Kawarthas Northumberland Partnership Allocation
Submission Guidelines
2016 - 2017
Overview
Regional Tourism Organization 8 (RTO8) is eligible to receive a “partnership allocation” from the Ministry of
Tourism, Culture and Sport (MTCS) as part of their funding allocation for 2016-17, to promote partnerships
within the Kawarthas Northumberland region.
The partnership allocation approach provides RTO8 with additional tools to encourage more partnership,
strategic coordination and leveraging of regional resources. The partnership funding approach is guided by
the following set of objectives:
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Enhance tourism across the province
Support the RTO as the leader in regional tourism
Maximize support for tourism at a regional level by encouraging strong partnerships, expanding the
breadth and diversity of funding partners
Encourage RTOs to engage industry partners to broaden their financial base to extend reach
Support a coordinated approach that aligns planning, marketing, product development, investment
attraction and workforce development in the region
Assure the transparency and accountability of funding through the transfer payment agreement
process
The value of partnerships among industry sectors cannot be overstated. Regardless of the partnership
allocation, RTOs can maximize support for tourism in their regions by expanding the breadth and diversity of
their partners. Strong partnership and a coordinated approach to product development, regional planning
and marketing are essential to the future sustainability and increased competitiveness of tourism across
Ontario.
RTOs are expected to use ministry funding to develop and deliver strategies to support the following
destination management priorities or pillars:
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Governance and Administration
Product Development
Marketing
Workforce Development and Training
Investment Attraction/Investor Relations
RTOs are encouraged to work with all tourism partners in their region to grow tourism. RTOs may also work
collaboratively across regions and with sector-based organizations.
RTOs are encouraged to consider a broad range of partners reflecting their local area and business plan
objectives. These might include destination marketing organizations, other levels of government, and the
private sector.
Regional Tourism Organization 8
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175 George Street, Peterborough, Ontario . K9J 3G6 . www.RTO8.com
Kawarthas Northumberland Partnership Allocation
Guidelines
2016 - 2017
Eligible Organizations
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Destination Marketing Organizations
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Municipal Tourism Organizations
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BIAs
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Festivals and Events
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Tourism Enterprises and Businesses (as individual organizations or as a consortium) such as Arts &
Culture, Heritage, Agri-Culinary, Sports, Meetings & Conventions, etc.
If similar proposals are received, RTO8 reserves the right to select and approve a single and coordinated
proposal based on an assessment of the projects.
Eligible Costs
Eligible costs are those deemed reasonable and necessary by the Ministry for the successful implementation
of deliverables.
Ineligible Contributions and Expenses
1. Grants and flow-through to other organizations;
2. Charitable fundraising;
3. Donations to political parties or lobby groups;
4. Capital expenses;
5. Prize money;
6. Expenses that do not relate directly to the delivery of the RTO8;
7. Funding from Ontario government programs, such as Celebrate Ontario, or Ontario government
agencies, such as the Ontario Tourism Marketing Partnership Corporation, or other RTOs;
8. In-kind donations;
9. Funds used for advocacy work, fundraising, hiring a lobbyist, capital expenses, or as prize money; and
10. Funds given to other organizations for operational funding, such as salaries and wages, or to a
political party.
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Kawarthas Northumberland Partnership Allocation
Guidelines
2016 - 2017
Application Process
Step One - Tourism Partners
 Complete and submit application forms and budget
 Intake Deadline: November 1, 2016 (or until allocation funds have been depleted)
Step Two - RTO8
 Vet application to ensure application fully complete.
 Ensure that the project/event/activity is on strategy for the RTO8 using the Ministry’s Evaluation
Criteria
 Consult with regional advisor from the Ministry of Tourism, Culture & Sport to review and evaluate
applications for partnership allocation eligibility
 Submit application to Regional Advisor for approval.
Step Three – Ministry of Tourism, Culture and Sport
 Review application
 Consult with RTO8 on any issues or for clarification
 Approve application as submitted and advise the RTO8
Reporting and Agreement
Applicants should be aware that RTO8, through funding agreements with the Province, is bound by the
Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.f. 31, as amended from time to time,
and that any information provided to RTO8 in connection with their application may be subject to disclosure
in accordance with the requirements of that Act.
Tourism Partners will be required to:
a) Sign a Funding Agreement with the RTO8 that will outline the terms and conditions to undertake
project/event/activity partnership.
 Confirmation and proof of partner funding (if applicable) needs to be in place within 30
days of the project/event
 Confirmation and proof of insurance requirements (if applicable) need to be place before
funds are released
 Funding schedule
 Performance Measurements
b) Multiple suppliers - DMOs to provide 80% of their funding portion up front to the RTO8 one day prior
to any costs or work starting:
 RTO8 will invoice the DMO with final costs and applicable HST as soon as possible once all
invoices are received and vetted
 Invoices are due when issued. Late fees will apply.
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Kawarthas Northumberland Partnership Allocation
Guidelines
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c) Single supplier – DMOs to provide 100% of their funding portion up front to the RTO8 one day prior
to any costs or work starting.
d) RTO8 will endeavor to stay within project costs as outlined and will negotiate with the DMO should
there be any significant changes in costs.
e) The project/event/activity has to be new or adding an enhancement or something incremental to an
existing project/event/activity.
f) Ideally, individual projects should be not less than $10,000 each.
g) DMOs must carry at least $2 million commercial general liability insurance coverage before the legal
agreement can be executed with proof provided to the RTO8.
h) DMOs to complete RTO8’s Final Report (Schedule “B”) within 30 business days following the
project/event/ activity on the use of funds, performance measures and outcomes achieved.
i) Permit the RTO8, if required, to verify/audit information submitted (at the discretion of the Province)
to ensure that it is complete and accurate, and that funds were used for purpose(s) intended.
j) Obtain Ministry approval through RTO8 for any change to the proposed project (once funding is
approved).
k) Acknowledge RTO8’s support with the use of their logo and the Province of Ontario’s logo in electronic
and print media as part of a visibility campaign.
l) If an approved project is delayed or cancelled, the DMO is requested to advise the RTO8 as soon as
possible. This may allow other projects or DMOs to access surplus funds.
m) Should the DMO be required to undertake a procurement process, the RTO8 will require documented
proof of same and signed attestation. See attached for Ministry’s procurement rules.
Procurement Policy
The following principles will govern purchasing and procurement by Regional Tourism Organization 8 and
Partnership Agreement contractors, suppliers and vendors:
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Good value for money spent is a priority for RTO8.
The intent of a good tendering process is to ensure:
o Value for money;
o The receipt of appropriate services; and
o The use of a transparent competitive process to identify the best person/organization to
deliver the services/supplies required.
RTO8’s Transfer Payment Agreement (TPA) with the Ministry of Tourism, Culture and Sport requirements
related to procurement states (Section 7):
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Kawarthas Northumberland Partnership Allocation
Guidelines
2016 - 2017
Tendering for Goods and Services and Disposal of Assets
i.
The Recipient will manage the Initiative wisely and prudently achieving value for money.
ii.
The Recipient will acquire all supplies, equipment and services, including any advertising-related
services, purchased with the Funding through an appropriate competitive process.
iii.
Where the purchase price exceeds $5,000, the Recipient will, at a minimum, obtain at least three
written quotes unless the Recipient can demonstrate that the supplies, equipment or services the
Recipient is purchasing is specialized and is not readily available.
iv.
In carrying out a competitive process, the Recipient must:
a. Develop a clear description of the product/service which includes sufficient details
concerning the requirements; and
b. Apply consistent, transparent and objective evaluation criteria.
v.
The Recipient will not without the Province’s prior written consent sell, lease or otherwise dispose of
any assets purchased with the Funding, the purchase price of which exceeds $5,000.
In addition, where the purchase price exceeds $25,000, the Recipient will issue a Request for Proposals
(RFP’s). RFP’s should be posted and distributed as widely as possible to ensure multiple submissions by
qualified vendors are received by the closing date. RFP closing deadline dates should allow for as much time
as possible to encourage qualified vendors to make a submission.
Acknowledgement
In accepting public funding from the Ministry, all recipients are required to acknowledge the financial
assistance they receive with the use of:
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The “Ontario Yours to Discover” logo on all consumer materials (such as consumer websites,
social media sites, advertising campaign materials, brochures, etc.)
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The Ontario trillium logo on industry only related materials (such as industry websites,
newsletters, training sessions and materials, image bank, reports, etc.)
OTMPC has a logo for the Canadian (domestic) audience that is available in both English and French and
a logo for international audiences. Versions of the Ontario Yours to Discover logo can be requested and
downloaded for free from the OTMPC’s image database at www.imageontario.com. Low-resolution
versions of the logo can be found using the search word “logo.”
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Kawarthas Northumberland Partnership Allocation
Guidelines
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Higher resolution versions required for print must be ordered through the site and upon check out you
will be asked to outline the purpose of its use.
When using the Ontario trillium logo Please note the following:
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The Ontario logo should be used only as provided. The visual or structural relationship may
not be changed in any way.
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There is no colour version of the logo. In most applications, the Ontario logo appears in a
black against a white or light background.
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When accompanying other corporate logos, the Ontario Logo should be the same size.
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The two most commonly used recipient taglines are: “Funded by the Government of Ontario”
or “Funding provided by the Government of Ontario”.
These examples are provided for consideration purposes only. Using a tag line is not a requirement.
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