To be eligible for to apply for funding via capital grant programs administered by the ACTBGA, a non-government school or system must first be a member, or prospective member, of the ACTBGA.
From 2024, ACTBGA will combine the application and assessment process of the Australian Government’s Capital Grants Program (CGP) and ACT Government’s Better Schools for Our Kids (BSK), to be held yearly between the period November to August.
Application and Assessment
When considering or completing an application for grant funding, prospective applicants should refer to the documents below for information on the programs, application and assessment process.
- Information to Assist Applicants: View PDF
- Program Procedures (CGP): View PDF
- Program Procedures (BSK): View PDF
- ACTBGA Quantity Surveyor Project Cost Template: View XLSX
Standard Costs
- Benchmark Square Metre Rates: View PDF
Capacity to Contribute (CTC)
- CTC Scores for Non-Government Schools: View XLSX
- Further information on CTC scores can be found on the Department of Education website here.
Should an independent school or the Catholic Education Office decide to apply for a capital grant, they are invited to lodge a detailed application outlining the proposed capital project and the circumstances of the school.
A copy of the application form and submission details can be requested from the ACTBGA office by emailing admin@actbga.org.au
By the last working day of September each year, the ACTBGA must recommend to the Australian Government Minister for Education which projects are to be funded in the following year. Generally, the Minister’s decision on funding of recommended CGP projects is announced in November or December of each year and most projects are scheduled to commence in the following year.
A school or system that has been approved for grant funding under CGP must adhere to particular administrative requirements when undertaking their projects, in accordance with the CGP Guidelines and relevant ACTBGA procedures.
Comprehensive checklists are linked below to guide recipient school or system through administrative processes and forms that are required on projects successful for CGP funding, or a combination of both BSK and CGP funding.
Once a grant has been approved by the Australian Government, the ACTBGA will provide the successful applicant with a Letter of Offer and a Grant Acceptance Form which outlines their responsibilities with regard to the grant.
The Grant Acceptance Form should be signed and returned to the ACTBGA in a timely manner, confirming the recipient school or system agrees to the conditions of the grant.
Before a project can commence, tenders must be sought and submitted to the ACTBGA for review and final approval.
Unless there are exceptional circumstances and it is agreed otherwise in writing with the ACTBGA, a school or system will be required to undertake a competitive tender process in accordance with the ACTBGA Tender Procedure.
Prior to calling for tenders, a school or system should contact the ACTBGA to discuss the tender and project delivery methods they are considering if this differs from the grant application. Should there be compelling reasons to use a form of procurement other than a lump sum tender and standard construction contract, it will be necessary to discuss and seek ACTBGA approval prior to proceeding.
Contracts should not be signed and no work can be undertaken until the ACTBGA approves the tender method undertaken or agrees to alternative procurement processes.
Once final approval is provided by the ACTBGA, and before any grant payments can be made, a Notification of Contract Signing must be completed and sent to the ACTBGA.
When a grant has been approved in accordance with the recipient’s submitted application forms, the school or system must seek ACTBGA approval prior to any changes to the project in respect of:
- Project Dates (Commencement and Completion)
- Total Project Cost
- Scope of Works
Approval must be sought through the submission of a Variation Request Form.
- Variation Request Form and Procedure: View DOC
Once the school or system has signed a construction contract and has commenced the site preparation and construction phase, claims can be submitted using a Progressive Expenditure Statement.
ACTBGA retains $20,000 of the grant until the final Progressive Expenditure Statement and Architect’s Certificate is received.
Once the Architect’s Certificate and final Progressive Expenditure Statement have been submitted to the ACTBGA, the final grant payment will be made to the school or system.
The school or system must organise for an independent accountant to complete the Accountant’s Certificate within three (3) months of receiving the final payment. Once this has been received by the ACTBGA, the project can be acquitted.
- Accountant’s Certificate: View DOC
Recipient schools or systems must adhere to the CGP Guidelines regarding recognition of Australian Government assistance.
In relation to projects funded under CGP, a school or system must acknowledge the support of the Australian Government in any public event, media release, media coverage and all forms of documentation (including brochures and newsletters) relating to the project.
A building plaque must be installed on all completed projects acknowledging the contribution of the Australian Government, and an official opening ceremony should be held for projects in receipt of grant funding over $100,000.
- Recognition Requirements and School Opening Procedure: View PDF
The recipient school or system will be required to submit quarterly reporting to the ACTBGA in February, May, August and November, providing an update on the project status and documentation due.
The ACTBGA will email reporting templates required for completion.