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Home My WebLink AboutFY23 EMPG-HSGP Post Award Workshop_4.9.24FY2023 EMPG -SHSP POST AWARD WORKSHOP New e-mail: EMD_OAGrants@rivco.org TABLE OF CONTENTS 1.Financial Management Forms Workbook Tutorial 2.General Grant Guidance a)Grant Application Acceptance Documents b)Quarterly Performance Reports c)Build America, Buy America Act (BABAA) d)Prohibited or Controlled Equipment Under FEMA Awards e)Extension Requests f)Environmental and Historic Preservation Screening Review g)Training Feedback Number 3.Procurement 4.FY23 Emergency Management Performance Grant Overview 5.FY23 State Homeland Security Program Overview FINANCIAL MANAGEMENT FORMS WORKBOOK TUTORIAL •Modifying Authorized Agents and Point of Contact information •Will only be accepted via modification requests •Changes to authorized agents will require additional documentation •Using macros •New Request macro •New Mod Item macro •Naming convention •ONLY use previously approved FMFW AUTHORIZED AGENT AND POC AUTHORIZED AGENT AND POC AUTHORIZED AGENT AND POC AUTHORIZED AGENT AND POC AUTHORIZED AGENT AND POC NEW MODIFICATION REQUEST NEW MODIFICATION REQUEST NEW MODIFICATION REQUEST NEW MODIFICATION REQUEST NEW MODIFICATION REQUEST NEW MODIFICATION REQUEST NEW MODIFICATION REQUEST NEW MODIFICATION REQUEST CASH REIMBURSEMENT Refer to the EMPG-SHSP Reimbursement Request Checklist Reimbursement submittals must contain the FMFW in Excel and PDF format in addition to the supporting documents FMFW Project Ledger and the corresponding POETE ledgers must have the cells filled in SUBMITTING A REQUEST EXCEL DRAFT OF THE FMFW THAT SHOWS HOW IT WOULD BE MODIFIED (RED AND BLUE LINES) ONCE APPROVED BY THE OA, RETURN THE AA SIGNED PDF TO EMD_OAGRANTS@RIVCO.ORG **All correspondences go to EMD_OAGrants@rivco.org** QUESTIONS? TABLE OF CONTENTS 1.Financial Management Forms Workbook Tutorial 2.General Grant Guidance a)Grant Application Acceptance Documents b)Quarterly Performance Reports c)Build America, Buy America Act (BABAA) d)Prohibited or Controlled Equipment Under FEMA Awards e)Extension Requests f)Environmental and Historic Preservation Screening Review g)Training Feedback Number 3.Procurement 4.FY23 Emergency Management Performance Grant Overview 5.FY23 State Homeland Security Program Overview GRANT APPLICATION ACCEPTANCE DOCUMENTS •Governing Body Resolution •Standard Assurances •Grants Management Assessment •Completed Facesheet and Financial Management Forms Workbook KEY CHANGES:BUILD AMERICA, BUY AMERICA ACT (BABAA) States that all Federal Agencies including FEMA, must ensure that no federal financial assistance for “Infrastructure” projects are provided unless all iron, steel, manufactured products, and construction materials used in the project are produced in the United States. Applies to new awards made on or after January 2, 2023 When necessary, subrecipients may apply for a waiver from these requirements. Additional information regarding the BABAA can be found on FEMA’s website under Buy America Preference. KEY CHANGES:QUARTERLY PERFORMANCE REPORTS •Subrecipients must submit quarterly Performance Reports on project status, training and exercise data, and other metrics that are required by FEMA. ENVIRONMENTAL AND HISTORIC PRESERVATION SCREENING •MUST be approved prior to the activity •Trainings or exercises that occur outdoors in any capacity •Any equipment that requires installation and/or being affixed to structures •Groundbreaking activity •Aviation/Watercraft •EHP requests must be submitted to the OA, verified for completeness, then submitted to Cal OES/FEMA for final review TRAINING FEEDBACK NUMBER •All training costs require a Cal OES Feedback Number for reimbursement •A Training Request Form is required to obtain a feedback number •Submit the Training Request Form to Training@caloes.ca.gov KEY CHANGES:PROHIBITED OR CONTROLLED EQUIPMENT UNDER FEMA AWARDS •FEMA Policy # 207-22-0002; Prohibited or Controlled Equipment Under FEMA Awards FEMA Policy 207-22-0002 •Policy spells out prohibited items, exceptions, controlled equipment, and requirements necessary for subrecipients wanting to purchase excepted or controlled items KEY CHANGES:PROHIBITED OR CONTROLLED EQUIPMENT UNDER FEMA AWARDS KEY CHANGES:PROHIBITED OR CONTROLLED EQUIPMENT UNDER FEMA AWARDS KEY CHANGES:EXTENSION REQUESTS •Must be received no later than 60 days prior to the end of the Subrecipient’s period of performance •Must contain specific and compelling justifications as to why an extension is required. TABLE OF CONTENTS 1.Financial Management Forms Workbook Tutorial 2.General Grant Guidance a)Grant Application acceptance documents b)Quarterly Performance Reports c)Build America, Buy America Act (BABAA) d)Prohibited or Controlled Equipment Under FEMA Awards e)Extension Requests f)Environmental and Historic Preservation Screening Review g)Training Feedback Number 3.Procurement 4.FY23 Emergency Management Performance Grant Overview 5.FY23 State Homeland Security Program Overview PROCUREMENT STANDARDS •All procurement activities must be conducted in accordance with documented procurement procedures provided that they comply with the federal procurement standards found at 2 C.F.R. §200.318–200.327 •If there is any conflict between the procurement procedures used and the Federal procurement standards, you must follow the more restrictive provision FULL AND OPEN COMPETITION All procurement transactions for the acquisition of property or services must be fully and openly competed consistent with the standards of Part 200 of the C.F.R. Some common situations considered to be restrictive of competition are, but not limited to: •Placing unreasonable requirements for vendors to qualify •Specifying only a brand name product •Imposing a geographical preference County of Riverside Procurement Flowchart METHODS OF PROCUREMENT Procurement Types Grouped into 3 Categories INFORMAL PROCUREMENT Micro-Purchases §200.320(a)(1) •Purchases below the Micro-Purchase threshold do not require soliciting competitive price or rate quotations •Reasonableness of price/rate must be documented •Federal Acquisition Regulations (FAR) has set the Federal micro-purchase threshold at $10,000 •If internal Micro-Purchase threshold is less, you must use that amount INFORMAL PROCUREMENT Small Purchases §200.320(a)(2) •Greater than Micro-Purchase threshold and less than or equal to the Simplified Acquisition Threshold (SAT) •SAT set at $250,000, per FAR •Internal threshold cannot exceed amount set by FAR •Price/Rate quotations must be obtained from an adequate number of qualified sources FORMAL PROCUREMENT NON-COMPETITIVE PROCUREMENT §200.320(C)(1) –(5) •All noncompetitive procurements in excess of the SAT ($250,000) require prior approval from Cal OE •No retroactive approvals will be granted •What must be submitted to Cal OES for non-competitive procurement approval? 1.Non-Competitive Procurement Authorization (NCPA) form 2.CSTI Tracking Number for training courses 3.A Cost or Price Analysis 4.Prior Approval documentation, if applicable CONTRACT PROVISIONS§200.327 All contracts must contain the applicable provisions described in Appendix II to Part 200 FEMA Contract Provisions Guide PROCUREMENT RECORDS •Maintain all procurement records •Procurement records confirm compliance with the Federal standards at 2 C.F.R 200.318 –200.327 •Lack of documentation is a common finding by the OIG •Records must be maintained for at least 3 years from date of grant closeout •Records include but are not limited to: •Pre-solicitation documents (e.g. advanced authorizations) •Rationale for method of procurement •Independent price/cost estimates •Copy of solicitations •List of sources solicited to •Bids/Proposals/Quotes •Rationale for contractor selection •Determination that price is fair and reasonable, including an analysis of the cost and price data •Copy of contracts/purchase orders and any amendments TABLE OF CONTENTS 1.Financial Management Forms Workbook Tutorial 2.General Grant Guidance a)Grant Application acceptance documents b)Quarterly Performance Reports c)Build America, Buy America Act (BABAA) d)Prohibited or Controlled Equipment Under FEMA Awards e)Extension Requests f)Environmental and Historic Preservation Screening Review g)Training Feedback Number 3.Procurement 4.FY23 Emergency Management Performance Grant Overview 5.FY23 State Homeland Security Program Overview BREAK FY2023 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) •Grant # 2023-0006 CFDA#: 97.042 •Period of Performance: •Personnel 7/1/2023 – 12/31/2024 •Other 4/9/2024 – 12/31/2024 •Semiannual drawdowns are required •Final Reimbursement requests due within twenty (20) calendar days after the end of the grant period of performance EMPG ALLOWABLE COSTS AND EXAMPLES •Planning •Organization •Equipment •Training •Exercise •Maintenance & Sustainment •Construction & Renovation EMPG ALLOWABLE COSTS AND EXAMPLES •Planning – Emergency Operations Plans •Organization – Staffing costs: salary, overtime, time off, and benefits •Equipment – Interoperable Communications •Training – Travel and tuition expenses •All training costs require a Cal OES Feedback Number for reimbursement •Submit Training Request Form to Training@caloes.ca.gov •Exercise – Critical Power Failure, Care & Shelter, Chemical Accident •Maintenance & Sustainment – Maintenance contracts, warranties, repair/replacement costs, upgrades, user fees, licenses (only to be purchased for equipment that has been purchased using FEMA preparedness grant funding) (FEMA IB 336) •Construction & Renovation – Expanding footprint or internal improvement of an existing primary EOC TRAINING FEEDBACK NUMBER •All training costs require a Cal OES Feedback Number for reimbursement •A Training Request Form is required to obtain a feedback number •Submit the Training Request Form to Training@caloes.ca.gov EMPG PERSONNEL TRAINING REQUIREMENTS NIMS Training (any version): IS 100 Intro to ICS IS 200 Basic Incident Command System for Initial Response IS 700 Intro to NIMS IS 800 Intro to NRF FEMA Professional Development Series (PDS)*: IS 120.c Intro to Exercises IS 230.e Fundamentals of Emergency Management IS 235.c Emergency Planning IS 240.c Leadership and Influence IS 241.c Decision Making and Problem Solving IS 242.c Effective Communication IS 244.b Developing and Managing Volunteers *Basic Academy may be taken in lieu of the PDS* EMPG PERSONNEL EXERCISE REQUIREMENTS All EMPG-funded personnel and any staff being used for match, must: •Participate in no less than two exercises during the period of performance •Must link to one of the priorities listed in the Performance Report drop-down in the Exercise table •Any level of participation is acceptable •Complete exercises by December 31, 2024 EMPG -FUNDED EXERCISES After Action Report/Improvement Plan (AAR/IP) •Completed by the host of any EMPG-funded exercise •Submitted, no later than 90 days after completion of the exercise, to: 1)hseep@fema.dhs.gov 2)exercise@caloes.ca.gov 3)EMD_OAGrants@rivco.org MATCH •A dollar-for-dollar cost match is required •These non-Federal contributions have the same eligibility requirements as the Federal share •Types of Match: •Cash Match – Non-federal cash spent for EMPG-eligible activities/projects •In-Kind Match – The value of something received or provided by a third-party that does not have a cost associated with it. Contributions of the value of property or services in lieu of cash which benefit the EMPG Program. MATCH •100% – Project is 100% federally funded through the EMPG subaward. Subrecipient must fund a different EMPG-eligible project of equal or greater value. Contribution Type: •Cash Match •In-Kind Match •50% – Project is 50% federally funded through the EMPG subaward. Subrecipient will share in the cost of the same project, paying for the other half Contribution Type: •Cash Match EMPG funds must be met dollar-for-dollar by the Subrecipient.* Match Type: *All non-federal contributions have the same eligibility requirements as the federal share (T&E, EHP, Procurement, etc.). BREAK FY2023 STATE HOMELAND SECURITY GRANT PROGRAM (SHSP) •Grant #2023-0042 CFDA#: 97.067 •Period of Performance: •4/9/2024 – 5/31/2025 •Semiannual drawdowns are required •Final Reimbursement requests due within twenty (20) calendar days after the end of the grant period of performance KEY CHANGES: FY2023 NATIONAL PRIORITIES •IJ#1: Enhancing information and intelligence sharing and cooperation with federal agencies (3%) •IJ#2: Enhancing the protection of soft targets/crowded places (3%) •IJ#3: Enhancing cybersecurity (no minimum) •IJ#4: Enhancing community preparedness and resilience (3%) •IJ#5: Combating domestic violence extremism (3%) •IJ#11: Enhancing election security (new-3%) NATIONAL PRIORITY EXAMPLES IJ #1: ENHANCING INFORMATION AND INTELLIGENCE SHARING AND ANALYSIS (NATIONAL PRIORITY) Example Projects •Risk and Disaster Resilience Assessment •Terrorism Liaison Officer training or Coordinator position •WebEOC Hosting •OES Emergency Services Coordinator •Homeland Security Information Network field access •Everbridge with IPAWS •Emergency Operations Plan •Automatic License Plate Readers •Emergency Management Training NATIONAL PRIORITY EXAMPLES IJ #2: ENHANCING THE PROTECTION OF SOFT TARGETS/CROWDED PLACES(NATIONAL PRIORITY) Example Projects •Portable vehicle barrier system •Security cameras •CodeRED alerting system •Bomb Robot •CBRNE Detection/response equipment •Evacuation management – Zonehaven NATIONAL PRIORITY EXAMPLES IJ #3: ENHANCING CYBERSECURITY(NATIONAL PRIORITY) Example Projects •Cybersecurity Network Vulnerability testing •VPN expansion •Enterprise Password Management Solution •Cybersecurity training •Cybersecurity tabletop exercise NATIONAL PRIORITY EXAMPLES IJ #4: ENHANCING COMMUNITY PREPAREDNESS AND RESILIENCE (NATIONAL PRIORITY) Example Projects •CERT training, materials, and supplies •Stop the Bleed •Community Preparedness training •VOAD training and certifications NATIONAL PRIORITY EXAMPLES IJ #5: COMBATING DOMESTIC VIOLENT EXTREMISM (DVE)(NATIONAL PRIORITY) Example Projects •Domestic Violence Extremism Officer •DVE Training •DVE Community Education and campaign •Violent Extremism training for first responders •Intel training for LE •Inmate Radicalization Assessment Training •Diversity, Inclusion, and Anti-hate trainings NATIONAL PRIORITY EXAMPLES IJ #11: ENHANCING ELECTION SECURITY(NATIONAL PRIORITY ) Example Projects •Physical security planning support •Physical/site security measures –e.g., locks, shatter proof glass, security cameras, alarms, etc. •General election security navigator support •Cyber navigator support •Cybersecurity risk assessments, training, and planning •Portable barriers/bollards •Information Systems Security Penetration Testing NATIONAL PRIORITY MODIFICATION CHART NATIONAL PRIORITY MODIFICATIONS •Completed NPA Mod Request form submitted in both the Excel format as well as the signed PDF form •An Excel draft of the FMFW’s Project ledger that shows how it would be modified with the blue and red lines. NATIONWIDE CYBERSECURITY REVIEW (NCSR) •Subrecipients must complete and submit the Nationwide Cybersecurity Review by December 2024 •Submit certification to EMD_OAGrants@rivco.org •Funding will be de-obligated if it not completed