Investment Justifications Allowable Costs and Final Issues

1. Investment JustificationsAllowable Costs and Final Issues 1

2. SAA Process for Collecting Needs 2

3. IJ Overview Statewide Interoperable Planning Activities 1 2 3 Determine Grant Programs Best Fit to Fund IJs 3

4. How It Fits Together GAPS SCIP GOALS Investment Justification PSIC FUNDING 4

5. IJ Timeline August 22, 2007 – Application and Narrative Due SAA had to describe plan to solicit, review, and select Investments from State, local, and tribal government public safety agencies and authorized nongovernmental organization December 3, 2007 – Investment Justification Due Overview tab requires SAA to describe process used to identify, prioritize, and select Investments included in the Investment Justification State and local projects should be selected and identified by the submission of the IJ Contact your State Administrative Agency http://www.ojp.usdoj.gov/odp/contact_state.htm

6. Allowable Costs Planning and Coordination Developing standard operating procedures for the use of the equipment, software, or systems Developing and enhancing communications plans and protocols Developing and/or conducting technology and needs assessments Developing requirements definition and analysis Developing concept-of-operations Acquisition Acquisition planning Collecting asset inventories Conducting technology alternatives and feasibility analyses Developing system design (e.g.., engineering or site survey) Authorized equipment list Deployment Installing and build-out of communications system infrastructure Distributing portable and mobile equipment Conducting system acceptance testing Conducting certification and accreditation 6

7. Allowable Costs Operations and Maintenance Costs that are NEW and directly associated with the PSIC Investment, non-supplants, and applicant must have a sustainability plan beyond the grant period of performance O& M costs of equipment such as service fees for cellular and satellite-enabled equipment and related communications service Personnel and fringe benefit costs for new personnel whose position(s) directly relate to the PSIC Investment Utility costs, supplies, repair and replacement costs General logistic support costs Training Conducting comprehensive interoperable communications user training on equipment, software, or systems Conducting multi-jurisdictional interoperable communications-specific exercises and drills Developing user guides and instruction manuals (e.g., develop a “cheat sheet” to ensure effective use of the interoperable communications system Hiring of personnel or contractors/consultants to conduct training activities, including backfill and overtime costs 7

8. Disallowable Costs Disallowable Costs Hiring of a sworn public safety officer for the purposes of fulfilling traditional public safety duties or to supplant traditional public safety positions and responsibilities Supplanting existing costs, such as salaries, benefits and overtime for existing employees, sworn officers, grant writers, and other staff who do not directly contribute to the PSIC project Office expenses such as phones, vehicle costs, office rentals, furniture and equipment, office supplies, and indirect charges 8

9. Eligibility Public Law 109-171 defines public safety agency as: “…any State, local, or tribal government entity, or nongovernmental organization authorized by such entity whose sole or principal purpose is to protect the safety of life, health, or property.” (See Pub. L. No. 109-171, § 3006(d)(1), 120 Stat. at 24 (2006) Public safety agencies may include homeland security, law enforcement, fire, and emergency medical services, etc. For example, such State public safety agencies may include State Highway Patrols, State Health organizations, and State Departments of Public Safety. Authorized nongovernmental organizations may include for-profit ambulance services, volunteer fire fighters, and agencies that are responsible for responding to 911 calls, among others. 9

10. Multi-JurisdictionalMulti-Agency Proposals must meet both requirements Describe multiple jurisdictions State project State and local combined initiative More than one local government More than one tribal government Combination of local and tribal governments Regionally-focused projects Describe multiple agencies and/or multiple disciplines Project should involve multiple functions areas: fire, law enforcement, emergency management, public health, public works, communications centers, etc. A State Police agency would need to have an effort that involves another discipline, such as fire or transportation Local initiatives need to involve more than one functional area, such as an emergency management and public health initiative

11. Matching Requirements Applicant is required to provide not-less-than 20 percent of the costs of acquiring and deploying the interoperable communications system The non-federal match must be associated with the acquisition, deployment, and/or M&A of the investment Planning, coordination, and training activities do not require a match. The applicant cannot use these activities to count toward the non-federal matching requirement

12. Period of Performance Statewide Plan - Period of Reimbursement April 1, 2007 – December 3, 2007 Up to 5% of the total allocation can be reimbursed for the State’s costs incurred to incorporate the PSIC criteria into the Statewide Communications Interoperability Plan. Costs must be associated with the PSIC criteria Period ends December 3rd with the submission of the Statewide Plan Grant - Period of Performance October 1, 2007 – September 30, 2010 These funds have a Special Condition so that the applicant cannot expend, obligate, or drawdown federal funds until approval of the Statewide Plan and Investment Justifications Period between October 1 and approval, applicant can (at own risk) incur costs associated with the acquisition, deployment, and M&A of the interoperability project, which will not be reimbursed but can be used as portion of the match requirements, if the project proposal is approved Planning, coordination, and training costs incurred prior to the approval of Statewide Plans and IJs (not related to the SCIP/PSIC criteria) will not count towards the match or be reimbursed All funds must be EXPENDED by September 30, 2010 12

13. Contact Information:Laura PettusEmail: lpettus@ntia.doc.gov