SMWIF Guide and Terms of Reference

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1. Introduction

The Solid Waste Management Innovation Fund (SWMIF) is a competitive, application-based fund that supports unique and innovative solid waste management Projects for the business and non-profit sectors. The SWMIF is funded through the Newfoundland and Labrador Waste Management Trust Fund. 

2. Intent 

The intent of the SWMIF is to support existing small and medium-sized enterprises and social enterprises to implement transformative waste diversion and reduction projects that will lead to the establishment of sustainable waste management businesses and programs.  

3. Guiding Principles 

The SWMIF contributes to a commitment made under the Provincial Waste Management Strategy of 2002 to maximize the economic and business opportunities of waste management through partnerships with business, industry associations, post-secondary institutions, and the federal government.  

As part of this partnership, government and its agencies such as the MMSB are to initiate and support directed research and development into value added products from solid waste at every stage of the province’s waste management hierarchy as follows: 

1. Reduce the amount of waste created in the first place. 

2. Reuse, repair, or refurbish materials and products rather than discard them. 

3. Recycle waste into another useable form.  

4. Recover some useful benefits from waste. 

5. Dispose of waste material that has no further economic or environmental benefit. 

4. SWMIF Eligibility 

4.1 Eligible Applicants 

Provincially owned or operated businesses, industry associations, and non-profit organizations are eligible.

In addition, Applicants must: 

• Be a small and medium-sized enterprise (SME), which is defined as having fewer than 100 employees and less than $10 million in revenue. 

• Be in good standing with the Province, MMSB, and all Crown Corporations, Agencies, or other public bodies as applicable. 

• Carry $2 million in commercial general liability insurance and property coverage for any capital assets funded or partially funded through the SWMIF.  

• Have all regulatory approvals and permits necessary for their Project. 

Only one application will be considered at a time from each eligible Applicant. 

4.2 Ineligible Applicants 

Ineligible Applicants include: 

Public Bodies, which include, but are not limited to: 

• Crown Corporations, Agencies, Boards and Commissions 

• Universities, colleges, and schools 

• Health Authorities 

• Municipalities, Indigenous Community Governments, and Local Service Districts (These organizations are eligible to apply through MMSB’s Community Waste Diversion Fund) 

• Regional Service Boards

• Unincorporated Applicants and sole proprietorships 

• Applicants who have an active funding agreement with MMSB for another SWMIF Project (These organizations may apply for a new Project once the current Project is complete) 

• Applicants who have had a previous funding agreement with MMSB be declared in default 

At the sole discretion of MMSB, Applicants who share any directors, officers, or Associates with an Ineligible Applicant may be deemed ineligible. The definitions of “director,” “officer,” and “Associate” carry same the meaning as defined in the Corporations Act.  

4.3 Eligible Projects  

To be eligible, Projects must: 

• Demonstrate innovation or uniqueness for solid waste management in the province of Newfoundland and Labrador. 

• Be based in Newfoundland and Labrador and substantially delivered by local staff. 

• Be delivered within a two-year time frame. 

4.4 Ineligible Projects  

Ineligible Projects include, but are not limited to: 

• Projects unrelated to the management of solid waste 

• Projects previously approved under the SWMIF (previously approved Applicants may reapply)
  • Evaluation for what constitutes as a previously funded Project would be based on the totality of the previous proposal rather than just a specific component that funding was requested for. Multi-phased Projects may be eligible if the proposed Project outcomes are substantially different than previous phases. MMSB has the sole discretion to determine whether a submitted Project has been previously funded by MMSB. 

• Unsuccessful Projects that were previously submitted to the SWMIF where:
  •  The Applicant is resubmitting a substantially similar proposal; or 
  • The Project is resubmitted under a different Applicant.

• Any of the following activities:
  • The collection and disposal of solid waste, including clean-ups. 
  • Remediation
  • Community composting, including counter-top food waste appliances. 
  • Feasibility studies or business plan development.
  • Basic research

• Projects that overlap with existing provincial recycling programs (e.g., used beverage containers, used tires, e-waste, used paint, used oil & glycol) are normally not eligible. For further guidance, please contact us. 

5. Funding 

5.1 Form of Funding 

The SWMIF is a non-repayable contribution covering up to 80% of eligible costs to a maximum of $50,000. Applicants must confirm a minimum 20% cash contribution to the Project to be considered for funding. I.e., A request for the maximum of $50,000 in funding requires a minimum $12,500 cash contribution from the Applicant. 

Incorporated non-profit organizations may confirm a cash contribution, in-kind contribution, or other funding sources for up to 20% for the Project. In-kind contributions must be reasonable and consistent with market conditions. 

Applications requesting the maximum contribution must demonstrate strong potential for innovation, sustainability impact to the waste management hierarchy, or strategic value to the Provincial Waste Management Strategy. 

5.2 Cost Sharing/Stacking 

The SWMIF may not be stacked (combined) with any other MMSB funding for a Project, including indirectly through a different Applicant or MMSB program. 

The SWMIF contribution may not exceed the following maximum cost share from all sources of government funding for the Project: 

• Incorporated non-profit organizations – 100%

• All other entities – 80% 

5.3 Condition of Funding 

• Funding will require the execution of a Contribution Agreement.  

• Successful Applicants will receive 50% of the approved sum (less 10% holdback) upon execution of the Contribution Agreement and submission of any requested documentation. 

• Subsequent claims for disbursement must be accompanied by a progress or final report that includes an itemized statement of all eligible costs and documentation. 

• A holdback of 10% will be applied to all disbursements. The holdback amount will not be disbursed until the Recipient provides a final report that is satisfactory to MMSB at the conclusion of the Project. 

5.4 Funding Limitations  

• MMSB has a limited budget for this program and not all Projects that meet the established criteria will receive funding. 

• Applicants may receive full or reduced funding, or no funding.  

• MMSB reserves the right to refuse any application received. 

5.5 Repayment of Funds 

MMSB may request the return of funds if: 

• The Project was not completed within the allowable timeframe. 

• The recipient does not provide documentation that the funds were used for the stated purpose of the approved Project. 

• MMSB funding was improperly stacked.

• The recipient fails to submit a final report.  

• The recipient is declared in default of the terms of the Contribution Agreement.

6. Costs 

6.1 Eligible Costs 

Examples of Project costs eligible for funding include, but are not limited to: 

• Costs that are essential to the start-up or operation of the Project. 

• Costs which are incurred to acquire, construct, develop, install or improve a capital asset.  

• Costs that represent fair market value. 

If the Applicant has received or will receive funding from another source, it must be clear which costs will be funded by MMSB, and which ones will be covered by other sources. Any overlap in requested funding for the same costs could disqualify the Project. 

Any requested contribution to hours of work performed by an existing employee must not exceed 50% of the total requested amount for the Project. 

6.2 Ineligible Costs 

Examples of Project costs ineligible for funding include, but are not limited to: 

• Hours of work performed by the Applicant or by a member of the Applicant’s immediate family such as a child, stepchild, ward, spouse, parent, sister or brother. This includes Directors, Officers, and Associates of the Applicant.  

• Purchase of supplies or equipment from companies where the Applicant or Associate of the Applicant have direct or indirect pecuniary interests. 

• Administrative overhead
  •  Incorporated non-profit organizations may include a maximum of 10% of the requested funding as administrative overhead.

• Gifts and donations 

• Advertising costs 

• Land 

• Alcoholic refreshments for any occasion. 

• Costs incurred prior to funding approval. 

• Vehicles and trailers (specialized vehicle attachments for waste handling may be considered eligible at the sole discretion of MMSB). 

• Insurance 

• Depreciation and amortization of capital costs. 

• Project contingency 

• Refundable portions of HST.

7. Reporting Requirements  

As a condition of funding, the successful Applicant must:  

• Provide quarterly reports during the Project. 

• Submit a final report of activities and results achieved at the end of the Project, validating that the recipient has met its obligations as set out in the Contribution Agreement. 

• Provide all invoices and receipts for expenses incurred throughout the Project.  

• Provide photos of Project activities with signed Media Usage Consent Forms of any people appearing in photos. 

• If requested, provide an annual evaluation report to MMSB inclusive of data on weight or volume of material diverted for the five years following the completion of the Project. 

8. Ownership of Project Information and Access to Information 

• All documents, including funding applications and Project information, submitted to MMSB become the property of MMSB and could be subject to disclosure under the Access to Information and Protection of Privacy Act. 

• Upon application and document submission to MMSB, the Applicant hereby consents to the public disclosure of the provided content. Any information deemed ‘personal’ or ‘confidential’ should be clearly marked as such for due consideration. Please note that MMSB cannot guarantee protection from disclosure regardless of any wishes regarding confidentiality. All contracts entered into with the MMSB are public documents. 

• MMSB maintains the right to share application and Project information with its personnel, and other entities for the purposes of program planning, evaluation and review, audits and generating statistics. 

• MMSB may publish or otherwise disclose in its internal and external communications including press releases and website and social media channels, information on approved funding applications and reports. The purpose of these communications is to advise and inform the public of Projects that are funded by MMSB. The disclosure may include the names, titles and affiliations of Project leaders, the amount of funding and a summary of the Project. By providing any such information to MMSB, you agree and consent to its disclosure as outlined. 

9. Application Process 

The application process to the SWMIF consists of three stages: 

1. Pre-submission Discussion (optional) 

2. Submission of Expression of Interest 

3. Submission of a Detailed Proposal 

9.1 Pre-submission discussion 

Potential Applicants are strongly encouraged to contact MMSB via email at apply@mmsb.nl.ca to discuss their Project prior to submission. 

9.2 Submission of Expression of Interest 

The Expression of Interest (EOI) is used to determine if the proposed Project is eligible and suitable for the SWMIF.

Once submitted, you will receive an email confirming that your application has been received. Should you not receive an email, please check your junk mail.   

9.3 Submission of a Detailed Proposal 

Should the Expression of Interest be considered, Applicants will be invited to submit a detailed Project proposal. 

Applicants will be notified if their Expression of Interest will or will not proceed to the detailed proposal stage. 

Proposals should be submitted as a PDF and be a maximum of 25 pages, excluding attachments (e.g. letters of support, quotations, etc.). 

The Detailed Proposal should be structured in the following sections:

1. Proposal summary 

2. Organization profile and experience 

3. Key team members and experience 

4. Project description 

5. Project innovation and uniqueness 

6. Project plan & timeline, outlining key steps and deliverables 

7. Project outputs, outcomes, and benefits 

8. Project risk management plan 

9. Detailed project budget 

10. Supporting documentation, where applicable, such as:
    • Letter or statement from bank confirming that the Applicant can finance its portion of the Project
    • Letters of support or partnership 
    • Quotations supporting the project budget 

9.4 Evaluation 

Applications will be evaluated using the following criteria: 

1. Impact to waste management hierarchy 25% 

2. Project Innovation/Uniqueness 20% 

3. Demonstrated capability to successfully undertake the project 40% 

4. Project co-benefits 15% 

An internal MMSB reviewing committee will evaluate applications. The evaluation process starts with the Business Development Officer who makes recommendations to a management team at MMSB. This team will assess proposals using the rating criteria provided above. Any approved applications are sent to the Board of Directors for their consideration and final approval. 

It is the responsibility of all proponents to clearly illustrate how the proposals relate to the principles of the SWMIF. 

All Applicants will be notified of the decision in writing through an approval letter. Unsuccessful Applicants will receive feedback and recommendations.  All decisions are final and no appeals will be considered.  

9.5 Submission Deadlines 

Applications can be submitted at any time. The MMSB reviewing committee meets quarterly or as required, depending upon applications received.