HomeMy WebLinkAboutC-7171-1 - Agreement to Transfer Property or Funds for 2016 Homeland Security Grant Program Purposes1
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Attachment C - Agreement to Transfer Property or Funds Page 1 of 4
AGREEMENT TO TRANSFER PROPERTY OR FUNDS
FOR 2016 HOMELAND SECURITY GRANT PROGRAM PURPOSES
THIS AGREEMENT is entered into this C�) day of 2017, which
date is enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of �JCalifornia, hereinafter referred to as "COUNTY", and
CI Ot 1 -CkJ 6r+ �3eack-, a (municipal corporation/special district/not-for-
profit c oration), hereinafter referred to as "SUBGRANTEE."
WHEREAS, COUNTY, acting through its Sheriff -Coroner Department in its capacity as the lead
agency for the Orange County Operational Area, has applied for, received and accepted a grant from the
State of California, acting through its California Office of Emergency Services, to enhance county -wide
emergency preparedness, hereinafter referred to as "the grant", as set forth in the grant documents that are
attached hereto as Attachments A (FY 16 CA Supplement to the Federal Notice of Funding Opportunity),
B (FY 16 Homeland Security Grant Program Notice of Funding Opportunity), and C (FY 16 Homeland
Security Grant Assurances) and incorporated herein by reference.
WHEREAS, the terms of the grant require that COUNTY use certain grant funds to purchase
equipment, technology or services that will be transferred to SUBGRANTEE to be used for grant
purposes.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBGRANTEE the equipment, technology or services as
specified in Attachment D hereto, which is incorporated herein by reference. If the grant requires
COUNTY to transfer to SUBGRANTEE equipment, technology or services that COUNTY has not yet
acquired, COUNTY shall transfer said equipment, technology or services to SUBGRANTEE as soon after
acquisition by COUNTY as is reasonably practicable.
2. If COUNTY transfers grant funds to SUBGRANTEE, SUBGRANTEE shall use said grant
unds only to acquire equipment, technology or services as set forth in Attachment B hereto and/or to
Perform such other grant functions, if any, for which Attachments A, B and C permit SUBGRANTEE to
'FDA: 97.067
lomeland Security Grant Program
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Attachment C - Agreement to Transfer Property or Funds Page 2 of 4
1 expend grant funds. SUBGRANTEE shall provide COUNTY with a budget breakdown signed by the
2 authorized agent.
3 3. Throughout its useful life, SUBGRANTEE shall use any equipment, technology or
4 services acquired with grant funds only for those purposes permitted under the terms of the grant, and
5 shall make it available for mutual aid response.
6 4. SUBGRANTEE shall exercise due care to preserve and safeguard equipment acquired with
7 grant funds from damage or destruction and shall provide regular maintenance and repairs for said
8 equipment as are necessary, in order to keep said equipment in continually good working order. Such
9 maintenance and servicing shall be the sole responsibility of the SUBGRANTEE, who shall pay for
10 material and labor costs for any maintenance and repair of the said equipment throughout the life of the
11 said equipment.
12 5. SUBGRANTEE shall assume all continuation costs of said equipment, technologies and/or
13 services to include but not limited to upgrades, licenses and renewals of said equipment, technologies
14 and/or services.
15 6. If equipment acquired with grant funds becomes obsolete or unusable, SUBGRANTEE
16 shall notify COUNTY of such condition. SUBGRANTEE shall transfer or dispose of grant -funded
17 equipment only in accordance with the instructions of COUNTY.
18 7. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and their
19 elected and appointed officials, officers, agents and employees from any and all claims and losses accruing
20 or resulting to any and all contractors, subcontractors, laborers, and any other person, firm or corporation
21 furnishing or supplying work services, materials or supplies in connection with SUBGRANTEE's use of
22 grant -funded equipment, technology or services and SUBGRANTEE's performance of this Agreement,
23 including Attachments A, B and C hereto, and from any and all claims and losses accruing or resulting to
24 any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in SUBGRANTEE's
25 use of grant -funded equipment, technology or services and SUBGRANTEE's performance of this
26 Agreement, including Attachments A, B and C hereto.
27 8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully bound
28 by all applicable provisions of Attachments A, B and C hereto. SUBGRANTEE shall notify COUNTY
CFDA: 97.067
Homeland Security Grant Program
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Attachment C - Agreement to Transfer Property or Funds
Page 3 of 4
immediately upon discovery that it has not abided or no longer will abide by any applicable provision of
Attachments A, B and C hereto.
9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after final payment hereunder.
10. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
11. SUBGRANTEE may not assign this Agreement in whole or in part without the express
I written consent of COUNTY.
12. For a period of three years after final payment hereunder or until all claims related to this
Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
documents, papers and records relevant to the work performed or property or equipment acquired in
accordance with this Agreement, including Attachments A, B and C hereto. For the same time period,
SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency
from which COUNTY received grant funds or their duly authorized representative(s), for examination,
copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon request during usual
working hours.
13. SUBGRANTEE shall provide to COUNTY all records and information requested by
COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
required to provide to the agency from which COUNTY received grant funds or other persons or agencies.
14. COUNTY may terminate this Agreement and be relieved of the payment of any
consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained in
this Agreement, including Attachments A, B and C hereto, at the time and in the manner herein provided,
or b) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with
the work in any manner deemed proper by COUNTY.
15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
performance of this Agreement, including Attachments A, B and C hereto, and shall not be considered
officers, agents or employees of COUNTY or of the agency from which COUNTY received grant funds.
CFDA: 97.067
Homeland Security Grant Program
Department of Homeland Security Page 3 of 4
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Attachment C - Agreement to Transfer Property or Funds
Page 4 of 4
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: / -72017
APPROVED AS TO FORM:
COUNTY COUNSEL
By��
Saul Reyes, Deputy County Counsel
DATED: Z 7- e 2017
I DATED:
ATTEST: p�
By tN*"
City Clerk
DATED: cK- 1" I '�I
2017
CFDA: 97.067
Homeland Security Grant Program
Department of Homeland Security
Lo
COUNTY OF ORANGE, a
subdivision 41he State of,(
Sheriff -Core
"COUNTY"
SUBGRANTEE
By: ze
Gy%E a-07��-+
0
WPROVED AS TO FORM:
;ITY ATTOR14EWS OEFIGi
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Aaron
Page 4 of 4
7
Cal OES
GOVERNOR'S OFFICE
OF EMERGENCY SERVICES
Standard Assurances
For All Cal OES Federal Grant Programs
As the duly authorized representative of the Applicant, I hereby certify that the Applicant has the
legal authority to apply for federal assistance and the institutional, managerial and financial capability
(including funds sufficient to pay any non-federal share of project cost) to ensure proper planning,
management and completion of the project described in this application, within prescribed timelines.
I further acknowledge that the Applicant is responsible for reviewing and adhering to all
requirements within the:
(a) Applicable Federal Regulations (see below);
(b) Federal Program Notice of Funding Opportunity (NOFO);
(c) California Supplement to the NOFO; and
(d) Federal and State Grant Program Guidelines.
Federal Regulations
Government cost principles, uniform administrative requirements and audit requirements for federal
grant programs are set forth in Title 2, Part 200 of the Code of Federal Regulations (CFR) and updates
are issued by the Office of Management and Budget (OMB) and can be found at
http://www.whitehouse.gov/omb/.
Significant state and federal grant award requirements (some of which appear in the documents
listed above) are set forth below. The Applicant hereby agrees to comply with the following:
1. Proof of Authority
The Applicant will obtain written authorization from the city council, governing board or authorized
body in support of this project. This written authorization must specify that the Applicant and the city
council, governing board, or authorized body agree.
(a) To provide all matching funds required for the grant project and that any cash match will be
appropriated as required.
(b) Any liability arising out of the performance of this agreement shall be the responsibility of the
Applicant and the city council, governing board or authorized body.
(c) Grant funds shall not be used to supplant expenditures controlled by the city council,
governing board or authorized body.
(d) The official executing this agreement is, in fact, authorized to do so.
This Proof of Authority must be maintained on file and readily available upon request.
Homeland Security Grant Program — 2016 Grant Assurances Page IDI 11
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2. Period of Performance
The Applicant will initiate work after approval of the award and complete all work within the period of
performance specified in the grant.
3. Lobbying and Political Activities
As required by Section 1352, Title 31 of the U.S. Code (U.S.C.), for persons entering into a
contract, grant, loan or cooperative agreement from an agency or requests or receives from an
agency a commitment providing for the United States to insure or guarantee a loan, the Applicant
certifies that:
(a) No federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee
of an agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with the awarding of any Federal contract, the
making of any federal grant, the making of any federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any federal contract, grant, loan, or cooperative agreement.
(b) If any funds other than federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this federal contract, grant, loan, or cooperative agreement, the
undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report
Lobbying", in accordance with its instructions.
(c) The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts
under grants, loans, and cooperative agreements) and that all subrecipients shall certify and
disclose accordingly.
The Applicant will also comply with provisions of the Hatch Act (5 U.S.C. §§1501-1508 and §§7324-
7328) which limit the political activities of employees whose principal employment activities are
funded in whole or in part with federal funds.
Finally, the Applicant agrees that federal funds will not be used, directly or indirectly, to support the
enactment, repeal, modification or adoption of any law, regulation or policy without the express
written approval from the California Governor's Office of Emergency Services (Cal OES) or the
federal awarding agency.
4. Debarment and Suspension
As required by Executive Orders 12549 and 12689, and 2 CFR §200.212 and codified in 2 CFR
Part 180, Debarment and Suspension, the Applicant will provide protection against waste, fraud,
and abuse by debarring or suspending those persons deemed irresponsible in their dealings with
the federal government. The Applicant certifies that it and its principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal department or agency;
Homeland Security Grant Program — 2016 Grant Assurances Page Lgf 11
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(b) Have not within a three-year period preceding this application been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state, or
local) transaction or contract under a public transaction; violation of federal or state antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (federal, state, or local) with commission of any of the offenses enumerated in
paragraph (2)(b) of this certification; and
(d) Have not within a three-year period preceding this application had one or more public
transaction (federal, state, or local) terminated for cause or default.
Where the Applicant is unable to certify to any of the statements in this certification, he or she shall
attach an explanation to this application.
5. Non -Discrimination and Equal Employment Opportunity
The Applicant will comply with all federal statutes relating to non-discrimination. These include, but
are not limited to, the following:
(a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C. §2000d et.
seq.) which prohibits discrimination on the basis of race, color, or national origin and
requires that recipients of federal financial assistance take reasonable steps to provide
meaningful access to persons with limited English proficiency (LEP) to their programs and
services;
(b) Title IX of the Education Amendments of 1972, (20 U.S.C. §§1681-1683, and 1685-1686),
which prohibits discrimination on the basis of sex in any federally funded educational
program or activity;
(c) Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. §794), which prohibits
discrimination against those with disabilities or access and functional needs;
(d) Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of
disability and requires buildings and structures be accessible to those with disabilities and
access and functional needs;(42 U.S.C. §§ 12101-12213.);
(e) Age Discrimination Act of 1975, (42 U.S.C. §§ 6101-6107), which prohibits discrimination on
the basis of age;
(f) Public Health Service Act of 1912 (42 U.S.C. §§ 290), relating to confidentiality of patient
records regarding substance abuse treatment;
(g) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §3601 et seq.), relating to
nondiscrimination in the sale, rental or financing of housing;
(h) Executive Order 11246, which prohibits federal contractors and federally assisted
construction contractors and subcontractors, who do over $10,000 in Government business
in one year from discriminating in employment decisions on the basis of race, color, religion,
sex, sexual orientation, gender identification, or national origin;
Homeland Security Grant Program — 2016 Grant Assurances Page 3 of 11
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(i) Executive Order 11375, which bans discrimination on the basis of race, color, religion, sex,
sexual orientation, gender identification, or national origin in hiring and employment in both
the United States federal workforce and on the part of government contractors;
Q) California Public Contract Code §10295.3, which prohibits discrimination based on domestic
partnerships and those in same sex marriages;
(k) Any other nondiscrimination provisions in the specific statute(s) under which application for
federal assistance is being made; and
(1) The requirements of any other nondiscrimination statute(s) which may apply to the
application.
In addition to the items listed in (a) through (n), the Applicant will comply with California's Fair
Employment and Housing Act (FEHA). FEHA prohibits harassment and discrimination in
employment because of ancestry, race, color, religious creed (including religious dress and
grooming practices), sex (which includes pregnancy, childbirth, breastfeeding and medical
conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender
expression, sexual orientation, marital status, national origin, ancestry, mental and physical
disability, genetic information, medical condition, age, pregnancy, denial of medical and family care
leave, or pregnancy disability leave (California Government Code §§ 12940, 12945, 12945.2),
military and veteran status, and/or retaliation for protesting illegal discrimination related to one of
these categories, or for reporting patient abuse in tax supported institutions.
6. Drug -Free Workplace
As required by the Drug -Free Workplace Act of 1988 (41 U.S.C. §701 at seq.), the Applicant
certifies that it will maintain a drug-free workplace and a drug-free awareness program as outlined
in the Act.
7. Environmental Standards
The Applicant will comply with state and federal environmental standards, which may be prescribed
pursuant to the following, as applicable:
(a) California Environmental Quality Act (CEQA) (California Public Resources Code §§ 21000-
21177), to include coordination with the city or county planning agency;
(b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6, Chapter 3, §§ 15000-
15387);
(c) Federal Clean Water Act (CWA) (33 U.S.C. § 1251 at seq.), which establishes the basic
structure for regulating discharges of pollutants into the waters of the United States and
regulating quality standards for surface waters;
(d) Federal Clean Air Act of 1955 (42 U.S.C. § 7401) which regulates air emissions from
stationary and mobile sources;
(e) Institution of environmental quality control measures under the National Environmental
Policy Act of 1969 (P.L. 91-190) and Executive Order 12898 on the Environmental Justice
Act, and Executive Order 11514 on Environmental Quality;
(f) Notification of Environmental Protection Agency (EPA) violating facilities pursuant to
Executive Order 11738;
(g) Protection of wetlands pursuant to Executive Order 11990;
Homeland Security Grant Program — 2016 Grant Assurances PageAD91
Initials
(h) Evaluation of flood hazards in floodplains in accordance with Executive Order 11988;
(i) Assurance of project consistency with the approved State management program developed
under the Coastal Zone Management Act of 1972 (16 U.S.C. §1451 at seq.);
Q) Conformity of Federal actions to State (Clean Air) Implementation Plans under Section
176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §7401 et seq.);
(k) Executive Order 11738 instituted to assure that each federal agency empowered to enter
into contracts for the procurement of goods, materials, or services and each federal agency
empowered to extend federal assistance by way of grant, loan, or contract shall undertake
such procurement and assistance activities in a manner that will result in effective
enforcement of the Clean Air Act and the Federal Water Pollution Control Act Executive
Order Executive Order 11990 which requires preservation of wetlands;
(I) The Safe Drinking Water Act of 1974, (P.L. 93-523);
(m) The Endangered Species Act of 1973, (P. L. 93-205);
(n) Wild and Scenic Rivers Act of 1968 (16 U.S.C. §1271 et seq.) related to protecting
components or potential components of the national wild and scenic rivers system.
The Applicant shall not be: 1) in violation of any order or resolution promulgated by the State Air
Resources Board or an air pollution district; 2) subject to a cease and desist order pursuant to §
13301 of the California Water Code for violation of waste discharge requirements or discharge
prohibitions; or 3) determined to be in violation of federal law relating to air or water pollution.
8. Audits
For subrecipients expending $750,000 or more in federal grant funds annually, the Applicant will
cause to be performed the required financial and compliance audits in accordance with the Single
Audit Act Amendments of 1996 and Title 2 of the Code of Federal Regulations, Part 200, Subpart F
Audit Requirements.
9. Access to Records
In accordance with 2 CFR §200.336, the Applicant will give the awarding agency, the Comptroller
General of the United States and, if appropriate, the state, through any authorized representative,
access to and the right to examine all records, books, papers, or documents related to the award.
The Applicant will require any subrecipients, contractors, successors, transferees and assignees to
acknowledge and agree to comply with this provision.
10. Conflict of Interest
The Applicant will establish safeguards to prohibit employees from using their positions for a
purpose that constitutes or presents the appearance of personal or organizational conflict of
interest, or personal gain.
11. Financial Management
False Claims for Payment The Applicant will comply with 31 U.S.0 §3729 which sets forth that no
subgrantee, recipient or subrecipient shall submit a false claim for payment, reimbursement or
advance.
Homeland Security Grant Program — 2016 Grant Assurances Pa 11
Initials
12. Reporting -Accountability
The Applicant agrees to comply with applicable provisions of the Federal Funding Accountability
and Transparency Act (FFATA) (P.L. 109-282), specifically (a) the reporting of subawards obligating
$25,000 or more in federal funds and (b) executive compensation data for first-tier subawards. This
includes the provisions of FFATA, which includes requirements for executive compensation, and
also requirements implementing the Act for the non-federal entity at 2 CFR part 25 Financial
Assistance Use of Universal Identifier and Central Contractor Registration and 2 CFR part 170
Reporting Subaward and Executive Compensation Information.
13. Whistleblower Protections
The Applicant also must comply with statutory requirements for whistleblower protections at 10
U.S.C. §2409, 41 U.S.C. §4712, and 10 U.S.C. §2324, 41 U.S.C. §4304 and §4310.
14. Human Trafficking
The Applicant will comply with the requirements of Section 106(g) of the Trafficking Victims
Protection Act of 2000, as amended (22 U.S.C. § 7104) which prohibits grant award recipients or a
subrecipient from: (1) engaging in trafficking in persons during the period of time that the award is in
effect: (2) procuring a commercial sex act during the period of time that the award is in effect: or (3)
using forced labor in the performance of the award or subawards under the award.
16. Labor Standards
The Applicant will comply with the following federal labor standards:
(a) Comply with the provisions of the Davis -Bacon Act (40 U.S.C. §§ 276a to 276a-7), as
applicable, and the Copeland Act (40 U.S.C. § 3145 and 18 U.S.C. § 874) and the Contract
Work Hours and Safety Standards Act (40 U.S.C. §§ 327-333), regarding labor standards
for federally -assisted construction contracts or subcontracts.
(b) Comply with the Federal Fair Labor Standards Act (29 U.S.C. § 201 et al.) as they apply to
employees of institutes of higher learning (IHE), hospitals and other non-profit organizations.
16. Worker's Compensation
The Applicant must comply with provisions which require every employer to be insured to protect
workers who may be injured on the job before commencing performance of the work of this
Agreement, as per the workers compensation laws set forth in California Labor Code §§ 3700 at
seq.
17. Property -Related
If applicable to the type of project funded by this federal award, the Applicant will:
(a) Comply with the requirements of Titles II and III of the Uniform Relocation Assistance and
Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and
equitable treatment of persons displaced or whose property is acquired as a result of
Federal or federally -assisted programs. These requirements apply to all interests in real
property acquired for project purposes regardless of Federal participation in purchase.
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(b) Comply with flood insurance purchase requirements of Section 102(a) of the Flood Disaster
Protection Act of 1973 (P.L. 93-234) which requires subrecipients in a special flood hazard
area to participate in the program and to purchase Flood insurance if the total cost of
insurable construction and acquisition is $10,000 or more.
(c) Assist the awarding agency in assuring compliance with Section 106 of the National Historic
Preservation Act of 1966, as amended (16 U.S.C. § 470), Executive Order 11593
(identification and protection of historic properties), and the Archaeological and Historic
Preservation Act of 1974 (16 U.S.C. § 469a-1 et seq.).
(d) Comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. § 4831 and 24 CFR
Part 35) which prohibits the use of lead-based paint in construction or rehabilitation of
residence structures.
18. Certifications Applicable Only to Federally -Funded Construction Projects
For all construction projects, the Applicant will:
(a) Not dispose of, modify the use of, or change the terms of the real property title or other
interest in the site and facilities without permission and instructions from the awarding
agency. Will record the federal awarding agency directives and will include a covenant in the
title of real property acquired in whole or in part with federal assistance funds to assure
nondiscrimination during the useful life of the project.
(b) Comply with the requirements of the awarding agency with regard to the drafting, review and
approval of construction plans and specifications.
(c) Provide and maintain competent and adequate engineering supervision at the construction
site to ensure that the complete work conforms with the approved plans and specifications
and will furnish progressive reports and such other information as may be required by the
assistance awarding agency or State.
19. Use of Cellular Device While Driving is Prohibited
Applicants are required to comply with California Vehicle Code sections 23123 and 23123.5. These
laws prohibit driving a motor vehicle while using an electronic wireless communications device to
write, send, or read a text -based communication. Drivers are also prohibited from the use of a
wireless telephone without hands-free listening and talking, unless to make an emergency call to
911, law enforcement, or similar services.
20. Freedom of Information Act
The Applicant acknowledges that all information submitted in the course of applying for funding
under this program, or provided in the course of an entity's grant management activities that are
under Federal control, is subject to the Freedom of Information Act (FOIA), 5 U.S.C. § 552, and the
California Public Records Rights Act, California Government Code section 6250 et seq. The
Applicant should consider these laws and consult its own State and local laws and regulations
regarding the release of information when reporting sensitive matters in the grant application, needs
assessment, and strategic planning process.
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HOMELAND SECURITY GRANT PROGRAM - PROGRAM SPECIFIC ASSURANCES /
CERTIFICATIONS
21. Reporting Accusations and Findings of Discrimination
If during the past three years the recipient has been accused of discrimination on any basis the
recipient must provide a list of all such proceedings, pending or completed, including outcome and
copies of settlement agreements to the DHS financial assistance office and the DHS Office of Civil
Rights and Civil Liberties (CRCL) by e-mail at crclna,hg.dhs.gov or by mail at U.S. Department of
Homeland Security Office for Civil Rights and Civil Liberties Building 410, Mail Stop #0190
Washington, D.C. 20528.
In the event any court or administrative agency makes a finding of discrimination against the
recipient, or the recipient settles a case or matter alleging such discrimination, recipients must
forward a copy of the complaint and findings to the DHS Component financial assistance office and
the CRCL office by e-mail or mail at the addresses listed above.
The United States has the right to seekjudicial enforcement of these obligations.
22. Acknowledgment of Federal Funding from DHS
All recipients must acknowledge their use of federal funding when issuing statements, press
releases, requests for proposals, bid invitations, and other documents describing projects or
programs funded in whole or in part with federal funds.
23. Activities Conducted Abroad
All recipients must ensure that project activities carried on outside the United States are
coordinated as necessary with appropriate government authorities and that appropriate licenses,
permits, or approvals are obtained.
24. Best Practices for Collection and Use of Personally Identifiable Information (Pit)
DHS defines personally identifiable information (PII) as any information that permits the identity of
an individual to be directly or indirectly inferred, including any information that is linked or linkable to
that individual. All recipients who collect PII are required to have a publically-available privacy policy
that describes standards on the usage and maintenance of PII they collect. Award recipients may
also find as a useful resource the DHS Privacy Impact Assessments: Privacy Guidance and Privacy
template respectively.
26. Copyright
All recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 and an
acknowledgement of Government sponsorship (including award number) to any work first produced
under federal financial assistance awards.
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26. Energy Policy and Conservation Act
All recipients must comply with the requirements of 42 U.S.C. § 6201 which contain policies relating
to energy efficiency that are defined in the state energy conservation plan issued in compliance with
this Act.
27. Federal Debt Status
All recipients are required to be non -delinquent in their repayment of any federal debt. Examples of
relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit
overpayments. See OMB Circular A-129.
28. Fly America Act of 1974
All recipients must comply with Preference for U.S. Flag Air Carriers: (air carriers holding certificates
under 49 U.S.C. § 41102) for international air transportation of people and property to the extent
that such service is available, in accordance with the International Air Transportation Fair
Competitive Practices Act of 1974 (49 U.S.C. § 40118) and the interpretative guidelines issued by
the Comptroller General of the United States in the March 31, 1981, amendment to Comptroller
General Decision B-138942
29. Hotel and Motel Fire Safety Act of 1990
in accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, all recipients must
ensure that all conference, meeting, convention, or training space funded in whole or in part with
federal funds complies with the fire prevention and control guidelines of the Federal Fire Prevention
and Control Act of 1974, as amended, 15 U.S.C. § 2225a.
30. Non -supplanting Requirements
All Applicants who receive awards made under programs that prohibit supplanting by law must
ensure that federal funds do not replace (supplant) funds that have been budgeted for the same
purpose through non-federal sources.
32. Patents and Intellectual Property Rights
Unless otherwise provided by law, recipients are subject to the Bayh-Dole Act, Pub. L. No. 96-517,
as amended, and codified in 35 U.S.C. § 200 at seq. All recipients are subject to the specific
requirements governing the development, reporting, and disposition of rights to inventions and
patents resulting from financial assistance awards located at 37 C.F.R. Part 401 and the standard
patent rights clause located at 37 C.F.R. § 401.14.
33. SAFECOM
All Applicants who receive awards made under programs that provide emergency communication
equipment and its related activities must comply with the SAFECOM Guidance for Emergency
Communication Grants, including provisions on technical standards that ensure and enhance
interoperable communications.
Homeland Security Grant Program — 2016 Grant Assurances Pa elf 11
Initia1Y�
34. Terrorist Financing
All Applicants must comply with Executive Order 13224 and U.S. law that prohibit transactions with,
and the provisions of resources and support to, individuals and organizations associated with
terrorism. It is the legal responsibility of recipients to ensure compliance with the Order and laws.
35. Reporting of Matters Related to Recipient Integrity and Performance
If the total value of the Applicant's currently active grants, cooperative agreements, and
procurement contracts from all federal assistance office exceeds $10,000,000 for any period of time
during the period of performance of this federal award, the Applicant must comply with the
requirements set forth in the government -wide Award Term and Condition for Recipient Integrity
and Performance Matters located at 2 C.F.R. Part 200, Appendix XII, the full text of which is
incorporated here by reference in the terms and conditions of your award.
36. USA Patriot Act of 2001
All recipients must comply with requirements of the Uniting and Strengthening America by Providing
Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which
amends 18 U.S.C. §§ 175-175c.
IMPORTANT
The purpose of the assurance is to obtain federal and state financial assistance, including any and all
federal and state grants, loans, reimbursement, contracts, etc. The Applicant recognizes and agrees
that state financial assistance will be extended based on the representations made in this assurance.
This assurance is binding on the Applicant, its successors, transferees, assignees, etc. Failure to
comply with any of the above assurances may result in suspension, termination, or reduction of grant
funds.
All appropriate documentation, as outlined above, must be maintained on file by the Applicant and
available for Cal OES or public scrutiny upon request. Failure to comply with these requirements may
result in suspension of payments under the grant or termination of the grant or both and the
subrecipient may be ineligible for award of any future grants if the Cal DES determines that any of the
following has occurred: (1) the recipient has made false certification, or (2) violates the certification by
failing to carry out the requirements as noted above.
All of the language contained within this document must be included in the award documents for all
subawards at all tiers, including contracts under grants and cooperative agreements and subcontracts.
All recipients are bound by the Department of Homeland Security Standard Terms and Conditions
2016, Version 6.0, hereby incorporated by reference, which can be found at:
https://www. dhs.gov/sites/defaulUfi les/publications/Fiscal%2OYear%202016%20DHS%2OGeneral%20T
erms%20and%20Conditions. pdf
Homeland Security Grant Program -2016 Grant Assurances Page 10of11
Initlali�/%
The undersigned represents that he/she is authorized to enter into this agreement for and on behalf of
the said Applicant.
Applicant:
.T fl
Signature of Authorized Agent: '
ezowz
Printed
/Name of Authorized Agent: �� 7 UPJ S
Title: �` e O PO i, Ce Date: / •S�/
Homeland Security Grant Program —2016 Grant Assurances
Page LLL 11
Initlaaw
EL
CalOES
GOVERNOR'S OFFICE
OF EMERGENCY SERVICES
Fiscal Year 2016
Homeland Security Grant Program
California Supplement to the
Federal Notice of Funding Opportunity
July 2016
FOREWORD: DIRECTOR'S MESSAGE.............................................................................................................I
SECTION1—OVERVIEW........................................................................................................................................2
Federal Notice of Funding Opportunity Announcement
Information Bulletins
Purpose of the California Supplement
Key Changes to the FY2016 Homeland Security Grant Program
Grant Management Memoranda
Eligible Subrecipients
Native American Allocations
Subrecipient Allocations
NIMS Implementation
Supplanting
Public/Private Organizations
Debarred/Suspended Parties
Cal OES Contact Information
HSGU Program Representatives
SECTION 2—FEDERAL CHANGES AND INITIATIVES...................................................................................5
FY2016 Program Priorities
25% Law Enforcement
5% M&A
Indirect Costs
Organization Costs - Overtime
Personnel Cap
Controlled Equipment
Equipment Typing/Identification and Use
Equipment Maintenance/Sustainment
Exercises, Improvement Plans, & After Action Reporting
Emergency Operations Plans
Special Needs Population
Conflict of Interest
SECTION 3—STATE CHANGES AND INITIATIVES.........................................................................................10
FY2016 Investments
State Initiative Funding
"On Behalf OP'
Regional Approach
Non-DHS/FEMA Training
FFATA Financial Disclosure
Tactical Interoperable Communication Plan (TICP)
SECTION 4—REQUIRED STATE APPLICATION COMPONENTS...............................................................12
Financial Management Forms Workbook
Narrative Attachments
Grant Assurances
Training
Operational Areas Only
Urban Areas Only
State Agencies & Tribes Only
SECTION 5—THE STATE APPLICATION PROCESS......................................................................................17
Application Submittal
Late or Incomplete Application
Application Approval
SECTION 6—POST AWARD REQUIREMENTS................................................................................................18
Payment Request Process
Advances & Interest Earned on Advances
Post Award Modifications
Sole Source Procurements
Performance Bond
EHP
Construction & Renovation
Inventory Control & Property Management Equipment
Disposition
Performance Reporting
Failure to Submit Required Reports
Extension Requests
Progress Reports on Grant Extensions
Monitoring
Suspension/Termination
Closeout
Records Retention
ATTACHMENTS
A -Allocations
B-FY2016 HSGP Timeline
C -Sample Governing Body Resolution
D -State Agency Signature Authority Form
E -State Agency Project Narrative Form
F-FY2016 HSGP Application Checklist
Forward 12016
Director's Message
I am pleased to present the FY2016 Homeland Security Grant Program (HSGP) California
Supplement to the Federal Notice of Funding Opportunity Announcement.
Our commitment to preparedness demands cooperative work to maintain a culture of continuous
improvement. Therefore, for FY2016 I welcome our work together toward building on common
values, values we can apply today while we reach to achieve California's homeland security
goals. These values include Integrity, Service, Respect, and Resiliency. Four very relevant
principles I expect my staff at Cal OES to embrace, and values I believe you will find equally
applicable during the administration of duties to an expectant public.
Cal OES management and staff have embraced my challenge to find ways to better serve our
HSGP stakeholders. The Grants Management and Monitoring Sections are teaming together to
identify ways to enrich the content of technical assistance and training. They will be scheduling
regional training workshops throughout the state for the upcoming fiscal year. They have joined
together to identify redundancies and inefficiencies in the current grant awards processes, and
eliminate barriers that impede our subrecipients' ability to meet their program performance
objectives and financial management responsibilities. These efforts are examples of their
commitment to our HSGP stakeholders.
We have work to do; there is no question. Our work requires both a deliberate and unified
purpose. That purpose begins with managing all available resources at our disposal — both
material and non -material. Resources we can then utilize to enhance prevention, strengthen
capabilities and deliver services while communicating effectively to California and its citizens.
MARK S. GHILARDUCCI
Director
Section 1— Overview 12016
Federal Notice In February 2016, the U.S. Department of Homeland Security
of Funding (DHS)/Federal Emergency Management Agency (FEMA) issued the Fiscal
Opportunity Year 2016 Homeland Security Grant Program, Federal Notice of Funding
Announcement Opportunity Announcement (NOFO) available for download at
http://www.fema. izov/media-library-data/ 1455569937218-
3daa3552913b8affeOc6b5bc3b448635/FY 2016 HSGP NOFO FINAL pdf.
Information DHS issues Information Bulletins to provide updates, clarification, and new
Bulletins requirements throughout the life of the grant. Information Bulletins may be
obtained at: http://www.fema.gov/¢rants/ rant-Programs-directorate-
information-bul letins.
Purpose of the The FY2016 California Supplement to the Federal Notice of Funding
California Opportunity is intended to complement, rather than replace, the Guidance
Supplement published by DHS. The Supplement will emphasize differences between
the FY2015 and FY2016 Homeland Security Grant Programs (HSGP), and
highlight additional California policies and requirements applicable to the
FY2016 HSGP.
Key Changes DHS/FEMA has expanded allowable costs for general purpose
to the FY2016 equipment if it aligns to and supports one or more core capabilities
Homeland identified in the Goal and are sharable through the Emergency
Security Grant Management Assistance Compact (EMAC) and are allowable under 6
Program U.S.C. §609.'
• Further restrictions have been placed on the use of grant funds for
specified controlled equipment; FEMA/GPD approval is required prior
to acquisition.2 Refer to IB 407.
Grant Cal OES issues Grant Management Memoranda (GMMs) that provide
Management additional information regarding HSGP funds. GMMs can be located at:
Memoranda http://www.caloes.ca.gov/cal-oes-divisions/grants-management/homeland-
security-prop-lb- rgrant-grant
Eligible Eligible applicants, referred to as subrecipients, differ for each program.
Subrecipients Generally, eligible HSGP subrecipients include:
• Operational Areas (OA)
• Native American Tribes
• Urban Areas Security Initiative (UASI) Jurisdictions
• State Agencies (SA), Departments, Commissions, Boards, etc., who
have or can obtain, appropriate state Department of Finance budget
authority for awarded funds.
'US Department of Homeland Security, Fiscal Year 2016 Homeland Security Notice of Funding Opportunity Announcement, pages 27-28
2 Val, page 59
2
Section 1— Overview 12016
Native The FY2016 NOFO strongly encourages Cal OES to provide access to HSGP
American funds directly to Native American Tribes in California. To implement this
Allocations requirement, a special Request for Proposal (RFP) will be issued to California's
109 federally -recognized Tribes and Indian organizations as described in the
Cal OES Consultation Policy.
All subrecipients are encouraged to coordinate with Tribal Governments to
ensure that Tribal needs are considered in their grant applications.
Subrecipient FY2016 Homeland Security Grant Program (HSGP) subrecipient allocations
Allocations are included in Appendix A. All HSGP-funded work must be completed within
the established FY2016 HSGP performance period.
NIMS Prior to allocation of any federal preparedness awards in FY2016, subrecipients
Implementation must ensure and maintain adoption and implementation of the National Incident
Management System (NIMS). Additional information can be found at
http://www.fema.jzov/pdf/emergency/nims/nims alert cred Puideline.pdf.
Supplanting Grant funds must be used to supplement existing funds, not replace
(supplant) funds that have been appropriated for the same purpose.
Subrecipients may be required to provide supporting documentation that
certifies a reduction in non-federal resources occurred for reasons other than
the receipt or expected receipt of federal funds. Supplanting will result in the
disallowance of the activity(s) associated with this improper use of the
federal grant funds.
Public/Private Subrecipients may contract with any other public or private organizations to
Organizations perform eligible activities on approved HSGP projects.
Debarred/ Subrecipients must not make or permit any award (subgrant, subaward or
Suspended contract) at any tier, to any party, that is debarred, suspended, or otherwise
Parties excluded from, or ineligible for, participation in federal assistance programs.
Subrecipients must obtain documentation of eligibility prior to making any
subaward or contract funded by HSGP awards, and must be prepared to
present supporting documentation to monitors/auditors.
Cal OES All Subrecipient application materials, related questions, comments and
Contact correspondence should be directed to:
Information
California Governor's Office of Emergency Services
ATTN: Grants Management, HSGU
3650 Schriever Avenue
Mather, CA 95655
Homeland Security Grants Unit (HSGU): (916) 845-8506; Fax: (916) 845-8511
Section 1— Overview 12016
HSGU Program Bill Canepa at bill.cane a a,caloes.ca.gov or (916) 845-8744
Representatives Justin Duke at justin.dukegcaloes.ca.gov or (916) 845-8296
Maybel Garing-Espilla at maybel.garing-espillana caloes.ca.gov or
(916) 845-8429
Rachel Magana at rachel.magana@caloes.ca.gov or (916) 845-8451
Peter Town at peter.town@caloes.ca.gov or (916) 845-8409.
Area assignments of Cal OES representatives are shown on the HSGU
regional map at:
http://www.caloes.ca.gov/cal-oes-divisions/grants-
management/homeland-security-prop lb-rg ant-
programs/homeland-security- rants -program
4
Section 2— Federal Changes and Initiatives 12016
FY2016 DHS/FEMA annually publishes the National Preparedness Report (NPR) to
Program report National progress in building, sustaining, and delivering the core
Priorities capabilities outlined in the goal of a secure and resilient Nation. This analysis
provides a National perspective on critical preparedness trends for whole
community partners to use to inform program priorities, allocate resources,
and communicate with stakeholders about issues of concern.
HSGP subrecipients are encouraged to consider national areas for
improvement identified in the FY2015 NPR, which include the following
core capabilities:
• Cybersecurity;
• Infrastructure Systems;
• Access Control and Identity Verification;
• Economic Recovery;
• Housing; and
• Long-term Vulnerability Reduction.
Additionally, the DHS requires grant subrecipients prioritize their investments
that address capability targets and gaps identified through the annual Threat and
Hazard Identification and Risk Assessment (THIRA) and State Preparedness
Report (SPR) process. The assessments set capability targets, and measure
current abilities to meet those targets.
DHS does not prescribe a minimum funding amount for these priorities.
However, grant subrecipients are required to support local, regional, state,
and national efforts in achieving the desired outcomes of these priorities.
25% Law As in past grant years, a minimum of 25% of FY2016 HSGP funds must be
Enforcement dedicated to Law Enforcement Terrorism Prevention -oriented Activities (LETPA).
In order to leverage funds for LETPA, activities outlined in the National
Prevention Framework, and National Protection Framework are eligible for use of
LETPA-focused funds. All other terrorism prevention activities proposed for
fundine under LETPA must be formally pre -approved by FEMA.3
5% M&A The Management and Administration (M&A) allowance for subrecipients is set at
a maximum of 5% for the FY2016 HSGP.4
Indirect Costs Indirect costs are allowable under the FY2016 HSGP grant award. Subrecipients
who claim indirect costs may do so provided they use one of the following two
methods:
3 Ibid., page 6
4 Ibid., page 15
Section 2- Federal Changes and Initiatives 12016
Indirect Costs 1. Subrecipients with an indirect cost rate approved by their
(Cont.) cognizant federal agency may claim indirect costs based on the
established rate.
Indirect costs claimed must be calculated using the base approved in the
indirect cost Negotiation Agreement. A copy of the approved
Negotiation Agreement is required at the time of application.
Subrecipients who have never received a negotiated indirect cost rate
and receive less than $35 million in direct federal funding per year may
claim the 10% de minimis indirect cost rate based on Modified Total
Direct Costs (MTDC) as described in 2 C.F.R. Part 200, §200.68 and
Subpart E.
Indirect costs are in addition to the M&A allowance, and must be
included in the grant award application as a `Project" and reflected in
the Financial Management Forms Workbook on the Indirect cost
category ledger if being claimed under the award.
Indirect costs may be claimed no more than once annually, and only at
the end of the fiscal year. Costs must be broken out by fiscal year if
there is a rate change.
Indirect costs must be based on claimed direct costs, excluding
equipment expenditures.
Organization Operational overtime costs are allowable for increased security measures
Costs - at critical infrastructure sites if associated with detecting, deterring,
Overtime disrupting, and preventing acts of terrorism and other catastrophic events.
Operational overtime must be formally pre -approved in writing by
FEMA.'
Personnel Cap FY2016 SHSP and UASI funds have a personnel cap of 50%.6 A subrecipient may
request that this requirement be waived. Requests for waivers to the personnel cap
must be submitted to the Cal OES Program Representative in writing on official
letterhead, with the following information:
• Documentation explaining why the cap should be waived;
• Conditions under which the request is being submitted; and
5 Ibid., page 56
6 Ibid., pages, 6 and 55
Section 2- Federal Changes and Initiatives 12016
Personnel Cap • A budget and method of calculation of personnel costs both in
(Cont.) percentages of the grant award and in total dollar amount. To avoid
supplanting issues, the request must also include a three-year staffing
history for the requesting entity.
Approval to exceed the personnel cap must be received at the time of
application.
Controlled DHS/FEMA Information Bulletin (IB) 407, issued March 9, 2016, places
Equipment restrictions on the use of grant funds to purchase specified controlled equipment.
These restrictions are applicable beginning with controlled equipment purchases
under the FY2016 HSGP award.
Requests for authorization to purchase controlled equipment must be submitted to
Cal OES using FEMA Form 087-0-0-1, available at httns://www.fema.Rov/media-
library/assets/documents/115708. Requests should be submitted at the time of
application, or can be submitted at any time during the award performance period
as long as the request is submitted and approved prior to the acquisition of the
controlled equipment.
In addition to the information provided on FEMA Form 087-0-0-1, the submission
must include a copy of the subrecipient's governing body approval to procure the
equipment. Requests to purchase small, unmanned aircraft systems (SUAS) must
also include copies of the policies and procedures that safeguard individuals'
privacy, civil rights, and civil liberties of the jurisdiction.
In order to purchase controlled equipment, subrecipients are required to have
several written policies and protocols in place prior to acquisition as outlined in IB
407 and listed in Sections D, G, and H of FEMA Form 087-0-0-1. In addition,
training on use of the controlled equipment must occur prior to use of the
equipment.
Subrecipients that do not have one or more of the required written policies,
procedures or protocols in place at the time of the request must indicate the
required item(s) "will be implemented prior to acquisition' on the FEMA form. A
separate written timeline for completion and/or implementation of the required
item(s) must also accompany the request. A follow-up self -certification that the
items have been completed and/or implemented will be required prior to
acquisition of the equipment.
Controlled equipment must be identified as such on the Equipment Inventory
Ledger in the Cal OES Financial Management Forms Workbook (FMFW).
�Ibid, pages 59 and 63
Section 2- Federal Changes and Initiatives 12016
Controlled Controlled equipment must remain in the possession of the original grant
Equipment subrecipient and may not be transferred without written permission from FEMA.
(Cont.)
For additional details, refer to FEMA Information Bulletin No. 407:
hq://www.fema.gov/media-library-data/ 1457552476909-
8a3ac9d646eel6ffde4fld2e4c580aa7/IB407 Controlled Equipment Revised FIN
ALTpdf. .
Equipment Subrecipients that allocate FY2016 HSGP funds for equipment are required to
Typing/ type and identify the capability associated with that equipment. Also, per FEMA
Identification policy, the purchase of weapons and weapon accessories is not allowed with
and Use HSGP funds. Special rules apply to pharmaceutical purchases, medical
countermeasures, and critical emergency supplies.8
Allowable HSGP equipment is listed on the Authorized Equipment List
(AEL) website at httl2://beta.fema.gov/authorized-equipment-list.
Expenditures for general purpose equipment are allowable if they align to
and support one or more core capabilities identified in the National
Preparedness Goal of a secure and resilient Nation, and in addition, are
sharable through the Emergency Management Assistance Compact (EMAC)
and allowable under 6 U.S. C. § 609. Refer to the FY2016 NOFO for
examples of allowable general purpose equipment. 9
Equipment
Use of HSGP funds for maintenance contracts, warranties, repair or replacement
Maintenance/
costs, upgrades, and user fees are allowable as described in FEMA Information
Sustainment
Bulletin (IB) 379.10
Exercises,
Subrecipients should engage stakeholders to identify long-term training and
Improvement
exercise priorities. These priorities should address capability targets and gaps
Plans & After
identified through the annual THIRA and SPR process, real-world events, previous
Action
exercises, and national areas for improvement identified in the National
Reporting
Preparedness Report.
Subrecipients must document these priorities and schedule of exercise events with
a Multi -Year Training and Exercise Plan (TEP) and update it annually.
Subrecipients are required to e-mail their schedule of training and exercise events
to Cal OES Program Representative, Rachel Magana at
rachel.magana@caloes.ca.gov no later than September 30`h
8 Ibid., pages 57 & 59
91bid., pages 27-28
10 Ibid., page 58
Section 2— Federal Changes and Initiatives 12016
Exercises,
Subrecipients must report on all exercises conducted with HSGP grant funds. An
Improvement
After Action Report (AAR) and Improvement Plan (IP) or Summary Report (for
Plans & After
Seminars & Workshops) must be completed and submitted to Cal OES within 90
Action
days after the exercise/seminars/workshops are conducted. It is acceptable to
Reporting
submit an Exercise Summary Report for Seminars and Workshops in lieu of a full
(Cont.)
AAR/IP.
Please ensure all AAR/IP or Summary Report documents are encrypted (password -
protected) and the password and a copy of the AAR/IP or Summary Report is
emailed to Cal OES Program Representative Rachel Magafia at
rachel.magana@caloes.ca.gov. For more information on this process please contact
Mr. Kevin Leisher at kevin.leisher(a,caloes.ca.gov or Mr. Steve Nunez at
steve.nunez(a,,caloes.ca.gov.
Subrecipients scheduled to participate in Capstone California (CC) exercise
activities should include the details in their FY2016 application. Cal OES program
staff will review applications for adequate exercise funding for subrecipients
scheduled to participate in CC activities within the FY2016 HSGP grant
performance period.
For exercise -related issues and/or questions, please contact Daniel Shemenski at
(916) 845-8590 or daniel.shemenski(2caloes.ca.Qov.
Emergency Subrecipients must update their EOP at least once every two years to
Operations remain compliant with the Comprehensive Preparedness Guide (CPG) 101
Plans version 2.0. Subrecipients will utilize the Unified Reporting Tool (URT) to
report their compliance with this reporting requirement.11
Special Needs Subrecipients conducting major planning projects (including, but not limited to
Population Evacuation, Mass Care and Shelter, Disaster Recovery, etc.) should address
access and functional needs, including the needs of children, within their
planning documents in order to maintain HSGP eligibility.
Conflict of Subrecipients must disclose to their grant Program Representative, in writing,
Interest any real or potential conflict of interest as defined by the federal, state, local,
or tribal statutes or regulations, which may arise during the administration of
the HSGP subaward within five days of teaming of the conflict of interest.
11 Ibid., pages 26 & 40
Section 3 — State Changes and Initiatives 12016
FY2016 The State has prioritized the following investment strategies for the
Investments FY2016 award. Please note that Investment Justification #1(IJ #1) is to
be used to report on Regional Threat Assessment Center activities only.
IJ #1: Information Sharing, Collaboration Capabilities, and Law Enforcement
Investigations
IJ #2: Protect Critical Infrastructure and Key Resources
IJ #3: Enhance Cybersecurity
IJ #4: Strengthen Communications Capabilities
IJ #5: Enhance Medical and Public Health Preparedness
IJ #6: Countering Homegrown Violent Extremism
IJ #7: Enhance Community Resilience
IJ #8: Strengthen Food and Agriculture Security
IJ #9: Enhance Catastrophic Incident Planning, Response & Recovery
Capabilities
IJ #10: Homeland Security Exercise, Evaluation and Training Programs
State Initiative For FY2016, Cal OES shall retain 20% of the SHSP and 20% of the UASI
Funding funding for the state initiatives.
"On Behalf O£' Cal OES may, in conjunction with local approval authorities, designate funds
"on behalf of' local entities that choose to decline or fail to utilize their
homeland security award in a timely manner.
Regional Subrecipients must take a regional approach and consider the needs of local
Approach units of government and applicable volunteer organizations in the projects and
activities included in their FY2016 HSGP application.
Non- DHS/FEMA When seeking approval of non-DHS/FEMA developed courses, course
Training materials must be submitted with the approval requests. Conditional approvals
are not offered.
For more information on this or other training -related inquiries, contact the
Cal OES Training Branch at (916) 845-8752 or their website at:
http://www.caloes.ca. gov/Cal-OES-Divisions/California-Specialized-Training
Institute
FFATA On November 23, 2010, the DHS and FEMA issued Information Bulletin No.
Financial 350 to clarify requirements under the Federal Funding Accountability and
Disclosure Transparency Act (FFATA).
As the State Administrative Agency (SAA), Cal OES is required to report
subaward information for federal subawards of $25,000 or more made on or after
October 1, 2010, as well as compensation for highly paid individuals. Specifically,
the name and total compensation of the five most highly compensated
10
Section 3 — State Changes and Initiatives 12016
FFATA individuals. Please see Grant Management Memoranda (GMM) 2012-01 for
Financial more information.
Disclosure (Cont.)
Tactical Due to significant legislation impacting public safety communications, Cal OES
Interoperable is reminding all subrecipients to update their Tactical Interoperable
Communication Communications Plan (TICP) and make it available upon request. Updating a
Plan (TICP) TICP is an eligible activity under the FY2016 HSGP.
Section 4 - Required State Application Components 12016
Financial The FY2016 Cal OES Financial Management Forms Workbook (FMFW) can
Management be accessed at http://www.caloes.ca.gov/cal-oes-divisions/ rg ants -
Forms Workbook mana eg ment/ rg ants-processin =-programs/homeland-security grants -processing
and includes:
Face Sheet — Use the Cover Sheet to apply for grant programs. The
application Face Sheet must be signed in blue ink.
Authorized Body of 5 Sheet — Use the Authorized Body of 5 Sheet to list
the Authorized Body of 5, Authorized Agents, and Points of Contact.
FFATA Financial Disclosure Sheet — Use the FFATA Financial Disclosure
Sheet to list the name and compensation of the top five paid individuals,
where applicable.
Project Descriptions — Describe the various details for each Project.
A maximum of 20 projects are allowed.
Project Ledger — The project ledger is used in the application process to
submit funding information and is used in the post -award phase for
submitting Cash Reimbursements, Grant Award Modifications, and Cash
Advances.
Equipment Inventory Ledger — It is an HSGP requirement that detailed
information be provided under the equipment description on all grant -
funded equipment. Authorized Equipment List (AEL) numbers must be
included for all items of equipment. Always refer to the AEL for a list of
allowable equipment and conditions, if any.
Organization Ledger — Provide detailed information on grant -
funded Organizational activities.
Training Ledger — Provide detailed information on grant -funded
Training activities.
Planning Ledger — Provide detailed information on grant -funded
Planning activities with a final product identified.
Exercise Ledger — Provide detailed information on grant -funded
Exercise activities.
Personnel Ledger— Provide detailed information on grant -funded
Personnel activities.
12
Section 4 — Required State Application Components 12016
Financial Consultant Ledger — Provide detailed information on grant -
Management funded consultants.
Forms
Workbook (cont.) Management and Administration Ledger — Provide detailed information
on grant -funded Management and Administration activities.
Indirect Ledger — If claiming indirect costs under the subaward, provide
detailed information on the total estimated indirect costs and the indirect cost
rate at which you will be claiming. If you have a federally -approved rate,
provide information on the direct cost base on which the rate is calculated,
e.g., Salary and Wages (S/W), Salary, Wages and Benefits (SW&B), Total
Direct Costs (TDC), Modified Total Direct Costs (MTDC), the De Minimis
Rate of 10% of MTDC (10% MTDC), or another base (Other).
Authorized Agent Sheet — The Authorized Agent Sheet (AA) must be
submitted with the application, and with all Cash Reimbursements, Grant
Award Modifications, and Cash Advances. The AA must include the
appropriate signature, expenditure period, and date. Only complete and
accurate information recorded on the AA will be accepted.
Narrative Explanation of 25% Law Enforcement — Describe how the subrecipient
Attachments will meet the minimum federal requirement for funding Law Enforcement
Terrorism Prevention -oriented Activities.
Management and Administration (M&A) Cap — Describe how the
subrecipient will not exceed the federally mandated 5% cap on M&A.
Personnel Cap — Describe how the subrecipient will not exceed the
federally mandated 50% personnel cap.
Emergency Operations Plan (EOP) — Please describe your EOP and
any progress in meeting the requirements identified in the FY2016
NOFO.
Training with AAR/Exercise Detail — Pursuant to the federal NOFO, all
training conducted using HSGP funds must be in support of the development or
maintenance of an identified team or capability. Additionally, all training
should address a performance gap identified through an After Action Report/
Improvement Plan (AAP/IP), or build a capability that will be evaluated
through an exercise. Subrecivients must explain in a narrative the type of
AAR or its details for the upcoming exercise.
Intelligence Analysts Certificates — Pursuant to the federal NOFO, Cal OES
must have certificates for completion of training for fusion center
13
Section 4 — Required State Application Components 12016
Narrative analytical personnel. Provide copies of certificates for each intelligence
Attachments analyst.
(cont.)
Equipment Typing Narrative — All equipment procured under this grant
must be in support of the development or maintenance of an identified team or
capability. Please describe what typed capability the equipment purchased
with this grant supports.
Indirect Cost Rate Negotiation Agreement — If claiming indirect costs at a
federally -approved rate, please provide a copy of your approved indirect
cost rate Negotiation Agreement.
Grant The Grant Assurances list the requirements to which the subrecipients will
Assurances be held accountable. All applicants will be required to submit a signed,
original of the FY2016 Grant Assurances as part of their FY2016 HSGP
application. The required Grant Assurances can be found only in PDF format
on the Cal OES website and will be available within 14 days of
Cal OES receiving the federal award.
NOTE: Self-created Grant Assurances will not be accepted.
Training All grant training activities must receive Cal OES approval prior to starting the
training event. Cal OES shall afford subrecipients the opportunity to develop a
"placeholder" for future training conferences when an agenda has not been
established at the time subrecipient applications are due. Please work with your
Cal OES Program Representative and the Training Branch to identify a possible
"placeholder" for these types of training activities. Citizen Corps Whole Community
Councils and Community CERT programs must register new programs, or
information for an existing program must be updated annually on line in order to
be considered by a state or local jurisdiction for inclusion in their IJs when
applying for HSGP funds .12
Operational Approval Authority Body — Operational Areas (OA's) must appoint an Anti -
Areas Only Terrorism Approval Body (Approval Authority) to have final approval of the
OA's application for HSGP funds. Each member of the Approval Authority
must provide written agreement with the OA's application for HSGP funds.
The Approval Authority shall consist of the following representatives, and
additional voting members may be added by a simple majority vote of the
following standing members:
12 Ibid., page 51
• County Public Health Officer or designee responsible for Emergency
Medical Services
• County Fire Chief or Chief of Fire Authority
• Municipal Fire Chief (selected by the Operational Area Fire Chiefs)
14
Section 4 - Required State Application Components 12016
Operational Areas • County Sheriff
Only (cont.) • Chief of Police (selected by the Operational Area Police Chiefs
NOTE: A list of the Approval Authority Body members and their
associated contact information, as well as a written agreement from each
member, must be submitted with the FY2016 HSGP application. Contact
your Cal OES Program Representative for more information.
Governing Body Resolution — The Governing Body Resolution appoints
Authorized Agents (identified by the individual's name or by a position title)
to act on behalf of the governing body and the applicant by executing any
actions necessary for each application and subaward. All applicants are
required to submit a copy of their FY2016 Governing Body Resolution with
their application. A sample Resolution is found as Attachment C.
Authorized Agent Information Form — For each person or position
appointed by the governing body, submit the following information to
Cal OES, along with the Resolution, on the applicant's letterhead:
• Name
• Title
• Local Jurisdiction
• Grant Program
• Phone & Fax Number(s)
• E -Mail Address
• Street Address, City & Zip Code
NOTE: Changes can be made to the Authorized Agent if/when necessary.
If the Governing Body Resolution identifies the Authorized Agent by
name, a new Resolution and corresponding Authorized Agent Information
Sheet are needed when any changes are made. If the Governing Body
Resolution identifies the Authorized Agent by position and/or by title,
changes can be made by submitting to Cal OES a letter announcing the
change, accompanied by a new Authorized Agent Information Sheet.
Urban Areas Urban Area Working Groups (UAWGs) — Membership in the UAWG must
Only provide either direct or indirect representation for all relevant jurisdictions and
response disciplines (including law enforcement, fire service, EMS, and
emergency management) that comprise the defined Urban Area. It also must
be inclusive of local Citizen Corps Council and Tribal representatives. Each
UASI must include the geographical boundaries and footprint of their UASI
designation. The UAWG should also ensure the integration of local emergency
management, public health, and health care systems into a coordinated,
15
Section 4 — Required State Application Components 12016
Urban Areas sustained local capability to respond effectively to a mass casualty incident.
Only (Cont.) Additional group composition criteria is found in the federal NOFO. 13
State Agencies Project Narrative — In addition to the FMFW Project Descriptions, state
& Tribes Only agencies and tribes must complete a Project Narrative Form (included as
Attachment E).
13 Ibid., page 46
Signature Authority — Applications must be signed by the highest -level
person, or their designee. If a designee is signing, the highest -level person
must execute and submit a Signature Authority Form with the Application
(included in Attachment D).
16
Section 5 - The State Application Process 12016
Application The completed FMFW V 1.16 must be mailed in hardcopy with original
Submittal signatures, and must also be emailed as an attachment to the Cal OES Program
Representative.
All application documents requiring an original signature must be mailed in
hardcopy.
HAND -DELIVERED APPLICATIONS WILL NOT BE ACCEPTED
Late or Incomplete All application materials are due as stated in Attachment B. Late or incomplete
Application applications may be denied. If an application is incomplete, the Cal OES Program
Representative may request additional information. Requests for late submission of
applications must be made in writing to the Cal OES Program Representative prior
to the application due date. Cal OES has sole discretion to accept or reject a late or
incomplete grant application.
Award Approval The subrecipient will receive written notice of the State's approval of its award not
later than 45 days after Cal OES receives the federal grant award. Subrecipient
reimbursements will not be made until all required application components have
been approved by Cal OES.
Section 6 — Post Award Requirements 1 2016
Payment Request To request an advance or cash reimbursement payment of FY2016 HSGP funds,
Process subrecipients must first complete a payment request using the Cal OES Financial
Management Forms Workbook (FMFW), returning it to the appropriate Cal OES
HSGU Program Representative. Subrecipients who fail to follow the workbook
instructions may experience delays in processing the payment request.
Payments can only be made if the subrecipient has submitted a completed and
approved application.
Exercise costs will not be reimbursed until an AAR has been posted and
access to the AAR has been granted to Cal OES Program Representative
Rachel Magana.
Ms. Magafla can be reached at (916) 845-8451 or rachel.maganaga caloes.ca.gov.
Advances & Advance payment means a payment that is requested before subrecipients have
Interest Earned disbursed the funds for program purposes. Subrecipients may be paid an advance,
on Advances provided they maintain a willingness and ability to maintain procedures to
minimize the time elapsing between the receipt of funds and their disbursement.
Federal rules require advances to be deposited in interest-bearing accounts.
Interest earned amounts up to $500 per year may be retained by subrecipients for
administrative expense; any additional interest earned on Federal advance
payments must be returned annually to Cal OES.
Post Award Post award budget, scope and time modifications must be requested using the
Modifications Cal OES Financial Management Forms Workbook V 1. 16, signed by the
subrecipient's Authorized Agent, and submitted to the Cal OES Program
Representative.
The subrecipient may implement grant modification activities, and incur
associated expenses, only after receiving written final approval of the
modification from Cal OES. Failure to submit a modification request, and
receive written approval prior to expenditure, could result in a reduction or
disallowance of that portion of the grant.
Sole Source To be eligible for reimbursement, sole source (or noncompetitive) procurements
Procurements exceeding the simplified acquisition threshold (which is established by the
Federal Acquisition Regulation at 48 CFR Subpart 2.1 and is currently set at
$150,000) require Cal OES prior written approval.
Please note that this method of procurement must be approved by your local
Purchasing Agent prior to submitting a request for Cal OES approval. A copy
of the Purchasing Agent's approval must be included with submission. Cal OES
may request additional documentation that supports the procurement effort.
18
Section 6 - Post Award Requirements 1 2016
Performance Many subrecipients were unable to procure large equipment items due to vendor
Bond delivery scheduled to occur after the federal reporting period had expired. To assist
with this issue, DHS allowed subrecipients to obtain a "performance bond"
wherein subrecipients procured the item(s) in question, paid the money up front,
and obtained a performance bond to ensure delivery of the item within 90 days of
the subrecipient's performance period.
Subrecipients must obtain a performance bond for any equipment item over
$250,000 or any vehicle, aircraft or watercraft, financed with homeland security
dollars. Subrecipients must provide a copy of all performance bonds to their
HSGP Program Representative not later than the time of reimbursement.
EHP DHS/FEMA is required to ensure that all activities and programs that are
funded by the agency comply with federal Environmental Planning and
Historic Preservation (EHP) regulations. Subrecipients proposing projects or
activities (including but not limited to training, exercises, the installation of
equipment and construction or renovation projects) that have the potential to
impact the environment must participate in the EHP review process.
Subrecipients are required to submit EHP Screening Memos to their Program
Representative prior to initiating a project that has any potentia[ to impact the
environment. EHP Screening Memos must include detailed project
information and explain the goals and objectives of the proposed project, and
include supporting documentation.
FEMA may require a subrecipient to provide a confidential California
Historical Resources Information System (CHRIS) report in addition to the
EHP Screening Memo. Determination on the necessity of a CHRIS report is
based upon information disclosed on the Screening Memo. Your Cal OES
Program Representative will provide you with additional instructions should
this report be required.
EHP requests should be submitted to Cal OES as early as possible, but no later
than nine months prior to the end of the performance period, or no less than
one year prior to the end of the performance period for the construction of
communications towers.
All HSGP projects/activities triggering EHP must receive DHS written
approval prior to commencement of the funded project/activity.14
Construction & Project construction using SHSP and UASI funds may not exceed the greater of
Renovation $1,000,000 or fifteen percent (151/o) of the grant subaward. (For the purposes of
the limitations on funding levels, communications towers are not considered
construction.)
14 Ibid, pages 14, 27 and 60
19
Section 6 — Post Award Requirements 12016
Construction & Written approval for construction must be provided by DHS/FEMA prior to
Renovation the use of any HSGP funds for construction or renovation.
(Cont.)
When applying for construction funds, including communications towers, at the
time of application, subrecipients must submit evidence of approved zoning
ordinances, architectural plans, any other locally required planning permits, and a
notice of federal interest. Additionally, subrecipients are required to submit a SF -
424C Budget and Budget detail that cites the project costs. Communications tower
construction requests also require evidence that the FCC's Section 106 review
process has been completed.'
Inventory FY2016 HSGP recipients must use standardized resource management concepts
Control & for resource typing and credentialing, in addition to maintaining an inventory by
Property which to facilitate the effective identification, dispatch, deployment, tracking and
Management recovery of resources.
Subrecipients must have an effective inventory management system, to include:
Property records that document description, serial number or other ID, title
information, acquisition date, cost, location, use and condition, and
ultimate disposition;
Conducting a physical inventory at least every two years; and
A Control system to prevent loss, damage, and theft of grant purchased
equipment and supplies.
Equipment When original or replacement equipment acquired under the HSGP is no
Disposition longer needed for program activities, the subrecipient must contact the
Cal OES Program Representative to request disposition instructions.
Performance Subrecipients must prepare and submit performance reports to the State for the
Reporting duration of the grant performance period, or until all grant activities are completed
and the grant is formally closed by Cal OES. The Performance Report attempts to
capture information detailing each proposed project in the workbook, including the
milestones assigned each, specific challenges with meeting those milestones, as
well as notable activities accomplished during the reporting period.
15 Ibid., page 60
Subrecipients are required to provide semi-annual (Spring and Fall)
performance reports. Completed reports are emailed to their respective
Cal OES Program Representative using the Performance Report template found on
the Cal OES website. Monthly progress reporting may be required if project
milestones are missed and will continue until such time as projects are back on
schedule.
20
Section 6 - Post Award Requirements 1 2016
Performance Subrecipients must also complete a Biannual Strategy Implementation Report
Reporting (BSIR) using the DHS/FEMA Grants Reporting Tool (GRT).
(Cont.)
To obtain access to the online GRT, please log on to their website at
www.reporting.odp.dhs.gov. To create a new account, follow the instructions that
read, "If you need to register for an account, please click here." For additional
assistance with the GRT, please contact: Dora Gomez at
Dora.Gomez(i�caloes.ca.gov or (916) 845-8656.
Failure to Periodic reporting is required by the grant. Subrecipients who miss a single
Submit reporting deadline may receive a letter addressed to their Board of Supervisors
Required informing them of the failure to report. County Operational Areas and Tribal
Reports Native Americans who fail to report twice in a row may have subsequent awards
reduced by 10% until timely reporting is reestablished; UASIs may have a "hold"
placed on any future reimbursements.
Extension Extensions to the initial performance period identified in the subaward will only be
Requests considered through formal, written requests to your Cal OES Program
Representative. Upon receipt of the extension request, Cal OES will:
1. Verify compliance with performance reporting requirements by confirming
the subrecipient has submitted all necessary performance reports;
2. Confirm that the subrecipient has provided sufficient justification for the
request; and
3. If applicable, confirm that the subrecipient has demonstrated sufficient
progress in past situations where an extension was authorized by Cal OES.
To be considered, extension requests must be received no later than 60 days prior
to the end of the subrecipient's performance period, and must contain specific and
compelling justifications as to why an extension is required. All extension requests
must address the following:
1. Grant program, fiscal year, and award number;
2. Reason for delay;
3. Current status of the activity/activities;
4. Approved performance period termination date and new project
completion date;
5. Amount of funds drawn down to date;
6. Remaining available funds, both Federal and non-federal;
7. Budget outlining how remaining Federal and non-federal funds will be
expended;
8. Plan for completion, including milestones and timeframes for each
milestone and the position/person responsible for implementing the plan
for completion;
21
Section 6 —Post Award Requirements 12016
Extension 9. Certification that the activity/activities will be completed within the
Requests (Cont.) extended performance period without any modification to the original
Statement of Work.
Progress Reports All subrecipients that receive Cal OES approval to extend their FY2016 grant
on Grant performance period must submit monthly progress reports indicating completed
Extensions and future project milestones on all extended projects. Progress reports must be
submitted electronically to the Cal OES Program Representative on the last day of
each month of extension.
Monitoring The Cal OES Grants Monitoring actively monitors subrecipients, both through
desk and on-site field reviews. Monitoring is based on the cost principals and
administrative requirements addressed in local, state and federal controlling
authority, in addition to applicable financial guidelines. Reviews may include,
but are not limited to:
• Entries recorded on the Financial Management Forms Workbook
categories
• Eligibility of and support for expenditures, typically covering 2-3
years of data.
• Comparing actual subrecipient activities to those approved in the grant
application and subsequent modifications, including the review of
timesheets as appropriate.
• Ensuring that advances have been disbursed in accordance with
applicable guidelines.
• Confirming compliance with:
Grant Assurances; and
Information provided on performance reports and payment
requests.
Many subrecipients receive "findings" that necessitate a Corrective Action Plan
(CAP) on their part. Those subrecipients who fail to submit a CAP as required
shall have a "hold" placed on any future reimbursements until the "finding" is
resolved.
NOTE: It is the responsibility of all subrecipients that pass through funds,
to monitor and audit the grant activities of their subawards. This
requirement includes, but is not limited to, on-site verification of grant
activities, as required.
Suspension/ Cal OES may suspend or terminate grant funding, in whole or in part, or other
Termination measures may be imposed for any of the following reasons:
• Failure to submit required reports.
• Failure to expend funds in a timely manner consistent with the grant
22
Section 6 — Post Award Requirements 12016
Suspension/ milestones, guidance and assurances.
Termination • Failure to comply with the requirements or statutory progress toward the
(Cont.) goals or objectives of federal or state law.
• Failure to make satisfactory progress toward the goals or objectives set
forth in the subrecipient application.
• Failure to follow grant agreement requirements or special conditions.
• Proposing or implementing substantial plan changes to the extent that, if
originally submitted, the application would not have been selected for
funding.
• False certification in the application or document.
• Failure to adequately manage, monitor or direct the grant funding activities of
their subrecipients.
• Before taking action, Cal OES will provide the subrecipient reasonable notice
of intent to impose corrective measures and will make every effort to
informally resolve the problem.
Closeout Cal OES will close-out subrecipient awards when it determines that all
applicable administrative actions and all required work of the Federal award
have been completed.
Subrecipient subawards will be closed after:
• Receiving a subrecipient Performance Report indicating that all approved
work has been completed, and all funds have been distributed;
• Receiving the subrecipient's Final Reimbursement Request;
• Completing a review to confirm the accuracy of reported information;
• Reconciling actual costs to subawards, modifications and payments.
• Verifying the subrecipient has submitted a final BSIR showing all grant funds
have been expended.
If the closeout review and reconciliation indicates that the subrecipient:
Is owed additional funds, then Cal OES will send the final payment
automatically to the subrecipient.
Did not use all funds received through an Advance, then Cal OES will issue
an Invoice for the unused funds.
Did not use all funds obligated, then Cal OES will send a deobligation letter
in the amount of the unused funds.
Records The records retention period is three years from the date of the subrecipient's
Retention final BSIR submittal showing all grant funds have been expended. The
Cal OES Grant Closeout Letter will notify the subrecipient of the start of the
records retention period for all programmatic and financial grant -related
23
Section 6 — Post Award Requirements 12016
Records records. If the SAA award remains open after the subrecipient's submission
Retention of the final BSIR, Cal OES will complete any additional BSIR reporting
(Cont.) required under the award on behalf of the subrecipient.
Closed grants may still be monitored and audited. Failure to maintain all
grant records for the required retention period could result in a reduction of
grant funds, and an invoice to return costs associated with the unsupported
activities.
24
Attachment A -Allocations 12016
State Homeland Security Program (SHSP)
Operational Area
Population
Base
Amount
25% LE
SHSP
Total Award
(25% LE +
SHSP
ALAMEDA
1,594,569
75 000
425,404
1 276 212
1,701,616
ALPINE
1,121
75,000
19,036
57,108
76,144
AMADOR
36,312
75,000
28,010
84,032
112,042
BUTTE
224,323
75,000
75,958
227,873
303,831
CALAVERAS
45,668
75,000
30,396
91,190
121,586
COLUSA
21,715
75,000
24,288
72,863
97,151
CONTRA COSTA
1,102,871
75,000
300,009
900,027
1,200,036
DEL NORTE
28,031
75,000
25,899
77,695
103,594
ELDORADO
184,917
75,000
65,908
197,725
263,633
FRESNO
972,297
75,000
266,709
800,129
1,066,838
GLENN
28,728
75,000
26,076
78,229
104,305
HUMBOLDT
134,398
75,000
53,025
159,074
212,099
IMPERIAL
183,429
75,000
65,529
196,587
262,116
INYO
18,574
75,000
23,487
70,460
93,947
KERN
874,264
75,000
241,709
725,126
966,835
KINGS
149,721
75,000
56,933
170,797
227,730
LAKE
64,918
75,000
35,306
105,917
141,223
LASSEN
32,092
75,000
26,934
80,803
107,737
LOS ANGELES
10,136,559
75,000
2,603,820
7,811,460
10,415,280
MADERA
155,878
75,000
58,503
175,508
234,011
MARIN
258,972
75,000
84,794
254,383
339,177
MARIPOSA
17,791
75,000
23,287
69,862
93,149
MENDOCINO
88,863
75,000
41,412
124,237
165,649
MERCED
266,134
75,000
86,621
259,862
346,483
MODOC
9,399
75,000
21,147
63,441
84,588
MONO
14,695
75,000
22,498
67,492
89,990
MONTEREY
425,413
75,000
127,241
381,722
508,963
NAPA
140,362
75,000
54,546
163,637
218,183
NEVADA
98,193
75,000
43,792
131,374
175,166
ORANGE
3,147,655
75,000
821,479
2,464,436
3,285,915
PLACER
369,454
75,000
112,970
338,909
451,879
PLUMAS
19,560
75,000
23,738
71,215
94,953
RIVERSIDE
2,308,441
75,000
607,459
1,822,376
2,429,835
SACRAMENTO
1,470,912
75,000
393,868
1,181,606
1,575,474
SAN BENITO
58,344
75,000
33,629
100,888
134,517
SAN BERNARDINO
2,104,291
75,000
555,396
1,666,186
2,221,582
SAN DIEGO
3,227,496
75,000
841,840
2,525,521
3,367,361
SAN FRANCISCO
845,602
75,000
234,399
703,198
937,597
SAN JOAQUIN
719,511
75,000
202,243
606,728
808,971
SAN LUIS OBISPO
274,293
75,000
88,701
266,105
354,806
SAN MATEO
753,123
75,000
210,815
632,444
843,259
SANTA BARBARA
437,643
75,000
130,360
391,079
521,439
SANTA CLARA
1,889,638
75,000
500,654
1,501,961
2,002,615
Attachment A -Allocations 12016
SANTA CRUZ
271,646
75,000
88,026
264,079
352,105
SHASTA
178,673
75,000
64,316
192,948
257,264
SIERRA
3,105
75,000
19,542
58,625
78,167
SISKIYOU
45,119
75,000
30,256
90,770
121,026
SOLANO
429,552
75,000
128,296
384,889
513,185
SONOMA
496,253
75,000
145,307
435,920
581,227
STANISLAUS
532,297
75,000
154,499
463,496
617,995
SUTTER
95,948
75,000
43,219
129,657
172,876
TEHAMA
64,323
75,000
35,154
105,462
140,616
TRINITY
13,571
75,000
22,211
66,633
88,844
TULARE
462,189
75,000
136,619
409,859
546,478
TUOLUMNE
54,337
75,000
32,607
97,822
130,429
VENTURA
848,073
75,000
235,029
705,088
940,117
YOLO
209,393
75,000
72,150
216,451
288,601
YUBA
74,076
75,000
37,641
112,924
150,565
Total 1
38,714,725 1
4,350,000 1
10,960,700
32,882,100
43,842,800
Regional Threat Assessment Center (RTAC)
Urban Area
Region
Total Award
SAN FRANCISCO BAY AREA
1,000,000
SACRAMENTO/CENTRAL VALLEY AREA
1,000,000
GREATER LOS ANGELES AREA
1,000,000
SAN DIEGO AREA
1,000,000
Total
4,000,000
Urban Areas Security Initiative (UASI)
*A minimum of 25% of UASI funding must be utilized for Law Enforcement purposes
Urban Area
Federal Allocation to
State
80% Allocation to
UASI
20% State
Initiatives
ANAHEIM/SANTA ANA AREA
5,430,000
4,344,000
1,086,000
BAY AREA
28,036,000
22,428,800
5,607,200
LOS ANGELES/LONG BEACH
AREA
68,610,000
54,888,000
13,722,000
RIVERSIDE AREA
2,962,000
2,369,600
592,400
SACRAMENTO
2,962,000
2,369,600
592,400
SAN DIEGO AREA
16,658,000
13,326,400
3,331,600
Total
124,658,000
99,726,400 1
24,931,600
Attachment B — FY2016 HSGP Timeline 12016
DHS Announcement of 2016 HSGP
February 16, 2016
SAA Application Due to DHS
April 25, 2016
2016 HSGP California Supplement (Including
Subrecipient Allocations) Release
June 15, 2016
Subrecipient Application Workshops
June 2016*
Subrecipient Applications Due to Cal OES
September 9, 2016*
DHS Award to California
July 15, 2016*
Subrecipient Awards (45 days from DHS
award)
August 29, 2016*
Subrecipient Performance Period Begins
September 1, 2016*
Subrecipient Performance Period Ends
May 31, 2019*
Final Requests for Reimbursement Due
June 20, 2019*
SAA Performance Period Ends
August 31, 2019*
*Date approximate depending on DHS award date
BE IT RESOLVED BY
OF THE
Attachment C - Sample Governing Body Resolution 12016
(Governing Body)
(Name of Applicant)
(Name or Title of Authorized Agent)
(Name or Title of Authorized Agent)
(Name of Title of Authorized Agent)
THAT
Mo
No
is hereby authorized to execute for and on behalf of the named applicant, a public entity established underthe
laws of the State of California, any actions necessary for the purpose of obtaining federal financial assistance
provided by the federal Department of Homeland Security and sub -granted through the State of California.
Passed and approved this day of 20
Certification
(Name)
Of the
(Title)
duly appointed and
(Governing Body)
do hereby certify that the above is a true and correct copy of a resolution passed and approved by the
day of 20
(Official Position)
(Signature) (Date)
AS THE
OF THE
Attachment D - Signature Authority Form 12016
(Secretary/Director/President/Chancellor/Chairperson)
(Name of the Organization)
I hereby authorize the following individual(s) to execute for and on behalf of the named organization,
any actions necessary for the purpose of obtaining federal financial assistance provided by the federal
Department of Homeland Security and sub -granted through the California Governor's Office of
Emergency Services.
OR
X'
Signed and approved this day of _'20
(Signature)
Attachment E — Project Narrative Form 12016
FOR USE BY STATE AGENCIES / TRIBES
Applicant (agency/organization)
NOTE: Complete a separate Project Description for each proposed project.
Project
Indicate the State In vestment Strategies Supported by the Project:
❑
IJ #l:
Information Sharing, Collaboration Capabilities, and Law Enforcement Investigations
❑
IJ #2:
Protect Critical Infrastructure and Key Resources
❑
IJ #3:
Enhance Cybersecurity
❑
IJ #4:
Strengthen Communications Capabilities
❑
IJ #5:
Enhance Medical and Public Health Preparedness
❑
IJ #6:
Countering Homegrown Violent Extremism
❑
IJ 47:
Enhance Community Resilience
❑
IJ #8:
Strengthen Food and Agriculture Security
❑
IJ #9:
Enhance Catastrophic Incident Planning, Response & Recovery Capabilities
❑
IJ #10:
Homeland Security Exercise, Evaluation and Training Programs
Provide a detailed description of the proposed project and how it supports the IJ indicated above.
For construction and renovation projects, provide the following additional information:
• A description and location of the facility;
• A description of the vulnerability assessment and the date the assessment was conducted (the assessmentdoes
not have to be submitted with the application);
• A description of how the proposed project will address the vulnerabilities identified in the assessment;
• A description of the consequences if the project is not funded under HSGP FY2016
Please check the appropriate box:
❑ Our agency/organization currently has spending authority for the requested funds.
❑ Our agency/organization does not currently have spending authority for the requested funds.
See below for explanation:
Attachment F — FY2016 Application Checklist 12016
Subrecipient:
Cal OES Program Representative:
OPERATIONAL/URBAN AREAS:
- Financial Management Forms Workbook
_Face Sheet
—Authorized Body of 5 Sheet
_FFATA Financial Disclosure Sheet
—Project Descriptions
_Project Ledger
_Equipment Inventory Ledger
—Controlled -Equipment Self -Certification
Form, if applicable
_Organization Ledger
_Training Ledger
—Planning Ledger
_Exercise Ledger
_Personnel Ledger
_Consultant Ledger
_Management and Administration Ledger
_Indirect Cost Ledger
—Authorized Agent Sheet
Narrative Attachments:
25% Law Enforcement - Minimum
_5% M&A Cap
50% Personnel Cap
_Training w/AAR/Exercise Detail
_Describe your EOP
_Intelligence Analysts Certificates
—Equipment Typing
—Indirect Cost Rate Negotiation Agreement
Approval Authority:
_Contact Information for each member
_Written Agreement from each member
Governing Body Resolution (Certified)
Authorized Agent(s) Information Form
Grant Assurances (Signed Originals)
FIPS #
STATE AGENCIES / TRIBES:
Financial Management Forms Workbook
_Face Sheet
_Authorized Body of 5 Sheet
FFATA Financial Disclosure Sheet
_Project Descriptions
_Project Ledger
_Equipment Inventory Ledger
—Controlled Equipment Self -Certification
Form, if applicable
—Organization Ledger
_Training Ledger
_Planning Ledger
—Exercise Ledger
_Personnel Ledger
_Consultant Ledger
_Management and Administration Ledger
_Indirect Cost Ledger
_Authorized Agent Sheet
_Narrative Attachments:
25% Law Enforcement - Minimum
5% M&A Cap
50% Personnel Cap
_Training w/AAR/Exercise Detail
_Describe your EOP
_Equipment Typing
_Indirect Cost Rate Negotiation Agreement
—Project Narrative Form
Approval Authority:
—Signature Authority - Authorized Agent
Authorized Agent(s) Information Form
Grant Assurances (Signed Originals)
The Department of Homeland Security (DHS)
Notice of Funding Opportunity (NOFO)
Fiscal Year 2016 Homeland Security Grant Program (HSGP)
NOTE: Eligible recipients who plan to apply for this funding opportunity but who have
not obtained a Data Universal Numbering System (DUNS) number and/or are not
currently registered in the System for Award Management (SAM), should take immediate
action to obtain a DUNS Number, if applicable, and then to register immediately in SAM.
It may take 4 weeks or more after the submission of a SAM registration before the
registration becomes active in SAM, then an additional 24 hours for Grants.gov to recognize
the information. Information on obtaining a DUNS number and registering in SAM is
available from Grants.gov at: htty://www.grants.gov/web/grants/register.html. Detailed
information regarding DUNS and SAM is also provided in Section D of this NOFO, subsection,
Content and Form of Application Submission.
A. Program Description
Issued By
U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency
(FEMA), Grant Programs Directorate (GPD)
Catalog of Federal Domestic Assistance (CFDA) Number
97.067
CFDA Title
Homeland Security Grant Program (HSGP)
Notice of Funding Opportunity Title
Fiscal Year 2016 Homeland Security Grant Program
• State Homeland Security Program (SHSP)
• Urban Area Security Initiative (UASI)
• Operation Stonegarden (OPSG)
NOFO Number
DHS -16 -GPD -067-00-01
Authorizing Authority for Program
Section 2002 of the Homeland Security Act of 2002, as amended (Pub. L. No. 107-296)
(6 U.S.C. § 603)
Appropriation Authority for Program
Department of Homeland Security Appropriations Act, 2016 (Pub. L. No. 114-113)
Program Type
New
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FY 2016 HSGP NOFO
Program Overview, Objectives, and Priorities
Overview
The purpose of the Fiscal Year (FY) 2016 HSGP is to support state and local efforts to
prevent terrorism and other catastrophic events and to prepare the Nation for the threats
and hazards that pose the greatest risk to the security of the United States. The FY 2016
HSGP provides funding to implement investments that build, sustain, and deliver the 32
core capabilities essential to achieving the National Preparedness Goal (the Goal) of a
secure and resilient Nation. The building, sustainment, and delivery of these core
capabilities are not exclusive to any single level of government, organization, or
community, but rather, require the combined effort of the whole community, inclusive of
children, individuals with disabilities and others with access and functional needs, diverse
communities, and people with limited English proficiency. The FY 2016 HSGP supports
the core capabilities across the five mission areas of Prevention, Protection, Mitigation,
Response, and Recovery based on allowable costs. The HSGP supports the Quadrennial
Homeland Security Review Mission to Strengthen National Preparedness and Resilience.
HSGP is comprised of three grant programs:
• State Homeland Security Program (SHSP)
• Urban Area Security Initiative (UASI)
• Operation Stonegarden (OPSG)
Together, these grant programs fund a range of activities, including planning,
organization, equipment purchase, training, exercises, and management and
administration across all core capabilities and mission areas.
Objectives
• State Homeland Security Program (SHSP): The SHSP assists state, tribal,
territorial, and local preparedness activities that address high-priority preparedness
gaps across all core capabilities where a nexus to terrorism exists. All supported
investments are based on capability targets and gaps identified during the Threat and
Hazard Identification and Risk Assessment (THIRA) process, and assessed in the
State Preparedness Report (SPR).
• Urban Area Security Initiative (UASI): The UASI Program assists high -threat,
high-density Urban Areas in efforts to build, sustain, and deliver the capabilities
necessary to prevent, protect against, mitigate, respond to, and recover from acts of
terrorism.
• Operation Stonegarden (OPSG): The OPSG Program supports enhanced
cooperation and coordination among Customs and Border Protection (CBP), United
States Border Patrol (USBP), and Federal, state, local, tribal, and territorial law
enforcement agencies. The OPSG Program provides funding to support joint efforts
to secure the United States' borders along routes of ingress from international borders
to include travel corridors in states bordering Mexico and Canada, as well as states
and territories with international water borders.
All three programs are based on risk -driven, capabilities -based strategic plans that outline
high-priority needs relating to terrorism preparedness. For these plans to be effective,
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FY 2016 HSGP NOFO
government officials and elected leaders, working with the whole community, must
consider how to sustain current capability levels, while also addressing potential gaps.
Priorities
The National Preparedness System is the instrument the Nation employs to build, sustain,
and deliver core capabilities in order to achieve the Goal of a secure and resilient Nation.
Complex and far-reaching threats and hazards require a collaborative and whole
community approach to national preparedness that engages individuals, families,
communities, private and nonprofit sectors, faith -based organizations, and all levels of
government. The guidance, programs, processes, and systems that support each
component of the National Preparedness System allows for the integration of
preparedness efforts that build, sustain, and deliver core capabilities and achieve the
desired outcomes identified in the Goal. As that Nation works towards achieving the
Goal it is important to continue to protect the civil rights of individuals.
DHS/FEMA annually publishes the National Preparedness Report (NPR) to report
National progress in building, sustaining, and delivering the core capabilities outlined in
the Goal. This analysis provides a National perspective on critical preparedness trends
for whole community partners to use to inform program priorities, allocate resources, and
communicate with stakeholders about issues of shared concern. Additional information
about the NPR can be found at the DHS/FEMA's website under
http://www.fema.,zov/national-preparedness-report.
In developing applications for the FY 2016 HSGP, recipients are encouraged to consider
national areas for improvement identified in the 2015 NPR, which include the following
core capabilities:
• Cybersecurity;
• Infrastructure Systems;
• Access Control and Identity Verification;
• Economic Recovery;
• Housing; and
• Long-term Vulnerability Reduction.
In addition, the Department of Homeland Security requires recipients to prioritize
investments that address capability targets and gaps identified through the annual THIRA
and SPR process. These assessments set capability targets and measure current ability to
meet those targets.
Minimum funding amounts are not prescribed by the Department for these priorities;
however, recipients must support state, local, regional, and national efforts in achieving
the desired outcomes of these priorities.
Appendix B -Program Priorities addresses additional areas where funding can be applied
to strengthen preparedness efforts.
Page 3 of 86
FY 2016 HSGP NOFO
B. Federal Award Information
Award Amounts, Important Dates, and Extensions
Available Funding for the HSGP NOFO: $1,037,000,000
For details on program -specific funding amounts, refer to Appendix A — FY 2016
Program Allocations.
Period of Performance:
Thirty-six (36) months
Extensions to the period of performance (Pop) are allowed. For additional information on
Pop extensions, refer to Section H — Additional Information of this NOFO.
Projected Period of Performance Start Date: September 1, 2016
Projected Period of Performance End Date: August 31, 2019
Funding Instrument: Grant
C. Eligibility Information
Eligible Applicants
State Governments (State Administrative Agency)
Eligibility Criteria
All 56 States and territories, which includes any state of the United States, the District of
Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American
Samoa, and the Commonwealth of the Northern Mariana Islands, are eligible to apply for
SHSP funds. For those states that are eligible for UASI and OPSG funding, the State
Administrative Agency (SAA) is the only entity eligible to submit applications to
DHS/FEMA on behalf of UASI and OPSG applicants.
Eligible sub -recipients under the FY 2016 OPSG Program are local units of government
at the county level and federally -recognized tribal govemments in states bordering
Canada, states bordering Mexico, and states and territories with international water
borders. All applicants must have active ongoing USBP operations coordinated through
a CBP sector office to be eligible for OPSG funding.
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FY 2016 HSGP NOFO
Eligible high-risk Urban Areas for the FY 2016 UASI Program have been determined
through an analysis of relative risk of terrorism faced by the 100 most populous
metropolitan statistical areas (MSAs) in the United States. Sub -awards will be made by
the SAA to the designated Urban Areas identified in Appendix A - FY 2016 Program
Allocations.
Other Eligibility Criteria
National Incident Management System (NIMS) Implementation
Prior to allocation of any Federal preparedness awards in FY 2016, recipients must
ensure and maintain adoption and implementation of NIMS. Emergency management
and incident response activities require carefully managed resources (personnel, teams,
facilities, equipment and/or supplies) to meet incident needs. Utilization of the
standardized resource management concepts such as typing, credentialing, and
inventorying promote a strong national mutual aid capability needed to support delivery
of core capabilities. Additional information on resource management and NIMS resource
typing definitions andjob titles/position qualifications is on DHS/FEMA's website under
h!Ltp://www.fema.gov/resource-management-mutual-aid.
DHS/FEMA developed the NIMS Guideline for Credentialing of Personnel to describe
national credentialing standards and to provide written guidance regarding the use of
those standards. This guideline describes credentialing and typing processes, and
identifies tools which Federal Emergency Response Officials (FEROs) and emergency
managers at all levels of government may use both routinely and to facilitate
multijurisdictional coordinated responses.
Although state, local, tribal, territorial, and private sector partners—including
nongovernmental organizations—are not required to credential their personnel in
accordance with these guidelines; DHS/FEMA strongly encourages them to do so in
order to leverage the federal investment in the Federal Information Processing Standards
(FIPS) 201 infrastructure and to facilitate interoperability for personnel deployed outside
their home jurisdiction. Additional information can be found at
http //www fema.Qov/nims-doctrine-supporting-guides-tools.
Emergency Management Assistance Compact (EMAC) Membership
In support of the Goal, recipients must belong to, be located in, or act as a temporary
member of EMAC, except for American Samoa and the Commonwealth of the Northern
Mariana Islands, which are not required to belong to EMAC at this time. All assets
supported in part or entirely with FY 2016 HSGP funding must be readily deployable to
support emergency or disaster operations per existing EMAC agreements. In addition,
funding may be used for the sustainment of core capabilities that, while they may not be
physically deployable, support national response capabilities such as
Geographic/Geospatial Information Systems (GIS), interoperable communications
systems, capabilities as defined under the mitigation mission area of the Goal, and fusion
centers.
Consolidation of Law Enforcement Terrorism Prevention Activities (LETPA)
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FY 2016 HSGP NOFO
Per section 2006 of the Homeland Security Act of 2002, as amended (6 U.S.C. § 607),
DHS/FEMA is required to ensure that at least 25 percent (25%) of grant funding
appropriated for grants awarded under HSGP's authorizing statute are used for law
enforcement terrorism prevention activities. DHS/FEMA meets this requirement, in part,
by requiring all SHSP and UASI recipients to ensure that at least 25 percent (25%) of the
combined HSGP funds allocated under SHSP and UASI are dedicated towards law
enforcement terrorism prevention activities, as defined in 6 U.S.C. § 607. The LETPA
allocation can be from SHSP, UASI or both. This requirement does not include award
funds from OPSG. Please refer to Appendix A — FY 2016 Program Allocations for
LETPA minimum allocations for SHSP and UASI by jurisdiction. The 25 percent (25%)
LETPA allocation is in addition to the 80 percent (80%) pass through requirement to
local units of government and Tribes, referenced below.
The National Prevention Framework describes those activities that should be executed
upon the discovery of intelligence or information regarding an imminent threat to the
homeland, in order to thwart an initial or follow on terrorist attack, and provides guidance
to ensure the Nation is prepared to prevent, avoid, or stop a threatened or actual act of
terrorism. Activities outlined in the National Prevention Framework are eligible for use
as LETPA focused funds. In addition, where capabilities are shared with the protection
mission area, the National Protection Framework activities are also eligible. Other
terrorism prevention activities proposed for funding under LETPA must be approved by
the FEMA Administrator.
Cost Share or Match
Cost share or match is not required for the FY 2016 HSGP.
D. Application and Submission Information
Key Dates and Times
Date Posted to Grants.sov:
Application Submission Deadline:
February 16, 2016
April 25, 2016 at 11:59:59 p.m. EDT
All applications must be received by the established deadline. The Non -Disaster (ND)
Grants System has a date stamp that indicates when an application is submitted.
Applicants will receive an electronic message confirming receipt of the full application.
In general, DHS/FEMA will not review applications that are not received by the deadline
or consider them for funding. DHS/FEMA may, however, extend the application
deadline on request for any applicant who can demonstrate that good cause exists to
justify extending the deadline. Good cause for an extension may include technical
problems outside of the applicant's control that prevent submission of the application by
the deadline, or other exigent or emergency circumstances. If there are technical issues,
please notify the respective Headquarters (HQ) Program Analyst before the application
deadline.
Page 6 of 86
FY 2016 HSGP NOFO
Anticipated Funding Selection Date: June 29, 2016
Anticipated Award Date: No later than September 30, 2016
Other Key Dates (see below for additional information)
The chart below outlines suggested/estimated deadlines for completing the seven steps
required for a successful application submission. These dates are only
recommendations and not required as applicants are responsible for planning far
enough in advance to complete their application prior to the established deadline.
The requirements outlined in the chart below are outside of DHS/FEMA's purview.
Therefore, DHS/FEMA does not guarantee the timeframes for completing those
processes. Failure of an applicant to comply with any of the required steps before the
deadline for submitting their application may disqualify their application from funding.
Applicants are encouraged to register early. The registration process can take four
weeks or more to be completed. Therefore, registration should be done in sufficient
time to ensure it does not impact the ability to meet required submission deadlines.
Event
Suggested Deadline For Completion
Obtain DUNS Number
March 18, 2016
Obtain valid EIN
March 18, 2016
Update SAM registration
March 18, 2016
Establish an Authorized Organizational
March 18, 2016
Representative (AOR) in Grants. ov
Submit an initial application in Grants.Qov
April 15, 2016
*Applicants will receive an electronic
message confirming eligibility and
a roval to submit a full a lication.
Submit the IJ in the Grants Reporting Tool
April 15, 2016
(GRT)
Submit complete application in ND Grants
April 25, 2016
System
Address to Request Application Package
Application forms and instructions are available at Grants.gov. To access these
materials, go to htto://www.grants.gov, select "Applicants" then "Apply for Grants." In
order to obtain the application package select "Download a Grant Application Package."
Enter the CFDA and/or the funding opportunity number located on the cover of this
NOFO, select "Download Package," and then follow the prompts to download the
application package.
Hard copies of the NOFO are not available.
In addition, the Telephone Device for the Deaf (TDD) and/or Federal Information Relay
Service (FIRS) number available for this Notice is: (800) 462-7585.
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FY 2016 HSGP NOFO
Applications will be processed through the Grants.Qov portal and DHS/FEMA's Non -
Disaster Grants (ND Grants) System.
Content and Form of Application Submission
Applying for an award under this program is a multi -step process and requires time to
complete. To ensure that an application is submitted on time applicants are advised to
start the required steps well in advance of their submission. Please review the table
above under "Submission Dates and Other Key Dates and Times" for estimated
deadlines to complete each of the seven steps listed below. Failure of an applicant to
comply with any of the required steps before the application deadline may disqualify
their application from funding.
The steps required to apply for an award are:
1. Applying for, updating or verifying the DUNS Number;
2. Applying for, updating or verifying the EIN Number;
3. Updating or verifying the SAM Number;
4. Establishing an AOR in Grants.eov;
5. Submitting an initial application in Grants.Qov;
6. Submitting the IJ in the GRT; and
7. Submitting the complete application in ND Grants
For additional information regarding the DUNS Number, EIN Number, SAM Number,
and AOR requirements, please refer to the section below entitled Dun and Bradstreet
Universal Numbering System (DUNS) Number, System for Award Management (SAM),
and Authorized Organizational Representative (AOR).
Unique Entity Identifier and System for Award Management (SAM)
Before applying for a DHS/FEMA grant at grants.gov, applicants must have a DUNS
number, be registered in SAM, and be approved as an AOR.
Applicants are encouraged to register early. The registration process can take
four weeks or more to be completed. Therefore, registration should be done in
sufficient time to ensure it does not impact the applicant's ability to meet required
submission deadlines.
Obtain an Employer Identification Number (EIN)
DHS/FEMA requires both the EIN and a DUNS number prior to the issuance of a
financial assistance award and for grant award payment; both EIN and DUNS are also
required to register with SAM (see below). The EIN base for an organization is the
Internal Revenue Service (IRS) Tax ID number, for individuals it is their social security
number, (both the EIN and social security number are nine -digit numbers).
Organizations and individuals submitting their applications must correctly differentiate
the EIN from the DUNS since both are nine -digit numbers. If these numbers are not
correctly identified in the application, a delay in the issuance of the funding award or
incorrect payment to a recipient organization may result.
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FY 2016 HSGP NOFO
Organizations applying for an EIN should plan on a minimum of two full weeks to obtain
an FIN. For assistance in registering an EIN please contact the IRS helpline.
DHS/FEMA cannot assist applicants with questions related to obtaining a current EIN.
Obtain a Dun and Bradstreet Data Universal Numbering System (DUNS) Number
The DUNS number must be included in the data entry field labeled "Organizational
DUNS" on the SF-424 form. Instructions for obtaining a DUNS number can be found at
the following website: http://www.grants.gov//web/ rag nts/applicants/organization-
registration/step-l-obtain-duns-number html
The applicant must provide a DUNS number with their application. This number is a
required field for all subsequent steps in the application submission. Applicants should
verify they have a DUNS number, or take the steps necessary to obtain one.
Applicants can receive a DUNS number at no cost by calling the DUNS number request
line at (866) 705-5711. DHS/FEMA cannot assist applicants with questions related to
obtaining a current DUNS number.
System for Award Management
Applicants applying for grant funds electronically through Grants.eov must register with
SAM. Step-by-step instructions for registering with SAM can be found here:
http•//www grants gov/web/grants/applicants/organization registration/ste 2 re isg ter
with-sam.html. All applicants must register with SAM in order to apply online. Failure
to register with the SAM will result in the application being rejected by Grants.eov
during the submissions process.
Payment under any DHS/FEMA award is contingent on the recipient's having a current
SAM registration. The SAM registration process must be completed by the applicant. It
is imperative that the information provided by the applicant is correct and current. Please
ensure that the organization's name, address, DUNS number and EIN are up to date in
SAM and that the DUNS number used in SAM is the same one used to apply for all other
DHS/FEMA awards.
SAM registration is a multi -step process including validating the EIN with the IRS to
obtain a Commercial and Government Entity (CAGE) code. The CAGE code is only
valid for one year after issuance and must be current at the time of application. SAM
sends notifications to the registered user via email 60, 30, and 15 days prior to expiration
of the SAM registration for the Entity. SAM registration may lapse due to inactivity. To
update or renew the Entity records(s) in SAM applicants will need to create a SAM User
Account and link it to the migrated Entity records.
For assistance registering, please go to SAM or call 866-606-8220. DHS/FEMA cannot
assist applicants with questions related to registering in SAM or obtaining a current
CAGE code.
Authorized Organizational Representative
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FY 2016 HSGP NOFO
The next step in the registration process is creating a username and password with
Grants.gov to become an AOR. AORs will need to know the DUNS number of the
organization for which they will be submitting applications to complete this process.
Applicants must register the individual who is able to make legally binding commitments
for the applicant organization as the AOR; this step is often missed and it is crucial for
valid submissions. To read more detailed instructions for creating a profile on
Grants.gov visit: http•//www grants.gov/web/grants/applicants/organization-
reeis t rat ion/step-3-username-passes ord. htm I.
AOR Authorization
After creating a profile on Grants.gov, the E -Biz Point of Contact (POC) who is a
representative from the applicant organization listed as the contact for SAM, will receive
an email to grant the AOR permission to submit applications on behalf of the
organization. The E -Biz POC will then log in to Grants.Eov and approve an individual as
the AOR, thereby granting permission to submit applications. . To learn more about
AOR Authorization, visit: http•//www grants.gov/web/grants/applicants/organization-
revistration/step-4-aor-authorization.html. To track an AOR status, visit:
http://www grants gov/web/grants/applicants/organization-registration/step-5-track-
aor-status.html.
Electronic Signature
Applications submitted through Grants.gov constitute a submission as electronically
signed applications. When submitting the application through Grants.gov, the name of
the applicant's AOR will be inserted into the signature line of the application.
Applicants experiencing difficulties accessing information or who have questions should
call the grants.gov customer support hotline at (800) 518-4726 or email grants.gov at
suppog@ rg ants.gov_.
The federal awarding agency may not make a federal award to an applicant until the
applicant has complied with all applicable DUNS and SAM requirements and, if an
applicant has not fully complied with the requirements by the time the federal awarding
agency is ready to make a federal award, the federal awarding agency may determine that
the applicant is not qualified to receive a federal award.
Submitting an Initial Application in Grants.gov
All applicants must submit their initial application through Grants.gov. Applicants may
need to first create a Grants.gov user profile by visiting the Get Registered section of the
Grants.gov website. Successful completion of this step is necessary for DHS/FEMA to
determine eligibility of the applicant. Applicants should complete this initial step on-line
which requires completing:
• Standard Form 424 (SF -424), Application for Federal Assistance, and
• Grants.gov (GG) Form Certification Regarding Lobbying Form.
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FY 2016 HSGP NOFO
Both forms are available in the Forms tab under SF -424 Family. The initial application
cannot be started or submitted in Grants.gov unless the applicant's registration in SAM is
confirmed.
The information submitted in Grants.gov will be retrieved by ND Grants, which will
allow DHS/FEMA to determine if an applicant is eligible. Applicants are encouraged
to submit their initial application in Grants.gov at least ten days before the April 25,
2016, application deadline.
Applicants experiencing difficulties accessing information should call the Grants.pov
customer support hotline at 800-518-4726 or email Grants.gov at support@grants.gov.
DHS/FEMA cannot assist applicants with questions related to registering with
Grants.gov.
Submitting the Final Application Submission in the ND Grants System
Eligible applicants will be notified by DHS/FEMA after the initial application is
submitted in Grants.gov and asked to proceed with submitting their complete application
package in ND Grants. Applicants can register early with ND Grants and are encouraged
to begin their ND Grants registration at the time of this announcement. Early registration
will allow applicants to have adequate time to start and complete their application.
In ND Grants applicants will be prompted to submit all of the information contained in
the following forms. Applicants should review these forms before applying to ensure
they have all the information required:
Standard Form 424A, Budget Information (Non -construction);
Standard Form 424B, Standard Assurances (Non -construction); and
Standard Form LLL, Disclosure of Lobbying Activities.
In addition applicants must submit copies of the following in ND Grants:
• Investment Justification;
• Standard Form 424 C Budget Information (Construction)
• Standard Form 424D, Standard Assurances (Construction); and
• Indirect Cost Agreement if applicable.
Applicants needing assistance registering for the ND Grants system should contact
ndgrants@fema.gov or (800) 865-4076.
HSGP Program Specific Application Instructions
Investment Justification (SHSP and UASI)
As part of the FY 2016 HSGP application process for SHSP and UASI funds, applicants
must develop formal investment justifications (IJ) that address the proposed investments.
Each IJ must demonstrate how proposed investments:
• Address capability gaps identified as State priorities in the most recent SPR
(applicable to states only);
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FY 2016 HSGP NOFO
• Align to Urban Area, state, and/or regional THIRAs and national priorities, as
outlined in the NPR; and
• Engage and/or impact the whole community, including children, older adults,
pregnant women, individuals with limited English proficiency, individuals
with disabilities and others with access and functional needs, and ensure the
protection of civil rights in the building, sustainment, and delivery of core
capabilities.
Furthermore, the IJ must clearly identify and explain how the project will assist the
applicant to achieve capability targets under the National Preparedness System. The IJ
must explain how the proposed activity will support the applicant's efforts to:
• Prevent a threatened or an actual act of terrorism;
• Protect citizens, residents, visitors, and assets against the greatest threats and
hazards;
• Mitigate the loss of life and property by lessening the impact of future
catastrophic events;
• Respond quickly to save lives, protect property and the environment, and meet
basic human needs in the aftermath of a catastrophic incident; and/or
• Recover through a focus on the timely restoration, strengthening, accessibility
and revitalization of infrastructure, housing, and a sustainable economy, as
well as the health, social, cultural, historic, and environmental fabric of
communities affected by a catastrophic incident; and do so in a manner that
engages the whole community while ensuring the protection of civil rights
Completing Investment Justifications (IJ) in the Grant Reporting Tool (GRT) (SHSP
and UASI)
The IJ Planning Guide contains the IJ template and instructions for collecting the
required information for investments and projects. A fillable version of the IJ template
can be obtained from the respective HQ Program Analyst. Additionally, applicants
should utilize the Project Worksheet to assemble the information required for each
project, which will facilitate the input of that information into the GRT.
For more information on how to complete IJs, refer to the Investment Justification
Planning Guide located on fema.gov/grants.
Instructions for SHSP
• Applicants must propose at least one and include up to 10 investments as part of
their investment justification.
• Applicants must propose at least one project within each investment in their IJ to
describe the activities they would plan to implement with SHSP funds. There is no
limit to the number of projects that may be submitted.
• Any projects not included in the application must be included in the first Biannual
Strategy Implementation Report (BSIR). For further information on the BSIR, refer
to the Program Performance Reporting Requirements section of this NOFO. Please
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FY 2016 HSGP NOFO
note: For FY 2017, all projects proposed for funding must be included in the
application.
Of the proposed 10 investments, recipients using SHSP funds are required to
propose one (1) single investment in support of a designated fusion center that will
be funded by SHSP funds. Recipients must coordinate with the fusion center when
developing a fusion center investment prior to submission.
Recipients investing in emergency communications must describe how activities
align to their Statewide Communication Interoperable Plan (SCIP). Recipients
must coordinate with their Statewide Interoperability Coordinator (SWIC) and/or
Statewide Interoperability Governance Body (SIGB) when developing an
emergency communications investment prior to submission to ensure the project
supports the statewide strategy to improve emergency communications and is
compatible and interoperable with surrounding systems.
Instructions for UASI
• Applicants must propose at least one and include up to 10 investments as part of
their investment justification.
• Urban Areas must propose at least one project within each investment in their IJ to
describe the activities they are planning to implement with UASI funds. There is
no limit to the number of projects that may be submitted.
• Any projects not included in the application must be included in the first BSIR.
Please note: For FY 2017, all projects proposed for funding must be included
in the application.
• If applicable, Urban Areas are required to propose one (1) single investment in
support of a designated fusion center within the Urban Area. Recipients must
coordinate with the fusion center when developing a fusion center investment prior
to submission.
• If UASI funds are used by the SAA in support of the Urban Area, the SAA must, as
part of the up to 10 investments, propose an investment describing how UASI funds
will be used by the SAA to directly support the Urban Area.
• Recipients investing in emergency communications must describe how activities
align to the SCID. Recipients must coordinate with the SWIC and/or SIGB when
developing an emergency communications investment prior to submission to ensure
the project supports the statewide strategy to improve emergency communications
and is compatible and interoperable with surrounding systems.
Instructions for OPSG
As part of the FY 2016 OPSG application process, each eligible local unit of government
at the county or Federally -recognized tribal government level must develop their
Operations Order in coordination with state and Federal law enforcement agencies, to
include, but not limited to CBP/USBP. Operations Orders that are developed at the
county level should be inclusive of city, county, tribal, and other local law enforcement
agencies that are eligible to participate in OPSG operational activities. The Operations
Order should address this in the Executive Summary. Operations Order details should
include the names of the agencies, points of contact, and individual funding requests. All
applications must be developed in collaboration with the local USBP sector office, the
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SAA and the local unit of government. Requests for funding must be based on risk and
the operational enforcement support requirements of its corresponding USBP Sector.
The sector office will then forward the application to the SAA for final review before
submission to DHS/FEMA. For more information, refer to Appendix D — FY 2016
OPSG Operations Order Template and Instructions and Appendix E — OPSG Operational
Guidance.
Intergovernmental Review
An intergovernmental review may be required. Applicants must contact their state's
Single Point of Contact (SPDC) to comply with the state's process under Executive Order
12372 (see http://www.fws.gov/policy/library/rizeoLZI72_.Vdf). Name and addresses of
the SPOCs are maintained at the Office of Management and Budget's home page at
http://www.whitehouse.gov/omb/izrants spoc to ensure currency.
Environmental Planning and Historic Preservation (EHP) Compliance
As a Federal agency, DHS/FEMA is required to consider the effects of its actions on the
environment and/or historic properties to ensure that all activities and programs funded
by the agency, including grants -funded projects, comply with federal EHP regulations,
laws and Executive Orders as applicable. Recipients and subrecipients proposing
projects that have the potential to impact the environment, including but not limited to
construction of communication towers, modification or renovation of existing buildings,
structures and facilities, or new construction including replacement of facilities, must
participate in the DHS/FEMA EHP review process. The EHP review process involves
the submission of a detailed project description that explains the goals and objectives of
the proposed project along with supporting documentation so that DHS/FEMA may
determine whether the proposed project has the potential to impact environmental
resources and/or historic properties. In some cases, DHS/FEMA is also required to
consult with other regulatory agencies and the public in order to complete the review
process. The EHP review process must be completed before funds are released to carry
out the proposed project. DHS/FEMA will not fund projects that are initiated without the
required EHP review.
Additionally, all recipients are required to comply with DHS/FEMA EHP Policy
Guidance. This EHP Policy Guidance can be found in FP 108-023-1, Environmental
Planning and Historic Preservation Policy Guidance, and FP 108.24.4, Environmental
Planninu and Historical Preservation Policy.
SAFECOM
Recipients (including subrecipients) who receive awards under HSGP that wholly or
partially provide funding for emergency communication projects and related activities
must comply with Appendix D of the SAFECOM Guidance on Emergency
Communications Grants. Appendix D outlines requirements for any FEMA recipient
using funds for emergency communication activities. These requirements include
alignment to national and state communications plans, project coordination, and technical
standards for emergency communications technologies. The SAFECOM Guidance is
intended to ensure that Federally -funded investments are compatible, interoperable, and
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support the national goals and objectives for improving emergency communications
nationwide. Recipients (including subrecipients) investing in broadband -related
investments should review IB 386, Clarification on Use of DHS/FEMA Public Safety
Grant Funds for Broadband -Related Expenditures and Investments, and consult their
DHS/FEMA HQ Program Analyst on such Investments before developing applications.
Funding Restrictions
Federal funds made available through this award may only be used for the purpose set
forth in this award and must be consistent with the statutory authority for the award.
Award funds may not be used for matching funds for any other Federal award, lobbying,
or intervention in federal regulatory or adjudicatory proceedings. In addition, federal
funds may not be used to sue the Federal Government or any other government entity.
Additionally, pursuant to Executive Order 13688, DHS/FEMA has issued Information
Bulletin (IB) 407 which has placed further restrictions on controlled equipment. For
more information on the Controlled Equipment List and Prohibited Equipment, see
Appendix C: Fundine Guidelines.
Funds Transfer Restriction
The recipient is prohibited from transferring funds between programs (includes SHSP,
UASI, and OPSG). Recipients are allowed to submit an investment/project where funds
come from multiple funding sources (i.e., SHSP/UASI); however, recipients are not
allowed to divert funding from one program to another due to the risk-based funding
allocations, which were made at the discretion of DHS/FEMA. For additional details on
restrictions on the use of funds, refer to Appendix C — Funding Guidelines.
Management and Administration (M&A) Costs
Management and administration (M&A) activities are those directly relating to the
management and administration of HSGP funds, such as financial management and
monitoring. A maximum of up to five percent (5%) of HSGP funds awarded may be
retained by the state, and any funds retained are to be used solely for M&A purposes
associated with the HSGP award. Sub -recipients may also retain a maximum of up to
five percent (5%) of funding passed through by the state solely for M&A purposes
associated with the HSGP award.
A state's HSGP funds for M&A calculation purposes includes the sum total of its SHSP,
UASI, and, where applicable, OPSG awards. While the SAA may retain up to five
percent (5%) of this total for M&A, the state must still ensure that all sub -recipient award
amounts meet the mandatory minimum pass through requirements which are applicable
to each HSGP program. To meet this requirement the percentage of SHSP, UASI and
OPSG funds passed through to local jurisdictions must be based on the state's total HSGP
award prior to withholding any M&A. For additional information on SHSP and UASI
M&A, refer to IB 365. For additional clarification on OPSG M&A, refer to DHS/FEMA
Policy FP -207-087-1, which can be found at
http://www.fema.gov/library/viewRecord.do?id=7837.
Indirect (Facilities & Administrative [F&A]) Costs
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Indirect costs are allowable under this program as described in 2 C.F.R. § 200.414. With
the exception of recipients who have never received a negotiated indirect cost rate as
described in 2 C.F.R. § 200.414(f), recipients must have an approved indirect cost rate
agreement with their cognizant federal agency to charge indirect costs to this award. A
copy of the approved rate (a fully executed, agreement negotiated with the applicant's
cognizant federal agency) is required at the time of application, and must be provided to
DHS/FEMA before indirect costs are charged to the award.
Pre -award Costs
Pre -award costs are allowable only with the prior written approval of DHS/FEMA and if
they are included in the award agreement. To request pre -award costs a written request
must be included with the application, signed by the Authorized Representative of the
entity. The letter must outline what the pre -award costs are for, including a detailed
budget break-out of pre -award costs from the post -award costs, and a justification for
approval.
Direct Costs
Cost Principles
Costs charged to this award must be consistent with the Cost Principles for
Federal Awards located at 2 C.F.R. Part 200, Subpart E.
Planning
Planning related costs are allowed under this program only as described in this
NOFO.
Organization
Organization related costs are allowed_under this program only as described in
this NOFO.
Equipment
Equipment related costs are allowed under this program only as described in
this NOFO.
Training
Training related costs are allowed under this program only as described in this
NOFO.
Exercises
Exercise related costs are allowed under this program only as described in
this NOFO.
Personnel
Personnel hiring, overtime, and backfill expenses are permitted under this
grant in order to perform allowable HSGP planning, training, exercise, and
equipment activities. Under the OPSG Program, overtime costs are allowable
only in so far as they meet the intent of the Program. Recipients and subrecipients
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may not use more than 50% of their awards to pay for personnel activities. For
more information on the 50% personnel cap, please see IB 358, Clarification on
the Personnel Reimbursement for Intelligence Cooperation and Enhancement of
Homeland Security Act of 2008 (Public Law 110-412 — the PRICE Act) at
http://www.fema.gov/pdf/government/grant[bulletins/info358.pd
Travel
Domestic travel costs are allowed under this program, as provided for in this
NOFO. International travel is not an allowable cost under this program unless
approved in advance by DHS/FEMA.
Construction and Renovation
Construction and renovation costs to achieve capability targets related to
preventing, preparing for, protecting against, or responding to acts of terrorism are
allowed under this program. For construction costs to be allowed, they must be
specifically approved by DHS/FEMA in writing prior to the use of any program
funds for construction or renovation. Limits on the total amount of grant funding
that may be used for construction or renovation may apply. See Appendix C -
Funding Guidelines for additional details. Additionally, recipients are required to
submit a SF -424C Budget and Budget detail citing the project costs.
Operational Overtime
Operational Overtime costs are allowed under this program only as described in
this NOFO.
Maintenance and Sustainment
Maintenance and sustainment costs are allowed under this program only as
described in this NOFO.
Critical EmergencSupplies
Critical emergency supplies are allowed under this program only as described in
this NOFO.
Secure Identification
Secure Identification costs are allowed under this program only as described in
this NOFO.
E. Application Review Information
Allocations
Risk Methodology
Based upon the requirements of the Homeland Security Act of 2002, as amended, DHS/FEMA
continues to use risk to determine final HSGP allocations. DHS/FEMA defines risk as:
"potential for an unwanted outcome resulting from an incident, event, or occurrence, as
determined by its likelihood and the associated consequences" (see
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FY 2016 HSGP NOFO
htip://www.dhs.gov/xlibrary/assets/dhs-risk-lexicon-20 I O.pdf1. The DHS/FEMA risk
methodology is focused on three elements:
• Threat —likelihood of an attack being attempted by an adversary;
• Vulnerability — likelihood that an attack is successful, given that it is
attempted; and
Consequence — effect of an event, incident or occurrence
The risk methodology determines the relative risk of terrorism faced by a given area taking into
account the potential risk of terrorism to people, critical infrastructure, and economic
security. The analysis includes threats from domestic violent extremists, international terrorist
groups, and individuals inspired by terrorists abroad.
SHSP Allocations
FY 2016 SHSP funds will be allocated based on two factors: minimum amounts as legislatively
mandated, and DHS/FEMA's risk methodology.
Each state and territory will receive a minimum allocation under SHSP using thresholds
established in the Homeland Security Act of 2002, as amended. All 50 States, the District of
Columbia, and the Commonwealth of Puerto Rico will receive 0.35 percent of the total funds
allocated for grants under Section 2003 and Section 2004 of the Homeland Security Act of 2002,
as amended. Four territories (American Samoa, Guam, the Northern Mariana Islands, and the
U.S. Virgin Islands) will receive a minimum allocation of 0.08 percent of the total funds
allocated for grants under Section 2003 and 2004 of the Homeland Security Act of 2002, as
amended. For details on program -specific funding amounts, refer to Appendix A — FY 2016
Program Allocations.
UASI Allocations
FY 2016 UASI funds will be allocated based on DHS/FEMA's risk methodology. Eligible
candidates for the FY 2016 UASI program have been determined through an analysis of relative
risk of terrorism faced by the 100 most populous Metropolitan Statistical Areas (MSAs) in the
United States, in accordance with the Homeland Security Act of 2002, as amended. Detailed
information on MSAs is publicly available from the United States Census Bureau at
http://www.census.izov/population/www/metroareas/metrodef.html. For details on program -
specific funding amounts, refer to Appendix A — FY 2016 Program Allocations.
OPSG Allocations
The FY 2016 OPSG Risk Assessment is designed to identify the risk to border security and to
assist with the distribution of funds for the grant program. Funding under OPSG is distributed
based on the risk to the security of the border. Entities eligible for funding are the state, local
and tribal law enforcement agencies that are located along the border of the United States.
For the purposes of OPSG, risk is defined as the potential for an adverse outcome assessed as a
function of threats, vulnerabilities, and consequences associated with an incident, event, or
occurrence.
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FY 2016 HSGP NOFO
Based upon ongoing intelligence analysis and extensive security reviews, DHS/CBP continues to
focus the bulk of OPSG funds based upon risk analyses. The risk model used to allocate OPSG
funds considers the potential risk that certain threats pose to border security and estimate the
relative risk faced by a given area. In evaluating risk, DHS/CBP considers intelligence,
situational awareness, criminal trends, and statistical data specific to each of the border sectors,
and the potential impacts that these threats pose to the security of the border area. For
vulnerability and consequence, DHS/CBP considers the expected impact and consequences of
successful border events occurring in specific areas.
To determine the level of risk, three primary categories are considered:
Threat: natural or man-made occurrence, individual, entity, or action that has or indicates the
potential to harm life, information, operations, the environment, and/or property. OPSG uses the
effect of the threat to the border to evaluate consequence.
Vulnerability: characteristic of design, location, security posture, operation, or any combination
thereof, that renders an asset, system, network, or entity susceptible to disruption, destruction, or
exploitation.
Consequence: effect of an event, incident, or occurrence. OPSG uses the effect of the threat to
the border to evaluate consequence.
Threat and vulnerability are evaluated by assigning each factor a value based on specific
operational data from DHS/CBP Components. Threat components present in each of the Sectors
are used to determine the overall threat score.
These components are: terrorism, criminal aliens, drug trafficking organizations, and alien
smuggling organizations.
Application Evaluation Criteria
Prior to making a federal award, the federal awarding agency is required by 31 U.S.C. § 3321
and 41 U.S.C, § 2313 to review information available through any OMB -designated repositories
of government -wide eligibility qualification or financial integrity information. Therefore
application evaluation criteria may include the following risk based considerations of the
applicant: (1) financial stability; (2) quality of management systems and ability to meet
management standards; (3) history of performance in managing federal award; (4) reports and
findings from audits; and (5) ability to effectively implement statutory, regulatory, or other
requirements.
FY 2016 HSGP applications will be evaluated through a review process for completeness,
adherence to programmatic guidelines, and anticipated effectiveness of the proposed
investments. Applicants will be required to align all Us to at least one core capability identified
in the Goal. Descriptions of projects should be clear and concise and should include whether the
project supports a NIMS typed resource and whether assets are deployable/shareable. The grant
funded activities of every project must align to the HSGP solution areas: Planning, Organization,
Exercises, Training and/or Equipment (POETE). A project may have activities in more than one
solution area.
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FY 2016 HSGP NOFO
Grant projects must be: 1) both feasible and effective at reducing the risks for which the project
was designed; and 2) able to be fully completed within the three-year PoP. FEMA will use the
information provided in the application and after the submission of the first BSIR, to determine
the feasibility and effectiveness of the grant project. Information that would assist in the
feasibility and effectiveness determination includes the following:
• Scope of work (purpose and objectives of the project, identification of what is being
protected, identification of core capability addressed and whether the core capability is
identified in the SPR, where applicable, as a priority);
• Desired outcomes, including expected long-term impact where applicable, and discussion
of which core capability gap it helps to close and how;
• Summary of status of planning and design accomplished to date (e.g. included in a capital
improvement plan); and
• Project schedule.
Grant recipients are expected to conform, as applicable, with accepted engineering practices,
established codes, standards, modeling techniques, and best practices.
Review and Selection Process
SHSP and UASI
To ensure the effectiveness of proposed investments and projects, all applications will
undergo a federal review. The federal review will be conducted by HQ Program
Analysts. HQ Program Analysts will use a checklist to verify compliance with all
administrative and eligibility criteria identified in the NOFO. Additionally using
previously submitted SPR data, HQ Program Analysts will verify alignment of the
proposed investments and projects to gaps identified through the THIRA/SPR process
and national priorities identified in the NPR. IJs will be reviewed at both the investment
and project level. The IJ will receive either an approval or conditional approval. Those
IJs that are conditionally approved must be revised and must receive final approval prior
to access to full funding.
Fusion center investments will be jointly reviewed by FEMA and the DHS Office of
Intelligence and Analysis (I&A) for compliance with HSGP NOFO requirements to
prioritize the alignment of requests with results from the annual Fusion Center
Assessment Program. Investments that do not meet the requirements will be revised and
must receive approval prior to accessing funds allocated to fusion center activities.
OPSG
Applications will be reviewed by the SAA and USBP Sector Headquarters for
completeness and adherence to programmatic guidelines and evaluated for anticipated
feasibility, need, and impact of the Operations Orders.
DHS/FEMA will verify compliance with all administrative and eligibility criteria
identified in the NOFO and required submission of Operations Orders and Inventory of
Operations Orders by the established due dates. DHS/FEMA and USBP will use the
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FY 2016 HSGP NOFO
results of both the risk analysis and the federal review by DHS/FEMA to make
recommendations for funding to the Secretary of Homeland Security.
FY 2016 OPSG funds will be allocated competitively based on risk-based prioritization
using the OPSG Risk Assessment described above. Final funding allocations are
determined by the Secretary, who may consider information and input from various law
enforcement offices or subject matter experts within the Department. Factors considered
include, but are not limited to: threat, vulnerability, miles of border, and other border -
specific "law enforcement intelligence," as well as feasibility of FY 2016 Operation
Orders to designated localities within the United States Border States and territories. For
details on program -specific funding amounts, please refer to Appendix A — FY 2016
Program Allocations.
Prior to making a Federal award with a total amount of Federal share greater than the
simplified acquisition threshold, DHS is required to review and consider any information
about the applicant that is in the designated integrity and performance system accessible
through SAM (currently FAPIIS).
An applicant, at its option, may review information in the designated integrity and
performance systems accessible through SAM and comment on any information about
itself that a federal awarding agency previously entered and is currently in the designated
integrity and performance system accessible through SAM.
DHS/FEMA will consider any comments by the applicant, in addition to the other
information in the designated integrity and performance system, in making a judgment
about the applicant's integrity, business ethics, and record of performance under Federal
awards when completing the review of risk posed by applicants as described in 2 CFR
§200.205.
F. Federal Award Administration Information
Notice of Award
Notification of award approval is made through the ND Grants system through an automatic
electronic mail to the awardee authorized official listed in the initial application. The "award
date" for HSGP will be the date that DHS/FEMA approves the award. The awardee should
follow the directions in the notification to confirm acceptance of the award.
Recipients must accept their awards no later than 90 days from the award date. The recipient
shall notify the awarding agency of its intent to accept and proceed with work under the award
through the ND Grants system. For instructions on how to accept or decline an award in the ND
Grants system, please see the ND Grants Recipient Training Manual.
Funds will remain on hold until the recipient accepts the award through the ND Grants system
and all other conditions of award have been satisfied, or the award is otherwise rescinded.
Failure to accept the grant award within the 90 day timeframe may result in a loss of funds.
Administrative and National Policy Requirements
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FY 2016 HSGP NOFO
All successful applicants for all DHS grant and cooperative agreements are required to comply
with DHS Standard Administrative Terms and Conditions, which are available online at: DHS
Standard Terms and Conditions
The applicable DHS Standard Administrative Terms and Conditions will be those in effect at the
time in which the award was made.
Before accepting the award the AOR should carefully read the award package for instructions on
administering the grant award and the terms and conditions associated with responsibilities under
Federal Awards. Recipients must accept all conditions in this NOFO as well as any Special
Terms and Conditions in the Notice of Award to receive an award under this program.
SHSP and UASI Pass -Through Requirements
Awards made to the SAA for HSGP carry additional pass-through requirements. Pass-through is
defined as an obligation on the part of the SAA to make funds available to local units of
government, combinations of local units, tribal governments, or other specific groups or
organizations. Four requirements must be met to pass-through grant funds:
• There must be some action to establish a firm commitment on the part of the
SAA;
• The action must be unconditional on the part of the awarding entity (i.e., no
contingencies for availability of SAA funds);
• There must be documentary evidence (i.e., award document, terms and
conditions) of the commitment; and
• The award terms must be communicated to the official recipient.
Timing and Amount
The SAA must pass-through at least 80 percent (80%) of the funds awarded under SHSP and
UASI to local or tribal units of government within 45 calendar days of receipt of the funds.
"Receipt of the funds" occurs either when the SAA accepts the award or 15 calendar days after
the SAA receives notice of the award, whichever is earlier.
SAAB are sent notification of their HSGP awards via the Grant Program Directorate's (GPD)
Non -disaster (ND) Grants system. If an SAA accepts its award within 15 calendar days of
receiving notice of the award in the ND Grants system, the 45 -calendar days pass-through period
will start on the date the SAA accepted the award. Should an SAA not accept their HSGP award
within 15 calendar days of receiving notice of the award in the ND Grants system, the 45 -
calendar days pass-through period will begin 15 calendar days after the award notification is sent
to the SAA via the ND Grants system.
It is important to note that the PoP start date does not directly affect the start of the 45 -calendar
days pass-through period. For example, an SAA may receive notice of their HSGP award on
August 20, 2016, while the Pop dates for that award are September 1, 2016 through August 31,
2019. In this example, the 45 -day pass-through period will begin on the date the SAA accepts
their HSGP award or September 4, 2016 (15 calendar days after the SAA was notified of the
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FY 2016 HSGP NOFO
award), whichever date occurs first. The PoP start date of September 1, 2016, would not affect
the timing of meeting the 45 -calendar -day pass-through requirement.
Other SHSP and UASI Pass -Through Requirements
The signatory authority of the SAA must certify in writing to DHS/FEMA that pass-through
requirements have been met. A letter of intent (or equivalent) to distribute funds is not
considered sufficient. The pass through requirement does not apply to SHSP awards made to the
District of Columbia, Guam, American Samoa, the U.S. Virgin Islands, and the Commonwealth
of the Northern Mariana Islands. The Commonwealth of Puerto Rico is required to comply with
the pass-through requirement and its SAA must also obligate at least 80 percent (80%) of the
funds to local units of government within 45 calendar days of receipt of the funds. Any UASI
funds retained by the SAA must be used to directly support the designated Urban Areas in the
state. The SAA must propose an investment describing how such UASI funds it retains will be
used to directly support the Urban Area.
Under SHSP, the SAA may retain more than 20 percent (201/0) of SHSP funding for expenditure
made by the state on behalf of the local unit(s) of government. This may occur only with the
written consent of the local unit of government, specifying the amount of funds to be retained
and the intended use of funds. If a written consent agreement is already in place from previous
fiscal years, DHS/FEMA will continue to recognize it for FY 2016. If modifications to the
existing agreement are necessary, the SAA should contact their assigned HQ Program Analyst.
OPSG Pass -Through Requirement
The recipient must pass through 100 percent (100%) of OPSG allocations to eligible
jurisdictions. The recipient is prohibited from obligating or expending funds provided through
this award until each unique and specific county -level or equivalent Operational
Order/Fragmentary Operations Order budget has been reviewed and approved through an official
electronic mail notice issued by DHS/FEMA removing this special programmatic condition.
Reporting
Recipients are required to submit various financial and programmatic reports as a condition of
their award acceptance. Future awards and funds drawdown may be withheld if these reports are
delinquent.
Federal Financial Reporting Requirements
Federal Financial Report (FFR)
Recipients must report obligations and expenditures on a quarterly basis through the FFR
(SF -425) to DHS/FEMA. Recipients must file the FFR electronically using the Payment
and Reporting System (PARS). A FFR must be submitted quarterly throughout the PoP,
including partial calendar quarters, as well as for periods where no grant award activity
occurs. Future awards and fund drawdowns may be withheld if these reports are
delinquent, demonstrate lack of progress, or are insufficient in detail.
Recipients may review the Federal Financial Reporting Form (FFR) (SF -425) here:
http://www.whitehouse.gov/sites/defaulUfiles/omb/grants/approved forms/SF-425 pdf
SF -425 OMB #00348-0061.
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FY 2016 HSGP NOFO
Financial Reporting Periods and Due Dates
The following reporting periods and due dates apply for the FFR:
Reporting Period
Report Due Date
October 1 — December 31
January 30
Januar 1 — March 31
Aril 30
April 1 — June 30
July 30
July 1 — September 30
October 30
Financial and Compliance Audit Report
For audits of fiscal years beginning on or after December 26, 2014, recipients that expend
$750,000 or more from all federal funding sources during their fiscal year are required to
submit an organization -wide financial and compliance audit report. The audit must be
performed in accordance with the requirements of Government and Accountability
Office's (GAO) Government Auditing Standards, located at
http•//www. ag o.eov/govaud/vbkOl.htm, and the requirements of Subpart F of 2 C.F.R.
Part 200, located at http://www.ee gov/cgi-bin/text-idx?node=sp2.1.200.f
For audits of fiscal years beginning prior to December 26, 2014, recipients that expend
$500,000 or more from all federal funding sources during their fiscal year are required to
submit an organization -wide financial and compliance audit report. The audit must be
performed in accordance with GAO's Government Auditing Standards, located at
http•//www. ag o.eov/ og vaud/ybkOI.htm, and OMB Circular A-133, Audits of States,
Local Governments, and Non -Profit Organizations, located at
http://www.whitehouse.gov/omb/circulars/al33 compliance supplement 2012.
Program Performance Reporting Requirements
Performance Progress Reports (SF -PPR)
Recipients are responsible for providing updated performance reports using the SF -PPR
on a biannual basis. Recipients must submit the cover page of the SF -PPR as an
attachment to the ND Grants system. The SF -PPR can be accessed online at
http://www.na.fs.fed.us/fap/SF-PPR Cover%20Sheet.pdf. As part of the SF -PPR,
recipients will be required to report on progress towards implementing the following
performance measures:
• For fusion centers, the achievement of capabilities and compliance with
measurement requirements within the Maturation and Enhancement of State and
Major Urban Area Fusion Centers priority through the annual Fusion Center
Assessment Program managed by the DHS I&A and reported to DHS/FEMA.
Program Performance Reporting Periods and Due Dates
The following reporting periods and due dates apply for the PPR:
Reporting Period I Report Due Date
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FY 2016 HSGP NOFO
January 1 — June 30
Jul 30
Jul 1 — December 31
January 30
Biannual Strategy Implementation Report (BSIR). In addition to the quarterly
financial and biannual performance progress reports, recipients are responsible for
completing and submitting BSIRs through the Grants Reporting Tool (GRT). The BSIR
is due within 30 days after the end of the reporting period (July 30 for the reporting
period of January 1 through June 30 (the summer BSIR report); and January 30 for the
reporting period of July 1 through December 31 (winter BSIR report). All required
attributes of each project must be included. Updated obligations, expenditures, and
significant developments must be provided within the BSIR to show progress of
implementation for every project, as well as how expenditures support Planning,
Organization, Equipment, Training and Exercises (POETE). The first BSIR will be due
January 30, 2017 (30 days after the end of the first reporting period for the award).
Subsequent BSIR reports will require recipients to report on a project -by -project basis.
Grant Reporting Tool (GRT) Registration. The Grants Reporting Tool (GRT) is the
system in which HSGP recipients will submit their BSIR information. HSGP recipients
are responsible for filing a semi-annual BSIR report in the GRT and should register to
create an account as soon as possible. Recipients should go to the following link and
follow the links to create a new account: httys://www.reporting.odp.dhs.eov/. This report
is used to track the progress toward the completion of projects.
Closeout Reporting Requirements
Within 90 days after the end of the PoP, or after an amendment has been issued to close
out a grant, whichever comes first, recipients must submit a final FFR and final progress
report detailing all accomplishments and a qualitative summary of the impact of those
accomplishments throughout the Pop, as well as the following documentation:
1) Final request for payment, if applicable;
2) SF -425 —Final FFR;
3) SF -PPR — Final Performance Progress Report;
4) A qualitative narrative summary on the impact of those accomplishments
throughout the entire PoP submitted to the respective HQ Program Analyst
in a Word document; and
5) Other documents required by program guidance or terms and conditions of
the award.
If applicable, an inventory of all construction projects that used funds from this program
has to be reported using the Real Property Status Report (Standard Form SF 429)
available at http://www.whitehouse gov/sites/default/files/omb/grants/approved forms/sf-
429Tpdf.
After these reports have been reviewed and approved by DHS/FEMA, a close-out notice
will be completed to close out the grant. The notice will indicate the Pop as closed, list
Page 25 of 86
FY 2016 HSGP NOFO
any remaining funds that will be deobligated, and address the requirement of maintaining
the grant records for three years from the date of the final FFR.
In addition, any HSGP recipient that issues subawards to any subrecipient is responsible
for closing out those subawards as described in 2 C.F.R. § 200.343. HSGP recipients
must ensure that they complete the closeout of their subawards in time to submit all
necessary documentation and information to DHS/FEMA during the closeout of their
own grant award.
The recipient is responsible for returning any funds that have been drawn down but
remain as unliquidated on recipient financial records.
Emergency Operations Plan (EOP)
Recipients must update their EOP at least once every two years to comply with
Comprehensive Preparedness Guide (CPG) 101 Version 2.0, Developing and
Maintaining Emergency Operations Plans. Recipients will use the Unified Reporting
Tool (URT) to report their compliance with this reporting requirement.
Threat and Hazard Identification and Risk Assessment (THIRA)
States and territories should review and, if necessary, revise and update the THIRA on an
annual basis. Urban Areas should also review and, if necessary, revise and update the
THIRA on an annual basis. A single THIRA submission will support multiple grant
awards received by ajurisdiction. This submission is valid for the entire PoP of the
individual grant award(s).
Further details on the THIRA as it relates to HSGP Program requirements can be found
in Appendix B -Program Priorities. For additional guidance on THIRA, please refer to
CPG 201, Second Edition, available at httR://www.fema.eov/threat-and-hazard-
identification-and-risk-assessment.
State Preparedness Report (SPR)
The SPR is an annual capability assessment. The Post -Katrina Emergency Management
Reform Act of 2006 (PKEMRA) requires an SPR from any state/territory receiving
Federal preparedness assistance administered by DHS/FEMA. Each state submits an
annual SPR to DHS/FEMA. Refer to Appendix B — FY 2016 HSGP Program Priorities
for additional guidance on SPR requirements.
FY 2016 Unified Reporting Tool (URT)
The URT is DHS/FEMA's collection mechanism for THIRA, SPR, and related
preparedness information. The FY 2016 SPR includes questions related to NIMS
adoption and implementation, CPG 101v2 compliance, and other preparedness questions,
as appropriate. Information on the URT, including when recipients will receive the tool
and how to use the tool, will be sent to recipients later in 2016.
G. DHS/FEMA Awarding Agency Contact Information
Contact and Resource Information
Page 26 of 86
FY 2016 HSGP NOFO
Centralized Scheduling and Information Desk (CSID)
CSID is a non -emergency comprehensive management and information resource
developed by DHS/FEMA for grant stakeholders. CSID provides general information on
all DHS/FEMA grant programs and maintains a comprehensive database containing key
personnel contact information at the federal, state, and local levels. When necessary,
recipients will be directed to a Federal point of contact who can answer specific
programmatic questions or concerns. CSID can be reached by phone at (800) 368-6498
or by e-mail at askcsidna,dhs.gov, Monday through Friday, 9:00 a.m. — 5:00 p.m. EST.
GPD Grant Operations Division
GPD's Grant Operations Division Business Office provides support regarding financial
matters and budgetary technical assistance. Additional guidance and information can be
obtained by contacting the FEMA Call Center at (866) 927-5646 or via e-mail to ASK-
GN4D@dhs.gov.
FEMA Regions
FEMA Regions may also provide fiscal support, including pre- and post -award
administration and technical assistance such as conducting cash analysis, financial
monitoring, and audit resolution to the grant programs included in this solicitation. GPD
will provide programmatic support and technical assistance. A list of contacts in FEMA
Regions is available online.
Systems Information
Grants.gov. For technical assistance with Grants.eov, please call the customer
support hotline at (800) 518-4726.
Non -Disaster (ND) Grants. For technical assistance with the ND Grants system,
please contact nderantsgfema.gov or (800) 865-4076.
GPD Environmental Planning and Historic Preservation (GPD EHP)
The DHS/FEMA GPD EHP Team provides guidance and information about the EHP
review process to recipients and subrecipients. All inquiries and communications about
GPD projects or the EHP review process, including the submittal of EHP review
materials, should be sent to gpdehpinfona,fema.gov. EHP Technical Assistance,
including the EHP Screening Form, can be found online.
H. Additional Information
Expanded Allowable Costs for General Purpose Equipment .
HSGP allows expenditures on general purpose equipment if they align to and support one or
more core capabilities identified in the Goal and are sharable through the Emergency
Page 27 of 86
FY 2016 HSGP NOFO
Management Assistance Compact (EMAC) ', and are allowable under 6 U.S.C. § 609. Examples
of such general purpose equipment may include:
• Law enforcement vehicles;
• Emergency medical services (EMS) equipment and vehicles;
• Fire service equipment and vehicles, to include hose, pump accessories, and foam
concentrate for specialized chemical, biological, radiological, nuclear, and explosives
(CBRNE) response; and
• Office equipment for staff' engaged in homeland security program activity.
Equipment allowability is based on the Authorized Equipment List (AEL) but exceptions may be
considered on a case-by-case basis if (1) the equipment identified to be purchased directly maps
to a core capability contained within the Goals, and (2) the equipment's purpose (when
operational) fall into the permitted use of funds in the 9/11 Act.
National Preparedness
DHS/FEMA coordinates with local, state, territory, and tribal governments as well as the private
and non-profit sectors to facilitate a whole community, risk driven, and capabilities -based
approach to preparedness. This risk driven, capabilities -based approach is grounded in the
identification and assessment of risk through the THIRA. For additional information on THIRA,
please refer to: ham•//www fema gov/threat-and-hazard-identification-and-risk-
assessment. HSGP grant recipients should review and, if necessary, revise and update the
THIRA on an annual basis to ensure that the community's shared understanding of risk evolves
to account for changes in the risk landscape, including successful mitigation efforts, emerging
threats, hazards, and associated consequences. Information on the National Preparedness System
can be found in the National Preparedness System Description at http://www.fema.gov/national-
prreparedness-system. Additional details regarding the National Preparedness System and how it
is supported by HSGP can be found in Appendix B -Program Priorities.
Payments
DHS/FEMA utilizes the Payment and Reporting System (PARS) for financial reporting,
invoicing and tracking payments.
DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to
recipients. To enroll in the DD/EFT, the recipients must complete a Standard Form 1199A,
Direct Deposit Form.
Monitoring
Recipients will be monitored on an annual and as needed basis by DHS/FEMA staff, both
programmatically and financially, to ensure that the project goals, objectives, performance
Except for American Samoa and the Commonwealth of the Northern Mariana Islands which are not required to
belong to EMAC at this time.
I This applies to all homeland security personnel, and is not limited to management and administration staff, and
costs are to be captured outside the cap on management and administration costs.
I https://www.fema.gov/media-library/assets/documents/25959
Page 28 of 86
FY 2016 HSGP NOFO
requirements, timelines, milestone completion, budgets, and other related program criteria are
being met.
Monitoring may be accomplished through desk -based reviews on-site monitoring visits, or both.
Monitoring will involve the review and analysis of the financial, programmatic, performance,
compliance and administrative processes, policies, activities, and other attributes of each Federal
assistance award and will identify areas where technical assistance, corrective actions and other
support may be needed.
Conflict of Interest
To eliminate and reduce the impact of conflicts of interest in the subaward process, recipients
and pass-through entities must follow their own policies and procedures regarding the
elimination or reduction of conflicts of interest when making subawards. Recipients and pass-
through entities are also required to follow any applicable Federal, state, local, tribal, or
territorial statutes or regulations governing conflicts of interest in the making of subawards.
The recipient or subrecipient must disclose to the respective Program Analyst, in writing, any
real or potential conflict of interest as defined by the Federal, state, local, tribal or territorial
statutes or regulations or their own existing policies, which may arise during the administration
of the Federal award within five days of learning of the conflict of interest. Similarly,
subrecipients must disclose any real or potential conflict of interest to the pass-through entity as
required by the Recipient's conflict of interest policies, or any applicable Federal, state, local,
tribal, or territorial statutes or regulations.
Conflicts of interest may arise during the process of DHS/FEMA making a Federal award in
situations where an employee, officer, or agent, any members of his or her immediate family, his
or her partner has a close personal relationship, a business relationship, or a professional
relationship, with an applicant, subapplicant, recipient, subrecipient, or DHS/FEMA employees.
Extensions
Extensions to this program are allowed. Extensions to the initial PoP identified in the award will
only be considered through formal, written requests to the recipient's respective HQ Program
Analyst and must contain specific and compelling justifications as to why an extension is
required. SAAB are advised to coordinate with the HQ Program Analyst as needed, when
preparing an extension request. All extension requests must address the following:
1) Grant program, fiscal year, and award number;
2) Reason for delay — this must include details of the legal, policy, or operational challenges
being experienced that prevent the final outlay of awarded funds by the applicable
deadline;
3) Current status of the activity/activities;
4) Approved PoP termination date and new project completion date;
5) Amount of funds drawn down to date;
6) Remaining available funds, both Federal and non-federal;
7) Budget outlining how remaining Federal and non-federal funds will be expended;
8) Plan for completion, including milestones and timeframes for achieving each milestone
and the position/person responsible for implementing the plan for completion; and
Page 29 of 86
FY 2016 HSGP NOFO
9) Certification that the activity/activities will be completed within the extended PoP
without any modification to the original Statement of Work, as described in the
investment justification and approved by DHS/FEMA.
Extension requests will be granted only due to compelling legal, policy, or operational
challenges. Extension requests will only be considered for the following reasons:
• Contractual commitments by the grant recipient with vendors or sub -recipients prevent
completion of the project within the existing PoP;
• The project must undergo a complex environmental review that cannot be completed
within this timeframe;
• Projects are long-term by design and therefore acceleration would compromise core
programmatic goals; and
• Where other special circumstances exist.
Recipients must submit all proposed extension requests to DHS/FEMA for review and approval
no later than 120 days prior to the end of the PoP. In accordance with GPD policy, extensions
are typically granted for no more than a six month time period.
Page 30 of 86
FY 2016 HSGP NOFO
Appendix A — FY 2016 Program Allocations
FY 2016 SHSP Allocations
State/Territory
Alabama
FY 2016
Allocation
$3,734,500
State/Territory
Montana
FY 2016
Allocation
$3,734,500
Alaska
$3,734,500
Nebraska
$3,734,500
American Samoa
$854,000
Nevada
$3,734,500
Arizona
$4,568,000
New Hampshire
$3,734,500
Arkansas
$3,734,500
New Jersey
$8,354,000
California
$60,178,500
New Mexico
$3,734,500
Colorado
$3,979,000
New York
$76,949,000
Connecticut
$3,978,000
North Carolina
$5,489,000
Delaware
$3,734,500
North Dakota
$3,734,500
District of Columbia
$4,141,500
Northern Mariana
$854,000
Florida
$11,040,500
Ohio
$7,698,000
Georgia
$6,807,000
Oklahoma
$3,734,500
Guam
$854,000
Oregon
$3,837,000
Hawaii
$3,734,500
Pennsylvania
$10,054,500
Idaho
$3,734,500
Puerto Rico
$3,734,500
Illinois
$16,408,500
Rhode Island
$3,734,500
Indiana
$3,978,000
South Carolina
$3,734,500
Iowa
$3,734,500
South Dakota
$3,734,500
Kansas
$3,734,500
Tennessee
$3,978,000
Kentucky
$3,978,000
Texas
$21,498,000
Louisiana
$3,978,000
U.S. Virgin Islands
$854,000
Maine
$3,734,500
Utah
$3,734,506-
3,734,500Ma
land
Maryland
$6,153,500
Vermont
$3,734,500
Massachusetts
$5,645,000
Virginia
$7,445,500
Michigan
$6,658,000
Washington
$6,493,000
Minnesota
$3,978,000
West Virginia
$3,734,500
Mississippi
$3,734,500
Wisconsin
$3,978,000
Missouri
'rotal
$3,978,000 1
W%omina
$3,734,500
$402,000,000
Page 31 of 86
Appendix A — FY 2016 Program Allocations
FY 2016 UASI Allocations
Arizona
Funded Urban
Phoenix Area
2016 UASI
Allocation
$5,430,000
California
Anaheim/Santa Ana Area
$5,430,000
Bay Area
$28,036,000
Los Angeles/Long Beach
Area
$68,610,000
Riverside Area
$2,962,000
Sacramento Area
$2,962,000
San Diego Area
$16,658,000
Colorado
Denver Area
$2,962,000
District of Columbia
National Capital Region
$53,309,000
Florida
Miami/Fort Lauderdale
Area
$5,430,000
Tampa Area
$2,962,000
Georgia
Atlanta Area
$5,430,000
Illinois
Chicago Area
$68,610,000
Maryland
Baltimore Area
$2,962,000
Massachusetts
Boston Area
$17,770,000
Michigan
Detroit Area
$5,430,000
Minnesota
Twin Cities Area
$5,430,000
Missouri
St. Louis Area
$2,962,000
Nevada
Las Vegas Area
$2,962,000
New Jersey
Jersey City/Newark Area
$20,534,000
New York
New York City Area
$178,623,000
North Carolina
Charlotte Area
$2,962,000
Ohio
Cleveland Area
$2,962,000
Oregon
Portland Area
$2,962,000
Pennsylvania
Philadelphia Area
$18,263,000
Pittsburgh Area
$2,962,000
Texas
Dallas/Fort Worth/Arlington
Area
$15,302,000
Houston Area
$23,693,000
Washington
Total
Seattle Area
$5,430,000
$580,000,000
Page 32 of 86
Appendix A — FY 2016 Program Allocations
FY 2016 SHSP and UASI LETPA Minimums
State/Territory
Alabama-eX$3,734,500
Alaska
American Samoa
Ammna
Funded Urban Area(s)
PhoenixArea
UASI
Allocation
$5,430,0001
Total UA S1
Allocation
$5,430000
SHSP
Allocation
$3,734 500
$854,000
$4,568000
Total
Allocation by
$3,734,500
$3,734,60
$854,000
$9,998,000
LETPA
$833,625
$933,625
$213,500
$2499,500
Arkansas
California
AnaheimlSanta A na Area
Ba Area
Los AngelesfLong Beach Area
Riverside Area
Sacramento Area
San Die o Area
$5.430,000
$28,036,000
$68,610,000
$2962,000
$2,962,000
$16658,000
$124,658,000
$3,734 500
$60,178,500
$3,734,500
$184,836,500
$933,625
$46,209,125
Colorado
Denver Area
$2,962,000
$2,962,000
$3978,000
$6,941000
$1,735,25
Connecticut
D0
Dellawareaware$3,734,500
District of Columbia
National Capital Region
$53,309,000
$53,309,000
$3,978 000
$4,141,500
$3,978,000
$3,734,500
$57,450,500
$994,500
$933625
$14,362625
Florida
Miamf7Fort Lauderdale Area
Tampa Area
$514301000
$2,962,000
$8,392,000
$5,430,000
$11,040,500
$6,807,000
$19,432,500
$12,237,000
$4,858,125
S3 059,250
Georgia Atlanta Area $5,430,000
Guam
$854,000
$854,000
$213,500
Hawaii
Idaho
Illinois
Indiana
_
clor.mo Area
68610000
$3,734,500
$3,734,500
$3,734 500
$3 734,500
$933,625
$933,625
SO.610.000 S18408,500 $85018500
$21,254,825
$3,978,000 $3,978,000
$994,500
I0�
Kansas
Kentucky_
Louisiana
Maine
Ma land
Massachusetts
Baltimore Area
Boston Area
I
S2 91;7 i)00
S17 iMiM
�;
$3734,500
$3,734,500
$933825
$3,734,500 $3,734,500
$833 625
$3,978,000 $3,978,000
$994 500
$3.970.000 $3,978,000
$984,500
S3734500 $3,734,500
$933,625
S? 982000
$17.77
$5,430000
35,430,000
S6,153,500
35,645,000
$6,858,000
$3,978,000
S9 115,500
$23,415,000
$12,088,000
$9,408,000
$2,27 875
$5,853,750
$3,022,000
$2,352,000
Michi an DeVoit Area $5,430000
Minnesota Twin Cities Arei $5.430,000
Mississippi
_ _
$3,734,500
$3,734,500
$933,625
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Northern Mariana Islands
Ohm
gdahoma
Oregon
51 I of A e r
_
la, Ve3a. nu .i _
h vv m fl ..enk Area
Plew Y nk ,iCi A,,,
Ch"k,li" Arca
LIr v I nd Ai:. i _
Portland Ai ea
_
907 000
ser' coo
r20 raa.000
5178 ,?9 000
32%2.000
_
112 91'7 000S2
e2 or oOJ�
52 .962,000
$3,978,000
$6,940,000
$1,735,000
_ i : $3,734 500 $3,734,500
$3,734 500 $3,734,500
$933,625
$933,825
�' 0c2000 $3,734,500 $6,696,500
$1,674,125
$3,734,500 $3,734,500
$933,625
S 0 °1000 $8,354,000 $28,888,000
$7,222,000
$3,734,500 S3.734,500
$933,625
11118 (323,000 $76 949 000 $255,572,000
$63,893,000
S2,862,000 $5,489,000 $8.451,000
$2,112,750
$3,734,500 $3,734,500
$933,625
- $854,000 $854,000
$213,500
0 7 000 $7,698,000 $10,660,000
$3,734500 $3,734,500
$2,665,000
$933,625
52962,000 $3,837,000 $6,799 000
$1,699,750
Page 33 of 86
Appendix A - FY 2016 Program Allocations
FY 2016 SHSP and UASI LETPA Minimum (continued)
Page 34 of 86
Appendix A — FY 2016 Program Allocations
FY 2016 OPSG Eligible States and Territories
Alabama
States and Territories
I Massachusetts
Pennsylvania
Alaska
Michigan
Rhode Island
Arizona
Minnesota
South Carolina
California
Mississippi
Texas
Connecticut
Montana
Vermont
Delaware
New Hampshire
Virginia
Florida
New Jersey
Washington
Georgia
New Mexico
Wisconsin
Hawaii
New York
Puerto Rico
Idaho
North Carolina
U.S. Virgin Islands
Louisiana
North Dakota
American Samoa
Maine
Ohio
Guam
Maryland
Oregon
Northern Mariana Islands
Note: Not all applicants are guaranteed to receive funding under the FY 2016 OPSG.
Page 35 of 86
Appendix A — FY 2016 Program Allocations
Appendix B — Program Priorities
Alignment of HSGP to the National Preparedness System
The Nation utilizes the National Preparedness System to build, sustain, and deliver core
capabilities in order to achieve the National Preparedness Goal (the Goal). The Goal is "a secure
and resilient Nation with the capabilities required across the whole community to prevent,
protect against, mitigate, respond to, and recover from the threats and hazards that pose the
greatest risk."
The objective of the National Preparedness System is to facilitate an integrated, risk informed,
capabilities -based, whole community approach to preparedness. Complex and far-reaching
threats and hazards require the engagement of individuals, families, communities, private and
nonprofit sectors, faith -based organizations, and all levels of government
(hqp://www.fema.gov/whole-community).
Recipients will use the National Preparedness System to support building, sustaining, and
delivering these core capabilities. The components of the National Preparedness System are:
Identifying and Assessing Risk; Estimating Capability Requirements; Building and Sustaining
Capabilities; Planning to Deliver Capabilities; Validating Capabilities; and Reviewing and
Updating. For more information on each component, read the National Preparedness System
description available at http://www.fema.pov/national-preparedness-system.
The FY 2016 HSGP contributes to the implementation of the National Preparedness System by
financially supporting the ability of States and local jurisdictions to build, sustain, and deliver
core capabilities identified in the Goal. The HSGP's allowable costs support efforts across the
Prevention, Protection, Mitigation, Response, and Recovery mission areas. A key focus and
requirement of the HSGP is to prevent terrorism and other catastrophic events and to prepare the
Nation for the threats and hazards that pose the greatest risk to the security and resilience of the
United States, and the greatest risks along the Nation's Borders. When applicable, funding
should support deployable assets that can be used anywhere in the Nation through automatic
assistance and mutual aid agreements, including but not limited to the Emergency Management
Assistance Compact (EMAC).
In addition, DHS/FEMA expects recipients to prioritize grant funding to address gaps identified
through the annual SPR in achieving capability targets set through the annual THIRA. These
assessments identify the jurisdiction's capability targets and current ability to meet those
targets. Recipients should prioritize grant funds to increase capability for those capabilities they
rate as high-priority core capabilities with low capability levels. Minimum funding amounts are
not prescribed by the Department for these priorities; however recipients are expected to support
state, local, regional, and national efforts in achieving the desired outcomes of these priorities.
Recipients are expected to consider national areas for improvement identified in the 2015 NPR,
which include cybersecurity, enhancing the resilience of infrastructure systems, economic
Page 36 of 86
Appendix B — Program Priorities
recovery, access control and identify verification, housing, and long-term vulnerability
reduction. Addressing these areas for improvement will enhance preparedness nation-wide.
The FY 2016 HSGP supports investments that improve the ability of jurisdictions nationwide to:
• Prevent a threatened or an actual act of terrorism;
• Protect our citizens, residents, visitors, and assets against the greatest threats and hazards;
• Mitigate the loss of life and property by lessening the impact of future catastrophic events;
• Respond quickly to save lives, protect property and the environment, and meet basic human
needs in the aftermath of a catastrophic incident; and/or
• Recover through a focus on the timely restoration, strengthening, accessibility and
revitalization of infrastructure, housing, and a sustainable economy, as well as the health,
social, cultural, historic, and environmental fabric of communities affected by a
catastrophic incident; and do so in a manner that engages the whole community while
ensuring the protection of civil rights.
The core capabilities contained in the Goal are highly interdependent and require the use of
existing preparedness networks and activities, to improve planning, training and exercises of
programs, to promote innovation, and to ensure that the appropriate administrative, finance, and
logistics systems are in place.
Reporting on the Implementation of the National Preparedness System
Identifying and Assessing Risk and Estimating Capability Requirements
States and territories should review and, if necessary, revise and update the THIRA on an annual
basis. Urban Areas should also review and, if necessary, revise and update the THIRA on an
annual basis. A single THIRA submission will support multiple grant awards received by a
jurisdiction. This submission is valid for the entire PoP of the individual grant award(s). The
THIRA, a four -step risk assessment process, provides a comprehensive approach for identifying
and assessing risks and associated impacts. It expands on existing local, tribal, territorial, and
state Hazard Identification and Risk Assessments (HIRAs) and other risk methodologies by
broadening the factors considered in the process, incorporating the whole community throughout
the entire process, and by accounting for important community -specific characteristics. CPG
201, Second Edition is available at htty://www.fema.eov/threat-and-hazard-identification-and-
risk-assessment.
In step four of the THIRA process, ajurisdiction estimates the resources required to deliver the
capability targets set in their THIRAs. Communities express resource requirements as a list of
whole community resources needed to successfully achieve their capability targets. Each
jurisdiction should decide which combination of resources is most appropriate to achieve its
capability targets.
The SPR is an annual self-assessment of state preparedness submitted by the 56 States and
territories to DHS/FEMA. The Post -Katrina Emergency Management Reform Act of 2006
(PKEMRA) requires an SPR from any state or territory receiving Federal preparedness
assistance administered by the Department of Homeland Security.
Page 37 of 86
Appendix B — Program Priorities
Reporting
• Urban Areas should review and, if necessary, revise and update the THIRA on an
annual basis. UASIs will submit their updated THIRA to the designated SAA.
THIRA updates shall be in alignment with CPG 201, Second Edition. The Urban
Area should coordinate internally to ensure its update represents all jurisdictions
within the UASI program. The SPR is due no later than December 31 of the year in
which the award is received.
• For FY 2016, if any updates are made to the Urban Area THIRA, Step 4 of the
THIRA should be completed for all Response and Recovery core capabilities,
including the common core capabilities for those mission areas.
• States and territories should review and, if necessary, revise and update the
THIRA on an annual basis. States and territories will submit their THIRA update
along with their annual SPR through the URT and email a copy of the URT
submission to their respective DHS/FEMA Regional Federal Preparedness
Coordinator and copy fema-s r afema.dhs.gov. THIRA updates shall be in
alignment with CPG 201, Second Edition. The SPR is due no later than December 31
each year. The state should coordinate with each eligible Urban Area to ensure that
the UASI updates occur in advance of this deadline, as the state must include the
Urban Area's input when conducting the statewide SPR assessment.
For FY 2016, SHSP recipients should complete THIRA, Step 4 for all Response
and Recovery core capabilities, including the common core capabilities for those
mission areas.
Building and Sustaining Capabilities
HSGP recipients should ensure that funding is used to sustain core capabilities funded by past
HSGP funding cycles and grant programs. New capabilities should not be built at the expense of
maintaining current and critically needed core capabilities. New capabilities also must be
aligned with capability targets and gaps identified through the THIRA/SPR process.
Reporting
As part of programmatic monitoring, recipients will be required to describe how
expenditures support maintenance and sustainment of current core capabilities within the
BSIR. HSGP recipients will, on a project -by -project basis, check one of the following:
• Building a capability acquired with HSGP funding; or
• Sustaining a capability acquired with HSGP funding.
NIMS Implementation
Recipients receiving HSGP funding are required to implement NIMS. NIMS uses a systematic
approach to integrate the best existing processes and methods into a unified national framework
for incident management. Incident management refers to how incidents are managed across all
homeland security activities, including prevention, protection, and response, mitigation, and
recovery. FY 2016 HSGP recipients must use standardized resource management concepts for
resource typing, credentialing, and an inventory to facilitate the effective identification, dispatch,
deployment, tracking and recovery of resources.
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Reporting
• Recipients report on NIMS implementation through the SPR.
Fusion Centers
DHS has identified state and major Urban Area fusion centers as a critical component of our
Nation's distributed homeland security and counterterrorism architecture. They provide
grassroots intelligence and analytic capabilities within the state and local jurisdiction
(http://www.dhs.gov/state-and-major-urban-area-fusion-centers). To that end, DHS/FEMA
preparedness grants will continue to support designated state and major Urban Area fusion
centers (http://www.dhs.gov/fusion-center-locations-and-contact-information) and the maturation
of the Information Sharing Environment (ISE).
The national network of fusion centers (National Network) provides a mechanism for the Federal
Government to receive information from state, local, tribal, and territory partners, which helps
create a more complete threat picture at the National level. Participating in the Nationwide
Suspicious Activity Reporting (SAR) Initiative enables fusion centers to receive and analyze
suspicious activity reporting from frontline public safety personnel, the private sector, and the
public, and ensure the sharing of SAR with the Federal Bureau of Investigation's Joint Terrorism
Task Forces for further investigation.
In support of this strategic vision, the DHS/FEMA is requiring designated state and major Urban
Area fusion centers to participate in an annual assessment of their achievement of Critical
Operational Capabilities (COCs) and Enabling Capabilities (ECs) and performance.
As maturation of the National Network continues to be a high priority in FY 2016, DHS/FEMA
is requiring that all fusion center related funding requests be consolidated into a single (1)
investment for states or Urban Areas in which designated fusion centers reside. The single
investment provides states and urban areas a means to centrally manage and report on fusion
center related activities. Recipients must coordinate with the fusion center when developing
a fusion center investment prior to application submission. The fusion center's individual
2015 Fusion Center Assessment Report must be used when developing the investment. Each
proposed project included in the fusion center investment must align to and reference the specific
COCs/ECs and associated attribute(s) from the Assessment Report the funding is intended to
address. Additionally, any jurisdiction or agency that leverages HSGP funds to support
intelligence- or fusion process -related activities (e.g., intelligence unit, real time crime
information and analysis centers) must ensure efforts are integrated and/or coordinated with the
state or major Urban Area fusion center(s).
State and major Urban Area fusion centers receiving SHSP and/or UASI grant funds will be
evaluated based on compliance with the guidance and requirements for the National Network as
set forth by DHS I&A through the annual Fusion Center Assessment Program.
• FY2016 Fusion Center Grant requirements are listed at http://www.dhs,eov/homeland-
security- rg ant -pro rg am-hsgp.
• DHS/FEMA approved analyst courses that meet the grant requirement are listed at
http://www.dhs.gov/fema-approved-intelligence-analyst-training-courses.
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Through the SF -PPR, fusion centers will report on the achievement of capabilities and
compliance with measurement requirements within the Maturation and Enhancement of State
and major Urban Area fusion centers priority through the annual Fusion Center Assessment
Program managed by DHS I&A and reported to FEMA.
Planning to Deliver Capabilities
Recipients shall develop and maintain, jurisdiction -wide, all threats and hazards EOPs consistent
with CPG 101 v.2. Recipients must update their EOP at least once every two years.
Reporting
• Recipients report EOP compliance with CPG 101 v2 in the SPR.
Validating Capabilities
Recipients should engage elected and appointed officials and other whole community
stakeholders to identify long-term training and exercise priorities. These priorities should
address capability targets and gaps identified through the annual THIRA and SPR processes,
areas for improvement identified from real-world events and preparedness exercises, and
national areas for improvement identified in the most recent NPR.
Recipients should document these priorities and schedule of exercise events and supporting
training activities in a Multi-year Training and Exercise Plan (TEP). Information related to
Multi-year TEPs and Training and Exercise Planning Workshops (TEPWs) can be found on the
Homeland Security Exercise and Evaluation Program (HSEEP) website at
https://www.fema.gov/exercise.
All recipients will develop and maintain a progressive exercise program consistent with HSEEP
and support of the National Exercise Program (NEP) (h!Ltp://www.fema.gov/national-exercise-
program . Recipients can examine and validate capability through exercises and are strongly
encouraged to nominate exercises into the NEP. The NEP serves as the principal exercise
mechanism for examining national preparedness and measuring readiness.
Reporting
• Recipients are required to develop a Multi-year TEP that identifies training and
exercise priorities and activities. The Multi-year TEP shall be submitted to
hseepgfema.dhs.gov no later than 90 days after the completion of the TEPW. States
and Urban Areas are encouraged to post their schedules to the National Exercise
Scheduling System (NEXS) at his://www.fema.aov/exercise.
• Recipients are required to submit one After Action Report/Improvement Plan
(AARAP) for each HSGP-funded progressive exercise series; or submit individual
AAR/IPs for each HSGP-funded exercise. AAR/IPs should be submitted to
hseepaa,femaAhs.gov, no more than 90 days after completion of the
exercise. Recipients are reminded of the importance of implementing corrective
actions iteratively throughout the progressive exercise cycle. Recipients are
encouraged to use the HSEEP AAR/IP template located at
https://www.fema.gov/exercise and use the Corrective Action Program (CAP) System
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at httys://hseep.dhs.gov/caps/, to track the implementation of corrective actions listed
in the AAR/IP.
Reviewing and Updating
On a recurring basis, capability levels, resources, and plans should be reviewed to determine if
they remain relevant or need to be updated. This review should be ongoing and based on a
current risk assessment and utilize information gathered during the validation process. These
reviews provide a means to examine preparedness analyses, determine priorities, direct
preparedness actions, and calibrate goals and objectives.
Countering Violent Extremism
Cases of U.S.-based individuals traveling or attempting to travel overseas to join transnational
terrorist organizations such as al Qaeda, al Shabaab, and ISIL, combined with the threat posed by
homegrown extremists who carry out violent attacks inside the United States in support of a variety
of ideologies, illustrate the need for programs and initiatives aimed at preventing or stopping the
radicalization processes that can lead to violence. The Administration's approach to Countering
Violent Extremism (CVE) echoes the whole community approach to all -hazards preparedness and
emphasizes and encourages partnerships with local community organizations, the private sector
and other relevant partners. The approach begins with the premise that well-informed and well-
equipped families, communities, and local institutions are the best defense against organizations
and ideologies that use or advocate violence to achieve their ends and recognizes that Federal
financial assistance programs can be an effective tool for supporting those locally based efforts.
The HSGP allows a range of CVE activities and initiatives, and the Administration strongly
encourages HSGP recipients to consider allocating grant funding to support CVE-related programs
or projects, in particular those that:
• Assist state and local governments with the development of community-based engagement
plans to supplement efforts to build safer, stronger, and more resilient communities.
Engagement plans may involve, for example, the determination of roles and responsibilities
for government agencies, community organizations, employers, families and others in
recognizing and responding to radicalization within a community and the development of
strategies for preventing and protecting against the recruitment or incitement to violence
of targeted individuals;
• Support the incubation of local public-private partnerships and educational efforts to
address violent extremism, including the development of programs and curricula for law
enforcement, community organizations, educators and other appropriate parties on the
identification of indicators of radicalization to violence and strategies for effective
interdiction;
• Assist local community groups in the development of CVE programs addressing
prevention, intervention and diversion efforts, including training on roles of law
enforcement and how to effectively partner with law enforcement;
• Develop and promote training for law enforcement executives and frontline officers on
potential behaviors and indicators of violent extremism and how to appropriately analyze
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and report them; officer engagement and partnership with diverse communities;; and
intervention strategies; and
Support community and law enforcement engagement strategies and approaches such as
roundtable events; town hall meetings; the development of online platforms that improve
connections between communities and local officials; funding for existing and expansion
of community relations efforts, support for the development of community engagement
plans and joint projects to increase the awareness of violent extremist threats and
community mitigation solutions.
Detailed descriptions of the Administration's CVE objectives, as well as additional program
descriptions, guidance and resources for grant recipients can be found at:
• hILtp://www.dhs.2ov/topic/countering-violent-extremism
• http://www.dhs.2ov/publication/cve-best-practices
Supplemental SHSP Guidance
Governance
In keeping with the guiding principles of governance for all DHS/FEMA preparedness programs,
recipients must coordinate activities across preparedness disciplines and levels of government,
including state, territorial, local, and tribal governments. A cohesive planning framework should
incorporate DHS/FEMA resources, as well as those from other Federal, state, local, tribal,
territorial, private sector, and faith -based community organizations. Specific attention should be
paid to how available preparedness funding sources can effectively support a whole community
approach to emergency preparedness and management and the enhancement of core capabilities.
To ensure this, the SAA must establish or reestablish a unified Senior Advisory Committee
(SAC).
Senior Advisory Committee (SAC)
The SAC builds upon previously established advisory bodies under HSGP (including the SHSP
and UASI programs), Nonprofit Security Grant Program (NSGP), Transit Security Grant
Program (TSGP), and Port Security Grant Program (PSGP). Examples of advisory bodies that
should be included on the SAC include: Urban Area Working Groups (UAWGs), Statewide
Interoperability Governing Board (SIGB), Area Maritime Security Committees (AMSCs),
Regional Transportation Security Working Groups (RTSWGs), Citizen Corps Whole
Community Councils, Disability Inclusion Working Groups, and Children's Working Groups.
To ensure a whole community effort, SAC membership should include representation from
relevant jurisdictions, response disciplines, UASI-funded Urban Areas, Citizen Corps Whole
Community Councils, tribal organizations, and non-profit, faith based, and other voluntary
organizations such as the American Red Cross. SACS are encouraged to develop subcommittee
structures, as necessary, to address issue- or region -specific considerations.
The responsibilities of a SAC include
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• Integrating preparedness activities across disciplines, the private sector, non-profit
organizations, faith -based and community organizations, and all levels of government,
including local, state, tribal, and territorial, with the goal of maximizing coordination
and reducing duplication of effort;
• Creating a cohesive planning network that builds and implements preparedness
initiatives using DHS/FEMA resources, as well as other Federal, state, local, tribal,
territorial, local, private sector, and faith -based community resources;
• Management of all available preparedness funding sources to ensure their effective use
of and to minimize duplication of effort; and
• Ensuring applications for SHSP and UASI funds align with the capability gaps
identified in the THIRA and SPR.
SAC Composition and Scope
1. Membership. The SAC must include whole community intrastate and interstate
partners as applicable and have balanced representation among entities with operational
responsibilities for terrorism/disaster prevention, protection, mitigation, response, and
recovery activities within the state.
The membership of the SAC must reflect the threats and hazards identified in the state's
THIRA as well as each of the core capabilities, in particular those core capabilities
identified as having large capability gaps identified in the state's most recent SPR. SAAB
will use the URT to verify compliance of SAC charter requirements. Further, the SAC
must include representatives that were involved in the production of the state's THIRA and
represent the interests of the five mission areas as outlined in the Goal.
The above membership requirement does not prohibit states, Urban Areas, regional transit
and port entities, or other recipients of DHS/FEMA preparedness funding from retaining
their existing structure under separate programs; however, at a minimum, those bodies
must support and feed into the larger SAC. The composition, structure and charter of the
SAC should reflect this focus on building core capabilities, instead of simply joining
previously existing advisory bodies under other grant programs.
The SAA must ensure that appropriate representation from defined UASI-funded Urban
Areas is included on the SAC. DHS/FEMA strongly encourages that, wherever possible,
previously established local working groups be leveraged for this purpose to ensure that
UASI resources are managed in the most efficient and effective manner possible. The
UAWG should also support state efforts to develop the THIRA and SPR, particularly as it
relates to UASI activities.
For designated Urban Areas, the SAA POCs are responsible for identifying and
coordinating with the POC for the UAWG, who should be a member of the SAC. The
POC's contact information must be provided to DHS/FEMA with the grant application.
SAAB must work with existing Urban Areas to ensure that information for current POCs is
on file with DHS/FEMA.
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Finally, DHS/FEMA recommends that organizations advocating on behalf of youth, older
adults and individuals with disabilities, individuals with limited English proficiency and
others with access and functional needs, socio-economic factors and cultural diversity, be
invited to participate in the SAC.
2. Collaboration with state agencies and other stakeholder organizations.
Program representatives from the following entities should be members of the SAC (as
applicable): State Primary Care Association, State Homeland Security Advisor (HSA) (if
this role is not also the SAA), State Emergency Management Agency (EMA) Director,
State Public Health Officer, State Public Safety Officer (and SAA for Justice Assistance
Grants, if different), State Coordinator for the Department of Defense (DOD) 1033
Program , State Court Official, State Emergency Medical Services (EMS) Director, State
Trauma System Manager, Statewide Interoperability Coordinator, State Citizen Corps
Whole Community Council, the State Emergency Medical Services for Children (EMSC)
Coordinator, State Education Department, State Human Services Department, State Child
Welfare Services, State Juvenile Justice Services, Urban Area POC, Senior Members of
AMSCs, Senior Members of the RTSWG, Senior Security Officials from Major
Transportation Systems, and the Adjutant General.
Senior Advisory Committee Charter
The governance of the SHSP and UASI programs through the SAC should be directed by a
charter. All members of the SAC should sign and date the charter showing their agreement with
its content and their representation on the Committee. Revisions to the governing charter must
be sent to the recipient's assigned HQ Program Analyst. The SAC charter must at a minimum
address the following:
• A detailed description of the SAC's composition and an explanation of key governance
processes, including how SAC is informed by the state's THIRA and SPR data
reflecting capability gaps and the approach to address gaps in core capabilities;
• A description of the frequency at which the SAC will meet;
• How existing governance bodies will be leveraged by the Committee;
• A detailed description of how decisions on programmatic priorities funded by SHSP
and UASI are made and how those decisions will be documented and shared with its
members and other stakeholders, as appropriate; and
• A description of defined roles and responsibilities for financial decision making and
meeting administrative requirements.
To ensure ongoing coordination efforts, SAAB are encouraged to share community preparedness
information submitted in the state's BSIR with members of the SAC. The charter should be
made available upon request to promote transparency in decision-making related to HSGP
activities.
To manage this effort and to further reinforce collaboration and coordination across the
stakeholder community, a portion of the 20 percent (20%) holdback of a state or territory award
may be utilized by the SAA for the purpose of supporting the SAC and to ensure representation
and active participation of SAC members. Funding may be used for hiring and training planners,
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establishing and maintaining a program management structure, identifying and managing
projects, conducting research necessary to inform the planning process, and developing plans
that bridge mechanisms, documents, protocols, and procedures.
SAAB will use the URT to verify compliance of SAC charter requirements.
Supplemental UASI Guidance
The UASI program is intended to provide financial assistance to address the unique multi-
discipline planning, organization, equipment, training, and exercise needs of high -threat, high-
density Urban Areas, and to assist these areas in building and sustaining capabilities to prevent,
protect against, mitigate, respond to, and recover from threats or acts of terrorism using the
Whole Community approach. Urban Areas must use UASI funds to employ regional approaches
to overall preparedness and are encouraged to adopt regional response structures whenever
appropriate. UASI program implementation and governance must include regional partners and
should have balanced representation among entities with operational responsibilities for
prevention, protection, mitigation, response, and recovery activities within the region. In some
instances, Urban Area boundaries cross state borders. States must ensure that the identified
Urban Areas take an inclusive regional approach to the development and implementation of the
UASI program and involve the contiguous jurisdictions, mutual aid partners, port authorities, rail
and transit authorities, state agencies, state-wide Interoperability Coordinators, Citizen Corps
Whole Community Council(s), and campus law enforcement in their program activities.
Composition
Pursuant to provisions of the Homeland Security Act of 2002, as amended, eligible Urban Areas
were determined based on an analysis of relative risk of the 100 most populous Metropolitan
Statistical Areas (MSAs), as defined by the Office of Management and Budget (OMB). MSAs
are used by DHS/FEMA to determine eligibility for participation in the program. Geographical
areas queried do not equate to minimum mandated membership representation of an Urban Area,
nor does this guarantee funding for geographical areas queried. UAWGs must continue to take a
regional approach to membership but are not required to expand or contract existing Urban Area
participation to conform to MSA composition. Detailed information on MSAs is publicly
available from the United States Census Bureau at
httl2:Hww-w.census.gov/populatio metroareas/metrodef.htmi.
UASI Program Requirements
The SAA will be responsible for ensuring compliance with the fiduciary and programmatic
administration requirements of the UASI program.
• Identify POCs. The SAA must confirm a specific POC with the designated Urban Area.
The SAA POCs are responsible for identifying and coordinating with the POC for the
UAWG. This information must be provided to DHS/FEMA with the grant application.
SAAB must work with existing Urban Areas to ensure that information for current POCs
is on file with DHS/FEMA.
Define the Urban Area. The SAA POC, in coordination with the candidate Urban
Areas, must define the Urban Area, as it will apply to the UASI program. The identified
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city or combined entity represents the candidate Urban Area eligible to apply for funding
under the UASI program. For those Urban Areas with a combined entity, that area
represents the minimum area that must be part of the defined Urban Area. The definition
of the Urban Area is limited to jurisdictions contiguous to the geographic area used to
determine eligibility, or those jurisdictions in that area which have established formal
mutual aid agreements. States may request a waiver for this limitation for regions
previously established by Executive Order, law, or compact. For the purposes of the
UASI program, the Washington, D.C. Urban Area will consist of the National Capital
Region (NCR) as set forth in 10 U.S.C. §2674(1)(2). In coordination with the UAWG,
the SAA POC may redefine the geographic boundaries of an existing Urban Area, as it
will apply to the UASI program. The SAA POC must notify DHS/FEMA of this change.
Establish the UAWG. Membership in the UAWG must provide either direct or indirect
representation for all relevant jurisdictions and response disciplines (including law
enforcement, fire service, EMS, and emergency management) that comprise the defined
Urban Area. It must also be inclusive of local Whole Community Citizen Corps Council
and tribal representatives. The UAWG should also ensure the integration of local
emergency management, public health, and health care systems into a coordinated,
sustained local capability to respond effectively to a mass casualty incident. In addition,
the UAWG should include officials responsible for the administration of Centers for
Disease Control and Prevention (CDC) and Assistant Secretary for Preparedness and
Response's (ASPR) cooperative agreements. Finally, it must be inclusive of members
advocating on behalf of youth, older adults, individuals with disabilities, individuals with
limited English proficiency and others with access and functional needs, socio-economic
factors and cultural diversity.
The SAA POC must ensure that appropriate representation for the defined Urban Area is
included per this guidance. DHSIFEMA strongly encourages that, wherever possible,
previously established local working groups should be leveraged for this purpose to
ensure that UASI funded resources are managed in the most efficient and effective
manner possible. The UAWG may also support state efforts to develop the SPR,
particularly as it relates to UASI funded activities.
Governance. The jurisdictions identified in Appendix A — FY 2016 Program
Allocations represent the candidate Urban Areas eligible to apply for funding. The
UAWG will be responsible for coordinating the development and implementation of all
program initiatives. States and Urban Areas must consider including counties within
which the cities reside, contiguous jurisdictions, MSAs, operational areas, and mutual aid
partners, as appropriate, in the governance process.
In keeping with sound project management practices, the UAWG must ensure that its
approach to critical issues such as membership, governance structure, voting rights, grant
management and administration responsibilities, and funding allocation methodologies
are formalized in a working group charter or other form of standard operating procedure
related to the UASI program governance. The charter must also outline how decisions
made in UAWG meetings will be documented and shared with UAWG members. The
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UAWG charter must be on file with DHS/FEMA prior to drawing down UASI funding
and must be available to all UAWG members to promote transparency in decision-
making related to the UASI program.
UASIs will use the URT to verify UAWG structure and membership. Urban Areas must
notify the SAA and HQ Program Analyst of any updates to the UAWG structure or
membership.
• Develop Urban Area THIRA. As a result of the improved governance process and the
rationale for maintaining and sustaining existing capabilities and the development of new
capabilities, members of the UAWG should be involved in the development of an Urban
Area THIRA coordinated with the state THIRA and SPR, and subsequent updates.
Allocation of Funds. The use and allocation of all grant funds available through the
UASI program must focus on the investments identified in the Urban Area's U. The use
of funds must also be consistent with overall UASI program guidelines, the National
Preparedness System, and must develop or sustain one or more core capabilities in the
Goal. Funds used to support whole community and individual preparedness related
efforts, such as engaging non-governmental organizations demonstrating the integration
of children and individuals with disabilities or access and functional needs and
individuals with limited English proficiency in all phases of emergency management,
participation of disaster volunteers, such as Community Emergency Response Teams
(CERTs) in training, exercises and response and recovery operations, and educating the
public should be coordinated with local CERT programs and/or Citizen Corps Whole
Community Councils.
The UAWG, in coordination with the SAA POC, must develop a methodology for
allocating funding available through the UASI program. The UAWG must reach
consensus on all UASI funding allocations. If consensus cannot be reached within the
45 -day time period allotted for the state to obligate funds to sub -recipients, the SAA must
make the allocation determination. The SAA must provide written documentation
verifying the consensus of the UAWG, or the failure to achieve otherwise, on the
allocation of funds and submit it to DHS/FEMA immediately after the 45 -day time period
allotted for the state to obligate funds to sub -recipients.
Any UASI funds retained by the state must be used in direct support of the Urban Area.
States must provide documentation to the UAWG and DHS/FEMA upon request
demonstrating how any UASI funds retained by the state are directly supporting the
Urban Area. If the SAA intends to retain any UASI funds, the SAA must prepare an
investment that demonstrates how the retained funds will be used to directly support the
designated Urban Area in the state. This investment should be included in the designated
Urban Area's IJ.
Supplemental SHSP and UASI Guidance
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Collaboration with Other Federal Preparedness Programs
DHS/FEMA strongly encourages states, Urban Areas, and regions to understand other federal
preparedness programs in their jurisdictions and to work with them in a collaborative manner to
leverage all available resources and avoid duplicative activities. For example, U. S. Department
of Health and Human Services (HHS) has two robust preparedness programs — Centers Disease
Control and Prevention (CDC) Public Health Emergency Preparedness (PHEP) cooperative
agreement program and Assistant Secretary for Preparedness and Response's (ASPR) Hospital
Preparedness Program (HPP) cooperative agreement program — that focus on preparedness
capabilities. CDC's 15 public health preparedness capabilities and ASPR's eight healthcare
preparedness capabilities serve as operational components for many of the core capabilities, and
collaboration with the PHEP directors and HPP coordinators can build capacity around shared
interests and investments that fall in the scope of these HHS cooperative agreements and the
HSGP. States and Urban Areas should coordinate among the entire scope of federal partners,
national initiatives and grant programs to identify opportunities to leverage resources when
implementing their preparedness programs. These may include but are not limited to: Medical
Reserve Corps; Emergency Medical Services for Children grants; ASPR HPP; CDC PHEP; CDC
Cities Readiness Initiative; Strategic National Stockpile Programs; EMS; Department of Justice
grants; the DOD 1033 Program; and NPPD/Office of Infrastructure Protection's Regional
Resilience Assessment Program (RRAP). However, coordination is not limited to grant
funding. It also includes leveraging assessments such as TSA's Baseline Assessment and
Security Enhancement (BASE); reporting from the Intelligence Community, risk information
such as U.S. Coast Guard's Maritime Security Risk Analysis Model (MSRAM), and USBP
Sector Analysis.
Each SHSP and UASI funded investment that addresses biological risk, patient care or health
systems preparedness should be implemented in a coordinated manner with other Federal
programs that support emergency preparedness such as those administered by the HHS ASPR,
the CDC, and the U.S. Department of Transportation's (DOT) National Highway Traffic Safety
Administration.
Federal agencies participating in the Emergency Preparedness Grant Coordination process are
working to identify current preparedness activities and areas for collaboration across federal
grants with public health and healthcare preparedness components. The participating federal
agencies include:
• Department of Health and Human Services (HHS) Assistant Secretary for Preparedness and
Response (ASPR)
• Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)
• HHS Centers for Disease Control and Prevention (CDC)
• HHS Health Resources and Services Administration (HRSA)
• Department of Transportation (DOT) National Highway Traffic Safety Administration
(NHTSA)
Federal agencies are actively coordinating guidance and technical assistance and encourage all
recipients to actively coordinate preparedness activities for their jurisdictions. More information
on the Emergency Preparedness Grant Coordination process can be found at
httl2://www.fema.jzov/media-library/assets/documents/I 14411.
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Ensuring the Protection of Civil Rights
Recipients must carry out their programs and activities, including those related to the building,
sustainment, and delivery of core capabilities, in manner that respects and ensures the protection
of civil rights for protected populations, including, but not limited to individuals with disabilities
and others with access and functional needs, individuals with limited English proficiency, and
other diverse racial and ethnic populations. Additional information on these requirements is
available at: http://www.fema.gov/civil-rights-program
Whole Community Engagement
SHSP and UASI recipients must engage with the whole community to advance community and
individual preparedness and to work as a nation to build and sustain resilience (see
hq://www.fema.gov/Whole-community). Recipients must also integrate the needs of children
and individuals with disabilities, individuals with limited English proficiency and other with
access and functional needs into activities implemented with SHSP and UASI funds.
Collaboration with Nonprofit Organizations
SHSP and UASI recipients are encouraged to work with the nonprofit community to address
terrorism and all hazards prevention concerns, seek input on the needs of the nonprofit sector,
and support the goals of their investments.
Collaboration with Tribes
DHS/FEMA strongly encourages states, Urban Areas, and regions to work with tribal nations in
overall initiatives such as whole community preparedness and emergency management planning.
Multiple Purpose or Dual-Use of Funds
For both SHSP and UASI, many activities which support the achievement of target capabilities
related to terrorism preparedness may simultaneously support enhanced preparedness for other
hazards unrelated to acts of terrorism. However, all SHSP and UASI funded projects must assist
recipients and subrecipients in achieving target capabilities related to preventing, preparing for,
protecting against, or responding to acts of terrorism.
Improving Cybersecurity
When requesting funds for cybersecurity, applicants are encouraged to propose projects that
would aid in implementation of all or part of the Framework for Improving Critical Infrastructure
Cybersecurity ("The Framework") developed by the National Institute of Standards and
Technology (NIST). The Framework gathers existing international standards and practices to
help organizations understand, communicate, and manage their cyber risks. For organizations
that do not know where to start with developing a cybersecurity program, the Framework
provides initial guidance. For organizations with more advanced practices, the Framework offers
a way to improve their programs, such as better communication with their leadership and
suppliers about management of cyber risks.
The Department of Homeland Security's Critical Infrastructure Cyber Community C3 Voluntary
Program also provides resources to critical infrastructure owners and operators to assist in
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Appendix B — Program Priorities
adoption of the Framework and managing cyber risks. Additional information on the Critical
Infrastructure Cyber Community C' Voluntary Program can be found at www.dhs.eov/ccubgdvp.
The Department of Homeland Security's Enhanced Cybersecurity Services (ECS) program is an
example of a resource that assists in protecting U.S.-based public and private entities and
combines key elements of capabilities under the "Detect" and "Protect" functions to deliver an
impactful solution relative to the outcomes of the Cybersecurity Framework. Specifically, ECS
offers intrusion prevention and analysis services that help U.S.-based companies and state, local,
tribal, and territorial governments defend their computer systems against unauthorized access,
exploitation, and data exfiltration. ECS works by sourcing timely, actionable cyber threat
indicators from sensitive and classified Government Furnished Information (GFI). DHS then
shares those indicators with accredited Commercial Service Providers (CSPs). Those CSPs in
turn use the indicators to block certain types of malicious traffic from entering a company's
networks. Groups interested in subscribing to ECS must contract directly with a CSP in order to
receive services. Please visit http://www.dhs.gov/enhanced-cybersecurily-services for a current
list of ECS CSP points of contact.
Mass Casualty Incident Preparedness and Individual Preparedness
Although the Citizen Corps Program (CCP) and Metropolitan Medical Response System
(MMRS) are no longer funded as discrete grant programs within HSGP, SAAB may include IJs
funding to support CCP and MMRS activities/programs. Activities funded under these projects
must meet the allowability requirements of the SHSP and UASI programs. The following
coordination requirements will remain in place for proposed activities that support mass casualty
incident preparedness, as well as citizen preparedness.
Mass casualty preparedness must be conducted in collaboration with state/city/local health
departments that administer federal funds from HHS to enhance the integration of local
emergency management, public health, emergency medical services, and health care systems into
a coordinated, sustained local capability to respond effectively to a mass casualty incident or a
response to catastrophic events and acts of terrorism. The Federal Interagency Committee on
Emergency Medical Services (FICEMS) has recommended that State and local EMS systems
improve their mass casualty incident triage capabilities through adoption of triage protocols and
systems that are based on the Model Uniform Core Criteria. Recipients must also. demonstrate
how their investments will increase the effectiveness of emergency preparedness planning and
response for the whole community by integrating and coordinating activities including children,
older adults, pregnant women, and individuals with disabilities and others with access and
functional needs. Further, recipients are strongly encouraged to collaborate with local, regional,
and state public health and health care partners, including Medical Reserve Corps Units
Community Emergency Response Teams (CERTs) Citizen Corps Whole Community Councils,
as well as leverage other federal programs, such as the HHS ASPR Hospital Preparedness
Program and Emergency Systems for Advance Registration of Volunteer Health Professionals,
CDC Cities Readiness Initiative, PHEP, and Strategic National Stockpile Programs.
To demonstrate whole community engagement, Citizen Corps Whole Community Councils and
Community CERT programs must register new programs or annually update information for an
existing program on line in order to be considered by a state or local jurisdiction for inclusion in
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their Us when applying for HSGP funds. Program updates can be made at
http://www.ready.gov/citizen-corps for Citizen Corps Whole Community Councils and at
http://www.fema.gov/community-emergency-response-teams for CERT Programs.
Additional information about CERT can be found at: https://www.fema.gov/community-
emergency-response-teams.
Individual preparedness must be coordinated by an integrated body of government and
nongovernmental representatives. State and local government recipients of HSGP funds must
have a coordinating body to serve as their Citizen Corps Whole Community Council, with
membership that includes, but is not limited to: representatives from emergency management,
homeland security, law enforcement, fire service, EMS, public health or their designee, elected
officials, the private sector (especially privately owned critical infrastructure), private nonprofits,
nongovernmental organizations (including faith -based, community-based, and voluntary
organizations), advocacy groups for children, older adults, and people with disabilities,
individuals with limited English proficiency and others with access and functional needs and
health care.
In addition to the Citizen Corps Whole Community Councils and CERT programs, the following
preparedness programs are allowable expenses:
America's PrepareAthon! is a grassroots campaign for action to get people better
prepared for emergencies. The campaign is supported by the full federal family "to build
and sustain national preparedness." The America's PrepareAthon! website,
readv.goy/prepare, includes customizable promotional materials and easy-to-use
resources for hazards, including: earthquake, flood, hurricane, tornado, wildfire, and
winter storm.
Youth Preparedness programs that support practitioners as they create and run programs
in their communities, in an effort to strengthen the network of practitioners nationwide.
There are also a variety of resources available at www.readv.gov/ oy uth-preparedness.
The Youth Preparedness Catalogue identifies nearly 200 existing programs, curricula,
and resources that may be of interest to those seeking an introduction to, or learning more
about, youth preparedness programs. The catalogue describes national, regional, and
state -level programs. http://www.fema.gov/media-librar3/assets/documents/94775.
Emergency Management Accreditation Program
With funds provided through FY 2016 HSGP, states have the opportunity to encourage their
local jurisdictions to pursue assessment and accreditation under the Emergency Management
Accreditation Program (EMAP).
EMAP's assessment and accreditation of emergency management organizations against
consensus -based, American National Standards Institute (ANSI) -certified standards allows for
standardized benchmarking of critical functions necessary for an emergency management
organization to meet the core capabilities identified in the Goal. Additional information on the
EMAP Standard is available at http://www.emaponline.org.
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Supplemental OPSG Guidance
OPSG provides funding to designated localities to enhance cooperation and coordination
between Federal, state, local, tribal, and territorial law enforcement agencies in ajoint mission to
secure the United States Borders along routes of ingress from international borders to include
travel corridors in states bordering Mexico and Canada, as well as states and territories with
international water borders.
OPSG is intended to support Border States and territories of the United States in accomplishing
the following objectives:
• Increase capability to prevent, protect against, and respond to border security issues;
• Increase coordination and collaboration among Federal, state, local, tribal, and
territorial law enforcement agencies;
• Continue the distinct capability enhancements required for border security and border
protection;
• Provide intelligence -based operations through USBP Sector Level experts to ensure
safety and operational oversight of Federal, state, local, tribal, and territorial law
enforcement agencies participating in OPSG operational activities;
• Support a request to any Governor to activate, deploy, or redeploy specialized National
Guard Units/Packages and/or elements of state law enforcement to increase or augment
specialized/technical law enforcement elements operational activities; and
• Continue to increase operational, material and technological readiness of state, local,
tribe, and territorial law enforcement agencies.
OPSG funds must be used to provide an enhanced law enforcement presence and to increase
operational capabilities of Federal, state, local, tribal, and territorial law enforcement, promoting
a layered, coordinated approach to law enforcement within Border States and territories of the
United States.
• Federal, State, Local, Tribal, and Territorial OPSG Integrated Planning Team
(IPT). It is required that Federal, state, local, tribal, and territorial partners establish and
maintain an OPSG IPT with representation from all participating law enforcement
agencies, co-chaired by representatives from USBP, the SAA, and participating law
enforcement agencies' OPSG program representatives.
• No less than two IPT meetings must take place during every funding year:
• Prior to submitting the Concept of Operations (application)
• Prior to submitting the Campaign Plan
Coordination Requirements
All operational plans should be crafted in cooperation and coordination among Federal, state,
local, tribal, and territorial partners. Consideration will be given to applications that are
coordinated across multiple jurisdictions. All applicants must coordinate with the USBP Sector
Headquarters with geographic responsibility for the applicant's location in developing and
submitting an Operations Order with an embedded budget to the SAA.
After awards are announced, prospective recipients will re -scope the draft Operations Order and
resubmit as a final Operations Order with an embedded budget, based on actual dollar amounts
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awarded. Final Operations Orders will be approved by the appropriate Sector Headquarters and
forwarded to Headquarters, Office of Border Patrol, Washington, D.C., before funding is
released.
Recipients may not begin operations, obligate, or expend any funds until the final Operations
Order and embedded budget has been approved by FEMA GPD and USBP Headquarters and any
existing special conditions and/or restrictions are removed.
Management and Administration (M&A)
For information on how to determine M&A for OPSG awards, please review the GPD policy
Clarification for Allowable Management and Administration (M&A) Costs under the Operation
Stonegarden Grant Program, dated June 25, 2013.
Other Requirements
National Information Exchange Model (NIEM). DHS/FEMA requires all grant recipients to
use the latest NIEM specifications and guidelines regarding the use of Extensible Markup
Language (XML) when using HSGP funds to develop, procure, or implement homeland security
information exchanges, including systems and databases. Further information about NIEM
specifications and guidelines is available at http://www.niem.2ov.
28 C.F.R. Part 23 Guidance. DHS/FEMA requires that any information technology system
funded or supported by these funds comply with 28 C.F.R. Part 23, Criminal intelligence
Systems Operating Policies, if this regulation is determined to be applicable.
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Appendix C - Funding Guidelines
Recipients must comply with all the requirements in 2 C.F.R. Part 200 (Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards).
In general, recipients should consult with their HQ Program Analyst prior to making any
investment that does not clearly meet the allowable expense criteria established by the NOFO.
Funding guidelines established within this section support the five mission areas—Prevention,
Protection, Mitigation, Response, and Recovery—and associated core capabilities within the
Goal.
Allowable investments made in support of the HSGP priorities as well as other capability -
enhancing projects must fall into the categories of planning, organization, exercises, training, or
equipment.
Continuity of Operations
FEMA is designated as the Department of Homeland Security's lead agency for managing the
nation's Continuity Program. To support this role, FEMA provides direction and guidance to
assist in developing capabilities for continuing the federal and state, local, tribal, territorial
government jurisdictions and private sector organizations' essential functions across a broad
spectrum of emergencies.
National Security Presidential Directive 51, National Security Presidential Directive 20, the
National Continuity Policy Implementation Plan (NCPIP), the Federal Continuity Directive
1(FCD 1), and Continuity Guidance Circular 1 (CGC 1), and CGC 2 outline the following
overarching continuity requirements for agencies and organizations and provide guidance,
methodology, and checklists. For additional information on continuity programs, guidance, and
directives, visit http://www.fema.gov/guidance-directives and http•//www.fema.gov/continuity-
operations or contact the Regional Continuity Manager.
Planning (SHSP and UASI only)
SHSP and UASI funds may be used for a range of emergency preparedness and management
planning activities and such as those associated with the development, and review and revision
of the THIRA, SPR, continuity of operations plans and other planning activities that support the
Goal and placing an emphasis on updating and maintaining a current EOP that conforms to the
guidelines outlined in CPG 101 v 2.0.
Organization (SHSP and UASI Only)
Organizational activities include:
• Program management;
• Development of whole community partnerships, through groups such as Citizen Corp
Councils;
• Structures and mechanisms for information sharing between the public and private sector;
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• Implementing models, programs, and workforce enhancement initiatives to address
ideologically -inspired radicalization to violence in the homeland;
• Tools, resources and activities that facilitate shared situational awareness between the
public and private sectors;
• Operational Support;
• Utilization of standardized resource management concepts such as typing, inventorying,
organizing, and tracking to facilitate the dispatch, deployment, and recovery of resources
before, during, and after an incident;
• Responding to an increase in the threat level under the National Terrorism Advisory
System (NTAS), or needs in resulting from a National Special Security Event; and
• Paying salaries and benefits for personnel to serve as qualified intelligence analysts.
States and Urban Areas must justify proposed expenditures of SHSP or UASI funds to support
organization activities within their IJ submission. All SAAB are allowed to utilize up to 50
percent (501/6) of their SHSP funding and all Urban Areas are allowed up to 50 percent (501/o) of
their UASI funding for personnel costs. At the request of a recipient of a grant, the FEMA
Administrator may grant a waiver of the 50 percent (50%) limitation noted above. Requests for
waivers to the personnel cap must be submitted by the authorized representative of the SAA (or
recipient agency) to GPD in writing on official letterhead, with the following information:
• Documentation explaining why the cap should be waived;
• Conditions under which the request is being submitted; and
• A budget and method of calculation of personnel costs both in percentages of the grant
award and in total dollar amount. To avoid supplanting issues, the request must also
include a three-year staffing history for the requesting entity.
Organizational activities under SHSP and UASI include:
Intelligence analysts. Per the Personnel Reimbursement for Intelligence Cooperation
and Enhancement (PRICE) of Homeland Security Act (Pub. L. No. 110-412), SHSP and
UASI funds may be used to hire new staff and/or contractor positions to serve as
intelligence analysts to enable information/intelligence sharing capabilities, as well as
support existing intelligence analysts previously covered by SHSP or UASI funding. In
order to be hired as an intelligence analyst, staff and/or contractor personnel must meet at
least one of the following criteria:
- Successfully complete training to ensure baseline proficiency in intelligence
analysis and production within six months of being hired; and/or,
- Previously served as an intelligence analyst for a minimum of two years either in
a Federal intelligence agency, the military, or state and/or local law enforcement
intelligence unit.
As identified in the priority entitled, Maturation and Enhancement of State and Major Urban
Area Fusion Centers, all fusion center analytic personnel must demonstrate qualifications that
meet or exceed competencies identified in the Common Competencies for State, Local, and
Tribal Intelligence Analysts, which outlines the minimum categories of training needed for
intelligence analysts. A certificate of completion of such training must be on file with the SAA
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and must be made available to the recipient's respective HQ Program Analyst upon request. In
addition to these training requirements, fusion centers should also continue to mature their
analytic capabilities by addressing gaps in analytic capability identified during the fusion
center's annual assessment.
• Overtime costs. Overtime costs are allowable for personnel to participate in information,
investigative, and intelligence sharing activities specifically related to homeland security
and specifically requested by a federal agency. Allowable costs are limited to overtime
associated with federally requested participation in eligible fusion activities, including anti-
terrorism task forces, Joint Terrorism Task Forces (JTTFs), Area Maritime Security
Committees (as required by the Maritime Transportation Security Act of 2002), DHS Border
Enforcement Security Task Forces, and Integrated Border Enforcement Teams. Grant
funding can only be used in proportion to the federal man-hour estimate, and only after
funding for these activities from other federal sources (i.e., FBI JTTF payments to state and
local agencies) has been exhausted. Under no circumstances should DHS/FEMA grant
funding be used to pay for costs already supported by funding from another federal source.
• Operational overtime costs. In support of efforts to enhance capabilities for detecting,
deterring, disrupting, and preventing acts of terrorism and other catastrophic events,
operational overtime costs are allowable for increased security measures at critical
infrastructure sites. SHSP or UASI funds for organizational costs may be used to support
select operational expenses associated with increased security measures at critical
infrastructure sites in the following authorized categories:
— Backfill and overtime expenses for staffing state or Major Urban Area fusion centers;
— Hiring of contracted security for critical infrastructure sites;
— Participation in Regional Resiliency Assessment Program activities;
— Public safety overtime;
— Title 32 or state Active Duty National Guard deployments to protect critical
infrastructure sites, including all resources that are part of the standard National
Guard deployment package (Note: Consumable costs, such as fuel expenses, are not
allowed except as part of the standard National Guard deployment package); and
— Increased border security activities in coordination with CBP.
SHSP or UASI funds may only be spent for operational overtime costs upon prior approval
provided in writing by the FEMA Administrator per the instructions in IB 379.
Note: States with UASI jurisdictions can use funds retained at the state level to reimburse
eligible operational overtime expenses incurred by the state (per the above guidance limitations
and up to a maximum of 50 percent (50%) of the state share of the UASI grant). Any UASI
funds retained by the state must be used in direct support of the Urban Area. States must
provide documentation to the UAWG and DHS/FEMA upon request demonstrating how any
UASI funds retained by the state would directly support the Urban Area.
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Equipment (SHSP and UASI)
The 21 allowable prevention, protection, mitigation, response, and recovery equipment
categories and equipment standards for HSGP are listed on the Authorized Equipment List
(AEL). The AEL is available at http://www.fema.gov/authorized-equipment-list. Unless
otherwise stated, equipment must meet all mandatory regulatory and/or DHS/FEMA-adopted
standards to be eligible for purchase using these funds. In addition, agencies will be responsible
for obtaining and maintaining all necessary certifications and licenses for the requested
equipment.
Grant funds may be used for the procurement of medical countermeasures. Procurement of
medical countermeasures must be conducted in collaboration with state/city/local health
departments who administer Federal funds from HHS for this purpose and with existing MMRS
committees where available, in order to sustain their long term planning for appropriate, rapid,
and local medical countermeasures, including antibiotics and antidotes for nerve agents, cyanide,
and other toxins. Procurement must have a sound threat based justification with an aim to reduce
the consequences of mass casualty incidents during the first crucial hours of a response. Prior to
procuring pharmaceuticals, recipients must have in place an inventory management plan to avoid
large periodic variations in supplies due to coinciding purchase and expiration dates. Recipients
are encouraged to enter into rotational procurement agreements with vendors and distributors.
Purchases of pharmaceuticals must include a budget for the disposal of expired drugs within each
fiscal year's Pop for HSGP. The cost of disposal cannot be carried over to another DHS/FEMA
grant or grant period.
EMS electronic patient care data systems should comply with the most current data standard of
the National Emergency Medical Services Information System (www.NEMSIS.org).
Training (SHSP and UASI)
Allowable training -related costs under HSGP include the establishment, support, conduct, and
attendance of training specifically identified under the SHSP and UASI programs and/or in
conjunction with emergency preparedness training by other Federal agencies (e.g., HHS and
DOT). Training conducted using HSGP funds should address a performance gap identified
through a TEP or other assessments (e.g., National Emergency Communications Plan NECP
Goal Assessments) and contribute to building a capability that will be evaluated through a formal
exercise. Any training or training gaps, including those for children, older adults, pregnant
women, and individuals with disabilities, individuals with limited English proficiency and others
who also have or access and functional needs, should be identified in a TEP and addressed in the
state or Urban Area training cycle. Recipients are encouraged to use existing training rather
than developing new courses. When developing new courses, recipients are encouraged to apply
the Analysis, Design, Development, Implementation and Evaluation model of instructional
design.
Exercises (SHSP and UASI)
Exercises conducted with grant funding should be managed and conducted consistent with
HSEEP. HSEEP guidance for exercise design, development, conduct, evaluation, and
improvement planning is located at https://www.fema.eov/exercise.
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Maintenance and Sustainment (SHSP, UASI, and OPSG)
The use of DHS/FEMA preparedness grant funds for maintenance contracts, warranties, repair or
replacement costs, upgrades, and user fees are allowable, as described in FEMA Policy FP 205-
402-125-1 under all active and future grant awards, unless otherwise noted. With the exception
of maintenance plans purchased incidental to the original purchase of the equipment, the period
covered by maintenance or warranty plan must not exceed the PoP of the specific grant funds
used to purchase the plan or warranty.
Grant funds are intended to support the Goal by funding projects that build and sustain the core
capabilities necessary to prevent, protect against, mitigate the effects of, respond to, and recover
from those threats that pose the greatest risk to the security of the Nation. In order to provide
recipients the ability to meet this objective, the policy set forth in GPD's IB 379 (Guidance to
State Administrative Agencies to Expedite the Expenditure of Certain DHS/FEMA Grant
Funding) allows for the expansion of eligible maintenance and sustainment costs which must be
in 1) direct support of existing capabilities; (2) must be an otherwise allowable expenditure under
the applicable grant program; (3) be tied to one of the core capabilities in the five mission areas
contained within the Goal, and (4) shareable through the Emergency Management Assistance
Compact. Additionally, eligible costs must also be in support of equipment, training, and critical
resources that have previously been purchased with either federal grant or any other source of
funding other than DHS/FEMA preparedness grant program dollars.
Law Enforcement Terrorism Prevention Activities Allowable Costs (SHSP and UASI)
Activities eligible for use of LETPA focused funds are outlined in the National Prevention
Framework (and where capabilities are shared with the protection mission area, the National
Protection Framework) and include but are not limited to:
• Maturation and enhancement of designated state and major Urban Area fusion centers,
including information sharing and analysis, threat recognition, terrorist interdiction, and
training/ hiring of intelligence analysts;
• Coordination between fusion centers and other analytical and investigative efforts
including, but not limited to Joint Terrorism Task Forces (JTTFs), Field Intelligence
Groups (FIGs), High Intensity Drug Trafficking Areas (HIDTAs), Regional Information
Sharing Systems (RISS) Centers, criminal intelligence units, and real-time crime analysis
centers;
• Implementation and maintenance of the Nationwide SAR Initiative, including training for
front line personnel on identifying and reporting suspicious activities;
• Implementation of the "If You See Something, Say SomethingTM11 campaign to raise
public awareness of indicators of terrorism and terrorism -related crime and associated
efforts to increase the sharing of information with public and private sector partners,
including nonprofit organizations. Note: DHS/FEMA requires that the Office of Public
Affairs be given the opportunity to review and approve any public awareness materials
(e.g., videos, posters, tri -folds, etc.) developed using HSGP grant funds for the "If You
See Something, Say Somethinem" campaign to ensure these materials are consistent
with the Department's messaging and strategy for the campaign and the initiative's
trademark;
• Training for countering violent extremism; development, implementation, and/or
expansion of programs to engage communities that may be targeted by violent extremist
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radicalization; and the development and implementation of projects to partner with local
communities to prevent radicalization to violence, in accordance with the Strategic
Implementation Plan (SIP) to the National Strategy on Empowering Local Partners to
Prevent Violent Extremism in the United States;
• Increase physical security, through law enforcement personnel and other protective
measures by implementing preventive and protective measures at critical infrastructure
site or at -risk nonprofit organizations; and
• Building and sustaining preventive radiological and nuclear detection capabilities,
including those developed through the Securing the Cities initiative.
Controlled Equipment (SHSP, UASI, and OPSG)
Grant funds may be used for the purchase of Controlled Equipment, however, because of the
nature of the equipment and the potential impact on the community, there are additional and
specific requirements in order to acquire this equipment.
Refer to IB 407 Use of Grant Funds for Controlled Equipment for the complete Controlled
Equipment List, information regarding the Controlled Equipment Request Form, and a
description of the specific requirements for acquiring controlled equipment with DHS/FEMA
grant funds. For additional information on controlled equipment refer to Executive Order (EO)
13688 Federal Support for Local Law Enforcement Equipment Ac uisition, and the
Recommendations Pursuant to Executive Order 13688.
Requirements for Small Unmanned Aircraft System (SHSP, UASI, and OPSG)
All requests to purchase Small Unmanned Aircraft System (SUAS) with FEMA grant funding
must also include the policies and procedures in place to safeguard individuals' privacy, civil
rights, and civil liberties of the jurisdiction that will purchase, take title to, or otherwise use the
SUAS equipment, see Presidential Memorandum: Promoting Economic Competitiveness While
Safeguarding Privacy, Civil Rights. and Civil Liberties. in Domestic Use of Unmanned Aircraft
Systems, issued February 20, 2015.
Critical Emergency Supplies (SHSP and UASI)
In order to further DHS/FEMA' mission, critical emergency supplies, such as shelf stable
products, water, and basic medical supplies are an allowable expense under SHSP and UASI.
Prior to the allocation of grant funds for stockpiling purposes, each state must have
DHS/FEMA's approval of a five-year viable inventory management plan which should include a
distribution strategy and related sustainment costs if planned grant expenditure is over $100,000.
If grant expenditures exceed the minimum threshold, the five-year inventory management plan
will be developed by the recipient and monitored by FEMA GPD with the assistance of the
FEMA Logistics Management Directorate (LMD). FEMA GPD will coordinate with LMD and
the respective FEMA Region to provide program oversight and technical assistance as it relates
to the purchase of critical emergency supplies under UASI. FEMA GPD and LMD will establish
guidelines and requirements for the purchase of these supplies under UASI and monitor
development and status of the state's inventory management plan.
States (through their Emergency Management Office) are strongly encouraged to consult with
their respective FEMA Regional Logistics Chief regarding disaster logistics- related issues.
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Appendix C — Funding Guidelines
States are further encouraged to share their DHS/FEMA approved plan with local jurisdictions
and Tribes.
Construction and Renovation (SHSP and UASI)
Project construction using SHSP and UASI funds may not exceed the greater of $1,000,000 or
15 percent (15%) of the grant award. For the purposes of the limitations on funding levels,
communications towers are not considered construction.
Written approval must be provided by DHS/FEMA prior to the use of any HSGP funds for
construction or renovation. When applying for construction funds, including communications
towers, at the time of application, recipients must submit evidence of approved zoning
ordinances, architectural plans, any other locally required planning permits, and a notice of
federal interest. Additionally, recipients are required to submit a SF -424C Budget and Budget
detail citing the project costs.
When applying for funds to construct communication towers, recipients and sub -recipients must
submit evidence that the FCC's Section 106 review process has been completed and submit all
documentation resulting from that review to GPD using the guidelines in EHP Supplement prior
to submitting materials for EHP review. Completed EHP review materials for construction and
communication tower projects must be submitted as soon as possible to get approved by the end
of the PoP. EHP review materials should be sent to gpdehpinfo@fema.gov.
HSGP Program recipients using funds for construction projects must comply with the Davis -
Bacon Act (40 U.S.C. § 3141 et seq.). Recipients must ensure that their contractors or
subcontractors for construction projects pay workers no less than the prevailing wages for
laborers and mechanics employed on projects of a character similar to the contract work in the
civil subdivision of the state in which the work is to be performed. Additional information
regarding compliance with the Davis -Bacon Act, including Department of Labor (DOL) wage
determinations, is available from the following website
httn://www.dol.eov/whd/eovcontracts/dbra.htm.
OPSG funds may not be used for any type of construction.
Personnel (SHSP and UASI)
Personnel hiring, overtime, and backfill expenses are permitted under this grant in order to
perform allowable HSGP planning, training, exercise, and equipment activities. Personnel may
include but are not limited to: training and exercise coordinators, program managers for activities
directly associated with SHSP and UASI funded activities, intelligence analysts, and statewide
interoperability coordinators (SWIC).
For further details, SAAB should refer to IB # 358,
http•//www fema gov/,)df/government/grant/bulletins/info358 ndf, or contact their HQ Program
Analyst.
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HSGP funds may not be used to support the hiring of any personnel for the purposes of fulfilling
traditional public health and safety duties or to supplant traditional public health and safety
positions and responsibilities.
The following are definitions as it relates to personnel costs:
• Hiring. State and local entities may use grant funding to cover the salary of newly hired
personnel who are exclusively undertaking allowable /DHSFEMA program activities as
specified in this guidance. This may not include new personnel who are hired to fulfill
any non-DHS/FEMA program activities under any circumstances. Hiring will always
result in a net increase of Full Time Equivalent (FTE) employees.
• Overtime. These expenses are limited to the additional costs which result from personnel
working over and above 40 hours of weekly work time as a direct result of their
performance of DHS/FEMA-approved activities specified in this guidance. Overtime
associated with any other activity is not eligible.
• Bac>jill-related Overtime. Also called "Overtime as Backfill," these expenses are limited
to overtime costs which result from personnel who are working overtime (as identified
above) to perform the duties of other personnel who are temporarily assigned to
DHS/FEMA-approved activities outside their core responsibilities. Neither overtime nor
backfill expenses are the result of an increase of FTE employees.
• Supplanting. Grant funds will be used to supplement existing funds, and will not replace
(supplant) funds that have been appropriated for the same purpose. Applicants or
recipients may be required to supply documentation certifying that a reduction in non-
federal resources occurred for reasons other than the receipt or expected receipt of federal
funds.
Operational Packages (OPacks) (SHSP and UASI)
Applicants may elect to pursue operational package (OPack) funding, such as Canine Teams,
Mobile Explosive Screening Teams, and Anti -Terrorism Teams, for new capabilities as well as
to sustain existing OPacks. Applicants must commit to minimum training standards to be set by
the Department for all federally -funded security positions. Applicants must also ensure that the
capabilities are able to be deployable, through EMAC, outside of their community to support
regional and national efforts. When requesting new OPacks-related projects, applicants must
demonstrate the need for developing a new capability at the expense of sustaining existing core
capability.
Western Hemispheric Travel Initiative (SHSP)
In addition to the expenditures outlined above, SHSP funds may be used to support the
implementation activities associated with the Western Hemisphere Travel Initiative (WHTI),
including the issuance of WHTI-compliant tribal identification cards. More information on the
WHTI may be found at http://www.dhs.gov/files/programs/gc 1200693579776 shtm or
http://www.getyouhome.gov/html/eng map html.
Other Secure Identification Initiatives (SHSP)
SHSP funds may also be used to support the Department's additional efforts to enhance secure
identification, including driver's license and identification security enhancements. Activities that
facilitate secure identification, including IT enhancements for identification management and
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Appendix C — Funding Guidelines
verification systems are a priority. DHS/FEMA is currently developing and implementing a
number of screening programs in which secure identification credentials figure prominently.
These include the Transportation Worker Identification Credential (TWIC) program which
promotes tamper-resistant biometric credentials for workers who require unescorted access to
secure areas of ports, vessels, outer continental shelf facilities, and all credentialed merchant
mariners; and the credentialing of first responders which entails enhancing real-time electronic
authentication of identity and attribute(s) (qualification, certification, authorization, and/or
privilege) of emergency response/critical government personnel responding to terrorist attacks or
other catastrophic events.
States may continue implementing activities previously funded through the Driver's License
Security Grant Program (DLSGP) that focus on securing driver's license and identification card
issuance processes. Initiatives related to securing identification should:
• Have the greatest impact upon reducing the issuance and use of fraudulent driver's
license and identification cards;
• Reduce the cost of program implementation for individuals, states, and the Federal
Government;
• Driver's license identification material requirements;
• Expedite state progress toward meeting minimum security standards; and
• Plan and expedite state -specific activities to support federal data and document
verification requirements and standards.
Operations (OPSG)
The intent of OPSG is to focus on operational aspects of enhancing coordination between
federal, state, local, tribal, and teff itorial law enforcement agencies to increase the security of the
United States Borders.
• Operational Overtime. OPSG funds should be used for operational overtime costs
associated with law enforcement activities, in support of border law enforcement agencies
for increased border security enhancement. At the request of a recipient, the FEMA
Administrator may waive the 50 percent (50%) personnel cap. Waiver decisions are at the
discretion of the FEMA Administrator and will be considered on a case-by-case basis. A
formal OPSG personnel waiver request should:
— Be requested on official letterhead, include a written justification, and be signed
by the local jurisdiction;
— Include a budget and method of calculation of personnel costs both in percentage
of the grant award and in total dollar amount;
— Include an approved Operations Order from the USBP Sector office which
supports the local jurisdiction's written justification; and
— Be coordinated with the USBP Sector, SAA, and OBP.
• Part Time Personnel. OPSG funds may be used to pay additional current part time law
enforcement personnel salaries in order to bring them to temporary full time status.
• Travel, Per Diem, and Lodging. Travel and per diem include costs associated with the
deployment/redeployment of personnel to border areas and for travel associated with law
enforcement entities assisting other local jurisdictions in law enforcement activities. In
addition, costs to support up to six month deployment of law enforcement personnel to
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Appendix C — Funding Guidelines
critical Southwest Border locations to support operational activities (travel costs must be
in accordance with applicable travel regulations).
• Vehicle and Equipment Rentals.
• Vehicle/Equipment Maintenance.
• Fuel Cost and/or Mileage Reimbursement. There is no cap for reimbursement of
operational activities.
•Activate Reserve State, Local, Tribal, and Territorial Law Enforcement Personnel.
Supporting a request to the Governor to activate, deploy, or redeploy specialized National
Guard Units/Package and/or elements of state law enforcement to increase or augment
specialized/technical law enforcement elements operational activities.
• Backfill. Costs associated with backfill for personnel supporting operational activities.
• Law Enforcement Readiness. Use of OPSG funds may be used to increase operational,
material, and technological readiness of state, local, tribal, and territorial law enforcement
agencies.
Unallowable Costs (OPSG)
OPSG unallowable costs include costs associated with staffing and general IT computing
equipment and hardware, such as personal computers, faxes, copy machines, modems, etc.
OPSG is not intended as a hiring program. Therefore, applying funds toward hiring full-time or
permanent sworn public safety officers is unallowable. OPSG funding shall not be used to
supplant inherent routine patrols and law enforcement operations or activities not directly related
to providing enhanced coordination between local and federal law enforcement agencies.
Finally, construction and/or renovation costs are prohibited under OPSG. Applicants should
refer to IB 358 or contact their HQ Program Analyst at (800) 368-6498 for guidance and
clarification.
Due to the nature of OPSG, training and exercise expenses are not allowable costs under OPSG.
Unallowable Costs (SHSP, UASI and OPSG)
Per FEMA policy, the purchase of weapons and weapons accessories is not allowed with HSGP
funds.
Prohibited Equipment (SHSP, UASI and OPSG)
Grant funds may not be used for the purchase of Prohibited Equipment. Refer to IB 407 Use of
Grant Funds for Controlled Equipment for the complete Prohibited Equipment List. For
additional information on Prohibited Equipment see Executive Order (EO) 13688 Federal
Support for Local Law Enforcement Equipment Acquisition, and the Recommendations Pursuant
to Executive Order 13688.
Additional Planning Information
FEMA's National Preparedness Directorate (NPD) offers technical assistance (TA) that is
designed to provide recipients and sub -recipients with specialized expertise to improve their
emergency plans and planning. TA deliveries are designed specifically to improve and enhance
the continuing development of state and local emergency management across the five mission
areas of the Goal and across all core capabilities. TA provides the opportunity to engage
emergency managers, emergency planners, and appropriate decision -makers in open discussion
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of options to improve plans and planning in light of their jurisdiction's needs. There is no cost to
approved jurisdictions for DHS/FEMA TA.
TA deliveries combine current emergency management best practices with practical
consideration of emerging trends, through discussion facilitated by DHS/FEMA contract
specialists and with the support of FEMA Region operational specialists. While the invitation of
participants is up to the requesting jurisdiction, DHS/FEMA encourages requesting jurisdictions
to include the broadest practical range of its emergency managers and planners in all TA
deliveries. TA deliveries should be made open to neighboring jurisdictions. As necessary,
DHS/FEMA may also invite other Federal experts and practitioners to participate. Additionally,
peer-to-peer representation may also be included from other jurisdictions that have recently used
TA for the same planning issue.
The TA catalog, showing the full range of TA available across all five mission areas and by all
providers, and the TA request form can be accessed at http'//www fema gov/national-incident-
manaeement-system/fema-technical-assistance-division.
Additional Training Information
Per DHS/FEMA Grant Programs Directorate Policy FP 207-008-064-1, Review and Approval
Requirements for Training Courses Funded Through Preparedness Grants, issued on September
9, 2013, states, territories, tribal entities and urban areas are no longer required to request
approval from FEMA for personnel to attend non -DHS FEMA training as long as the training is
coordinated with and approved by the state, territory, tribal or Urban Area Training Point of
Contact (TPOC) and falls within the FEMA mission scope and the jurisdiction's Emergency
Operations Plan (EOP). The only exception to this policy is for Countering Violent Extremism
courses.
DHS/FEMA will conduct periodic reviews of all state, territory, and Urban Area training funded
by DHS/FEMA. These reviews may include requests for all course materials and physical
observation of, or participation in, the funded training. If these reviews determine that courses
are outside the scope of this guidance, recipients will be asked to repay grant funds expended in
support of those efforts.
For further information on developing courses using the instructional design methodology and
tools that can facilitate the process, SAAB and TPOCs are encouraged to review the NTED
Responder Training Development Center (RTDCI website.
DHS/FEMA Provided Training. These trainings include programs or courses developed for and
delivered by institutions and organizations funded by DHS/FEMA. This includes the Center for
Domestic Preparedness (CDP), the Emergency Management Institute (EMI), and the National
Training and Education Division's (NTED) training partner programs including, the Continuing
Training Grants, the National Domestic Preparedness Consortium (NDPC) and the Rural
Domestic Preparedness Consortium (RDPC).
Approved State and Federal Sponsored Course Catalogue. This catalogue lists state and federal
sponsored courses that fall within the DHS/FEMA mission scope, and have been approved
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Appendix C — Funding Guidelines
through the FEMA course review and approval process. An updated version of this catalog can
be accessed at http://www.firstrespondertraining.jzov.
Training Not Provided by DHS/FEMA. These trainings includes courses that are either state
sponsored or federal sponsored (non-DHS/FEMA), coordinated and approved by the SAA or
their designated TPOC, and fall within the DHS/FEMA mission scope to prepare state, local,
tribal, and territorial personnel to prevent, protect against, mitigate, respond to, and recover from
acts of terrorism or catastrophic events.
• State Sponsored Courses. These courses are developed for and/or delivered by
institutions or organizations other than federal entities or DHS/FEMA and are sponsored
by the SAA or their designated TPOC.
• Joint Training and Exercises with the Public and Private Sectors. These courses are
sponsored and coordinated by private sector entities to enhance public-private
partnerships for training personnel to prevent, protect against, mitigate, respond to, and
recover from acts of terrorism or catastrophic events. Overtime pay for first responders
and emergency managers who participate in public-private training and exercises is
allowable. In addition, states, territories, Tribes, and Urban Areas are encouraged to
incorporate the private sector in government-sponsored training and exercises.
Additional information on both DHS/FEMA provided training and other Federal and state
training can be found at http://www.firstrespondertraining.gov.
Training Information Reporting System ("Web -Forms'). Web -Forms are an electronic
form/data management system built to assist the SAA and its designated state, territory and
Tribal Training Point of Contact (TPOC). Reporting training activities through Web -Forms is
not required under FY 2016 HSGP; however, the system remains available and can be accessed
through the DHS/FEMA Toolkit located at http://www.firstrest)ondertraining.gov/admin in order
to support recipients in their own tracking of training.
Additional Exercise Information
Recipients that use HSGP funds to conduct an exercise(s) are encouraged to complete a
progressive exercise series. Exercises conducted by states and Urban Areas may be used to
fulfill similar exercise requirements required by other grant programs. Recipients are
encouraged to invite representatives/planners involved with other Federally -mandated or private
exercise activities. States and Urban Areas are encouraged to share, at a minimum, the multi-
year training and exercise schedule with those departments, agencies, and organizations included
in the plan.
• Exercise Scenarios. The scenarios used in HSGP-funded exercises must be based on the
state/Urban Area's THIRA and SPR. The scenarios used in HSGP-funded exercises must
focus on validating capabilities, must be large enough in scope and size to exercise
multiple activities and warrant involvement from multiple jurisdictions and disciplines
and non-governmental organizations, and take into account the needs and requirements
for individuals with disabilities, individuals with limited English proficiency and others
with access and functional needs. Exercise scenarios should align with priorities and
capabilities identified in the Multi-year TEP.
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Special Event Planning. If a state or Urban Area will be hosting a special event (e.g.,
Super Bowl, G-8 Summit), the special event planning should be considered as a training
or exercise activity for the purpose of the Multi-year TEP. The state or Urban Area
should plan to use SHSP or UASI funding to finance training and exercise activities in
preparation for those events. States and Urban Areas should also consider exercises at
major venues (e.g., arenas, convention centers) that focus on evacuations,
communications, and command and control.
Regional Exercises. States should also anticipate participating in at least one Regional
Exercise annually. States must include all confirmed or planned special events in the
Multi-year TEP.
Role of Non -Governmental Entities in Exercises. Non-governmental participation in all
levels of exercises is strongly encouraged. Leaders from non-governmental entities
should be included in the planning, design, and evaluation of an exercise. State, local,
tribal, and territorial jurisdictions are encouraged to develop exercises that test the
integration and use of non-governmental resources provided by non-governmental
entities, defined as the private sector and private non-profit, faith -based, community
organizations. Participation in exercises should be coordinated with the local Citizen
Corps Whole Community Council(s) or their equivalent and other partner agencies.
Unauthorized Exercise Costs
Unauthorized exercise -related costs include:
• Reimbursement for the maintenance and/or wear and tear costs of general use vehicles
(e.g., construction vehicles), medical supplies, and emergency response apparatus (e.g.,
fire trucks, ambulances).
• Equipment that is purchased for permanent installation and/or use, beyond the scope of
the conclusion of the exercise (e.g., electronic messaging signs).
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Appendix C — Funding Guidelines
Appendix D — FY 2016 OPSG Operations Order Template and
Instructions
Operations Order Template Instructions
The OPSG Operations Order Template can be found at http://www.grants.gov.
Executive Summary Overview
Operations Order Executive Summary must:
Identify the organization name, point of contact, committees, and other structures
accountable for implementing OPSG in the jurisdiction (typically this will be a program
lead or manager overseeing operations and individuals assigned to that agency).
Describe how Federal, state, local, tribal, and territorial law enforcement agencies will
work together to establish and enhance coordination and collaboration on border security
issues.
Budget Requirements Overview
Operations Order Detailed Annual Budget must:
• Explain how costs and expenses were estimated.
• Provide a narrative justification for costs and expenses. Supporting tables describing cost
and expense elements (e.g., equipment, fuel, vehicle maintenance costs) may be included.
Submission Requirements
Operations Orders must meet the following submission requirements:
Must be created and submitted in Microsoft Word (*.doc)
Must not exceed six pages in length
Must be submitted using the following file naming convention: "FY 20XX OPSG <State
Abbreviation> - <Local Unit of Government Name>"
Due to the competitive nature of this program, separate attachments will not be accepted or
reviewed.
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Appendix D--OPSG Operations Order Template
PAPERWORK BURDEN DISCLOSURE NOTICE
FEMA Form 089-16
Public reporting burden for this data collection is estimated to average 571 hours per response. The burden estimate
includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the data
needed, and completing and submitting this form. This collection of information is required to obtain or retain benefits.
You are not required to respond to this collection of information unless a valid OMB control number is displayed on
this form. Send comments regarding the accuracy of the burden estimate and any suggestions for reducing the
burden to: Information Collections Management, Department of Homeland Security, Federal Emergency
Management Agency, 500 C Street, SW., Washington, DC 20472-3100, Paperwork Reduction Project (1660-0125)
NOTE: Do not send your completed form to this address.
FY 2016 OPERATION STONEGARDEN (OPSG) OPERATIONS
ORDER AND BUDGET TEMPLATE
Op
Order Name: Operation
Op
Order Number. <Com leted by USBP>
Op
Dates: From: To:
Report
Date:
Executive Summary
I. Situation
A. General Situation:
B. Terrain/Weather:
C. C. Criminal Element:
D. D. Friendly Forces:
II. MISSION
III. EXECUTION
A. Management/Supervisor Intent:
B. General Concept:
C. Specific Responsibilities:
1.
2.
D. Coordinating Instructions:
IV. BUDGET
Within the Operations Order, include budgets and operative spending plans in one-year
increments (Year 1, Year 2, and Year 3). The annual operations should be practical and able to
be completed within the 36 -month PoP. Recipients may not begin operations, obligate, or
68
Appendix D—OPSG Operations Order Template
expend any funds until the final Operations Order and embedded budget has been approved by
FEMA GPD and USBP Headquarters and any existing special conditions and/or restrictions are
removed.
The sample table provided below may be used as a guide to the applicant in the preparation of
the budget and Operations Order to be submitted. Using the table below, compute the total
estimated cost under the Narrative Justification column and indicates the amount of Federal
funds requested under the Federal Request column that will support the project.
A.1 Example - Cost Estimates/Funding,Requests Year 11:
on/LogAd in in istrati udget
Narrative Justification
Federal
I Request
(Computation of Items)
Request
Law Enforcement Operational
$50 per hour OT rate x 11 personnel
Overtime
x 10 hours x 3 day detail x 4 quarters
per year x 3 years
$198,000.00
Fringe Benefits for Law
$27.55/hr x 1.5 OT = ($41.33/hr) x
Enforcement
(.062) = ($2.56/hr FICA) x 5840
hrs/ r x 3 yrs
$44,851.20
Travel, Lodging, and Per Diem for
deployed LE and/or Federally
Federal or below: approx. miles of
3,500, 15 days single Occupancy @
sponsored (DHS/FEMA) border
$150 for 5 people
security task forces, conferences
and/or mandatory training
$1,750.00
General Equipment
Lines, personal flotation devices,
GPS software updates, marine
batteries, thermal imaging system
Special Equipment
Sea Hawk Boat, Explorer 4x4 Police
(Requiring separate waiver i.e.,
with Package
Planes, boats, vehicles, SUVs,
etc.)
$75,000.00
Part -Time to Full -Time Law
Enforcement Personnel
Activated Reserve Law
Enforcement Personnel
Vehicle
46,800 miles per year x .18 cents per
Maintenance
mile = $8,424.00 x 3 yrs
Vehicles:
Tires, engine repair, other
$25,272.00
Fuel Cost
3,342 x $4.50 per gallon = $15,043/yr
x 3 yrs
$45,129.00
Total
$390,002.20
A.2 Cost Estimates/Funding Requests (Year 2):
< INSERT COST ESTIMATES AND FUNDING REQUESTS TABLE >
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Appendix D—OPSG Operations Order Template
A.3 Cost Estimates/Funding Requests (Year 3):
< INSERT COST ESTIMATES AND FUNDING REQUESTS TABLE >
V. COMMAND/CONTROL/COMMUNICATION
A. Chain of Command:
B. Unit Command:
C. Communications Detail:
D. Map Coordinates:
Notes:
Longitude: Latitude:
Degrees: Minutes: Seconds:
Decimal:
Location Zone:
ANNEX
A. Administration Annex:
B. Execution Annex:
C. Command Annex:
Media Action Plan:
Legal Review:
Risks:
Photos:
70
Appendix D—OPSG Operations Order Template
Appendix E — ONG Operational Guidance
Appendix E is intended to provide operational guidance to applicants on the development of the
concept of operations and campaign planning, the tactical operation period and the reporting
procedures. This also delineates specific roles and responsibilities, expectations for operations,
and perfomiance measures. Successful execution of these objectives will promote situational
awareness among participating agencies and ensure a rapid, fluid response to emerging border -
security conditions.
OPSG uses an integrated approach to address transnational criminal activity. Federal, state,
local, tribal, and territorial partners are required to establish and maintain an ONG Integrated
Planning Team (IPT) with representation from all participating law enforcement agencies, co-
chaired by representatives from USBP, the SAA, and participating local law enforcement
agencies' OPSG program representatives. USBP will provide routine monitoring and technical
expertise to each participating agency. The content of each operational plan, to include the
requested items will be reviewed for border -security value and approved by the corresponding
sector's Chief Patrol Agent or his/her designee.
All operational plans should be crafted in cooperation and coordination among federal, state,
local, tribal, and territorial partners, to meet the needs of the USBP Sector. Consideration will be
given to applications that are coordinated across multiple jurisdictions. All applicants must
coordinate with the CBP/USBP Sector Headquarters with geographic responsibility for the
applicant's location in developing and submitting an Operations Order with an embedded budget
to the SAA.
As OPSG continues to evolve, several proven practices are being recognized, centered on short-
term, periodic operations in support of overarching near and long-term goals. A multi -step
process will be established through the area IPT, including a campaign plan and a cycle of
operations to ensure that OPSG partners maintain synergism and have a coordinated impact on
reducing border -security risk.
I. Concept of Operations and Campaign Planning (Post Allocation Announcement/Pre-
Award)
The overarching operational cycle involves three stages; application, concept of operations to
formulate a Campaign Plan and one or more tactical operational periods, which are all developed
by the IPT.
First Stage: Please refer to Section D — Application and Submission Information -Instructions
for OPSG.
Second Stage (Campaign Plan): After awards are announced participants will create and
submit an operations order that forms a campaign plan and captures the initial, generalized -
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Appendix E — OPSG Operational Guidance
budgetary intent to their IPT. The campaign plan should articulate the participant agency's long-
term border security objectives and goals designed to mitigate border -security risk.
Funds should be obligated as needed to target specific threats or vulnerabilities and ensure that
OPSG usage is commensurate to the unique risk of each border region. This may require several
short-term operations that combine to form an ongoing operational cycle, ensuring that USBP
commanders and state, local, tribal, and territorial agency partners reserve the flexibility to
respond to the ever-changing elements of border security.
The operations plan also will articulate the budgetary intent of how funds are to be used
throughout the performance period. The operations plan will project planned expenditures in the
following categories: overtime, equipment, instruction, travel, maintenance, fuel, and
administrative funds. The recipient can initiate the procurement of equipment, as well as state
how much the county intends to use for M&A while keeping funds for overtime or residual
equipment funds available for use as needed. If the recipient intends to spend more than 50% of
its award on overtime over the course of the performance period, requests for a PRICE Act
waiver would be submitted at the time of the waiver request. The operations plan will meet both
the SAA expectations to obligate the funds within 45 days of the award announcement and the
demands of the grant's operational intent. Sector approved campaign plans must he
submitted to USBP Headquarters no later than 4 months after the official awards
announcement has been made.
Third Stage: Once the recipient is ready to conduct operations, the area IPT will begin planning
tactical operations. The tracking number for each operational plan will be assigned by
CBP/USBP. The tactical operation number will remain intact for the duration of the grant's
Pop.
In the event that changes or additional funding requests to the original operational plan must be
made, a Fragmentary Order (FRAGO) will be created. These modifications will be annotated in
the annex section of the FRAGO.
II. Tactical Operational Period
Operational discipline is necessary for the success of OPSG. Deliberate, adaptive, integrated,
and intelligence -driven planning is critical to conducting targeted enforcement operations
consistent with the objectives of the OPSG. By participating in the OPSG, the state, local, tribal,
and territorial agencies agree to conduct operations designed to reduce border -security risk.
Tactical operations will be conducted on a periodic basis meeting the criteria outlined below.
Tactical operational periods are composed of six critical elements: 1) a pre -planning meeting
with the IPT; 2) specified beginning and ending dates; 3) intelligence driven, with a nexus to
border security; 4) use of targeted enforcement techniques; 5) clearly stated objectives; and 6) an
after -action meeting. A campaign should involve several tactical operational periods. These
periods require deliberate on-going planning to ensure command, staff, and unit activities
synchronize to current and future operations. The cyclical nature of the process will ensure
OPSG activities align with the fluctuating border -security threats and vulnerabilities. Key
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Appendix E — OPSG Operational Guidance
planners should recognize that shorter, frequent tactical operational periods increase the
flexibility and leverage gained through OPSG funding.
The IPT should leverage information provided by the fusion center, Border Intelligence Centers
or other local intelligence center, when possible, and establish a common operational vision.
The USBP sector's Chief Patrol Agent, or his/her designee, will ensure that the information or
intelligence has a clear nexus to border security. Intelligence will be shared and vetted for
border security value, driving the focus of operations. The tactical operational period should
focus on specific targets of interest or specific areas of interest identified by the IPT. Once
intelligence -driven targets are identified, the IPT will decide on operational objectives that
reflect the intended impact of operations. The objectives should outline how the operation will
deter, deny, degrade, or dismantle the operational capacity of the targeted transnational criminal
organizations.
The frequency and duration of each tactical operational period should be predicated by local risk
factors. The tactical operational period may combine to develop an operational cycle that is
synchronous or asynchronous, connected, or unconnected, depending on security conditions and
the IPT's intent. Each tactical operational period will begin on a predetermined date and end on
a predetermined date, but the dates may be subject to change commensurate with emerging
security conditions. The starting date of the operational period should be established to allow
sufficient time for the order to be submitted and approved through USBP Headquarters and
DHS/FEMA. Once approved, the operation can be conducted.
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Appendix E — OPSG Operational Guidance
The following diagrams illustrate two different approaches for conducting operations:°
CAMPAIGN PLAN'S OPERATIONAL CYCLE
DURATION: 1 FISCAL YEAR
FY start FY end
Period 01 Pen.d2 Penotl3 Period 4._
This cycle illustrates contiguous operations. This is an example of a twelve month campaign
plan with four tactical operational periods.
FY start
Figure 1: Example of an Ongoing Synchronized Operational Cycle
CAMPAIGN PLAN'S OPERATIONAL CYCLE
DURATION: 1 FISCAL YEAR
Po dOr
PMed 2
Pe1md 3
FY end
This cycle illustrates operations on an as -needed basis, in response to emerging border
security threats. This is an example of a twelve month campaign plan with five tactical
operational periods. This sample shows overlapping operations as well as times when there
are no operations being conducted.
Figure 2: Example of a Dynamic, Unsynchronized Operational Cycle
4 These illustrations reflect a twelve month campaign plan. A campaign plan should be written to encompass the performance
period. Performance periods vary from state to slate, please contact the State Administrative Agency for clarification.
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Appendix E — OPSG Operational Guidance
III. Reporting Procedures
Participation in OPSG requires accurate, consistent, and timely reporting of how funds are used,
and how the state, local and tribal agencies' operations have impacted border security through
the mitigation of threat or vulnerability and the overall reduction of risk. Reporting will focus
on: monitoring program performance; determining the level of integration and information
sharing; and developing best practices for future operations. To ensure consistent reporting each
state, local and tribal agency will identify a single point of contact to represent their agency as a
member of the IPT and to coordinate the submission of reports or execute other aspects of the
grant.
Attachment A, the Daily Activity Report, is to be used to submit the ongoing results and outputs
from OPSG operations conducted. The information and statistics included in the DAR will be
delineated by agency (friendly forces): The Daily Activity Report must be submitted to the
USBP sector, or the participating agency's OPSG coordinator within 48 -hours of the conclusion
of each OPSG shift. The coordinator will compile the results from each Daily Activity Report at
the end of the month and submit a monthly report to the USBP sector. The monthly report is due
to sector office by the 10th day of the following month. The USBP sector will compile the results
from the participating agencies and submit the results to USBP Headquarters by the 15' of each
following month.
In addition to the ongoing reporting of outputs, sub -recipient participants will be required to
submit After Action Reports to USBP sectors within 10 days of closing the operational PoP for
that funding year. The After Action Report should carefully articulate outcomes and outputs, as
well as how the results of the operation compare with the objectives identified during the pre-
planning meeting. Failure to submit the After Action report in a timely manner may prevent the
approval of future operations requests.
IV. Operational roles and responsibilities
In order to achieve unity of effort, it is essential that each participant know the roles and
responsibilities within the IPT.
The USBP sector's Chief Patrol Agent, or his/her designee, will:
Coordinate and chair the area Integrated Planning Team's meetings;
Coordinate with all interested and eligible state, local, tribal, and territorial agencies in
the sector's area of operation during the open period of the OPSG application process by:
- Assisting applicants in completing the operations planning portion of the
application, which is similar to the Operations Order used by the Border Patrols
- Forwarding the approved operation portion of the application to CBP/USBP
Headquarters, as well as to the SAA to complete the application process set by
DHS/FEMA/GPD
5 This will not be entered into the Border Patrol Enforcement Tracking System (BPETS).
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Appendix E - OPSG Operational Guidance
- USBP Sector should detail what operational support they anticipate for specific
periods and match the capabilities of partners to fill those gaps; and
Following the announcement of grant awards, coordinate and chair a meeting with state,
local, tribal, and territorial agencies that received OPSG awards to develop an
individualized campaign plan. This includes:
- Working with state, local, tribal, and territorial agencies, along with other federal
law enforcement agencies to determine the dates, focus, and needs of each tactical
operational period, ensuring that each operation has a nexus to border security;
- Receiving the first periodic operations order from the state, local, tribal, and
territorial agencies and ensuring that the operation is conducted as outlined in
Section I;
- Monitoring and supporting the Operational Cycle throughout the performance
period;
- Ensuring Daily Activity and After Action Reports are submitted by state, local
and tribal agencies in the proper format and within the established timeframes;
- Providing instruction, when possible, to state, local and tribal agencies regarding
techniques, methods and trends used by transnational criminal organizations in
the area;
- Providing a single point of contact to participants as a subject matter expert in
OPSG that can coordinate, collect, and report operational activities within the
established reporting procedures;
- Providing verification that operations are actually conducted;
- Documenting and conducting random, on-site operational verification of OPSG
patrols by sub -recipients and friendly forces;
- Verifying that sub -recipients are performing OPSG enforcement duties in
accordance with applicable grant, statute, regulatory guidance, and instructions;
and
- Ensuring that grant funds are appropriately expended to meet sector border
enforcement operational requirements and assist in enhancing sub-
recipient/friendly force capabilities in order to provide for enhanced enforcement
presence, operational integration, and intelligence sharing in border communities.
The state, local or tribal agency lead, or their designee, will:
• Coordinate with the SAA on all grant management matters, including but not limited to
the development and review of operations orders, expenditure of funds, allowable costs,
reporting requirements;
• Participate as a member of the Integrated Planning Team to facilitate the application
process during the open period and ensure the application is submitted in compliance
with the grant instructions;
• Upon receiving a grant award, coordinate and meet as a member of the Integrated
Planning team to develop an individualized campaign plan that covers the length of the
grant performance period;
• Work within the Integrated Planning team to develop an initial Operational Cycle and
determine the duration of the first operational period based on the tactical needs specific
to the area;
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Appendix E - OPSG Operational Guidance
• Submit all operations orders to the SAA for review, and submit the first periodic
operations order to the Border Patrol and ensure the operation meets the six criteria
established in Section II;
• Conduct operations, on an as -needed basis throughout the length of the grant
performance period;
• Integrate law enforcement partners from contiguous counties and towns into the their
tactical operations to expand the layer of security beyond existing areas;
• Ensure all required reports are submitted to the Border Patrol and the SAA, when
applicable, in the proper format and within established timeframes;
• Ensure applicable Operation Stonegarden derived data is shared with the designated
fusion center in the state and/or Urban Area.
• Request instruction and information from the SAA, when applicable, and/or Border
Patrol and other federal law enforcement agencies regarding techniques, methods, and
trends used by transnational criminal organizations in the area; and
• Provide the SAA and Border Patrol a single point of contact that maintains subject matter
expertise in ONG who can coordinate, collect, and report operational activities within
the established reporting procedures.
The SAA will:
• Actively engage in the IPT meetings;
• Work in direct coordination and communication with the local or tribal agency lead on all
grant management matters;
• Review all operations orders created by the local or tribal agency;
• Acts as the fiduciary agent for the program and provide expertise in state policy and
regulations;
• Enter into a sub -award agreement with the recipient to disburse the allocated funding
awarded through DHS/FEMA/GPD;
• Generate quarterly reports to DHS/FEMA capturing the recipients' obligation and
expenditure of funds;
• Determine if the grant's performance period requires additional refinement over the
federally established 36 month period; and
• Conduct audits of the program to ensure that the recipients are in compliance with
program guidance.
Page 77 of 86
Appendix E — OPSG Operational Guidance
Attachment A:
Operation Stonegarden
Daily Activity Report
Date of Activity FY Funds Used
Select... .
Agency Identifiers
Sector Agency Type
---------------------------------------------------
RegionlCourt Agency Name- Fy-------
Operational-
-
-----------------------------------
Expenses
Overtime Hours Labor Cost
Miles Driven/Patrolled Mileage Cost
Fuel Used (in Gallons) Fuel Cost
Equipment on Order Equipment Cost
Total Cost
Operational Activity
Subjects TOT BP
Narcotics Seizures
Misdemeanor Arrests
Cases TOT BP
Cash Seizures
Felony Arrests
Criminal Aliens TOT BP
Weapons Seizures
Outstanding Warrants
Vehicle Stops
Vehicle Seizures
Citations Issued
Intel Reports
Specialty Equipment
***Click the orange arrows below to add details about seizures and arrests.
Specialty Equipment Usage
Surveillance Towers
Mobile Command Centers
Marine Patrol Assets
Aviation Assets
Armored Vehicles
Other Spec. Equipments
Page 78 of 86
Appendix E — OPSG Operational Guidance
Narcotic Seizure Details
Type Weight Report Number Location Comments
--Select...
Currency Seizure Details
Amount Report Number Location Comments
Vehicle Seizure Details
Make/Model Estimated Value Location Comments
Weapon/Ammunition Seizure Details
Weapon Type Amount Seized Report Number Location Comments
Specialty Equipment Usage Details
Specialty Equipment Report Number Location Comments
Significant Arrest Details
Name Date of Birth Report Number Location Comments
Intelligence Summary
Category Report Number Location Summary
Select...
Authorizing Officer Date of Report
V. Definitions
Integrated Planning Team: The IPT will consist of the awarding state Administrative Agency,
local, and tribal OPSG stakeholders within their Border Patrol sector area and U.S. Border Patrol
representatives, but may include other area federal law enforcement agencies if deemed
necessary by the Chief Patrol Agent. The Integrated Planning Team will be used for all aspects
of OPSG application, planning, and de -briefings.
Page 79 of 86
Appendix E — OPSG Operational Guidance
Area of Interest: A specific area, areas, or facilities known to be used by transnational criminal
organizations in furtherance of their criminal activity.
Campaign Plan: A series of related law enforcement operations aimed at accomplishing a
strategic or operational objective within a given time and space.
Concept of Operations: A written statement that clearly and concisely expresses what the state,
local or tribal commander intends to accomplish and how it will be done using available
resources (and funding).
Operational Cycle: A deliberate on-going cycle of command, staff, and unit activities intended
to synchronize current and future operations (driven by current intelligence and short-term goals
that support the campaign).
Operational Discipline: The organized manner in which an organization plans, coordinates, and
executes the OPSG mission with common objectives toward a particular outcome.
Performance Measure: A numerical expression that quantitatively conveys how well the
organization is doing against an associated performance goal, objective, or standard.
Tactical Operational Period: An operational segment that meets the following six criteria: 1)
specified beginning and ending dates; 2) begins with pre -planning; 3) is intelligence driven; 4)
uses targeted enforcement techniques; 5) has clearly stated objectives; and 6) concludes with an
after -action meeting.
Tareeted Enforcement: The leveraging of all available assets against a specific action, area,
individual, or organization and using those deemed most appropriate to mitigate risk.
Target of Interest: A specific person, group of persons, or conveyance known to be part of, or
used by transnational criminal organizations to advance their criminal activity.
Risk: potential for an adverse outcome assessed as a function of threats, vulnerabilities, and
consequences associated with an incident, event, or occurrence.
Threat: Information expressing intent to conduct illegal activity often derived from intelligence
sources, the overall context, a specific event or series of events, or observation of suspicious
activity.
Vulnerability: The protective measures in place are less than the protective measures needed to
mitigate risk.
Unity of Effort: Coordination and cooperation among all organizational elements, even though
they may not be part of the same "command" structure, to achieve success.
Page 80 of 86
Appendix E — OPSG Operational Guidance
Appendix F — HSGP Allowable Cost Matrix
Allowable Program Activities
Current as of IFY 2016 .•
This list is not all-inclusive. See the respective program guidance for
W
0
additional details and/or requirements
Cn
*As of Publication
Allowable
Developing hazardtthreat-specific annexes that incorporate the range
of revention, rotection, res onse, and recove activities
Developing and implementing homeland security support programs
and ado tin on oin DHS/FEMA national initiatives
Developing related terrorism and other catastrophic event prevention
activities
Developing and enhancing plans and protocols
Y
Developing or conducting assessments
Y
Hiring of full- or part-time staff or contract/consultants to assist with
planning activities (not for the purpose of hiring public safety personnel
Y
fulfilling traditional public safety duties
Materials required to conduct planning activities
Travel/per diem related to planning activities
Overtime and backfill costs (in accordance with operational Cost
Guidance
Issuance of WHTI-compliant Tribal identification cards
Activities to achieve planning inclusive of people with disabilities and
others with access and functional needs.
Coordination with Citizen Corps Councils for public
information/education and development of volunteer programs
Update governance structures and processes and plans for emergency
Y "
communications
Activities to achieve planning inclusive of people with limited English
.
Y -Y
Reimbursement
Reimbursement for select operational expenses associated with
increased security measures at critical infrastructure sites incurred (up
Y
to 50 percent of the allocation
Overtime for information, investigative, and intelligence sharing
Y
activities u to 50 percent of the allocation
Y
Hiring of new staff positions/contractors/consultants for participation in
information/intelligence analysis and sharing groups or fusion center
Y
activities (up to 50 percent of the allocation)
Y
AllowableCategories
Personal Protective Equipment
Page 81 of 86
Appendix F — HSGP Allowable Cost Matrix
Page 82 of 86
Appendix F — HSGP Allowable Cost Matrix
Explosive Device Mitigation and Remediation Equipment
CBRNE Operational Search and Rescue Equipment
Information Technology
Cybersecurity Enhancement Equipment
Interoperable Communications Equipment
Y`" "
Detection
Y Y
Decontamination
Y Y
_
Medical
Y
Y
Power
Y
Y
CBRNE Reference Materials
Y
CBRNE Incident Response Vehicles
Y Y
Terrorism Incident Prevention Equipment
Y Y
Y
Physical Security Enhancement Equipment
Y
Y
Inspection and Screening Systems
Animal and Plants
CBRNE Prevention and Response Watercraft
CBRNE Aviation Equipment
CBRNE Logistical Support Equipment
Intervention Equipment
Other Authorized Equipment
. .
Overtime and backfill for emergency preparedness and response
personnel attending DHS/FEMA-sponsored and approved training
classes
Overtime and backfill expenses for part-time and volunteer emergency
response personnel participating in DHS/FEMA training
Training workshops and conferences
Activities to achieve training inclusive of people with disabilities and
others with access and functional needs
Y
Full- or part-time staff or contractors/consultants
Travel
Y Y
Supplies
Y
Instructor certification/re-certification
Y
Coordination with Citizen Corps Councils in conducting training
Y
exercises
Interoperable communications training
Y
Activities to achieve planning inclusive of people with limited English
Proficiency.
Page 82 of 86
Appendix F — HSGP Allowable Cost Matrix
Page 83 of 86
Appendix F — HSGP Allowable Cost Matrix
Design, Develop, Conduct, and Evaluate an Exercise
Full- or part-time staff or contractors/consultants
Overtime and backfill costs, including expenses for part-time and
volunteer emergency response personnel participating in DHS/FEMA
Y
exercises
Implementation of HSEEP
Y
Activities to achieve exercises inclusive of people with disabilities and
others with access and functional needs.
Y
Travel
Y
Supplies
Y
Interoperable communications exercises
Y
Activities to achieve planning inclusive of people with limited English
roficienc .
Hiring of full- or part-time staff or contractors/consultants to assist with
'nem
he management of the respective grant program, application
requirements, and compliance with reporting and data collection
re uirements
Development of operating plans for information collection and
rocessin necessa to res and to DHS/FEMA data calls
Y
Y
Overtime and backfill costs
"Y
Y
Y
Travel
Y
Y
Y
Meeting related expenses
Authorized office equipment
Y
Recurring expenses such as those associated with cell phones and
faxes Burin the POP of the grant program
Leasing or renting of space for newly hired personnel during the POP of
the grant program
Page 83 of 86
Appendix F — HSGP Allowable Cost Matrix
Appendix G — Supplemental Material
GPD collaborates with various subject matter experts and acknowledges the value and expertise
these federal partner agencies provide to help shape the development and implementation of the
HSGP. This continued partnership and collaboration helps provide recipients with maximum
resources required to effectively manage and implement funds as well as promote transparency.
Therefore, GPD is providing hyperlinks to information on various subjects and policies that are
relevant to the mission and intent of the DHS/FEMA and its preparedness grant programs.
Radiological/Nuclear Detection
The Domestic Nuclear Detection Office (DNDO) is charged with coordinating the development
of the global nuclear detection and reporting architecture for a managed and coordinated
response to radiological and nuclear threats. This is achieved through planning and coordination
efforts with partners from federal, state, local, and international governments and the private
sector. To support these efforts, DNDO has developed a Radiological/Nuclear Detection
Supplemental Resource to provide guidance to state and local stakeholders seeking to build or
sustain preventive radiological and nuclear detection capabilities using Homeland Security Grant
Program funds. The guidance outlines integrating these capabilities with broader national
preparedness initiatives, including PPD -8 and THIRA, as well as the Global Nuclear Detection
Architecture using POETE-aligned activities. For more information please refer to
http //www dhs gov/publication/homeland-security-grant-program-hsgp-supplemental-resource-
radiologicalnuclear-detection.
National Information Exchange Model (NIEM)
NIEM is a community -driven, standards-based approach to exchanging information. To support
information sharing, all recipients of grants for projects implementing information exchange
capabilities are required to use NIEM and to adhere to the NIEM conformance rules.
Visit https•//niem goy/ rg antguidance for guidance on how to utilize DHS/FEMA award funding
for information sharing, exchange, and interoperability activities.
The NIEM Emergency Management domain supports emergency -related services (including
preparing first responders and responding to disasters), information sharing, and activities such
as homeland security and resource and communications management. The Emergency
Management domain has an inclusive governance structure that includes federal, state, local,
industry, and, where necessary, international partnerships. The NIEM Emergency Management
domain is committed to community support via technical assistance and NIEM training. For
more information on the NIEM Emergency Management domain, to request training or technical
assistance or to just get involved, visit httl)s•//niem. og v/EM.
Integrated Public Alert and Warning System (IPAWS)
The 2016 IPAWS Supplemental Guidance on Public Alert and Warning provides guidance on
eligible public alert and warning activities and equipment standards for prospective state, local,
tribal, and territorial recipients. The intent of this document is to promote consistency in policy
across federal grant programs, and to ensure compatibility among federally -funded projects. For
Page 84 of 86
Appendix G — Supplemental Material
more information on the IPAWS, please go to https:Hs3-us-gov-west-1.amazonaws.com/dam-
production/uploads/ 1413559956428-
6f7968f6e7886041 aa5f2338d22a6a8c/FY%202015%20IPAW S%2OSul2plemental%2010%2002
%202014 508.pdf.
Homeland Security Information Network
HSIN is a user -driven, web -based, information sharing platform that connects all homeland
security professionals including the Department of Homeland Security (DHS) and its federal,
state, local, tribal, territorial, international, and private sector partners across all homeland
security mission areas. HSIN is used to support daily operations, events, exercises, natural
disasters, and incidents. To support user mission needs, HSIN provides three sets of services for
secure information sharing. The first service provides a shared place for communities to
securely collaborate on homeland security issues and includes core functions such as a web
conferencing and instant messaging tools with white boarding, video, and chat services for real
time communication and situational awareness. The second set provides secure dissemination
and sharing capabilities for homeland security alerts, reports, and products. The third set allows
users to access and query a variety of shared data and services from all homeland security
mission areas and trusted federal partners. Preparedness grant funds may be used to support
planning, training and development costs associated with developing and managing, mission
critical, HSIN communities of interest and sites. Learn more about HSIN at
http://www.dhs.gov/hsin-hsgp-guidance.
GSA's State and Local Purchasing Programs
The U.S. General Services Administration (GSA) offers two efficient and effective procurement
programs for State and local governments to purchase products and services, directly from pre -
vetted contractors, to fulfill homeland security and technology needs. The GSA Schedules (also
referred to as the Multiple Award Schedules and the Federal Supply Schedules) are long-term
government -wide contracts with commercial firms to provide access to millions of commercial
products and services at volume discount pricing.
• Cooperative Purchasing Program (http://www.gsa.gov/cooperativel2urchasing). This
program allows State and local governments to purchase a variety of supplies (products)
and services under two specific GSA Schedule contracts to save time, money, and meet
their everyday needs and missions. The Cooperative Purchasing program allows State
and local governments to purchase alarm and signal systems, law enforcement and
security equipment, and related services off of Schedule 84 and Information Technology
(IT) products and professional services off of Schedule 70 and the Consolidated Schedule
(containing IT Special Item Numbers) only.
• Disaster Purchasing Program (http://www.gsa.gov/disasterpurchasing). State and local
Governments can also access all GSA Federal Supply Schedules when purchasing in support of
disaster reparation, response, and major disaster recovery as well as recovery from terrorism, or
nuclear, biological, chemical, or radiological attack.
For more information on both programs, including; eligibility information, definitions, scope,
mandatory order language, access to free eTools, and program points of contact, please visit the
frequently asked questions on the program pages. Assistance is available from GSA at the local
Page 85 of 86
Appendix G — Supplemental Material
and national levels. For assistance at the local level, visit http://www.gsa ovg /csd to find a local
customer service director.
State, Local, Tribal and Territorial (SLTT) Cybersecurity Engagement Program
The DHS Office of Cybersecurity and Communications (CS&C), within the National Protection
and Programs Directorate, is responsible for enhancing the security, resilience, and reliability of
the Nation's cyber and communications infrastructure. CS&C works to prevent or minimize
disruptions to critical information infrastructure in order to protect the public, the economy, and
government services. CS&C leads efforts to protect the federal ".gov" domain of civilian
government networks and to collaborate with the private sector—the ".com" domain—to
increase the security of critical networks.
The DHS SLTT Cybersecurity Engagement Program within CS&C was established to help non-
federal public stakeholders and associations manage cyber risk. The program provides appointed
and elected SLTT government officials with cybersecurity risk briefings, information on
available resources, and partnership opportunities to help protect their citizens online. Through
these and related activities, the program coordinates the Department's cybersecurity efforts with
its SLTT partners to enhance and protect their cyber interests. More information on all of the
DHS CS&C resources available to support SLTT governments is available at https://www.us-
cert.gov/ccubedvp.
Federal Emergency Response Official (F/ERO)
The FEMA National Continuity Programs Directorate manages the F/ERO Credentialing and
Validation program. Non-federal issuers of identity credentials and cyber attributes are able to
produce identity cards that can technically interoperate with federal government Personal
Identity Verification (PIV) systems and can be trusted by federal government relaying parties.
The F/ERO guidance document provides information on:
• F/ERO credentialing and validation activities that can be funded through federal grants;
• Technical standards that facilitate interoperability; and
• Recommendations for planning, coordinating, and implementing credentialing and
validation projects.
Page 86 of 86
Appendix G — Supplemental Material