Thunder Bay Police Service | Executive Summary for Decision Makers
Decision Required: Approve Records line items before December 29, 2025 (pricing expiration)
Options: Status Quo vs. Axon Records + Emeres CAD
Key Difference: Consolidate RMS (JTS/Niche), CAD (Hexagon), OPTIC, and training (Halogen) into unified Axon ecosystem
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:
OPTIC Partner Services (Already Using Axon Records):
Other Canadian Services on Axon Records:
Services Strongly Considering:
Benefits: Shared best practices, collective bargaining power, inter-agency data sharing, unified training resources.
What we are paying today across all systems:
| System | Description | Annual Cost |
|---|---|---|
| Standalone Hexagon CAD | Current CAD system | $111,000.00 |
| JTS Costs (CAD + Niche RMS) | $69,346.30 x 4 positions | $277,385.20 |
| OPTIC Costs | OPTIC consortium fees | $70,329.00 |
| Halogen (Cornerstone) | Training management system (411 users) | $54,335.00 |
| Subtotal - External Systems | $513,049.20 | |
| Current Axon (Gord's Quote) | OSP, Fleet, Evidence.com, Interview (avg/year) | $548,798.05 |
| Redaction Assistant | 240 users @ $18.04/mo (must be added) | $51,940.80 |
| Subtotal - Axon Products | $600,738.85 | |
| TOTAL STATUS QUO ANNUAL COST | $1,113,788.05 | |
What each option looks like once fully operational:
| Cost Category | Status Quo | +Records +Emeres CAD |
+Records +CAD +Notes |
+Records +CAD +Notes +Standards |
|---|---|---|---|---|
| Axon Base Products (OSP, Fleet, Evidence.com, Interview) |
$548,798 | $548,798 | $548,798 | $548,798 |
| Redaction Assistant (240 users) |
$51,941 | $51,941 | $51,941 | $51,941 |
| Hexagon CAD (Standalone - replaced by Emeres) |
$111,000 | $0 | $0 | $0 |
| JTS (CAD + Niche RMS) (Replaced by Axon Records) |
$277,385 | $0 | $0 | $0 |
| OPTIC Costs (Goes away with Records + CAD) |
$70,329 | $0 | $0 | $0 |
| Halogen (Cornerstone) (Replaced by Axon Standards) |
$54,335 | $54,335 | $54,335 | $0 |
| Axon Records (365 licenses @ $56/mo) |
- | $245,280 | $245,280 | $245,280 |
| Emeres CAD (280 users @ $62/mo) |
- | $208,320 | $208,320 | $208,320 |
| Notes (240 users @ $10/mo) |
- | - | $28,800 | $28,800 |
| Standards (245 licenses @ $15/mo - Halogen replacement) |
- | - | - | $44,100 |
| TOTAL ANNUAL OPERATING | $1,113,788 | $1,108,674 | $1,137,474 | $1,127,239 |
| ANNUAL DIFFERENCE vs STATUS QUO | - | -$5,114 | +$23,686 | +$13,451 |
Key: Strikethrough values = eliminated costs (replaced by Axon). Blue rows = new Axon additions. +Records+CAD saves $5,114/year!
Professional Services and Implementation costs - required for transition:
| PSO Item | Total Cost | Spread Over | Annual PSO | Years Applied |
|---|---|---|---|---|
| Records Professional Services | $500,000 | 5 years | $100,000 | Years 1-5 |
| Emeres CAD Implementation | $200,000 | 3 years | $66,667 | Years 1-3 |
| Technical Account Manager | $250,000 | 5 years | $50,000 | Years 1-5 |
| Notes (E-Notes) Deployment (Optional - Recommended) |
$10,000 | 5 years | $2,000 | Years 1-5 |
| Standards Implementation (Optional - Recommended, Halogen replacement) |
$40,000 | 5 years | $8,000 | Years 1-5 |
| TOTAL PSO (All Options) | $1,000,000 | - | - | - |
| Year | Records PSO | CAD PSO | TAM | Notes PSO | Standards PSO | Total PSO |
|---|---|---|---|---|---|---|
| Year 1 | $100,000 | $66,667 | $50,000 | $2,000 | $8,000 | $226,667 |
| Year 2 | $100,000 | $66,667 | $50,000 | $2,000 | $8,000 | $226,667 |
| Year 3 | $100,000 | $66,666 | $50,000 | $2,000 | $8,000 | $226,666 |
| Year 4 | $100,000 | $0 | $50,000 | $2,000 | $8,000 | $160,000 |
| Year 5 | $100,000 | $0 | $50,000 | $2,000 | $8,000 | $160,000 |
| Years 6-10 | $0 | $0 | $0 | $0 | $0 | $0 |
| TOTAL | $500,000 | $200,000 | $250,000 | $10,000 | $40,000 | $1,000,000 |
The major financial justification - comparing CAD options:
| CAD Cost Component | Cirrus Standalone (5-Year) |
Emeres via Axon (5-Year) |
Savings |
|---|---|---|---|
| Implementation/PSO | $1,138,655 | $200,000 | $938,655 |
| Year 1 Operating | $840,372 | $208,320 | $632,052 |
| Year 2 Operating | $873,987 | $208,320 | $665,667 |
| Year 3 Operating | $908,946 | $208,320 | $700,626 |
| Year 4 Operating | $945,304 | $208,320 | $736,984 |
| Year 5 Operating | $983,116 | $208,320 | $774,796 |
| 5-YEAR TOTAL | $5,690,380 | $1,241,600 | $4,448,780 |
| AVERAGE ANNUAL SAVINGS | $1,138,076/yr | $248,320/yr | $889,756/yr |
Operating costs increase slightly, but CAD savings more than offset:
| Year | Status Quo Annual Cost |
New System Operating |
PSO Cost | Total New Annual Cost |
vs Status Quo |
|---|---|---|---|---|---|
| Year 1 | $1,113,788 | $1,127,239 | $226,667 | $1,353,906 | +$240,118 |
| Year 2 | $1,113,788 | $1,127,239 | $226,667 | $1,353,906 | +$240,118 |
| Year 3 | $1,113,788 | $1,127,239 | $226,666 | $1,353,905 | +$240,117 |
| Year 4 | $1,113,788 | $1,127,239 | $160,000 | $1,287,239 | +$173,451 |
| Year 5 | $1,113,788 | $1,127,239 | $160,000 | $1,287,239 | +$173,451 |
| Year 6 | $1,113,788 | $1,127,239 | $0 | $1,127,239 | +$13,451 |
| Year 7 | $1,113,788 | $1,127,239 | $0 | $1,127,239 | +$13,451 |
| Year 8 | $1,113,788 | $1,127,239 | $0 | $1,127,239 | +$13,451 |
| Year 9 | $1,113,788 | $1,127,239 | $0 | $1,127,239 | +$13,451 |
| Year 10 | $1,113,788 | $1,127,239 | $0 | $1,127,239 | +$13,451 |
| 10-YEAR TOTALS | $11,137,880 | $11,272,390 | $1,000,000 | $12,272,390 | +$1,134,510 |
| 10-Year Additional Investment (vs Status Quo) | +$1,134,510 |
| 5-Year CAD Savings (Emeres vs Cirrus) | -$4,448,780 |
| NET 10-YEAR BENEFIT | $3,314,270 |
Bottom Line: Even though operating costs increase by ~$13K/year after PSO, the CAD savings of $4.45M over 5 years result in a net benefit of $3.31M over 10 years.
| Metric | Status Quo (10 Years) |
Full Axon Package (10 Years) |
Difference |
|---|---|---|---|
| Total Operating Costs | $11,137,880 | $11,272,390 | +$134,510 |
| Total PSO/Implementation | $0 | $1,000,000 | +$1,000,000 |
| Subtotal Investment | $11,137,880 | $12,272,390 | +$1,134,510 |
| CAD Savings (Emeres vs Cirrus) | $0 | -$4,448,780 | -$4,448,780 |
| NET 10-YEAR POSITION | $11,137,880 | $7,823,610 | $3,314,270 BENEFIT |
Net Annual Increase: $13,451/year | But: Avoids $889,756/year in Cirrus CAD costs
Sign off on Records line items before December 29, 2025
Pricing expires on this date. The 2026 exit clause provides flexibility if circumstances change.
CAD Savings: $4.45M (5-yr) | Net 10-Year Benefit: $3.31M