Planning for Drought Resilience from FEMA

The DHSEM Mitigation and Recovery Staff forwarded this information from our partners at FEMA to share with our stakeholders.  This information will be applicable to many as DHSEM begins the applicatoin process for FEMA's Pre-Disaster Migitation and Flood Mitigation Assistance Grants.  Learn more about Planning for Drought Resilience by following the links below.  To learn about mitigating drought, read the “Planning for Drought Resilience Fact Sheet”. To learn more about these project types, visit “Mitigating Flood and Drought Conditions Under Hazard Mitigation Assistance.”  To learn more about various Hazard Mitigation Assistance (HMA) project types, visit the “Hazard Mitigation Assistance Mitigation Activity Chart.”

About “Mitigation Minute” This series is provided by FEMA’s Hazard Mitigation Assistance Division. The “Mitigation Minute” contains a weekly fact about grants and resources provided across the country to reduce or eliminate long-term risk to people and property from natural hazards.

DHSEM Accepting Grant Applications for Pre-Disaster Mitigation and Flood Mitigation Assistance

Grant Application Period Open

FEMA has formally announced the FY 2017 PDM and FMA grants. These nationally competitive grants provide mitigation funding on a cost share basis to local communities for the completion of eligible, cost effective mitigation projects. FEMA’s announcements state that $90 million and $150 million have been allocated to the PDM and FMA programs for FY 2017 respectively.

• Eligible project types include, but are not limited to, the following:
• Hazard mitigation planning
• Localized flood control to protect critical facilities
• Wildfire mitigation (to include hazard fuels reduction, defensible space and ignition-resistant construction)
• Floodwater storage and diversion
• Floodplain and stream restoration
• Property acquisition and demolition in high hazard areas
• Water and sanitary sewer system protective measures
• Utility protective measures
• Community safe room construction

Additional information available on our Grant Announcements page under the 2017 Pre-Disaster Mitigation (PDM) and Flood Mitigation Assistance tab.
Grant Priorities

Detailed information is posted on our PDM and FMA Program Grant Priorties tab under the Grants tab. A summary of important dates is listed below:
Grant Subapplication Submission Timelines (applicable to both PDM and FMA grants)

FEMA will be opening eGrants to prospective applicants August 14, 2017. Applicants are required to develop preliminary applications in DHSEM’s EMGrants system prior to this date. DHSEM has replicated the FEMA eGrants application in EMGrants to avoid duplication of effort prior to FEMA making applications available in eGrants. Completion of a project/plan application in EMGrants will facilitate the application completion process in eGrants.

Draft subapplications in eGrants are due to the State by October 18, 2017. The compressed timeline suggests that the most competitive projects will be those in alignment with Federal program priorities, previously scoped, in pre-design, and with a well-established cost estimate. Below are the important DHSEM deadlines:

• July 28, 2017:  EMGrants Preliminary Application due to DHSEM via EMGrants
• August 18, 2017:  Draft Benefit-Cost Analysis (BCA) Submitted to DHSEM for Review
• October 18, 2017:  Draft Applications Submitted to DHSEM in eGrants
• November 10, 2017:  State Application Completed in eGrants and Submitted to FEMA
• January 30, 2018:  FEMA Identifies Sub-Applications for Further Review (estimated date)

Public Assistance Conference Call: March 9

The State will be holding a Public Assistance conference call on Thursday, March 9th from 1:30 – 2:30 PM. The presentation for this conference call will be available on CO.EMGrants.com within the Applicant Call Presentations section and will be titled "3/9/17 Monthly Update."

Agenda

HMGP

• Pre-Disaster Mitigation (PDM) and Flood Mitigation Assistance (FMA) Updates FY 2017
• Update on Project Closeouts

CDBG-DR

• Program Timelines and Deadlines
• Additional Funding Opportunities
• Environmental Reviews

DEF

• RFR Process and Unmet Needs

PA

• New PA Model Training
• Time Extension Deadlines
• RFR Processing
• Quarterly Report Reminder

If you have a question you would like addressed during the call, please send those to cdps_dhsem_pa4229@state.co.us and we will address them as they arise.

FEMA 4229-DR-CO Public Assistance


Hotline: 720.500.5510
cdps_dhsem_pa4229@state.co.us

All Grants Conference Call is February 9

 The State will be holding an All Grants conference call on Thursday, February 9, 2017 from 1:30 – 2:30 p.m.. The presentation for this conference call will be available before the call on CO.EMGrants.com within the Applicant Call Presentations section and will be titled “2/9/17 Monthly Update."

Conference Call Information

In addition to offering a conference call for the meeting, the State would like to offer the use of Adobe Connect for the meeting.

Agenda

• FEMA Directive 108-1 - Bioengineering Requirements
• Presentation by Rick Myers from FEMA EHP
• Update on MARS Hiring
• HMGP
• Benefit Cost Analysis Training Announcement
• Quarterly Report Update
• CDBG-DR
• Programmatic Update
• DEF
• Quarterly Report Reminder
• RFR Process and Unmet Needs
• PA
• Time Extension Deadlines
• Documentation and Closeout Reminders

If you have a question you would like addressed during the call, please email cdps_dhsem_pa4229@state.co.us.

Reminder: January All Grants Conference Call

The State will be holding an All Grants conference call on Thursday, January 12th from 1:30 – 2:30 PM. The presentation for this conference call will be available before the call on CO.EMGrants.com within the Applicant Call Presentations section and will be titled “1/12/17 Monthly Update."

 

Agenda:

• Update on DHSEM Organizational Chart and MARS Hiring
• HMGP:
• Staff Update
• Quarterly Report Reminder
• CDBG-DR:
• Programmatic Update
• PA:
• Status of Deloitte Contract
• FEMA EHP Staff Changes
• Competitive Proposals

This information and future Mitigation and Recovery related events are posted to the calendar on our MARS website at www.Colorado.gov/MARS.

DHSEM Update: September 2016

The September DHSEM Update is available to read.  This issue includes information on:

• Call for Presentations: 2017 Colorado Emergency Management Conference
• Public Assistance DR-4229 Quarterly Reports Due October 14
• HMGP and PDM Fourth Quarter Reports Due October 15
• DHSEM Grant Information and Updates
• Kudos and Job Well Done Announcments
• Job and Volunteer Opportunities
• 2017 National Wildfire Mitigation Award Nomination Period Open
• FEMA Releases Second Version of Public Assistance Program and Policy Guide for Public Comment
• FEMA Releases Individual Assisrtance Declarations Factors Proposed Guidance
• Educational Resources
• Register for NFPA's Free Firewise Communities Virtual Workshop Series
• Register now for Colorado Wildland Fire and Incident Management Academy
• Mark you calendar for the 2017 Colorado Wildland Fire Conference
• Training and Exercise Information

Photos from DHSEM September Activities

April 2016 DHSEM Mitigation and Recovery Program Report

The April 2016 DHSEM Mitigation and Recovery Program Report is now available to view or download. 

Procurement Training for FEMA Grant Recipients

FEMA is hosting two webinars regarding procurements under FEMA awards and requirements for Recipients and subrecipients when procuring services and supplies with funding under Stafford Act grant programs (Hazard Mitigation Grant Program [HMGP] and Pre-Disaster Mitigation [PDM]). This information will also apply to Flood Mitigation Assistance (FMA) awards.

The webinar will cover requirements set forth in the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (2 CFR 200) so that participants can identify and avoid potential violations of the Federal procurement requirements. Violations of the Federal procurement requirements can result in reduced Federal grant funding.

The goal of the webinar is to reduce applicant violations of the Federal procurement regulations by training participants on the Federal procurement requirements set forth at 2 CFR Sections 200.317 through 200.326.

Topics include:

• overview and use of contracts by Recipients and subrecipients
• procurement by a tribal, state, local governments, hospitals, institutions of higher education and other nonprofit organizations
• competition
• methods of procurement
• cost or price analysis
• contractor bonding requirements; and
• contract provisions.

The webinar content and log-in information is the same for both sessions. Closed captioning will be provided.

Dates and Time:

April 13th - 12:30 p.m.-2:30 p.m. Mountain Time or
Call in number 1-800-320-4330; participant code 830172
URL https://fema.connectsolutions.com/grant_procurement_requirements

April 21st - 12:30 p.m.- 2:30 p.m. Mountain Time
Call in number 1-800-320-4330; participant code 271609
URL https://fema.connectsolutions.com/grant_procurement_requirements

Existing resources related to procurement include:

• Hazard Mitigation Assistance (HMA) Guidance 2015 Part III.D.3

• HMA Procurement Standards Job Aid This Job Aid describes the procurement standards for non-Federal entities that obtain property and services under a Hazard Mitigation Assistance (HMA) Federal award. Procurement includes the selection, award, and administration of contracts.

• Using Contract Support to prepare applications After FEMA’s adoption of procurement regulations in 2 CFR 200, FEMA received several questions regarding the use of contract support in preparing subapplications. This document presents eight common Hazard Mitigation Assistance (HMA) application development scenarios and provides guidelines to address procurement issues related to non-Federal entity use of contracted support for the development of HMA application elements.

• Cost Estimating Principles for HMA Project Applications This document provides principles for Applicants to use when determining cost estimates using reasonable cost and price analysis approaches.

DHSEM Creates Subrecipient Grant Monitoring Program

As a pass through entity of federal grants, the Colorado Division of Homeland Security and Emergency Management (DHSEM) is required to ensure that its subrecipients comply with the Federaladministrative requirements, cost principles, and audit requirements as prescribed in 2 Code of Federal Regulations (CFR) 200 and the federal Office of Management and Budget (OMB) Circulars. We are pleased to announce that DHSEM has launched a new division-wide subrecipient monitoring initiative to streamline the monitoring process to:

• Comply with changes for the new Uniform Grant Guidance (Title 2 – Code of Federal Regulations)

• Adopt and implement the federal 2 CFR 200 risk assessment requirements for monitoring 

• Standardize the monitoring process across all grant programs managed by DHSEM

• Minimize the number of monitoring visits you receive annually from DHSEM

• Utilize an independent monitoring team in place of program managers to conduct on-site monitoring visits

• Consolidate the review of single audit results for all DHSEM subrecipients 

• Assist your organization with compliance related to the requirements of your Federal Awards

 

DHSEM has established a Subrecipient Monitoring (SRM) Team to accomplish this goal. The SRM Team manages the review of single audit results and performs on-site monitoring (Site Visits) to review compliance with the Federal 2 CFR / OMB Circularadministrative requirements, cost principles and audit requirements of your grants. DHSEM will only monitor a sample of subrecipients (based upon the annual risk assessment) on an annual basis and we will contact you directly if your organization is selected for an on-site monitoring visit. 

Additionally, DHSEM Program Managers, Grant Analysts, and/or Regional Field Managers may contact your organization to perform the following grant tasks:

• Technical assistance – Providing guidance on technical grant requirements

• Eligibility reviews – Review of eligibility of expenditures submitted

• Grant management – Overall grant administration, RFR review, quarterly reporting

• Training  - Providing training on grant management

• Tiger teams – On site assistance with expense submission

• Applicant assistance support – Assistance with use of programs and forms

• In-person visit – Face to face meetings between subrecipientsand DHSEM personnel

• Site inspection – Closeout process for closing out project sites

 

We hope that this new initiative will increase and enhance our working relations to keep Colorado safe.

Please contact Ezzie.Michaels@state.co.us. with questions. 

DHSEM Subrecipient Monitoring Team

DHSEM is rolling out a new division-wide monitoring initiative that will cover all sub-recipients who were awarded grants by the division. This new initiative will streamline our sub-recipients monitoring process and help us comply with grants' requirements. The initiative includes three types of monitoring:

1. Desk review monitoring of A133 Single Audit results 
2. On-site monitoring for selected sub-recipients
3. Ongoing grant specific monitoring (managed by program managers)

DHSEM's Sub-recipient Monitoring Team will conduct Single Audit desk reviews for all sub-recipients during the State Fiscal Year (SFY) 2016, and will also conduct on-site monitoring of a sample of sub-recipients utilizing a risk based tool that takes into considerations three risk factors: financial, operational, and compliance. The monitoring team will notify the selected jurisdictions via email with instructions regarding the next step in the process. Within few days we will share with you the monitoring schedule for SFY 2016.

Questions should be sent to Ezzie Michaels at ezzie.michaels@state.co.us. 

Audit Tips for Managing Disaster Related Project Costs

FEMA shared this document with us as a valuable resource for any agency managing disaster recovery projects.  Please read the Audit Tips for Managing Disaster-Related Project Costs document.  It was recently posted to the Department of Homeland Security Office of Inspector General’s website (www.oig.dhs.gov). 

This  report will assist Disaster Assistance applicants with the following: 

·         document and account for disaster-related costs;

·         minimize the loss of FEMA disaster assistance funds;

·         maximize financial recovery; and

·         prevent fraud, waste, and abuse of disaster funds.

DHSEM Accepting NOIs for Hazard Mitigation Assistance

The Colorado DHSEM Mitigation Team is now accepting Notice of Intent (NOI) forms for the FY15 Hazard Mitigation Assistance Guidance(link is external) grants, including the Pre-Disaster Mitigation Program (PDM(link is external))  and Flood Mitigation Assistance Program (FMA).(link is external) These grants represent an opportunity to improve a community’s ability to mitigate natural hazards and reduce potential impacts on citizens, property and local economies. NOIs will be evaluated for eligibility and alignment with HMA program priorities as laid out in the fact sheets linked below. The Mitigation Team will invite jurisdictions to complete a full grant application as appropriate. 

FEMA Program Grant Announcements

• HMA Fact Sheet(link is external)
• Pre-Disaster Mitigation Program(link is external)
• Flood Mitigation Assistance Program(link is external)
• Flood Mitigation Assistance Program Fact Sheet(link is external)

Timeline

Similar to last year, the timeline for application development is significantly shorter than in previous years. The compressed timeline suggests that the most competitive projects will be those in alignment with Federal program priorities, previously scoped, in pre-design, and with a well-established cost estimate. 

June 12, 2015	Notice of Intent forms due to DHSEM
June 19, 2015	Notice of Intent reviews complete
July 24, 2015	Benefit-Cost Analysis complete
August 14, 2015	Subapplications completed in eGrants
August 28, 2015	State application completed in eGrants and submitted to FEMA

Please take a thorough look at the program webpages and grants.gov sites as linked above, as well as the FY15 Hazard Mitigation Assistance Guidance(link is external). FEMA in 2015 has also provided an addendum that helps to clarify some of the changes to the Guidance FY15 Hazard Mitigation Assistance Guidance Addendum(link is external)

Please fill out the NOI that represents the intent of your specific project.

Visit the DHSEM website for the NOI forms.

DHSEM Mitigation and Recovery Report: February 11, 2015

Read the current DHSEM Mitigation and Recovery Report for February 11, 2015. 

Pictures below are from DHSEM staff on site and local visit over the past seven days.

DHSEM Mitigation and Recovery Program Report: January 13, 2015

The DHSEM Mitigation and Recovery Report for January 13, 2015 is available to view or download.

DHSEM Mitigation and Recovery Report: Nov. 25

The DHSEM Mitigation and Recovery Program Report has been posted to our DHSEM website for review or download.

DHSEM Mitigation and Recovery Report: October 21

The DHSEM Mitigation and Recovery Report for October 21, 2014 is now available to view or download.

This report is produced every Tuesday to provide an update on the mitigation and recovery efforts coordinated by the Division of Homeland Security and Emergency Management.  It is also posted each week to our division website at DHSEM.State.CO.US. 

DHSEM Mitigation and Recovery Program Report: October 14, 2014

The DHSEM Mitigation and Recovery Program Report is available to download and view.

Flood Recovery Presentation for Local Officials from October 10

On October 10 DHSEM staff met with local government officials to discuss flood recovery efforts in Colorado.  The slide deck is provided below for anyone who was unable to attend the meeting in person.

DHSEM Presentation to Local Officials and Staff for Flood Recovery from Micki Freeman Trost

Nonprofit Security Grant Program (NSGP) Funds Announced

The Department of Homeland Security, Federal Emergency Management Agency (FEMA) has announced the availability of funds through the Nonprofit Security Grant Program (NSGP) for 2014. The NSGP provides funding support for target hardening and other physical security enhancements and activities to nonprofit organizations that are at high risk of terrorist attack due to their ideology, beliefs, or mission and are located within the Denver and Boulder metro areas.

The Colorado Division of Homeland Security and Emergency Management (DHSEM) will apply on behalf of nonprofit organizations in the Denver/Boulder areas wishing to compete for grants of up to $75,000.

All applications are due to DHSEM by April 25, 2014. For further information, please email Lina Ha-Stone at Lina.Ha-Stone@state.co.us.

DHSEM Update: November 26

Colorado Division of Homeland Security and Emergency Management Update

This update includes information on:

• Colorado Emergency Management Association (CEMA) Awards
• Waste Tire Fire Prevention Fund Grant for Fire Agencies
• Safety and Security Plans for Class 3 Hazardous Materials Transported by Rail
• Comment Period Open until December 2 for Recovery Policy and Donated Resources
• FEMA and Parnters Release Post Disaster Reunification of Children Framework
• Continuity Guidance Circular 2 Revision
• FEMA Assistance to Firefighters Grant Period Closes December 6
• Kudos and Congratulations
• Mike Gavin, City of Fort Collins Emergency Manager
• Letter of Gratitude from the Boulder County Commissioners for Flood Assistance
• Job, Internship and Volunteer Announcement
• Educational Resources 
• Wireless Emergency Alerts Save Lives in Disasters
•  Be Red Cross Ready
• After Action Reports:  Why We Do Them
• Emergency Management & Planning Degree and Certificate Programs
• Flood Information and Updates
• Northern Colorado Flood Recovery Assistance and Resource Fair on December 16
• Colorado Community Recovery Symposium Resources
• Crisis Counseling Program Locations
• Training Information
• FEMA Training Opportunities
• Wildfire Academy Course: L952/S403 All-Hazards PIO Course
• Training Announcement from the Office of Preparedness