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FY2018 Tactical Team Targeted Grant Program:
Request for Applications (RFA)
Application Deadline: June 5, 2019 by 5:00 pm
In order to ensure adequate time to respond, substantive written questions regarding this
Request for Applications will be accepted until 12:00 noon on, May 30, 2019
Technical Assistance for E-Grants will not be available after 5:00 pm on June 5, 2019
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Table of Contents
I. Introduction ................................................................................................................................. 3
II. Eligibility ...................................................................................................................................... 3 III. FY2018 Tactical Team Grant Program Objectives ...................................................................... 5
A. The Advancement of Tactical Team Capabilities through the Attainment and Sustainment of the Municipal Police Training Council (MPTC) Standards ................................................. 5
B. Encourage and Support Joint Training among Law Enforcement Specialty Teams ........... 6-7 C. The Promotion of Regional Partnerships in the Development of Mutual Tactical Team
Capabilities ............................................................................................................................. 7 D. Participation in DHS OBP’s SWAT Team Capability Analysis Program……………………………… 8
IV. Authorized Program Expenditures ............................................................................................. 8 A. Permissible Costs ................................................................................................................ 8-9 B. Costs Not Permissible ............................................................................................................ 9
V. Application Format and Content .............................................................................................. 10 A. Format .................................................................................................................................. 10 B. Required Application Content ............................................................................................. 10
VI. Application Evaluation Criteria ................................................................................................. 14 A. Tier 1 Criteria ....................................................................................................................... 14 B. Tier 2 Criteria ....................................................................................................................... 14
VII. Checklist of Required Documents ............................................................................................ 15 A. Initial Requirements............................................................................................................. 15
VIII. Timeline ..................................................................................................................................... 15 IX. Approval and Notification of Award ........................................................................................ 16 X. Administration of Grant Contracts ........................................................................................... 16
A. Issuing Agency ...................................................................................................................... 16 B. Filing an Application ............................................................................................................. 16 C. Reservation of Rights ...................................................................................................... 16-18 D. Term of Contract .................................................................................................................. 18 E. Payment and Reporting Requirements of Grant Awardees ................................................ 18 F. Satisfactory Progress ........................................................................................................... 23 G. General Specifications ......................................................................................................... 23 H. Special Conditions ........................................................................................................... 23-24
XI. Questions? ................................................................................................................................. 25 Exhibit A: Allowable Cost Matrix .............................................................................................. 26 Exhibit A-1: Supplemental Equipment List .............................................................................. 28 Exhibit B: National Counter-IED Capabilities Analysis Database (NCCAD) ............................ 29 Exhibit C: Best Practices for Preparing an Effective Grant Application .................................. 30
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I. Introduction
The NYS Division of Homeland Security and Emergency Services (DHSES) is supporting local preparedness capabilities through a total of five competitive targeted grant RFAs for a total of up to $5,000,000. The final award amount for each of the five programs will be based on the scoring of applications received and at the Division’s sole discretion. The purpose of this Request for Applications (RFA) is to solicit applications for up to $100,000 in federal FY2018 State Homeland Security Program (SHSP) funding made available by DHSES, for eligible local, county, and tribal law enforcement agencies with an active tactical team that is part of their law enforcement operations. Funds will be awarded competitively based on the submission of applications by eligible teams. The focus of this grant opportunity is to improve a tactical team’s capabilities and help to develop new response capabilities as it relates to high-risk incidents including active shooter events and other counter terrorism missions. Tactical Teams are a critical component of New York State’s homeland security efforts as they are frequently called upon to support the response to active shooter events, as well as many other types of incidents to include: counter terrorism operations, weapons of mass destruction (WMD) events, hostage rescue, clandestine labs, high risk/violent felony arrests, searches for escapees/wanted subjects, tactical patrol, barricaded suspects, and high-risk dignitary protection or escorts. The four primary objectives of this grant are:
1. To advance tactical team capabilities through the attainment and sustainment of the minimum standards within this community
2. To encourage and support training among law enforcement specialty teams to include bomb squads and explosive detection canine teams
3. To promote regional partnerships in the development and build-out of tactical team capabilities
4. To participate in DHS’s Office for Bombing Prevention’s (DHS-OBP) SWAT Capability Analysis Program.
This grant opportunity will ensure that critical homeland security funding addresses prioritized capability development goals and objectives, as recognized by State and local stakeholders in the 2017-2020 New York State Homeland Security Strategy, specifically, Goal 2: Strengthen Counterterrorism and Law Enforcement Capabilities via Objective 2.2 “Enhance existing efforts to support the State’s Tactical Teams through capability assessments and the acquisition of equipment and training to meet State Standards.”
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II. Eligibility In order to be eligible for this grant opportunity, you must first be a local, county or tribal law enforcement agency with an active tactical team already in existence that responds to calls for service outside of a correctional setting AND your team must also qualify utilizing one of the following criteria:
• Option 1: Eligible Team must be certified by the New York State Division of Criminal Justice Services (DCJS) as meeting the minimum SWAT Team Standards. Verification of certification status will be coordinated with DCJS; or
• Option 2: Eligible Team must have a completed application submitted to the New York State Division of Criminal Justice Services (DCJS) for certification consideration. IMPORTANT NOTE: Teams applying under this option who are successful, must attain certification within 12 months from the award date. Those teams who fail to become certified within the specified 12 months will be at risk for recoupment of the grant funding provided through this program.
In addition, applicants are required to participate in OBP’s SWAT Team Capability Analysis Program, which is managed through the National Counter-IED Capabilities Analysis Database Program (See “Exhibit B”). This funding is intended for use in only tactical response operations to further homeland security efforts and the team’s attainment of the SWAT team standards established by the NYS Municipal Police Training Council (MPTC). This funding is not intended to supplant basic law enforcement operations. The composition of a tactical team may consist of a Single Jurisdiction or Regional Partnership (Multi-Jurisdictional Teams that together provide swift and coordinated tactical response within their defined region.) For Regional Partnerships, teams must identify one jurisdiction/agency to be the “Submitting Partner” for this grant. The other partners involved in the application will be deemed “Participating Partners”.
• Submitting Partner: The submitting partner will be the fiduciary agent for the regional application (if the team is a successful applicant under the 2018 Tactical Team Targeted Grant Program), responsible for completing all required grant reporting forms in coordination with and on behalf of their region.
• Participating Partners: The participating partners will be responsible for coordinating with the submitting partner on the development of an application for the 2018 Tactical Team Targeted Grant Program and the implementation and evaluation of projects (if the Regional Partnership receives funding under this grant).
If applying as a Regional Partnership, an executed Inter-Municipal Agreement must be submitted with your application.
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III. FY2018 Tactical Team Targeted Grant Program Objectives
DHSES, in conjunction with the New York State Division of Criminal Justice Service (DCJS), New York State Police (NYSP) and U.S. DHS - Office for Bombing Prevention (OBP), has identified four objectives for the 2018 Tactical Team Targeted Grant Program:
A. The Advancement of Tactical Team Capabilities through the Attainment and Sustainment of the Municipal Police Training Council (MPTC) Standards: There are nearly 100 tactical teams that exist in New York State. These tactical teams are a designated law enforcement team, whose members are recruited, selected, trained, equipped and assigned to resolve high-risk and critical incidents involving a threat to public safety which would otherwise exceed the capabilities of traditional law enforcement first responders and/or investigative units. As the threats of high-risk incidents become more frequent, it is increasingly evident that New York State needs to ensure that we are providing teams with the adequate capabilities and skills to be safe and successful in their efforts in assuring the safety of our communities. In effort to accomplish this objective, DCJS together with a panel of local and State subject-matter experts, have developed a minimum standard approved by the MPTC that is geared at providing law enforcement executives with the means to respond to the needs of their community in high risk situations. The SWAT team certification and standard attainment will enable agencies across the State to be confident of the skill levels of the tactical teams that answer their call for service. Currently, there are eighteen (18) New York State Tactical Teams that have been certified by DCJS as meeting the minimum MPTC standards for SWAT teams. The certification of all capable New York State tactical teams is the primary objective of this grant program. With this grant opportunity, applicants are required to highlight how their specific funding request will directly support their team’s attainment and sustainment of their certification status. The attainment of the MPTC standards is in direct line and support of the 2017-2020 New York State Homeland Security Strategy, specifically, Goal 2: Strengthen Counterterrorism and Law Enforcement Capabilities via Objective 2.2 “Enhance existing efforts to support the State’s Tactical Teams through capability assessments and the acquisition of equipment and training to meet State Standards.” The MPTC standards (as briefly outlined below) should provide the framework for the grant application.
• The SWAT Team Certification Program and Standards developed by DCJS consist of 16 standards (listed below) in the areas of administration, training, equipment, capability and operations, and multi-agency teams.
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Administrative Standards 100 Team Structure 105 Team Supervision 110 Operator Selection 112 Policy Review Training Standards 115 Operator Initial Training 120 Operator Annual Training 125 Specialty Training 130 Command and Supervision Training 135 Training Records Equipment Standards 140 Individual Operator Equipment 145 Team Equipment Team Capabilities and Operations 150 Team Capability – Direct 155 Team Capability – Accessible 160 Deployment Procedures 165 Tactical Planning, Operations, and Debriefing Multiagency Teams 170 Multiagency Teams
For information, or questions regarding your team’s progress towards the MPTC standards, please contact Matt Griffin of DCJS at the information listed below:
Matt Griffin NYS Division of Criminal Justice Services
80 South Swan Street Albany, New York 12210
B. Encourage and Support Training among Law Enforcement Specialty Teams to include Bomb Squads and Explosive Detection Canine Teams: The advancement of technologies, specifically the use of the internet, has catapulted the threat of foreign and domestic terrorism thereby affecting the nature and complexity of counter-terrorism operations (e.g. presence of booby traps, homemade explosive devices, etc.). As the threats have evolved, the need for a safe, swift, and coordinated response by all law enforcement specialty teams becomes increasingly critical to the success of the response and the safety of the citizens.
Through this grant program, DHSES is encouraging and supporting training efforts among the various law enforcement specialty teams. Applicants are encouraged to use grant funds to support training opportunities with law enforcement specialty teams (e.g. Bomb Squad,
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Canine Teams, etc.) within and among other neighboring jurisdictions to increase operational coordination and enhance protection and preparedness capabilities. Some suggested coordination activities include:
• Development of formalized response agreements or Standard Operating Procedures (SOPs) (if they presently do not exist)1;
• Engagement in multi-jurisdictional and multi-discipline training and exercise opportunities (e.g. active shooter training, school safety programs, etc.); and
• Participation in planning meetings on a regular basis to discuss trends, best practices, and operational tactics.
C. The Promotion of Regional Partnerships in the Development of Mutual Tactical Team
Capabilities: The development of regional partnerships to further enhance tactical team capabilities is the third objective of the FY2018 Tactical Team Targeted Grant Program. This grant opportunity allows the option for eligible jurisdictions to form regional relationships and collaborative tactical team capabilities that will improve preparedness activities and response operations throughout New York State. Regional partnerships help to efficiently and effectively advance capabilities by reducing the duplication of efforts among law enforcement agencies, increasing operational coordination, and by sharing future sustainment costs.
• Bonus Points: To promote and encourage the development of regional partnerships, applicants who apply for funding under this grant program as a new or existing Regional Partnership will receive up to two (2) Bonus Points. Bonus points will be awarded based on the analysis of the details provided in the application including information pertaining to how the partnership has historically coordinated together, how it will mutually develop and/or share developed capabilities and how capabilities under the FY2018 Tactical Team Targeted Grant Program will be sustained subsequent to the performance period of this grant. Reviewers will utilize their discretion in allocating Bonus Points based on how well the applicant articulates the nature of the regional partnership in the appropriate section of their application.
For the purposes of this grant program, “regional” is defined as law enforcement agencies in two or more jurisdictions, with one jurisdiction’s law enforcement agency being identified as the “submitting partner” and one or more additional law enforcement agencies as being the “participating partners.” Note: Jurisdictions participating as a region do not have to be contiguous.
Additionally, all applicants, regardless of identifying a Regional Partnership must be able to respond on a regional basis. All capabilities developed through Federal FY2018 State Homeland Security Funding are required to be deployable regionally and nationally per the Federal Notice of Funding Opportunity.
1 Formalized response agreements would typically be between local (city/county) municipalities (versus local and State
entities, as the New York State Police have statewide jurisdiction).
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D. Participation in DHS’s Office for Bombing Prevention’s SWAT Team Capability Analysis
Program: DHSES has been working in conjunction with the United States Department of Homeland Security’s Office for Bombing Prevention (OBP) to conduct assessments of the State’s tactical team capabilities. This assessment identifies baseline capabilities and highlights gaps, thus allowing law enforcement agencies to better prioritize the allocation of homeland security grant funding and other resources.
• Completed Assessment: For those applicants that have completed the assessment under the FY2017 Tactical Team Grant Program, please be sure to make any appropriate updates to your assessment and provide the most recent version with your application. Important Note: Please ensure that your assessment is dated no more than one year from the date of the deadline of this RFA.
If your team has not completed an OBP SWAT Team Capability Assessment within NCCAD, please reach out to OBP at [email protected]. On all email inquiries, please include Unit Chief Jenny Margaros at [email protected] (703-235-9381) and Program Manager, Rich McKee, at [email protected] (703-235-9398) to ensure a prompt response or to contact them directly with an inquiry. Applicants are strongly encouraged to engage OBP and complete their individualized assessments as soon as possible to ensure they can complete their applications in a timely manner.
IV. Authorized Program Expenditures
A. Permissible Costs:
Grant funding under the FY2018 Tactical Team Targeted Grant Program may be used for certain planning, equipment, training, and exercise costs as allowable under the FY2018 State Homeland Security Program (SHSP). It is important to note that firearms, ammunition, and related firearm accessories (e.g. holsters, pouches) are not permissible under this grant program. Additionally, scopes that are rifle-mounted are not a permissible cost.
• Grants Programs Directorate Information Bulletin (IB) 426: This bulletin is in support of Executive Order 13809 and rescinds restrictions placed on certain controlled equipment that was previously articulated in Information Bulletins 407 and 407a issued by DHS/FEMA. In addition, IB#426 outlines specific policy and documentation requirements for some equipment which continue to require DHS/FEMA approval. If your agency requests equipment identified as requiring pre-approval and are disapproved, your grant award will decrease by the amount of the disapproved item(s). Please refer to “Exhibit A” for the specific category of equipment.
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A list of sample grant purchases that are in line with the MPTC standard attainment and that can satisfy the requirements of this grant program include:
• Specified Individual Operator Equipment (e.g., personal protective equipment, two-way communication devices, and medical response kits)
• Specified Team Equipment Purchases (e.g., vehicle to deploy team, noise distraction devices, transmitting equipment for negotiations, breaching devices)
• Training Costs (e.g., overtime and backfill to attend approved training events consistent with DCJS SWAT Team certification and recertification). Please note: All training that is to be paid through this grant program must be pre-approved by DHSES and such requests must be submitted within 6 months of receipt of the award. Accordingly, in this year’s application for funds, detailed training information is requested at the point of application and will be considered as part of the competitive review process.
• Planning Costs (e.g., hiring of consultants to assist with the development of written directives and protocols to fulfill DCJS SWAT Team certification requirements)
• Exercise Costs (e.g., joint training exercises with other law enforcement specialty teams)
Note: The sample list above is not fully inclusive. Please note that equipment purchases must be allowable per the Authorized Equipment List located at: (https://www.fema.gov/authorized-equipment-list).
Applicants requesting grant funding need to ensure that their request is consistent with maintaining the team’s SWAT Team Certification as the priority. If a team has already been certified by DCJS that the standards are met, then it is advised that funding requested is utilized for the purpose of closing an identified capability gap in the team’s OBP Capability Assessment.
B. Costs Not Permissible
Due to the specialized nature of this grant program, Management and Administration (M&A) costs are not allowable under the FY2018 Tactical Team Targeted Grant Program. Additionally, because of the targeted nature of this grant program, several categories of equipment and planning costs that are generally allowable under the SHSP are not allowable under the FY2018 Tactical Team Targeted Grant Program. Applicants should refer specifically to “Exhibit A” of this RFA to obtain clear guidance on allowable and unallowable costs under the FY2018 Tactical Team Targeted Grant Program. Additionally, please also refer to “Exhibit A-1”, that is supplemental to “Exhibit A”, which includes a sample equipment list of allowable equipment purchases that are consistent with the DCJS standards. Per DHS guidelines, grantees may spend up to 50% of their FY2018 award on allowable personnel costs. Personnel costs include: Consultant Costs, Overtime/Backfill for Training and Exercises, and Fringe Benefits. Please note that Construction or renovation costs are not allowed under this grant program.
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V. Application Format and Content
A. Format: Grant applications MUST be submitted via the automated E-Grants System operated by DHSES. The system allows an agency to complete an application electronically and submit it over the Internet using a secure portal. If upon reading this RFA you are interested in completing a grant application, and you have not previously been registered to use the DHSES E-Grants system, your agency will need to register and be assigned a user name and password. The Registration Request Form and a detailed tutorial on how to use the E-Grants system is available at: http://www.dhses.ny.gov/grants/forms-egrants.cfm.
B. Required Application Content: The following questions must be addressed in your FY2018 Tactical Team Targeted Grant Program application. You must answer these grant specific questions in the required RFA Worksheet.
• Note: Applicants are required to answer all the questions in this Worksheet, unless directed otherwise by the individual questions within each of the criteria sections. Failure to answer all the required questions could lead to a reduction in your score for the section being reviewed and could lead to an unfavorable overall score by the review panel. Please refer to “Exhibit C” for some best practices and tips on preparing an effective grant application.
1. Description of Jurisdiction (or Regional Partnership): Applicants must provide the
identification of the law enforcement agency(s) seeking assistance to develop and improve their team’s capabilities; the identification of jurisdictions served from the development of this capability; and, provide an estimate for the percentage of time spent on tactical team roles and responsibilities by your team.
• Note: The questions in this section will not be scored; however, it will be reviewed by the application review panel so that they have the appropriate background information necessary to review your application and determine eligibility.
2. NYS Division of Criminal Justice Services (DCJS) SWAT Standards Checklist: In an effort to link project requests to the DCJS SWAT Standards, the DCJS SWAT Standards checklist was created. Funding requests should be consistent with the capability gaps that are identified by completing the checklist, especially for those applicants requesting projects that support their DCJS certification status. Although this section is not scored, it should be used as a reference and guide in your project development.
3. Risk Assessment and Profile: DHSES is committed to distributing homeland security
funding based on risk. To integrate the principles of risk into the FY2018 Tactical Team Targeted Grant Program, DHSES will award each applicant up to twenty (20) points in the competitive scoring process, utilizing an internal risk assessment and upon an evaluation of your submitted risk profile.
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• Risk Assessment (10 points): The following core variables will be considered in the risk assessment process under the FY2018 Tactical Team Targeted Grant Program: mass-transit centers; critical infrastructure and key resources (CI/KR); violent crime statistics; and population/population density. DHSES will conduct a risk assessment based on existing information maintained by our Division and DCJS.
• Risk Profile (10 points): Applicants are required to provide a brief risk profile that includes your understanding of your jurisdiction’s risk. Please include: your history of tactical response specifically as it relates to counter-terrorism roles; educational institutions/civic centers, critical/infrastructure and key resources that are located within your jurisdiction; perceived gaps in tactical team capabilities; and any other factors that contribute to your risk as they relate to this grant opportunity.
4. Proposed FY2018 Budget Plan: Please list each project within your budget in order of
priority (Project #1, Project #2, etc.) based on your submission of the budget details in the “Budget” tab of E-grants. For each project, please provide a project title, description and an outline of your proposed expenditures within each of the allowable spending categories (POETE Solution Area link). There is no cap on the number of projects that you (or your Regional Partnership) may submit, but your total request for the FY2018 Tactical Team Targeted Grant Program funding cannot exceed $100,000.
The total costs identified in your budget plans will be reviewed for reasonable and necessary expenses, and whether they align with the objectives of this grant. The review panel will reference the “DCJS Standards Checklist” and the “Capability Advancement” section of your RFA Worksheet to ensure that projects highlighted in the “Budget Plan” section addresses those gaps highlighted and are in line with your team’s sustainment of the DCJS SWAT Team standards.
• Training: If you are proposing a training project you must provide detailed information about each training that you are requesting in the Budget-Training Tab broken out by course. Applicants must provide information on the desired course title; estimated number of participants, and estimated time during the period of performance your team would ideally plan on undertaking the requested course. The training requests must align with the overall objectives of this grant program and will be considered in the competitive application review process.
• “Exhibit A”, “Allowable Cost Matrix”: Please refer to “Exhibit A”, “Allowable Costs Matrix” for detailed information on costs allowable under the FY2018 Tactical Team Targeted Grant Program.
5. Capability Advancement: Applicants must provide a brief description of their current
tactical team capabilities. They must highlight how the proposed projects in their budget for the FY2018 Tactical Team Targeted Grant Program funds will address identified capability gaps and advance tactical team capabilities in their jurisdiction. Projects that align to the team’s sustainment of their DCJS certification status should be the top priority and the DCJS SWAT Team Checklist should be used as a reference. Applicants who have
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a pending application with DCJS for their tactical team’s certification will be required to provide details on their team’s progress towards certification to include articulating a reason for the delay (e.g. operator(s) needs to attend sniper/basic school, legislature needs to sign off on policies, etc.) and the anticipated date of completion. Applicants are encouraged to also reference the OBP SWAT Team Capability Analysis Program “Individualized Report” when completing this section to highlight how they intend to fill capability gaps, as outlined in the report (if applicable). Finally, applicants will be required to articulate how they are addressing other capability gaps identified in their OBP Assessment Report and/or their DCJS certification status that are not currently being fulfilled through this grant funding. The grant review panel will reference your report in the review of your application and will award points accordingly.
6. Multi-Year Planning/Sustainment: Applicants must provide a Multi-Year Plan that
communicates how capabilities (including the maintenance of equipment) will be developed under the FY2018 Tactical Team Targeted Grant Program and how those capabilities will be enhanced and/or sustained after the successful completion of the projects proposed in your application. Please keep in mind that the period of performance of this grant is 3 years.
7. Specialty Team Coordination: Applicants are requested to provide a description of
current relationships with the other law enforcement specialty teams (e.g. bomb squads, explosive detection canine teams, and negotiators), highlighting how the incident response activities are coordinated, and how they will strengthen this coordination during the performance period of grant.
8. Overall Assessment of Application Score: Under the FY2018 Tactical Team Targeted
Grant Program, applicants will receive up to ten (10) points based on their “Overall Assessment of Application Score.” This score will be determined by the reviewers based on a complete assessment of the application. Reviewers will assess how well the application addresses the four primary objectives of the FY2018 Tactical Team Targeted Grant Program.
• Grant Management Performance History: Per the new Code for Federal Regulations (CFR) 2 CFR Part 200, DHSES is required to assess the risk posed by sub-recipients of federal funding passed through DHSES. For previously funded sub-recipients, DHSES will assess how well they have historically managed federal grant funds. This will include reporting compliance, successful award spend-down, and program objective compliance. Once a prospective applicant’s final overall average score is determined by the review panel, DHSES may subtract up to ten (10) points based on its “Grant Management Performance History” criteria.
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9. Bonus Points A total of ten (10) Bonus Points are available and can be obtained the following ways:
A. Regional Partnerships and Projects (2 Points): One of the primary objectives of the
FY2018 Tactical Team Targeted Grant Program is to promote the development of regional partnerships that mutually share and develop tactical team capabilities. Regional partnerships help to efficiently and effectively develop capabilities by reducing the duplication of efforts among law enforcement agencies, increasing operational coordination, and by sharing future sustainment costs. To address this concept, applicants with a Regional Partnership who apply for funding under this grant program may receive up to two (2) “Bonus Points”.
• Guidelines: Applicants must identify the regional partnership (and specific regional project) in their application for funding. Up to two (2) bonus points will be awarded based on the analysis of the details provided in the application including information pertaining to how the partnership has historically coordinated together, how it will mutually develop and/or share developed capabilities and how capabilities under the FY2018 Tactical Team Targeted Grant Program will be sustained subsequent to the performance period of this grant.
• Requirements: Applicants must provide sufficient detail on how the submitting and participating partners will mutually develop and/or share capabilities, including a clear reporting of relationships concerning enhancement and/or sustainment of developed capabilities within the “Regional Projects” section of the application. Additionally, applicants must also provide an executed Inter-Municipal Agreement that is approved by all municipalities which articulates the roles and responsibilities of each of the jurisdictions involved with their application. Failure to fill out the “Regional Projects” section and the executed Inter-Municipal Agreement will result in “0” Bonus Points being added to your final score.
B. DCJS Standards (8 Points): In support of the primary objective of the FY2018
Tactical Team Grant Program, applicants will automatically receive eight (8) Bonus Points if they have been certified by DCJS as meeting the minimum SWAT Team Standards. Status of certification will be reviewed with DCJS staff in order to verify that the assignment of the Bonus Points is accurate. Entities with pending applications for certification at the time their application is submitted, are not eligible for the Bonus Points.
VI. Application Evaluation Criteria
The following multi-tiered criteria will be used by DHSES to evaluate each application and to determine grant awards. DHSES will select a multi-agency review panel to evaluate applications. All grant awards are approved by the Commissioner of DHSES.
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A. Tier 1 Criteria:
Tier 1 criteria are rated either “yes” or “no” and serve as a baseline review by DHSES to determine if applicants are eligible and have appropriately submitted all of the required application materials prior to review by the multi-agency review committee. If any of the answers are “no”, the application is immediately disqualified without further review and consideration for an award.
1. Was the application submitted on time? 2. Was the application submitted via E-Grants? 3. Was the application complete, including all the questions within the required RFA
Worksheet? The required RFA Worksheet must be attached in E-Grants by the submission due date.
4. Did the application meet the eligibility requirements?
Applicant is a local, county or tribal law enforcement agency with an active tactical team already in existence that responds to calls for service outside of a correctional setting; and
Qualifies under Option 1 or Option 2; and
Completed the appropriate OBP Capability Assessment “Individual Assessment Report”
B. Tier 2 Criteria: Applications meeting the Tier 1 review set forth above will be reviewed and evaluated using the criteria specified below. Scores per criterion will be totaled to establish a ranked list of eligible applications for consideration of awards. At the sole discretion of DHSES, applications may be disqualified due to untimely submission of any requested supporting documentation.
Applications receiving the highest average score based upon panel review will be selected for recommendation to the Commissioner of DHSES for award. The total scores will be averaged and ranked in order from highest to lowest. The State reserves the right, for the purpose of ensuring the completeness and comparability of proposals, to analyze submissions and make adjustments or
Tier 2 Evaluation Criteria Point Score Range Description of Jurisdiction (or Regional Partnership) Not Scored Risk Assessment and Profile 0-20 points Proposed FY2018 Budget Plan 0-20 points Capability Advancement 0-30 points Multi-Year Plan/Sustainment Plan 0-20 points Overall Assessment of Application 0-10 points Sub-Total 100 Points Maximum Bonus Points: Regional Partnership/DCJS Certification 0 –10 points
Total 110 Points Maximum
Grant Management Performance History 0-10 points (Subtracted off the top of final average score)
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normalize submissions in the proposals, including the applicant’s technical assumptions, and underlying calculations and assumptions used to support the computation of costs, or to apply such other methods, as it deems necessary to make comparisons.
In the event of a tie score where one or more applications may not be fully funded, the applicant with the highest score in the “Capability Advancement” and “Risk Assessment and Profile” sections will be ranked higher. If still tied, the partnership with the greatest overall population served will be ranked higher. Proposed budgets will be reviewed and items deemed inappropriate, unallowable, or inconsistent with project or program activities will be eliminated. Grants in the amount of the budgets, as adjusted, will be made to the highest-ranking applicants until funds are insufficient to fund the next ranking application in full. The State also reserves the right, at its discretion, to make amendments and/or alter funding levels of one or more applicants based on any new information discovered that would have originally affected the scoring or to not award funding to any application with a final average score of 60 or less.
VII. Checklist of Required Documents
A. Initial Requirements: Due by 5:00 PM on June 5, 2019
Applications must be submitted to DHSES via E-Grants with the required attachments uploaded.
2018 Tactical Team Targeted Grant Program RFA Worksheet - Submitted as an attachment in E-Grants.
OBP SWAT Team Capability Analysis Program “Individual Assessment Report” – to be submitted as an attachment in E-Grants.
Signed Inter-Municipal Agreement (if applying as a Regional Partnership) – to be submitted as an attachment in E-Grants.
VIII. Timeline
DHSES must receive completed grant applications by 5:00 p.m. on June 5, 2019. Applications received after the due date and time will not be considered. Applications must be submitted via DHSES E-Grants System. Please note that E-Grants Technical Assistance will only be available during business hours on the date the application is due. Furthermore, all written questions must be submitted to DHSES by 12:00 noon on May 30, 2019 to ensure that a timely response is provided to the applicant.
Grant applicants can expect to be notified of award decisions sometime in mid-July, 2019.
IX. Approval and Notification of Award
The Commissioner of DHSES will provide oversight of the grant review process. The Commissioner will announce the final grant award decisions based on the review panel’s rating of applications and recommendations. DHSES will notify all applicants in writing as to final grant award determinations. Nothing herein requires or prohibits DHSES to approve grant funding for any one applicant, certain
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applicants, all applicants or no applicants. Any disbursement of an award is contingent upon entering into a contract with DHSES, as explained in further detail below.
Due to the competitive nature of this grant application proposed changes to the scope of the program may not be approved post-award.
X. Administration of Grant Contracts
DHSES will negotiate and develop a grant contract with the applicant or the submitting partner of successful regional partnerships based on the contents of the submitted application and intent of the grant program as outlined in this RFA. The grant contract is subject to approval by the NYS Office of the Attorney General and the Office of the State Comptroller before grant funding may actually be disbursed to reimburse project expenses.
The period of performance for contracts supported by the FY2018 Tactical Team Targeted Grant Program funds will be determined once awards have been approved but cannot extend beyond August 31, 2021. Although the contract format may vary, the contract will include such standard terms and conditions included in DHSES grant contracts available for review on the DHSES website: http://www.dhses.ny.gov/grants.
A. Issuing Agency
This RFA is issued by DHSES, which is responsible for the requirements specified herein and for the evaluation of all applications.
B. Filing an Application
Grant applications must be submitted via the automated DHSES E-Grants System. The system allows an agency to complete an application electronically and submit it over the Internet using a secure portal. If, upon reading this RFA, you are interested in completing a grant application and you have not previously been registered to use the DHSES E-Grants system, your agency will need to register and be assigned a user name and password. The Registration Request Form can be found at the following Internet address: http://www.dhses.ny.gov/grants
A detailed tutorial on how to use the E-Grants system can also be found under the Targeted Grant tab at the Internet address above. It will guide you in a step-by-step process through the E-Grants application submission.
C. Reservation of Rights
DHSES reserves the right to:
1. Reject any and all applications received in response to this RFA; 2. Withdraw the RFA at any time at DHSES’ sole discretion; 3. Make an award under the RFA in whole or in part;
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4. Disqualify any applicant whose conduct and/or application fails to conform to the requirements of the RFA;
5. Seek clarifications and revisions of the applications; 6. Use application information obtained through site visits, management interviews and the
State's investigation of an applicant’s qualifications, experience, ability or financial standing, and any material or information submitted by the applicant in response to DHSES’ request for clarifying information in the course of evaluation and/or selection under the RFA;
7. Prior to the application opening, amend the RFA specifications to correct errors or oversights, or to supply additional information, as it becomes available;
8. Prior to the application opening, direct applicants to submit application modifications addressing subsequent RFA amendments;
9. Change any of the scheduled dates; 10. Eliminate any mandatory, non-material specifications that cannot be complied with by all
the prospective applicants; 11. Waive any requirements that are not material; 12. Negotiate with successful applicants within the scope of the RFA in the best interests of the
State; 13. Conduct contract negotiations with the next responsible applicant, should DHSES be
unsuccessful in negotiating with the selected applicant; 14. Utilize any and all ideas submitted in the applications received; 15. Unless otherwise specified in the RFA, every offer is firm and not revocable for a period of
60 days from the application opening; and, 16. Require clarification at any time during the application process and /or require correction of
arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of an applicant’s proposal and/or to determine an applicant’s compliance with the requirements of this RFA.
17. Award grants based on geographic or regional considerations to serve the best interests of the State.
18. Terminate, renew, amend or renegotiate contracts with sub-recipients at the discretion of DHSES.
19. Periodically monitor the sub-recipient’s performance in all areas mentioned above, in addition to the activities in the contract.
20. Revoke funds awarded to an applicant, or enforce any available sanction against any applicant, who materially alters the activities or is in material noncompliance under the grant award, or who does not implement an approved project within 60 days of the final contract approval.
21. Recipients and sub-recipients funded through this program agree to provide DHSES, upon request at any time during the life of the grant contract, such cooperation and information deemed necessary by DHSES to ascertain: (1) the nature and extent of any threats or hazards that may pose a risk to the recipient or sub-recipient; and (2) the status of any corresponding recipient or sub-recipient plans, capabilities, or other resources for preventing, protecting against, mitigating, responding to, and recovering from such threats or hazards.
22. Funded recipients and sub-recipients agree to attend and participate in any DHSES-sponsored conferences, training, workshops or meetings (excluding those identified by
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DHSES as voluntary) that may be conducted, by and at the request of DHSES, during the life of the grant contract.
23. DHSES reserves the sole discretion to increase or decrease the total funding available for this program at any time, resulting in more or fewer applications funded under this RFA.
D. Term of the Contract
Any resulting contract or agreement for more than $50,000 from this RFA will be effective only upon approval by both the NYS Office of the Attorney General and State Comptroller. Any resulting contract for $50,000 and under from this RFA will be effective upon signature of both parties.
E. Payment and Reporting Requirements of Grant Awardees
1. Standard Cost Reimbursement Contract
Each successful applicant must enter into a standard cost reimbursement contract with DHSES. Such contract will include this Request for Applications, the successful applicant’s proposal, any attachments or exhibits and the standard clauses required by the NYS Attorney General for all State contracts (available upon request). The contract will be subject to approval by the Attorney General and State Comptroller. Although the contract format may vary, the contract will include such clauses, information and rights and responsibilities as can be found on the DHSES website, including:
APPENDIX A-1 - Agency Specific Clauses APPENDIX B - Budget APPENDIX C - Payment and Reporting Schedule APPENDIX D – Workplan/Special Conditions
For purposes of this RFA, these terms and conditions are incorporated by reference and the applicant must agree to the inclusion of all of these terms and conditions in any resulting grant contracts as part of the application submission. Copies of the standard terms and conditions included in DHSES grant contracts are available for review on the DHSES website at http://www.dhses.ny.gov/grants/forms-egrants.cfm. Payments will be made subject to proper documentation and compliance with reimbursement procedures and all other contractual requirements.
2. Compliance with State and Federal Laws and Regulations, Including Procurement and Audit Requirements
2 CFR Part 200 Recipients and subrecipients (also referred to herein as “Contractors” and “Subcontractors”) are responsible to become familiar with and comply with all state and federal laws and regulations applicable to these funds. Applicants are required to consult with the DHSES standard contract language (referenced above) for more information on specific
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requirements. Additionally, recipients must comply with all the requirements in 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards). Recipients are required to understand and adhere to all federal requirements. You may access 2 CFR Part 200 at: http://www.ecfr.gov/cgi-bin/text-idx?SID=1c9afe07b881b32365c2f4ce1db64860&mc=true&node=pt2.1.200&rgn=div5
Procurements Additionally, Applicants must follow and comply with all procurement procedures under General Municipal Law 5A and 2 CFR Part 200, Subpart D (see 2 CFR §§200.317-.326), and/or any other state or federal regulations applicable to these funds, and will be subject to monitoring by DHSES to ensure compliance.
Single Audit For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all Federal funding sources 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 requirements of U.S. Government Accountability Office’s (GAO) Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2 CFR Part 200 located at: http://www.ecfr.gov/cgi-
bin/text-idx?node=sp2.1.200.f.
Conflict of Interest
Pursuant to 2 CFR §200.112, in order to eliminate and reduce the impact of conflicts of interest in the sub-award process, recipients and pass-through entities must follow their own policies and procedures regarding the elimination or reduction of conflicts of interest when making sub-awards. Recipients and pass-through entities are also required to follow any applicable state, local, or Tribal statutes or regulations governing conflicts of interest in the making of sub-awards.
The recipient (State) must disclose to the respective Contract Representative, in writing, any real or potential conflict of interest as defined by the Federal, state, local, or Tribal statutes or regulations or their own existing policies, which may arise during the administration of the Federal award within five days of learning of the conflict of interest (see 2 CFR §200.113). Similarly, sub-recipients must disclose any real or potential conflict of interest to the pass-through entity (State) as required by the recipient’s conflict of interest policies, or any applicable state, local, or Tribal statutes or regulations.
Conflicts of interest may arise during the process of DHS/FEMA making a Federal award in situations where an employee, officer, or agent, any members of his or her immediate family, his or her partner has a close personal relationship, a business relationship, or a professional relationship, with an applicant, sub-applicant, recipient, sub-recipient, or DHS/FEMA employees.
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Contracting with Small and Minority Firms, Women’s Business Enterprise and Labor Surplus Area Firms
Pursuant to New York State Executive Law Article 15-A, the New York State Division of Homeland Security and Emergency Services recognizes its obligation under the law to promote opportunities for maximum feasible participation of certified minority-and women-owned business enterprises and the employment of minority group members and women in the performance of New York State Division of Homeland Security and Emergency Services contracts. All qualified applicants shall be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status.
Consistent with 2 CFR §200.321, non-Federal contracting entities must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.
Affirmative steps must include:
1. Placing qualified small and minority businesses and women's business enterprises on
solicitation lists; 2. Assuring that small and minority businesses, and women's business enterprises are
solicited whenever they are potential sources; 3. Dividing total requirements, when economically feasible, into smaller tasks or
quantities to permit maximum participation by small and minority businesses, and women's business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;
5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and
6. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.
For purposes of this solicitation, applicants and sub-recipients are hereby notified the State of New York has set an overall goal of 30% for MWBE participation or more, 15% for Minority-Owned Business Enterprises (“MBE”) participation and 15% for Women-Owned Business Enterprises (“WBE”) participation, based on the current availability of qualified MBEs and WBEs for your project needs.
Use of Service-Disabled Veteran-Owned Business Enterprises in Contract Performance
Article 17-B of the Executive Law enacted in 2014 acknowledges that Service-Disabled Veteran-Owned Businesses (SDVOBs) strongly contribute to the economics of the State and the nation. As defenders of our nation and in recognition of their economic activity in doing
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business in New York State, bidders/proposers for this contract for commodities, services or technology are strongly encouraged and expected to consider SDVOBs in the fulfillment of the requirements of the contract. Such partnering may be as subcontractors, suppliers, protégés or other supporting roles. SDVOBs can be readily identified on the directory of certified businesses at https://online.ogs.ny.gov/SDVOB/search
Bidders/proposers need to be aware that all authorized users of this contract will be strongly encouraged to the maximum extent practical and consistent with legal requirements of applicable federal laws and regulations including 2 CFR Part 200, State Finance Law, General Municipal Law and the Executive Law to use responsible and responsive SDVOBs in purchasing and utilizing commodities, services and technology that are of equal quality and functionality to those that may be obtained from non-SDVOBs. Furthermore, bidders/proposers are reminded that they must continue to utilize small, minority and women-owned businesses consistent with current State Law. Utilizing SDVOBs in State contracts will help create more private sector jobs, rebuild New York State’s infrastructure, and maximize economic activity to the mutual benefit of the contractor and its SDVOB partners. SDVOBs will promote the contractor’s optimal performance under the contract, thereby fully benefiting the public sector programs that are supported by associated public procurements.
Public procurements can drive and improve the State’s economic engine through promotion of the use of SDVOBs by its contractors. The State, therefore, expects bidders, proposers to provide maximum assistance to SDVOBs in their contract performance. The potential participation by all kinds of SDVOBs will deliver great value to the State and its taxpayers.
For purposes of this solicitation, applicants and sub-recipients are hereby notified the State of New York has set an overall goal of 6% for SDVOB participation or more.
Contractor will report on actual participation by each SDVOB during the term of the contract to the contracting agency/authority according to policies and procedures set by the contracting agency/authority.
Worker’s Compensation and Disability Benefits Insurance Coverage
Applicants must provide evidence of appropriate workers’ compensation and disability insurance coverage, or proof of a legal exemption, prior to being awarded a contract. Failure to do so will result in the rejection of the application.
3. Iran Divestment Act
As a result of the Iran Divestment Act of 2012 (Act), Chapter 1 of the 2012 Laws of New York, a new provision has been added to the State Finance Law (SFL), § 165-a, effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list (prohibited entities list) of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law). Pursuant to SFL § 165-a(3)(b), the initial
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list is expected to be issued no later than 120 days after the Act’s effective date, at which time it will be posted on the OGS website.
4. Vendor Responsibility
State Finance Law §163(9)(f) requires a State Agency to make a determination that an Applicant is responsible prior to awarding that Applicant a State contract which may be based on numerous factors, including, but not limited to the Applicants: (1) financial and organizational capacity; (2) legal authority to do business in this State; (3) integrity of the owners, officers, principals, members, and contract managers; and (4) past performance of the Applicant on prior government contracts. Thereafter, Recipients/Contractors shall at all times during the Contract term remain responsible. The Recipients/Contractor agrees, if requested by the Commissioner of DHSES, or his or her designee, to present evidence of its continuing legal authority to do business in New York State, integrity, experience, ability, prior performance, and organizational and financial capacity.
a) Suspension of Work for Non-Responsibility:
The Commissioner of DHSES or his or her designee, in his or her sole discretion, reserves the right to suspend any or all activities under the Contract, at any time, when he or she discovers information that calls into question the responsibility of the Recipient. In the event of such suspension, the Recipients/Contractor will be given written notice outlining the particulars of such suspension. Upon issuance of such notice, the Contractor must comply with the terms of the suspension order. Contract activity may resume at such time as the Commissioner of DHSES or his or her designee issues a written notice authorizing the resumption of performance under the Contract.
b) Termination for Non-Responsibility:
Upon written notice to the Recipients/Contractor, and a reasonable opportunity to be heard by appropriate DHSES officials or staff, the Contract may be terminated by the Commissioner of DHSES or his or her designee at the Contractor’s expense where the Recipients/Contractor is determined by the Commissioner of DHSES or his or her designee to be non-responsible. In such event, the Commissioner of DHSES or his or her designee may complete the contractual requirements in any manner he or she may deem advisable and pursue legal or equitable remedies for breach.
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F. Satisfactory Progress
Satisfactory progress toward implementation includes, but is not limited to; executing contracts and submitting payment requests in a timely fashion, retaining consultants, completing plans, designs, reports, or other tasks identified in the work program within the time allocated for their completion. DHSES may recapture awarded funds if satisfactory progress is not being made on the implementation of a grant project.
G. General Specifications
By submitting the application, the applicant attests that:
1. Applicant has express authority to submit on behalf of the applicant’s agency. 2. Submission of an application indicates the applicant’s acceptance of all conditions
and terms contained in this RFA and all other terms and conditions of the award contract.
3. The application and any resulting grant, if awarded, must adhere to, and be in full compliance with any, resulting contract(s) and relevant federal and states policies and regulations or be subject to termination.
4. Any not-for-profit recipients are required to be prequalified, prior to contract execution, by the State of New York upon application submission through the New York State Grants Gateway (https://grantsgateway.ny.gov)
H. Special Conditions
New York State Emergency Management Certification and Training Program
1. Participation in, and successful completion of, the New York State Emergency Management Certification and Training Program (EMC Training Program) is a mandatory requirement under this Contract and a condition of funding. The EMC Training Program will be made available to, and required for, DHSES-specified county and city government officials in order to ensure a consistent emergency management preparedness and response strategy across the State. Attendee substitutions, except as expressly approved by DHSES, shall not be permitted or deemed to be in compliance with this requirement.
2. To fulfill the EMC Training Program requirement of the Contract and in order to be eligible for funding under this Contract, Contractors must arrange for DHSES-specified Contractor employees to receive and acknowledge receipt of EMC Training no later than 180 days after execution of this Contract. Copies of the training certificates for each required participant must be submitted to DHSES upon execution of the Contract, or, in the event that training is scheduled, but not yet complete, the Contractor will be required to submit a signed statement indicating the scheduled future dates of attendance, and no later than thirty (30) days after the training is complete, forward such training certificates to
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DHSES. Continued compliance with the EMC Training Program also requires an annual refresher training of one day per 365 day-cycle from the date of initial training for previously trained individuals if such person remains employed by the Contractor and fulfilling the same functions as he or she fulfilled during the initial training. Should a new employee be designated to serve in the DHSES-specified positions, then he or she must come into compliance with the EMC Training Program requirements not later than 180 days after taking office.
3. Contractors must commit to active participation in a DHSES Annual Capabilities Assessment as a condition of funding. Active participation includes making reasonable staff, records, information, and time resources available to DHSES to perform the Annual Capabilities Assessment and meet the objectives and goals of the program. Recipients must be aware that the process of conducting a DHSES Annual Risk Assessment is an ongoing process and requires a continued commitment on the part of the Contractor to ensure that it is effective.
4. All recipients and sub-recipients funded through this program agree to provide DHSES, upon request at any time during the life of the grant contract, such cooperation and information deemed necessary by DHSES to ascertain: (1) the nature and extent of any threats or hazards that may pose a risk to the recipients or sub-recipients; and (2) the status of any corresponding recipients or sub-recipients plans, capabilities, or other resources for preventing, protecting against, mitigating, responding to, and recovering from such threats or hazards.
5. Additionally, pursuant to Article 26 of the NYS Executive law, DHSES is authorized to undertake periodic drills and simulations designed to assess and prepare responses to terrorist acts or threats and other natural and man-made disasters. Funded recipients and sub-recipients agree to attend and participate in any DHSES-sponsored conferences, training, workshops or meetings (excluding those identified by DHSES as voluntary) that may be conducted, by and at the request of DHSES, during the life of the grant contract.
6. Failure to comply with any of the requirements, as listed above, may result in
sanctions up to and including the immediate suspension and/or revocation of the grant award.
7. A debriefing is available to any entity that submitted a proposal or bid to a solicitation (“Bidder”). A Bidder will be accorded fair and equal treatment with respect to its opportunity for debriefing. Debriefing shall be requested in writing by the unsuccessful Bidder within 5 business days of DHSES publicly releasing the final awards decisions. An unsuccessful Bidder’s written request for a debriefing shall be submitted to DHSES Director of Grants Program Administration. The debriefing shall be scheduled with 10 business days of receipt of the written request by DHSES or as soon as practicable under the circumstances.
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XI. Questions Questions regarding the FY2018 Tactical Team Targeted Grant Program should be directed to the following email address: [email protected]. To the degree possible, each inquiry should cite the RFA section and paragraph to which it refers. Written questions will be accepted until 12:00 noon on May 30, 2019. Updates and frequently asked questions will be posted on the NYS Division of Homeland Security and Emergency Services (DHSES) website: http://www.dhses.ny.gov/grants/targeted.cfm. Please check the website frequently for updates. All questions regarding the E-Grants System should be directed to DHSES via email ([email protected]) or telephone (866-837-9133). No technical assistance will be available after 5:00 pm on June 5, 2019.
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Exhibit A: Allowable Costs Matrix Reminder: Please note that the allowable costs for the FY2018 Tactical Team Targeted Grant Program are more restrictive than the more general FY2018 State Homeland Security Program (SHSP) because of the specialized nature of this targeted grant program. Accordingly, please refer only to “Exhibit A” and “Exhibit A-1” of this Request for Applications (RFA) for details on allowable costs. Personnel Cap: Under the FY2018 Tactical Team Targeted Grant Program, there is a 50% cap on personnel costs. Personnel Costs include OT/Backfill for Training and Exercises; costs associated with hiring part or full-time staff; and most consultant costs (unless the consultant is developing defined deliverable or installing equipment).
Planning Costs Public education & outreach
Develop and enhance plans and protocols
Develop and conduct assessments
Hiring of full or part-time staff or contractors/consultants to assist with planning activities (not for the purpose of hiring public safety personnel fulfilling traditional public safety duties)
Conferences to facilitate planning activities
Materials required to conduct planning activities
Travel/per diem related to planning activities
Overtime and backfill costs (IAW operation Cost Guidance)
Equipment Categories AEL link: https://www.fema.gov/authorized-equipment-list Personal Protective Equipment
Explosive Device Mitigation & Remediation Equipment
CBRNE Operational Search & Rescue Equipment*
Information Technology
Cyber Security Enhancement Equipment
Interoperable Communications Equipment
Detection Equipment
Power Equipment
CBRNE Reference Materials
CBRNE Incident Response Vehicles
Terrorism Incident Prevention Equipment
Physical Security Enhancement Equipment
Inspection & Screening Systems
CBRNE Logistical Support Equipment
Intervention Equipment
Other Authorized Equipment
Training Costs Overtime & backfill for emergency preparedness & response personnel attending FEMA-sponsored & approved training classes & technical assistance programs
Overtime & backfill expenses for part-time & volunteer emergency response personnel participating in FEMA training
Training workshops & conferences
Full- or part-time staff or contractors/consultants
Travel
Supplies
Other items
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Exercise Related Costs Design, Develop, Conduct & Evaluate an Exercise
Exercise planning workshop
Full or part-time staff or contractors/consultants
Overtime & backfill costs, including expenses for part-time & volunteer emergency response personnel participating in FEMA exercises
Implementation of HSEEP
Travel
Supplies
Other Items
*Certain equipment (not all) within this category require DHS/FEMA approval pursuant to Information Bulletin 426.
Unallowable Costs
Planning Costs Develop and implement homeland security support programs & adopt ongoing DHS National Initiatives, including State Preparedness Reports
Establish, enhance, or evaluate Citizen Corps related volunteer programs
Other project areas with prior approval from FEMA
Organizational Categories Overtime for information, investigative, & intelligence sharing activities Hiring of new staff positions/contractors/consultants for participation in information/intelligence analysis & sharing groups or fusion center activities
Equipment Categories
Decontamination Equipment
Medical
Agriculture Terrorism Prevention, Response, & Mitigation Equipment
CBRNE Response Watercraft
CBRNE Aviation Equipment
Management and Administrative (M&A) Costs
Hiring of full or part-time staff or contractors/consultants to assist with the management of the respective grant program, application requirements, compliance with reporting & data collection requirements Development of operating plans for information collection & processing necessary to respond to FEMA data calls
Overtime and backfill costs
Travel
Meeting related expenses
Authorized office equipment
Recurring expenses such as those associated with cell phones & faxes during the period of performance of the grant program
Leasing or renting of space for newly hired personnel during the period of performance of the grant program
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Exhibit A-1: Supplemental Equipment List
Municipal Police Training Council (MPTC) SWAT Team Standards: SAMPLE EQUIPMENT LIST
Below is a summary of equipment that is consistent with the MPTC Standards and that is allowable under this grant program. This list is not all inclusive and should be used as a reference document, only, to help guide your application development (please refer to the MPTC SWAT Standards for additional details and requirements). Please note: There are items that are outlined in the MPTC Standards that you are not able to utilize homeland security grant funds to purchase.
Standard 140: Individual Operator Equipment
Specialized Clothing (e.g. utility uniform that identifies the operator as a law enforcement officer)*
Ballistic Helmet
Protective Gloves
Fire Resistant Hoods (Balaclava)
Soft Body Armor
Eye Protection
Load Bearing Vests
Chest Carrier
Tactical Body Armor
Trauma Plates
Air Purifying Respirator and Pouch
Individual Gunshot Wound Kit
Portable Radio with Ear Piece *Camo is allowed as long as it is utilized in the appropriate environment
Standard 145: Team Equipment
Noise Flash Distraction Device
Portable Ladder
Transmitting Equipment for Negotiations – Wireless or Hardwire
Mechanical Breaching Equipment
Hand-Held Ballistic Shields
Radio Capable of Interoperability with Agencies the team Regularly Interacts with
Vehicle(s) with the Capability to carry Team Members and All Equipment
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Exhibit B: National Counter-IED Capabilities Analysis Database (NCCAD)
Overview: The National Counter-IED Capabilities Analysis Database (NCCAD) uses a task-based methodology to provide a uniform analysis of bomb squad, explosive detection canine team, dive team, and Special Weapons and Tactics team capabilities throughout the United States. This methodology measures readiness, equipment, training, and assets required for effective response to improvised explosive device (IED) threats. This integrated information provides a snapshot of national IED preparedness that informs resource allocation and capability enhancements. Assessing/Addressing Preparedness: To date, the DHS Office of Infrastructure Protection (IP) has surveyed and assessed nearly 1600 public safety teams, providing a snapshot of the level of preparedness to respond to IED threats nationwide. This detailed data provides critical decision-support information for Federal, State, local, and private sector security partners that have a role in bombing prevention. IP administers NCCAD and populates it during on-site surveys conducted with the Public Safety units to determine:
• Current operational capabilities;
• Desired capabilities; and
• Specific gaps related to training and equipment. The formal assessment reports provided by IP allow individual units, agency heads, and State and local Homeland Security officials to develop investment justifications that support State strategies for addressing national priorities as required by various DHS grant programs. NCCAD analyzes data on multiple levels including geographic area, type of unit, incident-specific resources, or any combination thereof for determining national capability. The database design provides access to readiness information for regular planning and real-time decision support during elevated threats, answering important questions about the level of a capability available. This source of measurable information feeds operational requirements for DHS Science and Technology initiatives that support bombing prevention. It also supports other DHS initiatives such as the Regional Resiliency Assessment Program and the development of Multi-Jurisdictional IED Security Plans by providing planners and vulnerability assessment experts with an accurate analysis of the IED prevention and response capabilities in the assessment areas. If you haven’t completed the Office for Bombing Prevention’s SWAT Capability Analysis Program in NCCAD, please contact Unit Chief Jenny Margaros (703-235-9381 or [email protected]) or Project Lead Richard McKee (703-235-9398 or [email protected]) to complete your individualized assessment.
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Exhibit C: Best Practices for Preparing an Effective Grant Application
What to do when you have received the Request for Applications (RFA):
• It is important to start early in preparing your application, highlighting deadlines and/or tasks
that must be completed as part of the application process.
• Review all plans, strategies, policies and documents related to the grant you are applying for
to ensure you can appropriately address the goals and objectives pertaining to the nature of
the grant opportunity.
What to do when you are completing the application:
• Ensure that the proposed budget is realistic, reasonable, and articulate how your budget will
address the objectives of the grant opportunity.
• Review and evaluate the scoring criteria. Pay close attention to the sections that are
weighted the most first as they have a greater impact on your overall score.
• If your grant application requires you to reference goals and/or objectives, make sure the
goals and objectives you cite are measurable. Goals should reflect the long-term and global
impact of a program or project. Meanwhile, objectives should be specific and measurable
building blocks designed to meet your goals.
• Create an evaluation plan that demonstrates how you will assess your proposed projects for
effectiveness and/or meeting the objectives of the grant opportunity, even if such a plan is
not required.
• Address steps that will be taken to institutionalize, sustain, or enhance the capabilities or
proposed project being developed after grant funding has been exhausted.
What to do prior to submitting your application:
• Make sure that you have completed all the required sections of the application. Applicants
are strongly recommended to share their completed applications with a colleague to ensure
that the application is clearly written and addresses all the objectives of the grant
opportunity.
