Communities at Risk: Security Infrastructure Program Application Guide

The Government of Canada is committed to protecting the safety and security of Canadians. Public Safety Canada is working to build a safe and resilient Canada and has a renewed commitment to the Communities at Risk: Security Infrastructure Program, which provides timely funding and support for communities at risk of hate-crime.

This renewed commitment has resulted in some key changes to the program. Public Safety Canada is implementing a new intake approach: proposals will now be accepted from December 1st to January 31st and from June 1st to July 31st of each year. Funding decisions will be provided to applicants in writing within four months of the close of each call. In addition, a wider range of costs are now considered eligible, which will allow communities to implement security measures both inside and outside of their facilities. These changes have been implemented to provide funding to a wider range of eligible communities at risk, to streamline the processing of applications, and to provide funding as quickly and efficiently as possible.

Please note that the application form will not be available after a call has closed.

The purpose of this guide is to assist interested groups in completing funding applications under the Communities at Risk: Security Infrastructure Program (SIP).

Before applying:

Review the information in this application guide, carefully noting all of the mandatory requirements and supporting documentation required. Please note that incomplete applications will not be considered for funding. If you have any questions about the application process, please contact a Program Officer at ps.sip-pfpis.sp@canada.ca.

It is recommended that you familiarize yourself the following associated documents:

  • Budget Template
  • Instructions for completing the Budget Template

Consult your local or regional police authorities for information related to Crime Prevention through Environmental Design (CPTED) and situational crime prevention.

The Application Guide consists of three main components:

Part 1: Program Overview

The SIP aims to make Canada safer for all Canadians by improving the security of communities at risk of hate-motivated crime through investments in security infrastructure.

Eligible applicants:
Funding is available to three types of not-for-profit organizations that are at risk of being victimized by hate-motivated crime:

  1. Places of worship and reflection, such as a temple, mosque, synagogue, gurdwara or church, where a group of people can gather to perform acts of religious praise, meditation, honour or devotion;
  2. Provincially/territorially recognized private educational institutions, including primary and secondary schools; and
  3. Community centres, such as a community drop-in centre or aboriginal Friendship Centre, where members of a community can gather year-round for social or cultural activities.

Please note that SIP funding is not provided to crown corporations, publicly funded institutions, for-profit organizations, and individuals.

Funding criteria:
Approved project proposals are eligible for funding up to 50% of total project costs, to a maximum Public Safety Canada contribution of $100,000 per project. Proposals may be approved in their entirety or in part.

Applicants must demonstrate that they are able to provide cash or in-kind contributions that amount to a minimum of 50% of the total project costs. These contributions must be from non-governmental sources and must be confirmed at the time the application is submitted.

In-kind contributions include labour, equipment and expertise. In-kind contributions can constitute a part of an organization's funding commitment to the project; they must be detailed in the project proposal and assigned a fair market value.

The maximum amount of in-kind contributions is 10% of the total project cost. The supplier and installation companies chosen to perform the work cannot provide in-kind contributions.

Important Note:
Public Safety Canada funding cannot be used in combination with any other federal/provincial/territorial/regional/municipal government funding provided to the applicant for the same purpose, activities and eligible costs.

Eligible costs:
Examples of eligible costs include:

Ineligible costs:
Examples of ineligible costs include:

Important Note:
Funding or reimbursements cannot be provided to applicants for any activities that have been completed prior to signing a contribution agreement with Public Safety Canada.

Part 2: Project Assessment Process

The criteria-based assessment process ensures that all project proposals are evaluated objectively against specific criteria, SIP terms and conditions, and the availability of funds.

Assessment criteria:
Project proposals will be reviewed against the following criteria:

Reporting:
Successful applicants will be required to submit a final project report to Public Safety Canada three months after project completion. A Project Officer will provide you with a template which will capture the following:

Part 3: Application Instructions and Requirements

  1. In order to complete the online SIP application, you must have access to the internet and a valid email address.
  2. You are required to use the following link to access the online portion of the SIP application: https://report-rapport.ps-sp.gc.ca/s.asp?k=149563048211
  3. Once you submit the online portion of the application, you will receive an email from Public Safety Canada/Sécurité publique Canada (email address: ps.donotreply-external-snap-externe-nepasrepondre.sp@ps-sp.gc.ca) confirming the successful submission of this online application.
  4. The documents that you must submit will be identified throughout the application and will also be outlined in the confirmation email sent to your identified email address after submitting the online portion of the application. You must reply to this email and attach the required documents (e.g. photographs, sketches and letters of support, etc.) in order for your application to be considered complete.
  5. When you reply, it is imperative that the subject line remains unaltered. The reference in the subject line is a code related to the submitted online portion of your application. This reference will allow Public Safety Canada to match your attachments with your submitted online portion of the SIP application. Should you need to send more than one (1) email with attachments, please ensure to keep the subject line unaltered for all additional emails. Should you have any questions or concerns, please contact ps.sip-pfpis.sp@canada.ca.
  6. Required documentation to be sent to Public Safety for the completion of your application:
    • For project proposals involving educational institutions, documentation confirming that the institution is recognized at the Provincial or Territorial level;
    • A minimum of two (2) letters of support for the proposed project from the community;
    • Completed and detailed budget for the project (i.e. the budget template);
    • A minimum of two (2) detailed quotes highlighting the equipment type(s), quantities and associated costs;
    • Photographs or sketches displaying where the proposed interior and/or exterior security measures will be installed at your project site.
  7. Supplemental supporting documentation to be sent to Public Safety for completion of your application:
    • Police reports statistics, media reports and/or photographs regarding the risk of hate-motivated crime against your community;
  8. Police reports statistics, media reports and/or photographs regarding the direct acts of hate-motivated crime against your project site.
  9. Please note that Public Safety Canada will confirm the receipt of your attachments.

Application form content:

Key Information

If the information in this application is inaccessible or you would like to submit your application in an alternate format, please contact Public Safety Canada.

Notice to the Applicant

All contributions are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by the requirements of the Transfer Payment Policy

Public Safety Canada may elect to make contributions for applications submitted under this solicitation in the future. These may be dependent on, among other considerations, the merit of the applications and on the future availability of appropriations.

Misuse of funds and/or failure to comply with agreement requirements outlined in the contribution agreement may result in the suspension or termination of the agreement, funds, the repayment of funds, and/or other remedies available.

Deadline

Please note that the deadline to complete this application is 11:59pm PT - January 31, 2018.

Thank you for your interest.

Confidentiality

Information provided by applicants is subject to the Access to Information Act (ATIA) and the Privacy Act. Information provided is collected under the authority of the Public Safety and Emergency Preparedness Act, S.C. 2005, c. 10 for the purpose of supporting the implementation of projects to help communities with a demonstrated history of being victimized by hate-motivated crime through the enhancement of their security infrastructure. The information collected in this application will be used, and may be disclosed, for the purposes of assessing the eligibility/merits of your application's evaluation. Information that you provide may be shared with external consultants, review committee members, officials in other Departments, Federal, Provincial and/or Territorial Governments or Members of Parliament. It may also be used and/or disclosed for policy analysis, research and/or evaluation purposes in order to conduct these activities.

Please note, these additional uses and/or disclosures of information will not impact your project.  Should you have concerns regarding the manner in which Public Safety handles your personal information, you may elect to contact Director of Access to Information and Privacy (ATIP) at Public Safety Canada or the Office of the Privacy Commissioner of Canada.

Technical Difficulties

Applicants that experience unforeseen technical issues beyond their control that prevent them from submitting their application by the deadline must email Public Safety Canada to report the technical issue within 3 business days after the application deadline (January 31, 2018) and request approval to submit their application. The email must describe the technical difficulties and include a timeline of the applicant's submission efforts. Once the request has been reviewed, Public Safety Canada will inform the applicant whether the request to submit a late application has been approved or denied. As such, requests will not be automatically approved.

Should you experience any technical difficulties, please email Public Safety Canada.

SECTION 1: Applicant and Project Site Information

Question 1: In which official language do you wish to communicate?
English/Anglais
Français/French

Question 2: Please identify the email address to which the follow up email should be sent below (response required)
Email:

Question 3: Organization Information

Question 4: Project site information
*The project site is the physical location where your organization intends to install the proposed security measures.
Is the project site information the same as the organization information listed above (Question 3)?

Question 5: Project site information:

Question 6: Please describe the administrative structure of your organization (e.g. a board, steering committee, etc.) (response required):

Question 7: Please provide the name, title and email address of the financial signing authority for your organization:

Question 8: Is the applicant's organization a not-for-profit organization? (response required):

Question 9: Please identify your GST/HST number, your Federal and Provincial tax rebate percentage and your Canada Revenue Agency (CRA) business number.

Question 10: Have your organization previously received SIP funding?

Question 11: Is your project site (choose only one box) (response required):

Question 12: Do you have any security equipment currently in place at your project site? (response required):

Question 13: Identify your project site's current level of security (response required):

Question 14: Should you be awarded a Contribution Agreement, you will be required to report on project data (for example: on level of security) in a template provided by Public Safety Canada.

Note: you must be willing to report on the project to Public Safety Canada in order to be awarded a Contribution Agreement. If you click no, your application will be ineligible for review.

Are you willing to respond to a report on the project to Public Safety Canada? (response required):

Question 15: Describe your organization's experience in developing, implementing, monitoring and managing projects within a specified timeframe and budget.

Include details if an umbrella organization is assisting with this component of the project (umbrella organizations may assist in, or coordinate, the development of a proposal in collaboration with specific project sites) (response required):

SECTION 2: Demonstration of Need

Question 16: Have any direct incidents of hate-motivated crime ever been committed against your project site? (response required):

Question 17: Please identify the time frame in which the project site experienced an incident of hate-motivated crime (response required):

Question 18: Has your project site been the target of hate-motivated crime on more than one occasion? (response required):

Please provide supporting documentation regarding the direct incident(s) of hate motivated crime against your project site in a follow up email.

Examples of supporting documentation: police reports, insurance claims, media reports, private security reports, and photographs.

If no direct incidents of hate-motivated crime have ever been committed against your project site, please provide supporting documentation to illustrate how your community is at risk of being a victim of hate-motivated crime in a follow up email.

Examples of supporting documentation: police reports, statistics, media reports and photographs.

Community support for the proposed project:

Question 19: Please provide two (2) letters from the community in support of your proposed project in a follow up email.

Section 3: Project Description

***Please note that a minimum of two (2) quotes need to be included with this application. The quotes must itemize each type of security equipment and accessories to be installed, and must include a breakdown of the wiring, electrical, construction and labour costs. Please note that you will be asked to provide these quotes in a follow up email.

Question 20: Project Costs (you must provide a numeric response). 

Note: dollar signs are not permitted to be entered in the boxes below when entering the project costs. However, you may enter a comma and two decimals. For example, if you are proposing an estimated project cost of "$10,000.50", it should be written as: "10,000.50" (response required):

Amount requested from SIP (up to a maximum of 50% total eligible project costs with a maximum funding contribution of $100,000 per project) (response required):

by your organization (in-kind contribution) (response required):
Note: The maximum amount of in-kind contributions is 10% of the total project cost. The supplier and installation companies selected to perform the work cannot provide in-kind contributions.

Please note that you will be required to submit a detailed budget when responding to a follow up email after the submission of this online application.  For further information, please review the Instructions for completing the Budget Template and the Budget Template in the "How to Apply" section in the link.

Question 21: Please briefly describe/itemize the proposed security equipment for your project site (e.g. cameras will be installed at each entry point; security film will be applied to first floor exterior windows; etc.) (response required):

Please provide the following documentation illustrating where the proposed security equipment will be installed at your project site in a follow up email:

Question 22: Confirmation of permission to install security equipment at the project site.

Are you authorized to install security equipment and conduct minor construction at the project site? For example, if your organization does not own the project site, does your lease provide you with the authority to install the proposed security equipment? (response required):

Question 23: How will the new security infrastructure equipment be maintained? Please note that funding provided through the SIP does not cover the maintenance cost of the infrastructure that is acquired or installed.

Please provide details on how your organization plans to maintain any infrastructure equipment acquired or installed through SIP funding.

Section 4: Disclosure

Question 24: Will this project include the services of a former public servant either as an employee or as a member of the Board of Directors who left the Federal Government in the last twelve months? If yes, please provide assurance that the public servant (or former public servant) is in compliance with the Values and Ethics Code for the Public Service, and the Conflict of Interest Act (S.C. 2006, c.9) or the Parliament of Canada Act (R.S. 1985, c.P-1.01) (response required):

Question 25: Will this project include the services of a lobbyist? If yes, please provide assurance that, where lobbyists are used, they are registered in accordance with the Lobbying Act (R.S.C., 1985, c44 (4th supp.)) and that no commissions or contingency fees have or will be paid directly or indirectly to any person for negotiating or securing this request for funding (response required):

SECTION 5: Signature Page

I understand that:

The information in this application may be accessible under the Access to Information Act; and

If this project is approved the organization will be required to comply with the terms and conditions set out in an agreement (please contact Public Safety Canada for further information about agreement terms and conditions).

Question 26: I declare that:

By submitting this application, I confirm that the submitted information is intended to support my application for funding under the Communities at Risk: Security Infrastructure Program (SIP) and that the information contained in this application is true, accurate and complete.

Question 27: Submitted by (response required):

SECTION 6: Application Checklist

Question 28: Please note that you will receive a follow up email (from "ps.donotreply-external-snap-externe-nepasrepondre.sp@ps-sp.gc.ca") requiring that you submit all of the mandatory and required information.

Please use the following checklist to verify that you have included all of the mandatory and required information:

Question 29: In the same follow up email, you will be asked to provide supplemental supporting documentation regarding the nature and frequency of hate-motivated incidents against your project site, or demonstration of how your community is at risk of being targeted by hate-motivated crime:

Supporting documentation (e.g. police reports, insurance claims, media reports, private security reports, photographs) regarding the direct incidents of hate-motivated crime against your project site;
Supporting documentation (e.g. police reports, statistics, media reports, photographs) regarding the risk of hate-motivated crime against your community.

Feedback

Question 30: Would you like to provide any feedback with regards to this application form (i.e. technology, questions, length, etc.)? Please note that feedback is optional.
ANSWER

Submission of Application

Please submit only one application per project site. If you are applying on behalf of more than one project site, each project site requires a separate application containing detailed information.

Please complete a detailed budget for the project. The detailed budget should include a breakdown by budget item, a list of all contributions from other sources (including cash and in-kind contributions), and the amount of funding requested.

Please note that incomplete applications will not be considered for funding.

Remove the application form as an attachment.

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