April 2013

If you have questions that you would like answered regarding this bulletin, please contact Annette Mansheim, grant manager, at annette.mansheim@iowa.gov or 515.725.3291. 

Read/print this update in PDF form

Items below are not prioritized.

1. Status Reports: All open HSGP grants have quarterly reporting requirements. Submittal deadlines are Jan. 15, April 15, July 15, and Oct. 15. In IowaGrants.gov, from the Grant Components list, click "Status Reports." Open the report with the current due date and follow the instructions provided. Click "Edit" to unlock the form for data entry.
   
2. Reallocation Funding Opportunity: The following projects were recently awarded funds through the HSGP Reallocation funding opportunity. Keep in mind that you may submit project ideas in IowaGrants.gov under this funding opportunity at any time. When funds become available, HSEMD will review submitted projects and award funds. Applicants are notified only if their project is allocated funds.
   
   

   Entity	Project	Amount
   Cedar Rapids Fire Dept.	USAR equipment	$18,223
   State of Iowa, Information Security Office (MOU w/City of Des Moines)	Installation of cyber risk-reduction equipment in multiple county offices	$128,100
   Iowa State Fire Marshall	Bomb Squad equipment	$27,073
   Des Moines County EMA	Hazmat equipment	$10,800
   Buena Vista County EMA	SWAT equipment	$4,000
   Des Moines Police Dept.	Hazmat equipment	$54,740
   Story County EMA	Communications equipment	$15,145

   
   
   
3. Environmental and Historic Preservation (EHP) Requirements: Sub-grantees should become familiar with EHP requirements so that you can plan ahead when developing and/or implementing projects using federal funds.
   
   Federal environmental and historic preservation laws and Executive Orders provide the basis and direction for the implementation of federal environmental and historic preservation review requirements for FEMA-funded projects. Failure to comply with these laws could result in project delays and denial of funding. FEMA, through the Environmental and Historic Preservation Program, engages in a review process to ensure that FEMA funded activities comply with these laws. Here are some non-disaster activities that may trigger an EHP review:
   
   Modification, Expansion, & Mitigation: Projects involving modification or expansion of existing structures can trigger an environmental and historic preservation review. Such activities include projects that improve a facility, or repair or expand a facility which implement mitigation measures aimed towards reducing damage in future events. This includes actions like mounting a display monitor, security camera, or radio antenna. Activities involving demolition also trigger a review for environmental and historic preservation considerations.
   
   New Construction & Ground Disturbance. Any activities that involve ground disturbance or new construction will trigger a review for environmental and historic preservation considerations. Typical activities usually include:
   
   
   • Installing cable or underground pipes.
   • Construction of new facilities
   • Relocating facilities to a new location
   • Mitigation measures such as flood control and vegetation management
   • Construction of group temporary housing facilities
   • Some outdoor training activities
   
   Don’t be caught by surprise! Click here to visit FEMA's website for more information.
   
   
4. HSGP – 2013: HSEMD released the funding opportunity announcement on March 14, 2013. Information is available on the HSEMD website. If you want to be considered for funding, you must submit a pre-application in IowaGrants.gov under this funding opportunity. REMINDER: the deadline for submission was moved from April 14 to April 28, at just before midnight.
   
   
5. 2014 National Preparedness Grant Program: President Obama has included the National Preparedness Grant Program (NPGP) proposal in his FY2014 Budget to Congress. This proposal consolidates current state and local preparedness grant programs into one overarching program, excluding Emergency Management Performance Grants (EMPG) and fire grants. The consolidated grant program includes a risk-informed funding allocation to build and sustain core capabilities identified in the National Preparedness Goal (NPG). States may also submit one statewide application for a competitive allocation to address regional risks and hazards.
   
   Click here to read the FY2014 NPGP budget document
   
   To prepare for these opportunities, should they be implemented, HSEMD will begin discussions with local partners late summer/fall.

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March 2013

If you have questions that you would like answered regarding this bulletin, please contact Annette Mansheim, grant manager, at annette.mansheim@iowa.gov or 515.725.3291. 

 

Read/print this update in PDF form

 

Items below are not prioritized.  Please READ THE UPDATE REGARDING FOOD/BEVERAGES (Item #4).

 

1. HSGP – 2013: HSEMD released the funding opportunity announcement on March 14, 2013.  Information is available on the HSEMD website.  If you want to be considered for funding, you must submit a pre-application in IowaGrants.gov under this funding opportunity.
   
2. Reallocation Funding Opportunity:  A funding opportunity now exists in IowaGrants.gov titled “Homeland Security Grant Program – Reallocations.”  Information can be found in the description of the Funding Opportunity.  In IowaGrants.gov, from the main menu, click “Funding Opportunity” then the title. 
   
   Applicants selected for funding will be notified.  Those not selected for funding will remain in the queue for future consideration when additional funds become available.  Applicants are not notified if they have not been selected.
   
   
3. HSGP 2011 Performance Period:  Sub-grant performance periods were unilaterally extended from the original June 30, 2013 end date to Sept. 30, 2013. A notice was distributed by Lynda Wessel on Dec. 15, 2011.  An amendment to this affect has been uploaded to all sub-grants in the “Scanned HSGP Amendments to Grant Agreement” form in IowaGrants.gov.
   
   The state’s performance period ends Aug. 21, 2014.  The reason that sub-grant performance periods were abbreviated was to accommodate the reallocation of unspent funds.  HSEMD will work to expend 100 percent of the total award by the end of August 2014.    
   
   
4. Food/Beverage Expenditures for ALL open grants:  FEMA continues to scrutinize and request reimbursement for certain types of food expenses during monitoring site visits.  From this date forward, HSEMD will not approve the use of HSGP funds (this includes CCP and MMRS) for breakfast or break food even if this had been prior approved in your scope of work and budget.  The state is not in a position to reimburse FEMA for these expenses. 
   
   If there is an event such as a meeting, workshop, training, exercise or conference, associated with the implementation of a federal preparedness grant, the following must occur for reimbursement to be approved:
   
   

   a.	Food and/or beverage is provided for a grant-related activity, where leaving the training/exercise site, meeting or conference location would delay or prevent entity from achieving goals and objectives for the event as outlined in the agenda.
   b.	Participation by all attendees for a session during which a meal is provided is mandatory. Participants may not leave during this time period.
   c.	An agenda is established prior to the event that includes a timeline for activities (include meal break) and discussion.
   d.	For meetings, minutes must be kept to document attendance, start time, end time, and meeting outcomes.
   e.	Meeting minutes must be signed by the group’s chair.
   f.	Event must commence at least two hours prior to, and continue at least two hours after the break for which food and/or beverage is provided.
   g.	Total costs of meals must be reasonable and may not exceed the state’s per-diem. The current per diem rate is $8.00 per person for lunch and $10.00 per person for dinner.
   h.	A sign-up sheet listing the name of each person who is provided a food and/or beverage with their signature is kept.
   i.	Unallowable costs include, but are not limited to, costs directly related to entertainment or to the purchase of alcohol.
   j.	Exception to Policy: If there is an extenuating circumstance that would prevent a sub-grantee from adhering to this policy or where the per diem rates must be exceeded, the sub-grantee must request in writing to the HSEMD grant program officer, an exception prior to the provision of food and/or beverage.
   k.	Required Documentation for HSGP: It is the sub-grantees responsibility to submit the following required documentation to receive reimbursement for food and/or beverages provided during an eligible event:
   	1.	Invoice
   	2.	Payment verification
   	3.	Event agenda with timeline
   	4.	Signed meeting minutes, if applicable
   	5.	Sign-up sheet with name and signature of persons receiving meal
   	6.	Copy of approved Exception to Policy memo, if applicable

   
   
5. Equipment Inventory Lists:  Equipment accountability and readiness are increasingly important as funds to purchase and sustain equipment decrease. Grantee and sub-grantee responsibilities for equipment include, or other grant-funded property, are:
   
   

   a.	Property records must be maintained that include a description of the property, a serial number or other identification number, the source of the property - the funding source, title holder and hand receipt holder if the title holder does not physically retain the property, the acquisition date of the property, the dollar cost, the percentage of the cost paid by the federal government, the physical location of the property, and its use or purpose. If property is disposed of, disposition information as to the date and sale or trade-in price is also required.
   b.	A physical inventory is required at least every two years.
   c.	A control system must be developed to ensure adequate safeguards to prevent loss, damage or theft. Any loss, damage or theft must be investigated and the results documented.
   d.	Adequate maintenance procedures must be developed to ensure the equipment or property in good, working condition.
   e.	Details concerning use, sharing, management and disposal of equipment are found in 44 Code of Federal Regulations, Part 13, Section 32 (44 CFR 13.32).

   
   
6. Purchased with Homeland Security Funds Stickers: During a site visit last year by HSEMD’s federal HSGP program officer, we were informed that the lack of equipment stickers is frequently noted during monitoring and audits.  This applies to all grant years.
   
   A reference to this directive can be found in the Department of Homeland Security’s Grant Year 2010 HSHP Guidance, Administrative Requirements, 5.10 Equipment Marking which states: “Awardees may consider marking equipment in the following manner, ‘Purchased with funds provided by the U.S. Department of Homeland Security,’ in order to facilitate their own audit processes, as well as Federal audits and monitoring visits, which may result from receiving Federal funding. Equipment maintenance requirements are outlined in 44 CFR Part 13.32.”
   
   HSEMD will be ordering and distributing stickers as needed to local sub-grantees.  If you do not currently have local procedures for identifying equipment as described above, please contact Doug Rossell by April 1 at douglas.rossell@iowa.gov to let him know the quantity of stickers needed.  It is recommended that you develop local procedures to implement this guideline.

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HSGP 2013

 

The federal appropriation for FFY 2013 Homeland Security Grant Program (HSGP) has not been made, nor has the Federal Funding Opportunity Announcement (FOA) been issued by FEMA. Iowa HSEMD is moving forward with the pre-application phase of 2013 HSGP in light of DHS/FEMA’s recommendation for states to be planning the projects even though allocation and guidance are not released.

 

HSEMD is seeking applications from eligible Iowa organizations for pass-through funding (also referred to as sub-grant) under HSEMD Funding Opportunity Announcement 58301682013.

• HSEMD Funding Opportunity Announcement
  (for HSGP 2013, PDF)
• HSEMD Pre-Application Guide (PDF)

Please contact Annette Mansheim via email or at (515) 725-3291 if you have any questions.

 

 

 

HSGP Grant Reallocations

 

To ensure Iowa builds as many homeland security capabilities as possible with the allocated HSGP grant, HSEMD wishes to have a list of viable and eligible HSGP projects that could be quickly implemented to exhaust any remaining HSGP funds. Grant applications must be submitted in IowaGrants.gov. Link to application instructions and sample agreement below.

• Reallocation Application Instructions

• Sample Subgrant Agreement Articles

 

 

 

Purpose

The State Homeland Security Program provides assistance to state and local entities to prepare for terrorist attacks involving weapons of mass destruction (WMD). It authorizes purchase of specialized equipment to enhance state and local agencies’ capability in preventing and responding to WMD incidents and other terrorist incidents, and provides funds for protecting critical infrastructure of national importance. This program provides funds for designing, developing, conducting, and evaluating terrorism response exercises; developing and conducting counter-terrorism training programs; and updating and implementing each state’s homeland security strategy.

Eligible Expenditures

Funds from this program are also used to plan, design, develop, conduct, and evaluate exercises that train first responders, and to assess the readiness of state and local jurisdictions to prevent and respond to terrorist attacks. Exercises must be threat- and performance-based, in accordance with G&T’s Homeland Security Exercise and Evaluation Program (HSEEP) manuals. Allowable training costs include establishment of new training programs within existing training academies, universities, and junior colleges. States are the only authorized applicants, with the following state and local entities eligible to receive and use funding:

• emergency management agencies or offices, homeland security agencies or offices, fire departments
• law enforcement agencies, emergency medical services, hazardous material-handling personnel
• public works agencies, public health agencies, governmental administrative agencies or offices, and
• public safety communication agencies or offices

Law Enforcement Terrorism Prevention Program (LETPP)

This is no longer a stand-alone grant program. However, the State Homeland Security Grant Program requires that 25 percent of the HSGP funding must be spent on LETPP activities.

Beginning in Fiscal Year 2004, Congress directed the Department of Homeland Security (DHS) to establish a local law enforcement terrorism prevention program for states and localities. LETPP provides funds to support activities to establish and enhance state and local law enforcement efforts to prevent and respond to terrorist attacks. In accordance with their approved homeland security plans, states must allocate 80 percent of the grant funds to localities.

 

Authorized program activities include the following:

• information sharing to preempt terrorist attacks
• target hardening to reduce vulnerability of identified high value targets
• recognition of potential or actual threats, and
• interdiction of terrorists and terrorist cells

Eligible Expenditures for LETPP

Approved costs for the program include, but are not limited to, personnel costs (overtime as approved by the state administering agency), equipment, computer systems, and related expenses. State and local law enforcement entities are eligible to receive funding from this program and there is no matching requirement.

 

Metropolitan Medical Response System (MMRS) and Citizen Corps Program Grants

The U.S. Department of Homeland Security discontinued separate grant program funding for Citizen’s Corps and Metropolitan Medical Response System (MMRS) programs as of grant year 2012.  Activities previously funded under those programs may be sustained, and like activities implemented, under the Homeland Security Grant Program through at least grant year 2013.  For grant years 2012 – 2013, CCP- and MMRS-type activities are funded through the State of Iowa, HSEMD, as under its Community Preparedness project, within the Whole Communities Investment. HSGP funding opportunities are posted under Current Funding Opportunities at www.iowagrants.gov.