Okaloosa County BOCC — June 3, 2014 — 2014-2015 EMPG Okaloosa County — reading text

Program. Counties must be able to prepare for, respond to, recover from, and mitigate against natural and man- made disasters/ emergencies. EMPG Base Grant funding is intended to enhance county emergency management plans and programs that are consistent with the State Comprehensive Emergency Management Plan and Program (reference Rule Chapter 27P-6, Florida Administrative Code and Chapter 252, Florida Statutes). This Scope of Work recognizes that each recipient is at a varying level of preparedness, and it is understood that each county has a unique geography, faces unique threats and hazards, and serves a unique population. The objective of this funding is to assist in providing operating support for the areas outlined in Attachment C to maintain a county emergency management program. The objective is to help fund the county Emergency Management programs and maintain a 24-7 (this includes on-call coverage) daily response to county emergencies. The minimum acceptable standard for payment is a twelve month 24-7 operation. Emergency Management operation below the minimum standard will result in a prorated reduction in payment. In addition, the County is to achieve the following emergency management deliverables throughout the contract period to ensure county compliance and coordination with the state emergency management. Items listed in Attachment D are to be reviewed during the mid-year and end-of year progress report prepared in conjunction with the Division’s Regional Coordinator to ensure county compliance. Any two deliverables in the series of 1 to 4 not completed will cause a 5% reduction in the overall amount of the reimbursement authorized in this agreement. Documentation supporting the completion of the goals outlined below should be submitted on the Quarterly Financial report. By signing this Agreement the Recipient certifies that it will use the award to enhance its Emergency Management Program. Monitoring: Monitoring may be accomplished through either a desk-based review or on-site monitoring visits, or both. Monitoring will involve the review and analysis of the financial, programmatic, performance, compliance and administrative processes, policies, activities, and other attributes of each county and will identify areas where technical assistance, corrective actions and other support may be needed. Desk monitoring is the review of projects, financial activity and technical assistance between the Division and the applicant via e-mail and telephone. On-Site Monitoring are actual visits to the recipient agencies by a Division representative who examines records, procedures and equipment. 15 The Division may request additional monitoring/information if the activity, or lack thereof, generates questions from the region, the sponsoring agency or Division leadership. The method of gathering this information will be determined on a case-by-case basis. 16  Attachment C Budget Narrative I. Categories and Eligible Activities Emergency Management Performance Grants Program Guidance FY2014 allowable costs are divided into the following categories: organizational, planning, training, exercise, equipment, and management and administration cost are allowable. A. Organization Per the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, 42 U.S.C. 5121-5207, EMPG Program funds may be used for all-hazards emergency management operations, staffing, and other day-to-day activities in support of emergency management. Proposed staffing activities should be linked to accomplishing the projects and activities outlined in the EMPG Program Work Plan. Personnel costs, including salary, overtime, compensatory time off, and associated fringe benefits, are allowable costs with FY 2014 EMPG Program funds. These costs must comply with 2 CFR Part §225, Cost Principles for State, Local, and Indian Tribal Governments (Office of Management and Budget [OMB] Circular A-87). B. Planning Planning spans across all five National Preparedness Goal (the Goal) 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. FY 2014 EMPG Program funds may be used to develop or enhance upon emergency management planning activities, some examples include: • Provide input for data collection in THIRA development • Development of an all-hazards mitigation plan based on identified risks and hazards Emergency Management/Operation Plans • Maintain/enhance current local County Emergency Management Plan (CEMP) • Modifying existing incident management and emergency operations plans • Developing/enhancing large-scale and catastrophic event incident plans Communications Plans • Developing and updating Statewide Communication Interoperability Plans • Developing and updating Tactical Interoperability Communications Plans Continuity/Administrative Plans • Developing/enhancing Continuity of Operation (COOP)/Continuity of Government (COG) plans 17 • Developing/enhancing financial and administrative procedures for use before, during, and after disaster events in support of a comprehensive emergency management program Whole Community engagement/planning • Developing/enhancing emergency operations plans to integrate citizen/volunteer and other non- governmental organization resources and participation • Engaging the “Whole Community” in security and emergency management is critical to achieving the NPG • Public education and awareness on emergency management and preparedness • Planning to foster public-private sector partnerships • Development or enhancement of mutual aid agreements/compacts, including required membership in EMAC Resource management planning • Developing/enhancing logistics and resource management plans • Developing/enhancing volunteer and/or donations management plans • Acquisition of critical emergency supplies defined as: shelf stable food products, Water, and/or basic medical supplies. Acquisition of critical emergency supplies requires each State to have FEMA’s approval of a viable inventory management plan; an effective distribution strategy; sustainment costs for such an effort; and logistics expertise to avoid situations where funds are wasted because supplies are rendered ineffective due to lack of planning. • Supply preparation Evacuation planning • Developing/enhancing evacuation plans, including plans for: alerts/warning, crisis communications, pre-positioning of equipment for areas potentially impacted by mass evacuations sheltering, and re-entry. Pre-disaster and post-disaster Recovery planning • Pre-event response/recovery/mitigation plans in coordination with State, local, and tribal governments • Developing/enhancing other response and recovery plans • Develop recovery plans and preparedness programs consistent with the principles and guidance in the NDRF that will provide the foundation for recovery programs and whole-community partnerships. Preparedness and pre-disaster planning was given special attention within the NDRF with specific guidance: Planning for a Successful Disaster Recovery (pages 63-70). For more information on the NDRF see http://www.fema.gov/pdf/recoveryframework/ndrf.pdf. F/ERO Credentialing and Validation: • Working group meetings and conferences relating to emergency responder credentialing and validation • Compiling data to enter into an emergency responder repository • Coordinating with other State, local, territorial, and tribal partners to ensure interoperability among existing and planned credentialing and validation systems and equipment • Planning to incorporate emergency responder identity and credential validation into training and exercises. C. Training 18 FY 2014 EMPG Program funds may be used for a range of emergency management-related training activities to enhance the capabilities of local emergency management personnel through the establishment, support, conduct, and attendance of training. Training activities should align to a current, Multi-Year TEP developed through an annual TEPW. Training should foster the development of a community oriented approach to emergency management that emphasizes engagement at the community level, strengthens best practices, and provides a path toward building sustainable resilience. Each EMPG Program funded position is REQUIRED to complete the following training(s) during this contract period or show proof (certificate) that each training has been completed. These training requirements are also outlined in Attachment D, #2. • IS 100 – Introduction to Incident Command System • IS 200 – ICS for Single Resources and Initial Action Incidents • IS 700 – National Incident Management Systems (NIMS) • IS 800 – National Response Framework EMPG Program funds used for training should support the nationwide implementation of NIMS. The NIMS Training Program establishes a national curriculum for NIMS and provides information on NIMS courses; grantees are encouraged to place emphasis on the core competencies as defined in the NIMS Training Program. The NIMS Training Program can be found at http://www.fema.gov/pdf/emergency/nims/nims_training_program.pdf. The NIMS Guideline for Credentialing of Personnel provides guidance on the national credentialing standards. The NIMS Guidelines for Credentialing can be found at http://www.fema.gov/pdf/emergency/nims/nims_cred_guidelines_report.pdf. To ensure the professional development of the emergency management workforce, the grantee must ensure a routine capabilities assessment is accomplished and a multi-year training plan is developed and implemented. Additional types of training include, but are not limited to, the following: • Developing/enhancing systems to monitor training programs • Conducting all hazards emergency management training • Attending Emergency Management Institute (EMI) training or delivering EMI train-the-trainer courses • Attending other FEMA-approved emergency management training • Mass evacuation training at local, State, and tribal levels Allowable training-related costs include the following: • Funds Used to Develop, Deliver, and Evaluate Training. Includes costs related to administering the training: planning, scheduling, facilities, materials and supplies, reproduction of materials, and equipment. Training should provide the opportunity to demonstrate and validate skills learned, as well as to identify any gaps in these skills. Any training or training gaps, including those for children and individuals with disabilities or access and functional needs, should be identified in the AAR/IP and addressed in the training cycle. • Overtime and Backfill. The entire amount of overtime costs, including payments related to backfilling personnel, which are the direct result of attendance at FEMA and/or approved training courses and programs are allowable. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the State or unit(s) of local government and 19  has the approval of the State or the awarding agency, whichever is applicable. In no case is dual compensation