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HomeMy WebLinkAboutC24-476 CO Division of Homeland Security_2025 Emergency Management Performance Grant ApplicationDocusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 11/19/2024 11/25/2024 2025 Emergency Management Performance Grant (EMPG) Local Emergency Management Support (LEMS) Program Guidance and Application Packet Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 Foreword:Message from the Division and Emergency Management Directors Emergency Management Community Partners, Enclosed please find guidance and the application kit for the 2025 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 10th,2025. 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 the funding to states is passed through to Local and Tribal jurisdictions.In Colorado,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. In 2020,the Homeland Security Advisory Committee (HSAC)adopted eligibility requirements and a funding formula for all awards beginning with the 2022 grant application.The key changes to EMPG eligibility are: ●Funding will be limited to all 64 Counties,the 2 Tribal Nations,and municipalities with a population of greater than 250,000 people and residing in more than one County. ●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. ●Applicants must have an adopted and State approved base Emergency Operations Plan (EOP)that scores at least 90%for the 33 critical components outlined in the EOP evaluation tool and is consistent with Comprehensive Preparedness Guide 101 version 3.0 (2021). In the event a County would like to pass through its award to a municipality or special district,the County will remain the applicant,must meet all eligibility requirements,and will be responsible for all quarterly and closeout reporting. The funding formula was fully implemented in 2023 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,which determines the actual award amount,will be calculated once all eligible applications have been received.In 2024 Congress reduced the Federal EMPG funding which resulted in a 9%reduction in State funding.That decrease would have translated to a decrease of $321,000 in our local programs.The State was able to avoid reductions in local funding for the FY25 grant,but would not be able to absorb this reduction in future years. 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 3,Elective Planning Options.DHSEM Field Managers will meet with you during the application process and discuss eligibility,program needs,develop an 2025 EMPG/LEMS Page 1 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 appropriate work plan, and potential funding implications for the grant year. Please note that up to 75% of your total grant award is available for completing the program requirements. The remaining 25% will be awarded based on the completion or measurable progress of work plan items from Table 3. 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 Work Plan. This letter will identify where the program could be at risk of losing funding. The state has an appeal process for jurisdictions that disagree with any ruling of the 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 Federal Emergency Management Agency (FEMA) has informed States that Federal guidance for the program will emphasize the following three strategic goals: ●Instill equity as a foundation of emergency management ●Lead the whole of community in climate resilience ●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 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 our 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 Field Operations Staff, including Trevor Denney, EMPG Program Manager (trevor.denney@state.co.us), or your Field Manager. Kevin R. Klein Trevor W. Denney Division Director Interim Emergency Management Director 2025 EMPG/LEMS Page 2 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 Table of Contents Statutory Requirements 4 Purpose of EMPG-LEMS Program 4 Delayed Nature of Funding 4 Program Funding Award and Reimbursement 5 References for 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 Electronic/Digital Signatures 12 To apply for FFY 2025 EMPG-LEMS funding,the applicant must complete and submit their application with signatures through EMGrants Pro (EMGPro)by 11:59pm on January 10th,2025. No late applications will be accepted. The EMPG application on EMGrants Pro closely follows the paper forms from previous grant years.Please refer to prior forms for reference as paper forms will not be accepted for the application.An application instructions 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 Application Packet: i.W-9 and Electronic Funds Transfer (EFT)Submit only,if any updates are required ii.DHSEM-EMPG Signature Authorization Form iii.EMPG LEMS Application Instructions Additional Supporting Documents: Colorado Emergency Operations Plan Review Tool,Companion Document,and Template National Qualification System (NQS)Implementation Plan Template Exercise Data Table Template Sample Timesheet 2025 EMPG/LEMS Page 3 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 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 other 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 EMPG-LEMS funds must submit a complete application packet in EMGrants Pro no later than midnight on January 10th,2025. 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 incurred 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 Funding The FEMA EMPG Notice of Award is typically administered to the States and territories around August or September of each year to accept the funding,well after local government budgets have been approved and spending has already occurred.To close the gap due to the timing of funds from the Federal government to the State and the State delaying awards to local governments,DHSEM is issuing two SDGAs (Small Dollar Grant Awards)that cross Federal grant years.With this issuance,the disbursement of funds for subrecipient reimbursements will occur closer to when the actual costs are incurred.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 performance period will be January 01,2025,through December 31,2025. 2025 EMPG/LEMS Page 4 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 Program Funding Allocation and Reimbursement Subrecipients for the 2025 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 planned elective activities 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. ●Base funding allocation (75%) To be eligible to receive the base portion of the grant,each Subrecipient must complete the minimum program requirements in the Planned Activities of the work plan located in EMGrants Pro/in the EMGrants Pro application.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 January 01,2025 through December 31,2025 and specify responsibility for maintenance of the emergency management program. ●Elective performance allocation (25%) The remaining 25%of a subrecipient’s reimbursement will be dependent on the submission and approval of products that meet recognized standards,criteria,and guidance.Table 4-Elective Planning Options,identifies products and evaluation criteria that Emergency Managers may pick from that best meet the needs of their planning efforts in support of their program.As part of the application process,the applicant will pick the product (s)it wants to work on from Table 4.Program priorities not included in Table 4 may be negotiated with the Field Manager for work plan approval.The base funding,plus the elective product/activity selected from Table 4,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 Position Description for 100%EMPG funded staff or certified time card 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 Program Administration The Emergency Management Standard published by the Emergency Management Accreditation Program (EMAP 5-2022)establishes standards and performance criteria for Emergency Management programs.The Emergency Management Standard defines an Emergency Management Program as a system that “encompasses 2025 EMPG/LEMS Page 5 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 all organizations,agencies,departments,entities,and individuals having responsibilities”in management and coordination of prevention,mitigation,preparedness,response,and recovery activities for all hazards. The Assistance Listing number for the EMPG is 97.042.FEMA-funded activities through the EMPG must meet the requirements of 2 CFR Part 200 Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards for Grants and Cooperative Agreements to State and Local Governments,also known as “Uniform Guidance”. All costs,including personnel compensation,must comply with 2 CFR §200.400 through §200.476.The FEMA allowable equipment categories are listed on the Authorized Equipment List (AEL). Additional references concerning Administrative,Cost Principles,and Audit Requirements are cited below. Audit Requirements 2 CFR §200.500 through §200.521 Suspension and Debarment 2 CFR §200.214 Governmentwide Requirements for Drug-Free Workplace (Financial Assistance)2 CFR part 182 Lobbying 2 CFR §200.450 FEMA Policy #405-143-1,Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services and 2 CFR §200.216 Prohibition on certain telecommunications and video surveillance services or equipment Compensation-personal services 2 CFR §200.430 and Compensation-fringe benefits 2 CFR §200.431 Procurement Standards 2 CFR §200.317 through §200.327 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. Table 1-Emergency Management Functions 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 2025 EMPG/LEMS Page 6 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 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,etc. 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, Development/maintenance of Joint Information System (JIS)protocols and procedures,web page management,and procedures for utilizing social 2025 EMPG/LEMS Page 7 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 Public Information and Education media.Development and maintenance of local Alert and Warning Plans and procedures. Supporting National Preparedness Initiatives In addition to enhancing comprehensive all-hazards emergency management capabilities,EMPG-LEMS funding provides 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).Federal guidance requires States,as well as Local and Tribal partners,to tie activities more closely to enhancing core capabilities.DHSEM has determined that,for FFY 2025,participants will fulfill the obligation to support core capabilities by meeting the FFY 2025 Program Requirements outlined 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 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 complete the minimum 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 program recipients and subrecipients 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.In order to be considered current,plans must be adopted within the past three (3)years. 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 Public Alert and Warning on page 94 of the document. 2025 EMPG/LEMS Page 8 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 2.For 2025 jurisdictions will implement Phase 3 of the National Qualification System (NQS) implementation objectives and will submit an NQS Local/Tribal implementation plan.A template plan can be found in the link below,or it is included with the EMPG application kit.(Federal and State requirement,equates to 15%of the 75%base allocation) In 2022 FEMA instituted a State requirement for the implementation of the National Qualification System (NQS).In 2023 the implementation of NQS became a requirement for all EMPG-funded jurisdictions.This will be implemented in phases over three (3)years.At a minimum,NQS will be a requirement of EMPG funded deployable personnel as defined by the jurisdiction. FEMA NQS supplemental document website can be found at: https://www.fema.gov/emergency-managers/nims/components/nqs-supplemental-documents?msclkid=6 913b551b9dd11eca516ab8e5d2f84f4 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 who are required to establish and implement processes and procedures for consequence management during disaster emergencies.Whole Community stakeholder/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 15%of the 75%base allocation) All Subrecipients are required to develop a 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 IP Section by June 15,2025.Here is the link to the 2025 IPP guidance.Participation in a regional MYIPP will meet this requirement with 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. 2025 EMPG/LEMS Page 9 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 ii.Participate in another jurisdiction’s exercise in an Emergency Management capacity. 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. 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 FM:IS 100,IS 200,IS 700,and IS 800,as well as the 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 Progress 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.Planning Work Plan with current EOP (Part I EMPG-LEMS Grant Activities/Work Plan Template) ii.Jurisdiction Information (Part II Jurisdiction Information and Signatures) iii.Personnel and Program Budget (Part III Staffing Pattern and Program Funding Worksheet) iv.Certified Position Description for all current,exempt employee(s)with 100%time and effort for emergency management duties that are listed on the Personnel/Staffing Pattern.This document must include the emergency manager and related responsibilities for each employee claimed under EMPG (If the certified Position Description is submitted as part of the application,this document is acceptable when claiming reimbursement for salary and benefits of the employee). v.Certifications -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. 2025 EMPG/LEMS Page 10 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 Table 2-Reporting Schedule Local Jurisdiction Reporting Schedule Quarter Reporting Period Progress Report Due Date Request for Reimbursement Due Date 1 01/01/25 –03/31/25 04/10/25 4/30/25 2 04/01/25 –06/30/25 07/10/25 7/31/25 3 07/01/25 –09/30/25 10/10/25 10/31/25 4 10/01/25 –12/31/25 1/10/26 1/31/26 DHSEM Field Manager Reporting Schedule Quarter Reporting Period Roll up Report Due Date 1 01/01/25 –03/31/25 04/20/25 2 04/01/25 –06/30/25 07/20/25 3 07/01/25 –09/30/25 10/20/25 4 10/01/25 –12/31/25 01/20/26 Program and Financial Monitoring Per Federal grant guidance,DHSEM has implemented a formal monitoring process that will be conducted with each subrecipient at least every two (3-5)years.The schedule and monitoring visit process will be coordinated through the Subrecipient Monitoring team and Area Field Manager.The monitoring program is intended to ensure that all subrecipients are performing and administering the 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 Progress Reports and Requests for Reimbursement Signed Quarterly Progress Reports must be submitted via EM Grants Pro System to your DHSEM Field Manager no later than 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 as completed or accomplished,in-process,postponed/canceled,or not completed or not accomplished.Please indicate a reason 2025 EMPG/LEMS Page 11 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 when activities are postponed,canceled or not completed.For reporting purposes,please include dates and identify scenario and type of exercises conducted.Also identify specific plans/annexes or updates to EOPs or other plans. Quarterly Requests for Reimbursement,backup documentation,and supporting financial reports must be submitted via EM Grants Pro System to your DHSEM Field Manager no later than 30 days following the end of each quarter. A table of reporting requirement due dates can be found in Table 2 Reporting Schedule on page 11 of this guidance. Scope Change A Scope Change is necessary to submit in EMGrants Pro when there is a change in the subrecipient’s Staffing Pattern such as adding an employee,employee resignation,increase/decrease of employee salary and benefits, or modification of work hours.The Scope Change should include the following information,if applicable: employee name,title,full-time/part-time,start date,end date,gross annual salary,gross annual benefits,total hours worked per week,emergency management hours worked per week.The addition of an employee who is 100%EMPG funded should provide a certified job description. Electronic/Digital Signatures Electronic/digital signatures will be accepted through the EMGrants Pro system and/or the EMPG Signature Authorization Form. Application: Two signatures are required on the EMPG Signature Authorization Form and one EMGrants Pro approval: (1)The undersigned for the Application holds authority to enter into,and understand and accepts all the terms and conditions outlined in final 2025 EMPG Guidance Document;and (2)Chief Financial Officer (CFO)/Fiscal Officer who holds financial authority for the said entity. (3)The Local Emergency Manager approval is captured in EMGrants Pro when submitting the application. Quarterly Progress Report: The Local Emergency Manager is the authorized signer.A submission by the Local Emergency Manager in EMGrants Pro to their DHSEM Area Field Manager constitutes as an electronic/digital signature. Request for Reimbursement (RFR): The CFO/Fiscal Officer is the signatory authority.If the Local Emergency Manager is authorized,a written delegation letter must be provided.A submission in EMGrants Pro by either the CFO/Fiscal Officer or the authorized Local Emergency Manager is an acceptable electronic/digital signature.If the authorized person does not have access to EMGrants Pro to submit,please complete and sign the EMPG Signature Authorization Form and upload it in EMGrants Pro. 2025 EMPG/LEMS Page 12 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 Scope Change: Two signatures are required,the Local Emergency Manager and CFO/Fiscal Officer.The submission by the Local Emergency Manager in EMGrants Pro satisfies one signature requirement.The CFO/Fiscal Officer must then complete and sign the EMPG Signature Authorization Form and it will need to be uploaded into EMGrants Pro. Table 3–Base Program Requirements Multi-agency and multi-jurisdictional relationships (MAC Group (MACG) established and maintained).NOTE:A MACG is made up of agency representatives with 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.3.0 2021 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 2025 EMPG/LEMS Page 13 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 Table 4–Elective Planning Options 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 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 2025 EMPG/LEMS Page 14 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 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 Preparedness National Preparedness Goal EMAP:2.17 NFPA:Chapter 5 Cyber Security Plan CPG 101v3 -3.2 FEMA Planning Considerations for Cyber Incident for EM Nov.2023 Table 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 29 2025 EMPG/LEMS Page 15 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3 2025 EMPG/LEMS Page 16 Docusign Envelope ID: E591CF97-C9FB-42C3-A5D4-EEFE97CDF2E3