capital area council of governments fy2016 homeland security grant application workshop homeland...

CAPITAL AREA COUNCIL OF GOVERNMENTS

FY2016 HOMELAND SECURITY GRANT APPLICATION WORKSHOP

Homeland Security DivisionCapital Area Council of Governments

December 11, 2015

CAPCOG FY 2016 Workshop

12/10/2015 Capital Area Council of Governments 2

• Welcome

• Office of the Governor Request for Applications

• Completing the Application

• Regional Grant Process

Request for Applications


Office of the GovernorHomeland Security Grant Division

FY 2016 State Homeland Security Program


“The SHSP assists state, tribal and local preparedness activities that address high-priority preparedness gaps across all core capabilities and mission areas where a nexus to terrorism exists. SHSP supports the implementation of risk driven, capabilities-based approaches to address capability targets set in urban area, state, and regional Threat and Hazard Identification and Risk Assessments (THIRAs).“

Eligible Applicants

• Incorporated municipalities• Counties• Regional councils of governments• States• Federally-recognized Indian tribes• Universities and colleges• Nonprofit organizations


Eligibility Requirements

• Emergency Management PlanIntermediate level

• National Incident Management SystemAdoption of NIMSNIMS Implementation Policy/Procedure

• Texas Regional Response NetworkActive accountHSGP-funded, deployable assets valued >$5,000

listed


Eligibility Requirements (continued)


• A-133 AuditIf >$500,000 in federal & state grant funds expended

in fiscal yearMust be conducted by an outside agency or auditor

• Criminal History Reporting90% or greater reporting compliant for both adult

and juvenile cases by countyApplicants operating a LE agency must be current

(for 3 years) on reporting Part I violent crime data to DPS for inclusion into annual Uniform Crime Report

Eligibility Requirements (continued)

• Active DUNS number• http://www.dnb.com/get-a-duns-number.html• Active SAM.gov account• https://www.sam.gov• Compliance with 2006 & 2008 Federal Funding

Accountability and Transparency Act (FFATA)• Compliance History with the Uniform Crime

Report (UCR) for applicants operating a law enforcement agency


http://www.dnb.com/get-a-duns-number.html

http://www.dnb.com/get-a-duns-number.html

https://www.sam.gov/

https://www.sam.gov/

Rules, Regulations and Certifications

• Applicants are required to certify and assure continued compliance with a number of federal and state statutes

• An example of certification requirements can be found on the CAPCOG Homeland Security Division website at http://www.capcog.org/documents/homelandsecurity/Homeland_Security_Grant_Program/Addendum_to_Regional_Grant_Process_FY_2016.pdf)

• Rules related to civil rights for applicant employees and projects or activities can be found on the Office of the Governors website at http://gov.texas.gov/files/cjd/Civil_Rights_Presentation.pdf)1/7/2015 Capital Area Council of Governments 10

http://www.capcog.org/documents/homelandsecurity/Homeland_Security_Grant_Program/Addendum_to_Regional_Grant_Process_FY_2016.pdf





http://gov.texas.gov/files/cjd/Civil_Rights_Presentation.pdf



Eligible Activities


• Must support one or more of the Investment Categories as identified in the RFA

• Budgetary line items must be allowable per the Authorized Expenditure List

• Must align with a goals, objectives, and priority actions identified within the Texas Homeland Security Strategic Plan 2015-2020

• Proposed projects must have a “nexus to terrorism”

Eligible Activities (continued)


• Modification to existing structures or the construction of new structures WILL require an Environmental & Historical Preservation Study (EHP)Effective documentation within the application will

prevent applicants from having to complete unnecessary EHPs

EHPs can take 6+ months of project time for approval from DHS/FEMA

Prohibited Activities and Equipment


• Homeland Security Grant Program may not be used to fund certain activities or types of purchases:Weapons and weapon accessories (including less-

than-lethal)Ammunition ExplosivesCompensation for elected government officialsReligious activities



LobbyingPromotional giftsMembership dues for individualsTickets or fees for activities or sporting eventsLobbyingPromotional giftsFood, beverages, or refreshments, except pre-

approved eventsFundraising



Any other prohibition imposed by federal, state, or local law.

Non-P25 compliant radio equipment*Equipment/services not categorized in the AELTraining not approved by FEMA and TDEM

Project Application Priorities


• Federal HSGP Grant Guidance• Texas Homeland Security Goals and Investment

Categories• Regional Priorities

Federal Special Focus Areas


• DHS traditionally includes one or more special focus areas

• Federal Focal Points (from FY2015)CybersecurityInfrastructure SystemsHealth & Social ServicesHousingLong-Term Vulnerability Reduction

• Areas may change due to current events for FY16

State Goals


• Texas Homeland Security Strategic Plan (2015-2020)

Investment Categories

• Fusion Centers• Intelligence and Information Sharing (non-fusion

center)• Interoperable Communications• Special Response Teams and First Responder

Capabilities• State, Regional and Local Planning• Operational Coordination• Critical Infrastructure


Regional Priorities


• Planning• Community Resiliency (including Citizen Corps)• Interoperable Communications• Operational Coordination & Information Sharing• Special Response Teams (including CBRNE /

hazmat, technical rescue, SWAT and IED)

Regional Priorities (continued)


• Public Warning and Emergency Notification Systems

• Training & Exercises• Fusion Centers• Other areas addressed in the regional THIRA,

State Preparedness Report, and Implementation Plan (a copy will be e-mailed to workshop attendees)

Completing the Application Worksheet


Application


• All applications MUST be submitted on the FY2016 CAPCOG Application Worksheet (MS Excel file)

Application Worksheet - http://www.capcog.org/divisions/homeland-security/

http://www.capcog.org/divisions/homeland-security/

http://www.capcog.org/divisions/homeland-security/

Application

• All appropriate personnel must have a valid Texas OOG eGrants account at the time of submissionApplicants will NOT enter projects directly into

eGrantsCAPCOG will be the “Grant Writer” in eGrants in

order to ensure that issues that arise between the OOG and the Applicant are addressed in a timely manner.


Who Needs an eGrants Account?


Application Worksheet


• Incomplete applications and applications not submitted by the deadline will NOT be considered for funding



• Data connections MUST be enabled for the spreadsheet to work correctly!

1

2

3


• All SHSP-funded projects can have up to a two-year performance period but shorter POPs for equipment are encouraged

• Make sure your start and finish dates align with your milestones

“Project period: Grant-funded projects must begin on or after September 1, 2016, and expire on or before August 31, 2018. Grant-funded equipment only projects are generally awarded for a six-twelve month grant period. HSGD will consider any other proposed changes to the start or end dates on a case-by-case basis.”


Application Worksheet Narrative


• Project SummaryProposed activitiesWhat outcomes will the project bring?What will be achieved?Summarize your narrative to provide an easier-to-

understand summary of the “Who, What, When, Where, Why, and How” of your project

Demonstrate ability to address terrorism risk


• Problem StatementWhat risk(s) exists that necessitates the project

(terrorism nexus)?Reference the THIRA if applicableWhat specific issues will the project target? Leverage

your threats and risks and be SPECIFIC!• Describe the Capability Levels

What are you already doing to address your risks? Existing levels, i.e., resources currently in place



• Describe the capability gap(s)…What capabilities, personnel, plans, or equipment is

missing that prevents you from addressing the threats/hazards faced?

Reference the SPR• Impact Statement

Describe how project will maintain capabilitiesReduce gapsOutcomes or Outputs*




• Homeland Security Priority Actions Results from the five State HS Goals

• Target GroupShould have a regional benefitHow will other cities & counties benefit from the project?

• Long-term Approach How will you maintain equipment, training, and the general

capability beyond this grant w/o federal funds.

Performance Measures Section


• Each project must have at least one output measure and at least one outcome measure

• More if applicable• Measures should address specifically what is to

be accomplished by the projectExample: Communication “dead spots” within

Freestone County will be decreased by 30%

Making it Match


Budget Detail Total = Budget POETE Total

Budget POETE Total = Budget Discipline Total

Budget Discipline Total = Budget Detail Total

Defining Budget Detail


Defining Budget POETE/Discipline


Defining Budget POETE/Discipline (cont.)


Budget Detail


• All budget line items are evaluated for approval on a case-by-case basis by the OOGEffective documentation of need and use of each

item on the application aides in ensuring approvalWhen in doubt, document!

• Who is receiving/using• What is being purchased/funded• When will milestones be accomplished (timeline)• Where will assets be located/stored/installed• Why is the project necessary• How will the project be implemented and sustained

Answering the Hard Questions


WHO?WHAT?

WHEN?WHERE?

WHY?HOW MUCH?

Finishing Up

• Save early, save often!

• Ensure that all orange blanks have been filled out

• Ensure that all appropriate persons have an active eGrants account

• Ensure the correct email addresses have been listed in the application

• Email completed worksheet to [email protected]


mailto:[email protected]

Submitting the Application

• Email completed worksheet to [email protected]

• The three officials will be notified when the application has been entered for review and to be certified by AO. At that point, go to:

• Texas eGrants - https://egrants.gov.texas.gov/Default.aspx?i1=99



https://egrants.gov.texas.gov/Default.aspx?i1=99

Prioritization Process


Key Topics


• Prioritization process

• Project period, timelines and deadlines

Regional Grant Prioritization Process


Executive Committee

approves grant prioritization

process

Application Workshop

Applicants submit project applications

to CAPCOG

HSTF Committees assign priorities to

projects based upon tiers

SDC and HSTF committee chairs prioritize projects

for presentation to HSTF

HSTF review and makes

recommendation to Exec. Committee for

approval

Executive Committee

approves prioritized project list

OOG funds, partially funds, or denies

funding for applications

Post-Award Grant Management

Workshop

Authorized official accepts grant

award(s)

Note on Prioritization

• Vendor Hold Can Cost You• Check with OOG• Drop position 1 place after evaluation


Timeline for Grants

• December 11, 2015 – Mandatory Application Workshop, 1st offering (9:00 AM @ CAPCOG)

• December 16, 2015 – Mandatory Application Workshop, 2nd offering (1:30 PM @ CAPCOG)

• December 18, 2015 – FY2016 SHSP Application Period Opens• December 18, 2015– CAPCOG begins entering projects into eGrants, unprioritized• January 15, 2016 – CAPCOG’s FY2016 SHSP Application Period Closes @ 5:00 PM• February 11, 2016 – HSTF Scoring and Prioritization Meeting • February 29, 2016 – Deadline for AO to submit application in eGrants• March 9, 2016 – Executive Committee approves/disapproves/modifies HSFT’s project

prioritization; Applications are released to COGs for prioritization• March 31, 2016 – CAPCOG submits prioritization results to OOG• August 1, 2016 – CCH Compliance Confirmed• August 31, 2016 – Award Notices Released


Thank you


Capital Area Council of Governmentswww.capcog.org

Eric Carter, HS [email protected] 512-916-6026

Carolyn Sudduth, HS Planning [email protected] 512-916-6014

eGrants Help Desk [email protected] 512-463-1919

http://www.capcog.org/




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