Funding: Enabling Accessibility in Workplaces

The Workplace Accessibility Stream of the Enabling Accessibility Fund provides funding to eligible recipients for projects that improve accessibility in workplaces across Canada. Projects may include:

  • renovating, retrofitting or constructing workplaces in which job opportunities for people with disabilities could be created or maintained;
  • retrofitting motor vehicles for work use ; and
  • providing information and communications technologies for work use.

To be considered eligible for funding, projects must be directly related to maintaining or creating job opportunities for people with disabilities. All projects must also respond to funding priorities identified during calls for proposals, including support from their community.

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The Government of Canada is currently accepting proposals from organizations interested in receiving financial assistance from the EAF

Eligible Projects

For the purpose of this Call for Proposals (CFP), funding will be provided to successful applicants to facilitate and support employment opportunities for people with disabilities through renovation, construction and/or retrofit projects that will improve accessibility in the workplace.

This CFP is open to small businesses only. Note that not-for-profit organizations, including social enterprises, are not eligible to apply under this CFP.

Small businesses can only submit one application under this CFP. Therefore, if an organization submits more than one, only the first application received will be considered.

For the purpose of this CFP, activities involving the retrofit of motor vehicles and the creation or retrofit of websites are not eligible.

  • Applicants must submit proposals which include renovation, construction, and/or retrofit activities, including the installation of assistive technologies (see definition below), that will address systemic barriers (see definition below) and increase accessibility or improve safety in workplaces for people with disabilities, with the goal of creating and maintaining job opportunities for Canadians with disabilities.

For the purpose of this CFP, systemic barriers are defined as:

Limitations that prevent people with disabilities from accessing job opportunities, advancement opportunities, or limitations that prevent improving the current employment status of people with disabilities or prevent them from maintaining their position within an organization as a result of design elements of workplaces. Such elements include, but are not limited to, disability/adaptive aids and assistive technology devices, stairs, doorways, the width of hallways and levelled room layouts, and equipment not designed with accessibility principles in mind.

Responding to systemic accessibility issues in workplaces means that projects must be geared towards activities that can serve to improve the accessibility and safety of all current and future employees with disabilities, as opposed to one individual’s specific accommodation needs.

For the purpose of this CFP, assistive technologies are defined as:

Accessible information and communication technology media aimed at increasing accessibility for people with disabilities to information and/or communication. Technologies include, but are not limited to, FM loop systems, visual-audible alarm signal devices, special computer software and peripheral hardware (e.g. speech recognition and/or screen enlargement software or device, electronic reader or audio description program, etc.).

In addition, each of the following requirements must be met in order for projects to be considered eligible for funding:

  • the project must have a maximum duration of 52 weeks (one year);
  • the total amount of funding requested from Employment and Social Development Canada (ESDC), must not exceed $50,000;
  • contributions equal to or greater than 50% of the total eligible cost of the project must be provided through sources other than the federal government (which can include the applicant’s own organization). Only cash contributions by the applicant organization or funding partner(s) will be accepted as leveraged funding. For further details please see Section 3A: Anticipated Sources of Contribution; and
  • applicants must demonstrate community support for their project. For further details please see Develop your Proposal (Question #50).

Eligible Grant Recipients

Eligible recipients for this CFP are: Small Businesses

Small businesses are defined as:

A for-profit organization from the private-sector with fewer than 50 full-time equivalent employees (see definition below) which generates less than $5 million in gross revenue per year as per the organization’s fiscal year framework. Note that self-employed individuals are not eligible for funding.

Full-time equivalent employee is defined as:

The employment of one person for one full year or the equivalent thereof (i.e. the employment of two persons for six months each, or three persons for four months each).

In addition, organizations that apply for funding:

  • must be the same organization where the project activities will take place and where job opportunities will be created and/or maintained; and
  • can own or lease the facility in which they propose to undertake the project. In the case of a lease, the applicant will need to demonstrate that they have the prior consent of the landlord by providing a letter of authorization with their application.

Small businesses that rent or lease facilities or office spaces to other small businesses in which job opportunities could be created for people with disabilities are not eligible for funding under this CFP.

Eligible Costs

Eligible costs are those considered necessary to support the purpose of the project. For this CFP, eligible costs could include the following (please note that all eligible costs are subject to assessment and negotiation):

  • professional fees including consultants, technical expertise and construction contractors;
  • the costs of renovation, construction and/or retrofit of a facility, including materials or supplies and labour costs;
  • the costs of the purchase or rental of tools, equipment or machinery;
  • the costs of the purchase of assistive technologies; and
  • other costs necessary to support the purpose of the proposed project, as approved by ESDC.

General operating costs of your organization are not eligible for the purpose of this CFP (e.g. regular telephone and heating costs, rent, utilities, property taxes, insurance, equipment for staff, audit costs, etc.). In addition, employee wages and mandatory employment related costs (MERC), are not eligible for funding.

Eligible Activities

Eligible activities for projects under this CFP include:

  • renovation, construction and/or retrofit activities, including the installation of assistive technologies that will remove systemic barriers and increase accessibility or safety for people with disabilities in small business facilities; and that will create or maintain job opportunities for people with disabilities.

More specifically, a proposed project must consist of activities aimed at increasing accessibility in a small business workplace in order to create or maintain job opportunities for future and/or current employee(s) with disabilities; and the proposed activities must directly respond to accessibility barriers for people with disabilities.

Examples of eligible workplace accessibility project activities include, but are not limited to:

  • widening doorways that are too narrow for employees using a wheelchair, electric scooter or walker in a local clothing store, as well as retrofitting the cashier’s service desk area to lower counter space;
  • installing visual-audio fire alarms systems, as well as installing software or peripheral hardware, including screen readers, symbolic software, show-sound, voice recognition software and speech synthesizer for employees with hearing or visual impairments in a bookstore;
  • installing an elevator or lift in the main lobby of a talent agency in order to allow access to offices on the second floor, as well as installing automated power doors in the entrance for employees with mobility impairments;
  • replacing doorknobs that are difficult to grasp with accessible handles, and installing accessible washrooms in a catering company for employees with various disabilities;
  • installing appropriate signage, tactile cues, and painting walls in contrasting colours for employees with visual impairments working in a local fitness centre;
  • installing adaptive technologies for a client services desk and for cashiers computers, to render them accessible for employees with disabilities in a local grocery shop; and
  • modifying the reception office in a law firm to provide enlarged space, adjustable counters with an opening underneath for sufficient knee space, as well as retrofitting the meeting room, to allow for sufficient clearance for movement and install an FM loop system.

Purpose

The Government of Canada is currently accepting proposals from organizations interested in receiving financial assistance from the Enabling Accessibility Fund (EAF).

The purpose of this Applicant Guide is to provide information to assist you with the completion of your Application for Funding to Employment and Social Development Canada (ESDC). It is recommended that you read the Applicant Guide in its entirety before you start completing the Application for Funding.

If you have enquiries about this (CFP) process, please send them to the following address: fatrav-eafwork@servicecanada.gc.ca. Enquiries will only be answered between and During this time, to ensure fairness and transparency, additional information stemming from the enquiries received will be posted on a weekly basis to this website under the “Enquiries” tab of this application guide.

Introduction

The EAF works with organizations to improve accessibility for people with disabilities across Canada. The objective of this program is to support capital costs of renovation, construction and/or retrofit related to improving physical accessibility or safety for people with disabilities in Canadian communities and workplaces.

For more information on the program, please refer to the EAF website.

Objective of this CFP

The objective of this CFP is to facilitate and support employment opportunities for people with disabilities through renovation, construction and/or retrofit projects, including the provision of assistive technologies. Projects must aim to improve accessibility or safety for new and/or existing employees with disabilities in the workplace.

Applicants are invited to consult the ESDC Accessibility Resources Centre website, where they will find tools to help improve accessibility for people with disabilities. Applicants are also encouraged to consult with organizations or specialized businesses that work with people with disabilities to discuss their accessibility requirements. Such organizations have a good knowledge of the modifications that would need to be done and will be able to provide guidance to applicants in the types of accessibility measures that are required for specific disabilities.

Call for Proposals Summary

  • The duration of projects must be to a maximum of 52 weeks (one year).
  • Funding from ESDC cannot exceed $50,000.
  • If funded, project activities would start after December 2014, but not later than March 31, 2015.
  • Contributions equal to or greater than 50 percent of the total eligible project costs must be provided through sources other than the federal government (which can include the applicant’s own organization). Only cash contributions by the applicant organization or funding partner(s) will be accepted as leveraged funding. For further details please see Section 3A: Anticipated Sources of Contribution.
  • This is a competitive process and not all proposals submitted under this CFP will be selected as funding is limited and subject to ESDC’s yearly budget considerations and allocation of funds by Parliament.
  • The Government of Canada reserves the right to accept a proposal in whole or in part and give consideration to factors such as geographic coverage and official languages requirements.
  • Only one application per applicant organization will be considered.

Expected Results and Outcomes

For the purpose of this CFP, projects must increase accessibility or safety in small business workplaces in order to create or maintain job opportunities for people with disabilities.

Therefore all projects must demonstrate the following two results:

  • increased employment opportunities for people with disabilities; and
  • increased accessibility or safety in workplaces for people with disabilities.

Assessment

Eligibility Requirements Yes No
1 - Complete Application for Funding/Agreement
1.1 - The completed Application for Funding/Agreement was received no later than the stated closing date/time for the CFP.
1.2 - The Application for Funding/Agreement was signed by the authorized representative(s) of the organization.
1.3 - All required documents are attached to the Application for Funding/Agreement:
  • A document from the Canada Revenue Agency (CRA) that includes the applicant’s business number with the CRA (e.g. tax related document, CRA correspondence, etc.) (as per 2.2 below).
  • A document demonstrating the organization’s revenues are less than 5$ million gross revenue for the last completed fiscal year (see Additional Documents Required for examples of acceptable documents).
  • At least three external estimates for each activity of the proposed project from three separate contractors (for projects with a total cost of less than $5,000, one external estimate is sufficient).
  • Letters confirming financial contributions from partners (as per 3.3 below).
  • Proof of the eligibility of the location of project activities (as per 3.5 below).
  • Letter of consent from the landlord in the case of leased facilities (as per 3.5 below).
2 - Eligible Recipient
2.1 - The Application for Funding/Agreement was submitted by an eligible recipient:
  • Small business (as defined under Eligibility).
2.2 – Eligibility criteria:
  • Applicant has attested to fewer than 50 full time-equivalent employees (as defined under Eligibility).
3 - Eligible Project
3.1 - The project has a maximum duration of 52 weeks (one year).
3.2 - The amount of funding requested from ESDC does not exceed $50,000.
3.3 - The applicant has demonstrated the mandatory 50% contributions from other sources:
  • Cash contributions equal to or greater than 50% of the total eligible cost of the project must be provided through sources other than the federal government (which can include the applicant’s own organization).
3.4 – The project will facilitate and support employment opportunities for people with disabilities through renovation, construction and/or retrofit projects that will improve accessibility in the workplace.
3.5 – For activities which include renovation, construction and/or retrofit of facilities:
  • Proof that the project activities will not take place on Government of Canada property nor in a private home or dwelling, has been provided (e.g. building ownership proof, lease agreement, etc.).

The application must meet all the eligibility requirements stated above in order to be deemed eligible for funding. An application that does not meet one or more of the requirements will be rejected.

Assessment Criteria Max Score % of Total
A - Project Relevance /25 25%
A1. Understanding of the Objectives of this CFP and overall relevance of the proposal to CFP requirements: Proposals must clearly demonstrate how (through renovation, construction and/or retrofit activities or by installing assistive technologies to address systemic accessibility barriers) they meet the CFP objectives by:

  1. creating and/or maintaining job opportunities for people with disabilities;
  2. identifying the barriers that limit access to workplaces for people with disabilities, in addition to demonstrating a clear understanding of the challenges these barriers present for people with disabilities; and
  3. increasing accessibility or safety for people with disabilities in a small business workplace.
15 15%
A2. Objectives: Proposals must include clear and achievable project objectives. The proposal should demonstrate how its objectives are linked to the objectives of this CFP, that they are appropriate and achievable for the scope of the project, and that they are described in terms of quantifiable and measurable goals. 10 10%
B - Plan to Manage the Project /35 35%
B1. Project Activities: Proposals must provide a clear description of each activity. Activities should be specific, realistic and relevant to the project objectives and demonstrate how the project outcome(s) will be achieved. Timelines must be clearly established and feasible. 10 10%
B2. Expected Results of the Project: The expected results of the project must be clearly linked to all of the following:
  • increased employment opportunities for people with disabilities; and
  • increased accessibility or safety in workplaces for people with disabilities.
The expected results must also be specific, concrete and measurable and must be defined as outcomes and outputs.
15 15%
B3. Results Measurement Indicators:

Proposals must include qualitative and quantitative Results Measurement Indicators. The results must be measurable and clearly linked to this CFP’s objectives, project specific objectives and project activities.

10 10%
C - Budget /25 25%
C1. Eligible and Reasonable Project Costs: The project costs must be eligible, itemized and reasonable and support the project activities. 20 20%
C2. Contributions From Other Sources: Proposals must demonstrate cash contributions from sources other than the federal government equal to or greater than 50% of the total eligible project costs. Letters confirming financial support from contributors must be included with the application. The proposed cash contributions from other sources must be related to project activities. 5 5%
D – Partnerships and Impacts /15 /15%
D1. Community Support: Proposals must demonstrate that the project is endorsed by the community through at least one of the following:
  • an organization whose mandate is to advance the cause of people with disabilities;
  • an organization that provides programs and services targeted to people with disabilities;
  • a community-based organization;
  • a placement agency that provides referrals for persons with disabilities seeking job opportunities; and/or
  • a municipal or provincial government agency.
Proposals must also include a clear description of the nature of the partnership(s) with the organization(s) from the list above.
5 5%
D2. Additional Points: A total of 10 additional points are available if:
  • the applicant has demonstrated that people with disabilities have already been identified for the new job opportunity(ies) created as a result of the project. This can be demonstrated with proof of ongoing staffing process; or actions already taken to date to identify and hire new employee(s) with disabilities;
  • the applicant has demonstrated that new job opportunities will be created and/or that new job opportunities will be created in addition to maintaining existing job opportunities;
  • the applicant is exceeding the mandatory 50% of total project costs in cash contributions from other sources; and
  • the applicant has secured more than one contributing partner to the project.
10 10%

How to fill out your Application for Funding/Agreement.

The Application for Funding/Agreement has two sections:

Section 1 - Application for Funding

Section 2 –Agreement

Please read this section carefully before completing your application. Provide your answers on the application form template and attach only the documents requested.

All required documents must be attached. Otherwise your application will be considered incomplete and screened out. You are required to submit your application in one complete package by the closing date of the CFP.

If you need additional space to answer any of the questions, please use the space provided in Appendix A of the Application for Funding/Agreement.

Additional Documents Required

Listed below are all additional documents that are required to be submitted with your Application for Funding/Agreement:

  • Proof of organization type and status: A tax related document that includes your organization’s business or registration number with the Canada Revenue Agency (CRA) (e.g. tax-related document, CRA correspondence, articles of incorporation, constitution documents, etc.).
  • Proof of organization’s revenues for the last completed fiscal year: This could include financial statements from the last fiscal year, or a letter signed by the organization’s accountant or lawyer to demonstrate that gross revenues are below $5 million.
  • Proof of financial contributions from other sources: Letters confirming that your organization has met the 50% mandatory cash leveraging requirements of the total eligible project costs from non-federal government sources (can include the applicant’s own organization).
  • Proof of ownership or lease agreement: For activities which include renovation, construction and/or retrofit of facilities, proof that the project is not located on Government of Canada property, nor is it a private home or dwelling (e.g. building ownership proof, lease agreement, etc.).
  • Letter of consent from landlord/lease provider: for activities which include renovation, construction and/or retrofit of facilities which your organization currently rents/leases.
  • External cost estimates: At least three external estimates for each activity of the proposed project will be required from three separate contractors (for projects with a total cost of less than $5,000, one external estimate is sufficient).

As you prepare your application, you are encouraged to consult the ESDC Accessibility Resources Centre website and/or an organization that works with people with disabilities to discuss your accessibility requirements. Such organizations have a good knowledge of the modifications that would need to be done and can provide guidance in the types of accessibility measures that are required for specific disabilities.

Part 1 - Organization

Section 1A - Organization Identification

ESDC uses the information you provide in this section to establish your organization’s identity.

Question 1 - Legal Name

Please provide the legal name of your organization. Usually, this is the name associated with your registration with the Canada Revenue Agency (CRA), or the name that would appear on funding cheques.

Question 2 - Operating (Common) Name (if different from legal name)

Please provide the operating (or common) name of your organization if it is different from the legal name.

Question 3 - Business or Registration Number

Please provide your 15-digit CRA business number and a document that includes your business or registration number (e.g. tax related documents, CRA correspondence, etc.).

Example: 123456789 RR 1234

For more information, please visit the CRA website.

Question 4 - Organization Type

To be considered eligible for funding, your answer to this question must be: Small Business

For more details, please refer to Eligibility.

Question 5 - Not applicable for this CFP

Question 6 - Year Established

Please indicate the year your organization was established.

Questions 7 to 11 - Organization Address

Please indicate the address of your organization - Applicants must provide a complete address in a format recognized by Canada Post. Information is available on the Canada Post website.

Questions 12 and 13 - Telephone and Fax

Please indicate the telephone and fax numbers of the organization.

Question 14 - E-mail Address

Please indicate the e-mail address of the organization.

Questions 15 to 19 - Mailing Address

Please indicate the mailing address if different from your organization’s address.

Questions 20 and 21 - Telephone and Fax

Please indicate the telephone and fax number if different from your organization’s address.

Question 22 - Organization’s Mandate

Please describe the main activities of your organization and indicate the types of goods or services that you sell.

Section 1B - Organization Contact

Please provide a main contact for the purposes of communicating with your organization about this project. This could be the business owner/manager or a delegate of their choice.

Question 23 - Given Name

Please provide the name of the person in your organization who will be ESDC’s main contact for the project.

Question 24 - Position Title

Please provide the title of the organization contact identified in Question 23.

Example: Business Owner, President, or Executive Director.

Question 25 - Preferred Language of Communication

Please indicate the preferred language of the organization’s main contact for both written and spoken communication.

EN indicates English

FR indicates French

Question 26 - Organization Contact - Address

Please indicate whether the address for the Organization Contact is the same address as the Organization Address or the Organization Mailing Address given in Section 1A. If different, please indicate in the box.

Questions 27 to 31 - Contact Address

If you selected “Different” in Question 26, please provide the address for the Organization Contact here.

Questions 32 and 33 - Telephone and Fax

Please indicate the telephone and fax numbers of the Organization Contact.

Question 34 - E-mail Address

Please indicate the e-mail address of the Organization Contact. Please note that this is where all correspondence will be sent.

Section 1C - Organizational Capacity

ESDC uses the information provided in this section to help assess the organization’s capacity to manage a project.

Question 35 - How many employees does your organization currently have?

For the purpose of this CFP, you must demonstrate the existence of an employer-employee relationship in your organization. You must also demonstrate that your business has fewer than 50 full time-equivalent employees to be eligible for funding.

To do so, please indicate the total number of people employed in your organization, followed by the number of people with disabilities. The number of employees must be a whole number (e.g. If you employ 10 people, of which 2 are persons with a disability, please indicate 10/2).

For more details, please refer to Eligibility.

Question 36 - Has your organization undergone any important transformations in the past two years?

For the purpose of this CFP “important transformations” refer to events such as change in ownership, merger with or split from another organization, acquisition, expansion, a change in main activities, an important reduction, increase or turn-over in staff, declaration of bankruptcy, etc..

If you answer yes, please provide a description of the changes.

Question 37 Not applicable for this CFP.

Question 38 - Does your organization owe any amounts to the Government of Canada?

If yes, please indicate the amounts owing in the spaces provided. See the following example:

Example:

Amount owing Nature of amount owing Department or agency to which money is owed
$10,000 Overpayment Employment and Social Development Canada

Question 39 - Is a payment plan in place?

Please indicate whether or not payment arrangements have been made.

Answering "Yes" to this question will not invalidate your application. However, you must provide details as to the type of debt owed and the arrangements that have been made for repayment.

Part 2 - Project

Section 2A - Project Identification

Question 40 - Project Title

Please provide a brief, descriptive project title.

Questions 41 and 42 - Planned Project Start and End Dates

Please indicate the planned start and end dates of your project.

Please note that proposed activities cannot begin before your project is approved and the Application for Funding/Agreement form has been signed by both the recipient and ESDC.

You should not assume any commitment on the part of ESDC until funding has been approved and the Application for Funding/Agreement has been signed by a representative of ESDC. ESDC will notify you in writing of the outcome of the review of your application.

For the purpose of this CFP, it is expected that project activities will start after December 1, 2014 (but no later than March 31, 2015) and have a maximum duration of one year.

Section 2B - Project Description

Question 43 - Project Objectives (must be clearly linked to the objectives of the program to which you are applying).

Proposals should include clear and achievable objectives. The objectives should be described in terms of quantifiable and measurable goals to be achieved through this project.

Objectives are statements of desired change that describe what should be accomplished and provide a context in which progress can be monitored and success can be measured.

ESDC will consider your project eligible for funding if it is clearly linked to this CFP objective which is to provide funding for projects that facilitate and support the creation and/or maintenance of employment opportunities for people with disabilities through renovation, construction and/or retrofit projects that will improve accessibility or safety in the workplace.

For the purpose of this CFP, creation of job opportunities means that proposed projects must increase accessibility in a building where:

  • people with disabilities could secure employment opportunities because new job opportunities could be created as a direct result of the workplace place being modified to be accessible or safe; and
  • people with disabilities are currently occupying jobs within a small business where their employment status/position could be improved or the extent of their work task could be expanded if changes to the level of accessibility or safety are made to the workplace.

Whereas, maintaining job opportunities means that proposed projects must increase accessibility in a building where:

  • people with disabilities are currently occupying jobs that they could not maintain if no changes to the level of accessibility or safety are made to their work environment. For example, an employee who becomes disabled, could not maintain the job they had been occupying if no changes are made to the level of accessibility or safety of the work environment.

Examples of potential eligible project objectives could be:

  • Enhance the level of accessibility for employees with disabilities in an office to allow independent and safe access to office furnishings and amenities.
  • Eliminate barriers to accessibility in the main hallway and the washroom of an accounting firm to increase the workplace accessibility and consequently allow future employment of employees with disabilities.

In addition, to demonstrate your understanding of the objectives of this CFP, the relevance of your project to this CFP, and how your proposed project is linked to the CFP objectives, you must:

  • describe the existing accessibility barriers within the current workplace environment (identification, description) and explain how they prevent people with disabilities from accessing job opportunities or job advancement within your organization;
  • explain how the project will remove accessibility barriers and increase accessibility or safety for people with disabilities in the workplace and ultimately result in the creation or maintenance of job opportunities for people with disabilities;
  • demonstrate your commitment to create new employment opportunities for people with disabilities in your workplace; and/or intent to retain existing employees with disabilities by indicating the anticipated number of jobs created or maintained and the steps taken by your business to date towards recruiting/hiring people with disabilities (e.g. staffing process, consultation with placement agency); and
  • demonstrate that employees will/are paid market rate and no lower than the prevailing minimum wage (i.e. equivalent pay for equivalent work).

Question 44 - Project Activities (must be broken down into clear steps)

Project activities are the steps that will be taken to meet the objectives of the project. Activities should be specific, realistic and relevant to the project objectives and demonstrate how the project outcome(s) will be achieved.

Your proposal must demonstrate that your project consists of renovation, construction and/or retrofit activities, including the installation of assistive technologies, designed to eliminate systemic barriers as opposed to one individual’s specific accommodation needs. Your proposal must also demonstrate increased accessibility to workplaces and job opportunities for people with disabilities.

Note that the installation of assistive technologies that respond to systemic accessibility barriers may require construction activities such as renovation and/or retrofitting of a building (e.g. the installation of an FM loop system for people with hearing disabilities will require the placement of wiring inside the building walls and ceiling).

Applicants must include the following details:

  • a description of each activity with an explanation of how it relates to project objectives. There should always be a clear link between the project activities and the project objectives (Section 2B, Question 43), i.e. proposals must demonstrate how the project activities increase accessibility for people with disabilities by removing barriers to employment opportunities in your workplace;
  • project milestones, timelines and/or duration of the various activities (milestones are significant events or points of progress during the project). These should demonstrate your expected progress and plans to complete the project on time and within budget; and
  • clear linkages between the project activities and the project costs outlined in the budget (Section 3B Questions 58 to 61). Costs associated with all identified activities should be reflected in the project budget.

Refer to the Background of this document for additional details on eligible activities and funding objectives related to this CFP.

Question 45 - Expected Results of the Project (must be clearly linked to the project objectives and be specific, concrete and measurable).

Please describe the expected results of your project. The expected results of the project must be clearly linked to the project objectives, must be specific, concrete and measurable and also must be defined as outcomes and outputs.

Definitions

Outputs are direct products or services that will be produced to generate the desired outcomes; several activities could contribute to one output. They answer the question “What will the project produce?” (e.g. an accessible workstation).

Outcomes are the short-term and intermediate changes that are expected to occur as the result of the project (more than one outcome could be directly related to an objective). They answer the questions “How do we know the project is successful?” and “How do the activities lead to improvements for the beneficiaries?" (e.g. A safer work environment for people with disabilities; people with disabilities will be able to access the worksite without assistance). Refer to the Background of this document for additional details on EAF outcomes.

Results are any improvements or changes that your project will make to facilities where people with disabilities would work in the future. It is important to set measurable results, qualitative or quantitative, so that you can track the success of your project. A good project proposal will clearly define project activities and expected results. List the results you want to achieve, and then determine how you will measure them. This will also assist you in defining your project Results Measurement Indicators (see question 46 below).

Examples of expected results in a small business workplace and how your organization could measure them:

Expected Results Examples of Result Measurement Indicators
Increased accessibility or safety for people with disabilities in a small accounting firm/workplace Number and type of existing barriers prior to the project vs. after the project.

At least 3 physical barriers to accessibility exist in the firm, which prevent people with disabilities from working in the building. The barriers were identified with the assistance of a local commercial construction company that has good knowledge of accessibility standards (as per the province’s building code) as well as significant experience in making accessibility modifications. 

The identified accessibility barriers are the following:

  • the only way to enter the building is via stairs;
  • the building’s entrance is narrow and does not allow for the passage of mobility aid devices; and
  • the washroom is not accessible to people with mobility impairments.

The accessibility measures presented below were also developed in consultation with the construction company:

  • install a new ramp in the front of the building;
  • retrofit the building’s doorway; and
  • retrofit the washroom.

These measures will address all 3 barriers identified in this proposal and will result in an accessible and safe work environment for future employees (detailed in their human resources plan) with mobility impairments who require the use of a wheelchair, electric scooter, or walker.

Increased employment opportunities in an accounting firm for people with disabilities Number of job opportunities for people with disabilities prior to the project vs. after the project.

As a result of the project, three new job opportunities for people with disabilities will be created, i.e. a receptionist, filing clerk and an accountant position. A staffing process to identify and select employees for the three new upcoming positions have already been initiated, with the accounting firm working closely with a local employment services agency for people with disabilities.

Note that additional points can be given to proposals that demonstrate:

  • new job opportunities will be created and/or new job opportunities will be created in addition to maintaining existing job; and/or
  • that people with disabilities have already been identified for the new job opportunity(ies) created as a result of the project. This can be demonstrated with proof of ongoing staffing process, or actions already taken to date to identify and hire the new employee(s) with disabilities.

Section C - Project Details

Question 46 - Does the project include Results Measurement Indicators?

Please describe how you will meet and track the expected results of the project. Provide a description of how the overall success of the project will be measured, monitored and reported after completion.

Proposals must include qualitative and quantitative Results Measurement Indicators. At least one Result Measurement Indicator must be provided for each of the project’s expected results identified under question 45. The results must be measurable and clearly linked to this CFP’s objectives and to project activities.

Measuring result indicators is a way to determine how your project is progressing towards meeting its expected results. It helps connect a project’s activities and outputs to its intended outcomes as well as to the Program’s overall outcomes. ESDC uses the information you provide in this section to assess the quality of your application and your capacity to demonstrate results.

Examples of Results Measurement Indicators could include (refer to examples of results measurement indicators under question 45 of this guide for more information):

  • the number of accessibility barriers for employee(s) with disabilities within your business workplace prior and after the project (quantitative);
  • the number of job opportunities for people with disabilities created or maintained within your business as a result of the project (quantitative);
  • the number of people with disabilities hired within your business as a result of the project (quantitative); and
  • how accessibility has improved the work integration of people with disabilities or work possibilities for people with disabilities in your organization as a result of the project (qualitative).

Question 47 – Not applicable for this CFP.

Question 48 - Will any of the project activities be delivered in a different location than where your organization is located?

Please indicate “Yes” or “No”. If “Yes”, please list the main address first, followed by each additional location.

If there are more than five locations, please include in Appendix A.

Note that to be eligible for funding, organizations that apply for funding must be the same organization where the project activities will take place and where job opportunities will be created and/or maintained. Please refer to Eligibility.

Question 49 - Is your project designed to benefit or involve people in English or French-language minority communities? If yes, please provide an explanation and any details on whether consultations will take place with these communities?

ESDC is committed to enhancing the vitality of the English and French linguistic minorities in Canada by supporting and assisting their development and fostering the full recognition and use of both English and French in Canadian society. Official language minority communities are English-speaking communities established within the province of Quebec and French-speaking communities established outside the province of Quebec.

If your project will involve official language minority communities, you should answer "Yes" to this question and ensure that this is listed and described in your answer to Question 43 - Project Objectives.

Please also identify the linguistic profile of the beneficiaries targeted by the project, document any special needs of the official language minority communities and indicate whether or not they were consulted. The related budgetary items can be identified in Part 3 of the Application.

Answering "No" to this question will not invalidate your application.

Question 50 - Will any other organizations, networks or partners be involved in carrying out the project?

As part of the eligibility criteria, applicants must demonstrate community support whereby their proposed project is endorsed by at least one of the following:

  • an organization whose mandate is to advance the cause of people with disabilities;
  • an organization that provides programs and services targeted to people with disabilities;
  • a community-based organization;
  • a placement agency that provides referrals for persons with disabilities seeking job opportunities; and/or
  • a municipal or provincial/territorial government agency or official.

To do so, organizations must:

  1. Provide the following information regarding the organization(s) that support the proposed project:
    • name of the supporting organization;
    • website address;
    • name of contact person;
    • e-mail address;
    • area code/telephone number;
    • preferred language of correspondence: English/French; and
    • type of organization (e.g. not for profit, publicly funded, etc.).
  2. Describe the nature of the partnership with the organization(s) that support the proposed project.

Question 51 - Not applicable for this CFP.

Question 52 - Does your project include activities that are listed in the Canadian Environmental Assessment Agency’s (CEAA)Regulations Designating Physical Activities established under the Canadian Environmental Assessment Act, 2012?

NB: Applicants need to verify if their proposed activities are listed under the above Act – Please visit Act and List of Regulations to access the list of Regulations Designating Physical Activities.

Please indicate “Yes” or “No”.

If the answer is “No” - No Environmental Assessment (EA) will be required.

If the answer is “Yes”, then, as per the Canadian Environmental Assessment Act, 2012, applicant must submit the project description electronically to the CEAA (Preparing a Project Description) for further review. The CEAA will determine if an EA is required based on the project description.

Important: ESDC funding will be conditional upon receipt by ESDC of, as the case may be, CEAA confirmation that an EA is not required or a copy of the completed EA and confirmation that your organization is equipped to appropriately address the EA findings.

Part 3 - Funding

Section 3A - Anticipated Sources of Contribution

ESDC will use the information provided in this section to verify that your funding request conforms to the requirement for funding from other sources.

For the purposes of this CFP, cash contributions equal to or greater than 50% of the total eligible project costs from sources other than the federal government must be provided (which can include the applicant’s own organization). These amounts must be reflected in this section and applicants must provide letters confirming financial support from contributors with their application, indicating the amount of the contributions, and confirming that it will be directly applied to project costs before EAF funding can be provided.

Cash contributions must be committed to in writing by the contributing party through the provision of a letter containing the information identified as follows:

  • name and contact information of contributing partner organization; and
  • confirmation of committed cash contribution to the project, including percentage of total project cost.

Each letter must be signed by an authorized authority of the contributing partner (e.g: Executive Director, Chief Financial Officer, etc.), attesting that the cash contributions are readily available once the project is approved.

Example of how to calculate the minimum contribution required from other sources:

For a project with an estimated total eligible project cost of $30,000, the minimum dollar value of contributions required from other sources is $15,000 and the maximum grant amount that can be requested from EAF for this project is $15,000.

($30,000 X 50) / 100 = $15,000.

Note that additional points may be given for proposals that demonstrate that the applicant is exceeding the mandatory 50% of total project costs in cash contributions from other sources and has secured more than one contributing partner to the project.

Question 53 - Source Name(s)

Please include the name of the organization(s) that will contribute funds to this project (including ESDC as listed in the table).

It should be noted that contributions equal to or greater than 50% of the total eligible project cost will be required. The contributions provided through sources other than the federal government (which can include the applicant’s own organization) must be in cash.

Other sources include, but are not limited to provincial/territorial/municipal governments, not-for-profit organizations, businesses, foundations, colleges/universities and Aboriginal governments. Funding from federal departments/agencies will not be counted towards the 50%.

Question 54 - Source Type

Use the following list to identify the type of anticipated contributor:

  • Not-for-profit
  • Private sector
  • Chamber of Commerce or business improvement association
  • Provincial/Territorial government
  • Regional or Municipal government
  • Foreign government
  • Sponsor/organization/recipient
  • Other (please specify)

Question 55 - Cash

Please include the amount of funding that will be provided.

Question 56 - Not applicable for this CFP.

Question 57 - Confirmed Cash

Cash contributions must be committed to in writing by the contributing party. Please check (x) if this has been confirmed and attach to your application letters from the contributing partner confirming cash contributions.

Section 3B - Project Budget

ESDC uses the information provided in this section to assess the overall cost of the proposed project, as well as the general nature of the expenditures to be covered by all anticipated sources of funding.

Applicants must provide an estimate of the project’s costs.

Question 58 - Cost Categories

Please summarize your project budget according to the cost categories listed and provide the necessary details in the budget table provided below (see question 64).

Please refer to the list of eligible costs under Eligibility.

“Facilities” means any expenditure incurred by the recipient, in direct relation to a project activity, towards renovation, construction, and/or retrofit of a building, or accomplishing or any preparatory work in order to accomplish project activities (e.g., demolition).

“Capital assets” means any single item, or a collection of items which form one identifiable functional unit, that is not physically incorporated into another product or not fully consumed by the end of the project and has a purchase or lease value of more than $1,000 (before taxes), but does not include construction or renovations by the recipient in connection with the implementation of the project.

At least three external estimates for each activity of the proposed project will be required from three separate contractors (for projects with a total cost of less than $5,000, one external estimate is sufficient). If you were unable to obtain three estimates for each activity, explain why three estimates are not available and the steps you undertook to ensure that your budget calculations are as accurate as possible.

Questions 59 to 61 - ESDC/Other - Cash

Please provide the total planned expenditures.

“Other” includes funding from another source (not ESDC).

Section 3C - Budget Details

Question 62 - Associated Businesses or Individuals

Please check all statements that apply to your planned expenditures of ESDC funding.

In carrying out projects, grant recipients may have to purchase various goods or services needed to perform the project from contractors. Some recipients may also contract-out with third parties (i.e: outside providers) to perform part of the project activities and aid the grant recipient to achieve the objectives of the project.

“Associated businesses or individuals” means:

  • an officer, director or employee of your organization;
  • a member of the immediate family of an officer, director or employee of your organization;
  • a business in which an officer, director or employee of your organization, or a member of their immediate family, has a financial interest; or
  • a business which is related to, or associated or affiliated with, your organization.

Project activities must go beyond your organization’s normal activities, as the EAF does not fund your organization’s core, existing or on-going activities.

Question 63 - Capital Assets: Will capital assets be among your planned expenditures with ESDC funding? Please indicate Yes or No.

Explain how your project will benefit from the purchase of capital assets. A disposal plan for the capital assets should also be included.

A capital asset is any single or composite asset with a purchase value of more than $1,000 that is not physically incorporated into another product and that remains functional at the end of the project.

A composite asset is a collection of unique assets that form one unit, where all components are required for the asset to be functional. The collection of assets is treated as a single capital asset if the total cost of all individual items together is greater than $1,000.

For example, the specialized components required for a Snoezelen room, are the projector, associated attachments and screen. All of these items represent a composite capital asset. Four $300 chairs are not capital assets because each chair is functional on its own and, as single units, fall below the established threshold of $1,000.

Question 64 - Further Budget Details

Provide further budget details using the format described below. The budget details are a detailed breakdown of the costs by project activity.

The Category column represents the categories of eligible costs under the EAF program. The Activity column represents a significant activity of a project, such as building a ramp or installing an elevator. In the Estimated duration per activity column, list the length of time required to complete each activity of your proposed project. In the Cost per activity column, indicate the total cost related to each activity.

Category Activity Estimated duration per activity (in weeks) Cost per activity
Examples Examples Examples
Facilities
  • Entrance ramp
  • Electronic door
  • Elevator or lift
Four (4) weeks $X for material + $X for labour = $Y total for this activity. (This is the total cost of the activity, including any construction material purchase and labour costs)
Capital assets
  • Photocopiers
  • Projector for Snoezelen room
  • Zoom text software

Part 4 - Declaration

Please ensure that your application is signed by an official, authorized representative of your organization. People with signing authority are normally one or more of the executive members of the board of Directors (President, Vice President, Secretary or Treasurer) and employees of the organization (Chief Executive Officer, Executive Director, Chiefs of Finance or Human Resources).

The Application for Funding/Agreement must be signed in accordance with the organization’s statutes, by-laws or other constituting documents. For example, the President and the Chief Financial Officer may be required to sign all outgoing documents.

Appendix - A

Please use this section to complete questions from previous sections of the Application for Funding/Agreement, and specify the question or section meant to be continued.

Appendix - B

Please complete this section if your organization is located in the province of Quebec:

  • The Quebec National Assembly adopted An Act respecting the Ministère du Conseil exécutif (M-30). The provisions of this Act impose certain conditions on Quebec government bodies and certain other entities wanting to contract with the federal government. You may wish to consult the provisions of M-30 at the following website prior to submitting your Application for Funding/Agreement An Act respecting the Ministère du Conseil exécutif (M-30). Any entity that is subject to the Act is responsible for obtaining such authorization before signing any agreement with the Government of Canada.
  • To determine if you are subject to the application of the Act respecting the Ministère du Conseil exécutif (M-30), you must answer the questions in Appendix B.

If your proposal is selected for funding, ESDC will allow a reasonable amount of time to obtain the authorization from the Government of Quebec.

Part 5 - Grant Agreement

Please ensure you have reviewed all the clauses contained in the Grant Agreement portion of the document.

Part 6 - ESDC Approval

You should not assume any commitment on the part of ESDC until funding has been approved and the ESDC Approval page of the Application for Funding/Agreement has been signed by a representative of ESDC. ESDC will notify you in writing of the outcome of the review of your application.

Next Step

Checklist

Before sending your completed Application for Funding/Agreement form, you should ensure that you have included all of the following documents:

  • The application form in its entirety, including a scanned copy of the pages containing signatures.
  • A document from the Canada Revenue Agency (CRA) that includes your organization’s business number with the CRA.
  • Proof of your organization’s gross revenues from the last completed fiscal year.
  • Letters from contributing partners confirming cash contributions towards the project. This will demonstrate that your organization has met the 50% mandatory leveraging requirements for this CFP.
  • For activities which include renovation, construction and/or retrofit of facilities, proof that the project is not located on Government of Canada property nor is it a private home or dwelling (e.g. building ownership proof, lease agreement, etc.).
  • For activities which include renovation, construction and/or retrofit of facilities which your organization currently rents/leases, you must provide a letter of consent from the landlord/lease provider.
  • At least three external estimates for each activity of the proposed project are required from three separate contractors (for projects with a total cost of less than $5,000, one external estimate is sufficient).

Submit your application

Your application must be submitted by e-mail no later than before Applications received after this deadline will be disqualified.

Submit your application to: fatrav-eafwork@servicecanada.gc.ca

Note that applications cannot be submitted through other means, including cloud storage service providers such as Dropbox or Google Drive. Applications sent using such means will be rejected. Please sign the appropriate section(s) and provide a scanned image of the page(s).

If you are unable to scan the required sections or any other documents, please mail them to the following address:

EAF Submissions – Workplace Accessibility
Coordination Unit
Mailstop: 402
National Grants & Contributions Delivery Centre (ESDC)
140 Promenade du Portage
Phase IV. 4th Floor
Gatineau, QC K1A 0J9

In your e-mail, clearly indicate if further documentation will be forthcoming by mail. For any documents mailed, clearly indicate the organization name and project title.

Notice to applicants

The information collected in your application will be used, and may be disclosed, for the purposes of assessing the merits of your application. As part of the assessment process, the information may be shared with external consultants, review committee members, officials in other departments, federal, provincial and/or territorial governments or Members of Parliament.

It may also be used and/or disclosed for policy analysis, research, and/or evaluation purposes. In order to conduct these activities, various sources of information under the custody and control of Employment and Social Development Canada (ESDC) may be linked. However, these additional uses and/or disclosures of information will not impact your project.

In the event that the application contains personal information, the personal information will be administered in accordance with the Privacy Act. The application is also subject to the Access to Information Act (“ATIA”). The ATIA provides every person with a right of access to information under the control of the department, subject to a limited set of exemptions. Instructions for obtaining access to this information are outlined in the government publication entitled Info Source, which is available at InfoSource. Info Source may also be accessed on-line at any Service Canada Centre.

Follow-up after you apply

You will receive an automatic acknowledgement of your application within 24 hours of submitting it.

All applicants will be notified of the status of their application within 90 days of the CFP closing date.

Note that not all proposals submitted under this CFP will be approved. Funding is limited and is subject to budget considerations of the Enabling Accessibility Fund and Employment and Social Development Canada, and allocation of funds by Parliament.

It should be noted that decisions are final and there is no appeal process.

Enquiries

There is currently no additional information.

If you have enquiries about this call for proposals, please send them to the following address: fatrav-eafwork@servicecanada.gc.ca.