REOI FAQs

Ensure you are applying under the correct CIF Project Priority. There are four categories of projects in 2017:

  1. System Optimization
  2. Cost Savings and Cost Containment Initiatives
  3. Transitional Support in Response to New Legislation
  4. Centre of Excellence

Your project must fit into one of these categories.  Do not submit duplicate applications under more than one category; just check the appropriate box on Form 1 or add a note in the forms under the “Additional Information” section requesting that the project be considered under more than one category. After reading REOI Section 3. 0, Background on Priority Projects and Grants, if you still have questions about what category your project should be submitted under, please contact CIF staff for guidance.

In 2017, the criteria for evaluation of Cost Savings and Diversion projects was updated.  The most significant change was the reduction of the maximum permitted project payback period from eight (8) years to five (5) years.

Due to pending changes to legislation and/or transition to Extended Producer Responsibility (EPR), the evaluation criteria may be subject to further revision without notice.  Download a copy of the most current CIF Project Evaluation Criteria if you wish to examine details of how your project application will be evaluated. To maximize your chances of project approval and greatest funding level, identify which of the criterion your idea satisfies in your application submission and explain how.

Note: Your project/idea must target eligible tonnage (i.e. residential recyclables collected curbside, at a depot or through a multi-residential program). Industrial, Commercial and Institutional (IC&I) programs are not eligible, nor are other diversion programs such as organics, electronics or tires.  (See question 14, non-eligible projects, below.)

Yes, even if those timelines are best estimates. Preference is given to projects that are the most ready to proceed, (i.e. have council and budget approval, but have not yet started). Include dates of approvals and amounts if available. Refer to section 6 of the sample application in the main REOI document for an example of a very simple timeline. CIF has provided a template spreadsheet, adaptable for your own project timeline planning purposes which can be submitted as part of your application.

CIF does not fund projects that were underway prior to the REOI submission deadline. Preference is given to projects that allow for CIF input. CIF seeks the opportunity to be involved in the refinement of project plans so that proponents and other municipalities have the opportunity to benefit from the collective experience of the CIF organization.

No, council approval is not required at the time of submission. However, council and budget approval does indicate a higher level of project readiness and will earn a higher evaluation score for your application. This is especially true for capital intensive projects.

CIF must evaluate each and every application so we need your best estimate of what the project will cost to compare it against all the other requests for funding. A sample of a project budget is on the CIF web site here: Sample Final Report Project Budget (see page 9).

A sample Budget and Payback Calculation Spreadsheet is available here: Sample Budget and Payback Calculation Spreadsheet.

Some sample items to include on your application:

Budget & Cost Savings

  1. Consider the change you are proposing; is it a new procedure or a new piece of equipment?  Will it reduce labour costs, energy requirements, maintenance expenses, or downtime?
  2. Outline your current practice and the cost to carry out that practice.
  3. Detail all of the estimated costs associated with improving upon the current practice. Ensure your cost estimates reflect current pricing, are accurate, and have fully anticipated all related expenses required to implement your idea. Try to get real price estimates for equipment, goods and services you include in your budget (you can even include the supplier name and estimate on the spreadsheet). Don’t forget to include items like engineering, consulting, P&E, monitoring, measurement and reporting. Show us your calculations for the cost of each task your project requires to reach a successful conclusion.  (A Guidance Document for Monitoring & Reporting of CIF Funded Projects is available here: Project Monitoring/Reporting Guidebook.)
  4. Detail the costs savings that will be realized as a result of implementing your idea. Note: only costs savings achieved for operation of the Blue Box program are eligible. Avoided landfill costs, for example, are not included.
  5. Based on the estimated annual savings, calculate the number of years to achieve a payback on the investment.

Payback Period Calculation

Projects, excluding studies and proof of concepts, (e.g. a test for a Province-wide innovation) must demonstrate a payback of 5 years or less. For municipalities, the payback time is calculated on the total project costs. For private company applicants, payback amounts are the CIF grant portion of the project (normally 50% of total project cost).

It is our preference to have all budget, costs savings and payback analysis submitted in spreadsheet format, but the most important thing is to demonstrate that you’ve thought through the capital and operating implications of your project and have a supportable business case. A sample Budget and Payback Calculation Spreadsheet is available here: Sample Budget and Payback Calculation Spreadsheet.  Contact CIF staff  for tips, guidance or assistance with budget/payback preparation.

You should, since it supports your proposal, but it is not mandatory. CIF must evaluate each and every application so we need your best estimate of what the project will achieve to compare it against all the other requests for funding. In addition to the cost savings, results may include: improved access to service, or ease of participation, less residue collected, processing improvements, more sales revenue, reduced carbon emissions, labour savings, etc.

A Guidance Document for Monitoring & Reporting of CIF Funded Projects is available here: Project Monitoring/Reporting Guidebook.

A sample of a final report is available here: Sample – Final Project Report

A final report template is available here: Final Report Template

In your project application, you will have outlined the current baseline position and the tasks that will be done to achieve the stated goal. Stated goals may include, for example, reducing labour costs by a specified amount by installing a new machine, or reducing hauling costs by increasing the payload of each haul and reducing the number of hauls per year by a specified amount.

Your monitoring and measuring strategy will detail how you will track your results throughout the project. It will specify what details you will track (e.g. number of labour hours or number of hauls).  It will also indicate where the data will be obtained from, how often it will be monitored and how it will be recorded. Ultimately, your monitoring and measuring plan will substantiate whether or not your project has been successful in achieving its goals.

The monitoring and measuring plan must be submitted and approved by CIF before the launch of your project.

CIF holds back 25% of total funding until the final project report has been filed. The final report will detail the extent to which the project achieved its goal (i.e. exact cost savings, exact number of labour hours reduced, exact number of hauls reduced). The report will also include:

  • a detailed summary of the process undertaken to achieve the goal,
  • a commentary on the effectiveness of the process,
  • a listing of obstacles encountered, their solution and the cost to implement the solution.

Project results, both positive and negative, are vitally important so other municipalities can use them to continuously improve. A sample of a basic final report is on the CIF web site here: Sample – Final Project Report.  Contact CIF staff  for guidance or assistance in preparing your final report.

Any projects requiring a study must fit the criteria described in the Centre of Excellence section of the REOI. The only exception to this is if you wish to study whether rationalization of your local system is possible under REOI section 3. 2.

Composition studies, performance audits and/or P&E costs may be part of an overall project budget for a System Rationalization, Cost Savings or Blue Box Harmonization project. Let us know what is happening before and after. Tell us how much your current P&E is costing and how many residents it reaches. Explain how you will pay for and perform monitoring and measurement (e.g. surveys to check and record if residents received and understood the P&E or changes to curbside composition or program contamination rates) and how you will report the before and after effects on your program. Describe if/how the costs, tonnage or residue levels changed.

CIF does not directly subsidize routine Blue Box, reusable bag or recycling cart purchases, however, costs for Blue Box, recycling carts and/or reusable bags may be submitted as part of an overall budget for a system rationalization, cost savings or Blue Box harmonization project or a program relaunch.

CIF has negotiated the Cooperative Container Procurement Program (CCPP) to establish economies of scale prices for the purchase of Blue Boxes, recycling carts and reusable bags. Bulk pricing will be available until the winter of 2018.  To participate, click here: Ordering Containers.

Refer to the CIF web page “Funding Process: Application Through to Approval” at CIF Funding Process.

Your application submission will be acknowledged by CIF and a reference number will be provided.  Please make sure all communications with CIF include the reference number in the subject line.

Next, the application will be assigned to a specific project manager for review. Your CIF Project Manager will check to ensure your application is complete and that all the expenses you have identified are eligible for funding. They will also look for opportunities for you to strengthen your submission and may follow up with you via email or telephone.

Your application will then be evaluated using the pre-established CIF application evaluation criteria. The updated evaluation criteria worksheets are downloadable here: CIF Project Evaluation Criteria.

Expenditures made prior to the closing date of the REOI are not eligible for funding. If any project spending occurred before the application was submitted, CIF will not consider the application.

If any proven project related spending occurs after an application has been submitted but before approval, CIF will consider the application but will not guarantee the application or any related expenditures will be approved.

CIF gets many applications for the types of ineligible projects listed below. Please do not submit applications for funding that pertain to:

  1. Routine program growth (A new street is added to existing collection)
  2. Routine maintenance items (Our collection trucks need painting etc.)
  3. Routine staffing requirements (We need a summer student)
  4. Routine box/bag or cart replacement (Use the CIF joint purchase program: Ordering Containers)
  5. Non Blue Box related projects (Help us to draft our organics collection RFP)
  6. Cost Savings and Diversion Projects with a payback period exceeding 5 years. (New – 2017)
  7. Curbside waste, organics or MRF residue audits (Unless part of a larger project – Note: performance audits and composition studies may be funded under the Centre of Excellence use Form 5, restrictions apply, refer to section 3. 5 subsection 6 of the main REOI document. )

If you are unsure if your project idea is eligible for funding, please contact CIF staff before preparing your application.

No.  There are four priorities for projects eligible for funding in 2017:

  1. System Optimization
  2. Cost Savings and Cost Containment Initiatives
  3. Transitional Support for New Legislation
  4. Centre of Excellence

Your project must fit into one of these priorities.  Do not submit duplicate applications under more than one priority; just check the appropriate box on Form 1 and/or add a note in any of the forms under the “Additional Information” section requesting that the project be considered under more than one category.

Yes. Other applicants are welcome to apply for funding. Applications received will be evaluated using the same criteria as municipal proposals with particular consideration given to whether there is municipal or other stakeholder support for the proposal where appropriate. This latter consideration is particularly important where the success of the project is contingent upon the involvement of municipalities.

Note: It is not the role of the CIF to ‘sell’ an applicant’s idea, services or equipment to program operators. Contact CIF staff early for help to develop, draft and submit applications.

The CIF’s current mandate ends in 2018 subject to any relevant change to the Blue Box Program Plan.  Therefore, priority will be given to projects that can be completed by December 31, 2018.  Final analysis and reporting of the project must be complete in accordance with the approved milestones established for the project.  Where this timeline cannot be met, proponents are encouraged to contact CIF staff  to discuss the project’s anticipated timeline and its funding implications.

Information, data and results of any waste composition studies (i.e. raw data) will be provided by the contractor(s) to the municipality, CIF and SO. An aggregated version of the waste composition study results (by RPRA Datacall grouping) will be posted to the CIF web site for public use. Individual municipal data will be confidential unless the municipality provides authorization to release it.

Waste composition studies are to be co-ordinated between the CIF and SO. CIF and SO will share responsibility for organization and administration of the studies. Participating municipalities will be responsible for local co-ordination requirements (e.g. scheduling with local haulers) at their cost.

CIF uses the combined data to track trends in Ontario Blue Box material composition, weight, type, contamination, quality, etc. and to monitor and measure the effect of local changes made to individual municipal programs. Information, data and results of any studies are to be shared between the RPRA, CIF and SO, provided that the information and data are used for the sole purpose of operating the Blue Box Program Plan and are not shared beyond these parties unless authorized in writing.