Montana Disaster and Emergency Services (MTDES)
03/09/18 11:59 PM MDT
Grants to Montana government agencies to improve capacity to respond to terrorism, as well as other catastrophic events, and to prepare for hazards and threats that pose a risk to the state’s security. This program offers funding for projects that sustain, build, and delivery FEMA’s 32 core capabilities essential to achieving the National Preparedness Goal of a secure and resilient Nation.
Building, sustaining, and delivering 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 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.
SHSP funds a range of activities, including planning, organization, equipment purchase, training, exercises, and management and administration across all core capabilities and mission areas. Eighty percent (80%) of SHSP funds must be passed through to local or tribal units of government. At least twenty-five percent (25%) of the overall SHSP funds received by the state must be dedicated towards law enforcement terrorism prevention activities (LETPA).
The SHSP assists state, tribal, 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).
The program is based on risk-driven, capabilities based strategic plans that outline high-priority needs relating to terrorism preparedness. Many capabilities which support preparing for terrorism simultaneously support preparedness of other hazards. To ensure these plans are effective, government officials and elected leaders, work with the whole community to consider how to sustain current capability levels, while also addressing gaps.
MT DES collaborates with the SAC to develop guidance, core capability priorities, funding targets, application evaluation criteria, and methodology for reviewing SHSP Grant applications. The SAC ensures projects meet the intent of the State Homeland Security Program.
Federal program guidance requires at least twenty-five percent (25%) of the SHSP funds be dedicated to law enforcement terrorism prevention activities. MT DES staff will advise the Senior Advisory Committee (SAC) if the total approved projects do not meet the 25% threshold.
The National Prevention Framework describes LEPTA activities as those that should be executed upon 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 funds. In addition, where capabilities are shared with the protection mission area, the National Protection Framework are also eligible. Other terrorism prevention activities proposed for funding under LETPA must be approved by the FEMA Administrator.
The SAC will prioritize local projects and provide a recommendation for funding to the Homeland Security Advisor for approval. Criteria for rating projects is included in Attachment E, Application Evaluation Criteria. MT DES will pre-screen applications to ensure projects are eligible and applications are complete. The Senior Advisory Committee reserves the right to prioritize projects with the most benefit to meet the intent of the State Homeland Security Grant Program in reducing vulnerabilities or increasing capabilities.
Projects for items considered standard equipment (hand held radios, ballistic vest, other eligible PPE, etc.) will be evaluated but not given as high a priority.
Project Categories and Activities:
Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with 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.
Sub-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).
Applicants are encouraged to provide project and budget details related to Planning, Organization (including travel and personnel), Equipment, Training, Exercise, Construction and Renovation, and management and administration activities. This list is not all-inclusive.
SHSP funds may be used for a range of emergency preparedness and management planning activities such as those associated with the update 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 v2.0.
Planning should 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. Jurisdictions should focus planning efforts to enhance and expand capabilities through partnerships. All jurisdictions are encouraged to work through Citizen Corps Councils, nongovernmental entities, and the general public in planning activities.
Entities 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 facilitated and documented using the HSEEP process, and the After Action Report and Improvement Plan submitted to the State Exercise Officer.
Organization - Personnel:
Personnel hiring, overtime, and backfill expenses are permitted under this grant in order to perform allowable SHSP planning, training, exercise, and equipment activities. SHSP funds may not be used to support the hiring of any personnel for the purpose of fulfilling traditional public health and safety duties or to supplant traditional public health and safety positions and responsibilities. Personnel may include but not limited to: training and exercise coordinators, program managers for activities directly associated with SHSP funded activities, intelligence analysts, and statewide interoperability coordinators.
Organizational - Travel:
Domestic travel costs are allowed under this program. International travel is not an allowable cost under this program unless approved in advance by DHS/FEMA.
The allowable equipment categories and equipment standards for SHSP are listed on the DHS Authorized Equipment List (AEL). 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, at their own expense, obtaining and maintaining all necessary certifications and licenses for the requested equipment. Installation and training on the equipment should be included in the cost of the equipment.
The use of FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable under all active and future grant awards, unless otherwise noted. Federal guidance (FEMA Policy 205-402-125-1) also provides guidance on the support of equipment previously purchased with both federal grant and non-federal grant funding. While these activities may be submitted, they are not a priority for the state. General maintenance and repairs are not allowable.
SHSP funds to support emergency communications activities must comply with the FY2015 SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications.
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 Information Bulletin (IB) 407 Use of Grant Funds for Controlled Equipment for the complete Controlled Equipment List. Applicants applying for equipment on the Controlled Equipment List will be required to submit FEMA Form (FF) 087-0-0-1 Controlled Equipment Request Form to MTDES if selected for funding.
Allowable training-related costs under SHSP include the establishment, support, conduct, and attendance of training specifically identified under the SHSP programs and/or in conjunction with emergency preparedness training by other Federal agencies. Training conduct using SHSP funds should address a performance gap identified through the Montana State Preparedness Report, Training and Exercise Plan or other assessments and contribute to building a capability that will be evaluated through a formal exercise.
DHS/FEMA sponsored training programs or courses developed for and delivered by 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) that are within the scope of the HSGP are generally eligible.
Attendance at non-DHS/FEMA training is allowable as long as the training is approved by MTDES and falls within the FEMA mission scope, the jurisdiction’s EOP, and the jurisdiction’s TEP. The only exception to this policy is for Countering Violent Extremism courses. DHS/FEMA will conduct periodic reviews of all training funded by SHSP. 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, sub-recipients will be asked to repay grant funds expended in support of those efforts.
Exercises conducted with grant funding should be managed and conducted consistent with the Homeland Security Exercise and Evaluation Program (HSEEP). HSEEP guidance for exercise design, development, conduct, evaluation, and improvement planning.
SHSP scope of exercise scenarios should consider the jurisdiction’s gap analysis, exercise or event After Action Reports, and plans. Acceptable scenarios for SHSP exercises include: cyber, natural or technological disasters, mass care, health and social services, public information and warning, and catastrophic disasters. Exercise scenarios used in SHSP funded exercises must focus on validating existing capabilities, be large enough in scope and size to exercise multiple activities, and warrant involvement from multiple disciplines and non-governmental organizations.
County and/or city emergency management organizations are required to develop a TEP that identifies training and exercise priorities and activities. The Multi-year TEP is submitted to MTDES through a separate program.
Sub-recipients are required to submit an After Action Report/Improvement Plan (AAR/IP) for each SHSP- funded exercise. AAR/IPs should be submitted to MT DES no more than 90 days after completion of the exercise. Recipients are reminded of the importance of implementing corrective actions.
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 SHSP. 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.
Management and Administration:
Management and Administration (M&A) activities are those directly relating to the management and administration of SHSP funds, such as financial management and monitoring. Sub-recipients may use a maximum of up to 5% of funding for M&A purposes. SHSP funds used for M&A must have supporting documentation.
GrantWatch ID#: 178758
The projected period of performance is October 1, 2018 - September 30, 2019.
Eligible applicants (sub-recipients), are local units of government within Montana (county, city, town, special district, agency of a local government), state agencies, and federally recognized tribal governments within Montana. A local jurisdiction may act as a host on behalf of an entity, including nonprofits and associations, to address critical needs.
Counties may submit a total of three (3) project applications from the entities in the eligible applicants listed above. This is in addition to applications submitted as Regional or Statewide projects as listed in Attachment B. Hosting an approved regional project will not restrict a County from submitting additional project for their jurisdiction. Applications are for a single project and all costs in the project application must be in support of the overall objective and outcome of the project. Applications that contain multiple projects may be returned for corrections or disqualified for evaluation.
Projects shall be ranked by their respective Local Emergency Planning Committee (LEPC) or Tribal Emergency Response Commission (TERC). The rankings will be used as part of the scoring criteria. See Attachment G, Project Ranking Form for LEPCs/TERCs.
National Incident Management System (NIMS):
Prior to allocation of any Federal preparedness awards in FFY 2018, sub-recipients must ensure and maintain adoption and implementation of 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, response, mitigation, and recovery. Additional information can be found at http://fema.gov/nims-doctrine-supporting-guides-tools. Applicants will be required to certify that they are NIMS compliant during the application process.
Emergency Management Assistance Compact (EMAC):
In support of the National Preparedness Goal, the State of Montana is a member of EMAC. All assets supported in part or entirely with 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 interoperable communications systems, capabilities as defined under the mitigation mission area of the National Preparedness Goal, and fusion centers.
Unallowable Costs and Activities:
Per FEMA policy, the purchase of weapons and weapons accessories is not allowed with SHSP funds. Grant funds may not be used for the purchase of Prohibited Equipment. Refer to IB 407 Use of Grant Funds for Controlled Equipment for a completed list of prohibited equipment.
Unauthorized exercise-related costs include costs for:
-The maintenance and/or wear and tear costs of general use 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).
Other Unauthorized costs include, but are not limited to, the following:
-General-purpose vehicles (patrol cars, executive transportation, fire apparatus, and non-CBRNE (chemical/biological/radiological/nuclear/explosive) tactical/armored assault vehicles.
-Mileage for Government Owned Vehicle, Parking tickets or other traffic tickets.
-Hiring of sworn public safety officers or to supplant public safety positions and responsibilities.
-Sole source contracts and procurements not pre-approved by MTDES
-Stand-alone working meals
-Supplanting any expense already budgeted
-Late payment fees
-Activities unrelated to the completion and implementation of the State Homeland Security Program.
Grant funds must supplement, not supplant, replace or offset State or local funds that have been appropriated for the same purpose. Applications for projects that fall under an enterprise fund or non- tax revenue source may be required to provide additional information on the project.
If supplanting is determined, sub-recipients will be required to repay grant funds expended in support of those efforts.
SHSP Application webinars will be conducted on January 18th at 10 AM and January 30th at 2:00 PM.
DHS/FEMA requires a DUNS Number prior to the issuance of a financial assistance award and for grant award payment. The applicant must provide a valid DUNS number with their application. Applicants should verify they have a DUNS number, or take the necessary steps to obtain one.
The application will be available no later than January 8, 2018. Applications are due March 9, 2018 at 11:59 PM MDT.
Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.
To attend the webinar:
-Phone Connection: 1-719-867-1571
-PIN #: 1349463724#
Burke Honzel, Preparedness Branch Manager
Casey Fuller, Grant Coordinator
Shari Pool, Grant Coordinator
Montana Disaster and Emergency Services
1956 Mt. Majo Street PO Box 4789
Fort Harrison, MT 59636