Metro-Boston Homeland Security Region

Project Plan Development & Implementation Policy Policy/Procedure Title: General Project Plan Submission Procedure

Policy/Procedure #: EXPP010501

Purpose: To outline the procedure by which local government departments, agencies and quasi-government agencies located within the nine cities and towns that comprise the MBHSR may submit requests for funding and logistic support for projects or programs. This procedure does not apply to City of Boston departments, which should use the City of Boston Project Plan Submission Procedure (EXPP010502).

Effective As Of: January 21, 2005

Effective Until: Open

Last Revision Date: N/A

Policy/Procedure Detail:
Organizations should submit requests for funding and/or logistic support in narrative form. Requests should include information in the three areas below:

• Requestor Information:
  • Name of the Organization submitting the Project Plan.
  • Other Organizations involved in the Project design and implementation, if any
  • Contact information of person responsible for creation of Project Plan, including name, title, address, phone, fax and email.
  • Signature(s) of CEO of proposing Organization(s) or their duly appointed Jurisdictional Point(s) of Contact.
  
  
• Project Narrative:
  The Program narrative should address, at a minimum, the following:
  • The problems or areas of concern that the sponsoring Organization wishes to address through this Project;
  • The consequences of this Project not being undertaken;
  • Alternative solutions to the problems or areas of concern, if any, to this Project;
  • The Project's fit with the internal homeland security plans and objectives of the sponsoring organization(s).
  • The Project's ability to help achieve MBHSR goals of prevention, preparedness, response and recovery from a terrorist attack.
  • The Project's impact on the MBHSR and regional partners;
  • Other organizations/parties that need to be involved in the assessment, planning and implementation of the project.
  • Specifically, the expected outcomes or deliverables of this Project.
  • The expected timeline of the Project, including start and end dates, as well as significant milestones.
  
  
• Project Budget:
  As part of the Project plan process, only reasonable budget estimates are required. The submitted budget should be broken down as demonstrated by the matrix below and include, at a minimum, expected combined costs for Personnel, Equipment/Supplies, Consultants/Contractors, Travel, and miscellaneous costs. Individual items expected to cost over $500 should be listed separately.
  
  Additionally, the submitting organization should, either as part of the matrix or in narrative form, address the impact of the Project on the organization's operating budget for both the short and long term, particularly in regard to on-going or future costs, such as maintenance, service subscriptions, replacement costs, and retraining.

A	B	C	D	E	F	G
#	Item Description	Total Item Cost	Organi-zational Contribution	Requested MBHSR Contr.	Other Funding Sources Contr.	Fund Discrepancies (C-D-E-F)
1
2
3
4

Should there be a question of the plan's eligibility under Federal and State guidelines, the plan may be forwarded, at the discretion of MOHS to the appropriate agency for review.

Complete plans should be submitted with any referenced materials to:

Metro-Boston Office of Homeland Security
Boston City Hall, Room 603
1 City Hall Plaza
Boston MA 02201

Incomplete plans will be returned for further development.

Related Policies/Procedures/Forms:

• City of Boston Project Plan Submission Procedure (EXPP010502)
  
  
• Project Plan Review Procedure (INPP010501)
  
  
• Project Development Procedure (ALPP010502)
  
  
• MOHS Project Funding Availability List
  
  
• Project Proposal/Plan Examples