Thunder Bay Police Service | Executive Summary for Decision Makers
Decision Required: Approve Records line items before December 29, 2025 (pricing expiration)
Options: 5-Year Extension (Gord's) vs. 10-Year Strategic Partnership (Mike's)
Key Difference: Mike's deal adds Axon Records, Emeres CAD, Standards, and Notes
Year 1 Financial Impact: Only PSO costs (~$116,666) - licenses start 2028
Total (Pre-Tax): $2,743,990
Total (With HST): $3,100,709
Term: March 2026 - Feb 2031
What It Is: Status quo - renew existing products only
Note: Missing Redaction Assistant (must add ~$155,822)
Total (Pre-Tax): $10,341,604
Total (With HST): $11,686,013
Term: March 2026 - Feb 2036
What It Is: Comprehensive modernization with Records + CAD
Includes: All existing + Records, CAD, Standards, Notes
These items are in BOTH contracts - comparing like-for-like costs:
| Item | Gord's (5-Year) | Mike's (10-Year) | Mike's Per-5-Year Equivalent |
|---|---|---|---|
| Officer Safety Plan 10 80 officers - Taser 10, BWC, Evidence.com |
$1,528,752 | $3,784,416 | $1,892,208 |
| OSP-Unlimited 40 officers - BWC, Evidence.com (no Taser) |
$494,016 | $1,282,608 | $641,304 |
| Fleet 3 Advanced 30 vehicles with ALPR |
$475,200 | $1,080,252 | $540,126 |
| Basic License Bundle 100 Evidence.com Basic licenses |
$87,000 | $172,000 | $86,000 |
| Pro License Bundle 20 Evidence.com Pro licenses |
$44,500 | $89,000 | $44,500 |
| BWC TAP Bundle 11 additional cameras |
$33,389 | $33,389 | $16,695 |
| Interview Room Storage 10 rooms unlimited |
$100,314 | $224,064 | $112,032 |
| Interview Server Maintenance 2 servers |
$5,923 | $13,231 | $6,616 |
| Redaction Assistant 240 users REQUIRED |
NOT INCLUDED* | $519,408 | $259,704 |
| SUBTOTAL - Overlapping Items | $2,769,094 *Add ~$155,822 for Redaction |
$7,198,368 | $3,599,185 |
*Gord's quote is missing Redaction Assistant which has been in use free for years and must be added. Estimated 5-year cost: ~$155,822 (240 users x $12.99/mo x 60 mo)
| Item | Details | Annual Cost | Total (8-10 yr) | Notes |
|---|---|---|---|---|
| Axon Records | 365 licenses @ $56/mo | $245,280 | $1,962,240 | Starts March 2028 (Year 3) |
| Records PSO | 5,000 hours professional services | $50,000 | $250,000 | Years 1-5 ($50K/year) |
| Technical Account Manager | Dedicated TAM support | $50,000 | $250,000 | Years 1-5 ($50K/year) |
| Emeres CAD PSO | Implementation services | $66,666 | $200,000 | Years 1-3 ($66,666/year) |
| Item | Details | Annual Cost | Total | Business Case |
|---|---|---|---|---|
| Axon Standards | 245 licenses @ $15/mo | $44,100 | $396,900 | Halogen replacement - training mgmt |
| Standards Implementation | PSO for setup | $8,000 | $40,000 | Years 1-5 ($8K/year) |
| Notes | 240 users @ $10/mo (discounted) | $28,800 | $259,200 | Mobile note-taking integration |
| E-Notes Deployment | PSO for setup | $2,000 | $10,000 | Years 1-5 ($2K/year) |
Key Point: Records and CAD user licenses do NOT start until 2028.
Year 1 is primarily PSO/Implementation costs only.
| Year 1 Cost Item | Amount | Notes |
|---|---|---|
| Records PSO | $50,000 | Implementation planning & configuration |
| Emeres CAD PSO | $66,666 | CAD implementation (Year 1 of 3) |
| Total Year 1 NEW Costs | $116,666 | Only implementation costs |
MAJOR SAVINGS: Bundling CAD through Axon saves approximately $3.5M+ over 5 years
| Item | Cirrus Standalone (5-Year) | Emeres via Axon Bundle | Savings |
|---|---|---|---|
| Implementation/PSO | $1,138,655 | $200,000 | $938,655 |
| Year 1 Subscription | $840,372 | Bundled* | $840,372 |
| Year 2 Subscription | $873,987 | Bundled* | $873,987 |
| Year 3 Subscription | $908,946 | Bundled* | $908,946 |
| Year 4 Subscription | $945,304 | Bundled* | $945,304 |
| Year 5 Subscription | $983,116 | Bundled* | $983,116 |
| 5-Year Total | $5,690,380 | ~$200,000 | ~$5,490,380 |
*Emeres CAD is included in the bundled Axon deal. Only PSO implementation costs are charged separately.
| Year | Payment Date | Pre-Tax | HST | Total |
|---|---|---|---|---|
| Year 1 | Feb 2026 | $542,360 | $70,507 | $612,867 |
| Year 2 | Feb 2027 | $562,810 | $73,165 | $635,975 |
| Year 3 | Feb 2028 | $584,078 | $75,930 | $660,008 |
| Year 4 | Feb 2029 | $606,197 | $78,806 | $685,003 |
| Year 5 | Feb 2030 | $629,200 | $81,796 | $710,996 |
| 5-YEAR TOTAL | $2,924,645 | $380,204 | $3,304,849 | |
| Year | Payment Date | Pre-Tax | HST | Total | Key Changes |
|---|---|---|---|---|---|
| Year 1 | Feb 2026 | $827,326 | $107,552 | $934,879 | PSO costs only |
| Year 2 | Feb 2027 | $900,226 | $117,029 | $1,017,256 | +E-Notes, Standards |
| Year 3 | Feb 2028 | $1,145,506 | $148,916 | $1,294,422 | +Records licenses |
| Year 4 | Feb 2029 | $1,145,506 | $148,916 | $1,294,422 | Full operation |
| Year 5 | Feb 2030 | $1,145,506 | $148,916 | $1,294,422 | Full operation |
| 5-Year Subtotal | $5,164,072 | $671,329 | $5,835,401 | ||
| Year 6 | Feb 2031 | $1,035,506 | $134,616 | $1,170,122 | PSO/TAM ends |
| Year 7 | Feb 2032 | $1,035,506 | $134,616 | $1,170,122 | |
| Year 8 | Feb 2033 | $1,035,506 | $134,616 | $1,170,122 | |
| Year 9 | Feb 2034 | $1,035,506 | $134,616 | $1,170,122 | |
| Year 10 | Feb 2035 | $1,035,506 | $134,616 | $1,170,122 | |
| 10-YEAR TOTAL | $10,341,604 | $1,344,409 | $11,686,013 | ||
The contract contains a clause that allows Thunder Bay Police Service to exit the agreement entirely in 2026 if extenuating circumstances arise, including:
Bottom Line: Signing now locks in pricing with minimal risk - we can exit if needed without penalty.
By joining the Axon Records ecosystem, Thunder Bay Police joins a growing coalition of Canadian police services:
Benefits of Coalition: Shared best practices, collective bargaining power for future enhancements, inter-agency data sharing capabilities, and unified training resources.
| Factor | Gord's 5-Year | Mike's 10-Year |
|---|---|---|
| Total Investment (With Tax) | ~$3,305,000 | $11,686,013 |
| Per Year Average | $661,000/yr | $1,168,601/yr |
| Records Management | Not Included | 365 licenses included |
| CAD System | Not Included | Emeres bundled (~$5.5M savings vs standalone) |
| Standards/Training | Not Included | 245 licenses (Halogen replacement) |
| Dedicated TAM | Not Included | 5 years support included |
| Price Lock | 5 years | 10 years (protection from inflation) |
| Exit Flexibility | Standard | 2026 exit clause available |
Sign off on Records line items before December 29, 2025
Year 1 impact is minimal (~$116,666 PSO costs). User licenses don't begin until 2028, allowing time for implementation and budget planning.