Fiscal Year 2008 

 

STATE HOMELAND SECURITY PROGRAM 

SUPPLEMENTAL GUIDANCE FOR TRIBAL 
APPLICANTS 

 

 

 

March 2008 

Revised March 12, 2008 

 

 

 

 

 

 

 

 

U.S. DEPARTMENT OF HOMELAND SECURITY 

U.S. DEPARTMENT OF HOMELAND SECURITY 



CONTENTS 

 

INTRODUCTION..................................................................................................................3 
PART I. AVAILABLE FUNDING AND ELIGIBLE APPLICANTS.....................................................9 
PART II. APPLICATION AND EVALUATION PROCESS............................................................11 
PART III. PROGRAM REQUIREMENTS.................................................................................13 
PART IV. GENERAL SHSP ALLOWABLE COSTS GUIDANCE................................................14 
PART V. LAW ENFORCEMENT TERRORISM PREVENTION-ORIENTED ALLOWABLE COSTS......20 
Appendix A. 50 MOST POPULOUS METROPOLITAN STATISTICAL AREAS.........................A-1 
APPENDIX B. AUTHORIZED ALLOWABLE COSTS..............................................................B-1 
APPENDIX C. SHSP ALLOWABLE EXPENSES: ADDITIONAL INFORMATION.........................C-1 
APPENDIX D. INVESTMENT JUSTIFICATION.......................................................................D-1 
APPENDIX E. FY 2008 SHSP APPLICATION REQUIREMENTS.............................................E-1 
APPENDIX F. AWARD AND REPORTING REQUIREMENTS.....................................................F-1 
APPENDIX G. ADDITIONAL RESOURCES...........................................................................G-1 
INTRODUCTION 

 

The State Homeland Security Program (SHSP) is one tool among a comprehensive set of 
measures authorized by Congress and implemented by the Administration to help 
strengthen the Nation against risks associated with potential terrorist attacks. 

 

The purpose of this package is to provide supplementary guidance for Tribal applicants 
and includes: (1) an overview of the SHSP; and (2) the formal grant guidance and 
application materials needed to apply for funding under the program. The package 
outlines FEMA management requirements for implementation of a successful application. 
The package also reflects changes called for in the Implementing Recommendations of 
the 9/11 Commission Act of 2007 (hereafter 9/11 Act), enacted in August 2007, as well 
as the FY 2008 Consolidated Appropriations Act. 

 

As part of the 9/11 Act, tribes are directly eligible applicants for State Homeland Security 
Program funding. This package is meant to provide clear direction for those tribes 
wishing to apply for SHSP funding. A majority of this package is unchanged from the 
SHSP guidance issued by DHS on February 1st; however, applicants will note that the 
guidance has been changed in several places in order to account for different tribal 
governance structures, unique tribal homeland security challenges, and 9/11 Act 
requirements. 

 

Making an application for significant Federal funds under programs such as this can be 
complex. Our job at FEMA is to provide clear guidance and efficient application tools to 
assist applicants. Our customers are entitled to effective assistance during the 
application process, and transparent, disciplined management controls to support grant 
awards. We intend to be good stewards of precious Federal resources, and 
commonsense partners with our State, local, and tribal colleagues. 

 

We understand that grant applicants will have unique needs and tested experience about 
how best to reduce risk locally. Our subject matter experts will come to the task with a 
sense of urgency to reduce risk, but also with an ability to listen carefully to local needs 
and approaches. In short, we commit to respect flexibility and local innovation as we fund 
national homeland security priorities. 

 

 


 

A. Federal Investment Strategy. 

 

The SHSP is an important part of the Administrations larger, coordinated effort to 
strengthen homeland security preparedness. The SHSP implements objectives 
addressed in a series of post-9/11 laws, strategy documents, plans and Homeland 
Security Presidential Directives (HSPDs). 

 

FEMA expects our State, local, and tribal partners  including recipients of SHSP grants  
to be familiar with this national preparedness architecture and to incorporate elements of 
this architecture into their planning, operations and investments. 

 

B. Funding Priorities. 





Based upon ongoing intelligence analysis, extensive security reviews and Congressional 
direction, FEMA has once again focused the bulk of its available grant dollars on risk-
based investment. Eligible applicants were identified using a comprehensive, empirically-
grounded risk analysis methodology. Risk will be evaluated at the Federal level using a 
risk analysis model developed by DHS in conjunction with other Federal entities. Risk is 
defined as the product of three principal variables: 

 

 Threat  the likelihood of an attack occurring 
 Vulnerability and Consequence  the relative exposure and expected impact of an 
attack 


 

The risk model used to allocate SHSP funds considers the potential risk of terrorism to 
people, critical infrastructure, and economic security to estimate the relative risk of 
terrorism faced by a given area. In evaluating risk, DHS considers the populations in a 
particular area that could be at risk, the concentration of people in the area, and specific 
characteristics of their location that might contribute to risk, such as Intelligence 
Community assessments of threat, proximity to nationally critical infrastructure, and the 
economic impact of an attack. In considering threat, DHS uses the Intelligence 
Communitys best assessment of areas of the country and potential targets most likely to 
be attacked. For vulnerability and consequence, DHS considers the expected impact and 
consequences of successful attacks occurring in specific areas, to people, the economy, 
nationally critical infrastructure and national security facilities. 

 

FEMA places a very high priority on ensuring that all SHSP applications reflect robust 
regional coordination and can show an investment strategy that institutionalizes regional 
integration. 

 

Overarching SHSP Priorities 

Funding priorities for this year continue and further narrow the focus through risk-based 
funding and the capability-based planning process that DHS began three years ago. FY 
2008 SHSP will focus on three objectives as its highest priorities. These three objectives 
are: 

 


1. Measuring progress in achieving the National Preparedness Guidelines 
2. Strengthening improvised explosive device (IED) attack deterrence, prevention, and 
protection capabilities 
3. Strengthening preparedness planning 


 

At least 25 percent of the total FY 2008 SHSP funding must be dedicated toward 
enhancing capabilities related to objectives 2 and 3 as identified above. 

 

1. Measuring Progress in Achieving the National Preparedness Guidelines. 

FEMA will continue in FY 2008 to tie together the established priorities and objectives of 
the National Preparedness Guidelines with efforts to further establish target capabilities, 
conduct joint federal-State assessments and make adjustments to better ensure that our 
investment is yielding measurable improvements in our nations preparedness. As part of 
the FY 2008 SHSP Investment Justifications, applicants will be asked to establish specific 
capability-based outcomes associated with all proposed investments. Proposals should 
be aligned with the National Priorities of the National Preparedness Guidelines and must 
outline measurable outcomes that will be tracked and accomplished during 
implementation. Grantees should reference the Target Capabilities List (TCL) and 
applicable national plans and strategies to develop concrete, measurable outcomes and 
milestones, while preserving the necessary flexibility to meet unique tribal operational 
requirements. Grantees are encouraged to tie grant funding to their homeland security 
plans and homeland security strategies. Grant funding received under this program can 
be used to develop or enhance these plans and strategies, as detailed in the Planning 
section of this guidance. Outcomes included in the Impact section of the Investment 
Justification will be reviewed and scored through the peer review process. After funds are 
awarded, grantees will be required to report on progress made toward achieving the 
identified outcomes for each Investment as part of the regular grant reporting process 
described in Appendix F. Performance measure data submitted through grant reporting 
will be reviewed and validated through programmatic monitoring by FEMA personnel. 

 

These outcomes should support both capability development and strategic, operational, 
and tactical-level planning. The outcomes should include a minimum number of 
quantitative and qualitative measures necessary to demonstrate achievement with regard 
to IED Deterrence, Prevention, and Protection and Preparedness Planning. These 
measures should be drawn, where applicable, from the Target Capabilities List (TCL). In 
addition to specific measures, grantees should outline two to four key enablers for each 
Investment that are of such importance to achieving the outcome that they require 
monitoring and management during the period of performance. These enablers are major 
outputs from the Investment and can be physical (e.g., a major equipment item) or logical 
(e.g., a critical process, such as a formal planning process) in nature. Examples should 
be drawn from the Resource Elements listed as part of each capability in the TCL. 

 

Additional examples of operational outcomes and key enablers are included in the FY 
2008 SHSP Tribal Investment Justification Reference Guide. This information will form 
the basis for measuring progress toward achieving IED Deterrence, Prevention, and 
Protection and Preparedness Planning outcomes during the period of performance of the 
grant. 


 

2. Strengthening IED Attack Deterrence, Prevention, and Protection Capabilities. 
This provision aligns with the National Priority to Strengthen CBRNE Detection, 
Response, and Decontamination Capabilities as outlined in the National Preparedness 
Guidelines. The priority supports the policy outlined in Homeland Security Presidential 
Directive 19 Combating Terrorist Use of Explosives in the United States (HSPD-19) by 
emphasizing the need for States, Territories, Urban Areas, and Tribes to take a more 
proactive approach to reducing the threat of a terrorist explosive attack. Tribes should 
begin by implementing programs such as enhancing public and private sector IED 
awareness and reducing critical infrastructure/key resource (CIKR) and soft target 
explosive attack vulnerabilities. Doing so will increase the likelihood that terrorist planning 
activities are recognized and reported, and deter attacks by reducing the attractiveness of 
potential targets. Additional programs such as implementing multi-jurisdiction explosive 
attack planning will ensure tribes coordinate preventive and protective actions during 
steady-state and threat-initiated environments. Finally, grantees should enhance 
explosive device pre-detonation response operations so that bomb squads have the 
necessary tools to defeat actual or suspected devices. These mitigation capabilities will 
serve to further prevent any attempted attack from achieving terrorist objectives. 

 

In support of this effort, the DHS Office for Bombing Prevention (OBP) is dedicated to 
enhancing and coordinating the Nations ability to deter, prevent, and protect against IED 
attacks. OBP maintains multiple programs designed to support jurisdictions in explosive 
attack prevention and protection planning, analyzing explosive device mitigation 
capabilities and determining training and equipment requirements, improving IED 
awareness, and facilitating the sharing of terrorist IED techniques, tactics, and procedures 
through TRIPwire. Grantees are encouraged to work closely with OBP (in addition to 
their Program Analyst and FEMA Region) to ensure tribal initiatives sufficiently address 
IED threats. For more information, please contact OBP via obp@dhs.gov. To register for 
a TRIPwire account, go to http://www.tripwire-dhs.net. 

 

Activities to strengthen explosive attack deterrence, prevention, and protection 
capabilities should be undertaken in coordination with the statewide CIKR protection 
program, which States were required to establish in FY 2007 in support of the NIPP. 
Additional information to support the implementation of the NIPP is available at 
http://www.dhs.gov/nipp/. 

 

3. Strengthening Preparedness Planning. 

This provision aligns with the National Priority to Strengthen Planning and Citizen 
Preparedness Capabilities as outlined in the National Preparedness Guidelines and 
supports the Planning Annex to HSPD-8 National Preparedness. Tribes must engage in 
comprehensive national and regional planning processes that seek to enhance 
emergency management capabilities through strengthened national and regional 
relationships and the allocation of resources toward preparedness planning. As indicated 
in the Planning Annex, coordinated, comprehensive plans should be developed that cover 
prevention, protection, and response activities for specific planning scenarios. However, 
within these plans, specific activities may be implemented in support of the following 
areas: 


 

 Fixing shortcomings in existing plans. Areas of paramount concern are: Mass 
Evacuation and Sheltering, with particular emphasis on special needs populations1 
and citizen preparedness; Resource/Commodity Management, with particular 
emphasis on National Incident Management System (NIMS) standardized 
mechanisms and processes to describe, inventory, mobilize, dispatch, track, and 
recover resources over both the lifecycle and regional or national scope of an incident, 
taking into account both at-risk and host jurisdictions/states; CIKR Protection, with 
particular emphasis on Explosive Device Response Operations; Hazard Identification 
and Risk Assessment; and Health and Medical Services for Catastrophic Events. 
Once these shortcomings have been addressed, they should be integrated into 
scenario-specific plans. 
 Building regional planning processes and planning communities. The primary 
focus is to establish processes for planning, preparedness, data exchange, and 
operational resource and asset management among regional planning partners. 
Activities should ensure that preparedness planning networks are fully integrated with 
other key planning efforts such as Area Maritime Security Plans (AMSPs) for port 
areas and Buffer Zone Plans (BZPs) for CIKR resources and community 
preparedness planning conducted by governmental and non-governmental entities 
through the Citizen Corps Council. 
 Linking operational needs identified in plans to resource allocation. Applicants 
should use grant funds to institutionalize a capabilities-based planning process that 
defines, documents, analyzes, adjusts, and approves capability requirements that 
drive resource allocation. 
 Including the private sector in preparedness planning activities. Tribes should 
include private sector entities in their preparedness planning process, building public-
private partnerships where appropriate to more effectively prevent, protect against, 
respond to, and recover from major events. In particular, tribes should engage with 
private sector entities as provisions for the voluntary private sector preparedness, 
accreditation, and certification program called for in the 9/11 Act are finalized in order 
to ensure that personnel have a comprehensive understanding of preparedness 
capabilities resident in their region. 


 

C. Allowable Expenses. 

 

Allowable Investments made in support of the funding priorities discussed above as well 
as other capability-enhancing projects must fall into one of the following six categories: 

 

1. Planning 

2. Organization 

1 For the purposes of this document, special needs population is a population whose members may have 
additional needs before, during, and after an incident in one or more of the following functional areas: 
maintaining independence, communication, transportation, supervision, and medical care. Individuals in 
need of additional response assistance may include those who have disabilities; who live in institutionalized 
settings; who are elderly; who are children; who are from diverse cultures, who have limited English 
proficiency, or who are non-English speaking; or who are transportation disadvantaged. 


3. Equipment 

4. Training 

5. Exercises 

6. Personnel 

 

The following grant guidance provides additional detail about each of these six allowable 
expense categories, as well as sections on additional activities including explicitly 
unallowable costs. In general, grantees should consult their FEMA Program Analyst prior 
to making any Investment that does not clearly meet the allowable expense criteria 
established by the guidance. 


 

PART I. 
AVAILABLE FUNDING AND ELIGIBLE APPLICANTS 

 

This section summarizes the amount of funding available under the FY 2008 SHSP for 
eligible tribes, describes the basic distribution method used to determine final grants 
awards, and identifies all eligible applicants for FY 2008 funding. 

 

A. Available Funding. 

 

Total FY 2008 SHSP funding to tribal applicants will be not less than $1,644,555.00, an 
amount equal to 0.1 percent of the total funds appropriated for grants under sections 
2003 (Urban Areas Security Initiative) and 2004 (State Homeland Security Program), as 
directed by the 9/11 Act. 

 

B. Eligible Applicants. 

 

Per the 9/11 Act, a directly eligible tribe applying for a grant under section 2004 [SHSP] 
shall designate an individual to serve as a tribal liaison with [DHS] and other Federal, 
State, local, and regional government officials concerning preventing, preparing for, 
protecting against, and responding to acts of terrorism. 

 

The term directly eligible tribe means  

 

(A) any Indian tribe  
(i) that is located in the continental United States; 
(ii) that operates a law enforcement or emergency response agency with 
the capacity to respond to calls for law enforcement or emergency 
services; 
(iii) 
(I) that is located on or near an international border or a coastline 
bordering an ocean (including the Gulf of Mexico) or 
international waters; 
(II) that is located within 10 miles of a system or asset included on 
the prioritized critical infrastructure list established under 
section 210E(a)(2) [please refer to section 1001 of the 
Implementing Recommendations of the 9/11 Commission Act 
of 2007] or has such a system or asset within its territory; 
(III) that is located within or contiguous to 1 of the 50 most 
populous metropolitan statistical areas in the United States; or 
(IV) the jurisdiction of which includes not less than 1,000 square 
miles of Indian country, as that term is defined in section 1151 
of title 18, United States Code; and 


(iv) that certifies to the Secretary that a State has not provided funds 
under section 2003 [UASI] or 2004 [SHSP] to the Indian tribe or 





consortium of Indian tribes for the purpose for which direct funding is 
sought; 


(B) a consortium of Indian tribes, if each tribe satisfies the requirements of 
subparagraph (A). 


 

In summary, eligible tribes must meet the requirements set forth in (A) (i), (ii), and (iv). 
Tribes must also meet one of the requirements set forth in (A) (iii); either (I), (II), (III), or 
(IV). (B) may also be satisfied, if each tribe satisfies the requirements of subparagraph 
(A). 

 

In addition, to be eligible to receive FY 2008 SHSP funding, applicants must meet NIMS 
compliance requirements. Tribal governments are considered to be in full NIMS 
compliance if they have adopted and/or implemented the FY 2007 compliance activities, 
as determined by the National Incident Management System Capability Assessment 
Support Tool (NIMSCAST) or other accepted means. Additional information on achieving 
compliance is available through the FEMA National Integration Center (NIC) at 
http://www.fema.gov/emergency/nims/. 

 

For FY 2008, the NIMSCAST will be the required means to report NIMS compliance for 
FY 2009 preparedness award eligibility. All tribal awardees will be required to submit 
their compliance assessment via the NIMSCAST by September 30, 2008. The tribal 
awardee reserves the right to determine compliance reporting requirements of their sub-
awardees (locals) in order to disperse funds at the local level. 

 

 


PART II. 
APPLICATION AND EVALUATION PROCESS 

 

This section summarizes the overall timetable for the FY 2008 SHSP and core process 
and priorities that will be used to assess applications under the FY 2008 program. The 
next section provides detailed information about specific application requirements and the 
process for submission of applications. 

 

A. Overview -- Application Deadline and Review Process. 

 

As detailed in Information Bulletin #279, directly eligible tribes may apply for SHSP 
funding by: 

 

 providing a copy of its application (i.e. the Tribal Investment Justification 
Worksheet) to each State within which any part of the tribe is located for review 
before the tribe submits such application to FEMA, and 
 providing a copy of its application to FEMA by completing and submitting the 
application to www.grants.gov by 11:59 PM EDT, May 1, 2008. 


 

For specific application instructions, please refer to Appendix E, FY 2008 SHSP 
Application Requirements. 

 

FEMA will evaluate and act on applications within 90 days following close of the 
application period. The FY 2008 SHSP will use risk-based prioritization consistent with 
FEMA policy outlined in this guidance document. Each applicants final funding allocation 
will be determined using a combination of the results of the risk and effectiveness 
analyses. 

 

The following process will be used to make awards under the program: 

 

 FEMA will verify compliance with all administrative and eligibility criteria identified 
in the application kit, to include the required submission of Investment 
Justifications by the established due dates. 


 

 Eligible applications will be reviewed and scored through a peer review process to 
analyze the anticipated effectiveness of proposed Investments. 


 

 FEMA will use the results of both the risk analysis and the peer review to make 
recommendations for funding to the FEMA Administrator and Secretary of 
Homeland Security. 


 

Applicants must comply with all administrative requirements described herein. Having 
met all administrative requirements, applications will be evaluated through the peer 
review process for completeness, adherence to programmatic guidelines, feasibility, and 
how well the proposed Investment addresses the identified need(s) or capability 


shortfall(s). The Investment Justification requires narrative on strategic alignment, 
funding plan, milestones, project management, potential challenges, impact, and 
sustainability for each proposal. This information will be used to evaluate the anticipated 
effectiveness of all proposed Investments. Grantees should also refer to the FY 2008 
SHSP Tribal Investment Justification Reference Guide for assistance in the formulation of 
tribal Investment Justifications. 

 

B. Grant Application Support from FEMA. 

 

During the application period FEMA will identify multiple opportunities for a cooperative 
dialogue between the Department and applicants through such processes as the mid-
term review. This commitment is intended to ensure a common understanding of the 
funding priorities and administrative requirements associated with the FY 2008 SHSP, 
and to help in submission of projects that will have the highest impact on reducing risks. 

 

 

 

 

 


PART III. 
PROGRAM REQUIREMENTS 

 

This section provides detailed information about specific application requirements and the 
process for submission of applications. 

 

A. General Program Requirements. 

 

The direct tribal grantee will be responsible for administration of the FY 2008 SHSP. In 
administering the program, the tribal grantee must comply with the following general 
requirements: 

 

1. Management and Administration (M&A) limits. A maximum of up to three percent 
(3%) of funds awarded may be retained by the direct tribal grantee, and any funds 
retained are to be used solely for management and administrative purposes associated 
with the SHSP award. 

 

2. Cash-Match Requirements. Grantees are not required to engage in cash or in-kind 
match for FY 2008 SHSP funds. However, there is the potential for future grant programs 
to be impacted by cash match requirements as early FY 2009. Accordingly, grantees 
should anticipate and plan for future homeland security programs to require cash or in-
kind matches at cost-share levels comparable to other FEMA-administered grant 
programs. 

 

 

 

 

 


2 Non-governmental entities include the private sector and private non-profit, faith-based, community, 
volunteer and other non-governmental organizations. 

PART IV. 
GENERAL SHSP ALLOWABLE COSTS GUIDANCE 

 

The following pages outline allowable costs guidance for the SHSP. Please refer to 
Appendix B of this supplemental guidance for further information. 

 

As a reminder, FY 2008 SHSP will focus on three objectives as its highest priorities: 

 

1. Measuring progress in achieving the National Preparedness Guidelines 
2. Strengthening improvised explosive device (IED) deterrence, prevention, and 
protection capabilities 
3. Strengthening preparedness planning 


 

At least 25 percent of FY 2008 SHSP funding must be allocated to objectives 2 and 3. 

 

At least 25 percent of SHSP award funds must be dedicated towards law enforcement 
terrorism prevention-oriented planning, organization, training, exercise, and equipment 
activities. 

 

1. Planning Activities. 

 

Tribes are strongly encouraged to use FY 2008 SHSP funds for planning efforts that 
enable them to prioritize needs, build capabilities, develop or update preparedness or 
homeland security strategies, allocate resources, and deliver preparedness programs 
across disciplines (e.g., law enforcement, fire, emergency medical service (EMS), public 
health, behavioral health, public works, agriculture, and information technology) and 
levels of government. Planning activities should focus on the four homeland security 
mission areas of prevention, protection, response, and recovery. All jurisdictions are 
encouraged to work through Citizen Corps Councils, non-governmental entities, and the 
general public in planning activities.2 

 

Allowable planning costs include: 

 Developing scenario plans that incorporate the range of prevention, 
protection, response, and recovery activities for a scenario 
 Developing and implementing homeland security support programs and 
adopting DHS national initiatives 
 Developing related terrorism prevention activities 
 Developing and enhancing plans and protocols 
 Developing or conducting assessments 


 

Examples of allowable planning costs can be found at 
http://www.fema.gov/government/grant/hsgp/index.shtm. 

 


3 The effectiveness of a request for the use of funds for allowable organizational costs will be judged on 
the Investment Justification to illustrate the need for such resources to effectively achieve a capability that 
will have a meaningful impact in the reduction of risk. 

2. Organization Activities. 

 

Tribes must justify proposed expenditures of SHSP funds to support organization 
activities within their Investment Justification submission by using historical data or 
other analysis.3 

 

No more than 15 percent of a SHSP award amount may be used for operational 
expenses and overtime costs for the Organizational Activities noted below. 

 

1. Overtime costs (as defined in the 2008 guidance) are allowable for personnel 
to participate in information, investigative, and intelligence sharing activities 
specifically related to homeland security and specifically requested by a 
Federal agency. Allowable costs are limited to overtime associated with 
Federally requested participation in eligible fusion activities including anti-
terrorism task forces, JTTFs, Area Maritime Security Committees (as required 
by the Maritime Transportation Security Act of 2002), DHS Border 
Enforcement Security Task Forces, and Integrated Border Enforcement 
Teams. Tribes must submit to DHS a written letter from a Federal agency 
which explicitly requests tribal staff participation in an eligible activity or 
illustrates how the activities support the roles and responsibilities of fusion 
centers as noted in Appendix 1 of the National Strategy for Information 
Sharing and provides an estimate of the size of the request in man-hours. 
Grant funding can only be used in proportion to the Federal man-hour 
estimate, and only after funding for these activities from other Federal 
sources (i.e. FBI JTTF payments to State and local agencies) has been 
exhausted. Under no circumstances should DHS grant funding be used to 
pay for costs already supported by funding from another Federal source. 

 

2. Intelligence Analysts. SHSP funds may be used to hire new staff and/or 
contractor positions to serve as intelligence analysts to enable 
information/intelligence sharing capabilities. In order to be hired as an 
intelligence analyst, staff and/or contractor personnel must meet at least one 
of the following criteria: 

 

 Successfully complete training to ensure baseline proficiency in 
intelligence analysis and production within six months of being hired; 
and/or, 
 Previously served as an intelligence analyst for a minimum of two 
years either in a Federal intelligence agency, the military, or State 
and/or local law enforcement intelligence unit. 


 

Costs associated with hiring new intelligence analysts are allowable only for 
two years, after which tribes shall be responsible for supporting the 


sustainment costs for those intelligence analysts. Use of funds for the hiring 
of intelligence analysts represents a commitment by the grantee to sustain 
Federally-funded positions after the two-year Federal funding period with non-
Federal funds. Failure to sustain such positions will result in disqualification 
of grantees from hiring analysts with Federal funds in future program years. 
In order to receive funds for hiring intelligence analysts, the tribe must retain 
certification on file stating that the responsible jurisdiction will assume 
responsibility for supporting the costs of the hired analysts following the two-
year Federal funding period. This certification must also be accompanied by 
a budget plan providing the details of this arrangement. 

 

All intelligence analyst training should be in accordance with Globals 
Minimum Criminal Intelligence Training Standards for Law Enforcement and 
Other Criminal Justice Agencies in the United States, which outlines the 
minimum categories of training needed for intelligence analysts. These 
include subject-matter expertise, analytic methodologies, customer-service 
ethics, information handling and processing skills, critical thinking skills, 
computer literacy, and objectivity and intellectual honesty. A certificate of 
completion of such training must be on file with the tribe and must be made 
available to FEMA Headquarters Program Analysts upon request. 

 

 3. Equipment Activities. 

 

The 21 allowable prevention, protection, response, and recovery equipment categories 
and equipment standards for FY 2008 SHSP are listed on the web-based version of the 
Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB), at 
http://www.rkb.us. 

 

The Standardized Equipment List (SEL) is located at this site as well. In some cases, 
items on the SEL are not allowable under SHSP or will not be eligible for purchase 
unless specific conditions are met. Unless otherwise stated, equipment must meet all 
mandatory regulatory and/or DHS-adopted standards to be eligible for purchase using 
these funds. In addition, agencies will be responsible for obtaining and maintaining all 
necessary certifications and licenses for the requested equipment. 

 

4. Training Activities. 

 

Tribes are strongly encouraged to use SHSP funds to develop a tribal homeland 
security training program. Allowable training-related costs under SHSP include the 
establishment, support, conduct, and attendance of training specifically identified under 
the SHSP grant program. Allowable training topics include, but are not limited to, 
CBRNE terrorism, cyber/agriculture/food security, intelligence gathering and analysis, 
NIMS related training, citizen and community preparedness, and training for volunteers. 

 

Training conducted using SHSP funds should address a performance gap identified 
through an After Action Report/Improvement Plan (AAR/IP) or contribute to building a 
capability that will be evaluated through an exercise. Exercises should be used to 


provide the opportunity to demonstrate and validate skills learned in training, as well as 
to identify training gaps. Any training or training gaps should be identified in the AAR/IP 
and addressed in the tribal training cycle. All training and exercises conducted with 
SHSP funds should support the development and testing of the jurisdictions Emergency 
Operations Plan (EOP) or specific annexes, where applicable. 

 

Additional information regarding training is located in Appendix C. 

 

5. Exercise Activities. 

 

Exercises conducted with FEMA support must be managed and executed in 
accordance with the Homeland Security Exercise and Evaluation Program (HSEEP). 
HSEEP Volumes I-III contain guidance for exercise design, development, conduct, 
evaluation and improvement planning. HSEEP Volume IV provides sample exercise 
materials and HSEEP Volume V: Prevention Exercises contains guidance and 
recommendations for designing, developing, conducting, and evaluating prevention-
focused exercises. All volumes can be found at http://hseep.dhs.gov. 

 

All exercises using SHSP funding must be NIMS compliant. More information is 
available online at the NIMS Integration Center, 
http://www.fema.gov/emergency/nims/index.shtm. 

 

Additional information regarding exercises is located in Appendix C. 

 

6. Personnel Activities. 

 

Personnel hiring, overtime, and backfill expenses are permitted under this grant in order 
to perform allowable FY 2008 SHSP planning, training, exercise, and equipment 
activities. 

 

 A personnel cap of up to 15 percent of total program funds may be used. 
Grantees who wish to seek a waiver from the 15 percent personnel cap must 
provide documentation explaining why the 15 percent personnel cap is 
unacceptable; waiver requests will be considered only under extreme 
circumstances. 
 The category of personnel costs does not apply to contractors. 


 

FY 2008 SHSP funds may not be used to support the hiring of any personnel for the 
purposes of fulfilling traditional public safety duties or to supplant traditional public 
safety positions and responsibilities. 

 

The following are definitions for the terms as used in this grant guidance: 

 

 Hiring  Tribal entities may use grant funding to cover the salary of newly hired 
personnel who are exclusively undertaking allowable FEMA program activities as 
specified in this guidance. This may not include new personnel who are hired to 



fulfill any non-FEMA program activities under any circumstances. Hiring will 
always result in a net increase of FTEs. 
 Overtime  These expenses are limited to the additional costs which result from 
personnel working over and above 40 hours of weekly work time as a direct 
result of their performance of FEMA-approved activities specified in this 
guidance. Overtime associated with any other activity is not eligible. 
 Backfill-related Overtime  Also called Overtime as Backfill, these expenses 
are limited to overtime costs which result from personnel who are working 
overtime (as identified above) to perform the duties of other personnel who are 
temporarily assigned to FEMA-approved activities outside their core 
responsibilities. Backfill-related overtime only includes the difference between 
the overtime rate paid and what would have otherwise been paid to the 
backfilling employee for regular time. Under no circumstances should the entire 
amount of backfill overtime expense be charged to an award. Neither overtime 
nor backfill expenses are the result of an increase of Full-Time Equivalent (FTE) 
employees. 
 Supplanting  Replacing a currently budgeted position with one or more full-time 
employees or contracted supported in whole or in part with Federal funds. 


 

Management and Administration (M&A) limits. A maximum of up to three percent 
(3%) of funds awarded may be retained by the direct tribal grantee, and any funds 
retained are to be used solely for management and administrative purposes associated 
with the SHSP award. 

 

7. Construction and Renovation. 

 

Use of SHSP funds for construction and renovation is generally prohibited except as 
outlined below. Such construction and renovation shall be strictly limited and allowable 
only when it is a necessary component of a security system at critical infrastructure 
facilities. 

 

Project construction and renovation not exceeding $1,000,000 is allowable, as deemed 
necessary. The following types of projects are considered to constitute construction or 
renovation, and must be submitted to FEMA for compliance review and approval under 
Federal environmental planning and historic preservation (EHP) laws and requirements 
prior to initiation of the project: 

 

 Construction of and renovation to guard facilities 
 Renovation of and modifications, including the installation of security and 
communication equipment, to buildings and structures that are 50 years old or 
older 
 Any other construction or renovation efforts that change or expand the footprint 
of a facility or structure, including security enhancements to improve perimeter 
security. 
 Physical security enhancements, including but not limited to: 
o Lighting 
o Fencing 





o Closed-circuit television (CCTV) systems 
o Motion detection systems 
o Barriers, doors, gates and related security enhancements 




 

In addition, the erection of communications towers that are included in a jurisdictions 
interoperable communications plan is allowed, subject to all applicable laws, 
regulations, and licensing provisions. Communication tower projects must be submitted 
to FEMA for EHP review. 

 

In order to draw down funds for construction and renovation costs under SHSP 
grantees must provide to FEMA: 

 

 A description of the asset or facility, asset location, whether the infrastructure is 
publicly or privately owned, and the construction or renovation project 
 Certification that a facility vulnerability assessment has been conducted 
 An outline addressing how the construction or renovation project will address the 
identified vulnerabilities from the assessment 
 Consequences of not implementing the construction or renovation project 
 Any additional information requested by FEMA to ensure compliance with 
Federal environmental and historic preservation requirements. 


 

Grantees should refer to FEMAs Information Bulletin #271, Environmental and Planning 
and Historic Preservation Requirements for Grants. 

 


PART V. 
LAW ENFORCEMENT TERRORISM PREVENTION-ORIENTED 
ALLOWABLE COSTS 

 

Tribes are required to ensure that at least 25 percent of their SHSP award funds are 
dedicated towards law enforcement terrorism prevention-oriented planning, 
organization, training, exercise, and equipment activities. These include the following 
activities: 

 

 Information sharing and analysis; 
 Target hardening; 
 Threat recognition; 
 Terrorist interdiction; 
 Subject to the limitations on Organization and Personnel Costs outlined above, 
overtime expenses consistent with homeland security plans, including for the 
provision of enhanced law enforcement operations in support of Federal 
agencies, including for increased border security and border crossing 
enforcement; 
 Subject to the limitations on Organization and Personnel Costs outlined above, 
establishing, enhancing, and staffing with appropriately qualified personnel State, 
local, and regional fusion centers; 
 Subject to the limitations on Organization and Personnel Costs outlined above, 
paying salaries and benefits for personnel, including individuals employed by the 
grant recipient on the date of the relevant grant application, to serve as qualified 
intelligence analysts; 


 

Please refer to Appendix C, SHSP Allowable Expenses, Additional Information, for 
specific examples on allowable law enforcement terrorism prevention-oriented planning, 
training, and exercise activities. 


 

 

Appendix A. 
50 MOST POPULOUS METROPOLITAN STATISTICAL 
AREAS 

Metropolitan Statistical Area (listed alphabetically) 

Atlanta-Sandy Springs-Marietta 

Providence-New Bedford-Fall River 

Austin-Round Rock 

Richmond 

Baltimore-Towson 

Riverside-San Bernardino-Ontario 

Birmingham-Hoover 

Rochester 

Boston-Cambridge-Quincy 

Sacramento--Arden-Arcade--Roseville 

Buffalo-Niagara Falls 

Salt Lake City 

Charlotte-Gastonia-Concord 

San Antonio 

Chicago-Naperville-Joliet 

San Diego-Carlsbad-San Marcos 

Cincinnati-Middletown 

San Francisco-Oakland-Fremont 

Cleveland-Elyria-Mentor 

San Jose-Sunnyvale-Santa Clara 

Columbus 

Seattle-Tacoma-Bellevue 

Dallas-Fort Worth-Arlington 

St. Louis 

Denver-Aurora 

Tampa-St. Petersburg-Clearwater 

Detroit-Warren-Livonia 

Virginia Beach-Norfolk-Newport News 

Hartford-West Hartford-East Hartford 

Washington-Arlington-Alexandria 

Houston-Sugar Land-Baytown 

 

Indianapolis-Carmel 

 

Jacksonville 

 

Kansas City 

 

Las Vegas-Paradise 

 

Los Angeles-Long Beach-Santa Ana 

 

Louisville-Jefferson County 

 

Memphis 

 

Miami-Fort Lauderdale-Miami Beach 

 

Milwaukee-Waukesha-West Allis 

 

Minneapolis-St. Paul-Bloomington 

 

Nashville-Davidson--Murfreesboro 

 

New Orleans-Metairie-Kenner 

 

New York-Northern New Jersey-Long Island 

 

Oklahoma City 

 

Orlando-Kissimmee 

 

Philadelphia-Camden-Wilmington 

 

Phoenix-Mesa-Scottsdale 

 

Pittsburgh 

 

Portland-Vancouver-Beaverton 

 




 

APPENDIX B. 
AUTHORIZED ALLOWABLE COSTS 

 

FY 2008 Allowable Cost Matrix 

Allowable Program Activities 

Current as of FY 2008 Programs* 

See the respective program guidance for additional details and/or requirements 

*As of Publication 

Allowable Planning Costs 

Public education & outreach 

Develop and implement homeland security support plans and adopt ongoing DHS National Initiatives 

Develop and enhance plans and protocols 

Develop or conduct assessments 

Establish, enhance, or evaluate Citizen Corps related volunteer programs 

Hiring of full- or part-time staff or contract/consultants to assist with planning activities (not for the purpose of 
hiring public safety personnel fulfilling traditional public safety duties) 

Conferences to facilitate planning activities 

Materials required to conduct planning activities 

Travel/per diem related to planning activities 

Overtime and backfill costs (IAW operational Cost Guidance) 

Other project areas with prior approval from FEMA 

 

 

 

Allowable Organizational Activities 

 

 

Overtime for information, investigative, and intelligence sharing activities (up to 15 percent of the allocation) 

Hiring of full- or part-time staff or contractors for emergency management activities 

Hiring of new staff positions/contractors/consultants for participation in information/intelligence analysis and 
sharing groups or fusion center activities (up to 15 percent of the allocation) 

 

 

 

Allowable Equipment Categories 

 

 

Personal Protective Equipment 

Explosive Device Mitigation and Remediation Equipment 

CBRNE Operational Search and Rescue Equipment 

Information Technology 

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 

Other Authorized Equipment 

Allowable Training Costs 

 

Overtime and backfill for emergency preparedness and response personnel attending FEMA-sponsored and 
approved training classes 

Overtime and backfill expenses for part-time and volunteer emergency response personnel participating in 
FEMA training 

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 

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, compliance with reporting and data collection requirements 

Development of operating plans for information collection and processing necessary to respond to FEMA 
data calls 

Overtime and backfill costs 

Travel 

Meeting related expenses 

Authorized office equipment 

Recurring expenses such as those associated with cell phones and faxes during the period of performance 
of the grant program 

Leasing or renting of space for newly hired personnel during the period of performance of the grant program 




APPENDIX C. 
SHSP ALLOWABLE EXPENSES: ADDITIONAL INFORMATION 

 

 

A. Overview. 

 

The following provides guidance on allowable costs within Planning, Training, and 
Exercise activities. Planning, Training, and Exercise activity examples specific 
towards law enforcement terrorism prevention and protection are identified 
beginning on page C-11. 

 

1. Planning Activities Information. 

 

The FY 2008 SHSP Guidance and Application Kit defines four broad categories of 
allowable planning costs. Following are examples for each of the categories. 

 

 Developing scenario plans that incorporate the range of prevention, protection, 
response, and recovery activities for a scenario 


 

 Developing and implementing homeland security support programs and adopting 
DHS national initiatives including but not limited to the following: 


 

o Implementing the National Preparedness Guidelines 
o Costs associated with the adoption, implementation and adherence to 
NIMS compliance requirements; including implementing the NIMS 
National Credentialing Framework. 
o Modifying existing incident management and EOPs to ensure proper 
alignment with the NRF coordinating structures, processes, and protocols 
o Establishing or enhancing mutual aid agreements 
o Developing communications and interoperability protocols and solutions 
o Conducting local, regional, and Tribal program implementation meetings 
o Developing or updating resource inventory assets in accordance to typed 
resource definitions issued by the NIMS Integration Center (NIC) 
o Designing geospatial data systems 
o Conducting public education and outreach campaigns, including 
promoting individual, family and business emergency preparedness; alerts 
and warnings education; and evacuation plans as well as IED or bombing 
prevention awareness 


 

 Developing related terrorism prevention activities including: 


 

o Developing law enforcement prevention activities, to include establishing 
and/or enhancing a fusion center 
o Hiring an IT specialist to plan, develop, and implement the IT applications 
necessary for a fusion center 
o Developing and planning for information/intelligence sharing groups 



4 The SAA should examine current bombing prevention and explosive device response capabilities as an 
import risk reduction activity. An explosive devise recognition capability analysis can assist in determining 
their opportunities for increasing the capability to execute steady state and threat initiated tasks to prevent 
and respond to a bombing incident. 

 

o Hiring contractors and consultants to make recommendations on the 
development of a fusion center 
o Integrating and coordinating private sector participation with fusion center 
activities 
o Acquiring systems allowing connectivity to State, local, and Federal data 
networks, such as the National Crime Information Center (NCIC) and 
Integrated Automated Fingerprint Identification System (IAFIS), as 
appropriate 
o Planning to enhance security during heightened alerts, during terrorist 
incidents, and/or during mitigation and recovery 
o Multi-discipline preparation across first responder community, including 
EMS for response to catastrophic events and acts of terrorism 
o Public information/education: printed and electronic materials, public 
service announcements, seminars/town hall meetings, web postings 
coordinated through local Citizen Corps Councils 
o Citizen Corps volunteer programs and other activities to strengthen citizen 
participation 
o Conducting public education campaigns, including promoting individual, 
family and business emergency preparedness; promoting the Ready 
campaign; and/or creating tribal emergency preparedness efforts that 
build upon the Ready campaign 
o Evaluating CIP security equipment and/or personnel requirements to 
protect and secure sites 
o CIP cost assessments, including resources (e.g., financial, personnel) 
required for security enhancements/deployments 
o Multi-Jurisdiction Bombing Prevention Plans (MJBPP)4 
o Underwater Terrorist Protection Plans 





 Developing and enhancing plans and protocols, including but not limited to: 


 

o Developing or enhancing EOPs and operating procedures 
o Developing terrorism prevention/deterrence plans 
o Developing plans, procedures, and requirements for the management of 
infrastructure and resources related to SHSP and implementation of tribal 
Homeland Security Strategies 
o Developing or enhancing border security plans 
o Developing or enhancing cyber security plans 
o Developing or enhancing cyber risk mitigation plans 
o Developing or enhancing agriculture/food security risk mitigation, 
response, and recovery plans 



o Developing public/private sector partnership emergency response, 
assessment, and resource sharing plans 
o Developing or enhancing plans to engage and interface with, and to 
increase the capacity of, private sector/non-governmental entities working 
to meet the human service response and recovery needs of victims 
o Developing or updating local or regional communications plans 
o Developing plans to support and assist special needs jurisdictions, such 
as port authorities and rail and mass transit agencies 
o Developing or enhancing continuity of operations and continuity of 
government plans 
o Developing or enhancing existing catastrophic incident response and 
recovery plans to include and integrate Federal assets provided under the 
NRF 
o Developing or enhancing evacuation plans 
o Developing or enhancing citizen surge capacity 
o Developing or enhancing plans for donations and volunteer management 
and the engagement/integration of private sector/non-governmental 
entities in preparedness, response, and recovery activities 
o Developing or enhancing Bombing Prevention Plans 
o Developing school preparedness plans 
o Ensuring jurisdiction EOPs adequately address warnings, emergency 
public information, evacuation, mass care, resource management from 
non-governmental sources, unaffiliated volunteer and donations 
management, and volunteer resource integration to support each 
Emergency Support Function, to include appropriate considerations for 
special needs populations 
o Developing and implementing civil rights, civil liberties and privacy 
policies, procedures, and protocols 
o Designing and developing geospatial data systems 


 

 Developing or conducting assessments, including but not limited to: 


 

o Conducting point vulnerability assessments at critical infrastructure 
sites/key assets and develop remediation/security plans 
o Developing border security operations plans in coordination with CBP 
o Developing, implementing, and reviewing Area Maritime Security Plans for 
ports, waterways, and coastal areas 
o Updating and refining threat matrices 
o Conducting cyber risk and vulnerability assessments 
o Conducting assessments and exercising existing catastrophic incident 
response and recovery plans and capabilities to identify critical gaps that 
cannot be met by existing tribal resources 
o Conducting Bombing Prevention Capability Analysis 
o Activities that directly support the identification of specific catastrophic 
incident priority response and recovery projected needs across disciplines 



(e.g. law enforcement, fire, EMS, public health, behavioral health, public 
works, agriculture, information technology, and citizen preparedness) 
o Activities that directly support the identification of pre-designated 
temporary housing sites 
o Conducting community assessments, surveys, and research of 
vulnerabilities and resource needs, and determine citizen education and 
participation to meet the needs 
o Conducting Citizen Corps program assessments and evaluations, citizen 
preparedness surveys, volunteer impact studies, and cost/benefit analysis 
o Soft target security planning (public gatherings) 


 

A. Training Information and Requirements. 

 

1. Training Information Reporting System (Web-Forms). Web-Forms is an 
electronic form/data management system built to assist the tribe with the reporting of 
State and Federal sponsored training information. Web-Forms can be accessed 
through the FEMA Toolkit located at http://www.firstrespondertraining.gov/admin. 

 

2. Types of training. FEMA facilitates a number of different training sources: 

 

 FEMA Provided Training: These courses or programs are developed for and/or 
delivered by institutions and organizations funded directly by FEMA. This 
includes the Center for Domestic Preparedness (CDP), the National Domestic 
Preparedness Consortium (NDPC), the Rural Domestic Preparedness 
Consortium (RDPC), National Emergency Training Center (National Fire 
Academy and the Emergency Management Institute), and FEMA Training 
Partners funded through the Continuing and Demonstration Training grant 
programs. 
 Training Not Provided by FEMA: These courses are either State sponsored or 
Federal sponsored, coordinated and approved by the SAA or their designated 
Training Point of Contact (TPOC), and fall within the FEMA mission scope to 
prepare State and local personnel to prevent, protect against, respond to, and 
recover from acts of terrorism or catastrophic events. 
 State Sponsored Courses: These courses are developed for and/or delivered 
by institutions or organizations other than Federal entities or FEMA and are 
sponsored by the State or their designated TPOC. 
 Approved State Sponsored Course Catalog: This catalog lists State/Territory 
sponsored courses that fall within the FEMA mission scope and have been 
approved through the FEMA course review and approval process. An updated 
version of this catalog can be accessed at 
http://www.firstrespondertraining.gov/odp_webforms. 
 Federal Sponsored Courses: This catalog lists courses developed for and/or 
delivered by institutions funded by Federal entities other than FEMA. 
 Approved Federal Sponsored Course Catalog: This catalog lists Federal-
sponsored courses that fall within the FEMA mission scope, and have been 
approved through the FEMA course review and approval process. An updated 



version of this catalog can be accessed at 
http://www.firstrespondertraining.gov/odp_webforms. 


 

a. FEMA Provided Training. FEMA funds the direct delivery of a variety of classes 
that States can request to meet training needs. These classes are listed in the FEMA 
approved course catalog listed at http://www.firstrespondertraining.gov/odp_webforms. 

 

Each FEMA Training Partner should contact the SAA or designated TPOC for locations 
within the State that are appropriate for the training. When the direct delivery funds are 
exhausted, the Training Partner can continue to offer the classes to the States through 
one of two methodsthe Cooperative Training Outreach Program (CO-OP) or the 
Excess Delivery Acquisition Program (EDAP). 

 

The FEMA CO-OP has been reworked and renamed as the Voluntary Training 
Enhancement Program (VTEP). VTEP is a voluntary program designed to increase 
flexibility for States and Territories while enhancing FEMAs training delivery capability 
and complementing the current training partner pool. Funding from previous fiscal 
years may be used to support a State, Territory, Urban Area, or tribes implementation 
of this program. 

 

EDAP allows a FEMA Training Partner to charge for a course delivery when the Federal 
grant that developed the program is completed or more deliveries of a requested class 
are needed than the grant funds can accommodate. This cost per class is approved by 
FEMA so that States pay for the cost of instruction only, not the curriculum development 
costs that were paid by FEMA training grant funds. SHSP funds can be used to pay for 
the delivery of these classes within a State at the request of the SAA/TPOC. 

 

b. Attending Training Not Provided by FEMA (State or Federal Sponsored 
Courses). Tribes are not required to request approval from FEMA for personnel to 
attend training not provided by FEMA (State or Federal-sponsored courses) provided 
that the training is coordinated with and approved by the TPOC and falls within the 
FEMA mission scope and the jurisdictions EOP and Strategy of preparing State and 
local personnel or citizens to prevent, protect against, respond to, and recover from acts 
of terrorism or catastrophic events. 

 

Tribes are required, within 30 days after attendance, to submit information through the 
TPOC via Web-Forms on all training not provided by FEMA, but supported with SHSP 
funds. This information will consist of course title, course description, mission area, 
level of training, the training provider, the date of the course, the number and associated 
disciplines of the individuals, and the sponsoring jurisdiction. Tribes intending to use 
FEMA funds to support attendance at training not provided by FEMA must ensure these 
courses: 

 

 Fall within the FEMA mission scope to prepare tribal personnel to prevent, 
protect against, respond to, and recover from acts of terrorism and catastrophic 
events 



 Build additional capabilities that a) support a specific training need identified by 
the tribe, and b) comport with the tribal Homeland Security Strategy 
 Address specific tasks and/or competencies articulated in FEMAs Emergency 
Responder Guidelines and the Homeland Security Guidelines for Prevention and 
Deterrence 
 Address specific capabilities and related tasks articulated in the September 2006 
version of the TCL, available through LLIS 
 Support the specific program training activities identified in SHSP for which the 
funding will be used 
 Comport with all applicable Federal, State, and local regulations, certifications, 
guidelines, and policies deemed appropriate for the type and level of training 


 

In support of the continuing efforts to build common catalogs of approved training not 
provided by FEMA, the TPOC will be allowed three deliveries of the same course within 
a tribe before the course is required to go through the FEMA State course review and 
approval process. Additional course deliveries will be authorized during the review 
period. However, if the course is disapproved as part of the process, no additional 
FEMA funds can be dedicated to attending the course. 

 

c. State and Federal-Sponsored Course Catalogs. Courses approved by FEMA will 
be added to either the approved State Sponsored Course Catalog or the Federal 
Sponsored Course Catalog. Courses identified within these catalogs may be attended 
on an unlimited basis within any State/Territory as long as the training is coordinated 
and approved by the SAA/TPOC. A full description of the FEMA Course Development, 
Review, and Approval Process, as well as the approved course catalogs, can be found 
at http://www.firstrespondertraining.gov/odp_webforms. 

FEMA will respond to the initial request for review within 15 days with one of the 
following outcomes: 

 Course concept is approved as consistent with the State plan and the State 
should submit the full course package for subject matter expert review and 
comment. 
 Course concept is disapproved as inconsistent with State plan, FEMA guidance, 
or is exactly the same as another course in the catalog (no need for another 
approval, refer to the curriculum already developed and approved). 


 

At any time, the SAA/TPOC (for State-sponsored courses) or the Federal Agency POC 
(for Federal sponsored courses) may request the addition of a course to the 
corresponding approved catalog by submitting the associated Web-Form (i.e., Request 
for Addition to the Approved State-Sponsored Catalog) for review. If a class on the 
same subject is already in the catalog, the submitting State should provide 
documentation as to why the course is unique, after contacting the owner(s) of the other 
courses to review the curriculum. This step is required to avoid unnecessary duplication 
of similar courses in the catalog, allow States to share course development costs, 
permit all States to have access to new or unique courses developed by other 
providers, and allow States to direct their training dollars to delivery rather than 
development. If it is determined that the proposed course meets the above listed 


criteria, the providing entity (SAA/TPOC or Federal Agency POC) will be invited to 
submit the Course Review and Approval Request Form along with all supporting 
training materials. 

 

For further information on developing courses using the instructional design 
methodology and tools that can facilitate the process, SAAs and TPOCs are 
encouraged to review the FEMA Strategy for Blended Learning and access the 
Responder Training Development Center available at 
http://www.firstrespondertraining.gov/admin. 

 

FEMA funds must be used to supplement, not supplant, existing funds that have been 
appropriated for the same purpose. FEMA will conduct periodic reviews of all State, 
Territory, Urban Area, and tribal training funded by FEMA. These reviews may include 
requests for all course materials and physical observation of, or participation in, the 
funded training. If these reviews determine that courses are outside the scope of this 
guidance, grantees will be asked to repay grant funds expended in support of those 
efforts. 

 

States and Territories are required to conduct an annual Training and Exercise Plan 
Workshop to identify key priorities and major events over a multi-year time frame and to 
align training and exercises in support of those priorities; tribes should be engaged with 
their State counterparts in this initiative. A Multi-year Training and Exercise Plan will be 
produced from the Training and Exercise Plan Workshop to include the States training 
and exercise priorities, associated training and exercise capabilities, and a multi-year 
training and exercise schedule. Further guidance concerning the Multi-year Training 
and Exercise Plan can be found in the Exercises discussion in Appendix C. 

 

3. Allowable Training Costs. 

 

Allowable training-related costs include, but are not limited to, the following: 

 

 Funds used to develop, deliver, and evaluate training, including costs related 
to administering the training, planning, scheduling, facilities, materials and 
supplies, reproduction of materials, and equipment. 
 Overtime and Backfill costs, as defined in this guidance, associated with 
attending or teaching FEMA-sponsored and/or approved training courses and 
programs are allowed. These costs are allowed only to the extent the payment 
for such services is in accordance with the policies of the tribe. In no case is dual 
compensation allowable. That is, an employee of a unit of government may not 
receive compensation from both their unit or agency of government AND from an 
award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though such 
work may benefit both activities. Further, overtime costs associated with 
employees who participate in training in a teaching role for which they are 
compensated are not allowed. Fringe benefits on overtime hours are limited to 
Federal Insurance Contributions Act (FICA), Workers Compensation and 
Unemployment Compensation. 



 Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses 
by employees who are on travel status for official business related to approved 
training. 
 Hiring of Full or Part-Time Staff or Contractors/Consultants to support 
training-related activities. Payment of salaries and fringe benefits must be in 
accordance with the policies of the tribe. Such costs must be included within the 
funding allowed for program management personnel expenses, which must not 
exceed 15 percent of the total allocation as specified in section E.6. In no case is 
dual compensation allowable (see above). 
 Certification/Recertification of Instructors is an allowable cost. Tribes are 
encouraged to follow the FEMA Instructor Quality Assurance Program to ensure 
a minimum level of competency and corresponding levels of evaluation of 
student learning. This is particularly important for those courses that involve 
training of trainers. This information is contained in an information bulletin issued 
in October 2006. 


 

C. Exercise Requirements. 

 

1. Training and Exercise Plan Workshop. States and Urban Areas are required to 
conduct an annual Training and Exercise Plan Workshop (T&EPW); tribes should be 
engaged with their State counterparts in this initiative. A Multi-year Training and 
Exercise Plan must be produced from the T&EPW and submitted to the States 
respective Exercise Manager and FEMA Headquarters Program Analyst. This plan must 
be updated annually. 

 

The Training and Exercise Plan will include the States training and exercise priorities, 
associated capabilities, and a multi-year training and exercise schedule. The schedule 
must be submitted within 60 days of the workshop and should reflect all exercises that 
are being conducted throughout the State. All scheduled exercises must be entered 
through the National Exercise Schedule (NEXS) Application, which is located on the 
HSEEP website. A template of the Multi-year Training and Exercise Plan can be found 
in HSEEP Volume IV. 

 

States must complete a cycle of exercise activity during the period of this grant. States 
and Urban Areas are encouraged to use exercises as an opportunity to meet the 
requirements of multiple exercise programs. To this end, grantees are encouraged to 
invite representatives/planners involved with other Federally-mandated or private 
exercise activities. States and Urban Areas are encouraged to share, at a minimum, the 
multi-year training and exercise schedule with those departments, agencies, and 
organizations included in the plan. 

 

Further guidance concerning Training and Exercise Plan Workshops can be found in 
the HSEEP Volumes. 

 

2. Exercise Scenarios. The scenarios used in SHSP -funded exercises must be 
based on homeland security plans. Acceptable scenarios include: chemical, biological, 


radiological, nuclear, explosive, cyber, agricultural and natural or technological 
disasters. Exercise scenarios must be catastrophic in scope and size, as defined by the 
National Response Framework. 

 

The scenarios used in SHSP -funded exercises must focus on validating existing 
capabilities and must be large enough in scope and size to exercise multiple tasks and 
warrant involvement from multiple jurisdictions and disciplines and non-governmental 
organizations. Exercise scenarios should also be based on the Multi-year Training and 
Exercise Plan. 

 

3. Models, Simulations and Games (MS&G). Grantees who wish to expend funds on 
models, simulations, or games (MS&G) must consult with Review of Models, 
Simulations, and Games for Domestic Preparedness Training and Exercising, Volume 
III, which provides an overview and analysis of existing models, simulations, and 
games. Grantees can also consult with the MS&G Decision Support System, which 
automates the aforementioned report into a searchable database. Both the report and 
system are available through the HSEEP website. 

 

4. Special Event Planning. If a tribe will be hosting an upcoming special event (e.g., 
Super Bowl, G-8 Summit); they anticipate participating in a Tier 2 National-Level 
Exercise as defined by the National Exercise Program Implementation Plan (NEP I-
Plan); or they anticipate that they will apply to be a venue for a Tier 1 National-Level 
Exercise, as defined by the I-Plan, they should plan to use SHSP funding to finance 
training and exercise activities in preparation for that event. Tribes should also consider 
exercises at major venues (e.g., arenas, convention centers) that focus on evacuations, 
communications, and command and control. States should also anticipate participating 
in at least one Regional Exercise annually; tribes should be engaged with their State 
counterparts in this initiative. States must include all confirmed or planned special 
events in the Multi-year Training and Exercise Plan. 

 

5. Exercise Evaluation. All exercises will be performance-based and evaluated. An 
After-Action Report/Improvement Plan (AAR/IP) will be prepared and submitted to 
FEMA within 60 days, following every exercise, regardless of type or scope. AAR/IPs 
must conform to the HSEEP format, should capture objective data pertaining to exercise 
conduct, and must be developed based on information gathered through Exercise 
Evaluation Guides (EEGs) found in HSEEP Volume IV. All applicants are encouraged 
to use the Lessons Learned Information Sharing System (LLIS.gov) as a source for 
lessons learned and to exchange best practices. 

 

6. Self-Sustaining Exercise Programs. States are expected to develop a self-
sustaining exercise program; tribes should be engaged with their State counterparts in 
this initiative. A self-sustaining exercise program is one that is successfully able to 
implement, maintain, and oversee the Multi-year Training and Exercise Plan, including 
the development and delivery of SHSP-funded exercises. The program must utilize a 
multi-disciplinary approach to the development and delivery of exercises, and build 
upon existing plans, training, and equipment. 


 

7. Role of Non-Governmental Entities in Exercises. Non-governmental 
participation in all levels of exercises is strongly encouraged. Leaders from non-
governmental entities should be included in the planning, conduct, and evaluation of an 
exercise. State, local, and tribal jurisdictions are encouraged to develop exercises that 
test the integration and use of non-governmental resources provided by non-
governmental entities, defined as the private sector and private non-profit, faith-based, 
community, volunteer and other non-governmental organizations. Non-governmental 
participation in exercises should be coordinated with the local Citizen Corps Council(s). 

 

D. Allowable Exercise Costs. 

 

Allowable exercise-related costs include: 

 

 Funds Used to Design, Develop, Conduct and Evaluate an Exercise  
Includes costs related to planning, meeting space and other meeting costs, 
facilitation costs, materials and supplies, travel, and documentation. 
 Hiring of Full or Part-Time Staff or Contractors/Consultants  Full or part-
time staff may be hired to support exercise-related activities. Such costs must be 
included within the funding allowed for program management personnel 
expenses, which must not exceed 15 percent of the total allocation. The 
applicant's formal written procurement policy or the Federal Acquisition 
Regulations (FAR)  whichever is more stringent  must be followed. In no case 
is dual compensation allowable. 
 Overtime and Backfill  Overtime and backfill costs associated with the design, 
development, and conduct of exercises are allowable expenses. These costs 
are allowed only to the extent the payment for such services is in accordance 
with the policies of the state or unit(s) of local government and has the approval 
of the state or the awarding agency, whichever is applicable. In no case is dual 
compensation allowable (see above). Fringe benefits on overtime hours are 
limited to FICA, Workers Compensation and Unemployment Compensation. 
 Travel  Travel costs are allowable as expenses by employees who are on travel 
status for official business related to the planning and conduct of exercise 
project(s). 
 Supplies  Supplies are items that are expended or consumed during the course 
of the planning and conduct of the exercise project(s) (e.g., copying paper, 
gloves, tape, non-sterile masks, and disposable protective equipment). 
 Other Items  These costs include the rental of space/locations for exercise 
planning and conduct, rental of equipment (e.g., portable toilets, tents), food, 
refreshments, gasoline, exercise signs, badges, etc. 


 

E. Unauthorized Exercise Costs. 

 

Unauthorized exercise-related costs include: 

 


 Reimbursement for the maintenance and/or wear and tear costs of general use 
vehicles (e.g., construction vehicles) and emergency response apparatus (e.g., 
fire trucks, ambulances). 
 Equipment that is purchased for permanent installation and/or use, beyond the 
scope of exercise conduct (e.g., electronic messaging signs). 


 

F. Allowable Planning, Training, and Exercise Examples Specific to Law 
Enforcement Terrorism Prevention-oriented Activities 


 

Planning Activity Examples 

 

Establishment / Enhancement of Fusion Centers 

 Hiring an IT specialist to plan, develop, and implement the IT applications 
necessary for the fusion center 
 Developing and planning for information/intelligence sharing groups 
 Hiring contractors and consultants to make recommendations on the 
development of the fusion center 


 

Other Allowable Planning Activity Examples 

 Conducting point vulnerability analyses and assessments 
 Soft target security planning (public gatherings) 
 Developing border security operations plans in coordination with CBP 
 Developing, implementing, and reviewing Area Maritime Security Plans for ports, 
waterways, and coastal areas 
 Updating and refining threat matrices 
 Integrating and coordinating private sector participation with fusion center 
activities 
 Developing and implementing civil rights, civil liberties and privacy policies, 
procedures, and protocols. 
 Acquiring systems allowing connectivity to State, local, and Federal data 
networks, such as the National Crime Information Center (NCIC) and Integrated 
Automated Fingerprint Identification System (IAFIS), as appropriate 
 Designing and developing geospatial data systems 
 Costs associated with the adoption, implementation and adherence to NIMS 
compliance requirements; including implementing the NIMS National 
Credentialing Framework. 
 Integrating and coordinating private sector participation with fusion center 
activities 


 

Training Activity Examples 

Law enforcement terrorism prevention protection-oriented funds may be used for a 
range of law enforcement terrorism prevention related training activities to enhance the 
capabilities of tribal personnel, including the following: 

 

Establishment / Enhancement of Fusion Centers 


 

Grant funds may be used to support intelligence analyst training in the following 
manners: 

 

 Participation in DHS approved intelligence analyst training: Tribes wishing 
to develop or sponsor intelligence analyst courses for a national audience should 
submit courses to FEMA for review and approval in accordance with the process 
outlined in Parts VI and VII of this guidance document. The list of approved 
courses will be constantly updated and can be accessed in the FEMA catalog at 
http://www.firstrespondertraining.gov/odp_webforms. 


 

 Limited participation in non-FEMA approved intelligence analyst training: 
Tribes may send students to attend non-approved intelligence analysis courses 
for up to three offerings in accordance with the training process outlined in Parts 
VI and VII of this guidance document. 


 

A certificate of completion of all intelligence analyst training must be on file with the 
tribal grantee and must be made available to FEMA Headquarters Program Analysts 
upon request upon the hiring of personnel. 

 

Additional Allowable Training Activities 

Allowable costs include training courses that focus on: 

 Building information sharing capacities (especially among law enforcement, non-
law enforcement, other government agencies, and the private sector) 
 Methods of target hardening 
 Facility law enforcement security personnel, to include facilities, vessels and 
ports 
 CBRNE, agriculture, and cyber threats 
 History of terrorism and social environments contributing to threats 
 Surveillance and counter-surveillance techniques 
 Privacy, civil rights, and civil liberties regulations, policies, procedures, and 
protocols 
 Critical Infrastructure Protection training, to include identifying/assessing critical 
infrastructure assets, vulnerabilities, and threats 
 Cyber/agriculture/food security threats recognition and protective measures 
training 
 Cultural awareness training for community engagement activities and undercover 
operations related to terrorist organizations 
 Languages, such as Arabic, Urdu, or Farsi, which are spoken by known terrorists 
and terrorist organizations 
 Joint training with other homeland security entities (e.g., U.S. Secret Service, 
CBP) 
 Use of interoperable communications equipment 
 Collection, analysis, mapping, integration, and dissemination of geospatial data 
and imagery 



 Geospatial database use, design, development, and management training 
 Volunteer participation to support law enforcement and community policing 
activities related to increased citizen awareness of terrorism activities, to include 
the Volunteers in Police Service and Neighborhood Watch programs 


 

Exercise Activity Examples 

Law enforcement terrorism prevention-oriented funds may be used to design, develop, 
conduct, and evaluate terrorism prevention-related exercises, including the following: 

 

 Exercises to evaluate the effectiveness of information sharing plans, policies, 
procedures, and protocols 
 Exercises to evaluate NIMS implementation. This includes costs associated with 
exercising components of the NIMS National Credentialing Framework. 
 Exercises to evaluate facility and/or vessel security protection 
 Exercises to evaluate area maritime security protection 
 Exercises to evaluate threat recognition capabilities 
 Exercises to evaluate cyber security capabilities 
 Exercises to evaluate agricultural/food security capabilities 
 Exercises to evaluate prevention readiness and techniques 
 Red Team (force on force) exercises 
 Interoperable communications exercises 
 Critical infrastructure vulnerability, protection, and/or attack exercises 


 

Where practical, these exercises should involve the public sector, non-governmental 
partners, trained citizen volunteers, and the general public. Tribal governments should 
work with their Citizen Corps Councils to include volunteers from programs such as 
Volunteers in Police Service, Neighborhood Watch, and the general public. 


APPENDIX D. 
INVESTMENT JUSTIFICATION 

 

 

Investment Justification Overview. 

 

As part of the FY 2008 SHSP application process, applicants must develop a formal 
Investment Justification that addresses each initiative being proposed for funding. 
These Investment Justifications must demonstrate how proposed projects address gaps 
and deficiencies in current programs and capabilities. The Investment Justification must 
demonstrate the ability to provide enhancements consistent with the purpose of the 
program and guidance provided by FEMA. Applicants must ensure that the Investment 
Justification is consistent with all applicable requirements outlined in this application kit. 
Please see the FY 2008 SHSP Tribal Investment Justification Reference Guide for more 
information. 

 

 

 

 


APPENDIX E. 
FY 2008 SHSP APPLICATION REQUIREMENTS 

 

The following steps must be completed using the on-line www.grants.gov system to 
ensure a successful application submission. 

 

1. Provide a copy of the application to the State. Eligible tribes are required to 
submit a copy of their application for SHSP funds to each State within which any 
part of the tribe is located for review before the tribe submits it to 
http://www.grants.gov. 
2. Application via grants.gov. FEMA participates in the Administrations e-
government initiative. As part of that initiative, all applicants must file their 
applications using the Administrations common electronic storefront -- 
grants.gov. Eligible tribes must apply for funding through this portal, accessible 
on the Internet at http://www.grants.gov. 


 

3. Application deadline. Completed Applications must be submitted to grants.gov 
no later than 11:59 PM EDT, May 1, 2008. 


 

4. Valid Central Contractor Registry (CCR) Registration. The application 
process also involves an updated and current registration by the applicant. 
Eligible applicants must confirm CCR registration at http://www.ccr.gov, as well 
as apply for funding through grants.gov. 


 

5. On-line application. The on-line application must be completed and submitted 
using grants.gov after CCR registration is confirmed. The on-line application 
includes the following required forms and submissions: 


 

 Investment Justification Report from the Grants Reporting Tool (see 
Section 1 above for more information) 
 Standard Form 424, Application for Federal Assistance 
 Standard Form 424B Assurances 
 Standard Form LLL, Disclosure of Lobbying Activities 
 Standard Form 424A, Budget Information 
 Certification Regarding Debarment, Suspension, and Other Responsibility 
Matters 
 Any additional Required Attachments 


 

The program title listed in the Catalog of Federal Domestic Assistance (CFDA) is 
Homeland Security Grant Program. The CFDA number is 97.067. When 
completing the on-line application, applicants should identify their submissions as new, 
non-construction applications. 

 


6. Award Period of Performance. The period of performance is 36 months. 
Extensions to the period of performance will be considered only through formal 
requests to FEMA with specific and compelling justifications why an extension is 
required. 


 

7. DUNS number. The applicant must provide a Dun and Bradstreet Data 
Universal Numbering System (DUNS) number with their application. This 
number is a required field within grants.gov and for CCR Registration. Eligible 
tribal applicants should verify that they have a DUNS number, or take the 
steps necessary to obtain one as soon as possible, as the registration 
process may take a number of days for completion. Applicants can receive a 
DUNS number at no cost by calling the dedicated toll-free DUNS Number 
request line at (800) 333-0505. 


 

8. Single Point of Contact (SPOC) review. Executive Order 12372 requires 
applicants from eligible tribes to submit a copy of the application to the State 
SPOC. Applicants must contact their SPOC to determine if the program has 
been selected for review. Executive Order 12372 can be referenced at 
http://www.archives.gov/federal-register/codification/executive-order/12372.html. 


 

9. Standard financial requirements. 


 

9.1 -- Non-supplanting certification. This certification affirms that grant funds 
will be used to supplement existing funds, and will not replace (supplant) funds 
that have been appropriated for the same purpose. Applicants or grantees may 
be required to supply documentation certifying that a reduction in non-Federal 
resources occurred for reasons other than the receipt or expected receipt of 
Federal funds. 

 

9.2 -- Assurances. Assurances forms (SF-424B and SF-424D) can be 
accessed at http://www07.grants.gov/agencies/approved_standard_forms.jsp. It 
is the responsibility of the recipient of the Federal funds to understand fully and 
comply with these requirements. Failure to comply may result in the withholding 
of funds, termination of the award or other sanctions. The applicant will be 
agreeing to these assurances upon the submission of the application. 

 

9.3 -- Certifications regarding lobbying, debarment, suspension, other 
responsibility matters and the drug-free workplace requirement. This 
certification, which is a required component of the on-line application, commits 
the applicant to compliance with the certification requirements under 44 CFR part 
17, Government-wide Debarment and Suspension (Non-procurement)and 
Government-wide Requirements for Drug-Free Workplace (Grants); 44 CFR part 
18, New Restrictions on Lobbying. All of these can be referenced at 
http://www.access.gpo.gov/nara/cfr/waisidx_07/44cfrv1_07.html 

http://www.access.gpo.gov/nara/cfr/waisidx_00/44cfrv1_00.html

 


Having met all application requirements, applications will be evaluated through the peer 
review process for completeness, adherence to programmatic guidelines, feasibility, 
and how well the proposed Investment addresses the identified need(s) or capability 
shortfall(s). The Investment Justification requires narrative on strategic alignment, 
funding plan, milestones, project management, potential challenges, impact, and 
sustainability for each proposal. This information will be used to evaluate the 
anticipated effectiveness of all proposed Investments. Investment Justification 
questions and scoring criteria are included in State Homeland Security Program, Tribal 
Investment Justification Reference Guide. 

 

10. Technology requirements. 


 

10.1 -- National Information Exchange Model (NIEM). FEMA requires all 
grantees to use the latest NIEM specifications and guidelines regarding the use 
of Extensible Markup Language (XML) for all SHSP awards. Further information 
about the required use of NIEM specifications and guidelines is available at 
http://www.niem.gov. 

 

10.2 --Geospatial Guidance. Geospatial technologies capture, store, analyze, 
transmit, and/or display location-based information (i.e., information that can be 
linked to a latitude and longitude). FEMA encourages grantees to align any 
geospatial activities with the guidance available on the FEMA website at 
http://www.fema.gov/grants. 

 

10.3 -- 28 C.F.R. Part 23 guidance. FEMA requires that any information 
technology system funded or supported by SHSP funds comply with 28 C.F.R. 
Part 23, Criminal Intelligence Systems Operating Policies, if this regulation is 
determined to be applicable. 

 

11. Administrative requirements. 


 

11.1 -- Freedom of Information Act (FOIA). FEMA recognizes that much of the 
information submitted in the course of applying for funding under this program or 
provided in the course of its grant management activities may be considered law 
enforcement sensitive or otherwise important to national security interests. While 
this information under Federal control is subject to requests made pursuant to the 
Freedom of Information Act (FOIA), 5. U.S.C. 552, all determinations 
concerning the release of information of this nature are made on a case-by-case 
basis by the FEMA FOIA Office, and may likely fall within one or more of the 
available exemptions under the Act. The applicant is encouraged to consult its 
own State and local laws and regulations regarding the release of information, 
which should be considered when reporting sensitive matters in the grant 
application, needs assessment and strategic planning process. The applicant 
may also consult FEMA regarding concerns or questions about the release of 
information under State and local laws. The grantee should be familiar with the 
regulations governing Sensitive Security Information (49 CFR Part 1520), as it 


may provide additional protection to certain classes of homeland security 
information. 

 

11.2 -- Protected Critical Infrastructure Information (PCII). The PCII 
Program, established pursuant to the Critical Infrastructure Information Act of 
2002 (CII Act), created a new framework, which enables State, local, and tribal 
jurisdictions and members of the private sector voluntarily to submit sensitive 
information regarding critical infrastructure to DHS. The Act also provides 
statutory protection for voluntarily shared CII from public disclosure and civil 
litigation. If validated as PCII, these documents can only be shared with 
authorized users who agree to safeguard the information. 

 

PCII accreditation is formal recognition that the covered government entity has 
the capacity and capability to receive and store PCII. DHS encourages all tribes 
to pursue PCII accreditation. Accreditation activities include signing an MOA with 
DHS, appointing a PCII Officer, and implementing a self-inspection program. For 
additional information about PCII or the accreditation process, please contact the 
DHS PCII Program Office at pcii-info@dhs.gov. 

 

11.3 -- Compliance with Federal civil rights laws and regulations. The 
grantee is required to comply with Federal civil rights laws and regulations. 
Specifically, the grantee is required to provide assurances as a condition for 
receipt of Federal funds that its programs and activities comply with the following: 

 

 Title VI of the Civil Rights Act of 1964, as amended, 42. U.S.C. 2000 et. 
seq.  no person on the grounds of race, color or national origin will be 
excluded from participation in, be denied the benefits of, or be otherwise 
subjected to discrimination in any program or activity receiving Federal 
financial assistance. More information can be found at 
http://usinfo.state.gov/usa/infousa/laws/majorlaw/civilr19.htm. 


 

 Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794 
 no qualified individual with a disability in the United States, shall, by 
reason of his or her disability, be excluded from the participation in, be 
denied the benefits of, or otherwise be subjected to discrimination in any 
program or activity receiving Federal financial assistance. More 
information can be found at 
http://www.section508.gov/index.cfm?FuseAction=Content&ID=15. 


 

 Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 
1681 et. seq.  discrimination on the basis of sex is eliminated in any 
education program or activity receiving Federal financial assistance. More 
information can be found at http://www.usdoj.gov/crt/cor/coord/titleix.htm. 


 

 The Age Discrimination Act of 1975, as amended, 20 U.S.C. 6101 et. seq. 
 no person in the United States shall be, on the basis of age, excluded 



from participation in, denied the benefits of or subjected to discrimination 
under any program or activity receiving Federal financial assistance. 


 

Grantees must comply with all regulations, guidelines, and standards adopted 
under the above statutes. The grantee is also required to submit information, as 
required, to the DHS Office for Civil Rights and Civil Liberties concerning its 
compliance with these laws and their implementing regulations. 

 

11.4 -- Services to limited English proficient (LEP) persons. Recipients of 
FEMA financial assistance are required to comply with several Federal civil rights 
laws, including Title VI of the Civil Rights Act of 1964, as amended. These laws 
prohibit discrimination on the basis of race, color, religion, natural origin, and sex 
in the delivery of services. National origin discrimination includes discrimination 
on the basis of limited English proficiency. To ensure compliance with Title VI, 
recipients are required to take reasonable steps to ensure that LEP persons have 
meaningful access to their programs. Meaningful access may entail providing 
language assistance services, including oral and written translation, where 
necessary. The grantee is encouraged to consider the need for language 
services for LEP persons served or encountered both in developing their 
proposals and budgets and in conducting their programs and activities. 
Reasonable costs associated with providing meaningful access for LEP 
individuals are considered allowable program costs. For additional information, 
see http://www.lep.gov. 

 

11.5 -- Integrating individuals with disabilities into emergency planning. 
Section 504 of the Rehabilitation Act of 1973, as amended, prohibits 
discrimination against people with disabilities in all aspects of emergency 
mitigation, planning, response, and recovery by entities receiving financial from 
FEMA. In addition, Executive Order #13347, entitled "Individuals with Disabilities 
in Emergency Preparedness" signed in July 2004, requires the Federal 
Government to support safety and security for individuals with disabilities in 
situations involving disasters, including earthquakes, tornadoes, fires, floods, 
hurricanes, and acts of terrorism. Executive Order 13347 requires the federal 
government to, among other things, encourage consideration of the needs of 
individuals with disabilities served by State, local, and tribal governments in 
emergency preparedness planning. 

 

FEMA has several resources available to assist emergency managers in 
planning and response efforts related to people with disabilities and to ensure 
compliance with Federal civil rights laws: 

 

 Guidelines for Accommodating Individuals with Disabilities in 
Disaster: The Guidelines synthesize the array of existing accessibility 
requirements into a user friendly tool for use by response and recovery 
personnel in the field. The Guidelines are available at 
http://www.fema.gov/oer/reference/. 



 

 Disability and Emergency Preparedness Resource Center: A web-
based Resource Center that includes dozens of technical assistance 
materials to assist emergency managers in planning and response efforts 
related to people with disabilities. The Resource Center is available at 
http://www.disabilitypreparedness.gov. 


 

 Lessons Learned Information Sharing (LLIS) resource page on 
Emergency Planning for Persons with Disabilities and Special 
Needs: A true one-stop resource shop for planners at all levels of 
government, non-governmental organizations, and private sector entities, 
the resource page provides more than 250 documents, including lessons 
learned, plans, procedures, policies, and guidance, on how to include 
citizens with disabilities and other special needs in all phases of the 
emergency management cycle. 


 

LLIS.gov is available to emergency response providers and homeland security 
officials from the local, state, and federal levels. To access the resource page, 
log onto http://www.LLIS.gov and click on Emergency Planning for Persons with 
Disabilities and Special Needs under Featured Topics. If you meet the eligibility 
requirements for accessing Lessons Learned Information Sharing, you can 
request membership by registering online. 

 

11.6 -- Compliance with the National Energy Conservation Policy and 
Energy Policy Act. In accordance with the FY 2008 DHS Appropriations Act, all 
FY 2008 grant funds must comply with the following two requirements: 

 

 None of the funds made available through shall be used in contravention 
of the Federal buildings performance and reporting requirements of 
Executive Order No. 13123, part 3 of title V of the National Energy 
Conservation Policy Act (42 USC 8251 et. Seq.), or subtitle A of title I of 
the Energy Policy Act of 2005 (including the amendments made thereby). 


 

 None of the funds made available shall be used in contravention of section 
303 of the Energy Policy Act of 1992 (42 USC13212). 


 

11.7 -- Environmental and Historic Preservation Compliance. FEMA is 
required to consider the potential impacts to the human and natural environment 
of projects proposed for FEMA funding. FEMA, through its Environmental and 
Historic Preservation (EHP) Program, engages in a review process to ensure that 
FEMA-funded activities comply with various Federal laws including: National 
Environmental Policy Act, National Historic Preservation Act, Endangered 
Species Act, and Executive Orders on Floodplains (11988), Wetlands (11990) 
and Environmental Justice (12898). The goal of these compliance requirements 
is to protect our nations water, air, coastal, wildlife, agricultural, historical, and 


cultural resources, as well as to minimize potential adverse effects to children 
and low-income and minority populations. 

 

The grantee shall provide any information requested by FEMA to ensure 
compliance with applicable Federal EHP requirements. Any project with the 
potential to impact EHP resources (see Section E.8) cannot be initiated until 
FEMA has completed its review. Grantees may be required to provide detailed 
information about the project, including the following: location (street address or 
map coordinates); description of the project including any associated ground 
disturbance work, extent of modification of existing structures, construction 
equipment to be used, staging areas, access roads, etc.; year the existing facility 
was built; natural, biological, and/or cultural resources present in the project 
vicinity; visual documentation such as site and facility photographs, project plans, 
maps, etc; and possible project alternatives. 

 

For certain types of projects, FEMA must consult with other Federal and state 
agencies such as the U.S. Fish and Wildlife Service, State Historic Preservation 
Offices, and the U.S. Army Corps of Engineers, as well as other agencies and 
organizations responsible for protecting natural and cultural resources. For 
projects with the potential to have significant adverse effects on the environment 
and/or historic properties, FEMAs EHP review and consultation may result in a 
substantive agreement between the involved parties outlining how the grantee 
will avoid the effects, minimize the effects, or, if necessary, compensate for the 
effects. 

 

Because of the potential for significant adverse effects to EHP resources or 
public controversy, some projects may require an additional assessment or 
report, such as an Environmental Assessment, Biological Assessment, 
archaeological survey, cultural resources report, wetlands delineation, or other 
document, as well as a public comment period. Grantees are responsible for the 
preparation of such documents, as well as for the implementation of any 
treatment or mitigation measures identified during the EHP review that are 
necessary to address potential adverse impacts. Grantees may use SHSP funds 
toward the costs of preparing such documents and/or implementing treatment or 
mitigation measures. Failure of the grantee to meet Federal, State, and local 
EHP requirements, obtain applicable permits, and comply with any conditions 
that may be placed on the project as the result of FEMAs EHP review may 
jeopardize Federal funding. 

 

For more information on FEMAs EHP requirements, grantees should refer to FEMAs 
Information Bulletin #271, Environmental Planning and Historic Preservation 
Requirements for Grants. 


APPENDIX F. 
AWARD AND REPORTING REQUIREMENTS 

 

Prior to the transition to FEMA, the former Office of Grants and Training 
preparedness programs followed The Department of Justice's codified 
regulations, 28 CFR and the OGO Financial Management Guide. The former 
Office of Grants and Training is now within FEMA and all preparedness programs 
will follow FEMA's codified regulations, 44 CFR. 

 

A. Grant Award and Obligation of Funds. 

 

Upon approval of an application, the grant will be awarded to the grant recipient. The 
date that this is done is the award date. 

 

The period of performance is 36 months. Any unobligated funds will be deobligated at 
the end of this period. Extensions to the period of performance will be considered only 
through formal requests to FEMA with specific and compelling justifications why an 
extension is required. 

 

B. Post Award Instructions. 

 

The following is provided as a guide for the administration of awards. Additional details 
and requirements may be provided to the grantee in conjunction with finalizing an 
award. 

 

1. Review award and special conditions document. Notification of award approval 
is made by e-mail through the Grants Management System (GMS). Once an award has 
been approved, a notice is sent to the e-mail address of the individual who filed the 
application, as well as to the authorized grantee official. Follow the directions in the 
notification email and log into GMS to access the award documents. The authorized 
grantee official should carefully read the award and special condition documents. If you 
do not receive a notification e-mail, please contact your FEMA Headquarters Program 
Analyst for your award number. Once you have the award number, contact the GMS 
Help Desk at (888) 549-9901, option 3 to obtain the username and password 
associated with the new award. 

 

If you agree with the terms and conditions, the authorized grantee official should sign 
and date both the original and the copy of the award document page in Block 19 and 
initial the special conditions page(s). Retain a copy and fax the documents to (202) 
786-9905 Attention: Control Desk or send the original signed documents to: 

 

U.S. Department of Homeland Security/FEMA 

Grant Programs Directorate/Control Desk 4th Floor, TechWorld 

500 C St., SW 

Washington, DC 20472 

 


If you do not agree with the terms and conditions, contact the FEMA Headquarters 
Program Analyst named in the award package. 

 

2. Complete and return form SF1199A . The SF1199A Direct Deposit Sign-up Form 
is used to set up direct deposit for grant payments. The SF1199A form can be found 
at: http://www.fema.gov/government/grant/administration.shtm. 

 

NOTE: Please include your vendor number in Box C of the SF1199A form. 

 

3 Access to payment systems. Grantees under this solicitation will use FEMAs 
online Payment and Reporting System (PARS) to request funds. The website to access 
PARS is https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true. 
Questions regarding payments or how to access PARS should be directed to the FEMA 
Call Center at (866) 927-5646 or sent via e-mail to ask-OGO@dhs.gov. 

 

4. Reporting requirements. Reporting requirements must be met throughout the life 
of the grant (refer to the program guidance and the special conditions found in the 
award package for a full explanation of these requirements. Please note that PARS 
contains edits that will prevent access to funds if reporting requirements are not met on 
a timely basis. 

 

5. Questions about your award? A reference sheet is provided containing frequently 
asked financial questions and answers. Questions regarding your grant should be 
directed to the FEMA Call Center at (866) 927-5646 or sent via e-mail to ask-
OGO@dhs.gov. 

 

Note: If you have any questions about GMS, need to establish a GMS account, or 
require technical assistance with accessing your award, contact the GMS Help Desk at 
(888) 549-9901.

 

C. Drawdown and Expenditure of Funds. 

 

Following acceptance of the grant award and release of any special conditions 
withholding funds, the grantee can drawdown and expend grant funds through PARS. 

 

Grant recipients should request funds based upon immediate disbursement 
requirements. Funds will not be paid in a lump sum, but rather disbursed over time as 
project costs are incurred or anticipated. Recipients should time their drawdown 
requests to ensure that Federal cash on hand is the minimum needed for 
disbursements to be made immediately or within a few days. Grantees may elect to 
draw down funds up to 120 days prior to expenditure/ disbursement. FEMA strongly 
encourages recipients to draw down funds as close to expenditure as possible to avoid 
accruing interest. 

 

Funds received by grantees must be placed in an interest-bearing account and are 
subject to the rules outlined in 44 CFR Part 13, Uniform Administrative Requirements 
for Grants and Cooperative Agreements to State and Local Governments and 2 CFR 


Part 215, Uniform Administrative Requirements for Grants and Agreements (Including 
Sub-awards) with Institutions of Higher Education, Hospitals and other Non-profit 
Organizations (formerly OMB Circular A-110). These regulations further provide that 
entities are required to promptly, but at least quarterly, remit interest earned on 
advances to: 

 

United States Department of Health and Human Services 
Division of Payment Management Services 
P.O. Box 6021 
Rockville, MD 20852 

 

The grantee may keep interest earned, up to $100 per fiscal year for administrative 
expenses. This maximum limit is not per award; it is inclusive of all interest earned on 
all Federal grant program funds received. 

 

Although advance drawdown requests are permissible, State grantees remain subject to 
the interest requirements of the Cash Management Improvement Act (CMIA) and its 
implementing regulations at 31 CFR Part 205. Interest under CMIA will accrue from the 
time Federal funds are credited to a State account until the time the State pays out the 
funds for program purposes. 

 

D. Reporting Requirements. 

 

1. Financial Status Report (FSR) -- required quarterly. Obligations and 
expenditures must be reported on a quarterly basis through the FSR, which is due 
within 30 days of the end of each calendar quarter (e.g., for the quarter ending March 
31, FSR is due no later than April 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 FSR is due 90 days after the end date of the 
performance period. 

 

FSRs must be filed online through the PARS. 

 

Required submission: Financial Status Report (FSR) SF-269a (due 
quarterly). 

 

2. Biannual Strategy Implementation Reports (BSIR) and Categorical Assistance 
Progress Report (CAPR). Following an award, the awardees will be responsible for 
providing updated obligation and expenditure information on a semi-annual basis. 
Tribal grantees are responsible for completing and submitting the CAPR/BSIR reports. 
The BSIR submission will satisfy the narrative requirement of the CAPR. Grantees are 
still required to submit the CAPR with a statement in the narrative field that reads: See 
BSIR. 

 


The BSIR and the CAPR are due within 30 days after the end of the reporting period 
(July 30 for the reporting period of January 1 through June 30; and January 30 for the 
reporting period of July 1 though December 31). Updated obligations and expenditure 
information must be provided with the BSIR to show progress made toward meeting 
strategic goals and objectives. Future awards and fund drawdowns may be withheld if 
these reports are delinquent. 

 

CAPRs must be filed online through the internet at http://grants.ojp.usdoj.gov. 
Guidance and instructions can be found at 
https://grants.ojp.usdoj.gov/gmsHelp/index.html. 

 

Required submission: BSIR and CAPR (due semi-annually). 

 

3. Exercise Evaluation and Improvement. Exercises implemented with grant funds 
should be threat- and performance-based and should evaluate performance of critical 
prevention and response tasks required to respond to the exercise scenario. Guidance 
on conducting exercise evaluations and implementing improvement is defined in the 
Homeland Security Exercise and Evaluation Program (HSEEP) Volume II: Exercise 
Evaluation and Improvement located at 
http://www.fema.gov/government/grant/administration.shtm. Grant recipients must 
report on scheduled exercises and ensure that an After Action Report (AAR) and 
Improvement Plan (IP) are prepared for each exercise conducted with FEMA support 
(grant funds or direct support) and submitted to FEMA within 60 days following 
completion of the exercise. 

 

The AAR documents the performance of exercise related tasks and makes 
recommendations for improvements. The IP outlines the actions that the exercising 
jurisdiction(s) plans to take to address recommendations contained in the AAR. 
Generally the IP, with at least initial action steps, should be included in the final AAR. 
FEMA is establishing a national database to facilitate the scheduling of exercises, the 
submission of the AAR/IPs and the tracking of IP implementation. Guidance on the 
development of AARs and IPs is provided in Volume II of the HSEEP manuals. 

 

Required submissions: AARs and IPs (as applicable). 

 

4. Financial and Compliance Audit Report. Recipients that expend $500,000 or 
more of Federal funds during their fiscal year are required to submit an organization-
wide financial and compliance audit report. The audit must be performed in accordance 
with the U.S. General Accountability Office, Government Auditing Standards, located at 
http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A-133, Audits of States, Local 
Governments, and Non-Profit Organizations, located at 
http://www.whitehouse.gov/omb/circulars/a133/a133.html. Audit reports are currently 
due to the Federal Audit Clearinghouse no later than nine months after the end of the 
recipients fiscal year. In addition, the Secretary of Homeland Security and the 
Comptroller General of the United States shall have access to any books, documents, 
and records of recipients of FY 2008 SHSP assistance for audit and examination 


purposes, provided that, in the opinion of the Secretary or the Comptroller, these 
documents are related to the receipt or use of such assistance. The grantee will also 
give the sponsoring agency or the Comptroller, through any authorized representative, 
access to, and the right to examine all records, books, papers or documents related to 
the grant. 

 

The State shall require that sub-grantees comply with the audit requirements set forth in 
OMB Circular A-133. Recipients are responsible for ensuring that sub-recipient audit 
reports are received and for resolving any audit findings. 

 

5. Federal Funding Accountability and Transparency Act. While there are no tribal 
requirements in FY 2008, the Federal Funding Accountability and Transparency Act of 
2006 may affect tribal reporting requirements in future years. The Act requires the 
Federal government to create a publicly searchable online database of Federal grant 
recipients by January 1, 2008 with an expansion to include sub-grantee information by 
January 1, 2009. 

 

6. National Preparedness Reporting Compliance. The Government Performance 
and Results Act (GPRA) requires that the Department collect and report performance 
information on all programs. For grant programs, the prioritized Investment 
Justifications and their associated milestones provide an important tool for assessing 
grant performance and complying with these national preparedness reporting 
requirements. FEMA will work with grantees to develop tools and processes to support 
this requirement. FEMA anticipates using this information to inform future-year grant 
program funding decisions. 

 

E. Monitoring. 

 

Grant recipients will be monitored periodically by FEMA staff, both programmatically 
and financially, to ensure that the project goals, objectives, performance requirements, 
timelines, milestone completion, budgets and other related program criteria are being 
met. Monitoring will be accomplished through a combination of office-based reviews 
and on-site monitoring visits. Monitoring will involve the review and analysis of the 
financial, programmatic, performance and administrative issues relative to each 
program and will identify areas where technical assistance and other support may be 
needed. 

 

The recipient is responsible for monitoring award activities, to include sub-awards, to 
provide reasonable assurance that the Federal award is administered in compliance 
with requirements. Responsibilities include the accounting of receipts and 
expenditures, cash management, maintaining of adequate financial records, and 
refunding expenditures disallowed by audits. 

 

 

 

 


F. Grant Close-Out Process. 

 

Within 90 days after the end of the award period, tribal grantees must submit a final 
FSR and final CAPR detailing all accomplishments throughout the project. After these 
reports have been reviewed and approved by FEMA, a Grant Adjustment Notice (GAN) 
will be completed to close out the grant. The GAN will indicate the project as being 
closed, list any remaining funds that will be deobligated, and address the requirement of 
maintaining the grant records for three years from the date of the final FSR. After the 
financial information is received and approved by GPD, the grant will be identified as 
Closed by the Grant Programs Directorate. 

 

Required submissions: (1) final SF-269a, due 90 days from end of grant period; 
and (2) final CAPR, due 90 days from the end of the grant period.

 

 


APPENDIX G. 
ADDITIONAL RESOURCES 

 

 

This Appendix describes several resources that may help applicants in completing an 
SHSP application. 

 

1. Centralized Scheduling & Information Desk (CSID) Help Line. The CSID is a 
non-emergency resource for use by emergency responders across the nation. CSID is 
a comprehensive coordination, management, information, and scheduling tool 
developed by DHS through FEMA for homeland security terrorism preparedness 
activities. The CSID provides general information on all FEMA Grant programs and 
information on the characteristics of CBRNE, agro-terrorism, defensive equipment, 
mitigation techniques, and available Federal assets and resources. 

 

The CSID maintains a comprehensive database containing key personnel contact 
information for homeland security terrorism preparedness programs and events. These 
contacts include personnel at the Federal, State and local levels. The CSID can be 
contacted at (800) 368-6498 or askcsid@dhs.gov. CSID hours of operation are from 
8:00 am6:00 pm (EST), Monday-Friday. 

 

2. Grant Programs Directorate (GPD). FEMA GPD will provide fiscal support, 
including pre- and post-award administration and technical assistance, to the grant 
programs included in this solicitation. 

 

For financial and administrative guidance, all state and local government grant 
recipients should refer to 44 CFR Part 13, Uniform Administrative Requirements for 
Grants and Cooperative Agreements to State and Local Governments. Institutions of 
higher education, hospitals, and other non-profit organizations should refer to 2 CFR 
Part 215 for the applicable uniform administrative requirements. 

 

Additional guidance and information can be obtained by contacting the FEMA Call 
Center at (866) 927-5646 or via e-mail to ask-OGO@dhs.gov. 

 

3. GSAs Cooperative Purchasing Program. The U.S. General Services 
Administration (GSA) offers two efficient and effective procurement programs for State 
and local governments to purchase products and services to fulfill homeland security 
and other technology needs. The GSA Schedules (also referred to as the Multiple 
Award Schedules and the Federal Supply Schedules) are long-term, indefinite delivery, 
indefinite quantity, government-wide contracts with commercial firms of all sizes. 

 

 Cooperative Purchasing Program 
Section 211 of the E-Government Act of 2002, authorized GSA sales of Schedule 70 IT 
products and services to State and Local Governments through the introduction of 
Cooperative Purchasing. The Cooperative Purchasing program allows State and local 
governments to purchase from Schedule 70 (the Information Technology Schedule) and 





the Consolidated Schedule (containing IT Special Item Numbers) only. Cooperative 
Purchasing is authorized by Federal law and was enacted when Section 211 of the E-
Government Act of 2002 amended the Federal Property and Administrative Services 
Act. 

 

Under this program, State and local governments have access to over 3,500 
GSA Schedule contractors who have voluntarily modified their contracts to 
participate in the Cooperative Purchasing program. The U.S. General Services 
Administration provides a definition of State and local governments as well as 
other vital information under the frequently asked questions section on its 
website at http://www.gsa.gov/cooperativepurchasing. 




 

 Disaster Recovery Purchasing Program 
GSA plays a critical role in providing disaster recovery products and services to 
Federal agencies. Now State and Local Governments can also benefit from the speed 
and savings of the GSA Federal Supply Schedules. Section 833 of the John Warner 
National Defense Authorization Act for Fiscal Year 2007(Public Law 109-364) amends 
40 U.S.C. 502 to authorize the GSA to provide State and Local governments the use 
of ALL Federal Supply Schedules of the GSA for purchase of products and services to 
be used to facilitate recovery from a major disaster declared by the President under 
the Robert T. Stafford Disaster Relief and Emergency Assistance Act or to facilitate 
recovery from terrorism or nuclear, biological, chemical, or radiological attack. 




 

In the aftermath of emergency events, State or local governments systems may be 
disrupted. Thus, use of Federal Supply schedule contracts prior to these events to acquire 
products or services to be used to facilitate recovery is authorized. State or local 
governments will be responsible for ensuring that purchased products or services are to be 
used to facilitate recovery. 

 

GSA provides additional information on the Disaster Recovery Purchasing Program 
website at http://www.gsa.gov/disasterrecovery. 

 

State and local governments can find a list of eligible contractors on GSAs website, 
http://www.gsaelibrary.gsa.gov, denoted with a or symbol. 

 
Assistance is available from GSA on the Cooperative Purchasing and Disaster 
Purchasing Program at the local and national levels. For assistance at the local level, 
visit http://www.gsa.gov to find the point of contact in your area. For assistance at the 
national level, contact Tricia Reed at patricia.reed@gsa.gov, (571) 259-9921. More 
information is available at http://www.gsa.gov/cooperativepurchasing and 
http://www.gsa.gov/disasterrecovery. 

 

4. Exercise Direct Support. FEMA has engaged multiple contractors with significant 
experience in designing, conducting, and evaluating exercises to provide support to 
Regions, States, and local jurisdictions in accordance with State Homeland Security 
Strategies and the Homeland Security Exercise and Evaluation Program (HSEEP). 
Contract support is available to conduct a Training and Exercise (T&E) Plan Workshop 



to develop a Multi-year T&E Plan and build or enhance the capacity of jurisdictions to 
design, develop, conduct, and evaluate effective exercises. 

 

In FY 2008, support for planning and conduct of exercises has shifted in strategy from a 
State-focused approach, organized by National Preparedness Directorate 
Headquarters, to a regional (multi-State) approach, organized by the FEMA Regions, to 
more effectively integrate national, regional, territorial, tribal, State, and local 
preparedness exercises. At this time, the Regional Exercise Support Program will 
provide support for one discussion-based exercise (i.e., seminar, workshop or tabletop) 
and five operations-based (i.e. drills, functional exercises, full scale exercises) exercises 
within each of the 10 FEMA Regions. The Regional Exercise Support Program support 
is not limited to new exercise initiatives and can be applied to ongoing exercises to 
maintain continuity of existing planning schedules. State requests for support will be 
considered, however priority will be given to exercise initiatives that support 
collaboration within a Region. 

 

Additional guidance on the Regional Exercise Support Program to include the 
application process, as well as information on the HSEEP, is available on the HSEEP 
website, http://hseep.dhs.gov. 

 

5. Homeland Security Preparedness Technical Assistance Program. The 
Homeland Security Preparedness Technical Assistance Program (HSPTAP) provides 
technical assistance on a first-come, first-served basis (and subject to the availability of 
funding) to eligible organizations to enhance their capacity and preparedness to 
respond to CBRNE terrorist incidents. In addition to the risk assessment assistance 
already being provided, FEMA also offers a variety of other technical assistance 
programs. 

 

More information can be found at http://www.fema.gov/government/grant/. 

 

6. Lessons Learned Information Sharing (LLIS) System. LLIS is a national, online, 
secure website that houses a collection of peer-validated lessons learned, best 
practices, AARs from exercises and actual incidents, and other relevant homeland 
security documents. LLIS facilitates improved preparedness nationwide by providing 
response professionals with access to a wealth of validated front-line expertise on 
effective planning, training, equipping, and operational practices for homeland security. 

 

The LLIS website also includes a national directory of responders and homeland 
security officials, as well as an updated list of homeland security exercises, events, and 
conferences. Additionally, LLIS includes online collaboration tools, including secure 
email and message boards, where users can exchange information. LLIS uses strong 
encryption and active site monitoring to protect all information housed on the system. 
The LLIS website is https://www.llis.gov. 

 

8. Information Sharing Systems. FEMA encourages all State, regional, local, and 
Tribal entities using FY 2008 SHSP funding in support of information sharing and 


intelligence fusion and analysis centers to leverage available Federal information 
sharing systems, including Law Enforcement Online (LEO) and the Homeland Security 
Information Network (HSIN). For additional information on LEO, contact the LEO 
Program Office at leoprogramoffice@leo.gov or 202-324-8833. For additional 
information on HSIN and available technical assistance, contact the HSIN Help Desk at 
(703) 674-3003.