Regional Aboriginal Partnerships Program Round 2 Program Guidelines

The RAPP Round 2 has been planned and co-designed through Aboriginal community consultation, collaboration, and partnership with both Aboriginal and non-Aboriginal organisations. RAPP Round 2 outcomes are orientated to achieve value for money in building the capacity of Aboriginal communities, while using established governance and accountability structures, in compliance with the NSW Grants Administration Guide, to ensure probity and transparency.

The RAPP Round 2 is a targeted, non-competitive grant round. The objectives of the RAPP Round 2 are:

• build on strong connections with culture and identity to enable Aboriginal businesses and organisations to achieve positive economic, social, cultural and emotional outcomes
• create focused partnerships with Aboriginal young people, schools and businesses which can support meaningful and more stable employment outcomes
• create support for emerging and established Aboriginal businesses and organisations that will strengthen their operations and help them to grow and invest
• establish pathways for employment and skills development that can allow Aboriginal people to gain access to better social and economic outcomes
• build capacity in Aboriginal organisations and LALCs to activate Aboriginal owned land assets and support the delivery of funded projects that can ensure sustained economic betterment for Aboriginal communities.

Co-contributions are not a requirement of the fund, however, cash or in-kind co-contributions can be included as part of your application.

If the situation arises where a grant recipient’s project is completed and there are unspent funds remaining from the grant allocation, the department may require the grant recipient to return the unspent funds. If the grant recipient requests to use the funds to extend the scope of the project, the department may assess that request if it aligns to the objectives of the grant program. The department may require the grant recipient to provide supporting information such as revised economic or social impact data.

All applications will be assessed for eligibility and only eligible applications will be considered for funding.

To be eligible, applicants must have an ABN and provide evidence that they are one of the following:

• a Local Aboriginal Land Council or NSW Aboriginal Land Council
• Aboriginal and/or Torres Strait Islander Corporation registered under the Corporations (Aboriginal and/or Torres Strait Islander) Act 2006
• a business, charity, or not-for-profit organisation, incorporated under Commonwealth, state or territory legislation, that has at least 50% Aboriginal and/or Torres Strait Islander ownership/membership and/or directorship, and is operated for the benefit of Aboriginal and Torres Strait Islander communities.

Applicants must be able to demonstrate that they are financially viable and have at least $20 million public liability insurance or be willing to secure the insurance before entering into a Funding Deed if the application is successful.

• capacity building
• program delivery
• renovations or improvements to buildings that will improve economic capability 
• small cultural events

The list below provides some examples of projects that are eligible for funding under the RAPP Round 2. This is not a definitive list, it is designed to offer potential applicants examples of the types of projects that are eligible.

• capacity building – strengthening capacity for organisations to grow and expand. Funding could be used for:
  • non-fixed assets:
    • Industrial machinery, tools, farm machinery that strengthen the capacity of the organisation to grow and expand.
  • strategic foundations:
    • exploring how to diversify funding sources
    • business case development 
    • feasibility studies
    • support to set SMART goals and develop project plans
    • establishing corporate and business values
    • creating and developing corporate governance structures
    • development of strategic plans, organisational missions, vision, and strategy
    • developing organisational Policies and Procedures
    • compliance with sector specific governance standards 
    • planning for scaling up and down operations.
  • business operations:
    • leadership training/programs
    • planning for leadership succession, including for young people
    • improving management practices and systems (including human resource management)
    • financial management systems
    • staff empowerment and organisational change management
    • developing partnerships, external relations and networking, including with community, NSW Government and the private sector
    • establishing and supporting place-based partnerships and coordination mechanism
    • incorporating community feedback into service planning, design and delivery
    • harnessing existing community capacity and its leaders
    • embedding community development approaches.
  • operating systems:
    • procurement planning
    • general IT and software training courses, or training on how to use technology to better engage specific communities or client groups
    • personal technology and equipment for a flexible workforce
    • review and develop a mixed service delivery model that allows for improved online and face to face services
    • purchase of new (or upgrade) software to manage client information, bookings, and client files
    • development of a social media and/or digital marketing plan.
  • monitoring, evaluation and reporting:
    • strengthen capacity to monitor progress and performance
    • development of monitoring and evaluations plans and program logics
    • capture output and outcomes data for reporting
    • demonstrating impact of project activities
    • strengthen grant acquittal skills.
  • service models:
    • undertake market research, user testing and data analysis
    • develop business plan to expand existing services into a new sector, locations or target community
    • development of new policies, procedures, staffing structure or risk management framework.
  • establish a social enterprise:
    • establish a legal entity including legal fees and registration costs
    • develop funding model and business plan
    • establishment costs to commence service delivery or production.
• delivering programs:
  • cultural and leadership camps
  • online and face-to-face workshops
  • grant writing workshops
  • employment programs.
• renovations/improvements to buildings that will improve economic capability:
  • installation of solar panels and batteries
  • improvements to accessibility for people with disability
  • minor repairs
  • lighting, heating or cooling improvements
  • installation of new flooring.
• small cultural events (<$25,000).

Note: the examples of project types listed above are not intended to represent all project options. Eligible organisations are encouraged to apply for projects that align with their organisation and local community needs.

Projects must be located within and deliver primary benefits to one or more of the 93 regional Local Government Areas (LGAs), City of Newcastle, Wollongong City Council, Lord Howe Island or Unincorporated Far West.

Up to 25% of the requested funding may be allocated to contingency and up to 10% of the requested funding may be allocated to project management and administration.

Design, regulatory application and approval costs may be listed separately to project management and administration costs, and therefore do not fall under that 10% maximum.

Applicants must demonstrate consideration of accessibility and inclusion measures in their application. Projects should demonstrate the provision of fit-for-purpose, accessible and safe facilities, or increased participation opportunities by increasing accessibility and inclusion/universal design. This applies to both infrastructure projects and community or social programs aiming to improve existing accessibility and inclusion to encourage greater participation.

Applicants should consider how they can support accessibility for people with disability above the Australian Standards (AS)1428.1-2009 or universal design principles when undertaking renovations/improvements to buildings.

• organisations that do not have an ABN or are unable to obtain an ABN to enter into a funding deed
• businesses that are insolvent
• organisations that do not fit the criteria of eligible applicants, above.

Ineligible entities (except for insolvent companies) can be part of a joint application, but the lead applicant must be an eligible entity.

The department, at its sole discretion, may take other factors into account to determine that an organisation is ineligible for funding. This includes but is not limited to any personal or business issues that could cause reputational or other risk to the NSW Government.

• projects that are the recipient of duplicate funding from another NSW or Australian Government grant program for the same project
• projects or activities already funded or expecting to receive NSW Government funding, with the exception of new stages of a previously funded project or activity
• projects in an ineligible location
• projects funding the day-to-day operations of business
• projects requiring ongoing funding from the NSW Government
• projects not aligned to the objectives of RAPP
• projects that would proceed and be delivered on the same timeline without government funding
• projects that have already commenced for the scope requested in the application
• projects that will have significant negative competitive impacts on other NSW businesses legitimately competing in the same market and/or competing for resources in the NSW supply chains.

• costs that would be considered business-as-usual activities
• core government activities or business operations and administrative running costs
• marketing, advertising, or product promotion including signage, with the exception of promotional activities specifically related to the project and are essential to its success
• activities, equipment or supplies that are already being supported through other sources
• financing costs, including interest and debt financing
• purchase of land, buildings and vehicles such as cars, trucks, vans, motorhomes and boats, with the exception of equipment specifically related to a broader project and essential to its success
• capital expenditure for the purchase of everyday business activities such as office furniture and equipment, computers, printers and photocopiers, with the exception of equipment specifically related to a broader project and essential to its success
• costs involved in the purchase or hire of software (including user licenses) and ICT equipment, with the exception of equipment and software specifically related to a broader project and essential to its success, including software and equipment that will enable the project to be accessible and inclusive
• buying or upgrading equipment that is not fixed to a particular site, with the exception of equipment specifically related to a broader project and essential to its success
• costs such as rent and utilities unless specifically related to a broader project
• staff training and development costs not specifically related to the project. 
  Insurance costs (applicants must hold and maintain adequate insurance coverage for any liability arising as a result of their participation in funded activities)
• costs related to obtaining human resources used on the project, including job advertising, recruiting, and contract negotiations
• depreciation of plant and equipment beyond the life of the project
• operational expenditure, including but not limited to regular repairs and maintenance, with the exception of expenditure specifically related to the project and essential to its success
• opportunity costs relating to allocating resources to the agreed grant project
• projects that require ongoing grant funding from the NSW or Australian government
• projects that will proceed without any NSW Government financial assistance
• retrospective funding to cover any project component that is already complete before funding is announced
• funding for any ongoing staff or operational costs.

Applicants must contact their Regional Aboriginal Partnerships Manager in the first instance to discuss their project and obtain a link to the SmartyGrants application form. The Aboriginal Partnerships Managers can help applicants prepare their application. Contact details for the Regional Aboriginal Partnership Managers are available on the program’s Grants and Funding Finder webpage.

A completed application form is required for each project and must include:

• applicant details including ABN
• a detailed description of the project including location
• total cost of the project including project budget
• a project management plan
• evidence of landowner’s consent and development application approval (if applicable)
• evidence of local consultation and support for the project
• demonstration of project alignment to RAPP Objectives, Activity Pillars and/or RAPP Indicators
• demonstration of community need
• demonstration of capacity and capability to deliver the project, such as evidence of previous experience in delivering similar projects.

The department will assess all submitted applications against the Eligibility Criteria identified in these guidelines. Where there is uncertainty or unintended outcomes arising from the eligibility requirements, the department will take a discretionary approach that, in its opinion, best achieves the objectives of the grant program.

Final eligibility determinations will be made at the discretion of the Assessment Panel, based on advice and recommendations from the department.

Any ineligible applications received will not be considered for further assessment.

The relevant assessment team within the department will assess eligible applications against the merit assessment criteria outlined in these guidelines. The department may ask applicants to provide additional information to assist in the assessment process.

Subject matter experts and/or technical advisors may be consulted to assist in the assessment of projects. Confidentiality will be maintained throughout the process.

Eligible applications will be assessed against the following merit-based assessment criteria. Where an applicant has submitted multiple applications, each application will be individually assessed on their merits.

Applications will be moderated and reviewed by an assessment panel convened by the department (Assessment Panel) to ensure consistency in assessment. Each application will be assessed on its merits before a recommendation is made in writing to the decision maker.

The Assessment Panel will convene on a regular basis once one of the following occurs:

• at least 20 applications have been received and assessed by the department
• the application period has run for at least 4 weeks, and the applications received have been assessed by the department
• the value of applications received and assessed by the department is equal to or greater than $400,000.

The Assessment Panel will consider the relative merits of each application against the:

• outcomes of the eligibility assessment
• outcomes of the merit-based assessment(s)
• any personal, businesses and/or probity issues and risks that could cause reputational or other risk to the NSW Government.

Applicants may be contacted during this step to clarify information provided in their application. The department will notify applicants if additional information and supporting material is required and the timeframes in which it is required.

The Assessment Panel will consist of senior representatives from the department and an independent panel member.

The Assessment Panel may recommend a lesser amount of funding for an application or defer a recommendation pending further information. The Assessment Panel may also recommend specific funding condition(s), where appropriate.

The Assessment Panel may take other factors into consideration when recommending an application for funding including but not limited to the total amount of funding available, geographical distribution of projects across regional NSW, suitability of a project for other government funding opportunities and alignment with existing NSW Government policies and strategies.

Advice may also be sought from other NSW Government agencies or other sources (such as probity advisors).

Yes. Applications that are more suitable for other NSW Government programs may be referred to those programs. Applications that are referred will be subject to the full assessment criteria of the other NSW Government program to which they are referred. Applicants may need to update their application to meet the criteria of the referred program.

The decision maker for the RAPP Round 2 will be an Executive Director at the department.

The decision maker will review the availability of grant funds and the Assessment Panel’s recommendation before deciding which grant applications to approve. The NSW Government typically receives far more applications than it can support. Applicants are not guaranteed funding even if the application is of high merit.

Further, even if an application is successful, it may not be funded to the full amount requested.

The decision maker may take other factors into account that may result in  an application being considered unsuitable for funding, including issues that could cause reputational or other risks to the NSW Government.

The decision maker’s decision is final in all matters, including:

• the approval of the grant
• the grant funding amount to be awarded, and
• the terms and conditions of the grant.

Independent probity advisors will provide guidance to the department on any issues concerning integrity, fairness and accountability that may arise throughout the application, assessment, and decision-making process. This will ensure decisions are made with integrity, fairness and accountability, while delivering value for money for NSW.

Successful applicants will be notified in writing via a Letter of Conditional Offer with Confidentiality Agreement.

The contracting process will commence after the signed Letter of Conditional Offer with Confidentiality Agreement is returned to the department.

The department is required to publish information about grants awarded on the NSW Government Grants and Funding Finder at nsw.gov.au/grants-and-funding.

Successful applicants will be required to enter into a funding deed with the NSW Government.

Successful applications for funding of less than $25,000 will enter into a small grants agreement with the department.

To enter a funding deed, successful applicants will be required to confirm project information and provide a copy of all relevant and applicable insurances, project approvals (e.g. development approvals, landowner’s consent) and/or other supporting documentation relevant to the project or as requested by the department, as part of the contracting process.

The first grant payment will be made once all required documentation has been provided to, and approved by the department, through forms provided in the online portal and the Funding Deed has been signed by both parties.

The department makes no binding funding commitment to an applicant unless and until both parties sign a funding deed. Successful applicants must not make financial commitments for funded activities until funding deeds have been executed by both parties.

Grants will be paid via milestone payments set out in the funding deed. Timing and requirements will vary at the department’s discretion, depending on the scope and risk of the project. Evidence of expenditure will be required to claim instalments and acquit eligible costs.

Successful applicants may be required to submit progress reports to the NSW Government as outlined in the funding deed.

• Sample funding deed (PDF 1.3MB)
• Sample funding agreement acquittal (PDF 647.83KB)

Applicants must keep funding decisions and assessment outcomes confidential until announced by the NSW Government or the applicant is advised that announcement can proceed. Successful applicants will be required to provide a confidentiality undertaking. This means they must keep the outcome of the application process confidential until the NSW Government makes a public announcement.

Upon entering into a funding deed, details about the funding deed may be made publicly available (subject to information which the department deems to be commercial in confidence).

The applicant agrees not to disclose any confidential information pertaining to the grant program application or funding deed without prior written consent of the department.

Applicants should note the following:

• Requests for variations or changes to the project will only be considered in limited circumstances.
• All awarded grants will be GST exclusive. If a successful applicant is registered for GST, this will be applied on top of the agreed grant value when payment is made.
• Grants are assessable income for taxation purposes, unless exempted by taxation law. It is recommended applicants seek independent professional advice about taxation obligations or seek assistance from the Australian Taxation Office. The NSW Government does not provide advice on individual taxation circumstances.
• Successful applicants will be required to pay back unspent funds or those funds which have not been spent in accordance with the Funding Deed.
• Successful applicants will be required to participate in a program evaluation to determine the extent to which their projects have contributed to the objective of the fund. The evaluation will require applicants to provide evidence of how projects have resulted in measurable outcomes and benefits that are consistent with the objective of the Fund.
• Any information submitted by an applicant may be used for promotional material prepared by the NSW Government, if the applicant is successful.
• The NSW Government may choose to publicly announce funding for individual applications. It may also use non-identifying information provided in the funding deed to develop case studies.
• All recipients of NSW Government funding must acknowledge this financial support as per the Funding Acknowledgement Guidelines for Recipients of NSW Government Grants.
• The department reserves the right to undertake an audit of grant funding within a period seven (7) years from the signing of the Funding Deed.
• Applicants must advise the department of any changes to their legal status or of changes or delays to their project.

Frequently Asked Questions and other resources to assist with applications may be updated regularly on the Grants and Funding Finder. The Grants and Funding Finder should be considered the authoritative source of all grant information.

The department can assist applicants to develop strong applications. Please contact economic.programs@dpird.nsw.gov.au, including for a referral to your local Aboriginal Partnership Manager.

Please check with the department prior to submitting if you are unclear about any part of the application. Applicants should seek advice from their legal, business and financial advisers to determine the suitability of the funding before applying.

Any concerns about the fund or individual applications should be submitted in writing to economic.programs@dpird.nsw.gov.au. If you do not agree with the way the department handled the issue, you may wish to contact the NSW Ombudsman via ombo.nsw.gov.au.

Applicants should be aware that information submitted in applications and all related correspondence, attachments and other documents may be made publicly available under the Government Information (Public Access) Act 2009 (NSW). Information that is deemed to be commercially sensitive will be withheld.

The Government Information (Public Access) Act 2009 (NSW) makes government information accessible to the public by:

• requiring government agencies to make certain sorts of information freely available
• encouraging government agencies to release as much other information as possible
• giving the public an enforceable right to make access applications for government information
• restricting access to information only when there is an overriding public interest against disclosure.

It is a condition of the grant program application process that no gifts, benefits or hospitality are to be made to any department/agency employee at any time. Any inducement in contravention of this condition may result in an applicant’s proposal not being considered.

The department may, in its absolute discretion, and without limiting any other right which the department may have, do all or any of the following at any time:

• require additional information from an applicant
• change any of the requirements of these guidelines
• alter or vary any process, procedure or timing related to the grant opportunity, including any process, procedure or timing regarding the consideration or the evaluation of any proposal or all applications
• suspend or terminate the grant opportunity
• negotiate with one or more preferred applicants without prior notice to any other applicant
• terminate any negotiations being conducted with any applicant
• readvertise for new applicants
• consider any non-conforming application
• terminate further participation in the grant opportunity by any applicant for any reason (including where the applicant has engaged in conduct that might cause reputational damage to the NSW Government, or if the department reasonably considers an application to contain any false or misleading claims or statements)
• not proceed with any funding deed, or
• proceed with a funding deed in ways not contemplated in these Guidelines.

All intellectual property rights in these guidelines remain the property of the department. Applicants are permitted to use these guidelines for the purpose of preparing an application only, and if successful, managing grant expenditure in accordance with these guidelines. Applicants must not use these guidelines, or any information contained in these guidelines for any other purpose.

Applications and information submitted in response to these guidelines may be used by the department for promotional material if successful, unless otherwise agreed between the applicant and the department. The applicant agrees that the department may make copies and reproduce applications for any purpose related to the grant opportunity. In addition, the department will retain (electronic and hard) copies of all applications.

These guidelines are not an offer, recommendation or invitation by the department in respect of any contract or commitment and are subject to a funding deed being fully executed by the parties involved.

The department may, in its absolute discretion, issue an addendum to these guidelines. In each case, an addendum becomes part of these guidelines.

Information in this publication is provided as general information only and is not intended as a substitute for advice from a qualified professional.

The department recommends that users exercise care and use their own skill and judgment when using information from this publication and that users carefully evaluate the accuracy, currency, completeness, and relevance of such information. Users should take steps to independently verify the information in this publication and, where appropriate, seek professional advice.

These guidelines are subject to change at any time at the sole discretion of the department.