Local Food Infrastructure Fund – Large Scale Projects: Step 5. Complete the application and apply

Step 5. Complete the application and apply

Intake period: Closed

Applications will be accepted from January 13, 2025 to February 28, 2025.

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

The application form has 10 sections to be completed. The Detailed Project Budget must also be completed.

1. Project information

AAFC will use the information in this section, along with the details of your project’s activities and budget, to determine the eligibility of your project.

Project title (maximum 100 characters)

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

Sample text: ABC Community Greenhouse project

Project objective

Which food security-related issue(s) or gap(s) in the community will your project address? (maximum 2,500 characters)

Project description

Provide a concise non-technical summary of your project including:

• the infrastructure/equipment for which you are requesting funding
• a high-level detail of the proposed activities and how they will address the issues mentioned in your project objective
• If the project is in response to an established community food plan or strategy (such as, community-led food assessment, municipal food policy council strategy), please include a brief summary of findings/priority issues identified through that plan/strategy.

Sample text: With project funding, we will purchase a greenhouse with solar panels, lighting, and an irrigation system in order to grow food for those who are in need within the community. As a result, we will be able to extend the growing season of our community garden by three months, and increase food production by 25%. This will enable us to increase our client-base by 15% from our current wait-list, and increase the overall portion size given to each client.

Important considerations

Has your organization signed a funding agreement with the Local Food Infrastructure Fund (LFIF) since September 2021?

Are you a consultant submitting this application on behalf of an eligible applicant?

Does your organization foster equity, diversity and inclusion by removing barriers so that each person (including those who identify as Two-Spirit, lesbian, gay, bisexual, transgender, queer, intersex and others, as well as Black and Indigenous communities) has equal access to opportunities and resources and can achieve their full potential?

Detailed project description

How will this project address the issue(s) mentioned in your project objective and benefit the group(s) impacted most? (maximum 2,500 characters)

Where will your project take place (if applicable, list all locations)? If more than one location, please identify the key infrastructure/equipment to be purchased for each location.

Select all theme(s) that apply to your project. All projects must include Food Production activities, however, it is not mandatory to have activities in all 4 themes. In Large Scale projects, when a production element already exists, it is not mandatory to request additional production-related items.

Food production

Activities related to the growing and harvesting of food, for example, the installation or expansion of a community garden and greenhouse, solar panels, irrigation systems.

Transformation, processing, preparation of food

Activities that turn raw produce into other forms of food, for example, infrastructure and equipment needed to establish a community kitchen or food skills program where you take food you’ve grown to make soups, pickles, etc.

Refrigeration and storage of food

Activities related to food storage and the running of a food storage facility/warehouse, for example, the installation of a walk-in freezer including a handcart and shelving as part of a community freezer program.

Transportation and distribution/consumption of food

Activities related to moving, delivering and serving food, for example, a refrigerated truck to transport the food you’ve produced or meals you’ve prepared, or, the purchasing of tables and chairs to serve meals on a regular basis.

Describe the food production activities in your project:

• How will the new or existing food-production related infrastructure/equipment enhance food production and improve availability and access to local, nutritious, and culturally appropriate food in your community? (maximum 2,500 characters)

If you have selected any of the other project themes above (such as, infrastructure/equipment for the processing, preparation, refrigeration, storage, transportation, distribution, and/or consumption of food), how will this infrastructure/equipment complement your food production activities to comprehensively strengthen community food security? (maximum 2,500 characters)

If you have not selected any of the other themes, please type ‘N/A’ in the response field.

• Explain how you would mitigate any delays/risks that may affect your project.

For example, do you have a backup plan if the infrastructure/equipment you wish to purchase is/are not available, prices increase, or if your organizational capacity diminishes, etc.? (maximum 2,500 characters)

Use the Table of Metrics to provide the mandatory and applicable data and explain how the data are collected/estimated. Other than the information provided in the Table of Metrics, will your project increase volunteer capacity, fundraising opportunities, or help provide expanded services to new equity-deserving groups?

Your completed Table of Metrics must be attached to your application in the “Documents” section.

• How will this project create or improve a sustainable solution for the community food security? (maximum of 2,500 characters)
• How will this project benefit the community / future generations past the completion of the project?
• Will the use of the funded equipment generate revenues for you and/or your partners? (Yes/No)
  • No – (no further question)
  • Yes – How do you plan to reinvest all revenues back into the community food security continuum/initiative?

Community Food Security

Are there existing community food security initiatives in place based on the Community Food Security Continuum? (Yes/No)

• Yes – What role does your organization play? Please describe how your organization's efforts contribute to these initiatives, particularly in supporting capacity building and system redesign?
• No – How will this project establish community food security initiatives to respond to local needs, particularly in supporting capacity building and system redesign?

Partnership(s) / Collaboration(s)

• Add a minimum of 2 partners you will collaborate with (this can include local community partners / municipal administration(s)) to implement this project and increase food security within your community. Letters of Partnership/Collaboration must be attached in the Documents section of this application.

Click “+Add Partner”
Name of Partner #1

Does your partner currently have a role in addressing community food security? (Yes/No)

• Yes – What role does your partner play within community food security and how does it support this proposed project?
• No – Describe the expected role of this partner in your proposed project and how it will support your community food security. (maximum 500 characters)

Organizational description

By the application submission date, has your organization been in operation for at least 2 years as a legal entity capable of entering into legally binding agreements?
Yes
No

Which of the following equity-deserving groups will directly benefit from this project’s activities?

Select all the applicable groups in the application form.

Does your organization self-identify as being Black-led or Black-focused?

Indicate whether your organization is Black-led or Black-focused using the following definitions:

Black-led

An organization whose leadership positions are minimum two-thirds occupied by people who self-identify as Black, and/or where the governance structure is two-thirds composed of people who self-identify as Black.

Black-focused

An organization whose mandate supports members of the Black community.

Organizational capacity

Describe how your organization has the capacity to deliver this project. Refer to past AAFC funded projects or other projects of similar scale that your organization has delivered. For example: describe whether your organization has adequate staffing resources, 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. (max. 20,000 characters).

Primary project location

Enter the address where the project will take place.

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.

Environmental considerations

In accordance with the Impact Assessment Act (IAA), we must determine if projects that take place on federal land are likely to cause significant environmental damage.

To determine if IAA applies to your project, answer the following questions:
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
• any other activity related to a permanent human-made work

Activities that are not considered projects include:

• 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

The responses to the following questions will be used for program reporting purposes only, and will not impact the success of the application.

North American Industry Classification System

The 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 identified the following NAICS category options for this program. Select the NAICS identifier that best applies to the project or to the industry the project represents:

• Other

Then, select the NAICS identifier that best applies to the overall intent of your project or to the activity with the highest dollar value.

Groups who will directly benefit from the project’s activities

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

  First Nations

  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.^{Footnote 1}

  Inuit

  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.^{Footnote 1}

  Métis

  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.^{Footnote 1}

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
• Self-governing Indigenous governments

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.^{Footnote 2}

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.

Youth

Individuals aged 35 and under.

Women

One of many gender identities. Includes all people who identify as women.

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:

• consider themselves to be disadvantaged in employment by reason of that impairment, or
• believe that an employer or potential employer is likely to consider them to be disadvantaged in employment by reason of that impairment, and includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace.

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.

Previously received funding

Has your organization received any funding from AAFC within the last 6 years?

If yes, and if known, show:

• the program(s) your organization received funding from
• the name of the projects
• the amount received

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.

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

Audience

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

Community who will benefit

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

If the approved project involves activities that may have an impact on OLMCs or promote the use of English and French, AAFC 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, 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 both official languages, and in a form determined by Canada.

2. Organization or business

AAFC uses the information you provide in this section to confirm your organization’s identity and to verify your organization’s eligibility for funding.

Refer to the eligibility checklist to determine if your organization is eligible under this program.

Legal name

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

Operating as (if applicable)

Enter the name under which your organization operates, if that name is different from its legal name. If you do not use an ‘operating as’ name, provide your organization’s legal name.

Acronym (if used)

Enter the acronym your organization uses, if different from legal and operating name.

CRA business number

Enter the first 9 digits of your 15-digit Canada Revenue Agency (CRA) Business number.

Example: 123456789 RR 0001

If you don’t have a CRA Business Number, select the checkbox “The organization or business does not have a Business Number” and provide an explanation.

Organization type

Select one of the following:

• Indigenous (First Nations, Inuit, Métis)
• Municipal Administrations
• Not-for-profit

Refer to the eligibility checklist to determine if your organization is eligible under this program.

Organization type – Additional information

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

• Indigenous (First Nations, Inuit, Métis)
  • First Nations, Inuit or Métis association
  • First Nations, Inuit or Métis community/government^{Footnote 3}
  • Indigenous organization (not-for-profit)

• Not-for-profit
  • Corporation (not-for-profit)
  • Local community, charitable, voluntary organization

Refer to the eligibility checklist to determine if your organization is eligible under this program.

Organization website

Headquarters address

Enter the complete address, main email address and main phone number of your organization’s headquarters or regional headquarters.

Mailing address

Enter the mailing address if different from the Headquarters’ address or click on “Copy Headquarters address”.

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.

How many employees work for your organization? (required)

Include the total number of all full-time and part-time employees on your organization’s payroll. Don’t include contractors.

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

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/Board of Directors, a change in mandate).

Responses to the remaining organizational capacity questions will be used for reporting and program planning purposes and will not impact the success of the application.

Does the mandate/mission of your organization target any of the following groups? (Select all that apply) (required)

• Indigenous peoples
• Persons with disabilities
• Members of visible minorities
• Women
• Youth
• 2SLGBTQI+
• Not applicable
• Decline to identify

Is your organization majority owned (more than 50%) by one or more of the following groups? (Select all that apply) (required)

See the information above for groups included in the previous question, 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.

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) (required)

See the links above for groups included in the previous 2 questions.

Does your organization have a Diversity, Equity and Inclusion (DEI) Plan or a Human Resources Plan that supports diversity, equity and inclusion? (required)

Diversity, Equity and Inclusion Plan

An employment equity plan addresses under-representation of marginalized groups such as Indigenous peoples, persons with disabilities, visible minorities, women, youth, 2SLGBTQI+ 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 organization’s overall strategic and operational plans and includes objectives to advance diversity, equity and inclusion in the workplace.

Does your organization commit to the 50 – 30 Challenge: Your Diversity Advantage? (required)

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-sized enterprises and non-profit organizations, and those without Boards of Directors or senior management teams. The Challenge includes organizations that meet the Challenge and organizations that are working toward the Challenge.

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

3. Project team

Review the contact information for project team members and edit if necessary. There is a maximum of five (5) project team members per project. Any Project Team Member can create and edit project application forms, submit direct deposit information and submit payment requests and performance reports to AAFC.

4. Activities

Complete the Detailed Project Budget before you complete this section of the application form.

Your budget is limited to the following 4 different key activities and food production is mandatory. In Large Scale projects, when a production element already exists, it is not mandatory to request additional production-related items.

• Food production
  Activities related to the growing and harvesting of food, for example, the installation or expansion of a community garden and greenhouse, solar panels, irrigation systems.
• Transformation, processing, preparation of food
  Activities that turn raw produce into other forms of food, for example, infrastructure and equipment needed to establish a community kitchen or food skills program where you take food you’ve grown to make soups, pickles, etc.
• Refrigeration and storage of food
  Activities related to food storage and the running of a food storage facility/warehouse, for example, the installation of a walk-in freezer including a handcart and shelving as part of a community freezer program.
• Transportation and distribution/consumption of food
  Activities related to moving, delivering and serving food, for example, a refrigerated truck to transport the food you’ve produced or meals you’ve prepared, or, the purchasing of tables and chairs to serve meals on a regular basis.

Detailed Project Budget Instructions

The Detailed Project Budget has 6 tabs (worksheets). The first 4 tabs correspond to the key activities listed above. We recommend you refer to the Eligible costs section to confirm your eligible and ineligible items before you complete the Detailed Project Budget.

Step One: Food Production Worksheet (tab1)

Start with Food production and complete the worksheet as follows:

Part One: Budget details

Applicant’s name

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

Project title

This is the same title you used in your application.

Activity title

Provide a precise name for the activity (such as, equipment to be purchased), which clearly reflects its intended purpose.

Example: Greenhouse, community garden and related infrastructure

Cost item

Enter the name of the item you will purchase. If a cost item has several related sub-items (for example, installation and shipping), list the main item as the cost item. Do not break up a quote over multiple cost items.

Please see the Quotes section for more information.

Example: Greenhouse

Cost item description

The description should include a brief summary of the equipment and any other related costs in the quote.

Example: 20-foot by 20-foot Model A greenhouse, includes shipping costs

Fiscal year 2024-2025 and/or 2026-2027

Enter the total cost of the item(s) before taxes.

Tip: When you complete the Cost items, group all like items, for example:
Cost Item: Gardening tools
Cost Item Description: 3 shovels, 2 wheel barrels, a cultivator, and a rake
AAFC Fiscal Year: Enter the total cost of the item(s) before taxes.

For each cost item (row) over $5,000, you must provide a quote.

Part Two: Funding sources

After you enter all of your costs, you must complete columns K through M of the worksheet.

In this section you must provide the AAFC and non-AAFC funding amounts for the activity by fiscal year. This section collects information on where your project funding is coming from. The amounts you input here will be summarized on the Funding Sources tab of this document.

AAFC funding

The amount of the total project costs that you’re requesting from AAFC (up to 75%). 

Non-AAFC funding

Enter the remaining costs coming from you, industry or partner, and/or other government.

Non-AAFC breakdown by funding source

In this section, you must show where the non-AAFC funding is coming from for the activity.

The non-AAFC funding may be distributed between cash contribution and/or in-kind contribution.

For example, if you enter a total of $1,000 coming from non-AAFC sources in Activity cost by fiscal year, then you must list how much of that amount is funded by you, industry or partner, and/or other government.

After you have entered all of your cost-share information, ensure that the activity total in cell K42 matches the validation in cell M42.

Step Two: Other Key Activity Worksheets (tabs 2, 3 and 4)

If you have other key activities, repeat Step One for the other activity worksheets (tabs 2, 3 and 4).

Step Three: Funding Sources Summary Worksheet (tab 5)

This is where you will show how you plan on funding your share of the project.

Before you complete this worksheet make sure that you’ve completed all of the applicable Activity Worksheets for your project.

AAFC requested funding must be between $150,000 and $500,000. If your requested AAFC funding is less than $150,000, or greater than $500,000, cell E4 will be red.

The LFIF Large Scale Projects allows up to 75% cost-share.

For each type of non-AAFC funding (Applicant, Industry or Partner, and Other Government) enter the information as follows:

Applicant funding

Cells B17 and C17 (Applicant cash) and if applicable, B25 and C25 (Applicant in-kind) will automatically populate using the information your organization entered in the Activity worksheets.

In the description field, provide any limitations on the funding. If there are no limitations to the funding, you can leave this field blank. An example of a limitation might be one of your funding partners requiring that their funding be put toward a specific piece of equipment.

Industry or partner funding details

Cell D31 and D49 will automatically calculate the funding being provided by Industry or partners, as entered it in the Activity worksheets. You must assign that cash and/or in-kind funding starting in row 34 and/or row 52. If you don’t have any Industry or partner funding, leave this section blank.

• Enter the name of the funding donor
• Enter the amount of the confirmed funding
• In the description field, provide any limitations on the funding (such as, the donor has specified that it be applied to a specific cost item). If there are no limitations to the funding, you can leave these fields blank.

Other government funding details

Cell D67 and D79 will automatically calculate the funding being provided by other government, as entered in the Activity worksheets. You must assign that cash and/or in-kind funding starting in row 70 and/or row 82. If you don’t have any other government funding, leave this section blank.

• Enter the name of the funding donor
• Enter the amount of the confirmed funding
• In the description field, provide any limitations on the funding (such as, the donor has specified that it be applied to a specific cost item). If there are no limitations to the funding, you can leave these fields blank.

As a final step, review the budget summary tab and ensure than the information accurately reflects the information entered in the earlier tabs.

Step Four: Budget Summary Worksheet (tab 6)

This worksheet is automatically populated by the information you provided in any of the 4 Activity worksheets. If the totals don’t align with your requested funding or your cost-share, please review your individual activity worksheets for accuracy.

Administrative Costs are automatically calculated at 10%.

If you are not already logged into the portal, please log in now and navigate to the Activities section from the Application summary.

Application Form: Activities

Now that you have completed the Detailed Project Budget, it’s time to complete the Activities section of your application in the online portal.

Click on the “+ Activity” button

• Activity title
• Copy title from the Food Production worksheet of your Detailed Project Budget and paste it into this field.
• Activity start date
• Input start date for each activity.
• Activity end date
• Input March 31, 2027 for all activity end dates.
• Activity theme
• Select the theme that matches the name of the worksheet you are entering (cell B6).
• Activity description

Provide a description of the activity which clearly outlines the tasks that you would undertake.

• Please provide a detailed timeline of milestones from project start to completion (consider product availability, delivery, installation, delays
• Include details about the role partner(s)/collaborator(s) will play in each activity

• Deliverables
• Completion of this section is not required. Please leave blank.
• Activity costs
• The costing in columns K to M of each activity from the Detailed Project Budget will also need to be copied into the online application form.

Copy the AAFC requested amount, as found in K6 and/or L6 from the activity worksheet of your Detailed Project Budget, and paste it into the 2025-2026 and/or 2026-2027 fiscal years.

Copy the Non-AAFC amount, as found in cells K14 and/or L14 from the activity worksheet of your Detailed Project Budget, and paste it into the 2025-2026 and/or 2026-2027 fiscal years.

Copy the Non-AAFC breakdown by funding source from cells K21, K25, K29 and M21, M25, M29 from the Detailed Project Budget accordingly.

Once you enter all your information, click on the save and continue button.

Repeat these steps for any of the activity worksheets you completed in your Detailed Project Budget.

Once you’ve entered all the activities, you will see them in the Summary of activities on the Activities main page.

Confirm all activities have been added for this project.

After you list all of the project activities, you must click on “I confirm” before you can move to the next section of the application.

Eligible cost items

This section details eligible cost items and limitations under this program. Use the following information to complete your budget.

AAFC will only fund project-related costs that are pertinent, reasonable and essential to accomplish the objectives of an eligible activity.

Eligible costs are infrastructure/equipment that are purchased, constructed, developed or otherwise acquired and:

• are an essential part of the project activities
• are not intended for resale in the ordinary course of operations
• the cost of which are considered to include the purchase price plus other acquisition costs, such as installation costs, freight charges, shipping costs, and duties
• have a useful life for at least 2 years after the project completion date
• are for project-related deliverables, such as:
  • contracted installation (only eligible for LFIF-funded equipment)
  • freight and duty charges
  • one-time initial training for operation of a specialized piece of equipment funded under the project
  • shipping
  • site preparation

Food production related eligible costs may include, but are not limited to:

• Beekeeping equipment
• Community gardens
• Food forests
• Garden boxes/beds/tools
• Greenhouses
• Hunting, fishing equipment (may include all-terrain vehicles, snowmobiles and boats)
  • Hunting equipment doesn’t include:
    • firearms and ammunition
    • archery equipment (including bows, crossbows, arrows, and bolts)
    • hunting slingshots and shot ammunition
    • spearguns and speargun spears
• Irrigation systems, wells, solar panels, composting systems
• Seeds, soil, compost (initial year only)
• Tractors and other heavy farm equipment
• Vertical and/or hydroponic gardens

Transformation, processing, preparation of food eligible costs may include, but are not limited to:

• BBQs, charbroilers, smokers
• Canning equipment
• Conveyor belt
• Cookware
• Food processing equipment
• Large and small kitchen appliances
• Receiving bay, loading dock
• Slaughter/butchering equipment
• Vacuum sealers

Refrigeration and storage of food eligible costs may include, but are not limited to:

• Refrigerators, freezers, walk-in cooler/freezer
• Root cellar
• Refrigerated or insulated shipping containers
• Shelving, storage containers/bins

Transportation and distribution/consumption of food eligible costs may include, but are not limited to:

• Basic tableware
• Cargo van, refrigerated vehicle (eligible vehicles can be electric and can include related infrastructure)
• Tables, chairs for community meals
• Trailers, refrigerated or non-refrigerated

Ineligible cost items

The following general cost items are ineligible:

• Perishable and non-perishable food
• Computer and software equipment
• Contingency costs
• Costs associated with ongoing operations (for example, labour, staff, rent, insurance, utilities)
• Costs related to marketing activities and business promotion
• Gift cards
• Honorariums, salaries
• Lease of equipment or vehicles
• Major construction costs
• Purchase or lease of land or buildings
• Signage
• Taxes (federal and provincial)
• Warranty fees (for extended warranty, vehicles)

Food production related ineligible costs may include, but are not limited to:

• Aquaponics and Aquaculture Equipment
• Generators
• HVAC systems
• Livestock
• Safety equipment
• Seeds and soil/compost for pursuant years (after first year)
• Water hook-up (from the city/municipal water source)

Transformation, processing, preparation of food ineligible costs may include, but are not limited to:

• Consumables such as hair nets, jars, lids, vacuum seal bags, takeaway containers, personal protective equipment
• Deep fryers, donut maker
• Gourmet coffee makers
• Hand sinks

Refrigeration and storage of food ineligible costs may include, but are not limited to:

• Any storage of non-food items
• Storage shed

Transportation and distribution/consumption of food ineligible costs may include, but are not limited to:

• Food trucks
• Passenger vehicles (for example, pick-up trucks/minivans)

Administrative costs

Administrative costs are defined as the organizations’ expenses (such as fundamental operational costs) not directly related to undertaking the project activities but necessary for the organization to manage activities outlined in the work plan and to administer the reporting requirements of the contribution agreement, including project management costs.

Administrative fees will be calculated at a 10% flat rate that will be cost shared. Under the 10% flat rate, administrative cost items don't need to be detailed, negotiated or substantiated when submitting a claim. However, if you’re subject to a compliance audit, you may be asked to supply supporting documentation. For this purpose, it's important to keep in the mind the following examples.

"Administrative costs" means costs related to:

• project management costs: management and administrative staff wages not working on outcome of projects, including those who negotiate service contracts, pay the invoices, manage the project budget, monitor and/or prepare the claims and any financial or progress/performance reports for the project
  • salaries, Mandatory Employment Related Costs (MERCs), and benefits and/or contract services
• administrative office supplies and expenses
  • basic telephone fees (including fax lines) and cell phones
  • hydro
  • materials and office supplies (for example, pens, pencils, paper, envelopes, cleaning supplies, subscriptions)
  • monthly internet fees
  • postage and courier fees
  • office equipment (for example, computers, printers, photocopiers)
  • office space (rent) and related utilities, maintenance and property taxes
• audit fees (if eligible)
• bank fees (if eligible)
• insurance (fire, theft, liability) (if eligible)
• legal fees (if eligible)
• administrative information technology (IT) products and services, including maintenance
• other overhead type expenditures relating to the organization’s office

Administrative costs — Limitations/Explanations

• Don't include administration costs in your application; the application form will calculate it automatically at a 10% flat rate. This flat rate has been developed to represent the cost of undertaking the administration functions of the contribution agreement.
• To ease administrative burden, administrative costs don't need to be detailed at the time of application and won't be negotiated or need to be validated when submitting a claim.
• Administrative costs will be funded at the approved program cost-share ratio.
• Individual capital expenditures over $100,000 are not eligible toward the calculation of administrative costs.

Quotes

A quote from an official third-party supplier must be submitted for every cost item of more than $5,000. These quotes or estimates must:

• provide an itemized breakdown for each cost item and/or service
• be issued between July 13, 2024, and the date your application is submitted
• 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 date, company and URL clearly identified, or, if a quote is issued by email, it must clearly identify the business name via the email address, electronic signature or imbedded logo

Project timeline considerations

Supply Chain Management

• If your project is approved, it’s your responsibility to make sure any infrastructure/equipment funded as part of this application is in stock and can easily be ordered and received within the project timelines. This should also include any contractors/tradesperson required for the installation of the funded equipment.

Permits

• If your project is approved, it’s your responsibility to get any permits and licenses required to complete your project within the project timelines. These may include specialty driver’s licenses, building permits, etc.

5. Funding sources

Complete this section after entering all project activities. The Project funding table is pre-populated based on information submitted in Section 4 - Activities.

Applicant funding details

This section should match the Funding Sources tab of your Detailed Project Budget.

If your organization provided funding in cell C17 and/or C25 of your Detailed Project Budget, click on the “+Add funding details” button.

Name: Enter your organizations legal name

Status: Please select ‘confirmed’. All project funding must be confirmed and must have an adjoining letter of financial support as part of your application.

Amount (cash or in-kind): copy the amount from cell C17 and/or C25 of Funding Sources tab of your Detailed Project Budget and paste it in this field.

Description: Completion of this section is not required. Please leave blank.

Industry or partner funding details

If you have industry or partner funding starting in cell C34 and/or C52 of your Detailed Project Budget, click on the “+Add funding details” button.

Name: Enter the name of the funding source

Status: Please select ‘confirmed’. All project funding must be confirmed and must have an adjoining letter of financial support as part of your application.

Amount (cash or in-kind): Copy the amount starting from cell C34 and/or C52 of the Funding Sources tab of your Detailed Project Budget and paste it in this field

Description: Completion of this section is not required. Please leave blank.

Repeat the funding details for each source of industry and/or partner funding.

Other government funding details

If you have funding from other government sources starting in cell C70 and/or C82 of your Detailed Project Budget, click on the “+Add funding details” button.

Name: Enter the name of the funding source

Status: Please select ‘confirmed’. All project funding must be confirmed and must have an adjoining letter of financial support as part of your application.

Amount (cash or in-kind): Copy the amount starting from cell C70 and/or C82 of the Funding Sources tab of your Detailed Project Budget and paste it in this field

Type: Select the level of other government funding (Provincial or Territorial; Other Federal Government and/or Municipal)

Description: Completion of this section is not required. Please leave blank.

Repeat the funding details for each source of other government funding.

6. Budget summary

Review all information in this section. The budget summary is calculated from the addition of all activities, and you must return to the Activities section to make any changes.

Reminder: The amounts in the Detailed Project Budget document must match the information presented in this section.

7. Documents

Along with the application form, you must submit the following documents as required:

1) Required: Certificate of Incorporation or Articles of Incorporation or Letters Patent

A copy of the Certificate of Incorporation or Articles of Incorporation or Letters Patent issued and filed, respectively, by or with provincial, territorial or federal government, documenting your organization’s status as a legal entity, for at least 2 years prior to the application submission date. If your organization has amended the legal name or amalgamated since the initial registration, please also attach the amendment document(s). You must establish the chain of re-naming.

Exception: A Certificate of Incorporation or Articles of Incorporation is not required for First Nations Communities/Governments, Tribal Councils, or Municipal Administrations.

Additional options for other Indigenous Communities/Governments applicants:
Your organization may attach one of these documents if you don’t have a Certificate of Incorporation or Articles of Incorporation:

• Director's Resolution
• self-government agreement or modern treaty agreement
• legal document stating that your organization is a legal entity

2) If applicable: Band Council Resolution required only for First Nations Communities/Governments

Each First Nations community/government must provide a resolution document for each application submitted to the program.

3) Required: Detailed Project Budget

The budget breakdown for each activity is required on the AAFC-provided Excel spreadsheet.

4) Required: Table of Metrics

The baseline data and expected results are required on the AAFC-provided PDF document. If your project is approved for funding, you will need to validate the data used in this document as part of your project performance requirements.

5) Required: Letter(s) of financial support

Letter(s) of financial support must be issued by the financial contributor(s) to account for the minimum 25% cost-share ratio for the project.

If your organization will fund the cost-share requirement internally, a letter of financial support must be provided to demonstrate that you have secured funding to cover your share of the costs. If funding will be provided by various contributors, a letter from each contributor must be included with your application.

Letter(s) of financial support must include the following information provided by each financial contributor:

• The letter of financial support must be drafted on official letterhead from the financial contributor
• A brief explanation of the relationship with you
• Provide context about why the financial contributor is interested in supporting this particular project
• Express the financial contributor’s assessment of the project's viability and potential impact
• Acknowledge the requirement for you to secure a portion of the total costs from a financial supporter ^{Footnote 4Footnote 5}
• Clearly state the dollar amount (in Canadian dollars) that the financial contributor is committing to contribute to the project;
• Signed by an authorized representative

In these cases, your portion of the cost-share can be cash ^{Footnote 4} and/or in-kind contributions ^{Footnote 5}.

6) Required: Letters of Partnership / Collaboration

Letter(s) of Partnership/Collaboration from each Partner/Collaborator must:

• be drafted on official letterhead from the partner/collaborator
• include the legal name of the partner/collaborator
• include the partner/collaborator's contact information (address, phone number, email)
• show the partner/collaborator's website address (if applicable)
• provide the mandate/mission of partner/collaborator
• include the partner/collaborator's registration status (non-profit, for-profit, etc.)
• show the number of years the partner/collaborator has been in operation
• include a brief explanation of the partner/collaborator's relationship with you
• provide context about how the partner/collaborator will work with you to impact or improve community food security
• express the partner/collaborator’s assessment of the project's viability and potential impact

7) If applicable: Letter of Permission/Landlord required only if applicants don’t own the property

If your organization does not own the land and/or building on which the requested infrastructure/equipment are installed, a letter (not the lease) from the owner of the building/property indicating the permission to carry out this project is required.

The permission letter must include the following information:

• The project address and explicit permission to carry out the project (including any installation of requested infrastructure/equipment) and 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/equipment is being installed in multiple locations, you must provide permission letters from each owner.
• If your project has more than one project location, a letter is required for each of the project locations if your organization does not own the property.

8) Required: Quotes for cost items of more than $5,000

A quote from an official third-party supplier must be submitted for every cost item of more than $5,000. These quotes or estimates must:

• provide an itemized breakdown for each cost item and/or service
• be issued between July 13, 2024, and the date your application is submitted
• 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 date, company and URL clearly identified, or, if a quote is issued by email, it must clearly identify the business name via the email address, electronic signature or imbedded logo

8. Contacts

Primary contact

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.

Email address

Provide the email of the primary contact. Please note AAFC will use this information to communicate with your organization about the application.

Language of correspondence

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

Position title

Provide the position title of the primary contact. For example, Business Owner, President, Executive Director.

Phone numbers and Fax number

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

Project contact

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

Indicate if you’re the project contact or if you need to enter a new contact. If you enter a new contact, enter the following (first name and last name, email address):

First name and Last name

Provide the name of the person in your organization who will be AAFC’s project contact for this application.

Email address

Provide the email of the project contact. Please note AAFC will use this information to communicate with your organization about the application.

You’ll also need to enter the following information (language of correspondence, position title and phone and fax numbers) if you’re the project contact or if you enter a new contact.

Language of correspondence

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

Position title

Provide the position title of the project contact. For example, Business Owner, President, Executive Director.

Phone numbers and Fax number

Provide the telephone number(s) of the project contact. If applicable, provide a fax number. AAFC will use this information to communicate with your organization about the project.

9. Declarations

Read and complete the declarations.

10. Review and submit

Privacy notice statement
Read and confirm the statements.

Lobbying activities
Read and confirm that the organization and any person lobbying on its behalf is in compliance with the Lobbying Act.

Conflicts of Interest
Read and confirm the statement.

Before you submit your Project Application form
Read and confirm the statements.

After you complete your application form and include the additional documents, please submit your application.

If you need help to complete and submit the application form, please contact the AAFC Contact Centre.