Alaska Highway House,
Dawson Creek
The Canada-B.C. Communities Municipal Rural Infrastructure Fund (CBCMRIF) agreement supports the Government of Canada and Province of British Columbia’s commitment to ensure that communities are sustainable, economically competitive and great places to live.
INTENDED TIMELINE:
- June 19, 2006 CBCMRIF agreement signed
- October 12, 2006 Program officially launches
- January 31, 2007 Application deadline
- All funding commitments to be made by spring 2008
- All approved projects must be complete by March 31, 2010
ABOUT THE AGREEMENT:
- The federal government and Province of B.C. have allocated $102 million in combined funding available over the coming year.
- Local government contributions, of up to one-third funding, are expected to bring the total value of the Municipal Rural Infrastructure Fund to more than $150 million.
- In 2007, Canada’s New Government and the Province of British Columbia have each provided an additional $23.5 million to the Canada-British Columbia Municipal Rural Infrastructure Fund as part of their commitment to help smaller communities meet their pressing infrastructure needs. This additional funding brings the total federal and provincial investment and matching local government contribution in CBCMRIF projects to over $220 million.
- In addition, negotiations are expected to begin in the coming months on a new, longer-term agreement to allow British Columbia communities to access B.C.’s portion of $2.2 billion in new federal funding identified in the 2006 federal budget for MRIF programs across Canada.
HOW TO APPLY:
- The deadline for applications is January 31, 2007. Applicants have approximately three and a half months to assess their needs based on the program guidelines, undertake any necessary research and submit their applications.
- The applications will be assessed and funding decisions are anticipated by spring 2008.
HOW FUNDING WILL BE DISTRIBUTED:
- The current CBCMRIF program sets the following funding targets:
- Minimum of 80% targeted toward communities with a population under 250,000 people.
- At least 60% of funding will assist with “green” projects such as water, wastewater, public transit and environment energy improvements.
- Up to 40% will go toward other eligible project categories including local roads, cultural, recreational, tourism infrastructure and connectivity projects.
HOW DECISIONS ARE MADE:
- A six member Management Committee consisting of two members appointed by the Government of Canada, two members appointed by the Province of B.C., and two members representing the Union of B.C. Municipalities will manage the CBCMRIF.
- The Management Committee Co-chairs oversee and recommend projects for approval based on how well the applications meet the program criteria.
- In submitting the applications for funding consideration, it will be important to ensure the applications are complete including the applicant’s share of the funding is in place, supporting resolutions and all other documentation required to assess the project.
- CBCMRIF projects will be required to undergo the applicable environmental assessment processes, and funding will be conditional on compliance with all applicable federal and provincial requirements.
FREQUENTLY ASKED QUESTIONS:
1. How do we find out if we are successful in receiving the CBCMRIF funding?
The Management Committee will advise applicants in writing if their project application has been successful.
The Western Economic Diversification Canada's Communication Branch will contact you to arrange for the date and time of funding announcement.
Canada, British Columbia and Recipients will work together on planning such announcements and preparing materials that give all parties equal prominence.
Canada, British Columbia and Recipients will issue joint news releases after approval of a Project and/or reaching Project milestones. The news releases will include quotes from the designated representatives of each level of government.
2. Our project has been approved – can we now start construction?
No. Prior to starting construction, you must have a signed contribution agreement with the Province which includes Schedule F that outlines the Mitigation Measures taken from the Environmental Assessment Decision Record. You may start the design element of the project; however, it would be prudent to include the Mitigation Measures from your contribution agreement in your public tendering process for the physical works component of the project. This is to ensure that potential bidders are aware of their environmental mitigation responsibilities which may impact their bid in terms of costs.
All contributions awarded are conditional. The contribution agreement will outline the terms and conditions attached to the program financial contribution to the project.
3. When will we receive the contribution agreement?
All approved projects will go through a federal environmental assessment process. The lead ministry will prepare a contribution agreement as soon as Western Economic Diversification Canada completes the environmental assessment process for your project
4. Is a federal environmental assessment (EA) required for our project?
Yes, all projects funded under CBCMRIF require a federal environmental assessment (EA) under the Canadian Environmental Assessment Act (CEAA). The Government of Canada’s contribution is contingent on the successful completion of a federal EA of the proposed project under the CEAA. Failure to comply with CEAA could jeopardize government funding for a project.
You will be notified by Western Economic Diversification Canada if the project requires a federal EA or if it has been excluded from the CEAA.
It should be noted that not all projects affect the environment in a significant way; certain types of projects may be excluded from an environmental assessment. Such projects are routine and relatively small-scale, and can be expected to result in only insignificant environmental effects. Those projects or activities in relation to physical work that do not require an EA are described in the Exclusion List Regulations under the CEAA.
5. Do we need to send in copies of the tender documentation for our MRIF project?
No, however records must be retained and be available for inspection upon request. Please ensure that all public information material related tenders for approved projects must clearly and prominently indicate that funding is provided from the CBCMRIF.
6. Our project is a phase of a larger project. Do we need to tender the phases of the project separately?
It is not a requirement; however, careful consideration should be given to tendering the project separately if the CBCMRIF funded project is a phase of a larger project. In some cases with larger projects, it is difficult to attribute the costs and may result in delays or denial of your progress payment.
If you must tender the large project in one tender for the purpose of costs saving, the project costs must be broken down to clearly identify those eligible costs that pertain to the funded portion of the project. This should be discussed with the lead ministry contact and it should be documented prior to the project being undertaken to avoid misunderstandings during the payment and audit process.
7. Can we direct award a contract(s) for building the project?
All contracts must be awarded in a way that is transparent, competitive and consistent with value for money principles. All records of the tendering process need to be retained and made available upon request.
8. Our CBCMRIF project budget has increased since we first applied. Can we use funding from other federal or provincial programs towards this CBCMRIF project?
Funds from other federal or provincial programs can be used but the combined total of all funds from federal sources cannot exceed 50 percent of the total eligible costs of the project, nor can the combined total of all funds from provincial sources exceed 50 percent of the total project eligible costs. The increase of the project budget will not increase the amount of funding approved under CBCMRIF.
9. Our project incurred costs before we were approved for CBCMRIF funding. Are these costs considered eligible and can we claim them for reimbursement?
Costs incurred prior to the project approval date are considered ineligible costs and will not be reimbursed.
10. Can we use our employees to work on the project?
Salaries and employment benefits to the Recipient's employees are considered ineligible costs.
Exemption:
The cost of the Recipient’s employees or equipment may be included in its Eligible Costs under the following conditions:
- the recipient must be a local government;
- all requests for this exemption must be in writing and addressed to the Management Committee for approval;
- all requests for this exemption must be made after the contracts for goods and services required for the project have been tendered;
- cost “savings” of at least 10% are realized; and
- the project occurs in a rural or isolated community.
11. There are changes or variation to our project. Do we have to notify the Province of this?
Yes. The proponent must notify the lead ministry, in writing, and in advance of proceeding with any changes to the original approved project. The changes may include project location, project costs, project title, completion dates, etc. Management Committee’s approval may be required for such changes.
If there is a project scope change or project location change, this may impact the original Environmental Assessment Decision Record (EADR). Western Economic Diversification Canada will need to determine if the proposed change in location has any impact on the EADR and if yes, the EADR may need to be revised along with the environmental mitigation measures.
12. We have decided to alter the project scope due to budgeting reasons. Do we need to notify the Province of these changes?
Yes, any alterations to the project scope as stated in Schedule A of your contribution agreement must be approved in advance by the Management Committee Co-Chairs. Western Economic Diversification Canada will need to determine if the proposed project scope has any impact on the original Environmental Assessment Decision Record (EADR).
13. We’ve decided not to proceed with our project as originally outlined. Can we use the program funds for another capital project in our community?
No – approval was granted for the original project. You may not transfer the award to another project. Please contact the lead ministry to discuss your situation.
14. How long do we have to complete my project? What if we require additional time?
As per the CBCMRIF Agreement, all projects must start within nine months of the contribution agreement date and construction must be completed no later than March 31, 2010. Your project will be considered ineligible for funding if you are not able to complete by March 31, 2010.
15. Do we need to obtain approval for any public events such as ground-breaking ceremonies, grand opening ceremonies, etc.?
Yes. All public events require the prior obtain approval from the Management Committee. A minimum of 14 days notice should be given for public events. The federal and provincial Ministers, or their designated representatives, should participate in the events, which should take place on a date and at a location agreed to by the parties. Please refer to the communication protocol guidelines for any communications questions.
16. Who will provide temporary signage and permanent signage or plaque?
Temporary Signage
The Province will provide temporary construction signage for you to install at a prominent location that is visible to public. The size of the temporary signage will be 4 ft X 8 ft. The signage will have your project title in both official languages, the Canada watermark logo, and the provincial crest logo.
Permanent Signage or Plaque
You are required to install a permanent signage or plaque at the project site after your project is complete. The cost of producing and installing a permanent signage or plaque is considered an eligible cost. The signage or plaque must be visible for viewing from a distance and be at a prominent location. The layout of the permanent signage or plaque will require advance approval from the Province’s communication department prior to final production. The signage wording of the permanent signage or plaque on your completed project must be in both official languages. Contact the lead ministry for the French translation of your signage or plaque.
17. Are we required to submit quarterly progress reports?
Yes. A quarterly progress report is required for all approved projects. This is a summary report that updates the provincial and federal agencies regarding the scheduling and percentage completion of the project and project implementation activities undertaken up to the date of such reports. A progress report is required quarterly whether or not a claim is made. The reports are required for the period between project approval and project completion.
18. What is required to submit a claim and how long will it take before we receive the funds?
The claim package should consist of an original copy of fully completed claim form and signed by authorized signatories, a signed off progress report, and fully completed detailed expenditure summary sheet.
The proponent may fax or e-mail a copy of a claim; staff will review this copy only. The claim will not be processed until a claim and a progress report with original signatures are received.
Depending upon the completeness of the claim package and providing that the proponents satisfy the terms and conditions outlined in the contribution agreement, processing of claims from date of receipt will take approximately four to six weeks.
Please review some examples of eligible and ineligible costs prior to submitting your claims.
19. What information must we provide to receive final reimbursement?
The Province will reimburse the final claim providing the following conditions are met:
- Submission of a final claim form to show actual total eligible costs of the completed project;
- Confirmation that the project is 100% complete and all expenditures have been incurred and paid in full;
- Submission of a final report which includes photographs of the completed project and report on project benefits;
- Submission of photographs of the permanent sign or plaque (requires advance approval of layout from the province’s communication department) which has been mounted on or at the project site;
- Submission of a satisfactory environmental mitigation measures report to Western Economic Diversification Canada confirming that the mitigation, follow-up and monitoring activities have been undertaken (not applicable if the project is excluded); and
- Submission of verification that engineering standards have been met, as per the project mandatory criteria, for example:
- met the GHG emission targets,
- met or exceeded 25% of Model National Energy Code for Buildings.
20. Once my project is complete, how long do we need to retain financial documentation?
You must retain accounting records for a minimum of six years after the final settlement of accounts.