Emergency Management Emergency Management Performance Grant Performance Grant (EMPG) Program(EMPG) Program

Rachel SovaRachel SovaWashington Military Department Washington Military Department Emergency Management DivisionEmergency Management Division

The BasicsThe Basics

Purpose: Sustaining and enhancing Purpose: Sustaining and enhancing the effectiveness of emergency the effectiveness of emergency management programsmanagement programs

Funding provided by Department of Funding provided by Department of Homeland SecurityHomeland Security

Funds provided to all 50 states on an Funds provided to all 50 states on an annual basis annual basis

Each state determines how the funds Each state determines how the funds will be distributed will be distributed

General RequirementsGeneral Requirements Requires a 50/50 match in non-federal Requires a 50/50 match in non-federal

resourcesresources

Compliance with the National Incident Compliance with the National Incident Management System (NIMS)Management System (NIMS)– EMD NIMS Coordinator: Jim KadrmasEMD NIMS Coordinator: Jim Kadrmas

(253) 512-7027 or (253) 512-7027 or J.Kadrmas@emd.wa.govJ.Kadrmas@emd.wa.gov

Compliance with Buy American ActCompliance with Buy American Act

Specific Required ActivitiesSpecific Required Activities

Must develop & update Comprehensive Must develop & update Comprehensive Emergency Management Plan (CEMP)Emergency Management Plan (CEMP)– Dave Hall, Planning Coordinator Dave Hall, Planning Coordinator

(253) 512-7057, D.Hall@emd.wa.gov (253) 512-7057, D.Hall@emd.wa.gov

Must conduct communications planning Must conduct communications planning and testingand testing– Don Miller, Telecommunications Manager Don Miller, Telecommunications Manager

(253) 512-7035, (253) 512-7035, D.Miller@emd.wa.govD.Miller@emd.wa.gov

Specific Required Activities (cont.)Specific Required Activities (cont.)

Must have a public education programMust have a public education program– LuAn Johnson,LuAn Johnson, Public Education Manager Public Education Manager

(253) 512-7047, (253) 512-7047, L.Johnson@emd.wa.gov L.Johnson@emd.wa.gov

Must conduct one exercise per yearMust conduct one exercise per year– Jerry Jenson, Exercise Program Manager Jerry Jenson, Exercise Program Manager

(253) 512-7045, (253) 512-7045, G.Jenson@emd.wa.govG.Jenson@emd.wa.gov

Allowable Activity CategoriesAllowable Activity Categories

1.1. PlanningPlanning: Developing & enhancing a : Developing & enhancing a variety of emergency management variety of emergency management plansplans

2.2. OrganizationOrganization: Support of day-to-day EM : Support of day-to-day EM staffing, operations & activitiesstaffing, operations & activities

3.3. EquipmentEquipment: Must be on authorized : Must be on authorized equipment list equipment list www.rkb.mipt.orgwww.rkb.mipt.org

Allowable Activity CategoriesAllowable Activity Categories

4.4. TrainingTraining: Develop, deliver, evaluate : Develop, deliver, evaluate and attend EM trainingand attend EM training

5.5. ExercisesExercises: Design, develop, conduct, : Design, develop, conduct, and evaluate HSEEP compliant EM and evaluate HSEEP compliant EM exercisesexercises

6.6. Management & AdministrationManagement & Administration: Up to : Up to 3% of award can be used to manage 3% of award can be used to manage the contract fundsthe contract funds

Eligible ApplicantsEligible Applicants Local & Tribal Emergency Management Local & Tribal Emergency Management

Organizations (RCW 38.52)Organizations (RCW 38.52) Established by resolution or ordinance Established by resolution or ordinance

passed by the legislative bodypassed by the legislative body Resolution should include Resolution should include

(WAC 118-30-050)(WAC 118-30-050)::– How costs of org will be providedHow costs of org will be provided– That the org will have a DirectorThat the org will have a Director– Director’s responsibilitiesDirector’s responsibilities

Required Application Required Application SubmissionsSubmissions

1.1. Copy of Copy of ordinance/resolutionordinance/resolution establishing establishing agencyagency

2.2. Separate Separate budgetbudget for the emergency for the emergency management program with local/tribal management program with local/tribal funding break-downfunding break-down

3.3. Job DescriptionsJob Descriptions for all EM personnel for all EM personnel4.4. Organizational Organizational ChartChart for EM Agency for EM Agency5.5. Scope of workScope of work detailing activities to be detailing activities to be

conducted during contract periodconducted during contract period6.6. Indirect Rate Agreement, if applicableIndirect Rate Agreement, if applicable

Process for Distributing EMPG Process for Distributing EMPG

WAC 118-09-040 provides for the WAC 118-09-040 provides for the distribution of EMPG fundsdistribution of EMPG funds

Awards based on how much Awards based on how much local/tribal funding committed to EMlocal/tribal funding committed to EM

Each applicant receives the same Each applicant receives the same matching percentagematching percentage

Award amounts change each year Award amounts change each year depending on amount available and depending on amount available and number of applicantsnumber of applicants

Award CalculationAward Calculation To determine the % match…To determine the % match…

Federal funding available Federal funding available ÷ Total local/tribal funds ÷ Total local/tribal funds budgeted for all applicants = % matchbudgeted for all applicants = % match

example:example: $2,000,000 ÷ $10,000,000 = 20%$2,000,000 ÷ $10,000,000 = 20%

Local/Tribal EM budget x % match = $ Local/Tribal EM budget x % match = $ EMPG Award $EMPG Award $

example: $35,000 x 20% = $7,000example: $35,000 x 20% = $7,000

Prior Year’s Match Percentage:Prior Year’s Match Percentage:2005: 19.8%2005: 19.8%2006: 18.4%2006: 18.4%2007: 21.4%2007: 21.4%

Funding HistoryFunding History

Federal Federal Award YearAward Year

Total EMPG Total EMPG AwardAward

Amount Amount Passed Passed

ThroughThrough

20052005 $3,459,280$3,459,280 $2,160,650$2,160,650

20062006 $3,535,440$3,535,440 $2,191,983$2,191,983

20072007 $3,860,704$3,860,704 $2,393,637$2,393,637

2007 - Supp2007 - Supp $995,027$995,027 $618,450$618,450

Funding ScheduleFunding Schedule October 1, 2007October 1, 2007 – Federal Fiscal Year Begins – Federal Fiscal Year Begins November/December 2007November/December 2007– EMPG Guidance – EMPG Guidance

Released by DHSReleased by DHS December 2007December 2007– State EMPG Application – State EMPG Application

Submitted to DHS by WA EMDSubmitted to DHS by WA EMD January 2008January 2008– Local/Tribal EMPG Application – Local/Tribal EMPG Application

Developed by EMDDeveloped by EMD February/March 2008February/March 2008– Local/Tribal Application – Local/Tribal Application

PeriodPeriod April 2008April 2008 –EMPG Contracts distributed with –EMPG Contracts distributed with

back-date to October 1back-date to October 1 December 31, 2008December 31, 2008 – Local/Tribal EMPG – Local/Tribal EMPG

Contracts EndContracts End

Electronic Grant Management Electronic Grant Management System (e-GMS)System (e-GMS)

https://fortress.wa.gov/mil/https://fortress.wa.gov/mil/gms/gms/portal.aspgms/gms/portal.asp

Website requires a user Website requires a user name and passwordname and password

Application is completed Application is completed onlineonline

Attachments are uploaded Attachments are uploaded or mailed/faxed separately or mailed/faxed separately

Allowable Expenses: ExamplesAllowable Expenses: Examples Salaries/Benefits for EM staffSalaries/Benefits for EM staff O/T & Backfill for planning, training, exercises, or M&AO/T & Backfill for planning, training, exercises, or M&A Full or part-time contractorsFull or part-time contractors Recruitment costs for open positionsRecruitment costs for open positions Communications costs (phones, faxes, postage, etc.)Communications costs (phones, faxes, postage, etc.) Materials & Supplies (copies, publications, etc.)Materials & Supplies (copies, publications, etc.) Facility Costs (utilities, rental costs, etc.)Facility Costs (utilities, rental costs, etc.) Travel costs (lodging, per diem, transportation)Travel costs (lodging, per diem, transportation) Volunteer Costs (CERT, Vista)Volunteer Costs (CERT, Vista) Warranties and Maintenance w/in contract periodWarranties and Maintenance w/in contract period Installation of allowable equipmentInstallation of allowable equipment

Unallowable Expenses: ExamplesUnallowable Expenses: Examples Supplanting of local/tribal fundingSupplanting of local/tribal funding Funding traditional public safety dutiesFunding traditional public safety duties Unallowable equipmentUnallowable equipment Costs of general use vehiclesCosts of general use vehicles O/T or backfill for activation costsO/T or backfill for activation costs Entertainment or social activitiesEntertainment or social activities Fines or penalty feesFines or penalty fees Tuition for higher educationTuition for higher education Self-insurance reserve fundsSelf-insurance reserve funds Stockpiles of supplies for preparedness kitsStockpiles of supplies for preparedness kits

How to Apply?How to Apply?1.1. Provide Contact InformationProvide Contact Information

2.2. Meet Eligibility RequirementsMeet Eligibility Requirements

3.3. Submit Necessary Application Submit Necessary Application InformationInformation

If all of the above are complete then If all of the above are complete then Funding is Awarded!Funding is Awarded!

ResourcesResources

EMD EMPG Grant Webpage: EMD EMPG Grant Webpage: www.emd.wa.gov/grants/grants_empg.shtmlwww.emd.wa.gov/grants/grants_empg.shtml

EMPG Program Guidance:EMPG Program Guidance:

www.ojp.usdoj.gov/odp/docs/fy2007empg.pwww.ojp.usdoj.gov/odp/docs/fy2007empg.pdfdf

DHS Financial Management Guide:DHS Financial Management Guide:www.ojp.usdoj.gov/odp/docs/Financial_Management_Guidwww.ojp.usdoj.gov/odp/docs/Financial_Management_Guide.pdfe.pdf

Resources (continued)Resources (continued)

OMB Circular A-87OMB Circular A-87

www.whitehouse.gov/omb/circulars/www.whitehouse.gov/omb/circulars/

WAC 118 Emergency ManagementWAC 118 Emergency Management

apps.leg.wa.gov/wac apps.leg.wa.gov/wac

RCW 38.52 Emergency ManagementRCW 38.52 Emergency Managementapps.leg.wa.gov/rcwapps.leg.wa.gov/rcw

QuestionsQuestions

Contact Information:Contact Information:

Rachel Sova, EMPG Program ManagerRachel Sova, EMPG Program Manager

Emergency Management DivisionEmergency Management Division

(253) 512-7064(253) 512-7064

r.sova@emd.wa.govr.sova@emd.wa.gov