FEMAFFY 2012Emergency Management Performance Grants (EMPG) Program Application Packet

FEMAFFY 2012Emergency Management Performance Grants (EMPG) Program Application Packet

Issued March 2, 2012

Greetings:

Montana Disaster and Emergency Services (DES) would like to announce the invitation to apply for Federal Fiscal Year 2012 / State Fiscal Year 2013 Emergency Management Performance Grants (EMPG) funding. As stated in the FFY 2012 FEMA Funding Opportunity Announcement (FOA, previously known as the Grant Guidance),this funding supports Local, Tribal, and State governments in preparing for all hazards.

*Note: For federal reporting purposes, all grants will be referred to by the Federal Fiscal Year (FFY) and the grant program. Example: FFY2012, EMPG.

FUNDING ALLOCATIONS AND REQUIRMENTS

Montana’s funding allocation has been set forth by FEMA for FFY2012, the total amount of Emergency Management Performance Grants (EMPG) funding for Montana will be $3,189,995.00. These grant funds are intended to support the development and sustainment of the Core Capabilities and the five Mission Areas as identified in the National Preparedness Goal (NPG).

Sub-recipients will use elements of the National Preparedness System (NPS) in support of building, sustaining, and delivering these core capabilities. The NPS is to be an integrated set of guidance, programs, and processes that can be implemented and measured at all levels of government.

The FFY2012 EMPG program has set the priority as Advancing “Whole Community” Security and Emergency Management. There are four Objectives for this priority:

• Approved Emergency Plans consistent with the Comprehensive Preparedness Guide (CPG) 101 v2
• Completion of Threat and Hazard Identification and Risk Assessment (THIRA)
• Develop and Maintain Multi-Year Training and Exercise Plans (TEP)
• Target Training and Verify Capabilities of Personnel

MATCH REQUIREMENTS

As required by the FFY2012 EMPG program, this is a 50/50 Matching grant.Applicants are required to match fifty percent (50%) of the federal grant funds with local funding. The local match funds may be fifty percent (50%) Hard (cash) match and up to fifty percent (50%)Soft (in-kind) match (see example 1 & 2 below). Refer to the FFY2012 EMPG FOA and the DES Grant Program Policies and Procedures for further match guidance.

Federal Award/Match / Local Match / Total Project Budget
$20,000.00 / $20,000.00 / $40,000.00

Example: 1

Local Match Detail / Hard Match / Soft Match
(up to 50% of soft match) / Total Local Match
$10,000.00 / $10,000.00 / $20,000.00

Example: 2

Local Match Detail / Hard Match / Soft Match
(up to 50% of soft match) / Total Local Match
$20,000.00 / $20,000.00

GRANT PERIOD OF PERFORMANCE

The Performance Period of this grant is a twelve month grant cycle. Projects must have measurable outcomes to be completed within the period of performance. Projects identified in this application may be part of an on-going effort (i.e., updating of EOP, Credentialing, Building and Sustaining Core Capabilities) even after the performance period of the grant. Projects will need to be broken up into achievable activities that will be completed within the period of performance. Clearly identify the individual activities that will be achieved in the Deliverables/Milestones table of the application.

GRANT CYCLE TIMELINE

Grant Writing WorkshopsMarch 7 – March 14, 2012

Draft Application PeriodNLT 5:00pm March 30, 2012

DES & Working Group Reviews, Request forApril 2 – April 6, 2012 Additional Information and Recommendations

Written Recommendations Sent to ApplicantsApril 9, 2012

Applicants Submit Additional InformationApril 9 – April 13, 2012

Final Application SubmittalNLT 5:00pm April 13, 2012

Final State Federal Application to FEMAMay 4, 2012

Grants Management WorkshopsTBD (tentative, June/July)

FEMA Announces State AwardsOn or Before June 1, 2012

Grant Awards to Sub-recipientsTBD (NLT 15 days after official federal award)

Grant Award Performance PeriodTBD (12 month performance period)

Quarterly Reports and ReimbursementsFirst QTR Due July 5, 2012 (report period 04/01/12-06/30/12)

Sub-recipient MonitoringTBD (annual sub-recipient monitoring will be conducted)

Grant CloseoutTBD (tentative, on or before June 2013)

APPLICATION PROCESS

Applicants are encouraged to be familiar with, and refer to the FFY2012 EMPG FOA for federal funding requirements and allowable costs. Additionally, it is encouraged to cross reference the following documents:

• Federal Financial Management Guidance
• 2 CFR Part §215, 2 CFR Part §225
• 44 CFR Part §13
• Presidential Policy Directive 8 (PPD-8)
• National Preparedness Goal
• National Preparedness System
• DES Grant Program Policies & Procedures

Applicants for all grant programs are required to submit a “Draft Application” (as attached) to Disaster and Emergency Services Grants Program by close of business on March30, 2012. Applications may be submitted electronically to or by U.S. Mail to: Disaster and Emergency Services Grants Program, P.O. Box 4789, Fort Harrison, MT 59636-4789.

Applications will be reviewed by DES grant program staff for eligibility and completeness. Additionally, a Subject Matter Expert Grant Review Working Group will review each application to ensure alignment with the overall goals and objectives of the FFY2012 EMPG FOA, the PPD-8, and the National Preparedness Goal. The subject matter experts will forward comments, recommendations and/or a request for additional informationto DES grant staff. Written feedback will be provided to each applicant. Applicants shall provide all additional information to DES by April 13, 2012 and any changes shall be incorporated into the Final application.

Eligible applicants shall submit a Final Application along with supporting attachments (EHP forms) by close of business on April 13, 2012. Sub-recipient Awards, Monitoring and Reimbursements will be determined based on the final application.

Approved applications will be awarded grant funds upon the availability of FEMA Grant Funds and in accordance with the Statewide/Local Risk Assessment.

GRANT MANAGEMENT

The applicant is responsible for complying with all federal and state requirements and regulations. The applicant is bound to the conditions of the award and all special conditions of the award must be met before reimbursements will be paid.

Applicants are required to follow all federal guidances and the DES Grant Program Policies and Procedures regardless of the type of project or the length of the grant period of performance. The DES Grant Program Policies and Procedures do not supersede any federal and/or state requirement.

Fiscal Management

Applicants are responsible for ensuring that grant funds are expended in accordance with federal and state requirements. Additionally, applicants are encouraged to identify a financial manager separate from the program manager, to maintain proper financial controls.

Management and Administration (M&A)

Each applicant may apply for up to five percent (5%) of the requested amount solely for Management and Administrative purposes. Management and Administrative cost are direct costs that are incurred to administer a particular grant award. M&A costs are specific and identifiable to the particular grant award and are charged based on the activity performed for that particular grant award.

M&A costs may include:

• Salaries of full-time or part-time staff or contractors/consultants to assist with the management of the grant award (financial staff)
• Travel expenses directly related to the management of the grant award
• Meeting-related expenses directly related to the management of the grant award

Programmatic Management

Applicantsshall identify a program/project manager to oversee the grant program to ensure that the grant award is executed as outlined in the application and the grant award letter. The program manager will be the main point of contact between the sub-recipient and DES.

Environmental and Historical Preservation (EHP)

Final applications must include complete Environmental and Historical Preservation (EHP) forms for any applicable projects. Forms and related documents may be found online at . To determine whether a project requires an EHP review, please contact DES grants program staff.

Applicants are responsible for the preparation of required EHP documents, as well as the implementation of any treatment of mitigation identified during the EHP review that are necessary to address potential adverse effects.

Applicants must comply with all applicable environmental planning and historic preservation (EHP) laws, regulations, and Executive Orders in order for expenditures to be allowable. Applicants are encouraged to submit a complete EHP review packet to DES prior to the award date. DES will review all EHPs and submit to FEMA at the time of the grant award to the applicant. Applicants must have written approval by DES prior to the use of any grant funding.

FUNDING CATEGORIES

Applicants must identify the funding category(s) that a project adheres to. There may be funding limitations to the following funding categories:

• Management and Administrative
• Planning
• Organization
• Equipment
• Training
• Exercises
• Construction Renovation
• Maintenance and Sustainment

Please refer to Appendix C- Funding Guidelines, of the FFY2012 EMPGFOA (grant guidance) for additional details on restrictions on the use of grant funds.

APPLICATION INSTRUCTIONS

There is a two-step application process:

1. Draft Application- The draft application is due no later than 5:00pm onMarch 30, 2012. Late applications will not be accepted.

1. Final Application- The final application is due no later than 5:00pm on April 27, 2013. The final application shall reflect applicable changes made due to the recommendations by the working group. Grant awards will be made based on the final application.

*Note: There is only one application form. Applicants will need to make applicable changes to the Draft Application and resubmit it as the Final Application.

Please check application for completeness before submission. All questions must be answered with applicable information or N/A for questions that are not applicable

Applications may be submitted electronically to or by U.S. Mail to: Disaster and Emergency Services, P.O. Box 4789, Fort Harrison, MT 59636-4789

Applications must be submitted in the DES application format

Do not add or delete any questions or fields in the application document

Administrative Information

1.Federal Grant: This is the FFY2012 EMPG program.

2. Applicant Agency: This is the agency that will accept the grant award and will ensure that the grant award is executed as awarded.

3.Applicant Address: Address for the Applicant Agency.

4.Applicant Organization Type: What type of agency is the applicant.

5. Applicant FEIN#: Applications are not complete without your Federal Employer Identification Number. Your FEIN# is a nine-digit number used by your finance department for filing and paying various withholding and social security taxes to the Internal Revenue Service. It is also referred to as a Tax Identification Number (TIN).

6. Applicant DUNS#: Applications are not complete without your Dun and Bradstreet Data Universal Numbering System (DUNS) Number.

7. Project Title: Enter a short, but descriptive, title specific to the proposed project.

8. Total Federal Funds Requested: Enter the total amount of funds requesting. Round the requested amount to the nearest dollar.

9. Authorized Official: The individual who is authorized to enter into a legal contract on behalf of the Applicant Agency (i.e., County Commissioner, Tribal Council Member). The Official Authorized to sign must be an individual other than the program/project manager and the financial officer.

10. Program/Project Manager: The program/project manager is the individual that is responsible for the oversight of the program and/or the project. This person ensures that the program/project is executed within the requirements of the grant award.

11. Financial Manager: The financial manager has oversight of the internal controls and ensures that grant funds are expended within the financial requirements of the grant award.

Certifications

The Certified Assurances are state government requirements for these funds. By signing the application, the applicant certifies that he/she has read and will abide by the special provisions and certified assurances. Any questions should be directed to the DES grant program staff.

Project Information

12.Previous Grant Funded Project Title and Funding Allocation: If the project was included and/or funded in a previous grant, please provide the name of the project, the total amount of federal funding that was dedicated to this project, the name of the federal grant, and any accomplishments that will be completed prior to the award of this application request.

13.Project Status: Please provide a brief summary of the current status of this project. What planning or needs analysis was done on this project prior to this application? Is this a new or on-going project, if on-going, what work has already been completed? If this is a new project, what type of needs analysis or assessment was done to determine the need for this project? Has work been started on this project (i.e., planning, EHP assessment, non-grant funded project work)?

14.Description of Project for which Funds are Being Requested: Please describe the project that will be supported with these funds. Provide a complete description of the Project, and its Goals and Objectives. This is the project Scope of Work (SOW). The SOW should clearly state the activities you will perform using your grant funding that will help you accomplish your project goals and objectives. When writing your SOW, identify each activity and the funding source that will support each activity.

15.Disciplines Impacted by the Project: What is the level of collaboration for this project? Does this project serve or include multiple jurisdictions or agencies? If so, please describe how this project will impact multiple jurisdictions. If this project includes other agencies, please list each agency and the POC information for the agency. Are there formal agreements in place related to this project?

16. Core Capabilities: Give a brief narrative of the FFY2012 EMPG FOA priorities and objectives that this projects supports. Refer to the FFY2012 EMPG FOA.

17. Sustainability Plan: Describe the long-term approach to sustaining the capabilities created and/or enhanced by this project. Be specific as to how ongoing costs will be handled (i.e., user fees, personnel costs, equipment maintenance, upgrades, training, equipment insurance, etc.).

18. Deliverables and Milestones:In the Deliverables table, identify four Deliverables which will be achieved within the grant period of performance. Within each Deliverable, list the milestones (i.e., activities) that will be done to achieve the project goals and objectives within each quarter. Provide a description of how each deliverable will be considered complete.

*Note: For FFY2012 EMPG there will be four quarters within the grant period of performance. Each quarter is required to have one (1) Deliverable that is directly linked to the project(s) outlined in the application. There may be several milestones (activities) within each deliverable.

19. Project Budget Table: Provide the total estimated cost to implement this project during the 12 month period of performance by completing the table. Round all figures to the nearest dollar. If non-grant funds are being used to support the costs of the project during the grant period of performance, include the dollar amount in the table.

20. Project Budget Detail and Justification: Address each item in the budget. A justification and explanation is required for all project budget items requested.

Helpful Information about Budget Detail and Justification:

• Clearly explain the basis for your calculations (prorating where applicable); i.e., salary $15,000/year x 50% time for this project = $7,500.
• The Budget Detail and Justification should show the relationship between the amount of grant dollars requested and the proposed goals and objectives; i.e., how they are related to accomplishing the activities of the project.
• Make sure that the budget figures in this section of the application and those on the Project Budget Table are the same.

For each budget category, fully explain the dollar amount requested and justify the need for the requested item. (Example: $20,000 is being requested to purchase X number of VRF5000 kits for A, B, and C law enforcement agencies. The need for these kits was identified during the 2010 X County Collaboration full scale exercise).

Project Categories

21. Management and Administration: Management and Administrative costs are direct costs that are incurred to administer a particular award. A maximum of up to five percent (5%) of the sub-recipients grant award may be requested to be used solely for the management and administration purposes associated with the sub-recipients grant award.

Indirect Costs- are defined as (Operation Expenses) costs that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular award, but contribute to the daily operations of the agency. All Administrative Fees and Indirect Cost Plans (operation expenses) must be negotiated with DES prior to the Final Application. Administrative Fees and Indirect Cost plans from the cognizant agency must be attached as an appendix to the Draft Application. Please contact DES grant staff directly to discuss Administrative Fees and Indirect Cost Plans.

22. Planning: Planning spans across all five NPG mission areas and provides a baseline for determining potential threats and hazards, required capabilities, required resources, and establishes a framework for roles and responsibilities. Planning provides a methodical way to engage the whole community in the development of a strategic, operational, and/or community-based approach to preparedness. FFY 2012 EMPG Program funds may be used to develop or enhance emergency management planning activities. Appropriate planning activities include, but are not limited to:

• Assessments of local and regional hazards, capabilities and risk
• Maintenance of current Emergency Operation Plans (EOPs) that are aligned with the Comprehensive Preparedness Guide (CPG) 101 v.2
• Maintenance of Continuity Plans
• Whole Community engagement planning
• Development of Mutual Aid Agreements and Compacts
• Resource Management planning
• Evacuation planning
• Recovery planning
• Program Evaluation

Describe each proposed planning activity and list budgeted costs in detail. Examples of allowable planning activities may be found in Appendix C- Funding Guidelines of the FFY2012 EMPG FOA(grant guidelines). Expenditures for planning activities not included in the Final Application may not be reimbursed.