State Homeland Security Program Standard Operating Guidelines NCTCOG

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1 Section I: Call for Projects A. REPAC will establish regional priorities based on, National guidance, State guidance, and the Regional Implementation Plan. B. REPAC will establish and implement a call for projects timeline. C. Extensions and/or changes to the regional call for projects will only be considered under extenuating circumstances and must be approved by the EPPC Chair, REPAC Chair, and EP Director. All changes and extensions must be released 72 hours before they take effect and afforded to all applicants through posting via the REM Listserv, North Texas Police Chiefs, North Texas Fire Chiefs, and REPAC Website. D. Jurisdictions will be eligible based on State requirements and the regional requirements outlined in Attachment 1. Section II: Project Review and Prioritization Sub-Section 1: Administration A. Working Groups a. Working Groups will be approved by REPAC pursuant to a recommendation by the After Action Review Committee (AARC). b. The AARC will recommend the number of working groups needed according to regional funding priorities and guidance provided the Texas State Administrative Agency (SAA) and the US Department of Homeland Security (DHS). c. Working groups must have a quorum of six (6) to conduct any and all business. d. REPAC members may approve to conduct working group business with less than 6 members with a majority vote. B. Chairperson a. Each Working Group will appoint a chairperson. b. The Chairperson must be from REPAC membership. c. The Chairperson is in charge of the overall business of the working group and will communicate with COG staff and REPAC leadership. C. Working Group Assignment a. Staff may assign members or alternates from working groups with more than 10 members to working groups not meeting the approved quorum. D. Voting a. Voting will NOT take place by a visible hand vote. b. All voting will be recorded by each member in a format previously approved by REPAC and tallied by COG staff following each meeting and reported to all members in a special notes section. c. Voting records will be provided upon request. E. Verbal Presentations a. Verbal presentations or other endorsements to REPAC or subcommittees will not be allowed from anyone submitting a project. b. Questions from working groups will be recorded by the working group s chairperson and sent to a COG staff member. As time allows, staff will contact the project point of contact regarding the question and return their answer to the working group s chairperson. F. Forms will be developed and approved by the AARC to document the following: a. Scoring and comments for Phase I working group review. Updated 6/15/2010 Page 1

2 b. Scoring and comments for Phase II working group review. c. Voting record for each REPAC member for project funding. Sub-Section 2: Phase I & II Working Group Review A. Phase I working group review will consist of the following: a. Projects will be divided into the geographic areas in which they originated. i. At least four (4) working groups will be created to review projects during Phase I, as assigned according to geographic distribution. The minimum number working groups are to be established as follows: 1. Urban East 2. Urban West 3. Rural East 4. Rural West ii. REPAC will determine the need for additional working groups. iii. One representative per jurisdiction (as defined by the State Administrative Agency) per committee can score projects. iv. Scorers will review projects by assigning a priority of; 3- Good. B. Phase II working group review will consist of the following: a. Projects will be divided by regional funding priorities. b. One representative per jurisdiction (as defined by the State Administrative Agency) per committee can score projects. i. Scorers will review projects by assigning a priority of; 3- Good Sub-Section 3: Phase III Final Committee Review A. Only REPAC members or their assigned alternates are eligible to score Phase III projects. B. Voting will be by electronic means only, not by hand vote. Scorers will review projects by assigning a priority of; 3- Good C. At final REPAC review and voting, both Phase I and Phase II scores will be provided for consideration during final scoring. a. Working groups and their chairperson must be prepared to comment on those grants in which they reviewed. D. Only scores from voting during Phase III will count toward the final score of a project. a. Scores given by working groups are to be used as a guide to the determined value of specific projects. b. Phase III scoring will take into account priorities list as voted on by REPAC. Sub-Section 4: Guideline for Project Votes Resulting in a Tie Updated 6/15/2010 Page 2

3 A. In the case of a tie vote by REPAC between multiple project applications, such applications will be ranked in the order of scores received from working groups. a. Only tied projects will be ranked according to this procedure. All other projects will be ranked according to normal voting guidelines. B. Working group scores will be considered in reverse order of consideration. a. Phase II scoring will be used to determine ranked project order first b. In the result of a tie during Phase II scoring, Phase I scoring will be used to determine ranking of tied projects. Section III: Project Changes A. All project changes must be submitted to EP Dept. through the online form located at Project changes will be determined by a simple majority decision of the REPAC Chairperson, Vice-Chairperson, and Second Vice- Chairperson. Section IV: Close Out Policy A. Extensions No jurisdiction shall receive an extension past their original Sub Recipient Agreement except for extenuating circumstances to be determined by a simple majority of REPAC no later than two (2) months before SRA deadline. Once approved by the committee, a formal extension request letter must be sent to SHSP point of contact and the State Administrative Agency. All extensions must be approved by the State and are granted on a project by project basis. B. SHSP Close Out List EP Dept. will accept suggestions for use of close out funds though the designated form available at REPAC will conduct a vote no later than four (4) months prior to close of the grant year to formulate the SHSP Close Out List, a prioritized list of projects to be funded. Funds, in excess of $3,000, swept prior to two (2) months before the end of the performance period will be applied to the corresponding year s project list. If no project is able to be funded, funds will be transferred to the following year s project list. Funds swept in an amount under $3,000 or within two (2) month period of close out will be allocated to the SHSP Close Out List. C. Administration EP Dept. retains the right to retain up to 5% of the total project costs for M&A and planning costs associated with regional projects managed by the. EP Dept. will report to REPAC regarding projects funded from close out list. Factors determining feasibility of project include legal purchasing policies, deadlines, eligibility, and amount of funds. Updated 6/15/2010 Page 3

4 The EPPC Chair, REPAC Chair, and EP Director in full agreement, have the authority to make exceptions to the close out policy to make deadlines but any exceptions must be reported to the next REPAC and EPPC meeting. Updated 6/15/2010 Page 4

5 Attachment Grant Procedures A. Jurisdictions may submit up to a total of three (3) projects. B. A mandatory grant meeting for all applicants, in order to clarify objectives and narrow the scope. C. Updated 6/15/2010 Page 5

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