Canadian Agricultural Adaptation Program (2014-2019) — Applicant Guide

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July 2015 (Version 2)

1.0 Purpose

The purpose of this document is to provide you, the Applicant, with information about the Canadian Agricultural Adaptation Program (CAAP) (2014–2019). In addition, this guide will assist you in completing and applying for funding under this program.

2.0 Description

CAAP (2014-2019) is a five year $50.3 million program. Its objective is to help the agriculture, agri-food, and agri-based products sector seize opportunities, respond to new and/or emerging issues, and pathfind and/or pilot solutions to new and ongoing issues, so it can adapt and remain competitive. This program succeeds the CAAP program that ended in March 2014.

CAAP (2014-2019) aims to fund industry-led projects that address the program objective and are in line with national or sector-wide priorities identified by industry and/or government.

Program Objective

The objective of CAAP (2014-2019) is to help the agriculture, agri-food, and agri-based products sector do the following:

  1. Seize opportunities:
    • Allow industry to take advantage of a situation or circumstance to develop a new idea, product, niche, or market opportunity.
  2. Respond to new and/or emerging issues:
    • Address issues that were unknown or not a concern before.
  3. Pathfind and/or pilot solutions to new and ongoing issues:
    • Pathfinding means investigating new ways and/or different options of dealing with new and/or ongoing issues.
    • Piloting means testing ideas and/or approaches to apply in the sector.

Scope of Projects

National or sector-wide projects will be considered for funding. To show this scope, applicants must make sure that the project:

2.1 Duration

CAAP (2014-2019) ends on March 31, 2019.

2.2 Eligible Applicants

Eligible Applicants must be legal entities capable of entering into legally binding agreements.

Eligible Applicants are:

Ineligible Applicants are:

2.3 Maximum Funding Amount

Agriculture and Agri-Food Canada (AAFC) will determine funding on a case-by-case basis.

The maximum funding amount for each project will generally not exceed:

An Applicant can apply more than once but, generally speaking, for each Applicant, funding will not be more than:

2.4 Cost Sharing

Eligible costs related to a project, as defined in Section 2.7 Eligible Costs, are to be shared between AAFC and the successful Applicant (and others where relevant, for example other industry supporters and other governments).

For CAAP (2014–2019), eligible project costs are to be shared 50:50 between AAFC and the Applicant. Applicants may include funds from their own organization and/or its members; industry supporters and/or project participants; and other government sources (federal, provincial/territorial, municipal, and so on) to make up their 50% share of costs.

When including funds from other government sources to meet the Applicant's 50% share, the stacking limit must be respected. The stacking limit refers to the maximum level of total Canadian government funding (federal, provincial/territorial, and municipal) a successful Applicant can receive towards the total eligible costs of a project.

The maximum level of total government funding will generally not exceed 85% of eligible costs per project.

Note: AAFC reserves the right to contribute more than 50% of total project costs where it deems that a project is a high priority or will address an urgent issue.

2.4.1 Cash Contributions

When eligible costs are resourced by an approved cash outlay, they would either be eligible for reimbursement by AAFC or be part of the Applicant's contribution to the project.

For example, if a project requires specific human resources to undertake direct project activities and an Applicant devotes existing staff with the required skills to meet that requirement, then the cost of those resources is considered a cash outlay. These labour costs would either be considered eligible for reimbursement by AAFC or be part of the Applicant's cash contribution to the project.

2.4.2 In-kind Contributions

In-kind contributions are goods and services that are contributed to a project and that require no outlay of cash by the Applicant or industry supporter. In-kind contributions form part of the Applicant's project share and therefore are not reimbursable by AAFC.

To be eligible, in-kind contributions:

2.5 Application Intake

Applications are accepted on a continuous basis. This means that applications can be submitted for consideration at any point during the life of CAAP (2014-2019), until the available budget has been fully allocated.

It is highly recommended that your application be submitted well in advance of the scheduled activities to allow time for your application to be considered.

2.6 Eligible Activities

Eligible activities are of the following nature and type:

Ineligible activities include, but are not limited to, the following:

2.7 Eligible Costs

Eligible costs are the costs directly related to the project that fall within the recognized cost categories and respect all conditions and limitations set out in this guide and the contribution agreement if the project is approved.

Eligible costs are categorized under standard cost categories for all funding projects. Eligible cost categories under CAAP (2014-2019) include:

Note: Eligible costs are subject to all conditions and limitations set out in this Applicant Guide (including those listed in Section 2.8 - Ineligible Costs or Limitations) and the Contribution Agreement if the project is approved.

Eligible costs must be presented, in the budget, under the standard categories for all funding projects, as identified in Annex B – Standard Cost Categories.

An Applicant may use cash and/or in-kind contributions towards their percentage of contributions towards eligible costs (see Section 2.4 - Cost Sharing).

The program start date is April 1, 2014, and in no instance will any costs incurred prior to that date be eligible for reimbursement. Any costs incurred after the program end date March 31, 2019, will not be eligible for reimbursement, or considered as an industry contribution toward the project.

Note: AAFC may allow eligible costs to be incurred after a complete funding proposal has been received by the Program, but prior to the signing of a Contribution Agreement if AAFC deems this necessary for the achievement of objectives under the project and if such costs are reasonable and required to carry out the eligible activities to which they relate.

Please note, however, that even if an Applicant is advised that their project is approved and the Applicant starts incurring costs, no costs can be reimbursed unless a Contribution Agreement is ultimately signed between the Applicant and AAFC. Thus, any costs incurred prior to the signing of a Contribution Agreement would be incurred solely at the Applicant's risk without obligation of payment by AAFC.

2.8 Ineligible Costs or Limitations

Ineligible project costs are, but are not limited to, the following:

Project cost limitations include, but are not limited to, the following:

3.0 How to Apply

Please note that the submission of an application creates no obligation on the part of AAFC to provide funding for the proposed project. As an Applicant, you must ensure that you meet all eligibility criteria before submitting your application.

Fax/Mail or Email

For those applying by fax/mail or e-mail, please see the contact information provided in Section 6.0 Contact Information to obtain your Project Application Form, a Project Work Plan and Budget template along with the necessary instructions.

A complete application package consists of a completed AAFC Project Application Form, a Project Work Plan, a Budget, and such additional supporting documentation (listed in Section 3.1.3 - Additional Requirements) required by the program to fully assess the project's merit to be funded.

Project Application Form

Complete all mandatory fields in the Project Application Form.

In your response to the following sections of the Project Application Form, include the following information:

Under Project Description:

Under Results and Benefits:

Under Organizational Capacity:

Under Risk Assessment:

Under Project Contributors and External Parties:

Below is an overview of what is expected in each additional component of the application.

3.1.1 Work Plan

The Work Plan provides a description of all project activities and timelines, as well as overall key project outcomes. Applicants must complete a Project Work Plan template for the work being performed under a contribution agreement.

3.1.2 Budget

To complete the budget, please read the "Instructions" worksheet provided in the Project Budget template.

Applicants are also encouraged to review the standard cost categories for assistance with the categorization of costs within the Budget form.

For project costs set out in this Budget to be considered Eligible Costs they must fall within the recognized cost categories and respect all conditions and limitations set out in this Program Applicant Guide, whether or not the Budget is approved by the Parties. For greater certainty, these Eligible Costs must also be reasonable, reflect Fair Market Value and be directly related to the project.

3.1.3 Additional Requirements

Applicants should submit the following information, where applicable, to support the completed Project Application Form, Work Plan and Budget:

Confidentiality: It is the Applicant's responsibility to clearly identify, on any documentation submitted to AAFC, the information that is considered commercially confidential. This information will not be disclosed unless required by law, including the Access to Information Act, or upon the express authorization of the applicant.

4.0 Assessment and Approval

4.1 Assessment Criteria

The following criteria will be used to assess the application form and supporting documents:

AAFC reserves the right to ask for any added information needed to review the application.

If you are successful, AAFC will provide a written decision letter outlining the level of assistance awarded and any other conditions if applicable.

4.2 Contribution Agreement

Successful Applicants who enter into a Contribution Agreement (CA) with AAFC will be referred to therein as Recipients. Recipients are required to enter into a CA that outlines the amount of funding AAFC will provide to the Recipient toward eligible costs, as well as the Recipient's responsibilities and obligations.

4.2.1 Payments to Recipients

AAFC will make payments based on claims submitted for eligible costs incurred and paid by the Recipient in accordance with the terms and conditions of the CA. Each claim must be supported by details of the costs being claimed and certified by an authorized official of the Recipient.

Advances may be made available based on AAFC's assessment of the project risk (see Section 5.1 - Risk Framework) and where need is substantiated.

4.3 Reporting Requirements

Recipients will be required to provide progress reports using forms to be provided by AAFC, describing the activities completed and progress made towards deliverables, as described in the Project Work Plan (see Section 3.1.1 - Work Plan).

Recipients will also be required to provide performance reports annually and at the end of projects, using forms provided by AAFC. Those reports will track progress against project performance measures.

Financial reporting will be required with each request for reimbursement of expenditures, in addition to year-end accounting and other financial reports.

Other reports may be required at AAFC's discretion.

Note: When completing your Budget, please ensure you have allowed sufficient resources to perform this function as well (see Section 3.1.2 - Budget).

5.0 Notes

5.1 Risk Framework

Once a project is approved for contribution funding, AAFC will conduct a risk assessment to determine the overall risk level of the project.

The result (risk level) of this assessment does not determine eligibility for funding but will affect, among other things:

AAFC's contribution agreement template has been designed to accommodate this framework and its results. A letter will accompany the CA to outline the requirements for the above.

5.2 Intellectual Property

By signing the application form you are allowing AAFC to reproduce and distribute the whole or any part(s) of your application for the purposes outlined in Section 5.6 Business Information.

CAAP (2014-2019) is an initiative pursuant to which contribution funds may be paid to Recipients. Title to the intellectual property developed by the Recipient of contribution funding will vest in the Recipient or a third party, as may be negotiated by the Recipient and the third party.

However, AAFC will engage in program administration activities and in other follow-up activities. AAFC may require the inclusion of a non-exclusive, world-wide, royalty-free and perpetual license or sub-license, as applicable, allowing AAFC to reproduce and to distribute by any means the whole or any part of any documents generated by or for the Recipient for these purposes, within the Department, within the Government of Canada, or to other governments, as part of the contribution agreement.

5.3. Retention and Disposition of Assets

The department will include terms in the CA to allow AAFC to direct that assets purchased with contribution funds or needed to meet the Recipient's obligations under the CA be retained until the completion of the project or the repayment of AAFC contribution funding (if any). If the Recipient wishes to dispose of the assets beforehand, they will be disposed of in the manner that AAFC determines or to such person as AAFC authorizes. This means that if the Recipient wishes to dispose of assets that are purchased using contribution funds or needed to meet the Recipient's obligations under the CA, then the Recipient must send a request for authorization to do so to the Minister or his representative before disposition. The terms of the CA also allow AAFC to direct, at the completion of the Project or upon earlier termination of this Agreement, the Recipient to keep, or to dispose of the capital assets acquired by the Recipient using the Minister's contribution. Note that AAFC will have no property ownership or security interests in any assets purchased with contribution funds.

5.4 Official Languages

5.4.1 Language of Service

Applicants and Recipients are encouraged to communicate with AAFC in the official language of their choice. AAFC reviews and assesses applications and project deliverables in both official languages.

5.4.2 Language Obligations of Recipients

Depending on the nature of the program, the type of Recipient, and specific project activities to be undertaken, the Government of Canada may require the Recipient to make information available to and interact with the public in one or both official languages on terms and conditions to be specified in the Contribution Agreement.

In all cases the Recipient must publicly acknowledge AAFC's support for the project and project-specific communications products. The department may request that such acknowledgment include text in both official languages. Contribution funding from CAAP (2014-2019) can be used to help cover the cost of conducting activities and communicating with the public in Canada's official languages as long as the costs fall within the definition of eligible costs and are included within the project budget.

5.5 M-30 Law (for Quebec organizations only)

The Act Respecting the Ministère du Conseil Exécutif (M-30) may apply to an applicant in the Province of Québec. Applicants will be required to complete an additional information form and, if they are subject to the requirements of the Act, to obtain written authorization and approval from the Government of Québec prior to execution of any contribution funding agreement.

5.6 Business Information

AAFC may collect, use and share an Applicant's information, which includes, but is not limited to, documentation prepared in the administration of CAAP (2014-2019). AAFC will use and share this information for the purposes of assessing and reviewing the eligibility of the Applicant and the proposed project with:

The information may be shared with the parties mentioned above, for purposes that include, but are not limited to:

AAFC publishes a list of approved projects on the departmental website and may publish such list on other Government of Canada websites. This list would include the name of the Recipient, the project name, and the amount of CAAP (2014-2019) contribution. AAFC may also publicize this information, along with a description of the project, in:

5.7 Environmental Considerations

All projects receiving funding from AAFC must comply with the Canadian Environmental Assessment Act, 2012 (CEAA2012). It is your responsibility to review whether your type of project is listed on the Regulations Designating Physical Activities and to contact the Canadian Environmental Assessment Agency. Indicate in the "Project Description" section of the Application Form if your type of project is listed on the Regulations. Also indicate if the project's activities are located on Federal Crown land (includes federal and Aboriginal reserve land), on private land or another type of land. If you do not know, indicate that this information is "unknown".

The Minister of Agriculture and Agri-Food will consider whether your project requires an environmental determination under section 67 of the CEAA 2012 and take the necessary steps if a determination is required and may inform you accordingly.

Provide details on any environmental risks in the "Risk Assessment" section in the Application Form, which includes confirming whether you have or will obtain federal, provincial, territorial or municipal authorizations and permits. AAFC reserves the right to request additional information.

6.0 Contact Information

For further information please contact us.

Toll-free: 1-877-246-4682
Fax: 613 773 1922
TDD/TTY: 613-773-2600

Applications can be mailed to the following address:

Agriculture and Agri-Food Canada
Industry Development Division
Canadian Agricultural Adaption Program (2014–2019)
1341 Baseline Road
Tower 7, 8th Floor, Room 242
Ottawa, ON K1A 0C5

Annex A: Consent to Disclose Personal and/or Business Information

See the Consent to Disclose Personal and/or Business Information form.

Annex B: Cost Categories

See the AAFC Standard Cost Categories.

Note: This is a generic list of cost categories. It includes costs that may be ineligible under CAAP (2014-2019). Please see Sections 2.6 - Eligible Activities, 2.7 - Eligible Costs and 2.8 - Ineligible Costs or Limitations for more details.

Annex C: Copyright Permission

See the Copyright Permission form.

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