What’s Inside

PART 1 INTRODUCTION

The Ministry of Transportation (the “Ministry”) as part of its Road Safety Community Partnership Program (the “RSCPP”) provides financial assistance to community organizations for programs, projects, presentations,initiatives, campaigns, activities orevents (“projects”) thatpositively influencethe behaviour of road users including motor vehicle occupants, commercial vehicle operators/carriers, pedestrians, cyclists, and snowmobile and off-road vehicle operators and, thereby, promotes road safety across Ontario.

The RSCPP encourages community organizations to work with government and private business toassist with the development and implementation of projects.

In addition to providing financial assistance, the Ministry offers planning guidance and implementation support to community organizations for their road safety projects.

See Appendix A for the RSCPP application form.

PART 2 DEFINITIONS

When used in this guide, the words set out below that import the singular include the plural and vice versa:

“applicant” means a non-profit community organizationor an individual eligible to apply for funding under the RSCPP.

“eligible expenditures” means the expenditures described in Part 5A (Eligible Expenditures) of this RSCPP guide.

“letter of agreement” means an agreement entered into between the Ministry and a recipient, and any amendments executed in accordance with the terms of the agreement, that sets out the terms and conditions under which the Ministry agrees to provide RSCPP funding to therecipient for an RSCPP project.

“matching funds”has the meaning ascribed to it in Part 4A of the RSCPP guide.

“Ministry” and “Minister”, respectively, mean the Ministry of Transportation responsible for the administration of the RSCPP and the Minister responsible for the Ministry.

“project” means a program, project, presentation, initiative, campaign, activity or event described by an applicant in an application for RSCPP funding.

“recipient” means an applicant the Ministry has selected as eligible for RSCPP funding under the RSCPP.

“RSCPP” means the Road Safety Community Partnership Program.

“RSCPP budget” means the budget for an RSCPP project described in an application for RSCPP funding.

“RSCPP funds” means the money provided by the Ministry to a recipient to be used strictly towards eligible expenditures for an RSCPP project, and in accordance with and as set out in a letter of agreement; “RSCPP funding” has the same meaning.

“RSCPP funds account” means an account set up by a recipientunder the recipient’s name and in a Canadian financial institution, to keep RSCPP funds separate and apart from the recipient’s funds and any other funds.

“RSCPP guide” means this guide entitled “Road Safety Community Partnership Program 2016-2017 Application Guide” including all appendices, which the Ministry may amend from time to time.

“RSCPP” means the RSCPP established by the Ministry to provide recipients with RSCPP funds, subject to and in accordance with the terms and conditions set out in a letter of agreement.

“RSCPP project” means a program, project, presentation, initiative,campaign, activity or event described by an applicantin an application for RSCPP funding and approved by the Ministry, both in accordance with the guidelines and requirements set out in this RSCPP guide, including any modification to that project which has received the prior written approval of the Ministry.

PART 3 ELIGIBILITY CRITERIA

  1. APPLICANTS

To be considered for eligibility, an applicant must:

  • be a non-profit community organizationthat is legally permitted to enter into a contract (legal entity),or an individual, which is responsible for a project;
  • be operating or residing in Ontario;
  • demonstrate community support for the project through financial or in-kind contributionsfrom local organizations, agencies, municipalitiesor businesses;and
  • demonstrate the competence to ensure the proposed project is successfully carried out. For example, past project management success, proven ability to manage funds effectively, commitment from organizations, agencies, municipalities or businesses to assist with the development and implementation of the project.

For greater clarity, the following entities are not eligible for RSCPP funding:

  • profit based applicants, whetherorganizations or individuals;
  • federal/provincial/municipal governments;
  • elementary and secondary schools and school boards;
  • universities and colleges;
  • non-profit organizationsand individuals that have previously received funding from the Ministry and have not met all reporting requirements under the program for which the funding was provided; and
  • any other non-profit organizations or individualsas determined by the Ministry, in its sole discretion, from time to time.
  1. PROJECT REQUIREMENTS

Anapplicant receiving RSCPP funding will be responsibleto ensure the RSCPP project to which the funds related is carried out in compliance with all federal and provincial laws and regulations, all municipal by-laws and any other orders, rules, and bylaws.

To be considered for eligibility, a project must meet the following requirements relating to project type, target groups and categories:

  1. Project Details

Projects that may be eligible for funding include:

  • awareness and prevention programs aimed at influencing driving and road user behaviour;
  • initiatives to reduce high-risk road user behaviour/situations;
  • programs that aim at reducing collisions and fatalities; and
  • initiatives that identify and provide solutions for areas of Ontario with high rates of motor vehicle collisions, injuries and fatalities.
  1. Target Groups for Project

Projects that may be eligible for funding must target at least one of the following groups:

  • teenaged, novice or young adult drivers;
  • senior drivers;
  • impaired drivers;
  • aggressive drivers;
  • distracted drivers;
  • drivers who engage in unsafe driving practices;
  • motorcyclists;
  • truck or bus drivers, owners oroperators;
  • pedestrians, cyclists, or school bus passengers;
  • snowmobile and off-road vehicle operators;
  • children; or
  • road users who would benefit from adopting safer and more responsible behaviours.

iii)Project Categories

The categories of projects that may be eligible for funding include:

  • a road safety public education and awareness initiative, presentation, conference or event taking place in elementary or secondary schools, at workplaces,auto or sports events, at local fairs or youth events, or similar venues within the broader community;
  • a road safety public education campaign that motivates the participation ofa community organization’s community or communities;
  • a road safety project that other communities can emulate;
  • a road safety project forwhich there is a clearly identified need in the community or communities served bya communityorganization;
  • educational or promotional materials for road safety public education campaigns or initiatives; and
  • community outreach activities.

PART 4MATCHING FUNDS AND FUNDING FROM OTHER SOURCES

A.MATCHING FUNDS

Anapplicant applying for funding must, at a minimum, and through either

matchingfunds or in-kind contributions, match the amount of RSCPP funding the Ministry

may provide for the project described in theapplication.

In this RSCPP guide, matching funds means funds contributed towards an RSCPP project which can include cash or in-kind contributions (“matching funds”).

Matching funds from all contributors, whether cash or in-kind contributions, must be outlined in the application form. Signed letters from contributors confirming the cash contributions and describing how the contribution will assist in addressing the project goals must be provided with the application.

Acceptable in-kind contributions include physical items such as office supplies, event facility costs, promotional items, photocopying and printing expenses, AV equipment, and materials required to implement an RSCPP project, as well as professional expertise. This list only identifies a few samples of in-kind contributions. If you are unsure if a particular project expense is eligible, please contact the Ministry representative for your area as listed in the application guide.

Recipients will be responsible for ensuring that sufficient matching funds are secured to completeRSCPP projects. If thecostsfor an RSCPP projectexceed the RSCPP budget, the recipientwill have to raise the additional funds needed to bring the RSCPP project to completion. The Ministry will not provide recipientswith any funds in addition toapproved RSCPP funding for the completion of RSCPP projects.

B.FUNDING FROM OTHER SOURCES

The RSCPP budget must set out all confirmed sources of funding, in addition to the fundingrequested under the RSCPP.

PART 5ELIGIBLE EXPENDITURES AND INELIGIBLE EXPENDITURES

The following provides a general description of eligible expenditures and ineligible expenditures for an RSCPP project. The lists provided are not exhaustive and are intended to serve only as a general guide. If unsure if a particular expense is eligible, please contact the Ministry representative for your area as listed in the application guide.

A.ELIGIBLE EXPENDITURES

For a RSCPP project expenditure to be eligible for RSCPP funding, the expenditure must meet all of the following general criteria:

  • be directly related to and necessary for the implementation of the RSCPP project:
  • be specifically identified in and made in accordance with the Ministry approved RSCPP budget;
  • have been incurred no later than six months after the effective date of the letter of agreement, except where otherwise approved by the Ministry in writing; and
  • be able to be documented through invoices and/or original receipts.

The following are examples of eligible expenditures:

  • the development of road safety public education materials;
  • supplies and materials needed for road safety public education activities and events;
  • promotional materials and facility rentals for road safety activities and events; and/or
  • road safety media campaigns.
  1. INELIGIBLE EXPENDITURES

Notwithstanding anything else contained in this RSCPP guide, the following expenditures are NOT eligible for RSCPP funding:

  • projects that duplicate existing road safety initiatives or public education materials within the same community;
  • the production of audio-visual materials not approved by the Ministry;
  • academic research;
  • law enforcement by police services;
  • salaries and wages;
  • honouraria;
  • food and beverages, including alcoholic beverages;
  • prizes
  • capital costs that are part of ongoing business needs (for example, computers); and
  • any other costs as determined by the Ministry from time to time and in its sole discretion.

PART 6APPLICATION SUBMISSION AND REVIEW PROCESS

A.GENERAL

The application process is not intended to create a formal, legally binding procurement process and shall not give rise to the rights or duties applied to a formal legally binding procurement process.

An applicantapplying for RSCPP funding for a road safety project must submit an application package that provides information about its project. The Ministry will review the application package to ensure it meets the criteria listed in this RSCPP guide, and determine if it will be funded and if so, the amount of funding that will be provided. (Please refer to Part 6C Review Process for further details).

If the Ministry selects an applicant’s project and all applicable requirements are met, the applicant will be required to enter into a letter of agreement. (See Part 7 Letter of Agreement for further details).

An applicant relying on RSCPP funds for the successful completion of anRSCPP project should ensure the RSCPP project is not started prior to the effective date of the letter of agreement.

B.SUBMITTING THE APPLICATION

The application package submitted to the Ministry must include:

  • 1 (one) electronic copyof the application form, attached to this RSCPP guide as Appendix A, completed in full and provided as a PDF file. The copy must have original signatures;and
  • letters from all contributors of cash to the project, confirming their contributions to the project;

Applications not provided in accordance with this RSCPP guide may not be considered.

For questions regarding the RSCPP application process, please contact the Ministry representative for your area as listed in the application guide.

C.REVIEW PROCESS

RSCPP funds will be awarded through a review process. Only applications meeting all applicable requirements will be considered for review. Ministry representatives will evaluate the application package received from each applicant to determine whether all applicable requirements are met. When the application package has been reviewed, the Ministry will notify the applicant, in writing, whether or not the applicant will receive funding.

During the application review process, the Ministry may seek clarification and supplementary information from the applicant. The clarification and additional information received from the applicant will form an integral part of the application package. The Ministry may elect not to consider an applicant whose application package, in the Ministry’s opinion, contains misrepresentations or inaccurate, misleading, or incomplete information.

When the review process is completed, the Ministry will notify each applicant in writing to inform the applicant whether the applicant’s project will be funded and if so, the amount of funding that will be provided.

Each applicant selected to receive RSCPP funding willbe required to enter into a letter of agreement with the Ministry. In addition to confirming the RSCPP funds for which an applicantmay be eligible, the letter of agreement will set out the terms and conditions, incorporating those set out in this RSCPP guide, upon which the Ministry will provide the RSCPP funds to the applicant, thereafter referred to as a recipient,and by which the recipientwill be bound.

RSCPP funds will be provided to a recipientin accordance with terms and conditions set out in this RSCPP guide and the letter of agreement, only after the Ministry’s receipt of the signed letter of agreement and all required documentation from the recipient.

PART 8ACQUISITION OF SUPPLIES, MATERIALS, EQUIPMENT AND SERVICES

If a recipientacquires supplies, materials, equipment or services with RSCPP funds, it must do so through a process that promotes the best value for money, with due regard for economy, efficiency, and effectiveness, for the RSCPP funds it spends.

PART 9ADJUSTMENT, WITHHOLDING, AND REPAYMENT OF COMMUNITY PARTNERSHIP FUNDS AND OTHER REMEDIES

If, once the Ministry and a recipient have entered into a letter of agreement and in the opinion of the Ministry, the recipient:

i.fails to comply with any of the requirements set out in the letter of agreement, including this RSCPP guide;

ii.uses any of the RSCPP funds for a purpose not authorized without the prior written consent of the Ministry;

iii.provides or is found to have provided erroneous or misleading information in the application and/or in relation to the RSCPP project;

iv.fails to provide information, including requested audit information, to the Ministry for any reason whatsoever; or

v.is unable to complete or has discontinued the RSCPP project, or it is not reasonable for the organization to continue to carry out the RSCPP project;

(all and respectively referred to as “unacceptable conduct”) such unacceptable conduct will, upon written notice from the Ministry and unless the Ministry provides the recipientwith written notice of an opportunity to correct it, result in the immediate termination of the letter of agreement.

Where the Ministry gives the recipient an opportunity to correct an unacceptable conduct by giving it notice of the particulars of the unacceptable conduct and the date by which therecipient is required to remedy it, and if:

i)the recipientdoes not remedy the unacceptable conduct by the date specified in the notice;

ii)it becomes apparent to the Ministry that therecipientcannot complete the remedy for the unacceptable conduct by the date specified in the notice; or

iii)the recipient is not proceeding to remedy the unacceptable conduct in a way that is satisfactory to the Ministry, the Ministry will be allowed to terminate the letter of agreement by giving notice of termination to therecipient and such termination will be effective as of the date specified in that notice.

Despite the above, the Ministry may choose not to terminate the letter of agreement and suspend RSCPP funding for such a period as the Ministry determines, to ensure the successful completion of the RSCPP project in accordance with the terms of the letter of agreement, or take subject to the prior consent of the recipient, whatever corrective action it deems necessary and appropriate, or both.

Upon termination of the letter of agreement, the Ministry could:

i)demand repayment of any RSCPP funds, including any related interest; and/or

ii)demand repayment of an amount, including any related interest, equal to any RSCPP funds the recipientused for purposes not agreed upon by the Ministry.

Any monies due by a recipientin relations to RSCPP funding, is a debt due to the Crown of the Province of Ontario under the Financial Administration Act, R.S.O. 1990, c. F.12, as amended, (“FAA”) and, in addition to any remedy the Crown may have under the FAA, the Ministry may decide to withhold or adjust the amount of any current future RSCPP funding that may be provided to the recipient in an amount equal to such debt, or have the amount of debt deducted from financial assistance payable on any other project(s) of the recipient under any other initiative in which the Ministry is involved, either current or future. The Ministry may charge the recipient interest on any monies owing by the recipient at the then current interest rate charged by the Province of Ontario on accounts receivable. The recipient must pay any monies owing to the Province by cheque payable to the “Ontario Minister of Finance” and mailed to the Ministry at the following address:

Road Safety Marketing Office

Ministry of Transportation

87 Sir William Hearst Avenue, Rm. 212

Toronto, ON

M3M 0B4

Any decision made by the Ministry regarding RSCPP funds is final.