1 Organisations Eligible to Deliver

The types of organisations that Cycling UK considers eligible to deliver the scheme and apply for grant funding are:

• Cycle Recycling Centres
• Not for Profit groups i.e. Registered Charities, Social Enterprises, Community Interest Companies
• Local Authorities
• Limited companies i.e. Independent Bike Shops
• Sole Traders i.e. Mobile Bike Mechanics

Please note:

• We cannot pay grant funds into a personal bank account. If you are applying for a small grant you'll need to access an organisational or business bank account
• If you are a sole trader without a business account, at our discretion we may request additional information to verify your trading status.
• Organisations who are providing cycle maintenance activities on a regular basis, as their main business or as a primary income, MUST have a public liability insurance policy and be able to provide Cycling UK with a valid copy of the policy when requested. The validity of the policy must be at least until the scheme ends on 31st March 2023. The policy holder MUST be identified in the insurance policy as an organisation eligible to carry out cycle repairs and maintenance.
• Organisations must be registered. Organisations must be active in Scotland.
• Eligibility to deliver the scheme does not automatically equate tjoining the scheme. Cycling UK reserves the right tapprove or reject an applicant based on any information provided on the application submitted, or any information that Cycling UK currently has or acquires as a result of an organisation applying to take part in the scheme.

2 Application form and the information we require you to submit

Before filling in your application, you can read Schedules 1 and 2 of the Terms and Conditions in Appendix A. This will ensure you understand the Delivery Plan in full.

The type of information you will need to provide when applying, is listed below. There are 3 sections to fill-in, here is a brief description of each:

2.1 About your organisation

We require some basic details like:

• Organisation name, email address, address and postcode
• Organisation type i.e. Commercial business, Local Authority, Not for profit, Sole Trader, etc
• Year established and Registration Number (e.g. OSCR number or Companies House Company Number)
• Contact information for the primary contact applying for the grant and a secondary contact
• Social media addresses: Website, Facebook and/or Twitter
• Confirmation that you are happy thave your organisation details on our web map. This will enable members of the public to see the organisations that are part of the scheme.
• Community Outreach: whether you already have relationships with local organisations or would like help building these relationships

2.2 Grant Application

You will need to provide:

• The value of the grant you are apply for (this is up to a maximum of £2,000) (unless informed otherwise by Cycling UK).
• Bank details: the Sort Code and Account Number for the account the grant will be paid into
• A copy of your bank statement. This is to be uploaded and can be in the following file formats: .gif, .jpg, .png or .pdf. A photograph of your bank statement is sufficient. Please ensure that your account number, sort code, business trading name, bank logo, bank name and bank address are clearly visible on the bank statement, otherwise your application will be delayed.
• For Sole Traders, please confirm if you are registered with HMRC for Self-Assessment
• The date when you anticipate you will be able to start offering services under this scheme.

2.3 Signatures

You MUST read our Scotland Cycle Repair Scheme 2022-23 Grant Agreement. Acceptance of the full terms and conditions is required for Cycling UK to pay you a Scotland Cycle Repair Scheme Grant.

Key terms and conditions we would like tdraw your attention to are;

GDPR Compliance:

• You must comply at all times with all data protection legislation applicable in the UK.
• As part of the scheme you are required to collect details (email address and postcode) for each customer that receives a free mechanical repair/service under this scheme.
• If a customer does not have an email address or does not want to share it they are still eligible to use the scheme.

Transaction Data;

• Transaction data for repairs funded by this scheme must be supplied to Cycling UK as frequently as possible and as a minimum every fortnight; This includes:
  • Date of repair
  • Description of work
  • Total cost of work
  • Non-standard cycles (e.g. trike, tandem, recumbent. Excluding standard upright e-bikes)
  • Email address of customer
  • Postcode of customer
  • Customer consent
• Data is to be submitted at least once per fortnight using our SCRS 2022-23 Transaction Data Form

Other:

• The Grant Recipient will keep accurate and up-to-date accounts and records of all payments related to the Funds received.
• Any promotion of the Scheme shall include the supplied branded imagery and must confirm to Cycling UK's branding guidelines.
• Repairs on fleets of bikes are excluded from the scheme, other exclusions are detailed in the Terms and Conditions.
• Standard e-bikes are eligible for repair work up to the value of £50.
• Cycling UK reserves the right treclaim the Funds if after 3 months of it being paid either;
  • none or a limited amount of repairs have been completed
  • none or a limited amount of transaction data has been returned
• All repair work is to be completed by 28 February 2023.
• Sign your acceptance of the grant payment by uploading your signature. The following file formats are accepted: .gif, .jpg or .png. A photograph of your signature is sufficient.

3 The Application process and qualifying conditions

Organisations can apply from 01 May 2022 by submitting the online application and following the advice given herein.

The application process will remain open until all the grant funding has been awarded, at the latest this will be 31 January 2023.

Once an application has been submitted, Cycling UK will review the application and the following qualifying conditions will be considered, but are not limited to:

• Eligibility to Deliver
• Ability to Deliver the Delivery Plan
• Ability to collect and return transaction data tmonitor and evaluate the programme
• Ability to comply tour general conditions

You will receive a response tyour application within twweeks following submission of the application. Cycling UK will provide one of three outcomes tall applicants:

• Approval – an application has been approved in full.
• Rejected – an application has been rejected in full or partially, and where possible and appropriate, reasons and decisions will be provided.
• On Hold – an application has been put on hold, due either to a lack of or clarity of information, or to discuss issues or concerns that have arisen by either party. This outcome carries the provisional expectation of a final outcome.

Approval

If an application is approved, the contact provided on the submitted application will receive a formal Offer Letter by email correspondence confirming that the application has been approved. Grant payments will be made within 3-5 working days following your receipt of the Offer Letter.

Rejected

If an application is rejected, it is not intended that this outcome will reflect on future applications, unless other notification or advise is provided.

Your organisation can only apply for one Scotland Cycle Repair Scheme Grant at a time. If your organisation receives an approval outcome, it can apply for further £2,000 Scotland Cycle Repair Scheme grants up to a total of £6,000 per organisation. Further grant approvals beyond £6,000 per organisation will be at the discretion of Cycling UK.

If you have any questions regarding your application then please contact the Scotland Cycle Repair Scheme team.

Schedule 1 – Grant Payment and Expenditure

Payment Schedule

Approved grants will be paid via BACS transfer.

Grant payment

We cannot pay Funds into a personal bank account. If you have applied for a grant you'll need access to an organisational or business bank account. If you are a sole trader without a business account, at our discretion we may request additional information tverify your trading status.

Applications for further funding

Applications for further funding can be made once you have submitted sufficient SCRS transaction data such that the SCRS funded repair work represents 75% of your most recent grant award. For example, if you were awarded a £2000 grant then once you have submitted transaction data where the SCRS funded repair work totals £1500 or more then you can apply for further grant funding.

SCRS funded repair work is the initial £50 covered by the scheme (or up to £100 for non-standard cycles). For example, a repair of £60: £50 will be funded by the SCRS grant, the remaining £10 will be paid by the customer.

Organisations can only apply for one Scotland Cycle Repair Scheme Grant at a time. If your organisation receives an approval outcome, it can apply for a further grant of £2,000 up to a total of £4,000 per organisation. Further grant approvals beyond £4,000 per organisation will be at the discretion of Cycling UK.

Eligible Expenditure

This Programme provides free repair and maintenance work up to the value of £50 per person (or up to £100 if the customer has a non-standard cycle).

Basic service and essential mechanical repairs are covered by the Programme i.e. repairs that are necessary tmake the cycle roadworthy and fit for purpose. We expect Bronze level services to cost between £35 and £50. The £50 (or up to £100 for a non-standard cycle) can cover both parts and labour costs.

The following repairs are covered by the Programme:

• repairing or replacing tyres, tubes, wheels and related components
• adjusting, repairing or replacing braking system components
• adjusting, repairing or replacing transmission system components
• repairing or replacing other essential components which prevent safe use of the cycle e.g. deteriorated grips or saddle

The following repairs/transactions are not covered by the Programme:

• a sale of replacement parts without any repair work
• replacement or upgrade of existing safe and roadworthy components
• replacement or repair of removable lighting accessories
• repairs to e-bike electronic units
• purchase of cycles or accessories
• bike building
• fleet repairs

Schedule 2– Proposal and Scope of Services

Delivery Plan

You agree to deliver the Programme as documented on your application submitted; or to deliver the Programme as documented in any additional information provided after your application was submitted; or to deliver the programme as documented in any editions or alterations after your application was submitted.

All repair work is to be completed by 28 February 2023.

We expect Grant Recipients tagree to the following:

• Your organisation is accountable and responsible to ensure that all bike mechanics, those repairing bikes and offering maintenance safety checks, hold appropriate and valid qualifications or are suitably experienced and competent to do so.
• Your organisation is accountable and responsible to ensure that all bike mechanics carry out all repairs under good workmanship knowledge and work to best practise guidance, not limited tbut in particular with regards to:
• Job Sheets - Cycling UK recommends that all bikes repaired, are documented on a job sheet. At a minimum, records should include: the date and time of the repair, the bike identifier, the bike owner, which repairs where undertaken and to confirm all legal safety requirements were met.
• If the value of the repairs exceeds £50, the Grant Recipient must seek agreement from the Beneficiary before proceeding with any mechanical work.

Risk Assessments

Cycling UK recommends that all activities are sufficiently assessed for all risks and dangers that may impact the public.

Grant Recipients are under no obligation to complete partial repairs if it would leave the cycle in an unroadworthy condition.

Adhering to Covid-19 Guidance

Due to the risks associated with COVID-19 Scottish Government have outlined detailed guidance for businesses to adhere to. More information on the guidance in Scotland can be found on the Scottish Government website: gov.scot/collections/coronavirus-covid-19-guidance.

Activities and Insurance

Organisations who are providing cycle repair and maintenance services must have a public liability insurance policy and be able to provide Cycling UK with a valid copy of the policy when requested. Organisations cannot hold Cycling UK liable for, including but not limited to, incidents, accidents, harm, damages, additional costs or any consequences, whether direct or indirect, that have come about through participating as a Partner to deliver the Programme.

The validity of the policy must be at least until the Grant Period ends. The policy holder must be identified in the insurance policy as an organisation eligible to carry out cycle repairs and maintenance.

Policies and Procedures

Cycling UK may ask to see a copy or copies of relevant policies and procedures such as but not limited to, safeguarding policy, data protection policy, risk assessments, job sheets and grant expenditure receipts.

Discrimination

Both parties agree that neither shall unlawfully discriminate on the grounds of gender, race, disability, age, sexual orientation or religion and belief when engaged in any of the activities detailed under this agreement.

Data Agreement

The Grant Recipient agrees to the following delivery conditions:

Data: collecting and storing

• For each Scotland Cycle Repair Scheme repair, you MUST ask all beneficiaries to provide their:
  • email address
  • postcode
  • consent
• You MUST ask all beneficiaries if they wish to opt-in to be contacted by Cycling UK, but this should not be enforced as a requirement to receive a FREE service.
• Ensure that all beneficiaries details are kept in a secure, locked place; with the minimum number of people, and only those people in your organisation who are authorised thandle data, having access to it.

Data: returning process

The Grant Recipient will need to complete the following 2-point process:

1. For each repair the Grant Recipient (or persons responsible for Beneficiary data collection) must enter the following details on the SCRS Transaction Data Form provided by Cycling UK and return this to Cycling UK. Your Cycling UK Development Officer will be in touch within the first two weeks of you receiving your Grant Offer Letter to discuss the submission of your first SCRS Transaction Data form. The following data is to be captured:
   • Date of work
   • Description of work e.g. bronze service, gear service
   • Total cost of work this is the total invoice amount including both the cost covered by the scheme and the amount paid by the customer. For example, a repair of £60 will be £50 covered by SCRS, £10 paid by the customer, and should be reported as “£60”.
   • Non-standard cycle repair – e.g. trikes, tandems or recumbent cycles, and are eligible for up to £100 repairs under SCRS. Standard upright e-bikes do not qualify (but an e-trike does qualify).
   • Email address of customer, if they are happy to share it
   • Postcode of customer, full 6- or 7-digit postcode wherever possible
   • Customer consent, if they are happy to be contacted by Cycling UK
     
     All Beneficiary details must be returned to Cycling UK via the specified electronic data collection method on a regular basis, at a minimum on a fortnightly basis.
     
     The Grant Recipient (or persons responsible for Beneficiary data collection) should explain to the customer:
      
   • The customer will receive an evaluation survey from Cycling UK to find out about the impact of SCRS
   • We are not tracking individuals, checking up on who uses the scheme or adding them to any other mailing lists
   • Their information is also part of validating the work that bike repair organisations undertake, ensuring the funds are being put to appropriate use
2. Cycling UK will email the Grant Recipient an evaluation survey after their funding has been spent. The Grant Recipient is required to complete this survey as part of the Grant Agreement.

General

• Cycling UK is the data owner, until and if Cycling UK agrees that a data sharing can exist with the Partner, but only upon the signing and returning of a data sharing agreement.
• Both parties shall abide by the GDPR in respect of all Personal Data collected. Both parties shall be Data Controllers.
• Each Party will keep confidential all information obtained from each other party, in any form, that is confidential in nature, or expressed to be confidential and will not disclose that information to any third party.
• You agree and understand that Cycling UK may wish to use details of your project, outcomes and quotes in promotional or publicity material.
• Cycling UK reserves the right to reclaim the Funds if the delivery of repairs has not commenced within 3 months of the grant being paid.
• Cycling UK reserves the right to reclaim the Funds if:
  • none or a limited amount of Scotland Cycle Repair repairs have been completed; or
  • none or a limited amount of Beneficiary data has been collected and returned within 3 months of the Funds being paid.
• If at any time during a previous delivery period of the Scotland Cycle Repair Scheme, none or a limited amount of data has been returned, Cycling UK reserves the right to reject any application.