2014 Homeland Security Grant

TrainingEMHSD Staff | May 12, 2014

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• Provide guidance on completion of required documents

• Provide guidance on recurring issues

• Provide a brief on upcoming grant initiatives

Objectives

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General Note:

• Color coding• Light yellow = free form cells• Light green = drop-down lists

Part I – General Information

Completing the AA formAlignment and Allowability Form

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Part II – Alignment Review

The investments are written based on input from the regions for the projects that are going to be funded for the specific grant.

This information is then incorporated into the supplemental guidance.

Note: Not providing the upfront information could prevent regions from funding projects that are regional priorities.

Completing the AA formAlignment and Allowability Form

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Alignment & Allowability Form (AAF) Guidance:

A project aligns to an investment if the project is an activity directly identified in the investment, an action that is required to implement an activity directly identified in the investment, or an action that is a prerequisite of an activity directly identified in the investment.

Completing the AA form

Alignment and Allowability Form

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1. Review the Investment Title and investment description from the Supplemental Guidance.

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2. Review the Investment Project (IP) to determine what project will be used to complete the AA form.

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Investment Alignment: Provide a narrative description of how the project aligns to the identified investment. The narrative should identify both to “what” part of the investment the project aligns (e.g., a specific Investment Project title from the Supplemental Guidance or a specific activity in an identified area of an investment) and “why” the project aligns to the investment. The merits or benefits of the project do not establish investment alignment and should not be included here. 

***The “why” should relate directly to the explanation provided for the “what” and can be as simple as stating “this is doing exactly X, as identified in the investment” or may need to be a more comprehensive explanation describing why the project is necessary to complete the activity(ies) of the investment. The necessary detail will be dependent upon the project.***

Completing the AA formAlignment and Allowability Form

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3. EXAMPLE – Investment Alignment & Justification - Provide justification on how your project aligns to the IP within the selected investment .

Don’t forget sections 2.E – 2.H

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Examples that would be denied for alignment.

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• Activities, conferences, etc. must be homeland security related (frame description in terms of terrorism & all-hazards preparedness)

• With personnel, ensure activities are framed in allowable planning activities rather than M&A. Some specific activities are allowable under both, but it depends on the larger initiative.

• For example, processing AAFs & reimbursement documents can be planning if it is a planner who is responsible for project implementation and is doing the preliminary preparation as part of the project implementation. However, processing AAFs and reimbursement documents as the job responsibility (w/out project implementation) would be M&A.

Completing the AA form - PlanningAlignment and Allowability Form

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• Student type (target audience or discipline) • Course Length (days and hours) • Any meal/food included in cost (based on local procurement

policy)• Instructor(s) name and organization• Classroom location/address• Course fees/tuition• Any additional expenses, e.g., car rental, etc.

Completing the AA form - TrainingAlignment and Allowability Form

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• Course validation (may be asked to provide for review)• Verification of instructor / SME credentials • Verification of curriculum

• Cost Effective Training Considerations• Free federal courses through US-DHS (e.g., WMD –Tac Ops,

LASER)• MSP (e.g., TC3, Active Shooter) and other state training resources• Donated facility space (classrooms)• Reasonable instructor fees

Completing the AA form – Training Cont. Alignment and Allowability Form

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• Use HSEEP as a guide--exercises must be developed using MSP/EMHSD exercise guidelines (refer to division Web site -training).

• After action reports (AAR) are required for reimbursement and will not be processed until the AAR is on file with the State Exercise Officer.

• Consumables--If items are purchased as part of the exercise, they must be one time use items.

Completing the AA form – Exercise Alignment and Allowability Form

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Reminder:• Watercraft and Aviation equipment requires waivers prior to moving forward.

• Costs associated with weapons are not allowable• mounted to weapons• hold weapons• etc.

• Costs associated with titles, licensing, and registration fees are the responsibility of the jurisdiction and is not allowable under FEMA grants.

Alignment and Allowability FormCompleting the AA form – Equipment

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Reminder Cont.:

• The AEL has moved from www.rkb.us to: https://www.llis.dhs.gov/knowledgebase/authorized-equipment-list-ael

Please call Sam Jonker-Burke (517) 333-4195 with questions regarding the AEL.

• Maintenance:Routine upkeep (i.e. gasoline, tire replacement, routine oil changes,

monthly inspections, grounds and facility maintenance etc.) is the responsibility of the grantee and may not be funded with preparedness grant funding.

Alignment and Allowability FormCompleting the AA form – Equipment

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Information Bulletin #336

• Maintenance Contracts and Warranties:• In past years, maintenance agreements and warranties were allowable

costs, provided they were procured at the time of purchase, but could not exceed the period of performance of the original grant used to purchase the equipment.

• Repair and Replacement Costs:• The cost of repair and replacement parts for equipment purchased using

FEMA preparedness grant funding.

Alignment and Allowability FormCompleting the AA form – Equipment

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Information Bulletin #336 Cont.

• Upgrades:• FEMA preparedness grant funding may be used to upgrade previously

purchased allowable equipment.

• User fees:• User fees are viewed as costs for specific services required to maintain and

provide continued operation of equipment or systems. An example would be the recurring service fees associated with handheld radios or mobile data computers.

Alignment and Allowability FormCompleting the AA form – Equipment

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Change in FEMA guidance:• Title: Maintenance Contracts and Warranty Coverage Funded by Preparedness

Grants• In general, when purchasing a maintenance agreement, service contract, or

extended warranty for systems or equipment, the period of coverage under such a plan may not extend beyond the period of performance of the grant with which the agreement, warranty, or contract is purchased.

• However, only if the maintenance contract or extended warranty is purchased incidental to the original purchase of the system or equipment, grantees may procure maintenance or warranty coverage which exceeds the period of performance.

Alignment and Allowability FormCompleting the AA form – Equipment

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Alignment and Allowability FormIs this allowable?

YES NO

NO

Completing the AA form – Equipment

Spotting Scope

Holster

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Change in FEMA guidance:

• TITLE: Purchase of Ballistic Protective Equipment (BPE) for Fire and Emergency Medical Services (EMS) Personnel in Support of Active Shooter and Mass Casualty Incidents (AS/MCIs).

• …purchase of BPE for fire/rescue and EMS personnel whose duties may include response to AS/MCIs and entry into a “warm zone” to support the rapid triage, treatment, and extrication of the wounded.

• Warm Zone: Area of indirect threat, i.e. an area where LE officials have either cleared or isolated the threat to a level of minimal or mitigated risk. This area can be considered clear but not secure.

• Ballistic equipment for Law Enforcement• Must have training for tactical rapid entry teams, if yes, then the equipment is

allowable.

Completing the AA form - EquipmentAlignment and Allowability Form

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Per AA form instructions:

• Detailed Narrative of Intended Use/Outcome: This section should provide a narrative description of why the project is being pursued. While Section 3.C requests an itemized detail of costs associated with the project, this section is asking how the funded assets will be utilized. The intent is not to justify the quality of the project, but rather to describe its purpose, i.e., what will be produced, how it will be used, etc.

• For example, if requesting funds for a solution area planner, a description of the planner’s responsibilities and anticipated deliverables should be provided. If equipment is being purchased, this section should explain how the equipment will be used, by whom, for what purpose and where. The merits or benefits of the project should not be included here.

Completing the AA form - Detailed Narrative of Intended Use/Outcome:Alignment and Allowability Form

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• Activities implemented under SHSP and UASI must support terrorism preparedness by building or enhancing capabilities that relate to the prevention of, protection from, or response to terrorism in order to be considered eligible. However, many capabilities which support terrorism preparedness simultaneously support preparedness for other hazards. Grantees must demonstrate this dual-use quality for any activities implemented under this program that are not explicitly focused on terrorism preparedness.

Completing the AA form - Detailed Narrative of Intended Use/Outcome:Alignment and Allowability Form

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Environmental and Historic Preservation (EHP) reviews:

Any activities that have been initiated without the necessary EHP review and approval will result in a non-compliance

finding and will not be eligible for FEMA funding.

Reminder: Contact Sam Jonker-Burke prior to completing EHP documentation, so the project can be discussed for any anomalies that may result in more documentation needed.

AA Form Information

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Does this need an EHP review?

YES

AA Form Information

For:

• New install

• Replacement Antenna YES

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Does this need an EHP review?

AA Form Information

YES

NO

Base radio

Base radio replacement

Antenna

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Does this need an EHP review?

YES

AA Form InformationNO

or

Unless a transfer switch is being installed as well

YES

Fixed generator

Portable generator

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NO YES

AA Form InformationDoes this need an EHP review?

Visual displayCart mounted Visual display Wall mounted

visual display

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Part V – Reimbursement Reporting:• This is a standalone reporting requirement for FEMA.• This is only for the costs listed in the reimbursement packet.

NIMS Section (5.B – 5.F):• Cells are contingent upon the previous selection.

Section 5.I Comments (this section is for if State/Local Other is selected):• Per instructions: include community of interest (if applicable), State/Local typing

information, and any other necessary notes, as appropriate.• Example from FEMA:

• The ALS Rescue Boat meets State typing for Water Ambulance. This equipment purchase adds a new capability to the local Emergency Medical Services (EMS). Teams will begin training to complete the resource.

Completing the AA formAlignment and Allowability Form

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Part V – Reimbursement Reporting Cont.

5.K Completed Activities:• Per instructions: Provide a concise narrative of what was accomplished from this project in

relation to the specific reimbursement request. Information provided should be qualitative and, where applicable, quantitative.

• For example, (equipment) purchased 5,000 mobile radios for multiple law enforcement agencies in six counties across the region. Radios are for the statewide system and replace antiquated equipment which was no longer operable.

• For example, (exercise) conducted a full scale exercise involving three jurisdictions and a total of 57 emergency response participants from fire, law enforcement, and county emergency operations center staff from each jurisdiction.

Completing the AA formAlignment and Allowability Form

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Slight increase in SHSP funds (15%)

UASI funding consistent with FY 2013

Project level data in application

All FY 14 projects due in January BSIR

Biannual Progress Reports

Clarified definition of sustainment

FY 2014 HSGP Transition

HSGP Changes

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EMHSD submits investment overview to FEMA

All investments include one local project

EMHSD provides guidance & schedule for projects

Subgrantees identify all projects – submit to EMHSD

EMHSD enters into federal BSIR

FY 2015 Grant Program

FY 2014 HSGP ProcessHSGP Changes

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Questions?

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General questions: emd_hsgp@michigan.gov

Planning: Kim Richmond

RichmondK@michigan.gov

517-333-5041

Exercise: Amanda Bresler

BreslerA@michigan.gov

517-322-1708

Training: Sgt. Michele Darling

DarlingM1@michigan.gov

517-322-1585

Equipment: Sam Jonker-Burke

Jonker-BurkeS@michigan.gov

517-333-4195

Contact Information:2014 Homeland Security Grant Training