Plan your project
Canada Community Security Program (CCSP)

Determining your organization's needs

In your application, you must outline how your proposed project will meet your site's security needs in relation to  threats of hate-motivated incidents/crimes. Understanding the vulnerabilities at the project site will help improve your facility's safety and security.

Vulnerabilities are the gaps or weaknesses that undermine an organization's safety and security. A threat will exploit a vulnerability to inflict harm. For example, a lack of surveillance cameras and anti-graffiti spray on the facility walls will leave it vulnerable to the threat of hateful graffiti.

1. Obtain a security assessment

While not mandatory, applicants are encouraged to apply for a professional security assessment as part of their project to better address their unique security needs. To ensure an objective and impartial assessment, security assessments are best conducted by a different vendor from the ones you select to install the equipment.

A Crime Prevention Through Environmental Design (CPTED) assessment can help inform your project and is required if landscaping activities will be part of your application. These are offered free by local police services or for a cost through a private security firm.

Other assessments exist such as the:

• Security Vulnerability Assessment;
• RCMP Harmonized Threat Risk Assessment (RCMP HTRA);
• SAFE Design Standard^®;
• ASIS International General Security Risk Assessment; and,
• Threat and Hazard Identification and Risk Assessment (THIRA).

If you apply for funding for a security assessment from a security firm as part of your project, the assessment can only be conducted once a funding agreement is signed with Public Safety Canada.

Applicants can submit an application solely for the security assessment, which can be processed faster than projects with multiple components. Once the security assessment is complete, applicants can then submit a separate application for additional activities based on the results of the assessment.

Alternatively, applicants can propose a comprehensive project for their facility, which includes a security assessment as part of the planned activities. Once a funding agreement is signed, and after completing the assessment, applicants may submit a copy to Public Safety Canada and request adjustments to their project to align with the recommendations from the assessment.

Whichever approach is selected, it is important to note that not all recommendations from the security assessment may be eligible under the program.

If a security assessment is completed prior to applying or signing a funding agreement, it will not be reimbursed and will be at the applicant's own expense.

2. Set security objectives

Prioritize the most significant risks to be addressed based on the vulnerabilities identified at your site. Then, identify the specific objectives of the proposed security enhancements, such as improving surveillance or enhancing access control, etc.

3. Create a plan

In order to develop a plan, the following should be considered:

• Identify the types of security systems to be upgraded or implemented;
• Research and select the most suitable technology based on the efficacy and efficiency of the equipment, the building's needs, and the organization's budget;
• Confirm that any new security technology will integrate with existing systems; and
• Ensure your project complies with local safety codes and regulations and verify whether any permits are required.

4. Develop a project timeline

To ensure your project is completed within the specified timeframe, create a schedule with realistic timelines for each phase of the project, including equipment purchase, installation, testing, staff training, and time for Public Safety Canada to assess and approve the project.

Any work or purchases conducted prior to the signature of a funding agreement with Public Safety Canada are not reimbursable or eligible under the program, unless the recipient receives prior written authorization from Public Safety Canada.

5. Source and select vendors

As part of the application for funding under the CCSP, applicants must submit a detailed quote from selected vendors as part of their application.

You may design a project without an independent security assessment by seeking a quote from a vendor that provides security-related services. The vendor will usually conduct a site visit first and then design a security project that fits the facility.

As for-profit businesses that sell security solutions, it may be difficult to determine if their assessment of your needs was made objectively. It is recommended that applicants seek out multiple quotes from different companies for comparison to ensure fair pricing and scope. If the measure proposed seems excessive to you, it probably is.

Projects are not limited to only one (1) vendor. CCSP projects are often multifaceted and involve more than one vendor to realize the project.

As a public institution, Public Safety Canada does not endorse or recommend private vendors for projects. Applicants must ensure that selected vendors have a valid GST/HST number. Additionally, if sourcing security personnel services, applicants are responsible for verifying that the personnel are licensed in the province where they operate.

To avoid potential conflicts of interest, applicants are strongly encouraged to ensure that their vendors are not organization representatives or selected representatives associated with their organization. Engaging vendors with such affiliations could compromise the objectivity and fairness of the procurement process. By selecting independent and unaffiliated vendors, applicants can maintain transparency and uphold the integrity of their project while aligning with the program's guidelines and principles. Please note that if the selected vendor is also a the third party representative conducting business on behalf of the organization, a comparable quote will be mandatory.

Know who you're working with

• Seek recent references and reviews online;
• Search for their online presence to review their website and the services they offer (if their business registration is not for their service they are offering and/or there is no indication online that they provide that service, a comparable quote will be mandatory);
• Ensure the vendor has the resources and capacity to meet your current and future needs;
• Verify the vendor's Better Business Bureau (BBB) rating and determine if the business is 'BBB Accredited';
• Ask the vendor for their relevant certifications.

You will need a vendor with the resources and experience to deliver your project. You should be confident that the vendor you select will have the means to complete your project within a reasonable timeframe.

Know what you're paying for

• Research common security system components, pricing, and consult a glossary of security terms. It is important to request the specifications of equipment as well as pictures of the product.
• Ask questions about any product or service you are unsure of.
• Consider scalability as security needs can change over time. Ask about the proposed system's ability to adapt to your future needs.
• Have all costs broken down and itemized – avoid large "miscellaneous" items.
• Pay attention to the quoted labour hours and compare them to other vendors to determine if they are reasonable for the size of your project.
• Request the specifications of the equipment that will be installed as these will likely be requested during the assessment process of the application.

Public Safety Canada strongly advises against signing a contract or paying a deposit at this stage as your project is not guaranteed to be selected. Doing so would carry financial risks for your organization.

Ask about the "fine print"

• Are there additional fees not included in the quote (e.g., shipping, transportation, travel, etc.)?
• What are the ongoing monitoring and maintenance costs?
• Is the vendor subcontracting? If so, for how long, and with whom?
• What is covered, and for how long, in product warranties?

Make sure your quotes include

• Company letterhead;
• Legal business name and business number;
• GST/HST number and other tax information;
• Vendor's complete business address and contact information; and,
• A detailed breakdown of goods and services, to ensure both you and Public Safety Canada know exactly what is being proposed and costs are properly calculated:
  • Goods must be broken down in 'cost per unit' and 'number of units'.
  • Goods must include the brand and model number.
  • Services must be broken down in 'cost per hour' and 'number of hours'.
  • The number of technicians/labourers must be indicated.

A printable Quote Information Checklist can help you when requesting and examining a quote from a vendor. Please ensure the vendor you are selecting is aware of the requirements of Public Safety Canada as they will be expected to provide more detailed information than they may be used to.

Please note that although comparable quotes are no longer mandatory, Public Safety Canada may request a comparable quote or price certification at any time during the process.

Choose the right vendor

Consider the following when determining if a vendor will be right for your project and budget:

1. Write a list of specific criteria you are looking for.
2. Invite more than one (1) vendor to review the space and suggest solutions.
3. Do not share quotes with other vendors to ensure unbiased pricing unless you wish to price match after they have already provided you with their quote.
4. Compare each vendor and their quotes against each other and your own criteria.
   1. Does the vendor use proven technologies?
   2. Does the equipment make sense for your security needs?
   3. Can you easily expand your system with more equipment if you wanted to in the future?
5. Choose the vendor(s) which appear(s) most trustworthy, fairly priced, and meet(s) your needs.

Additional considerations

• Seek out quotes with comparable project activities to ensure fair market prices and the most appropriate vendor for the project.
• Core or ongoing operating expenses related to the project, including maintenance, are not eligible for reimbursement under this program.
• Evaluate the efficiency and efficacy of the equipment. Ensure the system is easy to use, does not deviate from your criteria and the equipment appears to be reputable, with long-term software and technical support to keep it secure and up-to-date.
• Beware of security vendors that offer a "one size fits all" solution. Each facility is unique with its own various security vulnerabilities. A security vendor should have enough knowledge and expertise to be able to offer tailored solutions.
• Think about the longevity of the equipment being purchased, such as purchasing a reputable and easily scalable system. For example, you may want a small camera installation now, but in the future want to scale to dozens of cameras without having to replace the whole system again.
• Outdated equipment may be cheaper but may not offer software updates, which may put your facility at greater risk of a cyber-attack. Ensure your vendor offers equipment that is well supported by up-to-date software.
• Ensure the expenditures being requested are aligned with the nature of the program. Ineligible equipment may still be part of your project but will not be financially supported, including equipment with biometric capabilities.
• You can find some additional information on the Canadian Security Association (CANASA)'s website. It provides some general information on security systems and vendors which you may find helpful.

Please note that organizations that make a deposit with the vendor(s) run the risk of not being reimbursed for the deposit if the project proposal:

• Does not reach a signed funding agreement; or,
• Project activities are incomplete by the time the signed agreement expires.