February 28, 2013 Webinar-State Homeland Security Grant Program

Report
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Florida Division of Emergency
Management
Domestic Security Unit

Webinar- State Homeland Security Grant
Program-Technical Assistance (TA)
February 28, 2013
Host:
Chanda Jenkins, Planning Manager
Presenters:
Jana Smith, Programmatic Reviewer
Owen Roach, Programmatic Reviewer
Andrea Becraft, Programmatic Reviewer
Peggy Cadeaux, CCP State Coordinator
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Process of new sub-grant
agreements
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Step 1: Award Letter
distribution

Award letters are prepared and distributed by
programmatic and grant manager staff after
initial funding from the Department of
Homeland Security is received.

At that time, FDEM has 45 days to obligate
funds to all recipients.

Each recipient is notified with the issuing of
an award letter pertaining to the particular
fiscal year.
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Step 2:Scope of work

A Scope of Work is developed by the
programmatic staff for issues that include:
– A budget that includes issue numbers/categories and
allocation
– A budget detail worksheet that includes projected costs
for eligible activities such as planning, training,
equipment, and exercises
– Management and administration expenses are included
if applicable
– Description of eligible activities to be completed within
the contract period
– Management and administration activities
– Reporting requirements
– Monitoring process
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STEP 3: Agreement sent to FDEM
legal for review

A boilerplate agreement is sent to FDEM
Legal for review and approval:
– Information pertaining to the particular
program will be inserted
– Scope of work is entered as an attachment
– Assigned to appropriate grant manager
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STEPs 4 and 5: AGREEMENT SENT
to recipient for execution

All agreements are sent to the designated
recipients for review and execution:
– Grant agreement goes through the designated
recipients internal review process
– Grant agreement is signed by recipient’s
authorized party
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Steps 6 AND 7: agreement returned
TO fdem

Agreement is returned to FDEM for
continued processing:
– The agreement is prepared by staff for FDEM’s
internal review process
– Agreement is sent to the division’s Finance and
Accounting Section for verification
– Agreement is then forwarded to FDEM’s Legal
Section for recommendation
– Legal returns agreement to the division’s
Finance and Accounting Section for
encumbrance
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STEPs 8,9, and 10: PREPARATION
FOR FINAL EXECUTION

The agreement is prepared for final
execution by the division’s Director or his
designee.
– Agreement is signed by the division’s Director or
designee.
– A fully executed copy of the agreement is mailed
to the recipient.
– A package of the required reports is enclosed
with agreement.
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STEP BY STEP FLOW
CHART
Scopes of work
developed by
programmatic
staff
Agreement sent
to FDEM legal for
review and
approval
Agreement sent
to recipient via
email or certified
mail
Execution of
agreement by
recipient
Agreement
returned to FDEM
Agreement
prepared by staff
for internal review
Fully executed
agreement mailed
to recipient
Package of
required reports
enclosed with
agreement mailed
to recipient
Agreement
prepared for final
execution by
division Director
or designee
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Reporting Requirements
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Reimbursement Requests

FDEM s 3, 4A , 4B, 4C, Staffing Details, and Contribution
Forms are to be completed and signed with supporting back
up documentation for all expenses.
 If Reimbursement for Equipment is being sought, then Form
4B must include the correct AEL number and equipment
description from the Responder Knowledge Base (RKB)
website. www.rkb.us
 A Reimbursement Request Checklist has become a part of
the Agreement to assist recipients with needed back up
documentation. (See Slide 22)
 A Certification regarding debarment, suspension,
ineligibility and voluntary exclusion form must be signed
prior to processing reimbursement to ensure
contractor/consultant compliance. (See Slide 25)
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Reimbursement Requests
When packaging reimbursements that
include salaries and/or benefits, make certain
to highlight all information that correlates with
requested amounts identified on the detail or
claims.
 Make certain that all supporting
documentation and back-up information sent
in reimbursement packet is clean and all
notes made are for the benefit of the
programmatic reviewer.

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Slide 25
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Quarterly Report Submittals
A quarterly report is due for each quarter
covering the entire period of performance of
the agreement. This may include a period
prior to execution of this agreement.
 If your grant is prefaced CI, submit form 1, 2
and 2A. If it is CC, submit Forms 1, 2 and 2B.
All other grants submit only form 1 and 2.
 Reports are due 30 days after the end of
each quarter; i.e. January-March due April
30.

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Close Out Reports
Form 5 must be completed and submitted to
FDEM no later than 60 days after the
agreement has expired.
 Ensure final payment has been received
prior to submitting Form 5.
 Form 5 constitutes the final Quarterly Report.

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Onsite Monitoring
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Monitoring

Purpose: The Florida Division of Emergency Management
(FDEM) serves as the State Administrative Agency (SAA)
for the oversight of the Department of Homeland Security,
Homeland Security Grant Program (HSGP). FDEM is
responsible for monitoring sub grantees and ascertaining
that all fiscal, compliance, and programmatic
responsibilities are fulfilled.
 Sub grantee monitoring is carried out through two means:
office-based monitoring and onsite monitoring. Office-based
monitoring is essentially ensuring all parts of the grant
agreement are being met and documented, on schedule.
This means both the programmatic and financial sides are
routinely evaluated by the staff and management at FDEM.
On-site monitoring involves an actual visit by programmatic
reviewers to the project site of a grant. This involves travel
to locations throughout Florida.
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Monitoring

Office-Based Monitoring:
For each open grant, the Division of Emergency
Management will conduct office based reviews for subgrantees annually. Office based monitoring will not occur for
sub grantees who have completed an on-site monitoring
within the last 6 months. During the phone interview, the
Desk Monitoring Review Worksheet should be followed and
any discrepancies or missing documentation is noted. A
Desk Monitoring letter will go out to the sub-recipient
identifying any technical assistance provided during the call
and documenting findings or concerns. The sub-recipient
will have thirty days to respond to FDEM with a written plan
to resolve any problems or provide the missing
documentation.
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Monitoring

On-Site Monitoring:
This process builds upon the office-based monitoring. The
sub grantee will be provided with a pre-visit notification letter
and packet with documents to help prepare for the visit.
Delinquent quarterly reports must be submitted prior to the
on-site visit. A major portion of the meeting involves
discussions about project implementation such as
milestones, timeline, rate of funds expenditure, project
operations, performance measures and evaluation, etc. At
the end of the on-site visit, DEM staff will conduct an exit
interview with sub grantee officials to discuss findings and to
clarify any corrective action items for the sub grantee or
DEM to pursue after the visit. If any outstanding financial,
compliance and programmatic issues are identified, the sub
grantee is required to submit a Corrective Action Plan within
30 days of receipt of the Post-visit Letter.
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Items Needed In Preparation for
Visit
Latest Single Audit Summary
 Procurement Policy
 EEO Short Form Certification
 NIMS Resolution and Recent NIMS Roll-Up
 Equipment List, if applicable (Be prepared to
show the equipment)
 Position Descriptions for those funded by the
grant
 Subcontracts and Debarment Form
 Complete grant file for review

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Items To Be Included In Grant
File
All correspondence to and from DEM
regarding the grant.
 All Quarterly Reports from beginning of grant
period to the present.
 All payment requests with supporting back
up documentation.
 Signed Grant Award Letter and executed
Agreement including any modifications.
 Up-to-date Equipment List (if applicable)

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