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1 2008 – 2009 EMPA Competitive Grant Programs GUIDELINES Cherie Trainor Jenene Helms Administrator Community Assist. Consultant.

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Presentation on theme: "1 2008 – 2009 EMPA Competitive Grant Programs GUIDELINES Cherie Trainor Jenene Helms Administrator Community Assist. Consultant."— Presentation transcript:

1 – 2009 EMPA Competitive Grant Programs GUIDELINES Cherie Trainor Jenene Helms Administrator Community Assist. Consultant

2 2 TABLE OF CONTENTS Page History Synopsis of Cycle6 Programs Categories11-13 Priority Area14-15 Critical Facilities Projects16-17 Dates to Remember18 Scoring Criteria Summary19-27 Application Organization/Format28-34 Pointers - Application Submissions35-36 Selection/Award Procedures37-38 Appendix Items Examples39 Recap – Competitive Grant Program40 Recap – Municipal Grant Program41 Obtaining Application Packets42 Reporting Requirements43-46 Questions?47

3 3 From the Lewis Commission Report: Recommendation #94 “ The Legislature should establish an Emergency Management Preparedness and Assistance Trust fund to be Administered by the Department of Community Affairs” Options 1. A percentage surcharge on premiums paid for property and casualty insurance polices. 2. A surcharge on marina docking fees or other boat fees. 3. A surcharge on building permits. 4. A fee on transactions or specified activities in high-risk areas. Expressed Purpose: “Monies from the trust fund should be used to improve state and county emergency preparedness and recovery programs and facilities. They should supplement, not replace, existing federal, state and local funds used for emergency management.”

4 FLORIDA STATUTES $2.00 per policy homeowners insurance policy annually $4.00 per policy business/commercial insurance policy annually

5 5 STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT As defined in Chapter , Florida Statutes: “Emergency” means any occurrence, or threat thereof, whether natural, technological, or manmade, in war or in peace, which results or may result in substantial injury or harm to the population or substantial damage to or loss of property. “Emergency Management” means the preparation for, the mitigation of, the response to, and the recovery from emergencies and disasters.

6 6 This year - Cycle opens December 7th Priority - projects that promote solutions to remove barriers to emergency preparedness barriers such as: * Public information/education building on theme “Get A Plan” * Special needs population such as frail, elderly, disabled and removing language barriers * Care of and sheltering of people’s pets * Transportation issues If applicable, ARC 4496 Evaluation Questionnaire - January 2002 Version - must be completed and submitted with application Projects must be initiated and completed in 12 months Municipalities must be a signatory of a current Statewide Mutual Aid Agreement Contracts will begin July 1 and end June 30

7 7 PROGRAMS

8 8 EMERGENCY MANAGEMENT COMPETITIVE GRANT 1.)Provides competitive grants to: a) state or regional agencies, b) local governments, c) private non-profit organizations 2)Implement projects that will further state and local emergency management objectives. 3)Counties may submit multiple applications. 4)All eligible applicants, with the exception of counties, shall be limited to no more than three (3) application submissions in an application cycle. 5)Per NOFA, this year’s cap is $200,000.

9 9 MUNICIPAL COMPETITIVE GRANT PROGRAM 1)Provides competitive grants to municipalities that are legally constituted, have an authorized, established, and maintained emergency management program, and 2)Have signed the current Statewide Mutual Aid Agreement and supplied all required information and documentation such that the agreement is ready to be signed by the Division as of the date of the application deadline. 3)Each Municipal Emergency Management Program applicant may apply for one competitive grant. 4)Per NOFA, this year’s cap is $50,000

10 10 Division of Emergency Management Contact for the Statewide Mutual Aid Agreement Questions about being an approved mutual aid municipality can be answered by contacting Lessie Holton (850) or

11 11 CATEGORIES

12 12 EMERGENCY MANAGEMENT COMPETITIVE GRANT PROGRAMS PROJECT CATEGORIES PROJECTS THAT WILL: 1)PROMOTE PUBLIC EDUCATION ON DISASTEPREPAREDNESS AND RECOVERY ISSUES. (Note: the opportunity to score up to 100 priority points is not available under this category) 2)ENHANCE COORDINATION OF RELIEF EFFORTS OF STATEWIDE PRIVATE SECTOR ORGANIZATIONS, INCLUDING PUBLIC- PRIVATE BUSINESS PARTNERSHIP EFFORTS, (Note: the opportunity to score up to 100 priority points is not available under this category) 3)IMPROVE THE TRAINING AND OPERATIONS CAPABILITIES OF AGENCIES ASSIGNED LEAD OR SUPPORT RESPONSIBILITIES IN THE STATE COMPREHENSIVE EMERGENCY MANAGEMENT PLAN. (Note: the opportunity to score up to 100 priority points is not available under this category) (Continued)

13 13 EMERGENCY MANAGEMENT COMPETITIVE GRANT PROGRAMS PROJECT CATEGORIES * 4) FURTHER STATE AND LOCAL EMERGENCY MANAGEMENT OBJECTIVES WHICH HAVE BEEN DESIGNATED BY THE STATE OF FLORIDA AS PRIORITIES IN THE APPLICABLE NOTICE OF FUND AVAILABILITY *NOTE: Priority points are available for applications submitted under this Category only.

14 14 PRIORITY AREA

15 15 PRIORITY AREA Projects that will promote solutions for removing barriers to emergency preparedness. These may include, but are not limited to, projects which address : Community preparedness, such as Community Emergency Response Teams (CERTs); County/local Emergency Operations Centers/Emergency Management Incident Management Teams (IMTs); Public information and education building on the theme of “Get a Plan”; Special needs populations to include the low income, the frail, elderly and the disabled and language barriers; The care and sheltering of people with their pets, and/or Transportation issues.

16 16 * At a minimum, all critical facility projects, whether mitigation, retrofit, renovations or new construction, must conform to the hurricane vulnerability guidelines established in the American Red Cross’ publication “Standards for Hurricane Evacuation Shelter Selection” (ARC 4496, January 2002). To assist in the determination of a facility’s compliance with these guidelines, an ARC 4496 Evaluation Questionnaire, January 2002 version will be made available. If these standards cannot be met until the project is complete, the evaluation will need to reflect what measures will be used to reach a compliance status. THE EVALUATION QUESTIONNAIRE MUST BE COMPLETED AND SUBMITTED WITH THE APPLICATION. Critical facilities include, but are not limited to, hurricane shelters, Emergency Operations Centers, structures for fire stations, rescue operations, or law enforcement facilities, hospitals, public works facilities, etc. Other more stringent codes and standards may apply to new construction or substantial renovation/retrofit projects. Critical Facility Projects

17 17 Division of Emergency Management Contacts for the ARC 4496 Danny Kilcollins, Planning Manager (850) OR Dean Griffin, Engineer II (850)

18 18 DATES TO REMEMBER MARK YOUR CALENDAR Cycle opens December 7, 2007 Deadline for submission to County Emergency Management Agency for Consistency ReviewJanuary 8, 2008 Proposal Submission Deadline to DEM for Preliminary Technical ReviewJanuary 17, :00 p.m., Eastern Standard Time Application Submission On-Line Deadline to DEMFebruary 4, :00 p.m., Eastern Standard Time Application Submission Hard Copy Deadline to DEMFebruary 7, 2008 Contracts developed and sent to applicant Approx. May 30 - June 22, 2008

19 19 SCORING CRITERIA SUMMARY Group I - Description of Need, Proposed Solution, and Expected Benefits 1. Clearly identify, describe and document the emergency management need or problem, provide an in-depth explanation of the project, and show how it meets the need/solves the identified problem. If applicable, clearly link the emergency management need to the priority issue area(s) contained in the current Notice of Fund Availability (NOFA); MAX PTS – 150 Is the need shown such as area and number of people the project will serve, etc.? Is documentation referenced that identifies and describes the statute, rule, plan, other legal requirement. or explains how this need was determined? Is the expected result or improvement identified? Do not lose reviewer’s train of thought. Be concise, clear but not “flowery” For further explanation on how points are determined, refer to pages in the Application Packet Helpful Reminders

20 20 SCORING CRITERIA SUMMARY Group I - Description of Need, Proposed Solution, and Expected Benefits 2.Identify and demonstrate long- and/or short-term tangible benefits of this proposal coupled with the availability of resources necessary to continue the project; and identify the number of emergency management personnel whose emergency management needs will be directly benefited by the project. MAX PTS - 75  Is project short-term, long-term project, or a combination?  Will project achieve benefits as described above?  Is the specific benefits, and the specific emergency management objectives identified?  Is the beginning date, completion date, and milestones of the project provided? For further explanation on how points are determined, refer to pages 6 –7 in the Application Packet Helpful Reminders

21 21 SCORING CRITERIA SUMMARY Group II. - Collateral Information for the Proposal 3.Clearly describe the project’s consistency with the State Comprehensive Emergency Management Plan and any applicable local plans; MAX PTS Are the applicable plans identified? Have the identification, manner and extent to which the project is consistent with those emergency management plans been described? Have letters of consistency or support pursuant to 9G (2) been received from applicable local emergency management agencies or referenced in the narrative and included in the Appendix Section of the application? For further explanation on how points are determined, refer to pages in the Application Packet Helpful Reminders

22 22 SCORING CRITERIA SUMMARY Group II - Collateral Information for the Proposal 4. Describe why this particular method or approach to solving the problem was chosen over other available alternatives. Include a proposed budget for the project and describe how it is necessary and appropriate to the scope of the project. NOTE: A SPECIFIC FORMAT IS REQUIRED FOR THE BUDGET DETAIL (SEE ATTACHMENT 2 OF THIS PACKET) - MAX PTS Has the particular method and approach chosen for the project been addressed? Have others addressed this project and if so, did the outcome succeed or fail? Is the proposed budget in appropriate format? For further explanation on how points are determined,refer to pages 8 – 10 in the Application Packet Helpful Reminders

23 23 MATCH 9G (10)(f) Definitions means,…. both cash and in- kind, which meet the following requirement: represent an unconditional commitment of currently available funds, contingent only upon the award of a grant from the Program. Applicants who are eligible under Rural Economic Development Initiatives (REDI)-Rural Area of Critical Economic Concern may be entitled for a waiver or reduction of financial match requirements as per Rule 9G (29).

24 24 SCORING CRITERIA SUMMARY Group II - Collateral Information for the Proposal 5.Identify Applicant’s matching funds, either cash or in-kind and include supporting documentation; MAX PTS - 50 Is there any source and type of any funds that will be provided from other sources to match any grant funds received ? Is there appropriate official documentation (e.g., board minutes or resolutions) to indicate the firm commitment of cash matching funds. (See SECTION V, APPLICATION ORGANIZATION AND FORMAT for more information on Transmittal Letter) Does match that is being committed represent funds that will be currently available within the twelve month agreement period? For further explanation on how points are determined, refer to page 10 in the Application Packet Helpful Reminders

25 25 SCORING CRITERIA SUMMARY Group II - Collateral Information for the Proposal 6.Provide evidence of the abilities and qualifications of those persons proposed to work on the project if funded. MAX PTS - 25 Is the experience of all persons proposed to work on the project, whether planning, design, execution or administration, shown in the application? Is there sufficient information that explains how the project will continue if any unforeseen delay may occur between the time an award is accepted and the commencement of the project? Is there adequate information to demonstrate and identify that the personnel and other resources are available to accomplish the project? For further explanation on how points are determined, refer to pages in the Application Packet Helpful Reminders

26 26 SCORING CRITERIA SUMMARY Tiebreaker - Answer the following two questions: 1)Has the Applicant’s jurisdiction been impacted by an environmental clean- up initiative? If so, describe the initiative and its impact on the Applicant. 2)Is the Applicant located in a Front Porch Community? If so, please describe the location. Refer to Rule 9G (4) Selection Criteria for Competitive Grants

27 27 SCORING CRITERIA SUMMARY Maximum Total Points (NEED MINIMUM SCORE OF 300 POINTS TO BE ELIGIBLE FOR FUNDING)

28 28 APPLICATION ORGANIZATION AND FORMAT 1. Letter of Transmittal must state that the signer of the application has full authority to bind the applicant and all other involved parties. If the applicant is providing a cash match, the transmittal letter can also be considered an appropriate official document. The letter must clearly state the total amount of the cash match being committed and be signed by an official with the authority to fully commit the cash funds (e.g., chairman of the board or mayor). (Continued on next page)

29 29 APPLICATION ORGANIZATION AND FORMAT Letter of Transmittal (Continued) In addition, the letter should identify any other persons, companies, organizations or parties involved in the proposed project. The letter should also include the following assurances: that only those entities identified in the application are involved in the proposed project; that the application is made without collusion with any other entity submitting an application; that the application is, in all respects, fair and in good faith, without fraud or collusion. EXAMPLE OF TRANSMITTAL LETTER FORMAT ON FOLLOWING PAGE

30 30 E X A M P L E OF A TRANSMITTAL LETTER should not exceed a page in length Date Florida Division of Emergency Management Attn: EMPATF Program 2555 Shumard Oak Boulevard Tallahassee, FL Dear Program Manager: This letter should briefly describe the applicant's proposed project, state a positive commitment to perform the work necessary to implement the project within the established time frame, and identify the dollar amount of the funding requested from the Trust Fund. In addition, the letter should identify any other persons, companies, organizations or parties involved in the proposed project. The letter should also include the following assurances: that only those entities identified in the application are involved in the proposed project; that the application is made without collusion with any other entity submitting an application; that the application is, in all respects, fair and in good faith, without fraud or collusion; and that the signer of the application has full authority to bind the applicant and all other involved parties. If the applicant is providing a cash match, the transmittal letter can also be considered an appropriate official document. The letter must clearly state the total amount of the cash match being committed and be signed by an official with the authority to fully commit the cash funds (e.g., chairman of the board or mayor). Sincerely, Mayor, Chairman of the County Board

31 31 APPLICATION ORGANIZATION AND FORMAT 2.Title Page Each application shall have a title page consistent with Attachment 1 contained in the application packet. If submitting on-line or on disk, the title page must be received on hard copy by the Division no later than three (3) days prior to the published application deadline date. The Department must receive a hard copy of the title page with original signatures by the published application deadline date. Sample Title Page shown on following page

32

33 33 APPLICATION ORGANIZATION AND FORMAT Authorized Signature Per 9G (7) Chief Elected Official (Mayor, County Chairman, etc.) Chairman of the Governing Board Delegated Official - Documented Evidence of Delegation of Authority at Time of Proposal Authorized Signature Must comply with Rule 9G (7), F.A.C., or application will not be scored

34 34 APPLICATION ORGANIZATION AND FORMAT 3.Table of Contents ( Should reflect the format set forth in section (V) of the Application Packet. Page numbers for the proposed budget and for the matching fund information should be displayed in the Table of Contents.) 4.Proposed Project Presentation (Contains the narrative presentation of the proposed project as it relates to the six (6) scoring criteria. All scoring criteria listed in Section III and detailed in Section IV of the Application Packet must be fully addressed.) ***************very important************* APPLICATIONS WILL BE EVALUATED AND SCORED USING ONLY THE INFORMATION PROVIDED WITHIN THE APPLICATION AS STATED IN RULE 9G (7).

35 35 APPLICATION SUBMISSION If a hardcopy of the application is submitted, an original and five (5) copies of the application must be received. The original must be labeled “Original” and must contain an original signature in ink of the authorized official as specified in Rule 9G (7), F.A.C. If submitting an application on-line, one copy in Microsoft Word or WordPerfect format must be submitted no later than three (3) days prior to the published application deadline date. All applications must be no more than 15 pages, complete, accurate, and legible when submitted and must meet the requirements detailed in 9G (8), F.A.C. or they shall be rejected. Facsimile transmissions will not be accepted. Applications submitted for a PRELIMINARY TECHNICAL REVIEW must be received by January 17, 2008.

36 36 APPLICATION SUBMISSION Eligible applicants desiring a preliminary technical review of their proposals prior to the application deadline must comply with ss. 9G (5), F.A.C. Applications received after the preliminary technical review deadline will not be eligible to receive a preliminary technical review. The application submitted for technical review must be in its final version. Applications must be received by the Division of Emergency Management, 2555 Shumard Oak Boulevard, Tallahassee, Florida, , Attention: EMPATF, by 4:00 P.M. Eastern Time on date noticed in the Florida Administrative Weekly. Documentation of Cash Match must be submitted with application.

37 37 SELECTION/AWARD PROCEDURES oApplications will be scored by a review committee. oPreliminary scores and resulting rankings will be prepared based upon the total number of points earned. oApplications that do not score at least 300 points will not be eligible for funding. oThe review committee will complete the scoring within 75 days of the application deadline date. oPreliminary scores and resulting rankings shall be posted to the DEM website: oFinal award of points will be made following completion of any administrative proceedings.

38 38 SELECTION/AWARD PROCEDURES Funds will be offered to the applicant with the overall highest score, etc. until all funds have been offered or all eligible applications have been funded. Applicants will be given 21 days to accept or reject a proposed award at which time a fully completed proposal with all attachments should be submitted to the Division. Written notice of intent to accept or reject shall be delivered to the office designated in the notice of award. In the event an Applicant fails to accept or reject a proposed award within the specified time frame, the funds shall revert to the Trust Fund. Contractual agreements between the Department and applicants will be developed. Contracts will be for the period July 1, 2008 through June 30, 2009.

39 39 EXAMPLES OF APPENDIX ITEMS (not to be submitted until funds are awarded and accepted) 1.Letters of Consistency with Local Plans 2.Letter of Commitment 3.Resume of Project Manager 4.Project-Related Experience of Selected Consultant 5.Resume of Consultant’s Project Manager 6.Board Minutes/Resolutions 7.Official Price Estimates/Recent Bids 8.Photographs 9.Product Brochures/Information

40 40 EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE COMPETITIVE GRANT PROGRAM RECAP Final on-line submission Deadline is February 4, 2008 Final hard copy submission Deadline is February 7, 2008 Cannot submit any given application under more than one category Match optional but will result in a higher score Must score a minimum of 300 out of 500 points Applications addressing stated Priority Area receive additional points Research; document; prove the need is there and that it is substantial If applicable, ARC questionnaire is required with application

41 41 EMERGENCY MANAGEMENT PREPAREDNESS and ASSISTANCE MUNICIPAL COMPETITIVE GRANT PROGRAM RECAP Final on-line submission Deadline is February 4, 2008 Final hard copy submission Deadline is February 7, 2008 Only one application per municipality allowed Cannot submit any given application under more than one category Must be a signatory of the current Statewide Mutual Aid Agreement Match optional but will result in a higher score Must score a minimum of 300 out of 500 points Applications addressing stated Priority Area receive additional points Research; document; prove the need is there and that it is substantial If applicable, ARC questionnaire is required with application

42 42 HOW TO OBTAIN APPLICATION PACKET Download from Internet: By Mail: State of Florida Division of Emergency Management Attention: EMPATF Program 2555 Shumard Oak Boulevard Tallahassee, Florida

43 43 REPORTING REQUIREMENTS (Once awarded, it is most important to send reports in by the required dates)

44 44 Reports 1.Financial History Report – Form 1 (To include cumulative totals of funds spent quarterly) 2.Status Report – Form 2 (To report work completed, work in progress and timeline of work to be completed quarterly) 3.Reimbursement Request – Form 3 (To be filed as needed to request funds spent) 4.Detail of Claims – Form 4 (To be submitted in the budget category in which expenses have been incurred and attached to Reimbursement Request form) 5.Close-Out Report – Form 5 (To submitted once final expenditures have occurred)

45 45 Reports 5.Reports are to be submitted to the following address: FLORIDA DIVISION OF EMERGENCY MANAGEMENT BUREAU OF COMPLIANCE PLANNING & SUPPORT FINANCE/GRANTS SECTION 2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FLORIDA

46 46 Forms may be downloaded from our website. Please save the files in the appropriate format before attempting to use. The address is:

47 47 Questions????????? Our staff will be happy to assist you. Cherie Trainor, Administrator Jenene Helms, Community Assistant Consultant Wendy Stewart, Community Assistant Consultant


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