Terms and Conditions - Contribution Funding under the International Association of Fire Fighters, Canada (IAFF/Canada) Hazardous Materials Training Initiative

1. Authority

The Minister's authorities to develop a transfer payments program to support a training initiative in matters of emergency management are section 4 and paragraph 6.(1)a) of the Department of Public Safety and Emergency Preparedness, S.C. 2005, ch. 10; and sections 3, paragraphs 4.(1)m) and 4.(1)n), of the Emergency Management Act, S.C. 2007, ch. 15.

The Minister's authority to make transfer payments is paragraph 6.(1)(c) of the Department of Public Safety and Emergency Preparedness Act, S.C. 2005, ch.10.

2. Purpose

The purpose of this document is to set forth the Terms and Conditions for a contribution under the authority of Public Safety and Emergency Preparedness (“the department”) to the International Association of Fire Fighters, Canada (IAFF/Canada) to implement a training initiative in Canada for firefighters and other first responders to help ensure that they can safely and effectively respond to hazardous material (HazMat) emergencies.

The ultimate outcome is to contribute to Public Safety and Emergency Preparedness' (PSEP) Strategic Outcome – A Safe and Resilient Canada – by promoting public safety and protecting Canadians and Canadian first responders from the aftermath of a HazMat incident. This Strategic Outcome is consistent with the Minister responsibilities under the Department of Public Safety and Emergency Management Act and the Emergency Management Act.

3. Objectives and key results

The program provides the authority for a contribution entitled the International Association of Fire Fighters, Canada (IAFF/Canada).

The overall objectives in the immediate and intermediate period are to train first responders about strategies to safeguard Canadian's health and safety and to reduce deaths and injuries related to hazardous materials.

The program contributes to the achievement of departmental objectives related to emergency management, and contributes to the strategic priority related to ‘strengthening the resilience of Canada and Canadians in relation to emergencies'.

Key results

Results and outcomes expected under the IAFF/Canada are as follows:

Outputs

• HazMat course materials with Canadian content, in both official languages;
• Trained instructors;
• HazMat trained Canadian fire fighters and other first responders;
• Course materials distributed;
• Courses delivered nation-wide;
• Advisory Committee;
• Annual reports and audited financial statements for the project or a dedicated schedule for the project found within the organization's annual audit financial statements;
• Audits and evaluations; and
• The identification of ways and means to align training requirements for fire fighters and first responders in Canada through consultations with the Canadian Association of Fire Chiefs (CAFC).

Immediate Outcomes

• Canadian fire fighters and other first responders nationally who have the skills and knowledge required to respond to a HazMat incident; and
• Improved interoperability between trained first responders in Canada.

Intermediate Outcomes

• Canadians are protected from the aftermath of a HazMat incident; and
• Canadian fire fighters and other first responders are protected in the event of a HazMat incident.

Rationale: Statements were adjusted from output-oriented to outcome/results-oriented.

4. Class of recipient

The only eligible recipient is the International Association of Fire Fighters, Canada (IAFF/Canada).

5. Eligible activities

Contributions will be made towards activities that support the development, design, and implementation of the training program. Activities will be in support of the department's strategic objectives in the areas of emergency preparedness.

Funding may be provided for the following eligible activities:

• Production and distribution of course materials in both official languages;
• Modification of course materials;
• Logistical arrangements for the provision of training (scheduling, reserving and renting facilities, assigning instructors, etc.);
• Delivery of courses in both official languages;
• Liaison with federal and provincial points of contact for delivery and course loading;
• Selection, coordination and management of consultants and subject matter experts for training;
• Marketing of the program;
• Post course evaluation; and
• Program management.

6. Type and nature of expenditures

Financial assistance for the training programs will be provided in the form of contribution funding.

Eligible Costs

Contributions will be made towards eligible costs that are incurred by the recipient and which, in the opinion of the department, are reasonable and are required to achieve the results to which they relate. Eligible costs are:

• Personnel: Salary and Fringe Benefits;
• Travel costs associated with instructor development, training programs, management boards meetings and administration;
• Supplies for training (student workbooks, pocket guide, marketing materials, laptop/projector kits, digital camera, personal computer, printer/fax/scanner, blackberry, office supplies);
• Consultant fees (training coordinator, assessment specialist, database management, curricula designer, management board member, instructors, trainers);
• Auditing fees for the training program; and
• Administration of training program (office space use, communications (phone/fax), printing/copying, shipping/mailing).

Ineligible Costs

• Capital costs, such as land, buildings, vehicles and most other capital costs (more than $5,000 per acquisition);
• Hospitality that does not meet the eligible expenses criteria;
• Core or ongoing operating expenses; and
• Surplus, defined as an excess of revenues over expenditures.

Administrative costs which are not directly related to the IAFF. The recipient is expected to absorb the routine costs of doing business. Examples such as regular salaries and benefits, audit costs, office furniture, equipment, office supplies, committee work, administration and supervision of staff, are not eligible. It is recognized that the training program may incur extraordinary administrative expenses, which are incremental to the routine costs of providing services; these expenses can be considered eligible and shall be clearly identified and specified by the agreement.

7. Stacking

For this contribution, the maximum level (stacking limit) of Total Government Assistance (federal/provincial/municipal assistance for the same purpose and eligible expenses) will be up to and including 100% of eligible costs.

The recipient will be required to disclose all confirmed and potential sources of funding for a proposed project before the start and at the end of a project.

The department will ensure that the transfer payment assistance provided respects these stacking limits and that the federal contribution is based on the Total Government Assistance received (federal, provincial and municipal assistance for the same purpose and eligible expenses). This includes assistance such as all grants, contributions and any other assistance including non-monetary/in kind contributions being considered; all new investments in the applicant business; provisions for potential losses on loan guarantees and loans; implicit subsidies; forgivable loans; investment tax credits; and any other grant or contribution for which the applicant may be eligible.

The repayment of any amount exceeding the Total Government Assistance limit will be calculated on a pro-rated basis (based on Total Government Assistance received towards the same eligible expense).

8. Method used to determine the amount of a contribution

The maximum amount of the contribution was determined by Budget 2007. The contribution will be at the minimum amount required to reach the objectives of the initiative and based upon a review of the documentation provided by the recipient.

9. Maximum amount and period

The maximum contribution under these Terms and Conditions shall not exceed $500,000 per year.

10. Basis of payment

Payments will be made in accordance with the Treasury Board Policy on Transfer Payments, which requires that payments be managed in a manner that is sensitive to risks, that strikes an appropriate balance between control and flexibility, and that establishes the right combination of good management practices, streamlined administration and clear requirements for performance.

PS may consider reimbursement of eligible pre-execution expenditures incurred prior to the signing of the Contribution Agreement on an exceptional basis. Such exceptional basis entails the potential loss of critical project resource(s) or the delivery of the project will be jeopardized. The Minister will not pay for any eligible expenses incurred by the recipient prior to the date of approval of the Proposal/Application as per the Delegated Financial Signing Authority Matrix and reimbursement of pre-execution expenditures must not cross fiscal years. The Minister shall not reimburse the recipient for costs incurred should the Agreement not be executed.

Transfer payments will be paid to the recipient based on the reimbursement of eligible expenditures. Progress payments will be made upon receipt and approval of interim financial and progress reports that outline the activities completed and expenses incurred to-date.

Provided that the recipient has met the Terms and Conditions of the contribution agreement, a final payment will be made only upon receipt and acceptance of financial and project reports that outline the activities completed, the results achieved and the expenses incurred, covering the duration of the project. Where deemed necessary, based on a risk assessment, audited financial statements will be requested for the project. No organization will be allowed to retain any surplus generated by the project. Surplus is to be reimbursed by recipients to the Crown.

11. Application requirements and assessment criteria

Due Diligence

The department has and will maintain adequate program and financial controls, systems, procedures and resources to ensure strict adherence to government policies and regulations, due diligence in management and administration and follow-up of the program.

Information Requirements

The recipient must provide any pertinent information needed to assess the project including:

A detailed description of the recipient including ownership, management, involvement of former public servants or public office holders, business experience, financial results, and any other information requested by the Minister;

• A detailed description of the proposed training program;
• The forecast cost of the program and details on its financing (including all sources of proposed funding including the amount of any federal, provincial or municipal assistance or tax credit received or likely to be received for the project);
• Details on the contribution to program objectives that will result;
• A disclosure regarding the involvement of former public servants;
• A declaration that any person lobbying on behalf of the prospective recipient is registered pursuant to the Lobbyist Registration Act;
• A declaration of any overdue amounts owing to the federal government under legislation or contribution agreements;
• A declaration of any and all sources of proposed funding for the project before and/or shortly after the commencement of the agreement; and
• Any other information that the department requires to assess the eligibility of the prospective recipient and the project, to determine how the program would contribute to attaining the objectives of the concerned initiative, and to determine the benefits (for the prospective recipient and for Canada) to result from the program.

Reporting and Monitoring

Based on the risk level of the project and recipient, the recipient will include a progress and financial summary within three months following each fiscal year to comply with these Terms and Conditions.

Rationale: Adjusted language to reflect PS project-level Risk Management Directive.

The recipient will be requested to submit data, schedules, plans and reports in sufficient detail to enable the department to:

• Assess the progress of the program;
• Carry out the post-completion monitoring called for in the agreement, including post course evaluations;
• Determine continuing eligibility;
• Administer the repayment of the contributions where applicable; and
• Evaluate the effectiveness of the project in terms of results and benefits achieved.

Based on the risk level of the project and recipient, the recipient may be required to meet twice each year with the department to review progress, determine whether objectives and targets are being (or are likely to be) met, and to review training and standards. In addition, the department may attend training session conducted by the recipient for management and/or monitoring purposes, on a periodic basis.

Rationale: Adjusted language in order to reflect risk-based approach.

12. Official languages

Funding will be consistent with all relevant policies and regulations of the Official Languages Act.

Since the training program is national in scope and includes services to the general public of both linguistic communities, the recipient organizations will:

• Make any announcements to the public concerning the program in both official languages;
• Actively offer services to members of the public in both official languages;
• Make available in both official languages any documents for the general public relating to the program;
• Encourage members of both official language communities to participate in the program; and
• Organize the program, when appropriate, in such a manner as to meet the needs of the two linguistic communities.

The IAFF/Canada overall objectives are to be implemented within the broader context of the linguistic duality of Canada by supporting projects that will serve official language minority communities while being mindful of gender and diversity issues.

13. Intellectual property

If a project produces intellectual property, the recipient retains copyright for any work produced under the contribution agreement. However, in situations where the department wishes to use the intellectual property produced by a recipient, the following optional clauses may be included in a contribution agreement:

• The recipient retains copyright for any work produced under this agreement; and
• The recipient gives the Minister a royalty-free, permanent and non-exclusive licence to produce, reproduce or publish, in any way, the original work or an adaptation, in any language, for use within the federal public service and for non-commercial distribution, including the evaluation research design, data collection instruments and all interim and final evaluation reports.

The recipient agrees to provide produced documents to the Minister with three copies and one electronic version in MS-Word or other agreed format of materials requested by the department.

Date modified:

2023-11-15