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Funding for Non-Profits

Through its Community Investment Strategy (CIS) York Region provides funding for projects from not-for-profit agencies that deliver services to low and moderate income York Region residents. Investments are directed to initiatives that help to achieve the four Community Results as well as the goals of the Making Ends Meet initiative and the York Region Immigration Settlement Strategy.


2018 Community Investment Funding

Under the Community Investment Strategy (CIS) an annual call for proposals is implemented each year. The call for proposals is a two-stage process. In the spring, eligible agencies are given the opportunity to submit Expressions of Interest (EOI) - Stage One. Applicants are required to demonstrate how their projects fit with one of the result areas of the Strategy. Successful applicants are invited to Stage Two to submit applications that include a detailed work plan and budget.

The Community Investment Strategy, call for EOIs for one-year project funding for 2018 is now closed.

EOI applicants will receive notification in June 2017.


Community Investment Streams

Projects funded by the Community Investment Strategy must fall into the following investment streams:

  • Community-Based Services: Programs and services that directly address service gaps in York Region and align with York Region’s priorities
  • Innovation and Collaboration: Initiatives that are new, innovative (using new models and delivery modes), with a collective approach to integrated planning and delivery of services
  • Organizational Development: Programs designed to strengthen an agency’s capacity, such as feasibility studies, board development and strategic planning

Community Result Areas

Projects funded by the Community Investment Strategy must help low and moderate income residents in one of the following four result areas:

  • Community Health: Residents are healthy and are able to make healthy choices
  • Economic Independence: Residents have and keep jobs and have financial stability
  • Housing Stability: Residents live in affordable, adequate and suitable housing
  • Social Inclusion: Residents are connected and can engage in communities

Objectives

Programs funded by the Community Investment Strategy must support the objectives of the following Regional strategies:


For More Information

For questions regarding the EOI, e-mail communityinvestments@york.ca or call 1-877-464-9675 ext. 72079.

Frequently Asked Questions

New Strategy Information

Q1:What is different about the new Community Investment Strategy?
R1: The Community Investment Strategy has expanded and is targeted towards improving the lives of low and moderate income residents living in York Region through four Community Result Areas:

  • Community Health: residents are healthy and able to make healthy choices.
  • Economic Independence: residents have and keep jobs that match their skills and have financial stability.
  • Housing Stability: residents live in affordable, adequate and suitable housing.
  • Social Inclusion: residents connect and engage in communities.

The four community investment results each have specific action areas that are the priority for funding. These action areas were determined based on a needs and gap analysis. The Action Areas will inform and guide investment allocation and decision-making. To be eligible for funding, agencies must demonstrate how their project will impact the Community Results and Action Areas.

The new Community Investment Strategy directly contributes to the Region’s human services goals and priorities. Investments are targeted to fund community-based programs and services that directly complement and enhance the Community and Health Services Department’s core services. The new Strategy supports the objectives of the following strategies:

  • Corporate Strategic Plan 2011-2015
  • Community and Health Services Multi-Year Plan: Investing in Our Communities
  • Human Services Planning Board’s Making Ends Meet in York Region
  • York Region Immigration Settlement Strategy

Q2:Why did the Region change the Strategy?
R2: The Region’s community investment program was established in 2002. The goal was to strengthen the social service system in York Region by providing funding to community-based non-profit agencies for programs that help low income residents. Since 2002 there have been many changes in the Region including a changing population and a growing diversity. In response to the changes, a new strategy was developed to enhance support agency capacity building, explore better supports for human service collaborations, and better aligns with the core objectives and strategic priorities of the Community and Health Services Department and York Regional Council.

We also examined ways to improve the administration of the Region’s community funding programs with a view to streamline the process. As a result, this new Strategy combines the 2 service delivery focus of Community Development and Investment Fund and the organizational development features of the New Agency Development Fund. The new strategy also has a funding stream to support new collaborative projects.

Q3: What is meant by Stage 1 - Expression of Interest and Stage 2 - Full Application?
R3: The Region is now using a two stage application process to request funding from the Community Investment Strategy.

In Stage 1, an Expression of Interest is completed and submitted. This is the first stage of the two-stage process. The Expression of Interest asks applicants to briefly outline the organization; describe the project for which funding is being sought; identifies the amount of funding needed and demonstrates eligibility and fit with the community results and action areas. The Expression of Interest enables the Region to assess each submission to determine eligibility to move to stage 2.

Only applicants who meet the criteria in the Expression of Interest will be asked to submit a complete proposal in stage 2. Stage 2 includes the full application: a work plan, full budget and attachments. Submission of a full proposal in Stage 2 does not guarantee funding. The stage two applications will be due in early September.

The two stage process enables:

  • The Region of York to advise agencies earlier in the year about funding requests
  • Better planning and a simplified application form
  • Opportunities to receive feedback and ask questions throughout the process

Q4: What are the Community Investment Strategy funding streams?
R4: There are three funding streams:

  1. Community-Based Services: This stream invests in community-based social service programs/services that directly address human service gaps in York Region and align with Regional community investment results.
  2. Innovation and Collaboration: This stream supports new initiatives that present multi-faceted solutions through new, evolving and non-traditional models for working together and/or delivering social services. Expressions of Interest should identify and respond to new and emerging needs within the community result areas.
  3. Organizational Development: This stream supports an agency’s development. Examples of potential projects include applicants applying for funding under this stream must provide services to low and moderate income residents, and address community results.

Completing the Expression of Interest

Q5: When developing ideas for the Expression of Interest should we review both Making Ends Meet and the York Region Immigration Settlement Strategy?
R5: When developing ideas for the Expression of Interest, York Region’s growing diversity and changing population and the objectives of the Community and Health Services Multi-Year Plan, Making Ends Meet in York Region and the York Region Immigration Settlement Strategy should be considered.3

Q6: When submitting an Expression of Interest for funding, can an agency apply for funding to develop programs for a specific population?
R6: Funding can be requested to support a specific population. The Expression of Interest must address the gap in service for this group, focus on low and moderate income residents and fit under the community result areas.

Q7: Does the contact person noted in the Expression of Interest have to be the Board Chair?
R7: The contact person for the Expression of Interest should be an individual familiar with the proposal as this is the only person that the Region will speak to about the results of the Expression of Interest.

This is different from the signing authorities for the Expression of Interest who are considered to be the Executive Director and the Chair of the Board. By signing the Expression of Interest both parties are declaring that they have the authority to request this funding and understand what has been proposed.

Q8: Does the Region require partnerships?
R8: Partnerships are strongly encouraged for all projects and are required under the Innovation and Collaboration funding stream. Collaborations with a variety of partners including business or government is possible. Expressions of Interest must indicate the partners involved in the project and clearly outline each partner’s role.

Q9: If an agency currently has a program that is partially funded by the Federal or Provincial government, can the agency still apply for Community Investment funding?
R9: Yes, the agency can apply for funding. The request should enhance the program and must focus on low and moderate income residents in York Region. For example in the past, funding has been provided to agencies that offer employment support programs to low income residents.

However, programs or projects that are the primary responsibility of the Federal and Provincial government such as; hospital-based healthcare programs, medical research and education are not eligible. Investments will be targeted to fund community-based programs that directly complement and enhance the Community and Health Services Department core services. Even if the program receives provincial or federal funding it must be clear in the Expression of Interest how this funding request is different and does not duplicate the other funding.

Q10: How is low and moderate income defined?
R10: Low and moderate income is defined as a household income for four people of $70,000/annum or less. More information on low and moderate income households in York Region can be found the Human Services Planning Board’s Making Ends Meet strategy.

Q11: Is rent as an eligible expense?
R11: Rent is an eligible expense under all three funding streams. It is expected that the rental expenses included relate directly to the program or service as Community Investment funding is not core funding but program funding. The Region reserves the right to limit administrative expenses, including rent.

Q12: Are agencies located in Toronto eligible to receive funding?
R12: Yes, however the agency must demonstrate that the proposed activities will take place in York Region and serve low and moderate income York Region residents.


Financial Information and Flow-through Arrangements

Q13: Must audited financial statements be completed by an accountant and for the current year?
R13: When submitting an Expression of Interest, and agency is not required to attach a copy of its Audited Financial Statements or Review Engagement Report. However, in Stage 2, eligible agencies will be required to include either Audited Financial Statements or a Review Engagement Report for the most recently completed fiscal year of the agency. These must be prepared by a licenced accountant who is independent of the agency. Operating statements will not be accepted.

If an agency does not have either audited financial statements or a review engagement report, the statements or report of another agency can be used if that agency is willing to act as the flow-through.

A flow-through agency is an existing incorporated, registered not-for-profit agency that acts as the lead for the application and agrees to assume responsibility for all aspects of the funding, including the administration of funds.

A flow-through arrangement can be used when an agency is not incorporated, does not have audited financial statements or a review engagement report. York Region cannot contract directly with an agency that is not incorporated.

Q14: If our agency does not have audited financial statements, what will we be required to submit?
R14: As part of Stage 2, a Review Engagement Report for the most recently completed fiscal year of the agency would be accepted as an alternative to Audited Financial Statements. If your agency is unable to meet either of these requirements, a flow-through agency is required. Please include the Audited Financial Statements or a Review Engagement Report of the flow-through agency. Operating budgets will not be accepted.

Q15: Would it be perceived as being a better Expression of Interest if an agency were able to apply without a flow-through?
R15: Having a flow-through agency does not impact on the evaluation of an Expression of Interest. A flow-through arrangement will not impact the assessment.

Q16: In a flow-through arrangement, what is the standard amount charged by the flow-through agency to administer the funding?
R16: There is no set amount. This should be discussed with the flow-through agency prior to submitting the Expression of Interest so that these costs can be included in the project budget. The flow-through agency must read and sign the Expression of Interest as a partner prior to submission.


Obtaining and Submitting the Expression of Interest for 2015 Funding

Q17: How do we get the Expression of Interest and Guidelines?
R17: The Expression of Interest and Guidelines documents can be accessed through the link under How to Apply on www.york.ca/cis. Your agency will be required to register in order to download the documents from the website. The Expression of Interest is # P-14-50.

Q18: Do we need to submit an Expression of Interest for each project and for different funding streams?
R18: Yes, an Expression of Interest is required for each project and if applying for more than one stream. Please submit ten copies of each Expression of Interest.

Q19: What are the eligibility and evaluation criteria for the Community Investment Strategy?
R19: Eligibility and evaluation criteria for this funding are described in detail in the Guidelines and can also be accessed through the link under Eligibility at www.york.ca/cis.

Q20: Can the Expression of Interest be dropped off at the South Services Centre located 50 High Tech Rd?
R20: No, the Expression of Interest must be delivered to: Office of the Director, Supplies and Services Branch, 1st floor, 17250 Yonge St. Newmarket on or before 1:00 p.m. May 8, 2014. Expressions of Interest that are submitted after 1:00 p.m. will not be accepted.

Q21: When we submit our Expression of Interest, can we submit it on-line?
R21: Electronic copies of the Expression of Interest will not be accepted. The Expression of Interest template must be downloaded from the website and saved to your computer. Ten hard copies of the completed document must be delivered to: Office of the Director, Supplies and Services Branch, 1st floor, 17250 Yonge St. Newmarket on or before 1:00 p.m. May 8, 2014. Expressions of Interest that are submitted after 1:00 p.m. will not be accepted.

Q22: During the application process is there anyone available from York Region to answer questions?
R22: If you have questions or require clarification, please 905-830-4444 ext. 72079 or e-mail: CommunityInvestments@york.ca.

Q23:Will there be other opportunities to apply for funding this year?
R23: No, this is the only opportunity for agencies to apply to receive funding in 2015. An Expression of Interest must be submitted now in order to be considered for funding in 2015.

Q24: What is the timeframe for this funding?
R24: All activities funded through this two stage process under the Community Investment Strategy must be delivered within the twelve month period from January 1, 2015 to December 31, 2015.

Q25: Is there a list of previously funded projects?
R25: Yes, please visit the Community Investment Strategy page, www.york.ca/cis, on the York Region website.

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Frequently Asked Questions - Information Session 2015

Partnerships

How strong a relationship should our agency have with another organization for them to be considered a partner? For example, we work with another agency on food skills workshops.

The definition of a partnership is provided in the Guidelines. Partners play a necessary and clearly specified role in the project. Please list all partners that will have a role in the project in Section 8 of the application, and have each partner sign the Project Partner Declaration.

Does the partnership have to be formal?

While the Region does not require a partnership agreement, it is good business practice that there is a clear agreement on the roles the partners will play in the project, and that these should be documented. 

If you’re on a committee or an agency has a committee, would that be considered a partnership?

If the role of the committee is a partnership then, yes. However, it will depend on the function of the committee.  Please refer to the definition of “partnership” in Section 1, Definitions of Terms Used, page 4 of the Guidelines.

Project Results

Can we provide client feedback in the project results section to demonstrate how clients are better off?

Yes. However, the application must also provide other evidence to support your project results, and these must relate to the service gap you are filling and the community result that you have identified.

Board of Directors

How do you know if an agency has a volunteer board and how often they meet?

Registered non-profit agencies are required to have a volunteer board of directors. Also, in Section 9 of the application we require applicants to state how many times per year the Board meets. This gives us an indication of how active the Board is likely to be in governing the organization. We also look at the number of board members and their familiarity with the Region.

We have board members who work or own a business in York Region but live in another municipality.  Can we somehow display on the application that the board has a commitment to the Region as a result of the time they spend there, even though they don’t live there?

Yes. If this is the case, please note the board member’s municipality of residence as well as the fact that they work in or own a business in York Region.

Financial's, the Project Budget and Non-Recoverable HST

If our annual board meeting for formal ratification of the Audited Financial Statements isn’t until September, what do we do?

Your agency’s financials must be approved and signed. If it is not possible to meet the submission deadline, please submit the last year’s audited financials. We will accept them and later request a copy of the latest audited financial statements. Please do not submit drafts or unsigned or incomplete financial statements. Your application will be disqualified.

This will be our organization’s first year having a Review Engagement Report, however our board meeting isn’t until September. The Review Engagement Report won’t be finished until after the Stage Two deadline.  What should we do?

If you won’t have the Review Engagement Report by the Stage Two deadline, we recommend that your agency use a flow-through. The flow-through agency will need to provide a copy of their audited financial statements or review engagement report. The flow through agency will need to complete and sign Section 10 of the application. If the project is approved, the flow-through agency will be required to sign the contract and accept financial responsibility for the Region’s funds on your behalf.

Is there a ratio to be used when calculating project costs vs. administrative costs?

Total administrative costs should be within 15 per cent of the overall total budget for the project or service.

With regard to the new non-recoverable HST budget line, what are the requirements?

The new requirement for including non-recoverable HST in your project budget is based on guidance from our Business Service Branch. This is to ensure that the Region’s payments on projects do not result in an agency receiving both the Region’s coverage of HST costs and the Canadian Revenue Agency HST rebate.

Each agency needs to total the HST that they will not recover for their project expenses. The Region will recover that amount. Please include the total non-recoverable HST amount from the project in this budget line. We suggest that you have your accountant or bookkeeper help you with this, as they will know how to calculate this amount. They may also be able to provide an electronic worksheet that automatically makes the calculation.

If our agency’s accountant/bookkeeper has questions about the budget/finances, who should they contact?

If you have questions about the application, please contact Community Investments at 1-877-464-9675 ext. 72079 or by email at communityinvestments@york.ca.

Does the Stage Two financial risk assessor look at the financial risk solely of the organization separate from the proposal, or of the proposal as well as the organization?

The financial risk assessor will provide feedback regarding the potential risk to the Region if the project is funded, and this will include a financial assessment of the agency.

Application and Attachments

What attachments are required with an application, and how many copies of each?

Ten copies of each application are required - one master and nine copies.

The same number of Job Descriptions is required - one master and nine copies.

Two copies of the financials are required - one master and one additional copy.

Signatures

If we will be using a scanned signature, does it have to be submitted in colour?

We accept both colour and black and white scanned signatures.

Agenda

Would we be advised if an addendum was issued?

Yes. In the event that an addendum was issued, Supplies and Services would email every applicant who is listed as a contact for the proposal moving forward to Stage Two.  Every application must have a Declaration page, and on that page you are required to acknowledge that you have received and reviewed any addendum issued under this call for applications.

If an addendum is issued, do we have to attach the addendum with the application?

While it is not required that a copy of each addendum be attached to the application, it would be good to have them included. However, to reiterate, your Declaration must indicate which addenda you have received.

If an addendum is issued, do we need to submit 10 copies with the application?

It depends on the type of addendum issued. Agencies will be advised of the steps that are required if an addenda is issued.

What if an addendum is issued after we submit our application?

We recommend that you submit your application within 24-48 hours before the deadline on September 7 at 1:00 p.m. It is unlikely that an addendum would be issued within this time period.  If an addendum is issued after you submit your application, please make any necessary changes to your application, sign the appropriate section acknowledging that you have received the addendum, and resubmit the application to the Region’s Supplies and Services Branch. If no changes are required to your application, submit a new declaration acknowledging receipt of the addendum, and enclose a copy of the addendum.

Other

How is agency effectiveness assessed?

The Selection Committee will consider what the agency has indicated in the application. The application needs to show that the agency can effectively perform the activities outlined in the project. Agencies are also assessed on other factors such as volunteer boards with strong governance, and sound financial and program management. A list of criteria can be found on pages 11 - 12 of the Guidelines.

When reviewing the application, does the Selection Committee research the agency outside of what is stated on the application?

Our Selection Committee is comprised of managers who have extensive knowledge of the agencies and services in York Region. The Region has worked with most of these agencies in the past. In addition, we have relations with other funders that also know the agencies serving York Region. This knowledge is also brought to the table when agency Capacity and Effectiveness is being considered.

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Frequently Asked Questions - Information Session 2016

Questions and Responses from the Information Meeting held April 19, 2016

General Application Questions

If an agency does not need to complete all the pages of the application, can they omit the blank pages from the submission?

It is recommended that an agency include all pages in the application to reduce the chance of submitting an incomplete application. Missing information cannot be evaluated. Agencies submitting the Full Expression of Interest (EOI) are required to submit eight copies – one master and seven copies. 

Is there a risk to submitting an EOI early?

Sometimes an addendum on a call for EOIs needs to be issued by the Region’s Supplies and Services Branch. In the case where there is an addendum, all agencies are notified. If an agency submits their application too early and the addendum has a significant change, there is a risk that they may have to resubmit an application. Our Supplies and Services Branch which manages the Call for EOI would not normally issue an addendum within 48 hours of the close of the EOI unless there is a large enough change in the scope of the call or documents. If an addendum needs to be issued within 48 hours of closing, the deadline will generally be extended. It is recommended that agencies submit their application within a reasonable time before the deadline.

If using a flow-through agency, does there already need to be an established relationship with the agency? If not, are there agencies that do this out there?

Most agencies that use a flow-through come together through a common goal/vision for services needed in the community. Flow-through agencies must meet the Strategy’s eligibility criteria.   An agency that does not yet have a flow-through, but is planning to use one, may identify that they intend to use a flow through agency during the EOI.  An agency that moves on to Stage Two of the application process must have the relationship with, and the information on the flow-through confirmed. 

Is there a benefit to using a flow-through agency?

The benefit to an agency using a flow-through is that the agency can use the financial standing of an established agency, especially in the case of a new agency with no financial track record applying for funding.  An agency can leverage the stronger track record of the flow-through through the association. 

If an agency is currently receiving funding for a multi-year project, can the same agency apply for a one year funded project?

Yes. However, the project being proposed must be different from the currently funded multi-year project.

Is there a risk to applying for multiple projects, using a prequalification EOI checklist for one that is being funded in 2016, and using a full EOI for another project?

There is no risk. Each project is evaluated on its own merit. Applications for each project should be submitted in separate envelopes.

What if project target numbers change between the submission of the EOI and Stage Two?

If a project’s targets change from the EOI to Stage Two, the agency will have an opportunity to explain the change and provide a justification in Stage Two.

How many new action areas are there for 2017?

There were no significant changes to the action areas this year. There have been some changes to the wording but agencies are encouraged to review the action areas to ensure their project still meets the action areas outlined.


Funding Available and Project Budgets

What was the funding available last year, how many applications were received, how many projects were funded in 2016?

For 2016, $3.5 million was available for one-year projects. At the EOI stage 90 applications were received totaling $8.4 million. Sixty-one EOIs totaling $6.1 million moved to Stage Two.  Of the applications received during Stage Two, Council approved 34 one-year projects for 2016 funding.

How much funding is available for 2017?

There is $3.3 million dollars available to fund one-year projects in 2017.

How can we find out what projects were funded in previous years?

Previous years funded projects can be accessed by going to york.ca/cis.  Generally, a report goes to Council in November each year requesting approval of the next year’s recommended projects. To view historical Council reports Council and Committee.

Is there a projected budget – is there a formula or a cap?

At the EOI Stage, the budget must be reasonable for the services and the clients to be served. The expertise of the Selection Committee members enables an assessment of the reasonableness of a funding request. If a project moves to Stage Two, the agency will have an opportunity to provide a detailed budget and justify the requested amount of funding.

Can an agency check more than one funding stream in one application?

We ask that you choose one funding stream to apply under for each application. When there is an element of another stream present in the project, you may wish to consider selecting the one stream that is a better fit for the project. It could be that an agency may have an organizational development component for a project that meets a community result under the Community-Based services stream (e.g. the development of program guidelines for a service offered).  If the request contributes directly to the project, one application should be submitted justifying why this additional component is necessary.


Prequalification Checklist

Can the EOI prequalification checklist be used if you are applying for the same 2016 funded project but the budget increase is more than the cost of living allowance of 2.5%?

Sometimes a request for a large budget increase means a change in service delivery and scope of the project.  The request for a large funding increase cannot be explained by using the prequalification checklist, so a full EOI would need to be completed.

What if the funding stream changes?

If the project is changing a funding stream or a community result, a full EOI should be completed.  Typically the same project should not have to change funding streams unless the fundamental aspects of the project have changed so much that it no longer fits under the currently funded stream or community result.  There have been no significant changes to the action areas for 2017 funding.  An instance where an organization would need to fill out a full application would be if it was funded under Organizational development but is now applying for funding under one of the Community Based Services streams. Also, if the action area under which a project was funded changes, a full EOI would need to be completed.

For agencies completing the EOI prequalification checklist, has a cost of living increase been established for 2017 funding?

A cost of living increase is available for 2016 funded agencies re-applying for funding for the same project.  If the agency wants to ask for additional funds because it will be serving an additional client group or a change to project deliverables, a full EOI is needed.  If an agency submits both the prequalification EOI checklist and a full EOI for the same project, the Selection Committee will evaluate the full EOI only.  2016 funded agencies that complete the prequalification checklist move immediately to Stage Two.

If using the EOI prequalification checklist, do we still submit eight copies?

Agencies completing the EOI prequalification checklist are required to submit two copies of the checklist – one master copy and one additional copy.

Can an agency submit an EOI prequalification checklist if the number of clients served changes?

If an agency wishes to reflect a minor change in the number of clients served but are not asking for more funds other than the cost of living allowance, a prequalification checklist may be completed. If, however, there is an addition of another/different client group, then a full EOI will need to be used.


Collaborations and Partnerships

Under Innovation and Collaboration – what if you are partnering with an agency that delivers the project in another city but will be partnering to deliver the project in York Region?

The agency does not have to be a York Region based agency.  The project should meet the eligibility criteria as outlined in the guidelines – serving low and middle income York Region residents.

Can the collaborative agency be another funding body (e.g. Provincial)?

Applicants should refer to the Community Investment Strategy Guidelines to ensure the project meets the eligibility criteria.  It will depend on the partnership what the partner is bringing to the table, and type of government agency. If the project falls under the jurisdiction of another level of government then the project will not be eligible for CIS funding.

Can a faith-based organization be a lead of a collaborative?

Any agency applying for York Region Community Investment Funding should refer to the eligibility guidelines.  A faith organization can apply for funding as long as the project is not promoting or sponsoring religious practice or proselytizing. Faith based organizations can also partner with one or more community agencies.

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Frequently Asked Questions - Information Session 2017

General Application Questions

If an agency has a project that is currently funded in 2017, do they need to complete and submit an Expression of Interest (EOI) full application when applying for 2018 funding?
Projects funded in 2017 (in either multi or single year), can apply for 2018 funding using the Pre-Qualification Checklist or a Full Application.

If the project is the same as 2017, then a Pre-Qualification Checklist can be used. However, if any of the questions on the Pre-Qualification Checklist are answered “yes” then the agency must submit the Full Application.

Please refer to the Guidelines (page 12) for more information.

Can the dollar amount allocated to a project budget change from Stage One to Stage Two?
The Stage One budget is expected to be a good estimate of the funding request and will be evaluated on whether it seems reasonable for the project.  Minor funding requests changes can be made in Stage Two when a detailed work plan and budget is required.  This allows a precise budget to be established and justified in the work plan.

Will all of successfully completed Pre-Qualification Checklists automatically advance to Stage Two?
If all the questions are answered appropriately (as indicated on the form), Pre-Qualification Checklists will automatically be considered for Stage Two. This is because these projects have already demonstrated ‘fit’ within the goals and objective of the Regional strategies.

At Stage Two, all invited participants will have to complete the same application and be evaluated using the criteria outlined the guidelines.  It is a competitive process with no guarantee of funding.

Does a change in staffing from 2017 to 2018 mean that a Pre-Qualification Checklist can’t be used and a Full Application is required?
Please refer to the criteria outlined in the Guidelines (page 12) to determine if a Pre-Qualification Checklist can be used.

For more information please refer to the Guidelines.

Will the 2017 projects that had performance issues still automatically advance to Stage Two using the Pre-Qualification Checklist?
Projects funded in 2017 are eligible to use the Pre-Qualification Checklist to advance to Stage Two.  Stage One is evaluated on the “fit” with the goals and objectives of the Regional Strategies. 

Agency capacity to complete the project is one of the evaluation criteria in Stage Two.

Project performance is monitored on an ongoing basis and Regional staff work with agencies throughout a funded year to help them to meet their goals and objectives.

How many projects can an agency have for consideration in Stage two?
An agency can have an unlimited amount of projects that advance to Stage Two. There is no limit to the amount of projects that an agency can have funded through the Community Investment Strategy in a year as long as the agency can demonstrate the capacity to deliver multiple projects.

Agency capacity to complete the project is one of the evaluation criteria in Stage Two.

Is there a risk to applying for multiple projects, using a Pre-Qualification Check List for one that is being funded in 2017 and using a Full Application for another project?
Each project is evaluated on its own merit.  Applications for each project should be submitted in separate envelopes.

Eligibility Questions

When an agency submits two EOIs for two separate projects can the agency submit both EOIs in one envelope?

Each EOI must be submitted in its own envelope. Submit in person to:

Office of the Director, Supplies and Services Branch
The Regional Municipality of York
17250 Yonge Street, 1st Floor
Newmarket, ON L3Y 6Z1

Applications must be received by 1:00 p.m. on Wednesday, May 3, 2017. Late EOIs will not be accepted.

How many copies of the EOI are required per envelope?
Each agency must submit eight (8) identical printed sets of the EOI – one (1) original identified as “Master” and seven (7) copies marked “Copy”. Please refer to the Guidelines (page 16) for more information.

Why can’t agencies submit EOIs electronically?
Currently, York Region does not have an electronic application process.

There has been work to move in that direction. Once Supplies and Services Department has an approved protocol, Community Investment Strategy funding can look at aligning with an electronic application process.

Should we submit our an EOI early?
Sometimes an addendum on a call for proposal needs to be issued by the Region’s Supplies and Services Branch. Addendums are issued because a significant change has to be made and to be equitable; all applicants need the opportunity to alter their submission. Examples of significant changes might be a technical issue with the form or a question that needs to be edited.

In the case of an addendum, all agencies that have downloaded are notified by Supplies and Services. If an agency has already submitted their application and the addendum has a significant change, they may have to resubmit an application.

An addendum would not usually be issued within 48 hours of the close of the EOI unless there is a large enough change in the scope of the call or documents. If an addendum needs to be issued within 48 hours of closing, the deadline will generally be extended. It is recommended that agencies submit their application within a reasonable time before the deadline.

Why are multi-year funding agreements not being offered in 2018?
The Community Investment Strategy is undergoing a consultant’s review in 2017 to identify opportunities for improvement of current processes, with implementation in the 2019 funding cycle.

Therefore, no new multi-year funding will be available in 2018 to ensure that all agencies have the opportunity to have their projects evaluated and potentially funded under any new process.

Q13: Can an agency submit different EOI forms for multiple projects? For example, a Pre-Qualification Checklist for one project that is currently receiving 2017 funding and a Full Application for a new project?
There is no limit to the number of projects that an agency can apply for as long as they have capacity to potentially implement multiple projects.

The guidelines (page 12) will help to direct agencies to the appropriate Stage One form to use; a Pre-Qualification Checklist or Full Application.

If an Addendum to the EOI is released and we have submitted our EOI, do agencies have to re-submit the one master and seven copies of their EOI?
This would depend on the nature of the Addenda. If there is an Addenda, Supplies and Services Branch will advise on the required course of action.

What happens if the Executive Director is away and an addendum is issued?
Agencies are expected to establish their own internal application and communication processes. There could be need for resubmission of an application because of an addendum, and signatures are mandatory. An agency has bylaws that usually allow for a designate in case of an absence.

In case of an absence, please make the appropriate arrangements for communication and successful submissions or resubmissions.

  • Tip: a single agency can have multiple individuals register in the Bids and Tenders system to download an EOI which adds their email addresses for notification of an addendum.

Whose contact information should an agency have in the EOI if the Executive Director is going to be away when results are scheduled?
Multiple people can be listed in the application, if the Executive Director will be away when results are expected.  The input fields for name, title and phone number have enough space to support a few people to be indicated.  Only those that have been named in the EOI will be notified of the results.

Is there a dollar amount attached to each investment stream in the Community Investment Strategy?
Funding is anticipated to be allocated among the three streams as follows:

  • Community-Based Services investment stream – 80%
  • Innovation and Collaboration investment stream – 5%
  • Organizational Development investment stream – 15%

If the requests for one of the streams are less than anticipated and another stream has an excess of requests, then the funding will shift to ensure maximum use of the funding in the community.

Funding Questions

As this year will not include multi-year agreements, does this mean that the full $5.5 million of funding is available?
For 2018, the full $5.5 million is available for one year projects. All the projects, including those that had previously been multi-year, will be competing for the funding.

Currently, there is no increase in funding because all the applications will be funded through the same process not split into one- and multi-year funding terms.

What are the low and moderate income thresholds that Community Investment Strategy-funded projects target?
Making Ends Meet in York Region in September 2015, defines a family/household:

  • Low Income if it is made up of four members with an annual household income of up to $38,931.
  • Moderate Income if it is made up of four members with an annual household income of up to $77,862.

Is there a maximum amount of funding for which an agency can apply?
There is no cap in terms of the amount of funding that can be requested. However there is a limited amount of funding and there are always a large number of requests. Any request must be reasonable and reflect the agency’s ability to deliver services.

At Stage One, the budget must support the services and the clients to be served. The expertise of the Selection Committee members enables an assessment of the reasonableness of a funding request. If a project moves to Stage Two, the agency will have an opportunity to provide a detailed budget and justify the requested amount of funding.

The Pre-Qualification Checklist is based on what year of program for a previously multi-year funded agreement?
Multi-year funded agencies should refer to the third year of service delivery – 2017.

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