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HomeMy WebLinkAboutExhibit 7B. Scope of Work Funding is provided to perform eligible activities as identified in the Office of Grants and Training Fiscal Year 2006 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: I. Categories and Eligible Activities Urban Area Security Initiative FY2006 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 the National Preparedness Goal and Guidance • Costs associated with implementing and adopting NIMS • Costs associated with modifying existing incident management and Emergency Operating Procedures (EOPs) to ensure proper alignment with the NRP coordinating structures, processes, and protocols • 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 NIC • Designing state and local geospatial data systems • Conducting public education and outreach campaigns, including promoting individual, family and business emergency preparedness; alerts and warnings education; and evacuation plans Developing related critical Infrastructure terrorism prevention activities including: • Planning to enhance security during heightened alerts, during terrorist incidents, and/or during mitigation and recovery • Multi -discipline preparation across first responder community, including EMS for response to catastrophic events and acts of terrorism • Public information/education: printed and electronic materials, public service announcements, seminars/town hall meetings, web postings coordinated through local Citizen Corps Councils • Citizen Corps volunteer programs and activities t strengthen citizen participation • Evaluating CIP security equipment and/or personnel requirements to protect and secure sites • Conduct public education campaigns, including prOmotong individual, family and business emergency preparedness; promoting the Ready campaign; and/or creating State, regional or local emergency preparedness efforts that build on the Ready campaign • Evaluating CIP security equipment and or personnel requirements to protect and secure sites 29 • 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 Slate 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 enhancing evacuation plans • Developing or enhancing citizen surge capacity Developing or conducting assessments, including but not limited to: • Conducting point vulnerability assessments at critical infrastructure sites/key assets and develop remediation/security 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 across disciplines (e.g. law enforcement, fire, EMS, public health, behavioral heath, public works, agriculture, information technology, and citizen preparedness • Activities which directly support the identification and advance preparation of pre - designated temporary housing sites. 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. �i 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 30 associated with increased security measures at critical infrastructure sites in UASI jurisdictions. • The remaining 15% of FY05 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 • Hiring of contracted security for critical infrastructure sites Public safety overtime • 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) • 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, Joint Terrorism Taskforces (JTTF), Area Maritime Security Committees (as required by the Maritime Transportation Security Act of 2002), and Terrorism Early Warning (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: t Protective security enhancements for large public gatherings/areas, such as New Year's Eve celebrations, sporting events and outdoor concerts ▪ Public water systems serving large population centers • Primary data storage and processing facilities, major stock exchanges and major banking centers • Chemical facilities located in close proximity to large population centers • Major power generation facilities that exceed 2000MW and if successfully attacked would disrupt the regional electric grid ▪ Hydroelectric facilities and dams that produce power in excess of 2000MW or could result in catastrophic loss of life if breached • Nuclear Power plants • 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 Rail and highway bridges over major waterways that, if destroyed, would cause catastrophic economic loss 31 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 5. Approval Process: In order for grantees to drawdown funds for operational activities, the grantee must provide the Division with: 4, The critical infrastructure site requiring additional security; • 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 2006 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 htto://wwwl.rkb.mipt.ora/ael fv2006.cfm. D. Tralnln 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 G & T- sponsored and G & T 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 G & T train -the -trainer course delivery. Detailed descriptions of G & T courses are included in the G & T CBRNE Training Course Catalog at http://www.ojp.usdoj.gov/G & T/docs/coursecatalog.pdf. E. Exercises Exercises conducted with G & T support (grant funds or direct support) must be managed and executed in accordance with the Homeland Security Exercise and Evaluation Program (HSEEP). HSEEP Volumes 1-Ill contains guidance and recommendations for designing, developing, conducting, and evaluating exercises. HSEEP Volumes I -III can 32 be found at G & T's website at http://www.ojp.usdoj.gov/G & T/exercises,htm. Volume IV, which contains sample exercise materials and documents; can be found on G & T's Secure Portal at https://G & T.esportals.com or http://www.Ilis.ciov. F. Personnel Hiring, overtime and backfill expenses are allowable only to perform programmatic activities deemed allowable under existing guidance. Supplanting however is not allowed. Up to 15% of programmatic spending may e used to support the hiring of full or part-time personnel to conduct program activities that are allowable under the entire FY 2006 HHSGP (i.e., planning, training, program management, exercise program management, etc.) Grantees may request that DHS issue a waiver to increase that ceiling. Waiver decisions are at the discretion of DHS and will be considered on a case -by -case basis. The ceiling on personnel costs does not apply to contractors, and is in addition to eligible M & A costs and eligible hiring of intelligence analysts. Grantees may hire staff only for program management functions not operational duties. Hiring planners, training program coordinators, exercise managers, and grant administrators fall within the scope of allowable program management functions. Grant funds may not be used to support the hiring of sworn public safety officers to fulfill traditional public safety duties G. Management and Administration - no more than 3% 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: • To assist with the management of the FY2006 UASI • To assist with design, requirements and the implementation of the FY2006 UASI Ak To assist with the implementation and administration of the Urban Area Homeland Security Strategy, as it may relate to the FY2006 UASI Hiring of full-time or part-time staff or contractors/consultants and expenses related to: Meeting compliance reporting/data collection requirements, including data calls Development of operating plans for Information collection and processing necessary to respond to DHS/G & T data calls Overtime and backflll 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 M&A 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 unit(s) 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. 33 Travel expenses Meeting -related expenses (For a complete list of allowable meeting -related expenses, please review the OJP Financial Guide at http://www.ojp.usdoi.aovlFinGuide). Acquisition of authorized office equipment, including: Personal computers Laptop computers • Printers • LCD projectors, and • 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: • 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 FY2006 UASI H. Construction and Renovation Project construction and renovation not exceeding $1,000,000 is also allowable, as deemed necessary by the Office of G & T, under the FY 2006 UASI. These program 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; • Communications antennas; and, • Any other construction or renovation efforts that change or expand the footprint of a facility or structure, including security enhancements to improve perimeter security. 1. Approval Process: In order for grantees to drawdown funds for construction and renovation costs, the grantee must provide the Division with: A description of the asset or facility, asset location, whether the infrastructure is publicly or privately owned, and the construction or renovation project; Certification that a facility vulnerability assessment has been conducted for the facility; A description of how the construction or renovation project will address the identified vulnerability(ies) from the assessment; A statement on the consequences of not implementing the construction or renovation project; and, Completed National Environmental Policy Act (NEPA) Compliance Checklist. Note: Written approval must be provided by G & T prior to the use of any FY 2006 UASI funds for construction or renovation. 34 Overtime and Backfill Guidance Overtime. Expenses incurred by those personnel who, as a result of G & T-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 G & T-approved activities outside their core responsibilities. The OJP OC does not distinguish between Overtime and Overtime as Backfill — 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 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 (FTEs). li. 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. 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. 1. 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 implementation. 1. Minimum FY2006 N1MS 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, 41. Institutionalizing the use of the Incident Command System (ICS). 2. UASIs should support N1MS Implementation by: +i. Having relevant personnel complete the NIMS Awareness Courses: These independent study courses are 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://trainino.femamov 35 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. 71; 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 1. FY 2006 and FY 2007 Requirements In order for the State/UASI to receive FY2007 preparedness funding, the minimum FY2006 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, httD://www.fema.gov/nims, will be updated regularly with NIMS information and implementation guidance. 2. Unauthorized Expenditures 4. Expenditures for items such as general -use software (word processing, spreadsheet, graphics, etc.) 4- General -use computers and related equipment General -use vehicles 4. Licensing fees 4. Weapons systems and ammunition 4. Construction or renovation of facilities that would have been reasonably necessary due to non -terrorist threats 4. Activities unrelated to the completion and implementation of the UASI 4. Other items not in accordance with the Authorized Equipment List or previously listed as allowable costs 4. Recurring Costs 4. 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 backfill. II. Memorandum of Understanding (MOU) Requirements For any UASI programs involving pass -through of funds, the state may retain some or the entire local unit of government's allocation of grant funds for expenditures made by the state on behalf of the local unit of government only if requested in writing by that local unit of government. States holding grant funds on behalf of local units of government must enter into a formal MOU with the local unit of government specifying the amount of funds to be retained by the state and the intended use of funds. This MOU request must be initiated by the local unit of government. A final, executable copy of the MOU must be provided to the Division. 36 IV. Reporting Requirements A. Quarterly Programmatic Reporting: The Quarterly Programmatic Report is due within 30 days after the end of the reporting periods (March 30, June 30, September 30 and December 30) 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. Programmatic Reporting Schedule Reporting Period January 1 through March 31 April 1 through June 30 July 1 through September 30 October 1 through December 31 Report due to DEM no later than April 30 July 31 October 31 January 31 Programmatic Reporting: Information to Report On After the end of the June 30 and December 31 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 October 1 — September 30, 2006 reporting period. B. Reimbursement Requests: A request for reimbursement may be sent to your contract manager for review and approval at anytime during the contract period. The Recipient should include the category's corresponding line item number in the "Detail of Claims" form. This number can be found in the "Proposed Program Budget". A line item number is to be included for every dollar amount listed In the "Detail of Claims" form. 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. 37 D. Monitoring: Florida Division of Emergency Management US Department of Homeland Security Grants Program Grant Monitoring Process Florida has enhanced the state and local capability and capacity to prevent, prepare and respond to terrorist threats since 1999 through various funding sources including federal grant funds. As the steward of the State Homeland Security Grant Program funds, projects and equipment the Florida Division of Emergency Management (FDEM) has a responsibility to track and monitor the status of the grant activity and items purchased. The monitoring process detailed in this document is designed to assess a recipient agency's compliance with applicable state and federal guidelines. The FDEM is responsible for monitoring the programmatic and capability portion of the grant to include equipment procurement and compliance with applicable DHS grant guidance. Monitoring is accomplished utilizing various methods including desk monitoring and site visits. There are two primary areas reviewed during monitoring activities - financial and programmatic/capability. Financial monitoring is the review of records associated with the purchase and disposition of property, projects and contracts. Capability review is the observation of equipment purchased, protocols and other associated records. Various levels of financial and programmatic review may be accomplished during this process. Desk monitoring is defined as the review of projects, financial activity and technical assistance between the program office and the applicant via e-mail and telephone. Site visits are defined as actual visits to the recipient agency's location by a team or members of FDEM or their designee, to actually observe records, procedures and equipment. Frequency of annual monitoring activity: Agencies whose total contracts exceed $400,000 — 50% desk reviews, up to 50% site visits Agencies serving as regional response teams — 25-50% site visits each year Agencies whose total contracts are under $400,000 and not part of a regional response team —10°/0 desk reviews, 10% site visits Each year FDEM will identify recipient agencies to be monitored. A cumulative threshold of $400,000 will be used for the initial determination of selection for site visits. The goal is 50% of the selected agencies to receive desk monitoring and up to 50% to receive a site visit. Additional agencies with a cumulative receipt less than $400,000 may be selected. Alt agencies who are a member of a regional response specialty team will receive a site visit annually. 10% of all other agencies that fall under the $400,000 threshold and are not part of a regional response specialty team will receive a site visit and another 10% will receive a desk review. Examples of areas that may be examined Include: Status of equipment purchases Status of training for purchased equipment Status and number of response trainings conducted to include number trained Status and number of exercises Status of planning activity Anticipated projected completion 38 Specific difficulties completing the project. Agency NIMS compliance documentation In certain circumstances, FDEM may be requested to provide additional monitoring/information if the activity or lack of on the part of a specific recipient has generated questions from the region, the sponsoring state agency or the FDEM leadership. The method of gathering this information will be determined on a case by case basis. Desk monitoring is an on -going process. Each quarter project recipients will be surveyed to determine the status of their projects. If no activity is reported during the quarterly surveys the agency will be contacted to determine status. This contact will provide an opportunity to identify the need for technical assistance (TA) if the reviewer determines that a recipient is having difficulty completing their project. As difficulties are identified the respective region or sponsoring agency will be notified by the program office via email. information will include the grant recipient agency name, year and project description and the nature of the issue in question. Many of the issues that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to FDEM for assistance. Examples of TA include but are not limited to: > Equipment selection or available vendors > Eligibility of items or services ➢ Coordination and partnership with other agencies within or outside the region or discipline. Site Visits Site visits will be conducted by FDEM or their designated personnel. Site visits will be scheduled in advanced with the recipient agency POC designated in the grant agreement. Monitoring questionnaires will be provided in advance of the visit The FDEM will also conduct the financial and grant file monitoring. These monitoring visits will be coordinate with the capability review visits. Subject matter experts from other agencies within the region or state may be called upon to assist in the form of a peer review as needed. Ali findings related to the capability review will be documented and maintained within the FDEM. Site Visit Protocol The following outlines the monitoring protocol for the FDEM: The site visits will begin with those grantees that are currently spending or have completed spending for that federal fiscal year (FFY). Site visits may be combined when geographically convenient. There is a site visit checklist to assist in the completion of all required tasks. Site Visit Preparation A letter will be sent to recipient agency POC stating the purpose of the site visit and sent at least 15 business days before the planned arrival date. FDEM personnel will call within the next 10 business days to schedule an appointment to review the grantee's program. The physical location of any equipment located at an alternate site should be confirmed with a representative from that location and the address should be documented in the grantee folder before the site visit. The appointment should be confirmed with the grantee in writing (email is acceptable) and documented in the grantee folder. 39 Any personnel from the FDEM attending the site visit will review the grantee's corresponding folder(s) before the visit. Prior to the visit, individual roles will be identified for the site visit. Copies of applicable documents will be made and distributed to the site visit team at a minimum of five (5) days before the visit. A reminder e-mail should be sent to all team members and the recipient POC one business clay in advance of the site visit. Site Visit Once FDEM personnel have arrived at the site, an orientation conference will be conducted. During this time, the purpose of the site visit and the items FDEM intends to examine will be identified. If financial monitoring visit will be conducted, they will then explain their objectives and will proceed to perform the financial review. FDEM personnel will review all files and supporting documentation. Once the supporting documentation has been reviewed, ODS personnel will conduct a tour/visual/spot inspection of equipment. Each item should be visually inspected whenever possible. Bigger items (computers, response vehicles, etc.) should have an asset decal (information/serial number) placed in a prominent location on each piece of equipment as per recipient agency requirements. The serial number should correspond with the appropriate receipt to confirm purchase. Photographs should be taken of the equipment. (Large capitol expenditure in excess of $1,000. per Item) If an item is not available (being used during time of the site visit), the appropriate documentation must be provided to prove that the particular piece of equipment can be accounted for. Once the tour/visuaVspot inspection of equipment has been completed, the FDEM personnel will then conduct an exit conference with the grantee to review the findings. Other programmatic issues can be discussed at this time, such as missing quarterly reports, payment voucher/reimbursement, equipment, questions, etc. Post Site Visit FDEM personnel will review the site visit worksheet as a team and receive notes from the Financial Review Team, if applicable. Within 15 days of the site visit, a monitoring report will be generated and sent to the grantee explaining any citations and corrective actions or recommendations. The Site Visit Worksheet, report and photographs will then be included in the grantee's file along with any documents distributed at the site visit by the grantee. 1. Programmatic Point of Contact Contractual Point of Contact Carolyn Washington FDEM 2555 Shumard Oak Blvd. Tallahassee, FL 32399-2100 (850) 410-1271 Carolvn.washinoton@dca.state.fl.us Programmatic Point of Contact Tony Lamberth FDEM 2555 Shumard Oak Blvd. Tallahassee, FL 32399-2100 (850) 414-7770 Tonv.Lamberth @ dca.state.fl.us 40 II. Contractual Responsibilities The FDEM shall determine eligibility of projects and approve changes in scope of work. The FDEM shall administer the financial processes.