ATLANTIC GATEWAY INTERNATIONAL MARKETING:

Transcription

1 ATLANTIC GATEWAY INTERNATIONAL MARKETING: A Component of the Gateways and Border Crossings Fund (GBCF) PROGRAM DESCRIPTION AND APPLICANT GUIDE

2 TABLE OF CONTENTS PREFACE... 1 SECTION ONE OVERVIEW AND OBJECTIVES The Gateways and Border Crossings Fund (GBCF) The Atlantic Gateway and Trade Corridor Strategy PROGRAM DESCRIPTION Atlantic Gateway International Marketing Available Funding Eligibility Assessment Criteria Merit Assessment Criteria APPROVAL PROCESS Project Proposal Approval Assessment Results Transport Canada s Service Standards FUNDING AGREEMENTS Risk-Based Funding Agreements Funding (Contribution) Agreements Project Scope and Agreement Reporting Requirements Performance Reporting Other Funding Agreement Clauses SECTION TWO APPLICANT GUIDE General Tips for Writing a Proposal How to Complete the Project Proposal Template How and Where to Submit an Application DEFINITIONS PROGRAM DESCRIPTION AND APPLICANT GUIDE i

3 PREFACE This document has two main Sections : 1. A Description of the Atlantic Gateway International Marketing funding contribution program background, objectives, eligibility criteria, its review and selection process, and recipient responsibilities. 2. An Applicant Guide to properly completing a Project Proposal Template. Applicants should read this section carefully before and while they prepare their proposal. PROGRAM DESCRIPTION AND APPLICANT GUIDE 1

4 SECTION ONE 1.0 OVERVIEW AND OBJECTIVES The Atlantic Gateway International Marketing component of the Gateways and Border Crossings Fund (GBCF) contribution program funds up to 50 per cent of the eligible expenditures aimed at developing new, or updating existing, marketing projects promoting the Atlantic Gateway and Trade Corridor transportation system. We invite eligible recipients to submit applications based on the information in section two of this guide, using the project proposal template. To learn more about this initiative, please contact: International Relations and Gateway Initiatives Transport Canada 330 Sparks St. Place de Ville, Tower C Ottawa, ON K1A 0N5 Phone: (613) Fax: (613) info@atlanticgateway.gc.ca 1.1 The Gateways and Border Crossings Fund (GBCF) In 2007, the Government of Canada established the Building Canada Plan 1, which includes a $2.1 billion national fund for gateways and border crossings: the GBCF. The GBCF is focused on a number of national gateway strategies and key intermodal linkages that enhance Canada s trade competitiveness and make the national transportation system more efficient. This fund helps support infrastructure improvements at, and leading to, key locations such as major border crossings between Canada and the U.S. It also advances multimodal and technology initiatives that improve system integration. The GBCF s Objectives are to: Enhance Canada s economic competitiveness and productivity by improving the efficiency of gateways, trade corridors, and assets of national significance to facilitate inter-provincial and international trade and travel. Consistent with the National Policy Framework for Strategic Gateways and Trade Corridors 2, funding is targeted to those geographic areas where significant volumes and values of Canada s international trade/transportation activities are concentrated; Enhance integration of the national transportation system through investments in inter-modal links and connectors and leading-edge technologies and by eliminating bottlenecks at inter-modal interfaces to ensure efficient supply chains; PROGRAM DESCRIPTION AND APPLICANT GUIDE 2

5 Improve the quality of life of Canadians by improving safety and security, mitigating congestion and minimizing environmental impacts of transportation projects and by optimizing the use of all modes; and Advance knowledge (e.g. data, performance measures, research and development) of the transportation system to improve long-term transportation planning, prioritize investment decisions and promote innovative technologies. 1.2 The Atlantic Gateway and Trade Corridor Strategy The Atlantic Gateway and Trade Corridor Strategy 3, a partnership between the Government of Canada and the four Atlantic provinces, was released on March 23, It sets the stage for continued joint efforts of governments and engaged private sector stakeholders to make the Atlantic Gateway and Trade Corridor more efficient. This integrated multimodal transportation system offers deep water ports, efficient and reliable road and rail networks with access to U.S. markets, and airports with air cargo access to/from international markets. The Atlantic Gateway and Trade Corridor Strategy s Objectives are to: Strengthen Canada s competitiveness by attracting a larger share of global commerce to and from traditional markets and with emerging international economies; Advance a safe, secure, efficient and sustainable multimodal transportation system that contributes to the economic prosperity of the Atlantic provinces and Canada; and Promote the Atlantic Gateway and Trade Corridor s transportation system assets, specialized services and niche opportunities to exporters and importers, at home and internationally. 2.0 PROGRAM DESCRIPTION 2.1 Atlantic Gateway International Marketing International Trade Promotion and Marketing The Atlantic Gateway International Marketing component of the GBCF provides funding for initiatives that target marketing promotion, a key element for communicating the advantages of using the Atlantic Gateway and Trade Corridor to international importers and exporters. Competition among global supply chains is fierce. To compete internationally, Canada must offer a clear advantage, based on its strengths and capacities. Building on the strengths of transportation service providers currently involved in international trade, and promoting the strengths of the Atlantic Gateway system as a whole, will attract greater trade to the region. Strategic marketing benefits the region and nation as a whole, even those not participating directly. Attracting significant volumes of international trade will create opportunities and jobs all along the supply chain for importers and exporters, producers, logistics handlers, truckers, railways, as well as smaller ports and airports handling domestic traffic. 3 PROGRAM DESCRIPTION AND APPLICANT GUIDE 3

6 2.2 Available Funding To support the Atlantic Gateway and Trade Corridor strategic international marketing activities, $2.2 million in contribution funding is available under the GBCF for projects to be completed by March 31, Maximum Contribution The Atlantic Gateway International Marketing component of the GBCF can fund up to 50 per cent of total eligible project expenditures. 2.3 Eligibility Assessment Criteria Eligible Recipients Organizations must qualify as one of the following eligible recipients: Provincial, territorial or municipal governments and agencies; Public or private transportation authorities and agencies; Regional, provincial, national or international associations and committees; Not-for-profit organizations (including international bridge and tunnel authorities, and academia); and Private enterprises (e.g., rail and trucking companies, vehicle manufacturers). Note: The Canada Marine Act (section 25) makes port authorities ineligible for marketing funds. Nature of Eligible Projects All proposals must support the following: At least one of the Atlantic Gateway and Trade Corridor Strategy objectives: Strengthen Canada s competitiveness in attracting a larger share of global commerce to and from traditional markets and with emerging international economies; Advance a safe, secure, efficient and sustainable multimodal transportation system that contributes to the economic prosperity of the Atlantic provinces and Canada; and Promote the Atlantic Gateway and Trade Corridor s transportation system assets, specialized services and niche opportunities to exporters and importers, at home and internationally. At least one of the Atlantic Gateway and Trade Corridor Strategy project activities: International gateway and trade corridor marketing and promotional efforts, such as: trade missions; conferences and trade shows; Market research; and Development and production of marketing materials (e.g. information brochures). PROGRAM DESCRIPTION AND APPLICANT GUIDE 4

7 Projects must promote the Atlantic Gateway, and must have a pan-atlantic approach, even if the project stakeholders are all from one province. Projects must promote the Atlantic Gateway s competitiveness, increase international trade, and niche markets. Eligible Expenditures Eligible expenditures must relate directly to delivering the proposed marketing project, which should contribute towards implementing the Atlantic Gateway and Trade Corridor Strategy and provide a clear benefit to the Atlantic Region. Atlantic Gateway International Marketing funding applies to eligible expenditures that are: directly linked to the project; incurred after the Minister has approved the project proposal; and specifically identified as an approved expenditure in the funding agreement. Examples of eligible expenditures include: room and equipment rental; trade show and conference registration fees; promotional materials (including design services, printing, and translation); communications activities; photographer/videographer; food and non-alcoholic beverages 4 ; token gifts and gift bags; shipping; ground transportation; and travel expenses 5 for consultants, industry leaders, interpreters and journalists (directly related to project activities and required to achieve the objectives of the project). Ineligible Expenditures The expenditures listed below are not eligible for Atlantic Gateway International Marketing funding: costs incurred before project approval and after the agreement termination date; cost of developing a proposal; fees, financing charges and interest payments on loans; all taxes for which the recipient or a third party is eligible for a tax rebate and all other costs eligible for rebates; costs which have been shared under other federal statutes or programs; legal fees; alcohol and alcoholic beverages; 4. Applicants must calculate all food and hospitality expenditures according to the Standard Food and Beverage Cost per Person set out in the Treasury Board of Canada Directive on Travel, Hospitality, Conference and Event Expenditures, as well as Treasury Board of Canada travel directives. 5. All travel costs must follow Treasury Board of Canada travel directives, as well as Public Works and Government Services Accommodation and Car Rental directories. PROGRAM DESCRIPTION AND APPLICANT GUIDE 5

8 services or work, normally provided by the recipient, incurred in the course of implementation of the project, except those specified as eligible costs; and employee wages and benefits, overhead costs, as well as other direct or indirect operating, maintenance and administrative costs. Note: Recipients who are entitled to a Canada Revenue Agency (CRA) refund or credit on a portion of the Goods and Services Tax/Harmonized Sales Tax paid on goods and services may only claim the portion of the tax the CRA does not refund. In-Kind Contributions Atlantic Gateway International Marketing funding may reimburse in-kind (non-cash) contributions so long as the funder agrees the associated costs are eligible expenditures; they are not donations to the project; and they represent goods and services that the recipient would otherwise purchase and pay for as essential to meet their obligations as defined in the project Funding Agreement. In-kind contributions: cannot exceed 50% of the applicant s contribution from all collaborating sources; involve non-cash assets such as use of facilities/equipment, labour, and/or goods provided by the applicant and/or by the applicant s partner organizations; and should be measured at fair value or at cost whichever is lesser at the date of contribution. Applicants should estimate fair value using market or appraisal values. Note: Transport Canada (TC) Review Committee must agree with applicants estimates. For contributed materials or services that are normally purchased, applicants must determine fair value in relation to similar materials and services. They must never take any profit to their organization or to any of their partner organizations into account or otherwise allow, when estimating or determining the fair value or cost of an in-kind component of the applicant s matching contribution. A matching contribution may include an in-kind component only if: a) the applicant demonstrates that it reasonably estimated or determined fair value or cost for that component; and b) TC Review Committee approves the nature, extent, source and valuation of that component simultaneously with project approval. 2.4 Merit Assessment Criteria TC will review all applications to determine if they meet the Eligibility Assessment Criteria. If successful, TC will review the proposal using the following merit assessment criteria. Note: Participants in strategic international marketing must offer clear value and be able to succeed at the international level. PROGRAM DESCRIPTION AND APPLICANT GUIDE 6

9 Value for Money How well the project proposal demonstrates relevance and performance. Relevance addresses a demonstrable need in a way that is appropriate for the federal government and is responsive to the needs of Canadians. Performance uses taxpayer resources to produce program outputs in an affordable manner, and achieve outcomes consistent with program objectives. Relevance of the Project How closely the proposed project relates to the Atlantic Gateway International Marketing component under GBCF and how well it aligns with the Atlantic Gateway and Trade Corridor Strategy objectives. Applicant s relevant experience and capacity How well the applicant demonstrates ability, in terms of resources, personnel and expertise, to complete the project. More specifically, TC will consider the applicant s: Mandate and/or expertise; Experience based on former projects relevant to Atlantic Gateway and Trade Corridor Strategy Objectives; and Need for institutional, management/organizational structure, financial and other support to successfully deliver the project. Quality of the Proposal How the proposal sets out clear, realistic plans with clear roles and responsibilities to meet targeted results. TC will assess the proposal for: a realistic budget and timeline; risk analysis and mitigation strategy; internal and external support for the project; and a performance measurement strategy with key measurable indicators and results. 3.0 APPROVAL PROCESS 3.1 Project Proposal Approval Project Proposal Review The GBCF is a merit-based fund. TC will first screen funding proposals for completeness and determine whether they meet the Eligibility Assessment Criteria and the cost-sharing ratios. A Review Committee with members from TC and the Atlantic Canada Opportunities Agency will conduct a detailed assessment of all proposals. PROGRAM DESCRIPTION AND APPLICANT GUIDE 7

10 The review will assess if: 1) the proposal forms part of the Eligibility Assessment Criteria (section 2.3), as well as the Merit Assessment Criteria (section 2.4) of the Atlantic Gateway International Marketing component of the GBCF; and 2) the project meets at least one Atlantic Gateway and Trade Corridor Strategy objective as outlined in the first part of this Guide, and will advance the strategic international marketing of the Gateway. Project Proposal Approval The Review Committee will make formal recommendations to the Minister of Transport who will make the final determination whether or not to award funding. Funding Decisions TC will advise applicants as soon as a funding decision is made on their proposal. If the project is approved, TC will forward a formal contribution agreement containing detailed terms for the project funding to the applicant. Note: Applicants should not assume any TC commitment until a contribution agreement is signed. All funded projects are subject to GBCF Terms and Conditions and accountability requirements. Funding under this program does not imply any commitment, financial or otherwise, by TC beyond the approved funding period identified in the contribution agreement. 3.2 Assessment Results After evaluating the proposal, TC will inform the applicant if the application was either: selected for funding; or not selected for funding based on the element(s) of the Eligibility and/ or Merit Assessment Criteria the proposal did not meet. Note: TC reserves the right to accept or reject any submitted application. 3.3 Transport Canada s Service Standards Our service standards represent the level of assistance that we aim to provide. The standards represent our promise to provide quality service to clients, companies, government departments, local government, interest groups and individuals. PROGRAM DESCRIPTION AND APPLICANT GUIDE 8

11 Our goal is to: provide applicants with acknowledgment of receipt of their application within 10 business days. We will send our acknowledgement of receipt in the same form in which you submit an application (i.e., by mail or by ); provide recipients with an initial draft of the funding agreement within 30 business days of the project s approval-in-principle by the Minister; and issue payments within 20 business days following our notification to the recipient that the requirements outlined in the funding agreement have been fulfilled. Note: If TC cannot meet the above standards, we will contact the applicants/recipients about the delay. 4.0 FUNDING AGREEMENTS A funding agreement signed by both the recipient and TC is required to receive Atlantic Gateway International Marketing funding under the GBCF. The following sections highlight some of the key areas of this legal document. 4.1 Risk-Based Funding Agreements TC will conduct a project risk assessment for all approved projects before signing a funding agreement. We do not do this to exclude or screen out projects but to ensure that the requirements set out in the funding agreement are appropriate for the project risk level and a recipient s capacity to deliver results. 4.2 Funding (Contribution) Agreements TC will send a contribution agreement between the Government of Canada and the recipient to the successful applicant. The agreement, subject to audit, will detail: financial and reporting requirements; other specific terms of the contribution; and respective obligations and responsibilities of the recipient and the Government of Canada. The contribution agreement may also include a communications protocol, outlining requirements for joint communications activities, such as public information products, news releases, public announcements, other joint events and official languages. Expenses associated with these activities are eligible expenditures and should appear in the proposed budget. Note: Funding under the contribution agreement is subject to there being an appropriation by Parliament. This means that funding may be reduced or terminated in response to the Government s annual budget or a parliamentary spending decision that has an impact on the GBCF. PROGRAM DESCRIPTION AND APPLICANT GUIDE 9

12 4.3 Project Scope and Agreement The applicant s proposal will form the foundation to define the project scope, mandatory legal documentation, clauses, terms and conditions, performance measurements and payment structure in the formal funding agreement. Once the funding agreement is signed, no change to the scope of the project (including budget, structure, timelines, etc.) is possible without written agreement between the recipient and TC. Note: It is very important to clearly define the scope of the project in the application because the recipient will be responsible for all costs associated with work performed outside the approved scope of a project. Intellectual Property While any intellectual property resulting from the work will remain with the recipient, by submitting a proposal, the recipient agrees that TC may: summarize and publish information about findings that are not commercially sensitive, on its website and/or in hard-copy form, as information for the transportation sector and as guidance for future activities in the transportation sector; and use all information and material developed under the terms of the contribution agreement, except for commercially sensitive information and findings, during and after the term of the agreement. 4.4 Reporting Requirements Each agreement will set out reporting requirements, and will include progress reports (as required) and a final report. Progress Reports (as required) TC may require recipients to submit progress reports describing the progress achieved at specific intervals. Final Reports When the project is complete, recipients must submit a final claim for reimbursement along with a final report. The final report serves as a roll-up and verification of all project activities, costs and outcomes. Under the funding agreement, TC must receive the final report before it will pay the final claim for reimbursement. PROGRAM DESCRIPTION AND APPLICANT GUIDE 10

13 The final report should include: a general description of the project s major achievements, including any changes to original activities and timelines; an overall assessment of the objectives met, outcomes achieved, and lessons learned; updated data on performance indicators set out in the funding agreement compared to the start of the project and how they were used to measure the achievement of the project s outcomes; examples of any promotional items produced during the project; and any surveys, analyses, reports and/or research associated to the project. 4.5 Performance Reporting TC collects useful and accurate performance data that demonstrates results for Canadians. This is why we make collecting and reporting on data to assess progress against the desired outcomes a key requirement of all funding agreements. 4.6 Other Funding Agreement Clauses Financial Claims Recipients must submit claims for expense reimbursement at specific intervals, at least on an annual basis. The timing and frequency of claims will consider the financial and project information the applicant provided in the approved proposal. Official Languages All recipients must respect the spirit and intent of the Official Languages Act when delivering a project funded under the GBCF. Linguistic requirements may apply to projects depending on their scope, or on the specificity of the regions and targeted audiences of projects. TC will work with successful recipients to determine how this will apply to their projects. PROGRAM DESCRIPTION AND APPLICANT GUIDE 11

14 SECTION TWO 5.0 APPLICANT GUIDE This section explains, in detail, how to prepare a complete application package. Each application must follow the Project Proposal Template. This will reduce the risk of omissions or errors, and simplify TC s project evaluation process. 5.1 General Tips for Writing a Proposal Applicants may write their proposal in English or French. It must include the mandatory information requested in each sub-section above. Be specific about what needs to be addressed, why, and how it relates to gateways and trade corridors; Include information on previous work you have done on the issue, and what the results were; Explain whether the proposed project overlaps, supports or enhances any aspect of previous or planned work; Explain how the project outcomes will contribute to the Atlantic Gateway and Trade Corridor Strategy objectives; and Be realistic in terms of objectives, scope, time frames, budget and deliverables. 5.2 How to Complete the Project Proposal Template 1. Project Title and Executive Summary The project title should be concise and reflect the Atlantic Gateway and Trade Corridor Strategy objectives the project will support. The executive summary should address the major elements of the project proposal, such as: a short description of the entire project; an abbreviated outline of the scope of work, the major activities involved in the scope of work, the total projected project expenditures, when and where it will take place; the project objectives, target groups and categories, explaining how they align with those identified for the Atlantic Gateway Eligibility Assessment Criteria for participation; a brief outline of the performance measurement strategy that will be used to ensure success towards meeting the objectives; any associated risks and how the organization plans to properly manage and mitigate them; the project partners who are contributing to the project; and the communications planning for the project. PROGRAM DESCRIPTION AND APPLICANT GUIDE 12

15 2. Applicant Information 2.1. Proper legal name of the organization 2.2. Name and position of the primary contact for the organization Such as president, treasurer, project manager, etc 2.3. Mailing address for all correspondence 2.4. Communication links Such as office phone/fax numbers, /internet addresses, etc. 3. Organizational Profile 3.1. Type of organization Use the eligible recipients list Organizational structure and governance Briefly explain the organization s structure and governance History of the organization Briefly describe the organization s history Mandate of the organization Present the organization s charter, mission, mandate, strategic plans, goals, as they relate to Atlantic Gateway objectives Organizational activities Briefly describe the normal spectrum of the organization s activities Organizational capabilities Briefly describe why the organization is well suited to undertake the proposed project. 4. Project Management Personnel 4.1. Project Manager Name the designated project manager, with all the necessary contact information, if different from the organization Qualifications and Experience Include evidence that the project manager has relevant qualifications and experience to undertake, manage and carry out the project on behalf of the organization. Include this information in Project Proposal Template, Annex A. 5. Declarations 5.1. Conflict of Interest Complete the Questionnaire in the Project Proposal Template Declarations Make sure an authorized person completes and signs the Application Declaration in the Project Proposal Template. PROGRAM DESCRIPTION AND APPLICANT GUIDE 13

16 6. Project Profile 6.1. Project Objectives and Goals The project proposal must: Clearly describe how project objectives meet the Eligibility Assessment Criteria; Present project goals that will contribute to achieving these objectives, as well as reaching the ultimate goal of developing new (or updating existing) marketing projects, to help promote the Atlantic Gateway and Trade Corridor transportation system; and Identify which of the following Atlantic Gateway and Trade Corridor Strategy objectives the project meets: Strengthen Canada s competitiveness in attracting a larger share of global commerce to and from traditional markets and with emerging international economies. Advance a safe, secure, efficient and sustainable multimodal transportation system that contributes to the economic prosperity of the Atlantic Provinces and Canada. Promote the Atlantic Gateway s transportation system assets, specialized services and niche opportunities to exporters and importers, at home and internationally Location of project delivery Clearly identify the areas/locations project activities will cover, whether on a national, regional, provincial or local basis. Use Project Proposal Template, Table 1: Regional/Community Profiles. Note: The location is not usually in the organization s head office unless the project concerns strictly quantitative/statistical analysis Scope of work To a great extent, this section will determine the relative merits of the project in consideration of all other project proposals. Use Project Proposal Template, Table 2 to present the scope of work in terms of the major stages, phases, activities and/or components to clearly illustrate how they will contribute to the project s success. Note: Remember to align these major activities with the project budget and the project cash flow Proposed start and completion dates Project start and completion dates must include all preparatory work, material production, the actual project delivery and any follow-up activities such as information analysis and reporting Project work plan The project work plan must clearly outline the planned schedule with key milestones, major activities, and timelines. Include this information in Project Proposal Template, Annex B. PROGRAM DESCRIPTION AND APPLICANT GUIDE 14

17 6.6. Partners and contributions Provide a description of any partners involved in the proposed project initiative and what they can contribute to the project. Include the partner organization s legal name, address, point of contact, and what they are contributing to the project, either monetarily or in-kind Risk assessment/mitigation measures Complete Project Proposal Template, Table 3. Project risks often include lack of funds, lack of time, lack of resources, lack of participation, inadequate or untimely materials, etc. Mitigation measures are deliberate project planning activities that will be undertaken in the course of the project to avoid these risks and reduce their consequences or impact on the project. 7. Financial Information 7.1. Activity Expenditure Breakdown The proposal must include a project activity expenditure breakdown, in order for all reasonable expenditures be identified. The breakdown must present full financial details for the financial contributions by source, major activities, projected cash flow, and total estimated expenditures. The project budget must be consistent throughout, and all the expenditures must properly add up. Include this information in Annex C, Tables 4 and 5 of the Project Proposal Template Budget Forecast The project budget must demonstrate anticipated revenues, and project eligible expenditures. A breakdown of in-kind contributions provided and/or received must be included, as well as a brief explanation of their nature and extent. Note: Funding from all federal sources cannot exceed 50 per cent of the total eligible project expenditures. A project budget must be submitted with a description of each budget category, such as: professional services, administrative costs (office supplies, printing of final report), etc. The budget description should also contain: a brief analysis of project costs and benefits; a breakdown of both total and eligible expenditures; any requirement for funds to be advanced and rationale, if applicable; for each funding collaborator, the amount of confirmed support and the proportions that are cash and in-kind; a detailed explanation and calculation of all travel and hospitality related expenditures. PROGRAM DESCRIPTION AND APPLICANT GUIDE 15

18 Notes: All travel expenditures must be explained and calculated (travel, transportation, accommodation, meals) according to Treasury Board of Canada Secretariat travel directives as well as Public Works and Government Services (PWGSC) Accommodation and Car Rental directories Include this information in Annex C, Table 6 of the Project Proposal Template Letters of Intent A letter of intent must be included from each partner organization providing financial or in-kind support. These letters must include: contact information, a statement of interest in the project, as well as a description of the nature, extent, sources and valuations of in-kind contributions. Include this information in Annex D of the Project Proposal Template. Note: As part of the review process, TC may contact partner organizations for more information or clarification. 8. Performance Measurement Strategy The project evaluation plan is a very important component of the project proposal. Project evaluation results will demonstrate important lessons learned about the project itself and contribute to related Government of Canada evaluation exercises at the program funding level Output/outcome monitoring Complete Project Proposal Template, Table 7 with expected project outcome or output. Identify the indicators, target, data sources, and data collection frequency Methodology for measurement Describe the methods the applicant will use to measure the achievements of project goals and objectives, using Project Proposal Template, Table 8, as explained on the next page. PROGRAM DESCRIPTION AND APPLICANT GUIDE 16

19 Table 8 Performance Measure Methodology Element Targeted audience/ Who should be involved Background Purpose Objectives Budget Indicators Sources of evidence Reporting Description Describe the target audience and project partners taking part in the project evaluation. Outline the roles of each project partner and target audience in the evaluation. Explain and provide a rationale for selecting the project s method of evaluation. Describe how it is most appropriate for the project. Describe what information the evaluation will provide, e.g. share lessons learned, generate evidence and/or validate results for decision-making. Identify clear projects objectives and link them to the Atlantic Gateway and Trade Corridor Strategy objectives. Ensure that the evaluation budget is appropriate for the activities in the plan. As a general rule, 10% of the overall project budget is used towards the evaluation. However, this will vary depending on the nature of the project. Include clear indicators that will measure the stated outcome(s) and/or impact of the project. List the source(s) of the data to be collected for the evaluation. This can include qualitative data and/or quantitative data, as appropriate to the project. Project evaluation plans must include a schedule for reporting to TC on progress and outcomes. A detailed evaluation report must be part of the final project report. In addition, the following five general evaluation questions must form part of the evaluation report: 1. Did the project do what it was intended to do as per the proposal? 2. What did you learn about; what worked; and what did not work? 3. What difference did the project make to the issue or priority you worked to address? 4. What could you have done differently? 5. How do you plan to use the project evaluation findings for continuous learning? PROGRAM DESCRIPTION AND APPLICANT GUIDE 17

20 9. Marketing Plan/Communication Plan A marketing/communication plan is required with the following details, where applicable: method of sharing information (e.g., internet, mail-outs, newspaper advertisement workshops, etc.); if the internet is the main method for sharing information, how you will promote and maintain the website; expected target audience; and expected outreach (e.g., number of web site users, recipients of mail-out materials, number of participants at a workshop, etc.) 10. Annexes The Project proposal must include Four Annexes: 1. Annex A Evidence Supporting the Project Manager 2. Annex B Project Work Plan 3. Annex C Project Budget and Cash Flow 4. Annex D Letters of Intent 5.3 How and Where to Submit an Application Applicants should submit their complete application package(s) by mail, fax, or electronically to Transport Canada at the following address: International Relations & Gateway Initiatives Transport Canada 330 Sparks Street Place de Ville, Tower C Ottawa, ON K1A 0N5 Phone: (613) Fax: (613) info@atlanticgateway.gc.ca PROGRAM DESCRIPTION AND APPLICANT GUIDE 18

21 Definitions Applicant: a person or entity that has applied for a transfer payment, an official application for funding under the Atlantic Gateway International Marketing component of the Gateway and Border Crossings Fund (GBCF). Audit: an independent assessment to provide assurance on a recipient's compliance with a funding agreement. The scope of a recipient audit may address any or all financial and non-financial aspects of the funding agreement. Cash Flow: projected revenue from all sources and project expenditures for the project, demonstrating the monthly cash flow requirement over the course of the appropriate fiscal year. Contribution: a transfer payment subject to performance conditions specified in a funding agreement. A contribution is to be accounted for and is subject to audit. Eligible Expenditures: expenditures that can be reimbursed under the contribution and that are described in the approved project budget. Evaluation Report: a report that describes the progress and/or results of the project, and explains whether the project succeeded in fulfilling the work plan objectives, activities and tasks as set out in the contribution agreement. This report also: identifies the strengths and challenges faced by the project; identifies the measures taken to overcome the challenges; and examines the project outcome(s) and/or impact(s). Budget Forecast: anticipated revenues and expenditures from all sources. Fiscal Year: the federal government fiscal year, which is from April 1 st to March 31 st. Goods or Services: includes anything to which an economic value can be affixed (e.g.: food, insurance, communication, transportation). In-kind Contributions: cash-equivalent contributions in the form of goods, services or other support provided by or to the applicant for the project, assessed at fair value, and for which no cash is exchanged but would otherwise be purchased on the open market and paid for by the applicant, e.g., non-remunerated personnel (volunteer time), donated professional fees and services, or the use of facilities without charge. Progress Report: a routine report that outlines the progress of the project in meeting its work plan obligations. Project: a time-limited initiative, which has specific and clearly defined goals, objectives, activities, duration, and measurable outcomes or results. Recipient: a person or entity that either has been authorized to receive a transfer payment or that has received that transfer payment. PROGRAM DESCRIPTION AND APPLICANT GUIDE 19