Terms and Conditions of the Parliamentary District Policing Program

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1. Authority

The authority of the Minister of Public Safety and Emergency Preparedness Canada (hereinafter referred to as "the Minister") to make grants or contributions is found at paragraph 6(1) (c) of the Department of Public Safety and Emergency Preparedness Act, S.C. 2005, ch. 10.

2. Program Description and Objectives

The purpose of the Parliamentary District Policing Program (PDPP) is to establish a contribution program that allows Public Safety and Emergency Preparedness Canada (hereinafter referred to as "the Minister") to enable the City of Ottawa and the Ottawa Police Service (OPS) to bolster the latter's presence within the Parliamentary District and dedicate resources to respond to emerging safety and security threats. The Parliamentary Precinct, as defined in section 79.51 of the Parliament of Canada Act, refers to premises, or any part of premises, that are designated in writing by the Speaker of the Senate or the Speaker of the House of Commons. As such, the Parliamentary Precinct can be best described as numerous buildings/locations within the vicinity of Parliament Hill, as well as Parliament Hill itself. The Parliamentary District encompasses the Precinct, as well as designated buildings in the vicinity. In discussions with OPS, the initial view is for the District to include the Ottawa River to the north, Queen Street to the south, Elgin Street to the east and Kent Street to the west.

2.1 Expected Results and Outcomes

The overall objective of the contribution program is to enhance safety and security of the Parliamentary District by having a dedicated police presence. This program enables the City of Ottawa to seek financial assistance from the Government of Canada, through a contribution agreement, for reimbursement for eligible policing costs specific to the Parliamentary District.

The objectives of the program fall within the Department's core responsibility for Community Safety and within the Law Enforcement and Policing Program. The program contributes to the achievement of the Department's policy objectives to promote the safety and security of Canadian communities.

Short-term outcome: The Ottawa Police Service (OPS) has the resources to deliver Police of Jurisdiction (PoJ) services specific to the Parliamentary District.

Medium-term outcome: The OPS is providing an efficient response within the Parliamentary District.

Long-term outcome: The Parliamentary District is safe and secure.

3. Eligible Recipients

The only eligible recipient is the City of Ottawa. Government departments as defined in section 2 of the Financial Administration Act (including the RCMP), federal Crown corporations are not eligible for funding under the PDPP.

4. Eligible Types of Initiatives

Under the PDPP, the Department provides funding to support:

5. Type and Nature of Eligible Expenses

Funds shall be used only for expenses directly related to the activities identified in the budget approved by the Department. The Minister will consider reimbursement of eligible pre-execution expenditures incurred prior to the signing of the contribution agreement on an exceptional basis.

The Minister will on an exceptional basis consider allowing for eligible expenses incurred by the recipient to be accounted for reimbursement prior to the date of approval of the project as per the Delegation of Financial Signing Authorities but not before May 1, 2024. The reimbursement of pre-execution expenditures must not cross fiscal years. The Minister shall not reimburse an applicant for costs incurred should the agreement not be executed.

5.1 Eligible expenditures specifically for the purpose of delivering the project

The following categories of expenditures are eligible:

  1. Salaries, wages, overtime and benefits
  2. Rent (or equivalent to rent) costs, normal utilities, set-up, modification and maintenance of offices and other buildings, and insurance
  3. Leased space for employees, assets, or goods for the purpose of performing policing duties specific to the Parliamentary District
  4. Vehicles, including the purchase or leasing, maintenance and fuel costs
  5. Office equipment, program supplies and materials, and educational or outreach materials
  6. Training costs, including costs of developing training manuals and procedures
  7. Professional and consulting fees directly related to the project objectives, including, where applicable, professional fees for the preparation of audited financial statements
  8. Computer services, library expenses, research costs and collection and analysis of statistics, including subscription and data access fees related to the project outcomes (i.e., electronic subscriptions and publications, services related to the collection, dissemination, provision, analysis and access to external data)
  9. Administrative expenses as agreed to by the parties of the Agreement, which should not exceed 15% of the Public Safety funding, if not already included in other line items. The amount must be supported by reasonable methodology and breakdown and be for costs directly related to the administration of the project
  10. Cost associated with the purchase or upgrades of police equipment, technology and/or services related to enhancing OPS Parliamentary District capacity to respond to safety and security issues
  11. At the discretion of the Minister, other extraordinary, reasonable and justifiable policing costs deemed necessary to provide additional public safety and security services in the Parliamentary District

5.2 Ineligible Expenditures:

The following categories of expenditures are ineligible:

  1. Interest charges (i.e., cost of borrowing)
  2. Insurance premium claim deductibles and adjusting services
  3. Medical costs incurred for the delivery of services through the ongoing health infrastructure and resources such as hospitals, clinics and their regular staff complements
  4. Loss of income, wages, profits and/or revenue, loss of production or productivity, loss of opportunity, inconvenience, loss of asset or market value or market share resulting from policing or security activities
  5. Leave liability balances not taken by employees or police officers as a result of a policing or security event such as annual leave, floater annual leave, annual leave carried forward, statutory holiday time and statutory holiday hours carried forward; and
  6. Surge capacity – i.e., additional resources above and beyond the operational capacity of the Parliamentary District

6. Stacking Limit

The maximum level of total government assistance (federal, provincial, territorial and municipal assistance for the same purpose and eligible expenses) shall not exceed 100% of the eligible expenditures.

Recipients are required to disclose all confirmed and potential sources of funding for a proposed project before the start and at the end of a project.

The repayment of any amount exceeding the total government assistance limit will be calculated on a prorated basis (based on total government assistance received toward the same eligible expenses).

7. Method Used to Determine the Amount of a Contribution

Contribution funding amounts will be determined based on an assessment of the applicant's planned activities and budget submission, previous financial performance, and capacity of the applicant to achieve results and the availability of program funds.

8. Maximum Amount

The maximum contribution under these Terms and Conditions shall not exceed $50 million for this project.

9. Basis of Payment

Payments will be issued to recipients pursuant to the provisions of the Treasury Board Policy on Transfer Payments and based on the reimbursement of eligible expenditures. Payment amounts will be based on cash flow requirements and the project's risk profile. The assessed level of risk will also determine requirements for a holdback provision to be included in the agreement.

Progress payments will be issued to reimburse the recipient for expenditures incurred. They will be based on receipt of financial and non-financial project reporting outlining activities and expenditures to date, and acceptance thereof by the Minister.

Where advance payments are required for the successful delivery of the project, they will be issued in accordance with the recipient's cash flow requirements and the project's risk profile.

Recipients must meet, and continue to meet, the specific requirements of the funding agreement, prior to payments being made.

Provided that the recipient has met the requirements of the contribution agreement, a final payment will be made only upon receipt and acceptance of final deliverables as stated in the agreement.

10. Proposal Requirements

Proposals or applications to support specific projects should, as appropriate and applicable:

  1. Include a signed and dated application with the name and address of the applicant, the period or duration of the project, and the name, title and address (including email address) of an individual with signing authority on behalf of the applicant
  2. Demonstrate that the proposal meets the objectives of the program and describes the need for the project, the activities and information that supports the efficacy of the proposed approach to be undertaken
  3. Include an appropriate work plan describing the project activities, timelines, and expected outcomes
  4. Provide a detailed budget including type and nature of expenditures, a disclosure of all sources of funding for the project (including in-kind contributions and government assistance), amount of funding requested under the program, and previous financial support received from the Government of Canada
  5. Provide a detailed description of resources, tools, reports or other material to be developed by the project
  6. Provide sufficient information to demonstrate eligibility and capacity to undertake activities and attain objectives
  7. Declare amounts owing in default to the Government of Canada; and
  8. Describe how the project will respect the spirit and intent of the Official Languages Act

In addition, to prevent the risk of conflict of interest, the applicant must:

  1. Disclose the involvement of prospective recipients who are subject to the Values and Ethics Code for the Public Service, the Conflict of Interest Act (S.C. 2006, c.9) or the Parliament of Canada Act (R.S.C., 1985, c.P-1)
  2. When required by the Lobbying Act (LA), register lobbyists under the LA (applicants shall provide assurance that, where lobbyists are utilized, they are registered and that no actual or potential conflict of interest exists nor any contingency fee arrangement); and
  3. Discuss the role of a departmental official if a departmental official is to participate on an advisory committee or board. Such involvement must not be seen to be exercising control on the committee or board or on the use of the funds

10.1 Selection Criteria and Review Procedure

Proposal for consideration under the PDPP will be reviewed against program criteria established by the Minister to determine eligibility, completeness and conformity according to specified mandatory requirements.

A formal funding review process will be established to review all proposals under the PDPP. Following the review process, all proposals recommended for funding will be forwarded for approval to the delegated signing authority.

In reviewing and recommending a proposal, the Minister will take into consideration, as applicable and appropriate:

  1. The extent to which the project would directly support and advance the objectives and liprities of the PDPP
  2. The amount of funding requested relative to the amount of resources available from the Minister in any given year and whether expenses outlined in the proposal are eligible and reasonable
  3. The ability of the applicant to develop, implement, manage, monitor, document and evaluate activities within the specified time frame and budget
  4. The Minister's previous experience in working with the applicant, the degree of collaboration and the quality of and success of the project
  5. The level of support of provincial or territorial governments, federal departments and agencies, other stakeholders and partners relevant to the project
  6. Any ethical considerations associated with project delivery and evaluation; and
  7. The project's overall viability, including the potential for the project's transition post-federal funding

11. Reporting Procedure

In accordance with the Ministerial Grants and Contributions Risk Directive, the Minister will request financial and performance reporting from the recipient.

In accordance with the Ministerial Grants and Contributions Risk Directive, the following financial and performance reporting will be requested from the recipient by the Minister, as applicable:

  1. Cash flow statements
  2. Non-financial reports
  3. Annual performance reports; an
  4. Copies of any literature, reports or other products produced in the course of the initiative or research project (if applicable)

Based on an assessed level of risk, the Recipient may be required to provide the Minister with an update on progress towards eligible activities, as deemed necessary. This will be used for monitoring and reporting purposes, to determine whether objectives and targets are being (or are likely to be) met.

12. Performance Measurement Strategy and Indicators

The Performance Measurement Strategy outlines an information strategy for Departmental officials that will facilitate development of practices and procedures aimed at promoting achievement of objectives and mitigating risks to performance. It also shows how this information will be used to inform the overall evaluation of the PDPP.

The Performance Measurement Strategy contains a logic model which identifies the causal links between its main activities, the key outputs that are produced from these activities, and the intended outcomes arising from the activities and outputs. The indicators related to these outcomes are included in the following table:

Outcome

Immediate

The OPS has the financial resources necessary to establish its new Parliamentary District detachment.

Performance Indicator

Intermediate

OPS capacity to respond to safety and security issues within the District is enhanced.

Performance Indicator

Ultimate

Dedicated and focused OPS presence contributes to enhancing the safety and security of the Parliamentary District.

Performance Indicator

The Parliamentary District includes GBA+ considerations in reporting on activities undertaken in the provision of safety and security for the Parliamentary District.

The funded project recipient is responsible for providing reports based on the Performance Measurement Strategy and according to the completed risk assessment. The reporting deliverables will be detailed in the funding agreement.

In addition, the selected recipient will undergo a process and impact evaluation to measure the effectiveness of the project in achieving its expected outcomes. These evaluations will be conducted by third party evaluators who will be responsible for completing a comprehensive assessment of the project.

In addition, the Minister may conduct periodic peer reviews throughout the life of the program as part of its governance structure oversight. The Minister will conduct an evaluation of the program during the life cycle of the Program.

Additional indicators may be developed to enhance performance measurement as a contribution agreement is developed and finalized within the PDPP. The Recipient will be required to report on results achieved in line with the expected outcomes and performance indicators outlined in the PDPP Terms and Conditions and in the contribution agreement. The reports (e.g., activity and data reports) would inform program and project performance measurement for future policy and programmatic needs. A template will be provided by the Minister as part of the contribution agreement.

13. Official Languages

Funding will be consistent with all relevant policies and regulations of the Official Languages Act.

The Minister will work with applicants and recipients in their preferred official language. All the information published as it relates to PDPP will be made available and posted on the Minister's website in both official languages.

The PDPP's overall objectives are to be implemented within the broader context of the linguistic duality of Canada by supporting projects that will serve official language minority communities while being mindful of gender and diversity issues.

14. Applicable Time Frame

These Terms and Conditions shall be in effect from May 1, 2024 through March 31, 2029.

15. Intellectual Property

If a project produces intellectual property, the recipient retains copyright for any work produced under the funding agreement. However, in situations where the Minister wishes to use the intellectual property produced by a recipient, additional clauses may be included in the funding agreement.

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