Request for Expressions of Interest
CIF Funding for Priority Projects
Posted: February 19, 2015
Response Deadline: May 08, 2015 by 4:00 p.m.
Request for Expressions of Interest for CIF Funding for Priority Projects
TABLE OF CONTENTS
1.0 GENERAL INFORMATION .......................................................................................................... 1
1.1
1.2
1.3
1.4
Introduction ............................................................................................................................................. 1
The Opportunity ..................................................................................................................................... 1
Purpose of the Request for Expressions of Interest .................................................................. 2
REOI Process Schedule ......................................................................................................................... 3
2.0 INSTRUCTIONS TO RESPONDENTS .......................................................................................... 3
2.1
2.2
Questions or Clarification Requests ................................................................................................ 3
Submission Requirements .................................................................................................................. 3
3.0 BACKGROUND ON PRIORITY PROJECTS AND GRANTS ..................................................... 5
3.1 Fund Priorities ............................................................................................................................................ 5
3.2 System Rationalization .................................................................................................................................... 5
3.3 Projects Achieving Cost Savings ................................................................................................................... 6
3.4 Blue Box Harmonization ................................................................................................................................. 7
3.5 Addressing Problematic Materials .............................................................................................................. 8
3.6 Centre of Excellence .......................................................................................................................................... 8
4.0 EVALUATION .................................................................................................................................. 11
5.0 FORMS .............................................................................................................................................. 13
5.1 Applicant General Information .......................................................................................................... 14
5.2 Rationalization Projects ....................................................................................................................... 17
5.3 Projects Achieving Cost Savings......................................................................................................... 22
5.4 Blue Box Harmonization Project ....................................................................................................... 26
5.5 Addressing Problematic Materials ................................................................................................... 29
5.6 Centre of Excellence Projects.............................................................................................................. 32
5.3 Projects Achieving Cost Savings......................................................................................................... 39
Tables
Table 1 - 2015 Project Priorities & Budget Allocation ............................................................................................. 2
Table 2 - REOI Process Schedule ....................................................................................................................................... 3
Table 3 - 2015 Centre of Excellence Budget Allocation ........................................................................................... 9
Appendices
Appendix 1: Sample Application .................................................................................................... 37
Appendix 2: Frequently Asked Questions .................................................................................. 47
Continuous Improvement Fund
Closing Date: May 08, 2015 at 4:00 p.m.
Page i
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
1.0
GENERAL INFORMATION
1.1
Introduction
The Continuous Improvement Fund (CIF) is a funding program developed through the cooperation
of the Association of Municipalities of Ontario (AMO), the City of Toronto, Stewardship Ontario (SO)
and Waste Diversion Ontario (WDO). The CIF provides grants and loans to municipalities to execute
projects that will increase the effectiveness and efficiency of municipal blue box recycling programs
in Ontario. This is accomplished by funding projects that have been identified as priorities by MIPC,
the CIF board or municipalities that improve the local or Province-wide blue box system.
More information about the CIF can be viewed at cif.wdo.ca.
The CIF started in 2008 through a Memorandum of Understanding (MOU) between the program
partners. In July 2011 the partners extended the operation of the CIF and approved additional
funding. Funding priorities as established by the partners for 2015 focuses on:
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voluntary initiatives consistent with the findings of the 2012 MIPC Infrastructure Study;
funding for cost savings-related projects;
support for blue box harmonization;
development of the Centre of Excellence.
The CIF has $5.465 million to invest in 2015.
1.2
The Opportunity
The CIF’s role is to assist municipalities and to invest in program changes and infrastructure
improvements that will benefit the blue box program in both the short-term and long-term.
Implementation of best practices, innovation and/or regionalization of services will provide for
more efficient and effective programs and meet the requirements for receiving funding from the
CIF.
The 2015 CIF Operations Plan outlines the CIF Committee priorities and project areas. The total
funding available in 2015 is approximately $5.465 million (see Table 1) which will be allocated
towards projects that:
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
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Increase cost-effectiveness, improve program performance;
Can be implemented across multiple municipalities and/or represent collaborative efforts on
behalf of two or more municipalities to share facilities, resources and expertise; and
Generate quantifiable, measured positive results.
Of the $5.465 million, approximately $965,000 will be allocated towards the CIF’s Centre of
Excellence, a strategic effort focused on the provision of tools and services to provide value to
municipalities and stewards.
Table 1 - 2015 Project Priorities & Budget Allocation
2015 Budget
Allocation
Project Initiative
System Rationalization
Projects Achieving Cost Savings
Blue Box Harmonization
$1,200,000
$2,500,000
$300,000
Addressing Problematic Materials
$500,000
Centre of Excellence
Better Practices Development and Tool Kits
Marketing Materials and Blue Box Harmonization
Support for RFP and Tender Development
Training Initiatives
Outreach Services
Performance Auditing
$200,000
$100,000
$75,000
$200,000
$140,000
$250,000
--------------TOTAL
1.3
$5,465,000
Purpose of the Request for Expressions of Interest
The purpose of this Request for Expressions of Interest (REOI) is to solicit high quality proposals
for funding of projects consistent with the 2015 priorities of the CIF. The proposals provided
through this process will enable CIF to determine which projects represent the greatest benefits to
local, multi-municipal or Province-wide blue box programs and to allocate funding appropriately to
optimize the return from available funds within the priority project areas identified for 2015.
This is the sixth year the REOI has been released to encourage municipalities to undertake new
effectiveness and efficiency projects. To date, the CIF has invested over $47 million in municipal
and other initiatives that have had a direct and positive impact on the blue box program. CIF has
also identified, tested and proven a number of operational better practices to improve blue box
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
program delivery through funding of over 560 innovative projects. The CIF seeks to build on this
success in 2015, in part through the next set of projects to which it will provide funding.
After considering the REOI applications and determining the funding allocations, any unallocated
funds will be made available on a first come, first serve basis for development and implementation
of other projects that will improve the effectiveness and efficiencies of the blue box program in
Ontario.
Municipalities considering projects that will extend into 2016 are still eligible to apply for funding
under this REOI provided the funding application is submitted by the closing date of the REOI, and
Municipal Council approval for the project, if required, is in place before year end 2015. The CIF
reserves the right to prioritize funding to projects with earlier completion dates in instances where
demand for funds exceeds the amounts available in the 2015 CIF budget.
Please note that projects are expected to be commenced and completed within the timelines
stated in your application form(s). CIF reserves the right to terminate projects and cease
funding for projects not commenced or completed on time.
1.4
REOI Process Schedule
The REOI process timetable is shown in Table 2.
Table 2 - REOI Process Schedule
Milestone
Due Date
Release of REOI
Thursday, February 19, 2015
Inquiry Deadline
Friday, May 01, 2015 by 4:00 p.m.
Submission Deadline
Friday, May 08, 2015 by 4:00 p.m.
Award of Projects
October, 2015
2.0 INSTRUCTIONS TO RESPONDENTS
2.1
Questions or Clarification Requests
Direct all inquiries to Gary Everett, by phone at (519) 533-1939 or by email to Gary@Egroup1.com
before Friday, May 08, 2015 at 4:00 p.m.
2.2
Submission Requirements
Municipalities are required to complete Form 1 which is provided with each of the project specific
forms available online forms online and at the end of this document. Note: It is not necessary to
submit duplicate applications under different funding categories, instead, simply check the
appropriate box on Form 1 or add a note in the “Additional Comments” section on any of the project
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
specific forms requesting that the project be considered under the additional funding categories
you believe are applicable.
Expressions of Interest should be emailed to Gary Everett, Project Manager at Gary@Egroup1.com
by 4:00 p.m. on May 08, 2015, in MS Word format. (Optionally, a reference file in pdf format may
also be submitted but is not required.)
Section 3 below describes each of the priority project areas and specifies which forms must be
completed as part of the application submission. Other relevant documentation that may be needed
to support the application could include (for example):
 Collection records
 Staff reports (to Council, etc.)
 Processing records
 Council resolutions
 Contracts, agreements
 Studies, budgets, analyses, reports
 Quotations, drawings, concept sketches
 Engineering/consultant documents
To ensure an application’s best chance of success, please provide the following information:
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Timelines for project commencement, milestones and completion
Descriptions of the goals your project will accomplish (how will your program change, what
savings will be realized, will tonnage increase, will residue decrease, etc.)
Descriptions of the tasks you will perform to accomplish your goals
How you will monitor, measure and report project milestones and results including estimates of
staff time and/or costs of monitoring and measuring
Costs associated with each task, both currently done (baseline), and after the project is
implemented
Estimates of soft costs e.g. P&E, staff training, consulting, engineering, public consultations,
zoning changes, utility hook-ups, website upgrades, etc.
Descriptions of sufficient resources, either municipal staff time or consultant budgets to
complete the project
Descriptions of your project planning and steering
Estimates of how much your project will save over 8 years (include a calculation showing how
long it will take to pay back the project cost). As an aid, you can use the Sample Payback
Calculation Spreadsheet.
A high quality application with the best chance of being funded will explain how the proposed
project satisfies the following evaluation criteria:
1. Increased Cost Effectiveness
2. Increased Blue Box Diversion
3. Other Program Performance Improvements
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
4. Regionalization Benefits
5. Payback Period and Return on Investment
6. Project Implementation Measures/Aspects
Note: In 2014, the criteria for evaluation of all CIF projects was substantially amended and updated.
Download a copy of the most current CIF Project Evaluation Criteria if you wish to examine details
of how your project application will be evaluated.
3.0 BACKGROUND ON PRIORITY PROJECTS AND GRANTS
This section describes the CIF priority project areas for 2015. General information on the project
types is provided below.
3.1 Fund Priorities
In July 2011, MIPC directed CIF to redirect its remaining funds only to regionalization projects and
to creating a knowledge-based centre of expertise to promote best practices, develop training
programs and study material management issues. The 2015 priorities reflect this direction and
include:
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Encouraging system rationalization
Pursuing cost saving initiatives
Addressing problematic materials
Facilitating program harmonization
Developing new training opportunities
Providing new tools and resources for program operators
Coordinating WDO Datacall requirements and CIF activities
The sections below outline how these priorities will be implemented in the 2015 budget process.
Please note that approved projects are expected to be commenced and completed within the
timelines stated in your application form(s). CIF reserves the right to terminate projects and cease
funding for projects not commenced or completed on time.
When you are ready to apply, fillable forms are available here: fillable forms
3.2 System Rationalization
Maximum Funding Level:
Fund up to 50% of project costs.
System Rationalization
Total Grant Available: $1,200,000
Fill out Form 2 if interested!
Description:
In 2012, MIPC commissioned a study on the optimization of the blue box materials processing
system in Ontario. The purpose of the study was to develop a model that produced options that
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
could optimize blue box materials transfer and processing centres in Ontario. Modelling was done
in four Regions: Eastern Ontario, Central Ontario and the Greater Toronto Area, South-western
Ontario, and Northern Ontario. The model incorporated transfer, loading, hauling, and processing
but did not address local collection. The data used was based on municipal data submitted to the
WDO Datacall, CIF studies and SO studies done under the E&E Fund. The model identified
theoretically ideal locations for transfer stations and Material Recovery Facilities (MRFs) based on
location of material and transfer constraints.
CIF has set aside $1,200,000 to support municipalities seeking to act upon the results of the MIPC
Provincial Optimization Study.
There are three groupings related to the MIPC Study:
1. Infrastructure Rationalization – municipalities proposing to implement the preferred
scenarios outlined in the MIPC Study.
2. Local Study Analyses – municipalities who want assistance to estimate their local costs prior
to deciding to apply one of the options proposed in the MIPC Study.
3. Alternative Scenarios – municipalities who want assistance to estimate their local cost if they
propose an alternative to the waste shed area described in the MIPC Study.
Requirements for Application and Funding:
Municipalities wishing to apply for funding that aligns with the results of the MIPC Provincial
Optimization Study must complete Form 2. Documentation, indicating Council support and any
other relevant information (studies, analysis, reports), should be attached to the submission.
It is recognized that some projects are complex and CIF requests that municipalities respond to the
REOI with draft project details in Form 2 if they are in the preliminary stages of planning. CIF staff
may assist financially with the planning and development of the project. Please contact CIF staff in
advance of the inquiry deadline to discuss your ideas and REOI submission.
3.3 Projects Achieving Cost Savings
Maximum Funding Level:
Fund up to 50% of project costs.
Projects Achieving Cost Savings
Total Grant Available: $2,500,000
Fill out Form 3 if interested!
Description:
CIF has allocated $2,500,000 to assist municipal
Fill out Form 3 if interested!
projects designed to achieve cost savings irrespective of their alignment with the MIPC Provincial
Optimization Study.
CIF is looking for project ideas that provide cost savings to the blue box program related to the
following areas:
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
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Innovation;
Technology/capital efforts;
Hard-to-market/new materials;
Best practices; and
Enhanced communication.
Note: See Appendix 2: Frequently Asked Questions (#14) for ineligible projects or contact CIF if
you are unclear whether your cost saving application may be fundable.
Requirements for Application and Funding:
Municipalities wishing to receive funding for projects achieving cost savings must complete Form 3.
Documentation indicating Council support and any other relevant information (studies, analyses,
reports) should be attached to the submission.
It is recognized that some projects are complex and CIF requests that municipalities respond to the
REOI with draft project details in Form 3 if they are in the preliminary stages of planning. CIF staff
may assist financially with the planning and development of the project. Please contact CIF early in
the planning process if you wish to discuss your ideas and REOI submission.
3.4 Blue Box Harmonization
Maximum Funding Level:
Fund up to 50% of project costs.
Blue Box Harmonization
Total Grant Available: $300,000
Fill out Form 4 if interested!
Description:
Harmonizing the blue box program on a Province-wide scale could potentially reduce system costs
and user confusion. At the direction of MIPC, CIF will allocate funds toward the following initiatives:
 Improving the consistency in the types of material collected through curbside and depot
based programs and commercial outlets;
 Standardizing collection/processing methodologies;
 Standardizing contracts; and
 Developing consistent promotional and educational resources.
The intent of the 2015 funding is to support projects with Province-wide or waste shed impacts.
Emphasis should be placed on recovering a common material stream (i.e. common basket of goods).
Harmonization initiatives must include multiple municipalities or programs and preference
will be given to projects that have Province-wide implications.
Note: Projects involving studies should be submitted under the Centre of Excellence initiative 3.6
below.
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Requirements for Application and Funding:
Municipalities wishing to receive funding for Blue Box Harmonization projects must complete
Form 4.
3.5 Addressing Problematic Materials
Maximum Funding Level:
Variable up to 100% of project costs.
Addressing Problematic Materials
Total Grant Available: $500,000
Fill out Form 5 if interested!
Description:
The packaging stream continues to change rapidly and municipalities are under constant pressure
to make investments to address these changes. In 2013, the CIF undertook work to examine the
cost implications of managing various problematic materials. While research of this nature is
funded through the Centre of Excellence (see Section 3.6), there are frequently associated capital
investments that are proposed to investigate/prove technological solutions and better practices. In
many cases the investments proposed do not have viable paybacks and do not meet the funding
requirements of the CIF. Notwithstanding the above, the proposed investments may be of sufficient
value to program partners to warrant CIF support. The 2015 Operations Plan includes $500,000 in
funding to respond to these pressures. Municipalities and stakeholders are invited to submit
applications for collection, processing, better practices and/or pilot testing projects.
Requirements for Application and Funding:
Applicants wishing to receive funding for projects that address problematic materials must
complete Form 5.
3.6 Centre of Excellence
Maximum Funding Level:
Variable up to 100% of project costs.
Centre of Excellence
Total Grant Available: $965,000
Fill out Form 6 if interested!
Description:
The Centre of Excellence is being developed by the CIF to leverage the knowledge and experience
gained over the past five years and to provide value to municipalities and stewards. The Centre will
focus on the provision of tools and services, rather than direct funding to municipalities. It will play
an active role in advising senior municipal staff and politicians on blue box issues from a business
management perspective and prepare them for the potential impacts of Extended Producer
Responsibility (EPR) or its potential variants.
The Centre has allocated $965,000 to be distributed between the following six initiatives for 2015:
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Table 3 - 2015 Centre of Excellence Budget Allocation
2015 Budget
Allocation
Project Initiative
Development of Better Practices, Tool Kits and Datacall Support
Research into Materials Management
Support For RFP & Tender Development
Training Initiatives
Outreach Services
Auditing/Monitoring & Measurement Activities
TOTAL
$200,000
$100,000
$75,000
$200,000
$140,000
$250,000
--------------$965,000
The Opportunity:
1. Development of Better Practices, Tool Kits and WDO Datacall Support
Identification of better practices and continued efforts to encourage the adoption and compliance
with those practices remains a priority for the CIF. Funding for practical guides and “how to”
information will continue in 2015. A budget of $200,000 has been set aside to support projects
proposed by stakeholders that help to identify and support development and implementation of
best practices in Blue Box diversion. Project applications can be made using Form 6.
The CIF will also offer WDO Datacall support to program administrators on an ‘as requested’ basis.
Support requests can be made directly using Form 6.
2. Research into Materials Management
The CIF has received numerous requests from municipalities to develop a more reliable benchmark
against which to judge marketing efforts. The 2015 Operations Plan includes funds to facilitate this
work.
Research into the cost implications of achieving a harmonized program was initiated in 2013. A
total of $100,000 has been budgeted in this year’s REOI to fund projects that facilitate program
harmonization. Municipalities and consultants are invited to submit proposals for co-operative
marketing or market benchmark projects. Municipalities may also express their interest in
participating in a pilot. Use Form 6.
3. Support for RFP and Tender Development
Effective procurement and contract management support will continue in 2015. The CIF will offer
financial assistance and support to interested municipalities to aid them in the development of their
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
RFP(s) and subsequent contract(s). Up to $75,000 has been allocated to directly support
municipalities, standardize contracts, develop templates, improve contract language and reduce
contract administrative work load. Project applications and support requests can be made using
Form 6.
4. Training Initiatives
The 2015 Operations Plan reflects a continued emphasis on training through the development and
delivery of:
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CIF’s Promotion & Education (P&E) course;
A basic on-line training course for new waste management staff for delivery in 2015; and
A newly developed procurement & contract writing course.
The Plan includes a budget of $200,000 to develop and deliver these initiatives. Use Form 6 to
propose additional training opportunities.
5. Outreach Services
Each year the CIF delivers two, one-day workshops (Ontario Recycler Workshop) open to all
stakeholders. The primary focus of the sessions is to:
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deliver updates from program partners;
report out on CIF projects; and
provide timely information on topical waste management issues.
In addition to the ORW public outreach, the CIF has reserved $140,000 to provide outreach services
directly to municipalities. Participants need not be full time waste management professionals. The
intent of direct outreach is to help participants gain a better understanding of the importance of
issues such as best practice compliance, cost containment and their implications to local
municipalities. This information ultimately allows municipalities to make more informed and better
business decisions.
Delivery of these outreach services and provision of related project support, on an as needed basis,
can be requested on Form 6.
6. Performance Auditing/Monitoring and Measurement Activities
CIF has received numerous requests to provide funding for further auditing/monitoring and
measurement activities. The 2015 Operations Plan includes up to $250,000 in support of the
completion of additional audits with preference given to communities which were under
represented in the previous study. Audits may include curbside composition, MRF residue,
marketable material quality or other types. (Restrictions apply, see Form 6.)
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Monitoring and measurement activities may consist of projects designed to obtain data on how a
program activity is performing, usually prior to, and after making, program changes. (e.g. an audit
to obtain baseline MRF residue levels before and after a new P&E campaign).
Municipalities may apply for funding to assist with determining the root cause analysis of low or
lost value, production loss and/or cross contamination of materials either in collection, depot or
MRF operations. Municipal and private facilities may apply to have a team of industry experts visit
the municipality and prepare a report designed to pinpoint where the value of recyclable materials
is being adversely affected. Municipalities may apply for funding to assist with determining the root
cause analysis of low or lost value, production loss and/or cross contamination of materials either
in collection, depot or MRF operations. Municipal and private facilities may apply to have a team of
industry experts visit the municipality and prepare a report designed to pinpoint where the value of
recyclable materials or program operating costs are adversely affected.
Requirements for Application:
Form 6 provides an opportunity for municipalities or individuals to submit specific ideas for
projects and suggestions for studies in the key areas mentioned above.
Municipal demonstration projects may qualify under this section. Preference will be given to
opportunities that benefit multiple municipalities or municipal groups.
4.0 EVALUATION
Submissions under this REOI will be evaluated using established criteria. The core criteria have
emphasis placed on proving cost savings and diversion impacts of prospective projects. Download
your copy of the current CIF Project Evaluation Criteria.
To maximize their chance of success, applications must have the required level of detail and a
clear and supportable business case demonstrating that the proposed project meets the 2015 CIF
priorities as well as stated financial objectives.
Applicants are strongly encouraged to thoroughly review the sample application for guidance on
how to prepare a high quality application.
Applications for project funding for MRF and transfer station upgrades and large capital
investments will require a sufficient level of detail to enable CIF to accurately assess the cost versus
benefit, determine the potential return on investment and the portion of the proposed project that
is strictly related to the blue box. (e.g. a funding request for automated arms for trucks collecting
organics, garbage and recycling may only be fundable to an amount of 1/2 (max. funding portion) of
1/3 (recycling portion) of the total cost).
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
If municipalities are in the preliminary stages of planning for these types of projects, CIF requests
that municipalities respond to the REOI with draft project details. CIF staff may assist financially
with the planning and project development. In the event that there is an oversubscription for
funding in any funding category, applications will be judged based on the most complete proposal
and on improvements that will provide the greatest return on investment.
In the event that applications for funds in any funding category are undersubscribed, CIF may
reallocate funds to other project areas.
Here’s what you do to submit your funding application package:
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Download the fillable forms from this link: Downloadable Forms
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Fill out the project-specific forms (2 through 6) describing each proposal you are seeking
funding for (each form includes a copy of Form 1, mandatory contact information); and
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Email the completed forms (in MSWord format) and other supporting documentation to
Gary Everett, Project Manager, by 4:00 p.m. on May 8, 2015, at Gary@Egroup1.com
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Receipt of your forms will be acknowledged by return email.
APPLY NOW!
Don’t wait, CIF wants to help with your idea,
application or supporting documentation.
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
5.0 FORMS
Fillable forms (forms that permit a tab key jump to
the next text area) are available for download here
Sample forms are below which can be copied and edited in your
own word processor. Contact CIF if you require forms in a
different format.
Form 1
Applicant General Information
(Mandatory and included with each of the other downloadable forms)
Form 2
Rationalization Projects
Form 3
Projects Achieving Cost Savings
Form 4
Blue Box Harmonization Projects
Form 5
Addressing Problematic Materials
Form 6
Centre of Excellence Projects
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Fillable forms are available for download here
5.1 Applicant General Information
FORM INSTRUCTIONS: To use this form, place your cursor/text tool in the first text box. The boxes
will expand as necessary to accommodate the information. Use your tab key to jump to the next text
box.
FORM 1: Applicant General Information (Mandatory)
Municipality or Program Name:
Project Contact (name and title):
Mailing Address:
Email Address:
Phone Number:
Fax Number:
URL (if applicable):
Note: Do not submit the same project under multiple funding categories. If you wish your
project to be considered under more than one funding category please check this box:
Work through the Form(s) to fill in as many details as you can. Contact a CIF staff member as
needed to complete remaining portions. Be sure to review your submission for accuracy and
complete every field not marked as "Optional." Please check which (if any) supporting
documentation is attached to this submission that will help describe or support your project.
Please note that projects are expected to be commenced and completed within the
timelines stated in your application form(s). CIF reserves the right to terminate projects
and cease funding for projects not commenced or completed on time.
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Supporting documentation attached:
Collection records
Staff reports (to Council, etc.)
Processing records
Council resolutions
Contracts or agreements
Other – please specify:
Waste Management planning documents
Date:
(Month)
(Day)
(Year)
I/We have the authority to bind the Corporation:
(Project Contact)
(Name of Authorized Signing Officer)
*
(Position of Authorized Signing Officer)
* A typed signature is acceptable for submitting an application. Written signatures will be
obtained if/when the application proceeds to the approval stage.
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Forms for 2015 Request for Expressions of Interest for CIF Funding for Priority Projects (03/03/15)
RESOURCES:
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MIPC Provincial Optimization Study
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CIF Funding Process web page
Project Monitoring/Reporting Guidebook
Sample Payback Calculation Spreadsheet
Email this completed form in MS Word format
along with any supporting documentation to:
Gary Everett
Project Manager
Continuous Improvement Fund
Off 519-533-1939
Cell 519-500-5555
Fax 519-533-1939
Gary@Egroup1.com
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Forms for 2015 Request for Expressions of Interest for CIF Funding for Priority Projects (03/03/15)
Fillable forms are available for download here
5.2 Rationalization Projects
FORM 2: Rationalization Projects
In 2012, Waste Diversion Ontario’s Municipal Industry Program Committee (MIPC) commissioned
a study of the optimization of the Blue Box Materials Processing System in Ontario. The study
involved the development of a model to create regional options that could optimize blue box
materials transfer and processing in Ontario. The purpose of this form is to provide funding
towards implementing the recommendations provided in the report. The study may be downloaded
here: MIPC Provincial Optimization Study.
Work through the Form to fill in as many details as you can. Contact a CIF staff member as
needed to complete remaining portions.
Section 1 – Form 2 Details
1. Project Title: Insert the short title of your proposed project:
2. Within the context of the MIPC Study, what does this project focus on?
Infrastructure Rationalization (following recommendations as outlined in MIPC study)
Local study analyses (municipalities who want assistance to estimate their local costs
prior to deciding to apply one of the options proposed in the MIPC Study)
Alternative scenarios (municipalities who want assistance to estimate their local cost if
they propose an alternative to the waste shed area described in the MIPC Study)
3. Project Description:
What are the key features of the project? How does this project achieve the recommendations of
the study or a better alternative?
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Forms for 2015 Request for Expressions of Interest for CIF Funding for Priority Projects (03/03/15)
Section 2 – Blue Box Program Costs & Cost-Effectiveness
When this project is fully implemented (completely operational), how will it affect your blue box
program costs and costs per tonne?
1. How will this project save your municipality money on an annual basis or over the payback
period? Please attach a copy of the draft budget showing both capital and operating impacts
over the project period. A sample payback calculation spreadsheet is available here: Sample
Payback Calculation Spreadsheet
2. How will you monitor, measure and report the project effects on your program's cost
effectiveness? Monitoring, measurement and reporting of the project results is a
mandatory requirement. Please provide sufficient details including costing or provision for
consulting/staff time for this requirement. A Guidance Document for Monitoring & Reporting of
CIF Funded Projects is available here: Project Monitoring/Reporting Guidebook.
Additional comments:
Section 3 – Blue Box Diversion
Describe what effect this project will have on your overall blue box diversion (i.e. tonnes of blue
box materials sent to market) and any potential implications that this project will have on overall
blue box diversion for your program and neighbouring programs (if applicable).
Section 4 – Program Improvements and Regionalization Benefits
What effects will this project have on your program or on other communities? Use this section to
describe whether you plan to work with other communities to develop and deliver the project,
how the costs/savings might compare with other similar projects.
1. Will the proposed project: (please select all that apply)
Help your program adapt to changes in the material mix (i.e. manage seasonal
variations, prepare for future materials). Describe:
Process new materials. Describe:
Be transferable to other communities. Describe:
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
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Forms for 2015 Request for Expressions of Interest for CIF Funding for Priority Projects (03/03/15)
None of the above
2. What other effects will this project have?
3. Will you work with other municipalities/partners to develop and deliver this project?
Yes. What municipalities will you work with and how will they benefit?
No. Please explain why not:
4. How do you plan to share costs or savings with partner municipalities?
5. If applicable, what stage are you at in planning your work with other municipalities? Please
select your choice below to respond.
Preliminary discussions
Awaiting council approval
Draft agreement
Agreement in place. Date:
Other – please describe:
Additional comments:
Section 5 – Project Costs and Payback Period
How much will it cost to implement the project and how long is the expected payback period?
(Attach budget detail spreadsheets). A sample payback calculation spreadsheet is available here:
Sample Payback Calculation Spreadsheet
1. What is the total cost of completing the proposed project? $
2. What is the total funding requested from CIF? $
3. What is the project payback period for CIF support (in years)?
Additional comments:
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
19
Forms for 2015 Request for Expressions of Interest for CIF Funding for Priority Projects (03/03/15)
Section 6 – Project Management and Implementation
In this section, provide as much information as you can about project management, timing and
monitoring.
1. Please identify staff and consultants who will be responsible for this project.
Project Manager
Name
Title
Affiliation
Role in Project
Related
Experience
2. Additional project team members - Please identify key staff/consultants, their roles and related
experience (optional).
3. Project Timing: - Upon project approval, how soon can this project be ready to start? Please
select your choice below:
Budget approved by council & project underway. $
Budget approved by council; project not yet started. $
Date Started:
Date Approved:
Awaiting budget and/or council approval
Other – please describe:
4. How many months will it take to complete the proposed project from start to finish?
Additional Comments:
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
20
Forms for 2015 Request for Expressions of Interest for CIF Funding for Priority Projects (03/03/15)
RESOURCES:






MIPC Provincial Optimization Study

CIF Funding Process web page
Project Monitoring/Reporting Guidebook
Sample Payback Calculation Spreadsheet
Email this completed form in MS Word format
along with any supporting documentation to:
Gary Everett
Project Manager
Continuous Improvement Fund
Off 519-533-1939
Cell 519-500-5555
Fax 519-533-1939
Gary@Egroup1.com
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
21
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Fillable forms are available for download here
5.3 Projects Achieving Cost Savings
FORM 3: Projects Achieving Cost Savings
Work through the Form to fill in as many details as you can. Contact a CIF staff member as
needed to complete remaining portions.
Section 1 – Form 3 Details
1. Project Title: Insert the short title of your proposed project:
2. Project Description: What are the key features of the project?
Section 2 – Blue Box Program Costs & Cost-Effectiveness
When this project is fully implemented (completely operational), how will it affect your blue box
program costs and costs per tonne?
1. How will this project save your municipality money on an annual basis or over the planned
payback period? Please attach a copy of the draft budget showing both capital and operating
impacts over the project period. A sample payback calculation spreadsheet is available here:
Sample Payback Calculation Spreadsheet.
2. How will you monitor, measure and report the project effects on your program's cost
effectiveness? Monitoring, measurement and reporting of the project results is a
mandatory requirement. Please provide sufficient details including costing or provision for
consulting/staff time for this requirement. A Guidance Document for Monitoring & Reporting of
CIF Funded Projects is available here: Project Monitoring/Reporting Guidebook.
Additional comments:
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
22
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Section 3 – Blue Box Diversion
Describe what effect this project will have on your overall blue box diversion (i.e. tonnes of blue box
materials sent to market) and any potential implications that this project will have on overall blue
box diversion for your program and neighbouring programs (if applicable).
Section 4 – Program Improvements and Regionalization Benefits
What other effects will this project have on your program or on other communities? Use this
section to describe whether you plan to work with other communities to develop and deliver the
project, how the costs/savings might compare with other similar projects.
1. Will the proposed project (please select all that apply):
Help your program adapt to changes in the material mix (i.e. permit collection
of more lightweight containers, manage seasonal variations, prepare for future
materials)? Describe:
Process new materials. Describe:
Be transferable to other communities. Describe:
None of the above
2. What other effects will this project have?
3. Will you work with other municipalities/partners to develop and deliver this project?
Yes. What municipalities will you work with and how will they benefit?
No. Please explain why not:
4. How do you plan to share costs or savings with partner municipalities?
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
23
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
5. At what stage are you in planning your work with other municipalities? Please select your
choice below:
Preliminary discussions
Awaiting council approval
Draft agreement
Agreement in place. Date:
Other – please describe:
Section 5 – Project Costs and Payback Period
How much will it cost to implement the project and how long is the expected payback period?
(Attach budget detail spreadsheets). A sample payback calculation spreadsheet is available here:
Sample Payback Calculation Spreadsheet
1. What is the total cost of completing the proposed project? $
2. What is the total funding requested from CIF? $
3. What is the project payback period for CIF support?
Additional comments:
Section 6 – Project Management and Implementation
In this section, provide as much information as you can about project management, timing and
monitoring.
1. Please identify staff and consultants who will be responsible for this project.
Project Manager
Name
Title
Affiliation
Role in Project
Related Experience
2. Additional project team members - Please identify key staff/consultants, their roles and related
experience (optional).
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
24
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
3. Project Timing: - Upon project approval, how soon can this project be ready to start? Please
select your choice below:
Budget approved by council & project underway $
Budget approved by council; project not yet started. $
Date started:
Date approved:
Awaiting budget and/or council approval
Other – please describe:
4. How many months will it take to complete the proposed project from start to finish?
Additional Comments:
RESOURCES:






MIPC Provincial Optimization Study

CIF Funding Process web page
Project Monitoring/Reporting Guidebook
Sample Payback Calculation Spreadsheet
Email this completed form in MS Word format
along with any supporting documentation to:
Gary Everett
Project Manager
Continuous Improvement Fund
Off 519-533-1939
Cell 519-500-5555
Fax 519-533-1939
Gary@Egroup1.com
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
25
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Fillable forms are available for download here
5.4 Blue Box Harmonization Project
FORM 4: Blue Box Harmonization Projects
Section 1 – Form 4 Details
1. Project Title: Insert the short title of your proposed project:
2. Project Description: What are the key features of the project?
3. Will the proposed project (please select all that apply):
Improve the consistency of BB materials?
Standardize collection/processing methodologies?
Standardize contracts?
Create consistent P&E materials?
Other – please describe:
4. Will you work with other municipalities/partners to develop and deliver this project?
Yes. What municipalities will you work with and how will they benefit?
No. Please explain why not:
5. At what stage are you in planning your work with other municipalities? Please select your
choice below to respond.
Preliminary discussions
Awaiting council approval
Draft agreement
Agreement in place. Date:
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
26
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Other – please explain:
6. Do you have budget approval for undertaking a planning project?
Yes. If yes, how much? $
Date Approved:
How much funding is being requested from CIF? $
Section 2 – Project Management and Implementation
In this section, provide as much information as you can about project management, timing and
monitoring.
1. Please identify staff and consultants who will be responsible for this project.
Project Manager
Name
Title
Affiliation
Role in Project
Related Experience
2. Additional project team members - Please identify key staff/consultants, their roles and related
experience (optional).
3. Project Timing: - Upon project approval, how soon can this project be ready to start? Please
select your choice below:
Budget approved by council & project underway $
Budget approved by council; project not yet started. $
Date started:
Date approved:
Awaiting budget and/or council approval
Other – please describe:
4. How many months will it take to complete the proposed project from start to finish?
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
27
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Additional comments:
RESOURCES:






MIPC Provincial Optimization Study

CIF Funding Process web page
Project Monitoring/Reporting Guidebook
Sample Payback Calculation Spreadsheet
Email this completed form in MS Word format
along with any supporting documentation to:
Gary Everett
Project Manager
Continuous Improvement Fund
Off 519-533-1939
Cell 519-500-5555
Fax 519-533-1939
Gary@Egroup1.com
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
28
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Fillable forms are available for download here
5.5 Addressing Problematic Materials
FORM 5: Addressing Problematic Materials
Section 1 – Form 5 Details
1. Project Title: Insert the short title of your proposed project:
2. Project Description: What are the key features of the project?
3. Will the proposed project (please select all that apply):
Improve the consistency of BB materials?
Standardize collection/processing methodologies?
Standardize contracts?
Create consistent P&E materials?
Other – please describe:
4. Will you work with other municipalities/partners to develop and deliver this project?
Yes. What municipalities will you work with and how will they benefit?
No. Please explain why not:
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
29
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
5. At what stage are you in planning your work with other municipalities? Please select your
choice below to respond.
Preliminary discussions
Awaiting council approval
Draft agreement
Agreement in place. Date:
Other – please describe:
6. How much funding is being requested from CIF? $
7. Upon project approval, how soon can this project be ready to start? Please select your choice
below:
Budget approved by council & project underway. $
Budget approved by council; project not yet started. $
Date started:
Date approved:
Awaiting budget and/or council approval
Other – please describe:
8. How many months will it take to complete the proposed project from start to finish?
Additional Comments:
Section 2 – Project Management and Implementation
In this section, provide as much information as you can about project management, timing and
monitoring.
1. Please identify staff and consultants who will be responsible for this project.
Project Manager
Name
Title
Affiliation
Role in Project
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
30
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Related Experience
Additional comments:
2. Additional project team members - Please identify key staff/consultants, their roles and related
experience (optional).
RESOURCES:






MIPC Provincial Optimization Study

CIF Funding Process web page
Project Monitoring/Reporting Guidebook
Sample Payback Calculation Spreadsheet
Email this completed form in MS Word format
along with any supporting documentation to:
Gary Everett
Project Manager
Continuous Improvement Fund
Off 519-533-1939
Cell 519-500-5555
Fax 519-533-1939
Gary@Egroup1.com
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
31
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Fillable forms are available for download here
5.6 Centre of Excellence Projects
Form 6: Centre of Excellence Projects
The Centre of Excellence is being developed by MIPC and CIF to enhance the knowledge and
experience gained since 2011 and to provide value to municipalities and stewards. The Centre will
focus on the provision of tools and services, rather than direct funding to municipalities, to assist
municipalities with implementation of best practices. Preference will be given to projects that
benefit multiple municipalities and fall within the categories listed below. A single municipality may
qualify for audits or to pilot a project that has multi-municipal benefits.
To apply for funding under the Centre of Excellence Initiative, please complete the form
below:
Work through the Form to fill in as many details as you can. Contact a CIF staff member as
needed to complete remaining portions.
Section 1 – Form 6 Details
1. Project Title: Insert the short title of your proposed project:
2. Project Description: What are the key features of the project? Describe how the project will
benefit multiple municipalities or the entire Provincial system. Explain any savings (if
applicable). Note: You may describe an idea that you want the CIF to investigate if you are
unable to participate in a project directly.
3.
Will the proposed project: (check all that apply):
Develop a Better Practice Tool Kit?
Require WDO Datacall Support
Assist with Marketing Materials & Blue Box Harmonization
Provide Support for RFP & Tender Development, Standardize Contracts, Assist with
Procurement, Reduce Contract Administration
Provide Training Initiatives
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2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Require or Provide Outreach
Provide Auditing/Monitoring & Measurement Activities?*
Other – please describe:
4.
Will you work with other municipalities/partners to develop and deliver this project?
Yes. What municipalities will you work with and how will they benefit?
No. Please explain why not:
5.
At what stage are you in planning your work with other municipalities? Please select your
choice below to respond.
Preliminary discussions
Awaiting council approval
Draft agreement
Agreement in place. Date:
Other – please describe:
6. Do you have budget approval for undertaking a planning project?
Yes. If yes, how much? $
How much funding is being requested from CIF? (up to 100% may be fundable) $
Additional comments:
Audit Projects:
Recognizing that municipalities vary in their ability to fund projects like audits after their annual budgets are
set, funding levels have been adjusted to provide greater assistance to smaller municipalities as follows:
*




Large urban, rural and urban regional – 60% funded by CIF
Rural regional and Medium urban – 70% funded by CIF
Small urban and rural south – 80% funded by CIF
Northern rural– 90% funded by CIF
The CIF reserves the right to adjust funding levels based on the unique nature of the proposed audits,
available funds and amounts of funding received from other sources. Preference will be given to audits
intended to support significant program enhancements or cost cutting initiatives.
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33
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
Section 2 – Project Costs and Payback Period
How much will it cost to implement the project and how long is its expected payback period?
(Attach budget detail spreadsheets). A sample payback calculation spreadsheet is available here:
Sample Payback Calculation Spreadsheet
1. What is the total cost of completing the proposed project? $
2. What is the total funding requested from CIF? $
*
*
3. What is the project payback period for CIF support?
*
4. How many months will it take to complete the proposed project from start to finish?
*
*May be left blank if proposing an idea for CIF to investigate.
Additional comments:
Section 3 – Project Management and Implementation
In this section, provide as much information as you can about project management, timing and
monitoring.
1. Please identify staff and consultants who will be responsible for this project.
Project Manager
Name
Title
Affiliation
Role in Project
Related Experience
Additional comments:
2. Additional project team members - Please identify key staff/consultants, their roles and related
experience (optional).
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
34
2015 Request for Expressions of Interest for CIF Funding for Priority Projects
RESOURCES:






MIPC Provincial Optimization Study

CIF Funding Process web page
Project Monitoring/Reporting Guidebook
Sample Payback Calculation Spreadsheet
Email this completed form in MS Word format
along with any supporting documentation to:
Gary Everett
Project Manager
Continuous Improvement Fund
Off 519-533-1939
Cell 519-500-5555
Fax 519-533-1939
Gary@Egroup1.com
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
35
6.0 Appendices
Appendix 1: Sample Application
Appendix 2: Frequently Asked Questions (FAQs)
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
36
Appendix 1: Sample Application
This sample can be used as a guide for filling out your application. This application is for
funding of construction costs for a small recycling transfer station.
5.1 Applicant General Information
FORM 1: Applicant General Information (Mandatory)
Please provide accurate and complete information in Form 1 so that we can contact the person
responsible for managing your project. This contact should know all the project details and
costing information.
Municipality or Program Name:
Sparkle City
Project Contact (name and title):
Mr. Glen Green
Mailing Address:
123 Main St., Sparkle City, ON N2N 2T2
Email Address:
g.green@sparkle.ca
Phone Number:
519.519.5192
Fax Number:
519.519.5193
URL (if applicable):
www.sparklecity.ca
Note: Do not submit the same project under multiple funding categories. If you wish your
project to be considered under more than one funding category please check this box:
Work through the Form(s) to fill in as many details as you can. Contact a CIF staff
member as needed to complete remaining portions. Be sure to review your submission
for accuracy and complete every field not marked as "Optional" Please check which (if any)
supporting documentation is attached to this submission that will help describe or support
your project.
Please note that projects are expected to be commenced and completed within the
timelines stated in your application form(s). CIF reserves the right to terminate
projects and cease funding for projects not commenced or completed on time.
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
37
Supporting documentation attached:
Collection records
Staff reports (to Council, etc.)
Processing records
Council resolutions
Contracts or agreements
Other – please specify: Project Budget
Waste Management planning documents
Date: March
(Month)
20
2015
(Day)
(Year)
Note: Applications must be submitted before May 08, 2015 at 4:00 p.m.
I/We have the authority to bind the Corporation:
(Project Contact)
(Signature of Authorized Signing Officer)
(Position of Authorized Signing Officer)
Glen Green, Waste Management Supervisor
Ben Blue *
Waste Management Director
* A typed signature is acceptable for submitting an application. Written signatures will be obtained
if/when the application proceeds to the approval stage.
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
38
5.3 Projects Achieving Cost Savings
FORM 3: Projects Achieving Cost Savings
Work through the Form to fill in as many details as you can. Contact a CIF staff member as
needed to complete remaining portions.
Section 1 – Form 3 Details
1.
Project Title: Insert the short title of your proposed project:
Title: Sparkle City Recycling Transfer Station.
2.
Project Description: What are the key features of the project?
Describe your project, background, goals and how you will accomplish them:
Title: Sparkle City Recycling Transfer Station.
Sparkle City is located in north-eastern Ontario, with a population of 5,555 and 2,222
households. Due to a change to automated curbside collection in 2013, resulting in 30%
increased collection, the City requires a transfer station to bulk and ship recyclables
collected for processing.
The location for the transfer station will be an existing public works yard. The site was
not previously used as a transfer station. This will be new construction of a 40’ x 80’
roofed facility. The public works yard is approximately 10 acres in size and the transfer
station covers an area of 1 acre inside it.
The transfer station will accept source separated recyclables from the curbside
collection fleet and compact and load them for shipment to the MRF.
The City will tender for design and build of the facility. Three preliminary prices have
been obtained for the Design/Build of the Recycling Transfer Station:
Bid #1: $111,000 - Red Construction Company
Bid #2: $222,000 - Orange Inc.
Bid #3: $333,000 - Purple Builders
Attach supporting documentation as required to explain the business case for your project.
See attached budget for additional site costs.
The use of a transfer station with a compactor unit is expected to result in the reduction
of 1 curbside collection vehicle and 1 FTE driver from the current recycling program.
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
39
Additionally, the remaining collection vehicles will no longer be required to direct haul
to the nearest MRF resulting in a savings of surcharge fuel and overtime costs currently
charged by the collection contractor. These savings will be partially offset by loading,
utility and haul costs of compactor bins to the MRF. The city already has a loader and
operator on site with spare capacity for use in the new transfer station. (See attached
payback budget.)
Section 2 – Blue Box Program Costs & Cost-Effectiveness
When this project is fully implemented (completely operational), how will it affect your blue box
program costs and costs per tonne?
3. How will this project save your municipality money on an annual basis or over the planned
payback period? Please attach a copy of the draft budget showing both capital and operating
impacts over the project period. A sample payback calculation spreadsheet is available here:
Sample Payback Calculation Spreadsheet.
Sparkle City has negotiated with the collection contractor for reduced payments after
the project is built. The contractor has agreed to a $75,000/yr. cost reduction for the
remainder of the collection contract. (See attached spreadsheet.)
After the project is built, the recycling program will become more efficient; reduce
direct haul costs, save fuel and resultant air emissions and overtime.
4. How will you monitor, measure and report the project effects on your program's cost
effectiveness? Monitoring, measurement and reporting of the project results is a
mandatory requirement. Please provide sufficient details including costing or provision for
consulting/staff time for this requirement. A Guidance Document for Monitoring & Reporting of
CIF Funded Projects is available here: Project Monitoring/Reporting Guidebook.
Monitoring, measurement and reporting are required. Please budget for and describe how you
will complete these tasks.
An additional 1 hr./wk. ($1,820.00/yr.) will be allocated to administrative costs for staff
to track the new transfer station operating costs in detail. Separate utility meters
measure the dedicated utility costs. Labour and loader costs are allocated on an hourly
basis. All costs will be recorded monthly.
$5000.00 consulting costs are allocated to the capital portion of the project for creation
of the final report to CIF. Sparkle City staff will present final results of the project at the
next ORW if requested by CIF.
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
40
Sparkle City purchasing staff will monitor all payments to contractors for the
design/build portion of the project. Full project costing details will appear in the final
report to CIF.
Additional comments:
Section 3 – Blue Box Diversion
Describe what effect this project will have on your overall blue box diversion (i.e. tonnes of blue box
materials sent to market) and any potential implications that this project will have on overall blue
box diversion for your program and neighbouring programs (if applicable).
This project will not have any effect on the overall blue box diversion of Sparkle City. No
additional tonnes of material will be sent to market.
Neighbouring programs (Upper North City and the County of East River) will be invited to
bring their materials to the transfer station for compaction and shipment which may result
in lower costs for all municipalities. North City may consider adopting a curbside collection
program in place of their current depot program which could result in greater diversion.
Section 4 – Program Improvements and Regionalization Benefits
What other effects will this project have on your program or on other communities? Use this
section to describe whether you plan to work with other communities to develop and deliver the
project, how the costs/savings might compare with other similar projects.
1. Will the proposed project (please select all that apply):
Help your program adapt to changes in the material mix (i.e. permit collection
of more lightweight containers, manage seasonal variations, prepare for future
materials)? Describe: Seasonal surges of material will be stored inside the
facility which will reduce overtime direct hauls and improve material
quality by avoiding excess snow contamination in winter and rain soaking
in summer.
Process new materials. Describe:
Be transferable to other communities. Describe: Other municipalities near
Sparkle City may use the transfer station. The final project reports and
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
41
budgets may assist other municipalities planning similar facilities. City staff
will be available to other municipalities to answer questions about the
project.
None of the above
2. What other effects will this project have?
3. Will you work with other municipalities/partners to develop and deliver this project?
Yes. What municipalities will you work with and how will they benefit?
Please be specific and name who you will work with. CIF may be able to help with the
arrangements, negotiations and any contracts required between the parties.
Upper North City and the County of East River will be invited to deliver recyclables for
compaction and shipment which may result in lower costs for all municipalities. North
City may consider adopting a curbside collection program in place of their current
depot program which could result in greater diversion at less cost per tonne.
The new transfer station is closer than the MRF for the neighbouring municipalities and
if used may reduce their direct haul costs.
No. Please explain why not:
4. How do you plan to share costs or savings with partner municipalities?
Sparkle City will charge other municipalities a reasonable fee for using the transfer
station and shipping to the MRF which will reduce our costs further. This fee will be
less than the other municipal direct haul costs resulting in overall savings for all the
municipalities who use the facility. The exact amount of the proposed user fee has not
been negotiated as of the date of this application.
5. At what stage are you in planning your work with other municipalities? Please select your
choice below:
Preliminary discussions
Awaiting council approval
Draft agreement
Agreement in place. Date:
Other – please describe:
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42
Let us know if there is anything we can help with or some extra information you think we
should know about the project.
Additional comments:
If the project is approved, Sparkle City will request CIF assist in negotiating
agreements with neighbouring municipalities for use of the facility.
Section 5 – Project Costs and Payback Period
How much will it cost to implement the project and how long is the expected payback period?
(Attach budget detail spreadsheets). A sample payback calculation spreadsheet is available here:
Sample Payback Calculation Spreadsheet
This is the place to use the totals you generated from the CIF sample payback spreadsheet or
your own project budget calculations. Refer to the spreadsheet sample below to see how these
numbers were generated. More accurate budget numbers help us evaluate your application more
quickly and reduce follow up questions.
1. What is the total cost of completing the proposed project? $279,115.55
2. What is the total funding requested from CIF? $139,000.00
3. What is the project payback period for CIF support? 7.1 years Note: Payback must not exceed
8 yrs.
Additional comments:
Section 6 – Project Management and Implementation
In this section, provide as much information as you can about project management, timing and
monitoring.
This section helps us evaluate the readiness and probability of success for your project.
1. Please identify staff and consultants who will be responsible for this project.
Project Manager
Name
Mr. Glen Green
Title
Waste Management Supervisor
Affiliation
Sparkle City Staff
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43
Role in Project
Project Lead
Related Experience
20 years municipal waste management staff.
9 yrs. project, procurement and capital budget management.
Engineering degree and millwright training.
2. Additional project team members - Please identify key staff/consultants, their roles and related
experience (optional).
Bob Brown, CET, Coordinator, Sparkle City. 17 yrs. experience on waste management
projects.
Blue Consulting, Engineering and Environmental specialists, 35 yrs. experience in
design/ build projects.
3. Project Timing: - Upon project approval, how soon can this project be ready to start? Please
select your choice below:
Budget approved by council & project underway $
Date started:
Budget approved by council; project not yet started. $150,000 Date approved: 2/14/14
Awaiting budget and/or council approval
Other – please describe:
4. How many months will it take to complete the proposed project from start to finish?
Provide sufficient detail to cover all elements of the project.
Timeline:
2 mo. - RFP
1 mo. - Site preparation
5 mo. - Construction
3 mo. - Monitoring/Measuring and Reporting.
11 mo. = TOTAL
Additional Comments:
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44
RESOURCES:






MIPC Provincial Optimization Study

CIF Funding Process web page
Project Monitoring/Reporting Guidebook
Sample Payback Calculation Spreadsheet
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45
Additional Budget Details Attached
Provide your project budget details. If possible, attach the CIF sample payback spreadsheet
with your data inserted: Sample Payback Calculation Spreadsheet
Payback Analysis
General Information
Interest on Capital Payments
Project Type
Amortization
5%
DepotTS - Minor Expansions
5.0 years
alternate:
Current Practices
Annual Operating Costs
Maintenance
Electricity
Fuel
Labour (1 staff - burdened costs)
License Fees
Insurance
Contractor Charges (e.g. bin lifts)
Direct Haul Surcharges Fuel & overtime
Customs and Handling Charges
Unit Cost
Units per Year
11.4 ¢/kWh
$1.32/L
$18,190.69
$750.00
$8,500.00
Use a minimum of 1.6
× hourly salary for
burdened cost/hr
Total Cost
12
8,320 kWh
4000
1
1
1
0
52
0
$948.48
$5,288.00
$18,190.69
$750.00
$8,500.00
$52,000.00
-
Storage Costs
0
-
etc.
Rental or Lease Payments
-
0
0
-
Amortization Payments
-
0
-
Annual Revenue Applicable to Operation
-
1
$1,000.00
TOTAL Annual Cost for Current Practices
hourly:
$34.86/hr
522 hr/yr
$85,677.17
The New Plan
Part 1: Capital Purchases
Unit Cost
design build
compactor
site work, roads, landscaping, signage, lighting
Engineering, drawings, Final Reporting
Contingency 10%
TOTAL Capital Items
$111,000.00
$100,000.00
$37,000.00
$8,000.00
25000
Part 2: New Annual Operating Costs
Unit Cost
Maintenance
Electricity
Fuel for loader
Labour (1 staff - burdened costs)
License Fees
Insurance
Contractor Charges (e.g. bin lifts)
Processing Surcharges
Customs and Handling Charges
Storage Costs
Monitoring and Measurement
Rental or Amortization Payments
Amortization Payments
Annual Contractor Savings Applicable to Operation
TOTAL Annual Cost for Current Practices
$8,373.47
11.4 ¢/kWh
$1.32/L
$18,190.69
$420.00
$13,955.78
$500.00
Units
Purchased
1
1
1
1
1
Units per Year
Unit Lifetime
20.0 years
20.0 years
$5,000.00
0
Total Cost
$109,115.55
$100,000.00
$37,000.00
$8,000.00
$25,000.00
$279,115.55
% of
Investment
$8,373.47
3%
$2,371.20
$5,288.00
$18,190.69
hourly:
$34.86/hr
$420.00
$13,955.78
5%
$26,000.00
$1,820.00 1 additional hr./week
$64,468.66
($75,000.00)
$65,887.79
Use a minimum of 1.6 ×
hourly salary for burdened
cost/hr
Total Cost
$64,468.66
$75,000.00
1
20,800 kWh
4000
1
1
1
52
0
0
0
52
0
1
1
Year 1
$19,789
$259,326.18
Year 2
$19,789
$239,536.80
Year 3
$19,789
$219,747.42
funding:
7.1 years
$139,000
$35.00
Unit Salvage
Value
522 hr/yr
Savings and Payback
Annual Savings
Year End Balance
Payback on Total Project Costs (net of CIF Funding)
Pay Back Period (CIF Funding)
Payback on Total Project Costs (excl. of CIF Funding)
14.1 years
7.0 years
7.1 years
Year 4
$19,789
$199,958.04
Year 5
$19,789
$180,168.67
Year 6
$84,258
$95,910.63
Year 7
$84,258
$11,652.59
This may be different from cell C58
for short amortization periods.
Use the lower number.
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Appendix 2: Frequently Asked Questions
The following is a list of frequently asked questions that may be of assistance during preparation of
project applications. If you feel anything in the REOI or forms is unclear, you may not be alone so
please send us an email to Gary@egroup1.com and we will attempt to continuously improve this
page.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
How do I write the strongest application possible? ....................................................................................... 47
Do I have to include detailed timelines for the project? ............................................................................... 48
My project has already started; can I submit an application for it? ........................................................ 48
Do I have to have council approval for my project prior to submitting an application? ................ 48
How do I demonstrate cost savings and payback estimates? .................................................................... 48
Should I use spreadsheets to prepare my project budget, cost savings and payback? ................... 49
Do I have to include all expected results? .......................................................................................................... 49
What do you mean by “monitoring, measurement and final reporting”? ............................................. 50
How do I submit my “study” application? .......................................................................................................... 50
How do I quantify results of a P&E or similar project? ................................................................................ 51
How do I apply for blue box/bag, cart or composter funding?................................................................. 51
What will happen after I have submitted my application?......................................................................... 51
When can I start spending my grant money?................................................................................................... 52
What applications will be rejected? ..................................................................................................................... 52
Do I have to duplicate the same application under different funding categories? ........................... 53
What resources are available for guidance....................................................................................................... 53
Can a non-municipality apply for funding? ....................................................................................................... 53
When must my project be completed? ............................................................................................................... 54
1. How do I write the strongest application possible?
Ensure you are applying under the correct CIF Project Priority. There are five categories of projects
in 2015:
1.
2.
3.
4.
5.
System Rationalization
Projects Achieving Cost Savings
Blue Box Harmonization
Addressing Problematic Materials
Centre of Excellence
Your project must fit into one of these categories. Do not submit duplicate applications under
more than one category; just check the appropriate box on Form 1 or add a note in the forms under
the “Additional Information” section requesting that the project be considered under more than one
category.
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After reading REOI Section 3.0, Background on Priority Projects and Grants, if you still have
questions about what category your project should be submitted under, please contact CIF for
guidance.
In 2014, the criteria for evaluation of all CIF projects was substantially amended and updated.
Download a copy of the most current CIF Project Evaluation Criteria if you wish to examine details
of how your project application will be evaluated. Within your application submission identify
which of the criterion your idea satisfies and explain how.
Note: Your project idea must target eligible tonnage (i.e. residential recyclables collected curbside,
at a depot or through a multi-residential program). Industrial, Commercial and Institutional (IC&I)
programs are not eligible, nor are other diversion programs such as organics, electronics or tires.
(See question 14, non-eligible projects, below.)
2. Do I have to include detailed timelines for the project?
Yes, even if those timelines are best estimates. Preference is given to projects that are the most
ready to proceed, (i.e. have council and budget approval, but have not yet started). Include dates of
approvals and amounts if available.
3. My project has already started; can I submit an application for it?
CIF does not fund projects that were underway prior to the REOI submission deadline. Preference is
given to projects that allow for CIF input. CIF seeks the opportunity to be involved in the refinement
of project plans so that proponents and other municipalities have the opportunity to benefit from
the collective experience of the CIF organization.
4. Do I have to have council approval for my project prior to submitting an application?
No, council approval is not required at the time of submission. However, council and budget
approval does indicate a higher level of project readiness and will earn a higher evaluation score for
your application. This is especially true for capital intensive projects.
5. How do I demonstrate cost savings and payback estimates?
CIF must evaluate each and every application so we need your best estimate of what the project will
cost to compare it against all the other requests for funding. A sample of a project budget is on the
CIF web site here: Sample Final Report Project Budget (see page 9).
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A sample payback calculation spreadsheet is available here: Sample Payback Calculation
Spreadsheet.
Items to include on your application:
Budget & Cost Savings
i.
Consider the change you are proposing; is it a new procedure or a new piece of equipment?
Will it reduce labour costs, energy requirements, maintenance expenses, or downtime?
ii.
Outline your current practice and the cost to carry out that practice.
iii.
Detail all of the estimated costs associated with improving upon the current practice.
Ensure your cost estimates reflect current pricing, are accurate, and have fully anticipated
all related expenses required to implement your idea. Try to get real price estimates for
equipment, goods and services you include in your budget (you can even include the
supplier name and estimate on the spreadsheet). Don’t forget to include items like
engineering, consulting, P&E, monitoring, measurement and reporting. Show us your
calculations for the cost of each task your project requires to reach a successful conclusion.
(A Guidance Document for Monitoring & Reporting of CIF Funded Projects is available here:
Project Monitoring/Reporting Guidebook.)
iv.
Detail the costs savings that will be realized as a result of implementing your idea. Note:
only costs savings achieved in the Blue Box program operation are eligible. Avoided landfill
costs, for example, are not included.
v.
Calculate the number of years to achieve a payback on the investment.
Payback Period Calculation
Projects, excluding studies and proof of concepts, (e.g. a test for a Province-wide innovation) must
demonstrate a payback of 8 years or less. For municipalities, the payback time is calculated on the
total project costs. For private company applicants, payback amounts are the CIF grant portion of
the project (normally 50% of total project cost).
6. Should I use spreadsheets to prepare my project budget, cost savings and payback?
It is our preference to have all budget, costs savings and payback analysis submitted in spreadsheet
format, but the most important thing is to demonstrate that you’ve thought through the capital and
operating implications of your project and have a supportable business case. A sample payback
calculation spreadsheet is available here: Sample Payback Calculation Spreadsheet.
7. Do I have to include all expected results?
You should, since it supports your proposal, but it is not mandatory. CIF must evaluate each and
every application so we need your best estimate of what the project will achieve to compare it
against all the other requests for funding. In addition to the cost savings, results may include:
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improved access to service, or ease of participation, less residue collected, processing
improvements, reduced carbon emissions, labour savings, etc.
8. What do you mean by “monitoring, measurement and final reporting”?
A Guidance Document for Monitoring & Reporting of CIF Funded Projects is available here: Project
Monitoring/Reporting Guidebook
In your project application, you will have outlined the current baseline position and the tasks that
will be done to achieve the stated goal. Stated goals may include, for example, reducing labour costs
by a specified amount by installing a new machine, or reducing hauling costs by increasing the
payload of each haul and reducing the number of hauls per year by a specified amount.
Your monitoring and measuring strategy will detail how you will track your results throughout the
project. It will specify what details you will track (e.g. number of labour hours or number of hauls).
It will also indicate where the data will be obtained from, how often it will be monitored and how it
will be recorded. Ultimately, your monitoring and measuring plan will substantiate whether or not
your project has been successful in achieving its goals.
The monitoring and measuring plan must be submitted and approved by CIF before the launch of
your project.
CIF holds back 25% of funding until the final project report has been filed. The final report will
detail the extent to which the project achieved its goal (i.e. exact cost savings, exact number of
labour hours reduced, exact number of hauls reduced). The report will also include:



a detailed summary of the process undertaken to achieve the goal,
a commentary on the effectiveness of the process,
a listing of obstacles encountered, their solution and the cost to implement the solution.
Project results, both positive and negative, are vitally important so other municipalities can use
them to continuously improve. A sample of a basic final report is on the CIF web site here: Sample Final Project Report.
9. How do I submit my “study” application?
Any projects requiring a study must fit the criteria described in the Centre of Excellence section of
the REOI. The only exception to this is if you wish to study if rationalization of your local system is
possible under section 3.2.
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10. How do I quantify results of a P&E or similar project?
P&E costs may be part of an overall project budget for a System Rationalization, Cost Savings or
Blue Box Harmonization project. Let us know what is happening before and after. Tell us how much
your current P&E is costing and how many residents it reaches. Explain how you will pay for and
perform monitoring and measurement (e.g. surveys to check and record if residents received and
understood the P&E) and how you will report the before and after effects on your program.
Describe if/how the costs, tonnage or residue levels changed.
11. How do I apply for blue box/bag, cart or composter funding?
CIF does not directly subsidize routine blue box, bag or cart purchases, however, costs for blue box,
carts and in-unit bags for multi-residential programs may be submitted as part of an overall budget
for a system rationalization, cost savings or blue box harmonization project or a program relaunch.
CIF has negotiated a multi-municipal bulk price for the purchase of blue boxes, bags, totes, carts and
composters. Bulk pricing will be available until the spring of 2015. To participate, use the CIF joint
purchase program available here: Ordering Containers.
12. What will happen after I have submitted my application?
Refer to the CIF web page “Funding Process: Application Through to Approval” at CIF Funding
Process.
Your application submission will be acknowledged by CIF. Next it will be assigned to a specific
project manager for review. Your CIF Project Manager will check to ensure your application is
complete and that all the expenses you have identified are eligible for funding. They will also look
for opportunities for you to strengthen your submission and may follow up with you via email or
telephone.
Your application will be evaluated using the CIF application evaluation criteria. The updated
evaluation criteria worksheet is downloadable here: CIF Project Evaluation Criteria.
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13. When can I start spending my grant money?
Expenditures made prior to the closing date of the REOI are not eligible for funding. If any project
spending occurred before the application was submitted, CIF will not consider the application.
If any proven project related spending occurs after an application has been submitted but before
approval, CIF will consider the application but will not guarantee the application or related
expenditures will be approved.
14. What applications will be rejected?
CIF gets many applications for the types of ineligible projects listed below. Please do not submit
applications for funding that pertain to:
1.
2.
3.
4.
Routine program growth (A new street is added to existing collection)
Routine maintenance items (Our collection trucks need painting etc.)
Routine staffing requirements (We need a summer student)
Routine box/bag or cart replacement (Use the CIF joint purchase program: Ordering
Containers)
5. Curbside waste or MRF residue audits (Unless part of a larger project - Note: audits may be
funded under the Centre of Excellence use Form 6, restrictions apply†)
6. Non Blue Box related projects (Help us to draft our organics collection RFP)
7. Projects with a payback period exceeding 8 years
If you are unsure, please contact CIF before preparing your application.
Audit Projects:
Recognizing that municipalities vary in their ability to fund projects like audits after their annual budgets are
set, funding levels have been adjusted to provide greater assistance to smaller municipalities as follows:
†




Large urban, rural and urban regional – 60% funded by CIF
Rural regional and Medium urban – 70% funded by CIF
Small urban and rural south – 80% funded by CIF
Northern rural– 90% funded by CIF
The CIF reserves the right to adjust funding levels based on the unique nature of the proposed audits,
available funds and amounts of funding received from other sources. Preference will be given to audits
intended to support significant program enhancements or cost cutting initiatives.
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52
15. Do I have to duplicate the same application under different funding categories?
No. There are five categories of projects eligible for funding in 2015:
1.
2.
3.
4.
5.
System Rationalization
Projects Achieving Cost Savings
Blue Box Harmonization
Addressing Problematic Materials
Centre of Excellence
Your project must fit into one of these categories. Do not submit duplicate applications under
more than one category; just check the appropriate box on Form 1 and/or add a note in any of the
forms under the “Additional Information” section requesting that the project be considered under
more than one category.
16. What resources are available for guidance

CIF Funding Process web page

Fillable Forms are available for download here

Sample Payback Calculation Spreadsheet

Project Monitoring/Reporting Guidebook

MIPC Provincial Optimization Study

CIF Staff

Appendix 2: Frequently Asked Questions 
17. Can a non-municipality apply for funding?
Yes. Other proponents are welcome to apply for funding. Applications received will be evaluated
using the same criteria as municipal proposals with particular consideration given to whether there
is municipal or other stakeholder support for the proposal where appropriate. This latter
consideration is particularly important where the success of the project is contingent upon the
involvement of municipalities. It is not the role of the CIF to ‘sell’ a proponent’s idea to program
operators.
Contact CIF early for help to develop, draft and submit applications.
Continuous Improvement Fund 2015 REOI: Closing Date: May 08, 2015 at 4:00 p.m.
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18. When must my project be completed?
The CIF’s current mandate ends in 2016. Therefore, the CIF is encouraging proponents to submit
projects that can be planned, approved, budgeted, confirmed by municipal council and ready to
start by December 31, 2015. Actual work on the project should be targeted to finish within 2016.
Final analysis and reporting of the project must be complete within a year of the last work on the
project. Where this timeline cannot be met, proponents are encouraged to contact CIF staff to
discuss the project’s anticipated timeline and its funding implications.
End of document
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