Application Guide for the mid-sized projects under the Enabling Accessibility Fund

Part 1: Organization

A. Organization identification

Question 1: Legal name

What is your organization’s legal name? The legal name is usually:

  • the name on your registration with the Canada Revenue Agency (CRA) and, or provincial, territorial equivalent
  • the name used on funding cheques

Question 2: Operating name (if different from legal name)

What is the operating (or common) name of your organization (if it differs from the legal name)?

Question 3: Business or registration number

What is your 15-digit CRA business number? For registered charities and not-for-profit organizations, what is your registration number? (For example, 123456789 RR 0001).

You can find your CRA business number on tax-related documents or written communications from the CRA.

Find more information about the CRA business number.

If you do not have a:

  • CRA business number
  • charity registration number
  • not-for-profit registration number

You must provide one of the following documents if you are incorporated:

  • a copy of letters of patents
  • articles of incorporation
  • certificate of incorporation
  • memorandum of association
  • your rules, by-laws, or constitution

You must provide one of the following documents if you are not incorporated:

  • a copy of your rules
  • by-laws
  • council resolutions, or
  • constitution

Question 4: Organization type

Choose one of the following:

  • not-for-profit organization
  • for-profit organization provided that the nature and intent of the activity is non-commercial and does not generate profit
  • municipal government
  • territorial government
  • Indigenous organization including:
    • First Nations
    • Inuit
    • Métis Nation
    • non-affiliated

Question 5: Organization category

Your answer must be one of the following:

Not-for-profit sector:

  • Indigenous educational institution
  • Indigenous not-for-profit group
  • associations of workers or employers
  • international non-governmental organizations
  • local community, charitable, voluntary organization
  • national non-governmental organization
  • non-governmental organization with a focus to encourage employment
  • not-for-profit Band Council
  • provincial non-governmental organization
  • sector council
  • union

Private sector:

  • bank
  • businesses, bodies incorporated or unincorporated
  • Indigenous Band Corporation (profit basis)
  • international sector
  • private Band council
  • private University and College

Public sector:

  • international government organization (Canadian-led)
  • municipal government or agency
  • public community college and vocational school
  • public degree-granting college
  • public degree-granting university
  • territorial government

Question 6: Year established

When was your organization established?

Questions 7 to 11: Organization address

What is the address of your organization? Give a complete address in a format recognized by Canada Post.

Find more information about recognized organization address.

Questions 12 to 14: Telephone, fax and email

What is your organization’s telephone number, fax number (if it has one) and email address?

Questions 15 to 19: Mailing address (if different from organization address)

What is the mailing address of your organization (if it differs from your organization’s address)?

Questions 20 and 21: Telephone and fax (if different from organization address)

What are your organization’s telephone and fax numbers (if the mailing address differs from your organization’s address)?

Question 22: Organization’s mandate

You must:

  • describe your organization’s main activities, including your mission and your mandate
  • describe the governance structure of your organization

If applicable, tell us if you are:

If available, you can provide the link (web address) of your organization’s website.

B. Organization contact

Primary contact

Question 23: First name and last name

Who is the main contact person for the proposed project?

Question 24: Position title

What is the title of the contact person named in question 23?

For example:

  • Business owner
  • President
  • Executive Director
Question 25: Preferred language of communication

What language would your contact person prefer to use in writing and speaking?

Question 26: Organization contact (Address)

Does the address of your contact person differ from the organization address or the organization mailing address in Section A?

Questions 27 to 31: Contact address

If you answered “Different” in question 26, what is the address of your contact person?

Questions 32 and 33: Telephone and fax

What are the telephone and fax numbers of your contact person?

Question 34: Email address

What is the email address of your contact person? We will send all communications to this address.

Secondary contact

Question 35: First name and last name

Who is the secondary contact person for the proposed project?

Question 36: Position title

What is the title of the secondary contact person named in question 35?

For example:

  • Business owner
  • President
  • Executive Director
  • Project Manager
Question 37: Preferred language of communication

What language would your secondary contact person prefer to use in writing and speaking?

Question 38: Organization contact (Address)

Does the address of your secondary contact person differ from the organization address or the organization mailing address in Section A?

Questions 39 to 43: Contact address

If you answered “Different” in question 38, what is the address of your secondary contact person?

Questions 44 and 45: Telephone and fax

What are the telephone and fax numbers of your secondary contact person?

Question 46: Email address

What is the email address of your secondary contact person?

C. Organizational capacity

Question 47: How many employees does your organization currently have?

Indicate the total number of employees in your organization.

Question 48: Has your organization undergone any important transformations in the past 2 years?

For this funding process, “important transformations” means:

  • a change in leadership in the board of directors or at the executive level
  • a large reduction, increase or turnover in staff
  • a merger with or split from another organization
  • a change in mandate or main activities, etc.

If you answer “yes”, tell us about the changes.

Question 49: Describe how your organization has the experience and expertise to carry out the proposed project activities

You must describe if you have completed similar accessible projects and what were their results on the community.

Question 50: Does your organization owe any amount to the Government of Canada?

If yes, how much? Use the spaces provided. Here is an example:

Table 1: Amounts owed to Government of Canada
Amount owing Nature of amount owing Department or agency to which money is owed
$10,000 Overpayment Employment and Social Development Canada

Question 51: If an amount is owing, is a payment plan in place?

Have you set up a plan to pay back the money?

If you answer “yes”, your application can continue. Tell us what you owe and how you are paying back the money.

Part 2: Project

A. Project identification

Question 52: Project title

Give a short title that describes your project.

Questions 53 and 54: Planned project start and end dates?

When do you plan to start and end your project?

Your project should be ready to start on or after April 1, 2022 and completed by March 31, 2024. You must complete your project within 24 months.

You must start your project activities after we approve your project and when a signed funding agreement is in place. We can only pay for activities that have started after the agreement is signed.

B. Project description

Question 55: Project Objectives (must clearly link to the program objectives)

You must:

  • explain the need for the proposed project within the community or workplace by specifying:
    • the gaps in services, programs or employment opportunities for persons with disabilities
    • how much time persons with disabilities have to wait in order to get access to services, programs or employment opportunities
    • specify if the gap being addressed is to new or existing services, programs or employment opportunities for persons with disabilities
  • describe the design and the scope of your project
  • specify which disabilities are being addressed and if the accessibility features will consider multiple-disability uses
  • describe how your project will:
    • consider a barrier free path of travel throughout the facility
    • enable Canadians with disabilities to participate in and contribute to their community or workplace

For activities other than ramps, accessible washrooms, accessible doors, elevators, accessible lifts and pool lifts (those calculated using flat rate costs), you must describe how your project will improve accessibility and safety for persons with disabilities.

Question 56: Project activities (give clear steps for each one)

Project activities are the steps you will take to meet your goals. They should be specific, measurable, realistic and relevant.

You must provide a work plan. Your timelines and activities need to be breakdown in chronological sequence by quarter and fiscal year.

For each main activities, you are strongly encouraged to use the following model as a guide in preparing your work plan. You need to provide the same level of detail for each of the non flat-rate activities:

  • activity number: 1
  • main activity description: Installing an accessible kitchen in the community center
  • sub-activities description: Removing the existing kitchen. Installing new kitchen cabinet and counter top as per the accessible standards
    • dimensions or square feet: 100 square feet will have renovated
    • finishes: non-slip flooring, melamine cabinets and laminate counter top
    • description of the space: persons with disabilities will be able to participate in the community kitchen activities
  • description of necessary building system: plumbing and electrical services will be required
  • breakdown of contingency funds: the total of our contingency funds for the project is $75,000. We will set aside $5,000 for the accessible kitchen
  • activity cost in Canadian dollars: $25,000 in total
  • estimated start and end date: 3 months (June 6, 2022 to August 5, 2022)
  • state of readiness: We have consulted a design professional who is prepared to work with us should we receive funding
  • construction timeframe: We determined how to hire a contractor to complete the work. We will launch a tendering process as soon as our project is approved. The tendering process is expected to take 8 weeks
  • risks and mitigation strategy: Potential delays in receiving the materials, this has been accounted for in the project timelines. We will contact our Program Officer and adjust our work plan if required

You do not have to provide the following details if you are requesting funding for flat rate activities:

  • sub-activities description
  • description of necessary building system
  • activity cost in Canadian dollars

You can use the Appendix A if you need more space.

Note: It is your responsibility to ensure that the project fully complies with local building code restrictions and requirements and other relevant federal and provincial or territorial laws and regulations.

You are also required to meet or exceed accessibility standards and requirements such as those in the Canadian Standards Association’s “Accessible Design for the Built Environment (PDF, 3.8MB) ”.

Do not forget that your project must consist of a minimum of $350,000 worth of accessibility project activities.

Examples of eligible activities are:

  • creation or expansion of facilities where programs and services are offered to persons with disabilities, including projects costs for:
    • ramps (over 2 foot rise)
    • accessible washrooms
    • accessible doors
    • elevators
    • accessible lifts
    • pool lifts

Flat rate costs applied to the 6 activities listed above and quotes are not required.

Consult the flat rate information.

Other eligible activities may include, but are not limited to:

  • installing visual-audio fire alarm systems
  • replacing the carpet from the corridors with slip resistance flooring
  • paving an accessible parking spaces for persons with disabilities
  • installing software or peripheral hardware including:
    • screen readers
    • symbolic software
    • show-sound
    • voice recognition software and speech synthesizers for employees with hearing or visual impairments
  • enhancing lighting, to accommodate people with low vision
  • replacing doorknobs that are difficult to grasp with accessible handles and installing accessible washrooms
  • installing appropriate signage, tactile cues, and painting with contrasting colors
  • building continuous accessible pedestrian pathways between outdoor amenities and recreation area. To be accessible, the routes must have:
    • proper grading
    • include signage directing people through the walkways
    • ramps when necessary
  • providing information and communication technologies such as:
    • interactive speech capability software on a computer used by patrons in a professional training center, operated by a non-profit organization

Examples of ineligible activities are:

  • construction, renovation and retrofit of Government of Canada or Provincial property
  • construction, renovation and retrofit activities in public schools or hospitals
  • construction, renovation and retrofit of private homes or dwellings
  • any activity that would result in increasing accessibility for only one individual based on personal needs
  • retrofit of motor vehicles for personal need or for the driver (for example, cars, vans, buses)
  • construction, renovation and retrofit activities related to the embellishment or esthetics of a building or its surroundings

Question 57: What do you expect the project to deliver and produce (project outcomes and outputs)?

For all activities you must describe your expected results.

Your expected results must be clearly linked to the project objectives and be specific, concrete and measurable.

  • specific: define how the results will link and benefit the Call for Proposals objectives
  • concrete: results must provide sufficient details
  • measurable: ensure that the expected results are quantifiable and tangible

You must list your outputs and outcomes. Here are the definitions:

Outputs

Direct products or services are what you will produce to get the outcomes you want. They answer the question, “What will the project produce?”

Examples of results could include:

  • 1 fully accessible community kitchen
  • 10 accessible parking spaces for persons with disabilities
  • 1 accessible front desk
  • a new accessible facility located in a remote region
Outcomes

Short-term and medium-term outcomes are changes that you expect the project to deliver. You can link more than 1 outcome to an objective. Outcomes answer the questions, “How do we know the project is a success?”

  • increase cooking classes for persons with disabilities by offering a class for up to 6 persons, twice a week
  • increased employment opportunities for persons with disabilities by making the front desk accessible

It is important to note that organizations that receive Enabling Accessibility Fund funding will be required to report on the results of their accessibility project.

C. Project details

Question 58: Does the project include indicators to measure results?

Your answer to this question must be “yes” for the “other activities” which are not flat rate. You do not have to provide indicators for flat rate activities.

Show us that the indicators you chose to measure are:

  • specific, relevant, time-based and targeted, and
  • easy to measure and can be achieved within the proposed time-frame

You must:

  • describe how you plan to gather, measure and report on results achieved by your project (for example, survey)

Question 59: Does this proposed project fit with your organization’s other activities?

Your answer to this question must be “yes”.

You must describe the holistic approach that your organization will be using to address the social or labour market integration needs of persons with disabilities.

A holistic approach is defined as offering or planning a minimum of 3 of the following services or programs for persons with disabilities:

  • employment preparedness programming and services
  • social inclusion community programming
  • sports and recreation programming
  • peer-led support is a group-facilitated learning and support program and services designed for persons with disabilities
  • professional intervention is one-on-one, group counselling or support services specifically for persons with disabilities
  • therapeutic support is spaces that have adapted equipment or support personnel, such as sensory rooms for persons with disabilities
  • virtual programming and service options refer to infrastructure that facilitates remote participation for persons with disabilities that conform with public health measures for physical distancing
  • life skills and transition support are programs or services designed to train or assist independent living specifically for persons with disabilities
  • culture programming and events are programs or services designed to promote and strengthen an individual’s cultural knowledge, understanding and participation specifically for persons with disabilities
  • workforce onboarding and retention programs
  • educational support refer to educational programs and services specifically for persons with disabilities

You can consult the glossary section for more information.

Note: If your organization is not currently using a holistic approach but planning to by the end of the project, you must:

  • describe at least 3 services or programs that will be offered to persons with disabilities, and
  • outline your plan to put in place the holistic approach, including the steps you will do and the timelines for each

Question 60: Will any of the project activities take place somewhere other than where your organization is located?

If “yes”, give the main address first and then add other addresses.

If you have more than 5 locations, please continue your answer in Appendix A.

If you are using flat rate, it is important to describe where each of the project activities will take place. Please use the additional comments section to do so.

Question 61: Will your project benefit or involve people in English or French language minority communities?

We commit to enhance the vitality of the English and French linguistic minorities in Canada. We support and assist their development and foster the full recognition and use of both English and French in Canadian society. Official language minority communities are English-speaking communities established within the province of Québec and French-speaking communities established outside the province of Québec.

Answering “No” to this question will not invalidate your application.

If your proposed project involves official language minority communities, you should answer “yes” to this question. Complete the question following the instructions in the application form.

Find more information about official language minority communities.

Question 62: Will any other organizations, networks or partners be involved in carrying out the project?

The intention of this question is to demonstrate that your project has support from persons with disabilities who have lived experience within the community. This is a mandatory requirement for this funding process.

You must submit a minimum of 1 letter from a person with disabilities within your community with the following details:

  • if the project meets a community need or gap (wait times, number of people who could benefit)
  • the impacts on the community
  • the benefits for persons with disabilities that live in the community

You are strongly encouraged to form partnerships with external organizations to expand the number or variety of programs and services delivered at the facility or venue.

Question 63: Does the project address the program’s national, regional or local priorities?

Not applicable for this funding. Answer “no” to this question.

Question 64: Does your project include activities that are listed in Impact Assessment Agency of Canada (IAAC) Regulations Designating Physical Activities established under the Canadian Impact Assessment Act 2019?

Follow the instructions in the application form.

Part 3: Funding

A. Budget

Use the calculator to estimate the amount of funding that you may receive for your mid-sized project. The calculator is interactive. New sections will appear based on the selections you make.

It is mandatory to provide a completed version as part of your application package. The minimum amount that you can request is $350,000. You cannot request more than $1,000,000 from Employment and Social Development Canada.

Instructions on how to complete the calculator

Select the appropriate project category that best describes your project. Tell us if you want funding for:

  • ramp
  • an accessible washroom
  • an accessible door
  • an elevator
  • an accessible lift
  • a pool lift, or
  • other activities

The first 6 activities are considered flat rate. This means the calculator will generate amounts based on your selections.

For all measurements, please round to the nearest foot.

For the “other activities” which are not flat rate, you must enter the amount provided in the quote you received.

Once all information is entered in the calculator, the estimated eligible costs of your project will be populated. The amount of leveraging required for your project will also be calculated.

Find more information about the flat rate costs.

We will validate all of the information you provide and revise as necessary. Please only select options that apply to your project. Errors or fraudulent information provided in this calculator may affect the amount of funding you could be eligible to receive.

You can select one or more project activities as applicable. More options will appear based on your selections and the estimated project cost will appear for flat rate activities. Please provide any information that could impact the project costing in the additional information section. It is important to select all relevant components in order to see all options related to your project activities.

Other activities

If you are requesting funding for other activities, you must provide 1 quote for each project activity. If you cannot provide a quote, you must submit an acceptable rationale explaining why and how you calculated your project costs.

For example, an acceptable rationale could be:

  • that your organization needs to use a formal tendering process, or
  • that contractors cannot get in the building due to COVID-19 restriction within your organization

A rationale based on a lack of time to contact contractors and obtain quotes will not be deemed acceptable and your application will not be accepted.

If applicable, add your rationale in the additional details section. You can use the Appendix A if you need more space.

Note: You do not have to provide a quote for the following flat rate activities:

  • a ramp
  • an accessible washroom
  • an accessible door
  • an elevator
  • an accessible lift
  • a pool lift

For all project activities, we recommend that you consult a licensed contractor to scope your project. This can help reduce unexpected costs. We also recommend that you have your own contingency budget of around 20% of your total project costs to offset unexpected costs. Contingency is not an eligible project cost for Enabling Accessibility Fund funding.

Examples of eligible costs:

  • professional fees such as architects, engineers, construction consultants, and contractors
  • costs of the construction or the renovation of a building, including materials, supplies and labour (not employee wages)
  • costs of the purchase or rental of tools, equipment or machinery necessary to complete the project
  • costs related to information technology devices that have accessibilities and features integrated, such as tablets, cellphones, laptops and computers, so long as they contribute to building accessibility
  • costs related to the purchase of universal accessible or ergonomic accessories and furniture, or
  • other costs approved as part of the funding agreement with us

Examples of ineligible costs (not limited to)

  • costs incurred before the signing of the agreement
  • contingency funds for the project
  • costs for the purchase of furniture or equipment that does not include features to increase accessibility for persons with disabilities. For example:
    • lockers
    • refrigerators
    • Interac terminals
    • defibrillators
  • costs linked to constructing, renovating, or retrofitting:
    • Government of Canada or Provincial properties
    • publicly funded hospitals or health care facilities
    • publicly funded schools (or on school grounds)
    • private homes or dwellings
  • costs linked to purchasing, retrofitting and modifying motor vehicles (for example cars, vans, buses)
  • training costs associated with the project
  • routine repairs and maintenance costs, or general costs (overhead, administrative, operating costs and amenities, etc.)
  • any expenditure for which the recipient or a third party is eligible for a rebate
  • expenditures of land or any interest therein, and related expenditures
  • financing charges and interest expenditures
  • legal fees
  • cost of consultation and preparation of the project proposal
  • cost associated with feasibility, planning (including sustainability plans) and marketing studies, including environmental assessments
  • costs related with the research and the development of a technology
  • costs related with the commercialization, the marketing and the promotion of a product or a service
  • employee salaries and benefits
  • landscaping for esthetic purposes

Leveraging

The calculator will help you to calculate the leveraging requirement for your project.

Select all options that apply. If multiple options apply, the calculator will select the lowest percentage of leveraging that applies to your organization.

Regions

Complete the question following the instructions.

B. Anticipated sources of funding

Providing other sources of funding is dependant on your organization type:

  • registered charities with an annual revenue in 2020 less than $1,000,000 are required to provide a minimum of 10% in other sources of funding
  • all other eligible organizations must provide a minimum of 35% in other sources of funding
  • the following organizations are not required to provide other sources of funding beyond what they are requesting from Employment and Social Development Canada:
    • eligible organizations with project activities situated in the Territories
    • Indigenous organizations
    • eligible organizations with project activities located in remote area

Other sources of funding must relate to eligible project costs and must come from sources other than federal government, but can include funding from the applicant’s own organization.

All other sources of funding must be in-cash only. It must be confirmed and in hand by the signing of the agreement. A confirmation of the additional sources of cash contribution will be required. Your proposal could be disqualified at any stage if this requirement is not fulfilled.

The combined contributions from all levels of government and/or other sources must be equal to or less than 100% of eligible costs.

Question 65: Source name

You must include the names of the other sources that contribute to your project.

Question 66: Source type

Tell us what type of organization is contributing to your project. Use this list:

  • not-for-profit organization
  • municipal government
  • provincial and territorial government, institution and Crown Corporation
  • Indigenous organization including:
    • band council
    • tribal council
    • self-government entity
  • international organization
  • coalition, network or committee
  • research organization or institute
  • educational institution
  • public health and social service institution
  • for profit organization

Question 67: Cash (to be confirmed)

Tell us how much in unconfirmed cash contributions you plan to receive. Specify the total requested amount from us.

Question 68: Cash (confirmed)

Tell us how much in confirmed cash contributions you will receive. Here is an example:

Table 2: Anticipated sources of funding
65. Source name 66. Source type 67. Cash (to be confirmed) 68. Cash (confirmed)
Organization A Not-for-profit organization n/a $150,000
Organization B Municipal government n/a $100,000
Organization C For-profit organization $100,000 n/a
ESDC (Total requested amount from ESDC) Federal government $350,000 to $1,000,000 n/a

C. Budget details

Question 69: Associated businesses or individuals

Check all statements that apply to your planned spending of the funding from us.

In carrying out the project, you may have to buy goods or services you need from contractors. You may also contract out to third parties (outside providers) to carry out part of the project activities.

“Associated businesses or individuals” means:

  • an officer, director or employee of your organization, or a member of their immediate family
  • a business in which an officer, director or employee of your organization, or a member of their immediate family, has a financial interest
  • a business connected to your organization

Question 70: Capital assets: Will capital assets be among your planned expenditures with ESDC funding?

Answer “yes” or “no”.

If “yes”, explain how your project will benefit from buying capital assets.

A capital asset is any single or composite asset that costs more than $1,000 (before taxes). A capital asset is not part of another product and you can still use it at the end of the project.

A composite asset is a group of assets that form 1 unit, where you need everything for the asset to work. A group of assets is a single capital asset if the total cost is more than $1,000 (before taxes).

For example, a composite capital asset is:

  • a personal computer with a hard drive
  • a monitor
  • a keyboard
  • a mouse
  • cables

Four chairs that each cost $300 are not capital assets because each chair works on its own. The chairs cost less than $1,000 (before taxes).

Part 4. Program checklist

Ensure you have included the required documents before submitting your application.

Please review the following checklist carefully:

  • I confirm that I am either the owner of the building or have a lease and written approval of building owner to undertake the project
  • I confirm that the project is not located on a Government of Canada property, in a public hospital, in a public school nor in a private home or dwelling
  • I have provided an external quote for each project activity or an acceptable rationale if a quote is not provided (Please note this is not mandatory for flat rate activities)
  • I have provided the completed calculator for all activities (flat rate and non-flat rate)
  • I have provided a work plan
  • I have provided a digital picture of the project space to be improved in an appropriate format (if applicable)
  • I have provided a minimum of 1 letter from a person with disabilities within the community

Errors or incomplete applications will result in delayed processing or rejection.

Part 5. Attestation

To be considered eligible, an official representative who has the capacity and the authority to submit proposals on behalf of your organization must confirm that:

  • they have the authority to submit the proposal
  • certify that the information provided is true
  • they have read and understood the program’s requirements

To do this, the official representative must:

  • check the 3 boxes of the attestation
  • provide his or her name, title and the date

As this is an attestation, no signature is required

Appendix A

Use this section to add information to previous sections of the application, and specify the question number.

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