Fiscal Year 2005 

Buffer Zone 

Protection Program 

Program Guidelines and Application Kit
U.S. Department of Homeland Security

Office of State and Local Government Coordination and Preparedness

Office for Domestic Preparedness

In Coordination With 

Information Analysis and Infrastructure Protection Directorate

Protective Security Division
Disclaimer 

The views and opinions of authors of reference materials expressed herein do not necessarily 

reflect those of the United States Government. 

Reference within this document to any specific commercial products, processes, or services by 

trade name, trademark, manufacturer, or otherwise does not necessarily constitute or imply its 

endorsement, recommendation, or favoring by the United States Government. 

The information and statements contained within this document shall not be used for the 

purposes of advertising, nor to imply the endorsement or recommendation of the United States 

Government. 

With respect to any other information contained within non-DHS documents or reference 

materials referred to within this guidance, neither the United States Government nor any of its 

employees make any warranty, express or implied, including but not limited to the warranties of 

merchantability and fitness for a particular purpose. Further, neither the United States 

Government nor any of its employees assume any legal liability or responsibility for the 

accuracy, completeness, or usefulness of any information, apparatus, product or process 

disclosed; nor do they represent that its use would not infringe privately owned rights.
FOREWORD

On October 18, 2004, the President signed the Fiscal Year 2005 Homeland Security 

Appropriations Act, thereby providing vital funding needed to ensure the safety and security 

of our homeland. Through a partnership between the Office for Domestic Preparedness 

(ODP) and the Information Analysis and Infrastructure Protection (IAIP) Directorate, the 

Department of Homeland Security (DHS) will provide protective action funding to protect 

and secure critical infrastructure and key resource (CI/KR) sites across the country. This 

infrastructure protection funding represents a significant commitment by Congress to better 

secure America against the threat posed by terrorism. 

The Buffer Zone Protection Program (BZPP) is designed to reduce vulnerabilities of CI/KR 

sites by extending the protected area around a site into the surrounding community and 

supporting the prevention and preparedness efforts of local first responders. The FY 2005 

BZPP grants will provide funding for the equipment and management of these protective

actions at CI/KR sites across the country, so that we can better safeguard our nation and 

minimize the potential for terrorist attacks. 

The BZPP reflects the Department’s commitment to work closely with the nation’s 

prevention, preparedness and response communities and the private sector in a unified 

national effort to combat terrorism and secure our homeland. 

Michael Chertoff 

Secretary 

Department of Homeland Security 
Contents 

I. Eligible Applicants and Funding Availability........................................1 

II. Application Kit .....................................................................................5 

III. Buffer Zone Protection Program Overview and Guidance..................9 

IV. Award and Reporting Requirements.................................................30 

Appendix A Sample Award Package 

Appendix B Guidance for Development of Interoperable 

Communications Plans 

Appendix C List of Terms
 

I. ELIGIBLE 

APPLICANTS AND 

FUNDING AVAILABILITY
1 

TI. Eligible Applicants and Funding AvailabilityT 

A. Eligible Applicants 

Fiscal Year (FY) 2005 Buffer Zone Protection Program (BZPP) funding will 

significantly enhance the protection around Critical Infrastructure and Key 

Resource (CI/KR) sites and deter threats or incidents of terrorism aimed at those 

facilities. 

The governor of each stateTP

a

PT has designated a State Administrative Agency 

(SAA), who is responsible for preparing and submitting all grant application 

materials for the FY05 BZPP on behalf of the state. The SAA must ensure that 

all grant reporting requirements are met, as detailed in the FY05 BZPP Guidance 

and Application Kit. 

The SAA is also the administrator of FY05 BZPP funds, and the total amount 

allocated to the respective state under the BZPP will be granted directly to the 

SAA. The responsible jurisdiction(s) for the identified CI/KR sites will receive 

grant funding through the FY05 BZPP via the SAA. The SAA must comply with 

the allocation and pass-through requirements (detailed on page 12) to ensure the 

development and implementation of Buffer Zone Plans (BZPs) by the responsible 

jurisdiction(s) at the identified CI/KR sites. 

The SAA is the only agency eligible to apply for FY05 BZPP funds and is 

responsible for obligating FY05 BZPP funds to responsible jurisdictions 

that have authority over and around the identified CI/KR sites. 

Note: In most cases local jurisdictions that have authority over the identified sites 

will be the FY05 BZPP subgrantee from the SAA, responsible for developing and 

implementing the FY05 BZPP. 

 

TP

a

PT As defined in the Homeland Security Act of 2002, the term “State” means “any State of the United States, the District of Columbia, 

the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, 

and any possession of the United States.” 6 U.S.C. 101 (14)

As used throughout this solicitation and regarding FY05 BZPP guidance, the 

term “responsible jurisdiction” shall refer to the primary agency, whether a 

state, local, or tribal entity or unit of government, that has authority over and 

around the DHS identified CI/KA facility, including the site’s adjacent grounds 

and/or structures.
2 

B. Funding Availability 

Assets in the National Asset Database (NADB) eligible for FY05 BZPP 

allocations were determined based on the following criteria, which includes sites 

of national importance and DHS programmatic priorities: 

• Banking and Finance: Major financial centers such as primary data 

storage and processing facilities, major stock exchanges and major 

banking centers. 

• Chemical and HAZMAT: Manufacturing plants and storage and stockpile 

supply areas (300 sites that, if attacked, could cause death or serious 

injury to 50,000 or more). 

• Commercial Assets: Soft targets, including shopping malls greater than 

one million square feet and major public gathering places, such as sports 

stadiums and arenas with seating for 10,000 or more, convention centers, 

and theme parks. 

• Electricity: Key electric substations and grid assets. 

• Oil and Natural Gas: Select petroleum refineries. 

• Nuclear Power Plants.

• Government Facilities: Office buildings, laboratories and research 

centers, processing centers, and national icons 

• Transportation: Mass transit systems and rail bridges over major 

waterways that, if destroyed, would cause significant economic loss. 

The specific sites and their locations are sensitive; DHS will provide each state 

with information regarding the identity and location of specific sites in their 

respective states. 
3 

Table 1. FY 2005 BZPP Funding Allocations 
II. Application Kit
5 

II. Application Kit 

A. Applying for FY05 BZPP Funding 

SAAs must apply for FY05 BZPP funding through the online Grants Management 

System (GMS). Applications will be made available on March 2, 2005 and must 

be received by ODP no later than April 1, 2005. 

 

This grant is offered by DHS, through a partnership between IAIP and ODP. The 

program title listed in the Catalog of Federal Domestic Assistance (CFDA) at 

TUhttp://12.46.245.173/cfda/cfda.htmlUT is “Department of Homeland Security Fiscal 

Year 2005 Buffer Zone Protection Program.” The CFDA number for the FY05 

BZPP is U97.078U. When completing the online application, applicants should 

identify their submissions as new, non-construction applications. The project 

period will be for a period not to exceed 12 months. To expedite the application 

and award process, no budget information is required to apply for this grant. 

Table 2 outlines the required application elements. 

Table 2. Application Checklist

URequired Application Submissions

1. SF-424 Grant Application with certifications (through GMS) 

• Non-Supplanting Certification: This certification from the SAA, which is 

a required component of the online GMS application, affirms that federal 

funds will only be used to supplement existing funds and will not replace 

(supplant) funds that have been appropriated for the same purpose. 

Potential supplanting will be addressed in the application review as well as 

in the pre-award review, post-award monitoring, and the audit. 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. 

□ SF-424 Grant Application with Certifications (through GMS) 

□ Non-Supplanting Certification 

□ Assurances 

□ Certifications Regarding Lobbying; Debarment, Suspension, and 

 Other Responsibility Matters; and Drug-Free Workplace Requirement 

□ DUNS Number 

□ Review of Application by the State Single Point of Contact (SPOC) 
6 

• Assurances: The online GMS application includes a list of assurances 

that the applicant must comply with in order to receive federal funds under 

this program. It is the responsibility of the recipient of the federal funds to 

fully understand and comply with these requirements. Failure to comply 

may result in the withholding of funds, termination of the award, or other 

sanctions. The applicant agrees to these assurances upon the 

submission of the application. 

• Certifications Regarding Lobbying; Debarment, Suspension, and 

Other Responsibility Matters; and Drug-Free Workplace 

Requirement: This certification, which is a required component of the 

online application, commits the applicant to compliance with the 

certification requirements under 28 Code of Federal Regulations (CFR) 

part 67, Government-wide Debarment and Suspension (Nonprocurement); 28 CFR part 69, New Restrictions on Lobbying; and 28 

CFR part 83 Government-wide Requirements for Drug-Free Workplace 

(Grants). All of these can be referenced at 

TUhttp://www.access.gpo.gov/nara/cfr/waisidx_04/28cfrv2_04.htmlUT. The 

certification will be treated as a material representation of the fact upon 

which reliance will be placed by DHS in awarding grants. 

• Suspension or Termination of Funding: DHS, by written notice, may 

terminate this grant, in whole or in part, when it is in the Government's 

interest. 

2. DUNS Number. The SAA must provide a Dun and Bradstreet (D&B) Data 

Universal Numbering System (DUNS) number with the FY05 BZPP 

application. An application will not be considered complete until a valid 

DUNS number is provided by the applicant. This number may be provided 

in one of the attachment fields within the online GMS application. 

Organizations should verify having a DUNS number or take the steps 

necessary to obtain one as soon as possible. Applicants can receive a DUNS 

number at Uno costU by calling the dedicated toll-free DUNS Number request 

line at 1-800-333-0505. 

3. Single Point of Contact (SPOC) Review. Executive Order 12372, located at 

TUhttp://www.archives.gov/federal_register/codification/executive_order/12372.h

tmlUT, requires applicants from state and local units of government or other 

organizations providing services within a state to submit a copy of the 

application to the state SPOC, if one exists and if this program has been 

selected for review by the state. Applicants must contact their state SPOC to 

determine if the program has been selected for state review. The date that 

the application was sent to the SPOC or the reason such submission is not 

required should be provided. 
7 

Applicants must familiarize themselves with the requirements and 

restrictions of the FY05 BZPP Guidance and Application Kit. The 

Program Guidance and Application Kit contains critical information 

regarding the FY05 BZPP, and all grant recipients are assumed to have 

read, understood, and accepted the guidance as binding. 
III. Buffer Zone 

Protection Program 

Overview and Guidance 
9 

III. Buffer Zone Protection Program 

Overview and Guidance 

A. Overview 

Critical Infrastructure and Key Resources (CI/KR) sites are potential terrorist 

targets deemed most crucial in terms of national-level public health and safety, 

governance, economic and national security, and public confidence 

consequences. The Department of Homeland Security’s National Strategy for 

the Physical Protection of Critical Infrastructures and Key Assets notes the 

complexity of the nation’s critical infrastructure and key resources and 

emphasizes that protecting CI/KR sites is a shared responsibility requiring 

cooperation among all levels of government – federal, state, local, and tribal – 

and the involvement of the private sector. Effective security involves response 

plans that define, identify, and set priorities for the most critical structures and 

assets that are potential targets for terrorist attacks. 

To combat the threat terrorism poses for our critical infrastructures and key 

assets, we must draw upon the resources and capabilities of those who 

stand on the new front lines—our local communities and private sector 

entities that comprise our national critical infrastructure sectors. 

The National Strategy for the Physical Protection of 

Critical Infrastructures and Key Assets 

U.S. Department of Homeland Security 

Critical Infrastructure Sectors include: 

• Agriculture and Food 

• Water 

• Public Health 

• Emergency Services 

• Defense Industrial Base 

• Information and 

Telecommunications 

• Energy 

• Transportation 

• Banking and Finance 

• Chemical 

Key Resources include: 

• National Monuments 

and Icons 

• Nuclear Power Plants 

and Radioactive Material

• Dams 

• Government Facilities 

• Commercial Key Assets 
10 

Securing the nation’s CI/KR requires a coordinated and focused effort from the 

entire country, including federal, state, local, and tribal governments, the private 

sector, and American citizens. To ensure security of these CI/KR sites, state and 

local governments must develop the best possible protective measures to deter, 

prevent, prepare, and protect CI/KR sites from a potential terrorist threat or 

attack. 

The Protective Security Division (PSD) within IAIP is responsible for supporting 

the efforts of DHS to reduce the nation's vulnerability to terrorism and deny the 

use of CI/KR as a weapon by developing, coordinating, integrating, and 

implementing plans and programs that identify, catalog, prioritize, and protect 

CI/KR in cooperation with all levels of government and private sector partners. 

Therefore, PSD and ODP are working together to support and assist with the ongoing BZPP. The BZPP provides enhanced security for select infrastructures 

and assets based on criteria established annually by DHS with state and local 

input. BZPs are intended to help local law enforcement and first responders 

develop effective preventive measures that make it more difficult for terrorists to 

plan or launch attacks from the immediate vicinity of high priority infrastructure 

targets. Securing CI/KR sites does not start at the entrance or exits to such 

structures. Areas surrounding the facility offer ample room for potential terrorists 

to observe the physical layout and gather critical information about physical 

structure, typical vehicle and pedestrian traffic patterns to and from the location, 

times that may represent periods of vulnerability to attack, and other such 

relevant facility security information. 

Therefore, the BZPP assists local authorities assess current vulnerabilities at 

CI/KR sites, and develop and implement BZPs to increase the level of protection 

and act as a deterrent and prevention mechanism of possible terrorist threats or 

incidents. Upon completion, local authorities in concert with private entities will 

use the BZPs as a basis for identifying needs and prioritizing resources related to 

training, information, equipment, and exercise needs necessary for the protection 

of the identified CI/KR sites. 

B. FY 2005 BZPP Overview 

The FY05 BZPP provides funds to support the implementation of BZPs outside 

the perimeter of identified CI/KR sites. These plans are intended to develop 

effective protective measures that make it more difficult for terrorists to conduct 

surveillance or launch attacks within the immediate vicinity of high priority critical 

infrastructure targets. 

In developing the BZP, responsible jurisdictions should review and assess ways 

in which they can work with relevant federal, state, local, tribal, and private sector 

agencies to coordinate their prevention activities. The development of the BZP 

fosters a cooperative environment in which all relevant organizations can 
11 

carry out their specific protection responsibilities more efficiently and 

effectively, while coordinating and leveraging existing programs and 

resources. 

BZPs accomplish the following steps: 

• Define the buffer zone outside the security perimeter of a potential target; 

• Identify specific threats and vulnerabilities associated with the area; 

• Analyze and categorize the level of risk associated with each vulnerability; 

• Recommend measures to reduce the risk of a successful terrorist attack 

by: 

o Making the structure or system too costly or less attractive as a 

potential target; 

o Deterring possible attacks through measures, such as physical 

barriers, cameras, and security guards; 

o Detecting hazardous devices or weapons or preventing suspects 

movement toward the weapons or target; 

• Outline the command and control structure specific to the individual target; 

and, 

• Identify appropriate protective measures for each threat level of the 

Homeland Security Advisory System (HSAS). 

In developing and implementing the BZPs, security and preparedness 

officials at all levels should seek opportunities to coordinate and leverage 

funding from multiple sources whenever possible and not restrict their 

activities to federal funding alone. 

C. Program Guidance 

UPeriod of Performance

The period of performance for the FY05 BZPP is U12U months from the date of the 

grant award.

UUse of Funds

Funding from the FY05 BZPP is reserved for the acquisition and use of the 

allowable materials, equipment, and resources identified in the BZP and resulting 

Vulnerability Reduction Purchase Plan (VRPP), as necessary to implement 

protective measures that will reduce vulnerabilities around CI/KR sites. 

DHS must provide written approval of the BZP and VRPP for each site before 

FY05 BZPP funds may be obligated, drawn down, or expended by the state to 

the responsible jurisdiction of that site.
12 

Allocation and Pass-Through of Funds

• The SAA will receive the total amount allocated to the respective state 

under the FY05 BZPP. These funds must be used for the implementation 

of BZPs at the identified CI/KR sites. 

• States may pass through funds to the responsible jurisdiction and all 

funds must be used to directly support the implementation of 

BZPs at the DHS identified CI/KR sites and comply with DHS approved 

procurement processes. 

• Each identified CI/KR site within a state must receive FY05 BZPP funding. 

The state should work with the jurisdiction responsible for the identified 

CI/KR site to ensure that a baseline of protective measures is 

implemented at every identified site. 

• States may prioritize the distribution of FY05 BZPP funds, as appropriate, 

to ensure successful implementation of BZPs at identified FY05 BZPP 

CI/KR sites deemed to be most vulnerable or most critical within the state. 

If the SAA is not the state Homeland Security Advisor (HSA), the SAA 

must work with the HSA to coordinate and develop the prioritization of 

sites. The prioritization of identified sites and allocation of funds under the 

FY05 BZPP must be consistent with DHS and state homeland security 

and protection priorities, strategies, and available resources. 

• If a state chooses to develop a prioritization list, it must notify DHS of this 

intent at the time the application is submitted and DHS will then provide 

a template for this prioritization. This prioritization list must be 

submitted to ODP by the SAA within 60 days of the award date. It will 

then be coordinated with PSD for review and approval. DHS must 

approve the prioritization before any funds can be drawn down, to ensure 

that national priorities are satisfied. 

Coordination Requirements

The BZP and VRPP must be coordinated with the SAA, state strategy planning 

teams, and/or Urban Area Working Groups, in order to synchronize them with the 

development and implementation of State and/or Urban Area Homeland Security 

Strategies, and all other ongoing prevention, preparedness, and response 

initiatives, programs, and funding sources within the state. 

Federal grant money cannot be used for the improvement of Federal 

buildings or for other activities that solely benefit the Federal government. 

In the case of Federal BZPP sites, the grantees can work to improve the 

perimeter, but cannot improve the actual building, i.e., they cannot install 

cameras and fences that would, in the end, be Federal property. 
13 

FY05 BZPP funding should be coordinated with FY05 Homeland Security Grant 

Program (HSGP) funding, where applicable, to leverage additional funding, 

resources, and to achieve goals and objectives outlined in State and/or Urban 

Area Homeland Security Strategies. Specifically, FY05 BZPP activities should 

be coordinated with FY05 HSGP - Law Enforcement Terrorism Prevention 

Program (LETPP) Target Hardening activities, to avoid duplication of funding 

efforts and to support ongoing CI/KR protection and preparedness efforts. 

The LETPP seeks to provide law enforcement communities with enhanced 

capabilities for detecting, deterring, disrupting, and preventing acts of terrorism. 

The FY05 LETPP provides communities with funds for the following activities: 1) 

information sharing to preempt terrorist attacks; 2) target hardening to reduce 

vulnerability of selected high value targets (see below); 3) threat recognition 

and mapping of potential or developing threats; 4) intervention activities to 

interdict terrorists before they can execute a threat; and 5) interoperable 

communications.

• Target Hardening to Reduce Vulnerability: Funds provided under this 

category of the LETPP allow communities to make vulnerable targets 

more resistant to attack or more difficult to destroy or damage. Allowable 

use of funds includes the development of related critical infrastructure 

terrorism prevention activities such as: 

o Planning for enhanced security during HSAS heightened alerts, during 

terrorist incidents, and/or during mitigation and recovery

o Public information/education: printed and electronic materials, public 

service announcements, seminars/town hall meetings, web postings 

o Evaluating Critical Infrastructure Protection (CIP) security equipment 

and/or personnel requirements to protect and secure sites 

o CIP cost assessments, including resources (financial, personnel, etc.) 

required for security enhancements/ deployments 

Drawdown of Funds 

Grantees and subgrantees will be permitted to drawdown funds up to 120 days 

prior to expenditure/disbursement, which echoes the recommendation of the 

Funding Task Force. However, DHS must provide written approval of the 

completed BZP and VRPP for each site before FY05 BZPP funds may be 

obligated, drawn down, or expended by the state to the responsible jurisdiction of 

that site. Funds received by both grantees and subgrantees must be placed in an 

interest-bearing account and are subject to the rules outlined in the Uniform Rule 

28 CFR Part 66, Uniform Administrative Requirements for Grants and 

Cooperative Agreements to State and Local Governments, at 

Thttp://www.access.gpo.gov/nara/cfr/waisidx_04/28cfrv2_04.htmlT and the Uniform 

Rule 28 CFR Part 70, Uniform Administrative Requirements for Grants and 

Agreements (Including Subawards) with Institutions of Higher Education, 

Hospitals, and other Nonprofit Organizations, at 
14 

Thttp://www.access.gpo.gov/nara/cfr/waisidx_03/28cfr70_03.htmlT. These 

guidelines state that subgrantees 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 or subgrantee may retain interest amounts up to $100 per year for 

administrative expenses. Please consult the Office of Justice Programs (OJP) 

Financial Guide or the applicable OMB Circular for additional guidance. 

State grantees are 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 to a subgrantee or 

otherwise for program purposes. 

Federal Fiscal Oversight and Support 

The OJP Office of the Comptroller (OC) will continue to provide fiscal support 

and oversight of the grant programs included in this solicitation. All grantees and 

subgrantees should refer to the OJP Financial Guide, available at 

Thttp://www.ojp.usdoj.gov/FinGuide/T. DHS will be establishing its own Office of 

Grant Operations (OGO) within ODP during FY05 and details on the transition of 

fiscal support and oversight of the grant programs will be forthcoming. 

Freedom of Information Act (FOIA) 

ODP 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. This may include threat, risk, 

and needs assessment information, and discussions of demographics, 

transportation, public works, and industrial and public health infrastructures. 

While this information under federal control is subject to requests made pursuant 

to the Freedom of Information Act, 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 

DHS FOIA Office, and may likely fall within one or more of the available 

exemptions under the Act. 

Additionally, information related to critical infrastructure protection that is 

submitted to DHS should bear the following statement: “This information is 

voluntarily submitted to the Federal Government in expectation of protection from 

disclosure as provided by the provisions of the Critical Infrastructure Information 

Act of 2002.” 
15 

Applicants are encouraged to consult their 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. Applicants may also consult their ODP Preparedness 

Officer regarding concerns or questions about the release of information under 

state and local laws. 

Services to Limited English Proficient (LEP) Persons 

Recipients of ODP 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, 

national 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. Grantees are 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, please see Thttp://www.lep.govT. 

D. FY 2005 BZPP Requirements 

The following steps must be completed for each identified site before grant funds 

for the FY05 BZPP may be obligated, drawn down, or expended by the state to 

the responsible jurisdiction for that site. 

BZPP Checklist 

□ Responsible jurisdictions conduct vulnerability assessment or use existing 

 assessment, if appropriate 

□ Coordinate with security management and measures already in place at the facility 

□ Responsible jurisdictions use template and process to develop a BZP and VRPP for 

 identified sites 

□ Responsible jurisdictions must coordinate the development of the BZP and VRPP 

 with: 

 □ Urban Area Working Groups, if applicable 

 □ Urban Area Homeland Security Strategies, if applicable

□ Upon completion, responsible jurisdictions must submit the BZP and VRPP to the 

 SAA for: 

 □ Coordination of the BZPP with State Homeland Security Strategies and programs 

 □ Coordination with related funding programs 

□ SAA submits completed BZP and VRPP to DHS for review 

□ Upon approval, drawdown and expend funds to implement BZP
16 

Site Vulnerability Assessment

• A vulnerability assessment is a critical element of the BZPP process. 

Responsible jurisdictions are expected to conduct a vulnerability 

assessment of the specific infrastructure site, including the zone outside 

the perimeter of the potential target. It must include coordination with 

security management and measures already in place at the facility. 

• The responsible jurisdictions are required to share these assessments 

with DHS upon request, so that DHS may better prioritize protective 

programs in the light of emerging and specific threats. 

• DHS will then make the BZP template available to the SAA, who is 

expected to provide it to any local authority that requests it. The template 

should also be made available to local jurisdictions that are not 

responsible for CI/KR sites identified by DHS as being eligible for grant 

funding. The BZP template serves as a useful tool that can be integrated 

into any infrastructure protection program. 

BZP Development, Review, and Approval

• Using the BZP template and process provided by DHS, responsible 

jurisdictions will develop a BZP in coordination with the state for each 

identified CI/KR site. This plan will become the basis to identify the 

required training, information, equipment, resources and recommended 

buffer zone protective measures necessary to address any shortfalls. 

• Additionally, a VRPP must be completed. The VRPP identifies a spending 

plan, including the materials, equipment, and resources necessary to 

implement the BZP. 

o The BZP and VRPP should be provided to the SAA, to coordinate 

BZPP implementation with existing State and/or Urban Area 

Homeland Security Strategy goals and objectives, and with related 

HSGP funding. 

• The SAA must submit the completed BZP and VRPP to DHS for review 

and approval. 

o The SAA must also provide written concurrence in support of the 

BZP and VRPP, between the state and responsible jurisdiction for 

each selected CI/KR site to DHS. 
17 

o The SAA must submit the BZP and VRPP on CD via Overnight Mail

to ODP at: 

Office for Domestic Preparedness 

Attn: CSID - BZPP 

810 7P

thP

 Street, NW 

Washington D.C., 20531 

Phone Number: 1-800-368-6498 

The CD must include a label with the following information: 

• State 

• Identified CI/KR Site, and 

• Responsible Jurisdiction (subgrantee) 

o The SAA must also email their respective ODP PO (and carbon 

copy the TBZPP@dhs.govT email address) with the above 

information, along with the overnight mail tracking number, on the 

day the CD containing the BZP and VRPP was mailed. 

o Note: All email correspondence, between the grantee and DHS, 

related to the application, submission, approval, and/or revision of 

BZPs and VRPPs must carbon copy the TBZPP@dhs.govT email 

address. This will assist and support DHS with the logging, 

tracking, and related reporting requirements for the BZPP. 

However, the actual BZPs and VRPPs should never be sent via 

email.

• Upon review and approval of the BZP and VRPP by DHS, the responsible 

jurisdiction(s) may drawdown and expend grant funds obligated by the 

SAA for implementation of the BZP. 

Funds under the FY05 BZPP may not be obligated, drawn down, or expended

by the state to the responsible jurisdiction of the identified site until all of the 

above steps have been completed and approval has been granted by DHS 

for each site. 
18 

E. Allowable Costs Guidance 

This section serves as a guide for program expenditure information for the FY05 

BZPP. Grantees are encouraged to contact their ODP Preparedness Officer 

regarding authorized and unauthorized expenditures. 

Funding may only be used in the following categories: 

1. Equipment Acquisitions; and, 

2. Management and Administrative (M&A). 

Equipment

FY05 BZPP funds may be used for equipment acquisition from equipment 

categories (see Suggested AEL Categories on page 19) listed in the FY05 

ODP Authorized Equipment List (AEL), which is housed on the web-based 

Responder Knowledge Base (RKB). BZPs are intended to encourage creative 

solutions to mitigate vulnerabilities. Therefore, VRPPs that include requests 

for equipment in the AEL, but not in the suggested equipment categories 

included on page 20, will be reviewed by DHS for approval on a case-bycase basis. However, all equipment must be included in the VRPP and the 

VRPP must be submitted and approved by DHS prior to the drawdown or use of 

any FY05 BZPP funds. 

States, urban areas, and local jurisdictions should leverage existing ODP HSGP funds, 

including the State Homeland Security Program (SHSP), Urban Areas Security Initiative 

(UASI), and the LETPP, for any activities related to the planning, development and 

organization of FY05 BZPP activities and according to their stipulated authorized 

expenditures. This includes funds for conducting the vulnerability assessment and 

related BZP training and exercise activities. 

Funding from the FY05 BZPP should be reserved for the acquisition and use of 

the allowable materials, equipment, and resources identified in the VRPP, as 

necessary, to implement protective measures that will reduce vulnerabilities 

around identified CI/KR sites. A limited amount of FY05 BZPP funding may be 

used to support M&A activities directly related to FY05 BZPP development and 

implementation. 

Additionally, any resulting training or exercise requirements identified in the BZPP Umay 

not be funded with FY05 BZPP funds,U but may be funded with SHSP, UASI, and/or 

LETPP funds, and in accordance with their stipulated authorized expenditures. 
19 

The RKB is sponsored by ODP and the Oklahoma City National Memorial 

Institute for the Prevention of Terrorism (MIPT) and is located at 

Thttp://www.rkb.mipt.orgT. The website is designed to provide emergency 

responders, purchasers, and planners with a trusted, integrated, online source of 

information on products, standards, certifications, grants, and other equipment 

related information. By integrating this information, which includes the 

InterAgency Board’s (IAB) Standardized Equipment List (SEL) and the AEL from 

ODP, into one location, responders, vendors, standards organizations, training 

facilities, and grant making organizations have a trusted first source to answering 

questions such as: 

• What equipment is on the market? 

• Has it been certified? 

• If so, to what standard? 

• What training is needed to use it effectively? 

• Are there experts available for consultation and questions? 

The FY05 ODP AEL is housed on the RKB and relies heavily on the SEL 

developed by the IAB for Equipment Standardization and Interoperability. The 

2005 AEL has been modified to facilitate cross-referencing of the SEL in an effort 

to eliminate redundancy. Both the AEL and SEL are available on the RKB, which 

also offers an interactive version that provides links to corresponding SEL items 

and commercial products. 

In some cases, items on the SEL are not allowable under FY05 BZPP or will not 

be eligible for purchase unless specific conditions are met. In addition, some 

items eligible under this grant program are beyond the scope of the SEL and thus 

will only appear in the AEL. 

If state agencies and/or local governments have questions concerning the 

eligibility of equipment not specifically addressed in the AEL, they should contact 

their ODP Preparedness Officer for clarification. 

The suggested AEL categories for the FY05 BZPP are listed in the table below. 

Federal grant money cannot be used for the improvement of Federal buildings 

or for other activities that solely benefit the Federal government. In the case 

of Federal BZPP sites, the grantees can work to improve the perimeter, but 

cannot improve the actual building, i.e., they cannot install cameras and 

fences that would, in the end, be Federal property. 
20 

Suggested AEL Categories

AEL 

Category Category Title 

2 

TExplosive Device Mitigation and Remediation Equipment

• Protective Equipment 

• Mitigation and Remediation Equipment 

o Kit, Fiber Optic 

o Detector, Metal 

o Robot, Attachments, Tools 

o Robot Upgrades 

o Tools, Remote Opening, Examination, Related Equipment 

o X-Ray Unit, Portable or Transportable 

o Tools, IED Remediation, Non-Explosive 

o Tools, Pipe Bomb Disabling 

6 

Interoperable Communications Equipment 

• In-Suit Communications 

• Radio, Portable/Mobile/Base/High Frequency (HF) Single Sideband 

• Repeaters 

• Transmission Device, Wireless, Remote Sensor 

• Cable, Non-radiation Shielded Transmission 

• Amplifiers, Bi-directional 

• Bridging/Patching 

• Exchange, Private Branch 

• Phone, Cellular 

• Device, Messaging, 2-Way Text 

• Paging 

• Phone, Satellite Base 

• Radio, Microwave Link 

• Phone, Satellite Mobile/Portable 

• Services, Satellite, Brokered 

• Services, Satellite Data 

• INMARSAT - B 

• Hourly Brokered Space Segment 

• Full Time Space Segment, Leased 

• Equipment, Satellite Data 

• Network, Wide Area Digital 

• Device, Data Service Access 

• Teleconferencing, Video 

• Bridge, Audio Teleconferencing 

• Bridge, Video Teleconferencing 

• Computer-Aided Dispatch 

• Mobile Display Terminals 

• Antenna and Tower Systems 

• Communications Priority Services 

• Aviation and Maritime Security Voice and Data Transmission 
21 

AEL 

Category Category Title 

• Safe, GSA-Rated 

• Shredder / Disintegrator 

• System, Automated Dialing and Notification 

• Systems, Public Notification and Warning 

7 

Detection Equipment

• Biological 

o Biological Detection 

o Biological Sampling 

• Chemical 

o Chemical Detection 

o Chemical Sampling 

• Radiological/Nuclear 

o Radiological Detection 

o Radiological Sampling 

• Explosive Detection 

o Handheld Air-Sampler, Explosive Detecting 

o Swipe Test, Explosive Detecting 

o Portal, Explosive Detecting 

o X-Ray, Explosive Detecting 

• Other Detection / Sensor Equipment 

• Equipment, Environmental (Weather) Surveillance 

• Sensor, Heat, Infrared 

• Thermometer, Surface 

• Protective Cases for Sensitive Detection Equipment - Storage 

14 

Physical Security Enhancement 

• Surveillance, Warning, Access/ Intrusion Control 

o General 

 Systems, Motion Detection 

 Barriers: Fences; Jersey Walls 

 Doors and Gates, Impact Resistant 

 Portal Systems; locking devices for access control 

 Systems, Alarm 

 Video Assessment 

 Systems, Personnel Identification 

 Systems, Vehicle Identification 

 X-Ray Units 

 Magnetometers 

o Waterfront 

 Systems, Radar 

 System, Diver/Swimmer Detection; Sonar 

 Equipment, Hull Scanning 

 Barriers, Vessel 

• Explosion Protection 
22 

AEL 

Category Category Title 

o Systems, Blast/Shock/Impact Resistant 

o Wraps, Column and Surface; Breakage/Shatter Resistant Glass 

o Trash Receptacles, Bomb-Resistant 

• Support Equipment for Continuation of Critical Infrastructure Operations 

o Fuel storage containers 

o Sensors and Alarms, Self-Monitoring 

o Back-up operating computer hardware and programming software

15 

Inspection and Screening Systems 

• System, Vehicle & Cargo Inspection; Gamma-Ray 

• System, Mobile Search & Inspection; X-ray 

• System, Non-Invasive, Radiological/ Chem/ Bio/ Explosives 

• Radar, Ground/Wall Penetrating 

• Monitors, Portal 

 

Management and Administrative Costs

No more than 3% of the total amount allocated to the state for the BZPP may 

be retained at the state level and used for M&A purposes related to the FY05 

BZPP. These state M&A funds must be included in the total funds retained by 

the state. In addition, responsible jurisdiction subgrantees may retain and use up 

to 2.5% of their subaward from the state for local M&A purposes. States may 

pass through a portion of the state M&A allocation to subgrantees in order to 

supplement the 2.5% M&A allocation allowed on subgrants. However, no more 

than 3% of the total subaward may be expended by subgrantees on M&A costs. 

The following are allowable M&A costs: 

Allowable M&A Costs 

• Hiring of full-time or part-time staff or contractors/consultants: 

o To assist with the management of the FY05 BZPP. 

o To assist with equipment design, requirements, and implementation of the FY05 

BZPP. 
23 

Allowable M&A Costs 

• Hiring of full-time or part-time staff or contractors/consultants and expenses 

related to: 

o Meeting compliance with reporting and data collection requirements, including 

data call requests. 

o FY05 BZPP pre-application submission management activities and application 

requirements. 

• Overtime and backfill costs – Payment of overtime expenses will be for work 

performed by award (SAA) or sub-award employees in excess of the established work 

week (usually 40 hours) related to the M&A activities for the development and 

implementation of the BZPP. These costs are allowed only to the extent the payment for 

such services is in accordance with the policies of the state or local unit(s) of 

government and has the approval of the state or the awarding agency, whichever is 

applicable. In no case is dual compensation allowable. That is, an employee of a unit of 

government may not receive compensation from 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. Fringe benefits on overtime hours are limited to 

Federal Insurance Contributions Act (FICA), Workers’ Compensation and 

Unemployment Compensation. 

• Travel expenses 

• Meeting-related expenses (For a complete list of allowable meeting-related expenses, 

please review the OJP OC Financial Guide at http://www.ojp.usdoj.gov/FinGuide). 

• The following are allowable only within the period of performance of the grant 

program: 

o Acquisition of authorized office equipment, including personal computers, laptop 

computers, printers, LCD projectors, and other equipment or software which 

may be required to support the implementation of the homeland security 

strategy. 

o Recurring fees/charges associated with certain equipment, such as cell phones, 

faxes, etc. 

o Leasing and/or renting of space for newly hired personnel to administer the 

FY05 BZPP.
24 

Construction and Renovation

The use of FY05 BZPP funds for construction or renovation, as well as the 

following activities, is allowable only when it is a necessary component of a 

security system or target hardening activity at CI/KR sites. 

• The following actions and improvements do not constitute construction or 

renovation, and are allowable under FY05 BZPP guidance:

o Improved lighting

o Fencing

o Closed-circuit television (CCTV) systems 

o Motion detection systems

o Barriers, doors, gates and related security enhancements. 

• Project construction and renovation is allowable under the FY05 BZPP. 

Funds may be used for construction and renovation projects only when 

those projects specifically address enhanced security or target 

hardening activities at critical infrastructure facilities. The following 

actions and improvements are considered to constitute construction or 

renovation, and justification for this construction and/or renovation must be 

addressed in the VRPP. The VRPP must be submitted to the SAA and 

approved by DHS.

o Construction and/or renovation to guard facilities

o Communications antennas

o Any other construction or renovation efforts that change or expand 

the footprint of a facility or structure, including security 

enhancements to improve perimeter security.

• Justification and Approval Process. Grantees and/or subgrantees 

must provide the following justification information in the VRPP for any 

construction and/or renovation activities necessary to implement the BZP.

The grantee must provide to DHS: 

o Description of the asset or facility, asset location, whether the 

infrastructure is publicly or privately owned, and the construction or 

renovation project 

o Certification that a facility vulnerability assessment has been 

conducted for the facility 

o How the construction or renovation project will address the 

identified vulnerability(ies) from the assessment 

o Consequences of not implementing the construction or renovation 

project 

• The justification for these expenditures (as outlined above) must be 

addressed in the VRPP, and the VRPP must be submitted and 

approved by DHS prior to the drawdown or use of any FY05 BZPP funds 

for construction or renovation. 
25 

• National Environmental Policy Act (NEPA): NEPA requires DHS to 

analyze the possible environmental impacts of each construction project. 

The purpose of a NEPA review is to weigh the impact of major federal 

actions or actions undertaken using federal funds on adjacent 

communities, water supplies, historical buildings, endangered species, or 

culturally sensitive areas prior to construction. Grantees wishing to use 

DHS funding for construction projects must complete and submit a NEPA 

Compliance Checklist to their respective ODP Preparedness Officer for 

review. Additionally, grantees may be required to provide additional 

detailed information on the activities to be conducted, locations, sites, 

possible construction activities, possible alternatives, and any 

environmental concerns that may exist. Results of the NEPA Compliance 

Review could result in a project not being approved for DHS funding, the 

need to perform an Environmental Assessment (EA) or draft an 

Environmental Impact Statement (EIS). 

F. Unallowable Costs Guidance 

Unauthorized program expenditures for all programs under the FY05 BZPP 

include: 

• Hiring of full or part-time public safety personnel for the purposes of 

fulfilling traditional public safety activities; 

• Expenditures for items such as general-use software (word processing, 

spreadsheet, graphics, etc), general-use computers and related equipment 

(other than for allowable M&A activities, or otherwise associated 

preparedness or response functions), general-use vehicles, licensing fees, 

weapons systems and ammunition; 

• Funds used for the improvement of Federal buildings or for other activities 

that solely benefit the Federal government; 

• Activities unrelated to the completion and implementation of the BZP; and, 

• Other items not in accordance with the AEL or previously identified within 

this guidance as an allowable cost.

G. DHS Resources and Support 

To assist grantees with program activities, ODP and IAIP have several support 

mechanisms available to grantees. 

PSD Protective Measures Section

PSD Protective Measures Section will provide a range of services to BZPP 

grantees and subgrantee. This includes BZPP workshops to further explain the 

BZPP and process, and additional guidance in developing VRPPs. PSD also 
26 

provides on-site technical assistance for officials needing additional technical 

support in developing and/or implementing BZPs. PSD will also serve as the 

primary point of contact for state and local homeland security officials regarding 

questions, concerns, planning, general issues, and accessing specialized 

experience for the overall program. 

Role of ODP’s Preparedness Officers

Throughout the project period, ODP Preparedness Officers will work closely with 

state and local officials to assist agencies in enhancing their homeland security 

preparedness through planning, training, equipment acquisition, exercises, and 

technical assistance. Preparedness Officers will be in continuous contact with 

the SAAs and local officials, and should be considered as the point of contact 

within ODP for addressing questions, concerns, general issues, and accessing 

specialized experience. Please contact your state SAA or the ODP helpline at 

800-368-6498 to identify and contact your ODP Preparedness Officer. 

Centralized Scheduling and Information Desk (CSID) Help Line 

CSID is a non-emergency resource for use by state and local emergency 

responders across the nation. CSID provides general information on all ODP 

programs and information on the characteristics and control of CBRNE materials, 

defensive equipment, mitigation techniques, and available federal assets and 

resources. CSID also provides information on the following services: CBRNE 

training, centralized scheduling capability, CBRNE exercises, State Homeland 

Security Assessment and Strategy Grants, and technical assistance (TA). 

Homeland Security Preparedness Technical Assistance Program (HSPTAP)

ODP’s technical assistance program provides direct assistance to state and local 

jurisdictions to improve their ability to prevent, respond to, and recover from 

threats or acts of terrorism involving CBRNE weapons. A primary objective of 

the program is to enhance the capacity of state and local jurisdictions, as well as 

special needs jurisdictions such as port authorities and mass transit agencies to 

develop, plan, and implement effective strategies for CBRNE preparedness. TA 

may be provided to state and local governments, law enforcement, fire, 

CSID can be contacted at 1-800-368-6498 or TUaskcsid@dhs.govUT. CSID hours 

of operation are from 8:00 a.m. - 7:00 p.m. (EST), Monday-Friday. 

For additional information on BZPP workshops and on-site technical 

assistance to support the development and implementation of BZPs, 

please contact the PSD Protective Measures Section Chief, Bill Eagan, at 

202-282-8737. 
27 

hazardous materials, and other community agencies that have CBRNE 

responsibilities, including Citizen Corps Councils. All TA services are available to 

eligible recipients at no charge. ODP will cover the cost of providing the 

technical expertise, travel, and related expenses. 

• National Criminal Justice Association (NCJA). NCJA is the HSPTAP 

provider for the TA service entitled Enhancing Grants Management 

Capacities, which seeks to further improve the ability of SAAs to manage 

and account for grant funds awarded by ODP. 

• Domestic Preparedness Equipment Technical Assistance Program 

(DPETAP). DPETAP provides on-site training in the selection, use, and 

maintenance of specialized CBRNE detection and response equipment by 

providing detailed technical information, hands-on equipment operation, 

and maintenance training. 

Additional information on HSPTAP can be found online at ODP’s TA website at 

www.ojp.usdoj.gov/odp/ta.htm under the Catalog link, or by contacting the CSID 

helpline at 800-368-6498. 

Lessons Learned Information Sharing (LLIS) System

LLIS is a national, online secure network located at https://www.LLIS.gov that 

houses a collection of peer-validated lessons learned, best practices, and After 

Action Reports (AARs) from exercises and actual incidents, and other relevant 

homeland security documents. LLIS is designed to help emergency response 

providers and homeland security officials prevent, prepare for, respond to, and 

recover from acts of terrorism. LLIS will improve preparedness nationwide by 

allowing response professionals to tap into a wealth of validated front-line 

expertise on effective planning, training, equipping, and operational practices for 

homeland security. 

The system houses a directory of responders and homeland security officials, as 

well as an updated list of homeland security exercises, events, and conferences. 

Additionally, the LLIS includes online collaboration tools, such as 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. 

ODP Applicant Assistance Services

Applicant Assistance Services are designed to provide grantees with assistance 

in completing and submitting their applications to meet the required deadlines. 

For more information concerning the suite of Applicant Assistance Services, 

please contact your ODP Preparedness Officer. 
28 

Equipment Purchase Assistance Program

The Equipment Purchase Assistance Program provides ODP grantees with 

access to prime vendors through memoranda of agreement with the Defense 

Logistics Agency (DLA). Benefits of the program include shorter procurement 

lead time, online ordering, a diverse inventory of commercial products, and 

seven-day delivery for routine items. When ordering equipment through this 

program, grantees may only use funds awarded by ODP; state and local funds 

may not be used. Establishing an account with DLA is a straightforward process 

which should be initiated by contacting the appropriate program representative. 

Additional information on the programs and contact information for program 

representatives is available in a fact sheet posted on the ODP website. For 

information on the Emergency Responder Equipment Purchase Program, see 

http://www.ojp.usdoj.gov/odp/docs/fs-padef.htm. 

Additional information on each of these programs can be found on the ODP 

web site located at TUhttp://www.ojp.usdoj.gov/odpUT or by contacting the state’s 

assigned ODP Preparedness Officer through the ODP helpline at 800-368-6498.
IV. AWARD AND 

REPORTING 

REQUIREMENTS
30 

T IV. Award and Reporting RequirementsT 

A. Grant Award to State 

Upon approval of the application the grant will be awarded to the respective SAA. 

This date will be known as the “award date.” 

Required Submissions: Signed award document and special conditions 

returned to the OJP OC. 

B. Drawdown and Expenditure of Funds 

Following the grant award, completion of all grant award requirements, and 

release of any special conditions (i.e. completion of the vulnerability assessment 

and approval of the BZP and VRPP), the grantee can drawdown and expend 

grant funds through the electronic PAPRS or LOCES systems. Drawdowns and 

expenditures must be reported to ODP on a quarterly basis through the Financial 

Status Reports (FSR), which are due within 45 days of the end of each calendar 

quarter (i.e. for the quarter ending March 31, FSR is due on May 15). A report 

must be submitted for every quarter the award is active, including partial calendar 

quarters, as well as for periods when no grant activity occurs. OJP OC will 

provide a copy of this form in the initial award package. Future awards and fund 

drawdowns will be withheld if these reports are delinquent. 

In support of our continuing effort to meet the accelerated financial statement 

reporting requirements mandated by the U. S. Department of the Treasury and 

the Office of Management and Budget (OMB), payment processing will be 

interrupted during the last five (5) working days each month. 

Grantees/contractors should make payment requests before the last five working 

days of the month to avoid delays in deposit of payments. 

For example, for the month of January, the last day to request (drawdown) 

payments will be January 23, 2005. Payments requested after January 23, 2005 

will be processed when the regular schedule resumes on February 2, 2005. A 

similar schedule will follow at the end of each month thereafter. 

To avoid denial of payment requests, grantees are encouraged to submit their 

SF269a FSRs online at http://grants.ojp.usdoj.gov. Additional information and 

instructions are available at this website. 
31 

Questions regarding grant accounts should be addressed to the OJP OC at 1-

800-458-0786 or e-mail askoc@ojp.usdoj.gov. 

Required Submissions: SF-269 FSR (quarterly) 

C. Reporting Requirements 

Reporting requirements for the FY05 BZPP are consolidated in a single reporting 

system to minimize the administrative burden on states. While budget detail 

worksheets do not need to be submitted as a requirement of the initial grant 

application, procurement plans must be approved prior to obligation, drawdown 

or expenditure of funds. Additionally, the representative states also must 

maintain complete and accurate accounting records, and must make those 

records available to DHS upon request. 

Grantees are reminded to review the following documents and ensure that grant 

activities are conducted in accordance with the applicable guidance: 

• 28 CFR Part 66, Uniform administrative requirements for grants and 

cooperative agreements to state and local governments, at 

http://www.access.gpo.gov/nara/cfr/waisidx_04/28cfrv2_04.html 

• OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal 

Governments, at http://www.whitehouse.gov/omb/circulars/index.html 

• 28 CFR Part 70, Uniform administrative requirements for grants and 

agreements (including subawards) with institutions of higher education, 

hospitals and other nonprofit organizations, at 

http://www.access.gpo.gov/nara/cfr/waisidx_04/28cfrv2_04.html 

• OMB Circular A-21, Cost Principles for Educational Institutions, at 

http://www.whitehouse.gov/omb/circulars/index.html

• OMB Circular A-122, Cost Principles for Non-Profit Organizations, at 

http://www.whitehouse.gov/omb/circulars/index.html. 

Additionally, grantees should be familiar with the requirements included in OJP’s 

OC Financial Guide at http://www.ojp.usdoj.gov/FinGuide/. 

Required Submissions: FSR (quarterly). 

Financial and Compliance Audit Report

Recipients that expend $500,000 or more of federal funds during the 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 

Accounting Office Government Auditing Standards, located at 

http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A-133, Audits of 
32 

States, Local Governments, and Non-Profit Organizations, located at 

http://www.whitehouse.gov/omb/circulars/index.html. Audit reports are currently 

due to the Federal Audit Clearinghouse no later than 9 months after the end of 

the recipient’s 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 FY05 BZPP assistance for audit and 

examination purposes, provided that, in the opinion of the Secretary of Homeland 

Security or the Comptroller General, these documents are related to the receipt 

or use of such assistance. The grantee will also give the sponsoring agency or 

the Comptroller General, 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-recipients comply with the audit requirements set 

forth in OMB Circular A-133. Recipients are responsible for ensuring that subrecipient audit reports are received and for resolving any audit findings. 

Biannual Strategy Implementation Report (BSIR)

ODP has launched a web application for states’ submissions of the BSIR. The 

BSIR is designed to outline how state, urban area, and local ODP grant funding 

is being used to meet the strategic goals and objectives outlined in the State and 

Urban Area Homeland Security Strategies. All BSIR submissions must be 

submitted online via the Grants Reporting Tool (GRT) and it must be completed 

by state grantees and subgrantees at the state, urban area, and local levels. The 

GRT can be accessed at https://www.reporting.odp.dhs.gov/. 

Following award of the grant, the state and subgrantees will be responsible for 

providing updated obligation and expenditure information on a regular basis. The 

BSIR submission will satisfy the narrative requirement in Box 12 of the biannual 

Categorical Assistance Progress Report (CAPR). States will still be required to 

submit the CAPR form. The BSIR is due within 30 days after the end of the 

reporting period (July 31 with a reporting period of January 1 through June 30, 

and on January 31 with a reporting period of July 1 through December 31). 

Updated obligation and expenditure information must be provided with BSIRs to 

show progress made in meeting strategic goals and objectives. Future awards 

and fund drawdowns may be withheld if these reports are delinquent. The final 

BSIR is due 120 days after the end date of the award period. 

Grant Reporting Timeline 

Based on a one year period of performance, ODP expects most grants will have 

a reporting schedule similar to timeline below. Most grants will have three 

submissions over the course of the period of performance including two BSIR 

submissions and one final BSIR submission. The FY05 BZPP is exempt from 

the FY05 ISIP. The first grant report submission for the BZPP in 2005 is the 

FY05 BSIR due on July 31, 2005. 
33 

Required Submissions: BSIR (biannually). 

D. Monitoring 

Grant recipients will be monitored periodically by ODP Preparedness Officers 

and/or PSD Field Security Detachments and Protective Security Advisors (PSAs) 

to ensure that the program goals, objectives, timelines, budgets, equipment 

acquisition, and other related program criteria are being met. ODP will be 

responsible for the financial monitoring of the program and PSD will be 

responsible for the monitoring of the development of the BZPs, VRPPs, and all 

vulnerability site assessment related activities. Monitoring will be accomplished 

through a combination of office-based and on-site monitoring visits. Monitoring 

will involve the review and analysis of the financial, programmatic, operational, 

and administrative issues relative to each project/site, and will identify areas 

where technical assistance and other support may be needed. 

The SAA is also responsible for monitoring subgrantee activities to provide 

reasonable assurance that the subgrantee administers federal awards in 

compliance with federal and state requirements. Responsibilities include the 

accounting of receipts and expenditures, cash management, the maintaining of 

adequate financial records, and the refunding of expenditures disallowed by 

audits. 

E. Grant Close-out Process 

Within 120 days after the end of the grant period, the grantee will submit a final 

FSR and a final BSIR detailing all accomplishments throughout the project. After 

both of these reports have been reviewed and approved by the ODP 

Preparedness Officer and PSD, a Grant Adjustment Notice (GAN) will be 

completed to close-out the grant. The GAN will indicate the project as being 

Beginning of 

Period of 

Performance 

Award 

BSIR Due 

July 31st January 31st 

BSIR Due 

End of 

Period of 

Performance 

120 Days

Final BSIR Due

Grant Reporting Timeline 
34 

closed, list any remaining funds that will be de-obligated, 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 the OJP 

Office of the Comptroller, the grant will be identified as "Closed by the Office of 

the Comptroller." 

Required Submissions: 1) Final SF-269 FSR; 2) Final BSIR.
 

APPENDIX A

SAMPLE AWARD 

PACKAGE 
A-1 

SAMPLE AWARD PACKAGE 

TAB 1: SAMPLE REVIEW OF AWARD 

Office of Justice Programs 

Post Award Instructions for ODP Awards 

Step 1. Review Award and Special Conditions Document. Carefully read the award and any special conditions or other attachments. There 

is an original plus one copy of the award page. 

 

If you agree with the terms and conditions, the authorized official should sign 

and date both the original and the copy of the award document page in Block 19. 

You should maintain a copy and return the original signed documents to: 

Office of Justice Programs 

Attn: Control Desk - ODP Award 

810 Seventh Street, NW – 5P

thP

 Floor 

Washington, DC 20531 

If you do not agree with the terms and conditions, contact the awarding ODP 

Preparedness Officer as noted in the award package. 

Step 2. Read Guidelines. 

Become familiar with the “OJP Financial Guide” which is available through the 

internet at the OJP, Office of the Comptroller website: 

http://www.ojp.usdoj.gov/oc/. New award recipients are automatically placed 

on a mailing list to receive future Guides and their change sets. 

Up to 5 copies of the Guide may be ordered at no cost through: 

http://puborder.ncjrs.org. 

You may also order the Guide by calling 1-800-851-3420. Select #2 for 

publications, select #1 to speak with a publications specialist. 
A-2 

TAB 2: SAMPLE POST AWARD INSTRUCTION 

U. S. Department of Justice 

Office of Justice Programs 

Office of the Comptroller 

Post Award Instructions

OJP is currently responsible for the financial administration of grants awarded by 

the ODP. 

The following is provided as a guide for the administration of awards from ODP. 

Forms and other documents illustrating each step are attached. 

Step 1. Review Award and Special Conditions.

If you agree with the terms and conditions stated in the award, sign and date the 

award document and the last page of the Special Conditions, and return to OJP. 

Notify your ODP Preparedness Officer when Special Conditions have been met 

(refer to Step 1 attachment); 

If you do not agree with the terms and conditions as written, contact your ODP 

Preparedness Officer. 

Step 2. Read Guidelines. 

Read and become familiar with the “OJP Financial Guide” and related material 

(refer to Step 2 attachment). 

Step 3. Complete and Return ACH Form.

The Automated Clearing House (ACH) Vendor/Miscellaneous Payment 

Enrollment Form (refer to Step 3 attachment) is used to arrange direct deposit of 

funds into your designated bank account. 

Step 4. Access to Payment Systems.

OJP uses two payment systems: Phone Activated Paperless System (PAPRS) 

and Letter of Credit Electronic Certification System (LOCES) (refer to Step 4 

attachment). Current LOCES users will see the addition of new ODP grants on 

the LOCES grant number listing as soon as the ODP award acceptance has 

been received. PAPRS grantees will receive a letter with the award package 

containing their PIN to access the system and Grant ID information. 

Step 5. Reporting Requirements. 

Reporting requirements must be met during the life of the grant (refer to the OJP 

Financial Guide for a full explanation of these requirements, special conditions 

and any applicable exceptions). The payment systems contain edits which will 

prevent access to funds if reporting requirements are not met on a timely basis. 

Refer to Step 5 attachments for forms, due date information, and instructions. 
A-3 

Step 6. Questions about your award?

A reference sheet is provided containing frequently asked financial questions and 

answers. If you have questions concerning this checklist or any financial aspect 

of your award, contact the Office of the Comptroller’s Customer Service Center at 

1-800-458-0786 or by email at askoc@ojp.usdoj.gov. Customer Service staff are 

available from 9:00 a.m. to 6:00 p.m. EST, Monday-Friday. 
APPENDIX B

PUBLIC SAFETY 

COMMUNICATIONS AND 

INTEROPERABILITY 

GUIDANCE
B-1 

PUBLIC SAFETY COMMUNICATIONS AND INTEROPERABILITY GUIDANCE

In May 2004, ODP adopted language about grant guidance developed by 

SAFECOM in an effort to ensure interoperability through the various layers of 

federal, state and local government. (See ODP Information Bulletin #113). 

SAFECOM developed this general grant criteria in concert with representatives 

of the public safety community in an effort to coordinate the way in which funding 

is allocated and to maximize the prospects for interoperable communications. 

The intent of the SAFECOM grant guidance is to ensure that the communications 

equipment being procured will lead to improved multi-disciplinary and/or multijurisdictional interoperable public safety communications. The grant guidance 

provides a list of questions to be answered in order to demonstrate how the 

applicants proposed project would enhance interoperability. The guidance also 

encourages that, where appropriate, applicants purchase equipment that meets 

standards that have been developed and adopted by the public safety 

communications community–American National Standards Institute 

(ANSI)/TIA/EIAA-102 Phase 1 (Project 25) suite of standards. This 

recommendation is intended for government-owned or -leased land mobile public 

safety radio equipment, and its purpose is to make sure that such equipment or 

systems are capable of interoperating with other public safety land mobile 

equipment or systems. It is not intended to apply to commercial services that 

offer other types of interoperability solutions and does not exclude any 

application if it demonstrates that the system or equipment being proposed will 

lead to enhanced interoperability. The grant guidance does not propose to 

preclude funding of non-Project 25 equipment when there are compelling 

reasons for using other solutions. Absent these compelling reasons, ODP intends 

that Project 25 equipment will be preferred for digital systems to which the 

standard applies. 

The SAFECOM interoperable communications guidance addresses the following 

issues: 

• Criteria 

o Personnel Involved with Public Safety Communications 

Interoperability 

o Lifecycle of Public Safety Communications Projects 

o Common Public Safety Communications Goals 

o Common Criteria for All Grant Applicants 

o Standards 

o Governance 

• Criteria for Public Safety Communications Equipment Grants 
B-2 

o Building, Upgrading, Enhancing, Replacing and Maintaining Public 

Safety Communications Systems and Equipment 

• Supplemental Criteria for Public Safety Equipment Grants 

o Planning for Public Safety Communication Systems 

o Training Public Safety Staff on Issues Related to Emergency 

Response Communications 

o Managing Public Safety Communications Projects 

o Generic Examples of Linking Disparate Public Safety 

Communications Systems 

The SAFECOM grant guidance materials are available in their entirety on the 

SAFECOM website (http://www.safecomprogram.gov) in the electronic library. 

(See http://www.safecomprogram.gov/libresults.cfm?libid=431&secid=3.) They 

can also be accessed through ODP Information Bulletin #113, posted on the 

ODP website at http://www.ojp.usdoj.gov/odp/docs/bulletins.htm. 
APPENDIX C

LIST OF TERMS 
C-1 

List of Terms 

A 

AAR After Action Reports 

AEL Authorized Equipment List 

ANSI American National Standards Institute 

APCO Association of Public-Safety Communications Officials 

B 

BSIR Biannual Strategy Implementation Reports 

BZP Buffer Zone Plan 

BZPP Buffer Zone Protection Program 

C 

CAPR Categorical Assistance Progress Reports 

CBRNE Chemical, Biological, Radiological, Nuclear, and Explosive 

CFDA Catalog of Federal Domestic Assistance 

CI Critical Infrastructure 

CIP Critical Infrastructure Protection 

CSID Centralized Scheduling and Information Desk 

D 

D&B Dun and Bradstreet 

DHS U.S. Department of Homeland Security 

DLA Defense Logistics Agency 

DOJ U.S. Department of Justice 

DPETAP Domestic Preparedness Equipment Technical Assistance Program 

DUNS Data Universal Numbering System 

E 

EA Environmental Assessment 

EIS Environmental Impact Statement 

F 

FAR Federal Acquisition Regulations 

FOIA Freedom of Information Act 

FSR Financial Status Report 

G 

GAN Grant Adjustment Notice 

GMS Grants Management System 

H 

HSAS Homeland Security Advisory System 

HSGP Homeland Security Grant Program 

HSPTAP Homeland Security Preparedness Technical Assistance Program 

I 

IAB Interagency Board 
C-2 

IAIP DHS Information Analysis and Infrastructure Protection Directorate 

IP Infrastructure Protection 

ISIP Initial Strategy Implementation Plan 

K 

KA Key Asset 

KR Key Resource 

L 

LEP Limited English Proficient 

LETPP Law Enforcement Terrorism Prevention Program 

LLIS Lessons Learned Information Sharing 

LOCES Letter of Credit Electronic Certification System 

M 

M&A Management and Administrative 

MIPT Memorial Institute for the Prevention of Terrorism 

N 

NADB National Asset Database 

NCJA National Criminal Justice Association 

NEPA National Environmental Policy Act 

O 

OC Office of the Comptroller 

ODP Office for Domestic Preparedness 

OJP Office of Justice Programs 

OMB Office of Management and Budget 

P 

PAPRS Phone Activated Paperless Request System 

POC Point of Contact 

PSA Protective Security Advisor 

PSD Protective Security Division 

S 

S&T Science and Technology 

SAA State Administrative Agency 

SEL Standardized Equipment List 

SHSAS State Homeland Security Assessments and Strategies 

SHSP State Homeland Security Program 

SHSS State Homeland Security Strategy 

SLGCP DHS Office of State and Local Government Coordination and 

Preparedness 

SPOC Single Point of Contact 

T 

TA Technical Assistance 

TVA Threat and Vulnerability Assessment 
C-3 

U 

UAWG Urban Area Working Group 

V 

VRPP Vulnerability Reduction Purchase Plan 

W 

WMD Weapons of Mass Destruction