EMPG EMERGENCY MANAGEMENT PERFORMANCE GRANT PREPAREDNESS GRANTS BRANCH

EMPGEMERGENCY

MANAGEMENT PERFORMANCE GRANT

PREPAREDNESS GRANTS BRANCH

What is EMPG?

O A 50% reimbursable federal grant within the Department of Homeland Security, FEMA administered by Ohio EMA.O This means you will first spend your money then

you will reimbursed half of the total amount.

O Supports Emergency Management related activities

O Don’t be overwhelmed, this presentation will walk through some of the necessary requirements.

Guidance (Matching)O EMPG funds can NOT be matched

with any other federal funding source

O EMPG funds must be matched with county general or other local funds

Guidance (Eligibility)O What is eligible?

O Salary and fringeO Emergency

Management related expenses

O General, day-to-day operating costs (utility bills, supplies, etc.)

O Public outreach/education

O What is NOT eligible?O Food, this means coffee

tooO Search and RescueO Hazmat O Fire gear O ClothingO WeaponsO Expenses billed to

departments other than Emergency Management

** This is not a complete list

So what is the process?O It starts with the Grant

Agreement

O This needs to be signed by your EMA director and the Director of OEMA as a contract for compliance with the grant.

O By signing this agreement, you agree to comply with the requirements on the following pages.

What’s Next?O Now that you have a signed grant

agreement there are a few steps, BEFORE YOU SPEND ANY FUNDS, that you must complete and these differ based on that for which you seek reimbursement.

Equipment Section

AELO For equipment to be

eligible through the EMPG it must be listed on the Authorized Equipment List that FEMA has posted.O Link: http://

www.fema.gov/media-library-data/20130726-1825-25045-7138/fema_preparedness_grants_authorized_equipment_list.pdf

EHPs

O First is the Environmental and Historical Preservation Survey.O This needs to be

completed for any project that will require installation. (even if you are just hanging something on the wall or ceiling)

ProcurementO So next is the procurement. Make sure to properly procure any

items you buy with any preparedness grant is it could jeopardize your funding for the project.

O You must document 3 quotes for ANY piece of equipment.

O If it is above the threshold for your county or the State’s policy then you will have to adhere to the bidding process.

O You may also complete forms for a sole source determination. This is an exception to the 3 quotes rule and it will be scrutinized by OEMA.O Link: Sole Source Justification

O If you have questions, give the preparedness grants branch a call or email.

Personnel Section

PersonnelO EMA Director must be

fulltime staff to be eligible for the EMPG.

O Time must be tracked on the time sheet for all personnel submitted for grant reimbursement. O If personnel are funded

through several grants then the breakdown between the two will also need to be reflected in the timesheet.

SalaryO OEMA has a tracking template on our

website.O Link: Time Tracking Template

O List the 50% matching fund (ie. General fund)

** This information is only for the hours you work as Emergency Management.

FringeO List the 50% matching fund (ie. General fund)

O All benefit expenditures claimed are for the amount the county/city pays; not what was withheld from your paycheck

O Check number: this is the check number the city/county paid the contribution not your paycheck number.

O Benefit expenses are from the county/city point of view

Contract/Training Section

ProcurementO Contracts/Training must have 3 quotes and if they

exceed your county’s or the State’s threshold for bidding then it must be appropriately bid out for all projects according to local, state, or federal guidelines. (whichever is most stringent)

O All contracts must align within the grant period and will not be prorated.

O You may also complete forms for a sole source determination. This is an exception to the 3 quotes rule and it will be scrutinized by OEMA.O Link: Sole Source Justification

Other Requirements

O Contractors must not appear on the OFCCP Debarred Companies listO Go to SAM.gov and click on the search records tab

O Invoices, sign-in sheets, and agendas/curriculum is required for all trainings seeking reimbursement.

O You must have a copy of a signed, active contract for the grant performance period and an invoice either with a breakout by hour or by item based on contract deliverables.

Submitting for Reimbursement

What do we submit?O To receive reimbursement, We will

need:O Cash request formO InvoiceO Contract (if applicable)O EHP acceptance from FEMA(if

applicable)O Proof of 3 Quotes or Sole Source

JustificationO Copy of your warrant, ledger, or

register with the item listed.

InvoicesO Each expense MUST be supported

with copies of original invoices.O Invoices should include:

O Company addressO Bill To address (to the OEM office)O Itemized invoice; cannot pay off

statement or balance forwardsO Period or Date of Contract (Must be

inside the Performance Period)

EMPG Cash RequestO Now that you have your 3

quotes or sole source determination approved by OEMA and your EHP you can buy your equipment.

O After the equipment has been purchased you will submit the Cash Request with your quotes/sole source and EHP.

Ongoing Documentation

QuarterliesO Now to track your overall

progress in completing your awarded project you will need to complete the Work Plan Update.

O This must be submitted by the 10th day after the end of each quarter.

O This form states how much money has been used, how far along the project is, and if there has been any snags.

Annual Inventory Control Report

O At the end of each calendar year, all counties receiving funds must complete the Annual Inventory Control Report

O This form ensures compliance for the tagging and tracking of all inventory purchased using grant funds.

O A full physical inventory is required every 24 months.

Bi-Annual Strategy Implementation Report (BSIR)

O As evidenced by the title, this is a bi-annual reporting system that tracks the status and expenditures of your projects and reports the information to FEMA.O www.reporting.odp.dhs.gov

O FEMA does not have a set date to report into the BSIR. Usually they notify the State Grants Administrator and then a message is sent to all sub-grantees that the BSIR is open and what the reporting period will be.

O For log-in credentials or your troubleshooting questions please contact the Preparedness Grants Staff.

What resources on the OEMA website?

O http://ema.ohio.gov/ O Under the “OHIO EMA BRANCHES” tab select

“Preparedness Grants”

O Here you can find:O Federal Grant Retention ScheduleO PolicyO The Grant GazetteO Program Details for each open grantO And, if you click on the “Grants Toolkit” tab on

the left side you will find all pertinent forms discussed in this presentation.

Questions or Need More Information?

O Contact the Preparedness Grants Branch

O Grants Administrator:O Kathleen Nelson,

Knelson@dps.ohio.gov, 614-799-3836O Grants Coordinators:

O Joe Haller, Jdhaller@dps.ohio.gov, 330-837-3078

O Dan Green, Dpgreen@dps.ohio.gov, 614-799-3820