by 4:00 pm EST. Proposals being sent by mail must be postmarked on/or before January 4, 2012. Proposals received or postmarked after the January 4, 2012 deadline will not be assessed for this particular Call for Proposals (CFP). YOUR PROPOSAL SHOULD NOT BE MORE THAN 20 PAGES MAXIMUM. THIS DOES NOT INCLUDE THE APPLICATION FORM, THE BUDGET SHEETS OR SUPPORTING DOCUMENTATION. Proposals will be screened to determine completeness of the application package, whether the submitting organization is eligible to receive funding (see part B: Eligibility) and whether the project activities fit the scope of the CFP. Those that meet these three criteria will then be assessed to determine project relevance, potential for success and cost-effectiveness. It is therefore important that you ensure your proposal demonstrates the following: The project activities and outcomes will contribute to one or more of the Settlement Program s expected outcomes; Project activities/services are feasible and cost-effective; The objectives are achievable and realistic, and meet identified needs; The organization has the capacity to plan, monitor and report on the progress of activities and evaluate project outcomes; The organization is able to competently administer the financial cycle of the project including the preparation and timely submission of cash flows, claims and financial reports. Proposal components We encourage you to fully read the CFP document including the Frequently Asked Questions section (Appendix C) before finalizing your proposal to ensure thoroughness. Along with a completed Application for Funding form, a proposal must include the following sections: - Executive Summary (2 pages max) - Applicant Profile (4 pages max) - Background - Governance - Required Organizational Documents - Organizational Activities - Human Resources Requirement Chart ( fillable form available online within this CFP under Forms ) - Past Government and CIC Funding - Project Description (5 pages max) - Project Rationale - Logic Model - Project Plan (9 pages max) - Activities and outcomes - Clients (to be served) - Project Management - Performance Measurement - Reporting - Dissemination Plan - Budget - Fiscal Year Budget ( fillable form available online within this CFP under Forms )
- 10 - - Other Funding Sources for the project - Appendices - Appendix A: Application for Funding Sample Form ( fillable form available online within this CFP under Forms ) - Appendix B: Example of Budget Detail Form - Appendix C: Frequently Asked Questions - Appendix D: Terms and Conditions of the Settlement Program Executive Summary (2 pages max) The Executive Summary should be no more than two pages. Indicate the project title and briefly describe the objectives, client focus, planned activities, expected outcomes, duration of the project and total funding requested. Your proposal should then follow the same sections in the same order as below. Applicant Profile (4 pages max) a. Background: Provide information such as the type of organization (NPO/NGO, Public institution, other level of government, private sector), its mandate, length of time in existence, the number of current employees and the website address of the organization. If the proposal is being submitted by an umbrella organization or consortium of organizations, a primary organization must be identified which will be responsible to CIC for the entire project and assessed against the criteria of the CFP. Demonstrate the organization s capacity: how the organization has acquired the experience to manage the proposed activities, how it has an understanding of the needs of the targeted client group and how it has a stable governance and finance structure. Describe the suitability of proposed and/or existing facilities to deliver the project. b. Governance: Indicate whether the organization is a not-for-profit organization and whether it is affiliated with any other body. Also indicate if the organization is a stand-alone organization or if the structure includes one or more affiliates, satellite/branch offices. State whether the organization is governed by a board or executive body. Indicate whether the organization is administered, managed and staffed by experienced and qualified employees that have legal status to work in Canada. Indicate whether a dedicated financial expert is in charge of the accounting/financial records and the financial reporting. If yes, is this person employed by the organization (full time or part time), a contractor, a volunteer, etc. Indicate if the dedicated financial expert has an accounting designation. If yes, provide the name and title of the designated accountant and his or her type of designation (CA, CGA, or CMA). If the person is not a designated accountant, indicate how many years of experience he/she has as a bookkeeper. Indicate if the organization has an accounting system to record and report on financial transactions. If yes, identify the type of accounting software (in-house, manual, off-the-shelf) and the name of the accounting system. Indicate whether your organization has comprehensive human resources policies for its employees and whether or not these policies will be extended to project employees. Explain the extent to which and how clients participate in the organization s governance and operation. Identify any individual within your organization or a third party who undertakes lobbying activities on the organization s behalf with respect to the funding requested in the application. For a complete definition of lobbyist and lobbyist activities as defined by the Lobbyist Registration Act, please consult the following website: http://www.oclcal.gc.ca/eic/site/lobbyist-lobbyiste1.nsf/eng/home.
- 11 - c. Required Organizational Documents: Provide audited financial statements for your organization s last two completed fiscal years, your organization s annual report and two letters of support for this project. If your organization does not have audited financial statements, please provide a Balance Sheet and Income Statement for your organization s last two completed fiscal years along with Bank Statements to confirm cash balances. To note: Other organizational documents may be requested by CIC prior to beginning negotiations of a contribution agreement with your organization. Such documents may include, but are not limited to, incorporation and letters patent, governance structure, proof of signing authority, and proof of Canadian citizenship or permanent resident status (if the applicant is an individual). d. Organizational Activities: In order of importance, list the organization s objectives and indicate the geographic area of operation. Describe the activities carried out by your organization and indicate the proportion of programs designed for permanent residents of Canada. Finally, describe the client group or groups normally served by your organization. e. Staff Information Chart: Please provide details for all positions in your organization with responsibility for the administration or delivery of the proposed project (complete additional sheets if needed). f. Past Government and CIC Funding: Provide details on the past 5 years of funding from all levels of government: municipal, provincial and other Government of Canada funding, including past CIC funding. For each project, include the start and end date of the project, and the level of funding received in each fiscal year of the project s operation. Provide the agreement/commitment number for each CIC project funded within the last 5 years. Project Description (5 pages max) Project Rationale: In this section, briefly describe the key features of the proposed project, including linkages to one of the two funding priorities identified under Part A: Program/Funding Overview and describe expected outcomes of the project. More specifically, information should include: A project rationale detailing the need(s) being addressed and supported by substantiated evidence (this could include material from community stakeholders, references to relevant statistics, etc.). An explanation of the project s planned activities and expected outcomes and how they will ultimately contribute to one or more of the Settlement Program expected outcomes. A description of how the community will benefit from the project.
- 12 - Logic Model In addition to the project rationale, proposals should include a chart/logic model to depict the critical components of the project. This is a one-page visual to demonstrate the logical relationship between the project s inputs, planned activities, expected outputs, and outcomes. A logic model is used to help you structure your proposal and establish links to project and Settlement Outcomes. The following chart is illustrative to help you prepare a logic model for your planned activities: The Conceptual Chain - Inputs Activities Outputs Project Outcomes Settlement Outcomes Inputs Activities Outputs Project Outcomes Settlement Outcome(s) - Inputs are resources required for each project activity. (financial, inkind, staff, volunteers, facilities, equipment, supplies etc.) - Activities are operations or work processes internal to an organization that leads to outputs. Outputs are direct products or services stemming from the activities of a project. The work done usually produces something tangible such as clients served, workshops provided, conferences held, brochures and information booklets published, etc. - Project Outcomes are the effects of the outputs on stakeholders. List the immediate and longer term benefits/outcomes (e.g. new knowledge, new skills, changed attitudes or values, improved condition(s), altered status or modified behaviour in either people, organizations and/or communities). - indicate to which Settlement expected outcomes your project most closely aligns. Settlement Outcomes Information & Orientation Services Provides newcomers and prospective immigrants with access to accurate, timely information about life in Canada. Activities include in-person or online orientation activities, or indirectly, through advertising, websites, or some publications. Community Connections Supports newcomers in their social engagement efforts, and engages communities in supporting the full participation of newcomers. Examples of services include individual and community bridging, mentoring programs, supporting and encouraging volunteerism, fostering cultural awareness, and welcoming communities and neighbourhood services.
- 13 - Project Plan (9 pages max) Activities and outcomes: The project plan should: Describe how the proposed activities will address identified client and stakeholder needs. Explain how activities and outcomes will be accomplished in the context of the project. Include a schedule of activities and timelines with a tentative operation schedule (example: Phase 1: June 20XX - July 20XX; Phase 2: August 20XX January 20XX; Phase 3: February 20XX April 20XX). Describe any plan to review and adjust activities if expected outcomes are not being achieved. Clients: Describe the clients who will benefit from the project s success (refer to Part B Eligible Client Groups) and specify the size of the target group(s). Project Management: Describe project management positions, titles, duties, salaries and qualifications for this project. Should specific staff members have already been chosen for specific positions, please include their qualifications. Provide a rationale for the number of project management positions. Performance Measurement: In your proposal, indicate how the organization plans to measure project outputs, outcomes, shortfalls and overall success. Be sure to describe how this information will be collected and used by the organization for ongoing improvements and reporting back to CIC. Include information on your organization s capacity for gathering data, statistics and factbased evidence (e.g. paper-driven documentation or software-based capacity). The Performance Measures should be in line with both the logic model and the Settlement Outcomes. Reporting: Beyond the normal periodic expense claim function, please describe the financial controls that are in place and how they will be applied to manage the project budget and cash flow (accounting and bookkeeping procedures, signing authorities, audits). Other specific reporting mechanisms may also be required by CIC during the operation of your project. The final format, level of detail and frequency of reporting will be negotiated between CIC and the organization as part of the contribution agreement negotiation process. A final report will be required at the end of all projects. Dissemination Plan: Provide specific details on how information or knowledge gained from the project activities is to be distributed and shared. Project dissemination can occur through presentations, conferences, publications and websites. Budget Fiscal Year Budget: Complete a detailed budget for each fiscal year (April 1 March 31) of the project following the format found in Appendix B. A fillable budget template is available online within this CFP under Forms. Everything that appears in the budget should relate to an element of the work plan. In the narrative portion of your proposal, identify any contracting activity you will be undertaking with third parties. A short description of the expected statement of work for consultative/ contractual positions must be included. In the budget template itself, a descriptor for the consultant or contractor will be sufficient (e.g. accountant, auditor, media consultant are examples). See Section C Frequently Asked Questions, Q9 for additional information.
- 14 - Other Funding Sources for the Project: Indicate if CIC is providing 100% of the funding for this project. If it is not, provide a list of all other sources of revenue from which financial assistance has been sought for this project (e.g., other government sources, the private sector, your organization, individual donors) including in-kind contributions. (See Appendix C: Frequently Asked Questions Q7 for a description of in-kind). Identify the dollar amount each organization(s) or individual(s) is contributing. Other Project Considerations Goods and Services Tax (GST) and Harmonized Sales Tax (HST) CIC may reimburse part of the GST/HST paid on purchases. If you are a recipient of a GST/HST rebate (or Input Tax Credit), CIC will reimburse the portion of the GST/HST for which a rebate will not be received. For example, Service Provider Organizations (SPOs) incorporated as non-profit organizations may be entitled to a 50 percent rebate from the Canada Revenue Agency, with CIC reimbursing the other 50 percent. Maintaining Records and Reporting SPOs will be required to maintain accurate financial records and receipts for all expenses incurred in the course of the project. SPOs may be subject to at least one monitoring of financial records relating to this project. All organizations selected for funding will be required to report on the progress and achievements of their projects. In general, recipients of contribution funding from CIC are required to submit the following reports: Narrative Progress Reports Statistical Cumulative Report Financial Claims Final Report and Project Evaluation/Annual Project Performance Report Cash Flow Updates, when requested Final Accounting Statement Copies of contracts and receipts, on request Any other supporting documentation requested. The final format, level of detail and frequency of these reports will be negotiated between CIC and the organization as part of the contribution agreement negotiation process. A final report (e.g. Annual Project Performance Report) will be required at the end of all projects. Protection of Information/Disclosure Information provided in an application may be made accessible to anyone who would request them through the Access to Information Act. All personal information is protected under the provisions of the federal Privacy Act. Copyright Work produced from CIC project funding is to be shared. Where the production of the work has been funded, in whole or in part, by the contribution made by the Department under this Agreement, the Recipient hereby grants to the Department a non-exclusive, fully-paid and royal-
- 15 - free licence to reproduce, distribute and translate the work for purposes of carrying out the Department s program objectives. Proposal Cost No direct payment will be made for costs incurred in the preparation and submission of a proposal in response to the CFP. Acknowledgement (Federal Identity Program) Recipients are required to publicly acknowledge the Government of Canada s contribution to the realization of the settlement program projects by: clearly and prominently identifying the Government of Canada s contribution in the initiative; and acknowledging the Government of Canada s contribution in its announcements, interviews and ceremonies, in its advertising and promotional activities, in its speeches, lectures, publications, and in its recruitment procedures. To note: Additional communication may be required and will be identified at the time of signing the contribution agreement with CIC. Stacking Limits Total Government Assistance from all sources (i.e. federal, provincial, municipal) shall be a maximum of 100% of eligible costs. Total Government Assistance includes grants, contributions, and any other assistance (e.g. non-monetary/in-kind contributions). If actual assistance exceeds this limit, the repayment of any amount exceeding the Total Government Assistance will be calculated on a pro-rated basis (based on Total Government Assistance received towards eligible costs). Basis and Timing of Payment Payments of contributions will normally be made as reimbursements of eligible costs incurred or expenditures made by the contribution recipient and will be based on the presentation of acceptable claims and progress reports, in accordance with the terms of the contribution agreement. At the time of claiming final payment, or at the end of each year in the case of a multi-year agreement, the service provider may have to provide an audited financial statement and a final detailed report on the achievement of the objectives outlined in the agreement. Advance payments and holdbacks may also be used in the payment of contributions and will be managed in accordance with the Treasury Board Policy on Transfer Payments. Cancellation/Reduction of Transfer Payment In the event that funding levels are changed by Parliament, the Department may cancel or reduce funding to eligible recipients. Official Languages The Settlement Program takes into consideration Canada s commitment to official languages duality and respects the requirements of the Treasury Board Policy, Grants and Contributions Official Languages.
Multi-Year Funding Guidelines - 16 - The Department has the flexibility to enter into multi-year funding agreements. Multi-year funding agreements are an option that will be exercised at CIC s discretion. It is possible to pass the screening but not receive approval for multi-year funding agreements. The Department retains the right to terminate multi-year funding agreements should the Terms and Conditions not be met in full. Additional Considerations CIC may negotiate a contribution agreement with only those organizations whose submissions are approved for funding. You will be notified in writing if your proposal reaches that stage. The contribution agreement will detail the approved project outputs, outcomes, activities, schedule, budget, performance measures, reporting, etc. Contribution agreements must be legally signed by the SPO and by CIC before they enter into effect. All project related activities cannot start before the contribution agreement is signed by all parties. In Quebec, certain entities (as defined in the meaning of the Revised Statutes of Quebec chapter M-30, under sections 3.11 and 3.12, hereafter referred to as the Act), such as a municipal body, school body or public agency, must obtain an authorization, as prescribed by the Act before signing any agreement with the Government of Canada, its departments or agencies, or a federal public agency. Consequently, if your organization is based in Quebec and falls into the noted categories, you are responsible for obtaining such authorization. CIC will not enter into an agreement until the authorization is obtained.
- 17 - PART D: SCREENING AND ASSESSMENT Proposal Screening and Assessment Process The applicant is solely responsible to ensure their application is consistent with all CFP instruction requirements. CIC has established service standards regarding the CFP process: Acknowledgment of receipt of all proposals - It is our goal to send a written confirmation letter that the proposal was received by the Department within ten calendar days of the closing date of the Call for Proposals. Confirmation of eligibility of the applicant - It is our goal to send written confirmation that the applicant and proposal meet or do not meet eligibility criteria within 40 calendar days from the closing date of the Call for Proposals. Funding Decision - It is our goal to send the applicant, through written confirmation, the funding decision on their application within 125 calendar days from the closing date of the Call for Proposals OR to inform the applicant within that timeframe of any additional processing time that may be required. Proposal Assessment Criteria For eligible proposals, departmental officials will proceed with the in-depth assessment of the proposal. Proposals must meet at least one of the funding priorities to be considered. The proposals will be evaluated by a review committee composed of departmental officials. Other provincial/territorial and/or federal departmental officials may be consulted where appropriate. All proposals that have been selected for review will be assessed on the following three criteria: 1. Project Relevance - Proposed activities must support CIC s Settlement Program and the funding priorities identified in the CFP (refer to Part A and the logic model example in Part C). The proposal must clearly demonstrate how the project will support newcomers and illustrate the longer term benefits of the project activities. 2. Potential for Success Project objectives must be clearly identified, measurable, and realistic. Organizational capacity must be clearly demonstrated. Experience and expertise in managing project activities is an asset. 3. Project Cost-Effectiveness The budget and work plan must be realistic, verifiable and serve the project s objectives as stated in the Executive Summary of your proposal. About the Process As this is a competitive process, applicants should not expect to be contacted to modify or update their proposal. However, following a successful assessment, but prior to the recommendation for approval, the applicant may be contacted by departmental staff to clarify outstanding issues. CIC reserves the right not to fund all eligible proposals. Funding decisions will be subject to the annual availability of funds.
Call for Proposals Checklist - 18 - Carefully review the following checklist to ensure that your application is complete before submitting. Are all sections under the Application for Funding Form (IMM5277B) completed and signed by an officer with signing authority? Does the project proposal include the following sections? o Executive Summary (2 pages max); o Applicant Profile (4 pages max); o Project Description (5 pages max); o Project Plan (9 pages max); and o Completed Budget. Is supporting documentation attached? Do not submit brochures, magazines, videos, diskettes (other than 1 electronic copy of the proposal on diskette) or bound reports with your proposal. Instead you may make reference to published documentation in your proposal and identify websites that can be viewed or indicate how the material can be accessed if it is not available online. Completed Human Resource Requirement Chart. Two letters of support: Letters from organizations that will be involved in or impacted by the project activities. If your organization has letters of support from other Federal or Provincial Government Departments, provide copies with your application. Documentation to establish the need of newcomers (i.e. - minutes of meetings, statistics, research papers, newspaper articles, etc.). Other funding confirmation: Letters from funders other than CIC confirming the amounts and the conditions, if any, to receive the funding. Are both paper and electronic format of the complete project proposal included in the application package (electronic copy on diskette).
- 19 - PART E: SUBMITTING YOUR PROPOSAL Submitting your Application/Format of Proposal In order for us to consider your proposal, you must submit the following documents: - One (1) complete proposal for funding package (signed application form, project proposal and supporting documents). Appendix A shows the application form to be filled out. A fillable form is available online within this CFP under Forms. - One (1) electronic copy of the project proposal on a diskette. You can also provide electronic copies of supporting documents. You do not need to provide an electronic copy of the funding application form. - Material supporting your proposal. DO NOT BIND PAPER COPIES using cerlox bindings, duo-tangs or similar materials that do not allow easy copying and distribution to other departmental officials for the assessment process. DO NOT SUBMIT ADDITIONAL copies of the project proposal or brochures, magazines, videos, diskettes and bound reports with your proposal. Instead, you may make reference to published documentation in your proposal and identify websites that can be viewed or indicate how the material can be accessed if it is not available online. Mailing Address Send your application package to the following address: Integration Program Management Branch Hélène Panagakos, A/Director, NHQ-Program Delivery Indicate this title on the envelope CFP 2012-2013 Innovation Fund Citizenship and Immigration Canada 365 Laurier Avenue West Ottawa, Ontario K1A 1L1 Applications can also be dropped off at the mail room at the entrance of Jean Edmonds South Tower at 365 Laurier Avenue West, Ottawa. Deadline CIC will accept application packages delivered in person (by 4:00pm EST), by regular or registered mail, or by courier. Packages using courier, regular or registered mail services must be post-marked by January 4, 2012 or they will not be considered in this process. Contacting us for information As this is a competitive process, CIC staff cannot assist organizations in the development of their original proposal submissions. However, if you have questions or need clarification regarding information covered in this package, you may send an e-mail to: NHQ-IPMB- CFP@cic.gc.ca.
- 20 - APPENDIX A: APPLICATION FOR FUNDING SAMPLE FORM A fillable Application Form is available online within this CFP under Forms.
- 21 - COMPLETING THE APPLICATION FOR FUNDING FORM (IMM5277B) Read this guide thoroughly before completing the Application for Funding Form. CIC does not require an electronic copy of this application form, however, one completed and signed form must be included with the printed copies of the proposal that is sent to CIC. This form can be either (a) completed on-line, printed, and signed, or (b) a blank form can be printed, completed manually with black ink, and signed. Boxes 1 6: Enter the legal name, address and phone number of the organization. Boxes 7-8: Include, if available, email and website addresses. Boxes 9-11: Enter the name, (position) title, phone and fax numbers of a contact person. Boxes 12 13: Enter the incorporation and GST/HST numbers of the organization, if applicable. Box 14: Project Title. Box 15: Check the appropriate funding priorities. For this Call for Proposals the following three boxes apply: Information and Orientation; Community Connections; and Settlement support for resettled refugees. All other funding priorities identified in this form do not apply to this Call for Proposals. Box 16: Provide a brief description of the project. Boxes 17-18: Enter the proposed start and end dates of the activities. The actual project dates may be negotiated if the proposal is approved for funding. Boxes 19-20 Enter the total funding requested from CIC for this proposal as well as the total project cost. Box 21: Enter the name and position title of the official who has authority to sign on behalf of the organization. Have this individual review, sign and date the application, before submitting it to CIC. An unsigned application will be screened out of the CFP process.
- 22 - APPENDIX B: BREAKDOWN OF PROPOSED COSTS SETTLEMENT PROGRAM A separate budget is required for each fiscal year identified in the proposal (CIC s fiscal year is from April to March). Example of budget items and required details are below. A fillable budget template is available online within this CFP under Forms. A- ADMINISTRATION ADMINISTRATIVE WAGES Item Details Estimated Costs CIC Contribution Requested Administrative Assistant $?/hour x? hours Total Administrative Wages: $0.00 $0.00 BENEFITS Mandatory Employment Related Costs(MERC) Non-Mandatory Employment Related Costs Total Benefits: $0.00 $0.00 OVERHEAD Office Rent $? Total @ % for project Total Administration: Total Overhead: $0.00 $0.00 $0.00 $0.00 B- PROGRAM DELIVERY PROGRAM DELIVERY WAGES Item Details Estimated Costs CIC Contribution Requested Total Administrative Wages: $0.00 $0.00 BENEFITS Mandatory Employment Related Costs(MERC) Non-Mandatory Employment Related Costs Total Benefits: $0.00 $0.00 OTHER PROGRAM DELIVERY Travel $?/ticket x? tickets Total Other Program Delivery: $0.00 $0.00 Total Program Delivery: $0.00 $0.00 C- CAPITAL COSTS Total Capital Costs: $0.00 $0.00 D-CHILDMINDING COSTS Total Childminding Costs $0.00 $0.00 E-TRANSPORTATION Total Transportation $0.00 $0.00 F- GST Total GST: $0.00 $0.00 TOTAL FISCAL YEAR 20... $0.00 $0.00
- 23 - COMPLETING THE BUDGET DETAIL SAMPLE FORM A ADMINISTRATION (These costs should not exceed 15% of the total cost of the project) Administration Wages: Indicate those positions which are responsible for the oversight of the project but not directly involved in project activities. Examples would include administrative and financial functions. Include each position title along with details such as hourly wage, the number of hours per week and number of weeks involved in the project. Benefits: Mandatory Employment Related Costs (MERCs) - Enter the total amount of MERCs that relate to the administrative wages listed in the previous section. This would be the employer s contribution to Canada Pension Plan and Employment Insurance, as well as vacation pay, Workers Compensation and Health Tax, and any other item required by your province, territory or region. Provide a summary of this total in your proposal. Non-Mandatory Employment Related Costs (Non-MERCs) - Enter the total amount of Non- MERCs that relate to the administrative wages listed in the previous section, if offered by the organization to its employees. Provide a summary of this amount in your proposal and include excerpts from human resource policies, as appropriate, to further explain these benefits. Overhead: Specify the organization s overhead costs necessary to undertake this project. Group similiar items together to form subcategories. For example: Phone, fax, internet, wireless costs associated with administrative activities can be grouped under Communications Costs; office space rental, utilities, maintenance can be grouped under Accommodation Costs; photocopier, fax, etc. can be grouped under Office Equipment Rental; the purchase of various office equipment/furniture under $1,000 can be grouped under Purchase of Office Equipment/Furniture (costs over $1,000 would go under Section C Capital Costs), consultant or contractor positions (i.e., self employed bookkeeper or administrative temporary help services) can be listed by the Administrative or Financial Function that they perform. B - PROGRAM DELIVERY Program Delivery Wages: Indicate costs of only those employee positions which are directly involved in project activities. Include each position title along with details such as hourly wage, the number of hours to be worked per week and number of weeks involved in the project. A short description of the expected duties for each position should be included in the narrative portion of your proposal. In the budget template itself, the title of the position is sufficient. Note: The cost of consultants or other contractors should be indicated in the Other Program Delivery section as they are not employees of the organization. Benefits: Mandatory Employment Related Costs (MERCs) - Enter the total amount of MERCs that relate to the Program Delivery Wages listed in the previous section. This would be the employer s contribution to Canada Pension Plan and Employment Insurance, as well as for vacation pay, Workers Compensation and Health Tax, and any other item required by your province. Provide a summary of this total in your proposal.
- 24 - Non-Mandatory Employment Related Costs (Non-MERCs) - Enter the total amount of Non- MERCs that relate to Program Delivery Wages listed in the previous section, if offered by the organization to its employees. Provide a summary of this amount in your proposal and include excerpts from organizational human resource policies, as appropriate, to further explain these benefits. Other Program Delivery: Enter the various categories of costs which are directly related to the delivery of project activities. Group similar items together: e.g. phone, fax, internet, wireless costs associated with program delivery activities can be grouped under Communications Costs; office space rental, utilities, and maintenance can be grouped under Accommodation costs. The purchase of various office equipment/furniture under $1,000 can be grouped under Purchase of Office Equipment/Furniture (costs over $1,000 would go under section C Capital Costs), Purchase of software directly related to the project under $1,000 should also be listed. If software costs are over $1,000, this cost would go under Section C Capital Costs. Indicate all consultant and/or contractor resources and combine by function, where appropriate (i.e., subject matter experts, translation, editors). C- CAPITAL COSTS: Enter items or groups of similar items of $1,000 or more (i.e., furniture, equipment, and computers, etc). The total cannot exceed 15% of the value of the agreement. D-CHILDMINDING COSTS: This cost is not applicable for this Call for Proposals. E-TRANSPORTATION COSTS: This cost is not applicable for this Call for Proposals. F- GST/HST: Enter the amount of GST/HST forecasted to be paid on purchases related to the project less expected rebate from the Canada Revenue Agency. Eligible Expenditures Reimbursement may be made toward project-related costs associated with the project as follows: Salaries, wages and related benefits. Assessment and training materials including textbooks and other instructional material. Travel and accommodation costs. Costs for meetings related to project activities. Overhead costs including rental of space or equipment and costs associated with administration and compliance audit, if required by CIC. Professional or consultancy fees for technical and legal advice, accounting and audit services. Purchase of materials and supplies, telephone, postage, printing and duplication. Transportation and child-minding costs for eligible trainees and their dependants requiring child-minding services. Capital expenditures. Arrangements and devices for eligible clients with disabilities of up to $10,000 per disabled client to a maximum of $100,000 per year per agreement. Research, conferences and publicity. Training and professional development. Travel and other expenses for volunteers who attend training sessions and conferences. Delivery assistance tools.