Capital Assets Guide Chapter 1: First Nations Child and Family Services
An updated PDF version of the Capital Assets Guide is now available by email request and will be published online in the coming months. Please note that until web updates have been completed, some information below may be outdated. To request the most up-to-date version of the guide, please email email@example.com.
On this page:
- Objective and principles
- Requirements for construction projects
- Funding request and assessment process
- Service standards and key dates
- Escalation and appeals process
- Funding agreement and payment process
- Reporting requirements
- Operations and maintenance
- Repayable contributions
- Contact information
This chapter was written to support the implementation of the Canadian Human Rights Tribunal (CHRT) orders related to capital projects funded under the First Nations Child and Family Services (FNCFS) Program (i.e., 2021 CHRT 41 orders). It provides First Nations and FNCFS agencies with guidance on how to request and access capital funding to support the delivery of FNCFS on reserve or in the Yukon. In this context, FNCFS encompasses the services funded via the FNCFS Program (including First Nation Representative Services in Ontario).
By virtue of 2021 CHRT 41, First Nations and FNCFS agencies can access funding from ISC for capital projects that are underway or that the First Nations or FNCFS agencies advise are ready to proceed to support the delivery of FNCFS. Per the order, ISC will also provide funding to recipients to conduct capital needs assessments and feasibility studies.
In keeping with the evolution of the long-term reform of the FNCFS Program, this document may evolve over time. Any changes will be communicated to First Nations and FNCFS agencies in advance. Regardless of the changes made to this Capital Assets Guide, capital funding requests determined to be eligible prior to any changes will continue to be eligible. Funding commitments for projects underway will not be terminated due to any policy changes. Depending on the nature of the changes, funding requestors can resubmit any previously denied capital funding requests that may have become eligible as a result of the changes.
This chapter should be read with the CHRT orders, FNCFS Program transitional terms and conditions and agreements held between the funding recipient and ISC. Where there are material differences between the 2021 CHRT 41 orders, the applicable program terms and conditions, the funding agreement and/or this Capital Assets Guide, the orders will prevail.
2. Objective and principles
ISC officials will support funding requestors through the funding request process and the capital project stages, including providing guidance and helping to gather required documentation to ensure that eligible capital requests are funded and completed.
The approach for implementing 2021 CHRT 41, was designed to enable First Nations, and FNCFS agencies to access capital funding in a way that is streamlined and timely, addresses actual needs, and minimizes administrative burden. ISC will exercise a "reconciliation first" approach when receiving, processing and assessing requests in a common-sense manner that meets the capital needs of service providers.
When assessing the eligibility of capital funding requests, ISC takes into consideration whether:
- capital assets support the delivery of FNCFS to First Nations children, youth and families on reserve and in the Yukon;
- capital assets support substantive equality and culturally appropriate services, given the distinct needs and circumstances of the First Nation, including their cultural, historical, and geographical needs and circumstances;
- where appropriate, First Nations and associated FNCFS agencies jointly planned and identified this capital project as being in alignment with community FNCFS needs;
- First Nations or FNCFS agencies demonstrated how they envision this asset fitting within their existing long-term FNCFS-related plans and objectives;
- the costs are necessary to purchase, construct or renovate the asset, or, as appropriate, to conduct pre-capital planning for a capital asset;
- the documentation demonstrates value for money, taking into consideration the community's circumstances, including geographical location of the capital project;
- generally accepted accounting principles, applicable tendering policies and practices, and applicable federal, provincial and local laws and regulations are followed; and
- costing considers the full life cycle of the asset.
3.1 Eligible funding requestors
- FNCFS agencies, societies or other provincially/Yukon delegated child and family service providers
- First Nations* on reserve or in the Yukon that are recognized as Bands within the meaning of the Indian Act
- First Nations* that have concluded a self-government agreement, but have not exercised child and family services jurisdiction
*Note: First Nations includes authorities, boards, or other entities created by First Nations for the purpose of providing social services or health care.
3.2 Ineligible funding requestors
First Nations who have entered into a coordination agreement under the framework provided in An Act respecting First Nations, Inuit and Métis children, youth and families are not eligible for capital funding through this process. For such First Nations, funding will be provided through the grant mechanisms established under the Act. However, as per the agreement-in-principle for the long-term reform of the FNCFS Program, these First Nations will not receive less funding than they would have received under the reformed approach for the FNCFS Program.
3.3 Eligible activities
To be eligible, a capital asset must support the delivery of at least one of the following FNCFS activities:
- FNCFS - Prevention: Services that support the safety and well-being of First Nations children, youth, young adults and families, in an approach that is culturally appropriate, in the best interests of the child and provided on the basis of substantive equality. The goal of prevention services is to reduce the likelihood of child maltreatment, including by addressing the structural drivers and underlying root causes of the over-representation of First Nations children and families in the child welfare system, such as poor housing, poverty, racism and intergenerational trauma manifested as substance misuse and intimate partner violence, through a service approach that recognizes historical and contemporary disadvantage, and contextual and cultural differences of First Nations Peoples.
- FNCFS - Protection and Guardianship: Services (including post-majority care) delivered by provincially delegated service providers that respond to child maltreatment, provide guardianship and/or custody services including alternative care, and support family preservation, reunification, and well-being, including cultural and linguistic connections, for First Nations children, youth and families.
- FNCFS - First Nation Representative Services in Ontario: Services that represent the collective interest of the First Nation as well as its families and children whenever a society, agency, person, or entity may be involved in a First Nation family's lives because of child welfare or child protection concerns.
3.4 Eligible assets
Capital assets are pieces of property, buildings, spaces, or vehicles that are intended for long-term use. Eligible assets that support the delivery of activities listed in section 3.3 include:
- Assets that provide a safe, accessible, adequate, confidential, culturally appropriate and age-appropriate location, space, or area to conduct service provider operations;
- Vehicles where not already eligible through the existing claims on actual process as per 2018 CHRT 4 (refer to sections 3.7 and 3.8 for further clarity);
- Housing for personnel delivering FNCFS in remote First Nations where there are no available accommodations;* and
- Assets that are fit for purpose, meaning that they provide a safe, accessible, adequate, confidential, culturally appropriate and age-appropriate location, space, or area to support the delivery of prevention services (for further guidance on the eligibility criteria for capital supporting the delivery of prevention services, please review Annex B).
*Note: Consideration of whether suitable accommodations are available (i.e., short-term or long-term accommodations) should also reflect the nature, scope and duration of the personnel's responsibilities in service delivery.
3.4.1 Location of the assets
Construction or purchase of off-reserve property is eligible where there is no suitable property available on reserve for construction, or where off-reserve construction is more accessible for First Nations children, and/or youth and/or families on reserve and in Yukon to receive services.
3.4.2 Ownership of the assets
Capital assets located on or off reserve or in Yukon will be owned by the funding recipient. If a First Nation is a funding recipient, the First Nation has the option of having the asset owned by their holding company or their incorporated entity.
3.4.3 Multi-purpose assets
In circumstances where an asset will serve purposes related to FNCFS as well other purposes unrelated to FNCFS, the FNCFS Program may proportionally contribute towards the capital costs. Depending on the complexity of the capital project, consideration of a multi-purpose asset must be addressed as part of the feasibility study and design plan to substantiate the most effective way to provide FNCFS. Note that a decision on the capital request will only reflect the portion of a multi-purpose asset that is intended for FNCFS; consideration for funding for the remainder may be considered under Jordan's Principle, or other ISC or Government of Canada programs through the established application and decision-making processes as applicable.
3.4.4 Joint assets with other First Nations or FNCFS agencies
More than one First Nation or FNCFS agency can jointly submit a capital funding request for an asset that fulfills a common need.
3.5 Eligible costs
- capital needs assessments;
- capital feasibility studies;
- environmental assessments or reviews;
- land assessments;
- design costs;
- land purchase;
- purchase, new construction, renovation and replacement of assets;
- ongoing Operations and Maintenance costs (including repairs) for these FNCFS-funded assets;
- insurance for assets;
- initial furniture, information technology and other equipment fit for purpose to furnish new spaces;
- site preparation, lot servicing and site clean-up after construction;
- building hook-ups to water, sewer, electrification, gas and solar power;
- upgrades to roads to enable access to the building or other assets such as structures to support land-based learning and programming;
- up to 15% of the total capital project cost for administration costs related to: the development of a capital funding request, project management/coordination, travel and other project implementation and oversight activities;
- professional fees (e.g., technical personnel, bookkeeping/audit fees, architects, consultants, and contractors to design, develop, complete, or monitor the project, and engineering, manufacturing or building of capital project facilities and structures);
- municipal taxes for buildings and land located off reserve; and
- financing costs incurred by funding recipients who took out loans to move forward with their capital project (only eligible for capital projects that were underway as of August 26, 2021).
3.6 Ineligible costs
Taxes for which the funding recipient is eligible for a tax rebate and all other costs eligible for rebates (e.g., Goods and Services [GST] Tax rebates or eco-retrofits to reduce greenhouse gas emissions which may be eligible under other federal funding) are not eligible.
3.7 FNCFS agency building repairs and vehicles
FNCFS agencies will continue to seek reimbursement for building repairs and the purchase of vehicles through claims on actuals as per 2018 CHRT 4 until the implementation of a reformed FNCFS Program.
3.8 First Nation Representative Services in Ontario – Building repairs and vehicles
As it relates to the delivery of First Nation Representative Services in Ontario, Ontario First Nations, Tribal Councils or FNCFS agencies will continue to seek reimbursement for building repairs and the purchase of vehicles through claims on actuals as per 2018 CHRT 4 until the implementation of a reformed FNCFS Program.
4. Requirements for construction projects
Where relevant, existing ISC program policies (e.g., policies related to the Capital Facilities and Maintenance Program) and other policies (e.g., Policy on Transfer Payments) will be used to support the implementation of eligible capital requests. In instances where requests do not fall under existing policies, ISC will work with the funding requestor to identify requirements based on industry standards and best practices.
5. Funding request and assessment process
Full and partial funding determinations
For projects that are deemed "ready to proceed" to the purchase or construction of an asset or for funding requests for feasibility studies, the FNCFS team must make a determination on the full funding of a project or study within 30 business days of receiving a complete capital funding request submission (i.e., Capital Funding Request form and any supporting documentation). ISC may not need the full 30-business days to reach each full funding decision – it will vary based on the circumstances and complexity of each project.
The complexity of a project depends on a variety of factors including but not limited to: the type of project; the overall anticipated cost of the project; project completion time; if it is a joint project with other First Nations or agencies or other partners; if it is a multi-purpose building intended to offer multiple types of services; the location of the capital asset; if there are health and safety implications; if the property is connected to a road, water and wastewater system, and a source of power; and if there are any environmental impacts.
If ISC is not able to make a full funding decision because the project is not "ready to proceed", where possible, in consultation with the requestor, ISC will make a partial funding decision to enable the advancement of the project.
If the 30-business day standard for a full funding decision cannot be met due to the level of project complexity or some other exceptional circumstances, the FNCFS team will notify the requestor in writing and will provide the rationale for the additional time needed.
Roles and responsibilities of ISC staff during the process
In general, responsibilities related to supporting the FNCFS 2021 CHRT 41 funding request assessment process will be spread across the different teams within ISC accordingly:
- ISC FNCFS National – Intake, Requestor and Recipient Support, Escalation, Appeals, Oversight and Monitoring
- ISC FNCFS Regional Offices – Completeness Assessment, Program and Recipient Eligibility, Transfer Payments, and Requestor/Recipient support
- ISC Capital Regional Offices – Technical Capital Support to FNCFS team in Regional Office and Requestor/Recipient support
This breakdown of responsibilities is notional and may be refined as ISC gains further experience supporting the implementation of the 2021 CHRT 41 orders. Regardless, the different players within ISC will work collaboratively towards rendering a decision.
Collaborative process to ensure capital needs are addressed promptly
The FNCFS and Capital teams will work with the funding requestor to confirm the complexity of each project and what steps, stages and documentation are needed for each project. ISC's goal is to help requestors access the capital that they need to deliver FNCFS. ISC will be as flexible as it can be and will exercise common-sense approaches to support requestors during the assessment process and during the implementation of these priority capital projects.
The FNCFS team will send notifications in writing to the funding requestor as the capital funding request moves forward through the assessment process and will notify the requestor promptly in writing regarding any missing information or potential delays. To support stronger and more simplified information management, each funding submission will be assigned a unique identifier number and all correspondence from ISC regarding a 2021 CHRT 41 submission will note its unique identifier number.
For more information on how the funding request and assessment process works based on the status of the project and on ISC's service standards for decision making and communication, please see the rest of Sections 5 and Section 6.
5.1 Differences in assessment process: Straightforward versus complex projects
This capital funding request and assessment process has been designed to be adaptable to the numerous types of requests that will come forward, their varying degrees of complexity and different stages of project readiness in the capital project life cycle.
Straightforward funding requests (e.g., a vehicle purchase or replacement of windows) will be assessed and processed through existing internal mechanisms and will not be subject to the Capital Assessment Process described in this chapter.
Complex projects, for example, those involving the construction of a new building, will need to complete the approval stages of the capital project life cycle which includes:
- Pre-Capital Needs Assessment, Feasibility and Planning
5.2 Outline of process based on project status scenarios
Scenario 1: Project is not yet underway
A. Pre-capital needs assessment, feasibility and planning stage
i. Capital needs assessment
If not already completed and it is deemed necessary for the type of request that is being submitted, the first stage in this process is conducting a capital needs assessment to confirm what type of assets may be needed to deliver services. Capital needs assessments typically gather or determine details such as the:
- current scope of programs and services;
- staffing requirements to deliver programs and services;
- estimated capital requirements of current program and/or service; and
- extent to which this type of capital is currently available to the First Nation or FNCFS agency and the current condition/state of these existing assets.
If a funding recipient needs advance funding or to be reimbursed for the needs assessment cost incurred on or after August 26, 2021, they can submit a Capital Funding Request form to firstname.lastname@example.org to access this funding.
ii. Engagement with FNCFS partners to discuss needs and opportunities
Where it makes sense to do so, First Nations, FNCFS agencies and other partners could find it beneficial to engage with each other at this stage in the process to discuss current needs of implicated First Nations and to hopefully reach a common understanding regarding service delivery priorities (including capital) and possible opportunities for collaboration.
iii. Capital Funding Request form
The next step to access capital funding is to submit a Capital Funding Request form to ISC's FNCFS team at email@example.com. The form compiles information about the funding requestor, the type of services that this capital request supports and how it aligns with program outcomes, the type of capital project, the stage the project is at, estimated costs, estimated start and end dates, and supporting documentation.
Upon receipt of a capital funding request submission, the 30-business day clock will start and the FNCFS team will quickly review it to confirm if all of the fields of the form were completed and if the documentation referenced by the funding requestor in the form was included. Within 2 business days of receiving the capital funding submission, the FNCFS team will send a confirmation of receipt message in writing to the funding requestor. If there is any missing information identified after initially quickly reviewing the submission, the FNCFS team will also use this opportunity (i.e., the email to be sent within 2 days of receipt of submission) to notify the requestor about the missing information. The 30-business day clock will pause once the message about missing information has been sent to the requestor and will restart upon receipt of the missing information.
Once the FNCFS team confirms through that initial quick review that the Capital Funding Request form is complete, they will send an email to the requestor confirming that the initial completeness requirements were met and that the submission will next be reviewed to confirm if: the submission contains enough information to determine eligibility; whether the costs align with FNCFS objectives; and if engagement with the Capital team will be necessary to determine the project's readiness to proceed. This email will include contact information that the requestor can use if they have questions in the future about the status of their project in the assessment process. Should additional information be required from the requestor at this point, the FNCFS team will send the requestor a detailed list of the outstanding information in writing.
If the FNCFS team determines that the project is eligible and that the Capital team does not need to be engaged, the FNCFS team will notify the requestor of the full or partial funding decision and on the next steps required to enter into a new funding agreement or amend an existing funding agreement and flow funding.
If the FNCFS team determines that the project is eligible and that the Capital team needs to be engaged due to the scope and complexity of the project, the FNCFS team and the requestor will work with the Capital team to confirm what additional documentation or stages (if any) may need to be completed before the project is "ready to proceed" to the purchase or construction of an asset. Once these details have been confirmed, the FNCFS team will communicate this information in writing.
If, after the engagement with the Capital team, it is confirmed that no additional documentation or stages are needed and that the project is "ready to proceed", the FNCFS team will render a full funding decision. If, after engagement with the Capital team, the FNCFS team determines that the project meets FNCFS Program objectives but additional documentation or stages are needed before a full funding decision can be rendered, the FNCFS and Capital teams will work with the funding requestor to determine the funding required to complete this work and the FNCFS team will render a partial funding decision to support the ongoing advancement of the project by funding the completion of this work.
iv. Feasibility study
A feasibility study is intended to present sufficient detail on project parameters and propose potential solutions to the defined problem, need or opportunity, and justify viability. The need for a feasibility study is case-specific based on the stage, nature and complexity of the capital project. Although it depends on the specific scenario and the stage that the project is currently in, feasibility studies are typically required before the design stage to assess the practicality and viability of a proposed project or activity. For more information on what a feasibility study entails, please view Annex A and Annex D.*
A completed feasibility study will include a recommended option. The funding requestor will review this recommendation and identify their preferred option. The FNCFS and Capital teams will work collaboratively to assess the requestor's preferred option, and ensure that it aligns with relevant program and policy requirements, in order to best support the project to the next stage(s).
If the FNCFS team determines, after reviewing the feasibility study, that the requestor's preferred option meets FNCFS Program objectives but other documentation is still needed or the project must still undergo a design phase before a full funding decision can be rendered, the FNCFS and Capital teams will work with the requestor to determine the funding required to complete this documentation or this plan, and the FNCFS team will make a partial funding decision at this point to support the ongoing advancement of the project by funding this work.
*Note: Consideration of ancillary capital costs for the construction or purchase of assets, such as lot servicing, building hook-ups to water, sewer and electrification, and ensuring road access, etc., must be addressed as part of the feasibility study and design plan for an asset. These ancillary capital costs must be factored into the determination of the most cost-effective option overall.
v. Other documentation that may be required during the pre-capital needs assessment, feasibility and planning stage
The FNCFS and Capital teams will work with the funding requestor to determine if any other documentation may be required for this stage. Required documentation could include:
- Geotechnical investigation - For new or alterations to structural foundations, a soil investigation report of the lands upon which the building or expansion is proposed to be constructed from a geotechnical engineer licensed to practise in the region where the project will be undertaken.
- Site survey - A survey completed by a licensed surveyor of the land upon which the project is proposed to be constructed, to show the interrelationship of all proposed and existing buildings and infrastructure.
- Signed letter and/or Band Council Resolution - To help ensure that a common understanding of the proposed project is achieved and well-supported by the Chief(s) and/or Band Council(s) of the community, or communities, directly involved.
B. Design stage
The development of a design plan is standard practice for many capital projects after the completion of a feasibility study. The need for a design plan is, however, case-specific based on the stage, nature and complexity of the capital project.
The funding recipient engages a professional firm to develop a project design plan. This includes construction documents such as drawings and building specifications. The design plan specifies in detail the preferred solution for meeting the service need, including factors such as lot servicing, access to services and supporting infrastructure (water, wastewater, internet, electricity, roads).
The design plan is the final potential component needed for ISC to confirm if a complex project is "ready to proceed" to construction and to make a full funding decision. Once the design plan is submitted, the review of the plan will confirm that the project meets applicable federal, provincial, and territorial codes and standards for the design, construction and operation of similar physical assets, and that the design of the project is approved and certified by a professional engineer or architect licensed to practise as such in the province/territory where the proposed work is to be undertaken.
If, upon review of the design plan, the project is confirmed to be "ready to proceed", the funding recipient will also initiate a tendering process for construction. Federally funded capital projects administered by First Nations must align with the First Nation's own tendering policies or, in the absence of such policies, the projects must align with the Tendering policy on federally funded capital projects for First Nations on reserve. Federally funded capital projects administered by FNCFS agencies must align with public sector tendering practices. The eligible recipients will call tenders to ensure the building is fit for purpose and that the project delivers value for money, prudence, probity and sound contract management. Value for money may include consideration of opportunities to secure socio-economic benefits on behalf of the community.
C. Construction stage
A contract is awarded to the construction company. The FNCFS team flows funding and construction begins.
D. Completion stage
Once the construction is complete, the professional firm issues a certificate of project completion. The FNCFS team flows the final capital construction funds.
Scenario 2: Project is already underway before funding request form is submitted
In this scenario, the funding requestor must submit a Capital Funding Request form along with documentation to demonstrate eligibility, stages completed to date, and how they have met any requirements that were applicable to the project at the time they completed those stages. In relation to project stages that were already completed before this Capital Assets Guide was publicly available, the funding requestor will only have to demonstrate how it fulfilled requirements that were applicable at the time the project stage was completed.
The submission will be assessed and key information will be communicated in the same way as described for Scenario 1. Once it is confirmed by the requestor, the FNCFS team and, if necessary, the Capital team, that the project aligns with FNCFS terms and conditions and objectives and that the documentation is complete, the FNCFS team will notify the funding requestor in writing of the approved full or partial funding decision and flow the funds for costs incurred on or after August 26, 2021. As any remaining applicable stages are completed, associated documentation is provided and completeness is confirmed, the FNCFS team will continue to render partial funding decisions and flow funds in order to continue to advance the project until it is completed.
Scenario 3: Project is already complete before funding request form is submitted
In this scenario, the funding requestor must submit a Capital Funding Request form with all of the required supporting documentation to demonstrate eligibility, how it completed all of the applicable stages and met the requirements that were applicable to that project at the time of completion. In relation to projects that were already completed before this Capital Assets Guide was publicly available, the funding requestor will only have to demonstrate how it fulfilled requirements that were applicable at the time the project was completed.
The submission will be assessed in the same way as described for Scenario 1. Once it is jointly confirmed by the requestor, the FNCFS team and, if necessary, the Capital team, that the project aligns with FNCFS terms and conditions and objectives and that the documentation is complete, the FNCFS team will notify the requestor in writing of the full funding decision and flow the funds for costs incurred on or after August 26, 2021.
5.3 Impact of remoteness or other exceptional circumstances on funding request process
Review of capital projects for FNCFS agencies or First Nations situated in remote areas or with exceptional circumstances (e.g., First Nations located in rural areas or areas that were significantly impacted by recent flooding) will consider that some aspects of a project may need to be approved before full feasibility or design work is completed due to factors including but not limited to seasonal access to the First Nation or the limited availability of contractors.
6. Service standards and key dates
- Within 2 business days of receiving the capital funding request submission, the FNCFS team will send a confirmation of receipt message in writing to the funding requestor. If, upon a quick initial scan of the submission, the FNCFS team notices that information is missing, they will notify the requestor of this in the same message. As much as possible, ISC will support the requestor in gathering missing information.
- For projects that are deemed "ready to proceed" or for funding requests for feasibility studies, within 30 business days from the receipt of a complete capital funding request submission (i.e., contains all of the information and documentation needed to enable the FNCFS team to make the funding decision under consideration), the FNCFS team will provide notification to the requestor of the full funding decision. ISC may not need the full 30-business days to reach each funding decision – it will vary based on the circumstances of each project.
- Should additional information be required from the funding recipient to support decision making, the FNCFS team will provide the requestor with a detailed list of outstanding information in writing. When the funding request is sent back to the requestor for further information or documentation, the 30-business day clock is placed on pause and restarts upon the receipt of a complete submission.
In exceptional circumstances, the 30-business day timeline for a funding decision may not be workable when, for example, there is a high level of complexity related to the project's design or local circumstances or when other unforeseen circumstances require additional time for Canada to consider the proposal.
The complexity of a project is determined based on an array of factors including but not limited to: the type of project; the overall anticipated cost of the project; the length of time it will take to complete it; if it is a joint project with other First Nations or agencies or other partners; if it is a multi-purpose building intended to offer multiple types of services; where the asset is to be located; if there are health and safety implications; if the property is connected to a road, water and wastewater system, and a source of power; and if there are any environmental impacts.
- If the FNCFS team determines that the 30-business day service standard cannot be met, the FNCFS team will notify the requestor in writing providing the rationale for the additional time needed.
- If ISC is not able to make a full funding decision because the project is not "ready to proceed", where possible, in consultation with the requestor, ISC will make a partial funding decision to enable the advancement of the project.
- ISC will only reimburse eligible capital costs incurred on or after August 26, 2021.
7. Escalation and appeals process
The escalation process is an internal ISC process designed to ensure that, prior to the FNCFS team communicating to a funding requestor that their request is fully or partially denied, other ISC colleagues with relevant professional backgrounds (e.g., social work) or relevant para-professional backgrounds, and, if necessary, the Assistant Deputy Minister, review the funding request.
If the other colleagues with social work backgrounds conclude that the project is eligible, steps will be taken to get the funds transferred to the requestor. If these colleagues conclude that the project doesn't align with FNCFS objectives, the submission will be escalated to the Assistant Deputy Minister of Child and Family Services Reform for a final decision.
If the Assistant Deputy Minister approved the request, the FNCFS will take steps to notify the requestor in writing and initiate the funding transfer.
If, upon the Assistant Deputy Minister's review of a complete capital funding request submission, the Assistant Deputy Minister decides not to fund or to fund only a portion of the costs, the FNCFS team will advise the requestor in writing within no later than 30 business days of receiving the complete submission. If deemed ineligible, the communication will include a detailed explanation for the decision and information on the appeals process as well as any other potential funding options to meet the requestor's needs. For more information on the Escalation process, please see Annex E.
Information on appeals process to follow upon discussion with the Parties.
8. Funding agreement and payment process
ISC will work with funding recipients through new or existing funding agreements to issue funding at different stages of a capital project.
9. Reporting requirements
All reporting requirements, including annual audited financial reports, are to be outlined in the funding agreement between the recipient and Canada. Other reporting requirements will be discussed with the recipient during the assessment of the request for funding.
10. Operations and maintenance
The preservation of the functional integrity of FNCFS-funded assets is a priority. All assets must be:
- maintained to achieve their full design life, including regular inspections, preventative maintenance, and repairs when required; and
- operated to ensure their proper day-to-day functioning and service delivery outcomes as intended, with due regard to health and safety of the community and the environment.
ISC promotes a life cycle approach for assets starting with the use of a full life cycle costing when approving capital projects. This type of analysis allows for the consideration of all the associated costs (e.g., for buildings, life cycle costs include design, construction, operation and maintenance, major renovations, and disposal [i.e., decommissioning, repurposing, or demolition]) of the proposed asset throughout its entire life cycle.
If applicable, once an asset is built, it will be entered in ISC's Integrated Capital Management System (ICMS). The data from ICMS will be used to generate forms used for asset inspections. The inspections identify asset deficiencies, and future capital needs. This process allows for preventive or anticipatory work to be completed to ensure the existing infrastructure remains available for its full life cycle to deliver services.
11. Repayable contributions
If any of these assets are sold or disposed of in some other way or if, in a manner within the control of the funding recipient, the assets become unavailable for FNCFS-related purposes, the FNCFS team may reserve the right to a repayment proportional to the contribution made to the project. In instances where a First Nation or FNCFS agency receives funds resulting from the disposal of project assets, ISC may recover the cost from the First Nation or FNCFS agency.
|Where asset is sold, leased, encumbered, or disposed of within:
|Return of contribution to ISC (In current dollars)
|2 years after project completion
|Between 2 and 5 years after project completion
|Between 5 and 10 years after project completion
12. Contact information
Questions about the Capital Funding Request form
Please send them in to the 2021 CHRT 41 Intake Desk at firstname.lastname@example.org.
In preparing your funding request, please note that ISC FNCFS or Capital regional staff can also provide guidance to funding requestors on topics such as:
- completing the form and determining what support documentation will be needed;
- assessing eligibility;
- the area of engineering, architecture, tendering, etc.;
- maximizing the life cycle of physical assets;
- mitigating health and safety risks;
- ensuring assets meet applicable policies, codes and standards;
- ensuring assets are managed in a cost effective and efficient manner;
- analyzing and/or revising the scope of projects;
- establishing professional services contracts; and
- updating costing.
Questions about eligibility and the overall process to access funding
Contact ISC Regional Office FNCFS employees
Questions about the stages and the associated requirements for more complex capital projects
Contact ISC Regional Office Capital employees
Thank you for your feedback