SUCCESSFUL GRANT APPLICATION ... CHECKLIST FOR FUTURE ACTION
BGA ACTION
1
3
SCHOOL ACTION
BGA sends
a)
agreement to school to accept grant offer
(Agreement Acceptance)
b)
tendering processes advice (Tendering
Processes)
c)
copy of Tender/Quotation Results form
(Agreement Acceptance response)
(Tender result)
d)
Project Management checklist (if
applicable)
2
School signs & returns 2 copies of the Grant
Acceptance Agreement
4
School commences tender/quotation
process.
BGA forwards Letter of acknowledgement,
signed Grant Acceptance Agreement
Advises BGA on ‘results of tender/quotation
process’ form - See 1 c) or if school is project
managing
*** Acceptance of a tenderer/quotation
must not occur until 5 a) received.
5
a)
b)
c)
BGA Executive Officer notifies school
verbally, or by email to proceed.
BGA sends letter to school confirming
they can proceed with tender/quotation.
Letter also encloses copies of
I. proforma letter advising BGA of
contract signing, project
commencing (Agreement
Acceptance contract advice).
II. Monthly Progressive Expenditure
Statement (MPES)
III. Architect’s/Supervisor’s Statement
of final costs (Architect’s Statement)
IV. Certificate by Qualified Accountant,
with explanatory notes
(Accountant’s Certificate,
Accountant’s Notes)
Tender/Quotation formally approved by
BGA Committee at next meeting after
receipt of tender.
6
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School signs contract with successful
tenderer
School returns proforma letter advising
contract signing and project
commencement or project management
with anticipated commencement and
completion dates - See 5 b) II.
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BGA ACTION
9
SCHOOL ACTION
8
School forwards MPES. If there is no
expenditure in a given month the statement
should be forwarded to reflect same - See 5
b) II.
10
School must install building plaques on all
completed projects, irrespective of cost
which acknowledge Commonwealth
funding. Refer to DoE Summary of
Recognition Requirements for full details.
School to supply BGA with a photograph of
the plaque for the file.
Opening Ceremony is organised in
accordance with Department of Education
Summary of Recognition Requirements.
School forwards final MPES- See 5 b) II and
completed architect statement - See 5 b) III
BGA receives the monthly progressive
expenditure statements and pays grants in
accordance with the planned flow of grants
once received from the Australian Government.
On payment of first instalment the BGA will
retain between 10 - 15% of grant until the final
MPES and Architect’s Statement are received See 12.
11
12
14
Final payment and letter sent to school with
reminder about Accountant requirements.
(Final payment)
15
16
School forwards completed accountant
certificates within three months of final
payment- See 5 b) IV
BGA provides accountability statement to DoE
on completion of project via SEMIS.
AISSA contributes to Annual National Report for
independent school’s capital grant
accountability.
If at any time you have questions about the above process please do not hesitate to contact the Executive Officer
on (08) 8179 1406.
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