Local Food Infrastructure Fund: Step 5. Complete the application and apply

Step 5. Complete the application and apply

The application form has 5 tabs. Complete each tab.

How to complete the application form

Agriculture and Agri-Food Canada (AAFC) uses the information you give in the application form to determine if your project is eligible.

1. Organization information

Organization type

Your answer to this question must be only one (1) of the following:

  • Not-For-Profit
  • Municipal and Regional Government
  • Indigenous (First Nations, Métis, Inuit) 
    • First Nations, Inuit or Métis  community and/or governmentEndnote 1
    • First Nation, Métis or Inuit not-for-profit association
    • First Nation, Métis or Inuit not-for-profit organization

Organization identification

Legal name of your organization
Your organization's legal name, as it appears in legal documents such as articles of incorporation, certificate of incorporation, etc.

Operating as (if used)
Enter the name under which your organization operates, if that name is different from its legal name.

CRA business number
Enter the first 9 digits of your 15-digit Canada Revenue Agency (CRA) business number.  Example: 123456789 RR 0001

For more information, visit Business number (CRA). If you do not have a CRA Business Number, enter 9 zeros (that is, 000000000).

Note: If you are successful in this application process, AAFC can only accept a federal Business Number for setting-up vendor accounts. Provincial business numbers are not accepted.

Primary contact – for this application

Enter the contact information of the person in your organization who is responsible for responding to inquiries about this application.

First name and Last name

Provide the name of the person in your organization who will be AAFC's primary contact about this application.

Position title

Please give the position title of the primary contact. For example, President, Executive Director.

Email address, Phone numbers and Fax number

Provide the email and telephone number(s) of the  primary contact. If applicable, provide a fax number.  Please note AAFC will use this information to communicate with your organization about the application.

Language of correspondence

Provide the preferred language of the primary contact for written and verbal communication.

Project contact

If your project is approved for funding, this is the person who will discuss the project with AAFC. This person can be the same as the Primary Contact.

First name and Last name
Provide the name of the person in your organization who will be AAFC's project contact for the proposed project.

Position title
Please give the position title of the project contact. For example, President, Executive Director.

Email address, Phone numbers and Fax number
Provide the email and telephone number(s) of the primary contact. If applicable, provide a fax number.  Please note AAFC will use this information to communicate with your organization about the project.

Language of correspondence
Provide the preferred language, English or French, of the project contact for written and verbal communication.

Mailing address

Enter the complete address of your organization's headquarters or regional headquarters.

Primary project location

Enter the address where the project will take place if it is different than the Mailing Address, or indicate that the address is the same as the Mailing Address.

If there are multiple project locations, for the primary location, enter the address for the project location where activities associated to the largest portion of the budget will take place.

Organizational capacity

AAFC will use the information you provide in this section to understand more about your organization and to assess your ability to carry out this project.

Has your organization been in operation for at least 2 years as a legal entity?

Check the appropriate box. Please note that to be eligible to the program, an organization must have been incorporated and in operation for at least 2 years.

How many employees work for your organization?

Include the number of all full-time and part-time employees on your organization's payroll. Do not include contractors or volunteers.

Describe your organization (for example, when it was established, the mandate/mission, and who it serves.)

Include your organization's mandate/mission, priorities, and who it serves. Provide a brief history of your organization including when it was established and any significant changes in the past 2 years (for example, a significant increase/decrease of staff, changes to executive leadership, including the Board of Directors, a change in mandate, etc.).

Responses to this question will be used for reporting and program planning purposes, and will not impact the success of the application.

  • a. Does the mandate/mission of your organization target any of the following groups? (Select all that apply)
    Indigenous

    The collective name for the original peoples of Canada and their descendants and consists of distinct, rights-bearing communities comprising First Nations peoples, Inuit, and Metis.

    First Nations - are a people composed of many different nations having their own origin, history and culture, and whose members have called North America home for thousands of years. First Nations include status and non-status Indians.

    Métis - are a people whose members are of mixed First Nations and European ancestry, are united by a common origin, history and culture, and are generally accepted by the Métis Nation.

    Inuit - are a people that inhabit or that traditionally inhabited the northern regions and Arctic coasts of Canada known as Inuit Nunangat, and whose members are united by a common origin, history and culture.

    Indigenous organizations may include:

    • Aggregated Indigenous entities (as self-defined by Indigenous groups, could be linked by cultural or linguistic background, geographical area or historical treaty lines);
    • Associations;
    • National and regional Indigenous organizations;
    • Indigenous non-governmental and voluntary associations and organizations, including non-profit organizations and corporations; and
    • Self-governing Indigenous governments.
    Persons with disabilities

    The Employment Equity Act defines persons with disabilities as persons who have a long-term or recurring physical, mental, sensory, psychiatric or learning impairment and who:

    1. consider themselves to be disadvantaged in employment by reason of that impairment, or
    2. believe that an employer or potential employer is likely to consider them to be disadvantaged in employment by reason of that impairment

    Includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace

    Members of Visible Minorities

    The Employment Equity Act defines "members of visible minorities" as persons, other than Aboriginal peoples, who are non-Caucasian in race or non-white in colour.

    Women
    One of many gender identities. Includes all people who identify as women.
    Youth
    Individuals aged 24 and under.
    2SLGBTQI+
    Two-Spirit, lesbian, gay, bisexual, transgender, queer, intersex, and other people who identify as part of sexual and gender diverse communities who use additional terminologies. Endnote 2
    Not Applicable
    Use this selection if the question is not relevant to your organization.
    Decline to identify
    Use this selection if you do not want to disclose this information at the time of your application.
  • b. Is your organization majority owned (50% or more) by one or more of the following groups? (Select all that apply)

    See the information above for groups included in question a, as well as the following groups:

    Gender parity
    A minimum of 50% women and/or non-binary individuals.
    Non-binary
    A person whose gender identity does not align with a binary understanding of gender such as man or woman. It is a gender identity which may include man and woman, androgynous, fluid, multiple, no gender, or a different gender outside of the "woman—man" spectrum.
  • c. Does your organization's Board of Directors have a diverse composition with significant representation (30% or more) from one or more of the following groups? (Select all that apply)

    See the information above for groups included in question a and question b.

  • d. Does your organization have a Diversity, Equity and Inclusion Plan or a Human Resources Plan that supports diversity, equity and inclusion?
    Diversity, Equity and Inclusion (DEI) Plan
    An employment equity plan addresses under-representation of marginalized groups such as Indigenous peoples, persons with disabilities, visible minorities, women, youth, LGBTQ2+ people, and official language minority people and employment barriers they may face. A diversity, equity and inclusion plan goes beyond an employment equity plan to address under-representation and employment barriers for equity and equity seeking groups to advance diversity, equity and inclusion commitments in the workplace.
    Human resources plan that supports DEI
    A plan that links human resources management to the organizations overall strategic and operational plans and includes objectives to advance diversity, equity and inclusion in the workplace.
  • e. Does your organization commit to the 50 - 30 Challenge: Your Diversity Advantage?
    The 50 – 30 Challenge is an initiative co-created by the Government of Canada, civil society and the private sector that aims to attain gender parity and significant representation (at least 30%) of other under-represented groups on boards and senior management positions in order to build a more diverse, inclusive, and vibrant economic future for Canadians.

    The challenge will allow a variety of organizations to participate across 3 program streams including small and medium enterprises and non-profit organizations, and those without Boards of Directors or senior management teams. The Challenge includes:

    • Organizations that meet the Challenge
    • Organizations that are working towards the Challenge.

    For more information, please visit: The 50 – 30 Challenge: Your Diversity Advantage (Innovation, Science and Economic Development Canada)

Has your organization received any funding from Agriculture and Agri-Food Canada within the last 6 years?

Indicate if your organization has received funding from AAFC within the last 6 years. If yes, and if known, list the program(s) your organization received funding from, the name of the projects and the amount received.

Describe how your organization has the capacity to deliver this project.

Refer to past AAFC funded projects. If no projects have been funded by AAFC, refer to other projects of similar scale that your organization has delivered in the past. For example: describe whether your organization has adequate staffing resources, access to suitable resources, and management capacity; describe the results of the previous projects, level of complexity or expertise used for past projects including experience managing a budget or submitting claims, etc.

Do you currently own the land and/or building on which you are installing the requested infrastructure? If not, you must provide a permission letter from the owner of the building/property indicating permission to carry out the project.

If you select "no", the permission letter you provide with your application must include the following information:

  • Explicit permission to carry out the project (including any installation of requested infrastructure)
  • The duration of the lease
  • If not leased or owned, provide proof of long-term commitment for use of the land/space

If the infrastructure is being installed in multiple locations, you must provide permission letters from each owner.

2. Project information

AAFC will use the information in this section, in association with your project costs to determine the eligibility of your project.

Project title

Provide a short, descriptive project title that accurately reflects the activities and results of the project.

Project description

Provide answers to the following questions based on your current organizational capacity, the proposed project, and referencing the Table of Metrics and Anticipated Results.

  • a) Briefly describe the project and the infrastructure/equipment for which you are requesting funding.

    Sample Project Description: "The objective of this project is to purchase a cargo van, smoker, greenhouse, vacuum sealer, canning equipment, shelving, and installing a water well, in order to improve our organization's ability to grow, store, and distribute food to those who are in need within the community."
  • b) Projects need to be completed by March 31, 2024. Describe how your organization will implement and complete the project by this deadline. Provide timelines as part of your response.
  • c) Explain how you would mitigate any delays/risks that may affect the project. For example, do you have a backup plan if the project asset(s) you wish to purchase is/are not available or if your organizational capacity diminishes, etc.?

Which of the following groups will directly benefit from the intent of this project's activities?

Select each group that will directly benefit from increased access to healthy, nutritious and local foods as a result of this proposed project.

Food Security in the Community

Provide answers to the following questions based on your current organizational capacity, the proposed project, and referencing the Table of Metrics and Anticipated Results.

  • a) What is your organization currently doing to address food security and how will the requested infrastructure help your organization produce, process, store, and/or distribute more food for at-risk groups?
  • b) As part of this application you are required to complete a Table of Metrics and Anticipated Results. Explain the increase in the measurement metrics you provided in this table. How did you determine your expected results?
  • c) Will this project bring additional benefits to the community? For example, will the project increase volunteer capacity, fundraising opportunities, or help provide expanded services to new at-risk groups, etc.?

Sustainability

If approved for funding, you are required to retain ownership, possession, and control of the infrastructure until at least March 31, 2026.

  • a) How will your organization maintain the requested infrastructure beyond the terms of this funding agreement (for example, wear and tear)?
  • b) How will you maintain the increased level of service over the next 2 years?

Environmental considerations

The purposes of the Impact Assessment Act (IAA) include ensuring that projects to be carried out on federal lands or outside Canada are considered in a careful and precautionary manner in order to avoid adverse environmental effects.  Before AAFC provides financial assistance for the purpose of enabling a project on federal lands to proceed, it must determine whether the carrying out of the project, in whole or in part, is likely to cause significant adverse environmental effects.

To help you answer the questions in the Project Application Form, examples and more information follow.

A. Is the proposal a "project" as defined by the IAA?

Examples of projects include:

  • construction of a greenhouse
  • installation of a permanent irrigation system
  • building construction or demolition
  • any other activity related to a permanent human-made work

Activities that are not considered projects include:

  • administrative or marketing activities
  • workshops
  • training or hiring staff
  • installation of temporary or portable systems
  • any other activity not related to a physical work

B. Where does the project take place?

AAFC has certain obligations under the IAA, if providing financial assistance to projects on federal land. Under the IAA, "federal lands" means:

  1. lands that belong to [His] Majesty in right of Canada, or that [His] Majesty in right of Canada has the power to dispose of, and all waters on and airspace above those lands, other than lands under the administration and control of the Commissioner of Yukon, the Northwest Territories or Nunavut;
  2. the following lands and area:
    1. the internal waters of Canada, in any area of the sea not within a province,
    2. the territorial sea of Canada, in any area of the sea not within a province,
    3. the exclusive economic zone of Canada, and
    4. the continental shelf of Canada; and
  3. reserves, surrendered lands and any other lands that are set apart for the use and benefit of a band and that are subject to the Indian Act, and all waters on and airspace above those reserves or lands. 

If you answer "Yes" or "Unsure" to Question A and "Federal lands or lands outside Canada" or "Reserves, surrendered land or other land set apart for the use and benefit of a band and that are subject to the Indian Act" to Question B, further assessment may be required by AAFC. AAFC will contact you as necessary.

Project data collection

Your answers to the following questions will be used for reporting and program planning purposes, and will not impact the success of the application.

North American Industry Classification System

North American Industry Classification System (NAICS) is an industry classification system developed by the statistical agencies of Canada, Mexico and the United States.

For more information, visit North American Industry Classification System (Statistics Canada).
AAFC has selected the NAICS identifiers that best suit this program for reporting purposes.

Under Identifier Type, select "Other". Then under NAICS Identifier, please select the code that best describes your organization.

To simplify the selection process, the codes are sorted into the following 9 categories:

  • aboriginal public administration
  • civic and social organizations
  • community care facilities for the elderly
  • community food and housing, and emergency and other relief services
  • individual and family services
  • nursing care facilities
  • other residential care facilities
  • residential developmental handicap, mental health and substance abuse facilities
  • social advocacy organizations

We recognize that not all projects will fit perfectly into one identifier; if this is the case for your project, select the identifier that best applies to the overall intent of your project, or the identifier that best applies to the activity with the highest dollar value.

Official languages

AAFC is committed to enhancing the vitality of official language minority communities (OLMCs), supporting and assisting their development, and promoting the full recognition and use of both English and French in Canadian society.

Do the project activities have the potential to reach an audience of BOTH English speakers and French speakers?

OLMCs consist of Francophones outside Quebec and Anglophones in Quebec. These communities are often represented by provincial and regional organizations.

Would the project activities specifically target an official language minority community (French speakers outside Quebec or English speakers in Quebec)?

When we find that projects under this program involve activities related to the development and transfer of knowledge and may have an impact on OLMCs or promote the use of English and French, we will include appropriate commitments in agreements with your organization and additional expenses incurred as a result of these commitments will be considered eligible for contribution funding.

Activities can include, but are not limited to:

Communications

  • Project web pages and/or project social media account(s) produced and maintained in both official languages
  • Project materials offered in both official languages (brochures, kits, handouts, newsletters, reports, etc.)
  • Directional and educational signs produced in both official languages
  • Project-related advertisement in OLMC media (newspapers, radio, social media)
  • Bilingual coordinator or other contractor hired to help deliver project-related activities  in both official languages (for example, for example, master of ceremony for a project event, workshop facilitator or simultaneous translator)
  • Distribution of invitations in both official languages
  • Knowledge transfer activities

Outreach

  • One or more OLMCs are included in the project target groups (for example, as in-kind or cash partners in project budget or to be invited to project events)
  • Other groups representing OLMCs are consulted to see if there is any potential for involvement on their end
  • Travel to or from OLMCs (costs associated with these project activities included in project budget)

If your project is funded, your organization may be required to publicly acknowledge AAFC's support for the project. In these cases, we may request that such acknowledgments include text in both official languages.

Attachments

Attach the required documents.

Documents you must submit with your project application form

Required: A copy of the organization's Certificate of Incorporation or Articles of Incorporation

Documentation for First Nations and Tribal Councils is not required, as the status can be validated with Indigenous Services Canada and Crown-Indigenous Relations and Northern Affairs Canada.

Acceptable documents (These are issued and filed, respectively, by or with provincial, territorial or federal government that document the organization's status as a legal entity):

  • Certificate of Incorporation
  • Articles of Incorporation
  • Letters Patent
  • Supplementary Letters Patent
  • Articles of Continuance
  • Articles of Amendment
  • Articles of Amalgamation
  • Articles of Arrangement
  • Articles of Revival
  • Constitution document
  • Trust document
  • Certificat d'attestation (Quebec)

If applicable: Additional options for other Indigenous applicants

  • a Director's Resolution (DR)
  • a self-government agreement or modern treaty agreement
  • legal document stating they are a legal entity can be accepted as proof the organization is a legal entity

Required: Table of Metrics and Anticipated Results
You must provide metrics on current and projected data.

Required: Quotes and/or estimates
For all cost items valued at more than $5,000, quotes by third party suppliers/service providers must be provided. Quotes should:

  • be on the supplier letterhead
  • be issued no earlier than November 1, 2022
  • include a cost breakdown

If applicable: Permission letter from the owner of the building/property
If you do not own the building and/or land where the infrastructure will be installed, you must provide a permission letter from the owner. This letter must include:

  • explicit permission to carry out the project (including any installation of requested infrastructure)
  • the duration of the lease
  • if not leased or owned, provide proof of the long-term commitment for use of land/space

Note: If the infrastructure is being installed in multiple locations, you must provide permission letters from each owner.

If applicable: Letters of financial support
Letters of financial support are only required if:

  • you request funding to purchase a vehicle, to show the 15% cost-share
  • you request less than the total cost of the project, to show that remaining costs have been secured by the time you submit your application.

3. Project costs

When completing the Project costs tab of the application:

  • make sure the quoted amounts (exclusive of taxes) are used when filling out the cost items
  • each cost item should clearly match one quote
  • you may group items together, however, all budget lines with grouped items that total greater than $5,000 must adhere to the quotes guidance below

A quote from a third-party supplier must be submitted for every cost item with a value of more than $5,000 (including bundled items). These quotes or estimates must:

  • provide an itemized breakdown for each capital asset or other direct project cost to be purchased and installed,
  • be issued no earlier than November 1, 2022,
  • be from an official vendor (for example, non-commercial vendors like Kijiji and Auto-trader are not eligible),
  • be on company letterhead, or, be a screenshot of an online shopping cart with the company and URL clearly identified, or, if a quote is issued by email it must clearly identify the business via the email address, electronic signature or imbedded logo.

Only include eligible costs in the budget, regardless of the funding source. Costs that fall outside of the project scope may be mentioned in the overall project description but should not be included in the budget. Lease of equipment or vehicles will not be considered.

Name of cost item

Provide a short name of the cost item.

To add a cost item, select the plus () symbol. To delete a cost item, simply select the minus () symbol.

Description

Provide a short description of the cost item that accurately reflects the activities and results of the project. List all items that your organization wishes to purchase under each Cost Item.

Cost category

Select one of two cost categories, either 'Capital Assets' or 'Other Direct Project Costs'.

Infrastructure type

Select one infrastructure type from the list provided.

When the cost category selected is "Capital Assets", the following is a list of the eligible costs under this program and any limitations or explanations related to those eligible costs to help you complete your project costs. While the list is not exhaustive, it is meant to provide guidance on the costs that are considered eligible and ineligible under the program.

Collective production of food

  • Eligible cost items – small garden infrastructure
    • Beekeeping equipment
    • Garden boxes/beds
    • Garden tools
    • Edible plants/trees (seedlings)
    • Hydroponics
    • Seeds – initial only
    • Soil/compost – initial only
  • Ineligible cost items – small garden infrastructure
    • Seeds and soil/compost eligible only for year one of a newly constructed garden.
  • Eligible cost items – large garden infrastructure
    • Tractors and other heavy farm equipment
    • Trailers
    • Fencing
    • Forklift/Dolly
  • Ineligible cost items – large garden infrastructure
    • Storage shed

Preparation, refrigeration, distribution and storage of food

  • Eligible cost items – major appliances
    • Fridge
    • Freezer
    • Walk-in Cooler/Freezer
    • Dishwasher
    • Stove/Oven
    • Hood fans
  • Ineligible cost items – major appliances
    • Deep Fryers
    • Hand Sinks
  • Eligible cost items – small appliances
    • Kettles
    • Microwave
    • Toasters
    • Coffee maker
    • Drink dispenser
  • Eligible cost items – food storage
    • Shelving
    • Storage containers/bins
    • Root cellar
    • Shipping containers
    • Receiving bay/loading dock
    • Conveyer belt
  • Eligible cost items – food processing and/or preservation
    • Smokers
    • Canning equipment
    • Slaughter/butcher equipment
    • Vacuum sealers
  • Ineligible cost items – food processing and/or preservation
    • BBQ
    • Charbroilers
  • Eligible cost items – housewares
    • Pots and pans
    • Dishes/cutlery
    • Tables/Chairs for community meals
  • Ineligible cost items – housewares
    • Consumables (Hair nets, jars, lids, vacuum seal bags, takeaway containers, personal protective equipment)

Transportation of food

For the purchase of all vehicles, the cost share must be a maximum of 85% AAFC funding and a minimum of 15% applicant funding.

This calculation will be done as part of the project assessment and will be communicated with you if your project is selected for funding.

  • Eligible cost items
    • Cargo van (eligible vehicles can be electric and include related infrastructure)
    • Refrigerated vehicle (eligible vehicles can be electric and include related infrastructure)
    • Refrigerated trailer
    • Non-refrigerated cargo trailer
  • Ineligible cost items
    • Passenger vehicles (such as pick-up trucks/minivans)
    • Food Trucks
    • All terrain vehicles
    • Snowmobiles
    • Boats

Establishment of water infrastructure

  • Eligible cost items
    • Irrigation system
    • Rain water capture
    • Wells
  • Ineligible cost items
    • Water hook-up

Establishment of energy systems

  • Eligible cost items
    • Greenhouse
    • Compost equipment
    • Biodigester
    • Solar panels
  • Ineligible cost items
    • Generators
    • HVAC systems
    • Safety equipment

Other direct project costs

  • Eligible cost items
    • Other costs for project-related deliverables, such as:
      • Contracted installation costs
      • Site preparation
      • Shipping costs
      • Freight and duty charges
  • Ineligible cost items
    • Administrative costs
    • Aquaculture equipment
    • Computer and software equipment
    • Contingency costs
    • Costs associated with the ongoing operations (for example, labour, staff, rent, insurance, utilities)
    • Costs related to marketing activities and business promotion
    • Extended warranty
    • Gift cards
    • Honorariums
    • Major construction costs
    • Perishable and/or non-perishable food
    • Purchase or lease of land or buildings
    • Salaries
    • Signage
    • Taxes

After entering all cost items the total project costs will automatically be calculated.

You must then enter their requested amount for AAFC funding. This amount can't be less than $15,000 or greater than $120,000. If you are not requesting a vehicle, you may request 100% of the total project costs. If you are requesting a vehicle, the amount requested should reflect the cost-share of 85% AAFC and 15% applicant for that item only.

The Other Sources of Funding section of the application form will auto-populate once the request for AAFC funding section of the application form will have been filled-in.

4. Declarations

Please read and complete the declaration questions.

5. Submit

Select the required checkboxes to confirm that:

  • you have read and understood Steps 1-6
  • the submission of this project application form creates no obligation on the part of AAFC to provide funding for your proposed project
  • the information you provided is true, complete and accurate
  • you are duly authorized to act on the Applicant's behalf

Enter the contact information for your Project's Authorized Representative:

  • First name
  • Last name
  • Position title (for example, CEO, Board Member)
  • Email address in the following format: username@domain.co (you must verify the email address)
  • 10-digit primary phone number
  • Maximum 5-digit primary phone extension number if applicable

Note: The email address(es) you provide will be used for notification purposes to acknowledge receipt of the Project Application Form by AAFC.

It is recommended that you select the 'Check for Errors' button in the upper right hand corner of the form after you complete each page and before you submit the application.

Once you have completed your application form and all the additional documents, please submit your application.

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