Grower Group Research & Development Grants

Round 2 - Information toolkit The Grower Group Research & Development Grants program (GGRD) is a component of the Agricultural Sciences R&D Fund Royalties for Regions program, managed by the Department of Agriculture and Food, Western Australia (DAFWA).

About the information toolkitThis toolkit describes what is involved in applying for funding from the second round of the Grower Group Research & Development Grants program (GGRD2), and what will be required if an application is successful.

The kit should be read in conjunction with GGRD2 Guidelines and GGRD2 Program Frequently Asked Questions: https://www.agric.wa.gov.au/r4r/grower-group-rd-grants-program

Applicants and collaborating organisations involved in preparing an application should be familiar with each of the above documents and apply the information. The toolkit provides important information on the following topics:

1. About the GGRD2 program

2. Eligibility to apply for funding from the GGRD2 program

3. What can and cannot be funded from the GGRD2 program

4. What can be counted as in-kind co-contributions

5. Attracting partners and co-funding commitments

6. How to apply for funding from the GGRD2 program

7. Preparing an Expression of Interest

8. How applications will be assessed

9. Developing your funding agreement

10.Managing your project

11.Managing cash and in-kind contributions

12.Study tour requirements

13.Reporting, sub-contracting and evaluation requirements

14.Acknowledging DAFWA and Royalties for Regions

15.Key dates and contacts for further information

1. About the GGRD2 program

The Agricultural Sciences Research and Development (R&D) Fund is a 4-year $22.1 million project supported by Royalties for Regions.

The Fund aims to generate productivity improvements needed for profitability and growth in the agrifood sector through:

targeted, industry-driven R&D for key productivity drivers.

strategic development of industry’s capability through supply chains.

access to new markets, particularly high value Asian and Middle East markets.

These aims will be achieved through a combination of market, product, industry and investment focused R&D activities.

Intending applicants to the GGRD2 program should consider the design of their project in the context of relevant recent reports, such as:

the Pathways to Competitiveness Report: https://agric.wa.gov.au/n/5807 the Target Market Opportunities Report: https://agric.wa.gov.au/n/5392 the Growing the North Report: market opportunities for irrigated agricultural

produce from northern Western Australia https://agric.wa.gov.au/n/5143 the Asia Market Success project’s Investment Ready report:

https://www.agric.wa.gov.au/r4r/asian-market-success

The GGRD2 program offers grants of between $20 000 and $500 000 for the development and implementation of strategies to drive competitiveness, growth, exports, business value and investment at the sector and individual business level.

2. Eligibility to apply for a grant from the GGRD2 program

The proposal must be submitted by a WA-based Grower Group or other WA-based not-for-profit, farmer-driven organisation, incorporated, with an Australian Business Number and registered for GST; and capable of entering into a legally binding agreement with the Western Australian Agriculture Authority.

3. What can and cannot be funded from the GGRD2 program

Direct costs of project activities designed to promote international competitiveness of the WA agrifood sector through world class production systems; efficient primary/wholesale processing; or efficient value added processing are eligible for support.

Activities that could contribute to this objective include, but are not limited to:

Improving on-farm productivity of market-preferred products.

Introducing proven scalable systems to drive towards world class production.

Increasing scale to drive towards international productivity benchmarks.

Benchmarking to define targets for international competiveness.

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Improving the efficiency and alignment of businesses working together in supply and value chains.

Building skills and experience in key world class practices.

Trial and demonstration projects to generate real performance data in WA.

Value adding to existing agrifood products.

Developing new market-focussed products.

The following items are out of scope and will not receive grant support:

Preparation of grant application materials.

Core business expenses that are not directly related to carrying out the proposed project.

Business entertainment expenses.

Capital works and general infrastructure costs.

Capital equipment.

Protecting or patenting intellectual property.

4. What can be counted as co-contributions

At least 25% co-contributions are required from proponents of each grant. Co-contributions can be provided as cash and/or in-kind. The intent of the GGRD2 Program is to foster projects with a high level of motivation and demonstrated commitment. Given this, the mandatory cash/in-kind co-contribution cannot be derived either directly or indirectly from State government grant monies.

In addition to cash contributions, in-kind commitments that further demonstrate motivation and commitment to a project may include:

Planning, management, advising, governance and carrying out activities that contribute to project objectives.

Time and travel associated with participation in essential project activities.

Provision of facilities, data, knowledge and experience.

Contribution to research/analysis.

Co-payment for resources or inputs.

Equipment (costs calculated by standard business depreciation methods or operating costs as appropriate).

The use of technologies such as video conferencing and webinars is encouraged where it is cost effective. Grantees will be required to keep adequate records to substantiate their cash and in-kind co-contributions.

5. Preparing an Expression of Interest

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It is strongly recommended that applicants read the Reports relevant to their project referred to in Item 1 of this Information Toolkit, as well as the Guidelines and Frequently Asked Questions before preparing their Expressions of Interest.

Eligible applicants who do not have the necessary skills in-house to plan and deliver the proposed project should engage with suitable organisations (eg. public sector research institutions, professional service providers, industry associations or other businesses) to access the required capabilities. This engagement may involve formal collaboration in the project. Details of some potential partners are listed in Section 6.

6. Attracting partners and co-funding commitments

Applicants may consider making contact with industry Research and Development Corporations or other funding organisations relevant to their proposal. Such discussions could explore interest in co-funding and/or value adding to project design. Other contributions could potentially include the identification of capabilities and organisations well placed to contribute towards achievement of project objectives.

Organisations that have indicated to DAFWA their willingness to engage with applicants seeking funding from the GGRD2 program are:

Meat and Livestock Australia (Member Donor Company)o Contact: Josh Whelano Mobile: 0407 733 047

o Email: jwhelan@mla.com.au

Horticulture Innovation Australia (HIA)o Contact: Sam Lawrenceo Mobile: 0403 093 227

o Email: sam.lawrence@horticulture.com.au

Australian Export Grains Innovation Centre (AEGIC)o Contact: Scott Mellingso Tel: +61 (0)8 6168 9954o Email: scott.mellings@aegic.com.au

It is reasonable to assume that numerous other organisations such as tertiary institutions, state government entities, private service providers and agrifood funding organisations may also be open to approaches from applicants.

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7. How to apply for funding from the GGRD2 program

Expressions of Interest open on Monday 5 December 2016.

Expressions of Interest must be submitted on-line using the SmartyGrants application form: https://agric.smartygrants.com.au/GGRD2

To be considered for funding, completed applications must be submitted before 12 noon on Friday 10 February 2017. Please note the SmartyGrants system will close at exactly 12 noon and you will not be able to lodge an application after this time.

Expressions of interest received by other means or after the deadline will not be eligible for consideration. If there is a question over whether an application is deemed ineligible, this matter will be resolved by the Project Director of the Agriculture Sciences Research and Development Fund. There will be no appeal regarding eligibility of late applications.

8. How applications will be assessed

DAFWA will appoint an expert selection panel (3-5 members) to provide industry, technical and scientific expertise in the assessment of applications and make recommendations to the Agricultural Sciences R&D Fund Steering Committee.

A two-stage selection process will be used:

Stage 1 Expressions of Interest – an expert selection panel will assess each application and recommend a shortlist of projects to progress to Stage 2.

Stage 2 Full Project Proposal – shortlisted applicants will be invited to submit a detailed proposal for assessment by the expert selection panel.

The expert selection panel(s) will take into account factors including:

The eligibility of the applicant to receive a grant.

The capacity and capability of the applicant and partners to undertake the work and manage the funds.

The alignment of the proposed project with the focus and scope of the Program.

The extent to which the project is designed on sound evidence-based information and knowledge.

The technical feasibility of delivering the stated outputs and outcomes.

The innovativeness of the project outcome and the extent to which this may assist businesses to achieve international competitiveness.

The business value or market share enabled by the success of the proposed project.

The extent to which the project budget represents value for money.

The leverage for the Western Australian government in the total co-contribution from the applicant and collaborators.

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The strength of commitment from collaborators at the market-end of the value chain – evidence of high quality market knowledge will be highly regarded since this is directly linked to the probability of project success.

Following consideration of the expert selection panel’s assessments of the full project proposals, the Agricultural Sciences R&D Fund Steering Committee will make recommendations to the Project Sponsor on:

Which applications are suitable for funding.

The level of funding for each successful applicant.

Any conditions that are to apply to any offer of funding.

Please be aware that an invitation to submit a full project proposal does not guarantee an application will receive funding from the GGRD2 Program. DAFWA expects to receive many more applications than can be funded with the budget available and, unfortunately, some worthy proposals will not receive funding.

Unsuccessful applicants at both the Expression of Interest stage and the full submission stage will be advised in writing, with opportunity to seek further feedback on the application.

9. Developing your funding agreement

Applicants whose Stage 2 full project proposal is successful in being offered a grant will enter into a funding agreement with the WA Agriculture Authority, represented by DAFWA. The process is as follows:

Step 1: Satisfy any conditions placed on the agreementConditions are sometimes placed on organisations selected to receive a grant such as:

Providing additional information requested about proposed activities.

Justifying budget costings are robust and realistic.

Providing evidence of support from project collaborators, supporters and participants.

Ensuring linkages are made with similar or complementary projects.

If an offer has conditions attached, you need to demonstrate that you can satisfy these before a funding agreement can be developed.

Step 2: Complete set-up processes in SmartyGrants Using the same on-line site and password as for the Expression of Interest and Full Submission stages, you will work through a guided series of steps in the SmartyGrants system using pro-forma documents that will lead to execution of your legally binding funding agreement.

The steps involved are:

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Provide proof of legal entity status.

Provide proof of insurance (including public liability, personal accident and professional indemnity insurance).

Provide banking, ABN and GST registration details.

Complete the Project Schedule for approval by DAFWA.

Complete the electronic execution of the Funding Agreement.

Step 3: Receiving the fundingFunding will be provided on delivery of milestones, which will be detailed in the Project Schedule. The first milestone will normally be the signing of the funding agreement, and would trigger the start-up payment.

You will be asked to complete a Supplier Creation and Maintenance Form. Once this information has been received and processed, you will receive a Purchase Order number.

You will need to send a tax invoice to DAFWA to trigger the payment of funds. The tax invoice must state the Purchase Order number and include GST.

All these tasks are to be completed on-line in the SmartyGrants system.

10. Managing your project

The GGRD2 Program is an investment made by the State Government using public money.

Receipt of this funding comes with the responsibility of ensuring it is used for public benefit and managed in a way that achieves the best outcome for the Western Australian agrifood industry.

Acting with integrity, transparency and accountability is key to this, as is sharing some information about your project with people who might be affected by it. Specific arrangements will be made to protect commercially sensitive information and intellectual property belonging to participants in the project.

Below is an overview of how fund recipients and others involved in your project are expected to operate when managing a project funded by the Royalties for Regions program.

Each project will have a dedicated skills-based Steering Committee, consisting of 4-8 members including some who are not directly involved and where possible are potential users of the project’s outputs.

In addition to the Committee members, a Chair will be appointed who will retain the final decision-making authority on behalf of the project.

The Steering Committee will have formal Terms of Reference to define its role. DAFWA will provide a template for the Terms of Reference to ensure consistency across its portfolio of funded projects.

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The Steering committee retains the responsibility to monitor expenditure of funds, receipt of in-kind contributions and performance of the project including activities of its collaborators and its service providers.

The rights of the people involved in a project will be respected, including the consideration and management of safety, health and welfare issues.

Income and expenditure records of grant funds and the cash and in-kind contributions will be kept and regularly maintained. Records must be kept for six years.

Transparent and accessible financial management practices will be followed. Note that unspent funds must be returned to DAFWA at the end of a project.

Best practice project management techniques will be applied to ensure project activities are conducted in the most effective, efficient and safe manner.

Formal variations to the funding agreement can be made if unforeseen circumstances mean that a project cannot run as planned.

11. Managing cash and in-kind contributions

Applicants invited to prepare a full application (Stage 2) will be required to upload a letter of support from project collaborators committing to the specific value and timing of their cash and in-kind support for the project.

A project planning template will be supplied to support applicants in their preparation of proposals with required co-funding contributions.

12. Study tour requirements

Any study tour supported as part of a grant will be defined by a tour proposal that describes the purpose of the tour, the number of people participating, the organisations that will be visited, how the tour relates to the outcomes defined for the project, the itinerary and budget.

The budget will set out the costs to be funded by grant monies and the agreed contributions to be made by the grantee, individual tour participants and/or collaborating organisations.

The Chair of the Steering Committee will be responsible for approving the final tour proposal including the purpose, itinerary and budget.

Through appropriate discussions before and after study tour activities, the Chair of the Steering Committee will:

Ensure DAFWA is informed of the final tour proposal before the itinerary is locked to provide an opportunity for DAFWA to add value in the form of contacts and advice and manage issues that may arise.

Ensure tour participants are aware of the intended learning outcomes and how they are relevant to their business.

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Plan any follow up actions, including activities to communicate the findings to a wider audience, if appropriate.

Reinforce the desired learning outcomes.

Following an approved study tour a report that catalogues the conduct of the study tour and describes the learnings and benefits will be prepared and delivered to the Chair and Steering Committee for their consideration. A template will be provided.

A reconciliation of study tour expenses against budget will be prepared by the grantee including original invoices. Receipted payments from the individuals and original receipts will form the basis of the reconciliation.

All study tours will be evaluated against the intended outcomes by the Project Manager. Evidence will be required to support the findings.

The Chair of the Steering Committee will sign off on the study tour report, on the reconciliation of funds and the evaluation. These items will be included in the next progress report to DAFWA after the completion of the study tour.

13. Reporting requirements

Milestone reporting

Milestone reports allow grantees to demonstrate completion of a milestone.

The project schedule will define agreed milestones and payment dates. Where a payment of grant monies is due after completion of one or more

milestones, a milestone report must be submitted and accepted before the payment will be made.

Annual progress reporting

Progress reports allow grantees to demonstrate they are achieving the agreed milestones and outputs, and spending funds according to the funding agreement.

One report is required for each year of the grant period.

Details of the information to be provided will be agreed between the parties during development of the funding agreement.

An audited financial statement must be submitted annually. This should be prepared by a suitably qualified person who has not been directly involved in the project. A template will be provided.

The audited financial statement must include evidence of all income and expenditure including grant monies, mandatory cash and in-kind contributions from grantees and collaborators. Expenditure must be attributed to milestones.

If you believe that your project may not be able to meet its milestones and output completion dates, discuss options with DAFWA as soon this becomes apparent.

Grantees must also provide data that evaluates the capacities and value created by the project.

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Final report and audited financial statementAt the end of the project, the grantee must submit paperwork to demonstrate the project has been completed in line with the funding agreement and the funding has been spent accountably.

A final report is required within three months of the end of your project. The reporting template will be provided when you notify DAFWA that the project is due to conclude.

An audited financial statement must be submitted with the final report. This must be prepared by a suitably qualified person who has not been directly involved in the project. A template will be provided.

The audited financial statement must include evidence of all income and expenditure. For income, all cash components must come with clear signed statements defining the source of the contribution from the relevant lead executive. Expenditure must be attributed to milestones. This should include expenditure of project funds by third parties (eg sub-contractors, consultants).

SubcontractingWherever the grantee contracts a business, organisation or individual to deliver part of a project funded under this grant then there will be a written agreement signed by the Chair of the Steering Committee setting out the contractor’s scope of work and how remuneration will be calculated and paid and how the result of the work will be assessed and measured.

It is the responsibility of the grantee to ensure value for money is received, monitor the expenditure and performance of any contractor and report significant variances to DAFWA.

EvaluationGrantees will evaluate the success of their project. The term evaluation describes a process of collecting information on the outcomes and impact of project activities. Evaluation involves assembling evidence that demonstrates the extent to which your project has achieved its desired outcomes. The key focus of the evaluation will be partnerships created, capacities built and value produced.

DAFWA will support grantees in the development of their evaluation methodology. Grantees will include an evaluation component within their budget. An indicative appropriate budget for this component is in the order of 5% of the budget.

14. Acknowledging DAFWA and Royalties for Regions

DAFWA and Royalties for Regions must be acknowledged on all material and at all announcements relating to the project including newsletters, media statements, presentations, speeches, milestone celebrations, publications and correspondence.

Authorised and appropriate use of DAFWA and the Royalties for Regions logos is required on all promotional material including signage, banners, plaques,

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websites and advertising. You will be advised of the business rules with which you must comply.

Actively provide opportunities to promote the funded project and the Royalties for Regions program including official launches, openings, stakeholder forums and project displays, in consultation with DAFWA.

15. Key Dates

Milestone Scheduled target dates*

Expressions of interest for GGRD2 Program open Monday 5 December 2016

Expressions of interest closes and assessed by panel Friday 10 February 2017

Successful Expressions of Interest approved and invitation sent to submit full project proposal Friday 3 March 2017

Open SmartyGrants for full submissions Monday 6 March 2017

Full proposals close and assessed by panel Monday 10 April 2017

Successful full project proposals approved and applicants notified Friday 5 May 2017

Commencement of successful projectsProponents should plan to commence project activities as of 1 July 2017.

On execution of funding agreement between applicant and DAFWA

Project milestones (payments are dependent on project activities being achieved, as defined in the grant agreement)

As defined in funding agreement

Additional information can be found on the Department of Agriculture and Food Western Australia website at https://agric.wa.gov.au/n/5071 .

Alternatively, contact

Andrew Duff, DAFWA:Email: andrew.duff@agric.wa.gov.au

Telephone: +61 (0)8 9368 3677

Mark Holland, DAFWA:Email: mbholland@agric.wa.gov.au

Telephone: +61 (0)8 9368 3468

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