Capital Funding Scheme 2016 / 2017 - Guidance and Application Form
Capital funding scheme for small to medium capital grants to DCYA funded youth projects under the Special Projects for Youth Scheme (SPY), Youth Information Centres (YICs), Young People’s Facilities and Services Fund (YPFSF), Local Drugs Task Force (LDTF) (21 mainstreamed projects) and National Youth Organisations funded under the Youth Services Grant Scheme
1.Introduction
The Government has provided a Capital allocation amounting to €2.6m over the period 2016/2017 to the Department of Children and Youth Affairs, to support small to medium capital projects in the voluntary youth services.
Youth organisations, projects and services in receipt of funding under the following schemes are eligible to apply.
- Special Projects for Youth scheme
- Youth Information Centres scheme.
- Young People’s Facilities and Services Fund (rounds 1 and 2)
- Local Drugs Task Force projects scheme (21 mainstreamed projects)
- Youth Services Grant scheme
Grants will be awarded on a phased basis over 2016 and 2017 to ensure that successful applicants have the capacity to plan and deliver on proposed capital projects.
In line with Department of Public Expenditure and Reform Circular 13/2014, it is a condition of the scheme that any grants awarded must be expended within the year in respect of which the grant is awarded.
2.Capital projects for which funding may be sought:
There are two types of capital projects for which funding may be sought.
Type One capital projects include theup-grade or replacement of equipment or the purchase of essential equipment to support the running of the project/organisation in the provision of quality services for young people.
Range - €5,000 to €20,000
Type Two capital projects include Health and safety improvements to premises and/or upgrade or refurbishment of premises, including the purchase and installation of kitchen and toilet facilities or improvements to enable access to young people with disabilities, including those with physical or sensory disabilities.
Range €20,001 to €50,000
Both Type One and Type Two grants will be awarded on a phased basis over 2016 and 2017.
THE CLOSING DATE FOR RECEIPT OF APPLICATIONS FOR BOTH IS 12 NOON, FRIDAY 20th May 2016.
3.Funding categories and related rules
TYPE ONE - Proposals for capital projects in the range
- €5,000 – €20,000
TYPE TWO - Proposals for capital projects in the range:
- €20,001 – €50,000
It is a rule of the scheme that all capital grants awarded must be spent within the year in respect of which the grant is awarded.
APPLICATIONS SHOULD ONLY BE SUBMITTED FOR FUNDING OF PROJECTS WHICH CAN BE FULLY COMPLETED, VOUCHED FOR AND ACCOUNTED FOR OVER THE PERIOD 2016/2017. APPLICANTS SHOULD CLEARLY INDICATE WHICH YEAR THEY ARE LIKELY TO SPEND THE GRANT.
ANY MONEY UNSPENT BY A GRANTEE BY AT THE END OF THE YEAR IN WHICH THE GRANT IS PAID MUST BE SURRENDERED TO THE DEPARTMENT OF CHILDREN AND YOUTH AFFAIRS; THE DEPARTMENT WILL RECOVER MONEY FROM ANY GRANTEE FOUND IN BREACH OF THIS REQUIREMENT.
In line with the requirements of the local ETB, awards made for TYPE TWO Capital projects may be subject to certain financial and other conditions being met in advance of a final contract for a grant being concluded. Applicants must be able to demonstrate that all aspects of the proposal meet regulatory and other requirements. A successful applicant for a TYPE TWO project will be required to work directly with the ETB to finalise a contract and agree a drawdown plan for the grant.
To obtain relevant local information on what these requirements are likely to be, please contact your local Education and Training Board Youth Officer or your CDYSB Liaison Officer, in advance of submitting an application for a grant in respect of a TYPE TWO capital project.
It is a condition of the scheme that the applicant, at the date of making the application-
(i)owns the premises where the upgrade / refurbishment / improvements are proposed or
(ii)has a signed leasehold interest in place for a minimum of 5 years and the landlord’s permission to undertake the proposed work.
4.Guidelines for applications
How to apply for a grant
PLEASE NOTE – INCOMPLETE APPLICATIONS WILL CAUSE A DELAY AND MAY RESULT IN YOUR APPLICATION NOT BEING PROCESSED.
4.1 Complete the application form attached
Please ensure you complete every section of the form; please DO NOT leave any section blank. Please state NOT APPLICABLE in sections not relevant to your application.
The applicant’s Tax Clearance Access Number along with the Tax Reference Number must be submitted with the application.
If you require any assistance in completing this application, please contact your local Education and Training Board Youth Officer or your CDYSB Liaison Officer (full list attached at Appendix A).
Forms which are submitted with incomplete information will lead to a delay. It may not be possible to assess the applications and as a result the applicant may lose the opportunity to be included in the scheme.
4.2 Complete the required quotes template
The quotes template must be complete with reference to each individual part of the overall application
Applications must be accompanied by at least one valid quote for all works under €5,000 and three valid quotes for all works over €5,000. All quotes must be inclusive of VAT.
A valid quote is a quote on supplier’s headed paper. Suppliers of all quotes submitted with the application must have a valid TCC. Where the value of the works is €10,000 or more (inclusive of VAT), potential suppliers must provide either a Tax Clearance Access Number along with the Tax Reference Number or a valid C2 certificate (C2 certificate is only relevant for applications under TYPE TWO funding) ; a copy of this certificate should be retained by the applicant and available for inspection up to 31st December 2020.
5. Timescale
The deadline for receipt of completed application forms for both TYPE ONE and TYPE TWO grants is 12 noonFriday 20th May 2016.
Applications received after the relevant date and time will be deemed ineligible.
6.Submitting your application
For Local Youth Projects:
Applications from DCYA funded projects under the Special Projects for Youth Scheme, Youth Information Centres, Young People’s Facilities and Services Fund and Local Drugs Task Force (21 mainstreamed projects) should be submitted
to the local Education and Training Board; contact details are listed in Appendix A.
For National Youth Organisation:
Applications from national youthorganisations funded under the Youth Services Grants Scheme should be submitted to the Department of Children and Youth Affairs at .
Queries from national organisations should be directed to Fergal Conlan, Department of Children and Youth Affairs tel: 01 647 3240 or and copied to
7.Appraisal Process and Marking System
Applications from eligible organisations in respect of capital projects that meet the scheme criteria will be appraised and marked in accordance with the scheme set out below. The maximum total mark available is 200.
Award Criteria / Marks AvailableRobust Rationale - The degree to which the applicant has demonstrated:
a clear case of the need for the project
how a capital grant will meet the need. / 40
Evidence/corroboration of need – The degree to which the applicant has supported their application with evidence:
engineers/architect reports, facilities manager report, photographs etc. / 40
Added value to young people – The degree to which the applicant has demonstrated how the grant will have a direct added value to the services received by young people. / 40
Quality of the application submitted – The degree to which the applicant has demonstrated a case for the proposal in line with the scheme requirements. / 40
National Youth Strategy – The degree to which the application is in line with and will support the implementation of the National Youth Strategy to secure better outcomes for young people. / 40
8.Decisions and contracting
Applications from youth organisations, projects and services funded under the Special Projects for Youth scheme, Youth Information Centers scheme, Young People’s Facilities and Services Fund and Local Drugs Task Force submitted to ETBs will be appraised by their local ETB. Each ETB will make recommendations for priorities for funding to the Department of Children and Youth Affairs.
Applications from national youth organisations funded under the Youth Services Grant Scheme will be submitted directly to the Department of Children and Youth Affairs. A panel with relevant experience will be convened by the Department to determine the proposals to be recommended for grants.
An evaluation committee within the Department of Children and Youth Affairs will review all submitted recommendations. The final decision on award of the grants will be made by the Department of Children and Youth Affairs.
Decisions on applications will be notified to applicant youth projects and organisations by the Department of Children and Youth Affairs.
The payment of the grant, related financial administration and any other regulatory and/or financial governance requirements and reporting will be dealt with according tothe local rules of the administering Education and Training Board.
In the event, that a national youth organisation is successful in securing a capital grant, it is proposed, that the disbursement and the oversight of the expenditure of the grant may be undertaken at local level, with the relevant ETB.
No cost or part thereof, of any element of the proposed application can be previously expended before approval date i.e. before the date on which final funding approval is confirmed.
IMPORTANT NOTES
Compliance with Department of Public Expenditure and Reform Circular 13/2014
It is a rule of the scheme that all grants awarded for capital projects must be fully spent within the relevant year
Applications should only be submitted for funding of projects which can be fully completed, vouched for and accounted for in either 2016 or in 2017.
Any money unspent by a grantee by the year end in which the grant was paid must be surrendered to the Department of Children and Youth Affairs; the Department will recover money from any grantee found in breach of this requirement.
Applicants will be notified of the outcome of their applications by the Department of Children and Youth Affairs.
The capital grants will be disbursed and oversight of expenditure will be maintained by the relevant Education and Training Board.
In line with the requirements of the local ETB, awards made for TYPE TWO Capital projects may be subject to certain conditions being met in advance of a final contract for payment being entered into. The ETBs must be satisfied that all aspects of the proposal meet regulatory and other requirements and to this end will work directly with projects awarded a grant to finalise a contract and agree a drawdown plan for the grant.
To obtain relevant local information on what these requirements are likely to be, please contact your local ETB in advance of submitting an application for funding.
PLEASE RETURN THE NEXT SECTION ONLY
Part 2APPLICATION FORM
- Service/Project Details
1.1 Please state the ETB area in which the service/project operates:
1.2 Please state
Name of Service:Name of Project(s):
1.3 Address of Organisation/Project/Service:
Address 1:Address 2:
City/Town:
County:
1.4 Contact Address (Please note all communications in relation to the Service/Project will go to the details supplied here):
Name:Role:
Address 1:
Address 2:
City/Town:
County:
Email:
Telephone:
1.5 Please state
Total DCYA funding received in 2015:
SPY: €
YPFSF: €
LDTF: €
YIC: €
YSGS: €
1.6 In relation to the proposal relevant to this application, please state below if you have been approved for funding from any other source
1.7 Tax Clearance (Please provide Tax Clearance Access Number along with the Tax Reference Number):
Please state:Tax Registration Number:
Tax Clearance Access Number:
Tax District:
CHY Number (if appropriate):
1.8 Bank details
Please state:Name of bank:
Address of Bank:
Sort Code:
Account number:
- Details of Grant Sought
2.1 Please tick the relevant box to indicate which type of capital project is the subject of your application
TYPE ONECapital Projects –Range - €5,000 to €20,000
TYPE TWO Capital Projects - include theup-grade or replacement of equipment orthe purchase of essential equipment to support the running of the project/organisation in the provision of quality services for young people;
For example, computer/software updates, sports equipment, multi-media equipment, furnishing other equipment
Type Two Capital projects– Range €20,001 to €50,000
Type Two capital projects include Health and safety improvements to premises and/or upgrade or refurbishment of premises, including the purchase and installation of kitchen and toilet facilities or improvements to enable access to young people with disabilities, including those with physical or sensory disabilities, for example- window replacements; heating upgrades and health and safety improvements to premises e.g., improved access for young people with disabilities, fire doors, etc.
2.2 Financial Details
2.2.1 What is the Total Cost of the proposed project?
€2.2.2 What is the Grant Amount for which you are applying?
€_2.2.3 In what period is the Grant Amount likely to be spent?
H2 2016
H1 2017
H2 2017
2.2.4 If the total cost is more than the amount of the grant for which you are applying, is the balance of funding secured?
Yes No
If yes, please specify where the other funding will come from:
2.2.5 Does the applicant organisation own the premises where the upgrade/refurbishment/improvement is proposed?
Yes
No
N/A
If NO, do you have a signed leasehold interest in place for a minimum of 5 years and the landlords permission to undertake the proposed work
Yes
No
If ‘No’’, please specify what security of tenure arrangements you have in place
______
2.3.1 TYPE ONE Quotation Template
The quotes template must be complete with reference to each individual part of the overall application
Applications must be accompanied by at least one valid quote for all works under €5,000 and three valid quotes for all works over €5,000. All quotes must be inclusive of VAT.
A valid quote is a quote on supplier’s headed paper. Suppliers of all quotes submitted with the application must have a valid TCC. Where the value of the works is €10,000 or more (inclusive of VAT), potential suppliers must provide the applicant with either a Tax Clearance Access Number along with the Tax Reference Number or a valid C2 certificate (C2 certificate is only relevant for applications under type two funding) ;a copy of this certificate should be retained by the applicant and available for inspection up to 31st December 2020.
You may provide any other details or material you feel may support your application on a separate sheet if preferred.
Add additional lines to table as required.
Description Goods/Services / Name of Supplier(s) / Quote Amount (including applicable VAT) / Indicate your preferred quote / If your preferred quote is not the cheapest, please explain rationale for selection / TO BE COMPLETED for all TYPE ONE applications:Date of confirmed delivery and final invoicing:
2.3.2 TYPE TWO Quotation Template
The quotes template must be complete with reference to each individual part of the overall application.Three quotes must be obtained for each item listed below.
The documentation submitted with the application should include the following:
- three quotes for all items over €5,000
- the preferred quote for all items under €5,000. The remaining quotes obtained for the items under €5,000 should be kept by the applicant project on file as they will be required for submission in the event of the applicant being successful in the award of a capital grant.
You may provide any other details or material you feel may support your application on a separate sheet if preferred.
Add additional lines to table as required.
Description Goods/Service/Works / Name of Supplier(s) / Quote Amounts (including applicable VAT) / State your preferred quote / If your preferred quote is not the cheapest, please explain rationale for selection / Proposed date of project completion, including final invoicing:€ / €
TOTAL
Allowance towards professional fees:
An allowance towards professional fees may be covered within the scope of the grant where such professional inputs are required to deliver the proposed project. A maximum of 10% of the amount applied for may be ring-fenced for professional fees; as with all other cost items, 3 quotes for professional fees should be sought. Given that this may not be possible until after the application has been approved it is agreed that the process of obtaining quotes for this item can take place after an award has been agreed for a given project.
Please note, professional fees will only be covered for projects allocated funding under the scheme and will NOT be reimbursed for unsuccessful projects.
2.4 Proposal
Summary statement of proposal for Capital Project
Please provide a Robust Rationale to demonstrate:
a clear case of the need for the project
how a capital grant will meet the need
Evidence Please provide supporting evidence, for example, engineers/architect reports, facilities manager report, photographs etc.
Added value to young people – please demonstrate how the grant will have a direct added value to the services received by young people.