HomeMy WebLinkAboutExhibit 3B. Scope of Work
Funding is provided to perform eligible activities as identified in the Office for Domestic Preparedness Fiscal Year 2005 Urban Area
Security Initiative (UASI) Grant Program, consistent with the Department of Homeland Security State Strategy and the Urban Area
Strategy. Eligible activities are outlined in the Scope of Work for each category below:
Categories and Eligible Activities
048. Urban Area Security Initiative
FY2005 UASI allowable costs are divided into the following categories: planning, organization, equipment, training
and exercises. In addition, management and administration costs are also allowable, as are certain operational
costs, Each category's allowable costs have been listed In more detail in the "Budget Detail Worksheet" above.
A. Planning
Developing and implementing homeland security support programs and adopting DHS national
initiatives including but not limited to the following:
• Costs associated with implementing and adopting I-ISPD•8 initiatives
• Costs associated with implementing and adopting NIMS
• Costs associated with modifying existing incident management and EOPs to ensure proper alignment with the
NRP coordinating structures, processes, and
• Establishing or enhancing mutual aid agreements
• Developing communications and interoperability protocols and solutions
• Conducting local, regional, and tribal program implementation meetings
• Developing or updating resource inventory assets in accordance to typed resource definitions issued by the
NEC
• Designing state and local geospatial data systems
• Developing related critical infrastructure terrorism prevention activities including:
o Planning to enhance security during heightened alerts, during terrorist incidents, and/or during
mitigation and recovery
o Public information/education: printed and electronic materials, public service announcements,
seminars/town hall meetings, web postings coordinated through local Citizen Corps Councils
o Citizen Corps activities in communities surrounding critical infrastructure sites, including
Neighborhood Watch, VIPS, and other opportunities for citizen participation
o Evaluating CIP security equipment and/or personnel requirements to protect and secure sites
o CIP. cost assessments, including resources (financial, personnel, etc.) required for security
enhancements/deployments.
Developing and enhancing plans and protocols, including but not limited to:
• Developing or enhancing EOPs and operating procedures
• Developing terrorism prevention/deterrence plans
• Developing plans, procedures, and requirements for the management of infrastructure and resources related
to HSGP and implementation of State or Urban Area Homeland Security Strategies
• Developing or enhancing border security plans
• Developing or enhancing cyber security plans
• Developing or enhancing cyber risk mitigation plans
• Developing or enhancing agriculture/food security risk mitigation, response, and recovery plans
• Developing public/private sector partnership emergency response, assessment, and resource sharing plans
• Developing or updating local or regional communications plans
• Developing plans to support and assist special needs jurisdictions, such as port authorities and rail and mass
transit agencies
• Developing or enhancing continuity of operations and continuity of government plans
• Developing or enhancing existing catastrophic incident response and recovery plans to include and integrate
federal assets provided under the NRP.
Developing or conducting assessments, including but not limited to:
• Conducting point vulnerability assessments at critical infrastructure sites/key assets and develop
remediationlsecurity plans
Conducting cyber risk and vulnerability assessments
• Conducting assessments and exercises of existing catastrophic incident response and recovery plans and
capabilities to identify critical gaps that cannot be met by existing local and state resources
• Activities which directly support the identification of specific catastrophic incident priority response and
recovery projected needs
• Activities which directly support the identification and advance preparation of pre -designated temporary
housing sites; for example:
o Conducting assessments and studies to identify qualified candidate sites
a Obtaining accurate site surveys and existing utility information
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o Coordinating zoning requirements and necessary permits and/or waivers
o Coordinating environmental impact requirements related to a selected site
o Coordinating historic preservation requirements related to a selected site.
Other eligible planning activities are listed in the "Budget Detail Worksheet" above.
B. Operational Activities
No more than 25% of the gross amount of the UASI award may be used for operational expenses and overtime
costs for the operational activities noted below. These funds may be used for the following three (3) operational
activities:
1. States and local jurisdictions may use up to 25% of FY05 UASI funds to support select operational
overtime costs associated with increased security measures at critical infrastructure sites in UASI
jurisdictions during periods of heightened alert.
Of this amount, up to 10% of FY05 UASI funds may be used to support operational
overtime costs incurred at Code Yellow or Orange that are associated with increased
security measures at critical infrastructure sites in UASI jurisdictions.
+L The remaining 15% of FYD5 UASI funds may be used to support operational overtime
costs incurred only at Code Orange that are associated with increased security measures
at critical infrastructure sites in UASI jurisdictions.
Grantees and sub -grantees may use UASI funds for select operational expenses associated with
increased security measures at critical infrastructure sites, incurred during time periods of DHS-
declared.Code Orange or Yellow. Funds may only be used in the following authorized categories:
Backfill and overtime expenses for staffing state or local EOCs
4 Hiring of contracted security for critical infrastructure sites
a Public safety overtime
.4 National Guard deployments to protect critical infrastructure sites, including all resources
that are part of the standard National Guard deployment package (consumable costs, such
as fuel expenses, are not allowed except as part of the standard National Guard
deployment package)
.i Increased border security activities in coordination with CBP.
2. Overtime costs are also allowable for personnel to participate in information, investigative, and
intelligence sharing activities specifically related to homeland security. This includes activities such as
anti -terrorism task forces, JTTF, Area
Maritime Security Committees (as required by the Maritime Transportation Security Act of 2002), and
TEW groups.
3. Hiring of contractors/consultants for participation in information/intelligence sharing groups or intelligence
fusion centers,
4. Critical Infrastructure Sites
Local governments should generally consider critical infrastructure to include any system or asset that if
attacked would result in catastrophic loss of life and/or catastrophic economic loss. In addition, protection
for the following specific types of facilities should also be considered:
4 Protective security enhancements for large public gatherings/areas, such as New Year's Eve
celebrations, sporting events and outdoor concerts
4 Public water systems serving large population centers
4. Primary data storage and processing facilities, major stock exchanges and major banking centers
rl Chemical facilities located in close proximity to large population centers
4 Major power generation facilities that exceed 2000MW and if successfully attacked would disrupt the
regional electric grid
4 Hydroelectric facilities and dams that produce power in excess of 2000MW or could result in
catastrophic loss of life if breached
4 Nuclear Power plants
i Electric substations 500KV or larger, and substations 345KV or larger that are part of a critical
system supporting populations in excess of one million people
4 Rail and highway bridges over major waterways that, if destroyed, would cause catastrophic
economic loss
b Major highway tunnels under waterways that if attacked would cause catastrophic loss of life or
catastrophic economic impact
Major natural gas transmission pipelines in excess of 3000 bcf throughput
Natural gas and liquid natural gas (LNG) storage facilities
Major petroleum handling facilities such as pipelines, ports, refineries and terminals
Major mass transit subway systems and the supporting ventilation systems
Telecommunications, internet, and cyber facilities
FIP-I-0-0-
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5. Approval Process:
In order for grantees to drawdown funds for operational activities, the grantee must provide the
Division with:
41. The critical infrastructure site requiring additional security;
wL If an event will be taking place, the title of the event and the time period of the event;
A detailed budget and a total dollar amount associated with the additional security;
Email the above information to the contract manager listed in this contract for review and approval.
Note: Written approval must be provided by the State prior to the use of any FY 2005
UASI funds for operational activities.
C, Equipment Acquisition
Any equipment purchased, under this contract, must be in accordance with the Authorized Equipment List
(AEL), located at httn:l/wwwl.rkb.mlot.orglael fv2005.cfm.
D. Training
Allowable training -related costs include: 1) establishment of CBRNE terrorism and cyber security training
programs within existing training academies, universities or junior colleges; and 2) overtime and backfill costs
associated with attendance at ODP-sponsored and ODP approved CBRNE and cyber security training courses.
The target audience for training courses include emergency preparedness, prevention and response personnel,
emergency managers and public/elected officials within the following disciplines: fire service, law enforcement,
emergency management, emergency medical services, hazardous materials, public works, public health, health
care, public safety communications, governmental administrative, cyber security, and private security providers.
In order to deliver these courses, state and local instructors must be certified to deliver the course by
successfully completing OOP train -the -trainer course delivery. Detailed descriptions of ODP courses are
included in the ODP CBRNE Training Course Catalog at http:I/www.ojp,usdoj.goviedpldocs/coursecatalog.pdf.
Exercises
Exercises conducted with ODP support (grant funds or direct support) must be managed and executed in
accordance with the Homeland Security Exercise and Evaluation Program (HSEEP). HSEEP Volumes I -ill
contain guidance and recommendations for designing, developing, conducting, and evaluating exercises.
HSEEP Volumes I -III can be found at ODP's website at http:llwww.ojp.usdoj.govlodplexercises.htm. Volume IV,
which contains sample exercise materials and documents, can be found on ODP's Secure Portal at
https:llodp.esportals.com or http:llwww.11is.gov.
Exercise Scenarios. The scenarios used in UASI-funded exercises must be terrorism -related and based on the
State or Urban Area Homeland Security Strategy and plans. Acceptable scenarios for exercises include:
chemical, biological, radiological, nuclear, explosive, cyber and agricultural. Grantees that need further
clarification on scenarios should consult with their State Exercise Manager for assistance and/or approval.
Fifteen all -hazards National Planning Scenarios, including 12 terrorism scenarios, have been developed, and
will be made available for use in national, federal, state, and local homeland security preparedness activities
(See HSPD-8: National Preparedness on page 49). Citizen participation in exercises is encouraged to include
backfilling non-professional tasks for first responders deployed on exercise, administrative and logistical
assistance with exercise implementation, and providing simulated victims, press, and members of the public.
Citizen participation in exercises should be coordinated with local Citizen Corps Council(s). If a state or urban
area will be hosting an upcoming special event (e.g., Superbowl, G-8 Summit, etc.), or they anticipate that they
will apply to be a venue for a future Top Officials (TOPOFF) exercise, they should plan to use SHSP or UASI
funding to fund training and exercise activities in preparation for that event.
All tabletop exercises (TTXs), drills, functional exercises (FEs), and full-scale exercises (FSEs) will be evaluated
and performance based. An After Action Report (MR) and Improvement Plan will be prepared and submitted to
the State following every TTX, drill, FE, and FSE. AARIIPs must be provided to the State within 30 days
following completion of each exercise (see HSEEP Volume II, Appendix A). A local jurisdiction that
conducts an exercise using UAS1 funds must follow the HSEEP doctrine and protocol contained in
Volume 11.
F. Management and Administration - no more than 2.5% of each sub -recipient's total award may be expended
on Management and Administration costs by the sub -recipients
Hiring of full-time or part-time staff or contractors/consultants:
.i To assist with the management of the FY2005 UASI
• To assist with design, requirements and the implementation of the FY2005 UASI
:r. To assist with the implementation and administration of the Urban Area Homeland Security Strategy, as it
may relate to the FY2005 UASI
Hiring of full-time or part-time staff or contractors/consultants and expenses related to:
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4 .Meeting compliance reporting/data collection requirements, including data calls
Development of operating plans for information collection and processing necessary to respond to
DHS/ODP data calls
Overtime and backfitl costs - Payment of overtime expenses will be for work performed by award (SAA) or
sub -award employees in excess of the established work week (usually 40 hours) related to the MBA activities
for the development and implementation of the programs under HSGP. These costs are allowed only to the
extent the payment for such services is in accordance with the policies of the state or local units) of
government and has the approval of the state or the awarding agency, whichever is applicable. In no case is
dual compensation allowable. That is, an employee of a unit of government may not receive compensation from
their unit or agency of government AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm),
even though such work may benefit both activities. Fringe benefits on overtime hours are limited to Federal
Insurance Contributions Act (FICA), Workers' Compensation and Unemployment Compensation.
Travel expenses
Meeting -related expenses (For a complete list of allowable meeting -related expenses, please review the OJP
Financial Guide at bitto:llwww.olp.usdoi.aovlFinGulde).
Acquisition of authorized office equipment, including:
4 Personal computers
44 Laptop computers
.4 Printers
.4 LCD projectors, and
4 Other equipment or software which may be required to support the implementation of the homeland
security strategy
The following are allowable only within the period of performance of the contract:
41 Recurring fees/charges associated with certain equipment, such as cell phones, faxes, etc.
Leasing and/or renting of space for newly hired personnel to administer programs within the FY2005 UASI
G. Construction and Renovation
Project construction and renovation not exceeding $1,000,000 is also allowable, as deemed necessary by the
Office for Domestic Preparedness, under the FY 2005 UASI. Theseprogram funds may be used for
- -construction and renovation projects only -when those projects specifically address enhanced security at critical
infrastructure facilities. The following actions and improvements are considered to constitute construction or
renovation:
Construction and/or renovation to guard facilities;
14 Communications antennas; and,
4 Any other construction or renovation efforts that change or expand the footprint of a'facility or structure,
including security enhancements to improve perimeter security.
Approval Process:
In order for grantees to drawdown funds for construction and renovation costs, the grantee must provide the
Division with:
4 A description of the asset or facility, asset location, whether the infrastructure is publicly or privately
owned, and the construction or renovation project;
I. Certification that a facility vulnerability assessment has been conducted for the facility;
4 A description of how the construction or renovation project will address the identified vulnerability(ies) from
the assessment;
4 A statement on the consequences of not implementing the construction or renovation project; and,
:4 Completed National Environmental Policy Act (NEPA) Compliance Checklist.
Note: Written approval must be provided by ODP prior to the use of any FY 2005 UASI
funds for construction or renovation.
H. Overtime and Backfitl Guidance
Overtime. Expenses incurred by those personnel who, as a result of ODP-approved activities, are performing
over and above their normal, scheduled work hours or work week.
Backfill (also called Overtime as Backfill). Expenses incurred by those personnel who are working over and
above their normal, scheduled work hours, or work week, in order to perform the duties of other personnel who
are temporarily assigned to OOP -approved activities outside their core responsibilities. The OJP OC does not
distinguish between Overtime and Overtime as Backfitl — they are both viewed as overtime regardless of
whether the individual has performed more hours in their normally assigned place of duty or if the overtime
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accrued as a result of being re -assigned to a different place of duty. Overtime and backfill do not result in an
increase of full-time employees (FT
Es). •
G. National Preparedness Initiatives
Urban Areas are strongly encouraged to pay close attention to the language in these sections in order to stay
abreast of initiatives being highlighted by DHS and to comply with associated program requirements.
H. National Incident Management System (NIMS)
NIMS provides a consistent nationwide approach for federal, state, territorial, tribal, and local governments to
work effectively and efficiently together to prepare for, prevent, respond to, and recover from domestic
incidents, regardless of cause, size or complexity. Since FY2005 is a critical year for initial NIMS adoption, the
Recipient should start now by prioritizing FY2005 preparedness assistance (in accordance with the eligibility
and allowable uses of the grant) to facilitate its implernentation.
1. Minimum FY2005 NIMS Compliance Requirements
.� Incorporating NIMS into existing training programs and exercises;
▪ Ensuring that federal preparedness funding supports NIMS implementation (in accordance
with the eligibility and allowable uses of the grants);
Incorporating NIMS into emergency operations planning;
.� Promotion of mutual aid agreements; and,
,4 Institutionalizing the use of the Incident Command System (ICS).
2. UASis should support NIMS implementation by:
▪ Having relevant personnel complete the NIMS Awareness Course:
"National Incident Management System (NIMS), An Introduction" 15 700. This
independent study course is available on-line and will take between forty-five minutes to
three hours to complete. The course is available on the Emergency Management institute
web page at: htto:lltralnina.fema,aov1EMIWeb/1S1is700,asc
▪ Formally recognizing NIMS and adopting NIMS principles and policies. The NIC will
provide sample language and templates to assist in formally adopting NIMS through
legislative and/or executive/administrative means.
• Establish a NIMS baseline by determining which NIMS requirements are already
satisfied. The NIC is developing a web -based self -assessment system, the NIMS
Capability Assessment Support Tool (NIMCAST) to evaluate their incident response and
management capabilities. The NIC is currently piloting the NIMCAST with a limited number
of states. Upon completion of the pilot, the NIC will provide all potential future users with
voluntary access to the system. Additional information about the NIMCAST tool will be
provided later this year.
4 Establishing a timetrame and developing a strategy for full NIMS Implementation.
Transit systems are encouraged to achieve full NIMS implementation during FY 2005. To
the extent that full implementation is not possible during FY 2005, federal preparedness
assistance must be leveraged to complete NIMS implementation in FY 2006. By FY 2007,
federal preparedness assistance will be conditioned upon full compliance with NIMS.
4 Institutionalizing the use of the ICS. Transit systems that are not already using ICS, must
institutionalize the use of ICS (consistent with the concepts and principles taught by DHS)
across the entire response system.
3. FY 2006 and FY 2007 Requirements
In order for the Division to receive FY2006 preparedness funding, the minimum FY2005 compliance
requirements described above must be met. Additional information about NIMS compliance and
resources for achieving compliance will be forthcoming from the NIC. The NIC web page,
htto://www.fema.00v/nlms, will be updated regularly with NIMS information and implementation
guidance.
Unauthorized Expenditures
1. Expenditures for items such as general -use software (word processing, spreadsheet, graphics, etc.)
2, General -use computers and related equipment
3. General -use vehicles
4. Licensing fees
5. Weapons systems and ammunition
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6. ; Construction or renovation of facilities that would have been reasonably necessary due to non -
terrorist threats
7, Activities unrelated to the completion and implementation of the UASI
8. Other items not in accordance with the Authorized Equipment List or previously listed as allowable
costs
9, Recurring Costs
10. Funding may not be used to supplant ongoing, routine public safety activities of state and local
emergency responders, and may not be used to hire staff for operational activities or backlit!.
II. Reporting Requirements
a.
Semi -Annual Programmatic Reporting:
The Semi -Annual Programmatic Report is due within 15 days after the end of the reporting periods (June 30
and December 31) for the life of this contract. If a report(s) is delinquent, future financial reimbursements will be
withheld until the Recipient's reporting is current.
•
f
rrogrammauc rcepwc,rw ot.iivvu ..
Reporting Period
Report due to DEM no later than
January 1 through June 30
July 15
July 1 through December 31
January 15
Programmatic Reporting: Information to Report On
After the end of each reporting period, for the life of the contract, the Division will provide a Biannual Strategy
and Implementation Report worksheet to the Recipient Point of Contact listed in this contract. This worksheet
will contain all of the information that the Recipient needs to report on. The Recipient is to complete this
worksheet in its entirety and email the finished product to the programmatic contact listed below. The first
worksheet will be available after the July 1 - December 31, 2005 reporting period.
b. Reimbursement Requests:
An invoice or purchase order must accompany each request for reimbursement. A request for reimbursement
may be sent to your contract manager for review and approval at anytime during the contract period.
c Close-out Programmatic Reporting:
The Close-out Report is due to the Florida Division of Emergency Management no later than 60 days after the
contract is either completed or the contract has expired.
III. Points of Contact
Contractual Point of Contact
Dianne Smith
FDEM, Grants Administration Unit
2555 Shumard Oak Blvd.
Tallahassee, FL 32399-2100
(850) 413-9966
Dianne.smithadca.state.fl. us
Programmatic Point of Contact
Farrah Gosford
FDEM
2555 Shumard Oak Blvd.
Tallahassee, FL 32399.2100
(850) 413-9974
f a rra h.aQsfordeei2dca.state.fl. us
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Attachment B
Program Statutes and Regulations
1) 53 Federal Register 8034
2) Federal Acquisition Regulations 31.2 and 031.2
3) Section 1352, Title 31, US Code
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