FEMA FFY 2012 Emergency Management Performance
Grants (EMPG) Program Application Packet
Issued March 2, 2012
Greetings:
Montana Disaster and Emergency Services (DES) would like to announce the invitation to apply
for Federal Fiscal Year 2012 / State Fiscal Year 2013 Emergency Management Performance
Grants (EMPG) funding. As stated in the FFY 2012 FEMA Funding Opportunity Announcement
(FOA, previously known as the Grant Guidance), this funding supports Local, Tribal, and State
governments in preparing for all hazards.
*Note: For federal reporting purposes, all grants will be referred to by the Federal Fiscal
Year (FFY) and the grant program. Example: FFY2012, EMPG.
FUNDING ALLOCATIONS AND REQUIRMENTS
Montana’s funding allocation has been set forth by FEMA for FFY2012, the total amount of
Emergency Management Performance Grants (EMPG) funding for Montana will be
$3,189,995.00. These grant funds are intended to support the development and sustainment of
the Core Capabilities and the five Mission Areas as identified in the National Preparedness Goal
(NPG).
Sub-recipients will use elements of the National Preparedness System (NPS) in support of
building, sustaining, and delivering these core capabilities. The NPS is to be an integrated set of
guidance, programs, and processes that can be implemented and measured at all levels of
government.
The FFY2012 EMPG program has set the priority as Advancing “Whole Community” Security
and Emergency Management. There are four Objectives for this priority:
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Approved Emergency Plans consistent with the Comprehensive Preparedness Guide
(CPG) 101 v2
Completion of Threat and Hazard Identification and Risk Assessment (THIRA)
Develop and Maintain Multi-Year Training and Exercise Plans (TEP)
Target Training and Verify Capabilities of Personnel
FFY2012 EMPG, DES Application Package
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MATCH REQUIREMENTS
As required by the FFY2012 EMPG program, this is a 50/50 Matching grant. Applicants are
required to match fifty percent (50%) of the federal grant funds with local funding. The local
match funds may be fifty percent (50%) Hard (cash) match and up to fifty percent (50%) Soft
(in-kind) match (see example 1 & 2 below). Refer to the FFY2012 EMPG FOA and the DES
Grant Program Policies and Procedures for further match guidance.
Federal
Award/Match
$20,000.00
Local Match
$20,000.00
Total Project
Budget
$40,000.00
Example: 1
Local Match
Detail
Hard Match
Soft Match
(up to 50% of soft
match)
Total Local
Match
$10,000.00
$10,000.00
$20,000.00
Hard Match
Soft Match
Total Local
Match
Example: 2
Local Match
Detail
(up to 50% of soft
match)
$20,000.00
$20,000.00
GRANT PERIOD OF PERFORMANCE
The Performance Period of this grant is a twelve month grant cycle. Projects must have
measurable outcomes to be completed within the period of performance. Projects identified in
this application may be part of an on-going effort (i.e., updating of EOP, Credentialing, Building
and Sustaining Core Capabilities) even after the performance period of the grant. Projects will
need to be broken up into achievable activities that will be completed within the period of
performance. Clearly identify the individual activities that will be achieved in the
Deliverables/Milestones table of the application.
FFY2012 EMPG, DES Application Package
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GRANT CYCLE TIMELINE
Grant Writing Workshops
March 7 – March 14, 2012
Draft Application Period
NLT 5:00pm March 30, 2012
DES & Working Group Reviews, Request for
Additional Information and Recommendations
April 2 – April 6, 2012
Written Recommendations Sent to Applicants
April 9, 2012
Applicants Submit Additional Information
April 9 – April 13, 2012
Final Application Submittal
NLT 5:00pm April 13, 2012
Final State Federal Application to FEMA
May 4, 2012
Grants Management Workshops
TBD (tentative, June/July)
FEMA Announces State Awards
On or Before June 1, 2012
Grant Awards to Sub-recipients
(NLT 15 days after official federal award)
TBD
Grant Award Performance Period
(12 month performance period)
TBD
Quarterly Reports and Reimbursements
(report period 04/01/12-06/30/12)
First QTR Due July 5, 2012
Sub-recipient Monitoring
(annual sub-recipient monitoring will be conducted)
TBD
Grant Closeout
TBD (tentative, on or before
June 2013)
FFY2012 EMPG, DES Application Package
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APPLICATION PROCESS
Applicants are encouraged to be familiar with, and refer to the FFY2012 EMPG FOA for federal
funding requirements and allowable costs. Additionally, it is encouraged to cross reference the
following documents:
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Federal Financial Management Guidance
2 CFR Part §215, 2 CFR Part §225
44 CFR Part §13
Presidential Policy Directive 8 (PPD-8)
National Preparedness Goal
National Preparedness System
DES Grant Program Policies & Procedures
Applicants for all grant programs are required to submit a “Draft Application” (as attached) to
Disaster and Emergency Services Grants Program by close of business on March 30, 2012.
Applications may be submitted electronically to desohsg@mt.gov or by U.S. Mail to: Disaster
and Emergency Services Grants Program, P.O. Box 4789, Fort Harrison, MT 59636-4789.
Applications will be reviewed by DES grant program staff for eligibility and completeness.
Additionally, a Subject Matter Expert Grant Review Working Group will review each
application to ensure alignment with the overall goals and objectives of the FFY2012 EMPG
FOA, the PPD-8, and the National Preparedness Goal. The subject matter experts will forward
comments, recommendations and/or a request for additional information to DES grant staff.
Written feedback will be provided to each applicant. Applicants shall provide all additional
information to DES by April 13, 2012 and any changes shall be incorporated into the Final
application.
Eligible applicants shall submit a Final Application along with supporting attachments (EHP
forms) by close of business on April 13, 2012. Sub-recipient Awards, Monitoring and
Reimbursements will be determined based on the final application.
Approved applications will be awarded grant funds upon the availability of FEMA Grant Funds
and in accordance with the Statewide/Local Risk Assessment.
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GRANT MANAGEMENT
The applicant is responsible for complying with all federal and state requirements and
regulations. The applicant is bound to the conditions of the award and all special conditions of
the award must be met before reimbursements will be paid.
Applicants are required to follow all federal guidances and the DES Grant Program Policies and
Procedures regardless of the type of project or the length of the grant period of performance. The
DES Grant Program Policies and Procedures do not supersede any federal and/or state
requirement.
Fiscal Management
Applicants are responsible for ensuring that grant funds are expended in accordance with federal
and state requirements. Additionally, applicants are encouraged to identify a financial manager
separate from the program manager, to maintain proper financial controls.
Management and Administration (M&A)
Each applicant may apply for up to five percent (5%) of the requested amount solely for
Management and Administrative purposes. Management and Administrative cost are direct costs
that are incurred to administer a particular grant award. M&A costs are specific and identifiable
to the particular grant award and are charged based on the activity performed for that particular
grant award.
M&A costs may include:
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Salaries of full-time or part-time staff or contractors/consultants to assist with the
management of the grant award (financial staff)
Travel expenses directly related to the management of the grant award
Meeting-related expenses directly related to the management of the grant award
Programmatic Management
Applicants shall identify a program/project manager to oversee the grant program to ensure that
the grant award is executed as outlined in the application and the grant award letter. The program
manager will be the main point of contact between the sub-recipient and DES.
Environmental and Historical Preservation (EHP)
Final applications must include complete Environmental and Historical Preservation (EHP)
forms for any applicable projects. Forms and related documents may be found online at
http://montanadma.org/grants-program . To determine whether a project requires an EHP review,
please contact DES grants program staff.
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Applicants are responsible for the preparation of required EHP documents, as well as the
implementation of any treatment of mitigation identified during the EHP review that are
necessary to address potential adverse effects.
Applicants must comply with all applicable environmental planning and historic preservation
(EHP) laws, regulations, and Executive Orders in order for expenditures to be allowable.
Applicants are encouraged to submit a complete EHP review packet to DES prior to the award
date. DES will review all EHPs and submit to FEMA at the time of the grant award to the
applicant. Applicants must have written approval by DES prior to the use of any grant funding.
FUNDING CATEGORIES
Applicants must identify the funding category(s) that a project adheres to. There may be funding
limitations to the following funding categories:
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Management and Administrative
Planning
Organization
Equipment
Training
Exercises
Construction Renovation
Maintenance and Sustainment
Please refer to Appendix C- Funding Guidelines, of the FFY2012 EMPG FOA (grant guidance)
for additional details on restrictions on the use of grant funds.
FFY2012 EMPG, DES Application Package
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APPLICATION INSTRUCTIONS
There is a two-step application process:
1. Draft Application- The draft application is due no later than 5:00pm on March 30,
2012. Late applications will not be accepted.
2. Final Application- The final application is due no later than 5:00pm on April 27, 2013.
The final application shall reflect applicable changes made due to the recommendations
by the working group. Grant awards will be made based on the final application.
*Note: There is only one application form. Applicants will need to make applicable
changes to the Draft Application and resubmit it as the Final Application.
 Please check application for completeness before submission. All questions must be
answered with applicable information or N/A for questions that are not applicable
 Applications may be submitted electronically to desohsg@mt.gov or by U.S. Mail to:
Disaster and Emergency Services, P.O. Box 4789, Fort Harrison, MT 59636-4789
 Applications must be submitted in the DES application format
 Do not add or delete any questions or fields in the application document
Administrative Information
1. Federal Grant: This is the FFY2012 EMPG program.
2. Applicant Agency: This is the agency that will accept the grant award and will ensure that the
grant award is executed as awarded.
3. Applicant Address: Address for the Applicant Agency.
4. Applicant Organization Type: What type of agency is the applicant.
5. Applicant FEIN#: Applications are not complete without your Federal Employer
Identification Number. Your FEIN# is a nine-digit number used by your finance department for
filing and paying various withholding and social security taxes to the Internal Revenue Service.
It is also referred to as a Tax Identification Number (TIN).
6. Applicant DUNS#: Applications are not complete without your Dun and Bradstreet Data
Universal Numbering System (DUNS) Number.
7. Project Title: Enter a short, but descriptive, title specific to the proposed project.
8. Total Federal Funds Requested: Enter the total amount of funds requesting. Round the
requested amount to the nearest dollar.
FFY2012 EMPG, DES Application Package
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9. Authorized Official: The individual who is authorized to enter into a legal contract on behalf
of the Applicant Agency (i.e., County Commissioner, Tribal Council Member). The Official
Authorized to sign must be an individual other than the program/project manager and the
financial officer.
10. Program/Project Manager: The program/project manager is the individual that is
responsible for the oversight of the program and/or the project. This person ensures that the
program/project is executed within the requirements of the grant award.
11. Financial Manager: The financial manager has oversight of the internal controls and ensures
that grant funds are expended within the financial requirements of the grant award.
Certifications
The Certified Assurances are state government requirements for these funds. By signing the
application, the applicant certifies that he/she has read and will abide by the special provisions
and certified assurances. Any questions should be directed to the DES grant program staff.
Project Information
12. Previous Grant Funded Project Title and Funding Allocation: If the project was included
and/or funded in a previous grant, please provide the name of the project, the total amount of
federal funding that was dedicated to this project, the name of the federal grant, and any
accomplishments that will be completed prior to the award of this application request.
13. Project Status: Please provide a brief summary of the current status of this project. What
planning or needs analysis was done on this project prior to this application? Is this a new or ongoing project, if on-going, what work has already been completed? If this is a new project, what
type of needs analysis or assessment was done to determine the need for this project? Has work
been started on this project (i.e., planning, EHP assessment, non-grant funded project work)?
14. Description of Project for which Funds are Being Requested: Please describe the project
that will be supported with these funds. Provide a complete description of the Project, and its
Goals and Objectives. This is the project Scope of Work (SOW). The SOW should clearly state
the activities you will perform using your grant funding that will help you accomplish your
project goals and objectives. When writing your SOW, identify each activity and the funding
source that will support each activity.
15. Disciplines Impacted by the Project: What is the level of collaboration for this project?
Does this project serve or include multiple jurisdictions or agencies? If so, please describe how
this project will impact multiple jurisdictions. If this project includes other agencies, please list
FFY2012 EMPG, DES Application Package
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each agency and the POC information for the agency. Are there formal agreements in place
related to this project?
16. Core Capabilities: Give a brief narrative of the FFY2012 EMPG FOA priorities and
objectives that this projects supports. Refer to the FFY2012 EMPG FOA.
17. Sustainability Plan: Describe the long-term approach to sustaining the capabilities created
and/or enhanced by this project. Be specific as to how ongoing costs will be handled (i.e., user
fees, personnel costs, equipment maintenance, upgrades, training, equipment insurance, etc.).
18. Deliverables and Milestones: In the Deliverables table, identify four Deliverables which
will be achieved within the grant period of performance. Within each Deliverable, list the
milestones (i.e., activities) that will be done to achieve the project goals and objectives within
each quarter. Provide a description of how each deliverable will be considered complete.
*Note: For FFY2012 EMPG there will be four quarters within the grant period of performance.
Each quarter is required to have one (1) Deliverable that is directly linked to the project(s)
outlined in the application. There may be several milestones (activities) within each deliverable.
19. Project Budget Table: Provide the total estimated cost to implement this project during the
12 month period of performance by completing the table. Round all figures to the nearest dollar.
If non-grant funds are being used to support the costs of the project during the grant period of
performance, include the dollar amount in the table.
20. Project Budget Detail and Justification: Address each item in the budget. A justification
and explanation is required for all project budget items requested.
Helpful Information about Budget Detail and Justification:
 Clearly explain the basis for your calculations (prorating where applicable); i.e.,
salary $15,000/year x 50% time for this project = $7,500.
 The Budget Detail and Justification should show the relationship between the
amount of grant dollars requested and the proposed goals and objectives; i.e., how
they are related to accomplishing the activities of the project.
 Make sure that the budget figures in this section of the application and those on
the Project Budget Table are the same.
For each budget category, fully explain the dollar amount requested and justify the
need for the requested item. (Example: $20,000 is being requested to purchase X
number of VRF5000 kits for A, B, and C law enforcement agencies. The need for
these kits was identified during the 2010 X County Collaboration full scale exercise).
FFY2012 EMPG, DES Application Package
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Project Categories
21. Management and Administration: Management and Administrative costs are direct costs
that are incurred to administer a particular award. A maximum of up to five percent (5%) of the
sub-recipients grant award may be requested to be used solely for the management and
administration purposes associated with the sub-recipients grant award.
Indirect Costs- are defined as (Operation Expenses) costs that are incurred for common or joint
objectives and therefore cannot be identified readily and specifically with a particular award, but
contribute to the daily operations of the agency. All Administrative Fees and Indirect Cost Plans
(operation expenses) must be negotiated with DES prior to the Final Application. Administrative
Fees and Indirect Cost plans from the cognizant agency must be attached as an appendix to the
Draft Application. Please contact DES grant staff directly to discuss Administrative Fees and
Indirect Cost Plans.
22. Planning: Planning spans across all five NPG mission areas and provides a baseline for
determining potential threats and hazards, required capabilities, required resources, and
establishes a framework for roles and responsibilities. Planning provides a methodical way to
engage the whole community in the development of a strategic, operational, and/or communitybased approach to preparedness. FFY 2012 EMPG Program funds may be used to develop or
enhance emergency management planning activities. Appropriate planning activities include, but
are not limited to:
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Assessments of local and regional hazards, capabilities and risk
Maintenance of current Emergency Operation Plans (EOPs) that are aligned with the
Comprehensive Preparedness Guide (CPG) 101 v.2
Maintenance of Continuity Plans
Whole Community engagement planning
Development of Mutual Aid Agreements and Compacts
Resource Management planning
Evacuation planning
Recovery planning
Program Evaluation
Describe each proposed planning activity and list budgeted costs in detail. Examples of
allowable planning activities may be found in Appendix C- Funding Guidelines of the FFY2012
EMPG FOA (grant guidelines). Expenditures for planning activities not included in the Final
Application may not be reimbursed.
23. Organization: FFY2012 EMPG grant funds may be used for all-hazards emergency
management operations, staffing, and other day-to-day activities in support of emergency
management. Proposed staffing activities need to be directly linked to accomplishing the projects
and activities outlined in the application. Personnel costs, including salary, overtime,
compensatory time off, and associated fringe benefits, are allowable.
FFY2012 EMPG, DES Application Package
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Applicants must justify proposed expenditures of FFY2012 EMPG funds to support organization
activities. Applicants are allowed to utilize up to 50 percent (50%) of the grant award for
personnel costs to support the project. Applicants that are requesting personnel costs must justify
the cost using historical data or other analysis. Refer to the FFY 2012 EMPG FOA and the DES
Grant Program Policies and Procedures for funding regulations.
24 & 25. Equipment: The 21 allowable prevention, protection, mitigation, response, and
recovery equipment categories and equipment standards for FFY2012 SHSGP funds are listed on
the web-based version of the Authorized Equipment List (AEL) on the Responder Knowledge
Base (RKB), at https://www.rkb.us. Unless otherwise stated, equipment must meet all mandatory
regulatory and/or DHS-adopted standards to be eligible for purchase using these funds. In
addition, agencies will be responsible for obtaining and maintaining all necessary certification
and licenses for the requested equipment. Refer to the federal FOA (grant guidance) for further
requirements.
*Note: As required by the Department of Homeland Security, all equipment shall be
properly marked with a sticker identifying the funding source that purchased the
equipment. All equipment is to be mark as “Purchased with Department of Homeland
Security Grant Funds”. DES will supply the stickers.
26. Training: Montana Disaster & Emergency Services is committed to facilitating local, state
and federal training activities which support the National Preparedness Goal as outlined in
Presidential Policy Directive 8 (PPD-8) and recommendations from the National Incident
Management Systems (NIMS) Training Plan, September 2011. As identified and prioritized in
the State of Montana Multi-Year Training & Exercise Plan, revised August 26, 2011, these
trainings should be focused on the following seven target capabilities.
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Strengthen Information and Intelligence Sharing
Interoperable Communications
Implement the National Infrastructure Protection Plan
Implement the National Incident Management System (NIMS) and coordinate
planning in Conjunction with the National Response Framework
Expand Regional Collaboration
Strengthen Medical Surge and Mass Prophylaxis
Strengthen CBRNE Decontamination, Detection and Response
The State of Montana recommends that tribal, state, and local entities, as well as federal partners,
regularly offer the following trainings in support of the seven priority goals. Training offered
may include federally-developed curriculums (e.g. FEMA G/L offerings), state-developed
courses, and locally-developed and delivered trainings.
FFY2012 EMPG, DES Application Package
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Courses marked with a (*) are targeted for Federal or State of Montana-sponsored delivery in
State FY2012. However, travel, lodging, and per diem, unless otherwise noted, will be the
responsibility of the student's home jurisdiction, which may apply for EMPG funding to cover
attendance costs.
In addition, the State of Montana requires completion of National Incident Management System
(NIMS) and FEMA Professional Development Series (PDS) from all state or local personnel
who receive EMPG funds in support of their position. The core NIMS courses are IS-100, IS200, IS-700, and IS-800. Core PDS courses are IS-120, IS-230, IS-235, IS-240, IS-241, IS-242,
and IS-244. These courses may be found at: https://training.fema.gov/IS/crslist.asp
Goal: Strengthen Information and Intelligence Sharing (Prevention):
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*Basic Public Information Officer Course (FEMA G-290, NWCG S-203)
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*Advanced Public Information Officer (FEMA G-388)
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*Multi-year Training and Exercise Planning Workshop (TEPW)
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*Agency Representative Training
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*Event Security Planning Course (TEEX MGT-345)
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*WebEOC training
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GIS Training
Goal: Interoperable Communications (Common):
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*USDHS Auxiliary Communications (AUXCOMM)
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*FEMA All-Hazard Communication Technician
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*FEMA All-Hazards Communications Unit Leader
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*Montana Communications Infrastructure Workshop
Goal: Implement the National Infrastructure Protection Plan (NIPP):
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*Disaster Management for Electric Power Systems (TEEX MGT-345)
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*Rapid Assessment (FEMA G 250.7)
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*Continuity of Operations
Goal: Implement NIMS and Coordinate Planning in Conjunction with the National
Response Framework (Respond):
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*Incident Command System Training (ICS-100, 200, 300, 400)
NIMS Training (On-line IS-700, IS-800)
*FEMA All-Hazard ICS Position-Specific Training
*Montana Type 3 IMT Development Workshop
*EOC Operations (FEMA G-775, TEEX MGT-346)
*EOC/ICS Interface (FEMA G-191)
*Montana EOC Operations for Local Government
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
*Integrated Emergency Management Course (FEMA IEMC)
Goal: Expand Regional Collaboration (Respond):
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Community Emergency Response Team (CERT) Training
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*Managing the Spontaneous Volunteer (FEMA G-489)
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*Planning for Special Needs Populations
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*Hazardous Weather Workshops
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*Winter Weather Survival Training
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*Inland Search and Rescue Planning
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*Population Protection & Re-entry Planning
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*Multi-hazard Emergency Planning for Higher Education Institutions (FEMA L363)
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*Benefits Cost Analysis Training
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*Orientation to Montana Disaster & Emergency Services
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*Montana Fundamentals of Emergency Management
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*Exercise Design & Evaluation
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*HSEEP Training
Goal: Strengthen Medical Surge and Mass Prophylaxis (Respond):
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Community Mass Care Management (FEMA G-108)
Goal: Strengthen CBRNE Detection, Decontamination, Detection, & Response (Respond):
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HAZMAT Awareness and Operations Training
*Oil/Gas Industry Hazard-Specific Response Training
27. Exercise: The Multi-Year Training and Exercise Plan (TEP) provides a roadmap to
accomplish the priorities described in the Homeland Security Strategy. Engaging the whole
community in training and exercises allows all partners to evaluate and improve upon their level
of preparedness. All grantees and sub-recipients are required to develop a Multi-Year TEP that
incorporate linkages to the core capabilities and update it annually. The TEP should be sent to
the appropriate District Representative, the State Exercise Program Officer, and to
hseep@dhs.gov (encrypted email) once updated.
FFY2012 EMPG applicants shall develop and maintain a progressive exercise program
consistent with the National Exercise Program base plan. FFY2012 EMPG funded jurisdictions
shall conduct one exercise and participate in two exercises of any type within the grant period of
performance. FEMA encourages the use of the Homeland Security Exercise Evaluation Program
(HSEEP), found online at https://hseep.dhs.gov. An After Action Report/Improvement Plan
(AAR/IP) shall be completed for each exercise conducted by the applicant and an Improvement
Plan (IP) shall be completed for each exercise that the sub-recipient participated in until the
minimum exercise standard has been reached. All AARs and IPs will be submitted to the
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appropriate District Representative, the State Exercise Program Officer, and to the DHS portal
(hseep@dhs.gov in an encrypted email). A summary of all collected corrective action items and
a tracking of their implementation shall be reported as part of the Quarterly Performance
Progress Report. Refer to the FFY2012 EMPG FOA (grant guidance) for further requirements.
28. Construction and Renovation: FFY2012 EMPG construction and renovation funds may be
used to support State, local, or tribal government’s principle EOC. Prior written approval by
FEMA and the SAA is required.
29. Maintenance and Sustainment: FFY2012 EMPG grant funds may be used for maintenance
contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable under all
active and future grant awards, unless otherwise noted. The FFY2012 SHSGP grant funds are
intended to support the National Preparedness Goal (NPG) by funding projects that build and
sustain the core capabilities necessary to prevent, protect against, mitigate the effects of, respond
to, and recover from those threats that pose the grates risk to the security of the Nation. Eligible
costs for maintenance and sustainment must be allowable expenditures under applicable grant
programs and support on of the core capabilities in the five mission areas contained within the
NPG and be deployable through the Emergency Management Assistance Compact (EMAC)
membership, where applicable. Refer to the federal FOA (grant guidance) for further
requirements.
30 & 31. Accountable Supplies: Accountable supplies are items related to activities that are not
considered equipment but help meet the objective of the project (i.e., certified training kits, hand
held radios, camera, etc.). List each accountable supply along with the justification. Each
accountable supply must be directly related to the project and will hold the same reporting
requirements as equipment. For equipment requirements please refer to the DES Grants Program
Policies and Procedures. Only accountable supplies identified and approved in the application
will be reimbursable.
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STATE OF MONTANA
Montana Department of Military Affairs
Disaster and Emergency Services
Grants Program
1956 Mt. Majo Street
P.O. Box 4789
Fort Harrison, MT 59636-4789
406-324-4777
FFY 2012 FEMA Emergency Management Performance Grant
(EMPG) PROGRAM APPLICATION
1. Federal Grant:
2. Applicant Agency:
FFY2012 EMPG
_________________________________
3. Applicant Address: _________________________________
_________________________________
City
State
Zip Code
4. Applicant Organization Type: ____State Agency ____Local/County ____Tribal Government
5. Applicant FEIN#:
6. Applicant DUNS#:
7. Project Title:
8. Total Amount of funds requesting:
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The signatures below verify the approval of the named entity’s request for funding. All parties signify that all aspects of
this project are allowable, reasonable and justifiable in accordance with published federal grant guidelines, and the
Official Authorized to sign is authorized to enter into legal contracts on behalf of the applicant agency.
9. Official Authorized to sign: _________________________
(Please print name)
_________________________
Job Title
_________________________
Phone Number
_________________________
E-mail Address
_______________________________
Signature
______________
Date
10. Program/Project Manager: _________________________
(Please print name)
_________________________
Job Title
_________________________
Phone Number
_________________________
E-mail Address
________________________________
Signature
11. Financial Manager:
(optional)
______________
Date
_________________________
(Please print name)
_________________________
Job Title
_________________________
Phone Number
_________________________
E-mail Address
________________________________
Signature
______________
Date
FFY2012 EMPG, DES Application Package
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CERTIFICATION OF COMPLIANCE WITH REGULATIONS
APPLICANT’S CERTIFICATION: As the Official Authorized to sign, the Program/Project Manager,
and the Financial Manager for the above agency, I certify, by my signing this application, that I have read
and am fully cognizant of our duties and responsibilities under this Certification.
The applicant hereby assures and certifies compliance with all Federal statutes, regulations, policies,
guidelines and requirements, including the current edition of the Office of Grant Operations Financial
Management Guide, OMB Circulars No. A-21, A-102, A-110, A-122, A-128, A-87; E.O. 12372 and
Uniform Administrative Requirements for Grants and Cooperative Agreements 28 CFR, Part 66,
Common rule, that govern the application, acceptance and use of Federal funds for this federally-assisted
project. The applicant must comply with FEMA’s codified regulation 44CFR Part 13, Uniform
Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments
and 2CFR Part 225 State and Local Governments. The applicant must comply with the most recent
version of the Administrative Requirements, Cost Principles, and Audit requirements. All awarded funds
are conditional to available federal grant funding.
Also the applicant assures and certifies that:
1. The applicant possesses legal authority to apply for the grant; that a resolution, motion or similar action
has been duly adopted or passed as an official act of the recipient's governing body, authorizing the filing
of the application, including all understandings and assurances contained therein, and directing and
authorizing the person identified as the official representative of the recipient to act in connection with the
application and to provide such additional information may be required.
2. The applicant will comply with all requirements imposed by the Federal and State sponsoring agency
concerning special requirements of law, program requirements, and other administrative requirements.
a. All sub-recipients must be working towrd National Incident Management System (NIMS)
compliant. Future Homeland Security grant funds are contingent on NIMS compliance.
b. All sub-recipients are required to modify their existing incident management and emergency
operations plans in accordance with the National Response Framework’s coordinating structures,
processes, and protocols.
c. The applicant agrees that, when practicable, any equipment purchased with grant funding shall be
prominently marked as follows: “Purchased with funds provided by the US Department of Homeland
Security.”
d. The applicant agrees to cooperate with any national or state assessments, evaluation efforts, quality
assurance, or information or data collection requests, including, but not limited to, the provisions of
any information required for the assessment or evaluation of any activities within this project.
e. All sub-recipients are required by FEMA’s National Preparedness Directorate (NPD) to use the
Global Justice Data Model specifications and guidelines regarding the use of XML for all homeland
security grant awards.
f. All sub-recipients must fully engage citizens by expanding plans and committee memberships to
address citizen participation; awareness and outreach to inform and engage the public; include
citizens in training and exercise; and develop or expand programs that integrate citizen/volunteer
support for emergency responder disciplines.
g. The applicant agrees that all publications created with funding under this grant shall prominently
contain the following statement: “This Document was prepared under a grant from FEMA’s Grant
Program Directorate (GPD), US Department of Homeland Security. Points of view or opinions
expressed in this document are those of the authors and do not necessary represent the official
position or policies of GPD or the US Department of Homeland Security.”
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h. Travel costs must be consistent with the DES policies and procedures and must be applied
uniformly to all activities of the sub-recipient.
i. Funds utilized to establish or enhance state and local fusion centers must support the development
of a statewide fusion process that corresponds with the Global Justice/Homeland Security Advisory
Council Fusion Center Guidelines and achievement of a baseline level of capability as defined by the
Fusion Center Planning Tool.
3. The applicant agrees that federal funds under this application will be used to supplement, not to
supplant, state or local funds or other resources that would otherwise have been made available for this
program.
4. Any mutually agreed upon changes to the application must be approved, in writing, by DES Grants
prior to implementation or obligation and shall be incorporated in written amendments to the grant. This
procedure for changes to the approved application is not limited to budgetary changes, but also includes
changes of substance in project activities and changes in the project director or key professional personnel
identified in the approved application.
5. This grant and funding may be suspended, in whole or in part, and/or terminated where DES Grants
finds a substantial failure to comply with the provisions of the legislation governing these funds or
regulations promulgated, including those grant conditions or other obligations established by DES Grants,
as listed in the award letter. In the event the applicant fails to perform the services described and has
previously received financial assistance from DES Grants, the applicant shall reimburse DES Grants the
full amount of the payments made. However, if the services described are partially performed, and the
applicant has previously received financial assistance, the applicant shall proportionally reimburse DES
Grants for payments made.
DES Grants may suspend, in whole or in part, and/or terminate funding for or impose another sanction on
the applicant for any of the following reasons:
a. Failure to comply substantially with the requirements or statutory objectives of the 2003 Omnibus
Appropriations Act issued or other provisions of Federal Law.
b. Failure to adhere to the requirements, standard conditions or special conditions.
c. Proposing or implementing substantial program changes to the extent that, if originally submitted,
the application would not have been approved for funding.
d. Failure to submit reports.
e. Filing a false certification in this application or other report or document.
f. Other good cause shown.
6. The applicant agrees to comply with the requirements of OMB Circular A-133 and Audits of States,
Local Governments, and Non-Profit Organizations, as described in the current edition of the OJP
Financial Guide, Chapter 19. Further, all records, books, papers, or documents with respect to all matters
covered by this grant shall be made available for audit and inspection by The State of Montana and/or any
of its duly authorized representatives. If required, the audit report must specifically cite that the report
was done in accordance with OMB Circular A-133. If a compliance audit is not required, a written
certification must be provided at the end of each audit period stating that the sub-grantee has not
expended the amount of federal funds that would require a compliance audit.
7. Applicants accounting procedures must provide for accurate and timely recording of receipt of funds by
source of expenditures made from such funds and unexpended balances. These records must contain
information pertaining to grant awards, obligations, unobligated balances, assets, liabilities, expenditures
and program income. Controls must be established which are adequate to ensure that expenditures
charged to the sub-grant activities are for allowable purposes. Additionally, effective control and
accountability must be maintained for all grant cash, real and personal property and other assets.
Accounting records must be supported by such source documentation as cancelled checks, warrant or
FFY2012 EMPG, DES Application Package
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EFT numbers paid bills, payrolls, time and attendance records, contract documents, grant award
documents, etc.
8. The financial responsibility of applicant must be such that the applicant can properly discharge the
public trust which accompanies the authority to expend public funds. Adequate accounting systems
should meet the following criteria with provisions of the regulations governing these funds and
management systems that meet the standards as set forth in OMB Circular A-102, or 2 CFR Part 215 and
in addition:
a. Accounting records should provide information needed to adequately identify the receipt of funds
under each grant awarded and the expenditure of funds for each grant;
b. Entries in accounting records should refer to subsidiary records and/or documentation which
support the entry and which can be readily located;
c. The accounting system should provide accurate and current financial reporting information;
d. The accounting system should be integrated with an adequate system of internal controls to
safeguard the funds and assets covered, check the accuracy and reliability of accounting data,
promote operational efficiency and encourage adherence to prescribed management policies.
9. Retention of Records - In accordance with the requirements set forth in 28 CFR Parts 66 and 70, all
financial records, supporting documents, statistical records, and all other records pertinent to award shall
be retained by each organization for AT LEAST THREE YEARS following the closure of their most
recent audit report. Retention is required for purposes of Federal examination and audit. Records may be
retained in an automated format.
a. Coverage - the retention requirement extends to books or original entry, source documents
supporting accounting transactions, the general ledger, subsidiary ledgers, personnel and payroll
records, cancelled checks, and related documents and records. Source documents include copies of
all awards, applications, and required recipient financial and narrative reports. Personnel and payroll
records shall include the time and attendance reports for all individuals reimbursed under the award,
whether they are employed full-time or part-time. Time and effort reports are also required for
consultants.
b. Retention Period - the three-year retention period starts from the date of the submission of the
closure of the single audit report, which covers the grant period. If any litigation, claim, negotiation,
audit, or other action involving the records has been started before the expiration of the three-year
period, the records must be retained until completion of the action and resolution of all issues which
arise from it or until the end of the regular three-year period, whichever is later.
10. Maintenance of Records - Recipients of funds are expected to see that records of different Federal
fiscal periods are separately identified and maintained so that information desired may be readily located.
Recipients are also obligated to protect records adequately against fire or other damage. When records
are stored away from the recipient’s principal office, a written index of the location of records stored
should be on hand and ready access should be assured.
11. Access to Records - The awarding agency includes the funding agency, the Federal agency, the DOJ
and DHS Office of the Inspector General, the Comptroller General of the United States, or any of their
authorized representatives, who shall have the right of access to any pertinent books, documents, papers,
or other records of recipients which are pertinent to the award, in order to make audits, examinations,
excerpts, and transcripts. The right of access must not be limited to the required retention period but shall
last as long as the records are retained.
12. Equipment acquired under an award shall be managed to ensure that the equipment is used under the
specific purposes of the grant.
a. Title to equipment acquired under an award or sub-award will vest upon acquisition in the recipient
or sub-recipient subject to the obligations and conditions set forth in 28 CFR Part 66.
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b. A State shall use equipment acquired under an award by the State in accordance with State laws
and procedures. The awarding agency encourages the States to follow the procedures set forth in this
document as referenced above. Other government recipients and sub-recipients shall use equipment
in accordance with the following requirements:
1) As authorized for purchase from the current Approved Equipment List (AEL).
2) Equipment must be used by the recipient or sub-recipient in the program or project for which it
was acquired as long as needed, whether or not the project or program continues to be supported
by Federal funds. When no longer needed for the original program or project, the equipment may
be used in other activities currently or previously supported by a Federal agency.
3) The recipient or sub-recipient shall also make equipment available for use on other projects or
programs currently or previously supported by the Federal government, providing such use does
not interfere with the work on the projects or programs for which it was originally acquired. First
preference for other use shall be given to other programs or projects supported by the awarding
agency. User fees shall be considered and treated as program income to the project, if
appropriate.
4) Notwithstanding program income, the recipient or sub-recipient shall not use equipment acquired
with funds to provide services for a fee to compete unfairly with private companies that provide
equivalent services, unless specifically permitted or contemplated by Federal statute.
5) When acquiring replacement equipment, recipients or sub-recipients may use the equipment to be
replaced as a trade-in or sell the equipment and use the proceeds to offset the cost of the
replacement equipment, subject to the written approval of the awarding agency.
c. A State shall manage equipment acquired under an award to the State in accordance with State laws
and procedures.
Other government recipient and sub-recipient procedures for managing equipment (including
replacement), whether acquired in whole or in part with project funds, will, at a minimum, meet the
following requirements:
1) Property records must be maintained which include: description of the property; serial
number or other identification number; source of the property; identification of title holder;
acquisition date; cost of the property; percentage of Federal participation in the cost of the
property; location of the property; use and condition of the property; and disposition date,
including the date of disposal and sale price.
2) A physical inventory of the property must be taken and the results reconciled with the
property records at least once every two years.
3) A control system must exist to ensure adequate safeguards to prevent: loss; damage; or theft
of the property. The recipient and sub-recipient, as appropriate, shall investigate any loss,
damage, or theft.
4) Adequate maintenance procedures must exist to keep the property in good condition.
5) If the recipient or sub-recipient is authorized or required to sell the property, proper sales
procedures must be established to ensure the highest possible return.
d. A State recipient shall dispose of its equipment acquired under an award to the State in accordance
with State laws and procedures. Other government recipients and sub-recipients shall dispose of the
equipment when original or replacement equipment acquired under the award or sub-award is no
longer needed for the original project or program, or for other activities currently or previously
supported by a Federal agency. Disposition of the equipment will be made as follows:
1) Items with a current per unit fair market value of less than $5,000 may be retained, sold, or
otherwise disposed of with no further obligation to the awarding agency.
2) Items with a current per unit fair market value in excess of $5,000 may be retained or sold,
and the awarding agency shall have a right to an amount calculated by multiplying the current
market value or proceeds from sale by the awarding agency’s share of the equipment. Seller
is also eligible for sale costs.
3) In cases where a recipient or sub-recipient fails to take appropriate disposition actions, the
awarding agency may direct the recipient or sub-recipient to take other disposition actions.
FFY2012 EMPG, DES Application Package
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13. The applicant shall comply with all applicable Federal, State and local environmental and historic
preservation (EHP) requirements and shall provide any information requested by FEMA to ensure
compliance with applicable laws including: National Environmental Policy Act, National Historic
Preservation Act, Endangered Species Act, and Executive Orders on Floodplains (11988), Wetlands
(11990) and Environmental Justice (12898). Failure of the recipient to meet Federal, State, and local
EHP requirements and obtain applicable permits may jeopardize Federal funding. Recipient shall not
undertake any project have the potential to impact EHP resources without the prior approval of FEMA,
including but not limited to communications towers, physical security enhancement, new construction,
and modifications to buildings that are 50 years old or greater. Recipient must comply with all conditions
placed on the project as the result of the EHP review. Any change to the approved project scope of work
will require re-evaluation for compliance with these EHP requirements. If ground disturbance activities
occur during project implementation, the recipient must ensure monitoring of ground disturbance and if
any potential archeological resources are discovered, the recipient will immediately cease construction in
that area and notify OHSG and FEMA and the appropriate State Historic Preservation Office.
FFY2012 EMPG, DES Application Package
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Please answer each question with N/A if question is not applicable to your project. Please be as detailed as possible and be sure to
review for completeness before submittal. You may add supplemental attachments as appendices. Appendices do not replace the
required information requested in the application. Applications will not be accepted if the information is not entered in the application
format.
PROJECT INFORMATION
12. Previous Grant Funded Project Title and Funding Allocation:
13. Project Status:
14. Description of Project(s) for which Funds are Being Requested:
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15. Disciplines Impacted by the Project
16. Core Capabilities:
17. Sustainability Plan:
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PROJECT MILESTONES
18. Deliverables identify each quarter’s measurable activities. List the Deliverable for each quarter and the specific achievable
milestones (activities) that will be accomplished within each quarter during the grant period of performance. If another funding
source will be supporting a portion of the milestones, please identify the funding source that will support each activity.
Deliverable 1:Input deliverable here
Activities
Start Date
End Date
Milestone 1:
Budget Amount
$
Total Deliverable Budget
$
Start Date
Budget Amount
$
Deliverable 2:Input deliverable here
Activities
End Date
Milestone 1:
Total Deliverable Budget
$
FFY2012 EMPG, DES Application Package
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Deliverable 3:Input deliverable here
Activities
Start Date
End Date
Milestone 1:
Budget Amount
$
Total Deliverable Budget
$
Start Date
Budget Amount
$
Deliverable 4:Input deliverable here
Activities
End Date
Milestone 1:
Total Deliverable Budget
$
FFY2012 EMPG, DES Application Package
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19. Project Budget Table:
EMPG FUNDING
REQUEST
M&A
PLANNING
ORGANIZATIONAL
EQUIPMENT
TRAINING
EXERCISE
MAINTENANCE AND
SUSTAINMENT
CRITICAL
EMERGENCY
SUPPLIES
CONSTRUCTION
AND RENOVATION
TOTAL GRANT
REQUEST:
OTHER
CONTRIBUTION
(OPTIONAL)
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
PROJECT TOTAL
$
20. Project Budget Detail and Justification:
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PROJECT CATEGORY JUSTIFICATION
21. Management and Administration:
22. Planning:
23. Organization:
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24 Equipment List:
AEL#
Item Description
Quantity
Cost
Total Cost
Total $
25. Equipment Justification:
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26. Training:
27. Exercises:
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28. Construction and Renovation:
29. Maintenance and Sustainment:
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30. Accountable Supply List:
Item Description
Quantity
Cost
Total Cost
Total $
31. Accountable Supply Justification:
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Reference Information
Disaster and Emergency Services - http://montanadma.org/disaster-and-emergencyservices
Department of Homeland Security - http://www.fema.gov/government/grant/hsgp/
Authorized Equipment List/Responder Knowledge Base - https://www.rkb.us/
Code of Federal Regulation - http://www.gpoaccess.gov/cfr/
Acronyms:
AAR – After Action Report
AEL – Authorized Equipment List
CPG – Comprehensive Preparedness Guide
DES – Disaster and Emergency Services
DHS – Department of Homeland Security
DUNS – Dun and Bradstreet Data Universal Numbering System
EHP – Environmental and Historical Preservation
EMAC – Emergency Management Assistance Compact
EOC – Emergency Operation Center
EOP – Emergency Operations Plan
FEIN – Federal Employer Identification Number
FEMA – Federal Emergency Management Agency
FOA – Funding Opportunity Announcement (previously Grant Guidance)
HSEEP- Homeland Security Exercise Evaluation Plan
HSGP – Homeland Security Grant Program
IP – Improvement Plan
LETPA – Law Enforcement Terrorism Prevention Activities
M&A – Management and Administration
NLT – Not Later Than
NPG – National Preparedness Goals
NPS – National Preparedness System
POC – Point of Contact
RKB – Responder Knowledge Base
SAA – State Administrative Agency
SAC – Senior Advisory Committee
SHSP – State Homeland Security Program
SOW – Statement of Work
TBD – To Be Determined
TEP – Training and Exercise Plans
THIRA – Threat and Hazard Identification and Risk Assessment
TIN – Tax Identification Number
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