6.2 Award finalization

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6.2.1 Conditions

Institutions must respond to any specific conditions raised in the CFI funding decision, and where relevant, document how the conditions will be, or have been, addressed. Conditions must be lifted before any funds will be released.

6.2.2 Award finalization documents

The final amount and instalment schedule for an approved project will be determined when the eligible recipient provides the CFI with the following documents (please note that an updated budget is normally not required at this stage):

  • An award finalization form, to be submitted electronically in CAMS
  • If required, an updated budget, to be submitted electronically in CAMS
  • For items involving an in-kind contribution over $500,000, a description of the valuation method used or expected to be used (emailed to the institution’s Senior Programs Officer)

When choosing a project's end date at the award finalization stage, institutions must ensure that the project will be completed, with submission of the final financial report, within the set timelines for project completion (see section 4.1.1).

6.2.3 Award finalization deadline

Institutions must submit the award finalization documents to the CFI within nine months of the CFI Board approving the award. The CFI may grant an extension if a reasonable explanation is provided.

In exceptional circumstances, such as complex and longer-duration projects, we may agree to finalize the award in stages. For these projects, we will:

  • Set a maximum CFI amount and total project costs
  • Work with institutions to agree on a schedule to finalize the budgeting details for each phase of the project.

Institutions should contact the CFI to discuss this alternative for a specific project.

6.2.4 Construction or renovation deadline

The CFI expects institutions to have finalized contracts and to have started the construction or renovation component of a funded project within 18 months of the funding decision. When a project involves multiple sites, the construction or renovation on every site should start within 18 months of the funding decision. While the CFI recognizes that some projects may include large and complex construction or renovation components, institutions are expected to have completed planning and development work for such a project at the application stage.

Should an institution not be able to reach the building phase of the project within that time frame, it must provide the CFI with an explanation for the delay. If a compelling justification is provided, we may consider an extension.

6.2.5 Updated budget

An updated budget is normally not required at the award finalization stage. However, this may be needed if one or more of the following situations occurs:

  • The CFI has requested that an updated budget be submitted
  • There are changes to the infrastructure that require pre-approval by the CFI. Institutions must obtain pre-approval by the CFI for:
    • Any change having a negative impact on a project and its research objectives, regardless of the cost implications
    • Any new item (including increases in the quantity of an item) for which the cost exceeds $50,000
  • One or more items need to be removed or amended as per the funding decision.

Changes to infrastructure

If an updated budget is required, the institution must indicate any proposed changes to the original infrastructure. In the case of construction or renovation, institutions must notify the CFI if changes have been made to the information provided in the proposal (e.g., changes in floor plans, size and nature of the space), even if the changes result in little or no impact on the total construction or renovation cost. Revised floor plans and associated information must be forwarded to the CFI.

Cost estimates

If an updated budget is required, updated cost estimates should be obtained only if the institution suspects that the cost for an item stated in the proposal has changed significantly or if there is a change in the nature of the proposed infrastructure. Institutions should seek to update the cost of any large item (e.g., greater than $100,000), as changes related to such an item could be significant. The updated cost estimate should reflect the expected purchase price. The full estimated cost of all eligible items must be presented, even if it exceeds the cost reported to the CFI in the proposal. Institutions must keep on file supporting documentation for updated cost estimates and provide them upon request. Supporting documentation may include, for example, recent educational price lists, quotes, price information requests or bids resulting from a competitive process when a purchase is imminent and such a process has already been undertaken.

Submitting an updated budget

The updated budget must be submitted through the amendment module in CAMS.

6.2.6 Multi-institutional projects

When a recipient institution shares CFI funding with other CFI-eligible institutions or houses infrastructure elsewhere, it must:

  • Enter into an inter-institutional agreement with each eligible institution, or with non-CFI-eligible organizations housing CFI-funded infrastructure. At a minimum, the agreement must state:
    • Which eligible institution will act as the administrative centre for the project
    • The roles and responsibilities of each institution for the infrastructure project
    • The long-term operating and maintenance plan for the infrastructure
    • The fund-sharing agreement between the eligible institutions, including infrastructure operating funds, if relevant
    • The plan for access to the infrastructure to achieve the objectives and goals of the project
  • Inform the CFI, by email to the institution’s designated Senior Programs Officer, that all required inter-institutional agreements have been fully executed, before subsequent payments, following the initial payment, are issued
  • Retain the required inter-institutional agreements on file for audit purposes and make these available to the CFI upon request
  • Have adequate oversight processes and controls to ensure proper management of CFI funds at participating institutions, if the inter-institutional agreement does not transfer this responsibility to an eligible participating institution
  • Ensure all participating institutions are knowledgeable about the CFI’s guidelines regarding the administration of CFI awards, as well as relevant supporting documentation (e.g., CFI Policy and program guide, call for proposals or funding program guidelines and award agreement)
  • Receive funds and make payments to eligible institutions per the inter-institutional agreement
  • Ensure CFI funds are only distributed to CFI-eligible institutions
  • Ensure that CFI-eligible institutions maintain majority ownership, where appropriate, and operational control over the research infrastructure, including responsibility for its access and oversight of associated scientific programs. When it is not feasible or appropriate for the eligible recipient or a group composed primarily of eligible institutions to own the infrastructure, the recipient institutions should discuss this with their dedicated Senior Programs Officer.
  • Submit consolidated financial reports and project progress reports to the CFI
  • Act as the primary contact with the CFI for the project, including change requests, notifications and addressing other issues, as required
  • Coordinate audit work, as needed (e.g., obtaining transaction details and supporting documentation, resolving issues).

The recipient institution will be the institution ultimately accountable for the award and may consider including clauses in the inter-institutional agreement to mitigate institutional risks and provide recourse.

If the recipient institution has an existing long-term agreement, such as a space or lease agreement, with the institution housing the infrastructure that meets the requirements described above, a separate inter-institutional agreement might not be necessary. In this case, the institution should notify its designated CFI Senior Programs Officer by email when completing the award finalization process.

6.2.6.1 Exceptions

The CFI does not require an inter-institutional agreement for advanced research computing infrastructure housed at a Digital Research Alliance of Canada site.

6.2.7 Changes to the recipient institution

The lead institution may choose to transfer responsibility for receiving and administering an award entirely to another CFI-eligible institution (e.g., an affiliated entity), which becomes the recipient institution for the award. The lead institution must request this change, and the recipient institution must accept this responsibility by email to the institution’s designated CFI Senior Programs Officer and Programs Officer. The recipient institution is responsible for submitting the award finalization documents.

6.2.8 Changes to contributions

The CFI will not normally increase its contribution to a project. There will not be any increases due to fluctuations in exchange rates, the price of commodities or inflation. The CFI will consider adjusting its contribution to a project only in very exceptional situations, as described below:

  • The CFI made an administrative error (e.g., miscalculation, erroneous removal of items in cases of partial funding)
  • The project was funded under a program that operates with institutional envelopes (e.g., John R. Evans Leaders Fund), and compelling justification has been provided
  • A highly complex project is facing exceptional and unforeseeable circumstances that could put it at severe risk. In this case, the following criteria must be met:
    • The project is unique and complex (e.g., unique technology, national or international scope)
    • The project is confronted with an exceptional situation that could not reasonably have been predicted at the application stage, despite due diligence
    • The project is confronted with a funding shortfall that jeopardizes its success, timeliness and relevance
    • The project is confronted with unexpected cost increases that are not the result of a change in the nature of the project and its research objectives, which would require a reassessment of the project in the context of a competition
    • The institution provides evidence of a thorough investigation of alternative approaches showing that it cannot reduce the scope of the project
    • The institution can demonstrate its partners’ collective interest in change and willingness to assist in the increased costs, with the CFI providing up to 40 percent of the increase and the partners 60 percent or more.

We expect few such requests and reserve the right to review this approach for unique and highly complex projects based on our past experience.