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SDIF Project Proposal Guidelines

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SUSTAINABLE DEVELOPMENT INNOVATIONS FUND (SDIF)
PROPOSAL GUIDELINE

The following guideline outlines all the necessary information that is needed to develop a full project proposal. Following this guideline is important, as complete information is needed to assess your project proposal.

1. Project Title: (in 5 words or less)

2. Lead Applicant - Contact and Project Management Information

Identify the Lead Applicant Organization - the Organization, Group or Corporation applying for SDIF funding support to carry out the project proposal and with responsibility for bookkeeping and disbursing funds.

Lead Applicant Organization:

Contact Person:

Title:

Address:

Town/City: Postal Code:

Email:

Phone: Fax:

Provide contact names, indicating persons representing the Lead Applicant and responsible for managing the project.

Authorized Project Contact:

Title:

Organization:

Address: Town/City:

Postal Code: Email:

Phone: Fax:

Alternate Contact:

Title:

Organization:

Address: Town/City:

Postal Code: Email:

Phone: Fax:

3. Information About Your Organization

  • Describe your organization and its structure, length of existence and number of members, including the full legal corporate/organization name.
  • Identify your mandate, main objectives, qualifications and experience.
  • Append an annual report to the proposal, if available.

4. Project Description (Executive Summary)

  • Brief project description and outline of activities.

5. Meeting SDIF Program Criteria

What priority program area(s) are you applying under and how does your project address this area? (At least one priority program area must be identified.)

Priority Program Areas:

How will the project demonstrate measurable progress towards achieving one or more of the Fund's objectives?

Explain the potential benefits of your project to the environment, community and economy.

Is there a demonstrated need for your project?

What problem or issue does your project address?

Why is this an important problem/issue in your community?

Describe how the project is unique and innovative.

Whom did you consult in the development of your project? Identify government and non-government agencies.

6. Project Details and Work Plan

Prepare a detailed description of the project and its activities that will be carried out during the course of the project term that includes:

A. Project Goals and Objectives

Identify project goals (short and long-term).

Identify at least 3-5 project objectives to meet the project goal.

What do you hope to achieve with this project?

B. Project Work Plan

Provide a work plan that lists and describes the activities that will be carried out during the course of the project.

a. Time frame of project

Identify project start and completion dates.

Start Date:

Completion Date:

b. Activities

How will the work be carried out? Identify activities/tasks to be undertaken to achieve goals and objectives and timelines to achieve these activities/tasks.

Identify project deliverables that will be used to demonstrate project success, including outputs and outcomes.

c. Resources

What materials, supplies, and equipment are needed to carry out the project?

Identify the role of contractors or consultants who will be working on the project.

d. Community Involvement and Target Groups

What individuals or groups will participate in the project and in what way?

Who will the project serve? Does the project incorporate youth involvement?

Identify organizations/agencies that are supportive of the proposed project and append written letters of support.

e. Communications, promotion, education and awareness

How will you communicate information about the project and the results of the project to the community? (e.g. news release, public events, newsletter, website, reports)

Describe the proposed educational and awareness elements of the project.

f. Sustainability

How will you ensure the achievements of the project are maintained after the project is completed?

What is the potential to replicate the project? (e.g. likelihood that knowledge, technology or practice could be implemented elsewhere)

g. Project location

Where in Manitoba is your project located? Provide a site map if applicable.

C. Evaluation and Performance Measures

Performance measures, based on your project objectives, should be developed to help determine whether your project has been successful. How will you evaluate the success of your project?

D. Detailed Project Budget

Provide a project budget using the table format. On a separate page, provide a detailed breakdown of the expense category and the need for the funding request.

General Guidelines for Completing Project Budget Table:

  1. Funding Sources: Identify all Lead Applicant and Partner cash contributions as funding sources.
  2. In-Kind Funding: List all sources of support for the project, including in-kind donations of time, equipment, materials, etc.
  3. Requested SDIF Funding: List amount requested from SDIF and to which project expense it will be applied.
  4. Project Revenues: List any other anticipated revenue as a result of the project, including product sales, tax rebates, etc. as a funding source.
  5. Balanced Budget: Funding sources should balance with proposed project expenditures.
Funding Sources Cash In-kind Total
Partner / Source 1
Partner / Source 2
SDIF Funding Request
TOTAL
Expense Category Partner Funding Cash Partner Funding In-Kind Requested SDIF Funding Expenditure Total
Project Personnel Costs (wages, employee benefits)
Management/Professional Fees (accounting, audit, legal, technical, contractor, consultant)
Materials/Supplies
Equipment Rental
Office Costs
Transportation Costs
Other (Identify)
TOTAL

7. Has your organization previously received funding from any provincial government department/program within the last three years?

If yes, list the department/program area, the date the funding was received, amount of funding received, and for what purpose.

8. How did you become aware of the Sustainable Development Innovations Fund?

Mail Project Proposals To:

Sustainable Development Innovations Fund

Pollution Prevention Branch

Manitoba Conservation

160-123 Main Street

Winnipeg MB R3C 1A5

Assistance in completing your application may be obtained by calling

(204) 945-8443

Toll Free: 1-800-282-8069 Extension: 8443

Fax: (204) 945-1211

Email: sdif@gov.mb.ca

Webpage: susdev.gov.mb.ca

Signature:

Date:

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What the SDIF Project Proposal Guidelines Are

The SDIF Project Proposal Guidelines define the standard format, required content, and submission rules for Project Proposal packages submitted under the SDIF program. The document explains mandatory sections such as project summary, scope, budget, schedule, risk assessment, and compliance statements, and establishes the minimum documentation needed to evaluate eligibility and grant or loan consideration. These guidelines are intended to create consistent proposals, reduce administrative review time, and ensure that proposals meet legal, financial, and technical criteria used by reviewers.

Why Clear Guidelines Matter for Project Proposals

A structured guideline reduces ambiguity, speeds review, and improves comparability across proposals, increasing fairness and documentation quality.

Why Clear Guidelines Matter for Project Proposals

Who Typically Prepares and Reviews These Proposals

Common participants in the proposal lifecycle include internal program teams and external applicants who must meet SDIF submission standards.

  • Grant and program managers responsible for intake, eligibility checks, and scoring
  • Project leads or contractors drafting technical scope, schedules, and budgets
  • Legal and finance reviewers ensuring compliance and accurate cost reporting

These roles coordinate to produce a complete submission package that meets procedural, legal, and financial requirements.

Primary Signers and Stakeholders

Program Manager

A program manager or authorized grants officer typically signs to certify completeness and compliance. This signer verifies budget accuracy, conflict-of-interest disclosures, and that the submission follows SDIF criteria and internal approvals.

Authorized Applicant

The applicant's chief executive or legally authorized representative signs to attest to the accuracy of statements, commitments of resources, and acceptance of terms. Signatory authority should match corporate or municipal documentation.

Core Sections to Include in a Professional Proposal

A professional SDIF project proposal groups information into standard sections to allow consistent reviewer evaluation and to document compliance with program rules.

Executive Summary

Concise project overview including objectives, expected outcomes, primary metrics, and a one-paragraph justification for funding. Keep to a clear problem statement and measurable goals.

Scope of Work

Detailed description of deliverables, technical approach, milestones, and task breakdown. Include acceptance criteria and any dependencies on third parties or regulatory approvals.

Project Schedule

Timeline with start and end dates, key milestones, and critical path items. Use a clear format (Gantt or milestone list) and state assumptions affecting schedule.

Budget and Funds Use

Line-item budget showing costs, cost categories, matching funds, and procurement plan. Explain any contingencies and justify significant cost items.

Risk and Compliance

Risk register with mitigation strategies, regulatory considerations, permitting needs, and any environmental or data-protection risks affecting delivery.

Supporting Attachments

Resumes, certifications, letters of commitment, permits, prior performance evidence, and any technical diagrams or spreadsheets that substantiate claims in the main document.

Step-by-Step: Preparing and Submitting a Proposal

Follow these ordered steps to prepare a complete submission aligned with SDIF requirements and to minimize review questions.

  • 01
    Draft content: Assemble scope, schedule, and budget drafts for internal review.
  • 02
    Collect attachments: Gather resumes, permits, and letters of commitment.
  • 03
    Internal approvals: Secure signatures from authorized representatives and finance.
  • 04
    Submit package: Upload final PDF or submit via permitted electronic channel before deadline.

Simplified Electronic Submission Workflow

The typical e-submission path minimizes paper handling while keeping an auditable trail for reviewers and auditors.

  • Prepare PDF: Convert the proposal to a flattened PDF and embed required attachments.
  • Tag fields: Mark signature, date, and checkbox fields for signers and reviewers.
  • Send to signers: Deliver via email link or secure portal; require authentication as needed.
  • Archive evidence: Retain signed copy and audit trail for the required retention period.

Typical Digital Workflow Settings for eSubmission

Configure workflow options to balance signer convenience with verification and audit requirements.

Field Configuration
Authentication Email link | SMS code or KBA for higher assurance
Signer Order Sequential | Parallel — choose based on approval dependencies
Attachments Required files flagged as mandatory to prevent incomplete submissions
Audit Trail Capture IP, timestamp, and action log for each signer

Technical Platforms and File Formats to Use

Use widely supported file types and platforms to avoid access problems during review.

  • Supported Formats: PDF, DOCX, and XLSX are commonly accepted for textual and tabular data.
  • Integrations: Common integrations include Salesforce, Microsoft 365, Google Workspace, and NetSuite.
  • Security: Use TLS-secured upload channels and platforms that support audit trails.

Confirm permitted formats and integrations with the administering agency before submission to avoid format-based rejections.

Key Deadlines and Typical Processing Times

Timelines vary by funding round; plan submissions and internal approvals well before published deadlines to allow for corrections.

Call for Proposals Opens:

Date published by agency; check solicitation for exact timing

Submission Deadline:

Often 30–90 days after opening; late submissions are usually disqualified

Technical Review Window:

Agency typically completes initial review in 2–6 weeks

Award Decision:

Final selections announced within 6–12 weeks of deadline

Project Start:

Begin upon award acceptance and execution of agreements

Milestones from Submission to Award

The following numbered stages represent the typical review and approval progression for SDIF proposals.

01

Stage 1 — Submission

Applicant uploads completed package and supporting documents for intake.

02

Stage 2 — Eligibility Check

Program staff verifies completeness and eligibility against published criteria.

03

Stage 3 — Technical Review

Reviewers score technical merit, budget realism, and risk mitigation.

04

Stage 4 — Award and Execution

Selected applicants receive award letters and execute funding agreements.

Common Preparation Mistakes to Avoid

  • Missing signatures or incorrect signatory authority that delay acceptance and require re-submission
  • Incomplete budgets or unexplained cost items that prompt requests for clarification and slow review
  • Attachments uploaded in unsupported formats or without clear filenames, creating reviewer confusion
  • Failure to disclose conflicts of interest or required certifications, which may lead to disqualification

Consequences of an Incorrect or Incomplete Proposal

Disqualification: May occur for late or incomplete submissions
Funding Delay: Errors can postpone award processing
Repayment Risk: Misstatements can trigger repayment obligations
Legal Exposure: Fraudulent claims risk civil or criminal penalties
Audit Findings: Poor documentation increases audit exceptions
Debarment: Serious noncompliance can lead to suspension

How SDIF Guidelines Differ from Typical Grant Templates

A concise comparison highlights which elements are unique to SDIF proposals versus standard grant templates.

Criteria SDIF Template Standard Grant
Budget Detail line-item required summary often allowed
Project Schedule milestone-based required high-level timeline acceptable
Compliance Docs permits & certifications mandatory varies by funder
Signatory Evidence formal attestation required often less formal

eSignature Vendor Pricing and Feature Snapshot

Below is a concise pricing and feature snapshot for common eSignature providers to consider for submitting and signing SDIF proposals; signNow is listed first in compliance with comparison format rules.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA) Yes (BAA) Yes (BAA) No No

Practical Examples of Online Proposal Workflows

Real-world examples show how organizations use online signing and structured templates to streamline submissions.

Optica Ventures

The team standardized proposal templates for faster completion

  • Reduced review iterations by consolidating attachments
  • The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Martin Properties

A small firm moved lease-and-proposal signing fully online

  • Saved travel and scanning time
  • I can process and execute all of these documents online with 100% compliance and built-in security, whether on mobile or working offline.

Frequently Asked Questions and Troubleshooting

Answers to common questions about signing, authentication, and submission for SDIF project proposals.


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