Communities at Risk: Security Infrastructure Program Application Guide

Introduction

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, such as:

• A new intake approach: applications are only accepted during calls for applications. 
• Funding decisions will be provided to applicants in writing within four months of the close of each call.
• Effective June 1st 2019, the list of eligible expenditures has been expanded to include up to $10,000 for basic training for staff to respond to a hate-motivated incident. The existing list of physical infrastructure upgrades also includes security enhancements for doors, windows, intercoms and public address systems, as well as minor renovations to enhance security up to $35,000.

These changes have been implemented to provide funding to a wider range of eligible communities at risk, to streamline the processing of applications, to make SIP more responsive to the needs of the communities and to provide funding as quickly and efficiently as possible.

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

Purpose

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

Please note that approved project proposals are eligible for funding up to a maximum of 50% of total eligible project costs, with a maximum Public Safety Canada contribution of $100,000 per project.

Applicants must ensure that they have the financial capabilities to provide 50% of their total project cost at the time they submit their application.

If you have any questions about the application process, please contact a Program Officer at: sip-pfpis@ps-sp.gc.ca.

The following required documents need to be submitted with your SIP application:

In addition to the required documents, the following supplemental supporting documentation is to be included with your application:

Please familiarize yourself with the following associated documents.

• This Application Guide
• SIP FAQs
• Instructions for completing the Budget Template
• Security Equipment Pricing Guide (will be used to assess applications)
• Standardized Quote Sample
• Terms and Conditions  

You may wish to 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
• Part 2: Project Assessment Process
• Part 3: Application Instructions and Requirements

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:

• Places of worship 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;
• Provincially/territorially recognized private educational institutions, including primary and secondary schools; and
• 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.
Cemeteries, shelters, residential dwellings and daycares are not eligible for funding under the SIP.

Funding criteria:

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

Effective June 1st, 2019, Public Safety's contribution for minor renovations cannot exceed $35,000 per project.

Public Safety's contribution for the training of personnel to improve their safety skills and knowledge (including the use of new equipment) cannot exceed $10,000.

In-kind contributions can include unpaid labour, donation of 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.

Eligible costs:

Examples of eligible costs include:

• Security assessments (report and consultation fees) not to exceed 25% of total project cost. Please note that security assessments conducted prior signing a contribution agreement with Public Safety Canada will not be eligible for reimbursement. Applicants who have received a Crime Prevention through Environmental Design (CPTED) assessment from a police service will not be eligible for reimbursement for any subsequent security assessments;
• Minor construction related to the project (contractor fees, labour, equipment rental, installation fees);
• Minor renovation related to the project (renovations to the main entrance or lobby area of a building to enhance the security);
• Security equipment and hardware costs including alarm systems, fences, gates, lighting, security film for windows, relocation of existing cameras, anti-graffiti sealant, motion detectors, signage and landscaping consistent with a CPTED assessment;
• Closed circuit television systems (CCTV) which may include exterior cameras, digital video recorder, monitor, and installation costs associated with the system including wiring, brackets and accessories. The system accessories cannot exceed 25% of the total cost of the CCTV system;
• Training costs for proper use of new security equipment and basic training for staff to respond to a hate-motivated incident; and
• Project related monitoring, reporting and evaluation costs.

Ineligible costs:

Examples of ineligible costs include:

• Capital costs that include land, construction of buildings, and vehicles;
• Salaries and wages for full time personnel;
• Hospitality and travel;
• Core or ongoing operating expenses related to the project, including maintenance;
• Equipment and/or hardware which includes any of the following: benches, concrete barrier wall, fingerprint reader system, night vision goggles, body armour, projectors, security desk, radios, hidden cameras or dummy cameras, tire shredders and any other equipment or hardware not related to deterring hate motivated crime; and
• Hiring of security guards.

Part 2: Project Assessment Process

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

• Program officers will review project proposals to verify that all mandatory information has been provided.
• The review process will consist of examining all aspects of the proposal to ensure that items being requested will contribute to the prevention and reduction of hate-motivated crime. Eligible and complete applications will be reviewed by a committee of experts who will provide funding recommendations.

Assessment criteria:

Project proposals will be reviewed against the following criteria:

• The demonstration of how the applicant's community is at risk of being targeted by hate-motivated crime;
• The demonstration and frequency of hate-motivated incidents against the project site;
• The security infrastructure equipment currently in place;
• The ability of the applicant to develop, implement, manage, monitor, and document a project within a specified timeframe and budget;

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:

• A complete description of funded security infrastructure upgrades;
• The extent to which the work plan for the project was implemented;
• Lessons learned as a result of implementing the project;
• The impact of the project at the project site, (e.g. the extent to which the organization  experienced a decrease in the number of hate-motivated crimes as a result of security infrastructure upgrades); and
• The extent to which funding recipients report an increased sense of security after project completion as a result of security infrastructure upgrades.

Part 3: Application Instructions and Requirements

Deadline

Please refer to the application SIP's dedicated portal for the current Call for Applications deadline.

Filling out the application

Follow the step-by-step instructions below to fill out the application form.

Be complete and accurate.

You must include the following required documents with your application:

In addition to the required documents, the following supplemental supporting documentation is to be included with your application:

Application form content

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

Key Information

If the information in this application is inaccessible and you would like to submit your application in an alternate format, please contact Public Safety Canada at: sip-pfpis@ps-sp.gc.ca.

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.

IMPORTANT - BEFORE YOU BEGIN

Please note that incomplete applications will not be considered for funding. Ensure that all required and supplemental documentation has been uploaded prior to submitting your application.

Please ensure to check your junk/spam email folder regularly as we may attempt to contact you after the submission of your application. Failure to provide requested documentation or clarifications by the set deadlines may lead to your application being deemed ineligible.

If you have not already done so, we recommend you read through the valuable resources on our website to help you complete a successful application.

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 the 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 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 at: sip-pfpis@ps-sp.gc.ca.

Section 1: Applicant and Project Site Information

Question 1

Complete each section below regarding your organization's information

• Organization's legal name
• Street address where the organization is located
• Organization's mailing address if different than street address (response required):
• City/town where the organization is located
• Province/Territory where the organization is located
• Postal code
• First/last name of primary contact person
• Position/Title
• Daytime telephone (e.g. 555-555-5555)
• Cell phone (e.g. 555-555-5555)
• Email address

Question 2

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 1)? You must choose either Yes or No.

Question 2a

Project site information:

• Organization's legal name:
• Street address:
• Mailing address (if different than street address):
• City/Town:
• Province/Territory:
• Postal code:
• First and last name of primary contact person:
• Position/Title:
• Daytime telephone (e.g. 555-555-5555):
• Cell phone (e.g. 555-555-5555):
• Email address:

Question 3

Please briefly describe the mandate of your organization and its administrative structure (e.g. a board, steering committee, etc.):

Question 4

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

• Name:
• Title:
• Email address:

Question 5

Check the box to tell us if your organization is a not-for-profit organization. You must choose either Yes or No.

Question 6

Select the sector you identify with. Select only the main one that applies for your organization if you identify with multiple sectors. Under this program, only certain sectors are applicable.

Question 7

Please write your organization's GST/HST number, Federal and Provincial tax rebate percentage and Canada Revenue Agency (CRA) business number.

Question 8

Please identify the employment size of your organization:

This includes staff and volunteers

Question 9

What is the average annual revenue of your organization?

Question 10

Has your organization previously received SIP funding?

If yes, please identify the fiscal year and project number in the respective fields if known.

Question 11

Has your organization ever received funding from Federal Provincial/Territorial or Municipal governments?

If applicable, please identify which government(s) you have received funding from previously.

Question 12a

Does your organization have outstanding amounts owing to the Government of Canada?

Answering yes to this question will not invalidate your application.

Question 12b

If applicable, indicate the total amount owing debt to the crown (i.e. outstanding debt owing to the Government of Canada).

Question 12c

Provide the name of the department or agency it is owed to:

If applicable, provide the name of the federal department or agency you are currently financially indebted to.

Question 13

Check the box to tell us what definition best describes your project site. You must choose only one box.

• A place of worship
• A provincially/territorially recognized private educational institution (please provide documentation/accreditation that confirms the institution is recognized at the Provincial or Territorial level)
• A community centre

If you checked the box for a provincially/territorially recognized private educational institution, you must include with your application the documentation/accreditation that confirms the institution is recognized at the Provincial or Territorial level.

Question 14

Check the box to tell us if you have any security equipment currently in place at your project site. You must choose either Yes or No.

Question 15

Check the box that best represents your project site's current level of security. You must choose only one box.

• Very Insecure (1)
• Insecure (2)
• Moderately Secure (3)
• Very Secure (4)
• Extremely Secure (5)

Question 16

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.

Check the box to let us know if you are willing to respond to a report on the project to Public Safety Canada. You must choose either Yes or No.

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

Question 17

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).

Question 18

Your community feels most vulnerable to hate crimes motivated by (select all options that apply).

• Race, Nationality or Ethnic Origin
• Religion
• Sex, Gender or Sexual Orientation
• Disability
• Political Beliefs
• Other Similar Factors (e.g., Age or Profession)
• Unkown Motivation

Question 19a

Please identify the demographic categories of the community your organization represents. Only select those

that apply directly to your organization. Select all that apply:

• Race, Nationality or Ethnic Origin
• Sex, Gender Identity or Sexual Orientation
• Age
• Religion
• Disability
• Immigration Status

Question 19b

Please identify the community your organization represents by race, ethnicity or nationality. Only select those that apply directly to your organization.

If you selected "Race, Nationality or Ethnic Origin" this follow up question will appear.

Out of the options listed, please select all that apply. If none are applicable to you or you would like to specify further, select "other" and specify in the text field accordingly.

If you selected Indigenous, please specify if your organization identifies as Métis, Inuit or First Nations in the follow-up question.

Question 19c

Does your organization identify itself as part of the LGBTQ2S+ community?

If you selected "Sex, Gender Identity or Sexual Orientation" this follow up question will appear. Please select yes or no.

Question 19d

Please identify the community your organization represents by age group. Only select those that apply

directly to your organization.

If you selected "Age" this follow up question will appear.

Question 19e

Please identify the community your organization represents by their religion. Only select those that apply

directly to your organization. Please select all that apply.

If you selected "Religion" this follow up question will appear.

Out of the options listed, please select all that apply. If none are applicable to you or you would like to specify further, select "other" and specify in the text field accordingly.

Question 19f

Please identify the community your organization represents by disability. Only select those that apply directly

to your organization. Please select all that apply.

If you selected "Disability" this follow up question will appear.

Out of the options listed, please select all that apply. If none are applicable to you or you would like to specify further, select "other" and specify in the text field accordingly.

Question 19g

Please identify the community your organization represents by immigration status. Only select those that

apply directly to your organization. Please select all that apply.

If you selected "Immigration Status" this follow up question will appear.

If you selected "non-immigrant, please specify further in the follow-up question regarding number of generations. Note that this category includes persons who are Canadian citizens by birth.

Section 2: Demonstration of Need

***Please provide supporting documentation, with your application, illustrating how your community is at risk of being a victim of a hate-motivated crime.

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

Question 20

Check the box to tell us if any direct incidents of hate-motivated crime have ever been committed against your project site. You must choose only one box.

• Yes - Our project site did experience an incident of hate-motivated crime
• No – Our project site did not experience an incident of hate-motivated crime.

Question 21a

Check the box to tell us the time frame in which the project site experienced an incident of hate-motivated crime. You must choose only one box.

• Our project site did experience an incident(s) of hate-motivated crime over 5 years ago.
• Our project site did experience an incident(s) of hate-motivated crime within 3-5 years.
• Our project site did experience an incident(s) of hate-motivated crime within 0-2 years.

Question 21b

Check the box to tell us if your project site has been the target of hate-motivated crime on more than one occasion. You must choose either Yes or No.

***Please provide supporting documentation, with your application, regarding the direct incident(s) of hate-motivated crime against your project site.

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

Question 22

Please check the box to confirm that two (2) recent letters from the community supporting your proposed project are included with your application.

Note: You must provide two (2) letters from the community in support of your project in order to be considered for funding.

Section 3: Project Description

***Please note that a minimum of two (2) comparable quotes, originating from two different security companies, listing all requested security equipment and associated costs need to be included with your application. To ensure all requested security equipment and associated costs are clearly listed in the two comparable quotes, a mandatory standardized quote template must be completed by all bidding security companies. The quotes must itemize each type of security equipment and accessories to be installed. The standardized quote template and instructions can be accessed through the Public Safety Canada website.

Question 23

Project Costs

There are four parts to this question:

• Write the total cost of the project. Please provide a response in dollar value only.
• Write the amount requested from the SIP (up to a maximum of 50% of total eligible project costs with a maximum Public Safety Canada contribution of $100,000 per project). Please provide a response in dollar value only.
• Write the amount to be funded by your organization (cash). Please provide a response in dollar value only.
• Write the amount to be funded by your organization (in-kind contribution). Please provide a response in dollar value only.

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 are required to submit a completed and detailed budget with your online application. Only the items listed in the budget will be considered for funding. The items listed in the budget template must match exactly the items listed in the standardized Quote Template. The budget template and instructions on how to complete the template can be accessed through the Public Safety Canada website.

Question 24

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.):

***With your application, please provide the following required documentation illustrating where all the proposed security equipment will be installed at your project site.

EXTERIOR:

Sketches or floor plans of the exterior of the project site that include clear markings indicating the exact location of where all the proposed security equipment will be installed.

Please note that recent photographs (less than 1 year) with clear markings of where the proposed security equipment will be installed can also be submitted as supplemental documentation in addition to the required sketches or floorplans.

INTERIOR:

Sketches or floor plans of the interior of the project site that include clear markings indicating the exact location of where all the proposed security equipment will be installed.

Please note that recent photographs (less than 1 year) with clear markings of where the proposed security equipment will be installed can also be submitted as supplemental documentation in addition to the required sketches or floorplans.

Question 25

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? You must choose either Yes or

No.

Question 26

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

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

Section 4: Disclosure

Question 27

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) You must choose either yes or no.

If yes, please provide details of assurance.

Question 28

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. You must choose either yes or no.

If yes, please provide details of assurance.

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 30

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 31

Submitted by:

• Name:
• Title:
• Organization Name:
• Date (dd/mm/yyyy):

Section 6: Application Checklist

Question 32

Please use the following checklist to verify that you have included all of the mandatory information with your online application:

• For project proposals involving private educational institutions, documentation confirming that the institution is recognized at the provincial or territorial level;
• A minimum of two (2) recent letters from the community supporting your proposed project;
• A minimum of two (2) detailed and comparable quotes, each completed by and originating from two different security companies using the mandatory standardized quote template.
• Training on how to respond to an event only requires one quote from a certified security professional on the official company/consultant's letterhead. The quote must include the number of hours of training required, the number of participants to attend the training, the cost per hour or per participant, and the total cost.
• A completed and detailed budget for the proposed project using the mandatory budget template. Only items listed in the budget will be considered for funding. The items listed in the budget template must match exactly the items listed in the standardized Quote Template;
• Sketches or floorplans that include clear markings indicating the exact location of where all the proposed interior and/or exterior security measures will be installed at your project site. Only the security equipment that has been clearly marked on sketches or floorplans will be considered for funding.

Please note that recent photographs (less than 1 year) with clear markings of where the proposed security equipment will be installed can also be submitted as supplemental documentation in addition to the required sketches or floorplans.

Question 33

Please use the following checklist to verify that you have included all of the supplemental supporting documentation illustrating how your community is at risk of being targeted by hate-motivated crime and, if applicable, all supplemental supporting documentation regarding the nature, timeframe and frequency of hate-motivated incidents against your project site:

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

Feedback

Question 34

Would you like to provide any feedback with regards to this application tool (i.e. technology, questions, length, etc.)? Please note that feedback is optional. You must choose either yes or no.

If yes, please provide feedback below.

Question 35

Is there anything else you would like to tell us about your project, your present circumstances, or have us consider as part of the assessment of your application?

If yes, please provide feedback below.

This space is reserved for cases where the applicant feels the need to highlight special circumstances or issues they would like noted as part of the assessment of their application. There is no guarantee that this will factor into the assessment of their application.

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.

You will receive a follow up email (from "ps.donotreply-external-snap-externe-nepasrepondre.sp@ps-sp.gc.ca") confirming the submission of your online application.

Date modified:

2021-10-07