Making your case - giving your grant application its best chance
Published on 29 October 2025
By Penny Farnsworth, Senior Advisor, Grant Office & Professional Advisory
In the last article (1), we explored how to demonstrate project need, justify external investment, and show why the chosen proposal is the most appropriate solution. In this article, we will tackle demonstrating value for money and cost benefit in more detail, demonstrating community or regional benefits and strategic alignment with funder priorities.
Value for money can mean different things, but in grant contexts it generally aligns with government procurement definitions.
‘4.5 Price is not the sole factor when assessing value for money. When conducting a procurement, an official must consider the relevant financial and non-financial costs and benefits of each submission including, but not limited to the:
a. quality of the goods and services,
b. fitness for purpose of the proposal,
c. potential supplier’s relevant experience and performance history,
d. flexibility of the proposal (including innovation and adaptability over the lifecycle of the procurement),
e. environmental sustainability of the proposed goods and services (such as energy efficiency, climate change impact, environmental impact, circularity of the goods and services and use of recycled products),(1) and
f. whole-of-life costs.
Whole-of-life costs could include:
a. the initial purchase price of the goods and services;
b. maintenance and operating costs;
c. transition out costs;
d. licensing costs (when applicable);
e. the cost of additional features procured after the initial procurement;
f. consumable costs; and
g. decommissioning, remediation and disposal costs (including waste disposal).’
The Australian Government also considers factors such as broader economic benefits, promotion of fair competition, efficient and ethical use of public resources, accountability, appropriate risk management, and alignment with the project’s scale and scope whether it is commensurate with the scale and scope of the business requirement.
The Queensland Government defines value for money as ‘the best available outcome for money spent,’ considering objectives, whole-of-life costs, and non-cost factors such as fitness for purpose, supplier capability, and risk. It provides guidance on value for money (3) and on assessing whole-of-life costs (4).
At Peak, we are finding that both levels of government are increasingly focusing on whole-of-life costs, so it is useful to be familiar with the methodology.
Councils must conduct procurement in line with the Local Government Act and their own procurement policies. Including quotes that demonstrate value for money strengthens grant applications and shows capacity to deliver within budget. Using Local Buy to issue Requests for Quote is a quick and effective way to source competitive suppliers. Peak can assist you with this process.
The cost benefit analysis process is more complex than a (not-so) simple value for money assessment. The Australian Government provides a guidance note for staff when considering policy proposals, which can be found at cost-benefit-analysis.pdf (5), with further guidance at cost-benefit-analysis.pdf (6).
It also provides useful advice on building a business case (7), which covers the full range of considerations often required in grant applications, from problem identification, options analysis, cost-benefit, risks, delivery strategy, funding and financing and review.
A more detailed guide for road and infrastructure projects is through the Department of Transport and Main Roads Cost Benefit Analysis Manual and CBA6 (11), but this is really only suitable for a large project or detailed business case with expert authors.
We can assist with both preparing business cases and detailed cost-benefit analysis. For detailed cost-benefit studies we draw on our external, highly qualified professionals who have a full suite of economic modelling tools and access to a wide pool of economic data.
For remote councils, service delivery costs are high and beneficiary numbers are small, creating a key challenge in preparing these documents. This can have an adverse impact on the overall cost-benefit ratio, so we draw on our experience and other resources to highlight broader social benefits and links to government programs like Closing the Gap or climate targets Closing the Gap (12) or meeting climate change targets.
This takes us to the next areas of focus, demonstrating community or regional benefits and strategic alignment with funder priorities.
At Peak, we first check whether the project appears in council planning documents, most importantly in the corporate plan. Including the project in these documents is generally a good indicator of the level of importance the council and community place on the project, particularly as most corporate plans are developed in consultation with the community. We will also ask, and look for, any studies or surveys undertaken to demonstrate both the need for the project (covered in the first article) and thus the resulting benefits for the community.
Community benefit can also be demonstrated through surveys of community support, which can be undertaken at short notice, and through strong support from key stakeholders which can be demonstrated through means such as letters of support, offers of collaboration or financial contributions and partnerships.
Evidence of regional benefit can often be found in the strategic plans of regional bodies such as Regional Development Australia and the Regional Organisation of Councils. Allied industry or sector representatives such as the Local Government Association of Queensland, tourism bodies, agriculture, resource sector and transport peaks will often be willing to offer written support or have existing strategies or plans highlighting needs and benefits. Neighbouring councils are also an excellent source of support when looking to demonstrate wider regional benefits.
For large projects, and if time permits, it may be worth considering partnering in undertaking a detailed business case or cost-benefit analysis. This is most recently demonstrated in the Queensland Government Resource Recovery Boost Fund, with the Government indicating its willingness to consider funding regional business cases.
Demonstrating alignment with funder priorities is usually straightforward, as these are outlined in the grant guidelines. Your application will stand out if you show how your project achieves specific targets, rather than just stating that it does. For example, in your application you might state “this project helps achieve the Closing the Gap target 9a ‘By 2031, increase the proportion of Aboriginal and Torres Strait Islander people living in appropriately sized (not overcrowded) housing by 99 per cent’ by supporting the delivery of 15 community-designed houses in a community experiencing a homelessness rate of 30 per cent and an overcrowding rate of 60 per cent”, rather than simply “this project supports the delivery of Closing the Gap target 9a”.
Ideally, your own corporate and other plans will also have goals, strategies and actions that align with the funder’s and you can quote these as further evidence of your commitment – moving from planning to delivery. Referencing completed or ongoing aligned projects also demonstrates your long-term commitment to strategic goals.
We’re ready to help you get more grant funding.
Whether you need targeted support for a specific funding round or full project lifecycle management, we help fill critical resourcing gaps where you need it most. We’ll ensure projects are well-planned, strategically aligned, and supported from concept to acquittal, Peak Services provides the expertise, structure, and hands-on support needed to turn funding opportunities into successful projects. To discuss your next grant-funded project, contact grants@wearepeak.com.au
Article Links
- Article Part I: Giving your grant application the best chance
- Value for Money | Department of Finance
- Guidance on value for money
- Whole Of Life Costing, Queensland Treasury Corporation
- Cost Benefit Analysis, Australian Government
- Cost-benefit analysis, Australian Government
- Developing a Business Case, Government Department Finance
- Project Assessment Framework -Cost benefits analysis
- Project Assessment Framework - Business case development
- Project assessment framework, Queensland Government - Treasury
- Queensland Department of Transport and Main Roads - Cost Benefit Analysis Manual and CBA6
- Closing the Gap - a new way of working together