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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

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Florida division of emergency management domestic security unit

Florida Division of Emergency ManagementDomestic 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


Process of new sub grant agreements

Process of new sub-grant agreements


Step 1 award letter distribution

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.


Step 2 scope of work

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


Step 3 agreement sent to fdem legal for review

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


Steps 4 and 5 agreement sent to recipient for execution

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


Steps 6 and 7 agreement returned to fdem

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


Steps 8 9 and 10 preparation for final execution

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.


Step by step flow chart

STEP BY STEP FLOW CHART


Reporting requirements

Reporting Requirements


Reimbursement requests

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)


Reimbursement requests1

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.


Quarterly report submittals

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.


Close out reports

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.


Onsite monitoring

Onsite Monitoring


Monitoring

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.


Monitoring1

Monitoring

  • Office-Based Monitoring: For each open grant, the Division of Emergency Management will conduct office based reviews for sub-grantees 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.


Monitoring2

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.


Items needed in preparation for visit

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


Items to be included in grant file

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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