Special Council Meeting – Agenda January 20, 2020 – 6:30 Pm Council Chambers 203 Main St

Town of Shelburne Special Council Meeting – Agenda January 20, 2020 – 6:30 pm Council Chambers 203 Main St. E, Shelburne

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______1. Call to Order

2. Disclosure of Pecuniary Interest and General Nature Thereof

3. Special Council Meeting

1. Report CAO 2020-01 from the CAO regarding Shelburne Police Services – Estimated Cost Increases Related to the Town of Orangeville’s Police Services Disbandment.

Recommendation: BE IT RESOLVED THAT Council receives report CAO 2020-01 regarding Shelburne Police Services: Estimated Cost Increases related to the Town of Orangeville’s Police Services Disbandment;

AND THAT Council requests that the Shelburne Police Services Board fund the 2020 unbudgeted SPS estimated costs of $175,684 plus any other 2020 increased costs from the Shelburne Police Services Operating Reserve;

AND THAT Council directs staff to include an estimated Special Levy for policing services and facility needs in the 2021 Budget Framework in the estimated amount of 12.39%.

4. Confirming By-law

Confirming By-law – January 20, 2020

Recommendation: BE IT RESOLVED THAT leave be given for the reading and enacting of By-law #05-2020 being a By-law to confirm certain proceedings of the Council of the Corporation of the Town of Shelburne for its special council meeting held January 20, 2020.

5. Adjourn

BE IT RESOLVED THAT we now adjourn to meet at the call of the Mayor.

Information is collected under the authority of The Municipal Freedom of Information and Protection of Privacy Act. The agenda is a public document and forms part of the permanent public record. Questions about the collection of personal information should be directed to the Clerk at 519-925-2600. Meeting Date: Monday, January 20, 2020

To: Mayor Mills and Members of Council

From: Denyse Morrissey, Chief Administrative Officer Report: CAO 2020-01

Subject: Shelburne Police Services: Estimated Cost Increases related to the Town of Orangeville’s Police Services Disbandment

Recommendation

Be it Resolved that Council:

1. Receives report CAO 2020-01 regarding Shelburne Police Services: Estimated Cost Increases related to the Town of Orangeville’s Police Services Disbandment; and that

2. Council requests that the Shelburne Police Services Board fund the 2020 unbudgeted SPS estimated costs of $175,684 plus any other 2020 increased costs from the Shelburne Police Services Operating Reserve; and that

3. Council directs staff to include an estimated Special Levy for policing services and facility needs in the 2021 Budget Framework in the estimated amount of 12.39%

Background

In around mid December 2019, Council and the current Shelburne Police Services Board was provided with new information by the Police Chief related to the Town of Orangeville’s December 2019 decision to accept the proposal

Report CAO2020-01 Page 1 of 11 from the Ontario Provincial Police. The Town of Orangeville Council had approved requesting a second costing from the OPP on December 11, 2018.

The estimated timelines for the transition to OPP in the Town of Orangeville is October 1, 2020.

The Town of Shelburne has been advised that this disbandment decision impacts the operations of the Shelburne Police Services due to the reliance on the Orangeville Police Services for range of services.

A Memorandum of Understanding (MOU) between the SPS and OPS was referenced by the Police Chief. In December 2019 the Town was provided with a copy of a document “Orangeville Police Directive” and the title is Partnering with Shelburne Police. The date on the bottom left is September 6, 2018. It is watermarked draft with the effective date not included. This document is provided in Appendix 1.

The services and related costs applicable to the “Orangeville Police Service Directive” and the services provided to the Shelburne Police Services and the related costs were not evaluated as part of our 2019 police services review. In the absence of knowledge by Town staff, the potential additional and significant costs where not incorporated in the 2020 SPS Budgets in the event that the Town of Orangeville chose the OPP.

This document was not provided to Town staff or the Consultant. The Consultant’s report was presented in June 2019 and the Town of Shelburne had until July 15, 2019 to respond to the OPP.

Based on the 2020 budget a 1 percent increase or decrease in the tax levy represents $74,793.

Shelburne Police Services Board – Resolution, December 17, 2019

BE IT RESOLVED THAT:

The Board receives the Closed Session verbal report from the Chief of Police;

AND that, in anticipation of the pending disbandment of the Orangeville Police Service, the Board hereby requests that Council consider how the following time-sensitive matters are now to be addressed in order to ensure the continued delivery of adequate and effective policing by the Shelburne Police Service:

Report CAO2020-01 Page 2 of 11 1. Existing police station deficiencies; 2. Supervision; 3. Provision for court duties, WASH court, prisoner guarding and transportation; and 4. Dispatch services

AND that, the Board further requests that Council provide a status update as to these considerations by the January 21st, 2020 meeting of the Board.

The resolution above was included on the Council agenda on January 13, 2020

Council Resolution January 13, 2020 BE IT RESOLVED THAT: Council receives the resolution of the Shelburne Police Services Board dated December 17, 2019 regarding certain matters that may affect the Shelburne Police Service’s ability to continue to deliver adequate and effective policing in light of the pending disbandment of the Orangeville Police Service; AND THAT Council requests that staff work with the Chief of Police to determine the extent to which these matters can be adequately addressed, as well as the financial impacts that may be expected as a result; AND THAT Council requests that staff provide a report to Council at a Special Meeting of Council to be held January 20, 2020.

The estimated financial impacts related to the new staff and the estimated salary and benefit costs, as well as increased costs in other areas for 2020 and 2021 are summarized in this report.

Given the range of services as outlined by the Shelburne Police Chief that are provided by the Orangeville Police Services that would no longer be available there are significant cost implications.

Based on the 2020 budget a 1 percent increase or decrease in the tax levy represents $74,793.

The 2020 Shelburne Police Services Budgets are provided in Appendix 2.

Report CAO2020-01 Page 3 of 11 Analysis

This report addresses the topics in the listed order of the December 17, 2019 request of the Shelburne Police Services Board:

. Existing police station deficiencies . Supervision . Provision for court duties, WASH court, prisoner guarding and transportation . Dispatch services

Existing Police Station Deficiencies

A number of reports regarding the police facility have been presented in the last 24 months. These reports also estimated the costs of a new building and related land and servicing costs.

The debt cost (principle and interest payments) to borrow $3 M for a police building needs was estimated in June 2019:

Term 20 Years Loan Amount $3,000,000 Annual Interest Rate 3% Scheduled Payment (2) $100,281.31 Annual Payment $200,562.62 Number of Payments 40 Total Interest $1,001,252 Taxation/Levy Impacts +2.88%* *estimated based on 2019 budget

On April 8, 2019 Council approved the following:

BE IT RESOLVED THAT Council requests staff to review all former space planning considerations developed by the Police Accommodation Sub- Committee;

AND BE IT FURTHER RESOLVED that staff provide a summary of this information to determine whether the Shelburne Police Service’s accommodation adequacy concerns could be satisfactorily addressed through a renovation and expansion of the current facility at a cost not exceeding $3 million dollars.

At the direction of Council, space planning options were developed and presented to Council on June 10, 2019. As the report outlined, the approach taken in that review was that $3 million dollars is the maximum amount that would be borrowed. The capital costs for an expansion would also include the current and estimated five-year future development charges (DCs) for police

Report CAO2020-01 Page 4 of 11 services. At that time, the current and estimated DCs were $872,400. The expansion project budget could be about $3.87 million including current and future DCs.

The following response was provided by the Shelburne Police Services Board on June 19, 2019:

On the matter of the CAO's accommodation report and request for comment, that the Shelburne Police Services Board can agree that the proposed renovation drawing(s) as provided meet with the earlier identified (Walter Fedy Strategic Plan 2015-2015 conducted October 2015) space needs and functional program analysis requirements of being between 8000 to 9000' - suggested as necessary in meeting current and future adequate accommodation requirements however; the Board does not possess sufficient building knowledge nor expertise to comment on whether the proposed design, being spread over 3-floors, either meets with i) specific code requirements (E.g. size of holding cells proposed) and/or ii) the efficient and necessary functional needs of a working police station. To that end, the Chief has expressed considerable concern with the current proposed plans.

Council gave the following direction on July 10, 2019 and required the Police Services Board to undertake a service delivery review (SDR):

BE IT RESOLVED THAT Council requests that the Shelburne Police Services Board complete a comprehensive service delivery review of the Shelburne Police Service prior to, and as a condition of, the Town of Shelburne committing any capital investment towards the building and space needs for the Shelburne Police Service;

AND BE IT FURTHER RESOLVED THAT the service delivery review should consider needs-based staffing projections as well as the possible expanded use of technology and other innovative practices to minimize physical building space requirements.

It was anticipated by staff that the Service Delivery Review (SDR) for the Shelburne Police Services would provide additional analysis for police services specific to future staffing and facility space needs. Council approved funding of up to $50,000 for the consultant from the Town’s accommodation reserve.

Should options other than a renovation and expansion of the existing building be re-assessed the capital costs for a new building, plus land and servicing related costs would increase the borrowing requirements as well as the corresponding annual tax levy increase needed.

The RFP was issued on October 15, 2019 by the Shelburne Police Service Board. Included under 1.5 Proposed Project Timing is:

Report CAO2020-01 Page 5 of 11

RFP Issuance October 15, 2019 RFP Closes November 15, 2019 Interviews if requested November 30, 2019 Award Date December 15, 2019 Report Completion Date March 15, 2020 Presentation of Report to Board March 17, 2020

The SDR report would also need to be presented to Council and that was anticipated in April or May 2020.

The approval by Council for a capital project, whether a renovation combined with expansion of the current building or a new building (plus land and servicing costs) and the applicable debt funding would be also be required.

The estimated capital project timeline for a renovation might be based on a building renovation/expansion: project with design, drawings, engineering in summer 2020, issuance of an RFP/tender commencing in fall 2020. Award of project in late 2020 or early 2021. It would likely be late 2021 or early 2022 for the capital project to be completed.

At this time the RFP for the SDR has not been awarded. The RFP for the SDR is provided in Appendix 3.

Since July 2019, no additional analysis or work has been completed by Town staff related to police building needs or debt requirements for the Shelburne Police Services. The approved 2020 Town budget included $187,845 to upgrade the HVAC at Town Hall and primarily in response to the ongoing concerns of Shelburne Police Services about the year round extreme temperatures experienced within Town Hall.

The 2020 budget included an additional annual special levy of about 2.88% or $200,562. This is equivalent to one year’s debenture payment based on a 20 year term and borrowing $3 million. In 2020, this amount was placed into a reserve for the police building needs based on completing a renovation/expansion at the current location.

Supervision

As of January 2020, the SPS consists of the following positions: 1 Chief of Police, 2 Sergeants, 12 Constables, 2 full time administration civilian staff, 6 auxiliary/guards, in addition to one special constable who works an average of 8 hours per week

Report CAO2020-01 Page 6 of 11 Based on the 2020 budget police salary and salary related costs are $2,384,789. This represents about 46 percent of total Town related salary costs.

There are significant increased police salary costs related to supervision that the Police Chief in December 2019 outlines:

“With the looming disbandment of the Orangeville Police Service another area of concern for me as the Chief of Police is supervision. The Ontario Police Services Act Ontario Regulation 3/99 - Adequacy and Effectiveness of Police Services, section 10 (a) states: Every chief of police shall ensure that there is supervision available to members of the police force 24 hours a day.

Unfortunately with only two Sergeants and myself as supervisors there is no possible way to have a 24 hour supervision 365 days a year. This is another area where we relied on the Orangeville Police Service to assist as they did have supervision 24 hours a day 365 days a year. In order to fulfill this requirement we would need to increase our supervisors by two more sergeants and a rank between myself and the sergeants.”

It is estimated that the addition of the new supervisory three positions the Police Chief lists are required is about $464,545. This is based on 2020 wages using top of salary range (which is achieved at 18 months) being applied with an estimated 2% increase over 2019 negotiated salaries. Police contracts expired December 31st, 2019.

The requested new supervisory positions are:

Sergeant (1) range of $108,450 - $114,533 $114,533

Sergeant (2) $114,533

Inspector (12% over Sergeant, as per Police Chief) $128,276

Sub-total $357,342

30% Benefit costs (employer costs, OMERS, health related etc) $107,203

Total Annual $464,545

This amount, pro-rated for 2020 based on an estimated effective date of October 1, 2020, is estimated to be $116,136. There are also additional costs related to post retirement benefits to age 70 that SPS officers and civilian staff receive that would apply but have not been calculated at this time.

Report CAO2020-01 Page 7 of 11 Retention Pay

These supervisory salary and uniformed officer costs do not include the annual additional pay for “retention pay” where eligible. This is an additional percentage amount per year based on years of continuous uniform service with any Ontario Police Service.

An officer with the applicable years would receive the salary increase negotiated, plus an additional amount based on the number of years of service for annual retention pay using “3/6/9” percent. Retention pay is based on 1st Class Officer salary which is estimated at $101,355.71 in 2020 (based on 2% increase in 2019 salaries). Police contracts expired December 31st, 2019.

These new positions could also be eligible, based on years of service, for annual retention pay:

8 Years 3 Percent $101,355.71 $3,040.67 annually

17 Years 6 Percent $101,355.71 $6,081.34 annually

23 Years 9 Percent $101,355.71 $9,122.01 annually

Plus 28% Benefit costs (employer costs, OMERS, health related etc)

An additional benefit cost of about 28% would apply. This excludes life insurance and why reduced from 30% on retention pay.

Provision for Court Duties, WASH court, Prisoner Guarding and Transportation

The Police Chief has estimated 2020 costs for additional special constable related costs are:

Court Officer/Special Constable $68,000*

30% annual benefit costs $20,400

Sub-Total $88,400

WASH** $25,000 - $35,000

Total annually up to $123,400

Report CAO2020-01 Page 8 of 11 *estimated range is $65,000 to $68,000 based on 4 days a week, 32 hours/wk. Top of range used. ** Weekend and Statutory Holiday (WASH) court. Top of range used.

This amount, pro-rated for 2020 based on an estimated effective date of October 1, 2020, is estimated to be $30,850.

Dispatch Services

The current dispatch contract is with OPS and was awarded via RFP. Dispatch would no longer be provided after the estimated transition time of October 1, 2020.

The 2020 fee is $67,140. An estimate had been provided by another dispatch service that is based on a per capita population cost. The 2020 dispatch fees would be about $90,000 or an increase of $22,860. The increase would be pro-rated as of October 1, 2020. The estimated dispatch costs for 2021 are $113,000.

Financial Impact

Based on the 2020 budget a 1 percent increase or decrease in the tax levy represents $74,793.

The estimated 2020 new increased costs, pro-rated based on an effective date of October 1, 2020 are:

Supervisory positions (3) $116,136

Retention pay (using 6%) $ 5,838

Special Constables/WASH $ 30,850

Dispatch $ 22,860

Total $175,684*

*this does not include any related costs for equipment, uniforms, fleet or other applicable needs for increased staffing.

The estimated 2021 annual costs using 2020 figures, due to the reliance of the Shelburne Police Services on the Orangeville Police Services plus borrowing up to $3 million for building expansion is summarized:

Report CAO2020-01 Page 9 of 11 Supervisory positions (3) $464,545

Retention pay (using 6%) $ 23,352*

Special Constables/WASH $123,400

Sub-Total $611,297

Dispatch services $113,000

Sub-Total (9.68% of 2020 levy) $724,297

20 Yr Annual Debt/Reserve Contribution $202,562

Grand Total (12.39% of 2020 levy) $926,859

*retention pay would be adjusted if instead 3 percent or 9 percent.

The estimated reserve balances as of January 2020 are:

Shelburne Police Services Operating Reserve $552,361 (will fluctuate depending on 2019 SPS year end)

Town of Shelburne Emergency Services Reserve (new) $200,562

Town of Shelburne Police Accommodation Reserve $126,827

The unbudgeted new 2020 costs estimated to be $175,684 plus potential other costs for increased staffing and related costs could be funded from a reserve fund(s). There is no impact to the 2020 approved operating budgets by using police reserves.

The estimated annual costs in 2021, before any new potential contract-based wage increases or other adjustments, are $724,297. There are three contracts specific to the Police Chief, uniformed officers, and civilian staff. They expired on December 31, 2019.

The 2021 estimates have included dispatch services and the new SPS staffing related requirements outlined by the Police Chief.

This would require a corresponding increase in the tax levy in 2021 that would represent an additional 9.68% estimated increase in the tax levy based on 2020 current budget data. When including the facility needs special levy of $202,562, already established as part of the 2020 budget framework, this brings the estimated total special levy amount required in 2021 to 12.39%.

Report CAO2020-01 Page 10 of 11 Policies & Implications

Not applicable

Consultation and Communications

Not applicable.

Council Strategic Priorities

Council’s Strategic Priorities has three Goals - Sustainable, Engaged and Livable. There are a total of 12 targets with the three Goals.

This report aligns with the Sustainable Goals within the Targets:

Target T2 Municipal Services Review and Evaluation

Target T3 Invest in Critical Infrastructure for the future

Supporting Documentation

Appendix 1: Orangeville Police Service Directive – watermarked draft September 6, 2018

Appendix 2: Shelburne Police Services 2020 approved budgets

Appendix 3: Shelburne Police Services Request for Proposal: Service Delivery Review for the Shelburne Police Service. Issued October 15, 2019.

Respectfully submitted:

______

Denyse Morrissey, CAO

Report CAO2020-01 Page 11 of 11 ORANGEVILLE POLICE SERVICE DIRECTIVE

TITLE: Partnering with Shelburne Police DIRECTIVE NUMBER: oPs-029 EFFECTIVE DATE: To be Determined AUTHORITY: Chief Wayne Kalinski

Purpose

1) Orangeville Police and Shelbume Police into a shared resource agreement. It is reco gnized that increase both of our or ganization' s operational effici S us to better meet the needs of our respective bers

Procedure

1) The areas ofshared resources ve ate: a) Scenes of Crime Officer ) ) b) a c) Canine d) Guarding of ; and e) D persons in custody at Dufferin

Scenes , Brea thtlyzer Technician or Canine Officer

1) When burne in Charge identifies that a S.O.C.O. Officer, Breathal Canine Officer is required and there isn't one currently on y make a request to Orangeville Police through the Communications the Orangeville Police Officer in Charge (O.I.C.) to determine if e Police have a S.O.C.O Officer, Breathalyzer Technician or Canine Officer on duty

2) If Orangeville Police has a S.O.C.O. Officer, Breathalyzer Technician or Canine Officer avallable, the O.I.C. has the discretion to direct the Orangeville Police S.O.C.O. Officer, Breathalyzer Technician or Canine Officer on duty to assist Shelburne Police.

oPS-029(06SEP18) ORANGEVILLE POLICE SERVICE DIRECTIVE

3) If Orangeville Police requires a S.O.C.O. Officer or Breathalyzer TEchnician and there is not one cuffently available on duty, the O.I.C. will make a request through the Communications Centre to the O.I.C. in Shelburne to determine if they have a S.O.C.O. officer or a Breathalyzer Technician available to assist' Orangeville Police, The request and the response will be the original Occurrence report.

Guarding of Prisoners and

1) If Shelburne Police needs to lodge a in cells as a of a 24 Hour Hold or Show Cause Hearing, the O.I.C can request to the Orangeville Police in the same manner to Orangeville Police can accommodate in the Police cellblock.

2) If Orangeville v Orangeville prisoners, the request can at the .I ' 3) If Orangeville does have a on duty, a guard can be called in to facilitate and this cost will be billed back to in both scenarios described a and the fo be outlined;

a. b. the O made request, c. the O.I.C the request, d. reason for e. any expenses as a result.

Any additional costs associated with the care and control of the Shelbume prisoner will be billed back to Shelburne Police Service. All Orangeville Police Prisoner Care & Control policies will be applicable as outlined in LE-016.

4) Transporting of the Shelbume prisoner to Wash Court or to a 24hour hold facility requires the approval of the Orangeville Police O.I.C.

oPS-029(06SEP18) ORANGEVILLE POLICE SERVICE DIRECTIVE

Assisting Shelburne Police with Court ordered Collection of DNA for persons in custody at Dufferin Courthouse

1) When Orangeville Police Court Services are notified of an in custody DNA Order for a Shelburne Police Service accused, Orangeville Police Special Constables will take the sample and prepare the required documentation. 2) The Orangeville Police Special Constable will an Occurrence number from the Communications Centre and adVlSE order for Shelburne Pelice and cross reference the Shelburne Number. 3) Advise via email of the completed s fo with the accused name and Orangeville Police S num a) Chief Kent Moore andlor his b) The Orangeville Police Court Offi te so information can be dis on the S daily report.

Administration

1) For the above Police, the ooPolice Communica entre create a Assist - Assist other Agencyo'. foll will be outlined in the Occurrence. The the request by Shelburne Po a me of the Occurrence and the amount o spent on by e Police. The Officer in Charge of the t of Support Services to ensure appro ls

oPs-029(o6sEP18) FUNCTION: PROTECTION SERVICES - SHELBURNE POLICE BOARD BUDGET (SPSB) SERVICE: POLICE PROTECTION

REVENUES 01-2020

GL ACCT ACCOUNT DESCRIPTION 2018 2018 2019 2019 2020 2020 VS 2020 vs 2021 2022 2023 FINAL ACTUAL FINAL ESTIMATED FINAL 2019 2019 ESTIMATED ESTIMATED ESTIMATED BUDGET YEAR END BUDGET YEAR END BUDGET $ % BUDGET BUDGET BUDGET 5201 GAIN OR LOSS ON SALE OF ASSET 4,000 6,984 5,000 0 5,000 0 0 5,000 5,000 5,000 5402 GENERAL POLICE REVENUE 5,000 5,855 5,000 3,473 5,000 0 0 5,100 5,202 5,306 5403 RCMP FINGERPRINT REVENUE 1,000 755 1,000 800 1,000 0 0 1,020 1,040 1,061 5404 CRIMINAL RECORD CHECKS 9,500 13,272 11,000 10,000 11,000 0 0 11,220 11,444 11,673 5407 POLICE RIDE GRANT 8,944 8,954 8,944 8,840 8,944 0 0 9,123 9,305 9,491 5418 D.A.R.E. REVENUE 1,500 50 500 0 500 0 0 510 520 531 5419 PAID DUTY REVENUES 18,000 10,481 12,000 8,000 12,000 0 0 12,240 12,485 12,734 5422 SAFER COMMUNITIES GRANT 35,000 35,000 35,000 8,861 0 (35,000) -100 0 0 0 5427 COURT SECURITY REVENUE (CSPT) 6,100 6,177 6,100 3,866 3,500 (2,600) -43 3,500 3,570 3,641 5428 TSF FROM OPERATING RESERVE 40,000 40,000 40,000 40,000 40,000 0 0 40,000 40,000 40,000 5439 COMMUNITY SAFETY & POLICING GR 0 0 0 26,250 26,050 26,050 100 26,250 0 0 New CANNABIS RETAIL IMPLEMENT'N GR 0 0 0 5,000 10,000 10,000 100 10,000 10,000 10,000 POLICE (SPSB) REVENUES 129,044 127,528 124,544 115,090 122,994 (1,550) -1 123,963 98,567 99,438

ACCOUNT DESCRIPTION Draft Budget Provided by Shelburne Police Services Board 5403 Offset by Expense Line 7406 5422 Safer Communities Grant has been replaced by Community Safety & Policing Grant 5439 New Grant - over 3 years 2019-2021 - offset by new expense line for costs associated with the grant (line 7450) New Cannabis Retail Implementation Grant realigned to Police revenue starting 2020, as requested by Shelburne Police Services Board

Page 21 of 41 12/3/2019 FUNCTION: PROTECTION SERVICES - SHELBURNE POLICE BOARD BUDGET (SPSB) SERVICE: POLICE PROTECTION

EXPENDITURES 01-2020

GL ACCT ACCOUNT DESCRIPTION 2018 2018 2019 2019 2020 2020 VS 2020 vs 2021 2022 2023 FINAL ACTUAL FINAL ESTIMATED FINAL 2019 2019 ESTIMATED ESTIMATED ESTIMATED BUDGET YEAR END BUDGET YEAR END BUDGET $ % BUDGET BUDGET BUDGET 7101 POLICE SALARIES 1,698,915 1,538,191 1,784,580 1,650,000 1,854,022 69,442 4 1,970,643 2,129,762 2,248,655 7150 POLICE BENEFITS 446,638 388,646 413,504 400,000 444,006 30,503 7 468,925 494,604 521,065 7151 POLICE EHT 33,147 30,212 34,666 33,000 36,416 1,751 5 38,709 41,820 44,174 7152 POLICE WSIB 45,802 42,066 50,143 50,143 50,345 202 0 53,603 58,093 61,278 7201 POLICE SERVICE BRD EXPENSE 6,000 9,261 6,250 3,000 7,000 750 12 7,140 7,283 7,428 7203 POLICE SERVICE BRD TRAINING 1,500 534 2,500 0 2,500 0 0 2,500 2,550 2,601 7301 POLICE CLEANING ALLOWANCE 4,500 0 0 0 0 0 0 0 0 0 7302 POLICE OFFICE SUPPLIES 8,500 9,693 9,200 5,500 9,500 300 3 9,690 9,884 10,081 7303 POLICE COMPUTERS 16,000 16,292 16,000 9,000 16,000 0 0 16,320 16,646 16,979 7304 POLICE COMPUTER SUPPORT 16,500 22,360 17,500 22,000 20,500 3,000 17 20,910 21,328 21,755 7307 POLICE RADIO MAINTENANCE 5,000 3,306 5,100 4,000 5,202 102 2 5,306 5,412 5,520 7308 POLICE BANKING FEES 500 420 510 450 520 10 2 531 541 552 7311 POLICE VEHICLE GAS/MAINTEN 47,000 56,566 50,000 50,000 52,000 2,000 4 53,040 54,101 55,183 7312 POLICE EQUIP & SUPPLIES 8,500 13,343 9,000 9,000 10,000 1,000 11 10,200 10,404 10,612 7313 POLICE CLOTHING 9,500 11,667 8,800 8,000 10,500 1,700 19 10,710 10,924 11,143 7314 POLICE PHOTOCOPIES 5,000 4,858 5,100 4,000 5,100 0 0 5,202 5,306 5,412 7316 POLICE LEGAL/PROFESSIONAL FEES 10,000 10,698 10,200 6,500 35,200 25,000 245 35,904 36,622 37,355 7351 POLICE MEMBERSHIP/CONV 5,000 6,399 5,500 5,700 6,500 1,000 18 6,000 6,000 6,500 7352 COMMUNITY SERVICE INITIATIV 2,000 2,773 2,040 2,000 2,040 0 0 2,081 2,122 2,165 7361 POLICE CRUISER INSUR & LIC 16,000 16,658 16,320 14,920 41,500 25,180 154 42,330 43,177 44,040 7362 POLICE GUARD PRISONER FEE 1,000 1,122 1,020 2,000 1,020 0 0 1,040 1,061 1,082 7368 POLICE TRAVEL & MEALS 3,500 6,306 3,570 3,000 4,000 430 12 4,080 4,162 4,245 7369 POLICE TELEPHONE 10,000 8,734 9,900 8,000 10,900 1,000 10 11,500 11,730 11,965 7371 POLICE RADIO DISPATCH 63,906 64,721 65,184 65,184 67,140 1,956 3 68,483 69,852 71,250 7372 POLICE TRAINING COURSES 15,000 14,099 14,300 10,000 11,500 (2,800) -20 11,730 11,965 12,204 7373 POLICE POSTAGE & MAINTENANCE 1,500 2,758 1,530 1,500 1,530 0 0 1,561 1,592 1,624

Page 22 of 41 12/3/2019 7374 CRIME STOPPERS 1,000 1,000 1,020 0 1,020 0 0 1,040 1,061 1,082 7381 CISCO 3,000 1,596 3,060 1,500 3,060 0 0 3,121 3,184 3,247 7382 POLICE WEB SITE 700 1,155 714 600 714 0 0 728 743 758 7405 POLICE ADVERTISING 1,500 426 1,530 300 1,530 0 0 1,561 1,592 1,624 7406 RCMP FINGERPRINT FEE 1,200 500 1,224 600 1,224 0 0 1,248 1,273 1,299 7450 COMMUNITY SAFETY & POLICING 0 0 0 11,600 5,800 5,800 100 6,000 0 0 7602 TSF TO CAPITAL EQUIP RESERVE 50,000 50,000 50,000 50,000 50,000 0 0 50,000 50,000 50,000 7603 TSF TO POST EMPLOYMENT BENEF. 20,835 20,835 20,607 20,607 20,636 29 0 20,636 20,636 20,636 7615 TSF TO POLICE OPERATING RESERVE 0 200,431 0 159,013 0 0 0 0 0 0 POLICE (SPSB) EXPENDITURES 2,559,143 2,557,627 2,620,571 2,611,117 2,788,926 168,354 6 2,942,473 3,135,431 3,293,515

NET FUNDS TO BE RAISED (2,430,099) (2,430,099) (2,496,027) (2,496,027) (2,665,932) (169,904) 7 (2,818,510) (3,036,864) (3,194,076)

Draft Budget Provided by Shelburne Police Services Board

ACCOUNT DESCRIPTION 7101 Salary Contracts Expire in 2019 7301 Clothes Cleaning Allowance Included in Salary Line 7406 Offset by Revenue Line 5403 7450 New Expense line for offsetting CPS Grant - balance of costs are covered under Salary Line 7101

Page 23 of 41 12/3/2019 FUNCTION: PROTECTION SERVICES - SHELBURNE POLICE DEPARTMENT SERVICE: POLICE ADMINISTRATION & ACCOMMODATIONS

EXPENDITURES 01-2020

GL ACCT ACCOUNT DESCRIPTION 2018 2018 2019 2019 2020 2020 VS 2020 vs 2021 2022 2023 FINAL ACTUAL FINAL ESTIMATED FINAL 2019 2019 ESTIMATED ESTIMATED ESTIMATED BUDGET YEAR END BUDGET YEAR END BUDGET $ % BUDGET BUDGET BUDGET new ADMINISTRATION SALARIES 0 0 0 0 45,695 45,695 100 46,609 47,541 48,492 new UTILITIES, BLDG MAINT, AUDIT 0 0 0 0 29,987 29,987 100 30,587 31,198 31,822 POLICE DEPT EXPENDITURES 0 0 0 0 75,682 75,682 200 77,196 78,740 80,314

new Administration of Treasury/Payroll/Payables - CSP Sustainable Goal Target T2 Municipal Service Review & Evaluation new Hydro, Gas, Water & Wastewater, Audit, Custodial, Building Maintenance - CSP Sustainable Goal Target T2 Municipal Service Review & Evaluation

Page 24 of 41 12/3/2019 FUNCTION: PROTECTION CAPITAL PROJECTS CAPITAL PROJECT: POLICE CAPITAL PROJECTS

REVENUES: 02-2020

GL ACCT ACCOUNT DESCRIPTION 2018 2018 2019 2019 2020 2020 VS 2020 vs 2021 2022 2023 FINAL ACTUAL FINAL ESTIMATED FINAL 2019 2019 ESTIMATED ESTIMATED ESTIMATED BUDGET YEAR END BUDGET YEAR END BUDGET $ % BUDGET BUDGET BUDGET 5401 POLICE PROVINCIAL GRANTS 0 0 12,000 13,620 0 (12,000) -100 0 0 0 5402 TRF FROM POLICE DC CHARGES 0 0 0 0 0 0 0 0 0 0 5403 REVENUE FUND TAX BASE 0 0 0 0 0 0 0 0 0 0 5404 TRF FROM OPERATING RESERVE 75,800 45,462 23,000 21,380 13,500 (9,500) -41 10,000 15,000 55,000 5405 TRF FROM CRUISER RESERVE 36,000 38,669 58,000 58,000 33,000 (25,000) -43 47,500 30,000 40,000 POLICE CAPITAL REVENUE 111,800 84,131 93,000 93,000 46,500 (46,500) -50 57,500 45,000 95,000

ACCOUNT DESCRIPTION

EXPENDITURES: 02-2020

GL ACCT ACCOUNT DESCRIPTION 2018 2018 2019 2019 2020 2020 VS 2020 vs 2021 2022 2023 FINAL ACTUAL FINAL ESTIMATED FINAL 2019 2019 ESTIMATED ESTIMATED ESTIMATED BUDGET YEAR END BUDGET YEAR END BUDGET $ % BUDGET BUDGET BUDGET 7500 CAPITAL EXPENDITURE 111,800 84,131 93,000 93,000 46,500 (46,500) -50 57,500 45,000 95,000 7504 TRANSFER TO ADMIN RESERVE 0 0 0 0 0 0 0 0 0 0 7504 TRANSFER TO POLICE CAP RESERVE 0 0 0 0 0 0 0 0 0 0 POLICE CAPITAL EXPENDITURE 111,800 84,131 93,000 93,000 46,500 (46,500) -50 57,500 45,000 95,000

NET FUNDS TO BE RAISED 0 0 0 (0) 0 0 0 0 0 0

Page 6 of 16 12/3/2019 CAPITAL PROJECT: POLICE CAPITAL PROJECTS (Continued)

CAPITAL PROJECTS 2020 Replace Cruiser 93 (2010 Unmarked) $ 33,000 Interview Recording Equipment $ 8,500 Fume Hood - (not purchased in 2019 for drug substance testing, needs vented) $ 5,000 $ 46,500 CAPITAL PROJECTS 2021 Replace Cruiser #91 & Radio - marked 2017 Ford Explorer - fully amortized in 2021 - 3 year rotation $ 47,500 Replace Roadside Devices $ 10,000 $ 57,500 CAPITAL PROJECTS 2022 Replace Cruiser #90 & Radio - 2016 Ford Taurus - Stealth Car - Fully amortized in 2020 - 4-5 year rotation $ 30,000 Replace Intoxilyzer $ 15,000 $ 45,000 CAPITAL PROJECTS 2023 Replace Cruiser #92 & Radio - marked 2020 Ford Explorer - fully amortized in 2021 - 3 year rotation $ 55,000 Replace Cruiser #94 & Radio- marked 2018 Dodge Charger - Fully amortized in 2022 - 4-5 year rotation $ 40,000 $ 95,000

**Note: Disposed vehicles are generally sold at public auction - gain on sale of asset recognized as revenue and transferred to Police Cruiser Reserve**

Page 7 of 16 12/3/2019

SHELBURNE POLICE

SERVICES

REQUEST FOR PROPOSAL

SERVICE DELIVERY REVIEW FOR THE SHELBURNE POLICE SERVICE

THE TOWN OF SHELBURNE, ON

Issued: October 15, 2019 Number: SPSB RFP 2019-01 Contact: Mike Fazackerley - Chair Shelburne Police Service Board 203 Main Street East, Shelburne, ON L9V 3K7 Cell: 905-301-3791 Office: 905-542-8855 ext.211 Email: [email protected]

Police Services Review Request for Proposal

TABLE OF CONTENTS

1.0 INTRODUCTION ...... 3 1.1 BACKGROUND ...... 3 1.2 INTENT OF PROPOSAL ...... 3 1.3 DEFINITION OF TERMS ...... 4 1.4 CONTACTS ...... 4 1.5 PROPOSED PROJECT TIMING ...... 5 2.0 GENERAL TERMS AND CONDITIONS ...... 5 2.1 CLOSING TIME AND DATE ...... 5 2.2 REQUIREMENTS AT CLOSING ...... 5 2.3 FACSIMILE/EMAIL ...... 6 2.4 CONSULTANTS TO INVESTIGATE ...... 6 2.5 PRICES/BUDGET ...... 6 2.6 INFORMAL PROPOSALS ...... 6 2.7 DISCLOSURE ...... 6 2.8 OFFER OPEN FOR ACCEPTANCE ...... 7 2.9 CLARIFICATION OF PROPOSALS...... 7 2.10 AWARD ...... 7 2.11 NEGOTIATIONS ...... 7 2.12 8TERMINATION...... 8 2.13 CONSULTANTS IDEMNIFICATION ...... 8 2.14 INSURANCE REQUIREMENTS...... 8 2.14 a) Comprehensive Liability...... 8 2.14 b) Professional Liability Insurance (Errors & Omissions)...... 8 2.14 c) Change in Coverage...... 9 2.15 LAWS...... 9 3.0 PRICING SUMMARY FORM...... 9 3.1 PRICING SUMMARY SCHEDULE…………………………………………………. 10 4.0 EVALUATION TEAM ...... 10 4.1 SELECTION OF CRITERIA ...... 10-11 4.2 PROPOSAL SUBMISSION...... 12 5.0 SPECIFICATIONS ...... 12 5.1 SHELBURNE POLICE SERVICE - Service, Delivery, Efficiency Review...... 12-13 5.2 OBJECTIVE ...... 13-14 5.3 OUTCOMES ...... 14 5.4 INVOLVEMENT AND RESPONSIBILITIES ...... 15 5.5 PAYMENT OF CONSULTING SERVICES ...... 15

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1.0 INTRODUCTION

1.1 BACKGROUND

In January of 2019, the Town of Shelburne received their request for a costing proposal from the Ontario Provincial Police (OPP) to provide contracted policing services. As part of the evaluation/decision making process, the town hired a consultant to conduct an in- depth financial review comparing the current OPP costing model vs. local projected policing expenses. This comprehensive analysis will be made available to the successful candidate chosen for this RFP.

On July 10th, council declined the OPP proposal and a separate motion was passed instructing the Police Services Board to conduct a comprehensive service delivery review. (refer to https://calendar.shelburne.ca/meetings for details) This motion is included below for reference.

As of August 2019, the SPS consists of the following positions: 1 Chief of Police, 2 Sergeants, 12 Constables, 2 full time administration civilian staff, 6 auxiliary/guards, in addition to one special constable who works an average of 10 hours per week

The police service is overseen by a Police Service Board (SPSB). Information on the SPSB can be found at https://shelburnepolice.com/police-services-board

The Town’s 2019 estimated population is 9,000 with an estimated increase to about 11,500 in 2028. The Town is about 6.6 square kilometers in size..General information on the Town can be found at www.shelburne.ca

Shelburne was last ranked at 32.42 on the Crime Severity Index chart - lowest by municipal police services serving populations between 5,000 to 15,000 in Ontario with Shelburne Police Service having one of highest Weighted Clearance Rates at 71.79. (Source: Stats Canada. Table 35-10-0188-Crime severity index and weighted clearance rates by police service, Ontario)

1.2 INTENT OF PROPOSAL

This RFP is being issued by the Shelburne Police Services Board in response to the July 10th, 2019 resolution of the Shelburne Council. The Board has a mandate, the authority and a budget of up to CDN $50,000.00 to enter into a contract with a Consultant for the purposes of providing this review.

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The Chief and Board Chairperson will act as the key resources for the chosen Consultant and will provide input as requested. Designated Town staff and other positions will be available to the Consultant as required and can include: Shelburne Police Service members (both Sworn Officers and Civilian staff); the Mayor and Deputy Mayor for the Town of Shelburne including the CAO and Treasurer.

1.3 DEFINITION OF TERMS

In this request for proposal, the following terms/abbreviations are defined as listed below, unless otherwise specified:

Consultant defined as the vendor responding to the Request for Proposal RFP defined as Request for Proposal Board defined as the Shelburne Police Services Board Town defined as the Town Shelburne

1.4 CONTACTS

Any clarification of this document or request for additional information required by the Consultants should be directed in writing, (no oral requests) to:

Mike Fazackerley - Board Chair Shelburne Police Services 203 Main Street East, Shelburne, Ontario L9V 3K7 Office: (905) 542-8855 ext. 211 Cell: (905) 301-3791 Email: [email protected]

Requests for clarification shall be received NO LATER THAN SIX (6) DAYS PRIOR TO THE CLOSING DATE identified in this Proposal request.

During the Proposal period no officer, agent, Board member or Shelburne Police Service or Town employee is authorized to alter orally any portion of these documents. Any alterations required will be issued to all candidate Consultants as written addenda and shall be considered as an integral part of the contract documents.

The Consultant shall list in its Proposal document all the addenda that were considered when its Proposal was prepared. Although every effort will be made to ensure that the Consultant receives all addenda, it is the responsibility of the Consultant to ensure all addenda issued have been addressed and received.

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1.5 PROPOSED PROJECT TIMING

RFP Issuance………………………………………………October 15, 2019 RFP Closes…………………………………...... ……November 15, 2019 Interviews if requested …………………………………....November 30, 2019 Award Date……………………………………...... December 15, 2019 Report Completion Date………………………...... March 15, 2020 Presentation of Report to Board ……………………...... March 17, 2020

Other meeting information is optional for consultant to attend.

Regular Police Board meetings are held every third Tuesday of the month starting at 6:00 p.m., in the Shelburne Town Hall - Council Chambers.

2.0 GENERAL TERMS AND CONDITIONS

2.1 CLOSING TIME AND DATE

Proposals in sealed envelopes, clearly marked as to contents will be received until 2:00 p.m. November 15, 2019, and should be addressed to:

Attn: Board Chair “Request for Proposal # 1 ” Shelburne Police Services Board 203 Main Street East, Shelburne, Ontario L9V 3K7

Proposals received after the closing time and date will not be accepted . Please allow sufficient time to deliver your Proposal.

It is the responsibility of those submitting Proposals to ensure the same is received by the Board. All Proposals submitted after the stipulated time will be returned, unopened, to the respective consultant.

No cost for the RFP or receiving of Proposal will be incurred by the Board.

2.2 REQUIREMENTS AT CLOSING

Two (2) hard copies of the response to the RFP and one emailed copy delivered in confidence shall be provided. Each hard copy is to be bound and include a cover that clearly identifies the responding firm.

The Proposal must contain a table of contents to facilitate cross-reference of the information contained in the Proposal to the requirements of the RFP.

As well, a completed, signed and sealed Pricing Summary Form must be included.

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2.3 FACSIMILE OR EMAIL

Proposals sent by e-mail alone will not be accepted.

2.4 CONSULTANTS TO INVESTIGATE

Consultants must satisfy themselves by personal examination and investigation of the proposed work and by such other means as they may prefer, as to actual conditions and requirements of the work. Consultants are not to claim at any time, after submission of their Proposals, that there was any misunderstanding of the terms and conditions of the proposed work.

2.5 PRICES/BUDGET

An amount of up to, but not exceeding CDN $50,000.00 has been budgeted for this RFP. Prices shall be firm and not subject to escalation in Canadian funds, open for acceptance for ninety (90) days after closing of the RFP, and include all taxes where applicable except the Harmonized Sales Tax is payable and inclusive in the total on our Form of Pricing Summary. HST should be listed separately on the successful bidders’ invoices. Prices submitted should be at “most favored customer pricing” as offered other customers in 2019 and shall also be guaranteed until the project is complete.

2.6 INFORMAL PROPOSALS

Proposals that are incomplete, conditional or obscure which contain additions not called for and/or issues, alterations or irregularities of any kind may be rejected as informal. The Board reserves the right to waive informalities at its discretion.

2.7 DISCLOSURE

The information supplied in response to the RFP will be subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act.

The Consultant shall ensure that all work performed on the site is performed in a manner consistent with the standards and objectives of the Town’s Health and Safety Policy. The Consultant understands that work may be immediately suspended by the Town, its agents or servants in the event of non-compliance with the Town’s Health and Safety policies.

NOTE : Any Consultant that performs work for the Board must adhere to the Town's Health and Safety Policies and Procedures. The Town must be in possession of a current Clearance Certificate from the WSIB at all times throughout the duration of the Contract (including the maintenance period).

It is the responsibility of the successful Consultant to ensure the Town is always in possession of a current Clearance Certificate (i.e. every 90 days).

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2.8 OFFER OPEN FOR ACCEPTANCE

Submitted Proposals shall be valid and subject to acceptance by the Board on the basis of the Proposal and dollar amount for a period of up to and including ninety (90) days from the date of closing of this Proposal request.

2.9 CLARIFICATION OF PROPOSALS

After the closing date of the RFP the Board shall undertake whatever evaluation activities it deems necessary to verify claims and evaluate the Proposal.

The Board has no obligation to keep any of the bidders informed of its discussions with other bidders.

2.10 AWARD

The award shall be made to the Consultant whose Proposal is determined to be the most advantageous to the Board, taking into consideration price and the other evaluation factors set forth in the RFP.

Note : the lowest or any particular Consultant will not necessarily be accepted. The criteria to be considered by the Board in awarding the Contract will include a combination of price; scheduling, expertise; qualifications and such other conditions as may be determined by the Board to be in its own best interest.

The Board reserves the right in its absolute discretion, to reject any or all Proposals or to award the contract to other than the Contractor submitting the lowest Proposal provided that the Board decides that it is in the best interest of the Board to do so.

The decision of the Board Chair is final.

2.11 NEGOTIATIONS

The Board reserves the right to enter into negotiations with the “Consultant(s) of Choice” after shortlist and evaluation. The Board may terminate negotiations if, in our sole opinion we believe we cannot achieve a negotiated agreement that is in the best interest of the Board. No Consultant shall have rights against the Town or the Board arising from such negotiations or termination thereof.

If, after successful negotiations with the Consultant of choice and the Board has formally accepted the designated Consultant’s final submission, a contract may be confirmed in the form of a confirmation Purchase Order (in accordance with our Terms, Conditions and Specifications) from the recommended Consultant’s firm.

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2.12 TERMINATION

The Board may terminate the contract at any time if they deem in their best interest to do so. The Board shall be relieved of all further obligations hereunder, except for the payment of the balance outstanding for the work performed up to the time of termination, inclusive of all proper costs incurred by the Consultant resulting directly from termination.

In no event shall the Consultant be entitled to damages or compensation for anticipated profits that may be lost because of such termination.

2.13 CONSULTANTS IDEMNIFICATION

The successful Consultant shall indemnify and save harmless the Board's representatives, Shelburne Police Services, including any Town employees and its agents from and against all losses and all claims, demands, payments, suits, actions, recoveries and judgments of every nature and description made, bought or recovered against the above by reason of any act or omission of the Consultant, their agents or employees, in the execution of their work.

The successful Consultant shall be responsible for any and all damages or claims for damages, injuries or accidents done or caused by them, their agents, subcontractors or employees resulting from the prosecution of the works, or any of their operations, or caused by reason of the existence of location or condition of the works or of any materials, plant or machinery used thereon or therein. Neglect or omission on their part or on the part of any of their agents, subcontractors or their employees, to do so or, perform any or all of the several acts or things required to be done by them under and by these conditions, and such damages and claims for damages.

2.14 INSURANCE REQUIREMENTS

The successful Consultant will be required to provide the following insurance:

a) Comprehensive General Liability The Insurance Coverage shall be $5,000,000 for general liability and $2,000,000 for automobile insurance for both owned and non-owned vehicles.

A certificate of insurance showing the above noted coverage and including the Town as an additional insured shall be provided when requested.

b) Professional Liability insurance (Errors & Omissions) An amount not less than One Million ($1,000,000) per claim. Such insurance shall provide coverage for all errors and omissions made by the professional in the rendering of, or failure to render professional services in connection with this Agreement. Upon completion of the work the policy shall remain in force for twelve (12) months.

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c) Change in Coverage It is understood and agreed that the coverage provided by these policies will not be changed or amended in any way nor cancelled by the Consultant, until sixty (60) days after written notice of such change or cancellations has been personally delivered to the Town

2.15 LAWS

The final contract with the successful bidder shall be governed by the laws of the Province of Ontario.

3.0 PRICING SUMMARY FORM - REQUEST FOR PROPOSAL SPSB 2019-01

CONSULTING SERVICES

TO: Shelburne Police Service Board 203 Main Street East, Shelburne, ON L9V 3K7 Attention: Mike Fazackerley, Chair

Mr. Fazackerley:

I/WE DECLARE that the matters stated in the said Proposal, are in all respects true.

The undersigned has carefully read the Documents as per the Proposal and is otherwise satisfied as to the conditions under which the work is to be carried out, and do hereby bid for and offer to enter into a contract for the Consulting Services.

The undersigned hereby agrees to comply in all respects with the Conditions attached hereto, which terms and conditions are to be read with and form part of this Proposal.

Acceptance of this Proposal and the issuance of a purchase order will be considered a binding contract upon both parties. If specified at any time by the Board, it is acknowledged and agreed that the terms and conditions and any representations made in reference to this Proposal will be incorporated in a contract to be executed by the parties once the Board has formally accepted the Proposal offer.

I/WE FURTHER DECLARE that ______addenda have been received for this Proposal document and are attached to this submission.

I/WE understand it is the Consultant’s ultimate responsibility to ensure all addenda issued have been received.

The Consultant warrants that the proposed price(s) shall be valid and binding upon the Consultant for not less than ninety (90) days. The Consultant agrees to perform the work in compliance with the required completion schedule stated in the Proposal documents. 9 Police Services Review Request for Proposal

Dated at______this______day of ______2019.

______Firm Name Street Address

______Signing Authority City Postal Code

______Phone Number Fax Number Email Address

3.1 PRICING SUMMARY SCHEDULE

PRICING SUMMARY

TOTAL PROPOSAL PRICE (EXCLUDING H.S.T.) $

REPEAT TOTAL PROPOSAL PRICE IN WRITING BELOW:

4.0 EVALUATION TEAM

The Consultant’s submission will be referred to an Evaluation Team of Board members, the Police Chief and may include Town senior staff for review and awarding of the contract.

4.1 SELECTION OF CRITERIA

1) Experience, Reputation and Resources The Evaluation Team will consider the Consultants demonstrated experience on similar engagements, key personnel and references where applicable.

Consultants should include the features of their services that give them a competitive advantage including the level of staff certification……………………………..…...………..……………………….40%

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2) Quality and Completeness of Proposal The Evaluation Team will consider the Proposal’s completeness, the presentation as well as ease of understanding will be evaluated. The ability to directly tie the Proposal back to the RFP’s requirements will be ranked more favourably……………………………………………………...…...... …....5 %

3) Work plan and Timelines The Proposal should include a narrative that illustrates an understanding of the Boards requirements and Police Services in general. The Evaluation Committee will consider the general approach and methodology that the Consultant would take in performing the services.

The Proposal narrative should include how the Consultant will complete the scope of Services, manage the Services, and accomplish the required objectives with the Boards schedule as well as, include a description of the standards to be met and evaluated in the deliverable. Consultants shall provide a schedule of activities and associated costs over the proposed period of the engagement.....………...... 30%

4) Financial The total proposed pricing shall be inclusive including, but not limited to mileage, disbursements, and travel time along with all works as described within the RFP document. HST must be shown separately where applicable.

The Evaluation Team will not be limited to the criteria referred to above and may consider other criteria that the team identifies as relevant during the evaluation process.

The Evaluation Team may apply the evaluation criteria on a comparative basis evaluating the Proposals by comparing one Consultant’s Proposal to another Consultant’s Proposal. All criteria considered will be applied evenly and fairly to all Proposals...... 25%

In addition to the stated evaluation criteria, on occasion the Evaluation Team may need to use additional (non-quantifiable) criteria in arriving at their final decision particularly, when deciding between small numbers of short-listed Consultants or when two Proposals are very close in the scoring.

Although every effort will be made in the RFP to indicate the basis on which the Proposals will be evaluated, the final decision, as to the use of evaluation criteria rests with the Board and the Evaluation Team.

After an initial review of the Proposals based on the evaluation criteria a short list of Consultants may be interviewed and requested to provide a short presentation (approximately 1 hour) outlining their Proposal on Tuesday, November 19, 2019, at no additional cost to the Board.

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The final evaluation will be based on the Proposal and the oral interview and presentation.

4.2 PROPOSAL SUBMISSION

Two hard copies and one electronic copy of the Proposal should be submitted including the following elements as a minimum within the Proposal: (refer to Section 2.2 for additional requirements.)

1) Understanding of the service deliverable and describe the proposed approach that is comprehensive in addressing the undertakings outlined in this RFP. The Proposal should include items which are warranted based on the requirements outlined, but may not be necessarily noted. A detailed schedule is to be provided including key milestones, review meetings, draft and final submissions.

2) A list and brief description of similar projects completed within the last four (4) years where the proposed key personnel have been involved. Information shall include date of projects and client reference names and telephone numbers.

3) Project team personnel including key personnel, sub-consultants or other specialists to be assigned to the project their qualifications, experience, expertise and involvement on the project. Append resumes of key personnel.

4) Completed pricing Summary Form.

Hourly rates schedule by job title for all project team members for work beyond the scope of work indicated in this RFP. Hourly rates shall reasonably reflect actual costs and are consistent with the rates used for the lump sum calculation (part of completed Pricing Summary Form). Hourly rates shall be considered as part of the Proposal evaluation process.

5.0 SPECIFICATIONS

5.1 SHELBURNE POLICE - SERVICE DELIVERY AND EFFICIENCY REVIEW

It will be essential that the Consultant be well versed in the following:

1) Thorough understanding and well versed with the current Police Services Act especially with respect to Adequacy Requirements of the Act, as well as an understanding of the Town’s geography, demographics, and crime and call statistics.

2) Hands-on knowledge of deployment practices, operations, regulations and the needs/responsibilities of a municipal police service.

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3) Thorough understanding as to the impacts related to various deployment models, staffing levels, service standards and service levels, reporting/accountability for any municipal police force taking into consideration all requirements within current employment contracts for the Chief, Officers and Civilian Members of the Police Service.

5.2 OBJECTIVE

The Board desires to ensure a comprehensive review of the SPS is undertaken to provide the following:

1) Comparing the statistical data from SPS records management including, but not limited to calls for service and seriousness of those calls with similar sized organizations (including detachments in the OPP and where possible, providing an accurate caseload carried by SPS members).

Then looking at current staffing levels for sworn members of the SPS to determine if staffing levels are currently sufficient or could be reduced and still meet with (adequacy) the standards and requirements as defined within the Police Services Act and the levels of service expected by the community.

2) Using the same comparative analysis as above, make recommendations for future staffing levels based on Town growth projections - which future staffing levels should include a detailed report by rank. i.e. Number of Sergeants per Officers and whether the position of Detective or Inspector is required and expected when.

3) Make recommendations for changed or best practices of the SPS based on acquired knowledge, expertise or best practices in use at other similar size municipal services including detachments in the OPP. This should include face to face site interviews with staff involved in front line policing that includes interviewing sworn and civilian members in their present role as well as determining functions that could be eliminated or modified and/or where current deficiencies in staffing may be found.

4) Review and/or identify where current or known/proposed technology could provide modifications or upgrades that could reduce physical resources and/or space requirements.

5) Provide a work flow analysis following an incident from a call for service to a court appearance regarding an accused individual with the purpose of modifying or changing the process to find efficiencies.

6) Provide analysis of current Grant applications and ensure all possible areas of enhanced funding are being sought.

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7) Review current and pending legislation and provide areas if any, upon which a savings could be realized through outsourcing non-care functions of the police.

8) Review and provide a budgetary analysis related to any recommendations made.

9) Assist with determining a service level statement for policing within the Town taking into consideration the following:

a) meeting or exceeding all requirements for adequate and effective policing as outlined in the Police Services Act ; b) providing service to all areas of the Town; c) providing service to all residents and visitors to the Town both current and future, d) Establish parameters and best strategies, (including question assortment) for acquiring public input on their needs. concerns and current service delivery comparisons.

5.3 OUTCOMES

The analysis should provide a comparison of both the SPS and similar sized municipal services including detachments of the OPP. The analysis should include the review of deployment models, staffing levels, service standards, service levels, accountability and budget impact (both short and long term), current needs consideration and future expected population growth.

The final report will include a comprehensive review of the SPS and address the following objectives:

1) To examine staffing requirements both current and projected until 2029 minimum.

2) A comprehensive review of current SPS service delivery to the Town and any deficiencies or efficiencies that may be addressed/gained, and/or necessary in accord with the requirements of the Police Services Act and generally accepted community based policing.

3) Recommendations on improvements or enhancements in the use of technology or processes.

4) Identifying any known or expected community impacts both short and long-term associated with any recommendations made.

5) Service standards and service level comparisons as possible with similar sized municipal forces.

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6) Deployment models and staffing level comparisons or best practices as may be made available.

7) Comparison of current cost based on similar sized municipalities with similar call volume, crime severity index ratings including number of staff comparisons for sworn officers, management as well as civilians.

The consultant’s report is scheduled to be presented to the Board for their consideration no later than March 19, 2020.

5.4 THE TOWN AND BOARD’S INVOLVEMENT & RESPONSIBILITIES

The Town and Board (collectively "Board") agree to provide all available information and supply the following services to the successful Consultant:

1) Make available for viewing and loan (must be returned to the Board) all appropriate available information and documentation relevant to the project. The Consultant is responsible for verification of the accuracy of all information taken from documents provided by the Board.

2) Provide access as required to any facilities on a pre-arranged basis.

3) Provide meeting space at the Towns Municipal Offices, 203 Main Street East, Shelburne, Ontario for project meetings.

5.5 PAYMENT OF CONSULTING SERVICES

Payment shall be made based on detailed invoicing, submitted on a regular basis as mutually agreed upon by both parties.

THE CORPORATION OF THE TOWN OF SHELBURNE

BY-LAW #05-2020

Being a By-law to confirm certain proceedings of the Council of the Corporation of the Town of Shelburne for its Special Council meeting held January 20, 2020.

WHEREAS it is the desire of the Council of the Corporation of the Town of Shelburne to confirm certain proceedings and By-laws;

NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE TOWN OF SHELBURNE HEREBY ENACTS AS FOLLOWS:

1. That the action of the council at its Special Council meeting held January 20, 2020, in respect to each by-law and resolution and other action passed and taken or direction given by council at its said meetings, is, except where the prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed.

2. That the Mayor or in his absence the presiding officer of Council and the proper officials of the municipality are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required, and except where otherwise provided, the Mayor or in his absence the presiding officer, and the Clerk are hereby directed to execute all documents required by statute to be executed by them, as may be necessary in that behalf and to affix the corporate seal of the municipality to all such documents, and the Mayor or in his absence the presiding officer, and Treasurer are hereby directed to execute all other documents necessary in that behalf and to affix the corporate seal of the municipality to all such documents.

READ A FIRST, SECOND and THIRD TIME in Open Council, and finally passed this the 20th day of January 2020.

MAYOR

CLERK