Press Alt + R to read the document text or Alt + P to download or print.

No preview available

The URL can be used to link to this page

Home My WebLink AboutC23-009 CO Homeland Security_grant applicationSignature Authorizationȱ ll fieldsȱȱȱȱȱȱȱȱȱ.ȱȱ ȱ£ȱȱ ȱǻŘǼȱȱȱȱȱȱȱ£ȱǯȱȱȱȱ ȱȱ ȱȱȱȱȱȱȱǻřǼȱȱȱȱǯ ȱȱ£ȱǱȱȱ v ȱȱȱ ȱȱȱȱȱȱȱȱ ȱȱȱȱ ǯ v ȱ ȱȱȱȱ ȱǻŘǼȱǰȱȱȱȱȱȱ¢ȱȱȱȱ ȱȱȱȱȱȱȱȱȱȱǯ SUBRECIPIENT NAME: AWARD AGREEMENT ENCUMBRANCE NUMBER: Please select the authorization purpose for this signature submission: Signature Authorization Section: PRINTED: Signature #1 Name PRINTED: Signature #2 Name TITLE for Signature #1 TITLE for Signature #2 EMAIL for Signature #1 EMAIL for Signature #2 PHONE for Signature #1 PHONE for Signature #2 DATE of Signature #1 DATE of Signature #2 Signature #1 Signature #2 DHSEM(03* Signature Authorization Form_(IIHFWLYH0.2022 Eagle County 2023 Authorize Application The Subgrantee and responsible signatories certify by signing that they have read and understand the Application including the grant requirements, and if awarded, are fully cognizant of their duties and responsibilities for this grant and will comply with, and follow, all requirements established in Federal and DHSEM grant guidance. The Subgrantee understands and agrees that any subgrant award received as a result of this application shall incorporate by reference the information contained herein. Jeanne McQueeney Chair, Board of Commissioners, Eagle jeanne.mcqueeney@eaglecounty.us (970) 328-8604 Jill Klosterman CFO, Eagle County jill.klosterman@eaglecounty.us (970) 328-3511 DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 12/28/20221/3/2023 2023 Emergency Management Performance Grant (EMPG) Local Emergency Management Support (LEMS) Program Guidance DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 1 Foreword: Message from the Division and Emergency Management Directors Emergency Management Community Partners, Enclosed please find guidance for the 2023 Emergency Management Performance Grant (EMPG), Local Emergency Management Support (LEMS) program. The deadline for returning completed applications to your Colorado Division of Homeland Security and Emergency Management (DHSEM) Field Manager (FM) with signatures is January 13th, 2023. EMPG is the primary source of Federal funding directed to State, Local, and Tribal governments to support all-hazard emergency management programs through personnel, planning, training, and exercises. Program objectives for each applicant jurisdiction include the capability to perform crisis and consequence management tasks as indicated in the Emergency Management Functions (EMF) at the Type IV level for 24 to 72 hours. Nationally, approximately half of EMPG funding to states is passed through to local and tribal jurisdictions. EMPG funds retained at the State level are also used to support Local and Tribal programs through activities including state-sponsored training and exercises, conferences, provision of tools such as WebEOC, and staff that provide technical assistance focused on planning, resource management, alert and warning, response coordination, hazard mitigation, public education, community recovery, interoperable communications, and training and exercise. On May 11th, 2020 the Homeland Security Advisory Committee (HSAC) adopted new eligibility requirements and a new funding formula that will impact future allocations of EMPG grant awards beginning with the 2022 EMPG grant application. The key changes to EMPG grant eligibility are: x EMPG funding will be limited to all 64 Counties, the two Tribal Nations, and municipalities with a population of greater than 250,000 people and residing in more than one County. x Emergency Management programs must consist of an Emergency Manager working a minimum of a 50% full-time equivalent (FTE) in emergency management that is documented in a job description. x EMPG applicants must have an adopted and State approved base Emergency Operations Plan (EOP) that scores at least 90% for the 34 critical components outlined in the EOP evaluation tool, and meets Comprehensive Preparedness Guide 101 version 3.0 (2021). In the event a County would like to pass through their EMPG awards to a municipality or special district, the County will remain the applicant, must meet all eligibility requirements, and would be responsible for all quarterly and closeout reporting. In 2023 the funding formula will be fully implemented meaning that all requirements must be met for eligibility for the current and all future grant years. Field Managers can provide jurisdictions with what they can anticipate for a minimum Small Dollar Grant Award (SDGA). The final formula can be calculated which determines the actual award amount once all eligible applications have been received and FEMA NOFO has been announced. In order to be eligible to receive reimbursement for the full award, each jurisdiction must perform the base program requirements and items in the work plan selected from Table 2, Elective Planning Options. DHSEM Field Managers will meet with you during the 2023 application process and discuss eligibility, program needs, develop an appropriate work plan, and potential funding implications for the 2023 grant year. Please note that up to 75% of your total grant award is available for completing the base requirements. The remaining 25% will be awarded based on the completion or measurable progress of DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 2 work plan items from Table 2. Unused funds will be de-obligated 90 days from the end of the grant agreement. Field Managers, in consultation with the Program Manager, will send a letter to each program that did not fully complete or demonstrate measurable progress on projects from their 2022 EMPG Work Plan. This letter will identify where the program could be at risk of losing funding in 2023. The state has an appeal process for jurisdictions that disagree with any ruling of the EMPG Program Manager on work plan progress. The first level appeal is to the DHSEM Office of Emergency Management (OEM) Director. The final appeal level is to the DHSEM Division Director. The local agency administrator/lead and the Emergency Manager must participate in the appeals process. The last aspect of the implementation of the funding formula is an annual special project grant. DHSEM will offer a special project grant in 2023 that will have a base amount of $100,000. De-obligated funds from the 2022 grant cycle may be added to the base amount to determine the total available amount. A separate grant application will be released once the amount is determined and grant priorities have been determined. The special projects grants will have all of the same EMPG eligibility and matching requirements. In 2023 we will also fully transition the EMPG program to DHSEM’s EMGrants Pro grant management platform. In 2022 we began the transition with approximately 20 jurisdictions. At the same time, a statewide training program was developed to assist all other jurisdictions to prepare for the 2023 implementation. Please contact your Field Manager if you have questions, or need additional training assistance. The Federal Emergency Management Agency (FEMA) has informed States that Federal guidance for the 2023 EMPG program will emphasize the following three strategic goals: x Instill equity as a foundation of emergency management x Lead the whole of community in climate resilience x Promote and sustain a ready FEMA and prepared nation FEMA is encouraging State, Local, and Tribal organizations to undertake activities that further support these goals by utilizing the principles of comprehensive planning, training, exercising, and assessment of hazards, risks, and capabilities. The 2023 work plan template is based on the Emergency Management Function (EMF) format and is consistent with previous program guidance. We value our strong relationships with Local and Tribal partners in Colorado and look forward to working collaboratively to strengthen program capabilities. If you have questions or concerns, please do not hesitate to contact us or members of the OEM staff involved in EMPG management, including Trevor Denney, EMPG Program Manager (trevor.denney@state.co.us) or your Field Manager. Kevin R. Klein Michael J. Willis Division Director Emergency Management Director Digitally signed by Michael J. Willis Date: 2022.09.12 10:20:41 -06'00' Digitally signed by Kevin R. Klein DN: cn=Kevin R. Klein, o=Colorado Division of Homeland Security and Emergency Management, ou=Director, email=kevin.klein@state.co.us, c=US Date: 2022.09.15 09:55:19 -06'00' DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 3 Table of Contents Statutory Requirements 4 Purpose of EMPG-LEMS Program 4 Delayed Nature of EMPG Funding 4 Program Funding Award and Reimbursement 5 References for EMPG Program Administration 5 Emergency Management Functions (EMFs) 6 Supporting National Preparedness Initiatives 8 Program Requirements 8 Program and Financial Monitoring 11 Quarterly Reports and Reimbursement Requests 11 Reporting Schedule 12 Electronic/Digital Signatures 12 Table 1 – Base Program Requirements 13 Table 2 – Elective Planning Options 13 Colorado Emergency Management Program Guide Reference 15 In order to apply for FFY 2023 EMPG-LEMS funds, the applicant must complete and submit their application with signatures through EMGrants Pro by January 13th, 2023. The grant portal will close at midnight and no late applications will be accepted. The EMPG application on EMGrants Pro closely follows the forms from previous grant years. Paper or digital forms can be provided for reference, but will not be accepted as an application. A reference guide will be provided to assist with navigating EMGrants Pro, and you may also contact your Field Manager for assistance. Below is the link to the EMGrants Pro website: https://co.emgrants.com/ Reference Documents for the Application Packet: Part I, EMPG-LEMS Grant Activities/Work Plan Template Part II, Jurisdiction Information and Signatures Part III, Staffing Pattern and Funding Request Current Position Descriptions (Certified, signed and dated by both the employee and supervisor) Federal Funding Accountability and Transparency Act (FFATA) W-9 and Electronic Funds Transfer (EFT) Submit only, if any updates are required. Additional Forms: Colorado Emergency Operations Plan Review Tool Exercise and Actual Event Reporting System National Qualification System (NQS) Implementation Plan Template DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 4 EMPG-LEMS Program Guidance Statutory Requirement According to the Colorado Disaster Emergency Act (Title 24, Article 33.5, Part 7 section 707), the Mayor, Chair of the Board of County Commissioners, or other principal Executive Officer of each county in the state, or any city designated by the Governor to have an emergency management agency is required to; (1) notify the Colorado Division of Homeland Security and Emergency Management (DHSEM) of the manner in which the political subdivision is providing or securing disaster planning and emergency services, (2) prepare and maintain a current disaster emergency plan, (3) identify the person who heads the agency from which services are obtained, and (4) furnish additional information relating to program activities as requested by DHSEM. To satisfy this statutory requirement, Counties and designated Municipalities shall complete Part II of the EMPG-LEMS Application Packet. Part II requires the signature of the Mayor, Chairman of the Board of County Commissioners, or another Chief Executive Official as designated by the jurisdiction. Completion of Part II alone does not constitute a request for EMPG-LEMS funding support. Applicants for FFY 2023 EMPG-LEMS funds must submit a complete application packet in EMGrants Pro no later than midnight on January 13th, 2022. The Colorado Disaster Emergency Act, C.R.S 24-33.5-705(3), requires the Colorado Office of Emergency Management (OEM) to take part in the development and revision of local and inter- jurisdictional disaster plans; consult with political subdivisions and disaster agencies regarding the status of their disaster plans and make field examinations. Purpose of EMPG-LEMS Program The purpose of the EMPG-LEMS program is to assist in the development of comprehensive, risk-based, all-hazard emergency management programs at the State, Local, and Tribal government levels and to improve emergency preparedness through integrated planning, training, and exercising while addressing prevention, protection, mitigation, response, and recovery capabilities. EMPG funds are authorized by Congress on an annual basis and passed to the States through the Federal Emergency Management Agency (FEMA). These funds are intended to reimburse programs for up to 50 percent of costs for staff, travel, planning, training, office maintenance, Emergency Operations Center (EOC) enhancements, and other eligible costs. EMPG-LEMS funding may not be utilized for response operations. Delayed Nature of EMPG Funding As a result of the Federal budget cycle, the annual allocation of funds to States does not typically occur until the third quarter of the federal fiscal year which begins on October 01 of each year, well after local government budgets have been approved. Most local partners have become accustomed to this staggered schedule and, like the state, have adapted by using general funds to cover the first half of the federal fiscal year until federal funds are available to cover costs over the final two quarters. While a reduction in future allocations cannot be ruled out, EMPG has strong, broad-based support both in Washington and nationwide and will continue to be the primary program for sustaining State, Local, and Tribal emergency management programs in the foreseeable future. This grant is made available to local programs on a calendar year basis. The grant period is January 01, 2023 through December 31, 2023. DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 5 Program Funding Award and Reimbursement Subrecipients for 2023 EMPG-LEMS will have grant awards determined by the funding formula adopted by the Homeland Security Advisory Committee (HSAC). Reimbursement will be via a two-tier funding model. Each sub-recipient will receive reimbursement for up to 75% of its annual award for completion of the minimum base program requirements and State-supported initiatives. The other 25% will be reimbursed based on progress towards completion of work plan products submitted to and approved by the Field Managers assigned to the 10 Service Areas from the Colorado Division of Homeland Security and Emergency Management, Office of Emergency Management. Ɣ%DVHIXQGLQJDOORFDWLRQ To be eligible to receive the base portion of the grant, each Subrecipient must complete the minimum program requirements as included in the Planned Activities template (work plan) located with supplemental documents of this guidance. Additionally, each jurisdiction shall submit the job description of the individual(s) responsible for emergency management program development and maintenance. This document shall indicate that it is valid from January 01, 2023 through December 31, 2023 and specify responsibility for maintenance of the emergency management program. Ɣ3HUIRUPDQFHDOORFDWLRQ reimbursement (25%) The remaining 25% of a sub-recipient’s reimbursement will be dependent on the submission and approval of products that meet recognized standards, criteria, and guidance. Table 2 Elective Planning Options, identifies the products and applicable evaluation criteria. Emergency Managers may pick from a selection of the elective items that best meet the needs of their planning efforts in support of their program. EMPG reimbursement cannot exceed 100% of the contract award amount. As part of the application process, the applicant will pick the product (s) it wants to work on from Table 2. Program priorities not included in Table 2 may be negotiated with the Field Manager for work plan approval. The base funding, plus the elective product/activity selected from Table 2, will equate to 100% contract funding. The Field Manager will provide technical assistance and guidance regarding all work plan products as requested. All EMPG programs will be required to submit: (1) Certified time card for 100% EMPG-funded staff or signed Job Description with proof of payment. a. Print out from the accounting system (i.e. General Ledger) b. Print out from the payroll system showing wages and benefits (2) All other backup documents will be required and proof of payment a. Invoice b. Print out from the accounting system (i.e. General Ledger) References for EMPG Program Administration The Emergency Management Standard published by the Emergency Management Accreditation Program (EMAP EM-5-2019) establishes standards and performance criteria for Emergency Management programs. The Emergency Management Standard defines an Emergency Management Program as a system that “encompasses all organizations, agencies, departments, and individuals having responsibilities” in management and coordination, prevention, mitigation, preparedness, response, and recovery activities for the jurisdiction. https://emap.org/index.php/what-is-emap/the-emergency- management-standard DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 6 The Assistance Listing number for the EMPG is 97.042. FEMA- funded activities through the EMPG must meet the requirements of 2 CFR 200, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, also known as “Uniform Guidance”. eCFR: 2 CFR Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards All costs, including personnel costs must comply with 2 CFR, Cost Principles, Subpart E 200.400 through 200.476. Allowable equipment categories are listed on the web-based version of the Authorized Equipment List (AEL), which is sponsored by FEMA at https://www.fema.gov/authorized-equipment-list Additional references concerning Administrative and Audit requirements are cited below: Audit Requirements – 2 CFR, Subpart F – 200.500 through 200.521 “Debarment and Suspension” - 2 CFR part 180 (2 CFR 200.214) “Government-wide Requirements for Drug-Free Workplace (Grants)” - 2 CFR part 182 "New Restrictions on Lobbying" - 2 CFR 200.450 “Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services (Interim)” https://www.sdao.com/files/7714e3d23/Memo_Prohibition+on+Covered+Services+and+Equipme nt_GPD+Approved.pdf §200.430 Compensation - personal services. Emergency Management Functions (EMFs) Planned activities identified in Local and Tribal work plans should be based on the 15 Emergency Management Functions (EMFs) identified in this guidance. The 15 EMFs provide program elements or activities for strategic planning and for measuring emergency management program progress and effectiveness. The EMF standards have been traditionally utilized by the State, are derived from FEMA guidance documents, and the Emergency Management Standard as defined through the Emergency Management Accreditation Program (EMAP)., and are consistent with National Fire Protection Association (NFPA) 1600 standards. The Colorado Division of Homeland Security and Emergency Management utilizes these EMF standards as categories for the annual EMPG state work plan and quarterly state work plan reporting to FEMA. DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 7 Program Capability Emergency Management Function (EMF) Key Activities Program Management EMF-1: Finance & Administration Budget preparation, grant administration, LEMS application, expense tracking, quarterly reimbursement requests, quarterly performance reports (work plan), equipment inventory and monitoring EMF-2: Laws & Authorities Ordinances, resolutions, emergency declarations, EMAP accreditation, compliance with laws and regulations Hazard Mitigation EMF-3: Risk Assessment Development/upgrade of local/tribal CEPA (Colorado Emergency Preparedness Assessment) /THIRA (Threat and Hazard Risk Identification and Assessment), development of corresponding risk management strategies EMF-4: Hazard Mitigation Plans & Projects Development of local/tribal hazard mitigation plans, implementation of hazard mitigation projects, coordination of Environmental and Historic Preservation (EHP) reviews Plans EMF-5: Emergency Operations Plans Development/upgrades/revisions of local/tribal emergency operations plans (EOPs) in accordance with CPG-101, Version 3.0, fostering partnerships with EOP stakeholder agencies and organizations EMF-6: Recovery Plans Development/upgrades/revisions of local/tribal recovery plans, fostering partnerships with recovery stakeholder agencies and organizations Preparedness EMF -7: Training NIMS training delivery, professional development for staff, development of Local/Tribal Integrated Preparedness Plan (IPP) EMF-8: Exercises Participation in exercises as “Sponsoring” and/or “Participating” agencies Operations EMF-9: Incident Management EOC management, Continuity of Operations (COOP), multi-agency coordination, support of incident command operations EMF-10: Communications Activities supporting interoperability, including cooperative planning, equipment tests, drills, radio checks, purchases… EMF-11: Operations Procedures Development/maintenance of systems (Web EOC), processes (resource order process), capabilities (EOC management training), and Plans (COOP) to support incident operations. EMF-12: Mutual Aid Maintenance of local, interagency, regional and statewide intergovernmental agreements Logistics EMF-13: Resource Management Development/maintenance of local resource mobilization plans and processes, including database management systems, inventory, financial controls and relevant forms. EMF-14: Facilities Management Monitoring & maintenance of EOC/Alternate EOC facilities and equipment. Public Information EMF-15: Crisis Communication, Public Information, and Education Development/maintenance of Joint Information System (JIS) protocols and procedures, web page management, and procedures for utilizing social media. Development and maintenance of local Alert and Warning Plans and procedures. DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 8 Supporting National Preparedness Initiatives In addition to enhancing comprehensive all-hazards emergency management capabilities, EMPG funds provide an opportunity to support state and national homeland security strategies and strengthen national preparedness. Presidential Policy Directive 8: National Preparedness (PPD-8), signed on March 30, 2011, describes the Nation’s approach and preparation efforts for the threats and hazards that pose the greatest risk to the security of the United States. The EMPG Program plays an important role in the implementation of PPD-8 by supporting the development and sustainment of the 32 “core capabilities”. The core capabilities represent an evolution from the Target Capabilities List (TCL). EMPG guidance requires States, as well as Local and Tribal partners, to tie EMPG activities more closely to enhancing core capabilities. DHSEM has determined that, for FFY 2023, LEMS participants will fulfill the obligation to support core capabilities by meeting the FFY 2023 Program Requirements below. Files and information on PPD-8 and core capabilities can be found at http://www.fema.gov/ppd8. Program Requirements Jurisdictions receiving EMPG-LEMS program funds are required to work toward completion in the current or a multi-year program cycle as supported by FMs of all tasks and planned activities identified, submitted, and approved in their annual work plan. Applicants for EMPG-LEMS support must conform to the program requirements as follows: 1. Development and maintenance of a formally adopted current Emergency Operations Plan (EOP) which includes 90% of the critical components identified in the EOP evaluation tool; and includes a Local alert and warning plan/annex. (Federal and State requirement, equates to 20% of the 75% base allocation) CRS 24-33.5, §§ 707 requires all Colorado Counties to have a current Emergency Operations Plan (EOP) which serves the entire County. All EMPG program recipients and sub-recipients must implement, maintain, and revise as necessary a jurisdiction-wide all hazard EOP that is consistent with CPG-101 v.3 (September 2021), which serves as the foundation for State, Local, and Tribal emergency planning. Subrecipients are required to submit an adopted local alert and warning plan that incorporates a whole community planning approach encompassing the jurisdiction’s alert and warning capability, plan for public information distribution, and how ongoing public information will be coordinated and distributed. Additional information on the development of this plan can be found in CPG-101 v.3 in section 1.1.14 on page 94 of the document. CPG-101 v.3 can be found at: https://www.fema.gov/sites/default/files/documents/fema_cpg-101- v3-developing-maintaining-eops.pdf 2. For 2023 jurisdictions will implement Phase 1 of the NQS implementation objectives and will submit an NQS Local/Tribal implementation plan. A template plan can be found in the link above, or it is included with the EMPG application kit. (Federal and State requirement, equates to 20% of the 75% base allocation) DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 9 In 2022 FEMA instituted a State requirement for the implementation of the National Qualification System (NQS). In 2023 the implementation of NQS will be a requirement for all EMPG-funded jurisdictions. This will be implemented in phases over the next three (3) years. At a minimum, NQS will be a requirement of EMPG-funded deployable personnel. FEMA NQS supplemental document website can be found at: https://www.fema.gov/emergency-managers/nims/components/nqs-supplemental- documents?msclkid=6913b551b9dd11eca516ab8e5d2f84f4 3. Conduct at least two local “whole community” stakeholder/partner meetings with the agencies who represent the capabilities in the jurisdiction. (State requirement, equates to 5% of the 75% base allocation) These are the agencies that are required to establish and implement processes and procedures for consequence management during disaster emergencies. Whole Community stakeholders/partners include law enforcement, fire, emergency medical service, public works, health and medical, behavioral health, mass care (human services, Red Cross, VOAD), school districts, public utilities, public information, and other relevant stakeholders. These agencies and entities constitute your partners during an Emergency Operations Center and/or Incident Management Team activation for any significant incident response. Working with FMs in preparation of an agenda for these meetings is encouraged. The agenda should address emergency management planning, operations, as well as processes and procedures. Maintain a sign-in sheet and a record of discussion items and/or issues. 4. Development and maintenance of a Multi-Year Integrated Preparedness Plan (MYIPP). (Federal and State requirement, equates to 10% of the 75% base allocation) All Subrecipients are required to develop an MYIPP updated annually that incorporates and addresses identified capability gaps or sustainment of capabilities identified in the Subrecipient’s THIRA or Colorado Emergency Preparedness Assessment (CEPA). Subrecipients must use the DHSEM State MYIPP template and submit the MYIPP to the DHSEM by June 15, 2023. The IPP guidance will be issued as a separate document in January 2023. Participation in a regional MYIPP will meet this requirement with the pre-approval of the Field Manager. 5. All EMPG program-funded personnel (State/Tribal/Local) must participate in at least two exercises in a 12-month period. (Federal requirement, equates to 15% of the 75% base allocations) i. Sponsor at least one exercise (tabletop, functional or full scale) which demonstrates the emergency management functions of situational assessment, resource management, alert and warning, and public information within the Local Emergency Operations Center (EOC) or equivalent support location. ii. Participate in another jurisdiction’s exercise in an Emergency Management capacity. EMPG jurisdictions must submit an After Action Report (AAR) and an Improvement Plan (IP) to their Field Manager for the exercise they sponsor. Real-world events and incidents are allowable substitutes for exercise participation but will have the same requirement for an AAR and IP to be submitted. DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 10 6. Targeted Training of EMPG-Funded Personnel. (Federal requirement, equates to 5% of the 75% base allocation) All EMPG program-funded personnel (State/Local/Tribal) must complete the following National Incident Management System (NIMS) training courses and record proof of completion by providing certificate copies to the RFM: IS 100; IS 200; IS 700; and IS 800; FEMA Professional Development Series: IS 120; IS 230; IS 235; IS 240; IS 241; IS 242; and IS 244. Submission of a list of EMPG program-funded personnel along with the training completed will be included in quarterly performance reports. EM Staff personnel with no role in program activations only need IS 100, 200, 700, and 800. FEMA IS classes and the Professional Development Series classes can be found at: https://training.fema.gov/is/searchis.aspx?search=PDS 7. Timely Submission of Application, Quarterly Reports, and Quarterly Requests for Reimbursement. (Federal and State requirement, no percentage assigned, all reimbursement contingent upon completion) All EMPG-LEMS applicants are responsible for submitting a complete electronic application packet, four signed quarterly progress reports, and requests for reimbursement in a timely manner. All grant documentation and submissions will be made utilizing EMGrants Pro. A complete application package includes: i. Part I, EMPG-LEMS Grant Activities/Work Plan Template ii. Part II, Jurisdiction Information and Signatures iii. Part III, Staffing Pattern and Funding Request iv. Current position description for all personnel that are listed on the Staffing Pattern. This document must include the emergency manager and related responsibilities for each employee claimed under EMPG (If the Job Description was submitted as part of their application, we are accepting it as “Certified”). v. Federal Funding Accountability and Transparency Act (FFATA) form (required for all federal grant programs except American Recovery and Reinvestment Act grants). vi. W9 and Electronic Funds Transfer (EFT) Submit only if any updates are required. 8. Starting in the calendar year 2021, DHSEM has required all EMPG subrecipients to participate in the National Cyber Security Review (NCSR) to be eligible for EMPG funding. Any subrecipients not participating in the NCSR will not be eligible for funding. The NCSR opens for reporting annually beginning on October 1st. The hard deadline to complete the NCSR is December 31st. DHSEM requires that the completed survey be emailed to cdps_dhsem_empg-admin@state.co.us when finished for evidence of completion and eligibility for funding. NCSR registration can be found at: https://www.cisecurity.org/ms-isac/services/ncsr/ The NCSR is a no-cost, anonymous, annual self-assessment, designed to measure gaps and capabilities of state, local, tribal and territorial (SLTT) governments’ cybersecurity programs. Based on the National Institute of Standards and Technology Cybersecurity Framework (NISTCSF), the Department of Homeland Security (DHS) and the Multi-State Information Sharing and Analysis Center® (MS-ISAC®) sponsors the NCSR. DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 11 DHS uses the results of the NCSR to deliver a bi-yearly, anonymous summary report to Congress, providing a broad picture of cybersecurity maturity across the SLTT communities. The NCSR aligns with the National Institute of Standards and Technology (NIST) Cybersecurity Framework (CSF). The CSF provides a common language for understanding, managing, and expressing cybersecurity risk, and is used to help identify and prioritize actions for reducing cybersecurity risk, and align policy, business, and technological approaches to managing risk. More information can be found at: https://www.nist.gov/cyberframework/framework. Program and Financial Monitoring Per Federal grant guidance, DHSEM has implemented a formal monitoring process that will be conducted with each sub-recipient at least every two (2) years. The schedule and monitoring visit process will be coordinated through the Subrecipient monitoring team and Field Manager. The monitoring program is intended to ensure that all sub-recipients are performing and administering the EMPG Grant in compliance with all of the required federal and DHSEM grant terms and conditions, and have the proper financial and programmatic documentation in the grant files ready for future Federal audits. Given recent requests to the State for substantiating documentation of match funding, applicants can expect greater scrutiny of grant match documentation during monitoring visits. Quarterly Reports and Reimbursement Requests Quarterly Part I Progress Reports must be submitted 10 days following the end of each quarter. The timely submission of quarterly progress reports and products is a requirement for approval of quarterly requests for reimbursement. If an extension is needed, a written request to your DHSEM Field Manager must be made before the deadline. Field Managers will then have an additional 10 days to report the regional information to DHSEM for the State report. Quarterly reports should identify the status of each activity planned for that quarter: Completed/accomplished, in-process, postponed/canceled, or not completed or not accomplished. Please indicate a reason when activities are postponed, canceled, or not completed. For reporting purposes, please include dates and identify the scenario and type of exercises conducted. Also, identify specific plans/annexes or updates to EOPs or other plans. See final for bullets Quarterly Requests for Reimbursement and supporting financial reports must be submitted 30 days following the end of each quarter All EMPG programs will be required to submit a certified time card for all EMPG-funded staff regardless of claimed percentage. Programs will also be required to submit a copy of the general ledger for each quarter. DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 12 Reporting Schedule Local Jurisdiction Reporting Schedule Quarter Reporting Period Report Due Date Claim Due Date 1 01/01/23 – 03/31/23 04/10/23 4/30/23 2 04/01/22 – 06/30/23 07/10/23 7/31/23 3 07/01/22 – 09/30/23 10/10/23 10/31/23 4 10/01/22 – 12/31/23 1/10/24 1/31/24 DHSEM Field Manager Reporting Schedule Quarter Reporting Period Roll up Report Due Date 1 01/01/23 – 03/31/23 04/20/23 2 04/01/23 – 06/30/23 07/20/23 3 07/01/23 – 09/30/23 10/20/23 4 10/01/23 – 12/31/23 01/20/24 Electronic/Digital Signatures Electronic/digital signatures will be accepted on the EMPG application on the EMPG Signature Auth- Form Reports. Application: Two signatures are required on the EMPG Signature Auth-Form Report. (1) The undersigned for the Application holds authority to enter into, and understand and accepts all the terms and conditions outlined in the final 2023 EMPG Guidance Document; and (2) Chief Financial Officer (CFO) who holds financial authority for the said entity. (3) Local Emergency Manager’s signature is captured in EMGrants Pro when submitting the application. Progress Report (aka Quarterly Reports): If the Emergency Manager is Authorized, then no additional Signature Document is required. If the Emergency Manager is not Authorized, then upload a signed EMPG Signature Auth-Form Reports. Reimbursement For Request (RFR): If the Emergency Manager is Authorized, then no additional Signature Document is required. If the Emergency Manager is not Authorized, then upload a signed EMPG Signature Auth-Form Reports. Scope Change: If the Emergency Manager is Authorized, then no additional Signature Document is required. If the Emergency Manager is not Authorized, then upload a signed EMPG Signature Auth-Form Reports. DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 13 Table 1 – Base Program Requirements Note: Mandatory requirements are weight valued at 75% Multi-agency and multi-jurisdictional relationships (MAC Group (MACG) established and maintained). NOTE: A MACG is made up of representatives with the authority to commit agency resources. NIMS 2017 pg. 40 CPG101: Pages 1-1 to 1-4/ 4-2 to 4-6, C-1 NFPA: Std. 4.4 EMAP: Std. 3.3 Integrated Preparedness Plan EMAP 4.9 to 4.10 HSEEP 2-5 to 2-9 CPG 101 19-23, 34-39 Multi-Year Integrated Preparedness Plan (MYIPP) Resource Guide 2021 Exercise Participation: Evaluator/controller: one exercise and Role in exercise play: one exercise NOTE: Exercise actor does not count as participation. Program requirement Exercise Sponsor Homeland Security Exercise and Evaluation Program (HSEEP) NFPA: 9 EMAP: 4.10 FEMA Training National Preparedness Goal (Table 1. Planning) Emergency Operations Plan (EOP) CPG 101 v. 2.0 2010 EMAP: 4.4 to 4.4.9 National Qualification System (NQS) National Incident Management System Guideline for National Qualification System National Qualification System Implementation Objectives National Incident Management System (NIMS) EMAP: 4.5 to 4.5.6 NIMS 2017 Presidential Policy Directive 8 / PPD8: National Preparedness Table 2 – Elective Planning Options Note: Elective planning options approved in conjunction with the regions Field Manager and are weight valued at 25% Finance (procedures established) CPG101: 3-14 & C-10 NFPA: 4.7 EMAP: 3.4 Threat and Hazard Identification and Risk Assessment or Colorado Emergency Preparedness Assessment (CEPA) NOTE: County as largest geographic scope of analysis) CPG101: Pages 4-1, 4-7 to 4-11 CPG 201 NFPA: 5.2 EMAP: 4.1 FEMA Academies (includes State delivery) Colorado Academy for Professional EM Requires Graduation Requires Completion (Min hours) Continuity of Operations Plan (COOP) CPG 101: 1-9, 3-10, C-25 NFPA: 6.10 EMAP: 4.4.5 DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 14 EMAP self-assessment EMAP EM Standard 2019 Rapid Needs Assessment Plan CPG 101: 1-9 NFPA: 7.3.1 EMAP: 4.4.8 Damage Assessment Plan CPG 101: C-14 NFPA: 6.10.2.2 EMAP: 4.4.3 EOC Management Plan to include processes, procedures, etc. NIMS 2017 CPG101: C-16 NFPA: 6.7, 6.8 EMAP: 4.8.2, 4.8.3 Debris Management Plan CPG 101: C-14 EMAP: 4.4.3 NFPA: 6.10.2.2 Public Information/Crisis Communications Plan CPG101: 3-16, C-23, Fig. 3.1, Fig. 3.2, Table 3.1 NFPA: 6.5, 6.6 EMAP: 4.7 NIMS 2018 pg. 50 Recovery Plan CPG101: 1-9, 3-10, 4-15, B-8, C-23 NFPA: 6.10.2 EMAP: 4.4.4 Hazardous Materials Plan CPG 101: C-29 EMAP: 4.4.3 Development or update of EOP Annexes CPG 101: 3-15, C-11, C-12, Fig. 3.1, Fig 3.2 NFPA: Chapter 6 (all) EMAP: 4.4.1 to 4.4.3 Resource Mobilization Plan CRS: 24-3.5-705.4 (1)(a) EMAP: 4.6 NFPA: 5.4.3, A5.4.3, 6.7.4, 7.8 Laws and Authorities CPG 101: 3-15, Fig 3.1, Fig 3.2, Fig 3.3 EMAP: 3.5 NFPA: 4.6 NIMS 2017: p.75 Continuity of Government (COG) plan CPG 101: 1-9, 3-10, C-25 NFPA: 6.10 EMAP: 4.4.6 Attain Storm Ready recognition NWS Recognition CRS 24-33.5-714 www.weather.gov/stormready Job Aids CPG 101: 3-12 NFPA: 6.8.2, 6.8.3 EMAP: 4.4.3, 4.5.5, 4.5.6 Tactical Interoperability Communications (TIC) Plan CRS 24-33.5-716 EMAP: 4.4.3 & 4.7 Lifelines EMAP: 4.4.4 Volunteer Donations Management Plans EMAP: 4.4.1 to 4.4.3 Agricultural Plans EMAP: 4.4.1 to 4.4.3 Energy Assurance EMAP: 4.4.1 to 4.4.3 DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712 2023 EMPG/LEMS Page 15 Preparedness National Preparedness Goal EMAP: 2.17 NFPA: Chapter 5 Colorado Emergency Management Program Guide Reference: Product Activity Page Reference Threat and Hazard Identification and Risk Assessment 25 Current ESF based EOP 35 Continuity of government plan 36 Continuity of operations plan 35&36 Local Alert and Warning Plan 43 & 44 Rapid Needs Assessment Plan 83 Resource Management Plan 42 & 43 Damage Assessment Plan 82 - 84 EOC Management Plan 49 - 55 Debris Management Plan 87 Public Information Crisis Communications Plan 57 Job Aids 140 Recovery Plan 74 -92 Hazard Mitigation Plan 90 Multi-agency and multi-jurisdictional relationships (MAC Group established and maintained) 29 DocuSign Envelope ID: 76EBC8E6-3C70-407C-9C59-8426EC060712