How to Apply to IRAP AI Assist: Complete Application Guide
The Industrial Research Assistance Program (IRAP) – AI Assist helps Canadian small and medium-sized enterprises adopt and integrate advanced artificial intelligence. This “How to Apply” guide is written for not-for-profit organizations and post-secondary institutions seeking funding to deliver advisory services to SMEs referred by NRC IRAP Industrial Technology Advisors (ITAs). It also clarifies how SMEs access support through referral rather than a direct application.
Administered by the National Research Council of Canada (NRC IRAP), IRAP AI Assist focuses on generative AI (GenAI), deep neural networks (DNN), and deep learning (DL). Below, you will find the IRAP AI Assist application process, eligibility, required documents, deadlines, and practical tips to help you submit a strong proposal. Last updated: December 1, 2025.
Overview of IRAP AI Assist
IRAP AI Assist is a federal contribution program under NRC IRAP designed to increase the number, quality, and competitiveness of Canadian SMEs building and deploying GenAI, DNN, and DL within their core products and services. Through a competitive call for proposals, NRC IRAP selects not-for-profit organizations and post-secondary institutions to deliver standardized advisory engagements to SMEs across Canada.
Key facts to know:
Applicant types: Canadian not-for-profit organizations (including post-secondary institutions).
SME pathway: SMEs do not apply to this call. They receive services via referral by NRC IRAP ITAs.
Funding model: Non-repayable contributions reimbursing eligible costs.
Budget: Anticipated national budget of $10.5M through March 31, 2029.
Project size: From $750,000 to up to $10.5M per funded organization.
Cost share: Up to 100% of eligible project costs may be supported (excluding a $500 flat fee paid by each SME per engagement to the service-delivery organization).
Service scope: One-on-one SME engagements (up to 20 hours over a maximum of 4 months), focused on AI feasibility, use-case framing, and dataset quality review.
Timeline highlights: EOI due by 5:00 pm ET on September 5, 2025; invited proposals due by 5:00 pm ET on October 31, 2025.
This guide explains how to apply for IRAP AI Assist funding to deliver these services nationally, including Quebec, Ontario, Western Canada, and Atlantic Canada, in one or both official languages.
Eligibility Requirements
Only not-for-profit organizations, including post-secondary institutions, may apply. Applicants must meet all of the following IRAP AI Assist eligibility criteria:
Canadian incorporation and operations
Incorporated federally, territorially, or provincially as a not-for-profit organization carrying out business activities in Canada.
Facilities and operations in Canada with employees based in Canada.
Files corporate taxes in Canada.
Withholds payroll deductions as required by federal or provincial legislation.
Technical expertise and relevant service history
Significant expertise in GenAI, DNN, and DL.
Minimum of 3 years’ experience delivering AI advisory services that help SMEs build, deploy, and integrate AI into products and services.
Organizational readiness
Established organizational structure and framework to deliver the project at scale.
Professional liability insurance or errors and omissions insurance in force.
A published policy protecting SME privacy, information, and data.
Contractors
You may collaborate with contractors (organizations or individuals) but must describe your intention and onboarding process in the expression of interest (EOI). Foreign contractors or employees are not permitted; work must be performed in Canada.
NRC IRAP will vet contractor quotes for Canadian content, expertise, and reasonable cost estimates.
Research security
Compliance with NRC research security requirements. Projects cannot involve current affiliations with entities on the Government of Canada’s Named Research Organization list. Successful applicants will sign a Research Security Requirements Attestation as part of the contribution agreement.
Service delivery standards and scope
Ability to provide services in stated provinces/territories (e.g., Quebec, Ontario, British Columbia, Alberta, Atlantic Canada, Territories).
Ability to provide services in one or both official languages (English and/or French).
Commitment to deliver one-on-one SME engagements meeting service standards (response within 6 working days; completion within 4 months).
Required Documents
Prepare a complete, well-structured package. At a minimum, plan to include:
Expression of Interest (EOI) materials
5-page EOI (typical length), covering organizational overview, alignment with IRAP AI Assist objectives, service delivery plan, and high-level costs.
Proof of Canadian not-for-profit incorporation and registration details.
Confirmation of Canadian operations: locations, employees based in Canada.
Evidence of tax filing and payroll deduction compliance in Canada.
Insurance certificates (professional liability or errors and omissions).
Technical and delivery evidence
Demonstrated GenAI/DNN/DL expertise (case summaries, methodologies, toolsets).
Track record: at least 3 years of AI advisory services for SMEs (portfolio examples, outcomes, references if available).
Service model detailing two core activity areas:
AI use-case framing (tool selection, integration considerations, solution exploration, cost components).
Dataset quality review (governance and ethics, transparency, confidentiality, security, bias, equity, responsibility, consent, privacy law adherence; existing data, alternative sources, and new data options).
Privacy and security
Published privacy and data protection policy for SME engagements.
Research security compliance statement and internal risk management approach.
Regional and linguistic coverage
List of provinces/territories served (e.g., Quebec, Ontario, British Columbia, Alberta, Atlantic provinces, Territories).
Language availability (English and/or French) and staffing plan.
Budget and costing
High-level EOI cost estimate based on per-SME engagement cost and monthly capacity.
Detailed proposal budget (if invited) with hourly rates (CAD, excluding taxes) by resource category (e.g., senior/intermediate/junior technical expert, project manager, accountant, administrative support).
Clear inclusion of the $500 SME flat fee per engagement in your costing model.
Contractor plan (if applicable)
Rationale for using contractors, Canadian-content assurances, onboarding process.
No foreign contractors or employees.
Governance and reporting
Project management approach for monthly claims, status reports, post-service assessments, and final reporting through the NRC IRAP Innovation Portal (IIP).
Common document pitfalls to avoid:
Missing proof of insurance or privacy policy.
Omitting regional/language specifics.
Failing to account for the $500 SME fee in your costing model.
Proposing foreign-based resources or work outside Canada.
Vague or unsupported claims of GenAI/DNN/DL expertise.
Step-by-Step Application Process
IRAP AI Assist follows a three-stage application process. The IRAP AI Assist application steps below reflect the official program timelines and requirements.
Before you start: Confirm fit and readiness
Validate fit with IRAP AI Assist objectives: SME-focused advisory services in GenAI/DNN/DL.
Assign a project lead and form a core delivery team (technical, PM, admin, finance).
Map regional coverage (e.g., Quebec, Ontario, Western Canada, Atlantic Canada, Territories) and language capacity (EN/FR).
Define the standard engagement offering (up to 20 hours over 4 months) and service standards (response within 6 working days).
Draft your privacy policy and research security approach, if not already in place.
Build your engagement cost model and monthly delivery capacity; include the $500 SME fee.
Prepare evidence of Canadian incorporation, Canadian employees, tax filing, and payroll deduction compliance.
Step 1: Submit an Expression of Interest (EOI)
What to submit: A concise EOI (typically 5 pages) that demonstrates:
Eligibility and Canadian operations.
GenAI/DNN/DL expertise and at least 3 years of SME advisory experience.
Service model: AI use-case framing and dataset quality review.
Regional and linguistic delivery plan.
Preliminary cost estimate and capacity per month.
Intention to use contractors (if any) and onboarding process.
How to submit: Request the EOI form from NRC IRAP and submit the completed EOI by the deadline. Use the subject line indicated by the program for EOI submissions.
Deadline: Submit by 5:00 pm Eastern Time on September 5, 2025.
What happens next: A panel of NRC assessors reviews, scores, and ranks EOIs against program priorities. Top-scoring EOIs are invited to submit a full proposal. All EOI applicants are notified of results by email.
Tip: Attend the IRAP AI Assist information webinar scheduled before the EOI deadline to clarify requirements and expectations.
Step 2: Submit a Proposal (invitation only)
Access and format: Invited applicants receive access to the NRC IRAP Innovation Portal (IIP) to file a proposal (typically 9 pages).
What to include:
A refined delivery plan with clear methodologies, staffing, and resourcing.
Detailed budget with hourly rates per resource category (CAD, excluding taxes) and engagement-level cost model.
Provincial/territorial coverage and official languages served.
Updated contractor plan (if applicable) with Canadian content assurances.
Governance, reporting, monthly claims process, and performance metrics.
Risk management, research security compliance, and data protection measures.
Interactions: NRC may request a virtual or in-person meeting to complete assessment.
Deadline: Submit by 5:00 pm Eastern Time on October 31, 2025.
Outcome: Proposals are scored and ranked with consideration of NRC IRAP strategic priorities. Leading proposals are recommended for funding and advance to contribution agreement negotiations (Stage 3). All applicants are notified via the portal.
Step 3: Enter into a Contribution Agreement
Agreement: NRC IRAP works with successful applicants to negotiate terms and finalize a non-repayable contribution agreement.
Research security: You must sign a Research Security Requirements Attestation confirming no affiliations with entities on the Named Research Organization list.
Timing: Expect agreement finalization within 60 days.
Project start: The project becomes active upon signature. Delivery to referred SMEs can begin per the agreement.
Application Timeline
As of December 1, 2025, the IRAP AI Assist application timeline is:
EOI submission deadline: 5:00 pm ET on September 5, 2025.
Proposal submission deadline (by invitation): 5:00 pm ET on October 31, 2025.
Contribution agreement: Typically completed within 60 days after selection.
Project duration: From agreement signature through March 31, 2029.
SME engagements: Up to 20 hours over a maximum of 4 months; one engagement per SME per fiscal year (unless NRC IRAP approves additional engagements).
Processing times may vary depending on volume and assessment scheduling. Plan internal approvals and resources accordingly.
Tips for a Successful Application
Strengthen your IRAP AI Assist application with the following strategies:
Demonstrate deep AI expertise
Provide concrete examples of GenAI/DNN/DL advisory work with SMEs, including problem framing, model selection, data readiness, and integration pathways.
Highlight sector breadth (e.g., manufacturing, health tech, agri-food, logistics) where relevant.
Show national accessibility
Offer services in both English and French where possible, and declare clear coverage across Quebec, Ontario, Western Canada, Atlantic Canada, and the Territories.
Confirm staffing availability in each region and your plan to meet the 6-working-day response standard.
Align with program scope
Emphasize the two core activity streams: AI use-case framing and dataset quality review with governance and ethics.
Explain how you will tailor engagements to SME needs while keeping a consistent, repeatable methodology.
Present a clear, reasonable budget
Provide transparent hourly rates (CAD, excluding taxes) by resource category.
Include the $500 SME flat fee per engagement in your costing model.
Keep costs eligible, reasonable, and necessary under IRAP rules.
Prioritize Canadian delivery and compliance
Confirm all work will be performed in Canada; avoid foreign contractors or employees.
Attach insurance certificates and your published privacy/data policy.
Address research security due diligence and internal controls.
Plan for delivery at scale
Show realistic monthly engagement capacity and how you will manage intake from IRAP ITA referrals.
Describe your reporting, claims, quality assurance, and continuous improvement processes.
Common Mistakes to Avoid
Missing fundamentals
Incomplete EOI/proposal, no proof of insurance, or missing privacy policy.
Failing to state provinces/territories and language coverage.
Ineligible or non-compliant elements
Proposing foreign contractors or work carried out outside Canada.
Including ineligible costs (e.g., travel, patenting, licensing, land, property taxes).
Weak budget justification
Unclear hourly rates or engagement-level costing.
Not accounting for the $500 SME fee in your costing.
Overpromising capacity
Committing to unrealistic monthly engagement volumes without staffing to match.
Vague delivery timelines that conflict with the 4-month per engagement standard.
Insufficient AI specificity
Generic “AI” claims without GenAI/DNN/DL examples, methodologies, or tools.
Lack of concrete dataset governance and ethics practices.
Marketing misalignment
Plans to market IRAP-funded engagements externally (not permitted).
What Happens After You Apply
EOI stage
NRC IRAP assessors score and rank EOIs against program priorities.
You receive an email notification indicating whether you advance to proposal.
Proposal stage
Submit through the NRC IRAP Innovation Portal (IIP).
NRC may hold a meeting (virtual or in-person) to clarify aspects of your proposal.
You receive a portal notification with the evaluation result.
Contribution agreement and kick-off
If selected, negotiate and sign a non-repayable contribution agreement (target within 60 days).
You will then receive SME referrals from NRC IRAP ITAs.
Deliver each SME engagement (up to 20 hours within 4 months), meeting service standards.
Use the IIP to submit monthly claims with proof of costs paid, post-service assessments per SME, status reports, and the final report at project end.
Expect a midterm review by NRC IRAP; ad hoc reviews may occur.
If not selected, you may consider refining your delivery model, strengthening regional or bilingual coverage, clarifying budget details, and monitoring for future calls.
Conclusion
Applying to NRC IRAP AI Assist is a structured, three-stage process: submit a concise EOI by September 5, 2025; if invited, file a detailed proposal by October 31, 2025; and, if successful, enter into a contribution agreement within approximately 60 days. Strong applications demonstrate Canadian delivery, GenAI/DNN/DL expertise, clear regional and bilingual coverage, robust privacy and research security practices, and a transparent, eligible budget that includes the $500 SME fee per engagement. Use this IRAP AI Assist application guide to organize your documents, align your proposal with program objectives, and plan for compliant, high-quality delivery to SMEs across Canada.
