2018 Emergency Management Performance Grant (EMPG)Application Workshop

October 2018

Today’s Topics1) EMPG Objective-Overview

• Key Changes• Allowable Activities• Unallowable Costs• Functional Timesheets

2) Application Components

3) EMPG Requirements• Training and Exercise Requirements• Match/Cost Sharing• Performance Reports

4) Public Alert and Warning 2

EMPG ObjectiveTo assist state, local, and tribal governments in preparing for all-hazards

To support a comprehensive, all-hazards emergency preparedness system by building and sustaining the core capabilities contained in the National Preparedness Goal (NPG) is located on Cal OES’s EMPG webpage:http://www.caloes.ca.gov/GrantsManagementSite/Documents/National_Preparedness_Goal_2nd_Edition.pdf

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EMPG ObjectiveThe EMPG Program supports investments that improve the ability of jurisdictions to:• Prevent a threatened or an actual act of terrorism;

• Protect our citizens, residents, visitors, and assets against the

greatest threats and hazards;

• Mitigate the loss of life and property by lessening the impact

of future disasters;

• Respond quickly to save lives, protect property and the

environment, and meet basic human needs in the aftermath

of a catastrophic incident 4

Overview

• FY 2018 EMPG Key Changes

• EMPG Allowable Activities

• EMPG Unallowable Costs

• Functional Timesheets

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Key Changes

• NOFO identified no minimum exercise requirements for the state. Subrecipients and the state are required to complete three exercises by the end of the subaward performance period

• NOFO identified that EMPG recipients will report through the new THIRA/SPR methodology implemented in 2018. This applies to only the state and UASI’s for 2018 however, subrecipients should prioritize funding that address capability gaps identified in the THIRA/SPR.

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Allowable Activities

POETE• Planning• Organization• Equipment• Training• Exercises

• Maintenance & Sustainment

• Construction & Renovation

• Management & Administration

• Indirect Costs

Resource: FY 2018 Notice of Funding Opportunity, Appendix B, Page 40-507

POETE Examples

Planning – Emergency Operations PlansOrganization – Staffing Costs: salary, overtime, time off, and benefitsEquipment – Interoperable Communications Training – Travel and Tuition ExpensesExercise – Conducting exercises

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Allowable ActivitiesMaintenance & Sustainment• Maintenance Contracts • Warranties• Repair/Replacement Costs• Upgrades• User Fees• Licenses

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FMFW—Project Description Tab Maintenance And Sustainment

• The AEL Number and Title of the Equipment

• The duration of the coverage

• Is the service/warranty being purchased at the same time as the equipment or is it a purchase for pre-existing equipment

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Allowable ActivitiesCONSTRUCTION & RENOVATIONPrimary/main Emergency Operations Center

• Construction (up to $1 million) New building or expanding footprint of an existing facility

• Renovation (up to $250,000) Internal improvements to an existing EOC • Both require written FEMA approval, an EOC Investment Justification

and are required to submit a SF-424C Form and Budget detail citing the project costs

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Allowable ActivitiesManagement & Administration (M&A)M&A costs are necessary costs incurred in direct support of the grant or as a consequence of the grant.

• Activities directly relating to the management and administration of EMPG

• Financial management and reporting

• May use up to five percent (5%) of their subaward

• Reimbursed at 5% of the expended federal share12

Allowable ActivitiesIndirect Cost Rate

Method One• The applicant has an

approved indirect cost rate with the cognizant Federal agency

• At the time of application, a copy of the approved rate (a fully executed, agreement negotiated with the applicant's cognizant federal agency) is required

Method Two• OAs may claim the 10% De

Minimis Rate if they:• Have never received a

negotiated indirect cost rate

• Receive less than $35M in direct federal funding per year

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Allowable Indirect Costs–Grant Subaward Face Sheet

• Indirect Cost Rates applied to Cal OES grants must be identified on the Face Sheet and can only be requested at the time of initial application. 14

Allowable Indirect Costs–ICR Summary

ICR Summary Tab

Project Ledger

Indirect Costs Tab

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Unallowable Costs

• Unallowable Equipment: Grant funds must comply with IB 426

• Costs to support hiring sworn public safety officers for the purposes of fulfilling traditional public safety roles.

• Positions or items purchased to supplant existing funds

• Activities and projects unrelated to the EMPG Program

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Functional Timesheets• Functional Timesheets are utilized to document specific

activities and costs for employees who work on more than one Federal award.

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FY 2018 Emergency Management Performance Grant Program

APPLICATION COMPONENTS

Financial Management

Forms Workbook (FMFW)

EMPG Application Components

CompleteFY18 EMPG

Application

Governing Body

Resolution (GBR)

Grant Assurances

Subrecipient Grants

Management Assessment

FFATA Financial

Disclosure

Indirect Cost Rate

Negotiation Agreement

(if applicable)

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Financial Management Forms Workbook (FMFW)—General Information

• Contains all EMPG project information and financial data• Each tab of the FMFW must be included with the initial

application package

• If a tab will not be used, indicate “N/A” on the tab in Row 22

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FMFW—General Information• Verify DUNS Number(s) are active

• SAM Update: All non-Federal entities must still mail the original, signed copy of the notarized letter to the Federal Service Desk. However, All non-Federal entities who create or update their registration in SAM.gov will no longer need to have an approved Entity Administrator notarized letter on file before their registration is activated.

• The registration process may take up to four weeks• The provided letter templates in the instructions must be

used

New login process for SAM.GOV can be found at: https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/sam-update-updated-july-11-2018

FMFW—General Information Cont.

• Authorized Agent named at the bottom of the Face Sheet will receive all correspondence pertaining to the subaward

• Use the same titles that are on the Governing Body Resolution for the Face Sheet, Authorized Agent Contact Information and Authorized Agent tabs (and on all the application components)

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FMFW—Training TabFeedback Number

• A Training Feedback Number should be obtained 30 days prior to the training event.

• A Training Request Form is required to obtain a feedback number follow the direct link listed below to the “Training Request Form:” http://w3.calema.ca.gov/WebPage/trainreq.nsf/TrainRequest?OpenForm

• A tutorial on “Obtaining a Training Feedback Number” is located on Cal OES’s EMPG webpage at: http://www.caloes.ca.gov/cal-oes-divisions/grants-management/criminal-justice-emergency-management-victim-services-grant-programs/emergency-management-performance-grant

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Governing Body Resolution (GBR)• Identifies the authorized agent by NAME—if that person

leaves, a new GBR and a modified FMFW Authorized Agent and Contact Information tab will be needed to identify a new authorized agent

• Identifies the authorized agent by TITLE—if that person leaves, a modified FMFW Authorized Agent and Contact Information tab will be needed

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Grant Assurances• A newly signed Grant Assurances form must be

submitted for FY18

• Name and title of the person signing must match what is identified on the Governing Body Resolution (GBR)

• Every page requires initials, including the last page containing a signature

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Subrecipient Grants Management Self-assessment

• Evaluates risk of noncompliance with federal statutes, regulations, and grant terms and conditions

• Amount of experience each Subrecipient has in the management of federal grant awards

• Level of technical assistance, training, and oversight necessary during the Performance Period

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Application Submission

The completed/reviewed original signed hard copy of the completed application applications shouldbe received by November 16, 2018

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FY 2018 Emergency Management Performance Grant Program

TRAINING AND EXERCISE REQUIREMENTS

Multi-year Training & Exercise Plan• Link to the NPG Core Capabilities

• Be updated annually

• At a minimum, cover this two-year period: January 1, 2019 – December 31, 2020

• Email by October 1, 2018 to:

• EMPG Program Representative

• MY-TEP Point of Contact (POC) – at exercise@caloes.ca.gov

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TRAININGFOR EMPG-FUNDED PERSONNEL

Training Requirement

• Complete training by June 30, 2019

– Option 1: NIMS TrainingFEMA Professional Development Series (PDS)

• IS 120.c An Introduction to Exercises updated 2/12/18

– Option 2:National Emergency Management Basic AcademyEMI Basic Academy Online Prerequisites 30

Training Requirement Option 1National Incident Management System (NIMS) Training:• IS 100.b Intro to ICS• IS 200.b ICS for Single Resources and Initial Action Incident • IS 700.a Intro to NIMS• IS 800.b Intro to NRF

FEMA Professional Development Series (PDS):• IS 120.c Intro to Exercises dated 2/12/18• IS 230.d Fundamentals of Emergency Management dated 12/16/2013• IS 235.c Emergency Planning dated 12/15/2015• IS 240.b Leadership and Influence dated 06/16/2014• IS 241.b Decision Making and Problem Solving dated 03/31/2014• IS 242.b Effective Communication dated 03/31/2014• IS 244.b Developing and Managing Volunteers dated 03/29/2013

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Training Requirement Option 2National Emergency Management Basic Academy: • E/L0101, Foundations of Emergency Management – 10 days (80

hours)• E/L0102, Science of Disaster – 3 days (approximately 24 hours)• E/L0103, Planning Emergency Operations – 2 days (16 hours)• E/L0104, Exercise Design – 2 days (16 hours)• E/L0105, Public Information and Warning – 2 days (16 hours)EMI Basic Academy Online Prerequisites:• IS-100 (any version), Introduction to ICS• IS-700 (any version), Intro to NIMS (3 hours)• IS-800.b Intro to NRF (3 hours)• IS-230.d Fundamentals of Emergency Management (10 hours)

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Exercises ForEMPG-Funded Personnel

Exercise Requirement:All EMPG Program-funded personnel shall: • Participate in no less than three exercises in a 12-month

period of July 1, 2018 – June 30, 2019. Any level of participation is acceptable.

• EMPG Program-funded personnel are any personnel paid at any percentage with EMPG funding, including M&A staff.

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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) Your EMPG Program Representative 2) The HSEEP email address at hseep@fema.dhs.gov

• All AARs must be submitted by no later than June 30, 2019

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FY 2018 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM

MATCH REQUIREMENT

Match/Cost ShareA dollar-for-dollar cost match is required under the EMPG Program.

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. This type of match must be supported with source documentation.

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FMFW—Project Descriptions Tab Match

50% EMPG/50% Match for the same project

Use the verbiage in the box below as template language to explain what will be used as the matching component using 50% EMPG funds/50% Match with local funds.

Match for Project B is 50% cash match from County general funds to match the 50% EMPG funds.

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50% EMPG/50% MatchProject Ledger And Match Tabs

Using 50% EMPG funds/50% Match with local funds, the Project Ledger and Match tabs will mirror each other

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FMFW—Project Descriptions Tab Match

100%EMPG/100% Other Match

Use the verbiage in the box below as template language to explain what will be used as the matching component using 100% EMPG funds/100% Match with local funds for another EMPG-eligible project.

Match for Project B is 100% cash match from County general funds for OES personnel costs to match the 100% EMPG funds.

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100% EMPG/100% Other MatchProject Ledger And Match Tabs

Using 100% EMPG funds/100% Match with local funds for another EMPG-eligible project, the Project Name and the Matching Source will need to be identified and the matching component’s Solution Area and Solution Area Sub-Category will need to be identified

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100% EMPG/100% Other MatchProject Ledger And Match Tabs

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FY 2018 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM

PERFORMANCE REPORTS

Performance ReportsSubrecipients must submit quarterly Performance Reports on EMPG project status, training and exercise data, and other metrics that are required by FEMA

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Grant Activities Table• List project letters and names from the FMFW’s Project Ledger• Tasks to be completed • Status: Not started, On-Time, Complete, Delayed or Cancelled• Summary of activities to complete the tasks

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Personnel Data Table• EMPG Personnel Costs--the total amount of Federal

and match– Calculated by totaling EMPG dollars allocated to

staffing throughout the FMFW including the Match tab

• The number of emergency management personnel on the FMFW’s Personnel tab

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Training Data TableProjects in Part IV link to the FMFW Training tab

• List the EMPG-funded training courses completed during the quarter

• The total number of attendees, both EMPG-funded and otherwise

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EMPG Program-funded Personnel Training Record

• List first and last names of staff on the FMFW’s Personnel tab

• Enter the training completion dates for staff up to the quarter being reported

NOTE: Staff completing Training Option 2 will report their progress in attached document.

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EMPG Program-funded Personnel Exercise Record

• List first and last names of staff on the FMFW’s Personnel tab

• Enter the name and date of exercises completed in the quarter being reported

NOTE: Staff completing Training Option 2 must still report on their exercise completion progress on this table

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FY18 EMPG Performance Report Submission Instructions

Submit an electronic copy via email to your EMPG Program Representative for review. They will provide feedback and direct the Subrecipient to re-submit the final electronic copy

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FY 2018 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM

ALERT AND WARNING SYSTEMS

Public Alert And WarningSenate Bill (SB) No. 833• On or before, July 1, 2019, Cal OES, in conjunction with

certain agencies and associations, shall develop guidelines for alerting and warning the public of an emergency

• Cal OES may impose conditions upon city and/or county applications for any voluntary grant funds that have a connection to emergency management performance requiring operation of alert and warning activities consistent with the guidelines.

• Within 6 months of the guidelines being available, Cal OES shall develop an alert and warning training 51

Public Alert And Warning GuidelinesPer Senate Bill (SB) No. 833The guidelines shall include at minimum, the following:1) Timelines for sending alerts during an emergency2) Practices for sending advance warnings of an impeding

threat3) Practices for testing, training on, and exercising a city

and or county’s alert and warning system4) Consideration for coordinating alerts with neighboring

jurisdictions5) Guidelines and protocols for redundancy and utilizing

multiple forms of alerts52

Public Alert And Warning Guidelines Cont.

6) Guidelines and protocols for chain of command communications and accounting for staffing patterns to ensure a trained operator is always on call

7) Practices for effective notifications to the access and functional needs population as defined in subdivision (b) of Section 8593.3

8) Message Templates

9) Common terminology53

Public Alert And Warning Cont.Assembly Bill (AB) No.1877• Cal OES must create a library of translated emergency

notifications and a translated style guide, to be used when issuing emergency notifications to the public.

• Six months after the library is launched, Cal OES may impose conditions upon city and/or county applications for any voluntary grant funds that have a connection to emergency management performance requiring the designated alerting authority to translate emergency notifications.

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Public Alert And Warning Cont.

• Allowable under both HSGP and EMPG Programs

• Cal OES encourages Subrecipients to consider how use of this funding may ensure that their jurisdiction’s alert and warning activities are consistent with the guidelines developed Pursuant to SB 833 of the 2018 Legislative Session

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Questions?