Oregon Office of Emergency Management
01/19/18 5:00 PM Receipt
Grants to Oregon local and tribal government agencies to improve capacity to protect against, mitigate, prevent, respond to, and recover from terrorism incidents and similar catastrophic events. Applicants requesting support for training activities must contact program staff prior to applying. Consideration will be given to the development of new capabilities. However, jurisdictions are encouraged to first sustain current capabilities.
The Homeland Security Grant Program (HSGP) is a Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA) grant program. Oregon currently receives funding under two HSGP programs: the State Homeland Security Program (SHSP) and the Urban Area Security Initiative (UASI). Together, these grants fund a range of activities designed to prepare for, respond to, and recover from acts of terrorism or catastrophic events.
This application is a competitive application package. All submitted applications must be for eligible projects with compelling justifications and support narrative.
The primary focus of the FY2018 State Homeland Security Grant is increasing Oregon’s ability to prevent, protect against, mitigate, respond to and recover from acts of terrorism and other catastrophic events. New capabilities, through innovative partnerships, technologies and approaches are paramount to this focus. Jurisdictions are highly encouraged, however, to ensure their current capabilities are sustained before developing new capabilities.
Federal guidance clearly requires that development of new capabilities be deployable nationally.
Applicants are required to submit a collaborative county/tribal wide or larger regional response to this application. Only ONE application will be accepted from each county or tribe. Each Tribal or County application may contain up to 10 projects. If a county is submitting a regional project for teams that support the entire state (e.g. bomb squads, hazmat, etc.) then one additional project may be submitted for a total of 11. Each project may include multiple partner agencies but must be one cohesive project, not multiple projects with a similar focus. Oregon Emergency Management will sub-grant awards to eligible individual agencies once the project has been approved. However, for purposes of this application process, applicants are required to submit one coordinated countywide application.
To the greatest extent possible, applicants should begin pursuing regional projects. During the FY 2018 process, responses to this application which are regional in nature, will receive additional review points in the competitive process. Future applications for grant funding may require the submission of a regional, rather than a countywide, response.
State Homeland Security Grant Program (SHSP):
SHSP supports the implementation of State Homeland Security Strategies to address the identified planning, organization, equipment, training, and exercise (POETE) needs to prevent, protect against, mitigate, respond to, and recover from acts of terrorism and other catastrophic events. Use of SHSP funds must be consistent with, and supportive of, implementation of the State Homeland Security Strategy, the State Preparedness Report (SPR) and the State Threat and Hazard Identification and Risk Assessment (THIRA). Linkages between specific projects undertaken with SHSP funds, and strategic goals and objectives will be highlighted through regular reporting.
Eligible projects clearly state a purpose to address an identified gap to prevent, protect against, mitigate, respond to and recover from acts of terrorism or other catastrophic events.
Law Enforcement Terrorism Prevention-Oriented Activities (LETPA):
States are required to ensure that at least 25 percent (25%) of the SHSP funds are dedicated towards law enforcement terrorism prevention activities linked to one or more core capabilities within the National Preparedness Goal (NPG).
Citizen Corps Program (CCP):
Although the Citizen Corps Program is no longer a separate grant program it is supportable through SHSP. The Citizen Corps Program mission is to bring community and government leaders together to coordinate the involvement of community members in emergency preparedness, planning, mitigation, response, and recovery.
Federal Funding Priorities:
Oregon Office of Emergency Management (OEM) will use a ranked list created by the Grant Review Committee and ensure that all projects to receive funding for FY2018 are in line with the Federal Funding Priorities identified in the FY2018 Notice of Funding Opportunity when it is released.
State Funding Priorities:
The only eligible projects are those that implement the State’s seven (7) investment justifications. State investment justifications are based upon the State THIRA, the State Capability Assessment Tool and the SPR and support the State Homeland Security Strategy.
State Investment Justifications:
1. 2018 Planning Investment
2. 2018 Communications Investment
3. 2018 CBRNE Detection and Response Investment
4. 2018 Law Enforcement Terrorism Prevention Investment
5. 2018 Community Preparedness Investment
6. 2018 Emergency Operation Centers Investment
7. 2018 Mass Care and Mass Casualty Investment
In accordance with grant program guidance intended to streamline efforts in obtaining resources that are critical to building and sustaining capabilities to achieve the National Preparedness Goal and implement State Homeland Security Strategies; priorities for funding include projects that integrate planning, training, and exercises in addition to equipment procurement.
For FY2018, funding priority will be given to projects that have thoughtfully integrated planning, training, and exercise needs in addition to equipment requests.
Federal guidance clearly requires that development of new capabilities must be deployable nationally.
FY2018 SHSP funds may be used for a range of emergency preparedness and management planning activities and that support Performance Objectives One (Threat and Hazard Identification and Risk Assessment (THIRA)) and Two (Planning), by placing an emphasis on updating and maintaining a current Emergency Operations Plan (EOP) that conforms to the guidelines outlined in Comprehensive Preparedness Guide (CPG) 101 v.2. Planning efforts can also include the prioritizing of needs, building capabilities, updating preparedness strategies, allocating resources, assessing deficiencies, developing Citizen Corps initiatives, developing community resilience plans, and delivering preparedness programs across disciplines (e.g., Tribal governments, law enforcement, fire, EMS, health care systems, public health, behavioral health, public works, rural water associations, agriculture, information technology, and the general public, including people with disabilities) and levels of government.
Jurisdictions may elect to participate in the “If You See Something, Say SomethingTM” 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 that the Department of Homeland Security (DHS) 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 SomethingTM” campaign to ensure these materials are consistent with the Department’s messaging and strategy for the campaign and the initiative’s trademark.
Planning provides a methodical way to engage the whole community in thinking through the life cycle of potential crises, determining required capabilities, and establishing a framework for roles and responsibilities. Planning must include participation from all stakeholders in the community who are able to contribute critical perspectives and may have a role in executing the plan. Planning should be flexible enough to address incidents of varying types and magnitudes.
Planning activities should focus on the four homeland security mission areas of prevention, protection, response, and recovery. HSGP funds should also be leveraged to integrate specialized programs, such as the Regional Catastrophic Preparedness Grant Program and the Voluntary Private Sector Preparedness Accreditation and Certification Program (PS-Prep TM), into the overall framework at the State and Urban Area level. Grantees must use the CPG 101v.2: Developing and Maintaining State, Territorial, Tribal, and Local Government Emergency Plans, in order to develop robust and effective plans.
Agencies receiving SHSP funds to create a plan (EOP, annex, SOP, etc.) must validate the plan through no less than a table top level exercise. The exercise must be conducted within the performance period of the grant, facilitated and documented using the HSEEP process, and the After Action Report and Improvement Plan submitted to the State Exercise Officer. Agencies must provide information in the project narrative and milestones indicating the scale and schedule of the exercise. If the agency chooses, they may request SHSP funds to support the exercise. These funds would be directly awarded to the agency.
Training and Exercise:
Grantees must develop long-term training and exercise priorities that examine, validate, and/or address the capability gaps identified through the State’s annual THIRA and SPR by developing a multi-year Training and Exercise Plan (TEP).
Allowable training-related costs under SHSP include the development, support, conduct, and attendance of training approved by FEMA and/or in conjunction with emergency preparedness training by other Federal agencies (e.g., HHS and DOT), or in line with the current State Homeland Security Strategy.
Training conducted using SHSP funds must address performance shortfalls identified through an After Action Report/Improvement Plan (AAR/IP) or other assessments (e.g., National Emergency Communications Plan [NECP] Goal Assessments; conducting a Readiness: Training Identification Preparedness Planning process is highly recommended), and contribute to building a capability that will be evaluated through a formal exercise.
Grantees are encouraged to use existing training rather than developing new courses. If a jurisdiction wishes to develop a unique course that is not available through any provider, the proposed training must have a terrorism or catastrophic event nexus. Additionally, the training development must follow the “Developing Training Utilizing SHSP Funds” policy and be coordinated through the State Training Officer to ensure all State and Federal requirements are met.
Training activities should be coordinated across the jurisdiction(s) to the maximum extent possible to include the Whole Community, and to foster better coordination and working relationships across the jurisdiction.
Allowable training-related costs include, but are not limited to, the following:
-Developing, Delivering, and Evaluating Training. (Includes costs related to administering the training, planning, scheduling, facilities, materials and supplies, reproduction of materials, disability accommodations, and equipment.)
-Training that promotes individual, family, or community safety and preparedness.
-Developing conducting, hosting, or participating in training related to terrorism or catastrophic event preparedness, prevention, mitigation, response and recovery.
-Overtime and backfill.
-Travel costs (e.g., airfare, mileage, per diem, hotel).
-Hiring of full or part-time staff or contractors/consultants.
-Training for the public or civilian volunteer programs.
Training requests that only identify overtime and backfill have not traditionally been supported by the Grant Review Committee. While overtime and backfill are eligible expenses, a training request which is only for overtime and backfill would require a strong description of the newly identified need, and a realistic sustainment plan for the future to receive grant funding.
All grantees will develop and maintain a progressive exercise program consistent with the Homeland Security Exercise and Evaluation Program (HSEEP).
A progressive, multi-year exercise program enables organizations to participate in a series of increasingly complex exercises, with each successive exercise building upon the previous one until mastery is achieved while also taking into account prior lessons learned.
Regardless of the exercise type, each exercise within the progressive series is linked to a set of common program priorities and designed to test associated capabilities.
Allowable exercise-related costs include:
-Funds used to design, develop, conduct, and evaluate an exercise.
-Full or part-time staff may be hired to support exercise-related activities. Grantees must follow their jurisdiction’s formal written procurement policies.
-Overtime and backfill.
-Supply items that are expended or consumed during the course of the planning and conducting of the exercise project(s).
-Disability accommodations: materials, services, tools and equipment for exercising inclusion of people with disabilities (physical, programmatic, and communications access for people with physical, sensory, mental health, intellectual and cognitive disabilities).
-Other eligible costs include the rental of equipment and other expenses used specifically for exercises, costs associated with inclusive practices and the provision of reasonable accommodations and modifications to provide full access for children, adults with disabilities, and those with access or functional needs
Additional Exercise Information:
-The scenarios used in SHSP-funded exercises must be based on gaps identified in the State THIRA and SPR. The scenarios used in HSGP funded exercises must focus on testing capabilities, 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. Exercise scenarios should align with priorities and capabilities identified in the Multi-year Training and Exercise Plan.
-Special Event Planning: Special event planning should be considered as a training or exercise activity for the purpose of the Multi-Year Training and Exercise Plan.
-Exercise Evaluation and Improvement: Exercises should evaluate performance of capabilities against the level of capabilities required.
-Exercise requests that only identify overtime and backfill have not traditionally been supported by the Grant Review Committee. While personnel overtime and backfill are eligible expenses, an exercise request which is only for overtime and backfill would require a strong description of the newly identified need, and a realistic sustainment plan for the future to receive grant funding.
Funds for equipment must be used to enhance the capabilities of state and local emergency response agencies. Equipment requests must include a plan for sustainment. Local units of government may acquire advanced levels of responder equipment from 21 authorized equipment categories.
SHSP Equipment Categories:
1. Personal Protective Equipment (PPE)
2. Explosive Device Mitigation and Remediation Equipment
3. CBRNE Operational and Search and Rescue Equipment
4. Information Technology
5. Cyber Security Enhancement Equipment
6. Interoperable Communications Equipment
7. Detection Equipment
8. Decontamination Equipment
9. Medical Supplies and Limited Pharmaceuticals /
10. Power Equipment
11. CBRNE Reference Materials
12. CBRNE Incident Response Vehicles
13. Terrorism Incident Prevention Equipment
14. Physical Security Enhancement Equipment
15. Inspection and Screening Systems
16. Agricultural Terrorism Prevention, Response, and Mitigation Equipment
17. CBRNE Response Watercraft
18. CBRNE Aviation Equipment
19. CBRNE Logistical Support Equipment
20. Intervention Equipment
21. Other Authorized Equipment
Due to federal requirements on communication tower project preparation, tower projects are allowable but must include documentation regarding the permitting process in the grant application. Applicants interested in enhancing communication towers are highly encouraged to participate in the scheduled grant workshops or contact OEM for technical support prior to submitting their application.
Equipment for Citizen Preparedness:
Any equipment purchased with SHSP funding in support of CCP must be used for specific preparedness, volunteer training, and/or by volunteers in carrying out their response functions. CCP equipment is not intended to be used by uniformed emergency responders, except to support training for citizens. Examples of equipment used to support training for citizens includes such items as burn pans or volunteer response kits.
Program funds may be used to support the hiring of full or part-time personnel to conduct program activities that are allowable under the FY2018 HSGP (i.e. planning, training program management, exercise program management, etc.).
As directed by the Personnel Reimbursement for Intelligence Cooperation and Enhancement (PRICE) of Homeland Security Act (Public Law 110-412), all personnel and personnel-related costs, including those for intelligence analysts, are allowed up to 50 percent (50%) of SHSP funding without time limitation placed on the period of time that such personnel can serve under the grant. In general, the use of HSGP grant funding to pay for staff and/or contractor regular time or overtime/backfill is considered a personnel cost. Activities that are considered “personnel” and “personnel-related”, and therefore count against the personnel cap of 50 percent (50%) include, but are not limited to:
-Overtime/backfill to participate in approved training or exercise deliveries
-Salaries and personnel costs of intelligence analysts
-Overtime to participate in intelligence sharing activities
-Salaries and personnel costs of planners, equipment managers, exercise coordinators, and/or training coordinators
The use of contractors to provide a deliverable of plan documents, training courses, and or exercise development and support are not considered personnel.
GrantWatch ID#: 166501
It is anticipated that successful applicants will be awarded a grant for a period of approximately 12 – 24 months (depending upon project needs) which will begin on October 1, 2018.
All proposed equipment purchases must be completed within the first 8 months of the project.
Final completion of proposed projects must be completed in no more than a 24 month period of performance. Projects must be completed by September 30, 2020.
Eligible applicants include local and tribal units of government; and only these agencies are eligible to receive a direct award.
The term “local unit of government” means “any county, city, village, town, district, borough, parish, port authority, transit authority, intercity rail provider, commuter rail system, freight rail provider, water district, regional planning commission, council of government, Indian tribe with jurisdiction over Indian country, authorized Tribal organization, independent authority, special district, or other political subdivision of Oregon.
To be eligible to receive FY2018 Homeland Security Grant Program (HSGP) funding, applicants must have met all FY2017 compliance requirements
Consistently denied equipment items or approaches include:
-General use SCBAs requested by fire departments.
-Explosive Device Mitigation equipment for personnel outside of FBI approved bomb squads.
-Equipment and software intended for general use or equipment already required by virtue of the occupation (E.g. bulletproof vests for law enforcement, turn out gear for fire).
-Overtime/Backfill for uniformed responders and agency personnel to teach volunteer and community outreach courses.
-Equipment not supported or well documented in the Project Worksheet.
-Project items listed in budget without narrative to support or justify.
Federal funds may not supplant, replace, or offset State or local funds, but will be used to supplement the amount of funds that, in the absence of Federal funds, would be made available for purposes consistent with the HSGP.
Overtime and/or backfill for first responders or other agency staff to teach Citizen Corps or community trainings is not an allowable expense.
Unauthorized Exercise Costs:
-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) The only vehicle cost that is reimbursable is fuel/gasoline and mileage
-Equipment that is purchased for permanent installation and/or use, beyond the scope of the conclusion of the exercise (e.g., electronic messaging signs)
-Repair or replacement of equipment damaged or lost during an exercise
Unallowable Equipment Costs:
-Self-contained breathing apparatuses (SCBAs) requested for general use by fire departments
-Explosive Device Mitigation equipment for personnel outside of FBI approved bomb squads
-Equipment and software intended for general use or equipment already required by virtue of the occupation (i.e. bulletproof vests for law enforcement, turnout gear for fire)
-Equipment not supported or well documented in the Project Worksheet
-General purpose vehicles (e.g. squad cars, executive transportation)
-General-use software, general use computers and related equipment
-Weapons and ammunition
-Vehicle licensing fees
-Construction and renovation is generally prohibited. Construction and renovation shall be strictly limited and allowable when it is a necessary component of a security system at critical infrastructure facilities
-Hiring of public safety personnel for the purpose of fulfilling traditional public safety duties
-Activities unrelated to the completion and implementation of the Homeland Security Grant Program
-Other items not in accordance with the AEL or previously listed allowable costs
All training requests funded with State Homeland Security Program grant funds must be coordinated directly through the State Training Officer. Applicants MUST verify with the State Training Officer that all training is allowable prior to submission of the State Homeland Security Program grant application.
All applications must be received by 5:00 PM on Friday, January 19, 2018.
Copies of the State’s Investment Justifications can be found at:
Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.
For program questions contact:
Sidra Metzger-Hines, Grant Coordinator
For fiscal questions contact:
Angela Creasey, Program Accountant
If you have questions about NIMS compliance and/or need to create a Corrective Action Plan (CAP) to be eligible for the FY2018 Homeland Security grant, please contact the State NIMS Point of Contact:
P.O. Box 14370
Salem, OR 97309-5062
3225 State Street
Salem, OR 97301