Terms and Conditions of the Major International Event Security Cost Framework
The purpose of this document is to establish the Major International Event Security Cost Framework Terms and Conditions (Terms and Conditions) for a contribution program under the authority of Public Safety Canada (the Department) to reimburse provincial, territorial and municipal jurisdictions (the jurisdictions) for eligible incremental, extraordinary, justifiable and reasonable policing and security-related costs incurred in relation to a Prime Minister-led or Minister-led international event held in Canada (Major International Event).
In these Terms and Conditions:
- 2.1 “Major International Event” means a Prime Minister-led or Minister-led international event held in Canada designated by the Prime Minister as eligible for financial assistance under the contribution program.
- 2.2 “Incremental security costs” means those eligible incremental, extraordinary, justifiable and reasonable policing and security-related costs incurred by provincial, territorial and municipal jurisdictions in direct support to an RCMP-led security operation for a Major International Event.
- 2.3 “Ineligible costs for reimbursement” means those ordinary expenses that would have been incurred regardless of the Major International Event being held.
- 2.4 “Provincial, territorial and municipal jurisdictions” (the jurisdictions) include a provincial, territorial, regional, local and municipal government providing policing and/or security-related services in support of an RCMP-led security operation for a Major International Event.
- 3.1 The Minister of Public Safety and Emergency Preparedness (the Minister) has authority to develop a transfer payment program to support the implementation and administration of a contribution program in matters of public safety and emergency preparedness as conferred under paragraphs 6(1) (a) and (b) of the Department of Public Safety and Emergency Preparedness Act, S.C. 2005, ch. 10.
- 3.2 The Minister is authorized to negotiate contribution agreements with the jurisdictions and make transfer payments as conferred by paragraph 6(1)(c) of the Department of Public Safety and Emergency Preparedness Act, S.C. 2005, ch. 10.
- 3.3 The contribution agreements and transfer payments are to be administered in accordance with the Treasury Board Policy on Transfer Payments and the Treasury Board Directive on Transfer Payments.
4. Contribution Program Description and Objectives
- 4.1 In this contribution program, the Department has authority to enter into a contribution agreement with each eligible jurisdiction involved in the delivery of a security operation at a Major International Event.
- 4.2 The overall objective of the contribution program is to obtain the cooperative participation of jurisdictions in the provision of policing and security for a designated Major International Event by:
- 4.2.1 Enabling the jurisdictions to seek financial assistance from the Government of Canada, through a negotiated contribution agreements for eligible incremental policing and security-related costs incurred in the provision of security at the event; and
- 4.2.2 Allowing the Government of Canada to reimburse jurisdictions, through a contribution program, for eligible incremental security costs incurred in the provision of security at the event.
- 4.2.1 Enabling the jurisdictions to seek financial assistance from the Government of Canada, through a negotiated contribution agreements for eligible incremental policing and security-related costs incurred in the provision of security at the event; and
- 4.3 The contribution program contributes to the achievement of the Department's objectives related to policies addressing evolving threats to public safety, security and its ongoing leadership with the Canadian law enforcement community.
- 4.4 The contribution program provides an improved method of collaboration between the Department and the jurisdictions. It also allows the Department to provide more timely advice and obtain reliable cost estimates, as well as continue to develop and coordinate focused strategies, to achieve results in key law enforcement policy areas.
5. Eligible Recipients
The only eligible recipients are jurisdictions that are required to provide policing and security-related measures in direct support of the RCMP-led security operation for a Major International Event. Contribution agreements may be entered into with jurisdictions and with police boards/commissions or police services established by those jurisdictions if those police boards/commissions or police services have the legal capacity to enter into an agreement.
6. Eligible Activities
- 6.1 Eligible activities are those incremental, extraordinary, justifiable and reasonable policing and security-related measures, including supporting emergency management services that are beyond the recipient's normal ongoing jurisdictional responsibilities. In addition, the eligible activities are provided in direct support of a designated Major International Event, and are deemed necessary by the RCMP-led Integrated Security Unit (ISU) for the delivery of the event's overall security operation.
- 6.2 For the purpose of recognizing the distinct security requirements of a Major International Event, the contribution program recognizes that the activities will occur under the following three (3) phases:
- 6.2.1 Planning phase
May include, but is not limited to, activities or exercises required to assess the security requirements and develop an operational plan to ensure a safe holding of a Major International Event. This may include the collection of joint intelligence, the operational security planning community engagement, and logistical activities to procure the necessary materials, equipment and services in support of the security operation.
- 6.2.2 Deployment phase
May include, but is not limited to, activities associated with the positioning of personnel and assets, and the delivery of the security operation.
- 6.2.3 Demobilization phase
May include, but is not limited to, activities necessary to dismantle and transfer the assets and equipment used for the Major International Event, prepare reports and lessons learned, support the audit process, and finalize administrative and financial transactions to conclude the event.
- 6.2.1 Planning phase
- 6.3 The Department will consult with the RCMP (the lead agency) to establish the reasonable timelines associated with each phase where policing and security-related activities will be required. The timelines will then be communicated to the jurisdictions.
- 6.4 The Department may support reimbursement of eligible pre-execution expenditures for incremental policing and security-related costs incurred in relation to a Major International Event prior to the signing of the contribution agreement. This is to accommodate the fact that recipients are required to initiate security planning activities before the negotiations of a contribution agreement can be concluded, therefore incurring costs directly related to the Major International Event. Pre-execution expenditures could be incurred by the recipient from the date whereby security planning activities are initiated following the official announcement of the Prime Minister. Reimbursement of pre-execution expenditures is conditional upon the Department obtaining approval of funding.
7. Stacking Limits
- 7.1 For this contribution program, the maximum level (stacking limit) of Total Government Assistance (federal/provincial/territorial/municipal assistance for the same purpose and eligible incremental costs) will be up to and including 100% of eligible incremental security costs as to provide no economic benefit to the recipient.
- 7.2 As a condition of the federal contribution, the recipient will be required to disclose all confirmed and potential sources for funding related to a Major International Event before the start and at the end of the event.
- 7.3 The Department will ensure that the transfer payment assistance provided respects these Terms and Conditions and that the federal contribution is based on the Total Government Assistance received (federal, provincial/territorial and municipal assistance for the same purpose and eligible incremental costs).
8. Application Requirements
- 8.1 The Prime Minister's designation of a Major International Event is a prerequisite for the application of these Terms and Conditions.
- 8.2 Eligible recipients, as defined under section 5, can engage with the Department to obtain financial assistance in relation to a Major International Event.
- 8.3 Each eligible recipient is required to develop operational plans outlining the security measures to be implemented for the Major International Event, and prepare corresponding cost estimates, along with supporting justification, to reflect the eligible incremental security costs they anticipate will be needed to deliver the security operation. The cost estimates are to align with the RCMP-led planning assumptions.
9. Selection Criteria and Review Procedure
- 9.1 Eligible jurisdictions involved in the hosting of an event are required to work in close collaboration with the RCMP-led ISU, which has the overall responsibility for planning, coordinating, and ensuring security of the event.
- 9.2 The Department is responsible for the management and application of the Terms and Conditions for the provision of federal financial assistance to the jurisdictions involved with the hosting of a Major International Event. These responsibilities include negotiations with the jurisdictions in accordance with these Terms and Conditions, ratification of contribution agreements, and reimbursement of eligible incremental security costs following a federal audit of claimed expenses. Specifically, the Department is responsible to review and play a challenge function on each cost estimate submitted to ensure consistency and to determine if the security costs are eligible and in compliance with the RCMP-led security operations of the event.
10. Setting a Maximum Contribution Amount
- 10.1 A maximum contribution amount cannot be established for this program as each Major International Event has distinct security requirements that are highly dependent on unique cost drivers such as: time of the event announcement; location; size of security environment to be created; status of infrastructure including telecommunications; specific threats and risks; number of human resources required to provide all aspects of security; delegation size; length; and the event agenda.
- 10.2 As the lead agency for policing and security of the event, the RCMP will assess, plan and coordinate the security requirements with the recipient. After the Department has reviewed the reasonableness of the recipient's cost estimates submission, the required funding amount will then be included in the contribution agreement.
11. Amount of funding per Recipient
- 11.1 No maximum is set for an amount payable to a recipient. However, to ensure greater cost control and certainty, each contribution agreement will contain a monetary cap for reimbursement based on negotiated cost estimates. This amount will be based on detailed discussions between Departmental officials and the jurisdictions to understand the operating environment of the security footprint and to evaluate the eligibility of incremental security costs.
- 11.2 The receipt of cost estimates does not constitute approval for the reimbursement of policing and security-related expenses which are subject to a federal audit prior to reimbursement.
- 11.3 The Department may call upon the assistance of an independent peer advisory process consisting of one or more independent policing and security experts to conduct a review of the proposed goods and expenditures required to support the RCMP-led overall integrated security plan and to validate cost estimates outlined in the jurisdiction's security plans.
12. Basis and Timing of Payments
- 12.1 For each recipient, dates and terms for payments, including interim payments, will be negotiated on the basis of the specific security requirements relevant to the Major International Event and included in the contribution agreement.
- 12.2 All payments, will be progressive payments made in the form of a reimbursement of eligible incremental security costs incurred based on a claim and relevant activity report submitted by the recipient.
- 12.3 Any costs submitted after the final payment has been issued to the recipient will not be considered for funding under the contribution program.
13. Reporting on results achieved
Recipients are required to provide the Department with the necessary reports outlining the activities undertaken in support of the policing and security operations. Reports are to include the results achieved with funding provided under the contribution program and methods used to ensure the implementation of cost-effective security measures (e.g., efficient procurement processes). In addition, recipients will be required to provide a detailed financial report outlining the eligible incremental costs incurred as a result of the Major International Event.
14. Eligible Incremental Security Costs
The costs identified in this section are not meant to subsidize normal ongoing jurisdictional responsibilities of the recipient. Federal financial assistance is strictly intended as compensation for incremental security costs incurred in direct support to the RCMP-led security operation for a Major International Event.
Notwithstanding the list of eligible costs identified below, the recipient must undertake all possible efforts to:
- Pursue the most cost-effective option to address the temporary security-related requirements of the Major International Event;
- Identify and use all available space within its existing infrastructure buildings to accommodate the requirements associated with the event; and
- Maximize the use of existing operational and technical infrastructure, as well as office equipment that can be made available to minimize the incremental security costs of the event.
As specific security requirements are required throughout the implementation of an integrated security operation for a Major International Event, the list of eligible costs is categorized in accordance with the Planning, Deployment and Demobilization Phases of an event.
15. List of Eligible Costs
Personnel Costs – Planning
- 15.1 Regular Salaries, overtime and benefits of a full-time dedicated planning team put in place in direct support of the security preparation of a Major International Event. The following conditions apply to those eligible costs:
- 15.1.1 The recipient must demonstrate to the Department that the size, scope and length of the event require the assignment of a full-time dedicated planning team and seek its approval;
- 15.1.2 Employees of the full-time dedicated planning team must be assigned 100% to the security planning activities of the event; and
- 15.1.3 The recipient must demonstrate that the positions of employees assigned to the full-time planning team are filled by other employees at headquarters, detachment or home organization.
- 15.2 Overtime incurred by a full-time or temporary (part-time) employee not included in the full-time dedicated planning team in providing expertise, when required, in direct support of the security preparation for the event (e.g., mounted police planners).
- 15.3 Cost for additional full-time or temporary (part-time) positions through contract services to conduct planning activities associated with the security operation at an event (e.g., Information Technology).
- 15.4 The following additional conditions apply to the eligible costs described in paragraphs 15.2 and 15.3:
- All regular salaries, overtime and benefits must be in accordance with existing collective agreements or contracts of employment; and
- Documentation must be provided to specify the number of positions being reassigned, the salary costs attributable to the planning activities and actual time spent to perform security planning activities.
- 15.5 If the full-time planning team model is approved by the Department, overtime and costs related to the replacement of positions in detachments or at headquarters are ineligible for reimbursement.
OR, When the full-time dedicated planning team model is not approved by the Department, the following costs are eligible:
- 15.6 Overtime wages and benefits of full-time or part-time employees (office and field staff) engaged in direct support of the event's planning activities; and
- 15.7 Regular salaries, overtime wages and benefits of temporary employees (backfill) employed (through contract or internal reassignment) to perform the normal duties of the full-time employees (office and field staff) who have been reassigned to perform planning activities for the event.
- 15.8 The following additional conditions apply to the eligible costs described in paragraphs 15.6 and 15.7 :
- All salaries, overtime and benefits must be in accordance with existing collective agreements or contracts of employment;
- Documentation must be provided to specify the number of positions being backfilled, persons employed to backfill and actual time spent; and
- The recipient must demonstrate that an increase in overall staff capacity was required to execute the planning requirements.
Personnel Costs – Deployment and Demobilization
- 15.9 Regular salaries, overtime and benefits of the full-time dedicated planning team (approved by the Department in paragraph 15.1) now working in direct support of the deployment phase security operation and the demobilization activities.
- 15.10 Overtime wages and benefits of full-time and temporary employees engaged in deployment activities and/or demobilization activities.
- 15.11 Regular salaries, overtime wages and benefits of temporary employees (backfill) employed (through contract or internal reassignment) to perform the normal duties of the full-time employees (office and field staff) who have been reassigned to perform deployment or demobilization activities for the event.
- 15.12 The following conditions apply to eligible costs described in paragraphs 15.9, 15.10, 15.11:
- All salaries, overtime and benefits must be in accordance with existing collective agreements or contracts of employment; and
- Documentation must be provided to specify the number of positions reassigned to deployment activities, persons employed as replacements, and actual time spent to perform deployment activities.
- 15.13 For the Deployment Phase only, when the recipient is required to seek the assistance of contracting organizations (e.g. police services) to augment its capacity in a security operation for a Major International Event, regular salaries, overtime and benefits of personnel deployed.
Coverage up to 100% – All Phases (Planning, Deployment, Demobilization)
- 15.14 Leased Space – Costs to temporarily accommodate the full-time dedicated planning team when the jurisdiction is unable to house the team within its existing buildings due to insufficient space.
- 15.15 Leased Warehousing Space – Costs to temporarily accommodate the logistical requirements associated with the storing of assets and equipment necessary for the security operation when the jurisdiction is unable to identify a suitable existing building to store the assets and equipment.
- 15.16 Leased Temporary Command Centre – Costs to accommodate the establishment of a temporary command centre to manage the security operation when the jurisdiction's existing command centre is insufficient to accommodate the Major International Event and when the jurisdiction is unable to make use of an alternative building from its existing infrastructure.
- 15.17 Leased Temporary Detention Processing Centre – Costs to set-up a temporary detention processing centre to handle detainees in relation to the Major International Event when the jurisdiction existing detention processing centre is not suitable due to size and location and when the jurisdiction is unable to identify an alternative building as part of its existing infrastructure.
- 15.18 For eligible costs described in paragraphs 15.14, 15.15, 15.16 and 15.17, the following additional conditions apply: Related building improvements required to meet health and safety standards are also eligible. When configuration of the leased detention processing centre is required, cost eligibility will be given to the most economical design and set-up.
- 15.19 Leased Telecommunication – Costs for infrastructure and/or equipment deemed necessary to enable appropriate communications for the delivery of the security operation during the deployment phase. The jurisdiction must demonstrate the operational requirements for telecommunication infrastructure/equipment that are above and beyond the jurisdiction's normal standards of operation.
- 15.20 Leased Office Equipment – Costs for computers/laptops, printers, photocopiers and shredders necessary for the set-up of a full-time dedicated planning team when all efforts have been made by the jurisdiction to maximize the use of existing internal inventory.
- 15.21 Transportation/Meal/Accommodation Allowance – Costs incurred while on travel status to perform activities directly related to the Major International Event and in accordance with existing collective agreements or contracts of employment.
- 15.22 Vehicle Rentals and Fuel – Costs associated with activities directly related to the Major International Event.
- 15.23 Contracted Private – Sector Services – Fees that are directly related to the jurisdiction's mandate to set-up or demobilize telecommunication infrastructure and/or equipment, logistical and operational equipment, command centre, temporary detention processing centre, staging area to deliver meals to police officers, temporary facility for warehousing capability, and moving services for security equipment.
- 15.24 Courier – Fees associated with the transportation and delivery of paper documents or packages for the exchange of necessary information or documents related to the security activities of a Major International Event
- 15.25 Freight Charges – Fees associated with the shipping of an asset, equipment or material, leased or purchased, directly for the purpose of the security of the Major International Event.
- 15.26 Operational Supplies – Costs associated with general purpose items that have a limited lifespan or are not suitable for recurring use (e.g. event specific police signage and plastic handcuffs).
- 15.27 Office Services – Costs associated with shredding, printing, copying services and translation directly related to the Major International Event.
- 15.28 At the discretion of the Minister, other reasonable incremental security costs deemed necessary for the security operation of the event.
Coverage up to 100% – Planning and Deployment Phases Only
- 15.29 Leased Operational Equipment – Costs associated with leased asset and material deemed necessary for the delivery of the security operation. The jurisdiction must demonstrate it has insufficient equipment, asset or material to meet the security requirements that are above and beyond the jurisdiction's normal standards of operation.
- 15.30 Specialized Training – Costs directly related to the Major International Event security operation and not normally included in the regular professional development program of the jurisdiction (e.g., motorcades and joint exercises led by the RCMP integrated security unit).
- 15.31 Emergency services – Costs attributable to the security preparations of emergency measures such as fire services and paramedics in direct support to the security operations of a Major International Event and specifically requested by the host jurisdictions.
- 15.32 Intra-governmental services – When in the normal course of business a recipient is subject to receiving an invoice for a service it requests from another intra-governmental department (e.g. bus transportation, information technology (IT) support), when the cost of this service is the most economical solution and is generated for the purpose of the event.
- 15.33 Administrative Costs – Costs incurred by a contracting organization (i.e., police services) that are related to supporting the planning and deployment of resources to assist a recipient in fulfilling its responsibilities in the provision of the security operation at a Major International Event, and that do not exceed 3% of the total salary costs claimed under written agreements entered into with the recipient.
Coverage up to 100% – Deployment Phase Only
- 15.34 Purchased Asset, Equipment and/or material – Item purchased when the leasing option is not available. The item addresses a mandatory security requirement for the event but has no further use to the recipient after the event (e.g. riot helmets, communication systems, firearms). The item must be returned to the Government of Canada and managed in accordance with subsection 17.5 related to the management of assets and equipment.
- 15.35 Corrections Officer – Incremental salary expenses and other costs for corrections officers if substantial increases in the number of inmates to be processed is anticipated because of disruptions and high volumes of arrests requiring the use of courthouses during off hours.
- 15.36 Insurance Premium – Additional insurance premium on the recipient's existing policy deemed necessary to mitigate the potential liabilities associated with the Major International Event as determined through a risk management assessment.
- 15.37 Surge Capacity Personnel – Costs incurred by the recipient, during the Deployment Phase of a Major International Event and through written arrangements with a contracting organization (i.e. police service), to deploy additional police officers in support of the security operation.
Coverage up to 50% Coverage – Planning and Deployment Phases Only
- 15.38 Purchased Telecommunications – Infrastructure and/or equipment deemed necessary to enable appropriate communications for the delivery of the security operation during the deployment phase. The jurisdictions must demonstrate the operational requirement for telecommunication infrastructure/equipment that is above and beyond the jurisdiction's normal standards of operation.
- 15.39 Purchased Operational Equipment – Equipment deemed necessary for the deployment phase of the security operation. The jurisdiction must demonstrate the operational requirements that are above and beyond its normal standards of operation. This option can only be exercised if leasing is not possible or if the federal share of the purchase price is equal to, or below the lease cost (e.g., baton, shield, helmet, vest and crowd control equipment such as tear gas, bullets).
Coverage up to 50% Coverage – Planning Phase Only
- 15.40 Purchased Office Equipment – Computers/laptops, printers, photocopiers and shredders necessary for the set-up of a temporary planning office when all efforts have been made by the jurisdiction to make use of internal inventory and equipment and to maximize the use of an existing asset management program in procuring the office equipment required. This option can only be exercised if leasing is not possible or if the federal share of the purchase price is equal to, or below the lease cost.
Coverage up to 50% Coverage – Deployment Phase Only
- 15.41 Purchased Personalized items – Items purchased by the jurisdiction, specifically for the Major International Event, which may be retained for ongoing use within the organization (e.g., boots, clothing with police service crests, clothing which will not be redeployed; police officers' name tags).
- 15.42 Purchased Office Furniture and Equipment – Items that the jurisdiction purchased for an event-specific operation centre or temporary detention centres.
16. Costs ineligible for reimbursement
- 16.1 Backfilled positions of employees assigned to a Major International Event under arrangements between the recipient and a contracting organization.
- 16.2 Backfilled positions of contracted resources.
- 16.3 Emergency, fire and paramedic costs related to routine incident management functions under the responsibility of the jurisdiction, as opposed to incremental costs incurred in direct support to the overall RCMP security operation for the Major International Event.
- 16.4 Medical costs incurred for the delivery of services through the ongoing health infrastructure and resources such as hospitals, clinics and their regular staff complements), as opposed to incremental costs incurred in direct support to the overall RCMP security operations for the Major International Event.
- 16.5 Hospitality, including receptions and luncheons.
- 16.6 Per diem costs paid to employees and police officers who are provided meals at the staging areas set-up for the Deployment Phase.
- 16.7 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 the hosting of a Major International Event (e.g. parking revenue). Reimbursement of financial assistance given by the jurisdiction to individuals, households, businesses, farms and public infrastructure related to a Major International Event.
- 16.8 Reimbursement of financial assistance given by the jurisdiction to individuals, households, businesses, farms and public infrastructure related to a Major International Event.
- 16.9 Intra-governmental services costs charged by one government department or agency to the recipient for the use of equipment or the provision of a service, other than those described under subsection 15.32.
- 16.10 Internal handling or overhead costs which are incurred as part of the recipient's regular management and administrative activities, regardless of the Major International Event taking place.
- 16.11 Interest charges or costs associated with a loan.
- 16.12 Costs associated with extended warranties purchased on assets, equipment and materials for a period exceeding the coverage of the event.
- 16.13 Costs associated with the implementation of projects and/or initiatives that were already planned by the recipient or in progress before the announcement of the event.
- 16.14 Leave liability balances not taken by a police officer as a result of the event such as annual leave, floater annual leave, annual leave carried forward, statutory holiday time and statutory holiday hours carried forward.
- 16.15 Insurance premium claim deductibles and adjusting services.
- 16.16 Health Care.
17. Management of Assets and Equipment
- 17.1 The recipient must make all efforts to use its own assets, equipment and material to address the requirements for the security operation.
- 17.2 When the recipient does not own sufficient assets, equipment and material, all efforts will be made to lease/rent the necessary the necessary goods which are eligible for reimbursement at 100% of the purchase price.
- 17.3 If the recipient does not own sufficient assets, equipment and material, and the option of leasing/renting is not possible, the recipient may proceed with procuring the necessary goods. In such a case, the recipient must pursue the most cost-effective approach to procuring the items and make use of their internal procurement policies and approval processes, when possible. The goods procured and retained by the recipient after the event are eligible for reimbursement at 50% of the purchase price as there is a residual value that remains for the recipient.
- 17.4 If the recipient identifies, during negotiations with the Department, the need to retain the necessary good within the organization's inventory for future use, the Department may agree to reimburse 50% of the purchasing price when the federal share (50%) of the purchase price is equal to, or below the lease/rental cost.
- 17.5 When the leasing/renting option is not available and the assets, equipment and material purchased address a mandatory security requirement for the event but have no further use to the recipient after the event (as indicated in subsection 15.34), the items returned to the Government of Canada are eligible for reimbursement at 100% of the purchase price when the following conditions are met:
- 17.5.1 Early in the negotiation process (Planning Phase) with the Department, the recipient must identify the item to be returned in its cost estimates, and seek approval for the full reimbursement of the item from the Department;
- 17.5.2 The recipient must also communicate with the RCMP, early in the Planning Phase, its intent to transfer the item to the Government of Canada at the end of the event; and
- 17.5.3 The recipient must provide the Department and/or the RCMP pertinent information for the item (e.g. bill of sale, warranty, material safety Data Sheet) and other documentation required for inventory data, to facilitate material lifecycle management and disposal of the item when necessary.
- 17.6 The recipient is responsible to prepare in the Planning Phase of the event, a list of all assets, equipment and material leased/rented or purchased to address the event's security requirements. The list must be included in the cost estimates submitted to the Department and in the contribution agreement. The list must contain the following information:
- 17.6.1 item description;
- 17.6.2 justification of requirement;
- 17.6.3 quantity;
- 17.6.4 cost per item;
- 17.6.5 purchasing or leasing option;
- 17.6.6 percentage of reimbursement claimed (50% or 100%);
- 17.6.7 if applicable, purchased items agreed to be transferred to the RCMP in accordance with subsection 17.5; and
- 17.6.8 tracking reference (e.g. to internal inventory and financial systems).
- 17.7 The recipient is responsible for ensuring proper storage, control and handling of the assets, equipment and material purchased or leased/rented for the event. At the end of the event, the recipient must perform an inventory of all the items purchased and reconcile the list. For audit procedures, all documents must be made available and the items must be accessible for a visual inspection when requested.
- 18.1 All incremental security costs claimed are subject to interim auditing procedures (when applicable) and final audit procedures before payment is made.
- 18.2 The audit will validate the costs claimed to determine their eligibility for reimbursement.
- 18.3 Audits are to be performed by qualified auditors satisfactory to the Department, including any of the following:
- 18.3.1 An independent auditing firm; or
- 18.3.2 The recipient's external auditors.
- 18.4 The recipient must make available for inspection and audit, to the auditors, any supporting documentation, vouchers, invoices, receipts, financial accounts, records and any information related to claimed expenses for which reimbursement is requested in order to determine their eligibility. The recipient shall, after receiving written confirmation of the need to perform audit procedures, provide the auditors access to all facilities without charge.
19. Contracting Organizations
- 19.1 When the recipient is required to seek the assistance of other contracting organizations (e.g., police services) to augment its capacity in the security operation of a Major International Event, and it is expected that the recipient will reimburse them for the eligible incremental security costs incurred, the recipient must:
- 19.1.1 Inform the Department at the earliest stage possible of its intent to negotiate arrangements with the contracting organizations;
- 19.1.2 Ensure the application of the contribution program Terms and Conditions through written arrangements between the recipient and the contracting organizations;
- 19.1.3 Provide the Department with the contracting organizations' cost estimates, which will form part of the recipient's contribution agreement and therefore, be subject to potential reimbursement; and;
- 19.1.4 Perform a thorough review and validation of all costs to ensure that they are in accordance with the contribution program Terms and Conditions as well as the contribution agreement ratified with the Government of Canada, prior to including the incremental costs claimed by the contracting organizations in the final claim to the Department.
- 19.2 All incremental costs claimed by the contracting organizations will be subject to federal audit procedures before the final payment is made.
- 19.3 The contracting organizations must make available for inspection and audit, to the auditors or representatives, any supporting documentation, vouchers, invoices, receipts, financial accounts, records and any information related to claimed expenses for which reimbursement is requested in order to determine their eligibility. The contracting organizations shall also provide access without charge to all facilities for such audits after receiving written confirmation.
20. Payment Recovery
- 20.1 The repayment of any amount exceeding the Total Government Assistance limit will be based on Total Government Assistance received towards the same eligible incremental security costs. If it is determined by the Department that the amount remitted exceeds the amount to which the recipient is entitled to, any such amount shall then be considered a debt due and shall be fully reimbursed by the recipient in accordance with the Terms and Conditions of the contribution agreement ratified between the parties.
- 20.2 Where, for any reason, the recipient has failed to meet or contravened the Terms and Conditions of the contribution agreement, the Department, taking into account the circumstances giving rise to the contravention, may require that the recipient rectify the contravention within a prescribed period and inform the Department in writing once complete.
- 20.3 The Minister may upon written notice to the recipient, amend the contribution agreement, terminate the contribution agreement and request repayment of all or part of the contribution, including any applicable interest. The amount requested is a debt due to Her Majesty the Queen in right of Canada and will be recovered as such.
21. Official Languages
The Government of Canada will work closely with the jurisdictions when planning the security operation for a Major International Event to ensure that they will take into account and will assist the Government of Canada in complying with all the applicable objectives stipulated in Part VIII of the Official Languages Act. Given that the security operation of a Major International Event may be undertaken by a jurisdiction, any communication and public information activities related to the event will acknowledge the communication policies of all relevant orders of government.
22. Intellectual Property
No intellectual property rights are deemed acquired or developed through this contribution program. If, under exceptional circumstances, intellectual property rights are acquired or developed by the recipient as a result of a contribution made under this Program, it will remain the property of the recipient.
23. Financial and Policy Authorities
In accordance with the Financial Administration Act, (R.S.C. 1985, c. F-11), all payments are subject to there being an annual appropriation for the fiscal year in which any commitment would come due for payment. Program correspondence and agreements will include provisions for cancellation or reduction of transfer payments in the event that Departmental funding levels are altered by Parliament.
- Date modified: