Small Infrastructure Fund Program Guidelines
The Ontario Research Fund - Research Infrastructure (ORF-RI) program ensures that Ontario’s publicly funded research institutes continue to have competitive, state-of-the-art infrastructure to engage in world-leading research and technology development.
The Small Infrastructure Funding Component of the ORF-RI program assists institutions in attracting, retaining and developing leading researchers by supporting the acquisition and renewal of state-of-the-art research equipment at Ontario’s publicly funded research institutes.
The ORF will contribute a maximum of 40% towards the total eligible costs, and the research institution is responsible for obtaining at least 60% from the Canada Foundation for Innovation (through the Leaders Opportunity Fund), any private funding partners, and its own resources. This includes CFI’s Leaders Opportunity Fund ($1 million - $2 million) 2010 Competition.
Eligible Applicants
Ontario institutions that are eligible to apply to the CFI Leaders Opportunity Fund are also eligible to apply to the Ontario Research Fund for Small Infrastructure Funding.
Eligible Projects
ORF-RI funds the capital costs of acquiring, developing, modernizing and leasing research infrastructure as defined by the CFI.
Eligible costs for ORF-RI funding include:
- equipment
- specimens
- scientific collections
- computer software
- purchase of extended warranties and/or service contracts
- information databases
- communications links
- office space and installations essential for using, housing and servicing the infrastructure effectively
- reasonable travel to a manufacturer, dealer or supplier to select research infrastructure
- shipping or transporting the research infrastructure, including brokerage fees, excise taxes and duties
- initial training for the main operator(s) of the research infrastructure
- cost to retain professional/technical personnel, consultants and contractors directly involved in the design, engineering, manufacturing and installation or construction of the project
Final determination of an item's eligibility rests with the ORF, which may make eligibility subject to terms, conditions and limits as set out in the Grant Agreement.
Funding
The ORF will contribute a maximum of 40% toward the total eligible costs. The research institution is responsible for obtaining at least 60% from the CFI, any private funding partners, and its own resources.
Under no circumstances will ORF-RI contribute more than the amount contributed by the CFI. If the project cost decreases after the date of the CFI award, then the ORF contribution will decrease accordingly.
Specific-purpose grants received from Ontario government ministries or agencies cannot be used as a match for ORF funding.
Eligible Partner Contributions
Only contributions to the eligible costs of projects described above can be counted as partner contributions.
The one exception is a donation of real property, if it is deemed essential to the infrastructure project.
A specific partner contribution that has already been used to leverage or match funds for another capital project at the institution will not be recognized as an eligible matching contribution to an ORF-RI program.
In-Kind Contributions
In-kind contributions are defined as non-monetary resources that external partners provide to eligible projects.
Eligible in-kind contributions include the value of:
- capital items that eligible external partners donate to the institution, such as equipment and facilities
- certain non-capital eligible costs needed to bring the infrastructure into service, eg. professional services and training
- title to real property to be transferred to the institution (unless ownership has been transferred to the institution at the time the application is submitted)
The ORF retains the right to determine eligibility of any in-kind contribution. ORF may make eligibility subject to terms, conditions and limits.
Assessing the Value of In-Kind Contributions
The ORF policy for assessing and documenting the value of in-kind contributions will be addressed in detail in the Grant Agreement. As a general rule, the ORF will adopt CFI's policy.
The ORF reserves the right to make the final determination of the eligibility and value of in-kind contributions, to disallow expenditures, and reduce the ORF award. To avoid a situation where in-kind contributions may later be deemed ineligible or incorrectly valued, institutions are advised to contact Ministry staff early in the process to confirm the eligibility and valuation of an in-kind contribution.
Timelines for Eligible Contributions and Expenditures
The institution is responsible for ensuring that in-kind contributions from partners and cash expenditures incurred by the institution have taken place after the date of eligibility set for the CFI Leaders Opportunity Fund in the Grant Agreement.
Intellectual Property
The ORF does not claim any ownership or rights to any IP resulting from ORF-RI funded projects. Such rights are to be determined by the lead institution in accordance with its current IP policy. In cases where a consortium of applicants exists, the policy, as dictated in the Inter-Institutional Agreement between the consortium members, will dictate the IP policy.
Applicants are expected to make mutually agreeable commercialization arrangements with their private sector partners, and to demonstrate how the economic benefits of the proposal extends beyond the private sector partners.
Information Sharing Between CFI and ORF
Before submitting an application to ORF, institutions must complete and submit a form "Release of Information by the Canada Foundation for Innovation to the Ontario Ministry of Research and Innovation", available from the Ministry. Institutions that have already submitted a form do not need to resubmit.
The release form ensures that institutions understand that:
- Applicants will be required to request that CFI release to the Ministry, on a confidential basis, all review material related to the project.
- The proposal review carried out by the CFI will be an important component of the ORF-RI's assessment.
- Ministry staff may attend meetings with expert committees regarding their review of projects.
- It is necessary to streamline and harmonize the ongoing administration and monitoring of successful projects with the CFI.
- The CFI will release to ORF-RI, on a confidential basis, ongoing progress and financial information.
- Ministry staff may attend financial monitoring/audit visits, as well as site visits to review project progress and impact.
Sharing of information with the Ministry begins immediately.
Applications for ORF Funding
ORF—RI application instructions and forms are available on the Ontario Research Fund web site.
Eligible institutions may apply for ORF small infrastructure funding by submitting:
- a completed and signed ORF-RI small infrastructure application form, together with one photocopy and one electronic copy; and
- a copy of the corresponding Leaders Opportunity Fund application to the CFI, together with all supporting materials provided with the application.
The ORF small infrastructure application form and process also applies for the CFI’s Leaders Opportunity Fund ($1 million - $2 million) 2010 Competition.
Evaluation Criteria
The Ministry will review each application to the ORF and the corresponding CFI application materials for accuracy, completeness and relevance to program objectives and selection criteria, as outlined below.
Proposals for small infrastructure grants must demonstrate:
- Quality: The proposed research or technology development is of high quality and originality, meets international standards, and will lead to innovation.
- Expertise: Researchers must have the expertise and commitment to conduct the world-class research or technological development proposed.
- Need: The infrastructure is essential and appropriate for the proposed activity. Major proposals will enhance or establish a unique and important institutional capacity in the proposed research or technology development.
- Training: Creating or strengthening an environment that attracts high quality trainees and imparts the new high-level skills to HQP for research and other careers.
- Partnerships: Any required collaborations or partnerships are appropriate and already in place or under development.
- Benefits: Research using the proposed infrastructure will have the potential to lead to social or economic benefits.
The Ministry will also review applications submitted to the CFI to verify that the applicant's management plans will ensure the optimal implementation, operation, and functionality of the infrastructure, as well as its financial sustainability.
Proposal Evaluation Process
Small infrastructure funding proposals will be evaluated in the following manner:
- Application forms and supporting documents are received, recorded and assessed for completeness, accuracy and consistency with ORF program requirements.
- The CFI Board makes decisions on LOF awards and advises both the institutions and the Ministry.
- Proposals that have received CFI LOF awards are further reviewed by the Ministry of Economic Development and Innovation.
- The Ministry of Economic Development and Innovation notifies institutions on the proposals that have been selected to receive ORF grants.
ORF Grant Award
Only proposals that have been approved by the CFI will be considered for an ORF-RI grant—but approval of a proposal by the CFI does not necessarily ensure ORF-RI funding.
The final funding decision will rest with the Minister of Research and Innovation. The Minister may approve applications, approve subject to terms and conditions, or decline applications at his sole discretion.
Award Agreements
Approved applicants will enter into a Grant Agreement with the Ministry of Economic Development and Innovation. The Grant Agreement stipulates terms and conditions governing the payment of the ORF grant, including:
- project budget
- project management
- communications strategies
- monitoring and reporting requirements, including annual progress reporting, audits and financial reports
- milestone and performance measures
- mode and schedule of payments
- contract termination
Ownership and Control of Assets Funded by the ORF
Ownership and control of the assets acquired with the grant funds, including research equipment or buildings related to a funded ORF project, must remain with the institution for a period of five years after acquisition and installation in the case of equipment, or five years from the date of occupancy in the case of a building.
In the case of a project with a multi-institutional composition or consortium, the inter-institutional agreement should dictate the arrangements made with regard to the ownership, control and disposal of research equipment and other assets.
Research equipment and other assets must be located at an eligible research institution, unless it can be successfully shown that an alternate location provides the most effective placement of the equipment or other assets. Any change in location requires a notification to the ORF and may require the approval of the ORF.
Disbursement of Funds
Approved projects will be paid through a Request for Disbursement process. The ORF-RI grant is subject to a 10% holdback, which will be disbursed after the final ORF review of the project’s impact, finances and fulfillment of project objectives.
Communications
To ensure continuity, consistency and open communication between the applicant and the ORF-RI, the institution's project officer and the assigned ORF advisor will coordinate all project-related discussions.
Service Standard
The Ministry of Economic Development and Innovation is committed to making timely decisions on all Complete Applications once submitted. The Ministry will use its best efforts to notify Applicants of decision within 3 months from CFI’s approval of projects.
Program Contact
If you have questions about the ORF-RI program, please contact:
Kevin Dilamarter
Tel: 416-327-4842
Email: 
Linked Documents
CFI Policy on Assessing the Value of Items Involving In-kind Contributions
Classification Codes for Research Disciplines
Classification Codes for Areas of Application
Freedom of Information and Protection of Privacy Act
The Ministry of Economic Development and Innovation is subject to the Freedom of Information and Protection of Privacy Act. The information and documentation provided to the Ministry of Research and Innovation may be shared with members of the ORF Advisory Board, the Review Panels, expert reviewers and others for the purposes of administering the ORF program.
This program may be subject to change.
Grant disbursements are subject to the Ministry of Economic Development and Innovation having an appropriation approved by the Legislative Assembly of Ontario for the fiscal year in which the disbursement is to be made.
