ILCEPP applicant's guide

The ILCEPP is now open for applications. We are accepting applications until February 20, 2019.

Transport Canada's Indigenous and Local Communities Engagement and Partnership Program (ILCEPP) provides funding to Indigenous communities and entities as well as to local communities to build capacity around contributing knowledge towards Oceans Protection Plan initiatives.

Find out if you are eligible to apply, what to submit as part of your application and how we assess applications.

On this page

Objectives of the program

The ILCEPP provides funding to support and encourage eligible recipients to:

  • participate in long-term engagement work on one or more Oceans Protection Plan initiatives
  • build capacity and relationships for ongoing participation in the marine safety system

Funding supports long-term activities

This program supports long-term, ongoing engagement and discussions relating to partnership activities under the Oceans Protection Plan.

If you are seeking funding for short-term, one-time engagement activities, such as meetings or discussion forums, consult the Community Participation Funding Program.

The Community Participation Funding Program enables participation in event-driven engagement activities, such as meetings or discussion forums, regarding marine transportation strategies and policies.

Available funding

The maximum contribution per project is $300,000.

We will provide funding over a period of up to three (3) years. All activities must be completed by March 31, 2022.

Eligibility assessment criteria

Eligible recipients

Eligible recipients must show that they are affected by the development, improvement and/or implementation of marine transportation strategies and policies related to Oceans Protection Plan initiatives.

Eligible recipients include:

  • Indigenous communities and entities (such as a corporation or tribal council)
  • local communities (such as resident associations)

Eligible activities

Eligible activities will help to develop, improve or set up marine transportation strategies and policies related to Oceans Protection Plan initiatives.

Eligible activities include:

  • coordinating local and regional engagement to:
    • advance discussions on collaboration and partnership in marine safety and environmental protection
    • improve existing collaborative arrangements
  • building capacity and expertise to:
    • support dialogue and deliberation
    • enable Indigenous and local communities to take on greater roles as they relate to the design and implementation of the transportation system and/or environmental protection measure
  • fostering the development of bilateral and multilateral relationships (e.g., federal, provincial, Indigenous) and partnerships to support participation in the marine safety regime
  • implementing federal-Indigenous or multilateral (e.g., federal, provincial, Indigenous) plans and agreements to facilitate:
    • collaborative management
    • partnership in marine safety and environmental protection

Below are some examples of eligible activities. Remember that any activities must relate to one or more Oceans Protection Plan initiatives.

  • Hiring a liaison officer to coordinate and work with communities to solicit and compile their input
  • Providing ongoing focused collaboration and work
  • Hiring a technical consultant to provide expertise on technical documents such as discussion papers
  • Hiring professional services to coordinate and solicit input from at least one community
  • Preparing, participating in and coordinating engagement and consultation activities related to the project proposal
    • These could include meetings, online or written submissions and discussion groups
  • Providing and sharing information and Indigenous knowledge on how any proposed policies, programs, processes, directives, regulations or laws would affect Indigenous communities

Ultimate recipient

As an applicant, if you represent more than one recipient (such as a group or community), you must:

  • clearly indicate in your application the name of each recipient you represent
  • ask any authorized individuals for each represented group or community to sign a document confirming that you will be representing them
    • This will form part of the official contribution agreement

Eligible expenses

  • Staff salaries and benefits
  • Professional fees (fees for contracted services)
  • Room rentals and other facility costs
  • Public outreach, communications materials and associated activity costs
  • Honoraria
  • Travel expenses, which may include:
    • hotel accommodation
    • car rental and kilometric rates
    • other transportation (bus, train, ferry and airplane fares)
    • meals and incidentals
  • Administrative expenses for up to 15% of total costs, including:
    • general administration
    • translation
    • rent
    • insurance
    • office equipment rental
    • membership fees

In-kind expenses

Eligible expenses may include in-kind expenses when our contribution is less than 100%.

In-kind expenses may include any good, service or asset:

  • consumed by the recipient, for which costs are incurred and no cash is exchanged
  • donated to the recipient, for which costs are not incurred and no cash is exchanged

Ineligible expenses

Expenses that are not eligible for funding include:

  • costs incurred either:
    • before the funding approval date
    • after the final claim date
  • expenses for provincial sales tax and the GST or HST, where applicable, for which the recipient is eligible for a rebate, or any other costs eligible for rebates
  • purchase of land and/or building, and related to real estate fees
  • financing charges and interest payments on loans
  • hospitality expenses (for example, alcoholic beverages and gifts)
  • travel and per diem expenses over and above rates determined by the Travel Directive of the National Joint Council

Eligible project duration and approvals

Projects may begin to incur costs on the date of approval and must be completed by March 31, 2022.

We will not reimburse any expenses until a funding agreement is signed.

You must show that you have enough funding available to be able to complete the project before being reimbursed.

We may consider advance payments, but only under exceptional circumstances. Contact the program to learn more: tc.ilcepp-ppmcal.tc@tc.gc.ca.

Merit selection criteria

We will first assess whether a project proposal is eligible. Consult the eligibility assessment criteria above.

If it is deemed eligible, we will then assess the project proposal (consult how to apply) against the following merit selection criteria:

Relevance of the project

How closely the proposed project corresponds to the objectives of the program.

Applicant's relevant experience and capacity

How well the applicant is able, in terms of resources, personnel and expertise, to complete the proposed project. More specifically, Transport Canada will consider the applicant's:

  • mandate and/or experience and/or expertise
  • demonstrated commitment based on past or current projects
  • institutional, management/organizational structures, financial controls and other support required to successfully deliver the proposed project

Quality of the proposal

The degree to which the planned activities, schedule, budget, targeted results, roles and responsibilities are clear, realistic and consistent with the proposed project's objectives. The proposed project will be assessed against the following criteria:

  • clearly stated goals, objectives and outcomes
  • a realizable project plan, concrete deliverables, budget and timelines
  • a detailed risk analysis and mitigation strategy
  • an experienced and qualified project delivery team with roles and responsibilities clearly established

Value for money

How well the proposal sets out efficient use of resources and plans for producing outputs in an affordable manner.

Other criteria

The selection process may also consider:

  • regional representation and balance to distribute funding across Canada
  • prioritizing aggregates or organizations that represent multiple communities
  • prioritizing organizations or communities that have not yet received funding under this program
  • prioritizing organizations or communities who have previously identified an interest in participating in the Oceans Protection Plan
  • proposals that identify specific needs of the Indigenous and other communities affected by the development and improvement of Canada's marine transportation system (that is, regional Indigenous and local organizations based on needs and a minimum existing capacity)
  • proposals from organizations that both:
    • have an existing mandate or interest in marine safety and environmental protection and
    • are most affected by OPP initiatives (that is, either are significantly impacted or have the potential to benefit greatly)
  • proposals that identify the applicant's ability to raise cash or in-kind support from non-federal sources or partnerships with other organizations (that is, applicants that can minimize the share of federal government funding)

Notification

After we have assessed your project proposal, we will inform you if you have been selected for funding or not. We reserve the right to accept or reject any project proposal.

Service standards

To keep improving our level of service and to conduct a transparent process, we have set the following service standards:

  • To provide you with a written acknowledgement of receipt of your application and/or project proposal within 10 business days of the application deadline date
  • To issue payments within 20 business days following the notification to the recipient that the requirements outlined in the funding agreement have been fulfilled

If we cannot meet the above standards, we will advise you in a timely manner.

Funding agreements

The recipient and Transport Canada must sign the funding agreement to receive funding. The following sections highlight some of the key areas of this legal document.

Risk-based funding agreements

We will conduct a risk assessment of any approved project before signing a funding agreement. This ensures that funding agreement requirements correspond to the project's risk levels, and the recipient's capacity to deliver results.

The project risk assessment will determine:

  • how often the recipient must report project progress
  • the types of financial documentation the recipient must submit with payment claims
  • how often site visits will be made with and/or contact the recipient
  • audit requirements (all funding agreements indicate our right to audit)

Our risk assessment will be based on, but not limited to, the information you provide in your project proposal.

Project scope and agreement

Your project proposal will form the foundation of the following items included in the funding agreement:

  • project scope
  • mandatory legal documentation
  • clauses
  • terms and conditions
  • payment structure

Once the funding agreement is signed, you may not change the scope of the project, including budget, structure or timelines without prior written agreement between both parties.

Reporting requirements

We will lay out reporting requirements in the funding agreement. These requirements may include, among others:

  • financial claims
  • lists of invoices
  • progress reports
  • annual reports
  • a final report

Progress reports

Every 4 or 6 months (or 12 months – an annual report – for multi-year projects), you must submit progress reports. We will identify the frequency in the funding agreement.

In your progress report, you need to:

  • identify the progress achieved during the reporting period
  • include any financial claims

Annual reports

For multi-year projects, you need to submit an annual report.

In your annual report, you must include at a minimum:

  • a detailed description of the project's progress
  • any major achievements during the year
  • an update on how the project is moving forward and how it relates to initial objectives and final results
  • the latest data on performance indicators indicated in the funding agreement compared to the start of the project
    • You need to make sure you are collecting data in a systematic way to properly capture and report on the performance indicators used to measure how well you are reaching your project's outcomes
  • any eligible expenses incurred during the year with a breakdown of any expenses claimed per the funding agreement budget
  • highlights of any project communications activities during the reporting period
  • any issues, areas of concern or risk factors that may affect:
    • project completion
    • the schedule
    • the budget of the project as per original plans
  • mitigation strategies to correct any issues, areas of concern or risk factors

Final reports

When the project is complete, you will need to submit a final report.

Your final report should include both:

  • a roll-up of all the information you provided in the annual reports
  • a verification of all project activities, costs and outcomes

We may also ask you to include:

  • an overall assessment and analysis of the objectives met
  • outcomes achieved
  • lessons learned

Under the funding agreement, we must receive the final report before we pay the final expense claim.

Financial claims

You may only submit claims for reimbursement of expenses incurred that are identified in the funding agreement. We will provide you with the right templates to use. You will need to include a list of invoices with each claim.

Official languages

You must respect the Official Languages Act when delivering a project funded under this program.

This means that linguistic requirements may apply to your project, depending on either:

  • the scope (whether national, regional or local) of the project
  • the specific requirements of the region and the targeted audiences of the project

We will work with you to determine how to respect official languages for your project.

How to prepare your application

The following sections detail the documents required to submit a proposal.

You must use the templates to complete your project and budget proposals. You should have received these templates as part of your email package. If you did not receive them, please email tc.ilcepp-ppmcal.tc@tc.gc.ca.

Once you have prepared your application, submit it by following the instructions under How to apply.

What to include in your application

  1. Title of project and executive summary
  2. Applicant information:
    1. legal name of the organization
    2. name and position of the primary contact for applicant organization
    3. mailing address for all correspondence
    4. contact information such as office phone, fax numbers, email and web address
  3. Organizational profile:
    1. type of organization
    2. organizational structure and governance
    3. history of the organization
    4. mandate of the organization
    5. organizational activities
  4. Project management personnel
    1. Each project must have a designated project manager; include their contact information (if different from applicant organization)
  5. Declarations:
    1. conflict of interest questionnaire
    2. declaration by applicant organization attesting to the accuracy of the project proposal and the commitment of the organization to carry out the project signed by an authorized agent
  6. Project description:
    1. project objectives and goals
    2. location of project delivery
    3. proposed start and completion dates
    4. major activities for the project
    5. project work plan
    6. partners and contributions (to be completed if applicable)
    7. ultimate recipient information
    8. risk assessment and mitigation measures
  7. Communications plan (if applicable)
  8. Letters of support, including financial support (if applicable)
  9. Project budget

Submit your application

Application deadline

Applications must be received by February 20, 2019. Applications received after this date will not be considered for funding.

Note: All applications and project proposals must be signed, complete, accurate, comprehensive and presented using the templates provided. All applicants must provide legal documentation confirming their organization is a legal entity (for example, using letters of patent, certificates of incorporation or other such legal documents). Missing or incomplete information will slow the processing of the application and may result in its rejection.

You may choose to submit your application package by email or mailing address, at the applicant's discretion. To maintain the transparency and fairness of the selection process, no extensions can be granted.

Email:

Submit your electronic application package must be in Microsoft Word, MS Excel or PDF format. Send the application to: tc.ilcepp-ppmcal.tc@tc.gc.ca

Mail:

You may send a signed hard copy by mail. It must be received by the office by no later than the application deadline.

Mail applications to:

Indigenous and Local Communities Engagement and Participation Program (ILCEPP)
Transport Canada
330 Sparks St., Place de Ville, – Tower C (AHSB)
Ottawa ON K1A 0N5

We will confirm receipt of your application packages.

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