Okaloosa County BOCC — December 4, 2012 — reading text

Attachment: OkaloosaCo Homeland Security Grant 2013 (1276 : Fiscal Year 2013 Homeland Security Grant Agreement Approval)  Self-sustaining Exercise Programs. States are expected to develop a self-sustaining exercise program. A self- sustaining exercise program is one that is successfully able to implement, maintain, and oversee the Multi-Year Training and Exercise Plan, including the development and delivery of HSGP-funded exercises. The program must utilize a multi-disciplinary approach to the development and delivery of exercises, and build upon existing plans, training, and equipment.  Role of Non-Governmental Entities in Exercises. Non-governmental participation in all levels of exercises is strongly encouraged. Leaders from nongovernmental entities should be included in the planning, conduct, and evaluation of an exercise. State, local, tribal, and territorial jurisdictions are encouraged to develop exercises that test the integration and use of nongovernmental resources provided by non-governmental entities, defined as the private sector and private non-profit, faith-based, community, disability, volunteer, and other non-governmental organizations. Non-governmental participation in exercises should be coordinated with the local Citizen Corps Council(s) or their equivalent and other partner agencies. The scenarios used in HSGP-funded exercises must focus on validating existing capabilities, must comply with and be large enough in scope and size to exercise multiple activities and warrant involvement from multiple jurisdictions and disciplines and non-governmental organizations, and take into account the needs and requirements for individuals with disabilities. D. Management and Administration - no more than 3% of each sub-recipient’s total award may be expended on Management and Administration costs. Hiring of full-time or part-time staff or contractors/consultants:  To assist with the management of the respective grant program  To assist with application requirements  To assist with the compliancy with reporting and data collection requirements Development of operating plans for information collection and processing necessary to respond to FEMA data calls Overtime costs - Overtime are allowable for personnel to participate in information, investigative, and intelligence sharing activities specifically related to homeland security and specifically requested by a Federal agency. Allowable costs are limited to overtime associated with federally requested participation in eligible fusion activities including anti-terrorism task forces, Joint Terrorism Task Forces (JTTFs), Area Maritime Security Committees (as required by Maritime Transportation Security Act of 2002), DHS Border Enforcement Security Task Forces, and Integrated Border Enforcement Teams. Grant funding can only be used in proportion to the Federal man-hour estimate, and only after funding for these activities from other Federal sources (i.e. FBI JTTF payments to State and local agencies) has been exhausted. Under no circumstances should DHS grant funding be used to pay for costs already supported by funding from another Federal source. Operational overtime costs. In support of efforts to enhance capabilities for detecting, deterring, disrupting, and preventing acts of terrorism, operational overtime costs are allowable for increased security measures at critical infrastructure sites. FY 2012 SHSP or IASI funds for organizational costs may be used to support select operational expenses associated with increased security measures at critical infrastructures sites in the following authorized categories: - Backfill and overtime expenses (as defined in FOA) for staffing State or Major Urban Area fusion centers; - Hiring of contracted security for critical infrastructure sites; - Public safety overtime (as defined in FOA) - Title 21 or State Active Duty National Guard deployments to protect critical infrastructure sites, including all resources that are part of the standard National Guard deployment package); and - Increased border security activities in coordination with CPB, as outlined in Information Bulletin 135. FY 2012 SHSP funds may only be spent for operational overtime costs upon prior approval provided in writing by the FEMA Administrator. Travel expenses Meeting-related expenses (For a complete list of allowable meeting-related expenses, please review the OJP Financial Guide at http://www.ojp.usdoj.gov/FinGuide). Acquisition of authorized office equipment, including:  Personal computers  Laptop computers  Printers  LCD projectors, and 24 Packet Pg. 99  8.1.a  Other equipment or software which may be required to support the implementation of the homeland security strategy Attachment: OkaloosaCo Homeland Security Grant 2013 (1276 : Fiscal Year 2013 Homeland Security Grant Agreement Approval) The following are allowable only within the period of performance of the contract:  Recurring fees/charges associated with certain equipment, such as cell phones, faxes, etc.  Leasing and/or renting of space for newly hired personnel during the period of performance of the grant program E. Unauthorized Expenditures  Activities unrelated to the completion and implementation of the grant program  Other items not in accordance with the Authorized Equipment List or previously listed as allowable costs  Funding may not be used to supplant ongoing, routine public safety activities of state and local emergency responders, and may not be used to hire staff for operational activities or backfill. Funds cannot not replace (supplant) funds that have been appropriated for the same purpose. F. Construction and Renovation Project construction using SHSP and UASI funds may not exceed the greater of $1,000,000 or 15% of the grant award. For the purposes of the limitations on funding levels, communications towers are not considered construction. Written approval must be provided by FEMA prior to the use of any HSGP funds for construction or renovation. When applying for construction funds, including communications towers, at the time of application, grantees are highly encouraged to submit evidence of approved zoning ordinances, architectural plans, any other locally required planning permits and documents, and to have completed as many steps as possible for a successful EHP review in support of their proposal for funding (e.g., completing the FCC’s Section 06 review process for tower construction projects; coordination with their State Historic Preservation Office to identify potential historic preservation issues and to discuss the potential for project effects). Projects for which the grantee believes and Environmental Assessment (EA) may be needed, as defined in 44 CFR 10.8 and 10.9, must also be identified to the FEMA Program Analyst within six (6) months of the award and completed EHP review packets must be submitted no later than 12 months before the end of the Period of Performance. EHP review packets should be sent by the SAA to FEMA for review. FEMA is legally required to consider the potential impacts of all HSGP projects on environmental resources and historic properties. Grantees must comply with all applicable environmental planning and historic preservation (EHP) laws, regulations, and Executive Orders (EOs) in order to draw down their FY 2012 HSGP grant funds. To avoid unnecessary delays in starting a project, grantees are encouraged to pay close attention to the reporting requirements for an EHP review. For more information on FEMA’s EHP requirements please refer to Bulletins 329 and 345 (http://www.fema.gov/government/grant/bulletins/indes.shtm). FY 2012 HSGP Program grantees using funds for construction projects must comply with the Davis-Bacon Act (40 U.S.C. 3141 et seq.). Grant recipients must ensure that their contractors or subcontractors for construction projects pay workers employed directly at the work-site no less than the prevailing wages and fringe benefits paid on projects of a similar character. Additional information, including Department of Labor wage determinations, is available from the following website: http://www.dol.gov/compliance/laws/comp-dbra,htm. In addition, the erection of communications towers that are included in a jurisdiction’s interoperable communications plan is allowed, subject to all applicable laws, regulations, and licensing provisions. Communication tower projects must be submitted to FEMA for EHP review. Per the Consolidated Security, Disaster Assistance, and Continuing Appropriations Act of 2009 (Public Law 110-329), communications towers are not subject to the$1,000,000 construction and renovation cap. Approval Process: In order for grantees to drawdown funds for construction and renovation costs, the grantee must provide the Division with:  A description of the asset or facility, asset location, whether the infrastructure is publicly or privately owned, and the construction or renovation project;  Certification that a facility vulnerability assessment has been conducted  An outline addressing how the construction or renovation project will address the identified vulnerabilities from the assessment  Consequences of not implementing the construction or renovation project  Any additional information requested by FEMA to ensure compliance with Federal environmental and historic preservation requirements Additional information may also be found on the FEMA’s website located at http://www.fema.gov/plan/ehp/. Note: Written approval must be provided by FEMA prior to the use of any funds for construction or renovation. G. Overtime and Backfill Guidance Personnel (SHSP and UASI) – Personnel hiring, overtime, and backfill expenses are permitted under this grant in order to perform allowable FY 2012 HSGP planning, training, exercise, and equipment activities. A personnel cost cap of up to 50 25 Packet Pg. 100  8.1.a percent (50%) of the total SHSP and UASI program funds may be used for personnel and personnel-related activities as directed by the Personnel Reimbursement for