• Introduction
• Program Overview
• NIF is not a Grant
• NIF Program Management
• Principles and Guidelines
• General Policies and Conditions
• NIF Proposal Application Process
• The Proposal Form
• Project Management
• Audit and Review
• Glossary
• Appendices
• Forms
• Reporting Requirements

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5.0 PRINCIPLES AND GUIDELINES

Applications to the Fund must demonstrate that they have addressed the following principles and guidelines, which will be used by the Secretariat and NIF Sponsors in screening and scoring proposals.

A NIF proposal must:

1. 1. Use the NIF Proposal Form (Annex to the MOU, Parts I-V) template provided in this guide and be complete;
2. Have the potential to prevent or reduce the severity of injury, save lives, increase victim survival time or reduce risks to SAR personnel;
3. Demonstrate that it contributes to one or more of the NIF objectives;
4. Address the categories of the NIF;
5. Have a recognized federal, provincial or territorial Secretariat-approved sponsor;
6. Have as broad a reach as possible, such as national, provincial/territorial, county, regional, municipal or joint community organizational basis;
7. 7. Be scheduled to start April 1 and be complete by March 15 of the project's final year (three year maximum); and
8. 8. Be cost shared (monetary and/or in-kind) and be developed using partnerships.
   

A NIF proposal will not be considered if it:

1. Involves the purchase of a primary SAR vessel, aircraft and/or vehicle, the construction of buildings, or seeks funding for the operations and/or maintenance of such equipment;
2. Recapitalizes or replaces assets (including equipment) or continues/renews services that organizations are providing or have previously provided;
3. Creates an ongoing funding requirement from the NIF. There should be a commitment for on-going funding in place from another source if this is necessary for the accomplishment of the proposal objectives;
4. Includes costs incurred for previously purchased equipment or services;
5. Repeats previously approved NIF proposals; and
6. Requires the payment of salaries, unless the organization requires cost-recovery (e.g. special operating agencies) or it is clearly demonstrated in the proposal that this is a cost-effective solution (e.g. justify how using NIF funds for salaries will be less expensive, more effective or more efficient).

Note: The NIF will not fund major programs of SAR resource replacement, pay salaries of permanent employees or support ongoing Operating and Maintenance (O&M) costs.

5.1 NIF Sponsors

To submit a proposal, potential applicants must go through one of several Secretariat-approved Sponsors. These Sponsors are either a federal government department/agency with search and rescue responsibilities or a provincial/territorial authority with SAR responsibilities (see Appendix A for a complete list of Secretariat-approved Sponsors).

The sponsoring organization receiving the NIF funding is responsible for the project plans, finances, results, outcomes and evaluations. Reports are an essential requirement of the Secretariat and Sponsors and must be completed as requested and submitted on time. Projects must be managed following good business practices and follow the approved financial and purchasing requirements of the Sponsor. All NIF projects are subject to project site visits, review of financial records or audit by the Secretariat, NIF Sponsors or auditors at any time.

NOTE: THE SPONSOR IS THE LINK BETWEEN THE SECRETARIAT AND THE PROJECT.

5.2 NIF Categories

Applications to the NIF must demonstrate that they address at least one of the following seven categories (proposals are sorted by the first category listed). The categories have been revised to incorporate the approved SAR Program Strategies:

• Integration of the NSP: Facilitate coordination, communications and co-operation of the planning and delivery of SAR services, including forging better links with the provinces and territories, and program development activities;
• Collection of SAR data: Promote the collection and free exchange of information and data applicable to SAR prevention and response;
• Research and Development (R&D): Provide timely SAR products that apply emerging technology to dramatically improve the effectiveness of the Canadian SAR system, particularly in the area of communications, technology for better searching, search theory and practice, and resource management;
• Multi-Jurisdictional Exercises: Participate in a program of multi-jurisdictional exercises with focus on areas of historical problems or future concern, and/or to confirm plans and procedures for SAR response activities;
• Partnerships: Develop and strengthen partnerships to facilitate and enhance SAR prevention and response activities;
• Interoperability: Identify types and characteristics of SAR equipment/procedures that should be compatible and/or interoperable; and,
• Volunteers: Involve and maximize as appropriate the use of volunteers.
  

5.3 Sponsor Priorities

NIF applicants should address the priorities of their NIF Sponsor. NIF Sponsor priorities are identified to the Secretariat and are provided with the NIF call letter (inviting participation in the NIF program) that is distributed at the beginning of each fiscal year.

5.4 Cost Sharing and Partnerships

In the past, projects sponsored by the provinces and territories required that at least 25 per cent of the funding be provided by the Sponsor. This has been replaced with a mandatory requirement for cost sharing and partnering for all projects. The project scoring system was changed (2003-04) to award additional points based on the degree of cost sharing and partnership.

All NIF proposals must now conform to the changes in policy.

5.4.1 Cost Sharing

Cost sharing represents the portion of costs not borne by the Secretariat (NIF), and includes both monetary contributions as well as "In-kind" contributions. All contributions must be valued, documented in the NIF proposal and capable of being monitored and audited (see budget table in Part 2 of the Proposal Form). Points are awarded based on the degree to which proposals are cost shared.

NIF proposals that have a non-SAR component will be considered for investment on a ratio basis, e.g., if 50 per cent of the proposal has a SAR usage and 50 per cent of the proposal has a fire-fighting component, then the proposal should only receive 50 per cent of the total proposal cost from the NIF. Cost sharing ratios must be based on only the SAR related costs.

In-kind contributions involve non-cash asset (a future benefit that can contribute directly to the proposal) transactions that are provided by interested parties in support of a NIF proposal. Eligible in-kind expenses, as defined by the Treasury Board Secretariat (TBS), include "assets that are essential to a project's success, eligible under the Principles and Guidelines (page 5), and that otherwise would be purchased and paid for by the recipient" (TBS 2001).

In-kind expenses must be:

• Confirmed by a letter of support from the contributing source(s). Letters of support must identify and recognize the nature and monetary value of the contribution. Letters must be included in the project proposal; and,
• Have a monetary cost that is based on an estimated fair market value. This cost must be included in the project proposal budget.

Fair market value can be determined by using current market or assessment standards. For resources and labour that are supplied or donated instead of purchased, fair market value is established by reviewing the purchase costs of similar resources and labour in the current open market.

For more information on determining fair market value, please refer to section 4410 of the Canadian Institute of Chartered Accountants Handbook (www.cica.ca).

5.4.2 Partnerships

Partnerships can be with another federal government department, provincial/territorial, private sector, or Non-Governmental Organization (NGO). Partners must be identified in the "Details on other Funding Sources and Partners" table in Part 2 of the proposal form and letters of support from partners must be included with the proposal. Points are awarded based on the degree of partner involvement.

The following elements make a partnership under the NIF:

• Arrangement between two or more parties;
• Shared/compatible objectives;
• Shared risk; and,
• Mutual benefit.
  

5.5 Third-Party Agreements

NIF Sponsors must put in place an agreement (e.g. contract, Memorandum of Understanding) between themselves and the NIF Project Manager to mirror the Secretariat-NIF Sponsor MOU. A Third Party MOU template is available on-line in the NIF Toolkit.

5.6 Eligible Travel Costs

Travel costs may be included in the project proposal but must be directly linked to the project objectives. Travel will be reimbursed based on the Treasury Board Secretariat approved rates.

For further information, visit the Treasury Board Secretariat website.