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
Signing now locks in pricing with minimal risk - the contract contains a clause allowing Thunder Bay Police Service to exit the agreement entirely in 2026 if extenuating circumstances arise, including:
Bottom Line: We can exit if needed without penalty.
By joining the Axon Records ecosystem, Thunder Bay Police combines resources with other OPTIC agencies making the move together. Chatham-Kent has offered a project manager for all five services.
OPTIC Partner Services (Have Signed with Axon Records):
Other Canadian Services (Have Signed):
Services Considering Signing:
Benefits of Thunder Bay Signing Now:
What we are paying today across all systems:
| System | Description | Annual Cost |
|---|---|---|
| Hexagon CAD Charges | Outside of OPTIC | $111,000.00 |
| JTS Costs | Annual CAD + Niche RMS costs | $277,385.20 |
| OPTIC Costs | OPTIC consortium fees | $70,329.00 |
| Halogen (Cornerstone) | Performance evaluation 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 - has not been charged for 3 years, now properly billed | $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 +CAD |
+Records +CAD +Standards |
Everything All Inclusive |
|---|---|---|---|---|
| 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 (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 | $0 | $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 |
| Standards (245 licenses @ $15/mo - Halogen replacement) |
- | - | $44,100 | $44,100 |
| TOTAL ANNUAL OPERATING | $1,113,788 | $1,108,674 | $1,098,439 | $1,127,239 |
| ANNUAL DIFFERENCE vs STATUS QUO | - | -$5,114 | -$15,349 | +$13,451 |
Key: Strikethrough values = eliminated costs (replaced by Axon). Blue rows = new Axon additions. +Records+CAD+Standards saves $15,349/year!
Professional Services and Implementation costs - required for transition:
| PSO Item | Total Cost | Spread Over | Annual PSO | Years Applied |
|---|---|---|---|---|
| Records Professional Services | $250,000 | 5 years | $50,000 | 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) | $750,000 | - | - | - |
| Year | Records PSO | CAD PSO | TAM | Notes PSO | Standards PSO | Total PSO |
|---|---|---|---|---|---|---|
| Year 1 | $50,000 | $66,667 | $50,000 | $2,000 | $8,000 | $176,667 |
| Year 2 | $50,000 | $66,667 | $50,000 | $2,000 | $8,000 | $176,667 |
| Year 3 | $50,000 | $66,666 | $50,000 | $2,000 | $8,000 | $176,666 |
| Year 4 | $50,000 | $0 | $50,000 | $2,000 | $8,000 | $110,000 |
| Year 5 | $50,000 | $0 | $50,000 | $2,000 | $8,000 | $110,000 |
| Years 6-10 | $0 | $0 | $0 | $0 | $0 | $0 |
| TOTAL | $250,000 | $200,000 | $250,000 | $10,000 | $40,000 | $750,000 |
Another major financial justification: If we were to purchase another product other than Axon Records and wanted to use a standalone CAD system (such as Hexagon or Emeres), the cost for standalone vs. the current bundled offer shows significant savings.
| 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 | $176,667 | $1,303,906 | +$190,118 |
| Year 2 | $1,113,788 | $1,127,239 | $176,667 | $1,303,906 | +$190,118 |
| Year 3 | $1,113,788 | $1,127,239 | $176,666 | $1,303,905 | +$190,117 |
| Year 4 | $1,113,788 | $1,127,239 | $110,000 | $1,237,239 | +$123,451 |
| Year 5 | $1,113,788 | $1,127,239 | $110,000 | $1,237,239 | +$123,451 |
| 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 | $750,000 | $12,022,390 | +$884,510 |
| 10-Year Additional Investment (vs Status Quo) | +$884,510 |
| 5-Year CAD Savings (Emeres vs Cirrus) | -$4,448,780 |
| NET 10-YEAR BENEFIT | $3,564,270 |
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 $3.56M 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 | $750,000 | +$750,000 |
| Subtotal Investment | $11,137,880 | $12,022,390 | +$884,510 |
| CAD Savings (Emeres vs Cirrus) | $0 | -$4,448,780 | -$4,448,780 |
| NET 10-YEAR POSITION | $11,137,880 | $7,573,610 | $3,564,270 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: $3.56M | OPTIC Partners Save: $100K each
Two additional premium packages were analyzed for comparison. These options are more expensive but offer enhanced capabilities beyond the recommended package.
| 10-Year Total | $19,239,965 | ($17.0M pre-tax) |
| Annual Average (Steady-State) | ~$1,924,000/yr | |
| Additional vs Recommended | +$7.2M | (10 years) |
Bottom Line: OSP 10 Plus transforms the department into a modern Real-Time Crime Center with 150 integrated camera feeds, AI-powered analytics, and centralized command & control. The $7.2M premium buys cutting-edge situational awareness capabilities.
| 10-Year Total | $18,576,398 | ($16.5M pre-tax) |
| Annual Average (Steady-State) | ~$1,864,000/yr | |
| Additional vs Recommended | +$6.6M | (10 years) |
Bottom Line: OSP 10 provides comprehensive AI and public-facing capabilities without the Real-Time Crime Center. Saves $600K vs OSP 10 Plus but still costs $6.6M more than the recommended package over 10 years.
| Feature | Recommended (v2.2) |
OSP 10 (Enhanced) |
OSP 10 Plus (RTCC) |
|---|---|---|---|
| 10-Year Total Cost | $12,022,390 | $18,576,398 | $19,239,965 |
| Annual Avg (Steady-State) | ~$1,127,000 | ~$1,864,000 | ~$1,924,000 |
| Premium vs Recommended | - | +$6.6M | +$7.2M |
| Core Capabilities | |||
| Axon Records | 365 licenses | 365 licenses | 245 licenses |
| Emeres CAD | 280 users | 280 users | 280 users |
| Standards | 245 licenses | 245 licenses | 245 licenses |
| Notes (E-Notes) | 240 users | 240 users | 240 users |
| AI & Advanced Features | |||
| AI Era Licenses | None | 240 ($5.73M) | 240 ($5.73M) |
| Auto Tagging | None | 240 licenses | 120 licenses |
| Redaction Assistant | 240 users | 240 users | 120 users |
| Community Request | None | 240 licenses | 120 licenses |
| Fusus Real-Time Crime Center | None | None | 120 users + 150 CCTV |
| Officer Equipment | |||
| Officer Coverage (OSP) | 120 officers | 120 officers | 120 officers |
| Body Cameras | ~140 cameras | ~140 cameras | ~140 cameras |
| Fleet 3 Vehicles | 30 vehicles | 30 vehicles | 30 vehicles |
| TASER 10 | 82 units | 82 units | 82 units |
| VR Training Systems | 2 headsets | 2 headsets | 2 headsets |
| Professional Services | |||
| Records PSO | $250,000 | $250,000 | $250,000 |
| Technical Account Manager | $250,000 (5yr) | $250,000 (5yr) | $250,000 (10yr) |
| Total PSO | $750,000 | $565,000 | $565,000 |
The $6.6M - $7.2M Question:
| 240 AI Era Licenses | ~$5,730,000 | AI-powered analytics for entire department |
| Community Request (240 licenses) | ~$523,000 | Public records request automation |
| Auto Tagging (120-240 licenses) | ~$262,000 | Automated evidence tagging & categorization |
| Fusus RTCC (OSP 10 Plus only) | ~$600,000 | Real-Time Crime Center with 150 camera feeds |
Key Insights:
Stick with the recommended package (v2.2). The premium options cost an additional $6.6M-$7.2M over 10 years, primarily for AI Era licenses ($5.73M) that are not essential for core operations. Thunder Bay can add AI or Fusus RTCC capabilities later if needed.
Current package delivers: Full RMS modernization, CAD replacement, training management, all officer equipment, and $3.56M net benefit from CAD savings.