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

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2008 – 2009EMPA Competitive

Grant Programs

GUIDELINES

Cherie Trainor Jenene Helms

Administrator Community Assist. Consultant

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TABLE OF CONTENTS

Page

• History 3 - 5• Synopsis of Cycle 6• Programs 7 - 10• Categories 11-13• Priority Area 14-15• Critical Facilities Projects 16-17• Dates to Remember 18• Scoring Criteria Summary 19-27• Application Organization/Format 28-34• Pointers - Application Submissions 35-36• Selection/Award Procedures 37-38• Appendix Items Examples 39• Recap – Competitive Grant Program40• Recap – Municipal Grant Program 41• Obtaining Application Packets 42• Reporting Requirements 43-46• Questions? 47

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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”

Options1. 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.”

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252.372 FLORIDA STATUTES

• $2.00 per policy homeowners insurance policy annually

• $4.00 per policy business/commercial insurance policy annually

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STATE OF FLORIDADIVISION OF EMERGENCY

MANAGEMENT

As defined in Chapter 252.34, 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.

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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

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PROGRAMS

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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.

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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

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Division of Emergency Management Contact for the

Statewide Mutual Aid Agreement

Questions about being an approved mutual aid municipality can be

answered by contactingLessie Holton

(850) 413-9886or

[email protected]

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CATEGORIES

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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)

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EMERGENCY MANAGEMENTCOMPETITIVE 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.

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PRIORITY AREA

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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.

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• * 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

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Division of Emergency Management

Contacts for the ARC 4496

Danny Kilcollins, Planning Manager

(850) [email protected]

ORDean Griffin, Engineer II

(850) [email protected]

mailto:[email protected]

mailto:[email protected]

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DATES TO REMEMBERMARK YOUR CALENDAR

Cycle opens December 7, 2007

Deadline for submission to County Emergency Management Agency for Consistency Review January 8, 2008

Proposal Submission Deadline to DEM for Preliminary Technical Review January 17, 2008

4:00 p.m., Eastern Standard Time Application Submission On-Line Deadline to DEM February 4, 2008

4:00 p.m., Eastern Standard Time Application Submission Hard Copy Deadline to DEM February 7, 2008

Contracts developed and sent to applicant Approx. May 30 - June 22, 2008

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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 5 - 6 in the Application Packet

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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

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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 - 100

• 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-19.008(2) been received from applicable local emergency management agencies or referenced in the narrative and included in the Appendix Section of the application?


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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 - 100

• 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

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MATCH

9G-19.002(10)(f) Definitionsmeans,…. 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-19.002(29).

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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

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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?


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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-19.009(4) Selection Criteria for Competitive Grants

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500 - Maximum Total Points

(NEED MINIMUM SCORE OF 300 POINTS TO BE ELIGIBLE FOR FUNDING)

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APPLICATION ORGANIZATION

AND FORMAT

1. Letter of Transmittalmust 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)

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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

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E X A M P L E OF A TRANSMITTAL LETTER

should not exceed a page in length

Date

Florida Division of Emergency ManagementAttn: EMPATF Program2555 Shumard Oak BoulevardTallahassee, FL 32399-2100

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

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AND FORMAT

2. Title PageEach 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

EMPA COMPETITIVE GRANT APPLICATION (SAMPLE) ATTACHMENT 1

TITLE PAGE TITLE OF PROJECT ________________________________ AMOUNT REQUESTED FROM STATE $ ____________________________ AMOUNT MATCHING FUNDS COMMITTED $ ____________________ CASH $ ____________________ IN-KIND

This is an application for a competitive grant under (indicate ONLY one): _________ 1) Emergency Management Competitive Grant Program, or _________ 2) Municipal Competitive Grant Program The application is submitted for consideration in the following category (select ONLY one): _________ 1) A project that will promote public education on disaster preparedness and

recovery issues. _________ 2) A project that will enhance coordination of relief efforts of statewide private

sector organizations, including public-private business partnerships. _________ 3) A project that will improve the training and operations capabilities of

agencies assigned lead or support responsibilities in the State Comprehensive Emergency Management Plan.

_________ 4) A project that will otherwise further state and local emergency management

priorities identified in the Notice of Fund Availability. APPLICANT INFORMATION: Name of Organization: ______________________________________________________ Address of Organization: ____________________________________________________ ____________________________________________________ E-mail address: ____________________________________________________________ Name of Chief Elected Official: _______________________________________________ Name of Chief Administrative Officer: _________________________________________ Name of Applicant Contact: __________________________________________________ Title of Applicant Contact: __________________________________________________ Telephone Number of Applicant Contact: _______________________________________ Federal Employee Identification (FEID) Number: _________________________________ AUTHORIZED SIGNATURE [Must comply with 9G-19.008(7), F.A.C., or application will not be scored] : Signature: __________________________________________________________________ Title: ______________________________________________________________________ If delegation of authority has to be submitted with this application, it should be attached to this page.

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AND FORMAT

Authorized Signature Per 9G-19.008 (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-19.008(7), F.A.C., or application will not be scored

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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-19.008(7).

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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-19.008(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-19.008 (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.

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APPLICATION SUBMISSION

Eligible applicants desiring a preliminary technical review of their proposals prior to the application deadline must comply with ss. 9G-19.008 (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, 32399-2100, 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.

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SELECTION/AWARD PROCEDURES

o Applications will be scored by a review committee.

o Preliminary scores and resulting rankings will be prepared based upon the total number of points earned.

o Applications that do not score at least 300 points will not be eligible for funding.

o The review committee will complete the scoring within 75 days of the application deadline date.

o Preliminary scores and resulting rankings shall be posted to the DEM website: www.floridadisaster.org/cps/grants.htm.

o Final award of points will be made following completion of any administrative proceedings.

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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.

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EXAMPLES OF APPENDIX ITEMS

(not to be submitted until funds are awarded and accepted)

1. Letters of Consistency with Local Plans2. Letter of Commitment3. Resume of Project Manager4. Project-Related Experience of Selected

Consultant5. Resume of Consultant’s Project

Manager6. Board Minutes/Resolutions7. Official Price Estimates/Recent Bids8. Photographs9. Product Brochures/Information

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EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE

COMPETITIVE GRANT PROGRAM2008-2009 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

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EMERGENCY MANAGEMENT PREPAREDNESS and ASSISTANCE

MUNICIPAL COMPETITIVE GRANT PROGRAM

2008-2009 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

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HOW TO OBTAIN APPLICATION PACKET

Download from Internet: http://www.floridadisaster.org/cps/grants.htm

By Mail:State of FloridaDivision of Emergency

ManagementAttention: EMPATF Program2555 Shumard Oak BoulevardTallahassee, Florida 32399-2100

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REPORTINGREQUIREMENT

S

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

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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)

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Reports

5. Reports are to be submitted to the following address:

FLORIDA DIVISION OF EMERGENCY MANAGEMENT

BUREAU OF COMPLIANCE PLANNING & SUPPORTFINANCE/GRANTS SECTION 2555 SHUMARD OAK BOULEVARD

TALLAHASSEE, FLORIDA 32399-2100

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Forms may be downloaded from our website. Please save the files in the appropriate format before attempting to use.

The address is:

http://www.floridadisaster.org/cps/grants.htm

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Questions????????? Our staff will be happy to assist you.

Cherie Trainor, [email protected]

Jenene Helms, Community Assistant [email protected]

Wendy Stewart, Community Assistant [email protected]

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

Documents

consultant slide

application projects

county emergency preparedness

application cycle

competitive grants

recovery programs

priority projects

florida statutes