2018 Kentucky 911 Services Board Grant Workshop Grant

2018 Kentucky 911 Services Board Grant Workshop

Grant Fund Overview Board Staff Mike Sunseri, Administrator mike. sunseri@ky. gov Lynann Centers, Executive Assistant lynann. centers@ky. gov Wes Willis, Executive Advisor wesley. willis@ky. gov

HB 585 (2016 Leg. Session) Funding Point-of-sale process established for fee collection from prepaid users (93 cents per transaction) Phases out provider Cost Recovery, redirects money to PSAP funds Explicitly states that Lifeline providers are required to remit for their users

HB 585, cont. CMRS Fund Distribution Administrative -2. 5% (same) Cost Recovery -2. 5%* Grant Fund -10% (same) PSAP Funds - 85%, divided equally between: Pro Rata Volume *Cost Recovery deposit until Tier III invoices are paid, then eliminated

HB 585, cont. Impact on Grant Fund Only Certified PSAPs are eligible for to apply for grants Emphasis placed on NG 911 projects Consolidation incentive doubled to $200, 000 per (primary) PSAP, maximum of $400, 000 per county in reimbursed expenses associated with the consolidation

May 2017 Executive Order On May 17, 2017, Gov. Matt Bevin issued Executive Order 2017 -298, which reorganized the 911 Services Board. The Executive Order: § Reduced the board’s membership from 15 to five members. § Created an advisory council made up of 13 subject matter experts in the 911 community, including first responders and local government representatives. § Transitioned daily management and oversight of the board to the Kentucky Office of Homeland Security (KOHS). Membership of the newly constituted 911 Services Board includes: ü The secretary of the Public Protection Cabinet. ü The executive director of the Office of Homeland Security (board chair). ü The director of the Division of Emergency Management. ü The commissioner of the Department of Local Government. ü One citizen appointed by the Governor.

Grant Fund Overview Created in 2006 as an amendment to KRS 65. 7631 10% of all CMRS revenue is deposited into the Grant Fund “for the establishment and improvement of E 911 services ” “for incentives to create more efficient delivery of E 911” “for improvements of 911 infrastructure by wireless carriers” for PSAP Consolidation reimbursement* *The PSAP Consolidation Grant is a separate, non-competitive application and should not be applied for through this competitive process.

2018 Grant Application Available at: 911 board. ky. gov

2018 Grant Requirements Mandatory Project Requirement Application MUST be consistent with the NG 9 -1 -1 State Plan. 911 board. ky. gov

Kentucky NG 9 -1 -1 State Plan Basic Components Statewide ESInet, “network of networks” Regional IP Networks Host/Remote Provisioning w/Shared Hardware, Software, etc…. NG Level Mapping, Call Routing Legacy System Maintenance and Gateways

2018 Grant Requirements Project Priorities (in no particular order) 1) Compliance with NG 9 -1 -1 State Plan and NG 911 Themes 2) Regional Impact/Regionalization 3) Efficiency in cost and/or service delivery 4) Applicant exhibits sustainability/project helps the applicant become more sustainable 5) Innovation 6) Emergency – dire need just to survive Grant applications should attempt to meet one or more of the listed priorities.

2018 Grant Requirements Projects with multi-jurisdictional impacts often allow PSAPs to consolidate equipment or use of services without sacrificing the autonomy of their PSAP. Examples of projects with multi-jurisdictional impact include: Regional IP networks Host and remote CPE (shared backroom equipment) Regional mapping and addressing maintenance plans CAD, Logging Recorders, Radios, etc. .

2018 Grant Requirements Efficiencies in Cost and/or Delivery of 911 Services: Cost: Instances where an investment by the Kentucky 911 Services Board for non-recurring costs could lower the PSAP’s monthly/annual recurring cost. Cost: Projects with shared services or equipment and multiple participants. Service: Purchases that could decrease call answering times or promote more reliable disaster recovery. Service: Projects that consolidate equipment into one package and/or vendor.

2018 Grant Requirements How can you determine if your project is sustainable? Identify the recurring costs associated with the purchase. Can your agency afford to cover the monthly/annual maintenance (i. e. non-recurring) costs? Is this cost more than what you are currently paying? If so, do you have the funds to cover the difference? If there are technical components to your project that require maintenance and monitoring, do you have plans for someone to do that (could be “in house” or through vendor maintenance contract)?

2018 Grant Requirements Innovation -Out of the ordinary solutions and configurations -Unique idea to solve a common (or perhaps not so common) problem -Proposals for “Proof of Concepts”

2018 Grant Requirements For applicants claiming “Emergency – dire need to survive, ” claims should be well documented. Letter from vendor declaring “end of life. ” Logs from maintenance calls/reports. Real life stories.

2018 Grant Funding Categories (applicant will identify on grant cover sheet) Connection to existing Host/Remote configuration approved by the Board. 2) New or improved 911 PSAP support equipment. 3) Regional Host/Remote project proposals outside of current Board deployments. 4) Other. 1) *Not listed by order of importance.

2018: Category 1 Grant Applications 1) Connection to existing Host/Remote configuration approved by the Board. *The concept of Host/Remote configurations are outlined in the NG 9 -1 -1 State Plan approved by the Board. *These solutions are IP-based and allow for cost savings at the PSAP level and additional disaster recovery capabilities. *Approved Host/Remotes can be found on page 17 of the grant application. *PSAPs wishing to apply for a Category 1 grant MUST choose a Host/Remote solution in advance AND have the vendor sign off on your selection form included in your application.

2018: Category 1 Grant Applications Contact information for these providers can be found on page 17 of the grant application document.

2018: Category 2 Grant Applications 2) New or improved 911 PSAP support equipment -CAD upgrade or replacement -Logging Recorder -Radio Equipment in PSAP -Training -GIS Software -Computers -Etc. . .

2018: Category 3 Grant Applications 3) Regional Host/Remote project proposals outside of current Board deployments. Logging Recorder CAD Radio Other? ?

2018: Category 4 Grant Applications 4) Other. ? *An application should be identified as Category 4 if it does not fit into Category 1 -3.

2018 Grant Application Identify funding category here:

2018 CMRS Grant Application A “Financial Statement Glossary” can be found on page 13 of the application document. You may right click on this page from the application document to edit the cells with the correct financial information.

2018 Grant Application See page 6 of application, titled “Grant Application Guidelines, ” for detailed information

2018 Grant Requirements All applications should (in narrative section): Fit allowable CMRS fund spending criteria (202 KAR 6: 090) While adhering to Statewide Plan Avoid encumbering funds in outdated equipment and processes Address specific inadequacy or gap in service Explain how the project will be sustained Contain adequate budget information/realistic cost projections/detailed equipment listing Show good technical planning/logical progression/specific timelines Have proper technical and financial oversight Provide documentation for emergency circumstances Advise if there are matching funds Advise if this project completes an ongoing project Properly disclose previous grant awards

2018 Grant Specifics All requests in excess of $20, 000 must complete the bid process before application is submitted, or identified other approved purchasing source. Options for procurement include: 1) RFP, 2) State Price Contract or 3) Sole Source Exemption. Form: “ 2018 CMRS Grant Proper Procurement Declaration. ” Application period extended to a full 90 days to give applicants time to complete this process.

2018 Grant Specifics

2018 Grant Specifics All award contracts will be initiated between the grant recipient and the Kentucky 911 Services Board only. 3% administrative fees no longer allowed for ADDs or other project managers. Applicants wishing to have an ADD write their grant may do so at their own expense and the applicant name must be the PSAP or the Local Government.

2018 Grant Specifics The grantee’s first quarterly report must contain a copy of the executed contract between the grantee and vendor

2018 Grant Specifics New since 2017 Requests for additional positions for any type of PSAP equipment must accompany substantial documentation to support the request (suggestion: Google “NENA Formula for PSAP Staffing”). For vendors claiming to have products on the state price contract, the item must be active on contract at the time of purchase, not just the time of the quote.

2018 Grant Specifics New since 2017 Applicants should convey to the vendor that bids and quotes should remain valid through August 2018. Applicants wishing to apply for 2 or more unrelated projects should submit separate applications for each project. Only PSAPs certified by the Kentucky 911 Services Board are eligible to apply for grant funding.

2018 Grant Specifics New since 2017 Grant requests for equipment located in a backup or secondary PSAP will not be considered. Only equipment designated for primary use in a primary PSAP is allowable under the grant program. New emphasis will be put on applicants willing to commit some local funding to the project. This will be done with bonus points in the scoring process.

2018 911 Board Grant Requirements Applications should be collated and compiled in the following order: 1) Grant Application –Budget Summary Information (page 8) 2) 2018 Grant Information (page 9 & 10) 3) PSAP Revenue/Expenditure Report, FY 17 (page 11) 4) PSAP Budget, FY 18 (page 12) 5) Project Description/Justification Narrative (page 14) 6) Assurance/Authority (page 15) 7) Category 1 Selection Form, if applicable (page 18) 8) 2018 Proper Procurement Declaration (page 19 & 20) and required attachments 9) Other Attachments to support your case at your discretion

2018 CMRS Grant Scoring - Reviewed for project, not application. - 911 Services Board staff will review all applications to ensure grant application guidelines are followed. - All projects will receive a Peer Review, Technical Review, and 911 Services Board Administrator Review. The Board will make the ultimate award decision and all Board decisions are final.

2018 Grant Scoring Mandatory Project Requirement Project Priorities Funding Categories Evaluation Criteria

2018 CMRS Grant Scoring Evaluation Criteria has been established and each application will receive a score (0 -3 points) for each criteria separately.

2018 CMRS Grant Scoring Evaluation Critria (each will receive a separate score): -The proposal is consistent with the NG 9 -1 -1 State Plan. -The proposal meets one or more of the project priorities. -The proposal clearly illustrates a critical problem or gap in service. -The proposal is a strong and/or innovative solution to address the problem. -The proposal has a reasonable deployment plan and timeline. -The proposal has a viable plan to sustain and maintain the solution long term. -The proposal demonstrates a convincing reason for funding. -The proposal is an ideal and allowable use of CMRS Funds. -The proposal followed and documented the proper procurement procedures.

2018 CMRS Grant Scoring Each Criteria will be evaluated in the following manner: -Excellent: 3 points -Good: 2 points -Acceptable: 1 point -Not Acceptable: 0 points Total Individual Points Possible: 27

2018 CMRS Grant Scoring Bonus points for playing well with others & sharing costs Multi-county impact = 4 bonus points. Examples of projects with multijurisdictional impact include: Regional IP networks Host and remote CPE (shared backroom equipment) Regional mapping and addressing maintenance plans Applying as a group of PSAPs, or adopting technology already in place with neighboring counties, and utilizing an inter-local agreement to share services Applying as a previously consolidated PSAP (can include KSP PSAP) covers entire county = 2 bonus points Local funding contribution = 2 bonus points

2018 CMRS Grant Scoring Calculation of Final Score: Average Peer Review Score (Total of Peer Reviewers Scores/# of Peer Reviewers) + Bonus Points (check all that apply) __ +4 points (project has multi-county impact) __ + 2 points (PSAP/KSP covers entire county) __ +2 points (local funding contribution) ___=Final Score

2018 CMRS Grant Fund Calendar Grant applications open March 15, 2018 Grant workshops April 2 -6, 2018 Application Due June 15, 2018 Peer/Tech Evaluations June/July 2018 CMRS Board Approval July 10, 2018 Award Notification July 16, 2018 Award Workshops July/August 2018 Contract Start Date August 15, 2018

Grant –Post Award -Grant recipients will be notified by mail and listed on the Kentucky 911 Services Board website. -This is a reimbursement grant. - 911 Services Board staff will provide grant recipients grant orientation training. -Grant awardees are required to submit timely quarterly reports to the Kentucky 911 Services Board. -The awarded contract must be initiated between the Kentucky 911 Services Board another government agency (fiscal court, city, 911 Board, another state agency). -Any changes to the original contract such as time extension or modification to the original project description must be approved by the Kentucky 911 Services Board.

2018 Grant Process DO -Deliver the original and (6) copies to the Kentucky 911 Services Board Office by 4: 30 pm on June 15, 2018. -Make an effort to use Times New Roman, 12 point font. -Fill out the financial statement worksheets in their entirety. -Procure the goods/services in accordance with the Kentucky Model Procurement Code KRS 45 A in advance. -Ensure your request follows the Statewide Plan and is allowable under 202 KAR 6: 090 (General Rule: if it is in the PSAP –probably ok, if it is not in the PSAP –probably not ok, with a few exceptions on each side. Call the 911 Services office at 502 -564 -3911 for clarification). -Identify in the application if your project will take more than a year to complete. -Properly disclose any previous grant awards, regardless of source.

2018 Grant Process DO NOT -Do not apply for equipment or services that you’ve already purchased; no work may begin until a contract is in place between the Kentucky 911 Services Board and a grantee. -Do not apply for a project that is not consistent with the NG 9 -1 -1 State Plan. -Do not assume a piece of equipment is Next Generation 911 “ready” just because a vendor tells you it is. -Do not submit an application that has not already completed the proper procurement process. -Do not submit requests for secondary PSAP equipment.

Contact Us Lynann Centers (lynann. centers@ky. gov) 911 Services Board Executive Assistant Wes Willis (wesley. willis@ky. gov) 911 Services Board Executive Advisor Mike Sunseri (mike. sunseri@ky. gov) 911 Services Board Administrator Kentucky 911 Services Board 200 Mero Street Frankfort, KY 40622 Phone: (502) 564 -3911 911 board. ky. gov

QUESTIONS? ?