������

Project Initiation - Expressions of Interest (EOI)

We invite and encourage all applicants to submit a Project Initiation – Expression of interest (EOI) providing the following details:

• school details
• statement of educational need
• main educational drivers
• growth rationale (for high-growth and new places applications).

The EOI allows the CBGA to engage in preliminary discussions with applicants to assist and guide them through the process of their proposed projects.

Completed forms should be submitted via email to cbga@csnsw.catholic.edu.au by the end of February each year.

Download the EOI form

Application

The application process requires a full proposal for capital grant funding to be prepared and submitted by the Delegated Approved Authority before the end of Term 2 each year. 

Applications are completed on the online portal.

Each application requires:

• school details (data will be partially populated in the application after entering your school name)
• school registration status
• type of project
• enrolments – actual and anticipated
• stable enrolment (how large the school will be)
• school site characteristics
• previous building projects at the school
• reason for application
  • description of the overall plan for the school’s development
  • description of the deficiency in the quality or the extent of school buildings and facilities that lead to an educational disadvantage for students
  • reasons why the projects cannot be funded by the school community.
• project description
  • briefly describe the scope, extent and features of the project proposed
  • describe how the specific scope of the proposed project is designed to address the educational needs identified.
• project timeline
• staging
• possible future stages
• socio-economic profile of the school
• mandatory documents to be supplied by applicants include:
  • application approval by the Delegated Approved Authority
  • floor and site plans of existing and proposed facilities*
  • land title certificate
  • NESA registration certificate
  • school maintenance plan
  • school property Insurance Certificate

Assessment

The CBGA considers and independently validates the applicant’s educational disadvantage identified in their application. In determining the level of educational disadvantage, the CBGA also addresses the proposed solution submitted by the applicant.

In submitting the application for recommendation, the CBGA must indicate whether it believes that the proposed solution is considered sound educational planning, a requirement of both the Australian and New South Wales governments.

The assessment of applications will broadly follow the process outlined in CBGA_REF2 - Educational Disadvantage Measurement Criteria (other factors may not be listed in the linked document that may be relevant).

Commencement

Successful applicants will receive an ‘Initial Offer’ notifying them of government approval. The Delegated Approved Authority is required to accept on behalf of the applicant the terms and conditions of the initial offer. 

The terms and conditions of the initial offer require grant recipients to provide the following documents:

• Acceptance of initial offer indicating the expected calling of tenders for the project.
• Results of tender (ROT) process document completed and authorised by the Delegated Approved Authority. The ROT process document should be supported by:
  • tender drawings in CBGA format
  • tender evaluation report
  • copy of the tender advertisement
  • applicants are required to complete a version of the application that reflects the tendered work.

The CBGA requires ten working days to assess and compare the tendered work against the work approved by the government. Delays caused by incomplete or incorrect information will extend the period of assessment.

Once the CBGA is satisfied that the proposed works are consistent with the approved works, the CBGA will issue a Final Offer document authorising the engagement of the main contractor.

The grant recipient is required to provide to the CBGA the following documents provided as part of the final offer:

• acceptance of Final Offer
• notification of Commencement (including required attachments)
• bank details.

Managing your project

Once construction commences, a progressive expenditure statement must be provided by the first week of every month during the project’s construction. Reporting is still required even if there is no expenditure for a particular month.

Signage (������ Government grants only):

• For projects estimated at more than $75,000, an appropriately sized sign should be displayed during the construction period.

Completion

Practical Completion

Within three months of the project’s completion, you must send the architect’s certificate and the accountant’s certificate to confirm that all contractual obligations have been fulfilled.

Opening and Blessing

There are slight differences between the processes of organising and conducting an Opening and Blessing ceremony from the Australian and New South Wales governments. The requirement to select an appropriate date is subject to parliamentary sitting days. Requests for Ministerial attendance must not be on a parliamentary sitting date and should only be organised once you have received a confirmation that the Minister or their representative has accepted.

This ceremony should take place within seven months of completion of the project. Read more about ������ Building Grant Assistance Scheme Protocols for organising an Opening and Blessing Ceremony.

Protocols and examples of openings and blessings:

• Australian Government Notification of Opening Ceremony
• Australian Government sample plaque
• ������ Block Grant Authority Scheme - Notification of Opening Ceremony
• ������ Government sample plaques

Financial Acquittal

The financial acquittal of the project should occur once all project expenditure has been incurred.  Current practice suggests that this process cannot be finalised until after the defect liabilities period has been completed.

The proforma certificate provided may not be executed by some auditing firms. In these circumstances, the auditor will provide an opinion rather than a certification. This meets the requirements of the government if the proforma certificate has been completed and provided with an opinion.