Regional Quantum Initiative in southern Ontario: 6. Application guide

6. Application guide

Applications are no longer being accepted.

Applications received and acknowledged by FedDev Ontario before closure will be assessed in the order they are received, subject to remaining funding.

Purpose of this guide

The application guide is to help businesses complete FedDev Ontario's generic Application for Funding form. This page explains how to complete each section of the form and how to tailor your responses for the Regional Quantum Initiative (RQI).

Table of contents

Applicant Information

This section of the Application for Funding requires all applicants to provide details on their business, including business name, sector and other descriptive information.

When completing this section, please note:

  • In question 1, provide your business' legal name as it appears on your incorporation documents. Do not include your own name. If your company conducts business publicly by another operating name, please state this in question 2.
  • In question 8, we want to gain a full picture of your company, its founders and your business operations. Answer all parts of the question, and be sure not to undersell your achievements. Describe your market and how your business serves it, and include details on your company history prior to incorporation (if applicable). Clearly outline how your firm is managed and governed now and in the future. Tell us about your place on the growth curve and your growth opportunities. Provide us with background information on key shareholders, board of directors and your management team. To supplement this information, all applicants must also submit the following documents using the "add attachment" button on the application form.
    • a copy of the company's incorporation documents and information on ownership (names and percentage of ownership)
    • biographies of key management team
  • You may also submit the following additional documents to support this information:
    • letter of support or other documentation if your company has previously received or currently receives support from a business accelerator, an incubator, and/or an angel or venture capital investor
    • a copy of your company's intellectual property (IP) strategy
  • In questions 11-13, indicate the current number of employees for each category. Do not include people employed by suppliers or contracted services.
    • Full-time employees (FTEs) working in Canada are those who work a minimum of a 35-hour work week. They can include employees who may be working remotely but whose jobs are considered to be based in Canada.
    • Part-time employees (PTEs) in Canada are those employees who work less than a 35-hour work week. They can include employees who may be working remotely but whose jobs are considered based in Canada.
    • Number of employees outside of Canada is the total number of employees (full-time and part-time) working for the business outside of Canada, if applicable.

Project and Financial Contacts

We are looking for the names and contact information for the primary contacts for communicating with FedDev Ontario on matters involving the application and project financials (if they are different). Ideally, the authorized person is a signing officer for the company, who has full authority to bind the company through funding agreements. If the person is not a signing officer of the company, confirmation of that person's right to represent the company may be required. In all cases, neither the Authorized Project Contact or Financial Contact can be a consultant or third party.

The applicant and/or any parties authorized by the applicant to speak to FedDev Ontario their behalf, must comply with the Lobbying Act throughout the application process and the life of any funded project (if approved). Prior to communicating with FedDev Ontario about an application, please review the provisions of the Act. For more information on lobbying and the Lobbying Act, consult the Office of the Commissioner of Lobbying of Canada.

Project Information

This section provides a detailed understanding of the proposed project, including duration, location of activities and overall plan. When completing this section, please note:

  • In question 22, enter "Regional Quantum Initiative" as the program you are applying to.
  • In questions 23-24, the start date cannot be prior to June 20, 2022, and the end date cannot be later than December 31, 2027.
  • In question 26, indicate whether any of the activities of the proposed project are expected to occur on federal lands as defined in the Impact Assessment Act, 2019.
    • Activities on federal lands could be subject to additional requirements.
  • In question 28, describe your project plan by focusing on the quantum technology or quantum-based solution you will further develop and/or commercialize or adopt during this project, and how you intend to achieve your expected outcomes as well as those of the Regional Quantum Initiative. In your response:
    • be clear how quantum science serves as the scientific and technological basis of the proposed technology
    • indicate the proposed technology's areas of focus, i.e., quantum computing, quantum sensors, quantum communications, quantum material, or other quantum technologies
    • link project activities to the eligible activities listed in the Eligibility, and outline in particular, how and the degree to which your proposed project aligns with any of these activities
    • provide evidence that you own your project IP or hold sufficient IP rights to allow you to carry out your project, and outline the steps you will take to protect the IP resulting from activities supported through the program. This information may also be provided in your IP strategy as an attachment
    • where possible, use non-technical language

If you are commercializing quantum technologies:

  • Describe early proof of feasibility and soundness of the quantum technology or product, such as industry demonstrations, conference presentations, or other products
  • Explain whether your project builds on a project completed with a business incubator, accelerator or another federal program
  • Indicate the current Technology Readiness Level (TRL) of the proposed technology. See Annex A TRL scale and descriptions

If you are adopting quantum technologies:

  • Indicate whether any project activities (and costs) are expected to be incurred outside of Canada
  • Provide a brief description of the commercial availability of this technology, including how long the technology has been in the marketplace
  • The impacts this adoption will have on your company

To supplement this information, you may submit a project plan in the format of your choice along with logical and physical diagrams, device and/or apparatus drawings/photos, or other relevant documentation by using the "Add Attachment" button on the application form.

  • In question 29, briefly describe the objective of your project and how it fits the program goal to advance and commercialize quantum products and solutions for the domestic and global market. This section should serve as a rationale for why this project should receive funding. In providing your response, consider:
    • listing the expected outcomes and how the project will benefit Canada's Quantum ecosystem or other sectors
    • describing the expected TRL by the end of the project, including whether the anticipated outcomes include a prototype ready for demonstration in an operational environment or a market-ready quantum technology or product
    • referencing reports, studies and/or findings that support your claims, if applicable.
  • In question 30, indicate and provide details on the clean growth benefits of your project. If applicable, provide metrics to quantify the impact (e.g., percentage of energy saved, amount of greenhouse gas emissions reduced, etc.).
Definition: clean growth

Projects that support clean growth economy and decrease greenhouse gas emissions can include the adoption of practices or technology to reduce your carbon footprint or waste, the commercialization of clean technologies, products, or services, circular economy activities, light weighting/advanced materials, supply chain localization and other.

In addition to growth and innovation benefits, these projects improve environmental outcomes (e.g., better results with same or fewer resources resulting in less inputs and/or waste) and strengthen resilience to a changing climate.

  • In question 31, provide information about diversity, equity, and inclusion at your company.
    • Gender, equity, and diversity data collected may be used for research, statistics, program and policy evaluation, risk management, strategy development, reporting, and gender-based analysis (including GBA+). This information can help the Government of Canada monitor progress on inclusive access to federal support programs and services, to identify and remove barriers, and to make changes to improve inclusive access. Aggregate and anonymous data may be shared with other federal organizations, and/or published for reporting and monitoring purposes.
    • The Government of Canada is committed to diversity, equity, and inclusion so that all Canadians have the opportunity to participate in and contribute to the growth of the economy.
  • Question 31 is twofold:
    • The first column of the table is a voluntary self-declaration of the applicant's status in relation to one or more underrepresented groups for statistical purposes only.
  • Note: "led or majority-led" described companies where members of underrepresented groups are involved in long-term control and management of the business or organization and play an active role in both strategic and day-to-day decision making.
    • The second column seeks to understand whether the project will benefit or encourage the inclusion of one or more self-represented groups listed in this section, as priority may be given to applications that demonstrate support and/or promote diversity, equity, and inclusion.
  • Note: This section of the form is a self-declaration and is voluntary. If the applicant does not wish to self-declare its status or the status of the project in relation to the underrepresented groups below, leave either or both fields blank, as applicable.
  • For question 32, list any key project partners and their role(s) in the project. These may include other businesses (suppliers or customers), financial partners, business accelerators and incubators or other government departments invested in the completion and/or the success of the project. You will be asked to describe the financial contributions to be made, as well as the status of each contribution (i.e., confirmed, pending confirmation, or to be requested) for each identified key project partner in the Project Budget section.
  • For question 33, describe the market opportunity that your project will address and how your project will help you differentiate in the marketplace within Canada and internationally. Include a list of your major competitors and identify if your project will impact other businesses in Canada.
  • In question 34, indicate key risks (e.g., financial, trade, regulatory, implementation, and/or any risks that may impact a successful project outcome) associated with the project and potential risk to the broader economy (such as cybersecurity, privacy), as well as methods of risk mitigation that will be used for the project.
  • In question 35, illustrate why financial assistance is required for this project and explain what the impact would be if the requested funding was not received. This section could also explain the broader impact(s) on the business, sector or region if funding is not received.

Project Results

All values provided under this section must be measurable and verifiable. Recognizing that not all indicators are applicable to every project proposal, applicants can select "No" for any of the options and will not need to complete the "Amount" column.

All amounts reported in this section must be measured from the estimated Start Date of the Project to the End Date of the Project. Any benefits that fall out of this timeframe that the applicant wishes to highlight should be included in earlier in question 29.

Please refer to Annex B for definitions of each indicator.

Project Budget

By completing this section, you will be providing FedDev Ontario with the key project financing information it needs to assess whether the resources requested are appropriate for further review, including:

  • estimated total project costs, how much funding you are requesting, and a breakdown of this funding by year and cost category
  • whether you have secured your portion of the financing, and identify the source(s) and status of funding

Important notes:

  • all eligible costs must be reasonable and directly related to eligible project activities. Please see Annex C for more details on eligible and ineligible costs
  • state costs in CAD over the span of up to six fiscal years (April 2022 - March 2023 to April 2027 - March 2028)
  • costs incurred before the date the application intake opens, June 20, 2022, cannot be considered
  • if there are no costs associated for a cost category, enter "0" in the amount column for that cost category
  • all projects and associated costs must be completed by December 27, 2027

Financial Information

This section will allow FedDev Ontario to assess your company's capacity to undertake the proposed project, including:

  • if you have received government funding in the last five years
  • your company's financial performance (i.e., assets, liabilities, cost structure, revenue streams). For pre-revenue firms, indicate funding received from accredited angel or venture capital sources, and identify cash flows during the project
  • as FedDev Ontario funding does not support ongoing operating costs, please indicate cash flows and plans to support your operations post-project

Certification

  • Certification is the act of signing a formal document to confirm that you are bound by its contents.
  • Making a false statement or providing misleading information may result in the Minister exercising any remedy available to him/her at law.
  • You must review each statement and sign the Certification.
  • Checking 'I Agree' provides an authorized signature of your business or organization certifying the information provided on the application.

Attention: FedDev Ontario may consult external experts as part of the application assessment process (for example other government departments and agencies) and share Applicant information with such experts. Any confidential or proprietary information should be marked as such. In addition, all information provided by the Applicant is subject to the Access to Information Act and Privacy Act.

Application Checklist

Please be sure to attach all mandatory and other supporting documents to your application. Mandatory documents include:

  • financial statements (interim/annual, balance sheets, or other financial documentation) for the last two years or since the date of the company's start-up
  • articles of incorporation
  • biographies of key management and/or technical staff required to complete the project, and a diagram of the company's organization structure
  • a work plan or project schedule that outlines major activities and milestones already summarized in the application form
  • Optional and supplemental documents can include:
    • Your Intellectual Property (IP) strategy. Please note: having, implementing, and maintaining an IP strategy is a condition of receiving funding under this initiative.
    • A copy of the letter of support or other documentation if your company has previously received or currently receives support from a business accelerator, an incubator, other government department, and/or an angel or venture capital investor.
    • Logical and physical diagrams, device and/or apparatus drawings/photos, or other relevant documentation regarding your technology.

Annex A- Technology Readiness Levels Scale Descriptions

The Guidelines for the Regional Quantum Initiative make reference to Technology Readiness Levels. The Technology Readiness Level (TRL) is a scale of 1 to 9 which reflects different stages of development of a technology. For greater clarification, please refer to the following TRL descriptions.

Technology Readiness Levels Scale Descriptions
Technology Readiness Level (TRL) Description
TRL 1 — Basic principles observed and reported Lowest level of technology readiness. Scientific research begins to be translated into applied research and development (R&D). Examples might include paper studies of a technology's basic properties.
TRL 2 — Technology concept and/or application formulated Invention begins. Once basic principles are observed, practical applications can be invented. Applications are speculative, and there may be no proof or detailed analysis to support the assumptions.
TRL 3 — Analytical and experimental critical function and/or characteristic proof of concept Active R&D is initiated. This includes analytical studies and laboratory studies to physically validate the analytical predictions of separate elements of the technology.
TRL 4 — Product and/or process validation in laboratory environment Basic technological products and/or processes are tested to establish that they will work.
TRL 5 — Product and/or process validation in relevant environment Reliability of product and/or process innovation increases significantly. The basic products and/or processes are integrated so they can be tested in a simulated environment.
TRL 6 — Product and/or process prototype demonstration in a relevant environment Prototypes are tested in a relevant environment. Represents a major step up in a technology's demonstrated readiness. Examples include testing a prototype in a simulated operational environment.
TRL 7 — Product and/or process prototype demonstration in an operational environment Prototype near or at planned operational system and requires demonstration of an actual prototype in an operational environment (e.g. in a vehicle).
TRL 8 — Actual product and/or process completed and qualified through test and demonstration Innovation has been proven to work in its final form and under expected conditions. In almost all cases, this TRL represents the end of true system development.
TRL 9 — Actual product and/or process proven successful Actual application of the product and/or process innovation in its final form or function.

Annex B - Project Indicator Definitions

Increased domestic revenues
Indicate the total value of increased revenues within Canada for your business as a direct result of the project activities. Estimates cannot include non-project activities or revenue generated outside of estimated start date and end date of the project.
Increased exports
Indicate the total value of increased revenue outside of Canada for your business as a direct result of the project activities. Estimates cannot include non-project activities or revenue generated outside of estimated start date and end date of the project.
Increased clean tech sales
Clean technology refers to any process, products or service that reduces environmental impacts. Indicate the total value of clean technology sales as a direct result of your project. These sales can either be in Canada or outside of Canada. Clean technology can be considered to consist of any product, process, or service designed with the primary purpose of contributing to remediating or preventing any type of environmental damage.
Foreign investment in Canada
Indicate if the project will result in new foreign direct investment in Canada. This investment must be a direct result of the project activities and cannot include investments that would have occurred if the project did not proceed. Estimate the cumulative value of the investment from the estimated start date of the project to the end date of the project. Do not include investments that will be made beyond project completion.
New investments in advanced technology(ies)
Indicate the total value of new investments in advanced technologies, including investments in the adoption of quantum technology(ies) as a direct result of project activities. Do not include investments that will be made beyond project completion.
New intellectual property (IP) created or licensed
Indicate the number of new intellectual property expected to be created or licensed as a direct result of this project. This can include IP created or licensed by either the applicant or a project partner.
Number of new products or services commercialized
Indicate the number of new quantum technology, products or processes that will be commercialized as a direct result of this project. This can include products or services commercialized by either the applicant or a project partner.
New skills development, training/mentorship to be provided:

Indicate whether project activities will include providing training/mentorship to employees, and the number of employees that will receive skills training/mentorship. Do not include skills development that will be provided beyond project completion.

Total number of jobs created and maintained at the End Date of your project and two (2) years post-project completion: Indicate in the respective fields how many full-time equivalent (FTE) jobs are expected to be created and maintained as a direct result of your project both in the near-term (i.e., immediately following project completion) as well as two years after the project is completed.

  • A job created refers to a job that did not exist within the applicant's organization prior to the project but was created as a direct result of the project activities. This applies to the period immediately following project completion as well as two years post project completion.
  • A job maintained refers to a job that existed within the applicant organization prior to the project, but would not continue, or would likely be lost if the project is not funded. This applies to the period immediately following project completion as well as two years post project completion.

For reference, please review question 11-13 of this Guide for more details on how to calculate FTEs.

Annex C - Cost Categories

Eligible project costs must be reasonable, verifiable and in direct support project activities. Eligible project costs do no include ongoing costs of production or operations. Generally speaking, the following are eligible cost categories under this program:

Capital Costs

  • Machinery and equipment: the purchase and/or installation of equipment, machinery or software directly related to, or necessary for, the completion of the project. Regularly scheduled capital expenditures, asset replacement and/or purchase/lease or operations of vehicles and off-site equipment are not eligible.
  • Project facilities and infrastructure: these are costs typically associated with renovations, site improvements, leasehold improvements and related costs to support the outcomes of the project. The purchase of land or building are not eligible.

Non-capital Costs

  • Labour: incremental salaries and benefits for individuals employed for the project may be eligible should they meet the following conditions:
    1. The recipient confirms that it is not economically feasible to tender a contract
    2. Costs are for those employed directly in respect of the work that would have been the subject of the contract, or
    3. Labour hired to work exclusively on the project (i.e., not existing employees of the recipient)
  • Expertise: incremental fees paid to professional, technical personnel, consultants, engineers or contractors. Costs of third-party consultants paid to prepare an application are not eligible.
  • Marketing, visibility, and outreach costs: where relevant to the project, include costs to promote project activities, commercial demonstration of products, processes and service resulting from the project, translation and other related costs. Hospitality and entertainment costs are not eligible.
  • Training and talent costs: where relevant to the project, include training sessions, course material, external trainers and other reasonable costs associated with training and talent not otherwise covered.
  • Materials: cost of direct materials used for the completion of the project, including to configure and test production systems, for prototypes and product testing, software or other non-capital equipment. Raw materials, and materials consumed for regular operations or for inventory are not eligible.
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