NON-PROFIT SECURITY GRANT

PROGRAM (NSGP)

FY2019 NSGP Orientation

The Non-profit Security Grant Program (NSGP) is a federal grant managed by U.S. DHS/FEMA and passed through State Administrative Agencies (SAAs). Ohio EMA is the SAA for the State of Ohio.

The NSGP provides federal funding support for target hardening and other security enhancements to nonprofit organizations that are at high risk of a terrorist attack.

What is the NSGP?

Separate funding streams are allocated to both Urban Area Security Initiative (UASI) regions and to non-UASI.

For FY 2019, there are currently no UASI-designated regions in Ohio. All NSGP applications in Ohio will therefore be “State” applications, identified by the “S” in NSGP-S.

NSGP-S: Any Non-Profit organization within Ohio may apply for up to $100,000 for eligible investments.

There is a total of $350,000 available for Ohio NSGP-S applications.

What is the NSGP?

Allowable Costs

Funding can be used for the acquisition and installation of security equipment on real property (including buildings and improvements) owned or leased by the nonprofit organization, specifically in prevention of and/or protection against the risk of a terrorist attack.

This equipment is limited to two categories of items on the Authorized Equipment List (AEL): Physical Security Enhancement Equipment (Category 14) and Inspection and Screening Systems (Category 15)

AEL can be found at: https://www.fema.gov/authorized-equipment-list

Allowable costs have been expanded from previous years to include security training for all nonprofit staff, planning related costs, exercise related cost, and contracted security personnel.

How to access the AEL?

https://www.fema.gov/authorized-equipment-list

How to access the AEL?

Type in “NSGP” into the search bar, and press go

Allowable Costs

Exercises Funding may be used to conduct security-related exercises. This includes costs related

to planning and meeting costs, facilitation, materials/supplies, documentation.

The use of Homeland Security Exercise and Evaluation Program (HSEEP) principles and recommendations is highly encouraged. Additional information on HSEEP is available at https://www.fema.gov/hseep .

Training Employed or volunteer security staff to attend security-related training

Employed or volunteer staff to attend security-related training with the intent of training other employees or members/congregants upon completing the training (i.e., “train-the-trainer” type courses);

Nonprofit organization’s employees, or members/congregants to receive on-site security training.

Allowable training-related costs under the NSGP are limited to attendance fees for training and related expenses, such as materials, supplies, and/or equipment. Overtime, backfill, and travel expenses are not allowable costs.

Allowable Costs

Planning Funding may be used for security or emergency planning expenses and the

materials required to conduct planning activities.

Planning must be related to the protection of the facility and the people within the facility and should include consideration of access and functional needs considerations as well as those with limited English proficiency.

Examples of planning activities allowable under this program include: Development and enhancement of security plans and protocols

Development or further strengthening of security assessments

Emergency contingency plans

Evacuation/Shelter-in-place plans

Allowable Costs

Contracted Security Personnel Funding may be used for contracted security personnel within the

performance period of the grant

Contracts must be procured and established in accordance with grant stipulations, the organization’s own procurement guidelines, and federal procurement regulations

Normally there is a 50% cap on personnel costs. FEMA intends to grant waivers for this restriction to applicants that request over that 50% cap.

Equipment for security personnel is not an eligible cost

The following projects and costs are considered ineligible for award consideration:Organization costs, and operational overtime costs

Hiring of public safety personnel

General-use expenditures

Overtime and backfill

Initiatives that do not address the implementation of programs/initiatives to build prevention and protection-focused capabilities directed at identified facilities and/or the surrounding communities

The development of risk/vulnerability assessment models

Unallowable Costs

Initiatives that fund risk or vulnerability security assessments or the development of the IJInitiatives in which federal agencies are the beneficiary or that enhance federal propertyInitiatives which study technology developmentProof-of-concept initiativesInitiatives that duplicate capabilities being provided by the Federal GovernmentOrganizational operating expensesReimbursement of pre-award security expensesWeapons or weapon-related training of any kind

Unallowable Costs, cont.

How to Apply for the NSGP

How to apply

In order to apply for the NSGP, applicants must submit: Investment Justification (IJ)

Vulnerability/Risk Assessment

Mission Statement

One organization can apply for projects at multiple sites The $100K award cap applies to the organization, not the site

A separate IJ and separate Vulnerability/Risk Assessment must be submitted for each separate site

Submit via email as attachments by 5:00pm ET on May 13, 2019 to rblaser@dps.ohio.gov

File naming convention: FY2019_NSGP_S_OH_NameOfMyNonprofit

Investment Justification (IJ)

Each applicant must develop a formal IJ that addresses each investment proposed for funding.

Security enhancements must be for the locations that the nonprofit occupies at the time of application.

The investments or projects described in the IJ must: Address an identified risk, including threat and vulnerability

Build or sustain a Core Capability identified in the National Preparedness Goal https://www.fema.gov/core-capabilities

Be both feasible and effective at reducing the risks for which the project was designed

Be able to be fully completed within the period of performance (the start- and end-dates will be specified on the Notice of Award). Most likely September 1, 2019 – May 31, 2022. Use these dates for planning purposes.

Be consistent with all applicable requirements outlined in the Notice of Funding Opportunity (NOFO).

Vulnerability/Risk Assessment

Each applicant must include its vulnerability/risk assessment on which the request in the IJ is based.

Vulnerability assessments must be specific to the site which is the subject of the grant application.

There is no prescribed format for the assessment and there are no stipulations regarding who conducts the assessment.

The vulnerability assessment identifies what areas your facility is vulnerable to an attack. These vulnerabilities make up what you are requesting funding for on your Investment Justification.

The Vulnerability/Risk Assessment submitted to Ohio EMA is retained on file with the State Administrative Agency (SAA) and is not submitted to FEMA/DHS.

Failure to submit a Vulnerability/Risk Assessment will result in your application being forfeited.

Mission Statement

Each applicant must include its Mission Statement and any mission implementing policies or practices that may elevate the organization’s risk, recognizing the impact an organization’s ideology, beliefs, or mission may have on their risk of potential terrorist threats.

Ohio EMA will use the submitted Mission Statement along with information provided in the applicant’s IJ in order to validate the organization type.

The central purpose of the organization described in the Mission Statement will be used to validate the organization type identified in the IJ as one of the following: 1) Ideology-based/Spiritual/Religious; 2) Educational; 3) Medical; or 4) Other.

After Submission of the Investment Justification, Mission Statement and

Vulnerability Assessment

Grading Process

Ohio EMA receives applications and reviews them

A score is assigned to each application based on a FEMA-provided scoring criteria assessing each Investment Justification (IJ). Scores are out of 40 possible points

10 bonus points will be added for nonprofits that have not received NSGP funding in previous years

Ohio EMA submits to FEMA the applicants’ IJs, the applicants scores, and a ranking of all submitted applications prioritized by score

FEMA will score the IJ twice, and average that score. That average is added to the state score.

That score will be weighted depending on the organization type: Religious/Spiritual: final score multiplied by 3

Medical/Educational: final score multiplied by 2

Other: final score multiplied by 1

FEMA notifies Ohio EMA of awardees and amounts sometime in August. Ohio EMA then notifies applicants.

Post-Award Details

What Happens Now?

Once Ohio EMA is notified of who has been awarded you will receive notification from the agency via email and/or written letter.

This initial correspondence will serve as an early notification that you have been awarded and will include instructions for completing additional paperwork related to accepting the award.

Soon after this you will receive your NSGP Grant Agreement, which must be signed by your organization’s Authorizing Official (usually the president, executive director, or chief operations officer). This Agreement will outline additional expectations, timetables, and final submission procedures.

Environmental Planning and Historic

Preservation (EHP) form

As a Federal agency, DHS/FEMA is required to consider the effects of its actions on the environment and/or historic properties to ensure that all activities and programs funded by the agency, including grant funded projects, comply with Federal EHP regulations, laws and Executive Orders as applicable.

The EHP review process involves the submission of a detailed project description along with supporting documentation to Ohio EMA.

Along with the EHP Form, applicants are required to submit supporting photographs/diagrams for EHP Submissions

Ohio EMA submits EHP materials to FEMA on behalf of the nonprofit.

Example of Supporting Photographs

for EHP Submissions

Red line denotes proposed fencingAerial Photo

Dotted Line Shows

proposed gate

Example of Supporting Photographs

for EHP Submissions

Red line denotes proposed fence and gate(Ensure to include the exact location of the ground disturbance for this

installation, including the exact length, width and depth of ground disturbance)

Dimensions 8ft tall fencing3ft depth of fencing

Example of Supporting Photographs

for EHP Submissions

Name and address of facility on all photos

Example of Supporting Photographs

for EHP Submissions

Name and address of facility on all photos

Example of Supporting Photographs

for EHP Submissions

Access Control Location at front door

Name and address of facility on all photos

Example of Supporting Photographs

for EHP Submissions

Name and address of facility on all photosEast facing outdoor camera at entrance. Will cover future gate location

Starting Your Project

Starting your Project

Once the EHP has been reviewed by FEMA/DHS you will receive notification from Ohio EMA stating you are in compliance. You may not begin working until you have received a notice that you are within compliance. Once you have received this letter then you can begin working on your project.

If in doubt, contact the Ohio EMA Grants Branch before beginning work.

Procurement of Goods/Services

The procurement of goods and services with federal funding must follow the most restrictive stipulations between the nonprofit awardee’s procurement policies, and the federal procurement policies laid out in 2 CFR 200.

Awardees will be provided with additional details and requirements, but should be familiar with these sections for planning purposes: §200.318 General procurement standards.

§200.319 Competition.

§200.320 Methods of procurement to be followed.

§200.321 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

Quarterly Reporting

The disposition of grant funds, including all obligations and expenditures, as well as project progress must be reported to Ohio EMA on a quarterly basis through a quarterly progress status report; due within 30 days of the end of each quarter.

A quarterly report is required to be submitted regardless of whether funds were obligated and/or expended during that quarter. Failure to comply could result in a delay or withholding of current or future reimbursements

October 1 - December 31 DUE: January 31

January 1 - March 31 DUE: April 30

April 1 - June 30 DUE: July 31

July 1 – September 30 DUE: October 31

Reimbursement Requests

This is a reimbursement grant. No cash will be advanced against a project for any reason. Work must be complete and fully invoiced prior to submission of a request for reimbursement.

Payment request will be submitted using the Ohio EMA Electronic Grants Management System (EGMS).

Reimbursement requests shall include invoices, applicable supporting documentation to substantiate proper procurement, and any other supporting material required by Ohio EMA (may depend on type of purchase/contract)

Reimbursements will only be made for eligible equipment, materials, expenses, and costs upon approval of the Grants Manager.

Omission of pertinent documentation, or evidence that grant requirements were not followed, will constitute justification for non-payment of any amounts submitted.

Budget Modifications

Awardees are authorized to reallocate funds under several conditions: The items must already have been included on the budget and

within the scope of the original submitted Investment Justification

The Awardee will submit a Budget Modification Request using the Electronic Grants Management System (EGMS)

Any Budget Modification must receive Ohio EMA approval

If the items included were not listed in the original Investment Justification, the Awardee must resubmit a new Investment Justification stating the need to purchase items not originally covered within the scope of work.

Changes in scope of work will be submitted by Ohio EMA to FEMA for review and final approval.

Submission does not automatically equal approval.

Rudi Blaser, Ohio EMA Grants SpecialistEmail: rblaser@dps.ohio.gov

Agency Websitewww.ema.ohio.gov

Ohio EMA Grants Branch Websitehttps://www.ema.ohio.gov/PreparednessGrantsBranch.aspx

Ohio EMA Grants Branch NSGP Websitehttps://www.ema.ohio.gov/PreparednessGrants_NSGP.aspx