FY 2015 Homeland Security Grant Application Workshop

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(1)FY 2015 Homeland Security Grant Application Workshop.

(2) Grants Management Branch For any questions regarding the application please contact:. Grants Team 502-564-2081 homelandsecurity@ky.gov.

(3) Agenda • Project Eligibility • Pre-Submission Requirements • Online Application. • Application Submittal Procedure.

(4) FY 2015 Homeland Security Grant Submission Requirements • • • •. State and Federal Grant Criteria One Project = One Application Original + 5 copies July 10, 2015 = Post Marked.

(5) Eligibility Requirements to Apply Local Units of Government. Eligibility Requirements to Receive Award  NIMS Compliance  Mutual Aid Agreement (with KSP)  KWIEC Approval.

(6) FY 2015 Homeland Security Grant Eligible Projects Communications Mobile Data Computers/Tablets will NOT be funded.

(7) FY 2015 Homeland Security Grant Eligible Projects First Responder Equipment.

(8) FY 2015 Homeland Security Grant Eligible Projects Critical Infrastructure Protection.

(9) FY 2015 Key Changes A registration form will be required for all applications. All applicants must submit to eClearinghouse. Three quotes/bids are required for every application. Applications will be completed through an online process, next printed, and mailed to our office. • Unlike previous years where narrative style responses were solicited, 2015’s application follows a specific question and answer format where every question must be completed. • • • •.

(10) Project Selection • • • •. Critical Project Costs are necessary, reasonable and allowable Project can be completed within grant timeline Maintenance and replacement is attainable for agency.

(11) Step By Step Instructions: 1. 2.. 3. 4. 5.. Complete and submit registration form electronically at http://kohs.ky.gov/ . Upon submission applicant will receive an email containing a user name and password from homelandsecurity@ky.gov within 2 business days. Applicant will access and complete online application via link on http://kohs.ky.gov/. Here you will sign in using your username and password then you will be directed to select your county. Select your agency from the list shown..

(12) Step By Step Instructions: 6.. At this point you will be presented with the Application Dashboard, a table containing the seven different sections of the application (Cover, Strategy, Project, Budget, Estimated Cost, Historical Funding, Links, and the Completed Application Print Page.). 7.. Begin to fill out each section completely. (Please note: All fields must be completed. If not applicable type N/A.) Your progress will only be saved after you hit submit at the bottom of each section.. 8..

(13) Step By Step Instructions 9. Within the links section, you may upload any supporting documentation as allowed. Also, a list of documents necessary for completion of the application will be downloadable. 10. Once submitted electronically, applicant should print application and have authorizing official sign signature page.. 11. As like in previous years, applicant will mail FIVE (5) copies including the original application to: KOHS-Grants 200 Mero St. Frankfort, KY 40622.

(14) Registration Form • Applicant will visit http://kohs.ky.gov/ and select first option to register for a new grant application. • Upon submittal of the registration form, the preparer of the application will electronically receive a username and password. • This user name and password will be necessary to log in to complete your KOHS application..

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(17) FY 2015 Homeland Security Grant Application. • • • •. Application Instruction and Guidance Application Cover/Data Sheet Application Sections Links.

(18) Grant Application Key Notes • Eligible Applicants – units of government, ADDs, merged units of government, public universities • Lead applicant responsible for funds • Only ONE (1) project per application • Original + 5 Copies • POSTMARKED by July 10 , 2015.

(19) Cover Section.

(20) You will need to have the following information available before completing this section: 1. KWIEC NUMBER (only communication projects) 2. eClearinghouse SAI NUMBER 3. DUNS NUMBER * The links and/or forms can be found on the next slide or in the attachment section of the application..

(21) Links for Application • http://kwiec.ky.gov/ – KWIEC Application Form. • eClearinghouse – http://eclearinghouse.ky.gov/. • DUNS NUMBER – http://fedgov.dnb.com/webform.

(22) eClearinghouse Step by Step Instructions:. • Go to www.dlg.ky.gov click on KY State Clearinghouse (on the left) Print out and follow the instructions for Applicants. • Request a user id & password to use the eClearinghouse system • Login and apply • Enter an application • You will receive your SAI number only after you submit the application. • For eClearinghouse help call : 1-800-346-5606.

(23) 1. 2. 3. 4.. Click “Apply for Funding”, “Enter Application” Select the type of project Click the “Select” button The Federal 424 says “Mandatory”.

(24) Filling Out The 424 • Fill out all fields with the asterisk * before the form is saved • Choose from the drop down boxes the applicable response • Note the 4 tabs across the top of the 424.

(25) Application Cover Sheet First page of your application Lead Applicant Agency – city, county, ADD, university, taxing district Address – please include zip + 4 Duns Number Partnering Agencies Type of Organization – city, county, ADD, university & the discipline the project will benefit. (law enforcement, fire, EMS, HazMat) • Provide House, Senate and ADD District for Lead Applicant Agency • Continuation Project – is this a continuation project of a previous Homeland Security Grant? • Project Title – this is the title you give your project. • • • • • •.

(26) • Choose the category your project best fits • Select the sub category • Budget Total Amount – this amount should match the budget section in the application • Funding Amount That Benefits Law Enforcement- amount of grant application benefitting law enforcement • KWIEC Tracking # - the number your application is assigned when you submit to the KWIEC • eClearinghouse # - the number your application is assigned when you submit to eClearinghouse • Authorizing Official – Judge, Mayor, ADD Director, University President • Project Director – this is the person that will manage the day to day operations of the project • Financial Officer – Treasurer, Clerk, Financial Officer for Lead Applicant Agency.

(27) Section I: Strategy.

(28) Section I: Strategy New for this year:. • The applicant will need to select a threat/hazard and a core capability that this application will address from a drop down menu. • The 31 core capabilities and definitions are posted in the links section of the dashboard. Presidential Policy Directive #8 mandates that these core capabilities be addressed when utilizing federal preparedness funding..

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(30) • There are 7 Threat/Hazard options that you should select based on the nature of your request. • There are 31 Core Capabilities to select from as well..

(31) Section II: Project Specific Information.

(32) Project categories available for funding a) Communications– Radio equipment, narrowband equipment, infrastructure equipment (voters, repeaters, antennas, microwave links, towers). b) Critical Infrastructure – Power equipment (generators), physical security, cybersecurity. c) First Responder Equipment – PPE, detection, CBRNE, search and rescue, explosive device mitigation & remediation, decontamination equipment, medical equipment. • •. Not limited to the given examples under each category Must complete all sections of the application.

(33) • Select your project specific category..

(34) Communication Project • If you are applying for communications equipment, please choose which subcategory your project best fits. 1. Radios 2. Communication infrastructure 3. 911 4. Alert systems • Once you identify the subcategory you will need to provide information for each question listed..

(35) Communication Project •SCREEN SHOT OF COMMUNICATIONS Section.

(36) Projects Requiring KWIEC Approval Radio * Infrastructure * 911 Kentucky Wireless Interoperability Executive Committee KWIEC http://kwiec.ky.gov.

(37) Critical Infrastructure Protection – Physical Security.

(38) Critical Infrastructure Protection – Cyber Security.

(39) First Responder Equipment.

(40) Section III: Budget.

(41) Budget Narrative Complete this section with the same question/response format: • A brief summary of the planned expenditures. • The necessity and reasonableness of all project costs. • Discuss how you plan to maintain and replace this equipment. • Will the State Price Contract be used? • Provide an eighteen month timeline for completing this project. For planning purposes the start date should be October 1, 2015..

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(43) Section IV: Estimated Cost.

(44) •The Total Estimated Cost section requires you to “ADD” the authorized equipment list number and individual unit pricing for each piece of equipment you are requesting. • You can find your corresponding AEL numbers by going to www.fema.gov/grants.

(45) Section V: Historical Funding.

(46) KOHS Historical Funding • Complete the following chart detailing past funding the Lead Applicant Agency received from KOHS. Please add rows as necessary..

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(48) Completed Application Print Page.

(49) Attachments required with application Please be sure to include: • 3 quotes for your project • City/County/District resolution • Mutual Aid Agreement with KSP • eClearinghouse • a copy of your KWIEC application if you’re applying for a communication project. • If the equipment you are purchasing will require installation onto a building, tower or any type of structure, please include a labeled photo of that structure showing where the equipment will be installed..

(50) Other Attachments Required Communication Projects • Propagation studies (infrastructure only) • Network diagram (infrastructure only) • After action reports (only if applicable).

(51) Applying for Numerous Projects • If the same entity would like to apply for a second project, simply click the link at the bottom of the Application Dashboard and add another application.. • If you want to apply for another application for a different entity you will need to get a new user name and password by re-registering again on the home page— kohs.ky.gov..

(52) Technical Review • First Responder Equipment – Peer review team • Critical Infrastructure –Peer review team • Communications Projects – KWIEC/peer review team • 9-1-1 Projects – CMRS/peer review team.

(53) Estimated FY 15 Award Timeline Date. Action. July 10, 2015. Local Applications Due. July 2015. Peer Review. September 2015 DHS Awards Grant Funding to KOHS November 2015 KOHS Awards Local Grants.

(54) • Now that you have completed the FY 2015 Homeland Security Grant Program Application Webcast, please return to our website, www.homelandsecurity.ky.gov to retrieve the FY 2015 HSGP Application Webcast Viewing Certification Form. • You will need to complete this form and return it to our office by either faxing it to 502-564-7764 or by emailing it to homelandsecurity@ky.gov. The viewing of this presentation is mandatory in order to apply. So, please be sure to return this form or your application will not be eligible for funding. • If you have any questions, our grant team is available by email or phone at 502-564-2081. We wish you luck in writing your application and look forward to working with you..

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