Innovation for Defence Excellence and Security (IDEaS) Program Applicant’s Guide

1 General Information

1.1 Background

As part of Strong, Secure, Engaged: Canada's Defence Policy, the Department of National Defence (DND) has launched the Innovation for Defence Excellence and Security (IDEaS) Program. The IDEaS Program supports, increases and sustains science and technology (S&T) community capacity external to DND that can generate new ideas and formulate solutions to Canada's current and future defence and security Innovation Challenges. These innovative solutions are critical for Canada and its allies to mitigate new threats and stay ahead of potential adversaries, while generating knowledge and economic benefits for Canada. Innovators willing to develop solutions to emerging problems from their own unique perspectives are encouraged to participate in the IDEaS Program.

IDEaS aims to encourage and progress innovative solutions along the Solution Readiness Level (SRL) maturity scale, as described on the IDEaS website (/content/canadasite/en/department-national-defence/programs/defence-ideas/solution-readiness-level.html).

This Call for Proposals (CFP) is an invitation to innovators to submit innovative S&T proposals in support of Canada's defence, security and public safety. DND is looking for novel ideas and innovative solutions to resolve S&T challenges under the following area:

1.2 Terminology

This table outlines the terminology employed throughout the CFP. Applicants should visit the IDEaS website for specific information on the IDEaS program.

Term/Acronym Definition

S&T

Science and Technology

SRL

Solution Readiness Level

IP

Intellectual Property

DND

Department of National Defence

DRDC

Defence Research and Development Canada

IDEaS

Innovation for Defence Excellence and Security

R&D

Research and Development

CAF

Canadian Armed Forces

Recipient

An applicant whose project has been selected for funding

Contribution Agreement

The legally binding agreement between the DND and the Recipient embodying the terms and conditions governing the contribution program.

Contribution

Funding provided by Canada under the contribution agreement

In-Kind Contribution

Cash equivalent goods or services provided by an organization that represent an incremental expense that would have to be paid for by the Recipient if not provided.

Authorized Officials

An appointed official (e.g. chief executive officer, vice president, chief financial officer, general partner, board chair, director, or direct owner) to whom the Recipient has granted the legal authority to create financial obligations on its behalf.

1.3 Document Scope

This Applicants' Guide has been developed to provide details on Competitive Projects using Contributions, including program objectives, eligibility, and application and selection process. Competitive Projects using Contributions is divided into two phases: Phase 1 that awards up to $200,000 for a period of 6 months, and Phase 2 that awards up to $1,000,000 for a period of 1 year. This Applicants' Guide contains instructions for Phase 1 only. A Phase 2 Guide will be made available to applicants that have successfully completed Phase 1 projects and are invited to submit a Phase 2 proposal.

1.4 Competitive Projects – Contributions Overview

Competitive Projects are funded projects sought to address S&T Challenges through regular calls for proposals (CFP). The IDEaS Program will provide financial support through non-repayable contribution agreements where phased development allows quick implementation and continual progress.

For information, non-repayable contributions are a monetary payment that does not result in the acquisition by the Government of Canada of any goods, services or assets. This is different than previous calls under Competitive Projects, where the Department had used a procurement contract. As a result, some of the requirements set out in this guide may be different from those you may have seen in the past.

Although projects from this CFP will be funded using non-repayable contributions, DND/CAF may acquire S&T solutions developed from this call through a separate procurement process in the future.

Phase 1 – award up to $200,000

The objective of Phase 1 is to establish the S&T merit, innovativeness and impact of a solution that addresses a specific S&T Challenge. Applicants propose a solution within SRL 1-6 (inclusive). Proposals are evaluated and solutions that meet the evaluation criteria and all other requirements may be recommended for funding. If selected, applicants are eligible to receive up to $200,000 per agreement for the development of their proposed solution for a maximum performance period of six months.

Applicants are also requested to outline both their interest and intention to participate in Phase 2 and present their solution in a proposal.

Phase 2 – award up to $1,000,000

The objective of Phase 2 is to continue the S&T efforts of Phase 1 and progress promising solutions to a higher SRL. Applicants of successful Phase 1 solutions may receive an invitation from DND to further their solution's SRL continuum and would be requested to submit a proposal (form to be supplied by DND at the appropriate time). Proposals will be evaluated and if selected, applicants are eligible to receive up to $1,000,000 per agreement for the development of their proposed solution for a maximum performance period of one year.

Participation in Phase 2 is not guaranteed and is not mandatory. It is at the sole discretion of Canada to exercise Phase 2.

This CFP invites proposals for Competitive Projects – Phase 1 only.

1.5 Application and Evaluation Process Overview

For this CFP, proposals must be received by the Program by July 30, 2020 at 14:00 EDT.

This CFP invites proposals for Phase 1 only and involves a three-stage funding process. The steps of for each stage are summarized below to better illustrate the overall process. Applicants are to refer to Parts 2 and 3 of this document for instructions.

Stage 1

Stage 2

Stage 3

Proposal Submission

Proposal Evaluation & Selection

Contribution Agreement Awarded

Applicant is to complete and submit a proposal form.

DND will evaluate the submitted proposals and select.

Those selected are awarded a contribution agreement.

Stage 1: Proposal Submission

The Applicant is to complete the following:

  1. Read the Applicant Guide and determine eligibility.
  2. Review the S&T Challenges in Annex A and determine if they can address any of them with an innovation.
  3. Complete the Proposal Form and submit on or before the closing date for the CFP.

Stage 2: Proposal Evaluation and Selection

  1. DND will convene an evaluation committee to assess, score, and rank each Proposal based on the evaluation criteria.
  2. Proposal(s) that have passed the evaluation criteria and other requirements of the CFP will be considered compliant and will be placed in a pool of pre-qualified proposals for consideration.
  3. All pre-qualified proposals will be ranked and other factors may be considered prior to funding recommendation such as:
    • Similar S&T initiatives being funded by DND's partners and allies;
    • Industrial and social benefits to Canada; and
    • Alignment with Government of Canada priorities; 

DND may select one, multiple, or no proposals per S&T Challenge for final funding approval.

Stage 3:  Contribution Agreement Award

  1. Applicants of the selected proposals will be invited to enter into a contribution agreement with DND (a draft contribution agreement can be provided if requested).
  2. The ranking and selection of proposals for funding does not constitute a guarantee on the part of Canada that a contribution agreement will be awarded.

1.6 Eligible Recipients

This CFP is open to individuals, academia, not-for-profit organizations, for-profit organizations, and provincial/territorial/municipal governments.

For applicants applying as joint venture, the following clauses would form part of the contribution agreement. This is being provided for information and awareness should you be successful in the CFP.

  1. With respect to the relationship between the members of the joint venture Recipient, each member agrees, represents and warrants (as applicable) that:
    1. ____________has been appointed as the “representative member” of the joint venture Recipient and has full authority to act as agent for each member regarding all matters relating to the agreement; (see Proposal Form - Part 1, section 1.8 background, item g)
    2. For proposals involving joint ventures: Confirms that all parties involved in the joint venture have discussed and agreed upon plans for intellectual property ownership arising from the IDEaS-funded work, and have reviewed and understood all other terms listed in the Applicant Guide; (see Proposal Form - Part 3, item c)
    3. by giving notice to the representative member, Canada will be considered to have given notice to all the members of the joint venture Recipient; and
    4. all payments made by Canada to the representative member will act as a release by all the members.
  2. All the members agree that Canada may terminate the agreement in its discretion if there is a dispute among the members that, in Canada's opinion, affect the performance of the work in any way.
  3. All the members are jointly and severally, or solitarily, liable for the performance of the entire agreement.
  4. The Recipient acknowledges that any change in the membership of the joint venture (i.e., a change in the number of members or the substitution of another legal entity for an existing member) constitutes an assignment and is subject to the assignment provisions of the General Conditions.
  5. The Recipient acknowledges that all security and controlled goods requirements in the agreement, if any, apply to each member of the joint venture Recipient.

1.7 Available Funding

The maximum contribution per agreement is set out in Section 1.4. All proposals must be in Canadian dollars. For both Phase 1 and Phase 2 for the S&T Challenges (Annex A) of this CFP, the Department expects to set aside an initial estimated total of $15M (the amount can be modified).

DND reserves the right to not accept proposals or to reduce the amount of the available funding at its entire discretion.

1.8 Stacking Provisions and Other Government Assistance

The maximum amount payable under the program will be up to 100% of total eligible projects costs up to a maximum of $200,000 for Phase 1, and $1,000,000 for Phase 2 per project. The total Canadian government assistance (federal, provincial/territorial and municipal) cannot exceed 100% of the total project costs.

Applicants must identify all sources of funding in their proposals and confirm this information in a Contribution Agreement if the proposal is selected for funding. During the project and upon completion of a funded project, the Recipient must also disclose all sources of funding received.

1.9 Eligible Costs

Eligible costs are direct costs that are associated with the delivery of the approved proposal and that are required to achieve the expected results. Generally, eligible costs may only be considered for reimbursement if incurred following the execution of a contribution agreement.

Eligible costs are limited to the following categories:

Salaries and Benefits

Salaries and benefits are eligible as long as they are directly related to project activities, including project management, and reflect the exact costs associated with the employees.

Benefits are defined as employment costs paid by the employer and may include the following:

  1. Employer's portion of CPP/QPP
  2. Employer's portion of Employment Insurance (EI)
  3. Employer's portion of group insurance
  4. Employer's pension contribution

Capital Expenditures 

Capital expenditures such as the purchase (not to exceed $5,000 per acquisition), installation, and testing of qualifying equipment, materials and products, including diagnostic and testing tools and instruments.

Equipment is defined as any item (or interrelated collection of items comprising a system) which is used wholly or in part for the proposed project and meets all three of the following conditions:

  1. non-expendable tangible property;
  2. having a useful life of more than one year; and,
  3. a cost of $2,000 or more.The Recipient should obtain the fair value of Equipment at the time of purchase.

Materials and Supplies

Material and supplies: includes items that meet at least one of the following conditions:

  1. expendable tangible property; or,
  2. useful life of 1 year or less; or,
  3. a cost of less than $2,000.

As an example, a laptop computer that costs less than $2,000 would be considered a consumable even though it is a non-expendable tangible item with a useful life of more than one year.

For consumables commonly utilized in most laboratories, a general rate per FTE will be accepted, provided that the rate is appropriately justified in the supporting documentation.

The consumables category also includes items such as equipment maintenance contracts and general maintenance of research infrastructure.

Professional, scientific, technical and contracting services

Professional or specialized services needed to undertake eligible project activities and for which contracts are entered into. The Contribution Agreement should not be used or replicated for contracting with other parties. A recipient's own contract should detail the milestones to be achieved under that contract, the costs, and deliverables.

It is the responsibility of the Recipient to ensure that all costs from service providers providing contracted services are eligible project costs.

Capacity building and training

Capacity building and training are tools and activities used to obtain, improve, and retain the skills, knowledge, tools, equipment and other resources needed to carry-out the project or support the project.

Travel Expenses

Travel expenses must be incurred in accordance with the National Joint Council Travel Directive.

Administrative Overhead

Administrative overhead costs are indirect costs Incurred by the Recipient which are necessary to carry-out the Project, but cannot be specifically identified as project costs. These costs relate to the use of the organization's resources, which may include, but are not limited to:

The administrative overhead costs cannot exceed 15% of the total Eligible Expenditures (before overhead).

1.10 Ineligible Costs

Ineligible costs (costs that will not be reimbursed or considered part of total project costs) include, but are not limited to, the following:

1.11 Basis and Timing of Payments

The Government of Canada's fiscal year is the period beginning on April 1 of any year and ending on March 31 in the next year. Details will be provided within each contribution agreement regarding the documentation that is required when submitting a claim for payment. The contribution agreement will also stipulate the start date and end date of eligible costs for each project.

Payments will be made based on receipt and approval of financial reports signed by the Recipients' Chief Financial Officer (or duly authorized officer) outlining actual eligible costs incurred for the project. Payments will be made based on measurable, pre-defined project activities, as well as upon receipt of the documentation as defined in the contribution agreements.

Advance payments or a combination of advance payments and progress payments may be permitted where requested by the Recipient and based on an assessment of their need, risk levels and cash-flow requirements.

Final payment will not be made until all agreed-upon project activities have been completed by a recipient and are deemed acceptable by DND. In order to ensure appropriate project oversight, a reasonable holdback may be applied and released once all conditions of the contribution agreement have been met.

1.12 Canadian Content

Generally, eligible costs are to be incurred in Canada. However, the IDEaS Program may support eligible activities and associated costs incurred outside of Canada when necessary to ensure project success. In no case can more than 50% of eligible costs can be incurred outside of Canada.

1.13 Conflict of Interest

A successful Applicant (the Recipient), its subcontractor(s) or any of their agent(s) directly or indirectly involved in the performance of the work and/or in the production of the deliverables under any resulting agreement will not be precluded from applying or bidding on any potential future CFP related to the production or exploitation of any concept or prototype developed or delivered.

1.14 Privacy Notice Statement

DND will comply with the federal Access to Information Act and Privacy Act with respect to proposals received. By submitting personal information, an applicant is consenting to its collection, use and disclosure in accordance with the following Privacy Notice Statement, which explains how the applicant's information will be managed.

Necessary measures have been taken to protect the confidentiality of the information provided by applicants. This information is collected under the authority of DNDs terms and conditions for the IDEaS Transfer Payment Program.

Personal information included in all proposals will be kept along with the proposal results as Information Records of Business Value and retained. These data are protected under the Access to Information and Privacy Acts. According to the Privacy Act, data linked to an individual and included in the proposal being evaluated can be accessed by the specific concerned individual who has rights with respect to this information. This individual may, upon request, (1) be given access to his/her data by making an official privacy request through DND for the attention of the Director, Access to Information and Privacy (DAIP) and (2) have incorrect information corrected or have a notation attached.

The Access to Information Act governs the protection and disclosure of information, confidential or otherwise, supplied to a federal government institution.

Paragraph 20(1) (b) of the Act states that:
a government institution [such as DND] shall refuse to disclose any record requested under the Act that contains financial, commercial, scientific or technical information that is confidential information supplied to a government institution by a third party and is treated consistently in a confidential manner by the third party.

Paragraph 20(1) (b) of the Act sets out two mandatory criteria in order to protect applicants' confidential information supplied to DND from disclosure. First, the applicants' documents supplied to DND must contain financial, commercial, scientific or technical information. Second, the applicant must consistently treat such information in a confidential manner. In other words, DND will protect the applicant's confidential information in its possession as much as the applicant protects said confidential information in their own establishment.

Any Privacy or Access to Information request made under their respective Act and completed, will be retained by DAIP for a duration of two (2) years following after the date the request was responded to. After the retention period of two (2) years, the Privacy or Access to Information request file will be destroyed.

For additional information on privacy matters prior to submitting a proposal, please contact:

Director, Access to Information and Privacy (DAIP)
Department of National Defence (DND)
Telephone: direct: 613-992-0996 or toll free: 1-888-272-8207
Email: ATIP-AIPRP@forces.gc.ca

Applicants shall note that key information related to all contribution agreements (e.g., amount, name of the Recipient and project location) will be made available to the public on DND's website.

1.15 Enquiries about the CFP

All enquiries must be submitted in writing to the IDEaS Program mailbox (DND.IDEaS-IDEeS.MDN@forces.gc.ca) no later than five (5) calendar days before the CFP's closing date. Enquiries received after that time may not be answered.

Applicants must reference as accurately as possible the numbered item of this CFP to which the enquiry relates. Care should be taken by Applicants to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked “proprietary” at each relevant item. Items identified as “proprietary” will be treated as such except where DND determines that the enquiry is not of a proprietary nature. DND may edit the question(s) or may request that the Applicants do so, so that the proprietary nature of the question(s) is eliminated and the enquiry can be answered to all Applicants. Enquiries not submitted in a form that can be distributed to all Applicants may not be answered by DND.

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2 Submission Process

Proposals must be submitted by using the epost Connect service provided by Canada Post

Corporation (CPC).

2.1 Submission Steps

During Stage 1 of the CFP process, Applicants are required to register and submit their proposal(s) using the epost Connect service provided by Canada Post Corporation (CPC). It is the applicant's responsibility to hold an account with CPC and to complete the submission steps in order to submit a proposal.

Step 1: Create an epost Connect account

If the applicant has an existing epost Connect account with CPC please proceed to Step 2.

To register for an account please contact the CPC epost Connect service. The use of epost Connect service requires a Canadian mailing address. Should the Applicant not have a Canadian mailing address, they may use the following Department of National Defence (DND) address in order to register for the epost Connect service:

Department of National Defence
60 Moodie Drive
Ottawa ON
K1A 0K2

Step 2: Request an epost Connect Conversation

  1. Applicants must send an email requesting an epost Connect conversation to DND.IDEaS-IDEeS.MDN@forces.gc.ca at least five business days prior to the CFP closing date and time. The IDEaS Program will then initiate an epost Connect conversation.
  2. The epost Connect conversation will create an email notification from CPC prompting the Applicant to access and action the message within the conversation. The Applicant will then be able to transmit its proposal at any time prior to the CFP closing date and time.
  3. Applicants may submit more than one proposal per Call or Challenge, however, each proposal must have an individual file number. When requesting an epost Connect conversation, the applicant should indicate the number of proposals submitting to ensure individual file numbers are assigned.
The applicant must send as early as possible, and in any case, at least five business days prior to the CFP closing date and time, the email requesting to open an epost Connect conversation. Requests to open an epost Connect conversation received after that time may not be answered or may result in the late submission of the proposal.

Step 3: Submit the Proposal Form using epost Connect

  1. Applicants are able to transmit their proposal by uploading the proposal form in the epost conversation at any time prior to the CFP closing date and time.
  2. Once the proposal has been received, the applicant will receive a confirmation message and a file number for future reference. Please ensure that the proposal contains the applicants full contact information.
  3. Applicants are able to edit the proposal up until the closing date of the CFP.

For this CFP, proposals must be received by the Program by July 30, 2020 at 14:00 EDT.

All proposals will be screened initially for eligibility criteria. Late application(s) will not be assessed.

All epost Connect conversations must remain open until at least 30 business days after the CFP closing date and time.

The file number assigned by the IDEaS Program should be identified in all electronic communications.

Transmission issues or late submissions

For proposals transmitted by epost Connect service, DND will not be responsible for any failure attributable to the transmission or receipt of the proposal including, but not limited to, the following:

  1. receipt of a garbled, corrupted or incomplete proposal;
  2. availability or condition of the epost Connect service;
  3. incompatibility between the sending and receiving equipment;
  4. delay in transmission or receipt of the proposal;
  5. illegibility of the proposal;
  6. security of proposal data; or,
  7. inability to create an electronic conversation through the epost Connect service.

Should an Applicant submit a late or delayed proposal:

2.2 Proposal Form

Proposals must only be submitted using the Proposal Form. Applicants are and will remain solely responsible for the accuracy and completeness of their proposals. Applicants should read the Applicant Guide and the Challenge Statements in their entirety prior to submitting a proposal.

Applicants may submit more than one proposal per Call or Challenge. The proposals should be standalone and have no interdependencies. If proposals are identified as dependent, they will be declared as inadmissible and not be considered further. Each proposal will be evaluated separately on its own merit.

Classified proposals will not be accepted for this CFP.

2.3 Proposal Preparation

Applicants must complete the Proposal Form available for download here.

Statement of Work

In the proposal, Applicants should demonstrate their understanding of the requirements contained in the CFP and Challenge notices, and explain how they will meet these requirements. Applicants should demonstrate their capability and describe their approach in a thorough, concise and clear manner for carrying out the work. The Applicant's responses in the Proposal Form will form the Statement of Work for the project (Schedule A).

The proposal should address clearly and in sufficient depth the points that are subject to the evaluation criteria against which the proposal will be evaluated. Please refer to Section 3.2 of this document and Annex B for the evaluation criteria in detail.

To maintain the integrity of the evaluation, evaluators will consider only information presented in the proposal. No information will be inferred and personal knowledge or beliefs will not be utilized in the evaluation. Applicants should explicitly demonstrate, in sufficient detail, how all criteria are met. Evaluators will take the entire proposal into consideration for each criterion. If information is found elsewhere in the proposal that corresponds to a criterion, evaluators will consider this.

Budget

All costs identified in the proposal must be in Canadian dollars.

2.4 Intellectual Property

All intellectual property (IP) rights that arise as a result of this Program shall vest in the Recipient. The Crown may, at its sole discretion, include a provision in the Contribution Agreement requiring that the Recipient grant the Crown, in perpetuity, a non-exclusive, irrevocable, royalty-free and world-wide licence, to use or have used, the intellectual property for government purposes. This licence allows the Crown to do anything that it would be able to do if it were the owner of the IP, other than exploit it commercially, or transfer or assign ownership of it.

2.5 Phase 2 Interest

Applicants submitting proposals for Phase 1 may be interested in participating in Phase 2 as outlined in Part 1.3 of this CFP. If interested, Applicants should complete the section “5.4 Future Funding – Phase 2” in the Proposal Form.

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3 Evaluation Procedure and Basis of Selection

3.1 Evaluation Procedure

DND is committed to a consistent, fair, and transparent project selection process in order to identify, select, and approve the allocation of funding to projects that best fit the program's objectives.

Proposals will be assessed in accordance with the entire requirement of this CFP including the evaluation criteria. Please refer to the Annex B for the evaluation criteria in detail.

An evaluation team composed of representatives of Canada will evaluate the proposals.

3.2 Evaluation Criteria

  1. Mandatory Criteria (MC)
    To be eligible for funding, proposed projects must meet all mandatory criteria. The responsibility lies with the applicant to demonstrate, in the Proposal Form, that the proposed project clearly meets each mandatory criterion. Failure to clearly demonstrate that the project meets each mandatory criterion may result in the project being eliminated from consideration for funding.
    1. S&T Challenge of Proposed Solution
    2. Distinct Solution
    3. Alignment of Proposed Solution to S&T Challenge
    4. Solution Readiness Level of the Proposed Solution
    5. Budget
    6. Innovation
    7. Advance on State of the Art
  2. Point-Rated Criteria (PRC)
    Proposed Projects that clearly meet each of the mandatory criteria, will then be evaluated and scored in accordance with the point-rated criteria identified in the evaluation criteria.
    1. Scope
    2. Project Risks
    3. Project Plan
    4. Gender Based Analysis Plus (GBA+) of Proposed Solution

3.3 Pre-Qualified Proposals

The highly-ranked projects that meet all of the mandatory and point-rated criteria will move to the Program's pool of Pre-Qualified Proposals where other factors may be considered prior to funding recommendation such as:

3.4 Proposal Selection

For each S&T Challenge defined in Annex A, the Program may select one proposal, multiple proposals, or no proposals for funding approval. At this stage, all applicants will be informed of the status of their proposal.

Applicants of selected proposals may be requested to provide additional information to support the final funding selection decisions. Additional project analysis may be required, including Financial Risk and Technical Assessments. Failure to submit any information supporting these analyses in a timely fashion may result in elimination from the process.

Program officials will then work with the selected recipients to develop contribution agreements based on the proposed projects. Recipients should note that until a written contribution agreement is signed by both parties, no commitment or obligation exists on the part of DND to make a financial contribution to any project, including any expenditure incurred or paid prior to the signing of such contribution agreement.

3.5 Human and Animal Ethics

Proposals that include human subjects, human tissues, laboratory animals, or animal tissues, must not proceed without prior approval of the project team's Human Subjects Research Ethics Committee or the Institutional Animal Care Committee and must not be conducted in contravention of the respective Committee's conditions of approval.

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4 Other Information

This section contains information which will be relevant only to those applicants whose projects are selected for funding through IDEaS by DND.

4.1 Act Respecting the Ministère du Conseil Exécutif (M-30) for Québec Applicants

The Act Respecting the Ministère du Conseil Exécutif (M-30) may apply to an applicant that is a municipal body, school body, or agency located in the Province of Quebec. As part of the proposal, these 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.

4.2 Reporting Requirements

Specific reporting requirements will be defined in the contribution agreement, but will likely include the information as laid out below. Regular communication between DND and the Recipients will be implemented to monitor progress.

Quarterly reporting requirement for recipients include:

  1. a financial claim signed by the Chief Financial Officer or Duly Authorized Officer of the organization which outlines Eligible Costs Incurred by activity;
  2. a description of the progress achieved during each reporting period for each activity, that clearly indicates for each activity if the Recipient is on track to meet the expected results as described in the Contribution Agreement document;
  3. the overall progress toward the stated project objectives;
  4. an updated project quarterly forecast cash flow statement and budget;
  5. the number of highly qualified personnel supported by the Project; and
  6. various statistics on Gender Based Analysis Plus (GBA+) participation.

At the end of the project, recipients will provide:

  1. a financial report that demonstrates how DND's contribution was spent, with a declaration of the total amount of contributions or payments received from other sources in respect to the project; and
  2. a final report to describe how project activities have contributed to the achievement of the objectives, the benefits, and the key performance measures of the Project as described in the Contribution Agreement document, including the results of the project in comparison to the original outputs and work plan.

4.3 Successful Solution

Following completion of the project, and receipt and acceptance of the Final Report by DND, the solution will be assessed for the purpose of establishing initial eligibility to participate in Phase 2.

It is at DND's discretion to invite a Recipient to submit a proposal for the purpose of advancing the SRL of the solution through Phase 2. The proposal form will be supplied by DND at the appropriate time.

4.4 Audit Rights

The Applicant must:

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Annex A - S&T Challenges

COVID-19 Challenges

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Annex B - Evaluation Criteria (EC)

MC-1: Science & Technology (S&T) Challenge of Proposed Solution

Description

The proposal must identify one S&T Challenge which applies to the proposed solution.

The Applicant must identify the S&T Challenge (from Annex A in the Applicant Guide) which applies to their proposed solution.

MC-2: Distinct Solution

Description

The proposed solution is distinct from previous proposed solutions from the applicant, or others.

In Part 2 of the Proposal Form, in a maximum of 2000 characters, the Applicant must demonstrate that their proposed solution is distinct from, or includes significant modifications to, previous solutions from the Applicant or from others. In order to be considered sufficiently different, it must show:

  • A distinct solution that has undergone a completely separate path of R&D or that diverged early in development;
  • Significant modifications to the previous solution applied in a setting or condition which was not possible or feasible for the previously funded solution; or
  • A significant improvement in functionality, cost or performance over the previously funded solution.

MC-3: Alignment of Proposed Solution to S&T Challenge

Description

The objective of the proposed solution must address and align with the identified S&T Challenge.

In Part 2 of the Proposal Form, in a maximum of 2000 characters, the Applicant must describe the proposed solution and how it addresses and aligns to the identified S&T Challenge (from Annex A in the Applicant Guide). The Applicant must identify the project objective and demonstrate the scientific and technological basis of how the solution meets one or more of the Essential Outcomes in the Challenge.

The Applicant must clearly articulate how the solution aligns with the challenge identified in MC-1.

MC-4: Solution Readiness Level (SRL) of Proposed Solution

Description

The SRL of the proposed solution, before work is undertaken to advance the solution, is no greater than 6.

In Part 2 of the Proposal Form, in a maximum of 1500 characters, the Applicant must identify the SRL, and be within SRL 1 and 6 (inclusive). The Applicant must describe the research and development (R&D) activities that have taken place to bring the proposed solution to the stated SRL.

MC-5 – Budget

Description

The amount of funding being requested from the IDEaS program does not exceed the maximum of $200,000.

Applicant must provide the information required at Part 2 of the Proposal Form.

MC-6 – Innovation

Description

Demonstrate how the proposed solution meets one or more of the definitions of innovation.

In Part 2 of the Proposal Form, in a maximum of 2000 characters, the Applicant must demonstrate how the proposed solution meets one or more of the definitions of innovation below:

  • An invention*, new technology or new process that is not currently available in the marketplace
  • Significant modifications to the application of existing technologies/components/processes that are applied in a setting or condition for which current applications are not possible or feasible.
  • An improvement in functionality, cost or performance over an existing technology/process that is considered state-of-the-art or the current industry best practice.

* An “invention” is defined for the purposes of this proposal as: “A manufacturing design or any other new and useful improvement that is new or novel, that is, not commonly known or not an obvious derivative of an existing way of doing things.”

MC-7 – Advance on State of the Art

Description

The proposed has competitive advantages over existing technologies.

In Part 2 of the Proposal Form, the Applicant must describe in detail the competitive advantages and level of advancement over existing technologies. Where appropriate, name existing technologies as well as potential substitutes or competitors.

To demonstrate this, proposals should include the following information:

  • Improvements (minor or major) over existing technologies or substitutes. Use direct comparison.
  • How the proposed innovation will create competitive advantages in existing market niches or market spaces.

Point-Rated Criteria (PRC)

PRC-1: Scope

Description

The scientific and technological basis of how the proposed solution addresses the Desired Outcomes of the S&T Challenge.

In Part 2 of the Proposal Form, In a maximum of 2000 characters, the Applicant should demonstrate the scientific and technological basis of how the proposed solution addresses the Desired Outcomes in the S&T Challenge.

PRC-2: Projects Risks

Description

Potential project risks are identified including their likelihood and impact, and how they will be mitigated.

In Part 2 of the Proposal Form, In a maximum of 2000 characters, the Applicant should describe potential project risks, their likelihood and impact, and how they will be mitigated.

Applicants should address the following risks, as applicable:

  • Scientific and/or Technical
  • Human Resources
  • Financial
  • Project Management
  • Intellectual Property
  • Other project-related risks

PRC-3: Project Plan

Description

The feasibility and the approach of the proposed solution to address the S&T Challenge.

In Part 2 of the Proposal Form, in a maximum of 2000 characters, the Applicant should describe how the proposed approach and solution are feasible to address the S&T Challenge. The Applicant must provide sufficient and clear information to address the following points:

  1. Describe how the proposed solution is applicable and could be accomplished in practice within the field of the Challenge. This determination is at the sole discretion of the evaluation team.
  2. Describe how the approach is adequately developed, well-reasoned and appropriate.
  3. Demonstrate a feasible work plan by completing Table 1- Project Activities & Budget in the Proposal Form.

PRC-4: Gender Based Analysis Plus (GBA+) of the Proposed Solution

Description

The proposal addresses one of the four following scenarios:

1. GBA+ considerations have been identified and incorporated in the proposed solution was undertaken.

2. GBA+ was undertaken and no GBA+ considerations were relevant at this time.

3. No GBA+ analyses was undertaken and there is no plan to do so.

4. No GBA+ analysis was undertaken; however, there is a plan to undertake such analysis in the continued development of the solution.

In Part 2 of the Proposal Form, in a maximum of 1500 characters, the Applicant must substantiate what, if any, GBA+ analysis has been conducted and the associated results to demonstrate GBA+ considerations, and what analysis is planned to demonstrate future GBA+ considerations. The Applicant must provide sufficient and clear information that permits concrete analysis that the proposal addresses one of the four scenarios.

(GBA+)* considerations have been identified

  • Integration of GBA+:
    The proposal clearly and fully demonstrates how Gender-Based Analysis Plus (GBA+) consideration is embedded in the overall analysis. And when pertinent, its findings are mentioned throughout the document.
  • Intersectionality and impact:
    Multiple relevant intersectional factors and their compounding importance have been clearly considered in assessing the potential impact of this initiative (the proposal) on diverse groups of Canadians.
  • Data:
    The data presented are thorough and clearly support the conclusion.
  • Response:
    The proposed response clearly addresses all the issues emerging from the GBA+.
  • Monitoring:
    Indicators clearly stem from integration of GBA+ to overall analysis and propose intersectional targets where relevant. Collected data supports indicators.

No GBA+ considerations have been identified

- There is insufficient data or information available to rule out the possibility of GBA+ considerations. In this regard, the proposal has set out a plan to secure the information or data that would be needed for the GBA+ analysis.

- The proposal shows evidence that GBA+ analysis was undertaken and supports the conclusion of no GBA+

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