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I. FOREWORD
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Foreword
On October 1, 2003, the President signed the Fiscal Year 2004 Homeland Security
Appropriations Act, thereby providing vital funding needed to ensure the safety and
security of our homeland. Through the Department of Homeland Security’s (DHS) Office
for Domestic Preparedness (ODP), emergency prevention, preparedness, and response
personnel will receive over $4 billion in funding for our nation’s homeland security. The
2004 appropriation by Congress is a firm commitment to continue to protect and defend
the security of the United States of America against the threat posed by terrorism.
In an effort to streamline funding to the States and territories, the Department of
Homeland Security is consolidating the administration of three programs within ODP.
While continuing to direct the State Homeland Security Program, ODP will also now
administer the Citizen Corps and the new Law Enforcement Terrorism Prevention
Programs. All three programs will be integrated to better facilitate the organization and
coordination of preparedness funding, and will be guided by the State Homeland
Security Assessments and Strategies due to DHS-ODP by December 31, 2003.
The FY 2004 ODP Homeland Security Grant Program (HSGP) will continue to provide
planning, equipment, training, exercise, and management and administrative funding to
emergency prevention, preparedness, and response personnel in all 50 States, the
District of Columbia, the Commonwealth of Puerto Rico, and U.S. territories, while
expanding the scope and reach of the program. States and territories will now have the
opportunity to utilize their newly completed Homeland Security Strategies to more
effectively fill the gaps between needs and existing capabilities. Changes and additions
to the allowable uses of funds reflect input received by DHS from local and State
officials and a continued commitment to better serve our nation’s emergency
prevention, preparedness, and response personnel.
The Department of Homeland Security is committed to working with you in our critical
national effort to combat terrorism.
Tom Ridge
Secretary
Department of Homeland Security
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II. TABLE OF CONTENTS
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Contents
I. Forward ………………………..................................
II. Table of Contents………………………………….....
III. Eligible Applicants and Funding Availability ……….
IV. Overview …………………………………………...….
V. Application, Award and Submission
Requirements………………………………………..
VI. State Homeland Security Program………………….
VII. Law Enforcement Terrorism Prevention
Program……………………………………………….
VIII. Citizen Corps Program……………………………….
Appendix A Application Requirements
Appendix B Sample Award Package
Appendix C Initial Spending Plan and Biannual Reporting
Guidance
Appendix D Training Approval Process for Non-ODP
Courses
Appendix E Guidance for Development of Interoperable
Communications Plans
Appendix F Drawdown and Expenditure of Funds
Appendix G Customer Service
Appendix H Acronym List
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III. ELIGIBLE
APPLICANTS AND
FUNDING
AVAILABILITY
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III. Eligible Applicants and Funding Availability
Eligible Applicants
The FY 2004 ODP Homeland Security Grant Program integrates the State Homeland
Security Program (SHSP), Law Enforcement Terrorism Prevention Program (LETPP),
and Citizen Corps Program (CCP) into a single application kit. Funding from this
combined program will significantly enhance the ability of State and local agencies to
prevent, deter, respond to, and recover from threats and incidents of terrorism. Each
State shall obligate not less than 80 percent of the total amount of the grant to
local units of government within 60 days after the grant award. If requested in
writing by a local unit of government, the State may retain some or all of the local
unit of government’s allocation of grant funds for purchases made by the State
on behalf of the local unit of government. States holding grant funds on behalf of
local units of government must enter into a memorandum of understanding with
the local unit of government specifying the amount of funds to be retained by the
State for purchases. This agreement must be kept on file with the State
Administrative Agency. States may use the remaining 20 percent of funds to
enhance other statewide homeland security preparedness efforts. States must
allocate all funding in support of goals and objectives identified in their State
Homeland Security Strategy. Local jurisdictions must also allocate all funding in
support of goals and objectives identified in the State Homeland Security
Strategy, and, where applicable, their Urban Areas Security Initiative Strategy.
The Governor of each State has designated a State Administrative Agency (SAA) to
apply for and administer the funds under this program. The SAA is the only agency
eligible to apply for ODP funds.
Funding Availability
FY 2004 allocations for the SHSP, LETPP, and CCP were determined using a base
amount of .75 percent of the total allocation for the States (including the District of
Columbia and the Commonwealth of Puerto Rico), and .25 percent of the total allocation
for the U.S. Territories (American Samoa, the Commonwealth of the Northern Mariana
Islands, Guam, and the U.S. Virgin Islands), with the balance of funds being distributed
on a population-share basis. Population figures were determined from 2002 U.S.
Bureau of the Census data.a
a 2000 U.S. Bureau of the Census data was used for the U.S. Territories for ODP FY 2004 HSGP funds.
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Fiscal Year 2004 Funding Allocations
State Name State Homeland Security
Program Allocation Total
Law Enforcement
Terrorism Prevention
Allocation Total
Citizen Corps
Allocation Total
Total
Allocation
ALABAMA 28,138,000 8,350,000 584,000 37,072,000
ALASKA 14,862,000 4,410,000 309,000 19,581,000
ARIZONA 31,490,000 9,344,000 654,000 41,488,000
ARKANSAS 22,001,000 6,529,000 457,000 28,987,000
CALIFORNIA 133,964,000 39,752,000 2,783,000 176,499,000
COLORADO 28,208,000 8,370,000 586,000 37,164,000
CONNECTICUT 24,594,000 7,298,000 511,000 32,403,000
DELAWARE 15,427,000 4,578,000 320,000 20,325,000
DISTRICT OF COLUMBIA 14,610,000 4,335,000 303,000 19,248,000
FLORIDA 70,382,000 20,885,000 1,462,000 92,729,000
GEORGIA 42,214,000 12,526,000 877,000 55,617,000
HAWAII 16,939,000 5,026,000 352,000 22,317,000
IDAHO 17,271,000 5,125,000 359,000 22,755,000
ILLINOIS 56,173,000 16,669,000 1,167,000 74,009,000
INDIANA 33,917,000 10,065,000 704,000 44,686,000
IOWA 22,784,000 6,761,000 473,000 30,018,000
KANSAS 22,021,000 6,534,000 457,000 29,012,000
KENTUCKY 26,779,000 7,946,000 556,000 35,281,000
LOUISIANA 28,125,000 8,346,000 584,000 37,055,000
MAINE 17,110,000 5,077,000 355,000 22,542,000
MARYLAND 31,495,000 9,346,000 654,000 41,495,000
MASSACHUSETTS 34,846,000 10,340,000 724,000 45,910,000
MICHIGAN 47,362,000 14,054,000 984,000 62,400,000
MINNESOTA 29,981,000 8,896,000 623,000 39,500,000
MISSISSIPPI 22,560,000 6,694,000 469,000 29,723,000
MISSOURI 32,236,000 9,566,000 670,000 42,472,000
MONTANA 15,780,000 4,682,000 328,000 20,790,000
NEBRASKA 18,612,000 5,523,000 387,000 24,522,000
NEVADA 20,147,000 5,978,000 418,000 26,543,000
NEW HAMPSHIRE 17,043,000 5,057,000 354,000 22,454,000
NEW JERSEY 42,317,000 12,557,000 879,000 55,753,000
NEW MEXICO 19,047,000 5,652,000 396,000 25,095,000
NEW YORK 78,827,000 23,391,000 1,637,000 103,855,000
NORTH CAROLINA 41,384,000 12,280,000 860,000 54,524,000
NORTH DAKOTA 14,828,000 4,400,000 308,000 19,536,000
OHIO 52,098,000 15,459,000 1,082,000 68,639,000
OKLAHOMA 24,708,000 7,332,000 513,000 32,553,000
OREGON 24,804,000 7,360,000 515,000 32,679,000
PENNSYLVANIA 55,255,000 16,396,000 1,148,000 72,799,000
RHODE ISLAND 16,333,000 4,847,000 339,000 21,519,000
SOUTH CAROLINA 26,828,000 7,961,000 557,000 35,346,000
SOUTH DAKOTA 15,267,000 4,530,000 317,000 20,114,000
TENNESSEE 32,667,000 9,694,000 679,000 43,040,000
TEXAS 87,888,000 26,079,000 1,826,000 115,793,000
UTAH 20,640,000 6,125,000 429,000 27,194,000
VERMONT 14,768,000 4,382,000 307,000 19,457,000
VIRGINIA 37,837,000 11,228,000 786,000 49,851,000
WASHINGTON 33,606,000 9,972,000 698,000 44,276,000
WEST VIRGINIA 18,863,000 5,597,000 392,000 24,852,000
WISCONSIN 31,437,000 9,329,000 653,000 41,419,000
WYOMING 14,360,000 4,261,000 298,000 18,919,000
PUERTO RICO 25,970,000 7,706,000 539,000 34,215,000
VIRGIN ISLANDS 4,588,000 1,361,000 95,000 6,044,000
AMERICAN SAMOA 4,410,000 1,309,000 92,000 5,811,000
GUAM 4,747,000 1,409,000 99,000 6,255,000
NORTHERN MARIANA ISLANDS 4,452,000 1,321,000 92,000 5,865,000
TOTAL 1,685,000,000 500,000,000 35,000,000 2,220,000,000
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IV. OVERVIEW
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IV. Overview
Solicitation Overview
As a result of feedback from our grantees, and to continue to improve the nation’s ability
to prevent, deter, respond to, and recover from threats and acts of terrorism, three of
ODP’s FY 2004 grant programs have been combined into this single solicitation. The
following grant programs will be awarded and administered in one application: State
Homeland Security Program (SHSP), Law Enforcement Terrorism Prevention Program
(LETPP), and Citizen Corps Program (CCP).
This consolidation was done to streamline the grant application process and better
coordinate federal, State and local grant funding distribution and operations. The
homeland security assessments and strategies currently being finalized by the 50
States, the District of Columbia, the Commonwealth of Puerto Rico, U.S. territories, and
selected urban areas for submission to DHS-ODP will play a pivotal role in the
identification, prioritization, and allocation of financial resources provided through the
three grant programs. The funding provided will be applied against critical resource
gaps identified through the assessments and prioritized in the State strategies.
Providing funds through a single application and award process facilitates coordination
of preparedness activities related to the goals and objectives identified in the State
strategies, resulting in a more effective and efficient use of funding. A single application
also minimizes time spent on the application process and consolidates reporting
requirements.
The three programs further provide the opportunity to enhance regional preparedness
efforts. States are encouraged to employ regional approaches to planning and
preparedness and to adopt regional response structures whenever appropriate to meet
the needs identified through the assessments and in the State’s Strategy. Furthermore,
it is DHS’s intent to steer State and local security and preparedness efforts toward a
project-oriented process to address common, measurable objectives. Security and
preparedness officials at all levels should seek opportunities to leverage funding from
multiple sources whenever possible and not restrict their activities to federal funding
alone.
Overview of the Three Programs
FY 2004 SHSP
The FY 2004 SHSP provides funds for homeland security and emergency operations
planning; the purchase of specialized equipment to enhance the capability of State and
local agencies to prevent, respond to, and mitigate incidents of terrorism involving the
use of chemical, biological, radiological, nuclear, and explosive (CBRNE) weapons and
cyber attacks; for costs related to the design, development, and conduct of a State
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CBRNE and cyber security training programs and attendance at ODP-sponsored
CBRNE training courses; for costs related to the design, development, conduct, and
evaluation of CBRNE and cyber security exercises; and for costs associated with
implementing State Homeland Security Assessments and Strategies (SHSAS).
FY 2004 LETPP
The FY 2004 LETPP will provide law enforcement communities with funds to support
the following prevention activities: information sharing to preempt terrorist attacks; target
hardening to reduce vulnerability of selected high value targets; recognition of potential
or developing threats; interoperable communications; and intervention of terrorists
before they can execute a threat. These funds may be used for planning, organization,
training, exercises, and equipment.
FY 2004 CCP
FY 2004 Citizen Corps Program funds will be used to support Citizen Corps Councils
with planning, outreach, and management of Citizen Corps programs and activities. The
FY 2004 CCP provides the resources necessary for States and local communities to: 1)
bring together the appropriate leadership to form and sustain a Citizen Corps Council;
2) develop and implement a plan for the community to engage all citizens in homeland
security, community preparedness, and family safety; 3) conduct public education and
outreach in order to inform the public about their role in crime prevention, mitigation,
emergency preparedness for all hazards, and public health measures, including bioterrorism,
and to encourage personal responsibility and action; 4) develop and
implement Citizen Corps programs offering training and volunteer opportunities to
support first responders, disaster relief groups, and community safety efforts, to include
the four charter federal programs: Community Emergency Response Teams (CERT),
Neighborhood Watch, Volunteers in Police Service (VIPS), and Medical Reserve Corps
(MRC); and 5) coordinate Citizen Corps activities with other DHS funded programs and
other federal initiatives.
General Guidance
?? Period of performance for the HSGP is two years.
?? Grants will not be awarded until the State submits the State Homeland Security
Strategy, and the strategy has been reviewed and approved by DHS-ODP.
?? All allocations and use of funds under the HSGP must support the goals and
objectives included in the State Homeland Security Strategy. The required Initial
Strategy Implementation Plans and Biannual Strategy Implementation Reports
(see Appendix C) will demonstrate how the expenditure of grant funds at both
the State and local levels are supporting the Strategy’s goals and objectives.
DHS-ODP Preparedness Officers will periodically monitor grant recipients to
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ensure that HSGP funding is applied in accordance with approved
implementation plans and reports. If funds are not being used in accordance
with these plans and reports, ODP may prohibit further obligation, expenditure,
and drawdown of funds until the grantee is compliant with HSGP requirements.
?? Transfer of funds between programs (SHSP, LETPP, and CCP) is prohibited.
?? SAAs must coordinate Citizen Corps programs with those State agencies
currently responsible for the administration of Citizen Corps activities. A listing
of current State Citizen Corps points of contact may be found by going to
www.citizencorps.gov/councils/ and clicking on “State Citizen Corps POC
List” on the left hand side.
?? Each State shall obligate not less than 80 percent of the total amount of the grant
to local units of government within 60 days after the grant award. If requested in
writing by a local unit of government, the State may retain some or all of the local
unit of government’s allocation of grant funds for purchases made by the State
on behalf of the local unit of government. States holding grant funds on behalf of
local units of government must enter into a memorandum of understanding with
the local unit of government specifying the amount of funds to be retained by the
State for purchases. This agreement must be kept on file with the State
Administrative Agency.
?? No more than 3% of the total amount allocated to the State for each program
may be used statewide for management and administrative (M&A) purposes.
Any portion of the 3% retained by the State must be included within the 20% of
total funds available to the State. For example, if a State receives a SHSP award
of $1,000,000, the State must pass through at least $800,000 to local units of
government. The total M&A funds available statewide would be $30,000.
?? In accordance with Congressional Conference language addressing ODP
programs, to meet eligibility requirements for FY 2004 HSGP funds where
applicable, a local unit of government will be defined as “any county, city, village,
town, district, borough, port authority, transit authority, water district, regional
planning commission, council of government, Indian tribe, authorized tribal
organization, Alaska Native village, or other political subdivision of any State.”
?? Program guidance allowing for the use of funds to support training activities has
been expanded to include the development of, and attendance at, non-ODP
courses, provided recipients follow the guidance for ODP approval included in
Appendix D. Grantees and sub-grantees using funds to develop courses or to
attend non-ODP courses will be required to report the number of individuals
trained, by discipline and course level, in their bi-annual strategy implementation
reports (see Appendix C).
?? To expedite the application and award process, no budget information or
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program narrative is required to apply for this grant.
?? While budget detail worksheets do not need to be submitted as a requirement of
this grant, States are expected to maintain complete and accurate accounting
records, and must make those records available to DHS upon request.
?? The SAA must provide a Dun and Bradstreet (D&B) Data Universal Numbering
System (DUNS) number with the FY 2004 HSGP application. (See Appendix A).
This number may be provided in one of the attachment fields within the Grant
Management System (GMS) application.
?? Reporting requirements for all programs included in the FY 2004 HSGP will be
consolidated into a single report to minimize the administrative burden on States.
?? Pursuant to the Homeland Security Act of 2002, the Secretary of Homeland
Security is the principal federal official for domestic incident management.
Consequently, and according to the Homeland Security Presidential
Directive/HSPD-5, the Secretary shall develop and administer a National Incident
Management System (NIMS). This system will provide a consistent nationwide
approach for Federal, State, and local governments to work effectively and
efficiently together to prepare for, respond to, and recover from domestic
incidents, regardless of cause, size, or complexity. To provide for interoperability
and compatibility among Federal, State, and local capabilities, the NIMS will
include a core set of concepts, principles, terminology, and technologies covering
the incident command system; multi-agency coordination systems; unified
command; training; identification and management of resources (including
systems for classifying types of resources); qualifications and certification; and
the collection, tracking, and reporting of incident information and incident
resources.
?? As mandated by HSPD-5, beginning in FY 2005, adoption of the NIMS will be a
requirement for receipt of grant funds from ODP. As such, DHS encourages
grantees to begin utilizing NIMS concepts, principles, terminology, and
technologies as they are made available by DHS. Additionally, if agencies are
not already using the incident command system (ICS) as taught by DHS,
grantees and sub-grantee should institutionalize the use of ICS across their
entire response system by the end of the two-year performance period.
?? The Office of Justice Programs’ Office of the Comptroller (OC) will continue to
provide fiscal support and oversight of the three grant programs included in this
solicitation.
?? Grantees are reminded to review the following documents and ensure that grant
activities are conducted in accordance with the applicable guidance: 28 C.F.R.
Part 66 (Uniform Administrative Requirements for Grants to States); Office of
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Management and Budget (OMB) Circular A-87, addressing cost principles for
grants to state and local governments; 28 C.F.R. Part 70 (Common Rule for
Administrative Requirements for Grants to non-profits); and OMB Circulars A-122
and A-21, addressing cost principles for grants to non-profit entities. Additionally,
grantees should be familiar with the requirements included in the Office for
Justice Programs OC Financial Guide.
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V. APPLICATION, AWARD
AND SUBMISSION
REQUIREMENTS
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V. Application, Award and Submission Requirements
The following steps must be completed in accordance with directions in this package on
the Grants Management System (GMS) to ensure a successful application and grant
award process:
A. Application Process
SAAs must apply for FY 2004 grant funding through the Grant Management System
(GMS). Applications must be received by ODP no later than November 30, 2003.
Grants will not be awarded until the State’s State Homeland Security Strategy (SHSS) is
submitted to ODP and approved.
Required submissions: 1) SF-424 Grant Application with certifications
(through GMS), and 2) a DUNS Number in accordance with Appendix A
B. Grant Award to State
Upon approval of the electronic grant application through GMS and approval of the
SHSS, the grant will be awarded to the respective SAA. This date will be known as the
award date. The State’s 60-day obligation period must be met within 60 days of the
award date.
Required Submissions: 1) finalized SHSS submitted to and approved by ODP
and, 2) signed award document and special conditions returned to the Office of
the Comptroller.
C. State Obligation of Grant Funds to Local Units of Government and Initial
Strategy Implementation Spending Plans
Each State shall obligate not less than 80 percent of the total amount of the grant to
local units of government within 60 days after the grant award. If requested in writing
by a local unit of government, the State may retain some or all of the local unit of
government’s allocation of grant funds for purchases made by the State on behalf of the
local unit of government. States holding grant funds on behalf of local units of
government must enter into a memorandum of understanding with the local unit of
government specifying the amount of funds to be retained by the State for purchases.
This agreement must be kept on file with the SAA. ODP will track the 60-day obligation
time period and will subsequently require each State and territory to submit a report
detailing the obligations made to each local unit of government by grant program, the
primary activities and accomplishments anticipated, expected allocations by discipline,
and projected use of funds by solution area, such as training, equipment, etc. Initial
Strategy Implementation Spending Plans must also be provided for funding retained at
the State level (see Initial Strategy Implementation Spending Plan in Appendix C).
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Failure to provide this information within 60 days of receipt of funds may result in ODP
withholding grant funds from further obligation and expenditure.
Required Submissions: Initial Strategy Implementation Spending Plan.
D. State and Sub-grantee Obligation of Funds
Following award of the grant, the State and sub-grantees will be responsible for
providing updated obligation and expenditure information on a regular basis. States will
provide consolidated information to ODP in their Biannual Strategy Implementation
Reports (BSIR), which will serve as the reporting format of the biannual Categorical
Assistance Progress Reports (CAPR). These are due on July 31 with a reporting period
of January 1 through June 30, and on January 31 with a reporting period of July 1
through December 31 (see guidance for BSIR/CAPR in Appendix C). Updated
obligation and expenditure information must be provided with the BSIRs to show
progress made in meeting strategic goals and objectives.
Required Submissions: BSIR (biannually).
E. Drawdown and Expenditure of Funds
Following the grant award and release of any special conditions, the grantee can
drawdown and expend grant funds through the electronic PAPRS or LOCES systems.
Questions regarding grant accounts should be addressed to the Office of the
Comptroller at 1-800-458-0786. Drawdowns and expenditures must be reported to
ODP on a quarterly basis through the Financial Status Report (FSR). The FSR is due
45 days after the end of each quarter (i.e. for the quarter ending March 31, FSR is due
on May 15).
Note: Grant funds may be drawn down up to 90 days after the end of the grant period in
order to facilitate final expenditures. However, no obligations can be made after the
grant project period has ended.
Required Submissions: SF-269 FSR (submitted quarterly; see sample in
Appendix F).
F. Technical Assistance and Monitoring
Throughout the project period DHS-ODP Preparedness Officers will work closely with
State and local officials in their assigned States and territories. The primary duty of
DHS-ODP Preparedness Officers is to assist State and local agencies in enhancing
their homeland security preparedness through planning, training, equipment acquisition,
exercises, and technical assistance. Preparedness Officers will be in continuous
contact with the SAAs and local officials, and should be considered as the primary point
of contact within DHS-ODP for addressing questions, concerns, and general issues.
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Additionally, grant recipients will be monitored periodically by ODP staff to ensure that
the program goals, objectives, timelines, budgets and other related program criteria are
being met. Monitoring will be accomplished through a combination of office-based and
on-site monitoring visits. Monitoring will involve the review and analysis of the financial,
programmatic, and administrative issues relative to each program, and will identify
areas where technical assistance and other support may be needed.
G. Grant Close-out Process
Within 120 days after the end of the grant period, the grantee will submit a final FSR
and a final BSIR detailing all accomplishments throughout the project. After both of
these reports have been reviewed and approved by the DHS-ODP Preparedness
Officer, a Grant Adjustment Notice (GAN) will be completed to close-out the grant. The
GAN will indicate the project as being closed, list any remaining funds that will be deobligated,
and address the requirement of maintaining the grant records for three years
from the date of the final FSR. After the financial information is received and approved
by the Office of the Comptroller, the grant will be identified as "Closed by the Office of
the Comptroller."
Required Submissions: 1) Final SF-269 Financial Status Report; 2) Final BSIR.
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VI. STATE HOMELAND
SECURITY PROGRAM
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VI. The Fiscal Year 2004 State Homeland Security Program (SHSP)
A. Program Overview
The FY 2004 State Homeland Security Program (SHSP) provides funds to enhance the
capability of State and local units of government to prevent, deter, respond to, and
recover from incidents of terrorism involving the use of chemical, biological, radiological,
nuclear, and explosive (CBRNE) weapons and cyber attacks. These funds support
costs related to homeland security and emergency operations planning activities; the
purchase of specialized equipment; costs related to the design, development, and
conduct of a State CBRNE and cyber security training programs and attendance at
ODP-sponsored courses; the design, development, conduct, and evaluation of CBRNE
and cyber security exercises; and other costs associated with implementing the State
Homeland Security Strategies (SHSS).
For those States and local units of government that have addressed agriculture in their
strategies, the FY 2004 SHSP provides funds in the same broad categories of planning,
equipment, training and exercises, as well as agriculture-specific equipment that could
be utilized to address specific gaps in preparedness, prevention, and recovery within
the agriculture sector.
B. Program Requirements
Each State shall obligate not less than 80 percent of SHSP funds to local units of
government within 60 days after the grant award. If requested in writing by a local
unit of government, the State may retain some or all of the local unit of government’s
allocation of grant funds for purchases made by the State on behalf of the local unit of
government. States holding grant funds on behalf of local units of government must
enter into a memorandum of understanding with the local unit of government specifying
the amount of funds to be retained by the State for purchases. This agreement must be
kept on file with the SAA. States and local units of government must utilize their FY
2004 State Homeland Security Strategies as the basis for the allocation of funds to
meet prioritized needs to enhance and refine their preparedness efforts. There must be
a clear correlation between the goals and objectives identified in the SHSS and in the
FY 2004 SHSP program activities. Required Strategy Implementation Spending Plans
and Reports will document this correlation.
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C. Authorized Program Expenditures
Funding may be used in any of five categories: (1) planning; (2) equipment acquisitions;
(3) training; (4) exercise; and (5) management and administrative (M & A). Other than a
3% cap on M & A funds, there are no restrictions on allocation of funds across these
categories.
Allowable Planning Costs
Planning funds may be used to pay for the following types of planning activities:
?? Establishment or enhancement of mutual aid agreements
?? Development or enhancement of emergency operations plans and operating
procedures
?? Development of terrorism prevention/deterrence plans
?? Development or enhancement of response and recovery plans
?? Development or enhancement of cyber security plans
?? Development or enhancement of cyber risk mitigation plans
?? Development of communications and interoperability protocols and solutions
?? Coordination of citizen and family preparedness plans and programs,
including donations programs and volunteer initiatives
?? Conducting local or regional program implementation meetings
?? Conducting point vulnerability assessments at critical infrastructure and
development of remediation/security plans
?? Conducting cyber risk and vulnerability assessments
?? Development or enhancement of continuity of operations and continuity of
government plans
?? Hiring of full or part-time staff or contractors/consultants to assist with any of
the above activities (not for the purpose of hiring public safety personnel)
?? Conferences to facilitate activities listed above
?? Materials required to conduct activities listed above
?? Travel/per diem related to above activities
Allowable Equipment Costs
The foundation of the FY 2004 SHSP authorized equipment list (AEL) is the
Standardized Equipment List (SEL), which was developed by the Interagency Board
(IAB) for Equipment Standardization and Interoperability. Changes and additions to the
AEL reflect input received by the DHS-ODP from State and local responders and reflect
a continued commitment to better serve the nation. The new AEL also comports closely
with the SEL, but has additional categories and equipment. A cross-section of officials
representing the U.S. Department of Homeland Security, the U.S. Department of
Justice, the Public Health Service, the U.S. Department of Energy, and State and local
CBRNE response experts assisted in the development of this authorized equipment
purchase list and in identifying unallowable items.
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The following list is intended as a guide. If State agencies and local units of
government have questions about eligibility of equipment not specifically addressed
below, the SAA must contact the assigned DHS-ODP Preparedness Officer for
clarification.
Authorized equipment purchases may be made in the following categories:
1. Personal Protective Equipment (PPE)
2. Explosive Device Mitigation and Remediation Equipment
3. CBRNE Search and Rescue Equipment
4. Interoperable Communications Equipment
5. Detection Equipment
6. Decontamination Equipment
7. Physical Security Enhancement Equipment
8. Terrorism Incident Prevention Equipment
9. CBRNE Logistical Support Equipment
10. CBRNE Incident Response Vehicles
11. Medical Supplies and Limited Types of Pharmaceuticals
12. CBRNE Reference Materials
13. Agricultural Terrorism Prevention, Response and Mitigation Equipment
14. CBRNE Response Watercraft
15. CBRNE Aviation Equipment
16. Cyber Security Enhancement Equipment
17. Intervention Equipment
18. Other Authorized Equipment
1. Personal Protective Equipment - Equipment worn to protect the individual from
hazardous materials and contamination. Levels of protection vary and are divided into
categories based on the degree of protection afforded. The following constitutes
equipment intended for use in a chemical/biological threat environment:
Level A. Fully encapsulated, liquid and vapor protective ensemble selected when
the highest level of skin, respiratory, and eye protection is required. The following
constitutes Level A equipment for consideration:
?? Fully Encapsulated Liquid and Vapor Protection Ensemble, reusable or
disposable (tested and certified against CB threats)
?? Fully Encapsulated Training Suits
?? Closed-Circuit Rebreather (minimum 2-hour supply, preferred), or open-circuit
Self-Contained Breathing Apparatus (SCBA) or, when appropriate, Air-Line
System with 15-minute minimum escape SCBA
?? Spare Cylinders/Bottles for rebreathers or SCBA and service/repair kits
?? Chemical Resistant Gloves, including thermal, as appropriate to hazard
?? Personal Cooling System; Vest or Full Suit with support equipment needed for
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maintaining body core temperature within acceptable limits
?? Hardhat/helmet
?? Chemical/Biological Protective Undergarment
?? Inner Gloves
?? Approved Chemical Resistant Tape
?? Chemical Resistant Boots, Steel or Fiberglass Toe and Shank
?? Chemical Resistant Outer Booties
Level B. Liquid splash resistant ensemble used with highest level of respiratory
protection. The following constitute Level B equipment and should be considered for
use:
?? Liquid Splash Resistant Chemical Clothing, encapsulated or non-encapsulated
?? Liquid Splash Resistant Hood
?? Closed-Circuit Rebreather (minimum 2-hour supply, preferred), open-circuit
SCBA, or when appropriate, Air-Line System with 15-minute minimum escape
SCBA
?? Spare Cylinders/Bottles for rebreathers or SCBA and service/repair kits
?? Chemical Resistant Gloves, including thermal, as appropriate to hazard
?? Personal Cooling System; Vest or Full Suit with support equipment needed for
maintaining body core temperature within acceptable limits
?? Hardhat/helmet
?? Chemical/Biological Protective Undergarment
?? Inner Gloves
?? Approved Chemical Resistant Tape
?? Chemical Resistant Boots, Steel or Fiberglass Toe and Shank
?? Chemical Resistant Outer Booties
Level C. Liquid splash resistant ensemble, with same level of skin protection of
Level B, used when the concentration(s) and type(s) of airborne substances(s) are
known and the criteria for using air-purifying respirators are met. The following
constitute Level C equipment and should be considered for use:
?? Liquid Chemical Splash Resistant Clothing (permeable or non-permeable)
?? Liquid Chemical Splash Resistant Hood (permeable or non-permeable)
?? Tight-fitting, Full Facepiece, Negative Pressure Air Purifying Respirator with the
appropriate cartridge(s) or canister(s) and P100 filter(s) for protection against
toxic industrial chemicals, particulates, and military specific agents.
?? Tight-fitting, Full Facepiece, Powered Air Purifying Respirator (PAPR) with
chemically resistant hood with appropriate cartridge(s) or canister(s) and
high-efficiency filter(s) for protection against toxic industrial chemicals,
particulates, and military specific agents.
?? Closed-Circuit Rebreather (minimum 2-hour supply, preferred), open-circuit
SCBA, or when appropriate, Air-Line System with 15-minute minimum escape
SCBA
?? Spare cylinder/bottles for rebreathers or SCBA
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?? SCBA Service and repair kits
?? Equipment or system batteries will include those that are rechargeable (e.g.
NiCad) or non-rechargeable with extended shelf life (e.g. Lithium)
?? Chemical Resistant Gloves, including thermal, as appropriate to hazard
?? Personal Cooling System; Vest or Full Suit with support equipment
?? Hardhat
?? Inner Chemical/Biological Resistant Garment
?? Inner Gloves
?? Chemical Resistant Tape
?? Chemical Resistant Boots, Steel or Fiberglass Toe and Shank
?? Chemical Resistant Outer Booties
Level D. Selected when no respiratory protection and minimal skin protection is
required, and the atmosphere contains no known hazard and work functions
preclude splashes, immersion, or the potential for unexpected inhalation of, or
contact with, hazardous levels of any chemicals.
?? Escape mask for self-rescue
Note: During CBRNE response operations, the incident commander determines the
appropriate level of personal protective equipment. As a guide, Levels A, B, and C are
applicable for chemical/ biological/ radiological contaminated environments. Personnel
entering protective postures must undergo medical monitoring prior to and after entry.
All SCBAs must meet standards established by the National Institute for Occupational
Safety and Health (NIOSH) for occupational use by emergency preparedness and
response personnel when exposed to Chemical, Biological, Radiological and Nuclear
(CBRN) agents in accordance with Special Tests under NIOSH 42 CFR 84.63(c),
procedure number RCT-CBRN-STP-0002, dated December 14, 2001.
Grant recipients must purchase: 1) protective ensembles for chemical and biological
terrorism incidents that are certified as compliant with Class 1, Class 2, or Class 3
requirements of National Fire Protection Association (NFPA) 1994, Protective
Ensembles for Chemical/Biological Terrorism Incidents; 2) protective ensembles for
hazardous materials emergencies that are certified as compliant with NFPA 1991,
Standard on Vapor Protective Ensembles for Hazardous Materials Emergencies,
including the chemical and biological terrorism protection; 3) protective ensembles for
search and rescue or search and recovery operations where there is no exposure to
chemical or biological warfare or terrorism agents and where exposure to flame and
heat is unlikely or nonexistent that are certified as compliant with NFPA 1951, Standard
on Protective Ensemble for USAR Operations; and, 4) protective clothing from blood
and body fluid pathogens for persons providing treatment to victims after
decontamination that are certified as compliant with NFPA 1999, Standard on Protective
Clothing for Emergency Medical Operations.
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For more information regarding these standards, please refer to the following web sites:
The National Fire Protection Association - http://www.nfpa.org
National Institute for Occupational Safety and Health - http://www.cdc.gov/niosh
2. Explosive Device Mitigation and Remediation - Equipment providing for the
mitigation and remediation of explosive devices in a CBRNE environment:
?? Bomb Search Protective Ensemble for Chemical/Biological Response
?? Chemical/Biological Undergarment for Bomb Search Protective Ensemble
?? Cooling Garments to manage heat stress
?? Ballistic Threat Body Armor (not for riot suppression)
?? Ballistic Threat Helmet (not for riot suppression)
?? Blast and Ballistic Threat Eye Protection (not for riot suppression)
?? Blast and Overpressure Threat Ear Protection (not for riot suppression)
?? Fire Resistant Gloves
?? Bomb blanket, Bomb Suppression Blanket, explosive devices blanket
?? Dearmer/Disrupter
?? Real Time X-Ray Unit; Portable X-Ray Unit
?? CBRNE Compatible Total Containment Vessel (TCV)
?? CBRNE Upgrades for Existing TCV
?? Robot; Robot Upgrades
?? Fiber Optic Kit (inspection or viewing)
?? Tents, standard or air inflatable for chem/bio protection
?? Inspection mirrors
?? Ion Track Explosive Detector
3. CBRNE Search and Rescue Equipment - Equipment providing a technical search
and rescue capability for a CBRNE environment:
?? Hydraulic tools; hydraulic power unit
?? Listening devices; hearing protection
?? Search cameras (including thermal and infrared imaging)
?? Breaking devices (including spreaders, saws, and hammers)
?? Lifting devices (including air bag systems, hydraulic rams, jacks, ropes, and
block and tackle)
?? Blocking and bracing materials
?? Evacuation stretchers, baskets, and chairs (for evacuation of disabled
personnel)
?? Ventilation fans
?? Rescue ropes and ladders (including rescue pulley systems)
?? Confined Space Kits (such as MSA Watchman)
?? Underwater equipment including: lights, metal detectors, communication and
video units, lift bags, water rescue helmets, ice hooks, buoyancy compensator,
and underwater scooter/DPV
?? SCUBA equipment including: exposure and pressurized suites, face masks,
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regulators, air tanks, and pony bottles.
4. Interoperable Communications Equipment - Equipment and systems providing
connectivity and electrical interoperability between local and interagency organizations
to coordinate CBRNE response operations. When utilizing ODP program funds in the
category of Interoperable Communications Equipment to build, upgrade, enhance, or
replace communications systems, grantees and sub-grantees should develop a
comprehensive interoperable communications plan before procurement decisions are
made. Guidance for development of interoperable communications plans is provided in
Appendix E.
?? Land Mobile, Two-Way In-Suit Communications (secure, hands-free, fully
duplex, optional), including air-to-ground capability (as required)
?? Antenna and tower systems
?? Leasing and rental of tower space
?? Personnel Alert Safety System (PASS) - (location and physiological monitoring
systems optional)
?? Personnel Accountability Systems
?? Individual/portable radios, software radios, portable repeaters, radio
interconnect systems, satellite phones, batteries, chargers and battery
conditioning systems
?? Computer systems designated for use in an integrated system to assist with
detection and communication efforts (must be linked with integrated software
packages designed specifically for chemical and/or biological agent detection
and communication purposes)
?? Aviation and maritime security voice and data transmission equipment
?? Portable Meteorological Station (monitors temperature, wind speed, wind
direction and barometric pressure at a minimum)
?? Computer aided dispatch systems and enhancement of 911 systems, and
mobile computer data systems to include pagers, palm pilots, and cell phones
?? Commercially available crisis management software
?? Mobile Display Terminals
Note: In an effort to improve emergency preparedness and response interoperability, all
new or upgraded radio systems and new radio equipment should be compatible with a
suite of standards called ANSI/TIA/EIAA-102 Phase I (Project 25). These standards
have been developed to allow for backward compatibility with existing digital and analog
systems and provide for interoperability in future systems. The FCC has chosen the
Project 25 suite of standards for voice and low-moderate speed data interoperability in
the new nationwide 700 MHZ frequency band. The Integrated Wireless Network (IWN)
of the U.S. Justice and Treasury Departments has also chosen the Project 25 suite of
standards for their new radio equipment. In an effort to realize improved
interoperability, all radios purchased under this grant should be APCO 25 compliant.
5. Detection Equipment - Equipment to sample, detect, identify, quantify, and monitor
for chemical, biological, radiological/nuclear, and explosive agents throughout
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designated areas or at specific points, including equipment necessary to enhance
laboratory detection capabilities:
Chemical
?? M-8 Detection Paper for chemical agent identification
?? M-9 Detection Paper (roll) for chemical agent (military grade) detection
?? M-256 Detection Kit for Chemical Agent (weapons grade—blister: CX/HD/L;
blood: AC/CK; and nerve: GB/VX) detection
?? M-256 Training Kit
?? M-18 Series Chemical Agent Detector Kit for surface/vapor chemical agent
analysis
?? Hazard Categorizing (HAZCAT) Kits
?? Photo-Ionization Detector (PID)
?? Flame Ionization Detector (FID)
?? Surface Acoustic Wave Detector
?? Gas Chromatograph/Mass Spectrometer (GC/MS)
?? Ion Mobility Spectrometry
?? Stand-Off Chemical Detector
?? M-272 Chemical Agent Water Test Kit
?? Colormetric Tube/Chip Kit specific for TICs and CBRNE applications
?? Multi-gas Meter with minimum of O2 and LEL
?? Leak Detectors (soap solution, ammonium hydroxide, etc)
?? pH Paper/pH Meter
?? Waste Water Classifier Kit
?? Oxidizing Paper
?? Protective cases for sensitive detection equipment storage and transport
Biological
?? Point Detection Systems/Kits (Immunoassay or other technology)
Radiological/Nuclear
?? Radiation detection equipment (electronic or other technology that detects
alpha, beta, gamma, and high intensity gamma)
?? Personal Dosimeter
?? Scintillation Fluid (radiological) pre-packaged
?? Radiation monitors
Explosive
?? Canines (initial acquisition and initial operational capability only)
6. Decontamination Equipment - Equipment and material used to clean, remediate,
remove or mitigate chemical and biological contamination:
Chemical
?? Decontamination system for individual and mass application with environmental
controls, water heating system, showers, lighting, and transportation (trailer)
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?? Decon Litters/roller systems
?? Extraction Litters, rollable
?? Runoff Containment Bladder(s), decontamination shower waste collection with
intrinsically-safe evacuation pumps, hoses, connectors, scrub brushes, nozzles
?? Spill Containment Devices
?? Overpak Drums
?? Non-Transparent Cadaver Bags (CDC standard)
?? Hand Carts
?? Waste water classification kits/strips
Biological
?? HEPA (High Efficiency Particulate Air) Vacuum for dry decontamination
7. Physical Security Enhancement Equipment - Equipment to enhance the physical
security of critical infrastructure.
Surveillance, Warning, Access/Intrusion Control
Ground
?? Motion Detector Systems: Acoustic; Infrared; Seismic; Magnetometers
?? Barriers: Fences; Jersey Walls
?? Impact Resistant Doors and Gates
?? Portal Systems; locking devices for access control
?? Alarm Systems
?? Video Assessment/Cameras: Standard, Low Light, IR, Automated Detection
?? Personnel Identification: Visual; Electronic; Acoustic; Laser; Scanners;
Cyphers/Codes
?? X-Ray Units
?? Magnetometers
?? Vehicle Identification: Visual; Electronic; Acoustic; Laser; Radar
Waterfront
?? Radar Systems
?? Video Assessment System/Cameras: Standard, Low Light, IR, Automated
Detection
?? Diver/Swimmer Detection Systems; Sonar
?? Impact Resistant Doors and Gates
?? Portal Systems
?? Hull Scanning Equipment
?? Plus all those for Ground
?? Vessel Barriers
Sensors – Agent/Explosives Detection
?? Chemical: Active/Passive; Mobile/Fixed; Handheld
?? Biological: Active/Passive; Mobile/Fixed; Handheld
?? Radiological
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?? Nuclear
?? Ground/Wall Penetrating Radar
Inspection/Detection Systems
?? Vehicle and Cargo Inspection System – Gamma-ray
?? Mobile Search and Inspection System – X-ray
?? Non-Invasive Radiological/Chem/Bio/Explosives System – Pulsed Neutron
Activation
Explosion Protection
?? Blast/Shock/Impact Resistant Systems
?? Protective Clothing
?? Column and Surface Wraps; Breakage/Shatter Resistant Glass; Window Wraps
?? Robotic Disarm/Disable Systems
Support Equipment for Continuation of Critical Infrastructure Operations
?? Large fixed generators
?? Fuel storage containers
?? Back-up operating computer hardware and programming software
?? Self-monitoring sensors and alarms
8. Terrorism Incident Prevention Equipment (Terrorism Early Warning,
Prevention, and Deterrence Equipment and Technologies) - State and local
emergency preparedness, prevention and response agencies will increasingly rely on
the integration of emerging technologies and equipment to improve jurisdictional
capabilities to deter and prevent terrorist incidents. This includes, but is not limited to,
equipment and associated components that enhance a jurisdiction’s ability to
disseminate advanced warning information to prevent a terrorist incident or disrupt a
terrorist’s ability to carry out the event, including information sharing, threat recognition,
and public/private sector collaboration.
?? Data collection/information gathering software
?? Data synthesis software
?? Geographic Information System (GIS) information technology and software
?? Law enforcement surveillance equipment
?? GIS plotter software and printers
?? Joint Regional Information Exchange System (JRIES)
?? Alert and notification equipment that allows for real-time dissemination of
information and intelligence. Examples of this equipment include cellular
phones, pagers, text messaging, etc.
?? Hardware, software and internet-based systems that allow for information
exchange and dissemination
?? Fees for use of databases containing terrorist threat information
?? Facial recognition hardware and software
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9. CBRNE Logistical Support Equipment - Logistical support gear used to store and
transport the equipment to the CBRNE incident site and handle it once onsite. This
category also includes small support equipment including intrinsically safe (nonsparking)
hand tools required to support a variety of tasks and to maintain equipment
purchased under the grant, as well as general support equipment intended to support
the CBRNE incident response. The State should also consider procurement of software
to assist in tracking and maintaining statewide equipment assets.
?? Equipment trailers
?? Staging tents and portable shelter units
?? Weather-tight containers for equipment storage
?? Software for equipment tracking and inventory
?? Handheld computers for Emergency Response applications
?? Small hand tools
?? Binoculars, head lamps, range finders and spotting scopes (not for weapons
use)
?? Night vision goggles
?? Light and heavy duty generators to operate search and rescue equipment, light
sets, water pumps for decontamination sets
?? Light sets for nighttime operations/security (including emergency light poles)
?? Electrical current detectors and DC to AC inverter equipment
?? Equipment harnesses, belts, and vests (including incident command vests)
?? Isolation containers for suspected chemical/biological samples
?? Bull horns and other PA systems
?? Traffic and crowd control devices (traffic and reflective cones, arrow and zone
signs, portable barriers)
?? Water pumps for decontamination systems
?? Bar code scanner/reader for equipment inventory control
?? Badging system equipment and supplies
?? Cascade system for refilling SCBA oxygen bottles
?? SCBA fit test equipment and software to conduct flow testing
?? Testing equipment for fully encapsulated suits and respirators
?? Cooling/heating/ventilation fans (personnel and decontamination tent use)
?? HAZMAT gear bag/box
10. CBRNE Incident Response Vehicles - This category includes special-purpose
vehicles for the transport of CBRNE response equipment and personnel to the incident
site. Licensing and registration fees are the responsibility of the jurisdiction and are not
allowable under this grant. In addition, general-purpose vehicles (squad cars, executive
transportation, etc.), fire apparatus, and non-CBRNE tactical/armored assault vehicles
are not allowable. Allowable vehicles include:
?? Mobile command post vehicles
?? Hazardous materials (HazMat) response vehicles
?? Bomb response vehicles
?? Prime movers for equipment trailers
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?? 2-wheel personal transport vehicles for transporting fully suited bomb
technicians, Level A/B suited technicians to the Hot Zone
?? Multi-wheeled all terrain vehicles for transporting personnel and equipment to
and from the hot zone
?? Mobile Command Unit
?? Mobile Morgue Unit
?? Response vehicles to deploy bomb, hazmat, and special weapons personnel,
equipped to detect chemical, biological and radiological materials; these
vehicles may be armored to protect these personnel from explosions and
projectiles when required to enter hot zones.
11. Medical Supplies and Pharmaceuticals - Medical supplies and pharmaceuticals
required for response to a CBRNE incident at the advanced life support level. Grantees
are responsible for replenishing items after shelf-life expiration date(s).
Medical Supplies
?? Automatic biphasic external defibrillators and carry bags
?? Equipment and supplies for establishing and maintaining a patient airway (to
include OP and NG airways; ET tubes, styletes, blades, and handles; portable
suction devices and catheters; and stethoscopes for monitoring breath sounds)
?? Blood pressure cuffs
?? IV administration sets (macro and micro) and pressure infusing bags
?? IV catheters (14, 16, 18, 20, and 22 gauge)
?? IV catheters (Butterfly 22, 24 and 26 gauge)
?? Manual biphasic defibrillators (defibrillator, pacemaker, 12 lead) and carry bags
?? Eye lens for lavage or continuous medication
?? Morgan eye shields
?? Nasogastric tubes
?? Oxygen administration equipment and supplies (including bag valve masks;
rebreather and non-rebreather masks, and nasal cannulas; oxygen cylinders,
regulators, tubing, and manifold distribution systems; and pulse oximetry,
Capnography and CO2 detection devices)
?? Portable ventilator
?? Pulmonary fit tester
?? Syringes (3cc and 10cc)
?? 26 ga ½" needles (for syringes)
?? 21 ga. 1 ½ " needles (for syringes)
?? Triage tags and tarps
?? Sterile and non-sterile dressings, all forms and sizes
?? Gauze, all sizes
?? Burn kits
Pharmaceuticals
?? 2Pam Chloride
?? Adenosine
?? Albuterol Sulfate .083%
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?? Albuterol MDI
?? Atropine 0.1 & 0.4 mg/ml
?? Atropine Auto Injectors
?? Benadryl
?? CANA Auto Injectors
?? Calcium Chloride
?? Calcium Gluconate 10%
?? Ciprofloxin PO
?? Cyanide kits
?? Dextrose
?? Dopamine
?? Doxycycline PO
?? Epinephrine
?? Glucagon
?? Lasix
?? Lidocaine
?? Loperamide
?? Magnesium Sulfate
?? Methylprednisolone
?? Narcan
?? Nubain
?? Nitroglycerin
?? Normal Saline (500 and 1000 ml bags)
?? Potassium Iodide
?? Silver Sulfadiazine
?? Sodium Bicarbonate
?? Sterile Water
?? Tetracaine
?? Thiamine
?? Valium
12. CBRNE Reference Materials - Reference materials and software designed to
assist emergency preparedness and response personnel in preparing for and
responding to a CBRNE incident. This includes but is not limited to the following:
?? NFPA Guide to hazardous materials
?? NIOSH Hazardous Materials Pocket Guide
?? North American Emergency Response Guide
?? Jane’s Chem-Bio Handbook
?? First Responder Job Aids
13. Agricultural Terrorism Prevention, Response and Mitigation Equipment -
Equipment used for agricultural terrorism prevention, response and/or mitigation. DHSODP
expanded the scope of its programs based on feedback from its constituency. To
that end, an agricultural section has been incorporated into the State Homeland
Security Assessment and Strategy and grant programs to assist with preventing,
28
responding to, and recovering from agro-terrorism events. In addition to the following
categories, any of the equipment items from the authorized equipment list (AEL) maybe
used for agricultural homeland security efforts.
Animal Restraint
?? Probangs
?? Nose leads
?? Lariat
?? Hog snare
?? Portable cattle and hog chutes
?? Knee boards
?? Hog paddles
?? Electric prods
?? Halters
?? Swine mouth speculum
?? Panels
?? Portable pens, crates, kennels
?? Leashes
Diagnostic Equipment
?? Biohazard packing container
?? Blood sampling supplies (needles, syringes, blood tubes)
?? Biohazard bags and containers
?? Sharps containers
?? Animal identification supplies (back tags, marker crayons, waterproof tape
and pens)
?? Specimen containers
?? Ice packs for shipping and access to freezer
Cleaning, Disinfection, and Fumigation
?? Bleach
?? Potassium bromide
?? Other surface and topical disinfectants
?? Soda ash
?? Sodium hydroxide and vinegar
Disposal Equipment and Supplies
?? Draglines
?? Heavy plastic liners
Burning and Incinerating Supplies
?? Clean fuel oil and other incineration materials
?? Portable incinerators
Depopulation
?? Euthanasia solution
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?? Captive bolt pistol (appropriate gauge)
?? Lining and covering for buried waste
General
?? Euthanasia guidelines
?? Animal handling guidelines
?? Quarantine forms
?? Plastic file boxes or filing cabinets
?? Chisel
?? Disposable scalpels/blades
?? Surgical scissors
?? Pliers
?? Forceps
?? Identification system for animals
?? Reference materials for specific animal management in disasters/agroterrorism
14. CBRNE Prevention & Response Watercraft – This category allows for the
purchase of surface boats and vessels for port homeland security purposes,
including prevention and response. Allowable costs also include the purchase of
customary and specialized navigational, communications, safety, and operational
equipment necessary to enable such watercraft to carry out their homeland security
mission.
Licensing, registration fees, insurance, and all ongoing operational expenses are the
responsibility of the grantee or the local units of government and are not allowable
under this grant.
15. CBRNE Aviation Equipment – This category allows for the purchase of specialpurpose
aviation equipment where such equipment will be utilized primarily for
homeland security objectives and permissible program activities, and provides that the
local units of government certified that it has an operating aviation unit and that the
costs for operation and maintenance of such equipment will be paid from non-grant
funds. Aviation equipment is defined as fixed-wing aircraft, helicopters, and air-safety
containers for CBRNE prevention, response, mitigation and/or remediation. Allowable
costs include the purchase of customary and specialized navigational, communications,
safety, and operational equipment necessary for CBRNE prevention, response and/or
recovery.
Prior to obligating funds for this category of equipment, grantees must obtain a
waiver from Department of Homeland Security Secretary through ODP by first
consulting with their DHS-ODP Preparedness Officer and providing a detailed
justification for obligating funds in this category, and receiving approval to
obligate funds.
30
Licensing, registration fees, insurance, and all ongoing operational expenses are the
responsibility of the grantee or the local units of government and are not allowable
under this grant. In addition, the purchases of general-purpose public safety aircraft
such as, but not limited to, firefighting planes or police helicopters are not allowable.
Furthermore, local units of government, including State agencies, must certify that they
have an operating aviation unit and that no expenses will be charged against the grant
award for the operation of such aviation unit. Also prohibited is aviation equipment
acquisition that is inconsistent with the State’s updated homeland security assessment
and strategy.
16. Cyber Security Enhancement Equipment
• Intrusion detection devices and systems
• Configuration management and patch dissemination tools
• Scanning and penetration tools
• Geographic information systems
• Encryption systems
• Firewall and authentication technologies
• Network traffic monitoring and analysis systems
• Security hardware and software countermeasures to protect against cyber
attacks
17. Intervention Equipment – this category allows for the purchase of specialized law
enforcement equipment that is necessary to further enhance their capabilities to prevent
domestic terrorism incidents. Grantees are reminded that they must comply with 28
CFR, Parts 66 and 70. In addition, when procuring any Title III equipment, grantees
must strictly adhere to requirements of 18 U.S.C., Part I, Chapter 119, Section 2512,
pertaining to the manufacture, distribution, possession, and advertising of wire, oral, or
electronic communications interception devices. This category includes but is not
limited to the following:
?? Tactical entry equipment (not including weapons)
?? Title III Equipment (Pin registers)
?? Specialized response vehicles and vessels
18. Other Authorized Equipment and Related Costs
?? Installation costs for authorized equipment purchased through ODP grants
?? Maintenance contracts for authorized equipment purchased through ODP grants
and acquired through DHS-ODP’S’s Homeland Defense Equipment Reuse
(HDER) Program
?? Multiple Integrated Laser Engagement System (MILES)
?? Training on CBRNE and cyber security equipment by vendors or local entities –
DHS encourages the use of Domestic Preparedness Equipment Technical
Assistance Program (DPETAP) for equipment training; however,
manufacturer/vendor equipment training, the cost of overtime to attend the
training, and costs related to having vendors provide training on equipment to
31
State and/or local units of government is allowed to facilitate the training on and
fielding of equipment.
?? Shipping costs for equipment
?? Sales tax on equipment
Allowable Training Costs
Funds may be used to enhance the capabilities of State and local emergency
preparedness and response personnel through development of a State homeland
security training program. Allowable training-related costs include: 1) establishment of
CBRNE and cyber security training programs within existing training academies,
universities or junior colleges; and 2) overtime and backfill costs associated with
attendance at ODP-sponsored and approved CBRNE and cyber security training
courses. Allowable training costs reflected within the LETPP (Section VII) are also
allowable with SHSP funds.
The target audience for training courses funded must be emergency preparedness,
prevention and response personnel, emergency managers and public/elected officials
within the following disciplines: firefighters, law enforcement, emergency management,
emergency medical services, hazardous materials, public works, public health, health
care, public safety communications, governmental administrative, cyber security and
private security providers. Awareness training for citizen preparedness is also
allowable. Grantees using these funds to develop their own courses should address the
critical training areas and gaps identified in the State's Homeland Security Strategy and
must adhere to the ODP Emergency Responder Guidelines and ODP prevention and
deterrence guidelines. These guidelines and ODP Training Doctrine may be found at:
http://www.ojp.usdoj.gov/odp/whatsnew/whats_new.htm.
Grantees who wish to use grant funds to support attendance at and/or
development of non-ODP sponsored training, must receive approval from ODP
prior to using funds for this purpose. Please see Appendix D for the ODP
Training Approval Process. Grantees and sub-grantees using funds to develop
courses or to attend non-ODP courses will be required to report the number of
individuals trained, by discipline and course level, in their bi-annual strategy
implementation reports (see Appendix C).
To facilitate the development of training consistent with the ODP Emergency Responder
Guidelines and Prevention and Deterrence Guidelines, States are encouraged to adopt
the current ODP awareness and performance level courses noted below.
?? Campus Law Enforcement Awareness Training on WMD
?? AWR-100 Emergency Response to Terrorism: Basic Concepts
?? AWR-101 Emergency Response to Terrorism: Basic Concepts(Train-the-Trainer)
?? AWR-102 Emergency Response to Terrorism: Basic Concepts (Self-Study)
?? AWR 103 WMD Crime Scene Management for Emergency Responders
?? AWR-110 Terrorism Awareness for Emergency Responders (Internet)
32
?? AWR-111 Emergency Medical Services (EMS): Basic Concepts for WMD
Incidents (Internet)
?? AWR-112 Public Works: Basic Concepts for WMD Incidents (Internet)
?? AWR-120 Law Enforcement Response to WMD – Awareness
?? AWR-121 Law Enforcement Response to WMD – Awareness (Train-the-Trainer)
?? AWR-130 Incident Response to Terrorist Bombings – Awareness
?? AWR-140 WMD Radiological/Nuclear Awareness
?? AWR-141 WMD Radiological/Nuclear Awareness (Train-the-Trainer)
?? PER-200 Managing Civil Actions in Threat Incidents (MCATI): Basic Course
(Train-the-Trainer)
?? PER-225 Law Enforcement Response to WMD – Operations Level (Train-the-
Trainer)
?? PER-251 Emergency Response to Terrorism: Operations Course (Train-the-
Trainer)
Note: In order to deliver these courses, State and local instructors must have been
certified to deliver the course by successfully completing ODP’s Train-the-Trainer
course delivery.
For a detailed description of each of these courses, please refer to the ODP WMD
Training Course Catalog located at http://www.ojp.usdoj.gov/odp/. Programs of
instruction for these courses will be made available upon request for incorporation in
State and local training programs. States and local jurisdictions may also use funds to
develop further advanced-level training for incorporation into their training delivery
systems. To assist with these activities, ODP will make programs of instruction for its
advanced, technical level courses available upon request. Please note, grantees
developing advanced level courses will still need to submit final curricula to ODP for
approval in order to support development or delivery with ODP funds. The DHS-ODP
name or logo may not be used in conjunction with courses that have not been
developed by ODP.
In addition, allowable training-related costs include:
1. Overtime and backfill funding for emergency preparedness and response
personnel attending ODP-sponsored and approved training classes - Payment of
overtime expenses will be for work performed by award (SAA) or sub-award employees
in excess of the established work week (usually 40 hours). Further, overtime payments
are allowed only to the extent the payment for such services is in accordance with the
policies of the State or unit(s) of local government and has the approval of the State or
the awarding agency, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not receive compensation
from their unit or agency of government AND from an award for a single period of time
(e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe
benefits on overtime hours are limited to FICA, Workers’ Compensation and
Unemployment Compensation.
33
2. Training Workshops and Conferences - Grant funds may be used to plan and
conduct training workshops or conferences to include costs related to planning, meeting
space and other meeting costs, facilitation costs, materials and supplies, travel and
training plan development.
3. Full or Part-Time Staff or Contractors/Consultants - Full or part-time staff may be
hired to support training-related activities. Payment of salaries and fringe benefits must
be in accordance with the policies of the State or local unit(s) of government and have
the approval of the State or the awarding agency, whichever is applicable. The services
of contractors/consultants may also be procured by the State in the design,
development, conduct, and evaluation of CBRNE training. The applicant's formal
written procurement policy or the Federal Acquisition Regulations (FAR) must be
followed.
4. Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as
expenses by employees who are on travel status for official business related to the
planning and conduct of the training project(s) or for attending ODP-sponsored courses.
These costs must be in accordance with either the federal or an organizationally
approved travel policy.
5. Supplies - Supplies are items that are expended or consumed during the course of
the planning and conduct of the training project(s) (e.g., copying paper, gloves, tape,
and non-sterile masks).
6. Other Items - These costs include the rental of space/locations for planning and
conducting training, badges, etc.
Allowable Exercise Costs
Funds may be used to plan for, design, develop, conduct, and evaluate exercises that
train homeland security preparedness, prevention and response personnel, evaluate
prevention and response plans, policy, procedures and protocols, and assess the
readiness of jurisdictions to prevent and respond to a terrorist attack. Allowable
exercise costs reflected within the LETPP (Section VII) are also allowable with SHSP
funds. Exercises must be threat and performance-based, in accordance with ODP’s
Homeland Security Exercise and Evaluation Program (HSEEP) manuals. These
manuals provide explicit direction on the design, conduct, and evaluation of terrorism
exercises. Exercises conducted with ODP support (grant funds or direct support) must
be managed and executed in accordance with HSEEP. (See
www.ojp.usdoj.gov/odp/exercises/State.htm) After Action Reports (AAR) must be
provided to ODP within 60 days following completion of each exercise (see Appendix
A). ODP Exercise Managers will be assisting their assigned States throughout
development and implementation of exercise programs. States and local units of
government should consider their ODP Exercise Managers as their point of contact for
questions and concerns regarding implementation of the HSEEP.
34
Grantees that wish to expend funds on models, games, or simulations must consult with
“Review of Models, Simulations, and Games for Domestic Preparedness Training and
Exercising, Volume I,” which provides an overview and analysis of existing models,
games and simulations. This report is available at
www.ojp.usdoj.gov/odp/exercises/State.htm
Allowable exercise-related costs include:
1. Exercise Planning Workshop - Grant funds may be used to plan and conduct an
Exercise Planning Workshop to include costs related to planning, meeting space and
other meeting costs, facilitation costs, materials and supplies, travel and exercise plan
development.
2. Full or Part-Time Staff or Contractors/Consultants - Full or part-time staff may be
hired to support exercise-related activities. Payment of salaries and fringe benefits
must be in accordance with the policies of the State or unit(s) of local government and
have the approval of the State or the awarding agency, whichever is applicable. The
services of contractors/consultants may also be procured to support the design,
development, conduct and evaluation of CBRNE exercises. The applicant's formal
written procurement policy or the Federal Acquisition Regulations (FAR) must be
followed.
3. Overtime and backfill costs – Overtime and backfill costs associated with the
design, development and conduct of CBRNE exercises are allowable expenses.
Payment of overtime expenses will be for work performed by award (SAA) or sub-award
employees in excess of the established work week (usually 40 hours) related to the
planning and conduct of the exercise project(s). Further, overtime payments are
allowed only to the extent the payment for such services is in accordance with the
policies of the State or unit(s) of local government and has the approval of the State or
the awarding agency, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not receive compensation
from their unit or agency of government AND from an award for a single period of time
(e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe
benefits on overtime hours are limited to FICA, Workers’ Compensation and
Unemployment Compensation.
4. Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as
expenses by employees who are on travel status for official business related to the
planning and conduct of the exercise project(s). These costs must be in accordance
with either the Federal or an organizationally approved travel policy.
5. Supplies - Supplies are items that are expended or consumed during the course of
the planning and conduct of the exercise project(s) (e.g., copying paper, gloves, tape,
and non-sterile masks).
35
6. Implementation of HSEEP - Costs related to setting up and maintaining a system to
track the completion and submission of AARs and the implementation of corrective
actions from exercises, which may include costs associated with meeting with local
units of government to define procedures. (Note: ODP is developing a national
information system for the scheduling of exercises and the tracking of AAR/CAPs to
reduce the burden on the States and to facilitate national assessments of
preparedness.)
7. Other Items - These costs include the rental of space/locations for exercise planning
and conduct, exercise signs, badges, etc.
Allowable Management and Administrative Costs
No more than 3% of the total amount allocated to the State for SHSP may be used for
management and administrative (M&A) purposes. Any portion of the 3% retained by
the State must be included within the 20% of total funds available to the State. For
example, if a State receives a SHSP award of $1,000,000, the State must pass through
$800,000 to local units of government. The total M&A funds available would be
$30,000.
Allowable M&A expenditures may include:
?? Hiring of full-time or part-time staff or contractors/consultants to assist with the
management of FY 2004 SHSP
?? Hiring of full-time or part-time staff or contractors/consultants to assist with the
implementation and administration of the SHSS
?? Travel expenses
?? Meeting-related expenses (For a complete list of allowable meeting-related
expenses, please review the OJP Office of the Comptroller (OC) Financial Guide
at http://www.ojp.usdoj.gov/FinGuide).
?? Acquisition of authorized office equipment (Note: Authorized office equipment
includes personal computers, laptop computers, printers, LCD projectors, and
other equipment or software which may be required to support the
implementation of the State Strategy.)
?? Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc.
?? Leasing and/or renting of space for newly hired personnel to administer the
SHSP.
D. Unauthorized Program Expenditures
Unauthorized program expenditures include: 1) expenditures for items such as generaluse
software (word processing, spreadsheet, graphics, etc), general-use computers
(other than for allowable M&A activities, or otherwise associated preparedness or
response functions) and related equipment, general-use vehicles, licensing fees,
36
weapons systems and ammunition; 2) activities unrelated to the completion and
implementation of the SHSP; 3) other items not in accordance with the Authorized
Equipment List or previously listed as allowable costs; and, 4) construction or
renovation of facilities.
37
VII. LAW ENFORCEMENT
TERRORISM
PREVENTION
PROGRAM
38
VII. The Fiscal Year 2004 Law Enforcement Terrorism Prevention Program
(LETPP)
A. Program Overview
The FY 2004 LETPP seeks to provide law enforcement communities with enhanced
capabilities for detecting, deterring, disrupting, and preventing acts of terrorism. The FY
2004 LETPP will provide law enforcement communities with funds for the following
activities: 1) information sharing to preempt terrorist attacks; 2) target hardening to
reduce vulnerability of selected high value targets; 3) threat recognition to recognize the
potential or development of a threat; 4) intervention activities to interdict terrorists before
they can execute a threat; 5) interoperable communications; and 6) management and
administration.
The State Administrative Agency (SAA) must coordinate the implementation of this
program with the State’s Lead Law Enforcement Agency (LLEA). When identifying
administrative and planning needs, each grantee should assess current staffing levels
and determine whether a portion of the FY 2004 LETPP funds should be used to
enhance administrative capabilities within the LLEA .
B. Program Requirements
Each State shall obligate not less than 80 percent of LETPP funds to local units of
government within 60 days after the grant award. If requested in writing by a local
unit of government, the State may retain some or all of the local unit of government’s
allocation of grant funds for purchases made by the State on behalf of the local unit of
government. States holding grant funds on behalf of local units of government must
enter into a memorandum of understanding with the local unit of government specifying
the amount of funds to be retained by the State for purchases. This agreement must be
kept on file with the SAA. States and local units of government must utilize their State
Homeland Security Strategies (SHSS) as the basis for the allocation of funds to meet
prioritized needs to enhance and refine their preparedness efforts. There must be a
clear correlation between the goals and objectives identified in the SHSS and in the
FY2004 LETPP program activities.
C. Authorized Program Expenditures
1. Information Sharing to Preempt Terrorist Attacks: These funds will allow
law enforcement communities to purchase equipment and support efficient and
expeditious sharing of information and intelligence that could preempt possible
terrorist attacks.
2. Target Hardening to Reduce Vulnerability: Funds provided under this
category will allow law enforcement communities to make vulnerable targets
more resistant to attack or more difficult to remove or damage.
39
3. Threat Recognition: Funds provided under this category will allow law
enforcement personnel to purchase equipment and conduct additional training
that assists in further recognizing the potential or development of a threat.
4. Intervention Activities: Funds provided under this category will allow law
enforcement personnel to purchase equipment and conduct activities to further
enhance their capabilities to prevent domestic terrorism incidents.
5. Interoperable Communications: Funds provided under this category will
allow law enforcement personnel to purchase equipment to ensure interoperable
communications between, and among, law enforcement agencies and other
emergency service disciplines such as fire and emergency management.
Allowable Planning Costs
?? Development of and participation in information/ intelligence sharing groups
?? Point vulnerability analyses and assessments
?? Development and review of site security buffer zone plans
?? Soft target security planning (public gatherings)
?? Development, implementation and review of Area Maritime Security Plans for
ports, waterways, and coastal areas.
?? Updating and refining threat matrices
?? Conducting local or regional implementation meetings
?? Hiring of full or part-time staff or contractors/consultants to assist with
intervention activities (not for the purpose of hiring public safety personnel)
?? Developing or updating local or regional communications plans
?? Development or enhancement of cyber security plans
?? Development or enhancement of cyber risk mitigation plans
?? Conducting cyber risk and vulnerability assessments
Allowable Organizational Activities
?? Overtime costs for personnel to participate in information, investigative and
intelligence sharing activities specifically related to homeland security. This
includes activities such as Anti-Terrorism Task Forces, Joint Terrorism Task
Forces, Area Maritime Security Committees (as required by the Maritime
Transportation Security Act of 2002), and Terrorism Early Warning Groups.
Funding may not be used to supplant ongoing, routine public safety activities of
State and local law enforcement. No more than 20% of LETPP funds may be
used for overtime costs for the organizational activities noted above without prior
approval from ODP. If a state or local law enforcement agency wishes to exceed
the 20% overtime limit, a written request may be submitted to DHS-ODP through
the SAA. The SAA will be notified of DHS-ODP’s decision within two weeks.
40
Allowable Equipment Costs
The following list is intended as a guide. If State agencies and local units of
government have questions about eligibility of equipment not specifically addressed
below, the SAA must contact the assigned ODP Preparedness Officer for clarification.
Authorized equipment purchases may be made in the following categories:
1. Personal Protective Equipment (PPE)
2. Explosive Device Mitigation and Remediation Equipment
3. Interoperable Communications Equipment
4. Physical Security Enhancement Equipment
5. Terrorism Incident Prevention Equipment
6. CBRNE Logistical Support Equipment
7. CBRNE Incident Response Vehicles
8. CBRNE Reference Materials
9. CBRNE Response Watercraft
10. Intervention Equipment
11. Cyber Security Enhancement Equipment
12. Other Authorized Equipment
1. Personal Protective Equipment - Equipment worn to protect the individual from
hazardous materials and contamination. Levels of protection vary and are divided into
categories based on the degree of protection afforded. The following constitutes
equipment intended for use in a chemical/biological threat environment:
Level A. Fully encapsulated, liquid and vapor protective ensemble selected when
the highest level of skin, respiratory, and eye protection is required. The following
constitutes Level A equipment for consideration:
?? Fully Encapsulated Liquid and Vapor Protection Ensemble, reusable or
disposable (tested and certified against CB threats)
?? Fully Encapsulated Training Suits
?? Closed-Circuit Rebreather (minimum 2-hour supply, preferred), or open-circuit
Self-Contained Breathing Apparatus (SCBA) or, when appropriate, Air-Line
System with 15-minute minimum escape SCBA
?? Spare Cylinders/Bottles for rebreathers or SCBA and service/repair kits
?? Chemical Resistant Gloves, including thermal, as appropriate to hazard
?? Personal Cooling System; Vest or Full Suit with support equipment needed for
maintaining body core temperature within acceptable limits
?? Hardhat/helmet
?? Chemical/Biological Protective Undergarment
?? Inner Gloves
?? Approved Chemical Resistant Tape
?? Chemical Resistant Boots, Steel or Fiberglass Toe and Shank
41
?? Chemical Resistant Outer Booties
Level B. Liquid splash resistant ensemble used with highest level of respiratory
protection. The following constitute Level B equipment and should be considered for
use:
?? Liquid Splash Resistant Chemical Clothing, encapsulated or non-encapsulated
?? Liquid Splash Resistant Hood
?? Closed-Circuit Rebreather (minimum 2-hour supply, preferred), open-circuit
SCBA, or when appropriate, Air-Line System with 15-minute minimum escape
SCBA
?? Spare Cylinders/Bottles for rebreathers or SCBA and service/repair kits
?? Chemical Resistant Gloves, including thermal, as appropriate to hazard
?? Personal Cooling System; Vest or Full Suit with support equipment needed for
maintaining body core temperature within acceptable limits
?? Hardhat/helmet
?? Chemical/Biological Protective Undergarment
?? Inner Gloves
?? Approved Chemical Resistant Tape
?? Chemical Resistant Boots, Steel or Fiberglass Toe and Shank
?? Chemical Resistant Outer Booties
Level C. Liquid splash resistant ensemble, with same level of skin protection of
Level B, used when the concentration(s) and type(s) of airborne substances(s) are
known and the criteria for using air-purifying respirators are met. The following
constitute Level C equipment and should be considered for use:
?? Liquid Chemical Splash Resistant Clothing (permeable or non-permeable)
?? Liquid Chemical Splash Resistant Hood (permeable or non-permeable)
?? Tight-fitting, Full Facepiece, Negative Pressure Air Purifying Respirator with the
appropriate cartridge(s) or canister(s) and P100 filter(s) for protection against
toxic industrial chemicals, particulates, and military specific agents.
?? Tight-fitting, Full Facepiece, Powered Air Purifying Respirator (PAPR) with
chemically resistant hood with appropriate cartridge(s) or canister(s) and
high-efficiency filter(s) for protection against toxic industrial chemicals,
particulates, and military specific agents.
?? Closed-Circuit Rebreather (minimum 2-hour supply, preferred), open-circuit
SCBA, or when appropriate, Air-Line System with 15-minute minimum escape
SCBA
?? Spare cylinder/bottles for rebreathers or SCBA
?? SCBA Service and repair kits
?? Equipment or system batteries will include those that are rechargeable (e.g.
NiCad) or non-rechargeable with extended shelf life (e.g. Lithium)
?? Chemical Resistant Gloves, including thermal, as appropriate to hazard
?? Personal Cooling System; Vest or Full Suit with support equipment
?? Hardhat
42
?? Inner Chemical/Biological Resistant Garment
?? Inner Gloves
?? Chemical Resistant Tape
?? Chemical Resistant Boots, Steel or Fiberglass Toe and Shank
?? Chemical Resistant Outer Booties
Level D. Selected when no respiratory protection and minimal skin protection is
required, and the atmosphere contains no known hazard and work functions
preclude splashes, immersion, or the potential for unexpected inhalation of, or
contact with, hazardous levels of any chemicals.
?? Escape mask for self-rescue
Note: During CBRNE response operations, the incident commander determines the
appropriate level of personal protective equipment. As a guide, Levels A, B, and C are
applicable for chemical/ biological/ radiological contaminated environments. Personnel
entering protective postures must undergo medical monitoring prior to and after entry.
All SCBAs must meet standards established by the National Institute for Occupational
Safety and Health (NIOSH) for occupational use by emergency preparedness and
response personnel when exposed to Chemical, Biological, Radiological and Nuclear
(CBRN) agents in accordance with Special Tests under NIOSH 42 CFR 84.63(c),
procedure number RCT-CBRN-STP-0002, dated December 14, 2001.
Grant recipients must purchase: 1) protective ensembles for chemical and biological
terrorism incidents that are certified as compliant with Class 1, Class 2, or Class 3
requirements of National Fire Protection Association (NFPA) 1994, Protective
Ensembles for Chemical/Biological Terrorism Incidents; 2) protective ensembles for
hazardous materials emergencies that are certified as compliant with NFPA 1991,
Standard on Vapor Protective Ensembles for Hazardous Materials Emergencies,
including the chemical and biological terrorism protection; 3) protective ensembles for
search and rescue or search and recovery operations where there is no exposure to
chemical or biological warfare or terrorism agents and where exposure to flame and
heat is unlikely or nonexistent that are certified as compliant with NFPA 1951, Standard
on Protective Ensemble for USAR Operations; and, 4) protective clothing from blood
and body fluid pathogens for persons providing treatment to victims after
decontamination that are certified as compliant with NFPA 1999, Standard on Protective
Clothing for Emergency Medical Operations.
For more information regarding these standards, please refer to the following web sites:
The National Fire Protection Association - http://www.nfpa.org
National Institute for Occupational Safety and Health - http://www.cdc.gov/niosh
2. Explosive Device Mitigation and Remediation - Equipment providing for the
mitigation and remediation of explosive devices in a CBRNE environment:
43
?? Bomb Search Protective Ensemble for Chemical/Biological Response
?? Chemical/Biological Undergarment for Bomb Search Protective Ensemble
?? Cooling Garments to manage heat stress
?? Ballistic Threat Body Armor (not for riot suppression)
?? Ballistic Threat Helmet (not for riot suppression)
?? Blast and Ballistic Threat Eye Protection (not for riot suppression)
?? Blast and Overpressure Threat Ear Protection (not for riot suppression)
?? Fire Resistant Gloves
?? Bomb blanket, Bomb Suppression Blanket, explosive devices blanket
?? Dearmer/Disrupter
?? Real Time X-Ray Unit; Portable X-Ray Unit
?? CBRNE Compatible Total Containment Vessel (TCV)
?? CBRNE Upgrades for Existing TCV
?? Robot; Robot Upgrades
?? Fiber Optic Kit (inspection or viewing)
?? Tents, standard or air inflatable for chem/bio protection
?? Inspection mirrors
?? Ion Track Explosive Detector
3. Interoperable Communications Equipment - Equipment and systems providing
connectivity and electrical interoperability between local and interagency organizations
to coordinate CBRNE response operations. When utilizing ODP program funds in the
category of Interoperable Communications Equipment to build, upgrade, enhance, or
replace communications systems, grantees and sub-grantees should develop a
comprehensive interoperable communications plan before procurement decisions are
made. Guidance for development of interoperable communications plans is provided in
Appendix E.
?? Land Mobile, Two-Way In-Suit Communications (secure, hands-free, fully duplex,
optional), including air-to-ground capability (as required)
?? Antenna and tower systems
?? Leasing and rental of tower space
?? Personnel Alert Safety System (PASS) - (location and physiological monitoring
systems optional)
?? Personnel Accountability Systems
?? Individual/portable radios, software radios, portable repeaters, radio interconnect
systems, satellite phones, batteries, chargers and battery conditioning systems
?? Computer systems designated for use in an integrated system to assist with
detection and communication efforts (must be linked with integrated software
packages designed specifically for chemical and/or biological agent detection
and communication purposes)
?? Aviation and maritime security voice and data transmission equipment
?? Portable Meteorological Station (monitors temperature, wind speed, wind
direction and barometric pressure at a minimum)
?? Computer aided dispatch systems and enhancement of 911 systems, and mobile
44
computer data systems to include pagers, palm pilots, and cell phones
?? Commercially available crisis management software
?? Mobile Display Terminals
Note: In an effort to improve emergency preparedness and response interoperability, all
new or upgraded radio systems and new radio equipment should be compatible with a
suite of standards called ANSI/TIA/EIAA-102 Phase I (Project 25). These standards
have been developed to allow for backward compatibility with existing digital and analog
systems and provide for interoperability in future systems. The FCC has chosen the
Project 25 suite of standards for voice and low-moderate speed data interoperability in
the new nationwide 700 MHZ frequency band. The Integrated Wireless Network (IWN)
of the U.S. Justice and Treasury Departments has also chosen the Project 25 suite of
standards for their new radio equipment. In an effort to realize improved
interoperability, all radios purchased under this grant should be APCO 25 compliant.
4. Physical Security Enhancement Equipment - Equipment to enhance the physical
security of critical infrastructure.
Surveillance, Warning, Access/Intrusion Control
Ground
?? Motion Detector Systems: Acoustic; Infrared; Seismic; Magnetometers
?? Barriers: Fences; Jersey Walls
?? Impact Resistant Doors and Gates
?? Portal Systems; locking devices for access control
?? Alarm Systems
?? Video Assessment/Cameras: Standard, Low Light, IR, Automated Detection
?? Personnel Identification: Visual; Electronic; Acoustic; Laser; Scanners;
Cyphers/Codes
?? X-Ray Units
?? Magnetometers
?? Vehicle Identification: Visual; Electronic; Acoustic; Laser; Radar
Waterfront
?? Radar Systems
?? Video Assessment System/Cameras: Standard, Low Light, IR, Automated
Detection
?? Diver/Swimmer Detection Systems; Sonar
?? Impact Resistant Doors and Gates
?? Portal Systems
?? Hull Scanning Equipment
?? Plus all those for Ground
?? Vessel Barriers
Sensors – Agent/Explosives Detection
?? Chemical: Active/Passive; Mobile/Fixed; Handheld
45
?? Biological: Active/Passive; Mobile/Fixed; Handheld
?? Radiological
?? Nuclear
?? Ground/Wall Penetrating Radar
Inspection/Detection Systems
?? Vehicle and Cargo Inspection System – Gamma-ray
?? Mobile Search and Inspection System – X-ray
?? Non-Invasive Radiological/Chem/Bio/Explosives System – Pulsed Neutron
Activation
Explosion Protection
?? Blast/Shock/Impact Resistant Systems
?? Protective Clothing
?? Column and Surface Wraps; Breakage/Shatter Resistant Glass; Window Wraps
?? Robotic Disarm/Disable Systems
Support Equipment for Continuation of Critical Infrastructure Operations
?? Large fixed generators
?? Fuel storage containers
?? Back-up operating computer hardware and programming software
?? Self-monitoring sensors and alarms
5. Terrorism Incident Prevention Equipment (Terrorism Early Warning,
Prevention, and Deterrence Equipment and Technologies) - State and local
emergency preparedness, prevention and response agencies will increasingly rely on
the integration of emerging technologies and equipment to improve jurisdictional
capabilities to deter and prevent terrorist incidents. This includes, but is not limited to,
equipment and associated components that enhance a jurisdiction’s ability to
disseminate advanced warning information to prevent a terrorist incident or disrupt a
terrorist’s ability to carry out the event, including information sharing, threat recognition,
and public/private sector collaboration.
?? Data collection/information gathering software
?? Data synthesis software
?? Geographic Information System information technology and software
?? Law enforcement surveillance equipment
?? GIS plotter software and printers
?? Joint Regional Information Exchange System (JRIES)
?? Alert and notification equipment that allows for real-time dissemination of
information and intelligence. Examples of this equipment include cellular
phones, pagers, text messaging, etc.
?? Hardware, software and internet-based systems that allow for information
exchange and dissemination
?? Fees for use of databases containing terrorist threat information
46
?? Facial recognition hardware and software
6. CBRNE Logistical Support Equipment - Logistical support gear used to store and
transport the equipment to the CBRNE incident site and handle it once onsite. This
category also includes small support equipment including intrinsically safe (nonsparking)
hand tools required to support a variety of tasks and to maintain equipment
purchased under the grant as well as general support equipment intended to support
the CBRNE incident response. The State should also consider procurement of software
to assist in tracking and maintaining statewide equipment assets.
?? Equipment trailers
?? Staging tents and portable shelter units
?? Weather-tight containers for equipment storage
?? Software for equipment tracking and inventory
?? Handheld computers for Emergency Response applications
?? Small Hand tools
?? Binoculars, head lamps, range finders and spotting scopes (not for weapons use)
?? Night vision goggles
?? Light and heavy duty generators to operate search and rescue equipment, light
sets, water pumps for decontamination sets
?? Light sets for nighttime operations/security (including emergency light poles)
?? Electrical current detectors and DC to AC inverter equipment
?? Equipment harnesses, belts, and vests (including incident command vests)
?? Isolation containers for suspected chemical/biological samples
?? Bull horns and other PA systems
?? Traffic and crowd control devices (traffic and reflective cones, arrow and zone
signs, portable barriers)
?? Water pumps for decontamination systems
?? Bar code scanner/reader for equipment inventory control
?? Badging system equipment and supplies
?? Cascade system for refilling SCBA oxygen bottles
?? SCBA fit test equipment and software to conduct flow testing
?? Testing equipment for fully encapsulated suits and respirators
?? Cooling/heating/ventilation fans (personnel and decontamination tent use)
?? HAZMAT gear bag/box
7. CBRNE Incident Response Vehicles - This category includes special-purpose
vehicles for the transport of CBRNE response equipment and personnel to the incident
site. Licensing and registration fees are the responsibility of the jurisdiction and are not
allowable under this grant. In addition, general-purpose vehicles (squad cars, executive
transportation, etc.), fire apparatus, and non-CBRNE tactical/armored assault vehicles
are not allowable. Allowable vehicles include:
?? Mobile command post vehicles
?? Hazardous materials (HazMat) response vehicles
?? Bomb response vehicles
47
?? Prime movers for equipment trailers
?? 2-wheel personal transport vehicles for transporting fully suited bomb
technicians, Level A/B suited technicians to the Hot Zone
?? Multi-wheeled all terrain vehicles for transporting personnel and equipment to
and from the hot zone
?? Mobile Command Unit
?? Mobile Morgue Unit
?? Response vehicles to deploy bomb, hazmat, and special weapons personnel,
equipped to detect chemical, biological and radiological materials; these vehicles
may be armored to protect these personnel from explosions and projectiles when
required to enter hot zones.
8. CBRNE Reference Materials - Reference materials and software designed to assist
emergency preparedness and response personnel in preparing for and responding to a
CBRNE incident. This includes but is not limited to the following:
?? NFPA Guide to hazardous materials
?? NIOSH Hazardous Materials Pocket Guide
?? North American Emergency Response Guide
?? Jane’s Chem-Bio Handbook
?? First Responder Job Aids
9. CBRNE Response Watercraft – This category allows for the purchase of surface
boats and vessels for port homeland security purposes, including prevention and
response. Grantees are advised to consult with their DHS-ODP Preparedness
Officer before obligating funds in this category. Allowable costs also include the
purchase of customary and specialized navigational, communications, safety, and
operational equipment necessary to enable such watercraft to carry out their homeland
security mission.
Licensing, registration fees, insurance, and all ongoing operational expenses are the
responsibility of the grantee or the local units of government and are not allowable
under this grant.
10. Intervention Equipment – This category allows for the purchase of specialized law
enforcement equipment that is necessary to further enhance their capabilities to prevent
domestic terrorism incidents. Grantees are reminded that they must comply with 28
CFR, Parts 66 and 70. In addition, when procuring any Title III equipment, grantees
must strictly adhere to requirements of 18 U.S.C., Part I, Chapter 119, Section 2512,
pertaining to the manufacture, distribution, possession, and advertising of wire, oral, or
electronic communications interception devices. This category includes but is not
limited to the following:
?? Tactical entry equipment (not including weapons)
?? Title III Equipment (Pin registers)
48
?? Specialized response vehicles and vessels
?? Encrypted technology systems
11. Cyber Security Enhancement Equipment
?? Intrusion detection devices and systems
?? Configuration management and patch dissemination tools
?? Scanning and penetration tools
?? Geographic information systems
?? Firewall and authentication technologies
?? Network traffic monitoring and analysis systems
?? Security hardware and software countermeasures to protect against cyber
attacks
12. Other Authorized Equipment and Related Costs
?? Installation costs for authorized equipment purchased
?? Maintenance contracts for authorized equipment purchased through ODP grants
and acquired through ODP’s Homeland Defense Equipment Reuse (HDER)
Program
?? Training on CBRNE Equipment by Vendors or Local Entities – ODP encourages
the use of Domestic Preparedness Equipment Technical Assistance Program
(DPETAP) for equipment training; however, manufacturer/vendor equipment
training, the cost of overtime to attend the training, and any costs related to
having vendor provide training on equipment to State and/or local units of
government is allowed to facilitate the training on and fielding of equipment.
?? Shipping costs for equipment
?? Sales tax on equipment
?? Multiple Integrated Laser Engagement System (MILES)
Allowable Training Costs
?? Training courses on building information sharing capacities
?? Training that includes methods of target hardening (overtime/backfill costs
associated with training)
?? Training for facility security personnel (overtime/backfill costs associated
with training)
?? Training for vessel and port law enforcement security personnel
Recognition of CBRNE threats
?? Weaponization of WMD agents
?? History of terrorism and social environments contributing to threats
?? Surveillance techniques
?? Identifying/assessing critical infrastructure assets, vulnerabilities, and
threats
?? Intelligence analysis
?? Cyber security enhancements
49
?? Multi-cultural training for undercover operations
?? Language training
?? Joint training with other homeland security entities (Secret
Service/Customs and Border Protection)
?? Training on the use of interoperable communications equipment
Multiple level training should be focused on a regional model. Grantees using these
funds to develop their own courses should address the critical training areas and gaps
identified in the State's Homeland Security Strategy and must adhere to the ODP
Emergency Responder Guidelines and ODP Prevention and Deterrence Guidelines.
These guidelines may be found at:
http://www.ojp.usdoj.gov/odp/whatsnew/whats_new.htm
Grantees who wish to use grant funds to support attendance of and/or
development of non-ODP sponsored training, must receive approval from ODP
prior to using funds for this purpose. Please see Appendix D for the ODP
Training Approval Process. Where an ODP sponsored and approved training
course or module addresses an allowable training activity enumerated above,
States and local jurisdictions are encouraged to adopt the ODP program of
instruction, or ensure that materials developed using funds from this program
comport with the ODP training. Grantees and sub-grantees using funds to develop
courses or to attend non-ODP courses will be required to report the number of
individuals trained, by discipline and course level, in their bi-annual strategy
implementation reports (see Appendix C).
In addition, allowable training-related costs include:
1. Overtime and backfill funding for emergency preparedness and response
personnel attending ODP-sponsored and approved training classes - Payment of
overtime expenses will be for work performed by award (SAA) or sub-award employees
in excess of the established work week (usually 40 hours). Further, overtime payments
are allowed only to the extent the payment for such services is in accordance with the
policies of the State or unit(s) of local government and has the approval of the State or
the awarding agency, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not receive compensation
from their unit or agency of government AND from an award for a single period of time
(e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe
benefits on overtime hours are limited to FICA, Workers’ Compensation and
Unemployment Compensation.
2. Training Workshops and Conferences - Grant funds may be used to plan and
conduct training workshops or conferences to include costs related to planning, meeting
space and other meeting costs, facilitation costs, materials and supplies, travel and
training plan development.
50
3. Full or Part-Time Staff or Contractors/Consultants - Full or part-time staff may be
hired to support training-related activities. Payment of salaries and fringe benefits must
be in accordance with the policies of the State or local unit(s) of government and have
the approval of the State or the awarding agency, whichever is applicable. The services
of contractors/consultants may also be procured by the State in the design,
development, conduct, and evaluation of CBRNE training. The applicant's formal
written procurement policy or the Federal Acquisition Regulations (FAR) must be
followed.
4. Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as
expenses by employees who are on travel status for official business related to the
planning and conduct of the training project(s) or for attending ODP-sponsored courses.
These costs must be in accordance with either the federal or an organizationallyapproved
travel policy.
5. Supplies - Supplies are items that are expended or consumed during the course of
the planning and conduct of the training project(s) (e.g., copying paper, gloves, tape,
and non-sterile masks).
6. Other Items - These costs include the rental of space/locations for planning and
conducting training, badges, etc.
Allowable Exercises Costs
?? Exercises to evaluate the effectiveness of information sharing plans,
policies, procedures and protocols
?? Exercises to evaluate facility and/or vessel security protection
?? Exercises to evaluate area maritime security protection
?? Exercises to evaluate threat recognition capabilities
?? Exercises to evaluate cyber security capabilities
?? Exercises to evaluate prevention readiness and techniques
?? “Red Team” (force on force) exercises
?? Interoperable communications exercises
Funds may be used to plan for, design, develop, conduct, and evaluate exercises that
train homeland security preparedness, prevention and response personnel, evaluate
prevention and response plans, policy, procedures and protocols, and assess the
readiness of jurisdictions to prevent and respond to a terrorist attack. Exercises must
be threat and performance-based, in accordance with ODP’s Homeland Security
Exercise and Evaluation Program (HSEEP) manuals. These manuals provide explicit
direction on the design, conduct, and evaluation of terrorism exercises. Exercises
conducted with ODP support (grant funds or direct support) must be managed and
executed in accordance with HSEEP. (See
www.ojp.usdoj.gov/odp/exercises/State.htm) After action reports must be provided to
ODP within 60 days following completion of each exercise (see Appendix A). DHS51
ODP Exercise Managers will be assisting their assigned States throughout development
and implementation of exercise programs. States and local units of government should
consider their ODP Exercise Managers as their point of contact for questions and
concerns regarding implementation of the HSEEP.
Grantees that wish to expend funds on models, games, simulations must consult with
“Review of Models, Simulations, and Games for Domestic Preparedness Training and
Exercising, Volume I,” which provides an overview and analysis of existing models,
games and simulations. This report is available at
www.ojp.usdoj.gov/odp/exercises/State.htm
Allowable exercise-related costs include:
1. Exercise Planning Workshop - Grant funds may be used to plan and conduct an
Exercise Planning Workshop to include costs related to planning, meeting space and
other meeting costs, facilitation costs, materials and supplies, travel and exercise plan
development.
2. Full or Part-Time Staff or Contractors/Consultants - Full or part-time staff may be
hired to support exercise-related activities. Payment of salaries and fringe benefits
must be in accordance with the policies of the State or unit(s) of local government and
have the approval of the State or the awarding agency, whichever is applicable. The
services of contractors/consultants may also be procured to support the design,
development, conduct and evaluation of CBRNE exercises. The applicant's formal
written procurement policy or the Federal Acquisition Regulations (FAR) must be
followed.
3. Overtime and backfill costs – Overtime and backfill costs associated with the
design, development and conduct of CBRNE exercises are allowable expenses.
Payment of overtime expenses will be for work performed by award (SAA) or sub-award
employees in excess of the established work week (usually 40 hours) related to the
planning and conduct of the exercise project(s). Further, overtime payments are
allowed only to the extent the payment for such services is in accordance with the
policies of the State or unit(s) of local government and has the approval of the State or
the awarding agency, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not receive compensation
from their unit or agency of government AND from an award for a single period of time
(e.g., 1:00 pm to 5:00 pm), even though such work may benefit both activities. Fringe
benefits on overtime hours are limited to FICA, Workers’ Compensation and
Unemployment Compensation.
4. Travel - Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as
expenses by employees who are on travel status for official business related to the
planning and conduct of the exercise project(s). These costs must be in accordance
with either the Federal or an organizationally-approved travel policy.
52
5. Supplies - Supplies are items that are expended or consumed during the course of
the planning and conduct of the exercise project(s) (e.g., copying paper, gloves, tape,
and non-sterile masks).
6. Implementation of HSEEP - Costs related to setting up and maintaining a system to
track the completion and submission of AARs and the implementation of corrective
actions from exercises, which may include costs associated with meeting with local
units of government to define procedures. (Note: ODP is developing a national
information system for the scheduling of exercises and the tracking of AAR/CAPs to
reduce the burden on the States and to facilitate national assessments of
preparedness.)
7. Other Items - These costs include the rental of space/locations for exercise planning
and conduct, exercise signs, badges, etc.
Allowable Management and Administrative Costs
No more than 3% of the total amount allocated to the State for LETPP may be used
statewide for management and administrative (M & A) purposes. Any portion of the 3%
retained by the State must be included within the 20% of total funds available to the
State. For example, if a State receives a LETPP award of $1,000,000, the State must
pass through $800,000 to local units of government. The total M&A funds available
statewide would be $30,000.
The following is a list of allowable M&A expenditures:
?? Hiring of full-time or part-time staff or contractors/consultants to assist with the
management of LETPP FY2004
?? Hiring of full-time or part-time staff or contractors/consultants to assist with the
implementation and administration of the State Homeland Security Strategy
?? Travel expenses
?? Meeting-related expenses (For a complete list of allowable meeting-related
expenses, please review the OJP Office of the Comptroller (OC) Financial Guide
at http://www.ojp.usdoj.gov/FinGuide).
?? Acquisition of authorized office equipment (Note: Authorized office equipment
includes personal computers, laptop computers, printers, LCD projectors, and
other equipment or software which may be required to support the
implementation of the State strategy.)
?? Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc.
?? Leasing and/or renting of space for newly hired personnel to administer the
LETPP.
53
D. Unauthorized Program Expenditures
Unauthorized program expenditures include: 1) expenditures for items such as generaluse
software (word processing, spreadsheet, graphics, etc), general-use computers
(other than for allowable M & A activities, or otherwise associated preparedness or
response functions) and related equipment, general-use vehicles, licensing fees,
weapons systems and ammunition; 2) activities unrelated to the completion and
implementation of the LETPP Program; 3) other items not in accordance with the
Authorized Equipment List or previously listed as allowable costs; and, 4) construction
or renovation of facilities.
54
VIII. CITIZEN CORPS
55
VIII. The FY 2004 Citizen Corps Program
A. Program Overview
FY 2004 funding for Citizen Corps is authorized by Public Law 108-90, the Department
of Homeland Security Appropriations Act, 2004. The FY 2004 Citizen Corps funds will
be used to support Citizen Corps Councils with planning, outreach, and management of
Citizen Corps programs and activities. The FY 2004 Citizen Corps funds provide the
resources necessary for States and local communities to: 1) bring together the
appropriate leadership to form and sustain a Citizen Corps Council; 2) develop and
implement a plan for the community to engage all citizens in homeland security,
community preparedness, and family safety; 3) conduct public education and outreach
in order to inform the public about their role in crime prevention, mitigation, emergency
preparedness for all hazards, and public health measures, including bio-terrorism, and
to encourage personal responsibility and action; 4) develop and implement Citizen
Corps programs offering training and volunteer opportunities to support first responders,
disaster relief groups, and community safety efforts, to include the four charter federal
programs: Community Emergency Response Teams (CERT), Neighborhood Watch,
Volunteers in Police Service (VIPS), and Medical Reserve Corps (MRC); and 5)
coordinate Citizen Corps activities with other DHS funded programs and initiatives.
Citizen Corps program guidance, supporting materials, and resources (to include links
to preparedness/educational materials and information on all Citizen Corps programs)
are available at www.citizencorps.gov.
B. Program Requirements
Each State shall obligate not less than 80 percent of Citizen Corps funds to local units
of government within 60 days after the grant award. If requested in writing by a local
unit of government, the State may retain some or all of the local unit of government’s
allocation of grant funds for purchases made by the State on behalf of the local unit of
government. States holding grant funds on behalf of local units of government must
enter into a memorandum of understanding with the local unit of government specifying
the amount of funds to be retained by the State for purchases. This agreement must be
kept on file with the SAA. These funds will be provided to local communities that have
an approved Citizen Corps Council or that will establish a Citizen Corps Council as a
condition of receiving the assistance. The authorized program expenditures apply to
State funds and to direct funding provided to sub-grantees.
Each local unit of government receiving funds should develop a plan for implementing
the Citizen Corps mission – to have every American participate in homeland security
through public education, training and volunteer service opportunities. Citizen Corps
implementation plans are not required to be submitted to ODP, but rather are essential
tools to guide new and existing Citizen Corps Councils in achieving their goals and
objectives for the community. More specifically, the plan should include how local
Citizen Corps Councils will: implement the Citizen Corps programs at the community
56
level, which include CERT, Medical Reserve Corps, Neighborhood Watch, Volunteers in
Police Service, and the affiliate programs; conduct public education campaigns; provide
training; cross-leverage Citizen Corps programs; tap existing resources at the
community level, to include private sector funding; provide opportunities for special skills
and interests; develop targeted outreach for special needs groups; organize special
projects and community events; encourage cooperation and collaboration among
community leaders; and capture smart practices and report accomplishments.
Communities are also expected to register and update information regarding their
Citizen Corps Councils and programs/activities on the Citizen Corps website and
on other relevant programmatic websites.
The SAA must coordinate Citizen Corps program activities with the State agencies
currently responsible for the administration of Citizen Corps activities. A listing of
current State Citizen Corps points of contact may be found by going to
www.citizencorps.gov/councils/ and clicking on “State Citizen Corps POC List”
on the left hand side. State and local governments are encouraged to consider all
sources of funding, to include private sector funding, to leverage existing materials, and
to pursue economies of scale and economies of scope in pursuing this mission. States
are also encouraged to help local governments form Citizen Corps Councils and to work
with Citizen Corps Councils that have already formed even when the community does
not receive a direct sub-grant.
States will continue to provide program management via the administrative section of
the Citizen Corps website, to include managing the approval process for local Citizen
Corps Councils, managing administrative section passwords for local users, and
managing subscribers and e-mails to subscribers.
C. Authorized Program Expenditures
Allowable Planning Costs
Costs associated with activities to develop and implement a State, regional or local
Citizen Corps plan are allowable under this program. Applicable costs may include: 1)
collecting information on existing resources and volunteer activities within the
community; 2) meetings of the Citizen Corps Council and other community
stakeholders; 3) a system to track activities and participants (in compliance with
applicable privacy laws); 4) website maintenance; 5) travel expenses for staff and/or
volunteers to attend meetings or training sessions; 6) survey methodologies to assess
citizen preparedness, training, and volunteerism; 7) hiring of full or part-time staff or
contractors/consultants to assist with any of the above activities ; 8) conducting local or
regional program implementation meetings.
Allowable Public Education / Outreach Costs
To accomplish the mission to have all citizens participate in making America safer,
Citizen Corps Councils may develop public education and outreach materials to educate
57
and engage the public, to include materials tailored to special needs populations.
Allowable expenditures include materials to support a public awareness campaign,
media coverage, outreach activities, and public events, such as 1) Public Safety
Announcements; 2) printed advertising; 3) billboards; 4) promotional flyers; 5) booth
displays; 6) conference backdrops; 7) podium signs; 8) recognition pieces for Citizen
Corps partners; 9) recognition for special commendation in support of the mission; 10)
informational buttons, pins, key chains, and magnets; and, 11) publications, posters,
buck slips; and other materials that either encourage the public to participate, educate
the public, or recognize and support our partners to build a strong, broad-based
coalition of programs and organizations that make a commitment to further the Citizen
Corps mission.
Allowable Training / Exercise / Equipment Costs
Citizen Corps funds may be used for training, exercise, and equipment costs related to
citizen education and participation in the Citizen Corps mission of safer communities.
Training supported through the FY 2004 Citizen Corps Program may focus on the
following areas: emergency preparedness, basic first aid, life saving skills, crime
prevention, public health issues, mitigation, safety in the home, or other training that
promotes community safety. Specific consideration should be given to training all ages,
ethnic groups, and special needs populations.
Exercises specifically designed for citizens are allowable activities and may include
testing public warning systems, evacuation/shelter in place capabilities or testing
family/business preparedness. Examples of appropriate volunteer citizen support for
emergency preparedness and response exercises include CERT participation, back
filling non-professional tasks for first responders deployed on exercise, administrative
and logistical assistance with exercise implementation, and providing simulated victims,
press, and members of the public.
Allowable costs include: 1) instructor preparation and delivery time (to include overtime
costs); 2) hiring of full or part-time staff or contractors/consultants to assist with
conducting the training and/or managing the administrative aspects of conducting the
training; 3) creation and maintenance of a student database; 4) rental of training
facilities; 5) printing course materials to include instructor guides, student manuals,
brochures, certificates, handouts, newsletters and postage (although preference is for
an electronic newsletter with email addresses as part of the database unless the
individuals or areas to be served have limited access to electronic communications); 6)
course materials specific to the subject matter, such as bandages, gloves, fire
extinguishers, mannequins; 7) outfitting CERT members with a hard hat, safety vest,
goggles, and gloves; 8) personal protective equipment for volunteer responders; 9)
equipment related to specific training or volunteer assignments; and 10) costs
associated with design, development, and conduct of exercises specifically for citizens
or to support the citizen component of first responder exercises, to include preparing
citizens for their role in the exercise.
58
Allowable Volunteer Program Costs
One of the goals for Citizen Corps Councils is to provide volunteer service opportunities
across all emergency prevention, preparedness and response disciplines, for
community safety efforts, and for disaster relief. Citizen Corps funding may be used to
establish or enhance volunteer program and volunteer recruitment efforts for
Neighborhood Watch, CERT, VIPS, and MRC; for the Citizen Corps affiliate programs;
for other DHS funded programs and initiatives; for outreach and training activities; and
to support the Citizen Corps Council.
To assist local communities with engaging volunteers, Citizen Corps funds may be used
to pay for the costs of: 1) recruiting; 2) screening/assessing; 3) training; 4)
retaining/motivating; 5) recognizing; and 6) evaluating volunteers who support law
enforcement, fire, emergency medical services, public works, emergency management,
disaster relief organizations, community safety efforts, and citizen preparedness in the
home, schools, the workplace, and throughout the community. Funds may also be used
to evaluate volunteer programs, to include: 1) cost/benefit analysis, 2) how programs
can share resources, and 3) hiring of full or part-time staff or contractors/consultants to
assist with evaluations. To the extent possible, expenditures should be made to benefit
multiple programs.
Allowable Management and Administrative Costs
No more than 3% of the total amount allocated to the State for SHSP may be used
statewide for M & A purposes. Any portion of the 3% retained by the State must be
included within the maximum 20% of total funds available to the State. For example, if
a State receives a SHSGP award of $1,000,000, the State must pass through $800,000
to local units of government. The total M&A funds available statewide would be
$30,000.
The following is a list of allowable M & A expenditures:
?? Hiring of full-time or part-time staff or contractors/consultants to assist with the
management of SHSP FY04
?? Hiring of full-time or part-time staff or contractors/consultants to assist with the
implementation and administration of the State Homeland Security Strategy
?? Travel expenses
?? Meeting-related expenses (For a complete list of allowable meeting-related
expenses, please review the OJP Office of the Comptroller (OC) Financial Guide
at http://www.ojp.usdoj.gov/FinGuide).
?? Acquisition of authorized office equipment (Note: Authorized office equipment
includes personal computers, laptop computers, printers, LCD projectors, and
other equipment or software which may be required to support the
implementation of the State Strategy.)
?? Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc.
59
?? Leasing and/or renting of space for newly hired personnel to administer the CCP
D. Unauthorized Program Expenditures
Unauthorized program expenditures include: 1) expenditures for items such as generaluse
software (word processing, spreadsheet, graphics, etc), general-use computers
(other than for allowable M & A activities, or otherwise associated preparedness or
response functions) and related equipment, general-use vehicles, licensing fees,
weapons systems and ammunition; 2) activities unrelated to the completion and
implementation of the CCP; 3) other items not in accordance with the Authorized
Equipment List or previously listed as allowable costs; and, 4) construction or
renovation of facilities.
APPENDIX A
A-1
Application Requirements
1. On-Line Application: The on-line application must be completed and
submitted by the applicant using the OJP GMS system. This on-line application
replaces the following previously required paper forms:
?? Standard Form 424, Application for Federal Assistance
?? Standard Form LLL, Disclosure of Lobbying Activities
?? OJP Form 4000/3, Assurances
?? OJP Form 4061/6, Certifications
?? Equipment Coordination Certification
?? Non-Supplanting Certification
These grants are offered by the U.S. Department of Homeland Security, Office
for Domestic Preparedness. The program title listed in the Catalog of Federal
Domestic Assistance (CFDA) is “Office for Domestic Preparedness Fiscal
Year 2004 Homeland Security Grant Program.” When referring to this title,
please use the following CFDA number: 97.004. When completing the online
application, applicants should identify their submissions as new, nonconstruction
applications. The project period will be for a period not to
exceed 24 months.
?? Note: To expedite the application and award process, no budget
information or program narrative is required to apply for this grant.
2. Freedom of Information Act (FOIA): ODP recognizes that much of the
information submitted in the course of applying for funding under this program, or
provided in the course of its grant management activities, may be considered law
enforcement sensitive or otherwise important to national security interests. This
may include threat, risk, and needs assessment information, and discussions of
demographics, transportation, public works, and industrial and public health
infrastructures. While this information is subject to requests made pursuant to
the Freedom of Information Act, 5. U.S.C. §552 (FOIA), all determinations
concerning the release of information of this nature are made on a case-by-case
basis by the DHS FOIA Office, and may well likely fall within one or more of the
available exemptions under the Act.
Applicants are also encouraged to consult their own State and local laws and
regulations regarding the release of information, which should be considered
when reporting sensitive matters in the grant application, needs assessment and
strategic planning process. At the same time, applicants should be aware that
any information created exclusively for the purpose of applying for and
monitoring grants hereunder is the property of the U.S. Government, and shall
A-2
not otherwise be disclosed or released pursuant to State or local law or
regulation.
3. General Requirements
Single Point of Contact (SPOC) Review: Executive Order 12372 requires
applicants from State and local units of government or other organizations
providing services within a State to submit a copy of the application to the State
SPOC, if one exists and if this program has been selected for review by the
State. Applicants must contact their State SPOC to determine if the program has
been selected for State review. The date that the application was sent to the
SPOC or the reason such submission is not required should be provided.
4. Financial Requirements
a. Non-Supplanting Certification: This certification, which is a required
component of the on-line application, affirms that federal funds will be used to
supplement existing funds, and will not replace (supplant) funds that have been
appropriated for the same purpose. Potential supplanting will be addressed in
the application review as well as in the pre-award review, post-award monitoring,
and the audit. Applicants or grantees may be required to supply documentation
certifying that a reduction in non-federal resources occurred for reasons other
than the receipt or expected receipt of federal funds.
b. Match Requirement: None
c. Assurances: The on-line application includes a list of assurances that the
applicant must comply with in order to receive Federal funds under this program.
It is the responsibility of the recipient of the Federal funds to fully understand and
comply with these requirements. Failure to comply may result in the withholding
of funds, termination of the award, or other sanctions. You will be agreeing to
these assurances when you submit your application on-line through GMS.
d. Certifications Regarding Lobbying; Debarment, Suspension, and Other
Responsibility Matters; and Drug-Free Workplace Requirement: This
certification, which is a required component of the on-line application, commits
the applicant to compliance with the certification requirements under 28 CFR part
69, New Restrictions on Lobbying, and 28 CFR part 67, Government-wide
Debarment and Suspension (Non-procurement) and Government-wide
Requirements for Drug-Free Workplace (Grants). The certification will be treated
as a material representation of the fact upon which reliance will be placed by the
U.S. Department of Homeland Security in awarding grants.
e. Suspension or Termination of Funding: In accordance with 28 C.F.R.
66.43, the Office for Domestic Preparedness may suspend or terminate funding,
A-3
in whole or in part, or other measures may be imposed for any of the following
reasons:
?? Failing to make satisfactory progress toward the goals or objectives set
forth in this application.
?? Failing to follow grant agreement requirements or standard or special
conditions.
?? Proposing or implementing substantial plan changes to the extent that, if
originally submitted, the application would not have been selected for
funding.
?? Failing to submit required reports.
?? Filing a false certification in this application or other report or document.
Before taking action, ODP will provide the grantee reasonable notice of intent to
impose measures and will make efforts to resolve the problem informally.
f. Use of a Universal Identifier by Grant Applicants: Beginning October 1,
2003, a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS)
number must be included in every application for a new award or renewal of an
award. An application will not be considered complete until a valid DUNS
number is provided by the applicant. Individuals who would personally
receive a grant or cooperative agreement from the Federal government are
exempt from this requirement.
Organizations should verify that they have a DUNS number or take the steps
necessary to obtain one as soon as possible. Applicants can receive a DUNS
number at no cost by calling the dedicated toll-free DUNS Number request line
at 1-800-333-0505.
5. Reporting Requirements
The following reports are required of all program participants:
?? Initial Strategy Implementation Spending Plan: Grantees will be
required to submit an Initial Strategy Implementation Spending Plan to
ODP no later than 60 days after the grant award date. The Initial State
Obligation Report will demonstrate how the State’s spending plan is tied to
the State Homeland Security Strategy’s goals and objectives. Completion
of this report will require that States work closely with local jurisdictions to
ensure that local and State expenditures are in sync with the goals and
objectives identified in the State Homeland Security Strategy. The Initial
Strategy Implementation Plan will be provided to grantees in an electronic
format shortly after grant awards are made. The State will transmit a copy
of the plan to their ODP Preparedness Officer with a copy to the ODP
A-4
Centralized Scheduling and Information Desk (CSID) at
askcsd@ojp.usdoj.gov.
?? Financial Status Reports (Standard Form 269A): Financial
Status Reports are due within 45 days of the end of each calendar
quarter. A report must be submitted for every quarter the award is
active, including partial calendar quarters, as well as for periods
where no grant activity occurs (see Appendix F). The OJP OC will
provide a copy of this form in the initial award package. Future
awards and fund drawdowns will be withheld if these reports are
delinquent. The final financial report is due 120 days after the end
date of the award period.
?? Biannual Strategy Implementation Reports/Categorical
Assistance Progress Reports: Biannual Strategy Implementation
Reports (BSIR)/Categorical Assistance Progress Reports (CAPR)
are due within 30 days after the end of the reporting periods, which
are June 30 and December 31, for the life of the award. States will
provide consolidated information to ODP in their BSIR, which will
serve as the reporting format of the biannual CAPR. The BSIRs
are due on July 31 with a reporting period of January 1 through
June 30, and on January 31 with a reporting period of July 1
through December 31. (See guidance for BSIR/CAPR in Appendix
XX). Updated obligation and expenditure information must be
provided with the BSIRs to show progress made in meeting
strategic goals and objectives. ODP will provide an electronic
template of the BSIR to grantees. Future awards and fund
drawdowns may be withheld if these reports are delinquent. The
final BSIR is due 120 days after the end date of the award period.
?? Exercise Evaluation and Improvement: Exercises implemented
with grant funds should be threat- and performance-based and
should evaluate performance of critical prevention and response
tasks required to respond to the exercise scenario. Guidance on
conducting exercise evaluations and implementing improvement is
defined in the Homeland Security Exercise and Evaluation Program
- Volume II: Exercise Evaluation and Improvement. The SAA must
report on scheduled exercises and ensure that an After Action
Report (AAR) and Improvement Plan (IP) are prepared for each
exercise conducted with ODP support (grant funds or direct
support). The AAR documents the performance of exercise related
tasks and makes recommendations for improvements. The IP
outlines the actions that the exercising jurisdiction(s) plans to take
to address recommendations contained in the AAR. Generally, the
IP, with at least initial action steps, should be included in the final
AAR. DHS-ODP is establishing a national database to facilitate the
A-5
scheduling of exercises, the submission of the AAR/IPs and the
tracking of IP implementation. Guidance on development of AARs
and IPs is provided in Volume II of the HSEEP manuals.
The SAA is responsible for ensuring that copies of the AAR/IP are
submitted to ODP within 60 days following completion of the
exercise at the following address:
Office for Domestic Preparedness
Centralized Scheduling and Information Desk
810 7th Street, NW
Washington, DC 20531
?? Financial and Compliance Audit Report: Recipients that expend
$300,000 or more of Federal funds during their fiscal year are
required to submit an organization-wide financial and compliance
audit report. The audit must be performed in accordance with the
U.S. General Accounting Office Government Auditing Standards
and OMB Circular A-133. Audit reports are currently due to the
Federal Audit Clearinghouse no later than 9 months after the end of
the recipient’s fiscal year. In addition, the Secretary of the
Department of Homeland Security and the Comptroller General of
the United States shall have access to any books, documents, and
records of recipients of FY 2004 HSGP assistance for audit and
examination purposes, provided that, in the opinion of the Secretary
of the Department of Homeland Security or the Comptroller
General, these documents are related to the receipt or use of such
assistance. The grantee will also give the sponsoring agency or
the Comptroller General, through any authorized representative,
access to and the right to examine all records, books, papers or
documents related to the grant.
APPENDIX B
B-1
SAMPLE AWARD PACKAGE
TAB 1: SAMPLE REVIEW OF AWARD
Office of Justice Programs
Post Award Instructions for ODP Awards
1. Review Award and Special Conditions Document.
Carefully read the award and any special conditions or other attachments. There
is an original plus one copy of the award page.
If you agree with the terms and conditions, the authorized official should sign
and date both the original and the copy of the award document page in Block 19.
You should maintain a copy and return the original signed documents to:
Office of Justice Programs
Attn: Control Desk - ODP Award
810 Seventh Street, NW – 5th Floor
Washington, DC 20531
If you do not agree with the terms and conditions, contact the awarding ODP
Preparedness Officer as noted in the award package.
2. Read Guidelines.
Become familiar with the “OJP Financial Guide” which is available through the
internet at the Office of Justice Programs, Office of the Comptroller website:
http://www.ojp.usdoj.gov/oc/. New award recipients are automatically placed
on a mailing list to receive future Guides and their change sets.
Up to 5 copies of the Guide may be ordered at no cost through:
http://puborder.ncjrs.org
You may also order the Guide by calling 1-800-851-3420. Select #2 for
publications, select #1 to speak with a publications specialist.
B-2
TAB 2: SAMPLE POST AWARD INSTRUCTION
U. S. Department of Justice
Office of Justice Programs
Office of the Comptroller
Post Award Instructions
The Office of Justice Programs is currently responsible for the financial
administration of grants awarded by the Office for Domestic Preparedness,
Department of Homeland Security (ODP).
The following is provided as a guide for the administration of awards from ODP.
Forms and other documents illustrating each step are attached.
Step 1. Review Award and Special Conditions.
If you agree with the terms and conditions stated in the award, sign and date the
award document and the last page of the Special Conditions, and return to OJP.
Notify your ODP Program Manager when Special Conditions have been met
(refer to Step 1 attachment);
If you do not agree with the terms and conditions as written, contact your ODP
Program Manager.
Step 2. Read Guidelines.
Read and become familiar with the “OJP Financial Guide” and related material
(refer to Step 2 attachment).
Step 3. Complete and Return ACH Form.
The Automated Clearing House (ACH) Vendor/Miscellaneous Payment
Enrollment Form (refer to Step 3 attachment) is used to arrange direct deposit of
funds into your designated bank account.
Step 4. Access to Payment Systems.
The Office of Justice Programs uses two payment systems: Phone Activated
Paperless System (PAPRS) and Letter of Credit Electronic Certification System
(LOCES) (refer to Step 4 attachment). Current LOCES users will see the
addition of new ODP grants on the LOCES grant number listing as soon as the
ODP award acceptance has been received. PAPRS grantees will receive a letter
with the award package containing their PIN to access the system and Grant ID
information.
Step 5. Reporting Requirements.
Reporting requirements must be met during the life of the grant (refer to the OJP
B-3
Financial Guide for a full explanation of these requirements, special conditions
and any applicable exceptions). The payment systems contain edits which will
prevent access to funds if reporting requirements are not met on a timely basis.
Refer to Step 5 attachments for forms, due date information, and instructions.
Step 6. Questions about your ODP award?
A reference sheet is provided containing frequently asked financial questions and
answers. If you have questions concerning this checklist or any financial aspect
of your award, contact the Office of the Comptroller’s Customer Service Center at
1-800-458-0786 or by email at askoc@ojp.usdoj.gov. Customer Service staff are
available Mon-Fri from 9:00 a.m. to 6:00 p.m. (EST) to assist you.
.
APPENDIX C
C-1
Electronic File Templates
ODP will provide an electronic file template for the Initial Strategy Implementation
Spending Plan and the Biannual Strategy Implementation Report to all grantees
after grant awards are made. All reports must be completed and submitted to
ODP electronically using the provided template. All information submitted to
ODP through these reports is considered to be dynamic; the most recent report
submitted will update and overwrite all previous reports in ODP’s database. It is
therefore critical that each report submitted be comprehensive and include a
thorough update of all information requested. All reports must be transmitted in a
timely manner to the ODP Centralized Scheduling and Information Desk (CSID)
at askcsd@ojp.usdoj.gov.
Initial Strategy Implementation Spending Plan
For this grant process applicants are not required to provide budget detail
worksheets with their application. However, grantees will be required to submit
an Initial Strategy Implementation Spending Plan to ODP no later than 60 days
after the grant award date. The Initial Strategy Implementation Spending Plan will
provide a complete accounting of how the State has complied with the
requirement to pass through 80% of all funds to local jurisdictions, and will also
demonstrate how the expenditure of grant funds at both the local and State levels
will support the goals and objectives outlined in the State’s Homeland Security
Strategy. This will be accomplished through the specific identification of a project
or projects to be accomplished by each sub-grantee and by the State with funds
provided during the grant award period. All funds provided must be linked to one
or more projects, which in turn must support specific goals or objectives in the
State’s Homeland Security Strategy.
This report must be completed for all funds retained by the State and for each
sub-grantee, whether it is a local jurisdiction, other State agencies or Federally
recognized tribal nations. As a reminder, each State shall obligate not less than
80 percent of the total amount of the grant to local units of government within 60
days after the grant award. If requested in writing by a local unit of government,
the State may retain some or all of the local unit of government’s allocation of
grant funds for purchases made by the State on behalf of the local unit of
government. States holding grant funds on behalf of local units of government
must enter into a memorandum of understanding with the local unit of
government specifying the amount of funds to be retained by the State for
purchases. This agreement must be kept on file with the SAA. Allocation of all
financial resources provided through the FY 2004 Homeland Security Grant
Program must be used to fund the critical resource gaps identified by the local
and State homeland security assessments and to accomplish the goals and
objectives laid out in the State Homeland Security Strategy. To that end, it is
imperative that the State communicate the goals and objectives laid out in the
C-2
State Homeland Security Strategy to local jurisdictions to ensure an appropriate
understanding of how funds must be expended under this grant.
Biannual Strategy Implementation Reports
Grantees will be required to submit updated strategy implementation information
biannually. The Biannual Strategy Implementation Reports will serve as the
reporting format for the Categorical Assistance Program Reports (CAPR), which
are due within 30 days after the end of the reporting periods (June 30 and
December 31), for the life of the award. The Biannual Strategy Implementation
Report will update information on obligations, expenditures, and progress made
on activities noted in the Initial Strategy Implementation Spending Plan, and will
include an update of all information submitted in the that report. The report
format for the Biannual Strategy Implementation Reports will be identical to the
Initial Strategy Implementation Spending Plan. A Final Strategy Implementation
Report is due 120 days after the end date of the award period.
Reported Information
While an electronic file template for the Initial Strategy Implementation Spending
Plan and Biannual Strategy Implementation Reports will be provided to grantees
after grant awards are made, it is important for applicants to fully understand the
data points that must be collected in order to complete the Initial Strategy
Implementation Spending Plan in a timely manner.
Each Initial Strategy Implementation Spending Plan and each subsequent
Biannual Strategy Implementation Report must include, at a minimum, the
following information for funds provided to each sub-grantee and funds retained
at the State level:
?? Jurisdiction Name
?? Total Award Amount
?? Amount Awarded in each of the grant program areas:
o State Homeland Security Program
o Law Enforcement Terrorism Prevention Program
o Citizen Corps Program
?? Project(s) to be accomplished with funds provided during the grant
period, for example:
o Establish an urban search and rescue capability (i.e., Heavy
Rescue team, etc.)
o Develop and institutionalize a law enforcement training program
in State or local academies and ensure that all law enforcement
officers are trained to the awareness level
o Establish a disease surveillance system in all area hospitals
o Establish a new Citizen Corps Council and new CERT team in a
specific community
C-3
(Note: projects listed must support a specific goal or objective in the State
Homeland Security Strategy.)
?? List the State Homeland Security Strategy goal or objective that is being
supported by the project.
?? Identify each of the grant program areas from which funding will be
utilized to complete the project and the amount of funds utilized from
each program area:
o State Homeland Security Program
o Law Enforcement Terrorism Prevention Program
o Citizen Corps Program
(Note: individual projects may be supported with funding from more than
one grant program area.)
?? Identify whether the expenditures associated with this project are State,
local, or a mix.
?? Identify the amount of funding designated for each discipline from each
grant program area:
o Law enforcement
o Fire service
o Emergency medical services
o Emergency management
o Hazmat response
o Public works
o Public health
o Health care
o Public safety communications
o Government/administrative
o Citizen Corps Councils
o Non-profit
o Other
?? Identify the solution area(s) which expenditures will be made and the
amount that will be expended under each solution area from each grant
program area:
o Planning:
?? SHSGP, LETPP, Citizen Corps planning activities
?? Citizen Corps volunteer program development
o Equipment:
?? Personal Protective Equipment (PPE)
?? Explosive Device Mitigation and Remediation Equipment
?? CBRNE Search & Rescue Equipment
?? Interoperable Communications Equipment
?? Detection Equipment
?? Decontamination Equipment
?? Physical Security Enhancement Equipment
?? Terrorism Incident Prevention Equipment
C-4
?? CBRNE Logistical Support Equipment
?? CBRNE Incident Response Vehicles
?? Medical Supplies and Limited Types of Pharmaceuticals
?? CBRNE Reference Materials
?? Agricultural Terrorism Prevention, Response & Mitigation
Equipment
?? CBRNE Aircraft and Aviation Equipment
?? CBRNE Watercraft
?? Cyber Security Enhancement Equipment
?? Other Authorized Equipment (SHSP)
?? Information Sharing (LETPP)
?? Target Hardening (LETPP)
?? Threat Recognition (LETPP)
?? Intervention Activities (LETPP)
?? CERT Team Member Equipment (CC)
o Training:
?? Development and delivery of CBRNE training programs
?? Delivery of CERT training
?? Delivery of other (non-CERT) citizen preparedness and
safety training and education
?? Public education and outreach
?? Overtime and backfill costs
o Exercises:
?? Exercise design, conduct and evaluation
?? Overtime and backfill costs
o Management and Administration (limited to 3% of each program
area award):
?? SHSP, LETPP, Citizen Corps program management and
administration
?? Metric and/or narrative discussion indicating project progress/success,
for example:
o Progress updating jurisdiction’s emergency operations plans
o Establishment of new mutual aid agreements
o Number of personnel trained at each level in each discipline
o Number of response teams enhanced or new response teams
created
o Number of exercises conducted and disciplines involved
o Certification from the State that all requests for overtime funding
through the LETPP comply with the requirement that funds may
not be used to supplant ongoing, routine public safety activities
of State and local law enforcement.
o Number of new Citizen Corps Councils created
o Number of CERT team members trained
C-5
Note: the electronic file template provided by ODP will include appropriate data
fields for all information discussed above. Additionally, brief narrative
descriptions may be required for certain data points, such as project titles, etc.
APPENDIX D
D-1
Guidance for Requesting ODP Approval of
Non-ODP Course Development and Attendance
1. State/local request for review of Awareness and Performance Level
Courses should be made on letterhead to the DHS-ODP Preparedness Officer
through the SAA. Do not send course materials at this time.
2. The DHS-ODP Preparedness Officer will forward the request to the ODP
Training Division.
3. Upon receipt of the request, the ODP Training Division will respond as
follows:
A. Send a letter of acknowledgment and conditional approval,
accompanied by the following:
1. ODP Training Approval Template and instructions for use by
requestor.
2. ODP Training Doctrine which includes the following (4)
documents:
ODP Training Strategy
Emergency Responder Guidelines
Prevention Guidelines
Training Approval Guidelines
B. Notify the DHS-ODP Preparedness Officer that funding may be
conditionally approved pending further review by the DHS-ODP, Center
for Domestic Preparedness (CDP). The requesting jurisdiction may begin
obligating funds at this time.
C. Ensure that the request has been entered in the ODP Training
Approval Tracking System.
4. Upon receipt of the Template and Training Doctrine, the Requestor or a
designee will follow the instructions to document a comparison between the
objectives of the course in question and the ODP Training Doctrine, using the
template provided. The Requestor will return the completed template and course
materials to the ODP Training Division Designee within 30 days.
5. The ODP, CDP will execute a review of course materials based on the
completed template and issue a report to the ODP Training Division
D-2
6. Designee recommending approval or denial pending modification. The CDP
will conduct this review within 45 days from receipt of the course materials
and template. For performance level courses, the review period will be extended
to 90 days if the ODP, CDP determines that a site visit is necessary to
adequately assess the course.
7. Upon completion of CDP review and issuance of a recommendation memo,
the ODP Training Division will initiate a final notification process that will include
the DHS-ODP Preparedness Officer and the Requestor.
APPENDIX E
E-1
Guidance for Development of Interoperable Communications Plans
When utilizing ODP program funds in the category of Interoperable
Communications Equipment to build, upgrade, enhance, or replace
communications systems, grantees and sub-grantees should develop a
comprehensive interoperable communications plan before procurement
decisions are made. Plans should be retained by the jurisdiction/agency and be
available for review by the State Administrative Agency (SAA) and ODP. The
plan should address, as appropriate, the areas of:
?? Building public safety communication systems
?? Upgrading/enhancing public safety communication systems and
equipment
?? Replacing public safety communication systems and equipment
?? Maintaining public safety communication systems and equipment
?? Training public safety staff on issues related to emergency response
communications
?? Managing public safety communications projects
The following considerations should be made when developing a
communications plan:
Has the grantee already completed a plan that illustrates the
agency’s/jurisdiction’s commitment to public safety communication priorities?
?? Obtain/retain an executive summary that clearly illustrates how the
proposed effort will lead to enhanced public safety communications
interoperability.
?? What type of multi-jurisdictional or multidisciplinary agreements
does the agency possess (i.e., MOUs, interstate compacts, mutual
aid agreements)?
Has the grantee considered public safety’s operational needs of the
communications equipment?
?? In what type of topography/terrain does the agency operate?
?? In what types of structures does the agency need to communicate?
(i.e., tunnels, high-rise buildings)
?? What methods of communication does the agency use? (i.e., email,
paging, cellular calls, portable radio communications)
?? What is the process for dispatching calls?
?? Is the communications center independently owned and operated
by the agency? Does it serve several public safety agencies in the
jurisdiction? Is it a multi-agency, multi-jurisdictional facility?
?? Does the agency have the ability to patch across channels? If so,
how many patches can be simultaneously set up? Is a dispatcher
required to set up and break the patches down?
E-2
?? What is the primary radio language used by the agency when
communicating with other agencies or organizations? (i.e. ‘plain’
English, code)
?? What types of equipment can immediately be deployed to provide
short-term solutions for improved communications?
Has the grantee considered the system requirements to ensure interoperability
with systems used by other disciplines or other levels of government?
?? What type of equipment is currently used by the agency?
?? Is there a regional, multi-jurisdictional, or statewide system in place
that requires interoperability in order to communicate with other
agencies? If so, how do you plan on interoperating/connecting to
that system?
?? Is the equipment compatible with the Project 25 suite of standards?
?? For data-related systems, is the grantee using XML standards?
?? How scalable is the system? Can it be used locally between
agencies and jurisdictions, statewide, and at multi-state or national
level?
?? What internal and external security requirements exist in the
architecture to secure information and maintain privacy levels for
data as required by law?
?? Is the infrastructure shared with any other agency or organization?
Is it owned or leased?
?? Does the agency use analog or digital radio systems or both?
?? Is the system conventional or trunked?
?? Which radio frequencies are used to communicate with other public
safety agencies?
?? How many channels does the agency have solely designated for
communication with other agencies?
APPENDIX F
F-1
SF 269A FINANCIAL STATUS REPORT
INSTRUCTIONS
FOR FINANCIAL STATUS REPORTING (SF269A)
The quarterly Financial Status Report (FSR) is due 45 days after the end of the
calendar quarter. Please be reminded that this is a report of expenditures not a
request for reimbursement. To request reimbursement, use an OJP payment
system*. Send the completed report to: Office of Justice Programs, Attn:
Control Desk, 810 Seventh Street, NW - 5th Floor, Washington, DC 20531 or
fax them to (202) 616-5962 or alternate fax #(202)353-8475. Please type or print
legibly and do not change any pre-printed information. If you have already filed
an FSR for the current calendar reporting quarter and need to make changes,
please submit a corrected FSR and print “AMENDED” or “CORRECTED” at the
top of the form.
Note: Without a current FSR on file, funds will not be disbursed.
Please ensure that you fill out every space (except Box #5) of this report, or
your FSR will not be processed.
1. Pre-printed as: Department of Homeland Security, Office for Domestic
Preparedness.
2. Enter the ODP grant number found on your grant award document. For
example, 2003-TE-TX-0000.
3. Enter current name and address of the award recipient.
4. Enter the OJP-assigned 9 digit vendor number as recorded on your grant
award document.
5. Enter any identifying number assigned by your organization for your internal
use. If none, leave blank.
6. If you have finished expending funds and recording your required match
related to this award, regardless of whether they have been or will be
reimbursed by the Federal Government, check “Yes.” Otherwise, check “No.”
7. Indicate whether your accounting system uses a CASH or an ACCRUAL
basis for recording transactions related to this award. For reports prepared on
a CASH basis, outlays are the sum of actual cash disbursement for direct
purchases of goods and services at the lowest funding level. For reports
prepared on an ACCRUAL basis, outlays are the sum of actual cash
disbursement at the lowest funding level. Unliquidated obligations represent
the amount of obligations that you incurred at the lowest funding level but
have not yet paid out.
Note: Data for more than one calendar quarter may be rolled up into one
report for the first report submitted.
8. Enter both the begin and end dates of the award period.
9. Enter the FROM and TO dates for the current reporting calendar quarter as
listed below.
F-2
Reporting Quarter
Jan 1 through Mar 31
Apr 1 through Jun 30
Jul 1 through Sep 30
Oct 1 through Dec 31
Reports Due Not Later Than
May 15
Aug. 14
Nov 14
Feb 14
10. Lines 10a, 10b, and 10c refer to your cash outlays including the value of inkind
match contributions for this award at the lowest funding level (i.e.,
monies you have spent). Column I is the cumulative total of expenditures for
the prior reported calendar quarter. If you wish to correct previously reported
quarterly totals, enter the corrected amounts in this column. Column II is for
the current reporting calendar quarter outlays. Column III is for the result
when adding across the amounts reported in Columns I and II. The total of
lines 10b and 10c should equal the amount reported on line 10a for each
column.
Lines 10d, 10e, and 10f should only be completed if you indicated in Box 7
that you are on an accrual basis of accounting. Lines 10d, 10e, and 10f refer
to the amount of unpaid obligations or accounts payable you have incurred.
Items such as payroll (which has been earned, but not yet paid) is an
example of an accrued expense.
Line 10d is the total of your unpaid obligations to date.
Line 10e is your share of these unpaid obligations. Line 10f is the Federal
share of unpaid obligations. The total of lines 10e and 10f should equal the
amount on line 10d.
Line 10g is the total Federal share of your cash outlays and unpaid
obligations regardless of whether you have received reimbursement. It will be
the total of Column III, Lines 10c and 10f. Line 10h is the total amount of your
award. Change this amount only if you have received a supplemental award.
Line 10i is the amount of your total award which has not either been
expended through a cash outlay or encumbered by an unpaid obligation. It is
the difference between Column III, Lines 10h minus 10g equals Line 10i.
11. Please refer to your award documents to complete this section. This section
will only be completed if you have a Negotiated Indirect Cost Rate with your
cognizant agency.
Line 11a Indicate the type of rate that you have. Line 11b is the indirect cost
rate in effect during this current reporting period. Line 11c is the amount of the
base against which the cost rate is applied. Line 11d is the total amount of
indirect costs charged during this current reporting period. Line 11e is the
Federal Government share of the amount reported on Line 11d.
Note: If more than one rate was in effect during this reporting period, attach a
schedule showing all applicable rates amounts for Line 11b through 11e
12. Line 12A is the cumulative amount of Federal funds your State agency has
passed-through to local units of government, other specified groups or
organizations as directed by the legislation of the program.
Line 12B is the cumulative amount of Federal funds subgranted including
amounts subgranted to State agencies and amounts reported on Line 12A.
F-3
Line 12C is the cumulative Federal portion of forfeited assets to be used in
this grant whether the assets were forfeited as a result of this grant or another
grant.
Line 12D is the cumulative Federal portion of program income earned from
other than forfeited assets. This is income from sources such as registration
fees, tuition, and royalties. This amount should not be included in Box 10.
Line 12E is the cumulative amount of program income from all sources,
including forfeited assets and interest earned, which have been expended by
your organization. This amount should not be included in Box 10.
Line 12F is the balance of unexpended program income
(12C + 12D - 12E).
13. Along with your printed name and telephone number, please remember to
sign and date the FSR. It will not be processed without signature.
*If you need any assistance with completing this form, contact the OC Customer
Service Center at 1-800-458-0786 or email us at askoc@ojp.usdoj.gov.
APPENDIX G
G-1
Customer Support
To assist grantees with program activities, ODP has established a number of
support programs. These include: 1) the ODP Help Line; 2) Applicant Assistance
Services; 3) the Equipment Purchase Assistance Program; and, 4) the Domestic
Preparedness Equipment Technical Assistance Program (DPETAP). The
Centralized Scheduling Information Desk (CSID) Help Line (1-800-368-6498 –
askcsd@ojp.usdoj.gov) provides grantees with answers to non-emergency
technical questions. Likewise, ODP Applicant Assistance Services are designed
to provide grantees with assistance in completing and submitting their
applications to meet the required deadlines. The Equipment Purchase
Assistance Program provides ODP grantees with access to prime vendors
through memoranda of agreement with the Defense Logistics Agency and the
Marine Corps Systems Command. Finally, the DPETAP program provides onsite
training in the use and maintenance of specialized response equipment.
Additional information on each of these programs can be found on the ODP web
site located at: http://www.ojp.usdoj.gov/odp, or by contacting your ODP
Preparedness Officer.
APPENDIX H
H-1
Acronym List
A
AAR After Action Reports
AEL Authorized equipment list
APCO Association of Public-Safety Communications Officials
B
BSIR Biannual Strategy Implementation Reports
C
CAP Corrective Action Plan
CAPR Categorical Assistance Progress Reports
CBRN Chemical, Biological, Radiological and Nuclear
CBRNE Chemical, biological, radiological, nuclear, and explosive
CCP Citizen Corps Program
CDP Center for Domestic Preparedness
CERT Community Emergency Response Teams
CFDA Catalog of Federal Domestic Assistance
CSID Centralized Scheduling and Information Desk
D
D&B Dun and Bradstreet
DHS U.S. Department of Homeland Security
DPETAP Domestic Preparedness Equipment Technical Assistance Program
DUNS Data Universal Numbering System
E
EMS Emergency Medical Services
F
FAR Federal Acquisition Regulations
FID Flame Ionization Detector
FOIA Freedom of Information Act
FSR Financial Status Report
G
GAN Grant Adjustment Notice
GC/MS Gas Chromatograph/Mass Spectrometer
GIS Geographic Information System
H
HAZCAT Hazard Categorizing
HazMat Hazardous materials
HDER Homeland Defense Equipment Reuse
HEPA High Efficiency Particulate Air
HSEEP Homeland Security Exercise and Evaluation Program
HSGP Homeland Security Grant Program
H-2
I
IAB Interagency Board
ICS Incident command system
IP Improvement Plan
IWN Integrated Wireless Network
J
JRIES Joint Regional Information Exchange System
L
LETPP Law Enforcement Terrorism Prevention Program
LLEA Lead Law Enforcement Agency
LOCES Letter of Credit Electronic Certification System
M
M&A Management and administrative
MILES Multiple Integrated Laser Engagement System
MRC Medical Reserve Corps
N
NFPA National Fire Protection Association
NIMS National Incident Management System
NIOSH National Institute for Occupational Safety and Health
O
OC Office of the Comptroller
ODP Office for Domestic Preparedness
OMB Office of Management and Budget
P
PAPR Powered Air Purifying Respirator
PAPRS Phone Activated Paperless Request System
PASS Personnel Alert Safety System
PID Photo-Ionization Detector
PPE Personal Protective Equipment
S
SAA State Administrative Agency
SCBA Self-Contained Breathing Apparatus
SEL Standardized Equipment List
SHSAS State Homeland Security Assessments and Strategies
SHSP State Homeland Security Program
SHSS State Homeland Security Strategy
SPOC Single Point of Contact
T
TCV Total Containment Vessel
U
USAR Urban Search and Rescue
H-3
V
VIPS Volunteers in Police Service
W
WMD Weapons of Mass Destruction