Welcome FY 2019 Homeland Security Grant Programs HS Grant Regional Meetings April – May 2019

1. Welcome FY 2019 Homeland Security Grant Programs HS Grant Regional Meetings April – May 2019

2. Agenda Welcome Review of the 2018 SHSP Grant Results Discussion of State and Regional Priorities Overview of 2019 Project Proposal           -Process           -Timelines           -Summary and Next Steps Grant Management Administration Meeting Resources - http://www.vaemergency.gov/em-community/grants

3. 2018 Results 110 Competitive Proposals Evaluated by Region and Type

4. 2018 Results

5. Funding Levels • Funding levels for SHSP • 2016 - $7.45m • 2017 - $7.45m • 2018 - $7.12m • 2019 - $9.2m • Addressing core capabilities • 3 year performance period • Alignment to THIRA/SPR

6. Current Updates Public Safety Stakeholder Meeting –was held on April 11th The purpose of this workshop is to promote the improvement of the homeland security grant program allocation process. Stakeholders were able to review prior year outcomes and refine process where needed.

7. Stakeholder Meeting Workshop objectives: Provide stakeholders with a briefing on new grant rules and guidance Provide stakeholders a briefing on the past grant process and project proposal scoring methodology Improve the current grant proposal scoring process by refining project scoring criteria, definitions, weights, and value functions Establish and enhance ground rules and assumptions for proposal submission and other funding topics

8. Scoring Criteria & WeightsNo major changes for 2019

9. 2019 Criteria Regional Criteria Risk - The project links to known/emerging risk with a nexus to terrorism. The project fits state, region, local, and tribal priorities and/or established documented risk. Documentation is provided as appropriate. (e.g. THIRA, Risk Assessments, Emergency Operations Plan, etc.). The project addresses risk in terms of threat, vulnerability and consequence. Benefit - The project benefits the jurisdiction, region and state. The project benefits the community, region, staff and other stakeholders. Vetted Regionalism – 1) The proposal identifies a capability gap, 2) the project addresses the gap, and 3) the project includes letters of concurrence from jurisdictions identified in scope. Y/N (All three must apply to achieve 100 points). 50 points may be given to projects not completely satisfying the #3 requirement if the project aligns with regional priorities. Resource Sharing - The project has a credible plan to share resources. The plan has documentation (e.g. MOUs, contracts, etc.) that demonstrates collaboration and/or agreement from multiple jurisdictions, and/or multiple regions, and/or multiple disciplines (e.g. fire, police, emergency medical services).

10. Non - Regional Criteria • Scope - The proposal identifies specific jurisdiction(s), the impact to the jurisdiction(s) & how the interaction occurs. • Capability Linkage - The project links to core capabilities and preparedness goals with a nexus to terrorism. • Sustainment - Consider whether this project sustains or enhances a current project or if it is a new project. If the project is new, the proposal describes how any equipment, licenses, training and other features will be maintained and upgraded after the period of performance? If this is sustainment of a current project, the proposal describes the outcomes of the previous period(s) of performance and ongoing sustainment plan. • Whole of Community - The project addresses for example – Public-Private Partnerships, State-Local Partnerships, access, and functional needs? • Project Management - The proposal explains how the project will be managed; how contracts will be managed; how accountability to timelines and grant rules will be monitored and deficiencies corrected. A timeline is provided from grant award to completion. The proposal indicates if SHSP projects funded in the past three years were completed, and provides an explanation if the project was not completed. • Performance Measurement Plan - The proposal identifies how the project's results will be evaluated and who will evaluate them? The proposal describes the overall results that the project is expected to accomplish in qualitative and/or quantitative terms. Some descriptions could include performance measures, national standards, and core capabilities. • Project Replication - Can the project be easily replicated beyond the initial scope or area of initial concern (e.g. training, planning or some other document asset that can be implemented elsewhere)? 2019 Criteria

11. State Priorities • CERT/CITIZEN CORPS Projects • CAPPED at 10% or $250,000 whichever is greater from the approved competitive projects • Ex. If in the original package $300,000 of CERT/CCP projects are above the cutline, the bottom projects totaling $50,000 will be removed. • Minimum Project Amount - $10,000 • Per project not applicant • Projects with the same scope of work that are broken out to become smaller projects for cost benefit purposes will be eliminated • The bottom 40% of lowest scoring projects will be eliminated prior to benefit-cost ranking.

12. Regional Priorities Presented by Chief Regional Coordinator

13. Overall Process

14. Homeland Security Grant Program Awarding Process IO/SEIC Cyber Projects/ SPSHS

15. 2019 Total Allocation – $9,200,000 • State Portion – 20% of the total Allocation $1,840,000 • Local Pass Through – 80% of the total allocation $7,360,000 • Law Enforcement carve out from the total allocation- $2,300,000

16. Investments Using the core capabilities, HSGP Program supports the achievement of the Goal through 7 investments areas this year. • Preventing a threatened or an actual act of terrorism; • Protecting our citizens, residents, visitors, and assets against the greatest threats and hazards; • Mitigating the loss of life and property by lessening the impact of future disasters; • Responding quickly to save lives, protect property and the environment, and meet basic human needs in the aftermath of a catastrophic incident; and/or • Recovering through a focus on the timely restoration, strengthening, and revitalization of infrastructure, housing, and a sustainable economy, as well as the health, social, cultural, historic, and environmental fabric of communities affected by a catastrophic incident. • Fusion – grant requirement • Cyber Security – grant requirement

17. Timeline Project Submission timeline announced through the grants list serve and regional offices Investments are prepared and submitted to FEMA Peer Reviews – June 24 – July 10 Stakeholder Meeting held in Richmond and across the Commonwealth April Sept - Oct May June July Aug FEMA approval of the Grant and Awards made for projects September FEMA releases grant guidance. Project development period. Proposal due June 15, 2019

18. Timeline • Proposals can be submitted to the portal at anytime • The Project Proposal Form must be submitted through the online portal • Resources available on Grants Website • Forms and instructions will be available • https://www.vaemergency.gov/emergency-management-community/grants/

19. Grant Management Administration

20. Introduction to the VDEM Grant Cycle PRE-AWARD Process 1. FEMA announcement of the NOFO (Notice of Funding Opportunity) will usually occur around April or May. 2. FEMA will send VDEM an award letter around June or July. 3. VDEM has 45 days to subaward to the localities after accepting the award letter. **For SHSP, HR UASI & NSGP a formal announcement will be made by the Governor’s office prior to the subaward announcement of projects from VDEM. 4. VDEM will send an email notifying each subrecipient for the Federal award amount allotted in an Allocation Letter. The locality will have 30 days to respond by building a budget in EGMS and submitting all required documents. 5. VDEM will upload into EGMS a Grant Agreement once the budget application is approved. 6. The agreement must be signed by City/County Official and uploaded into EGMS.

22. Helpful tip – FIND YOUR HAPPY PLACE!

23. U:\PreparednessGrants\FY18\2018 ALL GRANT AWARDS\GrantPackage\Grant_Acceptance_Package_092718.zip

24. Introduction to the VDEM Grant Cycle POST-AWARD Process Submitting Reimbursement Request(s): On the Welcome screen of EGMS you will find a Job Aid…

25. Introduction to the VDEM Grant Cycle cont. POST-AWARD Process Quarterly Progress Reports This should reflect what’s in EGMS at the end of the quarter!

26. Introduction to the VDEM Grant Cycle POST-AWARD Process Quarterly Updates should incorporate the Milestones listed in your Proposal Form! Also, what activities have you attended? What events or exercises have you participated in? Have you reviewed or updated any plans?

27. Introduction to the VDEM Grant Cycle POST-AWARD Process EMPG Performance Period (7/1/2019 – 6/30/2020) Quarter 1 July – September due October 15th Quarter 2 October – December due January 15th Quarter 3 January – March due April 15th Quarter 4 April – June due July 15th *FINAL Progress Report can be submitted as soon as all funds for the project are expended and submitted into EGMS. You do not have to wait until the end of the grant cycle. Remember: Federal money is not free money. There are strings attached.

28. Introduction to the VDEM Grant Cycle POST-AWARD Process HSGP (includes: SHSP, HR UASI & NSGP) Performance Period (11/1/19 – 06/30/21) Quarter 1 October – December due January 15th Quarter 2 January – March due April 15th Quarter 3 April – June due July 15th Quarter 4 July – September due October 15th Quarter 5 October – December due January 15th Quarter 6 January – March due April 15th *FINAL Progress Report can be submitted as soon as all funds for the project are expended and submitted into EGMS. You do not have to wait until the end of the grant cycle. Remember: Federal money is not free money. There are strings attached.

29. Introduction to the VDEM Grant Cycle CLOSE OUT process Submit your FINAL Progress Reports Submit an Inventory Form for any single piece(s) of equipment over $5K. This form can be found on the EGMS Welcome screen.