WELCOME to the 2004 2005 EMPA Competitive Grant Workshop

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WELCOMEto the 2004 - 2005EMPA Competitive
Grant Workshop

• Staff Debbie Wonsch, Program Manager
• Paula Churchwell, Grant Manager
• Dianne Smith, Grant Manager

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EMERGENCY MANAGEMENT
PREPAREDNESS AND ASSISTANCE TRUSTFUND PAST
AND PRESENT
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STATE OF FLORIDADIVISION OF EMERGENCY MANAGEMENT
As defined in Chapter 252.34, Florida
Statutes Emergency means any occurrence, or
threat thereof, whether natural, technological,
or manmade, in war or in peace, which results or
may result in substantial injury or harm to the
population or substantial damage to or loss of
property. Emergency Management means the
preparation for, the mitigation of, the response
to, and the recovery from emergencies and
disasters.
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Emergency Management Preparedness and Assistance
Program

• The Emergency Management Preparedness and
  Assistance Trust Fund was created by the
  Legislature in 1993 to implement necessary
  improvements in the states emergency
  preparedness and recovery programs and facilities.

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Emergency Management Preparedness and Assistance
Program

• Revenues from the trust fund are disbursed
  through the Florida Department of Revenue from a
  surcharge by insurance companies by
• 2 per year premium - Homeowners
• 4.00 per year premium - Business owners
• Distribution of funds by the Department of
  Community Affairs is made in accordance with
  Chapter 252, Florida Statutes via Legislative
  appropriation.

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Emergency Management Preparedness and Assistance
Program

• FY 2003-2004 Tenth Cycle
• Over 44 Million in Funds Awarded
• Over 560 Projects Funded

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Emergency Management Preparedness and Assistance
Program

• PLEASE SEE EXAMPLES OF
• INCREASED CAPABILITIES
• AND
• ALL PROJECTS FUNDED LIST

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Last year -

• Opened cycle November 1st
• Minimal rule changes
• Priorities changed
• ARC 4496 Evaluation Questionnaire - January 2002
  Version - had to be completed and submitted with
  application, if applicable
• Projects had to be initiated and completed in 12
  months
• Municipalities had to be a signatory of the
  current Statewide Mutual Aid Agreement

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This year -

• Cycle opens November 14
• Priority changes
• If applicable, ARC 4496 Evaluation Questionnaire
  - January 2002 Version - must be completed and
  submitted with application
• Projects must be initiated and completed in 12
  months
• Municipalities must be a signatory of current
  Statewide Mutual Aid Agreement
• Contracts will begin July 1 and end June 30

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RULE CHANGESFinal Adoption Anticipated 10/31/03
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9G-19.008 Procedures for Awarding Competitive
Grants.
3) The Department hereby adopts by reference the
Emergency Management, Preparedness, and
Assistance Trust Fund Competitive Grant Program
Application Packet, Form No. 008 007, July 2003
June 2002 version, which provides forms,
instructions, and other information necessary for
submission of an application for Competitive
Grant funds submitted pursuant to Rule 9G-19.008,
F.A.C.
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9G-19.008 Procedures for Awarding Competitive
Grants
(5) All applications shall conform to the
following requirements, and shall be reviewed for
technical conformity in accordance with the
following procedures (a) All applications
shall adhere to the format specified in the
Application Packet, Form No. 008 007, July 2003
June 2002 version.
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9G-19.009 Selection Criteria for Competitive
Grants.
((2) Applications .The review committee shall,
within 75 days of the application deadline date,
post transmit preliminary scores and rankings on
the Division of Emergency Management website,
www.floridadisaster.org to all Applicants, along
with any administrative proceeding rights. Upon
determination, fFinal scores and rankings will
shall be posted on the Division of Emergency
Management website, www.floridadisaster.org
transmitted to all Applicants in writing. Funds
.
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PROGRAMSANDCATEGORIES
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EMERGENCY MANAGEMENT COMPETITIVE GRANT
Provides competitive grants to state or
regional agencies, local governments, and private
non-profit organizations to implement projects
that will further state and local emergency
management objectives. Eligible applicants may
submit multiple applications, however, no single
application shall seek or receive an award in
excess of 300,000. All eligible applicants,
with the exception of counties and state
agencies shall be limited to no more than three
(3) application submissions in an application
cycle.
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MUNICIPAL COMPETITIVE GRANT PROGRAM
Provides competitive grants to municipalities
that are legally constituted, have an authorized,
established, and maintained emergency management
program, and have signed the current Statewide
Mutual Aid Agreement and supplied all required
information and documentation such that the
agreement is ready to be signed by the Division
as of the date of the application deadline. Each
Municipal Emergency Management Program may apply
for one competitive grant not to exceed 50,000.
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Division of Emergency Management Contact for
theStatewide Mutual Aid Agreement

• Wendy Stewart, Planner II
• [phone]
• or
• wendy.stewart_at_dca.state.fl.us

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EMERGENCY MANAGEMENT COMPETITIVE GRANT PROGRAMS
PROJECT CATEGORIES

• PROJECTS THAT WILL
• 1) PROMOTE PUBLIC EDUCATION ON DISASTER
  PREPAREDNESS AND RECOVERY ISSUES
• 2) ENHANCE COORDINATION OF RELIEF EFFORTS OF
  STATEWIDE PRIVATE SECTOR ORGANIZATIONS, INCLUDING
  PUBLIC-PRIVATE BUSINESS PARTNERSHIP EFFORTS
• IMPROVE THE TRAINING AND OPERATIONS CAPABILITIES
  OF AGENCIES ASSIGNED LEAD OR SUPPORT
  RESPONSIBILITIES IN THE STATE COMPREHENSIVE
  EMERGENCY MANAGEMENT PLAN

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EMERGENCY MANAGEMENT COMPETITIVE GRANT PROGRAMS
PROJECT CATEGORIES
4) FURTHER STATE AND LOCAL EMERGENCY MANAGEMENT
OBJECTIVES WHICH HAVE BEEN DESIGNATED BY THE
STATE OF FLORIDA AS PRIORITIES IN THE APPLICABLE
NOTICE OF FUND AVAILABILITY NOTE Priority
points are only available for applications
submitted under this Category.
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PRIORITY AREAS
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PRIORITY AREAS

• A. Projects which implement the communitys Local
  Hazard Mitigation Strategy and are clearly
  identified as projects which can be initiated and
  completed within the 12 month grant contract
  period. The applicant must provide a copy of
  their Local Mitigation Strategy priority
  initiative list reflecting inclusion of their
  project(s).

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PRIORITY AREAS

• Projects which will improve emergency management
  capabilities of preparedness, response and
  recovery. These projects will
• have to clearly show that they can be initiated
  and completed within the 12 month grant contract
  period. Projects must be clearly linked to
  all applicable Comprehensive Emergency Management
  Plans and must contain appropriate
  implementation and operational procedures.

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PRIORITY AREAS
C. Projects that will improve the training and
operations capabilities of agencies assigned
lead or support responsibilities as identified on
the ESF Matrix, Figure 10 on pages 53 and 54, of
the Florida Comprehensive Emergency Management
Plan.
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PRIORITY AREAS

• At a minimum, all critical facility projects,
  whether mitigation, retrofit, renovations or new
  construction, must conform to the hurricane
  vulnerability guidelines established in the
  American Red Cross publication Standards for
  Hurricane Evacuation Shelter Selection (ARC
  4496, January 2002). To assist in the
  determination of a facilitys compliance with
  these guidelines, an ARC 4496 Evaluation
  Questionnaire, January 2002 version will be made
  available. If these standards cannot be met
  until the project is complete, the evaluation
  will need to reflect what measures will be used
  to reach a compliance status.
• THE EVALUATION QUESTIONNAIRE MUST BE COMPLETED
  AND SUBMITTED WITH THE APPLICATION.
• Critical facilities include, but are not limited
  to, hurricane shelters, Emergency Operations
  Centers, structures for fire stations, rescue
  operations, or law enforcement facilities,
  hospitals, public works facilities, etc. Other
  more stringent codes and standards may apply to
  new construction or substantial
  renovation/retrofit projects.

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Division of Emergency Management Contacts for
theARC 4496

• Danny Kilcollins, Planning Manager
• [phone]
• danny.kilcollins_at_dca.state.fl.us
• OR
• Dean Griffin, Engineer II
• [phone]
• dean.griffin_at_dca.state.fl.us

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DATES TO REMEMBERMARK YOUR CALENDAR OF EVENTS
Cycle opens November
14 Deadline for submission to County Emergency
Management Agency or Consistency
Review January 9 Proposal Submission
Deadline to DEM for Preliminary Technical
Review January 20 400 p.m. Application
Submission On-Line Deadline to DEM February
5 400 p.m. Application Submission Hard Copy
Deadline to DEM February 10 Scores available
on website April 26 Contracts developed and
sent to applicant Approximately
May 1 - June 1
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DIVISION OF EMERGENCY MANAGEMENT
EMERGENCY MANAGEMENT PREPAREDNESS AND ASSISTANCE
TRUST FUND
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SCORING CRITERIA SUMMARY
Group I. Description of Need, Proposed Solution,
and Expected Benefits MAX PTS 150 1. Clearly
identify, describe and document the emergency
management need or problem, provide an
in-depth explanation of the project, and show
how it meets the need/solves the identified
problem. If applicable, clearly link
the emergency management need to the priority
issue area(s) contained in the current Notice
of Fund Availability (NOFA)
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SCORING CRITERIA SUMMARY
Group I. Description of Need, Proposed Solution,
and Expected Benefits MAX PTS
75 2. Identify and demonstrate long- and/or
short-term tangible benefits of this proposal
coupled with the availability of resources
necessary to continue the project and
identify the number of emergency management
personnel whose emergency management needs
will be directly benefited by the project.
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SCORING CRITERIA SUMMARY
Group II. Collateral Information for the
Proposal MAX PTS 100 3. Clearly describe the
projects consistency with the State
Comprehensive Emergency Management Plan and
any applicable local plans
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SCORING CRITERIA SUMMARY
Group II. Collateral Information for the
Proposal MAX PTS 100 4. Describe why this
particular method or approach to solving the
problem was chosen over other available
alternatives. Include a proposed budget for
the project and describe how it is necessary
and appropriate to the scope of the project.
NOTE A SPECIFIC FORMAT IS REQUIRED FOR
THE BUDGET DETAIL (SEE ATTACHMENT 2 OF
THIS PACKET)
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MATCH

• 9G-19.002(10)(g) Definitions
• means,. both cash and in-kind, which meet the
  following requirement represent an unconditional
  commitment of currently available funds,
  contingent only upon the award of a grant from
  the Program.

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SCORING CRITERIA SUMMARY
Group II. Collateral Information for the
Proposal MAX PTS 50 5. Identify Applicants
matching funds, either cash or in-kind and
include supporting documentation
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SCORING CRITERIA SUMMARY
Group II. Collateral Information for the
Proposal MAX PTS 25 6. Provide evidence
of the abilities and qualifications of
those persons proposed to work on the project
if funded
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SCORING CRITERIA SUMMARY

• Tiebreaker - Answer the following two questions
•  
• Has the Applicants jurisdiction been impacted
• by an environmental clean-up initiative? If so,
  describe the initiative and its impact on the
  Applicant.
• Is the Applicant located in a Front Porch
  Community? If so, please describe the location.
• Refer to 9G-19.009(4) Selection Criteria for
  Competitive Grants

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SCORING CRITERIA SUMMARY
500 - Maximum Total Points (NEED MINIMUM
SCORE OF 300 POINTS TO BE ELIGIBLE FOR FUNDING)
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APPLICATION ORGANIZATION AND FORMAT
1. Letter of Transmittal must state that the
signer of the application has full authority to
bind the applicant and all other involved
parties. If the applicant is providing a cash
match, the transmittal letter can also be
considered an appropriate official document. The
letter must clearly state the total amount of the
cash match being committed and be signed by an
official with the authority to fully commit the
cash funds (e.g., chairman of the board or
mayor).
(Continued on next page)
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APPLICATION ORGANIZATION AND FORMAT

• Letter of Transmittal (Continued)
• In addition, the letter should identify any
  other persons, companies, organizations or
  parties involved in the proposed project. The
  letter should also include the following
  assurances that only those entities identified
  in the application are involved in the proposed
  project that the application is made without
  collusion with any other entity submitting an
  application that the application is, in all
  respects, fair and in good faith, without fraud
  or collusion.

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APPLICATION ORGANIZATION AND FORMAT
2. Title Page Each application shall have a title
page consistent with Attachment 1 contained in
the application packet. If submitting on-line or
on disk, the title page must be received on hard
copy by the Division no later than three (3) days
prior to the published application deadline date.
The Department must receive a hard copy of the
title page with original signatures by the
published application deadline date.
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(No Transcript)
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APPLICATION ORGANIZATION AND FORMAT

• Authorized Signature Per 9G-19.008 (7)
• Chief Elected Official (Mayor, County Chairman,
  etc.)
• Chairman of the Governing Board
• Delegated Official - Documented Evidence of
  
  
• Delegation of Authority at Time of Proposal

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APPLICATION ORGANIZATION AND FORMAT
3. Table of Contents 4. Proposed Project
Presentation
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APPLICATION SUBMISSION
If a hardcopy of the application is submitted, an
original and five (5) copies of the application
must be received. The original must be labeled
Original and must contain an original signature
in ink of the authorized official as specified in
Rule 9G-19.008(7), F.A.C. If submitting an
application on-line, one copy in Microsoft Word
or WordPerfect format must be submitted no later
than three (3) days prior to the published
application deadline date. All applications
must be no more than 15 pages, complete,
accurate, and legible when submitted and must
meet the requirements detailed in 9G-19.008 (8),
F.A.C. or they shall be rejected. Facsimile
transmissions will not be accepted. Applications
submitted for a PRELIMINARY TECHNICAL REVIEW
must be received by January 20, 2004.
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APPLICATION SUBMISSION
Eligible applicants desiring a preliminary
technical review of their proposals prior to the
application deadline must comply with ss.
9G-19.008 (5), F.A.C. Applications received
after the preliminary technical review deadline
will not be eligible to receive a preliminary
technical review. Applications must be received
by the Department of Community Affairs, 2555
Shumard Oak Boulevard, Tallahassee,
Florida, 32399-2100, Attention EMPATF, by
400 P.M. Eastern Time on date noticed in the
Florida Administrative Weekly. Documentation of
Cash Match must be submitted with application.
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SELECTION/AWARD PROCEDURES

• Applications will be scored by a review
  committee.
• Preliminary scores and rankings will be prepared
  based upon the total number of points earned.
• Applications that do not score at least 300
  points will not be eligible for funding.
• The review committee will complete the scoring
  within 75 days of the application deadline date.
• Preliminary scores and rankings will be posted on
  the Division of Emergency Management website,
  www.floridadisaster.org
• Final award of points will be made following
  completion of any administrative proceedings.

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SELECTION/AWARD PROCEDURES
Funds will be offered to the applicant with the
overall highest score, etc. until all funds have
been offered or all eligible applications have
been funded. Applicants will be given 21 days
to accept or reject a proposed award at which
time a fully completed proposal with all
attachments should be submitted to the Division.
Written notice of intent to accept or reject
shall be delivered to the office designated in
the notice of award. In the event an Applicant
fails to accept or reject a proposed award
within the specified time frame, the funds
shall revert to the Trust Fund. Contractual
agreements between the Department and
applicants will be developed. Contract start
date will begin July 1, 2004.
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EXAMPLES OF APPENDIX ITEMS
Letters of Consistency with Local Plans Letter of
Commitment Resume of Project Manager Project-Relat
ed Experience of Selected Consultant Resume of
Consultants Project Manager Board
Minutes/Resolutions Official Price
Estimates/Recent Bids Photographs Product
Brochures/Information
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EMERGENCY MANAGEMENT PREPAREDNESS AND
ASSISTANCECOMPETITIVE GRANT PROGRAM2004-2005
RECAP
Final on-line submission Deadline is February 5,
2004 Final hard copy submission Deadline is
February 10, 2004 Cap of 300,000 on application
request Cannot submit any given application under
more than one category Match optional but will
result in a higher score Must score a minimum of
300 out of 500 points Applications addressing
stated Priority Areas receive additional
points Research document prove the need is
there, that it is substantial If applicable, ARC
questionnaire is required with application
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EMERGENCY MANAGEMENT PREPAREDNESS and
ASSISTANCEMUNICIPAL COMPETITIVE GRANT
PROGRAM2004-2005 RECAP
Final on-line submission Deadline is February 5,
2004 Final hard copy submission Deadline is
February 10, 2004 Only one application per
municipality allowed Cap of 50,000 on
application request Cannot submit any given
application under more than one category Must be
a signatory of the current Statewide Mutual Aid
Agreement Match optional but will result in a
higher score Must score a minimum of 300 out of
500 points Applications addressing stated
Priority Areas receive additional
points Research document prove the need is
there and that it is substantial If applicable,
ARC questionnaire is required with application
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APPLICATION PACKET REQUESTS
Internet http//www.dca.state.fl.us/cps/grants.
htm Mail Attention EMPATF Program Departmen
t of Community Affairs Division of Emergency
Management 2555 Shumard Oak Boulevard Tallahas
see, Florida 32399-2100
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Division of Emergency Management Other Available
Funding Sources
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REPORTINGREQUIREMENTS
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Reports

• Financial History Report Form 1
• (To include cumulative totals of funds spent
  quarterly)
• Status Report Form 2
• (To report work completed, work in progress and
  timeline of work to be completed quarterly)
• Reimbursement Request Form 3
• (To be filed as needed to request funds spent)
• Detail of Claims Form 4
• (To be submitted in budget category in which
  expenses have been incurred and attached to
  Detail of Claims form)
• Close-Out Report Form 5
• (To be submitted once final expenditures have
  occurred)

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Reports

• 5. Reports are to be submitted to the following
  address
• DEPARTMENT OF COMMUNITY AFFAIRS
• DIVISION OF EMERGENCY MANAGEMENT
• BUREAU OF COMPLIANCE PLANNING SUPPORT
• FINANCE/GRANTS SECTION
• 2555 SHUMARD OAK BOULEVARD
• TALLAHASSEE, FLORIDA
  32399-2100

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Forms may be downloaded from the Internet.
 Please save the files in the appropriate format
before attempting to use.

• The address is www.dca.state.fl.us/cps/grants.ht
  m
•   OR
   www.floridadisaster.org,- Go to MENU, Click on
  DEM Programs, scroll down to and click on link
  -EMPA Trust Funds Grants

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Thank you for attending the 2004-2005 EMPA
Workshop.If you have any further questions,
please call one of the contact numbers listed in
your folder.