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911 Grant Reporting and DisbursementState & Rural County Grants
Upon grant award by the E911 Board you should receive the following documents via email:
• Cover Letter• Award Letter• Federal Agreement• Attachment 1: Audit Requirements
In this training, we will explain these documents and other related Federal and State requirements for State and Rural Grant Programs.
In addition to the standard State and Rural grant requirements, DMS has implemented federal requirements due to changes in our funding source.
Federal Award Background:
On August 9, 2019, the National Telecommunications and Information Administration (NTIA) and National Highway Traffic Safety Administration (NHTSA) awarded the State of Florida under the 911 Grant Program as authorized by the NG911 Advancement Act of 2012 (the Middle Class Tax Relief and Job Creation Act 2012, Pub.l.112-96 title v1, subtitle e).
Important Information from the Cover Letter
The Next Generation 911 (NG-911) Advancement Act provides new funding for grants to be used for:
• Implementation and operation of 911 services, Enhanced 911 services, migration to an IP-enabled emergency network, and adoption and operation of NG-911 services and applications.
• Implementation of IP-enabled emergency services and applications enabled by NG-911 services, including the establishment of IP backbone networks and the application layer software infrastructure needed to interconnect the multitude of emergency response organizations.
• Training public safety personnel, including call-takers, first responders, and other individuals and organizations who are part of the emergency response chain in 911 services.
Overview Federal Requirements
• If an E911 Board grant award will be utilized to comply with the Federal Grant (either federal funds or matching state funds), the sub-recipient will receive such notification in the award letter.
• The Grant Agreement:• Outlines all necessary components of compliance with the Federal NG911
Grant program. • Incorporates existing state grant requirements that have been in effect but
have not been previously required in a signed agreement with sub-recipients.
• The necessity of the Grant Agreement is to have a written understanding of all applicable State and Federal NG911 Grant rules and laws that must be met by all parties.
• Performance Period: NG911 projects must be completed by March 31, 2022.
Federal Expenditures Related to 911 Grants
Eligible
Grant Program funds must be used for implementation of NG-911 services. The following are included as eligible uses
for 911 Grant Program funds:
Ineligible
Grant Program funds may not be used for:
• Hardware to provide NG-911 services. • Software to provide NG-911 services.• Hosted NG-911 services.• Contractual costs associated with carrying out
programmatic activities, including consultant fees.• Training directly related to NG-911 implementation for
public safety personnel.• Administration and Planning (10 percent maximum). • Operation of the NG-911 system as a dual system to the
current operating legacy 911 system until such time shut down and NG-911 is fully operational.
• Costs to operate legacy E-911 or 911 systems.
• Costs to operate the NG911 system after it is fully operational.
• Activities related to construction.
• Independent verification and validation (IV&V) testing for product, service, and system purchases.
Understanding the Federal Agreement
What you should know about the new federal agreement?
• Input the County’s name associated with the FEIN.
• Pay attention to the period of performance.
• Enter the total amount of federal funding received by DMS.
• Verify that the total amount of the federal award is correct.
• Do you receive federal awards from a federal awarding agency?
• Are you a recipient of any other federal NG911 grant funds?
• Page 1 and point 16 of this agreement is specific to federally funded awards.
• This section is specific to your grant award.
• Pay close attention to the requirements and consequences that have been applied to your grant.
Important Contacts for your Federal Grant Award:
Leon Simmonds, Statewide 911 Coordinator. (Liaison between the State and the counties of Florida)
Alrene Hicks, Grant Manager(Manages federal grant requirements)
911 County Coordinator, In application(Responsible for the administration of grant with the State of Florida)
*Any changes to the 911 Coordinator should be reported immediately.
• The Chair of the BOCC or the County Manager must sign and print their names as the Grantee.
• The appropriate entity will sign and print their name on behalf of DMS as the Grantor.
• Read the Federal Rules regarding your new grant
• Review your grant number, award date, and funding sources.
Additional References
Florida Statutes Associated With 911
Grants
• F.S. 365.171 Emergency Communications Number E911 State Plan
• F.S. 365.172 Emergency Communications Number "E911“
• F.S. 365.173 Emergency Communications Number E911 System Fund
Of these, F.S. 365.172 is the primary statute for
answering questions regarding 911 Grants.
Questions?
Important Existing Grant Procedures to Remember
Grant procedures for reporting and disbursement will remain the same for all 911 grants.
State Agreement:• The agreement also incorporated existing state grant requirements that
have been in effect but have not been previously required in a signed agreement with sub-recipients.
• The necessity of the Grant Agreement is to have a written understanding of all applicable State and Federal NG911 Grant rules and laws that must be met by all parties.
Reporting Procedures for 911 Grants
• Grantees will be required to submit both:
• Quarterly reports on the Budget/Quarterly Expenditures Report, Form #12.
• Quarterly Status Report, Appendix III.
• Quarterly reports are due the first full quarter after awarded on March 31, June 30, September 30, and December 31 if you have an active grant.
• Updated reports and associated information should be e-mailed to:
Appendix IIIQuarterly Status Report
The Quarterly Status Report, Appendix III, should include:
• Project status developments• Changes in costs and the result of
those changes• Problems, delays, or adverse
conditions which will materially impair the ability to meet the timely completion of the award
• Statement of the actions taken, or contemplated, and any assistance needed to resolve the situation.
• GIS Data Support (Synchronization) a detailed list identifying work completed to include percentage of synchronization achieved and issues which have occurred.
12. Budget / Quarterly Expenditure Report
• Item 12 is used for both grant applications and quarterly reports.
• While item 12 should mimic the budget on your application, you should also pay attention to the shaded areas for reporting.
• Remember to report your cumulative expenditures only in the quarterly reporting column.
• Always mark the correct reporting period.
*Mark “yes” as final if you have finished your project and received all reimbursements from DMS. This will
initiate the close out your grant *
Appendix IIRequest for Change
Change requests shall be submitted prior to deviation from any awarded grant applications.
These changes can include but are not limited to:• Budget changes.• Time Extensions due to project
delays.• Deviations in the Scope of Work.• Changes in services dates.• Changes in products and/or services
as originally quoted.
*Submit at the latest 10 days before Board meeting*
Required Forms and Documents
Reimbursement claims shall include:
• Purchase Orders or Signed Vendor Contract (all federal grants must have both.)
• Invoices.
• Check processing documents (copies of cleared checks or banks statements confirming cleared checks.)
• Documentation supporting deliverables such as GIS Data Synchronization reports or receiving reports.
• To assure prompt processing, complete reimbursement claims should be e-mailed to:
The Payment Review Process
• Have the deliverables been met as quoted?
• Are your request forms correctly filled out?
• Have you submitted the proper supporting documentation?
• Is your request in agreeance with your application?
• Have you requested any reimbursements for this same grant this month?
Requirements for Receiving Payment
• Ensure your vendors put proper periods of coverage on your maintenance quotes and invoices.
• The reimbursement request must match the scope of work (SOW) and budget proposed in the grant applications.
• Any requirement not met by the County must be clarified and justified in writing and included in your payment request.
• Progress payments must include justification as to why the County cannot submit for reimbursement.
Project Completion & Closeout Requirements
In addition to submitting all related grant documentation with your final report, the grant close out also includes:
• The Grantee shall maintain all records for the longer of five (5) years after the end of the performance period.
• Closeout is not until official close out letter is received from 911 Board.
• A financial and performance report is required to be completed (Item 12).
• Onsite visit and desktop monitoring review will be completed by the Statewide 911 Coordinator before close out.
These are federal and State of Florida requirements.
• Send your Grant Agreement and all other grant related documents via electronic mail to [email protected]
• To receive federal funds, all claimed work is required to be completed before March 31, 2022. This is the end of the Period of Performance set by the federal government.
• Rural County Grant terms are for one (1) year with a possible extension for a second year currently.
• State Grant terms are for two (2) years with a possible extension for a third year currently.
• Please make sure that you complete all sections of the federal and state agreement.
Key Points to Remember
• Federal regulations and statutes are listed at the end of the federal agreement.
• Read, review, and reach out to the 911 Staff with any questions about the Grant applications and Grant agreement instructions.
• Turn your applications and agreements in early to allow time for review.
• When making submissions, do not submit different request in same attachment (i.e. payment requests submitted with quarterly report.)
• Use the courtesy checklist to guide you through the grant administration process.
Key Points to Remember
The courtesy checklist has vital information on the
administration of your new grant.
• The highlighted portion requires immediate action in order to proceed with your grant.
• Item one is specific to the federal grantees only.
Key Points to Remember
• Grant Schedule:• Spring Grant Cycle: Applications
due on or before April 1 annually.
• Fall Grant Cycle: Applicationsdue on or before Oct. 1 annually.
• 911 Application Contact:
Don Lamb, E911 System Engineer
*The grant application is not your agreement with the State to receive
federal funds*
Key Points to Remember
Questions? Contact Us
Alrene’ Hicks (Renee), FCCMGrant Manager NG911
Florida Department of Management ServicesDivision of State Technology
(850) 921-1651 (office)[email protected]
Tessa Jordan, FCCME911 Grant Specialist
Florida Department of Management ServicesDivision of State Technology
850-412-6867 (office)[email protected]
Questions?
