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.
March 1 at 3 pm.
Tel: 613-580-2424, ext. 23169
Tel: 613-580-2424, ext. 26967
About the program
Who can apply for a grant?
Partners must be a legally constituted, incorporated, non-profit organization
- community associations/organizations
- sports organizations
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
City Funding Contribution
- Recreation and sports projects in City-owned facilities will be up to 50% of the eligible capital project cost and non City-owned facilities will be up to 25% of the eligible capital project cost
- City contribution may be provided in one or more of the following forms:
- grant paid in cash
- land or other services in kind
- waiver of applicable municipal fees
Proposal Submission Deadline Date: March 1
For more information, please review the Community Partnership Major Capital Program Guidelines and Principles and the Preliminary Partnership Proposal form [ PDF - 196.81 KB ] or contact:
Guidelines and principles
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 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.
- to develop capital projects that respond to priority needs as identified through Departmental and City planning documents
- 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
- 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
- the City will be proactive in assisting organizations to develop partnerships that provide services within the core mandate of the City
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
- 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
- Alignment with the strategic directions of the Department. Proposal must reflect the principles of relevant reports such as: Ottawa 20/20; Human Services Plan; the Community Infrastructure Strategy, the Sports Field Strategy etc.
- Proposals must not duplicate existing facilities.
- Potential partners must be a legally constituted, incorporated, non-profit organization.
- Proposals must be for facility development or enhancement.
- The proposed facility must be located within the City of Ottawa.
- Debt servicing and operating expenditures are specifically excluded from this program.
- The extent to which a proposal assists or supports other strategies of Council i.e.: tourism, livable communities and fits the requirement of departmental plans.
- The structure and program provided in these facilities must be consistent with the City's service delivery model.
- The extent to which the proposal serves priority targeted communities of interest or geography, or targeted activities.
- The adequacy of the existing facilities within the community and city.
- The extent to which the proposal optimizes capacity (i.e. the opportunity for increased community participation).
- The extent to which the proposal optimizes financing (i.e. the amount of money contributed through other sources).
- Details of other potential partners, their involvement and contributions to the project.
- An assessment of the status of planning and funding for the project and the prospect and timing of additional funding support from other agencies.
- 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.
- 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.
- The relative "equity and fairness" of proceeding with the project in regards to distribution of city funding across the community.
- A track record by the applicant that demonstrates an ability to undertake and complete such a proposal and operate the facility as proposed.
- The extent of community support for and involvement in the project.
- The degree to which positive spin-offs will accrue to the community and negative impacts will be minimized.
The maximum City contribution is based upon the type and ownership of the asset as described below:
- Recreation and Sports
For recreation and sports projects 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 (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)
- fund raising 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
- waiver of applicable municipal fees
Any contribution of City land or waiving of development charges fees is considered to form part of the City's contribution. Including land contribution and waiving of development fees within the City's contribution will allow the City to maximize the number of partnership projects that may be supported within a limited funding envelope.
It should be noted that the total City contribution from any of these funding methods will not exceed the contribution limits noted above.
Criteria for Prioritization of Eligible Proposals
A second set of criteria has been established to prioritize eligible projects. For example projects submitted for sports field development would be assessed against such criteria:
- City-owned land that remains in City ownership versus having to sell a portion of non-City owned lands
- 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 current priority shortage, multi-sport capabilities, tournament potential, economies of scale, potential addition to existing facilities or future growth potential for additional new sports fields
- construction standard: artificial turf, natural turf at the community or district level standard, neighbourhood or basic level fields, maintenance standard
- impact on current core area delivery; demonstrate improvements to core area access for sports turf, improvements for multi-sport opportunities, same sport consortium
- potential for programming intensity; efficient/effective use of fields, carrying capacity of turf, responsible use
- City contribution requirements: external grants/funding, sports field development capital budget envelope, length of term for financing, past performance of proponent
Proposal Deadlines and Submission Process
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.
March 1 - proposal deadline
April - evaluation for eligibility
May-August - prioritize projects
September-October - report to Committee and Council for final approval
November-December - initiate project detailing, partnership agreement
Proposed Agreement and Project Monitoring Process
- 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