Policy Development Contribution Program (PDCP)

Public Safety Canada's Policy Development Contribution Program (PDCP) supports strategic projects undertaken by the Department's stakeholders that contribute to policy making and improved service delivery, in the areas of public safety and emergency management.

Eligible recipients for the contribution program include Canadian provinces, territories, public and private non-profit organizations, Indigenous governments, local non-governmental organizations (NGOs) and national voluntary organizations.

Three categories of projects are eligible under the program:

1. Communications/Information Exchange Projects:
   • Support communication/information exchange in the priority areas of public safety and emergency management.
2. Innovative and Research Projects:
   • Support public policy issues of strategic importance to Public Safety Canada through selective research;
   • Support the development and implementation of policies and legislation;
   • Test innovative approaches to improve service delivery mechanisms; and
   • Support coordination of policy and legislation initiatives across sectors and jurisdictions.
3. Training and Skills Development Projects:
   • Support learning and the ability to translate knowledge into action for communities and community-based organizations that contribute to enhanced public safety and national security.

Terms and Conditions

This is the current version of the Program Terms and Conditions.

1. Authority

The Minister's authority to make transfer payments is paragraph 6(1) (c) of the Department of Public Safety and Emergency Preparedness Act, S.C. 2005, ch.10. The Policy Development Contribution Program (PDCP) for the Department of Public Safety and Emergency Preparedness (the Department) supports policy development through funding allocations to eligible recipients defined in Section 4 of these Terms and Conditions.

2. Program Description & Objectives and Eligible Types of Initiatives

This program provides contributions to Canadian provinces, territories, public and private non-profit organizations, Aboriginal governments, local non-government organizations (NGOs) and National Voluntary Organizations.

The contributions' overall objectives are to forge greater consensus and cooperation among various levels of government and other stakeholders through policy initiatives and activities. Contribution funding has been chosen in order to monitor progress and results of projects/initiatives. The program contributes to the achievement of departmental legislative, policy development, and consultative objectives by:

• Supporting projects in priority areas to address public policy issues of strategic importance to the Department;
• Supporting information driven projects and participation in cross-sectoral and inter-jurisdictional policy and legislative initiatives;
• Supporting innovative approaches and the acquisition of knowledge and the ability to translate knowledge into action for communities and community-based organizations; and
• Contributing to enhanced public safety and emergency management.

The Department provides funding to three categories of projects:

• Communication/Information Exchange projects (12 months maximum);
• Innovation and Research projects (60 months maximum); and
• Training and Skills Development projects (24 months maximum).

3. Expected Outcomes

The activities and outputs of the programs are expected to lead to the immediate and intermediate outcomes. These outcomes can be associated to what the contributions are expected to achieve.

Immediate Outcomes

• Increased knowledge and understanding for decision-making in Canada's public safety and emergency management systems.
• Innovative approaches, lessons learned and best practices documents.
• Shared knowledge and awareness leading to enhanced delivery of services such as dissemination of information.
• Improved intersectoral/interdisciplinary collaboration and delivery of services.

Intermediate Outcomes

• Recommendations to modify policies and legislation.
• Increased public education and confidence in Canada's criminal justice, emergency management, and national security systems.
• Increased capacity of NVOs and not-for-profit organizations to fulfill their mandates.
• Increased community capacity to work with victims, offenders, families and local officials such as police and emergency first responders.

The intermediate outcomes are expected to lead to the following ultimate outcome. While many other social and political factors are expected to affect this outcome, it is still expected that the programs will contribute in a positive way to the achievement of this outcome.

• A safer, secure and more resilient Canadian society.

4. Eligible Recipients

Contributions may be provided to the following classes of recipients in support of the objectives of the PDCP:

1. National, provincial, territorial, municipal, Aboriginal, community or professional organizations, societies and associations which have voluntarily associated themselves for a not-for-profit purpose, and which have a mandate to represent their membership or community;
2. Canadian universities and educational institutions;
3. Provincial, municipal and Aboriginal police services;
4. Aboriginal and non-status governments, organizations and communities;
5. Provincial, territorial, municipal and regional governments;
6. International non-governmental organizations, including bodies associated/affiliated with organizations of which Canada is a member, which have as their purpose supporting public safety and/or emergency management as priorities; and
7. Not-for-profit organizations and associations serving the private sector.

Crown Corporations, for profit groups and individuals are not eligible for funding under the PDCP.

5. Stacking Limits

For any contributions the maximum level (stacking limit) of Total Government Assistance (federal/provincial/municipal assistance for the same purpose and eligible expenses) shall not exceed 95% of the eligible expenditures.

The PDCP will require all recipients to disclose all confirmed and potential sources of funding for a proposed project before the start and at the end of a project.

The PDCP will ensure that the transfer payment assistance provided respects these stacking limits and that the federal contribution is based on the Total Government Assistance received (federal, provincial and municipal assistance for the same purpose and eligible expenses).This includes assistance such as all grants, contributions and any other assistance including non-monetary/in kind contributions being considered; all new investments in the applicant business; provisions for potential losses on loan guarantees and loans; implicit subsidies; forgivable loans; investment tax credits; and any other grant or contribution for which the applicant may be eligible.

The repayment of any amount exceeding the Total Government Assistance limit will be calculated on a pro-rated basis (based on Total Government Assistance received towards the same eligible expenses).

6. Proposal Requirements

The following will be required of all applicants in order for the department to consider a project proposal.

The application must clearly describe the activities and desired outcomes of the project. These must relate to the mandate of the department.

The supporting material would include:

• A completed proposal including;
  • a detailed project description, including the anticipated reach and expected results and how it meets the objectives and priorities of the Program;
  • the amount of funding requested under the Program;
  • an itemized budget for the entire project, disclosing all revenues from all sources (confirmed and potential), including in-kind support,as well as all expected expenses over the life of the project.
  • the names, titles and telephone numbers of persons responsible for managing the project; and
  • a commitment to provide information on the results;
• Depending upon the nature and the duration of the project, the following additional supporting material could be requested:
  • an implementation plan, in particular for major projects. This plan should include a description of the targeted clientele, the expected outputs and outcomes, the data gathering methodologies and timelines.
  • a copy of the most recent financial statements, when available.

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

• Disclose any apparent, actual or potential conflict of interest in compliance with Treasury Board policy and disclosing the involvement of any former public servants under the Value and Ethics Code for Public Servants;
• Register lobbyists as required under the Lobbying Act (applicants shall provide assurance that, where lobbyists are utilized, they are registered in accordance with the Act and that no actual or potential conflict of interest exists nor any contingency fee arrangement);
• Comply with the conditions of the Parliament of Canada Act; and
• Discuss the role of a departmental official if a departmental official is to participate on an advisory committee or board. Such involvement must not be seen to be exercising control on the committee or board or on the use of the funds.

7. Selection Criteria and Review Procedure

Projects will be reviewed against the following selection criteria set out under each category below.

a) Communications/Information Exchange Projects (12 months maximum)

Support for communication/information exchange projects in the priority areas of public safety and emergency management.

Review Criteria:

1. Extent to which the project contributes to Communication or Exchange of Information in one or more of the priority areas listed above.
2. Extent to which the proposal has the explicit support of other levels of government and the community.
3. Does the organization seeking support occupy a credible and strategic position within the public safety sector, including the criminal justice sector, or the emergency management sector for the purpose of Communication or Information Exchange?
4. The project is for a set period of time, not exceeding twelve (12) months.

b) Innovative and Research Projects (60 months maximum)

Supports public policy issues of strategic importance through selective research, and supports development and implementation of policies and legislation, testing innovative approaches to improved and more cost-effective service delivery mechanisms, and coordination of cross-sectoral and inter-jurisdictional policy and legislation initiatives.

Review Criteria:

i) How does the project contribute to:

• the development and implementation of departmental policies/legislation;
• the testing of innovative approaches towards improved and more cost-effective programs or service delivery mechanisms;
• fostering cross-sectoral and inter-jurisdiction policy and legislation initiatives; and
• how does the project support public policy issues of strategic importance through selective research and evaluations of pilot or innovative approaches?

ii) Demonstrate how the proposal has the explicit support of other levels of government and the community.
iii) Demonstrate how the organization seeking support occupies a credible and strategic position within the public safety sector, including the criminal justice sector, or the emergency management sector for the purpose of innovative and research projects.
iv) Does the organization seeking support have the reputation, capability and facility to conduct the required research?
v) Does the proposal include a plan for monitoring, regular reporting, evaluation and dissemination of the final results of the research or evaluation conducted?
vi) The project is for a set period of time, not exceeding 60 months.

c) Training and Skills Development Projects (24 months maximum)

Supports the acquisition of knowledge and the ability to translate knowledge into action for communities and community-based organizations to contribute to enhanced public safety and national security.

Review Criteria:

i) How does the project contribute to:

• skills development that could contribute to the implementation of community-based processes in the areas of public safety and/or emergency management;
• enhanced understanding of public safety and/or emergency management issues;
• increased knowledge development in Canada's public safety and/or emergency management sectors.

ii) Will the activity, event(s) (such as conferences, summits and forums) or training session(s) contribute to enhanced public safety or emergency management?
iii) The project is for a set period of time, not exceeding 24 months.

8. Assessment Procedure

The Department will ask recipients to submit copies of any literature, reports or other products produced in the course of the project, and to provide a statement of the previous year's accomplishments, financial statements, and current and/or future year's budgets.

It will be the responsibility of the project manager to monitor the progress of approved projects and prepare an end of project report on the extent to which projects met the funding objectives.

To assist in determining the effectiveness of the contributions relative to the Department's objectives, the manager will review and document the overall activities of the applicant during the previous year, and file relevant copies of reports, proceedings of conferences and special studies or projects undertaken.

Reports provided by recipients will include both financial reporting and performance reporting linked to the Performance Measurement Strategy below, to support the items listed as indicators including partnership activities, partners and stakeholders engaged, best practices, models, and key project deliverables.

9. Type and Nature of Expenditures

Funds may be used only for expenses directly related to the activities of the project identified in a budget approved by the Department.

Eligible expenses include expenditures such as:

a) Salaries and wages for permanent or temporary professional, clerical, technical and administrative services, including contributions to the Canada Employment Insurance Commission, the Canada Pension Plan, the Workers' Compensation Board, the Provincial Pension Plan or other Employee Benefit Plans;

b) Professional fees for subject matter experts;

c) Services for personnel administration, accounting and bookkeeping, processing lawyers' accounts and audit fees;

d) Rent, normal utilities such as electricity, heat, water and telephone, maintenance of offices and other buildings, insurance and taxes, conference room and meeting room rentals, where these expenses are directly related to the project and are not core or ongoing expenses;

e) Office equipment and minor capital acquisitions net of disposal (less than $5,000 per acquisition)

f) Program supplies and materials (less than $5000 per acquisition);

g) Travel and living expenses related to the delivery of the project, including transportation rental fees;

h) Training, learning, and development programs;

i) Administrative expenses should be clearly defined and should not exceed 15% of the total contribution provided by the Department for a specific project, if not already included within other line items. If administrative expenses are already included in other line items, then the percentage will be reduced accordingly;

j) Honoraria, defined as time-limited remuneration for a volunteer service or participation in project delivery that is consistent with, and essential to the attainment of, the project's objectives.This can include but is not limited to guest speakers and Elder honoraria.

Honoraria cannot be provided as an incentive for participation in a project.

k) Computer services, library expenses, research costs and collection and analysis of statistics;

l) Public awareness and educational activities consistent with the project's objectives;

m) Translation and simultaneous interpretation activities;

n) Shipping charges, postage, licences, and other fees;

o) Printing and distribution activities;

p) Hospitality in Aboriginal contexts, based on the following criteria:

In Aboriginal communities in Canada, a great deal of the work that is done takes place in a communal setting - often, this takes the form of gatherings or ceremonies that have practical uses as well as fulfilling some of the spiritual and cultural needs of participants. Often more can be accomplished during a day-long gathering or ceremony than can be done in several meetings that take place on a regular basis or back to back. This is true for a number of reasons:

• events take place that interrupt meetings
• meetings are necessary for the purpose of doing business with government but not considered culturally important
• atherings and ceremonies involve more than just professionals and garner widespread community buy-in and support

Due to the length of time taken for gatherings and cultural ceremonies, hospitality such as food is considered an essential element of the day. Food has also been traditionally significant amongst all Aboriginal peoples in Canada. The sharing of food with participants, particularly at events with a cultural or spiritual element, is seen as an integral and important part of Aboriginal protocol and culture.

To eliminate hospitality from community-based projects that are founded on traditional knowledge and experiences would be taking away from an integral part of what makes the process unique. Culturally, it would show great disrespect to the participants, which would jeopardize future relationships. As a result, for Aboriginal communities in Canada only, hospitality will be considered as an eligible expense for:

• gatherings
• feasts
• ceremonies
• circles

Hospitality in this case takes the form of food and drink but does not include alcohol.

Ineligible Costs

• Capital costs, such as land, buildings, vehicles and most other capital costs (more than $5,000 per acquisition);
• Hospitality that does not meet the eligible expenses criteria;
• Core or ongoing operating expenses;
• Amortization and interest (cost of borrowing);
• Travel for delegates or participants not directly related to the project, invited by others, or voluntarily attending; and
• Profit, defined as an excess of revenues over expenditures.

10. Maximum Amount

The maximum amount of contribution payable to each recipient will be limited by the vote appropriated for this purpose and the foregoing criteria and will not exceed $200,000 per recipient, per year. Project assistance is provided only at the minimum level to further the attainment of the program objectives and expected results.

A review committee will examine project activities and eligible expenditures and determine the minimum level of assistance required to attain objectives. It will examine costs and take into consideration similar projects and other sources of funding, as well as the remoteness factor of communities.

11. Basis and Timing of Payments

Transfer payments will be paid to recipients based on the reimbursement of eligible expenditures.

Where advance payments are required, they will be issued based on the project risk profile, risk mitigation strategy, and cash flow requirements of the recipient. A holdback provision based on the project risk profile will apply to contributions.

Progress payments will be made upon receipt and acceptance by the Department of interim financial and project reports that outline the activities completed and expenses incurred to date.

A schedule of reporting requirements will be included within the contribution agreement.

Provided that the recipient has met the terms and conditions of the contribution agreement, a final payment will be made only upon receipt and acceptance of a financial statement covering the duration of the project. As per the Policy on Transfer Payments, no organization will be allowed to retain any profits driven from the project. Profits are to be reimbursed by recipients to the Crown.

12. Performance Measurement Strategy

The Performance Measurement (PM) Strategy for the PDCP outlines ongoing performance measurement that will be implemented by Public Safety Canada to ensure there is sufficient performance information available to effectively plan, monitor, and report on results throughout the delivery of the Program, and to effectively support evaluation of the Program.

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

13. Intellectual Property

If a project produces intellectual property, the Recipient retains copyright for any work produced under the contribution agreement. However, in situations where the Department wishes to use the intellectual property produced by a Recipient, the following optional clauses may be included in a contribution agreement:

• The Recipient retains copyright for any work produced under this agreement.
• The Recipient gives the Minister a royalty-free, permanent and non-exclusive license to produce, reproduce or publish, in any way, the original work or an adaptation, in any language, for use within the federal public service and for non­commercial distribution, including the evaluation research design, data collection instruments and all interim and final evaluation reports.
• The Recipient agrees to provide the Minister with three copies and one electronic version in MS-Word or other agreed format of [insert name of document].

14. Official Languages

Public Safety and Emergency Preparedness will work, through Contribution Agreements, with communities and organizations in their preferred official languages. All information published or made available as it relates to the contribution program will be made available in both official languages and posted on Public Safety's website in both official languages.The Program's overall objectives are to be implemented within the broader context of the linguistic duality of Canada by supporting projects that will serve official language minority communities while being mindful of gender and diversity issues.

In their proposals, communities and organizations will be required to demonstrate the ways by which their proposed services and programs will respond to the needs of the official language minority communities and the impact their projects may have on these communities.

Date modified:

2017-12-13