Guidance and Requirements for the 2016 Homeland Security Grant Program

Transcription

1 Guidance and Requirements for the 2016 Homeland Security Grant Program Test for 9195 East Mineral Avenue, Centennial, Colorado Issued March 22, 2016

2 1. Executive Summary The Division of Homeland Security and Emergency Management (DHSEM) is proud to announce the availability of federal grant funding for the 2016 Homeland Security Grant Program (HSGP). The FY 2016 HSGP plays an important role in the implementation of the National Preparedness System by supporting the development and sustainment of core capabilities. The HSGP is an important part of the coordinated effort to strengthen homeland security preparedness at the state and local levels by implementing the goals and strategies specified in the State Homeland Security & AllHazards Strategic Framework, ( along with regional strategies. This document includes grant guidance and requirements for the State Homeland Security Program (SHSP) and the Urban Area Security Initiative (UASI) grant program. Complete federal guidance may be found online at All recipients must adhere to state and federal requirements identified in the guidance. A core mission of the U.S. Department of Homeland Security (DHS) is to enhance the ability of state, local and tribal governments to prevent, protect against, mitigate, respond to, and recover from acts of terrorism and other threats and hazards affecting Colorado. DHS homeland security grant program plays an important role in the implementation of the National Preparedness System (NPS) by supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal (NPG) of a secure and resilient Nation. The Homeland Security Grant Program (HSGP) supports efforts to build and sustain core capabilities across the Prevention, Protection, Mitigation, Response, and Recovery mission areas. HSGP supports a range of preparedness activities, including personnel, planning, organization, equipment purchases, training, and exercises, as well as management and administration costs. DHSEM is the State Administrative Agency (SAA) and as such, is the only entity eligible to apply to FEMA for FY 2016 HSGP funds on behalf of the State of Colorado, the Denver UASI and the AllHazards Regions. Visit us on the web at Homeland Security Grant Program Guide Page 2

3 T A B L E O F C O N T E N T S 1. EXECUTIVE SUMMARY PROGRAM OVERVIEW STATE HOMELAND SECURITY & ALLHAZARDS STRATEGIC FRAMEWORK FUNDING LEVELS GRANT TIMELINE OVERVIEW ELIGIBLE APPLICANTS OVERVIEW GRANT ALLOCATION PROCESS FUNDING FORMULA COMPLIANCE PERFORMANCE PERIOD PROGRAM AND GRANT MANAGEMENT PROGRAM REQUIREMENTS A. LAW ENFORCEMENT TERRORISM PREVENTION ACTIVITIES (LETPA) REQUIREMENTS B. PERSONNEL REQUIREMENTS C. PLANNING REQUIREMENTS D. TRAINING REQUIREMENTS E. EXERCISE REQUIREMENTS F. EQUIPMENT REQUIREMENTS G. MAINTENANCE AND SUSTAINMENT REQUIREMENTS H. CONSTRUCTION AND RENOVATION I. CRITICAL INFRASTRUCTURE REQUIREMENTS J. SPECIAL EVENT DATA CALL K. COLORADO INFORMATION ANALYSIS CENTER (CIAC) REQUIREMENTS L. CCP AND MMRS GRANT PROGRAMS APPENDIX A 2016 HOMELAND SECURITY GRANT PROGRAM TIMELINE APPENDIX B APPLICATION INSTRUCTIONS APPENDIX C APPLICATION TEMPLATE REFERENCE APPENDIX D 2016 SHSP REGIONAL RISKBASED FUNDING ALLOCATION APPENDIX E 2016 RISKBASED FORMULA Homeland Security Grant Program Guide Page 3

4 18. APPENDIX F GRANT DELIVERABLES, TASKS, HLS COORDINATOR JOB DESCRIPTION, AND RECOMMENDED QUALIFICATIONS FOR REGIONAL HOMELAND SECURITY COORDINATORS APPENDIX G MATCH DEFINITIONS APPENDIX H CIAC ANALYST DUTIES APPENDIX I COMMUNITY PREPAREDNESS FORM APPENDIX J CONTACTING DHSEM Homeland Security Grant Program Guide Page 4

5 2. Program Overview The purpose of the FY 2016 HSGP is to support state and local efforts to prevent terrorism and other catastrophic events and to prepare the Nation for the threats and hazards that pose the greatest risk to the security of the United States. The FY 2016 HSGP provides funding to implement investments that build, sustain, and deliver the 32 core capabilities essential to achieving the National Preparedness Goal of a secure and resilient Nation. The building, sustainment, and delivery of these core capabilities are not exclusive to any single level of government, organization, or community, but rather, require the combined effort of the whole community. The FY 2016 HSGP supports core capabilities across the five mission areas of Prevention, Protection, Mitigation, Response, and Recovery based on allowable costs. The HSGP is comprised of three related grant programs: State Homeland Security Program (SHSP) Urban Area Security Initiative (UASI) Operation Stonegarden (OPSG) (Colorado does not qualify to participate in this program) National Preparedness System: The use of the National preparedness system is to build, sustain, and deliver core capabilities in order to achieve the National Preparedness Goal of a secure and resilient Nation. The objective of the National Preparedness System is to facilitate an integrated, allofnation, risk informed, capabilitiesbased, whole community approach to preparedness. Complex and farreaching threats and hazards require a collaborative and whole community approach to national preparedness that engages individuals, families, communities, private and nonprofit sectors, faithbased organizations, and all levels of government. The guidance, programs, processes, and systems that support each component of the National Preparedness System allows for the integration of preparedness efforts that build, sustain, and deliver core capabilities and achieve the desired outcomes identified in the Goal Homeland Security Grant Program Guide Page 5

6 The FY 2016 HSGP contributes to the implementation of the National Preparedness System by financially supporting the ability of states and local jurisdictions to build, sustain, and deliver core capabilities identified in the Goal. The Department of Homeland Security requires recipients to prioritize investments that address core capability gaps identified through their risk assessment processes such as Threat Hazard Identification and Risk Assessment (THIRA.) These assessments set capability targets and measure current ability to meet those targets. In developing applications for the FY 2016 HSGP, recipients are encouraged to consider national areas for improvement identified in the 2015 NPR, which include the following core capabilities: Cybersecurity; Infrastructure Systems; Access Control and Identity Verification; Economic Recovery; Housing; and Longterm Vulnerability Reduction Homeland Security Grant Program Guide Page 6

7 Core Capabilities by Mission Area Prevention Protection Mitigation Response Recovery Planning Public Information and Warning Operational Coordination Intelligence and Information Sharing Community Resilience Infrastructure Systems Interdiction and Disruption Screening, Search, and Detection Longterm Vulnerability Reduction Critical Transportation Economic Recovery Forensics and Attribution Access Control and Identity Verification Cybersecurity Physical Protective Measures Risk Management for Protection Programs and Activities Supply Chain Integrity and Security Risk and Disaster Resilience Assessment Threats and Hazards Identification Environmental Response/Health and Safety Fatality Management Services Fire Management and Suppression Logistics and Supply Management Mass Care Services Mass Search and Rescue Operations Onscene Security, Protection, and Law Enforcement Chain Health and Social Services Housing Natural and Cultural Resources Operational Communications Public Health, Healthcare, and Emergency Medical Services Situational Assessment 2016 Homeland Security Grant Program Guide Page 7

8 3. State Homeland Security & AllHazards Strategic Framework The State of Colorado Homeland Security and AllHazards Senior Advisory Committee (HSAC) developed the Homeland Security & AllHazards Strategic Framework ( ) to provide broad, strategic direction and guidance for the stakeholders of Colorado s Homeland Security program. The HSAC is comprised of dedicated individuals from local, state, tribal government, along with the private sector, nongovernmental organizations, and partner associations across the political and emergency management spectrum. The document establishes an allhazards strategic framework for the State of Colorado and its jurisdictions, agencies, nongovernmental organizations, private sector partners and citizens to prevent, protect against, mitigate, respond to and recover from all hazards. The goals and strategies outlined in the Strategic Framework will enable the State of Colorado to improve allhazard preparedness and resiliency, leading to fewer lives lost, reduced economic impacts in affected communities, improved response capabilities, and faster recovery time. This allhazard strategy aligns with and is nested within Federal preparedness guidelines and directives. It is further based upon the risks and threats that have been identified through the Threat Hazard Identification and Risk Assessment (THIRA) process as being most applicable to the State of Colorado. Statewide Goals The HSAC established the following goals and strategies to guide and focus our planning and preparedness efforts in the coming years. The goals are not in order of importance, but rather collectively reflect the overarching direction that will assist in integrating statewide stakeholder s efforts at all levels when conducting and planning preparedness activities and tasks. Goal 1: Reduce the risks to the citizens of Colorado, their businesses, and their local governments from significant AllHazards incidents Homeland Security Grant Program Guide Page 8

9 Strategies: a. Develop and implement an information sharing system(s) for the State of Colorado b. Conduct an annual threat assessment c. Mitigate identified risks d. Develop a risk communication program for citizen education and awareness e. Make strategic investments to produce safer communities in Colorado that will attract and/or keep new economic development which is required for a strong future Goal 2: Create Colorado communities that can prepare and plan for, absorb the impact of, and proactively adapt to major adverse AllHazards incidents. Strategies: a. Establish systems and methods that promote multijurisdictional prevention/protection activities b. Encourage inclusiveness and synchronization in all planning processes c. Bring together all sectors needed to create resilient Colorado Communities (Government, NGOs, private sector) d. Develop a plan to resource emergency management personnel who are appropriately trained to perform emergency management tasks e. Identify/Develop tools to support community resiliency f. Ensure that sufficient resources are focused on individual, community, and business preparedness for AllHazards incidents Goal 3: Establish standards that local governments, community planners, community developers, and other technical fields, can apply to their processes to achieve better resilience profiles. Strategies: a. Establish, promote and where appropriate, direct standards and best practice models/frameworks statewide b. Establish and promote standards and best practice models at the local level Goal 4: Identify existing or develop new resources for State and local governments to minimize the damage of AllHazards incidents. Strategies: 2016 Homeland Security Grant Program Guide Page 9

10 a. Educate State and local partners on available critical response and planning systems including the limitations and constraints of resource availability (including time, people, equipment and money) b. Allocate and Maintain State level disaster and emergency funding for All Hazards incidents c. Ensure State and local partners are leveraging all available funding streams and programs to resource their requirements d. Ensure core State Division of Homeland Security and Emergency Management (DHSEM) capabilities are resourced through dedicated State funding e. Integrate City, County and Regional Emergency Operation Centers (EOCs) for AllHazards incident response Goal 5: Clarify and expand the cooperative role of NGOs, community service organizations or initiatives and the private sector in creation of partnerships to respond to incidents, and speed the recovery of Colorado citizens and their communities. Strategies: a. Develop or identify integrated Public Private Partnership projects at the State and local levels to increase the sustainability of prevention, protection, mitigation, response, and recovery operations b. Develop programs, products and services dedicated to establishing and strengthening Public Private Partnerships Goal 6: Facilitate and coordinate integrated training and exercise programs that improve the ability of communities to respond to significant incidents. Strategies: a. Develop an integrated statewide exercise program inclusive of community and private partners b. Develop a process to review and track improvement plan items to ensure areas of weakness are addressed with resources c. Develop a statewide integrated training program inclusive of community and private partners 2016 Homeland Security Grant Program Guide Page 10

11 4. Funding levels In FY 2016, the total amount of HSGP funds distributed to the State of Colorado is $6,941,000. Summarized in the table below are the available funds: Program Colorado 2016 Allocation by Program State Homeland Security Program (SHSP) Urban Areas Security Initiative (UASI) Total Amount $3,979,000 $2,962,000 $6,941,000 As required by the federal guidance, the AllHazards Regions and Denver UASI receive 80% of the State s passthrough allocation; 20% remains available for the State. The table below identifies the allocations for both state and local applicants: SHSP UASI TOTAL Colorado Allocation $3,979,000 $2,962,000 $6,941,000 Local Allocation $3,183,200 $2,369,600 $5,552,800 State Allocation $795,800 $592,400 $1,388, Grant Timeline Overview Applicants must submit an electronic copy of their DRAFT application by COB April 1, Applicants must also submit one hard copy of their FINAL application, with detailed project and budget information, and an electronic copy by 12:00 noon, April 7, The paper copy of the application must include original signatures of the Chair of the Regional Board of Directors or UASI Director, Local Authorized Official, Fiscal Agent and Homeland Security Coordinator. Please submit your application to: Division of Homeland Security and Emergency Management Attn: Ezzie Michaels 9195 East Mineral Avenue, Suite 200 Centennial, CO Homeland Security Grant Program Guide Page 11

12 Please the electronic copy of your application to Ezzie Michaels at DHSEM will review each application for eligibility and completeness, and ensure alignment with the State Homeland Security & AllHazards Strategic Framework and the National Preparedness Goal (NPG). For a more detailed timeline, please see Appendix A. 6. Eligible Applicants Overview The table below identifies eligible applicants for each program. Please see the grant specific sections for more detailed information. Program Eligible Applicants # of Applications State Homeland Security Program (SHSP) Urban Areas Security Initiative (UASI) Nine AllHazard Regions City and County of Denver One per region One from Denver DHSEM, as the State Administrative Agency (SAA), is the only entity eligible to submit the HSGP applications to FEMA. Instructions on how to complete the application template are in Appendix B. All applications must be complete for consideration. A copy of the application is located in Appendix C. 7. Grant Allocation Process State Homeland Security Program: At least 80% of the SHSP Allocations will be distributed to the regions/local governments. Regional funding is based on a riskbased formula allocation (see section 8 below) Regional allocations will fund regional priority projects as determined by each All Hazards Regional Board. As a part of the applications, regions are strongly encouraged to provide additional reserve projects for funding in the event that any residual funds or costsavings are realized from current or previous grant years Homeland Security Grant Program Guide Page 12

13 Appendix D identifies the funding allocation for each Region for SHSP. Urban Area Security Initiative Program: The Denver UASI may apply for 80% of the State s UASI allocation. An overview of the Urban Area Working Groups (UAWG) structure and a list of members with their associated jurisdictions must be provided to FEMA through the state along with the grant application. The Denver UASI must notify DHSEM of any updates to the UAWG structure or membership, which DHSEM must thereafter provide to FEMA. 8. Funding Formula The allocation amounts for each Region come from a riskbased formula. The formula includes elements of threat, vulnerability and consequence, compiled using Threat, Natural Hazard Data, Population Index, Economic Index, State Infrastructure Index, Defense Index, Hazmat Index, and Base funding. For additional information on the riskbased formula calculations, please see Appendix E. 9. Compliance Compliance with all grant requirements will be determined through a variety of monitoring practices conducted by DHSEM along with review of submitted forms, reports, and work plans. In the event where noncompliance issues are identified, the subrecipient will be notified and given 30 days to rectify the situation. Failure to meet the requirements, after such notice and time, may result in withholding of reimbursements and/or reversion of remaining funds to the State for reappropriation to other regions or projects. 10. Performance Period The performance period for the 2016 Homeland Security Grant program is 36 months, from September 1, 2016 through August 31, The performance period for individual awards to the Regions and Denver UASI will be specified in the contracts. 11. Program and Grant Management Program Management: 2016 Homeland Security Grant Program Guide Page 13

14 All regions must assign a Homeland Security Coordinator to provide grant and program management, and to ensure fulfillment of all grant requirements and deliverables. A list of required grant deliverables and tasks are located in Appendix F. DHSEM recommends that all regions and Denver UASI designate at least a 3/4 (75%) Homeland Security Coordinator Position (75% means devoting at least 120hours per month toward meeting and delivering program requirements) which will be a regionwide resource. This designation must be made at the time of receipt of the grant award. A list of minimum recommended qualifications for the Homeland Security Coordinator Position is located in Appendix F. Denver UASI must designate a primary Program Manager for program and grant management activities. Fiscal Management: Each applicant must identify a fiscal agent who will be responsible for the financial management of all awarded Homeland Security Grant Program funds. Absent an authorized fiscal agent, regions face a risk of losing their funding allocations which will be redistributed to other regions or projects to ensure that funds are expended during the performance cycle. DHSEM will not function as fiscal agent for any region. Management and Administration Fees: Subrecipients may use up to five percent (5%) of their award for Management and Administrative activities. Environmental and Historic Preservation (EHP): Certain projects (typically changes to buildings or installation of permanent equipment) require Environmental and Historic Preservation (EHP) approval. A completed Environmental and Historic Preservation (EHP) form, submitted to DHSEM and approved by FEMA, must be obtained prior to any expenditure related to the project requiring EHP approval. The form can found online at Subrecipients are responsible for the preparation of the required EHP documents, as well as the implementation of any treatment or mitigation measures identified during the EHP review that are necessary to address potential adverse effects. Subrecipients may use grant funds toward the costs of preparing such documents. The use of grant funds for mitigation or treatment measure, that are typically not allowable expenses, will be considered on a casebycase basis Homeland Security Grant Program Guide Page 14

15 Audit: Office of Management and Budget (OMB) Circular 2 CFR 200 sets forth standards for obtaining consistency and uniformity for the audit of States, local governments, and nonprofit organizations that expend Federal awards. All nonfederal entities that expend $750,000 or more in Federal funds in a year are required to submit this audit report within the earlier of 30 days after receipt of the auditor s report, or nine months after the end of the audit period to the Federal Audit Clearing House at Program Requirements A. LAW ENFORCEMENT TERRORISM PREVENTION ACTIVITIES (LETPA) REQUIREMENTS The Department of Homeland Security requires that at least twentyfive percent (25%) of the combined HSGP funds allocated under SHSP and UASI are dedicated toward law enforcement terrorism prevention activities (LETPAs) linked to one or more core capabilities within the National Preparedness Goal (NPG). The LETPA allocation can be from SHSP, UASI, or both. Therefore, each SHSP subrecipient and the Denver UASI must meet this requirement. Eligible LETPAs include the following: Establishing, enhancing, and staffing the CIAC Paying salaries and benefits for personnel to serve as qualified intelligence analysts Information sharing, intelligence and analysis Target hardening Threat recognition Terrorist interdiction Law Enforcement Training / Exercises Preventative Radiological Nuclear Detection program activities B. PERSONNEL REQUIREMENTS Personnel hiring, overtime, and backfill expenses are permitted under this grant in order to perform allowable FY 2016 HSGP planning, training, exercise, and equipment activities. Subrecipients may not use more than 50% of their award to pay for personnel activities. Generally, the use of SHSP and UASI funding to pay for staff and/or contractor regular time or overtime/backfill is considered a personnel cost. In general: Work performed under contract for a specific deliverable DOES NOT count against the personnel cap; however, 2016 Homeland Security Grant Program Guide Page 15

16 Work performed under contract for an undefined period, such as for personnel costs supporting operational activities, including general planning, training or exercise activities DOES count against the personnel cap; and Work performed by all noncontractor personnel, including for full or parttime staff and operational overtime DOES count against the personnel cap. The following examples would not count towards the personnel cap: Vendor installation of a radio tower; Vendor training on new equipment purchased; Contractor hired to create an Emergency Operations Plan; Contractor hired to provide deliveries of ICS 400; and Contractor hired to assist with planning, training, evaluating, and reporting the effectiveness of a specific exercise. The following examples would count towards the personnel cap: Contractor hired to be the State s WMD training instructor with no specific deliverables under contract; Contractor hired to facilitate an unidentified number of exercises throughout the performance period; Contractor hired to be the parttime auditor of HSGP grants throughout the year; and Contractor hired to be an intelligence analyst. C. PLANNING REQUIREMENTS The FY 2016 HSGP supports all core capabilities and mission areas in the NPG: Prevention, Protection, Mitigation, Response, and Recovery. Activities implemented under HSGP must support preparedness by building or enhancing capabilities that relate to the prevention of, protection from, mitigation of, response to, and recovery from acts of terrorism and other catastrophic events in order to be considered eligible. To review the National Preparedness Goal, please visit: d/npg.pdf Regional strategies are focused on local needs and priorities and are based on the risks and threats that have been identified by each region through regional planning and preparedness activities. Regional working groups are required to review and update their strategies biannually one year after the HSAC updates the State Homeland Security & AllHazards Strategic Framework Strategy. This requirement is to ensure that regions remain current in measuring their progress towards achieving prioritized regional goals and objectives as they work collectively to build a 2016 Homeland Security Grant Program Guide Page 16

17 statewide infrastructure of capabilities by applying resources effectively (i.e., if the State s strategic framework covers , the regions should align to their regional strategy). All regional and Denver UASI applications and projects must directly tie to the prioritized capabilities, measures and tasks outlined in their strategy, to their THIRA, and to the State Homeland Security & AllHazards Strategic Framework. This ensures that funding requests are accomplishing the longrange goals established by the region and support the National Preparedness Goal. Subrecipients receiving funding through the Homeland Security Grant Program are required to attend the Homeland Security Coordinators/Field Managers Interface Monthly Meetings, and attend various workshops and seminars sponsored by DHSEM. Such attendance includes the State Training & Exercise Planning Workshop, along with any other required grant deliverables promulgated by DHSEM and/or FEMA that would require input or completion by local governments. All subrecipients of grant funds must continue to implement the National Incident Management System and the Incident Command System (NIMS/ICS). Implementation is defined as utilizing NIMS/ICS during events and exercises, and continuing to train on NIMS/ICS. Threat and Hazard Identification and Risk Assessment (THIRA): Threat is defined as an indication of possible violence, harm, or danger. Hazard is defined as something that is potentially dangerous or harmful, often the root cause of an unwanted outcome. Risk is defined as a potential for an unwanted outcome resulting from an incident, event, or occurrence, as determined by its likelihood and the associated consequences. Every community should recognize the threats, hazards and risks it faces in order to make the appropriate decisions regarding how to manage them and how to develop needed capabilities. By considering these elements, a community can develop plans to manage its greatest risks across the full range of the threats and hazards it faces. The THIRA is a tool to assist in recognizing threats, hazards and risks and identifies capability gaps in each Allhazards Region. Additionally, the THIRA will assist the regions in prioritizing of planning activities, equipment purchases, and coordination of training and exercise programs for funding requests. The THIRA process helps communities identify capability targets and resource requirements necessary to address anticipated and unanticipated events. The Comprehensive Preparedness Guide (CPG) 2.0, second edition, August 2013 outlines a four step process in developing the THIRA: 2016 Homeland Security Grant Program Guide Page 17

18 1. Identify the Threats and Hazards of Concern. Based on a combination of experience, forecasting, subject matter expertise, and other available resources, identify a list of the threats and hazards of primary concern to the community. 2. Give the Threats and Hazards Context. Describe the threats and hazards of concern, showing how they may affect the community. 3. Establish Capability Targets. Assess each threat and hazard in its context to develop a specific capability target for each core capability identified in the National Preparedness Goal. The capability target defines success for the capability. 4. Apply the Results. For each core capability, estimate the resources required to achieve the capability targets through the use of community assets and mutual aid, while also considering preparedness activities, including mitigation opportunities. For 2016 HSGP, all nine regions and Denver UASI are required to submit updated versions of their 2015 THIRAs. Please submit the updated version electronically to the Grants and Contracts Manager by noon, November 15, Emphasis should be placed on identifying resource gaps (equipment, staff, training courses, exercises, etc.) to successfully meet the Region s Capability targets for each of the 32 FEMA identified Core Capabilities. This gap analysis should be used as a basis for the Region s grant investment justifications. The Emergency Management Performance Grant (EMPG) provides financial incentive to counties to develop county level THIRA. The Regional Field Managers will provide a copy of the county level THIRA to the regional HLS Coordinator. Recognizing that preparedness is a shared responsibility, the National Preparedness System calls for the involvement of all agencies and regions not just government agencies in preparedness efforts. When developing and updating the THIRA, jurisdictions should ensure their assessment and planning effort includes representatives and perspectives of the whole community. An informed public is the best advocate for building and sustaining required capabilities and creating a secure and resilient community. D. TRAINING REQUIREMENTS States, territories, and urban areas may use HSGP funds to develop a homeland security training program. Allowable trainingrelated costs under HSGP include the establishment, support, and conduct of, as well as attendance at training programs specifically identified under the SHSP and UASI programs and/or in conjunction with emergency preparedness training by other Federal agencies and must be related to the delivery of or attendance at an approved training course. Approved training courses can be found in one of the three DHS/FEMA approved training catalogs 2016 Homeland Security Grant Program Guide Page 18

19 (TEI/TO Sponsored, Federal Sponsored or State Sponsored Course catalog at Training conducted using HSGP funds will address a performance gap identified through an After Action Report/Improvement Plan (AAR/IP), contribute to building a capability that will be evaluated through an exercise, or be used to build capacity in one or more core capabilities. Exercises should be used to provide the opportunity to demonstrate and validate skills learned in training, as well as to identify training gaps. Any training or training gaps should be identified in the AAR/IP and addressed in the State or Urban Area training cycle. All training and exercises conducted with HSGP funds should support the development and testing of the jurisdiction s EOP or specific annexes, and validation of completed corrective actions from previous exercises or real world events, where applicable. Federal Guidance requires that all subrecipients report the number of people trained in a given capability to support a reported number of defined resource typed teams (e.g., 23 responders were trained in the Structural Damage Assessment Capability to support 5 Type 2 USAR Teams). In order to ensure compliance with this requirement, all HSGP funded trainings must utilize COTRAIN ( to manage and track the types of trainings, dates of trainings, and attendance at trainings. All State or federalsponsored courses require submittal of reports to DHSEM. Within 30 days after the course completion, the State or Federal Sponsored Course Attendance Reporting Form must be submitted to the Training and Exercise POC. Use of HSGP funds for nondhs approved courses will be reviewed, and may be approved, on a casebycase basis. The NonApproved Course Request Form must be completed and submitted to the Grants Administration Program Manager (see appendix J) at least 45 days prior to the course start date. DHSEM will review the request and will provide the requester with their decision. If approved, the Non Approved Course Attendance Reporting Form must be submitted to the Training and Exercise POC within 30 days after the completion of the course. Allowable Training Costs: Allowable trainingrelated costs include, but are not limited to, the following: Developing, delivering, and evaluating training Includes costs related to administering the training, planning, scheduling, facilities, materials, supplies, and equipment Homeland Security Grant Program Guide Page 19

20 Training that promotes individual, family, or community safety and preparedness including allhazards safety training. Overtime and backfill The entire amount of overtime costs, including payments related to backfilling personnel, which are the direct result of attendance at FEMA and/or approved training courses and programs, are allowable. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the State or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In no case is dual compensation allowable. Travel Costs (e.g., airfare, mileage, per diem, hotel) are allowable expenses for employees traveling for official business related to approved training courses. Hiring of full or parttime staff or contractors/consultants Payment of salaries and fringe benefits to full or parttime staff or contractors/consultants must be in accordance with the policies of the State or fiscal agent and have the approval of the State or awarding agency, whichever is applicable. Such costs must be included within the funding allowed for program management personnel expenses, which must not exceed 50 percent of the total allocation as specified in section E.6. In no case is dual compensation allowable (see above). Certification/Recertification of instructors States are encouraged to follow the FEMA Instructor Quality Assurance Program to ensure a minimum level of competency and corresponding levels of evaluation of student learning. This is particularly important for those courses that involve training of trainers. This information is contained in Information Bulletin #193, issued October 20, In order to use HSGP funds to conduct DHS/FEMA approved training courses, the instructor must be authorized by the SAA or a DHS training partner such as EMI or CDP to instruct the respective course. In some instances, completion of the course TraintheTrainer suffices as appropriate training credentials. Please contact the Training and Exercise POC for questions regarding approved instructors. E. EXERCISE REQUIREMENTS Exercises conducted with HSGP funds must be managed and executed in accordance with the Homeland Security Exercise and Evaluation Program (HSEEP). Prior to the execution of any exercises, DHSEM Training & Exercise POC must be notified by uploading the exercise into the National Exercise Schedule System on the HSEEP Toolkit. Please contact your Training and Exercise POC if you need access to the system. For all tabletop and functional exercises, and when required or appropriate, After Action Reports/Improvement Plans (AAR/IP) should be submitted to DHSEM Training and Exercise POC within 55 days of the exercise. DHSEM will then submit the AAR/IP to the Colorado Grants and Preparedness Community of Interest (COI) on 2016 Homeland Security Grant Program Guide Page 20

21 the Homeland Security Information Network (HSIN) within 60 days and to HSEEP within 90 days. HSEEP Guidance for exercise design, development, conduct, evaluation, and improvement planning is located at The DHSEM website provides sample exercise materials and templates. Additionally, all exercises using HSGP funds must be NIMS compliant. More information is available online at the NIMS Integration Center, Exercise scenarios used in HSGPfunded exercises must focus on validating capabilities, must be large enough in scope and size to exercise multiple activities and warrant involvement from multiple jurisdictions and disciplines and nongovernmental organizations, and take into account the needs and requirements for individuals with disabilities. Exercise scenarios should align with priorities and capabilities identified in the regional training and exercise plan. Subrecipients are encouraged to include the private sector and NGO s in exercises to maximize situational awareness and ensure efficient and effective use of all available resources during an emergency. Allowable Exercise Costs: Funds used to design, develop, conduct, and evaluate an exercise Includes costs related to planning, meeting space and other meeting costs, facilitation costs, materials and supplies, travel, and documentation. Subrecipients are encouraged to use government facilities to conduct meetings and conferences whenever possible. Hiring of full or parttime staff or contractors/consultants Full or parttime staff may be hired to support exerciserelated activities. The applicant's formal written procurement policy or the Federal Acquisition Regulations (FAR), whichever is more stringent, must be followed. In no case is dual compensation allowable. Overtime and backfill The entire amount of overtime costs, including payments related to backfilling personnel, which are the direct result of time spent on the design, development, and conduct of exercises, are allowable expenses. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the State or fiscal agent and has the approval of the State or the awarding agency, whichever is applicable. In no case is dual compensation allowable. Travel Travel costs are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of exercise 2016 Homeland Security Grant Program Guide Page 21

22 project(s) or HSEEP programmatic requirements as described in the HSEEP website (e.g., Improvement Plan Workshops, Training and Exercise Plan). Supplies Supplies are items that are expended or consumed during the course of the planning and conduct of the exercise project(s) (e.g., copying paper, gloves, tape, nonsterile masks, and disposable protective equipment). Disability accommodations Materials, services, tools and equipment for exercising inclusive of people with disabilities (physical, programmatic and communications access for people with physical, sensory, mental health, intellectual and cognitive disabilities). Other Items These costs include the rental of equipment (e.g., portable toilets, tents), food, gasoline, exercise signs, badges, etc. Unauthorized Exercise Costs: Unauthorized exerciserelated costs include: Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances). Equipment purchased for permanent installation and/or use, beyond the scope of exercise conduct (e.g., electronic messaging signs). Training and Exercise Plan (TEP) All regions, including the Denver UASI, are required to develop a MultiYear Training and Exercise Plan (TEP) in coordination with Emergency Management Performance Grant (EMPG) subrecipients, through the implementation of local and/or regional Training and Exercise Plan Workshop (TEPW). Regions and Denver UASI must use the TEP template which is due to the DHSEM Training and Exercise POC by October 14, The regional TEP will be used to coordinate training and exercise activities statewide as well as to populate a master calendar for better overall awareness of capacity development. The information will also be used during the State Training & Exercise Planning Workshop. Further guidance concerning the Training and Exercise Plan and the Training and Exercise Plan Workshop can be found at TEP Template Guidelines: These guidelines are directed specifically at the documentation and development of training and exercises planned by jurisdictions for a three year time period. The template, which is required to be used by each jurisdiction submitting a TEP, is only for the schedule of trainings and exercises. The template can be found on the DHSEM website at Homeland Security Grant Program Guide Page 22

23 There are three separate sheets in the TEP template, one for each year of the TEP. The template tabs show YEAR 1, YEAR 2, YEAR 3. Rename the tab to the appropriate year, i.e There are eight elements outlined on the TEP Template: 1. Course Name & Number or Exercise Name Name of the course and number, of known. (I.e. G270.4 Recovery from Disaster: The Local Government Role. For exercise, i.e. Active Shooter Functional Exercise.) 2. State Support Requested List Not Applicable if no state support is requested. List all pertinent support requests. (I.e. Instructors, Books, Co.Train, Flyer, or Other, be Specific). 3. Number of Times Offered Number of sessions. 4. Date(s) Dates class will be held. (I.e. April If specific dates have not been determined, put the quarter of the year, i.e. 1 st Qtr.) 5. Location Location where course will be held. 6. Type of Personnel Trained Be specific if possible. (I.e. First Responders, EOC staff, Emergency Management Staff, etc.) 7. Number of Participants Maximum number of attendees anticipated. 8. Gaps or Corrective Actions Addressed A gap identified in the THIRA, a corrective action noted in an AfterAction Report/Improvement Plan (AAR/IP), or another area that has been identified. (I.e. a new plan that needs to be tested.) Filter Capabilities: Each of these columns can be sorted with a filter. Go to the Data tab at the top of the spreadsheet and click on Filter. The columns can be filtered based on the information that is input into the column. The DHSEM Training and Exercise Section can assist you in this process. Please contact a team member listed below. We are happy to come to your community and work with you on the facilitation of your Training & Exercise Planning Workshop (TEPW) and/or the development of the TEP. Lynn Bailey, State Training Officer lynn.bailey@state.co.us Colleen Gadd, Training & Exercise Specialist colleen.gadd@state.co.us F. EQUIPMENT REQUIREMENTS The allowable prevention, protection, mitigation, response, and recovery equipment categories and equipment standards for FY 2016 HSGP are listed on the webbased 2016 Homeland Security Grant Program Guide Page 23

24 version of the Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB), at and/or Unless otherwise stated, equipment must meet all mandatory regulatory and/or DHSadopted standards to be eligible for purchase using HSGP funds. In addition, agencies will be responsible for obtaining and maintaining all necessary certifications and licenses for the requested equipment. Information Bulletin No. 407 provides guidance regarding the requirements when applying for, or expending grant funds for, controlled equipment expenditures and using grantfunded controlled equipment. The IB is applicable to all grant programs awarded by the Department of Homeland Security/Federal Emergency Management Agency (DHS/FEMA) as of October, Because of the nature of the equipment and the potential impact on communities, additional controls will be imposed on the acquisition, use, and transfer of this equipment. Subrecipients that are using FY 2016 HSGP funds to support emergency communications activities must comply with the most recent version of the SAFECOM Guidance on Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. SAFECOM guidance can be found at G. MAINTENANCE AND SUSTAINMENT REQUIREMENTS The use of FEMA preparedness grant funds for maintenance contracts, warranties (purchased incidental to equipment purchases), repair or replacement costs, upgrades, and user fees are allowable unless otherwise noted. FY 2016 grant funds are intended to support the National Preparedness Goal by funding projects that build and sustain the core capabilities necessary to prevent, protect against, mitigate the effects of, respond to, and recover from those threats that pose the greatest risk to the security of the Nation. In order to provide subrecipients the ability to meet this objective, the policy set forth in GPD s Information Bulletin 336 (Maintenance and Sustainment) has been expanded to allow for the support of equipment that has previously been purchased with both Federal grant and nonfederal grant funding. Subrecipients need to ensure that eligible costs for maintenance and sustainment be an allowable expenditure under applicable grant programs and support one of the core capabilities in the five mission areas contained within the NPG and be deployable through the Emergency Management Assistance Compact (EMAC) membership, where applicable Homeland Security Grant Program Guide Page 24

25 H. 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. I. CRITICAL INFRASTRUCTURE REQUIREMENTS DHSEM recommends the use of the IP Gateway as a standardized approach to Critical Infrastructure Protection efforts at the local level. IP Gateway is a single signon platform that hosts a suite of security surveys and assessment tools as well as streamlined state and federal infrastructure data. This platform supports crossgovernmental information sharing, incident planning, and response. Identification and prioritization of critical infrastructure provides the foundation for infrastructure protection and risk reduction programs and activities executed by the Department of Homeland Security (DHS) and its public and private sector partners. DHS has historically executed this responsibility through an annual data call to sector, local government, state, and territorial partners, using criteria developed by the Homeland Infrastructure Threat and Risk Analysis Center (HITRAC) National Critical Infrastructure Prioritization Program (NCIPP). The list of critical infrastructure, prioritized in to two categories (Level I and Level II), is used to inform the DHS s infrastructure protection plans and programs to ensure that risk mitigation efforts are applied in the most effective way possible. Therefore, all regions are required to assist the DHSEM Infrastructure Protection POC (appendix J) by assisting DHSEM with the development of an asset prioritization framework of local, regional, and state infrastructure and by providing nominations for critical infrastructure assets in their region. DHSEM will provide technical assistance and guidance regarding the process. J. SPECIAL EVENT DATA CALL Homeland Security Coordinators are required to assist, if needed, the DHSEM Regional Field Managers and local emergency managers with the collection of special event data call as part of the DHS annual Data Call. It is vital that the regions provide ample data to enhance situational awareness statewide and to ensure that both the regions and the State meet our reporting requirements. DHSEM will announce the deadline for submission of the data once we are notified. DHSEM will provide technical assistance and guidance regarding the process, to include the use of any forms, reports and templates as part of the collection effort. Participation from each county within each AllHazards Region is vital to ensure accurate reporting Homeland Security Grant Program Guide Page 25

26 K. COLORADO INFORMATION ANALYSIS CENTER (CIAC) REQUIREMENTS Building Prevention and Protection Capabilities: The CIAC encourages the use of SHSP and UASI funding to support programs and initiatives that directly support local efforts to understand, recognize, prepare for, prevent, and respond to preoperational activity and other crimes that are precursors or indicators of terrorist activity, in accordance with applicable privacy and civil rights/civil liberties protections. Such activities include, but are not limited to; development and implementation of Fusion Liaison Officer Programs, the Nationwide Suspicious Activity Reporting (SAR) Initiative (NSI), the If You See Something, Say Something campaign as a component of the NSI, and local efforts. Preventative Nuclear/Radiological Detection program development and execution are also allowable. For more information, please visit the following website: Baseline Capabilities: The Baseline Capabilities for State and Major Urban Area Fusion Centers (September 2008) identifies the baseline capabilities for fusion centers and the operational standards necessary to achieve each of the capabilities across the National Network of Fusion Centers. Fusion Centers, in partnership with the Federal Government, prioritized four Critical Operational Capabilities (COCs), which align to the steps in the intelligence cycle. During the Baseline Capabilities Assessment (BCA), fusion centers were assessed on their ability to perform the COCs. Fusion centers leveraging SHSP and/or UASI grant funds are required to demonstrate, at a minimum, the following fundamental capabilities: Receive: A written plan, policy or SOP describing fusion center business processes for the receipt, handling, and storage of classified (SECRET) and unclassified information from Federal partners. Analyze: A written plan, policy, or SOP describing fusion center business processes for assessing the local implications of threatrelated information provided by Federal partners (DHS, FBI, etc.) through a formal risk analysis process. This process should determine what critical information needs to be provided to State, Local, Tribal, and Territorial (SLTT), and private sector partners to support prevention, protection, and other responserelated operational planning efforts, and to inform these partners of behaviors and circumstances that may serve as preincident indicators of an emerging threat Homeland Security Grant Program Guide Page 26

27 Disseminate: A written plan, policy, or SOP describing fusion center business processes for disseminating critical information to SLTT and private sector partners in the fusion center s area of responsibility. Gather: A written plan, policy, or SOP describing fusion center business processes for gathering locallygenerated information, participating in the NSI, and sharing pertinent information with the local Joint Terrorism Task Force (JTTF) for investigation and DHS for further analysis. Privacy, Civil Rights, and Civil Liberties (P/CRCL) Protections: An approved P/CRCL policy to ensure that P/CRCL protections are in place that are at least as comprehensive as the ISE Privacy Guidelines, and that all staff receive training on both the center s P/CRCL policies and 28 CFR Part 23. The development and updating of such policies provide an opportunity to engage the whole community. Analytic Capabilities: All fusion center analytic personnel must demonstrate qualifications that meet or exceed competencies identified in the Common Competencies for State, Local, and Tribal Intelligence Analysts. In addition to these training requirements, fusion centers should also continue to mature their analytic capabilities by addressing gaps in analytic capability identified during the fusion center s Baseline Capabilities Assessment. For further detail regarding CIAC Requirements, refer to Department of Homeland Security (DHS) 2016 Federal Guidance. Colorado Information Analysis Center (CIAC) Analyst Requirements: Applicants requesting grant funds for Regional CIAC Analysts must work in close coordination with the Colorado Information Analysis Center. At a minimum, Regional Analysts will be required to follow minimum standards set forth in Appendix H. It is important to note that the CIAC and Regional leadership will supervise all analysts jointly. In order to be hired as an intelligence analyst, staff and/or contractor personnel must meet the following criteria: Successfully complete training to ensure baseline proficiency in intelligence analysis and production within six months of being hired; and/or, Previously served as intelligence analyst for a minimum of twoyears either in a Federal intelligence agency, the military, or State and/or local law enforcement intelligence unit Be able to obtain a Secret security clearance within 6months of hire 2016 Homeland Security Grant Program Guide Page 27

28 A fully executed Memorandum of Understanding (MOU) must be executed between the CIAC and the fiscal agent prior to the expenditure of any grant funds. L. CCP AND MMRS GRANT PROGRAMS Although the Citizen Corps Program (CCP) and Metropolitan Medical Response System (MMRS) are no longer funded as discrete grant programs within HSGP, CCP and MMRS activities are allowable under the FY 2016 HSGP. Citizen Preparedness and Engaging the Whole Community Priority One within this guidance focuses on the implementation of the NPS and a Whole Community Approach, and engaging whole community councils. Priority Four emphasizes innovation and sustained support for the National Campaign for Preparedness which includes fostering individual and community preparedness and resilience. In order to demonstrate a commitment to these priorities, quarterly reporting of citizen preparedness is required for all CCP expenditures and activities using form in Appendix I Homeland Security Grant Program Guide Page 28

29 13. Appendix A 2016 Homeland Security Grant Program Timeline Date February 16, 2016 February 22, 2016 February 26, 2016 February 26 April 7, 2016 April 1, 2016 April 7, 2016 April 15, 2016 April 15, 2016 April 25, 2016 September 2016 September October 2016 September October 2016 Activity DHS issues the 2016 Grant Guidance DHSEM s the DRAFT 2016 Grant Guidance for comments DHSEM issues the FINAL 2016 Grant Guidance Grant Application Development Technical Assistance as needed. DHSEM staff will review draft applications and provide feedback to applicants. DRAFT applications are due (electronic copy without signatures) FINAL applications are due (one hard copy and an electronic copy) to DHSEM by 12:00 p.m. Initial state application is due to FEMA Investment justification is due to FEMA Final HSGP grant application submitted to FEMA Anticipated receipt of FEMA s award letter Fiscal Agents Training Issuance of the 2016 Grant Contracts August 31, Grant Period of Performance Ends 2016 Homeland Security Grant Program Guide Page 29

30 14. Appendix B Application Instructions HSGP Final Application: One paper copy must be received at DHSEM by 12:00 p.m., April 7, Late applications will not be accepted. Additionally, an electronic copy must be ed to Ezzie Michaels at ezzie.michaels@state.co.us. Please submit the application to: Division of Homeland Security and Emergency Management ATTN: Ezzie Michaels 9195 East Mineral Avenue, Suite 200, Centennial, CO READ ALL INSTRUCTIONS CAREFULLY BEFORE COMPLETING THE GRANT APPLICATION HELPFUL INFORMATION: DO NOT print or submit the Instructions, AEL, Key Worksheet, and Subcategory tabs. Print the application only onesided. The application should be stapled in the upper left hand corner. DO NOT attach cover letters to the application. Cover letters are not reviewed with the application. If you do include a cover letter, do not put information in the letter that is not found in the application. DO NOT place applications in binders or folders. DO NOT use a font size smaller than 10 points. DO NOT exceed the space provided for your responses. DO NOT add or delete any questions or fields in the application document. SECTION A: APPLICANT INFORMATION 1) Homeland Security Grant Program: The template will specify the State Homeland Security Program (SHSP) or Urban Areas Security Initiative (UASI). 2) Region: Select the appropriate Region for the grant application. 3) FEIN#: Your Federal Employer Identification Number (FEIN) is a ninedigit number used by your finance department for filing and paying various withholding and social security taxes to the Internal Revenue Service (IRS). It is also referred to as a Tax Identification Number (TIN) Homeland Security Grant Program Guide Page 30

31 4) Applicant Agency: This is the agency that will administer the funds, if received (i.e. Fiscal Agent). 5) Address: Address for the applicant agency. 6) Total Funds Requested: This field will auto populate. SECTION B: SIGNATURE PAGE 1) Authorized Official: The individual who is authorized to enter into legal contracts on behalf of the applicant agency. The Authorized Official must be a person other than the project director or the financial officer. In local units of government, the Authorized Official is usually the city council president or city manager, district attorney, mayor and/or chair of county commissioners. NOTE: If someone other than the Authorized Official described above has been delegated as the person who can enter into contractual agreements, such as this grant application, you must provide official documentation of such delegation (such as bylaws or resolutions) immediately following the signature page. 2) Fiscal Agent (Financial Officer): Enter the name, position/title (as related to the applicant agency), telephone, FAX, and address of the Financial Officer. The Financial Officer is the person who will be responsible for fiscal matters relating to the project and is ultimately in charge of accounting, management of funds, verification of expenditures and grant financial reports. This must be an individual other than the project director or authorized official. 3) Homeland Security Coordinator: Enter the name, position/title, agency, address, telephone, FAX, and address of the Homeland Security Coordinator who will oversee the daytoday management of the grant project. The Coordinator must be a person other than the authorized official or the financial officer. 4) Chair of Regional Board of Directors: Enter the name, position/title, agency, address, telephone, FAX and address of the Chair of the Regional Board of Directors Homeland Security Grant Program Guide Page 31

32 SECTION C: CERTIFICATIONS The Certified Assurances are state government requirements for these funds. By signing the application, the applicant certifies that he/she has read and will abide by the Special Provisions, Certified Assurances, and grant requirements. Any questions should be directed to the staff at DHSEM. SECTION D: REGIONAL OVERVIEW Provide a highlevel overview (no more than one page) that describes the current state of the Region. This should include the methodology used to determine priorities. Fill out the form as needed. FFATA PROJECT INFORMATION 1) Region: The template will auto populate this field. 2) Applicant Agency: The template will auto populate this field. 3) Grant Program: The template will auto populate this field. 4) Project Title: Enter a short, but descriptive, title specific to the proposed project. 5) Project zip code location: Enter the zip code where the project will take place. 6) Brief Project Summary: Summarize in a few sentences what activities will be implemented and what will be accomplished by this project. Keep in mind that this summary will be posted on the DHSEM website. It should be clear, succinct, and suitable for a press release. 7) Core Capabilities and Investment Justification: Select an answer from the drop down list. Select one Investment Justification from the drop down list that this project supports and describe the project that will be supported with these funds. Select at least one Goal and at least one Strategy from the drop down list that the project supports. Management and Administration (M&A) Description of M&A for which funds are being requested: Provide a brief overview of what management and administration funds will be used for in terms of grant management Homeland Security Grant Program Guide Page 32

33 15. Appendix C Application Template Reference 2016 HOMELAND SECURITY GRANT PROGRAM APPLICATION SECTION A: APPLICANT INFORMATION 1. Select Grant Program State Homeland Security Program (SHSP) 2. Region 3. FEIN # 4. Applican Agency 5. Address 1 Address 2 City & State Zip 6. Total Funds Requested *** DRAFT Application Is Due by xx/xx/xx COB (electronic copy only) *** *** FINAL Application Is Due by xx/xx/xx 12:00 noon *** (Submit one signed original application and an electronic version of your application) Submit to: Ezzie Michaels ezzie.michaels@state.co.us Division of Homeland Security and Emergency Management 9195 E. Mineral Avenue, Suite 200 Centennial, CO Homeland Security Grant Program Guide Page 33

34 2016 HOMELAND SECURITY GRANT PROGRAM APPLICATION Name Title Agency Mailing Address Telephone # Address SECTION B: SIGNATURE PAGE The Subgrantee and responsible signatories certify by signing that they have read the Application including the Grant Requirements, and are fully cognizant of their duties and responsibilities for this grant and will comply with, and follow, all requirements established in the FEMA and DHSEM Grant Management Guides. The Subgrantee understands and agrees that any subgrant award received as a result of this application shall incorporate by reference the information contained herein. 1. Authorized Official City State Zip Code Signature Name Title Agency Mailing Address 2. Fiscal Agent (Financial Officer) Date Telephone # Address City State Zip Code Signature Name Title Agency Mailing Address 3. Regional Coordinator Date Telephone # Address City State Zip Code Signature Name Title Agency Mailing Address 4. Chair of Regional Board of Directors Date Telephone # Address City State Zip Code Signature Date 2016 Homeland Security Grant Program Guide Page 34

35 2016 HOMELAND SERCURITY GRANT PROGRAM APPLICATION Subgrantee Name (Fiscal Agent or Applicant Agency) Address SECTION C: CERTIFICATIONS CERTIFICATION OF COMPLIANCE WITH REGULATIONS OFFICE FOR CIVIL RIGHTS, OFFICE OF JUSTICE PROGRAMS For Subgrants Issued By The Division of Homeland Security and Emergency Management INSTRUCTIONS: Identify the person who is responsible for reporting civil rights and check the certification box that applies to your agency. The authorized person must sign this form. Authorized Official Name Phone Number Name of Authorized Official for reporting civil rights findings of discrimination Phone Number AUTHORIZED OFFICIAL'S CERTIFICATION: As the Authorized Official for the above Subgrantee, I certify, by my signature below, that I have read and am fully cognizant of our duties and responsibilities under this Certification. I. REQUIREMENTS OF SUBGRANT RECIPIENTS: All subgrant recipients (regardless of the type of entity or the amount awarded) are subject to prohibitions against discrimination in any program or activity, and must take reasonable steps to provide meaningful access for persons with limited English proficiency. > I certify that this agency will maintain data (and submit when required) to ensure that: our services are delivered in an equitable manner to all segments of the service population; our employment practices comply with Equal Opportunity Requirements, 28 CFR and et seq.; our projects and activities provide meaningful access for people with limited English proficiency as required by Title VI of the Civil Rights Act, (See also, 2000 Executive Order #13166). > I also certify that the person in this agency or unit of government who is responsible for reporting civil rights findings of discrimination will submit violation(s), if any, to the Division of Homeland Security and Emergency Management within 45 days of such violation(s), and/or if the violation(s) occurred prior to the grant award beginning date, within 45 days of the grant award beginning date. A copy of this Certification will be provided to this person, as identified here: 2016 Homeland Security Grant Program Guide Page 35

36 II. EQUAL EMPLOYMENT OPPORTUNITY PLAN (EEOP) CERTIFICATIONS: Check one appropriate box (A, B, C1 or C2 below) that applies to this subgrantee agency during the period of the grant duration noted above. CERTIFICATION A (NO EEOP IS REQUIRED if (1), (2) or (3) below applies.) This is the Certification that most nonprofits and small agencies will use. More than one may apply. This funded entity has not been awarded more than $1 million cumulatively from all programs administered by the U.S. Office of Domestic Preparedness over an 18month period that includes the above grant duration period, and (1) is an educational, medical or nonprofit institution or an Indian Tribe; and/or (2) has fewer than 50 employees; and/or (3) was awarded through this grant from the Division of Homeland Security and Emergency Management less than $25,000 from the U.S. Office of Domestic Preparedness. Therefore, I hereby certify that this funded entity is not required to maintain an EEOP, pursuant to 28 CFR , et seq. CERTIFICATION B (EEOP MUST BE ON FILE) This funded entity, as a forprofit entity or a state or local government having 50 or more employees, was awarded, through this grant from the Division of Homeland Security and Emergency Management, more than $25,000, but less than $500,000 in federal U.S. Office of Domestic Preparedness. Also, it has not been awarded more than $1 million cumulatively from all programs administered by the U.S. Office of Domestic Preparedness over an 18month period that includes the above grant duration period. Therefore, I hereby certify that the funded entity has formulated and Equal Employment Opportunity Plan in accordance with 28 CFR , et seq., subpart E. that it has been signed into effect by the proper authority and disseminated to all employees, and that it is on file for review or audit by officials of the SAA as required by relevant laws and regulations. CERTIFICATION C1 (EEOP MUST BE ON FILE) This funded entity, as a forprofit entity or a state or local government having 50 or more employees, was awarded, through this grant from the Division of Homeland Security and Emergency Management, more than $500,000 in federal U.S. Office of Domestic Preparedness, but, it has not been awarded more than $1 million cumulatively from all programs administered by the U.S. Office of Domestic Preparedness over an 18month period that includes the above grant duration period. CERTIFICATION C2 (EEOP MUST BE ON FILE) This funded entity, having 50 or more employees, has been awarded more than $1 million cumulatively from all programs administered by the U.S. Department of Justice, including this subgrant from the Division of Homeland Security and Emergency Management, over an 18month period that includes the above grant duration period. Therefore, I herby certify that the funded entity will submit, with the Homeland Security application, an EEOP or an EEOP Short Form, which will include a section specifically analyzing the subgrantee (implementing) agency. As the authorized Official for the above Subgrantee, I certify, by my signature below, that I have read and am fully cognizant of our duties and responsibilities under this Certification. Authorized Official's Signature Date Typed Name Title 2016 Homeland Security Grant Program Guide Page 36

37 2016 HOMELAND SECURITY GRANT PROGRAM APPLICATION SECTION D: REGIONAL OVERVIEW Regional/Agency description and investment prioritization process: 2016 Homeland Security Grant Program Guide Page 37

38 Grant Program HSGP Grant Year Award Number Subrecipient Legal Name Subrecipient Address Subrecipient City County Subrecipient State Colorado Subrecipient Zip Code Subrecipient DUNS + 4 Address City Parent Organization DUNS # if applicable County State Colorado Zip Code 1. Official Name 2. Official Name 3. Official Name 4. Official Name FFATA/FSRS Data Report for Subrecipients of federal Funds The FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT (FFATA) requires the Division of Homeland Security and Emergency Management (DHSEM) to collect the following information for each subaward of $25, or more. This information is required by the Office of Management and Budget (OMB) and must be submitted by DHSEM into the SUBAWARD REPORTING SYSTEM (FSRS). Congressional District (can be found at System for Award Management (SAM) Is Subrecipient Registered at System for Award Management (SAM)? (register at Compensation for Top Five Executives 80% or more of the subrecipient prior year annual gross revenues are from Federal awards? $25 million or more of the subrecipient annual gross revenues are from federal funds? YES NO The public does NOT have access to information about the compensation of the senior executives in the subrecipient's organization filed under the Securities Exchange Commission (SEC) and IRS requirements? YES NO *If Subrecipient answered "YES" to all three questions above, provide the 5 highest paid executives and their compensation amounts, otherwise enter "Not Required" in the "1. Official Name" cell below Compensation Amount Compensation Amount Compensation Amount Compensation Amount 5. Official Name Compensation Amount Project Description (up to 4,000 characters) 9 digits Primary Location of Performance of the Award (no post office box, this must be the actual physical location where the work is being performed. If you have more than one project, pick one major project to report on) digits 2 digits to match zipcod Check One YES YES NO NO Signature Signature: Date: Agency s Authorized Representative (usually the Grant Administrator or Program Manager or Coordinator) By signing above, I certify that the information contained in this FFATA data report is complete and accurate to the best of my knowledge Homeland Security Grant Program Guide Page 38

39 2016 Homeland Security Grant Program 1. Region: PROJECT 1 2. Applicant Agency: 3. Grant Program: State Homeland Security Program (SHSP) PROJECT NARRATIVE 4. Project Title: 5. Project Zip Code Location 6. Brief Project Summary CORE CAPABILITIES and STATE HOMELAND SECURITY STRATEGIC FRAMEWORK 7. Core Capabilities by Mission Area A. Mission Area >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<< B. Core Capability C. Project Type >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< D. Investment Supported >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< E. Does this Project support a previously awarded investment >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< F. Capability Building >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< G. Deployable >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< H. Sharable >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< I. Does this project fill a capability gap identified in the regional THIRA? >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< If selected "No" to question I, please explain why was this project selected If entered 'Yes' to question J, enter information for questions K and L using the following link: otherwise leave blank J. Does this project support a NIMS typed resource? >>>>>>>>>>>>>>>> SELECT <<<<<<<<<<<<<<<<< K. Enter the name of the typed resources from the Resource Type Libarary Tool L. Enter the ID of the typed resource from the Resource Type Library Tool 8. Golas and Strategies (identify at least 1 goal and 1 strategy in the State Homeland Security Strategic Framework supported by this investment) 1. Goal >>>>>>>>>>> SELECT <<<<<<<<<<<<< A. Strategy B. Strategy C. Strategy 2. Goal (if applicable) A. Strategy B. Strategy 2016 Homeland Security Grant Program Guide Page 39 C. Strategy