FY 11 EMPG

1. FY 11 EMPG SUBGRANTEE & ESC TRAINING

2. WHO IS WHO Grantee – the State of California (Cal EMA) Sub-grantee – Operational Areas (sometimes also called sub-recipient) Sub-recipient – Pass Thru Agency, City, Special District

3. WHOLE COMMUNITY • This year we are promoting the advancement of the “whole community” approach towards security and emergency management efforts. • Building existing practices, institutions and organizations that help make local communities successful, and that can leverage this infrastructure if and when an incident occurs.

4. GRANT PURPOSE • Support comprehensive emergency management at the state, tribal and local levels. • Encourage the improvement of mitigation, preparedness, response and recovery capabilities for all hazards.

5. PERFORMANCE PERIOD July 1, 2011 through June 30, 2012 Retroactive reimbursement may be requested to the start of the performance period, July 1, 2011.

6. MATCHING REQUIREMENTS • Dollar-for-dollar match is required. • Match may be cash or in-kind • Cash – money spent for project-related costs • In-kind – contributions of the reasonable value of property or services in lieu of cash. • Title 44 Code of Federal Regulation (CFR) Part 13 § 13.24 • Title 2 CFR Part 215 § 215.23

7. RESPONSIBILITIES • Submit application by due date • Comply with Grant Assurances – applies to all • Quarterly performance reports • Fiscal management systems

8. RESPONSIBILITIES(continued) • All changes must be submitted and approved PRIOR to incurring any expenses • Remit unexpended funds • Maintain property, programmatic and financial records in accordance with requirements • Comply with audit requirements

9. ENVIRONMENTAL HISTORIC AND PLANNING PRESERVATION (EHP) • FEMA is required to consider the potential impact for all grant-funded projects on environmental resources and historic properties • Any project with the potential to impact natural or biological resources or historic properties ,or involves EOC construction or renovation • Communications towers need FCC process prior to EHP • Installation of equipment, ground-disturbing activities, new construction or modification/renovation of existing buildings or structures • EHP approval required BEFORE activity starts

10. EHP NOT REQUIRED FOR • Planning and development of policies or processes • Management, administrative or personnel actions • Classroom-based training • TTX • Acquisition of mobile and portable equipment

11. DUE DATES • All Performance Reports are cumulative (go back to 7/1/11) • Cash (Reimbursement) Requests are due quarterly, may be requested monthly • Waived (per GMM 2011-13) – Performance Report due for 7/1/2011-9/30/2011 • 11/15/2011– EMPG Application Due • 1/16/2012– Performance Report due for 7/1/2011-12/31/2011 • 4/16/2012– Performance Report due for 7/1/2011-3/31/2012 • 7/31/2012– Performance Report due for 7/1/2011-6/30/2012

12. WHAT’S NEW? • FMFW used for the Application process, Revision Requests and Cash (Reimbursement) Requests • Federal Objectives have been added to the Performance Reports • Cash (Reimbursement) Requests are required to be submitted, at a minimum, on a quarterly basis (Except First Quarter, per GMM 2011-13) • The Performance Report is cumulative • M&A is now up to 5%

13. STATE FOCUS • Information Management Technology and Process • Emergency Responder Credentialing Program • Alert & Warning • Functional Needs • Mass Evacuation • Care and Sheltering • Planning • Exercises • Regional Catastrophic Planning • COOP & COG

14. FOUR OBJECTIVES • Approved Emergency Plans (CPG-101 v. 2) – not required at the OA or sub-recipient level • Completion of a Threat and Hazard Identification and Risk Assessment – not required at the OA or sub-recipient level • Develop and Maintain Multi-Year Training and Exercise Plans (TEPs) – required at State, OA and sub-recipient level • Target Training and Verify Capability of Personnel – required at State, OA and sub-recipient level

15. Multi-Year TEP • A roadmap to accomplish your priorities • Engaging the Whole Community in training and exercises allows all partners to evaluate and improve upon their level of preparedness. • Requirement – develop TEP and update it annually • Exception – if all EMPG funding is used for equipment • Submitted to Cal EMA Exercise Division

16. TEPs (continued) • All EMPG funded personnel shall participate* in no less than three (3) exercises, of any type, between 7/1/11 and 6/30/12. EMPG grant funded personnel are any personnel paid at any percentage with EMPG funds. This includes, M&A and contracted personnel. • Exercises should align to your TEP and to an activity. * There is no specific requirement for the level of participation, observe and attend satisfies the requirement. • After Action Reports must be completed by the exercise host and submitted to Cal EMA and FEMA (encrypted) within 90 days of the exercise. • Multi-Year TEPs must also be submitted to Cal EMA Exercise Division by 9/30/11. • Multi-Year TEPs must also be submitted on a one-time basis with a quarterly performance report

17. EXERCISES • Exercises should evaluate the performance of the capabilities required to respond to the exercise scenario. • Your exercise should align to your TEP and to an EMPG activity.

18. SEVEN TYPES OF EXERCISES • Seminar • Workshop • Tabletop (TTX) • Games • Drill • Functional (FE) • Full-Scale(FSE)

19. ALLOWABLE EXERCISE COSTS • Implementation of HSEEP • Design, develop, conduct and evaluate an exercise • Hiring of full- or part-time staff or contractors/ consultants • Overtime and backfill • Travel (airfare, mileage, per diem and hotel) • Supplies • Other items consumed in direct support of the exercise activities (rental space, signage, event badges, etc. – not food or drink)

20. TARGET TRAINING • Training activities should strategically align to a target capability identified in the Multi-Year TEP. • To ensure the development of a professional emergency management workforce, all EMPG grant funded personnel shall complete 11 training requirements and record proof of completion by 6/30/2012. (This is reported in the Quarterly Performance Reports.)

21. 11 TRAINING REQUIREMENTS • All are free and online through FEMA • Must be reported on quarterly • NIMS Training – IS 100, 200, 700 and 800 • FEMA Professional Development Series – IS 139, 230.b, 235.a, 240.a, 241.a, 242.a and 244.a • “G” course series equivalents satisfy the requirement. • Past completion of the older versions of the courses also satisfies the requirement (i.e. if you took 230.a you do not need to take 230.b)

22. TRAINING • EMPG funds may be used to enhance the capabilities of personnel through establishing, supporting, conducting and attending training • Training should have a community oriented approach that engages at the community level, strengthens best practices and provides a path toward sustainable resilience

23. ALLOWABLE TRAINING COSTS • Develop, deliver and evaluate training • Overtime and backfill • Travel (airfare, mileage, per diem, hotel) • Hiring of full- or part-time staff or contractors/ consultants • Certification/ recertification of instructors

24. 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. • 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. • Should address incidents of varying types and magnitudes.

25. ORGANIZATION • Per the Stafford Act, EMPG funds may be used for all-hazards emergency management operations, staffing and other day-to-day activities in support of emergency management. • Personnel costs including salary, overtime, compensatory time off and associated fringe benefits are allowable costs with EMPG funds. • Proposed personnel costs should be linked to achieving your objectives.

26. EQUIPMENT • Must be allowable equipment for the EMPG grant on the AEL (categories 4, 5, 6, 7, 9, 10, 11, 12, 14, 19 and 21). • General purpose vehicles (SUVs) are allowed to carry about EMPG responsibilities. • See page 19 of the EMPG State Guidance for specifics on communications equipment. • NOTE: All equipment to be purchased must be specified on the application (or a modification done and approved) before it may be purchased.

27. CALIFORNIA PUBLIC SAFETY PROCUREMENT PROGRAM • The 1122 Program allows government agencies to purchase equipment and supplies from the Defense Logistics Agency, the Department of the Army and the General Services Administration. This allows for discounts due to large volume purchases. • The 1033 Program allows for the transfer of excess DOD property to local LE agencies (powers of arrest) at no cost other than shipping. • The Homeland Defense Equipment Reuse (HDER) Program provides no cost refurbished equipment no longer needed by the federal government.

28. CONSTRUCTION AND RENOVATION • Construction and renovation (C&R) activities for a local government’s principal EOC are allowable. • Costs must be consistent with FY 11 EOC Grant Program. • Up to $1 million for construction projects or up to $250,000 for renovation projects. (Remember, it’s a dollar-for-dollar match.) • Construction – new facility or changes to the footprint of an existing facility. Must comply with the Davis-Bacon Act. • Renovation – internal improvements to an existing facility.

29. NECESSARY C&R INFORMATION Prior to the draw down of funds for limited EOC construction and renovation, the following must be provided to Cal EMA: • A description of the EOC facility, location, and scope of the project • A certification that an assessment has been conducted to identify EOC needs (facility, communications capability, computer systems, network capabilities, survivability and sustainability) • Written approval must be obtained from Cal EMA prior to the use of any EMPG funds for C&R • A description of how the construction or renovation project will address the needs identified from the assessment • Consequences of not implementing the construction or renovation project • A NEPA Compliance Checklist (And don’t forget your EHP)

30. MAINTENANCE AND SUSTAINMENT • EMPG may be used for maintenance contracts, warranties, repair and replacement costs, upgrades and user fees for equipment purchased with EMPG funds. • Routine upkeep may not be funded by EMPG. • Contracts may not go beyond the grant period, i.e., 7/1/2011-6/30/2012. • Items must be on the BSIR.

31. UNALLOWABLE COSTS • Weapons systems and ammunition • General-use software, general-use computers and related equipment (some exceptions apply), general-use vehicles and licensing fees • Personnel costs to support the hiring of public officers for public safety duties, positions and responsibilities • Activities unrelated to EMPG • Items not on the EMPG categories in the AEL • Indirect/overhead costs

32. EXCLUDED PARTIES LIST SYSTEM • The Excluded Parties List System (EPLS) includes information on entities who have been debarred, suspended proposed for debarment, excluded or disqualified to receive federal funding. • Check the list before employing a contractor or consultant: https://www.epls.gov

33. SUPPLANTING • Grant funds are used to supplement existing funds , not supplant (replace) funds that have been appropriated or budgeted for the same purpose through non-federal grant sources. • If something is paid for now without grant funds and you wish to use grant funds, that is supplanting, unless… • If you are able to document a reduction in non-federal resources that occurred for reasons other than the receipt or expected receipt of federal funds, that is not supplanting.

34. THE WORKBOOK AND APPLICATION

35. FINANCIAL MANAGEMENT FORMS WORKBOOK (FMFW) • Grant Award Face Sheet • Grant Management Roster • Project Ledger • Project Descriptions • Equipment Inventory Ledger • Organization Roster • Training Roster • Planning Ledger • Exercise Roster • Match • Authorized Agent Sheet • Summary

36. FMFW HELPS & HINTS • - and + in bottom right corner – to minimum or maximize your worksheet • S and H – to Show or Hide selections • Down pointing triangle – drop down menu • Small red triangle – macro with explanatory information • If the black, green, red and blue boxes or the S and H are covering fields, use the – or + key to reset the worksheet

37. APPLICATION COMPONENTS • FMFW • Governing Body Resolution • Authorized Agent Information Form • Grant Assurances • NIMS Compliance Certification • Project Contact Information Sheet

38. INSTRUCTIONS • Lots of great information here • Be sure to enable macros – they provide pop-up help

39. FACESHEET • Grant Recipient • Implementing Agency • Political Districts • Disaster/Program Title • Performance Period – 07/01/11 to 06/30/12 • No need to fill out lines 6-9 (only for multiple grants) • Line 10 auto populates • Read area 11 • Federal DUNS Number • Federal Employer ID Number • Complete and have authorized agent sign area 14 Line 5 information: • Grant Year – 2011 • Fund Source – EMPG • A. State – leave blank • B. Federal – allocation amount • C. Total – self populates from B • D. Cash Match – amount of the match in cash • E. In Kind Match – value of the match in kind • Note - D and E must equal C.

40. AUTHORIZED BODY OF 5 & CONTACT This workbook is used for multiple federal grants. • EMPG does not require the Authorized Body of 5 section to be completed. Place N/A in first line. • Additional authorized agent contact information and contact information portion of page to be completed, if applicable.

41. GRANT MANAGEMENT Who is involved in your grants? • Provide the requested details of EMPG grant funded employees who are involved with the grant. This includes, M&A staff, if applicable. • Name • Title • Area of Responsibility • Employee or Contractor Employee Status – full time, part time, seasonal, temporary, etc.

42. PROJECT LEDGER Each project will need: • Project – this is the project identifier • Name of your project • Funding Source – EMPG • Discipline (use only EMG) • Solution Area (planning, equipment, training, etc.) • Solution Area Sub-Category (developing plans, back-fill for training, etc.) • Total Obligated – list the amount of EMPG grant funds to be directed towards this project • Note – the rest of this ledger is used for Cash Requests

43. PROJECT DESCRIPTION Each project will need: • Project – Use letter (A-T), as identified on the Project Ledger tab. • State Investment Justification - Select from either EMAP #’s (p. 84); National Priorities (p.86) or Target Capabilities (p.86) in the State EMPG Guidance . • Goals and Objectives –Select from Cal EMA Strategic Plan Objectives on pages 45-49 and 84-86 in the State Guidance • Project Description – a detailed description of the project (no more than 1,000 characters) • Need – briefly describe the need for the project and how that need was determined • Project Milestones – where they will be at 6 and 12 months (not 18, this is a one year grant), percent complete and dollar amount expended at that time period. Input N/A in the blank boxes for 18 months.

44. Equipment Inventory If any equipment is to be purchased, this information is needed: • Project – use the project identifier for the EMPG grant funded equipment item that this is associated with • Equipment Description and quantity • AEL Number • AEL Title • SAFECOM Consult – if communications equipment • Discipline (same as on your project) • Solution Area Sub-Category (same as on your project) • After the purchase, additional information will be needed (vendor, invoice number, etc.)

45. ORGANIZATION ROSTER • Project – use the project identifier for the EMPG grant funded organization activity that it is associated with • Organization – enter the type of activity or cost (staffing, operations, room rental) • Funding Source (same as on your project) • Discipline (same as on your project) • Solution Area Sub-Category • Info Sharing/Intel Analysis – for EMPGleave blank • Certification – for EMPG leave blank • Detail – If the organization activity listed is applicable to staffing select an option: Staffing, Backfill, Overtime • Estimated Cost – List the EMPG grant dollar amount attributed to this activity

46. TRAINING ROSTER • Project – use the project identifier for the EMPG grant funded training activity that this is associated with • Course Name – include project name this course relates to • Funding Source (same as on your project) • Discipline (same as on your project) • Solution Area Sub-Category • Feedback Number – assigned by Cal EMA, Training Request Form on line (request 30 days in advance) • Training Activity – pull down menu (classroom, field) • Total Trainees • Identified Host • EHP Approval Date, if applicable • Part of a Procurement Over $100,000 • Sole Source Involved • Estimated Cost – List the EMPG grant dollar amount obligated to this activity

47. PLANNING ROSTER • Project – use the project identifier for the EMPG grant funded planning activity that this is associated with • Planning Activity • Funding Source (same as on your project) • Discipline(same as on your project) • Solution Area Sub-Category • Final Product • Part of a Procurement Over $100,000 • Sole Source Involved • Estimated Cost – List the EMPG grant dollar amount obligated to this activity

48. EXERCISE ROSTER • Project – use the project identifier for the activity this equipment is associated with • Exercise Title • Funding Source (same as on your project) • Discipline (same as on your project) • Solution Area Sub-Category • EHP Approval Date (if needed • Date of Exercise • Exercise Activity (type) • Exercise Host • Date AAR entered into HSEEP • Part of a Procurement Over $100,000 • Sole Source Involved • Estimated Cost – List the EMPG grant dollar amount obligated to this activity

49. MATCH Used for Cash (Reimbursement) Requests • Project • Project Name • Funding Source • Discipline • Solution Area • Solution Area Sub-Category • Cash Request # • Match Expended (no decimals) • Total Match (no decimals)

50. Authorized Agent This form must be submitted with the following: • Application • Every Cash (Reimbursement) Request • Every Modification • The person who signs this must be listed on the Governing Body Resolution and the Authorized Agent Information Form