Funds from the First Responder Preparedness allocation may be used to plan for, design, develop, conduct and evaluate exercises that train emergency responders and assess the readiness of jurisdictions to prevent and respond to a terrorist attack. Exercises must be threat and performance-based, in accordance with the Office of Domestic Preparedness (ODP), Homeland Security Exercise and Evaluation (HSEEP) manuals. These manuals will provide explicit direction on the design, conduct and evaluation of terrorism exercises. Exercises conducted with ODP support (grant funds or direct support) must be managed and executed in accordance with HSEEP.
Allowable costs fall into five distinct categories: 1) exercise planning workshop; 2) hiring of full or part-time staff or contractors/ consultants to support exercise activities; 3) overtime for first response/exercise management personnel involved in the planning and conduct of exercises; 4) travel associated with exercise planning and conduct; 5) supplies consumed during the course of exercise planning and conduct; and, 6) other costs related to the planning and conduct of exercise activities. This grant will not pay for equipment or training.
This is not an all-inclusive list. These items have been authorized for reimbursement purposes under the FY03 SHSGP. Please note: Any item not on this list must be pre-authorized by MSP-EMD.
- Exercise Planning Workshop
– grant funds may be used to plan and conduct an Exercise Planning Workshop to include costs related to planning, meeting space and other meetings costs, facilitation costs, materials and supplies, travel and exercise plan development.
- Full or Part-Time Staff or Contractors/Consultants - Full or part-time staff may be hired to support exercise-related activities. Payment of salaries and fringe benefits must be in accordance with the policies of the state or unit(s) of local government and have the approval of the state or the awarding agency, whichever is applicable. The services of contractors/consultants may also be procured by the state in the design, development, conduct and evaluation of CBRNE exercises. The applicant’s formal written procurement policy or the Federal Acquisition Regulations (FAR) must be followed.
- New hires full or part-time staff to support CBRNE/WMD exercise related activities.
- Hired contractors/consultants for completed work. (Ex.-Must be within grant dates and all exercise activities must be completed for this area prior to submission for reimbursement.)
- Overtime
– Payment of overtime expenses will be for work performed by award (SAA) or sub-award employees in excess of the established workweek (usually 40 hours). Further, overtime payments 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. 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 p.m. to 5:00 p.m.), even though such work may benefit both activities. Fringe benefits on overtime hours are limited to FICA, Workman’s Compensation and Unemployment Compensation.
- Documented overtime for current government employees is eligible. Regular time for current government employees is not eligible for reimbursement.
- Travel
- Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as expenses by employees who are on travel status on official business related to the planning and conduct of the exercise project(s). These costs must be in accordance with either the Federal or an organizationally approved travel policy.
- Costs for mileage, per diem, hotel, etc. for employees on travel status related to the planning and conduct of the exercise.
- 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, and non-sterile masks).
- Copy paper
- Notebooks, binders or folders
- Moulage equipment
- Fake smoke
- Maps (streets and roads, sewer and water, electrical lines and grids, gas lines, contour, rail yards, plants and facilities, weather, GIS, flood, etc.)
- Charts (damage assessment, facilities and resources, organizational, MSEL, etc.)
- Status (EVENT) or Resources Boards (fire, law enforcement, public works, EMS, etc.)
- Equipment rentals (copy machines, cell-phones, video or still cameras, fax machines, simulation devices, LCD’s and/or laptops, white boards, easels, TV monitors, VHS machines, microphones, etc.)
- Rolls of acetate
- VHS tapes, CD ROMS, 3-1/2" diskettes for recording exercise information
- Overhead slide film
- Pens, pencils, markers, etc.
- Other Items
- These costs include the rental of space/locations for initial planning and orientation meetings, and conducting full scale exercises.
- Rental of space or locations
- Exercise signs (table, hanging, portable, etc.)
- Identification badges
- Vests, armbands, and/or hats
- T-shirts
- Gloves, non-sterile masks, bandages, etc.
- Food and non-alcohol beverages (refreshments) provided/consumed during grant exercise(s)
