1. FY 2019 Homeland Security Grant Programs HS Grant Regional Meetings
Welcome
FY 2019 Homeland Security Grant Programs
HS Grant Regional Meetings
April – May 2019

2. Agenda Welcome Review of the 2018 SHSP Grant Results
Discussion of State and Regional Priorities
Overview of 2019 Project Proposal
          -Process
          -Timelines
          -Summary and Next Steps
Grant Management Administration
Meeting Resources -

3. 110 Competitive Proposals Evaluated by Region and Type
2018 Results
110 Competitive Proposals Evaluated by Region and Type

4. 2018 Results Competitive Projects $ 2,296,000
$ ,296,000
Non-Competitive Projects (Special Operations Teams)
$ ,500,000
State Share
$ ,424,000
Regional Exercise Program
$ ,000
Total Grant Program
$ ,120,000

5. Funding levels for SHSP
$7.45m
$7.45m
$7.12m
$9.2m
Addressing core capabilities
3 year performance period
Alignment to THIRA/SPR

6. Public Safety Stakeholder Meeting –was held on April 11th
Current Updates
Public Safety Stakeholder Meeting –was held on April 11th
The purpose of this workshop is to promote the improvement of the homeland security grant program allocation process.
Stakeholders were able to review prior year outcomes and refine process where needed.

7. Stakeholder Meeting
Workshop objectives:
Provide stakeholders with a briefing on new grant rules and guidance
Provide stakeholders a briefing on the past grant process and project proposal scoring methodology
Improve the current grant proposal scoring process by refining project scoring criteria, definitions, weights, and value functions
Establish and enhance ground rules and assumptions for proposal submission and other funding topics

8. Scoring Criteria & Weights No major changes for 2019
Score v
Score Value v(x)
All but Vetted Regionalism 1 5 2 30 3 40 4 50 90 6
100
Vetted Regionalism
All 3 requirements are not met
Requirements #1 and #2 are met, but not #3. However, the project aligns with regional priorities
All 3 requirements are met

9. 2019 Criteria Regional Criteria
Risk - The project links to known/emerging risk with a nexus to terrorism. The project fits state, region, local, and tribal priorities and/or established documented risk. Documentation is provided as appropriate. (e.g. THIRA, Risk Assessments, Emergency Operations Plan, etc.). The project addresses risk in terms of threat, vulnerability and consequence.
Benefit - The project benefits the jurisdiction, region and state. The project benefits the community, region, staff and other stakeholders.
Vetted Regionalism – 1) The proposal identifies a capability gap, 2) the project addresses the gap, and 3) the project includes letters of concurrence from jurisdictions identified in scope. Y/N (All three must apply to achieve 100 points). 50 points may be given to projects not completely satisfying the #3 requirement if the project aligns with regional priorities.
Resource Sharing - The project has a credible plan to share resources. The plan has documentation (e.g. MOUs, contracts, etc.) that demonstrates collaboration and/or agreement from multiple jurisdictions, and/or multiple regions, and/or multiple disciplines (e.g. fire, police, emergency medical services).

10. 2019 Criteria Non - Regional Criteria
Scope - The proposal identifies specific jurisdiction(s), the impact to the jurisdiction(s) & how the interaction occurs.
Capability Linkage - The project links to core capabilities and preparedness goals with a nexus to terrorism.
Sustainment - Consider whether this project sustains or enhances a current project or if it is a new project. If the project is new, the proposal describes how any equipment, licenses, training and other features will be maintained and upgraded after the period of performance? If this is sustainment of a current project, the proposal describes the outcomes of the previous period(s) of performance and ongoing sustainment plan.
Whole of Community - The project addresses for example – Public-Private Partnerships, State-Local Partnerships, access, and functional needs?
Project Management - The proposal explains how the project will be managed; how contracts will be managed; how accountability to timelines and grant rules will be monitored and deficiencies corrected. A timeline is provided from grant award to completion. The proposal indicates if SHSP projects funded in the past three years were completed, and provides an explanation if the project was not completed.
Performance Measurement Plan - The proposal identifies how the project's results will be evaluated and who will evaluate them? The proposal describes the overall results that the project is expected to accomplish in qualitative and/or quantitative terms. Some descriptions could include performance measures, national standards, and core capabilities.
Project Replication - Can the project be easily replicated beyond the initial scope or area of initial concern (e.g. training, planning or some other document asset that can be implemented elsewhere)?

11. State Priorities CERT/CITIZEN CORPS Projects
CAPPED at 10% or $250,000 whichever is greater from the approved competitive projects
Ex. If in the original package $300,000 of CERT/CCP projects are above the cutline, the bottom projects totaling $50,000 will be removed.
Minimum Project Amount - $10,000
Per project not applicant
Projects with the same scope of work that are broken out to become smaller projects for cost benefit purposes will be eliminated
The bottom 40% of lowest scoring projects will be eliminated prior to benefit-cost ranking.

12. Chief Regional Coordinator
Regional Priorities
Presented by
Chief Regional Coordinator

13. Overall Process

14. Homeland Security Grant Program Awarding Process
IO/SEIC
Cyber Projects/
SPSHS

15. 2019 Total Allocation – $9,200,000
State Portion – 20% of the total Allocation $1,840,000
Local Pass Through – 80% of the total allocation $7,360,000
Law Enforcement carve out from the total allocation- $2,300,000

16. Investments
Using the core capabilities, HSGP Program supports the achievement of the Goal through 7 investments areas this year.
• Preventing a threatened or an actual act of terrorism;
• Protecting our citizens, residents, visitors, and assets against the greatest threats and hazards;
• Mitigating the loss of life and property by lessening the impact of future disasters;
• Responding quickly to save lives, protect property and the environment, and meet basic human needs in the aftermath of a catastrophic incident; and/or
• Recovering through a focus on the timely restoration, strengthening, and revitalization of infrastructure, housing, and a sustainable economy, as well as the health, social, cultural, historic, and environmental fabric of communities affected by a catastrophic incident.
Fusion – grant requirement
Cyber Security – grant requirement

17. Timeline April May June July Aug Sept - Oct
Project Submission timeline announced through the grants list serve and regional offices
Investments are prepared and submitted to FEMA
Stakeholder Meeting held in Richmond and across the Commonwealth
Peer Reviews – June 24 – July 10
April
May
June
July
Aug
Sept - Oct
FEMA approval of the Grant and Awards made for projects
September
FEMA releases grant guidance.
Project development period. Proposal due June 15, 2019

18. Proposals can be submitted to the portal at anytime
Timeline
Proposals can be submitted to the portal at anytime
The Project Proposal Form must be submitted through the online portal
Resources available on Grants Website
Forms and instructions will be available
management-community/grants/

19. Grant Management Administration

20. Introduction to the VDEM Grant Cycle
PRE-AWARD Process
1. FEMA announcement of the NOFO (Notice of Funding Opportunity) will usually occur around April or May.
2. FEMA will send VDEM an award letter around June or July.
3. VDEM has 45 days to subaward to the localities after accepting the award letter.
**For SHSP, HR UASI & NSGP a formal announcement will be made by the Governor’s office prior to the subaward announcement of projects from VDEM.
4. VDEM will send an notifying each subrecipient for the Federal award amount allotted in an Allocation Letter. The locality will have 30 days to respond by building a budget in EGMS and submitting all required documents.
5. VDEM will upload into EGMS a Grant Agreement once the budget application is approved.
6. The agreement must be signed by City/County Official and uploaded into EGMS.
Federal
State
Local

22. Helpful tip – FIND YOUR HAPPY PLACE!

23. U:\PreparednessGrants\FY18\2018 ALL GRANT AWARDS\GrantPackage\Grant_Acceptance_Package_092718.zip

24. Introduction to the VDEM Grant Cycle
POST-AWARD Process
Submitting Reimbursement Request(s):
On the Welcome screen of EGMS
you will find a Job Aid…

25. This should reflect what’s in EGMS at the end of the quarter!
Introduction to the VDEM Grant Cycle
cont. POST-AWARD Process
Quarterly Progress Reports
This should reflect what’s in EGMS at the end of the quarter!

26. Introduction to the VDEM Grant Cycle
POST-AWARD Process
Quarterly Updates should incorporate the Milestones listed in your Proposal Form!
Also, what activities have you attended? What events or exercises have you participated in? Have you reviewed or updated any plans?

27. Introduction to the VDEM Grant Cycle
POST-AWARD Process
EMPG Performance Period (7/1/2019 – 6/30/2020)
Quarter 1 July – September due October 15th
Quarter 2 October – December due January 15th
Quarter 3 January – March due April 15th
Quarter 4 April – June due July 15th
*FINAL Progress Report can be submitted as soon as all funds for the project are expended and submitted into EGMS. You do not have to wait until the end of the grant cycle.
Remember: Federal money is not free money. There are strings attached.

28. Introduction to the VDEM Grant Cycle
POST-AWARD Process
HSGP (includes: SHSP, HR UASI & NSGP) Performance Period (11/1/19 – 06/30/21)
Quarter 1 October – December due January 15th
Quarter 2 January – March due April 15th
Quarter 3 April – June due July 15th
Quarter 4 July – September due October 15th
Quarter 5 October – December due January 15th
Quarter 6 January – March due April 15th
*FINAL Progress Report can be submitted as soon as all funds for the project are expended and submitted into EGMS. You do not have to wait until the end of the grant cycle.
Remember: Federal money is not free money. There are strings attached.

29. Introduction to the VDEM Grant Cycle
CLOSE OUT process
Submit your FINAL Progress Reports
Submit an Inventory Form for any single piece(s) of equipment over $5K. This form can be found on the EGMS Welcome screen.