Transcript WELCOME [www.floridadisaster.org]

2008 – 2009
EMPA Competitive
Grant Programs
GUIDELINES
Cherie Trainor
Administrator
Jenene Helms
Community Assist. Consultant
1
TABLE OF CONTENTS
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History
Synopsis of Cycle
Programs
Categories
Priority Area
Critical Facilities Projects
Dates to Remember
Scoring Criteria Summary
Application Organization/Format
Pointers - Application Submissions
Selection/Award Procedures
Appendix Items Examples
Recap – Competitive Grant Program
Recap – Municipal Grant Program
Obtaining Application Packets
Reporting Requirements
Questions?
3-5
6
7 - 10
11-13
14-15
16-17
18
19-27
28-34
35-36
37-38
39
40
41
42
43-46
47
2
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”
1.
2.
3.
4.
Options
A percentage surcharge on premiums paid for
property and casualty insurance polices.
A surcharge on marina docking fees or other
boat fees.
A surcharge on building permits.
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.”
3
252.372 FLORIDA
STATUTES
• $2.00 per policy homeowners
insurance policy annually
• $4.00 per policy
business/commercial insurance
policy annually
4
STATE OF FLORIDA
DIVISION 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.
5
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
6
PROGRAMS
7
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.
8
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
9
Division of Emergency
Management Contact for the
Statewide Mutual Aid Agreement
Questions about being an approved
mutual aid municipality can be
answered by contacting
Lessie Holton
(850) 413-9886
or
[email protected]
10
CATEGORIES
11
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 PUBLICPRIVATE 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)
12
EMERGENCY MANAGEMENT
COMPETITIVE 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.
13
PRIORITY
AREA
14
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.
15
Critical Facility Projects
•
* 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.
16
Division of Emergency
Management
Contacts for the ARC 4496
Danny Kilcollins,
Planning Manager
(850) 413-9859
[email protected]
OR
Dean Griffin,
Engineer II
(850) 413-9954
[email protected]
17
DATES TO REMEMBER
MARK 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 DEMFebruary 7, 2008
Contracts developed and
sent to applicant
Approx. May 30 - June 22, 2008
18
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
Helpful
Reminders
•
•
•
•
•
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
19
SCORING CRITERIA SUMMARY
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
Helpful
Reminders




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
20
SCORING CRITERIA SUMMARY
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
Helpful
Reminders
•
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?
For further explanation on how points are determined,
refer to pages 7 - 8 in the Application Packet
21
SCORING CRITERIA SUMMARY
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
Helpful
Reminders
•
•
•
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
22
MATCH
9G-19.002(10)(f) Definitions
means,…. both cash and inkind, 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).
23
SCORING CRITERIA
SUMMARY
Group II - Collateral Information for
the Proposal
5. Identify Applicant’s matching funds, either
cash or in-kind and include supporting
documentation; MAX PTS - 50
Helpful
Reminders
•
•
•
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
24
SCORING CRITERIA
SUMMARY
Group II - Collateral Information
for the Proposal
6.Provide evidence of the abilities and
qualifications of those persons proposed to
work on the project if funded. MAX PTS - 25
Helpful
Reminders
•
•
•
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?
For further explanation on how points are
determined, refer to pages 10 - 11 in the
Application Packet
25
SCORING CRITERIA
SUMMARY
Tiebreaker - Answer the following
two questions:
1)
2)
Has the Applicant’s jurisdiction been
impacted by an environmental cleanup initiative? If so, describe the
initiative and its impact on the
Applicant.
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
26
SCORING CRITERIA
SUMMARY
500 - Maximum Total Points
(NEED MINIMUM SCORE OF 300 POINTS
TO BE ELIGIBLE FOR FUNDING)
27
APPLICATION
ORGANIZATION
AND FORMAT
1. Letter of Transmittal
must 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)
28
APPLICATION
ORGANIZATION
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
29
E X A M P L E OF A TRANSMITTAL LETTER
should not exceed a page in length
Date
Florida Division of Emergency Management
Attn: EMPATF Program
2555 Shumard Oak Boulevard
Tallahassee, 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
30
APPLICATION
ORGANIZATION
AND FORMAT
2. Title Page
Each 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
31
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.
APPLICATION
ORGANIZATION
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
33
APPLICATION
ORGANIZATION
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).
34
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.
35
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, 323992100, 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.
36
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.
37
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.
38
EXAMPLES OF APPENDIX
ITEMS
(not to be submitted until funds are awarded and
accepted)
1.
2.
3.
4.
5.
6.
7.
8.
9.
Letters of Consistency with Local Plans
Letter of Commitment
Resume of Project Manager
Project-Related Experience of Selected
Consultant
Resume of Consultant’s Project Manager
Board Minutes/Resolutions
Official Price Estimates/Recent Bids
Photographs
Product Brochures/Information
39
EMERGENCY MANAGEMENT
PREPAREDNESS
AND ASSISTANCE
COMPETITIVE GRANT PROGRAM
2008-2009 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
40
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
41
HOW TO OBTAIN
APPLICATION PACKET
Download from Internet:
http://www.floridadisaster.org/cps/grants.htm
By Mail:
State of Florida
Division of Emergency Management
Attention: EMPATF Program
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
42
REPORTING
REQUIREMENTS
(Once awarded, it is most important to send
reports in by the required dates)
43
Reports
1.
Financial History Report – Form 1
2.
Status Report – Form 2
3.
Reimbursement Request – Form 3
4.
Detail of Claims – Form 4
5.
Close-Out Report – Form 5
(To include cumulative totals of funds
spent quarterly)
(To report work completed, work in
progress and timeline of work to be
completed quarterly)
(To be filed as needed to request funds
spent)
(To be submitted in the budget category
in which expenses have been incurred
and attached to Reimbursement
Request form)
(To submitted once final expenditures
have occurred)
44
5. Reports are to be submitted to the
following address:
FLORIDA DIVISION OF EMERGENCY MANAGEMENT
BUREAU OF COMPLIANCE PLANNING & SUPPORT
FINANCE/GRANTS SECTION
2555 SHUMARD OAK BOULEVARD
TALLAHASSEE, FLORIDA 32399-2100
45
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
46
Questions?????????
Our staff will be happy to assist you.
Cherie Trainor, Administrator
850-413-9942
[email protected]
Jenene Helms, Community Assistant Consultant
850-413-9920
[email protected]
Wendy Stewart, Community Assistant Consultant
850-922-7447
[email protected]
47