Airstrip Improvements in Rural and Remote NSW Program Guidelines

To be eligible for grant funding, an applicant must meet all the following requirements:

• be one of the owners of the 3 prioritised airstrips showing in Table 2

• agree to continue making the airstrip available for use or increased use, in support of the delivery of enhanced emergency response, health services and connectivity in regional NSW
• have an Australian Business Number (ABN)
• be registered for GST 
• be able to demonstrate they are financially viable
• hold or commit to obtaining public liability insurance of not less than $20 million per occurrence or hold equivalent or better self-insurance to the satisfaction of the department, prior to executing a funding deed with the department
• be a fit and proper person/legal entity
• not be insolvent, bankrupt or subject to ongoing legal proceedings
• declare in the application form that the applicant is not aware of any issues which could cause reputational or other risks to the NSW Government
• have previous project delivery experience

• if applicable, provide evidence of the co-contribution towards the project. 

  If an applicant’s circumstances in relation to the above eligibility criteria change, the applicant should provide updated information by contacting the department via email at regionaldevelopmenttrust@dpird.nsw.gov.au

Applicants will be assessed as ineligible if they cannot provide sufficient evidence to meet the requirements of the eligible applicant criteria.

To be eligible, the project must be for upgrading an eligible airstrip and associated runway outlined in Table 1 to accommodate a functional capacity of loadbearing 8,320 kilograms. Depending on location, upgrades may involve runway lengthening, widening and/or pavement strengthening.

Other aerodrome assets or works may be required to be completed as part of the project, to ensure the upgraded airstrip can be used by aeromedical and emergency services, such as lighting, fencing, line marking, apron works and weather information systems.

Projects must be able to commence within 6 months from the date of an executed funding deed and be completed within 4 years from the date of an executed funding deed.

A project will be considered ineligible if it:

• is not located at the prioritised airstrip listed in Table 1
• does not directly deliver the major upgrade described in Eligible project
• is for any works or improvements other than or in addition to those required to deliver the major upgrade described in Eligible project
• requests more than the maximum grant amount outlined in Grant value
• has received funding from the NSW or Australian Government for any part of the project scope that duplicates deliverables to be funded by this program.

Projects must be located at the airstrips and associated runways outlined in Table 1.

The project costs must support the objectives of the program. 

Eligible costs include:

• preliminary plans, site investigations, geotechnical surveys, aviation-specific reports and advice required to complete the major runway upgrade
• contractor costs necessary for delivering the project
• engineering costs for design and construction elements
• training and accreditation costs for operators and staff related to new systems or infrastructure
• purchase of and installation of lighting systems, weather information systems including any additional power supplies required by new lighting systems, as relevant to the location
• commissioning of services associated with airstrip works
• site preparation costs, such as site clearing, removing existing pavements, preparing and levelling ground, and any drainage alterations required
• materials such as those needed to construct, seal and line mark runways, associated taxiways and aprons
• fencing, if required due to the upgrade changes to the existing runway
• equipment hire necessary for construction works
• regulatory fees and charges necessary to undertake the project
• employee costs apportioned for only the tasks necessary for delivering the project, including reasonable costs towards travel and accommodation of staff including hire costs for temporary accommodation and installation. Costs for sustenance (for example, food) may be considered for remote locations.

Eligible projects costs include:

• project management and administration totalling no more than 10% of the requested funding amount
• contingency of no more than 20% of the requested funding amount.

Projects must not commence until both the applicant and the department have executed a funding deed. Applicants must not incur costs to be funded by the program until an executed funding deed is in place.

The following project costs are ineligible for funding:

• any costs for works or improvements that are not directly related to delivering the Eligible project, or go beyond the requirements of the Eligible project
• costs relating to the purchase of non-fixed equipment such as trailers, vehicles and excavators with the exception of equipment or vehicles that are essential to the success of the project. Where hire costs do not represent value for money, a case-by-case approach may be considered (evidence is required to be provided in the application for this exception)
• purchase of land or buildings
• financing, including interest and debt financing
• costs relating to depreciation of plant and equipment
• staff training costs not directly related to the project
• funding for ongoing staff or operational costs beyond the scope and timeframe of the funded project
• non-essential decorative enhancements to a capital upgrade
• marketing campaigns
• general maintenance, repairs or business as usual activity not directly related to the project
• retrospective costs for the project
• project management or contingency costs that exceed the eligibility requirements.

Applications that have met the eligibility criteria will be assessed against the merit-based assessment criteria. 

Applicants are required to demonstrate strategic alignment to the program objective and the Regional Development Trust’s Key Focus Areas (see Program purpose and objectives). Applicants must also detail how the project is compliant with the Regional Development Act 2004 (see below) and identify which of the purposes (a-g) the project delivers.

Applicants must provide information on the potential for the project to deliver long-term economic benefits.

Funding will only be provided for a purpose that is consistent with one or more objects of the Act:

• to promote economic and employment growth in regions in accordance with the principles of ecologically sustainable development
• to support sustainable economies a healthy environment and resilient communities in regions
• to support place-based solutions, targeted to the development problems of particular locations and developed in collaboration with the local community, that promote improved economic, environmental and social outcomes in regions
• to assist communities in regions to capitalise on regional strengths by supporting the diversification, adaptation and resilience of regional economies, including in relation to established and emerging primary and other industries
• to support the transition of communities affected by economic, environmental and social change
• to facilitate the economic and social development of Aboriginal communities and Aboriginal enterprises in regions
• to encourage cooperation in relation to the matters in paragraphs (a)–(f) among all tiers of government, including local government, the private sector and not-for-profit organisations.

Applicants are required to demonstrate their project is deliverable, viable and meets the technical requirements for the major upgrade outlined at Eligible project and the additional information provided to eligible applicants from the analysis and condition audit conducted to inform the design of the program.

The following application information will be used to assess these criteria:

• detailed project scope
• completed business case
• realistic project budget with quotes, and/or detailed cost estimates
• detailed and realistic project management plan demonstrating the project can be completed in the required timeframe
• a feasible and sustainable proposed operating model
• demonstrated project management experience and capacity (or ability access the necessary expertise and support) to deliver the project
• a detailed risk management plan with risk mitigation strategies.

As outlined in the Program purposes and objective, a key principle of any grant program is to achieve value for money. This is important to ensure that the benefits of the grants are maximised for the people of NSW.

Applicants are required to demonstrate how they will contribute to delivering value for money and economic benefit by providing evidence that they have:

• considered the most efficient and innovative means of carrying out grant activities
• considered how government objectives and the applicant’s identified needs can be mutually achieved
• adopted an effective approach to identifying and managing risks, including adopting measures to regularly monitor the project budget and manage costs
• considered value management through the design and delivery of the project
• the potential for the project to deliver long-term economic benefits
• provided a financial and/or in-kind co-contribution towards the project
• considered the ability to establish partnerships to deliver the project.

Applicants will be required to demonstrate their capacity to maintain the upgraded infrastructure as part of their application.

Eligible applicants will be sent an invitation to apply. A link to the program application form will be provided to eligible applicants in their invitation. This link must not be shared with other entities.

An invitation to apply is not a guarantee of funding.

Eligible applicants who wish to decline the invitation to apply should notify the department by email at regionaldevelopmenttrust@dpird.nsw.gov.au within 21 business days of receiving the invitation letter. 

Applicants can submit only one application. 

Each application must cover only one eligible project at one eligible location.

Applicants must submit their applications and supporting documents through the program’s online application portal on SmartyGrants.

Applicants must submit their applications by the closing date and time outlined in these program guidelines.

The department retains discretion to extend the closing date and time, and to accept late applications in extenuating circumstances.

Applicants cannot reopen or amend applications after the closing date and time.

Each application must include the documents or application sections listed in the Application Form which include the following:

• a clear project scope that aligns to the major upgrade outlined at Eligible project
• a completed business case using the template provided
• a detailed project budget based on quotes or detailed estimates, reasonable assumptions or previous experience with similar projects
• a detailed project management plan demonstrating the project will be successfully completed in the required timeframe
• information on key personnel
• a detailed risk management plan demonstrating an understanding of the project’s risks and strategies to manage or mitigate the risks
• annual financial statements for the 2 most recent years.

All applications must provide evidence of:

• ownership of the airstrip location
• capacity to provide any cash co-contribution
• details of what is included in any in-kind co-contribution
• at least $20 million in public liability insurance in the name of the applicant, or a commitment that the applicant is willing to secure at least $20 million in public liability insurance if successful.

All applicants must provide the information requested in the application form.

A Business Case template is available through a link in the application form. Applicants must use the template.

Applicants must not include false or misleading information in their applications. If an application contains false or misleading information, the department may deal with the application, as the department determines in the circumstances and may, for example, determine that the application is ineligible.

Applicants will receive a notification of receipt from SmartyGrants.

The department may contact applicants to verify information or seek further information.
 

Determining which applications are successful involves these stages:

• eligibility assessment
• merit-based assessment 
• decision-making.

Applicants are not guaranteed funding even if the application is of high merit. Further, successful applications may not be funded to the full amount requested.

At any stage, applicants may be referred to other, more suitable NSW Government programs. Applicants may need to update their applications to meet the criteria of the referred program. 

The department may seek advice from other NSW Government agencies and other sources such as subject matter experts and/or technical advisors during the assessment process. Confidentiality will be maintained throughout the process.

The department may contact applicants seeking clarification or further information. 

Probity advisors will provide guidance and advice to the department to ensure decisions are made with integrity, fairness and accountability.

All applications will be assessed for eligibility against the eligibility criteria. 

Only applications that meet the eligibility criteria will move to the next stage to be assessed against the merit-based assessment criteria. 

The department will undertake the merit-based assessment for applications that have been assessed as eligible. 

An assessment panel will meet to consider and determine the eligibility and merit-based assessment outcomes for each application. 

The assessment panel will take into consideration any personal, business and/or probity issues and risks that could cause reputational or other risk to the NSW Government.

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 conditions, where appropriate.

The eligibility and merit-based assessment outcomes determined by the assessment panel will be provided to the Regional Development Advisory Council (the Advisory Council) for review. 

The Advisory Council is an independent body appointed by the Minister for Regional NSW to provide advice on regional investment to ensure the interests of regional communities are at the centre of government decision making.

The Advisory Council can take the following broader factors into consideration when recommending projects as suitable for funding:

• total amount of funding available
• if the project facilitates a balanced approach to regional economic development that contributes to a diversity of project types across rural and regional NSW
• other factors that are deemed relevant and important in a local or whole of NSW context.

Following completion of the assessment process, the department will provide the eligibility and merit-based assessment outcomes and the recommendations of the Advisory Council to the Minister for Regional NSW for final funding decisions.

The decision maker is the Minister for Regional NSW.

The decision maker will review the availability of grant funds, the assessment outcomes provided by the department and the recommendations of the Advisory Council.

The decision maker may take other factors into account, including issues that could cause reputational or other risks to the NSW Government.

In limited circumstances, the decision maker may waive selection criteria, for example, where not doing so would lead to perverse or unfair outcomes, be contrary to the policy intent, or damage the reputation and integrity of the program.

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

• the approval to award a grant
• the amount awarded
• the terms and conditions of the grant.

The department will send successful applicants a letter of conditional offer. 

Successful applicants may be required to sign confidentiality undertakings, promising to keep the outcome of the application process confidential until the NSW Government makes a public announcement. 

Successful applicants will be required to sign funding deeds with the department. 

The department will notify unsuccessful applicants in writing of the outcome of their applications.
 

The department will offer unsuccessful applicants a feedback information session.

There is no appeal mechanism from the decision-maker’s decisions.

The NSW Government may announce the outcome of funding applications at its discretion. 
 

Key information about the grants awarded will be published on the NSW Government Grants and Funding Finder, in accordance with the requirements of the Grants Administration Guide.

This information, plus information submitted in applications and related correspondence, may be open access information under the Government Information (Public Access) Act 2009 (NSW) which must be made publicly available unless there is an overriding public interest against disclosure of the information. Information that is commercially sensitive may be withheld.

The NSW Government may use information submitted in applications and in funding deeds for promotional material and to develop case studies.

Frequently asked questions and other resources to assist with applications may be updated regularly on the program page. This page on the NSW Government’s Grants and Funding Finder webpage should be considered the authoritative source of all grant information.

The department can support applicants in preparing an application. Please contact regionaldevelopmenttrust@dpird.nsw.gov.au.

The department will tailor the funding deed for each project to include the grant instalment amounts, activities, deliverables, timeframes and any special conditions.

The funding deed will set out the grant recipient’s obligations including, for example, to: 

• meet activity timeframes and deliver the project on time
• notify the department of any delays
• be responsible for project cost overruns
• repay grant funds which are not spent in accordance with the funding deed
• repay unspent grant funds
• submit progress reports
• meet monitoring and acquittal requirements
• maintain insurances
• acknowledge the grant as per the Funding Acknowledgement Guidelines for Recipients of NSW Government Grants
• provide data
• participate in program evaluation and audits including to determine the extent to which the project has contributed to the program objectives
• keep records for 7 years
• advise the department of any changes to the grant recipient’s legal status.

The funding deed will include the department’s termination rights, including if the grant recipient has engaged in conduct that might cause reputational damage to the NSW Government or has provided misleading information in its application.

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.

After funding deeds are executed, the department may consider requests for variations to projects only in limited circumstances. 

The department will pay grants in instalments.

The funding deed will set out the instalment amounts and what the grant recipient needs to do receive each instalment (e.g., complete specified activities and provide evidence of completion and reports within a timeframe).

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.

The first grant payment will be made once all required documents have been provided to, and approved by, the department and the funding deed has been signed by both parties. 

Grants are GST exclusive. If a grant recipient is registered for GST, GST will be applied on top of the grant value when payment is made.

Grants are assessable income for taxation purposes, unless exempted by taxation law. Grant recipients should 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.

If a grant recipient’s project is completed and there are unspent funds remaining from the grant allocation, the department will require the grant recipient to return the unspent funds. 

The department will monitor how grant recipients are spending their grants and how their projects are progressing.

Grant recipients will be required to submit regular progress reports, final reports and other information to the department.

Grant recipients will be required to inform the department if their circumstances change. 

The department will monitor the funded projects against the purpose and objectives of the program.

Grant recipients will be required to participate in evaluation, such as surveys and reporting.

If applicants have any concerns about the program or individual applications, please contact the department in writing via email at regionaldevelopmenttrust@dpird.nsw.gov.au.

If applicants do not agree with the way the department handled an issue, applicants may contact the NSW Ombudsman.

The Government Information (Public Access) Act 2009 (NSW) (GIPA Act) provides for the proactive release of government information by agencies and gives members of the public an enforceable right to access government information held by an agency (which includes Ministerial offices). Access to government information is only to be restricted if there is an overriding public interest against disclosure.

The NSW Legislative Council has the power to order the production of State papers by the Executive Government. Standing Order 52 provides that the House may order documents to be tabled by the Government in the House. The Cabinet Office coordinates the preparation of the papers – that is, the return to order.  The return to order may contain privileged and public documents. Privileged documents are available only to members of the Legislative Council. 

Note that documents submitted as part of a grant application may be subject to an application under the GIPA Act or an order for papers under Standing Order 52.

If applicants require further information about the GIPA Act and/or Standing Order 52, please contact the department via email at regionaldevelopmenttrust@dpird.nsw.gov.au.
 

Applicants (and their officers and staff) must declare any perceived, potential or real conflicts of interest in respect of the grant opportunity. They must declare such conflicts on the application form.

Where there is a conflict of interest detrimental to the grant opportunity, applicants must put mitigation measures in place. The department may require individuals not to participate in the application or delivery stage.

All applicants (successful and unsuccessful) must keep the outcome of the grant opportunity confidential until the NSW Government makes a public announcement.

Successful applicants will be required to provide a confidentiality undertaking and must keep the outcome of the application process confidential until the NSW Government makes a public announcement.

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

Applicants must not participate in any anti-competitive conduct.

Applicants must not offer any gifts, benefits or hospitality to any NSW Government employee at any time. Any inducement in contravention of this condition may result in an applicant’s application not being considered.

The NSW Government may, in its absolute discretion, and without limiting any other rights which it may have, do all or any of the following at any time without giving notice or reasons:

• 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 
• 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 an applicant’s further participation in the grant opportunity for any reason (including if the department considers that an application contains false or misleading statements or may damage the reputation of the department or the program)
• not proceed to execute 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.

Where significant changes are made in relation to the grant opportunity, the department will publish any revised versions and addenda to these guidelines on the NSW Government’s Grants and Funding webpage. 

The department may issue an addendum to these guidelines. The addendum becomes part of these guidelines. 

These guidelines are not an offer, recommendation or invitation by the department in respect of any grant. There is no funding commitment until both a successful applicant and the department execute a funding deed.

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.

March 2025