vermont · web viewthe information within this report highlights department of homeland security...
TRANSCRIPT
Department of Homeland Security Initiative
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Rachel Werth
May 2017
Early Responder Funding forVermont
TABLE OF CONTENTS1 Vermont................................................................................................................................................................................3
1.1 State Homeland Security Governance Overview.......................................................................................3
1.1.1 Organization Chart..........................................................................................................................................4
1.1.2 Points of Contact...............................................................................................................................................4
1.2 Funding........................................................................................................................................................................5
1.2.1 DHS State Funding Sub-Grantees...........................................................................................................21
1.3 Procurement Information.................................................................................................................................25
1.3.1 Who Procures Items for First Responders?.......................................................................................25
1.3.2 Procurement Policies & Regulations....................................................................................................26
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1 VERMONT
The information within this report highlights Department of Homeland Security (DHS) information specific to the State of Vermont. Each section contains details specific to DHS governance, funding, and procurement, respectively. Relevant Points of Contact for Vermont’s DHS initiatives are provided throughout the document.
1.1 STATE HOMELAND SECURITY GOVERNANCE OVERVIEW
Overview of the State of Vermont’s Homeland Security Governance
Homeland Security Web Site: http://demhs.vermont.gov/
Homeland Security Leadership: Within the Vermont Division of Emergency Management and Homeland Security (DEMHS), Erica Bornemann is the Director. Jessica Stolz is the Section Chief of the Homeland Security Section within the Vermont Division of Emergency Management and Homeland Security.1
Organization: The homeland security entity for the state of Vermont (part of the Division of Emergency Management and Homeland Security) is situated within the Department of Public Safety. The Division of Emergency Management and Homeland Security (DEMHS) provides aid, support, and coordination to Vermont’s local emergency management directors, emergency planning committees, regional planning commissions, community emergency response teams, state agencies, and emergency response providers.2
Mission: “DEMHS provides assistance to prevent, protect, mitigate, respond to, and recover from natural and man-made threats and hazards in order to ensure the safety, quality of life, and economic vitality of the state and its citizens.” 3
The Division of Emergency Management and Homeland Security (DEMHS) within the Vermont Department of Public Safety provides support to the state’s local emergency management directors, local emergency planning committees, regional planning commissions, community response teams, state agencies, and emergency response providers.4 The Division supports a number of disaster preparedness programs and provides guidance and technical assistance.5 Vermont’s emergency management professionals provide assistance in response to floods, fires, winter storms, hazardous
1 “Staff,” Vermont Department of Public Safety, Division of Emergency Management and Homeland Security, [n.d.], http://demhs.vermont.gov/contact-us/staff2 “Department of Public Safety,” Vermont Department of Public Safety, [n.d.],http://dps.vermont.gov/about-us3 “Department of Public Safety,” Vermont Department of Public Safety, [n.d.],http://dps.vermont.gov/about-us4 “Department of Public Safety,” Vermont Department of Public Safety, [n.d.],http://dps.vermont.gov/about-us5 “Programs,” Vermont Department of Public Safety, Division of Emergency Management and Homeland Security, [n.d.],
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material and transportation accidents, search and rescue operations, and deliberate acts of terrorism or vandalism.6
1.1.1 ORGANIZATION CHART
DEMHS is headed by Erica Bornemann, while the Homeland Security Section is led by Jessica Stolz.
Source: DEMHS, 20177
1.1.2 POINTS OF CONTACT
This section identifies important points of contact (POCs) within the Vermont Division of Emergency Management and Homeland Security.
Vermont Division of Emergency Management and Homeland Security
6 “Community preparedness,” Vermont Department of Public Safety, Division of Emergency Management and Homeland Security, [n.d.], http://demhs.vermont.gov/preparedness7 “Organization chart,” Vermont Department of Public Safety, Division of Emergency Management and Homeland Security, 1/10/17, http://demhs.vermont.gov/sites/demhs/files/DEMHS%20Organizational%20Chart%20%20%201.10.pdf
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45 State Dr.Waterbury, VT 05671
Erica Bornemann Division Director(800) [email protected]
Homeland Security Section
Jessica Stolz Section Chief(802) [email protected]
Lauren Oates State Hazard Mitigation Officer(802) [email protected]
Debra Hamilton Grants Manager(802) [email protected]
Source: DEMHS, 20178 9
1.2 FUNDING
The following table highlights several key DHS grants. A synopsis of each grant has been provided, including references to eligible applicants and facilitators, overall grant program funding, as well as detailed state-specific information. Please note that this is by no means an exhaustive listing of available grants, but is intended to provide a representative snapshot of those types of grants that may be available. For more information about the Department of Homeland Security’s preparedness grants, please refer to the following website: https://www.fema.gov/preparedness-non-disaster-grants
An Introduction to DHS Grants—With a Focus on VermontGrant Program Eligible
ApplicantsFY 2015 & FY
2016Grant Program
Allocations
VermontFY 2016
Allocations
Additional Notes – Specific to FY 2016 Grant Allocations
State Homeland Security Program (SHSP) – Embedded within the Homeland Security Grant Program (HSGP)
About Grant Program:“The SHSP assists state, tribal and local preparedness activities that address high-priority
“The State Administrative Agency (SAA) is the only entity eligible to apply to FEMA for SHSP funds. Eligible applicants include all 50 states, the District of Columbia, Puerto Rico, American Samoa, Guam, the Northern Mariana Islands, and the
2015:$402,000,00012
2016:$402,000,00013
$3,734,50014
8 “Staff,” Vermont Department of Public Safety, Division of Emergency Management and Homeland Security, [n.d.], http://demhs.vermont.gov/contact-us/staff9 “SAA contacts list,” FEMA, rev. 2/25/16, https://www.fema.gov/media-library-data/1456342150944-5433e79b2bbaee4915c096b351706fd4/SAA_Contacts_February_2016_V1-508.pdf
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preparedness gaps across all core capabilities and mission areas where a nexus to terrorism exists. SHSP supports the implementation of risk driven, capabilities-based approaches to address capability targets set in urban area, state, and regional Threat and Hazard Identification and Risk Assessments (THIRAs). The capability targets are established during the THIRA process, and assessed in the State Preparedness Report (SPR) and inform planning, organization, equipment, training, and exercise needs to prevent, protect against, mitigate, respond to, and recover from acts of terrorism and other catastrophic events.”10
U.S. Virgin Islands.”11
Urban Area Security Initiative (UASI) – Embedded within the
The SAA is the only entity eligible to apply to FEMA for UASI funds.16
2015:$587,000,00019
2016:
$021
10 “Fiscal Year 2015 Homeland Security Grant Program,” FEMA, 3/15/17.https://www.fema.gov/fiscal-year-2015-homeland-security-grant-program14 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, FY2016 HSGP Fact Sheet, https://www.fema.gov/media-library-data/1467836973305-76b1650140531d2fab3f08e67f755572/FY_2016_HSGP_Fact_Sheet.pdf13 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program12 “Fiscal Year 2015 Homeland Security Grant Program,” FEMA, 3/15/17.https://www.fema.gov/fiscal-year-2015-homeland-security-grant-program11 “Fiscal Year 2015 Homeland Security Grant Program,” FEMA, 3/15/17.https://www.fema.gov/fiscal-year-2015-homeland-security-grant-program
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Homeland Security Grant Program
About Grant Program:“The UASI program funds addressed the unique risk driven and capabilities-based planning, organization, equipment, training, and exercise needs of high-threat, high-density urban areas based on the capability targets identified during the THIRA process and associated assessment efforts; and assists them in building an enhanced and sustainable capacity to prevent, protect against, mitigate, respond to, and recover from acts of terrorism.”15
As of FY 2013, there were a total of 25 high-threat, high-density urban areas eligible for funding under the UASI program.17 Eligible candidates for the FY 2016 UASI program are “determined through an analysis of relative risk of terrorism faced by the 100 most populous metropolitan statistical areas in the United States, in accordance with the 9/11 Act.”18
$580,000,00020
Operation Stonegarden – Embedded within the Homeland Security Grant Program
“The SAA is the only entity eligible to apply to FEMA for OPSG funds. Local units of government at the
2015:$55,000,00024
2016:$55,000,00025
$250,49826
15 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program16 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program17 “FY 2013 Homeland Security Grant Program,” FEMA, 9/14/16.https://www.fema.gov/fy-2013-homeland-security-grant-program18 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program19 “Fiscal Year 2015 Homeland Security Grant Program,” FEMA, 3/15/17.https://www.fema.gov/fiscal-year-2015-homeland-security-grant-program20 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program21 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, FY2016 HSGP Fact Sheet, https://www.fema.gov/media-library-data/1467836973305-76b1650140531d2fab3f08e67f755572/FY_2016_HSGP_Fact_Sheet.pdf
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About Grant Program:“The OPSG program supports enhanced cooperation and coordination among Customs and Border Protection (CBP), United States Border Patrol (USBP), and local, tribal, territorial, state, and Federal law enforcement agencies. The OPSG Program funds investments in joint efforts to secure the United States’ borders along routes of ingress from international borders to include travel corridors in states bordering Mexico and Canada, as well as states and territories with International water borders.”22
county level and federally-recognized tribal governments in the states bordering Canada, southern states bordering Mexico, and states and territories with International water borders are eligible to apply for FY 2016 OPSG funds through their SAA. All applicants must have active ongoing USBP operations coordinated through a CBP sector office to be eligible for OPSG funding.”23
Tribal Homeland Security Grant Program
About Grant Program:“The FY 2016 THSGP is one tool among a comprehensive set of
Per 6 U.S.C. § 601(4), see the definition of "directly eligible tribe" detailed within the referenced source (see footnote).28
2015:$10,000,00029
2016:$10,000,00030
$031
22 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program23 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program24 “Fiscal Year 2015 Homeland Security Grant Program,” FEMA, 3/15/17.https://www.fema.gov/fiscal-year-2015-homeland-security-grant-program25 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-homeland-security-grant-program26 “Fiscal Year 2016 Homeland Security Grant Program,” FEMA, FY2016 HSGP Fact Sheet, https://www.fema.gov/media-library-data/1467836973305-76b1650140531d2fab3f08e67f755572/FY_2016_HSGP_Fact_Sheet.pdf
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initiatives authorized by Congress and implemented by the Administration to help strengthen the Nation against risks associated with potential terrorist attacks. THSGP supports the building, sustainment and delivery of core capabilities to enable tribes to strengthen their capacity to prevent, protect against, mitigate, respond to, and recover from potential terrorist attacks and other hazards.”27
Nonprofit Security Grant Program
About Grant Program:“The FY 2016 NSGP provides support for target hardening and other physical security enhancements to nonprofit organizations that are at high risk of terrorist attack and located within one of
“The State Administrative Agency (SAA) is the only entity eligible to apply to FEMA for NSGP funds on behalf of eligible nonprofit organizations. Eligible nonprofit organizations are those organizations described under section 501(c)(3) of the Internal
2015:$13,000,00034
2016:$20,000,00035
$036
27 “Fiscal Year 2016 Tribal Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-tribal-homeland-security-grant-program28 “Fiscal Year 2016 Tribal Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-tribal-homeland-security-grant-program29 “Fiscal Year 2015 Tribal Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fy-2015-tribal-homeland-security-grant-program30 “Fiscal Year 2016 Tribal Homeland Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-tribal-homeland-security-grant-program31 “Fiscal Year 2016 Tribal Homeland Security Grant Program,” FEMA, FY2016 THSGP Fact Sheet, https://www.fema.gov/media-library-data/1467230939915-0fd9be75ebaa139535540126d08f4403/FY_2016_THSGP_Fact_Sheet_Final.pdf
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the specific FY 2016 Urban Area Security Initiative (UASI)-designated eligible urban areas. The program is also designed to promote coordination and collaboration in emergency preparedness activities among public and private community representatives, as well as state and local government agencies.”32
Revenue Code of 1986 which have been determined by the Secretary of Homeland Security to be at high risk of terrorist attack. Eligible nonprofits must be located within one of the FY 2016 Urban Area Security Initiative (UASI) designated urban areas.”33
Emergency Management Performance Grants (EMPG)
About Grant Program:“The purpose of the EMPG Program is to provide federal grants to states to assist state, local, territorial, and tribal governments in preparing for all hazards, as authorized by the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as
“All 56 States and territories, as well as the Republic of the Marshall Islands and the Federated States of Micronesia, are eligible to apply for FY 2016 EMPG Program funds. Either the SAA or the state’s Emergency Management Agency (EMA) is eligible to apply directly to FEMA for EMPG Program funds on behalf of each state or territory, however,
2015:$350,100,00039
2016:$350,100,00040
$3,029,19041
32 “Fiscal Year 2016 Nonprofit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-nonprofit-security-grant-program33 “Fiscal Year 2016 Nonprofit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-nonprofit-security-grant-program34 “Fiscal Year 2015 Nonprofit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2015-nonprofit-security-grant-program35 “Fiscal Year 2016 Nonprofit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-nonprofit-security-grant-program36 “Fiscal Year 2016 Nonprofit Security Grant Program,” FEMA, FY 2016 NSGP Fact Sheet, https://www.fema.gov/media-library-data/1467230762547-5a732f3cd7277c501f7b66e7fbd87f3a/FY_2016_NSGP_Fact_Sheet_Final.pdf
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amended (42 U.S.C. §§ 5121 et seq.) and Section 662 of the Post Katrina Emergency Management Reform Act of 2006, as amended (6 U.S.C. § 762). Title VI of the Stafford Act authorizes FEMA to make grants for the purpose of providing a system of emergency preparedness for the protection of life and property in the United States from hazards and to vest responsibility for emergency preparedness jointly in the federal government and the states and their political subdivisions. The Federal Government, through the EMPG Program, provides necessary direction, coordination, and guidance, and provides necessary assistance, as authorized in this title, to support a comprehensive all hazards emergency preparedness system.”37
only one application will be accepted from each state or territory.” 38
37 “Fiscal Year 2016 Emergency Management Performance Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-emergency-management-performance-grant-program38 “Fiscal Year 2016 Emergency Management Performance Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-emergency-management-performance-grant-program39 “Fiscal Year 2015 Emergency Management Performance Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2015-emergency-management-performance-grant-program40 “Fiscal Year 2016 Emergency Management Performance Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-emergency-management-performance-grant-program41 “Fiscal Year 2016 Emergency Management Performance Grant Program,” FEMA, FY2016 EMPG Fact Sheet, https://www.fema.gov/media-library-data/1467832646176-42bb5896c89053a7f7aa3f5100684c6c/FY_2016_EMPG_Fact_Sheet_Final.pdf
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The Port Security Grant Program (PSGP)
About Program Grant:“The FY 2015 PSGP is one of the Department’s grant programs that directly support maritime transportation infrastructure security activities. PSGP is one tool in the comprehensive set of measures authorized by Congress and implemented by the Administration to strengthen the Nation’s critical infrastructure against risks associated with potential terrorist attacks. The vast majority of U.S. maritime critical infrastructure is owned and operated by state, local, and private sector maritime industry partners. PSGP funds available to these entities are intended to improve port-wide maritime security risk management; enhance maritime domain awareness; support maritime security training and exercises; and to maintain or reestablish maritime security mitigation protocols that
“Pursuant to the Maritime Transportation Security Act of 2002, as amended (MTSA), DHS established a risk based grant program to support maritime security risk management. Funding is directed towards the implementation of Area Maritime Security Plans (AMSP) and Facility Security Plans (FSP) among port authorities, facility operators, and state and local government agencies that are required to provide port security services. In administering the grant program, national, economic, energy, and strategic defense concerns based upon the most current risk assessments available were considered. Ferry systems are eligible to participate in the FY 2016 PSGP and receive funds. However, any ferry systems that participate and accept awards under the FY 2016 PSGP are not eligible for the FY 2016 Transit Security Grant Program (TSGP).
2015:$100,000,00044
2016:$100,000,00045
$046
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support port recovery and resiliency capabilities. PSGP investments must address Coast Guard and Area Maritime Security Committee identified vulnerabilities in port security and support the prevention, detection, response, and/or recovery from attacks involving improvised explosive devices (IED) and other non-conventional weapons.”42
Likewise, any ferry systems that apply for funding under TSGP will not be considered for funding under the PSGP. By law, DHS must direct these funds to the Nation’s highest risk ports. Eligible entities within other Port Areas covered by an AMSP are also able to apply for PSGP funds.”43
Intercity Passenger Rail
About Grant Program:“The IPR Program provides funds to the National Passenger Railroad Corporation (Amtrak) to protect critical surface transportation infrastructure and the traveling public from acts of terrorism and to increase the resilience of the Amtrak rail
“The National Passenger Railroad Corporation (Amtrak) is the only entity eligible to apply for funding under the FY 2016 IPR Program.”48
2015:$10,000,00049
2016:$10,000,00050
$051
42 “Fiscal Year 2016 Port Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-port-security-grant-program43 “Fiscal Year 2016 Port Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-port-security-grant-program44 “Fiscal Year 2015 Port Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2015-port-security-grant-program45 “Fiscal Year 2016 Port Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-port-security-grant-program46 “Fiscal Year 2016 Port Security Grant Program,” FEMA, FY2016 PSGP Fact Sheet, https://www.fema.gov/media-library-data/1467237017233-ba181560021a43339f4c3e0253212671/FY_2016_PSGP_Fact_Sheet_Final.pdf
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system.”47
Intercity Bus Security Grant Program
About Grant Program:“The FY 2016 IBSGP provides funding to create a sustainable program for the protection of intercity bus systems and the traveling public from terrorism. The program seeks to assist operators of fixed-route intercity and charter bus services in obtaining the resources required to support security measures such as enhanced planning, facility security upgrades and vehicle ad driver protection.”52
“Eligible applicants under the FY 2016 IBSGP are owners and operators of fixed route intercity and charter buses that serve urban areas designated to receive Urban Area Security Initiative (UASI) funding under the FY 2016 Homeland Security Grant Program. Charter companies must make a minimum of 50 trips annually to one or more UASI jurisdictions to be eligible. All owner/operators that meet the basic eligibility criteria were eligible to apply. In order to be eligible to receive FY 2016 IBSGP grant funding, all operators must have completed a vulnerability assessment and developed a
2015:$3,000,00054
2016:$3,000,00055
$14,84856 Premier Coach Company, Inc. - $14,84857
47 “Fiscal Year 2016 Intercity Passenger Rail Program – Amtrak,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-intercity-passenger-rail-program-amtrak48 “Fiscal Year 2016 Intercity Passenger Rail Program – Amtrak,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-intercity-passenger-rail-program-amtrak49 “Fiscal Year 2015 Intercity Passenger Rail – Amtrak,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2015-intercity-passenger-rail-program-amtrak50 “Fiscal Year 2016 Intercity Passenger Rail Program – Amtrak,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-intercity-passenger-rail-program-amtrak51 “Fiscal Year 2016 Intercity Passenger Rail Program,” FEMA, FY2016 IPR Fact Sheet, https://www.fema.gov/media-library-data/1467227123796-e880b59a9bf0419f2c79eb7c6bf05964/FY_2016_IPR_Fact_Sheet.pdf52 “Fiscal Year 2016 Intercity Bus Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-intercity-bus-security-grant-program
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security plan as required by Section 1531 of the 9/11 Act (6 U.S.C. § 181).”53
Transit Security Grant Program
About Grant Program:“The FY 2016 TSGP is one of the Department’s grant programs that directly support transportation infrastructure security activities. TSGP is one tool in the comprehensive set of measures authorized by Congress and implemented by the Administration to strengthen the Nation’s critical infrastructure against risks associated with potential terrorist attacks. TSGP provides funds to owners and operators of transit systems (which include intra-city bus, commuter bus, ferries, and all forms
“Eligible transit agencies were determined based on daily unlinked passenger trips (ridership) and transit systems that serve historically Urban Areas Security Initiative (UASI)-designated urban areas. Ferry systems are eligible to participate in the FY 2016 TSGP and receive funds. However, any ferry system that participated and accepted awards under the FY 2016 TSGP are not eligible for the FY 2016 Port Security Grant Program (PSGP). Likewise, any ferry systems that applied for funding under the PSGP are not considered for
2015:$87,000,00060
2016:$87,000,00061
$062
53 “Fiscal Year 2016 Intercity Bus Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-intercity-bus-security-grant-program54 “Fiscal Year 2015 Intercity Bus Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2015-intercity-bus-security-grant-program55 “Fiscal Year 2016 Intercity Bus Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-intercity-bus-security-grant-program56 “Fiscal Year2016 Intercity Bus Security Grant Program,” FEMA, FY2016 IBSGP Fact Sheet, https://www.fema.gov/media-library-data/1467228711739-80849d36933278d1d70d0ae017dabe66/FY_2016_IBSGP_Fact_Sheet.pdf57 “Fiscal Year2016 Intercity Bus Security Grant Program,” FEMA, FY2016 IBSGP Fact Sheet, https://www.fema.gov/media-library-data/1467228711739-80849d36933278d1d70d0ae017dabe66/FY_2016_IBSGP_Fact_Sheet.pdf
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of passenger rail) to protect critical surface transportation infrastructure and the traveling public from acts of terrorism and to increase the resilience of transit infrastructure.”58
funding under the TSGP.”59
TOTAL (FY 2016) $1,617,100,000 $7,029,036[Please note that this is the total amount of funding for FY 2016, only]
Additional DHS-FEMA grants with potential application to various states may include:
Fire Management Assistance Grant ProgramThe Fire Management Assistance Grant Program (FMAGP) supports states, local governments, and tribal governments in the mitigation, management, and control of fires on public or private forests or grasslands. Eligible firefighting costs may include “expenses for field camps; equipment use, repair, and replacement; tools, materials, and supplies; and mobilization and demobilization activities.”63
Hazard Mitigation Grant ProgramThe purpose of the Hazard Mitigation Grant Program (HMGP) is to “help communities implement hazard mitigation measures following a Presidential major disaster declaration.”64 Hazard mitigation refers to “any action taken to reduce or eliminate long term risk to people and property from natural hazards.” 65 State, tribal, and local governments engage in hazard mitigation planning in order to identify risks associated with natural disasters and to develop “long-term strategies for protecting people and property from future hazard events.”66
58 “Fiscal Year 2016 Transit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-transit-security-grant-program59 “Fiscal Year 2016 Transit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-transit-security-grant-program60 “Fiscal Year 2015 Transit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2015-transit-security-grant-program61 “Fiscal Year 2016 Transit Security Grant Program,” FEMA, 3/29/17.https://www.fema.gov/fiscal-year-2016-transit-security-grant-program62 “Fiscal Year 2016 Transit Security Grant Program,” FEMA, FY2016 TSGP Fact Sheet, https://www.fema.gov/media-library-data/1467253705754-fbe7bb22b360adbe19e8ba1a4a8ef4e8/FY_2016_TSGP_Fact_Sheet_Final.pdf63 “Fire Management Assistance Grant Program,” FEMA, 10/26/15.https://www.fema.gov/fire-management-assistance-grant-program64 “Hazard Mitigation Grant Program,” FEMA, 4/27/17.https://www.fema.gov/hazard-mitigation-grant-program65 “Hazard Mitigation Grant Program,” FEMA, 4/27/17.https://www.fema.gov/hazard-mitigation-grant-program66 “Hazard Mitigation Grant Program,” FEMA, 4/27/17.https://www.fema.gov/hazard-mitigation-grant-program
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Flood Mitigation Assistance Grant ProgramThe Flood Mitigation Assistance (FMA) program provides funding to states, territories, federally-recognized tribes, and local communities for “projects and planning that reduces or eliminates long-term risk of flood damage to structures insured under the NFIP [National Flood Insurance Program].”67
Pre-Disaster Mitigation Grant ProgramThe Pre-Disaster Mitigation (PDM) program is “designed to assist states, U.S. territories, federally-recognized tribes, and local communities in implementing a sustained pre-disaster natural hazard mitigation program. The goal is to reduce overall risk to the population and structures from future hazard events, while also reducing reliance on Federal funding in future disasters.”68
Repetitive Flood Claims Grant ProgramThe Repetitive Flood Claims (RFC) grant program “provides funding to reduce or eliminate the long-term risk of flood damage to structures insured under the National Flood Insurance Program (NFIP) that have had one or more claim payments for flood damages.”69 The “long-term goal of the RFC grant program is to reduce or eliminate the number of reoccurring flood insurance claims, through mitigation activities that are in the best interest of the National Flood Insurance Fund (NFIF).”70
Reimbursement for Firefighting on Federal PropertyThis program provides reimbursement to fire departments that have responded to fires on federal property.71
Public Assistance (PA) Grant ProgramThe Public Assistance program provides grants to state, tribal, territorial, and local governments, as well as certain types of private nonprofit organizations, so that communities can respond to and recover from major disasters or emergencies.72
Emergency Food and Shelter National Board ProgramThe Emergency Food and Shelter Program (EFSP) provides funding for emergency assistance in the event of a disaster situation.73
The table above highlights several preparedness grant programs offered by the federal Department of Homeland Security and FEMA. Based on our research, it appears that the state of Vermont received at least $7,029,036 in federal grant funding (for FY 2016) due to awards connected with these DHS/FEMA preparedness grants. Vermont’s Division of
67 “Flood Mitigation Assistance Grant Program,” FEMA, 8/30/16.https://www.fema.gov/flood-mitigation-assistance-grant-program68 “Pre-Disaster Mitigation Grant Program,” FEMA, 11/9/16.https://www.fema.gov/pre-disaster-mitigation-grant-program69 “Repetitive Flood Claims Grant Program Fact Sheet,” FEMA, 4/15/15.https://www.fema.gov/repetitive-flood-claims-grant-program-fact-sheet70 “Repetitive Flood Claims Grant Program Fact Sheet,” FEMA, 4/15/15.https://www.fema.gov/repetitive-flood-claims-grant-program-fact-sheet71 “Fire Service Grants and Funding,” U.S. Fire Administration, 4/17/17.https://www.usfa.fema.gov/grants/72 “Public Assistance: Local, State, Tribal and Private Non-Profit,” FEMA, 4/20/17.https://www.fema.gov/public-assistance-local-state-tribal-and-non-profit73 “Emergency Food and Shelter National Board Program,” FEMA, 6/7/16.https://www.fema.gov/media-library/assets/documents/24422
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Emergency Management and Homeland Security may have also received federal funding from other grant programs.
In addition to the preparedness grants listed in the previous table, the Assistance to Firefighters Grant is another grant that can provide funding to states for the procurement of goods and services for first responders (firefighters). The following table briefly outlines this DHS grant program.
Assistance to Firefighters Grant
Grant: Assistance to Firefighters Grant
Objective: “The primary goal of the Assistance to Firefighters Grant (AFG) is to enhance the safety of the public and firefighters with respect to fire-related hazards by providing direct financial assistance to eligible fire departments, nonaffiliated Emergency Medical Services (EMS) organizations, and State Fire Training Academies (SFTA). This funding is for critically needed resources to equip and train emergency personnel to recognize standards, enhance operations efficiencies, foster interoperability, and support community resilience.”74
Uses and Restrictions: “Competitive grants for the AFG program are awarded to support firefighting and EMS operations and safety, vehicle acquisition, and regional projects. Specific activities funded include professional training, wellness and fitness programs, equipment, personal protective equipment, modifications to facilities for first responder safety, other equipment and supplies that support firefighting and EMS operations and safety; firefighting vehicles, and emergency vehicles. Grants also are awarded for the Fire Prevention and Safety (FP&S) program which supports activities to protect the public from fire and fire-related hazards. Specific activities funded include general public education and awareness; code enforcement and awareness; fire and arson investigation; national, state, and regional programs and studies; and firefighter safety and research and development. Grants for the Staffing for Adequate Fire and Emergency Response (SAFER) grant program are awarded to help fire departments and volunteer firefighter interest organizations to increase the number of frontline firefighters in their community and to enhance the capabilities of local fire departments to comply with staffing, response, and operational standards established by the NFPA and OSHA (NFPA 1710 and/or NFPA 1720 and OSHA 1910.134). Grantees must adhere to the restrictions stated in the guidance and application kit for the program and fiscal year in which they receive the award. Furthermore, as a condition of receiving an award, grantees also must agree to adhere to the award articles of agreement that require grantees to use the funds for the purpose stated in the awarded grant applications, and to meet the special conditions specified in the articles of agreement.”75
74 “Assistance to Firefighters Grant,” FEMA, 11/21/16.https://www.fema.gov/assistance-firefighters-grant75 “Assistance to Firefighters Grant,” Catalog of Federal Domestic Assistance, [n.d.].
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Could Vermont Qualify? Yes. Eligible applicants include fire departments and nonaffiliated EMS organizations operating in the 50 States, Washington D.C., the Commonwealth of the Northern Mariana Islands, the Virgin Islands, Guam, American Samoa, and Puerto Rico.76
Award Data:As reported by FEMA on September 9, 2016, over 15 of organizations within the State of Vermont claimed FY 2015 Assistance to Firefighters grants, which were awarded in 2016.77 See details at: https://www.fema.gov/assistance-firefighters-grants-award-year-2015
Current FEMA records (dated April 21, 2017 at the time this report was written) report that 91 grants have been awarded nationally, to date, for the AFG grant program (FY 2016 funds). FEMA anticipates approximately 2,500 awards through this grant program and the period of performance is listed as March 2017 through March 2018.78
As of April 2017, organizations within the State of Vermont claimed four AFG grants in Award Year 2016, totaling $715,685.79
Website:http://www.fema.gov/welcome-assistance-firefighters-grant-program
There are additional grant programs that are related to the Assistance to Firefighters Grant, including the Staffing for Adequate Fire and Emergency Response Grant Program and the Fire Prevention & Safety Grant Program.
Staffing for Adequate Fire and Emergency Response Grants“The Staffing for Adequate Fire and Emergency Response (SAFER) Grants was created to provide funding directly to fire departments and volunteer firefighter interest organizations to help them increase the number of trained, “front line” firefighters available in their communities.”80
Fire Prevention & Safety Grants“The Fire Prevention & Safety (FP&S) Grants are part of the Assistance to Firefighters Grants (AFG) and support projects that enhance the safety of the public and firefighters from fire and related hazards.”81
https://www.cfda.gov/?s=program&mode=form&tab=step1&id=c9b2b7f11fd9182b8eae9af28ffd975776 “Assistance to Firefighters Grant,” Catalog of Federal Domestic Assistance, [n.d.].https://www.cfda.gov/?s=program&mode=form&tab=step1&id=c9b2b7f11fd9182b8eae9af28ffd975777 “Assistance to Firefighters Grants – Award Year 2015,” FEMA, 4/28/17.https://www.fema.gov/assistance-firefighters-grants-award-year-201578 “FY 2016 AFG Notice of Funding Opportunity,” FEMA, 10/11/16https://www.fema.gov/media-library/assets/documents/11909579 “Assistance to Firefighters Grants - Award Year 2016,” FEMA, 4/21/17.https://www.fema.gov/assistance-firefighters-grants-grantee-award-year-201680 “Welcome to the Assistance to Firefighters Grant Program,” FEMA, 4/17/17.https://www.fema.gov/welcome-assistance-firefighters-grant-program81 “Welcome to the Assistance to Firefighters Grant Program,” FEMA, 4/17/17.
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Organizations, agencies, or entities operating within the state of Vermont are eligible to apply for these federal grant programs. Most of these grants can be used to procure goods and services for DHS end users. The Department of Homeland Security has released an Authorized Equipment List that details the types of equipment that can be procured using grant money from various federal DHS/FEMA preparedness grant programs. For example, grant money that is associated with the State Homeland Security Program may be used to procure only certain types of equipment.
Historically, the Authorized Equipment List has been set up in a hierarchical list format. Users can navigate through the list in order to find a specific type of equipment. Each equipment record includes an Authorized Equipment List (AEL) identification number, a title, a description of the item, and a list of grants that allow for the procurement of the item. There are many different types of equipment procured by homeland security agencies and entities. Though the equipment list is quite extensive, the various commodities/equipment generally fall into the following product categories:
Personal Protective Equipment Explosive Device Mitigation and Remediation Equipment CBRNE Operational and Search and Rescue Equipment Information Technology Cyber Security Enhancement Equipment Interoperable Communications Equipment Detection Decontamination Medical Power CBRNE Reference Materials CBRNE Incident Response Vehicles Terrorism Incident Prevention Equipment Physical Security Enhancement Equipment Inspection and Screening Systems Animal and Plants CBRNE Prevention and Response Watercraft CBRNE Aviation Equipment CBRNE Logistical Support Equipment Intervention Equipment Other Authorized Equipment82
https://www.fema.gov/welcome-assistance-firefighters-grant-program82 “DHS Authorized Equipment List,” FEMA, 3/7/12. http://www.fema.gov/media-library-data/20130726-1825-25045-7138/fema_preparedness_grants_authorized_equipment_list.pdf
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To view the complete Authorized Equipment List, please visit the following link:https://www.fema.gov/authorized-equipment-list
1.2.1 DHS STATE FUNDING SUB-GRANTEES
This section will discuss the pass-through requirements, relative to federal homeland security grants. In addition, sub-grantees within the state will also be addressed.
1.2.1.1 PASS THROUGH REQUIREMENTS
The governor of each state designates a State Administrative Agency (SAA). This SAA takes on the role of a “middleman” by working with the U.S. Department of Homeland Security in order to get federal DHS grant funding to the appropriate local governments and organizations within the state. Many of the DHS grants have specialized pass-through requirements. Pass-through is defined as “an obligation on the part of the SAA to make funds available to local units of government, combinations of local units, tribal governments, or other specific groups or organizations.”83 For many of the grant programs that fall within the scope of the Homeland Security Grant Program (State Homeland Security Program, Urban Area Security Initiative, Operation Stonegarden), the state must pass-through funds within 45 days of the receipt of funds. In addition to this time constraint, each SAA must pass-through at least 80% of the grant award funding associated with the State Homeland Security Program and the Urban Area Security Initiative to local units of government. This rule applies to all states, but it does not apply to the District of Columbia, Guam, American Samoa, the U.S. Virgin Islands, and the Commonwealth of the Northern Mariana Islands.84
In addition to the Homeland Security Grant Program, there are other federal homeland security grant programs that exercise pass-through requirements, as well. This information varies from grant to grant, but these are just a few examples of pass-through requirements for well-known DHS grants. The Nonprofit Security Grant Program requires the SAA to pass-through 100% of grant funding to successful non-profit applicants within 45 days of receipt of the funds.85 With the Emergency Management Performance Grant (EMPG) program, each state needs to obligate 100% of its total EMPG program allocation amount to the designated state-level EMA. If the SAA is also the EMA, this requirement is automatically met. If the SAA is not the EMA, then EMPG funds must be obligated to the EMA within 15 days of the grant award date.86 The Port Security Grant Program mandates 83 “Fiscal Year 2016 Homeland Security Grant Program (Notice of Funding Opportunity),” FEMA, 2016.https://www.fema.gov/media-library/assets/documents/11441184 “Fiscal Year 2016 Homeland Security Grant Program (Notice of Funding Opportunity),” FEMA, 2016.https://www.fema.gov/media-library/assets/documents/11441185 “Fiscal Year 2016 Non-Profit Security Grant Program (Notice of Funding Opportunity),” FEMA, 2016.https://www.fema.gov/media-library/assets/documents/11444286 “Fiscal Year 2016 Emergency Management Performance Grant Program,” FEMA, 2016.https://www.fema.gov/media-library/assets/documents/114436
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that a maximum of 5% of the total award may be retained by the applicant for M&A purposes (the remaining 95% of funds is passed through to local sub-grantees).87 The same policy goes for the Transit Security Grant Program88 and the Tribal Homeland Security Grant Program89, as well.
Some federal homeland security grant programs are awarded directly to local jurisdictions, tribal organizations, and municipalities, while others are first awarded to the state and then passed down to these local entities. For those grants that are first awarded to the state (SAA) and then passed down to local sub-grantees, there are often pass-through requirements that have been established by the U.S. Department of Homeland Security to ensure that the funding gets to the right place.
1.2.1.2 SUB-GRANTEES
The purpose of this section is to explore how funds within the state of Vermont “trickle down” in order to get to first responders and other homeland security end users. The Vermont Department of Public Safety (which encompasses the Division of Emergency Management and Homeland Security) has been designated as the State Administrative Agency (SAA), relative to homeland security.90 The SAA within each state is responsible for managing and administering funds affiliated with federal homeland security grant programs and for passing federal homeland security grant money to the appropriate regional, local, and tribal entities.
SAA Points of ContactVermont Department of Public Safety
Division of Emergency Management and Homeland Security45 State Dr.
Waterbury, VT 05671
Keith Flynn Commissioner(802) [email protected]
Christopher Herrick Director(802) [email protected]
Jessica Stolz Homeland Security Section Chief(802) [email protected]
Debra Hamilton Grants Manager(802) [email protected]
87 “Fiscal Year 2016 Port Security Grant Program (PSGP) (Notice of Funding Opportunity),” FEMA, 2016.https://www.fema.gov/media-library/assets/documents/11444488 “Fiscal Year 2016 Transit Security Grant Program (Notice of Funding Opportunity),” FEMA, 2016. https://www.fema.gov/media-library/assets/documents/11444689 “Fiscal Year 2016 Tribal Homeland Security Grant Program (Notice of Funding Opportunity),” FEMA, 2016. https://www.fema.gov/media-library/assets/documents/11444890 “SAA Contacts List,” FEMA, 3/13/15.https://www.fema.gov/media-library/assets/documents/28689
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Rich Cogliano Exercise Coordinator(802) [email protected]
Kimberly Cruickshank Training Coordinator(802) [email protected]
Source: FEMA, 201691
Some federal grant programs, such as the State Homeland Security Grant Program, require that only the State Administrative Agency (SAA) apply for the grant. Once awarded, it is often required (there are pass-through requirements for many DHS grants) that the SAA pass funding down to the appropriate sub-grantees. Sub-grantees will often include municipalities, counties, and tribes, though some grants can also be passed down to fire stations, emergency management organizations, and nonprofit organizations, among others.
As the SAA, the Department of Public Safety—which includes not only the Division of Emergency Management and Homeland Security, but also the Vermont State Police, Division of Fire Safety, and the Division of Criminal Justice Services—is responsible for managing and administering homeland security grant funding. This agency ensures that the funding reaches the appropriate local jurisdictions, municipalities, counties, or organizations. The SAA passes on federal DHS grant money to the appropriate sub-grantee(s). These sub-grantees typically include counties, cities, and towns within the state of Vermont. The following lists outline the sub-grantees within Vermont.
Counties:
Addison County Bennington County Caledonia County Chittenden County Essex County Franklin County Grand Isle County Lamoille County Orange County Orleans County Rutland County Washington County Windham County Windsor County92
91 “SAA contacts list,” FEMA, rev. 2/25/16, https://www.fema.gov/media-library-data/1456342150944-5433e79b2bbaee4915c096b351706fd4/SAA_Contacts_February_2016_V1-508.pdf92 “Vermont County Selection Map,” U.S. Census Bureau, [n.d.].http://quickfacts.census.gov/qfd/maps/vermont_map.html
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MunicipalitiesAddisonAlbanyAlburghAndoverArlingtonAthensAverillAvery’s GoreBakersfieldBaltimoreBarnardBarnetBarre (town)Barre (city)BartonBelvidereBenningtonBensonBerkshireBerlinBethelBloomfieldBoltonBradfordBraintreeBrandonBrattleboroBridgewaterBridportBrightonBristolBrookfieldBrooklineBrowningtonBrunswickBuels goreBurkeBurlingtonCabotCalaisCambridgeCanaanCastletonCavendishCharlestonCharlotte
East MontpelierEdenElmoreEnosburghEssexFair HavenFairfaxFairfieldFairleeFaystonFerdinandFerrisburgFletcherFranklinGeorgiaGlastenburyGloverGoshenGraftonGranbyGrand IsleGranvilleGreensboroGrotonGuildhallGuilfordHalifaxHancockHardwickHartfordHartlandHighgateHinesburgHollandHubbardtonHuntingtonHyde ParkIraIrasburgIsle La MotteJamaicaJayJerichoJohnsonKillingtonKirby
MiltonMonktonMontgomeryMontpelierMoretownMorganMorristownMount HollyMount TaborNew HavenNewarkNewburyNewfaneNewport (town)Newport (city)North HeroNorthfieldNortonNorwichOrangeOrwellPantonPawletPeachamPeruPittsfieldPittsfordPlainfieldPlymouthPomfretPoultneyPownalProctorPutneyRandolphReadingReadsboroRichfordRichmondRiptonRochesterRockinghamRoxburyRoyaltonRupertRutland (town)
St. Albans (town)S. GeorgeSt. JohnsburyStamfordStannardStarksboroStockbridgeStowe StraffordStrattonSudburySunderlandSuttonSwantonThetfordTinmouthTopshamTownshendTroyTunbridgeUnderhillVergennesVernonVershireVictoryWaitsfieldWaldenWallingfordWalthamWardsboroWarner’s GrantWarrenWarren’s GoreWashingtonWaterburyWaterfordWatervilleWeathersfieldWellsWest FairleeWest HavenWest RutlandWest WindsorWestfieldWestfordWestminsterWestmore
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ChelseaChesterChittendenClarendonColchesterConcordCorinthCornwallCoventryCraftsburyDanbyDanvilleDerbyDorsetDoverDummerstonDuxburyEast Haven
LandgroveLeicesterLemingtonLewisLincolnLondonderryLowellLudlowLunenburgLyndonMaidstoneManchesterMarlboroMarshfieldMendonMiddleburyMiddlesexMiddletown Springs
Rutland (city)RyegateSalisburySandgateSearsburgShaftsburySharonSheffieldShelburneSheldonShorehamShrewsburySomersetSouth BurlingtonSouth HeroSpringfieldSt. Albans (city)
WestonWeybridgeWheelockWhitingWhitinghamWilliamstownWillistonWilmingtonWindhamWindsorWinhallWinooskiWolcottWoodburyWoodfordWoodstockWorcester
Source: http://www.vermont.gov/portal/government/index.php?id=27
1.3 PROCUREMENT INFORMATION
This section highlights Vermont’s process for procuring homeland security-related goods and services.
1.3.1 WHO PROCURES ITEMS FOR FIRST RESPONDERS?
The Vermont Department of Economic Development maintains an online Bid System for vendors that are interested in doing business with the state of Vermont. A variety of federal, state and local agencies have the ability to solicit goods and services using the state’s online Bid System. Currently, state agencies, federal agencies, and local municipalities may post solicitations to the Bid System and, subsequently, purchase goods and services for individuals within their jurisdiction(s). A local municipality—such as the Town of East Haven, for example—may use the online Bid System to procure items for first responders and homeland security end users within their town. On other occasions, state agencies—such as the Vermont Department of Public Safety—may also procure equipment for early responders and/or emergency preparedness situations.93
To view open federal, state, municipal, and private bids through the Vermont online Bid System, please visit the following website: http://www.vermontbusinessregistry.com/BidSearch.aspx?type=2
93 “FAQ,” Vermont Department of Economic Development, [n.d.].http://www.vermontbusinessregistry.com/FAQ.aspx#13
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1.3.2 PROCUREMENT POLICIES & REGULATIONS
Each state has specific rules and regulations relative to the procurement process. Very often, states use a competitive sealed bidding method in order to award contracts to state vendors. With that said, there are exceptions to the use of competitive sealed bidding and other procurement methods are used from time to time. This section will outline the contracting procedures implemented by the state of Vermont.
In the state of Vermont, through their Agency of Administration (AOA), the type of contracting method used to procure goods and services is determined based on the estimated value of the contract. Various monetary thresholds determine which procurement method would be most appropriate. For a single purchase under $3,500, the Office of Purchasing & Contracting (OPC) can delegate authority so that agencies can make certain types of purchases directly to maintain everyday operations continuously. Called a blanket delegation of authority (BDA), a delegate can make a single purchase up to $3,500 as long as the item is not available through an existing state contract and several other requirements. BDAs are not used to purchase services, IT purchases and printing, however.94
For contracts valued under $100,000, but more than $3,500, an Agency can choose between two paths: a simplified bid or a standard bid process. If the procuring agency is unsure as to whether the contract may extend past that $100,000 ceiling, the use of a standard bid process is often used in order to ensure that the contract would not need to be rebid. If the simplified bid process is used and then the contract value ends up exceeding $100,000, the procuring agency would need to start over and rebid the contract.95 96
Contracts valued at over $100,000 require the use of a standard bid process. The standard bidding process begins with a request for proposals and a release of the bid documents. A traditional request for proposals (RFP) is comprised of a cover page, introduction, a description of the agency, statement of work, context for the work and management structure, bid and contract requirements, price quotation form(s), and the criteria that will be used for selection. When the standard bid process is used, the procuring agency must advertise the solicitation publicly. At the very least, the solicitation should be posted on the Electronic Bulletin Board (EBB), which is operated by the Agency of Commerce and Community Development (part of the Vermont Business Assistance Network). In addition to advertising on EBB, agencies may also advertise the opportunity to bid in newspapers or trade journals. Finally, agencies can send direct mailings to vendors in order to bring this solicitation to their attention. 97
94 “Bulletin No. 3.5 – Procurement and contracting procedures,” State of Vermont, Agency of Administration, 7/1/16, http://aoa.vermont.gov/sites/aoa/files/Bulletins/3point5/Bulletin_3.5_July.1.2016_FINAL_Rev1.pdf95 “Contracting Procedures,” State of Vermont, 7/15/08.http://aoa.vermont.gov/sites/aoa/files/pdf/AOA-Bulletin_3_5.pdf96 “Bulletin No. 3.5 – Procurement and contracting procedures,” State of Vermont, Agency of Administration, 7/1/16, http://aoa.vermont.gov/sites/aoa/files/Bulletins/3point5/Bulletin_3.5_July.1.2016_FINAL_Rev1.pdf97 “Bulletin No. 3.5 – Procurement and contracting procedures,” State of Vermont, Agency of Administration,
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The time between the initial public notice and the bid opening should be at least two weeks. For bids that are particularly complex, additional time may be necessary to ensure that vendors have adequate time to prepare a response. The bid that is “most responsive to the selection criteria established in the RFP should be accepted.” 98 The agency must post public notification of their decision on the Electronic Bulletin Board (EBB) and they may also use other methods to notify the public (in addition to EBB, not as a substitute for EBB). A complete copy of all the bid documents, solicited vendors, price quotes, bids received, and any written justifications must be added to the official contract file. If the bid is a cost-based bid and the vendor selected was not the vendor with the lowest price quote, there must be documentation concerning the quality of services, products, or other relevant considerations offered by a higher priced vendor that justify the award of the contract to the higher priced vendor. When the bid is qualifications-based, documentation pertaining to the ranking of each bidder’s qualifications must also be included in the official contract file. The bid process culminates with a public bid opening. A bid opening is required for contracts over $100,000 and it is recommended for contracts valued at $100,000 or less. Two staff members from the procuring agency should be present at the public bid opening.99
Every state has subtle nuances and exceptions to standard procurement policies. For more detailed information pertaining to the procurement regulations and bidding process in the state of Vermont, please use the following links:
http://aoa.vermont.gov/sites/aoa/files/Bulletins/3point5/ Bulletin_3.5_July.1.2016_FINAL_Rev1.pdf
http://aoa.vermont.gov/sites/aoa/files/Bulletins/3point5/ TrainingPresentation_FINAL.pdf
7/1/16, http://aoa.vermont.gov/sites/aoa/files/Bulletins/3point5/Bulletin_3.5_July.1.2016_FINAL_Rev1.pdf98 “Bulletin No. 3.5 – Procurement and contracting procedures,” State of Vermont, Agency of Administration, 7/1/16, http://aoa.vermont.gov/sites/aoa/files/Bulletins/3point5/Bulletin_3.5_July.1.2016_FINAL_Rev1.pdf99 “Bulletin No. 3.5 – Procurement and contracting procedures,” State of Vermont, Agency of Administration, 7/1/16, http://aoa.vermont.gov/sites/aoa/files/Bulletins/3point5/Bulletin_3.5_July.1.2016_FINAL_Rev1.pdf
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