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COM 0041.046 2008-2010
N tV Oi * William P. Kenoi 7 Mayor :.;� .'! �� t • - .M : : Quince Mento +f. +• �'�� Administrator • William T. Takaba ''• o; ►''' - Managing Director - ' ' &run fir xxf Aufmttt CIVIL DEFENSE AGENCY 920 Ululani Street • Hilo, Hawaii 96720 -3958 (808) 935 -0031 • Fax (808) 935 -6460 DATE: November 22, 2010 7L-7--_-„: TO: J Yoshimoto, Council Chairman and Council Members VIA: Kay Oshiro, Acting Controller FROM: Quince Mento, Civil Defense Administratora'\( , RE: NOTIFICATION OF GRANT AWARD Compliance with Ordinance No. 09 -64, Section 7(1) Name of Grant Program: FY 2010 Homeland Security Grant Program Grantor: State of Hawai'i, Department of Defense, State Civil Defense County Grantee Department or Agency: County of Hawai'i, Civil Defense Agency Grant No. (IF KNOWN): 2010 -SS -T0 -0006 Amount of Grant: $931,487.00 Amount of County Match: $0.00 County Revenue & Expenditure Account Numbers: 010 - 3308.55/010.241.5241.68. Grant Period (Commencement & Completion): August 1, 2010 to July 31, 2013 Purpose of Grant: for the purchase of specialized equipment to enhance the capability of state and county agencies to prevent and respond to incidents of terrorism but also supports "all hazards" catastrophic preparedness initiatives. Is final report required by grantor? Yes X No Comm. No. y I • Ll {D Notification attached: X Yes No, because Ref. To: Ref. Date N(lV 2 9 2n10 (0 Hawai'i County is an equal opportunity provider and employer Form NGA 09/09 LINDA LINGLE q y GOVERNOR ' �T� Ypsy f R 4).'\ MAJOR GENERAL ROBERT G. F. LEE DIRECTOR OF CIVIL DEFENSE + EDWARD T. TEIXEIRA + fig, r PHONE (808) 733 -4300 VICE DIRECTOR OF CIVIL DEFENSE FAX (808) 733 -4287 STATE OF HAWAII DEPARTMENT OF DEFENSE OFFICE OF THE DIRECTOR OF CIVIL DEFENSE 3949 DIAMOND HEAD ROAD HONOLULU, HAWAII 96816 -4495 SEP Honorable Billy Kenoi Mayor, County of Hawaii 25 Aupuni Street Hilo, Hawaii 96720 Dear Mayor Kenoi: Memorandum of Agreement for the FY 2010 Homeland Security Grant Program The State of Hawaii has been awarded the FY 2010 Homeland Security Grant Program (HSGP) funds from the Department of Homeland Security, Federal Emergency Management Agency, Preparedness Directorate Grants and Training. The FY 2010 HSGP funds are provided to prevent, deter, respond to, and recover from threats and incidents of terrorism. The FY 2010 HSGP supports the County of Hawaii in leveraging funding to support Homeland Security initiatives. This grant is a result of congressional funding for the purchase of specialized equipment to enhance the capability of State and county agencies to prevent and respond to incidents of terrorism but also supports "all hazards" catastrophic preparedness initiatives. The FY 2010 HSGP funding is distributed by program dollars and investment. The investment is a "collage" of program and capability reviews submitted by the County of Hawaii during the application period. A copy of investments that the County of Hawaii is authorized to allocate funds is attached with the Memorandum of Agreement. While the Homeland Security funding continues to focus on terrorism, the support for "all- hazards" catastrophic preparedness is encouraged. The performance period for the grant is August 1, 2010, through July 31, 2013. The County of Hawaii is the recipient of $931,487.00. The grant funds are distributed in the programs as shown below and with Enclosure 1. �� 123456 � 0 / lt p er OCT 2010 ", f'c � W Zt LZ OZ6‘" Honorable Billy Kenoi Page 2 SEP 2 9 2010 County of Hawaii State Homeland Security Grant Program Funding Programs Funding Allocation State Homeland Security Program $906,508.00 Citizen Corps Program $24,979.00 Total $931,487.00 The FY 2010 HSGP continues to provide the County of Hawaii with funding for planning, equipment, training, and exercises to support emergency preparedness, prevention, response, and recovery. State Civil Defense (SCD) continues to recommend training County of Hawaii Citizen Corps volunteers in supporting shelter management operations. In preparation for the Asia Pacific Economic Corporation 2011, a portion of the FY 2010 HSGP funding has been reserved to support potential overtime. Funds that are withheld from the County of Hawaii and not utilized for the APEC will be returned to the HSGP to support identified county gaps. All funds will be identified in a Detailed Budget Worksheet (DBW) and recorded in an Initial Strategy Implementation Plan (ISIP) that identifies expenditures and portrays the use of the FY 2010 HSGP funds provided to the County of Hawaii. Closeout of the FY 2010 HSGP begins at award. Based on the original performance period of the grant, the encumbrance date for the FY 2010 HSGP funds is December 31, 2012. The terms and conditions of the grant programs and the funds being distributed for each investment for the County of Hawaii and programs are in the attached Articles (Enclosure 1). If you agree with the Articles for the grant programs, please sign and return one set of the original Articles to SCD before October 22, 2010. The original set of the Articles will be provided after signatures are completed. Thank you for your cooperation in expediting this initiative. If you should have questions, please have your staff contact Ms. Dolores Cook, State Civil Defense, at 733 -4300, extension 819, or email at dcookna scd.hawaii.gov. Sincerely, 7, n ti, OB G. F. LEE Major General, HING Director of Civil Defense Enclosure c: Mr. Quince Mento, Administrator Hawaii Civil Defense Agency Memorandum of Agreement For FY 2010 State Homeland Security Grant Program 2010 -SS -T0 -0006 ARTICLE I — PROGRAM DESCRIPTION The State Homeland Security Grant Program (HSGP) funds are aligned to the National Preparedness Goal used to shape National Priorities related to all- hazards. This common planning framework supported by the 37 Target Capabilities help define how prepared we are, how prepared we need to be and how we prioritize efforts to dose gaps. The Hawaii Civil Defense Agency through the County of Hawaii is the sub - grantee receiving FY 2010 HSGP funding. The approved HSGP award and the distribution of the State Homeland Security funds to the County of Hawaii are available at Attachment 1. The National Priorities and guidelines is available at www.fema.gov /pdf /emergency /nrf /national preparedness guidelines.pdf ARTICLE II - AUTHORITIES The Statutory authority for the FY 2010 State Homeland Security Grant Program funds is the Department of Homeland Security Appropriations Act, 2010 (Public 111 -83); the implementing Recommendations of the 9/11 Act of 2007 (Public Law 110 -53); and the Homeland Security Act of 2002 (6 U.S.0 Section 101 et seq.). The CFDA number for FY 2010 Homeland Security Grant Program is 97.067. ARTICLE III — PERIOD OF PERFORMANCE The Department of Homeland Security four main areas of responsibility to help achieve its mission are listed below. FY 2010 HSGP funding supports two of the four areas of responsibilities identified under the State Homeland Security Grant Program (HSGP): 1. Guarding against Terrorism; 2. Securing the Borders; 3. Enforcing Immigration Laws; and 4. Improving Readiness for Response to and Recovery from Disasters. The HSGP is a core assistance program that provides funds to build capabilities at the State and local levels and to implement the goals and objectives included in State of Hawaii Implementation Strategy of Homeland Security and initiatives in the State Preparedness Report. Activities implemented under HSGP must support terrorism preparedness by building or FY 2010 State Homeland Security Grant Program Memorandum of Agreement 1 enhancing capabilities that relate to the prevention of, protection from, response to, and recovery from terrorism. Many capabilities which support terrorism preparedness simultaneously support preparedness for other hazards. The Period of Performance shall be thirty-six (36) months from the effective date of the grant award: August 1, 2010 through July 31, 2013. The County of Hawaii shall not incur costs or obligate funds for any purpose pertaining to the operation of the program or any related program project or activities beyond the expiration date of the period of performance unless there is a grant adjustment notice changing the period of performance. ARTICLE IV — AMOUNT AWARDED AND DISTRIBUTION Expenditures of all grant funds must be allocated against the approved the FY 2009 Implementation Strategy for Hawaii Homeland Security. The County of Hawaii, with agencies receiving the FY 2010 HSGP funds, is required to complete an initial Detailed Budget Worksheet (DBW) and an Initial Strategy Implementation Plan (ISIP) identifying the use of the funds. Once the ISIP is approved, changes will be submitted to the Department of Homeland Security (DHS) Preparedness Directorate, Grants and Training, for approval. Funds may only be allocated against the approved FY 2010 investment justifications by program funding as shown in Attachment 2. Attachment 3 provides an allowable cost matrix showing the authorized program expenditures by program, planning solution and category for sub - grantee. As annotated in the DBW, the grant funds may be used to support training; exercises; planning; overtime to support training and exercise program; travel; supplies; and contractual services associated with implementing the State and /or Urban Area strategies. Personnel associated with the execution of the grant programs will be identified under Management and Administration. Sub - grantee may use funds to hire program personnel to support specific programs under planning, training or exercises. Personnel descriptions must be on file with grant records at the County and State Civil Defense (SCD). The County of Hawaii may use up to 5% of the allocated funding for management and administrative costs for the management and administering the HSGP. The use of these funds will be defined on the DBW. The County of Hawaii is not permitted to sub -grant funds to another agency. ARTICLE V — COST - SHARE /MATCH There is no cost -share or match required for these grant funds. If expenditures exceed the maximum amount of funding, sub - grantee shall pay the costs in excess of the approved budget. ARTICLE VI — MAINTENANCE OF EFFORT /SUPPLANTING OF FUND FY 2010 State Homeland Security Grant Program Memorandum of Agreement 2 The purpose of these funds is to support sub - grantee to improve or enhance sub - grantee's ability to prevent, deter, respond to, and recover from threats and acts of terrorism program activities. The funds shall be used to supplement and shall not be used to supplant funding dedicated to this effort. ARTICLE VII — ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS The HSGP cannot be transferred between programs nor can the funds be transferred between investments without prior approval. State Preparedness Report. The Post - Katrina Emergency Management Reform Act of 2006 (Public Law 109 -295) requires any State that receives Federal preparedness assistance to submit a State Preparedness Report to the Federal Emergency Management Agency (FEMA), DHS. Receipt of the FY 2010 assessment report by FEMA is a prerequisite for applicants to receive any FY 2010 DHS preparedness grant funding. Environmental Planning and Historic Preservation (EHP). The County of Hawaii must comply with the EHP in accordance with DHS Information Bulletin 271, dated December 5, 2007. All funding, regardless of what it is being used for requires an EHP approval prior to encumbering funds. For entries requiring an EHP, the sub - grantee must complete and submit appropriate documentation prior to encumbering funds. The DBW provides categorical exempted items and identifies entries requiring a more comprehensive review. National Incident Management System (NIMS). The County of Hawaii is required to be in compliance with the annual NIMS Performance Compliance Objective metrics. Property Accountability. The sub - grantee is required to provide a complete inventory listing for each project in the investment to SCD prior to the official close out of the FY 2010 HSGP. The inventory list should be in compliance with the County of Hawaii Property and Inventory Management Procedures identifying property for inventory having a value of $500.00 and above. Changes in inventory such as fair, wear and tear, disposal, transfers, must be annotated on inventory. Annual inventory listings will provided to SCD annually and final inventory listing prior to close out of the grant. Standard Financial Requirements. The County of Hawaii shall comply with all applicable laws and regulations. A non - exclusive list of regulations commonly applicable to FEMA, DHS grants are listed below: • 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments • 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A -87) • Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations • OMB Circular A -133, Audits of States, Local Governments, and Non - Profit Organizations • Technology systems funded or supported with Homeland Security Grant Program FY 2010 State Homeland Security Grant Program Memorandum of Agreement 3 Homeland Security Branch Chief by the 5 day of the month following the ending of each quarter. Semi - annual and Bi- annual Strategy Implementation Reports are due to the Office for Domestic Preparedness on June 30 and December 31st. Sub - grantee is required to submit changes into the DBW as the changes may have an impact on distribution of funds by program discipline and category. ARTICLE X — OTHER Sub - grantee should advise SCD in the event that funds will not be encumbered in order to allow for reallocation of funds in a timely manner. Nine months prior to the dose of the grant SCD will begin reviewing expenditures and encumbrances based on quarterly reports to recommend reallocation of funds not yet encumbered. Close out of the HSGP begins upon receipt. Grant extensions are not guaranteed. For planning purposes the following close out information is provided. Changes will be provided in a Grant Adjustment Notice. FY 2010 State Homeland Security Grant Program Performance Period: August 1, 2010 — July 31, 2013 Grant Number: 2010 -SS -T0 -0006 Encumbrance Date: December 31, 2012 kg 37 YX 0 )r"n v^r3,F d VS 11 F:?i(o `a roV l ,,W huh0 CluYoli f c -,; 'Eh (quq *aI' 01. 1hia' r Del' a 3 BSIR Closeout: July 2014 Based on original performance period — the dates above will be adjusted based on extensions granted by DHS (date: 09/10) When deemed appropriate and in the best interest to the State, SCD will request extensions to the grant performance from the FEMA, DHS. During the grant period, additional funds may be made available to sub - grantee, specifically as the grant is being closed out and time is critical to encumber funds. Conversely, there may be instances where funds are required to support Statewide goals and objectives. If such a situation arises and funds are required, no funds will be withdrawn without coordination with the sub - grantee. Additional administrative guidance is provided to the sub - grantee entity responsible for the administration of the FY 2010 HSGP in the form of the FY 2010 Administrative Procedures. In addition to the terms stated in this Memorandum, the sub - grantee is obligated to comply with the requirements and procedures detailed in the FY 2010 Administrative Procedures. FY 2010 State Homeland Security Grant Program Memorandum of Agreement 5 APPROVED /DISAPPROVED: 1 //4 /143t-C/ RO ERT G. F. LEE BILLY KENOI Major General, HING Mayor, Count, of Hawaii Director of Civil Defense 7 /)/// Date Date APPROVED AS TO FORM: MICHAEL VINCENT Deputy Attorney General FY 2010 State Homeland Security Grant Program Memorandum of Agreement 6 j Department of Homeland Security GRANT MANAGERS MEMORANDUM, PT. I• E Grant Programs Directorate PROJECT SUMMARY t °. o- Grant vn PROJECT NUMBER PAGE I OF 1 2 010 -SS -T0 -0006 This project is supported under Department of Homeland Security Appropriations Act, 2010 (Public Law 111-083) 1. STAFF CONTACT (Name & telephone number) 2. PROJECT DIRECTOR (Name, address & telephone number) David Tuner Dolores Cook (202) 786 -9646 Homeland Security Branco Chief 3949 Diamond Head Road Honolulu, HI 96816 (808) 733 -4320 3a. TITLE OF THE PROGRAM 3b. POMS CODE (SEE INSTRUCTIONS FY 2010 I lomcland Security Grant Program ON REVERSE) 00, 00, 00. 4. TITLE OF PROJECT FY 2010 Homeland Security Grant Program 5. NAME & ADDRESS OF GRANTEE . 6. NAME & ADRESS OF SUBGRANTEE Hawaii Civil Defense Division Honorable Billy Kenoi 3949 Diamond Head Road Mayor, County of Hawaii Honolulu, HI 96816 -4495 25 Aupuni Street Hilo, Hawaii 96720 7. PROGRAM PERIOD 8. BUDGET PERIOD FROM: 08/01'2010 TO: 07'31/2013 FROM: 08/01/2010 TO: 07/31/2013 9. AMOUNT OF AWARD 10. DATE OF AWARD S 11,810,295 09/23'2010 11. SECOND YEAR'S BUDGET 12. SECOND YEAR'S BUDGET AMOUNT 13. THIRD YEAR'S BUDGET PERIOD 14. THIRD YEAR'S BUDGET AMOUNT 15. SUMMARY DESCRIPTION OF PROJECT (Sec instruction on reverse) The FY 2010 Homeland Security Grant Program (HSGP) funding will be used for costs related to preparedness activities associated with implementing the State Homeland Security Strategy, any respective Urban Area Security Strategies, and the Investments identified during the application period. The HSGP consists of the State Homeland Security Program (SHSP), in thc amount of S6.613,200, the Urban Arca Security Initiative (UASI), in the amount of 54,754,800. the Citizen Corps Program (CCP), in the amount of $124,876, and the Metropolitan Medical Response System (MMRS) program, in thc amount of S317,419. Together, these programs provide an integrated mechanism to enhance the coordination of National Priority efforts to prevent. respond to, and recover from terrorist attacks, major disasters and other emergencies. OJP FORM 4000/2 (REV. 4 -88) t ,. „,.,,,,,....,..„.., f zit . Department of Homeland Security, FEMA 4S °� Sti� Grant Programs Directorate ' J September 23, 2010 Washington, D.C. 20531 Major General Robert G. Lee Hawaii Civil Defense Division 3949 Diamond Head Road Honolulu, HI 96816 -4495 Dear Major General Lee: I am pleased to inform you that the Grant Programs Directorate has approved the application for funding under the FY 2010 Homeland Security Grant Program in the amount of $11,810,295 for Hawaii Civil Defense Division. Through this accord, the Department of Defense will use grant funding in the amount of $11,810,295 from the Fiscal Year 2010 Homeland Security Grant Program (HSGP). Funds will support efforts related to providing an integrated mechanism to enhance the coordination of National Priority efforts to prevent, respond to, and recover from terrorist attacks, major disasters and other emergencies. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award, please contact: - Program Questions, David Turner, Program Manager at (202) 786 -9646; - Financial and Payment Questions, Grants Management Division (GMD) at (866) 927 -5646, or send an email to ask - GMD @dhs.gov. Congratulations, and we look forward to working with you. Sincerely, Elizabeth M. Harman Assistant Administrator Grant Programs Directorate Enclosures N.. '�yAA7� F f� i • '�.• ii o Department of Homeland Security, FEMA 1 Grant Programs Directorate September 23, 2010 Washington, D.C. 20531 Major General Robert G. Lee Hawaii Civil Defense Division 3949 Diamond Head Road Honolulu, HI 96816 -4495 Dear Major General Lee: I am pleased to inform you that the Grant Programs Directorate has approved the application for funding under the FY 2010 Homeland Security Grant Program in the amount of $11,810,295 for Hawaii Civil Defense Division. Through this accord, the Department of Defense will use grant funding in the amount of $11,810,295 from the Fiscal Year 2010 Homeland Security Grant Program (HSGP). Funds will support efforts related to providing an integrated mechanism to enhance the coordination of National Priority efforts to prevent, respond to, and recover from terrorist attacks, major disasters and other emergencies. Enclosed you will find the Grant Award and Special Conditions documents. This award is subject to all administrative and financial requirements, including the timely submission of all financial and programmatic reports, resolution of all interim audit findings, and the maintenance of a minimum level of cash -on -hand. Should you not adhere to these requirements, you will be in violation of the terms of this agreement and the award will be subject to termination for cause or other administrative action as appropriate. If you have questions regarding this award, please contact: - Program Questions, David Turner, Program Manager at (202) 786 -9646; - Financial and Payment Questions, Grants Management Division (GMD) at (866) 927 -5646, or send an email to ask - GMD @dhs.gov. Congratulations, and we look forward to working with you. Sincerely, Elizabeth M. Harman Assistant Administrator Grant Programs Directorate Enclosures -0 -' AR ° = Department of Homeland Security FEMA ! , • , N Grant Programs Directorate , VI, t ) PAGE I OF 5 Grant 9ND SE 1. RECIPIENT NAME AND ADDRESS (Including Zip Code) 4. AWARD NUMBER: 2010 -SS -T0 -0006 Hawaii Civil Defense Division 3949 Diamond Head Road 5. PROJECT PERIOD: FROM 08/01/2010 TO 07/31/2013 Honolulu, HI 96816 -4495 BUDGET PERIOD: FROM 08/01/2010 TO 07/31/2013 6. AWARD DATE 09/23/2010 7. ACTION IA. GRANTEE IRSNENDOR NO. 8. SUPPLEMENT NUMBER Initial 996000896 00 9. PREVIOUS AWARD AMOUNT $ 0 3. PROJECT TITLE 10. AMOUNT OF THIS AWARD $ 11,810,295 FY 2010 Homeland Security Grant Program 11. TOTAL AWARD $ 11,810,295 12. SPECIAL CONDITIONS THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH ON THE ATTACHED PAGE(S). 13. STATUTORY AUTHORITY FOR GRANT This project is supported under Department of Homeland Security Appropriations Act, 2010 (Public Law 111 -083) 15. METHOD OF PAYMENT PARS AGENCY APPROVAL GRANTEE ACCEPTANCE 16. TYPED NAME AND TITLE OF APPROVING DHS OFFICIAL 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL Elizabeth M. Harman Robert G. Lee Assistant Administrator Grant Programs Directorate The Adjutant General and Director of Civil Defense 17. SIGNATURE OF APPROVING DHS OFFICIAL 19. SIGNA OF AUTHORIZED RECIPIENT OFFICIAL 19A. DATE AGENCY USE ONLY 20. ACCOUNTING CLASSIFICATION CODES 21. MU10V40046 FISCAL FUND BUD. DIV. YEAR CODE ACT. OFC. REG. SUB. POMS AMOUNT 0 T MM 10 00 00 00 317419 0 T UB 10 00 00 00 124876 0 T UA 10 00 00 00 4754800 0 T SS 10 00 00 6613200 OJP FORM 4000/2 (REV. 5 -87) PREVIOUS EDITIONS ARE OBSOLETE. OJP FORM 4000/2 (REV. 4 -88) y a�4A�1F�� Department of Homeland Security r FEMA AWARD CONTINUATION 6° Grant Programs Directorate ! ' � �,, SHEET PAGE 2 OF 5 �l s Grant PROJECT NUMBER 2010 -SS -T0 -0006 AWARD DATE 09/23/2010 SPECIAL CONDITIONS 1. The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non - exclusive list of regulations commonly applicable to DHS grants are listed below: A. Administrative Requirements 1. 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non - Profit Organizations (OMB Circular A -I 10) B. Cost Principles 1. 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB Circular A -87) 2. 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A -21) 3. 2 CFR Part 230, Cost Principles for Non - Profit Organizations (OMB Circular A -122) 4. Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations C. Audit Requirements 1. OMB Circular A -133, Audits of States, Local Governments, and Non - Profit Organizations 2. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. 3. The recipient agrees that all allocations and use of funds under this grant will be in accordance with the Fiscal Year (FY) 2010 Homeland Security Grant Program (HSGP) guidance and application kit. 4. The recipient shall not undertake any project having the potential to impact Environment and Historical Preservation(EHP) resources without the prior approval of FEMA, including but not limited to ground disturbance, construction, modification of structures, and purchase and use of sonar equipment. Recipient must comply with all conditions placed on the project as a result of the EHP review. Any change to the approved project scope of work will require re- evaluation for compliance with these EHP requirements. If ground disturbing activities occur during project implementation, the recipient must ensure monitoring of ground disturbance, and if any potential archaeological resources are discovered, the recipient will immediately cease construction in that area and notify FEMA and the appropriate State Historic Preservation Office. Any construction activities that have been initiated without the necessary EHP review and approval will result in a non - compliance funding and may not be eligible for FEMA funding. 5. The recipient shall submit the Federal Financial Report (FFR, SF -425) within 30 days of the end of the first Federal quarter following the initial grant award. The recipient shall submit quarterly FFRs thereafter until the grant ends. Reports are due on January 30, April 30, July 30, and October 30. A report must be submitted for every quarter of the period of performance, including partial calendar quarters, as well as for periods where no grant activity occurs. Future awards and fund draw downs may be withheld if these reports are delinquent. The final FFR is due 90 days after the end date of the performance period. OW FORM 4000/2 (REV. 4 -88) enx Department of Homeland Security FEMA AWARD CONTINUATION Grant Programs Directorate SHEET PAGE 3 OF 5 to sc" Grant PROJECT NUMBER 2010 -SS -T0 -0006 AWARD DATE 09/23/2010 SPECIAL CONDITIONS 6. In the event FEMA determines that changes are necessary to the award document after an award has been made, including changes to period of performance or terms and conditions, recipients will be notified of the changes in writing. Once notification has been made, any subsequent request for funds will indicate recipient acceptance of the changes to the award. Please call the FEMA/GMD Call Center at (866) 927 -5646 or via e -mail to ASK - GMD@dhs.gov if you have any questions. 7. A. Provisions applicable to a recipient that is a private entity. 1. You as the recipient, your employees, subrecipients under this award, and subrecipients' employees may not: a. Engage in severe forms of trafficking in persons during the period of time that the award is in effect; b. Procure a commercial sex act during the period of time that the award is in effect; or c. Use forced labor in the performance of the award or subawards under the award. 2. We as the Federal awarding agency may unilaterally terminate this award, without penalty, if you or a subrecipient that is a private entity: a. Is determined to have violated a prohibition in paragraph A.1 of this award term; or b. Has an employee who is determined by the agency official authorized to terminate the award to have violated a prohibition in paragraph A.1 of this award term through conduct that is either: i. Associated with performance under this award; or ii. Imputed to you or the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR Part 180, "OMB Guidelines to Agencies on Govemmentwide Debarment and Suspension (Non- procurement)," as implemented by our agency at 2 CFR Part 3000. B. Provisions applicable to a recipient other than a private entity. We as the Federal awarding agency may unilaterally terminate this award, without penalty, if a subrecipient that is a private entity: 1. Is determined to have violated an applicable prohibition in paragraph A.1 of this award term; or 2. Has an employee who is determined by the agency official authorized to terminate the award to have violated an applicable prohibition in paragraph A.1 of this award term through conduct that is either: a. Associated with performance under this award; or b. Imputed to the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180, "OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Non- procurement)," as implemented by our agency at 2 CFR part 3000. 02 FORM 4000/2 (REV. 4 -88) ati4aui_ Department of Homeland Security j �°, FEMA AWARD CONTINUATION !4 }, Grant Programs Directorate SHEET PAGE 4 OF 5 \41 ND ,..N PROJECT Grant PROJECT NUMBER 2010 -SS -T0 -0006 AWARD DATE 09/23/2010 SPECIAL CONDITIONS 8. C. Provisions applicable to any recipient. 1. You must inform us immediately of any information you receive from any source alleging a violation of a prohibition in paragraph A.1 of this award term. 2. Our right to terminate unilaterally that is described in paragraph A.2 or B of this section: a. Implements section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C. 7104(g)), and b. Is in addition to all other remedies for noncompliance that are available to us under this award. 3. You must include the requirements of paragraph A.1 of this award term in any subaward you make to a private entity. D. Definitions. For purposes of this award term: 1. "Employee" means either: a. An individual employed by you or a subrecipient who is engaged in the performance of the project or program under this award; or b. Another person engaged in the performance of the project or program under this award and not compensated by you including, but not limited to, a volunteer or individual whose services are contributed by a third party as an in -kind contribution toward cost sharing or matching requirements. E. "Forced labor" means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. 1. "Private entity" means: a. Any entity other than a State, local government, Indian Tribe, or foreign public entity, as those terms are, defined in 2 CFR 175.25. b. Includes: i. A nonprofit organization, including any nonprofit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian Tribe at 2 CFR 175.25(b). ii. A for - profit organization. 2. "Severe forms of trafficking in persons ", "commercial sex act ", and "coercion" have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 7102). OJP FORM 4000/2 (REV. 4 -88) Pi- Qniirn, Department of Homeland Security ./;.o FEMA AWARD CONTINUATION (( Grant Programs Directorate t y ''p ., SHEET PAGE 5 OF 5 � � 4 ssc Grant PROJECT NUMBER 2010 -SS -T0 -0006 AWARD DATE 09/23/2010 SPECIAL CONDITIONS 9. A. "Classified national security information," as defined in Executive Order (EO) 12958, as amended, means information that has been determined pursuant to EO 12958 or any predecessor order to require protection against unauthorized disclosure and is marked to indicate its classified status when in documentary form. B. No funding under this award shall be used to support a contract, subaward, or other agreement for goods or services that will include access to classified national security information if the award recipient has not been approved for and has access to such information. C. Where an award recipient has been approved for and has access to classified national security information, no funding under this award shall be used to support a contract, subaward, or other agreement for goods or services that will include access to classified national security information by the contractor, subawardee, or other entity without prior written approval from the DHS Office of Security, Industrial Security Program Branch (ISPB), or, an appropriate official within the Federal department or agency with whom the classified effort will be performed. D. Such contracts, subawards, or other agreements shall be processed and administered in accordance with the DHS "Standard Operating Procedures, Classified Contracting by States and Local Entities," dated July 7, 2008; EOs 12829, 12958, 12968, as amended; the National Industrial Security Program Operating Manual (NISPOM); and/or other applicable implementing directives or instructions. All security requirement documents are located at: http://www.dhs.gov/xopnbiz/grants/index.shtm E. Immediately upon determination by the award recipient that funding under this award will be used to support such a contract, subaward, or other agreement, and prior to execution of any actions to facilitate the acquisition of such a contract, subaward, or other agreement, the award recipient shall contact ISPB, or the applicable Federal department or agency, for approval and processing instructions. DHS Office of Security ISPB contact information: Telephone: 202 - 447 -5346 Email: DD254AdministrativeSecurity@dhs.gov Mail: Department of Homeland Security Office of the Chief Security Officer ATTN: ASD /Industrial Security Program Branch Washington, D.C. 20528 OJP FORM 4000 /2 (REV. 4 -88) 4iii`F T Department of Homeland Security, FEMA `9N D Grant Programs Directorate Washington, D.C. 20531 Memorandum To: Official Grant File From: Adria Martinez, GPD NEPA Liaison Subject: Incorporates NEPA Compliance in Further Developmental Stages for Hawaii Civil Defense Division The recipient must provide information to FEMA to assist with the legally- required environmental planning and historic preservation (EHP) review and to ensure compliance with applicable EHP laws and Executive Orders (EO). These EHP requirements include but are not limited to National Environmental Policy Act, National Historic Preservation Act, Endangered Species Act, EO 11988 Floodplain Management, EO 11990 Protection of Wetlands, and EO 12898 Environmental Justice. The recipient must comply with all Federal, State, and local EHP requirements and obtain applicable permits and clearances. Recipient shall not undertake any activity from the project that would result in ground disturbance, facility modification, or relates to the use of sonar equipment without the prior approval of FEMA. These include but are not limited to communications towers, physical security enhancements involving ground disturbance, new construction, and modifications to buildings that are 50 years old or older. Recipient must comply with all mitigation or treatment measures required for the project as the result of FEMA's EHP review. Any change to an approved project description will require re- evaluation for compliance with EHP requirements before the project can proceed. If ground disturbing activities occur during project implementation, the recipient must ensure monitoring of ground disturbance and if any potential archeological resources are discovered, the recipient will immediately cease construction in that area and notify FEMA and the appropriate State Historic Preservation Office. Initiation of these activities prior to completion of FEMA's EHP review will result in a non - compliance finding and may not be eligible for grant funding. u) o mCo °) 7 N O LL N O :t: O O O n- O a O O O O N. t O O 1- ,,, O Co O O co a c a O O � I— w ., 69 3 Ti; o 0 N ( c o 0 m n oi E O fEE E N N 0 C O _ Q .-. Cr N U W U 0 ` ' 0 0 tee) O O.. O O F O E C O. 0 U N a L O C 5 (A Ea c o W 0 z, .7.. 3 W • - CO . - 7) if5 0 o o ` ° o 0 0 0) a N O N C 0) o 0 0 LL C • .' EA N N U ER ER CI) rn (6 T • C OS E N= O O?. 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O 'O co # O sa �C Q t6 4) L6 x ,: as N .: Q - ft N r' u) N - Q) Gk > 3, C.f _4e Investment #2 Investment Name: Hawaii County Operations Readiness Capability and Capacity Building Investment Phase: Ongoing Multi- Applicant Investment: No I. - Baseline - Previous HSGP Request Name and Funding If the Investment is Ongoing, identify the corresponding: (100 char. max per Investment name) FY 2006 Investment name: Mass Casualty and Catastrophic Event Enhancement FY 2006 funding amount: $353,572 FY 2007 Investment name: Emergency Preparedness for Mass Casualty and Destructive Events FY 2007 funding amount: $503,868 FY 2008 Investment name: None FY 2008 funding amount: $0 FY 2009 Investment name: Emergency Preparedness for Mass Casualty and Destructive Events FY 2009 funding amount: $312,000 II.A. - Strategy - Investment Description Provide a description of this Investment and identify all goals and objectives in your State and/or Urban Area Homeland Security Strategy supported by this Investment (2,500 char. max) The On -site Capability Enhancement Investment focuses on increasing the capability of Hawaii County responders in areas of communication and continuity of operations. • Communications — Hawaii's climate and topography diversity coupled with incident site distance present many radio communication challenges. To address On -site Communication Target Capability, Hawaii County will procure on -site repeaters to relay radio signals in forests, valleys and gulches to enhance communication coverage and reliability (Goal 4 — To develop a comprehensive communications program that includes standardized plans and programs for connectivity, operability, and interoperability pp 24 -29). This creates a safer environment for responders in challenging terrain and variable weather conditions (Goal 1 — Reduce the risk to responders by increased Statewide preparedness for any type of incident through planning, training, exercise, and resourcing pp 7 -12). This investment also includes the reprogramming of HFD 2 -way radios to synchronize with existing repeaters, and equipment that further supports on -site communications such as portable generators and tow trailers. • Mobile Operations Center (MOC) — A concern for the County is the communications hub for large scale incidents located in a single half -block radius. This includes the facilities of the County Civil Defense Agency and Police Department; should either facility be compromised, operations will be severely impacted. To address this, the County is developing an operations readiness plan, including a MOC. The MOC will provide the County with the capability to relocate essential personnel and continue emergency and normal operations. This supports Goal 1 and Goal 4 by providing a safe mobile operations and communications site for any operation, large or small. The MOC will include the purchase of Mobile RV /trailers, office modifications, generator, emergency /mobile office and communications equipment. • Fatality Management — The County will build Fatality Management capability by developing a capacity plan and equipment cache which will include items such as PPE, mobile triage tents and generators, as specified by the plan created through an assessment of the County's current readiness. This supports Goal 5, Improve the integration of Public Health and Medical Systems with other emergency response agencies (pp 30 -35), by enhancing the medical staff response capacity and equipment available to respond. II.B. - Strategy - National Priorities Identify the National Priorities that are supported by this Investment. National Priority 1: Strengthen Information Sharing and Collaboration Capabilities National Priority 2: Strengthen Communications Capabilities National Priority 3: Strengthen Medical Surge and Mass Prophylaxis Capabilities III.A. - Funding Program and Proposed Funding The FY 2010 Funding Program and Proposed Funding amount identified for this Investment are as follows: FY 2010 HSGP Funding Program: SHSP FY 2010 HSGP Proposed Funding: $871,508 III.B. - Target Capabilities From the 37 Target Capabilities, select all Target Capabilities supported by this Investment. Target Capability 1: Communications Target Capability 2: Fatality Management Target Capability 3: Fire Incident Response Support Target Capability 4: On -Site Incident Management III.C. - Proposed Funding by Target Capabilities For each of the selected Target Capabilities, provide the proposed funding amount to be obligated from this Investment. Target Capability Amount of Proposed Funding Percent of Proposed Funding Communications $50,000 5.7% Fatality Management $32,030 3.7% Fire Incident Response Support $200,000 22.9% On -Site Incident Management $589,478 67.6% Total $871,508 100.0% III.D. - Proposed Funding by Solution Area Provide the proposed funding amount to be obligated from this Investment towards Planning, Organization, Equipment, Training, and Exercises. Solution Area Amount of Proposed Funding Percent of Proposed Funding Planning Organization Equipment $871,508 100.0% Training Exercises Total $871,508 100.0% III.E. - Law Enforcement Terrorism Prevention Activities Funding (LETPA) If applicable, provide the proposed funding amount that is expected to be obligated towards law enforcement terrorism prevention activities (LETPA). LETPA Funding Amount: $0 III.F. - Optional Cost Share If desired, provide the optional cost share source and funding amount for this Investment. Ensure that the cost share amount entered on the SF-424 and SF 424 A forms equals the total cost share amount for all Investments submitted as part of the IJ. (1,500 char. max) None at this time (End of Investment #2.) IV. - Project Management Identify up to ten milestones, with start and end dates, that will be achieved within the three -year FY 2010 HSGP period of performance. Depending on the timing of award allocations, the FY 2010 period of performance is estimated to occur from approximately September 2010 - September 2013. Milestone # Milestone Name Start Date End Date 1 Purchase mass fatalities equipment to align to Emergency Preparedness for Mass Casualty and Destructive Events investments (FY 2009) 09/01/2010 03/31/2011 2 Mobile Operations Center • Identify mobile unit specifications • Identify alternate location equipment • Identify alternate location center mobile units, office and communications equipment costs to budget 10/15/2010 12/30/2011 3 Communication (On -site) — • Identify radio to repeater reprogram needs • Identify reprogram costs to budget • Identify radios for reprogramming • Identify communications support equipment, supplies, materials • Identify communications support equipment, supplies, materials costs to budget 09/01/2011 03/30/2012 4 Communication (On -site) — • Conduct radio to repeater reprogramming • Complete reprogramming • Procure communications support equipment, supplies, materials 06/01/2012 03/30/2013 5 Mobile Operations Center • Procure alternate operations center mobile units • Procure alternate operations center office and communications equipment • Test performance integrity 01/01/2012 05/30/2013 6 As projects are complete close out Hawaii County Operations Readiness Capability and Capacity Building projects with SAA. 05/01/2011 08/31/2013 Investment #10 Investment Name: State Outreach and Citizen Preparedness Investment Phase: Ongoing Multi- Applicant Investment: No I. - Baseline - Previous HSGP Request Name and Funding If the Investment is Ongoing, identify the corresponding: (100 char. max per Investment name) FY 2006 Investment name: State Outreach and Citizen Preparedness FY 2006 funding amount: $242,912 FY 2007 Investment name: Disaster Public Information and Preparedness System FY 2007 funding amount: $336,145 FY 2008 Investment name: Citizen Outreach and Public Awareness Engagement FY 2008 funding amount: $408,772 FY 2009 Investment name: State Outreach and Citizen Preparedness FY 2009 funding amount: $229,772 ILA. - Strategy - Investment Description Provide a description of this Investment and identify all goals and objectives in your State and /or Urban Area Homeland Security Strategy supported by this Investment (2,500 char. max) The impact of volunteers and ordinary citizens in disasters is often underestimated. Trained volunteers build capacity and leverage limited resources. Citizens that purchase preparedness supplies and harden their home increase their recovery potential, improves their community's resiliency and reduces the draw on government services and resources both pre and post- disaster. A greater number of citizens with disaster supplies lengthen the amount of time required before government distribution of supplies must begin and reduces the need for the government to purchase more resources. In 2005, Hawaii had 185 CERT graduates. Since 2005, Citizen Corps (CC) increased outreach efforts and graduated almost nine times as many CERTs which resulted in the formation of 50 teams. Collaborative outreach efforts connected CC partners and affiliates, cross trained CERT, MRC and ham radio operators. This investment supports: • Previous outreach investments to build the volunteer cadre and increase the understanding of the roles played by all responders (government, NGOs and volunteers) by increasing the number of trainings and exercises. • Increasing the number of outreach efforts to reach all islands and to recruit volunteers for CERT, MRC and CC affiliates and cross train them. • Increasing the number of CERT teams until there are teams on every island and increasing the number of graduates by 1200. • State Homeland Security Goals by including volunteers into planning, training, and exercises to strengthen the State's infrastructure through personal preparedness, volunteer training and continuity of business. To achieve the goals effective regional collaborative planning is needed to promote and increase citizen preparedness and recruit for volunteer opportunities. Goals supported are: Goal 4 - To develop a comprehensive communications program that includes standardized plans and programs for connectivity, operability, and interoperability. (24 -29); Goal 5 - Improve the integration of Public Health and Medical Systems with other emergency response agencies. (30 -35); Goal 7 - Promote individual /family preparedness through effective planning, volunteer opportunities, and awareness programs. (41 -47); and 8 - Strengthen the State's infrastructure through personal preparedness and continuity of business resumption. (47 -50) II.B. - Strategy - National Priorities Identify the National Priorities that are supported by this Investment. National Priority 1: Expand Regional Collaboration National Priority 2: Implement the NIMS and NRP National Priority 3: Strengthen Planning and Citizen Preparedness Capabilities III.A. - Funding Program and Proposed Funding The FY 2010 Funding Program and Proposed Funding amount identified for this Investment are as follows: FY 2010 HSGP Funding Program: CCP FY 2010 HSGP Proposed Funding: $243,937 III.B. - Target Capabilities From the 37 Target Capabilities, select all Target Capabilities supported by this Investment. Target Capability 1: Community Preparedness and Participation Target Capability 2: Planning Target Capability 3: Volunteer Management and Donations III.C. - Proposed Funding by Target Capabilities For each of the selected Target Capabilities, provide the proposed funding amount to be obligated from this Investment. Target Capability Amount of Proposed Funding Percent of Proposed Funding Community Preparedness and Participation $95,462 39.1% Planning $134,475 55.1% Volunteer Management and Donations $14,000 5.7% Total $243,937 100.0% III.D. - Proposed Funding by Solution Area Provide the proposed funding amount to be obligated from this Investment towards Planning, Organization, Equipment, Training, and Exercises. Solution Area Amount of Proposed Funding Percent of Proposed Funding Planning $95,462 39.1% Organization Equipment $54,783 22.5% Training $88,713 36.4% Exercises $4,979 2.0% Total $243,937 100.0% III.E. - Law Enforcement Terrorism Prevention Activities Funding (LETPA) If applicable, provide the proposed funding amount that is expected to be obligated towards law enforcement terrorism prevention activities (LETPA). LETPA Funding Amount: $0 III.F. - Optional Cost Share If desired, provide the optional cost share source and funding amount for this Investment. Ensure that the cost share amount entered on the SF-424 and SF 424 A forms equals the total cost share amount for all Investments submitted as part of the IJ. (1,500 char. max) None at this time. IV. - Project Management Identify up to ten milestones, with start and end dates, that will be achieved within the three -year FY 2010 HSGP period of performance. Depending on the timing of award allocations, the FY 2010 period of performance is estimated to occur from approximately September 2010 - September 2013. Milestone # Milestone Name Start Date End Date 1. Complete 100 Outreach (presentations, fairs, table tops). 10/01/2010 09/30/2013 2. Complete 100 Outreach meetings and networking opportunities. 10/01/2010 09/30/2013 3. Complete 260 CERT meetings, 3 conferences. 10/01/2010 09/30/2013 4. Complete 20 CERT additional trainings and workshops, 10 Exercises, 1 TTT trainings. 10/01/2010 09/30/2013 5. Develop and conduct 10 Map Your Neighborhood Outreach meetings. 10/01/2010 09/30/2013 6. Develop and conduct 10 Map Your Neighborhood Outreach meetings. 10/01/2010 09/30/2013 7. Initiate 10 Language Identification and Emergency Cards Outreach. 10/01/2010 09/30/2013 8. Conduct 3 Regional CERT meetings. 10/01/2010 09/30/2013 9. Graduate 100 Ham radio technicians. 10/01/2010 09/30/2013 10. Increase HS VOAD membership by 9 member agencies. 10/01/2010 09/30/2013 Investment #12 Investment Name: Training and Exercises Program Investment Phase: Ongoing Multi- Applicant Investment: No I. - Baseline - Previous HSGP Request Name and Funding If the Investment is Ongoing, identify the corresponding: (100 char. max per Investment name) FY 2006 Investment name: Mass Casualty and Catastrophic Event Enhancement FY 2006 funding amount: $288,226 FY 2007 Investment name: Emergency Preparedness for Mass Casualty and Destruction Events FY 2007 funding amount: $158,888 FY 2008 Investment name: Emergency Preparedness from Mass Casualty and Destructive Events FY 2008 funding amount: $200,000 FY 2009 Investment name: Emergency Preparedness for Mass Casualty and Destructive Events FY 2009 funding amount: $200,000 ILA. - Strategy - Investment Description Provide a description of this Investment and identify all goals and objectives in your State and /or Urban Area Homeland Security Strategy supported by this Investment (2,500 char. max) A solid training and exercise program is always the basis for success in all goals. As such, the Training and Exercise investment is the cornerstone of every goal in the Implementation Strategy for Homeland Security. This investment supports the development and continuation of on -scene incident management preparedness and response. The implementation and maintenance of this program will improve responder capability to prevent, protect, respond, and recover from major events, in compliance with appropriate federal and state rules, regulations and guidelines and in direct support of Goal 1 - Reduce the risk to responders by increased Statewide preparedness for any type of incident (all- hazard) through planning, training, exercises, and resourcing (pp 7 -12). The program will also ensure that the National Incident Management System (NIMS) and National Response Framework are implemented as applied to all hazard and Weapons of Mass Destruction incidents to enhance coordinated development of capabilities in deference to Goal 9 — To integrate the NIMS in planning, prevention, preparedness, response, and recovery activities (pp 51 -54). It is of great importance to sustain and strengthen CBRNE detection, response, and decontamination capabilities by continuing to develop, credential, train and implement state and regional response teams capable of safely responding to terrorist incidents in support of local units. Areas of focus will include protection, prevention, response and recovery from Improvised Explosive Devices, sustaining unified and incident command and all- hazard response training for fire, law enforcement, emergency management and emergency medical. Additionally, special trainings will be integrated after the 2010 and 2012 elections to improve Senior Officials' understanding of all- hazards preparedness. Specific requirements are addressed in Goal 1 (above); Goal 4 — To develop a comprehensive communications program that includes standardized plans and programs for connectivity, operability, and interoperability (pp 24 -29); and Goal 8 — Strengthen the State's Infrastructure through personal preparedness and continuity of business resumption (pp 47 -50). By fully implementing and embracing HSEEP will give the responders the tools needed to ensure the exercises meet the established goals, train to correct deficiencies, and improvement plans force the response agencies to reflect on the effectiveness of plans, protocols and procedures. II.B. - Strategy - National Priorities Identify the National Priorities that are supported by this Investment. National Priority 1: Implement the NIMS and NRP National Priority 2: Implement the NIPP National Priority 3: Strengthen CBRNE Detection, Response, & Decontamination Capabilities III.A. - Funding Program and Proposed Funding The FY 2010 Funding Program and Proposed Funding amount identified for this Investment are as follows: FY 2010 HSGP Funding Program: SHSP FY 2010 HSGP Proposed Funding: $437,736 III.B. - Target Capabilities From the 37 Target Capabilities, select all Target Capabilities supported by this Investment. Target Capability 1: Communications Target Capability 2: Fire Incident Response Support Target Capability 3: On -Site Incident Management III.C. - Proposed Funding by Target Capabilities For each of the selected Target Capabilities, provide the proposed funding amount to be obligated from this Investment. Target Capability Amount of Proposed Funding Percent of Proposed Funding Communications $58,868 13.4% Fire Incident Response Support $295,000 67.4% On -Site Incident Management $83,868 19.2% Total $437,736 100.0% III. D. - Proposed Funding by Solution Area Provide the proposed funding amount to be obligated from this Investment towards Planning, Organization, Equipment, Training, and Exercises. Solution Area Amount of Proposed Funding Percent of Proposed Funding Planning Organization Equipment Training $215,000 49.1% Exercises $222,736 50.9% Total $437,736 100.0% III.E. - Law Enforcement Terrorism Prevention Activities Funding (LETPA) If applicable, provide the proposed funding amount that is expected to be obligated towards law enforcement terrorism prevention activities (LETPA). LETPA Funding Amount: $0 III.F. - Optional Cost Share If desired, provide the optional cost share source and funding amount for this Investment. Ensure that the cost share amount entered on the SF-424 and SF 424 A forms equals the total cost share amount for all Investments submitted as part of the IJ. (1,500 char. max) No additional funds have been identified. IV. - Project Management Identify up to ten milestones, with start and end dates, that will be achieved within the three -year FY 2010 HSGP period of performance. Depending on the timing of award allocations, the FY 2010 period of performance is estimated to occur from approximately September 2010 - September 2013. Milestone # Milestone Name Start Date End Date 1 Establish a preparedness program with emphasis on a three -year cycle that creates a focus for jurisdictions and agencies. Program developed based on gap analysis, state /county planning and operational requirements, and responder development. Training program includes but not limited to all- hazard response training for fire, law enforcement, emergency management, emergency medical and other key elements including medical, communications, US &R, logistics, and critical infrastructure. 10/01/2010 09/30/2013 2 Revitalize the semi - annual exercise conference in order to be more meaningful for participants. Synchronize preparedness planning at the Multi- Agency Exercise Planning Conference. 10/01/2010 03/31/2011 3 State Civil Defense continue coordinating with community agencies and responders by developing an aggressive training program for the use of the HSEEP tool. 04/01/2011 09/30/2013 4 Develop exercise priorities based on planning, and state priorities to implement the annual exercise program. Program will be updated annually which will influence the training requirements. 10/01/2010 09/30/2013 5 Coordinate training for a senior leader after 2010 and 2012 elections. 01/01/2011 09/30/2013 6 Develop a training evaluation tool that reinforces the exercise development. The goal is not exercise for the sake of exercising but exercise to improve readiness and preparedness for a better response and recovery. 10/01/2010 09/30/2013 PART VIII. OTHER INFORMATION Section A - HSGP Allowable Costs FY 2010 Allowable Cost Matrix Allowable Program Activities FEMA Current as of FY 2010 Programs* HSGP See the respective program guidance for additional details and /or requirements = c g 0 m C7 —1 — c n y °As of Publication Allowable Planning Costs Developing hazard /threat- specific annexes that incorporate the range ■ of •revention, •rotection, response, and recovery activities Developing and implementing homeland security support programs ■ and ado•tin• on•oin• DHS national initiatives Developing related terrorism prevention activities - Developing and enhancing plans and protocols Developing or conducting assessments - Hiring of full- or part -time staff or contract/consultants to assist with planning activities (not for the purpose of hiring public safety personnel fulfillin• traditional •ublic safet duties Conferences to facilitate planning activities Materials required to conduct planning activities Travel/per diem related to planning activities Overtime and backfill costs (in accordance with operational Cost Guidance Other project areas with prior approval from FEMA Issuance of WHTI- compliant tribal identification cards Allowable Organizational Organizational Activities Reimbursement for select operational expenses associated with increased security measures at critical infrastructure sites incurred (up to 50 •ercent of the allocation Overtime for information, investigative, and intelligence sharing ■■ activities u• to 50 •ercent of the allocation Hiring of new staff positions /contractors /consultants for participation in information /intelligence analysis and sharing groups or fusion center activities u• to 50 •ercent of the allocation Allowable Equipment Categories Personal Protective Equipment Explosive Device Mitigation and Remediation Equipment CBRNE Operational Search and Rescue Equipment Information Technology 70 Allowable Program Activities FEMA Current as of FY 2010 Programs* HSGP See the respective program guidance for additional details and /or = c 0 g n m requirements D n - 1 — 0 D *As of Publication Other items Allowable Management & Administrative Costs Hiring of full- or part -time staff or contractors /consultants to assist with the management of the respective grant program, application requirements, and compliance with reporting and data collection re• uirements Development of operating plans for information collection and • rocessin • necessa to res •ond to FEMA data calls Overtime and backfill costs Travel Meeting related expenses Authorized office equipment Recurring expenses such as those associated with cell phones and faxes durin• the •eriod of •erformance of the *rant •ro•ram Leasing or renting of space for newly hired personnel during the period of • erformance of the • rant • ro• ram 72 FY 2010 HOMELAND SECURITY GRANT PROGRAM GUIDANCE The following administrative guidance is provided to assist in executing the FY 2010 Homeland Security Grant Program (HSGP). These guidelines apply for the four programs of the grant that provides support for equipment, training, exercises, planning, and maintenance and administration, in the State Homeland Security Program (SHSP), Urban Areas Security Initiative (UASI) Program, Citizen Corps Program (CCP), and Metropolitan Medical Response System (MMRS). While the law enforcement protection funds are no longer aligned program funds, 25% of the SHSP and UASI expenditures must still be aligned to support law enforcement initiatives. All FY 2010 HSGP funds are aligned to an investment. Sub - grantees must align funding to the investment for which the funds are awarded and established in a Detailed Budget Worksheet(DBW). Changes must be coordinated with State Civil Defense (SCD). Prior to expending funds, change requests must be submitted on the Detailed Budget Worksheet Change Request Form. Changes exceeding $100,000.00, 10% of the funding allocation, and /or a change in investment must also be approved by SCD and forwarded to the Department of Homeland Security (DHS) Preparedness Directorate for approval. Upon approval, a copy will be returned for sub - grantee files. Each change will also require an Environmental Historical Preservation (EHP) approval; therefore, both the Detailed Budget Worksheet Change Request Form and the Environmental Historical Preservation will require approval by DHS Preparedness Directorate. Changes will NO LONGER be accepted by email without being placed on the change form. GENERAL GUIDANCE A Memorandum of Agreement (MOA) has been signed to obligate the funds within the 45 days as required by DHS, Federal Emergency Management Agency (FEMA), Preparedness Directorate. The FY 2010 HSGP supports the National Preparedness Goal, the National Priorities, and the 37 Target Capabilities. In addition, the development and execution of the investment should identify as well as develop programs and capabilities to help identify how prepared we are, how prepared we need to be, and the gaps related to an investment justification. Each investment is defined in a plan with the DBW aligned to the investment. The FY 2010 State Preparedness Report required each of the 37 Target Capabilities to be assessed; this report should be used as a reference to help identify gaps but also to support training, exercises, and all hazard planning. A blank copy is posted on the Virtual Joint Planning Office (VJPO) as well as with the supporting documents for the grant program. A copy of the completed State Preparedness Report was provided to each of the county and agency points of contact. Coupled with the investment justifications, all funds have been aligned to the FY 2009 State of Hawaii Implementation Strategy for Homeland Security Strategic Plan. The City and County is Administrative Procedures State Homeland Security Grant Program 1 also required to align the UASI funding to their Urban Area Security Initiative Strategy. All funds have been entered into the National Preparedness Directorate Grants and Training Initial Strategy Implementation Plan distributing the funds by program (program funding: SHSP, CCP, MMRS, and UASI), Planning Solution areas (include Planning, Organization Equipment, Training, and Exercises, Maintenance and Administration, and Personnel), and finally by investment funds. FY 2010 continues to require that funds be aligned by Law Enforcement Program (formerly Law Enforcement Terrorism Protection Program - LETPP). To ensure we maintain visibility of the 25 %requirement, SCD will continue to show LETPP and will require such in the DBWs. As indicated above, every expenditure is tied to the investment identified in the county /agency Memorandum of Agreement. All equipment, training, exercises, planning, and maintenance and administrative requirements using FY 2010 HSGP funds must be recorded on a DBW. It is important to understand that while changes may be made, if it becomes necessary to reallocate funds for a different purpose than identified in the distribution of funds or identified in the detailed budget worksheet, the change must relate to one of the approved investments by the DHS. Exceptions will require DHS approval. New requirements must be aligned to the Implementation Strategy for Homeland Security /UASI Homeland Security Plans and be recorded on the DBWs. All changes must also have an Environmental Historical Preservation (EHP) approval. All changes must be accomplished prior to purchasing /encumbering funds. Each change will be submitted on Detailed Budget Worksheet Change Request Form. Equipment: Allowable equipment categories for FY 2010 HSGP are listed on the web -based AEL in the Responder Knowledge Base (RKB), which is sponsored by G &T and the National Memorial Institute for the Prevention of Terrorism (MIPT) at http: / /www.rkb.mipt.orq. To utilize the RKB an account must be established. Maintenance and Administration: Each sub - grantee is allowed 5% for the maintenance and administration of the grant. The maintenance and administration funds must also be identified against the strategy and the investment and identified on the DBW. Use of these funds must be within the authorized expenditures as shown in FY2O1O HSGP Allowable Costs This is not a slush fund nor is it a set aside for projects that may "just come up" or there are not appropriate funds available. These funds are to support the execution of the grant. They are not funds for conferences or meetings. If you have identified maintenance and administration on the DBW and placed planning under this category, you have been requested to realign to one of the other investments. Hiring, overtime, and backfill expenses are allowable under this grant only to perform programmatic activities deemed allowable under existing guidance. Supplanting, however, is not allowed. Programmatic spending for SHSP and UASI may be used to support the hiring of full or part - time personnel to conduct program activities that are allowable under the FY 2010 HSGP (i.e., Administrative Procedures State Homeland Security Grant Program 2 planning, training program management, and /or exercise program management). These individuals should be identified under planning, exercises, or training planning solution areas. Maintenance and administration will be recorded under the planning solution. Personnel will be specifically identified as program support or grant management. The program support personnel are not counted against maintenance and administration but planning funds. Grant Management personnel are counted against planning as well under personnel. Maintenance and administration funding should be used to support grant management personnel. Sub - grantees are required to have the following documentation on file with SCD prior to draw down request: • A copy of personnel description and hiring documentation • A copy of latest fringe benefit computation letter /memo Overtime: Overtime is authorized for response agencies participating in planning, exercises, and training. A request for overtime payment must be identified on the Overtime Request Form, Backfill: Backfill for responders participating in training and exercises is authorized, yet requires prior approval. However, backfill was not a line item in the distribution of funds against the strategic plan. If there is a requirement for backfill, county /State Agency point of contact should submit a request to SCD for consideration. Organization - Homeland Security Advisory System: The Homeland Security and UASI funds can be used for an increase to the Hawaii Homeland Security Advisory System to Orange and Elevated . 25% is the cap for overtime expenditures. SCD will announce the increase to the advisory and the use of grant funds. The use of the Homeland Security funds for overtime for an incident is not an arbitrary decision — the incident must be collaborated by the Federal Bureau of Investigation and SCD and in coordination with the Governor /Mayor regarding whether the situation warrants an increase to the advisory. Overtime will be reported using the Overtime Reimbursement Worksheet. TRAINING: Training funds are primarily for institutionalizing, establishing, conducting, and attending training programs specifically identified under a training awareness program under the SHSP, UASI, MMRS, and CCP grant programs. The target audience for training courses includes emergency prevention, protection, response, and recovery personnel, emergency managers and public /elected officials within the following disciplines: fire service, law enforcement, emergency management, emergency medical services, hazardous materials, public works, public health, health care, public safety communications, governmental administrative, and the private sector. The target audience also includes personnel representing functional areas such as critical infrastructure /key resource protection including cyber, agriculture, and food security. The Homeland Security training program may also include training for citizens in preparedness, prevention, response skills, and volunteer activities and should be coordinated through State and local Citizen Corps Councils. The training program should be self sustaining, following the model outlined for exercises. Training conducted using HSGP funds should address a performance gap identified through an After Action Report (AAR) /Improvement Plan (IP) or build a capability that will be evaluated Administrative Procedures State Homeland Security Grant Program 3 through an exercise. Exercises should be used to provide responders the opportunity to demonstrate and validate skills learned in training as well as to identify training gaps. Any advanced training or training gaps should be identified in the AAR /IP. Authorized training expenses are provided in FY2010 HSGP Allowable Costs Homeland Security funds may be used to support training courses that do not appear in the DHS National Preparedness Directorate Training Catalog or are not one of the federally approved training compendium courses identified in the FY 2010 Homeland Security Grant Guidance and Application Kit, however, DHS Program Analyst must approve prior to the commitment of funding. The State Administrative Agent or representative must request this approval. SCD recognizes there are many courses and many activities that provide training. To ensure that funding is available and an opportunity is extended Statewide, we ask that you or your training coordinator discuss training opportunities with the SCD Training Coordinator before making a commitment. We are not seeking to stop or prevent individual coordination, however many of the activities providing training require coordination through the State Administrative Agency. We want to ensure we continue to coordinate training that is relevant, therefore if there is a course being sought, let SCD know and maybe we can assist. If a county /State Agency desires to develop a new course, request a point of contact to discuss the concept with SCD for developing guidance and procedures. All training will be reported using Training Report Form immediately following scheduled training; SCD will ensure training is reported to the DHS within 30 days of training. Training requests should be submitted to Dolores Cook, SCD, or via email at dcook @scd.hawaii.gov. The G &T training catalog is available at http: / /www.ojp. usdoj. gov /G &T /docs /coursescatalog.odf. PLANNING: Planning activities are central to SHSP, UASI, MMRS, and CCP. Accordingly, the FY2010 HSGP funds may be used for planning efforts that promote sub - grantees' efforts to prioritize needs, build capabilities, update preparedness strategies, allocate resources, and deliver preparedness programs across disciplines (e.g., law enforcement, fire, EMS, public health, behavioral health, public works, agriculture, information technology, and citizen preparedness) and levels of government. The planning process should address emergency operations plans and protocols for addressing major events and program planning for the successful implementation and management of each State's Homeland Security program. Examples of allowable planning costs are addressed in each program's individual section, or in authorized expenditures table, FY2010 HSGP Allowable Costs. CPG 101 should be used when any plan is being developed or modified (the March 2009 copy is being updated). EXERCISES: Exercises conducted with the FEMA /National Preparedness Directorate support (grant funds or direct support) must be managed and executed in accordance with the Homeland Security Exercise and Evaluation Program (HSEEP). HSEEP Volumes I -III contains guidance and recommendations for designing, developing, conducting, and evaluating exercises. HSEEP Volume IV provides sample exercise materials. All volumes can be found on the HSEEP website at http: / /hseep.dhs.gov. Counties /State Agencies desiring to use National Preparedness Directorate funding for exercises should have their exercise identified on the Administrative Procedures State Homeland Security Grant Program 4 semi - annual exercise planning calendar. The Exercise Request Form is required to be completed for all exercises regardless if county funds are being used or if requesting additional funds /contract support. The Exercise Request Form should be forwarded to Dolores Cook, SCD. The Exercise Request Form provides • What: Purpose, short description, and benefit of the proposed exercise activity • Who: Participants included in the activity • Where: Site location • When: Date of the activity • Estimated costs for the exercises If FY 2010 grant funds are used, an AAR and IP are required to be filed with the grant files by the sub - grantee and SCD. A multi -year training and exercise plan is required to be on file with the National Preparedness Directorate. Sub - grantees must also ensure that personnel hired against these programs are required to dedicate 100% of their time to the grant program otherwise sub - grantees are in violation of the grant. It is recommended that time sheets be maintained to track amount of time associated with the program and project. OVERTIME PAYMENT The grant allows for the payment of overtime for responders participating in training and exercises; planning; and increases to Homeland Security Advisory System. This payment requires detailed oversight to ensure an individual does not receive dual compensation. Overtime payments are allowed only to the extent the payment for work performed is in excess of the established work week. All overtime should be initially identified on the Overtime Request Form. The following documentation is required to support an overtime payment: • Overtime request /authorization (use training, exercise, or Homeland Security Advisory Level change to Orange as authority). • Authorized Time Sheets that substantiate hours worked, dates, and reason for overtime. • Payroll Register showing payment for overtime. • Agency Summary Sheet. Fringe benefits on overtime hours are limited to FICA, Workers' Compensation and Unemployment Compensation. • Overtime Detailed Summary for Reimbursement (excel spreadsheet for computing overtime. • Cover letter /Bill for Collection for State Agencies. The Overtime Reimbursement Form and Overtime Reimbursement Worksheet are available to assist in developing the overtime details. The excel worksheet is setup with formulas — all that needs to be done is to enter data into the cells. Please check the fringe percentage column so that it computes the correct fringe rate for your county /agency. Administrative Procedures State Homeland Security Grant Program 5 No overtime will be paid to individuals participating in training or exercises conducted on a furlough day. ADVANCEMENT AND REIMBURSEMENT FOR DRAWDOWN OF FUNDS Advancements are allowable under the FY 2010 SHSGP to sub - grantees. An advancement is provided in order for funds to be immediately available to pay a vendor — these funds are not to be used to pay the vendor in advance of receipt of supplies, equipment, or services. Funds will be advanced for periods 60 days or Tess. As indicated in more detail, advanced funds are required to be placed in an interest - bearing account. As identified in previous grant years, advancements must be requested based on investments. Advancement must be submitted separately for each program (SHSP, CCP, UASI, and MMRS). Each grant year must be requested separately. SCD will advance funds based on a Cash Advance Request Form. SCD will coordinate the Operational Expenditure Plan on a quarterly basis with the county /State Agency and make adjustments in the cash advance based on expenditures and cash flow. For advancements, counties /State Agencies must • Prepare a transmittal — a sample is provided in the Sample Transmittal Advance Request • Attach a copy of quote or contract which identifies the advancement amount requested. • State Agencies required to submit a Bill for Collection. Note: Blanket advancements are not authorized nor will they be considered. Advancements will only be provided to counties /State Agencies completing quarterly reports and furnishing required information in order to reconcile advancements. Only one advance will be allowed to be open, therefore, sub - grantees are strongly encouraged to reconcile the advancement register. Refer to Sample Transmittal Reconciliation for Advancement. Sub - grantees are permitted to request an advancement of the FY 2010 funds up to 60 days prior to expenditure. The FY 2010 HSGP funds must be placed in an interest - bearing account. Funds placed in an interest - bearing account where interest earned is in excess of $100.00 for all federal grants must be returned to the Department of Health and Human Services at: United States Department of Health and Human Services Division of Payment Management Services P.O. Box 6021 Rockville, MD 20852 Interest earned must be reported by sub - grantee in the quarterly report. A copy of the letter and the check to US Department of Health and Human Services is required to be on file at SCD. If advancement is not requested, payments will be made to County Civil Defense /State Agency based on a reimbursement provided required documentation is submitted to SCD. Administrative Procedures State Homeland Security Grant Program 6 Request for reimbursements, county /State Agency will provide documentation, to include a copy of the contract or purchase order documents that identifies equipment or services requested with transmittal to SCD. A sample cover letter, Sample Transmittal for Reimbursement, is provided. One additional tool to expedite the reimbursement process is Obligation of Funds. This is a good tool for large purchases from the same vendor listing multiple items with different receipt dates or contracts with several payment schedules. The two sample transmittal - Sample Transmittal Requesting Funding Obligation and Sample Transmittal for Reconciliation for Obligation. The purpose of the obligation memo, with supporting documentation, will obtain a purchase order number that SCD will request Fiscal to draw down against. The purchase order number will be made available to the sub - grantee to enter on all requests for draw down against the fund obligation. Important considerations: changes in the fund obligation amounts will be the responsibility of the sub - grantee especially when the invoiced amount is higher than the fund obligation amount. All documentation related to a fund obligation must have the purchase order number entered to prevent over obligation. All sample transmittals should be placed on letter head or attached to a request on letterhead and original signature. Each grant program reimbursement request must be placed on its transmittal, i.e., HLS, CCP, UASI, MMRS, etc. In other words, each program reimbursement must maintain its own integrity. Reimbursements may take 25 to 30 days. Journal voucher transfers will be used for State Agencies and normally take 20 days. The fund obligation will normally take 20 to 25 days. State Agencies are required to submit a Bill for Collection Form with an advancement, fund obligation, or reimbursement request. This is normally provided by the Department's Fiscal Office. To assist agencies in expediting the drawn down of the funds, the transmittal and the invoice can be emailed to Dee Cook at dcook @scd.hawaii.gov followed with the signed transmittal, copy of the invoice, and purchasing documents. Counties supporting internal training, exercise, admin, or overtime with grant funds require the same supporting documents be submitted to SCD for draw down of grant funds. Supporting documents such as contracts, personnel service agreement, etc., should be provided with draw down request. Request for advancement, reimbursement, or obligation should be made to SCD, Attention: Dee Cook, 3949 Diamond Head Road, Honolulu, Hawaii 96816; emailed (dcook @scd.hawaii.gov) documents are acceptable, however a signed original cover memorandum is required prior to submitting the advancement /reimbursement to the Fiscal Office. The use of the VJPO allows sub - grantee to upload documents for review and some cases approval. However, SCD requires an original signature on all requests related to drawdown of funding. The transmittals should be signed in . Administrative Procedures State Homeland Security Grant Program 7 It goes without saying that HSGP funds are not permitted to be a cash reserve for the sub - grantee to support other program requirements. The FY 2010, as previous year HSGP, is a reimbursable grant program, meaning that sub - grantees are required to pay first, follow with a request for draw down of funds. The proposed reimbursement initiatives above should assist in all situations; if not, please discuss with SCD. County and State Agencies are required to complete the Operational Expenditure Plan which identifies when the funds are required. This can also be used using the quarterly expenditure report. An additional requirement in the execution of the grant is the requirement for the Environmental Historical Preservation (EHP), FEMA EHP Worksheet Every item on the DBW requires an EHP approval prior to the encumbrance of funds. SCD has received an initial approval for those items that require a categorical review and approved. This is shown in the DBW attached to the MOA. Items not marked require more documentation and /or a full EHP. In the reference files there are several documents that provide details related to the EHP. The attached worksheet also provides detailed information as to what considerations go into meeting the EHP compliance. Please keep in mind the following to assist SCD obtain EHP approval for State /county project(s) requiring a more comprehensive review: • What are the requirements of the project — the review must include the statement of work, photos, historical records, etc., to be part of the review. Sub - grantees must assist in the collection of these components before the files can be submitted for approval. • Sub - grantees are requested to complete the FEMA EHP Worksheet with pertinent information related to the project. • Forward the worksheet and all related documentation to Lydia Morikawa, SCD, ImorikawaCa scd.hawaii.gov. • SCD will assist in packaging those items requiring an EHP review and forward to DHS for approval. • Upon approval, correspondence will be provided to SCD and the sub - grantee — this documentation must be maintained by both the sub - grantee and SCD. • Without an EHP approval, there will be no reimbursement. Sub - grantee may also be required to reimburse the grant if EHP is not approved prior to obligating funds. Having to fulfill the EHP requirement is not a reason for extensions to the grant. Completing the EHP and obtaining the necessary approval is a lengthy process and could take six months or even longer. All changes to the DBW must have an approved EHP. Please do not assume because one item was approved, the new item is also approved. REPORTS THE PERFORMANCE PERIOD FOR FY 2010 GRANT IS 36 MONTHS. WITHOUT COMPELLING REASONS, FUNDS REMAINING AT THE END OF THE PERFORMANCE PERIOD WILL BE RETURNED FOR REDISTRIBUTION TO SUPPORT OTHER REQUIREMENTS. Administrative Procedures State Homeland Security Grant Program 8 Each Civil Defense Agency and State Agency receiving grant funds are obligated to complete the Quarterly Report The report is due to SCD by the 5 working day of the first month following the quarter. Report Schedule Grant Number: 2010 2010 - 2013 Qu r J.u' '61,7 010 0 Oco ' a 1 0 Ja Ja A ... �a , }201]. 80 g? J A au' �` J 20 1` ®- ` =`a® 2 3 Ja a 0712 As - ^0 ApiI (J ?,„%,,%. Ju ® y� 012 ®® ? 1L All funds must be � s' � �' "�`� ` � encumbered prior to ®A®be ;' - 4D er2Q12 Jan a ; _ „ ;? December 31, 2012 �Q ch= 2013 Apr t2 1.3 Apra J J ' . 913 July 5V., 1 .661 ,2613 Oc0:ber52013 Ore = - Sap en-ber ' becem 2013 \ Performance Period 36 months The Grant Expenditure Report form serves as your quarterly report, expenditure report and obligations for the previous quarter and provides projections for the next 90 days. For each grant program through which your agency has been awarded funding, an entry in the quarterly report is required; providing information as to funds allocated; expenditures; unreported encumbrances; advancements; and a brief discussion related to expected results for the next quarter. While SCD should not have to remind sub - grantees of reporting, SCD will continue to request updated expenditure reporting. Reports can be files using the VJPO. For the FY 2010 HSGP, all funds are required to be encumbered prior to D ecember q1;- or they will be subject to reallocations. Administrative Procedures State Homeland Security Grant Program 9 Closeout procedures are attached. The State Administrative Agency is the only entity which can request extensions for grants. It is important that sub - grantees understand the State cannot continue to request an extension to the grants. Refer to Closeout Procedures and Matrix. All recipients must be in compliance with the FY 2010 NIMSCAST — this is a reason to de- obligate funds. Additional Requirements Asia Pacific Economic Corporation The Asia Pacific Economic Corporation (APEC) 2011 will require a huge commitment of funds. Looking ahead, some FY 2010 HSGP funds have been set aside for the purpose of having some funding to cover overtime expenses during the initial period. These funds are not intended for equipment, training, or exercises, but overtime during the actual event. The State will manage $1.1 M whereas the City and County will manage $1M of the UASI funds. Specific protocols will be established as the APEC gets closer. If the APEC funds the State is holding is not required, they will be returned to the county ($800K) and state agencies ($300K). Procedures for reallocating the funds will also be provided once the determination the HSGP funding will not be required. Specific protocols for tracking of expenditures will be provided under separate cover. Maintenance and Warranties Costs Information Bulletin 336, Maintenance Costs, dated November 20, 2009, has relaxed funding support to previously purchased equipment maintenance contracts and warranties for equipment purchased with Homeland Security Grant funding. The allowance is very specific: extended maintenance contracts and warranties must be purchased using funds from the SAME grant program used to purchase the original equipment. The new maintenance contract or warranty cannot exceed the performance period of the grant which is being charged. Equipment purchased using state or program funds other than the Homeland Security suite of grants cannot be used to support maintenance contracts and warranties. Refer to Maintenance Contracts and Warranties Tracking Log. The tracking log requests information related to the initial purchase equipment, the grant program and the cost associated with the maintenance contract /warranty. For the renewal basic information is being requested. Please understand if other funds supported the contract /warranty, the use of HSGP funds will not be authorized. In addition, the new maintenance contract /warranty must be on file with grant documents. Property Accountability and Inventory Federal guidelines require SCD to conduct a physical equipment inventory and the results Administrative Procedures State Homeland Security Grant Program 10 reconciled at least every two years. Sub - grantees are required to conduct a physical inventory every year and the results reconciled with SCD on an annual basis. The sub - grantee has the responsibility for planning and supervising the physical inventory consistent with the record keeping required by SCD. Inventory will be verified with SCD records identifying the following information: Equipment Description Serial Number Who holds equipment - name, phone number, email address of point of contact Location of the equipment Acquisition Date Cost of property Percent of federal funding Condition of equipment Disposition Items that cannot be accounted for must be annotated and disposition documentation provided to SCD for the entry. Refer to the Inventory Log for Homeland Security Purchased Equipment Attachments The forms are are uploaded on the Virtual Joint Planning Office (VJPO). The forms may be down loaded, completed, and uploaded in VJPO for action or may be emailed. 1. FY 2010 HSGP Allowable Costs Provides authorized expenditures for all six programs authorized under the FY HSGP 2. Overtime Request Form Provides details for scheduled overtime 3. Detailed Budget Worksheet (DBW) Detailed Budget Worksheet Change Request Form The DBW identifies how the funds will be used; changes must be reported to Department of Homeland Security 4. Training Reporting Form Report Federal /State Sponsored Training 5. Exercise Request Form This form is used as an initial budget for an exercise 6. Overtime Reimbursement Worksheet Overtime Reimbursement Form Administrative Procedures State Homeland Security Grant Program 11 Sample format for recording overtime for reimbursement; a worksheet will help compute the overtime 7. Cash Advance Request Form Allows county /State agency to request cash advancement on a quarterly basis 8. Sample Transmittals to State Civil Defense Sample transmittals for Reimbursement, Advancement, Obligation and Reconciliation of Advancement /Fund Obligation, A copy of the Bill for Collection for State Agencies is available with the sample transmittals 9. Operational Expenditure Plans (OEP) The OEP identifies how the funds will be distributed throughout the year /grant period 10. FEMA EHP Worksheet All items on the DBW requests to be in compliance with DHS EHP requirements 11. Quarterly Report Provides tab /es to identify activities for the quarter and record activities for the future, This report form should also be considered as the Quarterly Expenditure Report, Sub grantees should report current and future expenditures by investment, The report also identifies performance metrics and funding impact required for FY 2007 to FY 2010, Training, exercise, and Citizen Corps is also required components for reporting 12. Maintenance Contracts and Warranties Tracking Log Identification of extended maintenance costs and warranties that are identified under new grant period 13. Inventory Log for Homeland Security Purchased Equipment Annual inventory log by each sub grantee that is required to be on file with the grant records and SCD 14. Closeout Procedures and Matrix Table procedures and key dates related to the closeout time frames for all grant programs Administrative Procedures State Homeland Security Grant Program 12 PART VIII. OTHER INFORMATION Section A - HSGP Allowable Costs FY 2010 Allowable Cost Matrix Allowable Program Activities FEMA Current as of FY 2010 Programs' HSGP See the respective program guidance for additional details and /or requirements z c E > - 0 D As of Publication Allowable Planning Costs Developing hazard /threat - specific annexes that incorporate the range ■ of prevention, protection, response, and recovery activities Developing and implementing homeland security support programs ■ and ado•tin. on.oin. DHS national initiatives Developing related terrorism prevention activities Developing and enhancing plans and protocols - Developing or conducting assessments Hiring of full- or part -time staff or contract/consultants to assist with planning activities (not for the purpose of hiring public safety personnel fulfillin• 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 (in accordance with operational Cost Guidance) Other project areas with prior approval from FEMA Issuance of WHTI - compliant tribal identification cards MIN Allowable Organizational Activities Reimbursement for select operational expenses associated with increased security measures at critical infrastructure sites incurred (up to 50 percent of the allocation) Overtime for information, investigative, and intelligence sharing ■■ activities (up to 50 .ercent of the allocation) Hiring of new staff positions /contractors /consultants for participation in information /intelligence analysis and sharing groups or fusion center activities u• to 50 •ercent of the allocation Allowable Equipment Categories Personal Protective Equipment Explosive Device Mitigation and Remediation Equipment CBRNE Operational Search and Rescue Equipment Information Technology 70 a � Allowable Program Activities FEMA Current as of FY 2010 Programs* HSGP See the respective program guidance for additional details and /or 0 RI requirements = D g n *As of Publication Cyber Security Enhancement Equipment Interoperable Communications Equipment Detection Decontamination Medical Power CBRNE Reference Materials CBRNE Incident Response Vehicles Terrorism Incident Prevention Equipment Physical Security Enhancement Equipment Inspection and Screening Systems Agriculture Terrorism Prevention, Response, and Mitigation Equipment CBRNE Prevention and Response Watercraft - CBRNE Aviation Equipment CBRNE Logistical Support Equipment Intervention Equipment --- OtherAuthorized Equipment Allowable Training Costs Overtime and backfill for emergency preparedness and response personnel attending FEMA- sponsored and approved trainin• classes Overtime and backfill expenses for part-time and volunteer emergency response personnel •articipatin• in FEMA trainin• Training workshops and conferences Full- or part-time staff or contractors /consultants - Travel Supplies Tuition for higher education Other items Allowable Exercise Related Costs Design, Develop, Conduct, and Evaluate an Exercise Exercise planning workshop Full- or part-time staff or contractors /consultants Overtime and backfill costs, including expenses for part-time and volunteer emergency response personnel participating in FEMA exercises Implementation of HSEEP Travel - Supplies 71 Allowable Program Activities FEMA Current as of FY 2010 Programs* HSGP See the respective program guidance for additional details and /or W requirements 2 > g n > - 0 - 0 D As of Publication Other items Allowable Management & Administrative Costs Hiring of full- or part -time staff or contractors /consultants to assist with the management of the respective grant program, application requirements, and compliance with reporting and data collection re• uirements Development of operating plans for information collection and •rocessin• necessa to res•ond to FEMA data calls Overtime and backfill costs Travel Meeting related expenses Authorized office equipment Recurring expenses such as those associated with cell phones and faxes durin• the •eriod of •erformance of the •rant •ro•ram Leasing or renting of space for newly hired personnel during the period of •erformance of the • rant •ro• ram 72