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Allowable exercise -related costs include: • 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 pan -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 15 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. • Overtime and Backfill — 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 (see above). • Travel — Travel costs are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of exercise project(s). • Supplies — Supplies are items that are expended or consumed during the course of the planning and conduct of the exercise project(s) (e.g., copying paper, gloves, tape, non-sterile masks, and disposable protective equipment). • Other Items — These costs include the rental of space/locations for exercise planning and conduct, rental of equipment (e.g., portable toilets, tents), food, refreshments, gasoline, exercise signs, badges, etc. Unauthorized exercise -related costs include: • Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.g., construction vehicles) 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). Exercise Scenarios. The scenarios used in HSGP-ftmded exercises must be based on the State's/Urban Area's Homeland Security Strategy and plans. Acceptable scenarios for SHSP, UASI, MMRS, and CCP exercises include: chemical, biological, radiological, nuclear, explosive, cyber, agricultural and natural or technological disasters. Exercise scenarios must be catastrophic in scope and size, as defined by the National Response Framework. The scenarios used in HSGP-funded exercises must focus on validating existing capabilities and must be large enough in scope and size to exercise multiple tasks and warrant involvement from multiple jurisdictions and disciplines and nongovernmental organizations. Exercise scenarios should also be based on the Multiyear Training and Exercise Plan. Models, Simulations and Games (MS&G). Grantees who wish to expend funds on models, simulations, or games (MS&G) must consult with "Review ofModels, Simulations, and Games for Domestic Preparedness Training and Exercising, tiolume 111, " which provides an overview and analysis of existing models, simulations, and games. Grantees can also consult with the MS&G Decision Support System, which automates the aforementioned report into a searchable database. Both the report and system are available through the HSEEP website. Special Event Planning. If a Urban Area will be hosting an upcoming special event (e.g., Super Bowl: G-8 Summit). they anticipate participating in a Tier 2 National -Level Exercise as defined by the National Exercise Program Implementation Plan (NEP I -Plan); or they anticipate that they will apply to be a venue for a Tier 1 National -Level Exercise, as defined by the I -Plan. they shoul d plan to use SHSP or UASI funding to finance training and exercise activities in preparation for that event. States and Urban Areas should also consider exercises at major venues (e.g., arenas. convention centers) that focus on evacuations, communications, and command and control. States should also anticipate participating in at least one Regional Exercise annually. States must include all confirmed or planned special events in the Multi-year Training and Exercise Plan. Exercise Evaluation. All exercises will be performance-based and evaluated. An After -Action Report/Improvement Plan (AAR/IP) must be prepared and submitted to FDEM, following every exercise, regardless of type or scope. AAR/1Ps must conform to the HSEEP fon nat, should capture objective data pertaining to exercise conduct, and must be developed based on information gathered through Exercise Evaluation Guides (EEGs) found in HSEEP Volume IV. All applicants are encouraged to use the Lessons Learned Information Sharing Svstem (LLIS.gov) as a source for lessons learned and to exchange best practices. Self -Sustaining Exercise Programs. Urban Areas are expected to develop a self sustaining exercise program. A self- sustaining exercise program is one that is successfully able to implement, maintain, and oversee the Multi-year Training and Exercise Plan, including the development and delivery ofHSGP-funded exercises. The program must utilize a multi- disciplinary approach to the development and delivery of exercises, and build upon existing plans, training, and equipment. Role ol'Non-Govermnental Entities in Exercises. Nott -governmental participation in all levels of exercises is strongly encouraged. Leaders from nongovernmental entities should be included in the planning, conduct, and evaluation of an exercise. State and local jurisdictions are encouraged to develop exercises that test the integration and use of non- governmental resources provided by nongovernmental entities, defined as the private sector and private non-profit, faith - 23