Local Food Infrastructure Fund: Annex A: How to complete the application form
Annex A: How to complete the application form
Applications will be accepted on an ongoing basis starting June 8, 2020, or until funding has been fully committed or until otherwise announced by the program.
Before you begin your application form, decide if your organization and activities meet the eligibility criteria detailed in Section 1.1 and Section 1.2 of the Applicant guide.
Application form instructions
If you have problems opening a PDF form in your Internet browser, you need to:
- Use your computer. The forms may not open on mobile devices (iPads, tablets, mobile phones).
- Make sure you have Adobe Reader 11 (or higher) already installed on your computer. If not, download Adobe Reader 11 or higher for free. Adobe has help for solving common issues.
- You must save the file on your computer in a place you can remember.
- Open the file on your computer using Adobe Reader 11 or higher.
- If you can't open the form with Adobe Reader 11 or higher, contact the program.
How to download and open a PDF form
Microsoft Windows Operating System computers using "Internet Explorer" or "Microsoft Edge" as your browser
- Right-click on the link you want to save
- Select "Save target as" or "Save link as"
- Choose the location on your computer where you would like to save the file
- Select "Save"
- Open Adobe Reader 11 or higher
- Select "File"
- Select "Open"
- Go to the location where you saved the file
- Select the PDF file
- Select "Open"
Microsoft Windows Operating System or Apple computers using "Chrome" or Firefox" as your browser
- Right-click on the link you want to save
- When the option menu appears, choose "Download link file" or "Download link file as"
- Choose the location on your computer where you would like to save the file. Your computer will start the download once you have selected a location.
- Open Adobe Reader 11 or higher
- Go to the location where you saved the file
- Select the PDF file
- Select "Open"
- All mandatory fields must be completed and all questions must be answered in order for the form to be considered complete.
- Ensure your application can be processed as quickly as possible
- Fill in the form electronically (enter your answers into the fields)
- Required fields with missing information and/or unbalanced values will generate an error message. Please correct errors to submit the form successfully. Once the form is submitted successfully, changes cannot be made using the online form.
- Hand written and/or mailed or faxed forms will take longer to process.
- If changes are required to an already submitted application, or you wish to withdraw an application, do not resubmit a new application form, please contact the program.
- Applicants will receive an acknowledgement within one (1) business days for online applications. If you choose to submit your Project Application Form by mail, it could take longer to receive your confirmation.
To apply to the program, download and complete the Project Application Form.
The Project Application form has seven tabs. All required fields (*) on the form must be completed.
1. Applicant Information
Agriculture and Agri-Food Canada (AAFC) will use the information you provide in this section to establish your organization's identity.
- Organization type
- Please select one of the four options. See Section 1.1 of the Applicant guide to determine if you are eligible to apply under this program.
- Legal name of Organization
- Your organization's legal name, as it appears in legal documents such as Articles of Incorporation, Certificate of Incorporation, etc.
- Operating as (if used)
- Enter the name under which your organization operates, only if that name is different from its Legal Name.
- Organization's website
- Enter the website address for your organization (starting with the www. prefix)
- Canada Revenue Agency (CRA) business number
- A CRA business number is a nine-digit number that gives each registered business its own unique identifier. Visit CRA to register for a business number.
If you do not have a CRA Business Number, or do not wish to share it at this time, enter nine zero's (i.e. 000000000).
Note: If you are successful in this application process, AAFC can only accept a federal Business Number (or the TVQ number for Quebec applicants) for setting-up vendor accounts. Provincial business numbers are not accepted.
- Primary contact
- Enter the contact information of the person in your organization who is responsible for responding to inquiries regarding this application.
- Mailing address
- Provide the complete address of your organization's headquarters.
- Primary project location
- The location where the project will take place other than your organizations headquarter, if applicable.
If you have multiple project locations, the primary location is the one with activities associated to the largest portion of the budget.
- Organizational capacity
- AAFC will use the information you provide in this section to understand more about your organization and to assess your ability to carry out this project.
- Has your organization been in operation for at least two years?
- Check the appropriate box. Please note that to be eligible to the program, an organization must have been in operation for at least two years.
- How many employees work for your organization?
- Include the number of all full-time and part-time employees on your organization's payroll. Do not include contractors.
- Describe your organization including, but not limited to, your mandate, your partners, the services you currently provide, the number of clients you currently serve, as well as when your organization was established. (maximum 5,000 characters)
- Provide your organization's mandate and priorities.
- Describe your current partners as well as the partnerships currently in place.
- Detail the current services your organization offers.
- Provide information on your target clientele (i.e. who they are, the number of people served by the organization, the quantities of food that you currently produce/distribute, etc.).
- Include a brief history of the organization, including the year your organization was established, detailing any significant changes in the past two years (for example, a significant increase/decrease of staff, changes to executive leadership, including the Board of Directors, a change in mandate, etc.).
- Describe your staffing situation, including the number of paid employees vs. volunteers. What is the attrition rate of your volunteers and how do you address this challenge?
- Provide any other details you feel would be pertinent.
- If successful, you will be required to sign a funding agreement with Agriculture and Agri-Food Canada (AAFC). Describe your organization's ability, including any administrative services at your disposal, to execute this project. (maximum 3,000 characters)
- This answer should detail how your organization is able to handle the administrative side of receiving a grant or contribution and should answer the following questions:
- What resources do you have to ensure this proposed project will be successful (for example, human resources, financial management practices etc.)?
- Have you considered project risks and mitigation strategies?
- Does your organization have the capacity to measure and report on the impact of the project?
2. Project Information
AAFC will use the information in this section, to complete a full assessment of your project.
- Project title
- Provide a short, descriptive project title that summarizes the project you are proposing. Avoid using the name of the infrastructure being requested.
- Provide a concise summary of your project. How would you briefly describe your project to a friend or colleague, or on social media? Please note that if your project is chosen for funding, this summary may be published on Government of Canada websites. (maximum 500 characters)
- Detail in as few words as possible how this project aims to address food insecurity in your community for Canada's most at-risk populations.
- Which of the following groups will directly benefit from the intent of this project's activities.
- Select each group that will directly benefit from increased access to healthy food as a result of this proposed project.
- Describe in detail how this project will augment your ability to address food insecurities or food systems in your community. (maximum 5,000 characters)
- Explain in detail the proposed project, how the requested infrastructure will improve the services your organization already provide or how it will allow your organization to provide new services. Describe how this project will contribute to, create or strengthen your local foods systems, if applicable.
Results and benefits
- Describe how your project will benefit identified at-risk groups, the local community, and the local food system. List the partners for this project and describe their role or involvement in the project. Detail any other benefits (entrepreneurial, economical or environmental) that will occur as a result of your project. (maximum 10,000 characters)
- Describe the current reach your program has and how the requested infrastructure will increase your organizations capacity to address food insecurity in your community.
Your answer should also detail the outcomes of the project:
- While referring to section 4.0 of the Applicant Guide, explain the benefits that will result from the completion of this project.
- Identify how the project impacts will be measured.
- Explain how the project will impact at-risk Canadians and/or communities with high rates of food insecurity. For list of at-risk groups, please refer to section 1.2.
- Please include any available data on rates of food insecurity in the community where the project will be implemented.
AAFC and AAFC funded projects must comply with the Impact Assessment Act (IAA). If a proposal is in relation to a "project" on federal land, then the IAA might apply. To help AAFC make this determination, indicate whether the proposal is a "project" on federal land.
Under the IAA, federal land means:
- lands that belong to Her Majesty in right of Canada, or that Her Majesty in right of Canada has the power to dispose of, and all waters on and airspace above those lands, other than lands under the administration and control of the Commissioner of Yukon, the Northwest Territories or Nunavut;
- the following lands and areas:
- the internal waters of Canada, in any area of the sea not within a province
- the territorial sea of Canada, in any area of the sea not within a province
- the exclusive economic zone of Canada, and
- the continental shelf of Canada; and
- reserves, surrendered lands and any other lands that are set apart for the use and benefit of a band and that are subject to the Indian Act, and all waters on and airspace above those reserves or lands.
Under the IAA, a "project" means a physical activity (for example, construction, operation, installation, maintenance, decommissioning, demolition) carried out in relation to a human-made structure with a fixed location. Examples of projects include the construction or expansion of a building, excavation of a pond, installing a concrete pad or permanent irrigation system, or any other activity related to a permanent human-made work.
- (1) Asks if the proposal is on federal land?
- If the answer is yes or unsure you will be asked the following secondary question:
- (2) Asks if the proposal relates to a "project"?
If the answers to BOTH questions are YES, the proposal is related to a "project" and is taking place on federal land, further assessment is likely required by AAFC.
If the answer to 1 or 2 is NO, it is likely the proposal does not require further assessment. Examples would be:
- the proposal is not related to a "project", and is not taking place on federal land.
- the proposal is related to a "project", but is not taking place on federal land.
- the proposal is on federal land, but is not related to a "project".
If you are unsure about the answers to 1 and 2, AAFC can provide assistance.
- Project data collection
- AAFC is committed to the fair and transparent distribution of program funds. AAFC will be using the following questions for reporting purposes only; answers will not directly affect the outcome of your project's assessment.
- The North American Industry Classification System (NAICS)
- Under Identifier Type, select "Other". Then under NAICS Identifier, please select the code that best describes your organization.
- Official languages
- AAFC is committed to enhancing the vitality of official language minority communities, supporting and assisting their development, and promoting the full recognition and use of both English and French in Canadian society.
Please note that answering "no" to the following questions will not influence the outcome of your application. However, AAFC will validate and/or discuss this information with you to determine if linguistic commitments should be included in agreements.
- If approved, would your project activities reach an audience of BOTH English- speaking and French-speaking individuals or groups?
- Official language minority communities consist of Francophones outside Quebec and Anglophones in Quebec. These communities are often represented by provincial and regional organizations.
- If approved, would your project activities specifically target an official language minority community (French-speaking people outside Quebec or English- speaking people in Quebec)?
- When it is determined that projects under this program involve activities related to the development and transfer of knowledge and may have an impact on official language minority communities or promote the use of English and French, AAFC will include appropriate linguistic commitments in agreements with your organization and ensure that additional expenses incurred as a result of these commitments are considered eligible for contribution funding.
Activities can include, but are not limited to:
- Project web pages and/or project social media account(s) produced and maintained in both official languages
- Project materials offered in both official languages (brochures, kits, handouts, newsletters, reports, etc.)
- Project-related advertisement in official language minority communities media (newspapers, radio, social media)
- Bilingual coordinator or other contractor hired to help deliver project-related activities in both official languages (for example, master of ceremony for a project event, workshop facilitator or simultaneous translator)
- Distribution of invitations in both official languages
- Knowledge transfer activities as listed in the Applicant Guide
- One or more official language minority communities are included in the project target groups (for example, as in-kind or cash partners in project budget or to be invited to project events)
- Other groups representing official language minority communities are consulted to see if there is any potential for involvement on their end
- Travel to or from official language minority communities (costs associated with these project activities included in project budget)
If funded, your organization may be required to publicly acknowledge AAFC's support for the project. In these cases, the department may request that such acknowledgments include text in both official languages.
In addition to the Application Form, the following documents are required as part of a complete application package:
- Signature of Applicant Authorized Representative form
- Applicants must have their authorized representative(s) sign and attach this form as part of the online project application package.
- Confirmation of legal entity and/or not-for-profit status
- Such as Certificates and Articles of Incorporation (issued and filed, respectively, by or with provincial, territorial or federal government that document the Applicant's status as a legal entity)
- Letters of Financial Support and if applicable Project Endorsement Letters (if available, not a requirement)
- Letters outlining confirmed financial support (cash or in-kind) from all financial contributors to the project, other than the Applicant organization (that is, other industry groups or other government*) must be provided.
Letters of support from stakeholders indicating they believe there is a need for the proposed project and expressing hope that the proposed project will be accepted.
*On a case-by-case basis, letters outlining pending support may be accepted from other governments.
- Quotes, estimates and/or contracts
- Quotes, estimates and/or contracts provided by suppliers/service providers for all capital assets or other direct project costs to be purchased and installed valued at more than $5,000.
Note: For structural renovations (for example, kitchen renovations), a minimum of three (3) estimates/quotes from different service providers is normally required to justify costs and fair market value. In addition, a floor plan is also required which includes dimensions of building and renovation site.
3. Project Costs
Eligible Cost Items
Create a new entry for each project cost.
- Name of Cost Item
- Provide a short name of the cost item. To add a Cost Item, click on the green +. To delete a cost item, simply click on the red −.
- Provide a short description of the cost item that accurately reflects the activities and results of the project. List all items that your organization wishes to purchase under each Cost Item.
- Cost Category
- Select one of two cost categories, either "Capital Assets" or "Other Direct Project Costs".
- Infrastructure Type
- Select one infrastructure type from the list provided. Refer to section 1.3 of the Applicant guide for more information.
4. Sources of Funding
Please see section 1.4 of the Applicant guide for information on cost sharing, sources of funding, and government funding stacking limits.
Please provide the amount of funding needed per fiscal year from AAFC in the "Requested Funding from AAFC" cells.
- Remaining Other Sources of Funding not yet allocated below
- List each source of funding from this projects' partners, whether private sector and/or municipal or provincial government. Also include any contributions you, the applicant organization are making to this project. For additional sources click on the green +. To delete a cost item, simply click on the red −.
5. Budget Summary
This section will auto populate from the data entered in other sections.
- Unpaid debts to the Government of Canada
- The recipient of AAFC funds must declare any amounts owing to the Government of Canada. Any amounts due to the recipient under AAFC programs may be set off against any such amounts owing to the Government of Canada under any agreement or any legislation with the Government of Canada.
- Lobbying activities
The Applicant must ensure that a person lobbying on behalf of the Applicant is registered and in compliance with the Lobbying Act.
More information on the obligations in the Lobbying Act can be found on the website of the Commissioner of Lobbying of Canada.
- Conflict of Interest
- Current or former public servants or public office holders are required to avoid conflict of interest situations while employed by the federal government, and for a period of time following their service. The Applicant acknowledges that any individuals who are subject to the provisions of the Conflict of Interest Act, the Values and Ethics Code for the Public Sector, the Conflict of Interest Code for Members of the House of Commons, any applicable federal values and ethics code or any applicable federal policy on conflict of interest and post-employment shall not derive any direct benefit resulting from this application unless the provision or receipt of such benefit is permitted in such legislation, policy or codes.
- Consent for Use, Disclosure and Copyright
- Personal information will be treated and disclosed in accordance with the Privacy Act. You have the right to access your personal information held by Agriculture and Agri- Food Canada and to request changes to incorrect personal information by contacting the AAFC Access to Information and Privacy Director at firstname.lastname@example.org.
For more information about AAFC's privacy practices, you may refer to the following Personal Information Banks: Public Communications PSU 914 and Outreach Activities PSU 938.
Business information will be disclosed only in accordance with the provisions of the Access to Information Act.
For information about the Privacy Act and the Access to Information Act, visit Privacy Act and Access to Information Act. For further information about these acts please contact the Access to Information and Privacy Director at email@example.com.
- Copyright permission
- AAFC may disclose, reproduce and distribute any part of or the whole of the documentation provided in or with this Application Form, within AAFC and to its authorized third parties, including other Government Departments, for purposes consistent with the receipt, assessment and subsequent treatment of the Application.
Once you have completed your application form and all the additional documents, please submit your project application.
To check for errors, it is recommended that you select the 'Check for Errors' button in the upper right hand corner of the form after completing every page and prior to submitting the application.
For technical assistance submitting your application, or at any time during the application process, you can access the technical help file by going to the information icon () located throughout the project application form.
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