Common use of Allowable Exercise Costs Clause in Contracts

Allowable Exercise Costs.  Funds used to design, develop, conduct and evaluate an exercise – Includes costs related to planning, meeting space and other meeting costs, facilitation costs, materials and supplies, travel, and documentation.  Hiring of full- or part-time staff or contractors/consultants – Full- or part-time staff may be hired to support exercise-related activities. Such costs must be included within the funding allowed for program management personnel expenses, which must not exceed 35 percent of the total allocation. The applicant's formal written procurement policy or the Federal Acquisition Regulations (FAR) – whichever is more stringent – must be followed. In no case is dual compensation allowable. As previously noted, all consultants/contractors, including their support staff (e.g., exercise planners, controllers, facilitators) that are utilized to develop, conduct, or evaluate exercises must have completed the FEMA Exercise Design and Evaluation Course and the HSEEP Training Course, as well as have a strong working knowledge of the National Exercise Schedule (NEXS) and Corrective Action Program (CAP) systems. A scope of work and contract detailing the job duties and deliverables for all consultants/contractors must be provided and approved by the Ohio EMA Training & Exercise Supervisor prior to finalizing any consultant/contractor agreements or contracts.  Overtime and backfill costs – Overtime and backfill costs associated with the design, development, and conduct of exercises are allowable expenses. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the State or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In no case is dual compensation allowable.  Travel - For expenses (e.g., airfare, mileage, per diem, and lodging) of employees on official business related to the planning and conduct of the exercise project(s).  Supplies - Items that are expended or consumed during the course of the planning or conduct of the exercise project(s).  Other items - Costs would include rental space/locations for exercise planning and conduct, rental of equipment, etc. Unallowable Expenses  Unauthorized Exercise Costs  Unauthorized exercise-related costs include:  Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., construction vehicles), medical supplies, and emergency response apparatus (e.g., fire trucks, ambulances).  Equipment that is purchased for permanent installation and/or use beyond the scope of exercise conduct (e.g., electronic messaging signs).  Per FEMA policy, the purchase of weapons and weapons accessories, including ammunition, is not allowed with SHSP funds.  Grant funds may not be used for the purchase of equipment not approved by DHS/FEMA. Grant funds must comply with IB 426 and may not be used for the purchase of the following equipment: firearms; ammunition; grenade launchers; bayonets; or weaponized aircraft, vessels, or vehicles of any kind with weapons installed.

Allowable Exercise Costs.  Funds used to design, develop, conduct and evaluate an exercise – Includes costs related to planning, meeting space and other meeting costs, facilitation costs, materials and supplies, travel, and documentation.  • Hiring of full- or part-time staff or contractors/consultants – Full- or part-time staff may be hired to support exercise-related activities. Such costs must be included within the funding allowed for program management personnel expenses, which must not exceed 35 percent of the total allocation. The applicant's formal written procurement policy or the Federal Acquisition Regulations (FAR) – whichever is more stringent – must be followed. In no case is dual compensation allowable. As previously noted, all consultants/contractors, including their support staff (e.g., exercise planners, controllers, facilitators) that are utilized to develop, conduct, or evaluate exercises must have completed the FEMA Exercise Design and Evaluation Course and the HSEEP Training Course, as well as have a strong working knowledge of the National Exercise Schedule (NEXS) and Corrective Action Program (CAP) systems. A scope of work and contract detailing the job duties and deliverables for all consultants/contractors must be provided and approved by the Ohio EMA Training & Exercise Supervisor prior to finalizing any consultant/contractor agreements or contracts.  • Overtime and backfill costs – Overtime and backfill costs associated with the design, development, and conduct of exercises are allowable expenses. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the State or unit(s) of local government and has the approval of the State or the awarding agency, whichever is applicable. In no case is dual compensation allowable.  • Travel - For expenses (e.g., airfare, mileage, per diem, and lodging) of employees on official business related to the planning and conduct of the exercise project(s).  • Supplies - Items that are expended or consumed during the course of the planning or conduct of the exercise project(s).  • Other items - Costs would include rental space/locations for exercise planning and conduct, rental of equipment, etc. Unallowable Expenses  • Unauthorized Exercise Costs  • Unauthorized exercise-related costs include:  • Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., construction vehicles), medical supplies, and emergency response apparatus (e.g., fire trucks, ambulances).  • Equipment that is purchased for permanent installation and/or use beyond the scope of exercise conduct (e.g., electronic messaging signs).  • Per FEMA policy, the purchase of weapons and weapons accessories, including ammunition, is not allowed with SHSP funds.  • Grant funds may not be used for the purchase of equipment not approved by DHS/FEMA. Grant funds must comply with IB 426 and may not be used for the purchase of the following equipment: firearms; ammunition; grenade launchers; bayonets; or weaponized aircraft, vessels, or vehicles of any kind with weapons installed.