1. Commercial Mobile Radio Service Emergency Telecommunications Board 2015 CMRS Board Grant Program WORKSHOP

2. CMRS Grant Fund Overview CMRS Board Staff Joe Barrows, Administrator joe.barrows@ky.gov Tandy Hubbard, Deputy Administrator tandys.hubbard@ky.gov Krista Harrod, Policy Advisor krista.harrod@ky.gov

3. Kentucky CMRS Board The Commercial Mobile Radio Service Emergency Telecommunications Board (CMRS Board) is charged with administrating the CMRS fund for the purpose of implementing wireless emergency Enhanced 911 service throughout Kentucky in accordance with State and Federal Legislation and Regulations.

4. CMRS Board Overview The CMRS Board operates with 10 total members appointed by the Governor, two of which serve by virtue of their position (CMRS Executive Director and KSP Commissioner). Dale Edmondson, PSAP Director of the Campbell County Consolidated Dispatch, is the current Chairman of the CMRS Board. The CMRS Board operates with a Committee system with most issues coming before the Board for a decision vetted first by the appropriate Committee for recommendation to the full Board.

5. CMRS 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 E911 services..” “for incentives to create more efficient delivery of E911...” “for improvements of 911 infrastructure by wireless carriers” for PSAP Consolidation reimbursement* *The CMRS PSAP Consolidation Grant is a separate, non- competitive application and should not be applied for through this competitive process.

6. 2015 CMRS Grant Application Available at http://cmrsboard.ky.gov.cmrsboard.ky.gov

7. 2015 CMRS Grant Requirements Mandatory Project Requirement Application MUST be consistent with the State 911 Plan. The State 911 Plan can be found at https://cmrsboard.ky.gov.

8. Kentucky State 911 Plan Basic Components –Statewide ESInet –Regional IP Networks –Host/Remote Provisioning w/Shared Hardware, Software, etc…. –NG Level Mapping –Legacy System Maintenance and Gateways

9. 2015 CMRS Grant Requirements Project Priorities (in no particular order) 1)Emergency – dire need just to survive 2)Compliance with State 911 Plan and NG911 Themes 3)Efficiency in cost and/or service delivery 4)Regional Impact/Regionalization 5)Innovation 6)Applicant exhibits sustainability/project helps the applicant become more sustainable *Funded grant applications should attempt to meet one or more of the listed priorities.

10. 2015 CMRS Grant Requirements

11. Efficiencies in Cost and/or Delivery of 911 Services: –Cost: Instances where an investment by the CMRS 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.

12. 2015 CMRS 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..

13. 2015 CMRS 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”

14. 2015 CMRS 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)?

15. 2015 CMRS Grant Funding Categories (applicant will identify on grant cover sheet) 1)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. *Not listed by order of importance.

16. 2015: 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 State 911 Plan approved by the CMRS 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.

17. 2015: Category 1 Grant Applications Contact information for these providers can be found on page 17 of the grant application document.

18. 2015: Category 2 Grant Applications 2) New or improved 911 PSAP support equipment -CAD upgrade or replacement -Logging Recorder -Radio Equipment in PSAP -Furniture -Training -GIS Software -Computers -Etc.....

19. 2015: Category 3 Grant Applications 3) Regional Host/Remote project proposals outside of current Board deployments. CAD Radio 911 Controller Logging Recorder Other??

20. 2015: Category 4 Grant Applications 4) Other. www.dictionary.comwww.dictionary.com “oth-er” adjective 1) additional or further 2) different or distinct from the one mentioned or implied 3) different in nature or kind 4) being the remaining one of two or more 5) being the remaining ones of a number *An application should be identified as Category 4 if it does not fit into Category 1-3.

21. 2015 CMRS Grant Application Identify funding category here:

22. 2015 CMRS Grant Application You may right click on this page from the application document to edit the cells with the correct financial information. A “Financial Statement Glossary” can be found on page 13 of the application document.

23. 2015 CMRS Grant Application

24. 2015 CMRS Grant Requirements All applications should (in narrative section): -fit allowable CMRS fund spending criteria (202 KAR 6:090) -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 -avoid encumbering funds in outdated equipment and processes -provide documentation for emergency circumstances -advise if there are matching funds -advise if this project completes an ongoing project -properly disclose previous grant awards

25. 2015 Grant Specifics New to 2015: –All requests in excess of $20,000 must complete the procurement process before application is submitted –Options for procurement include: 1) RFP, 2) State Price Contract or 3) Sole Source Exemption –New Form: “2015 CMRS Grant Proper Procurement Declaration” –Application period extended to a full 90 days to give applicants time to complete this process

26. 2015 Grant Specifics

27. New to 2015: –All award contracts will be initiated between the grant recipient and the CMRS Board –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

28. 2015 Grant Specifics New to 2015: –The grantee’s first quarterly report must contain a copy of the executed contract between the grantee and vendor

29. 2015 Grant Specifics GIS data collection projects will not be funded until the CMRS Board’s GIS Working Group completes their work. GIS hardware/software purchases will be considered however.

30. 2015 CMRS Grant Requirements Applications should be collated and compiled in the following order: 1)CMRS Grant Application –Budget Summary Information (page 8) 2)2015 CMRS Grant Fund Information (page 9 & 10) 3)PSAP Revenue/Expenditure Report, FY15 (page 11) 4)PSAP Budget, FY16 (page 12) 5)Project Description/Justification Narrative (page 14) 6)Assurance/Authority (page 15) 7)Category 1 Selection Form, if applicable (page 18) 8)2015 CMRS Grant Proper Procurement Declaration (page 19 & 20) and required attachments. 9)Other Attachments to support your case at your discretion.

31. 2015 CMRS Grant Scoring

32. 2015 Grant Scoring Mandatory Project Requirement Project Priorities Funding Categories Evaluation Criteria

33. 2015 CMRS Grant Scoring Each application will be competing against other applications in the same funding category only. This category will be identified on the score sheet. Evaluation Criteria has been established and each application will receive a score (0-3 points) for each criteria separately.

34. 2015 CMRS Grant Scoring Evaluation Critria (each will receive a separate score): -The proposal is consistent with the State 911 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.

35. 2015 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 Possible Points: 27

36. 2015 CMRS Grant Fund Calendar Application DueDecember 1 st, 2015 EvaluationsDecember/January CMRS Board ApprovalFebruary 2016 Award NotificationFebruary 2016 Award WorkshopMarch 2016 Contract Start DateApril 1 st, 2016

37. CMRS Grant –Post Award -You will receive correspondence from the CMRS Board whether you receive a grant award or not. -This is a reimbursement grant. -Grant awardees are required to submit timely quarterly reports to the CMRS Board. -The awarded contract must be initiated between the CMRS Board and 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 CMRS Board.

38. 2015 CMRS Grant Process DO’s -deliver the original and (6) copies to the CMRS Board Office by 4:30pm on December 1 st, 2015. -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 45A in advance -ensure that your request 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 CMRS Office 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

39. 2015 CMRS Grant Process DONT’S -do not apply for equipment or services that you’ve already purchased; no work may begin until a contract is in place between the CMRS Board and a grantee -do not apply for a project that is not consistent with the State 911 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 complete the proper procurement process

40. QUESTIONS??

41. Joe Barrows (joe.barrows@ky.gov) Executive Director Tandy Hubbard (tandys.hubbard@ky.gov) Deputy Administrator Krista Harrod (krista.harrod@ky.gov) Policy Advisor Kentucky Office of the 911 Coordinator/CMRS Board 125 Holmes Street, Suite 310 Frankfort, KY 40601 Phone: (502) 564-3911 Fax: (502) 696-5295 www.cmrsboard.ky.gov Contact Us