© 2003 By Default! A Free sample background from Slide 1 Florida Division of Emergency Management...

© 2003 By Default!

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Slide 1

Florida Division of Emergency Management

Domestic Security Unit

Webinar- State Homeland Security Grant Program-Technical Assistance (TA)

February 28, 2013

Host: Chanda Jenkins, Planning Manager

Presenters: Jana Smith, Programmatic Reviewer

Owen Roach, Programmatic ReviewerAndrea Becraft, Programmatic ReviewerPeggy Cadeaux, CCP State Coordinator

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Process of new sub-grant agreements

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Step 1: Award Letter distribution

Award letters are prepared and distributed by programmatic and grant manager staff after initial funding from the Department of Homeland Security is received.

At that time, FDEM has 45 days to obligate funds to all recipients.

Each recipient is notified with the issuing of an award letter pertaining to the particular fiscal year.

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Step 2:Scope of work

A Scope of Work is developed by the programmatic staff for issues that include:– A budget that includes issue numbers/categories and

allocation– A budget detail worksheet that includes projected costs

for eligible activities such as planning, training, equipment, and exercises

– Management and administration expenses are included if applicable

– Description of eligible activities to be completed within the contract period

– Management and administration activities– Reporting requirements– Monitoring process

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STEP 3: Agreement sent to FDEM legal for review

A boilerplate agreement is sent to FDEM Legal for review and approval:– Information pertaining to the particular

program will be inserted–Scope of work is entered as an attachment–Assigned to appropriate grant manager

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STEPs 4 and 5: AGREEMENT SENT to recipient for execution

All agreements are sent to the designated recipients for review and execution:– Grant agreement goes through the designated

recipients internal review process– Grant agreement is signed by recipient’s

authorized party

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Steps 6 AND 7: agreement returned TO fdem

Agreement is returned to FDEM for continued processing:– The agreement is prepared by staff for FDEM’s

internal review process– Agreement is sent to the division’s Finance and

Accounting Section for verification– Agreement is then forwarded to FDEM’s Legal

Section for recommendation– Legal returns agreement to the division’s

Finance and Accounting Section for encumbrance

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STEPs 8,9, and 10: PREPARATION FOR FINAL EXECUTION

The agreement is prepared for final execution by the division’s Director or his designee.– Agreement is signed by the division’s Director or

designee.– A fully executed copy of the agreement is mailed

to the recipient.– A package of the required reports is enclosed

with agreement.

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STEP BY STEP FLOW CHART

Scopes of work developed by programmatic

staff

Agreement sent to FDEM legal for

review and approval

Agreement sent to recipient via

email or certified mail

Execution of agreement by

recipient

Agreement returned to FDEM

Agreement prepared by staff for internal review

Agreement prepared for final

execution by division Director

or designee

Fully executed agreement mailed

to recipient

Package of required reports enclosed with

agreement mailed to recipient

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Reporting Requirements

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Reimbursement Requests FDEM s 3, 4A , 4B, 4C, Staffing Details, and Contribution

Forms are to be completed and signed with supporting back up documentation for all expenses.

If Reimbursement for Equipment is being sought, then Form 4B must include the correct AEL number and equipment description from the Responder Knowledge Base (RKB) website. www.rkb.us

A Reimbursement Request Checklist has become a part of the Agreement to assist recipients with needed back up documentation. (See Slide 22)

A Certification regarding debarment, suspension, ineligibility and voluntary exclusion form must be signed prior to processing reimbursement to ensure contractor/consultant compliance. (See Slide 25)

http://www.rkb.us/

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Reimbursement Requests When packaging reimbursements that

include salaries and/or benefits, make certain to highlight all information that correlates with requested amounts identified on the detail or claims.

Make certain that all supporting documentation and back-up information sent in reimbursement packet is clean and all notes made are for the benefit of the programmatic reviewer.

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Quarterly Report Submittals

A quarterly report is due for each quarter covering the entire period of performance of the agreement. This may include a period prior to execution of this agreement.

If your grant is prefaced CI, submit form 1, 2 and 2A. If it is CC, submit Forms 1, 2 and 2B. All other grants submit only form 1 and 2.

Reports are due 30 days after the end of each quarter; i.e. January-March due April 30.

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Slide 30

Close Out Reports

Form 5 must be completed and submitted to FDEM no later than 60 days after the agreement has expired.

Ensure final payment has been received prior to submitting Form 5.

Form 5 constitutes the final Quarterly Report.

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Monitoring Purpose: The Florida Division of Emergency Management

(FDEM) serves as the State Administrative Agency (SAA) for the oversight of the Department of Homeland Security, Homeland Security Grant Program (HSGP). FDEM is responsible for monitoring sub grantees and ascertaining that all fiscal, compliance, and programmatic responsibilities are fulfilled.

Sub grantee monitoring is carried out through two means: office-based monitoring and onsite monitoring. Office-based monitoring is essentially ensuring all parts of the grant agreement are being met and documented, on schedule. This means both the programmatic and financial sides are routinely evaluated by the staff and management at FDEM. On-site monitoring involves an actual visit by programmatic reviewers to the project site of a grant. This involves travel to locations throughout Florida.

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Monitoring Office-Based Monitoring:

For each open grant, the Division of Emergency Management will conduct office based reviews for sub-grantees annually. Office based monitoring will not occur for sub grantees who have completed an on-site monitoring within the last 6 months. During the phone interview, the Desk Monitoring Review Worksheet should be followed and any discrepancies or missing documentation is noted. A Desk Monitoring letter will go out to the sub-recipient identifying any technical assistance provided during the call and documenting findings or concerns. The sub-recipient will have thirty days to respond to FDEM with a written plan to resolve any problems or provide the missing documentation.

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Monitoring On-Site Monitoring:

This process builds upon the office-based monitoring. The sub grantee will be provided with a pre-visit notification letter and packet with documents to help prepare for the visit. Delinquent quarterly reports must be submitted prior to the on-site visit. A major portion of the meeting involves discussions about project implementation such as milestones, timeline, rate of funds expenditure, project operations, performance measures and evaluation, etc. At the end of the on-site visit, DEM staff will conduct an exit interview with sub grantee officials to discuss findings and to clarify any corrective action items for the sub grantee or DEM to pursue after the visit. If any outstanding financial, compliance and programmatic issues are identified, the sub grantee is required to submit a Corrective Action Plan within 30 days of receipt of the Post-visit Letter.

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Items Needed In Preparation for Visit

Latest Single Audit Summary Procurement Policy EEO Short Form Certification NIMS Resolution and Recent NIMS Roll-Up Equipment List, if applicable (Be prepared to

show the equipment) Position Descriptions for those funded by the

grant Subcontracts and Debarment Form Complete grant file for review

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Items To Be Included In Grant File

All correspondence to and from DEM regarding the grant.

All Quarterly Reports from beginning of grant period to the present.

All payment requests with supporting back up documentation.

Signed Grant Award Letter and executed Agreement including any modifications.

Up-to-date Equipment List (if applicable)

© 2003 By Default! A Free sample background from Slide 1 Florida Division of Emergency Management...

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