Overview of State Grant Applications

Slide Note

Detailed overview of state grant applications for 911 systems, including instructions, associated Florida statutes, key purposes, eligibility criteria, and application deadlines.

locastro_z Follow

Uploaded on Mar 16, 2025 | 1 Views

Download Presentation

Please find below an Image/Link to download the presentation.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.

You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.

Download Presentation

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.

E N D

Presentation Transcript

911 Grant Applications Overview State & Rural County Grants February 2020

Grant Form Conformation & Location Always Ensure You Have the Correct Application! The current State Grant Application is: The Version is listed on the Title page and in the footer of each page. The State Grant Application is located as a sub-page to the E911 Webpage. https://www.dms.myflorida.com/business_operations/state_technology/public _safety_communications/florida_911/e911_grant_information

State Grant Application Instruction The State Grant Application Instructions are located on pages 1-8. The instructions are considered an extension of the Rule and the Florida Statutes associated with the Grant process. Read, review, and ask questions of the 911 Staff regarding any portion of the application instructions which you do not understand prior to completing your Grant Application.

Florida Statutes Associated With 911 Grants F.S. 365.171 Emergency Communications Number E911 State Plan F.S. 365.172 Emergency Communications Number "E911 F.S. 365.173 Emergency Communications Number E911 System Fund Of these it is F.S. 365.172 which is the primary statute when answering question in regards to 911 Grants.

Key Things to Know About State Grant Applications Purpose(s) To assist counties with the replacement or upgrade of E911 Systems. To develop and maintain Next Generation 911 (NG-911) systems and services. To develop and maintain statewide 911 routing using Emergency Services Internet Protocol (IP) networks (ESInet). To develop and maintain statewide 911 Geographic Information Systems (GIS) and services. The purchase of Management Information Systems (MIS). PSAP Consolidation These are Primary Purposes for the State Grant.

Key Things to Know About State Grant Applications Who is eligible to receive a State Grant? Any County s Board of County Commissioners in conjunction with the County s 911 Coordinator, in the State of Florida. When do State Grants occur? When the E911 Board declares a Grant Cycle. There must be both funds and spending authority available for the Board to declare a Grant Cycle. The declaration of the Grant Cycle must be posted in the Florida Administrative Register (F.A.R.) 90 days prior to the Application s Due Date.

Key Things to Know About State Grant Applications Applications must arrive on or before 11:59 PM on the Due Date declared by the Board. Address which Applications must be delivered to: E911 Board-Electronic Grant Reports Mailbox E911BoardElectronicGrantReports@dms.myflorida.com Or State of Florida E911 Board ATTN: E911 Board Administrative Staff 2555 Shumard Oak Blvd Tallahassee, FL 32399-0950 Electronic submission via the Grants Mailbox is preferred and better for all concerned.

Key Things to Know About State Grant Applications Complete items 1-14 with appropriate signatures. Signed Board of County Commissioners form is required. Budget/Expenditure Report signed by County Coordinator. Ensure all prescribed documents are included. Three quotes are required! Unless the request is less than $35,000.00 or between $35,000.00 - $195,000.00 and is accompanied by a sole source letter signed by the appropriate member of the county finance department. In the case of the requests which fall into the category of less than $35,000.00 or the sole source category the application must have one complete, competitive, and qualified quote.

Key Things to Know About State Grant Applications Applications with items from different priorities should have separate Budget/Expenditure Reports for each priority. The allowable grant funding for travel expenses are limited to the authorized amounts established in Section 112.061, Florida Statutes, and the Department of Financial Services Guidelines for State Expenditures. Allowable costs for daily per diem shall not exceed $36.00 and daily lodging $150.00, for a total of $186.00 a day combined. Three quotes are required.

Key Things to Know About State Grant Applications Grant awards may be withheld if a county has a grant with a past-due quarterly report(s) or past- due final documentation and closeout paperwork for previous grant awards. All grant funds shall be provided on a Cost Reimbursement Basis. To get reimbursement a reimbursement form must be submitted.

Key Things to Know About the State Grant Applications Reimbursement claims shall include only: Expenditures related to the specific grant. Copies of purchase orders and paid vouchers, invoices, copies of check processing, journal transfers, etc.. The reimbursement request must match the scope of work (SOW) and budget proposed in the grant applications or an approved Change Request. To assure prompt processing, complete reimbursement claims should be e-mailed to: E911Board-ElectronicGrantReports@dms.myflorida.com

Grant Reporting Requirements Grantees will be required to submit: Quarterly reports on the Budget/Quarterly Expenditures Report, Form #12 Quarterly Status Report, Appendix III. Updated reports and associated information should be e-mailed to: E911Board-ElectronicGrantReports@dms.myflorida.com

Project Completion & Closeout Requirements At project completion A final Budget/Quarterly Expenditure Report shall be submitted based on the same reporting requirements described in grant reporting item 9.1. The county shall determine the final completion date based on the final payment date, or the initiation date of the warranty period. Final documentation including copies of all expenditures and corresponding invoices shall be submitted within 90 days of the final report.

Change Requests Change Requests, shall be submitted prior to deviation from any awarded grant applications. No changes or departures from the original request are authorized unless approved in writing by the E911 Board. Such requests shall be submitted using the form attached in Appendix II, Request for Change Form.., Time extension requests will not be allowed unless The county has executed a contract for the grant equipment and/or services, or demonstrates good cause for failure to execute a contract within two years of award. Good cause documentation shall include a new project timeline schedule.

Change Requests Time extensions shall be limited to a maximum of one additional year when approved by the E911 Board for a total of three years. Request for Change forms and associated information should be e-mailed to E911Board-ElectronicGrantReports@dms.myflorida.com.

Quarterly Status Reports The Quarterly Status Report, Appendix III Shall inform the E911 Board of significant impacts to grant supported activities. Significant impacts include project status developments affecting time schedules and objectives, anticipated lower costs or producing beneficial results in addition to those originally planned. The disclosure must include a statement of the action taken, or contemplated, and any assistance needed to resolve the situation. For example on GIS Data Support (Synchronization), a detailed list identifying work completed to include percentage of sync.. achieved and issues which have occurred.

Page 1, Title Page Input your the County s name. Provide the amount requested for this grant. Provide the Project Title, try to sync it to the priority list if possible. Fill in each of the remaining fields with the appropriate County information.

Page 2, County Factual Information County Name Provide requested County statistical data in section 4.

Page 2, County Factual Information Section 4. Continued 4. 3.) Enter amounts from County s current Form 6A into County Revenue Worksheet example provided on next slide to get calculation. 4. 4.) Enter amount County s current Carry Forward from Form 6A. 4. 5.) Enter amount of current carry forward funding. For sections 4. 6.) & 7.) see worksheet on next page.

Page 3, Page 3, Sections 5. & 6. Sections 5. & 6. 5. Provide a description of your current system, similar to the system overview which is in your County Plan. Ensure to provide dates all key pieces of the system were spun up/ day the original warranty started. 6. Provide a condensed Scope of Work (SOW) which includes detailed deliverables and services to be rendered which will allow the Board, you and DMS to determine if all requirements of the Grant have been met.

Page 3, Page 3, Sections 7. & 8. Sections 7. & 8. 7. Justification, provide detailed information on the condition of the system down to key component level. Provide estimated life expectancy for the Key components. 8. provide detailed background on why the county needs this grant and why the county would not be able to afford the purchase without the grant.

Page 3, Page 3, Sections 9. & 10. Sections 9. & 10. 9. Provide a short paragraph on how the project supports the State and your counties Plan. Provide an in-depth schedule with for completion of the project including milestones which need met. 11. If sole source provide a brief justification. This does not replace the required sole source letter from the County Finance department.

12. Budget / Quarterly Expenditure Report 12. Budget / Quarterly Expenditure Report This form serves two purposes. The first is to identify the project cost / budget. The second is to report expenditures the County s Quarterly reports. Section A is the location where you list the Hardware, Software, other equipment & labor costs. Section B. is for listing Services i.e. Training, Maintenance & Warranty. Insert excess carry forward amount if applicable.

Board of County Board of County Commissioners Commissioners Signature Page Signature Page Ensure to leave time to get section 14. signed by the Board of County Commissioners (BOCC) or authorized signee prior to the application deadline. Alternate signer may be authorized by the County BOCC.

Appendix I Appendix I Allowable Expenses Allowable Expenses NO NO requests for funding will be acknowledged for any items not specified in Section 365.172, Florida Statutes, Emergency requests for funding will be acknowledged for any items not specified in Section 365.172, Florida Statutes, Emergency communication number E911 ; paragraph (10) (shown below). communication number E911 ; paragraph (10) (shown below). Section 365.172 (10), Florida Statutes Section 365.172 (10), Florida Statutes AUTHORIZED EXPENDITURES OF E911 FEE. (a) location verification, and call transfer. Department of Health certification, recertification, and training costs for 911 public safety telecommunications, including dispatching, are functions of 911 services. For purposes of this section, E911 service includes the functions of database management, call taking, (b) services are eligible for expenditure of moneys derived from imposition of the fee authorized by subsections (8) and (9). These costs include the acquisition, implementation, and maintenance of Public Safety Answering Point (PSAP) equipment and E911 service features, as defined in the providers' published schedules or the acquisition, installation, and maintenance of other E911 equipment, including circuits; call answering equipment; call transfer equipment; ANI or ALI controllers; ANI or ALI displays; station instruments; E911 telecommunications systems; visual call information and storage devices; recording equipment; telephone devices and other equipment for the hearing impaired used in the E911 system; PSAP backup power systems; consoles; automatic call distributors, and interfaces, including hardware and software, for computer-aided dispatch (CAD) systems; integrated CAD systems for that portion of the systems used for E911 call taking; GIS system and software equipment and information displays; network clocks; salary and associated expenses for E911 call takers for that portion of their time spent taking and transferring E911 calls, salary, and associated expenses for a county to employ a full-time equivalent E911 coordinator position and a full-time equivalent mapping or geographical data position, and technical system maintenance, database, and administration personnel for the portion of their time spent administrating the E911 system; emergency medical, fire, and law enforcement prearrival instruction software; charts and training costs; training costs for PSAP call takers, supervisors, and managers in the proper methods and techniques used in taking and transferring E911 calls, costs to train and educate PSAP employees regarding E911 service or E911 equipment, including fees collected by the Department of Health for the certification and recertification of 911 public safety Telecommunicator s as required under s. 401.465; and expenses required to develop and maintain all information, including ALI and ANI databases and other information source repositories, necessary to properly inform call takers as to location address, type of emergency, and other information directly relevant to the E911 call-taking and transferring function. Moneys derived from the fee may also be used for next-generation E911 network services, next- generation E911 database services, next-generation E911 equipment, and wireless E911 routing systems. All costs directly attributable to the establishment or provision of E911 service and contracting for E911

Appendix I Appendix I - - Continued Continued NO NO requests for funding will be acknowledged for any items not specified in Section 365.172, Florida Statutes, Emergency requests for funding will be acknowledged for any items not specified in Section 365.172, Florida Statutes, Emergency communication number E911 ; paragraph (10) (shown below). communication number E911 ; paragraph (10) (shown below). Section 365.172 (10), Florida Statutes Section 365.172 (10), Florida Statutes AUTHORIZED EXPENDITURES OF E911 FEE. (c) to, any or operational costs for emergency responses. Even any which occur after the call transfer to the responding public safety entity and the costs for constructing, leasing, maintaining, or renovating buildings, except for those building modifications necessary to maintain the security and environmental integrity of the PSAP and E911 equipment rooms The moneys should not be used to pay for any item not listed in this subsection, including, but not limited

Appendix II Appendix II Request for Change Request for Change

Appendix III Appendix III Quarterly Status Quarterly Status Report Report

Appendix IV Appendix IV Financial Reimbursement of Expenditures Reporting Form Financial Reimbursement of Expenditures Reporting Form

Addendum I Addendum I Funding Priorities Funding Priorities

Addendum I Addendum I Funding Priorities Funding Priorities Continued Continued

Form Form 6A 6A

RuralCounty Grant

Rural County Grant Application Differences Versus the State Grant Application Eligibility All Counties with a population less than 75,000 people. Schedule Spring Grant Cycle Applications due on or before April 1 annually. Fall Grant Cycle - Applications due on or before October 1 annually.

Rural County Grant Application Differences Versus the State Grant Application - Continued Rural County Grants allow system maintenance. Ensure your venders put proper Period of Coverage on your maintenance quotes. MM/DD/YYYY MM/DD/YYYY Maintenance Grants only require one (1) competitive, complete quote. Applicants requesting items from different funding priorities should complete a separate application for each priority. All Maintenance related requests regardless of priority may be combined on the same application.

Addendum I Rural County Grant Priorities

Addendum I Rural County Grant Priorities - Continued

Conclusions Conclusions Read, review, and reach out to the 911 Staff with any questions about the Grant applications and Grant application instructions! Get your Grants in early to allow time for Staff review and corrections! Although the State and Rural County Grants are similar, there are differences. If you have both available to you remember the differences. Send your Grant Applications Via Email, PLEASE!

Conclusions Conclusions - - Continued Continued Get your applications in early to avoid problems! Remember Periods of Coverage on your Maintenance grants. DMS 911 Staff is here to assist you, take advantage of us! Read, review, and reach out to the 911 Staff with any questions about the Grant applications and Grant application instructions!