Community partnership major capital program

The Community Partnership Major Capital Program is an initiative to implement major capital improvements and additions to facilities related to parks and recreation on a cost-sharing basis between the City and community groups. The project may relate to an asset that is owned by the City, or operated by a community partner who delivers service on behalf of the City or assists the City in the delivery of programs and services. The funding program applies to major capital programs for new facilities, renovations and expansions. It will only apply to fixed assets. It will not fund other components such as furniture, equipment, feasibility or fundraising studies.

Who can apply for a grant?

Partners must be a legally constituted, incorporated, non-profit organization

• community associations/organizations
• sports organizations
• clubs

What projects are eligible?

• Major capital projects for new facilities, renovations and expansions that result in the development of fixed assets relating to parks and recreation located within the City of Ottawa.
• The project may relate to an asset that is owned by the City, or operated by a community partner who delivers service on behalf of the City or assists the City in the delivery of programs and services.

The Community Partnership Major Capital Program is an initiative to implement major capital improvements and additions to facilities related to parks and recreation on a cost-sharing basis between the City and incorporated community groups. The project may relate to an asset that is owned by the City, or operated by a community partner who delivers service on behalf of the City or assists the City in the delivery of programs and services. The funding program applies to major capital projects for new facilities, renovations and expansions. It will only apply to fixed assets. It will not fund other components such as furniture, equipment, feasibility or fundraising studies.

Program objectives

• To enhance or increase recreation opportunities in the community.
• To develop capital projects that respond to priority needs as identified through the Parks and Facilities Master Plan.
• To support community initiatives in developing and improving facilities which serve the community.
• To develop cost effective capital projects which minimize City contributions and leverage funding from other sources.

Program principles

• All facilities developed with City funding within this program must be open and accessible to all residents of Ottawa.
• Capital partnerships will only be considered where they can be supported by a business plan that indicates the completed project is sustainable over the long term.
• All partnership funding agreements are subject to the availability of funding within the capital budget program of the City.

Eligible projects

If these basic mandatory conditions are met, the proposal will be assessed by a staff team using the criteria described below:

• Proposals in the areas of parks and recreation facilities.
• Proposals may relate to an asset that is owned by the City, or operated by a community partner who delivers service on behalf of the City or assists the City in the delivery of programs and services.
• Major capital projects for new facilities, renovations, and expansions.

Initial evaluation for eligibility - Criteria for consideration of proposals

1. Potential partners must be a legally constituted, incorporated, non-profit organization.
2. Proposal must reflect the principles of relevant reports such as: Parks and Recreation Facilities Master Plan, etc.
3. Proposals must not duplicate existing nearby facilities, unless otherwise noted as a priority in the Parks and Facilities Master Plan.
4. Proposals must be for facility development or enhancement.
5. The proposed facility must be located within the City of Ottawa.
6. Debt servicing and operating expenditures are specifically excluded from this program.
7. The relative "equity and fairness" of proceeding with the project with regards to distribution of City funding across the community.
8. The structure and program provided in these facilities must be consistent with the City's service delivery model.
9. The extent to which the proposal serves priority targeted communities of interest or geography, or targeted activities.
10. The adequacy of the existing facilities within the community and City.
11. The extent to which the proposal optimizes capacity (i.e. the opportunity for increased community participation).
12. The extent to which the proposal optimizes financing (i.e. the amount of money contributed through other sources).
13. Details of other potential partners, their involvement and contributions to the project.
14. An assessment of the status of planning and funding for the project and the prospect and timing of additional funding support from other agencies.
15. The appropriateness of the scale of the proposed project and the financial input sought from the City. The total projected cost of the project is to be determined by a professional contractor and provided in writing to the City.
16. Those organizations that generate significant revenues that have a large business operation and/or easier ability to generate sponsorship and obtain loan monies elsewhere may receive lower priority for City funding.
17. A track record by the applicant that demonstrates an ability to undertake and complete such a proposal and operate the facility as proposed.
18. The extent of community support and involvement in the project. Community endorsement is required for projects to proceed. 
19. The degree to which positive spin-offs will accrue to the community and negative impacts will be minimized.
20. Ability to satisfy the City’s Insurance requirements.
21. Permanent recognition in the form of plaques, signs and or inscriptions is prohibited under the partnership programs.
22. Impact of operational pressures.

The maximum City contribution for projects in City-owned facilities will be a maximum of 50% of the eligible capital project cost. For projects in community eligible (Non-City) owned facilities, the City will contribute up to a maximum of 25% of the eligible capital project costs.

Eligible capital costs

The following are costs that are eligible for cost sharing within this program:

• concept and detailed design costs
• construction costs including contingencies
• site development costs
• development and building permits
• fixed equipment

The following costs are not eligible:

• financing costs (i.e. loan charges)
• fundraising costs
• non fixed furniture and equipment costs
• moving costs
• computers and non-fixed IT costs

Forms of contribution

The contribution from the City may be provided in one or more of the following forms:

• a grant paid in cash
• land or other services in kind

Any contribution of City land is considered to form part of the City's contribution.

It should be noted that the total City contribution from any of these funding methods will not exceed the contribution limits noted above.

Prior to submitting your application, ensure you have thoroughly reviewed the guidelines and principles.

A second set of criteria has been established to prioritize eligible projects.

• City-owned land that remains in City ownership versus a project on non-City owned lands.
• Priority will be given to first time requests and new applicants who have not previously received funding.
• Priority will be given to proposals which aim to promote equitable access and equal opportunities to participate in recreation activities.
• Location of proposal: access to public transportation, growth area, proximity to arterial roads, proximity to or impact on local residential development, under-serviced area in the core.
• Size and type of facility: address needs identified in Parks and Recreation Facilities Master Plan, multi-sport capabilities, tournament potential, economies of scale, potential addition to existing facilities or future growth potential for additional new sports fields.
• Adherence to existing policies, standards, and By-laws: Bilingualism Policy, AODA, Accessible Design Standards etc.
• Construction standard: adherence to City of Ottawa Recreation Facility Infrastructure Standards (2019).
• Potential for programming intensity; efficient/effective use of fields, carrying capacity of turf, responsible use.
• City contribution requirements: external grants/funding, capital budget envelope, past performance of proponent.
• Priority will be given to applicants who have the funding ready to commence the project promptly following approval.
• Priority will be given to applicants who have provided a letter of endorsement from the local community association.

The deadline date for submitting proposals is March 1, at 3 pm. The initial proposal process will qualify the projects submissions against the program objectives, eligibility and criteria.

Proposal timelines

• March 1: proposal deadline
• April: evaluation for eligibility
• May to August: prioritize projects
• September to October: report to Committee and Council for final approval
• November to December: initiate project detailing, partnership agreement

Prior to submitting your application, ensure you have thoroughly reviewed the guidelines and principles and the Preliminary Partnership Proposal form [ PDF - 196.81 KB ].

• Partnership agreement will be developed to detail the capital project and will include clauses stating the intentions of each party, shared objectives and outcomes etc.
• City will provide funding payments on receipt of invoices in a manner as agreed to between the City and community organization.
• Funding cheques will be issued to a group with two or more signing officers.
• City will monitor the terms of the partnership agreement.
• Any residual funds are to be returned to the City, unless the City approves a phase two of the project to which these residual funds may be applied.
• Governance structure and appropriate level of City involvement is to be agreed upon between the parties.
• Agreement will include conditions that allow the City to appoint a project manager if it so desires or to appoint a project development adviser to the governing body for the period of construction and warranty.
• Agreement will include City sign-off for the various stages of the project development; final design and cost estimate, construction tender, tender acceptance, variations to contract that are greater than 10% variation, are greater than the contingency or result in additional funds being required.
• In the case of community owned facilities, the City assumes no liability for ongoing operational or maintenance funding.
• Applicant must demonstrate that the landlord has public liability insurance for the construction of the project and the landowner must provide written concurrence for the proposed capital project.
• City must have input into the sale/lease of naming rights of the facility.
• Charges (if applicable) to the community must be agreed to by the City.
• In the case of community owned facilities, the City will recover some of the financial contribution if there is a significant change to use of the facility within the terms of the agreement or agreed timeframe (related to City's amortization of the intangible asset).
• Capital project must be developed within an agreed upon time frame.
• Should the organization cease to exist or be re-constituted during the life of the capital project, conditions for safeguarding the public's investment in the capital project will be secured.

Donna Williams
613-580-2424, ext. 23169

Renée Proteau
Tel: 613-580-2424, ext. 26967

Coran Graham
613-580-2424, ext. 16683