HomeMy WebLinkAboutBack-Up DocumentsFUND TITLE
RESOURCES
USAR READINESS COOPERATIVE AGREEMEN T FY 2020
Department of Homeland Security-FEMA-
USAR-Cooperative Agreement
Fiscal Year 2020
Federal Emergency Management
Agency ("FEMA")
$1,222,631.00
APPROPRIATIONS: $1,222,631.00
Department of Homeland Security
Federal Emergency Management Agency ..B 18884)073
URBAN SEARCH AND RESCUE RESPONSE SYSTEM Expires December 31, 2018
Task Force Narrative Workbook
FEMA Form 089-0-10
Public reporting burden for this data collection is estimated to average 4 hours per response. The burden estimate includes the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed, and completing and submitting this form. This collection of information is required to obtain or retain benefits. You are not required to
respond to this collection of information unless a valid OMB control number is displayed on this form. Send comments regarding the accuracy of the burden estimate and any suggestions
for reducing the burden to: Information Collections Management, Department of Homeland Security, Federal Emergency Management Agency, 500 C Street, SW., Washington, DC 20472-
3100, Paperwork Reduction Project (1660-0073) NOTE: Do not send your completed form to this address.
Purpose
The U.S. Department of Homeland Security (DHS) and the Federal Emergency Management Agency (FEMA) are accountable to provide support and funding for the
maintenance and readiness of the National Urban Search and Rescue (US&R) Response System. The purpose of the Readiness Cooperative Agreement is to support the
continued development and maintenance of a national urban search and rescue capability.
Specifically, the agreement provides a mechanism for distribution of Cooperative Agreement funding for certain purposes in preparation for US&R disaster response. The
Cooperative Agreement allows each Sponsoring Agency of a US&R task force the opportunity to maintain a high standard and condition of operational readiness and includes
guidance on key areas for task force management to focus on continued preparedness efforts.
The Cooperative Agreement provides direction to the US&R task force Sponsoring Agency for the use of funding to provide: administrative and program management,
training, support, equipment cache procurement, maintenance and storage. This workbook is designed for use by the Sponsoring Agencies of all current task forces within the
US&R Response System when applying for the US&R Readiness Cooperative Agreement solicitation.
For more specific information and instructions for submission, refer to the applicable Notice of Funding Opportunity (NOFO) package and Statement of Work
Urban Search & Rescue (US&R) Readiness Cooperative Agreement
Task Force Narrative Workbook
CONTENTS
Purpose........................................................................................ i
Contents....................................................................................... 1
SampleCover Letter......................................................................... 2
Preparer & Contact Information (FEMA Form 089-0-10A)........................... 3
Budget Summary (Detailed) (FEMA Form 089-0-1OB)................................ 4
Sample of "Purpose of Cooperative Agreement" from Task Force ..................... 5
Administration and Management (FEMA Form 089-0-1OC)........................... 6
Training (FEMA Form 089-0-10-1OD)................................................... 7
Equipment (FEMA Form 089-0-1OE) ..................................................... 8
Storage & Maintenance (FEMA Form 089-0-1OF)...................................... 9
BudgetTotals.................................................................................. 10
Position Descriptions (FEMA Form 089-0-101T)........................................ 11
Form for Additional Budget Clarification Information (FEMA Form 089-0-101)... 12
SAMPLE COVER LETTER FOR COPERATIVE AGREEMENT APPLICATION
7/20/2020
US Department of Homeland Security
Federal Emergency Management Agency
Grants Management Branch
Attn: Ms. Tawana Mack
800 K Street NW - Rm: S430-5
Washington, DC 20472
Dear Ms. Mack:
Enclosed is the US&R application of City of Miami Fire -Rescue Department for the year 2020 Department of
Homeland Security/FEMA, Urban Search & Rescue Cooperative Agreement for a total of $1,222,631.
The following items have been completed electronically within ND Grants:
0 1. Application for Federal Assistance, SF 424
0 2. Budget Information -Non Construction Programs FEMA form SF 424A
0 3. Summary sheet for Assurances and Certifications, SF 424 B
0 4. SF GG/SF LLL - Lobbying Activities
The following are included in the Narrative Statement (FEMA Wkbk 089-0-10) and attached with the
Application:
0 5. Preparer & Contact Information Sheet
0 6. Budget Narrative (Budget Summary Sheet, four cost categories and Budget Totals)
p 7. Position Descriptions for all Staff paid by the Cooperative Agreement
The following are submitted as additional attachments:
El 8. Single Audit Report for FY2019/Corrective Action Plan
❑ 9. Indirect Cost Rate Agreement
El 10. Specifications for all rolling transportation
❑ 11. Pre -Award Cost Request and Approval
Please call Capt. Erik Sanchez at (786)554-3155 or email at ErikSanchez@miamigov.com or Miroslava Diaz at
(786) 236-7598 or email at mirosdiaz@miamigov.com for any other information that you may need.
Sincerely,
Erik Sanchez, Fire Captain
US&R Program Manager
City of Miami Fire -Rescue
Florida Task Force 11
PREPARER INFORMATION
Preparer
Prefix
Ms.
First Name
Miroslava
Middle Name
Last Name
Diaz
Title
Grants Manager
Agency/Organization
City of Miami Florida Task Force 2
Address 1
444 S.W. 2nd Avenue
Address 2
10th Floor
City
Miami
State
Florida
Zip
33130
Phone
305-569-4044
Fax
E-mail
dia=@m m go om
CONTACT INFORMATION
Point of Contact
Prefix
Captain
First Name
Erik
Middle Name
Last Name
Sanchez
Title
Program Manager
Agency/Organization
City of Miami Florida Task Force 2
Address 1
444 S.W. 2nd Avenue
Address 2
10th Floor
City
Miami
State
Florida
Zip
33130
Phone
305-554-3155
Fax
E-mail
ES.r,.he=c�m
APPLICANT INFORMATION
Task Force
Florida Task Force 2
Organization Name
City of Miami
Employer Identification Number
59-6000375
DUNS Number
72220791
Address 1
444 S.W. 2nd Avenue
Address 2
10th Floor
City
Miami
County
Miami -Dade
State
Florida
Zip
33130
Country
United States
Submission Date
Type of Applicant
Congressional District Applicant
Congressional District Project
Authorized Representative First Name
Authorized Representative Middle Name
Section 3
FEMA Form 089-0-10A Preparer Contact Information Page 8 of 2
Authorized Representative Last Name
Authorized Representative Title
Authorized Representative Phone Number
Applicant Identifier (if applicable)
State Applicant Identifier (if applicable)
Organizational Unit:
Department:
Division:
Made available for EO 12372 (Answer Y or N )
Date Reviewed If applicable)
"Y" for not covered "N" for not selected
Section 3
FEMA Form 089-0-10A Preparer Contact Information Page 9 of 2
COOPERATIVE AGREEMENT BUDGET SUMMARY
BUDGET SUMMARY
Grant Program
Function
or Activity
(a)
Catalog of Federal
Domestic Assistance
Number
(b)
Estimated Unobligated Funds
New or Revised Budget
Federal
(c)
Non -Federal
(d)
Federal
(e)
Non -Federal
(f)
Total
(g)
1. US&R Readiness
Cooperative
Agreement
97.025
0.00
0.00
1,222,631.00
$
1,222,631.00
2.
0.00
3.
0.00
4.
0.00
5. Totals
$0.00
$0.00
$1,222,631.00
$0.00
$1,222,631.00
BUDGET CATEGORIES
6. Object Class Categories
GRANT PROGRAM, FUNCTION OR ACTIVITY
Total
(5)
(1)Admin. & Mgmnt. (2) Training (3) Equipment (4) Storage & Maint.
a. Personnel
$778,501.00
$10,080.00
$0.00
$0.00
$788,581.00
b. Fringe Benefits
87,462.00
0.00
0.00
0.00
87,462.00
c. Travel
39,000.00
12,000.00
0.00
0.00
51,000.00
d. Equipment
0.00
0.00
111,038.00
49,000.00
160,038.00
e. Supplies
5,000.00
0.00
0.00
0.00
5,000.00
f. Contractual
80,730.00
14,000.00
0.00
35,820.00
130,550.00
g. Construction
N/A
N/A
N/A
N/A
N/A
h. Other
0.00
0.00
0.00
0.00
0.00
i. Total Direct Charges sum of 6a-6h
990,693.00
36,080.00
111,038.00
84,820.00
1,222,631.00
j. Indirect Charges
0.00
0.001
0.001
0.00
0.00
k. TOTALS (sum of 6i and 6j)
$990,693.001
$36,080.001
$111,038.00
$84,820.00
$1,222,631.00
7. Program Income
Is
Is
Is
Is
Is
Section 4
FEMA Form 089-0-10B Budget Summary Page 10 of 2
NON-FEDERAL
RESOURCES
(a) Grant Program
(b) Applicant
(c) State
(d) Other Sources
(e) TOTALS
8.
$
$
$
$0.00
9.
0.00
10.
0.00
11.
0.00
12. TOTAL (sum of lines 8-11)
$0.00
$0.00
$0.00
$0.00
FORECASTED CASH NEEDS
13. Federal
Total for 1st Year
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
$0.00
$
$
$
$
14. Non -Federal
0.00
15. TOTAL (sum of lines 13 and 14)
$0.00
$0.00
$0.00
$0.00
$0.00
BUDGET ESTIMATES OF FEDERAL FUNDS NEEDED FOR BALANCE OF THE PROJECT
(a) Grant Program
FUTURE FUNDING PERIODS (Years)
(b) First
(c) Second
(d) Third
(e) Fourth
16.
$
$
$
$
17.
18.
19.
20. TOTAL sum of lines 16-19
$0.00
$0.00
$0.00
$0.00
OTHER BUDGET INFORMATION
21. Direct Charges:
122. Indirect Charges:
123. Remarks:
Section 4
FEMA Form 089-0-10B Budget Summary Page 12 of 2
National Urban Search & Rescue Response System
US&R Task Force Readiness Cooperative Agreement Budget Narrative
Purpose of Agreement
The purpose of this Readiness Cooperative Agreement is to continue the
development and maintenance of National Urban Search and Rescue (US&R)
Response System resources to be prepared for mission response and to provide
qualified personnel in support of Emergency Support Function-9 (ESF-9) activities
under the National Incident Management System (NIMS) and the National Response
Framework (NRF).
Our Task Force agrees to manage the continued development and maintenance of this
National US&R Response System resource. We will be prepared to provide qualified,
competent US&R personnel in support of ESF-9 activities under the National
Response Framework. Specifically, the FY2020 US&R Notice of Funding Opportunity
(NOFO) and the accompanying budget narrative provides our plan to accomplish our
objectives identified by DHS/FEMA. This work plan identifies the key areas that our
Task Force will focus its continued readiness efforts. These key areas are admistrative
and program management, training, support, equipment cache preparedness,
maintenance and storage. These key areas are detailed in the Grant
Guidance/Statement of Work. This Cooperative Agreement will allow our Task
Force to maintain a high standard and condition of operational readiness. It is the
intent of our Task Force to comply with the US&R Response System FY 2020 US&R
NOFO throughout the duration of this agreement.
While portions of the FY2020 US&R NOFO are included in the budget narrative, we
acknowledge compliance with the FY2020 US&R NOFO in its entirety.
Section 7
Purpose of Agreement
Section 7
Purpose of Agreement
ADMINISTRATION & MANAGEMENT
Task Force General Comments
)ur Task Force will accomplish the goals set forth in the DHS-FEMA statement of work, guidance, and directives provided by the Urban Search & Rescue Program Office. The costs for the Administration & Management portion of this
rudget/narrative will be addressed in this section and will cover costs for a maximum amount of time of 12 months, and the costs will occur within the 36 month period of performance. The cost details will be provided in the object classes
vithin this Program Category. The Administrative/Management personnel under this Readiness Cooperative Agreeement is responsible for the day -today operations of the Task Force and will be responsible to ensure that all management,
administration and operational requirements are accomplished. Our Task Force will attempt to maintain the preparedness of the Task Force under this Readiness Cooperative Agreement, in order to provide critical emergency response services aE
me of the 28 teams for the National Urban Search and Rescue Response System under the Response Cooperative Agreement. Funding for any deployments will be handled under the Response Cooperative Agreement.
Total Administration & Management Cost
$990,693
Personnel Salaries & Fringe Benefits
Votes for Personnel Salaries and Fringe Benefits Section
-he US&R Task Force will provide sufficient staff far management and administration of the Task Force day- to -day activities to accomplish required supervisory, administrative, training and logistical duties. Specifically: program management;
Irants management; financial management; administrative support; training coordination and instruction; logistics management and property accountability. This shall include, but is not limited to, funding personnel salaries relating to Task
admce development and management; record -keeping, inventory and maintenance of the US&R Equipment Caches; comespondence with Task Force members and parties who support Task Force activities; along with similar management and
inistrative tasks.
rovide the staffs' salary, benefits, and also note any cost of living increases (percentage and amount) below that will be paid under the Readiness Cooperative Agreement. There is a drop down menu for the staff positions, and any additional
taff not noted can be added. If a staff position is part time, please provide the hours and hourly rate in the Personnel box below to clarify the time to be allotted, e.g., one day a week, 40 hours a month at a rate of $45.00 per hour , etc. If
tvertime hours are listed, please note them as a separate line item below. Put the total amount under salary. Note the hourly rate in the clarification box.
lersonnel Salaries and Frin a Benefit
Staff Position
Name
Full/Part Timad
Overtime Hours
Salary Dates (Current)
Salary Dates (Prior)
Fringe Benefits
Salary
Total
P ram Mana er
Enk Sanchez
Full -Time
10/11/2020 - 10/9/2021
10/13/19 - 10/10/202g
$21,131
$137,350
$158,481
Traini Manager
Gustavo Amllano
Full -Time
10/1112020 - 101912021
10/13/19 - 10/10/2020
$19,690
$127,981
$147,671
L istios Mana er
Jose Barber
Full Time
10/11/2020- 10/9/2021
10/13/19- 10/10/2020
$17,696
$115,020
$132,716
Grant Maria er
Miroslava Diaz
Full -Time
10/11/2020- 10/9/2021
10/13119- 10/10/2020
$12,414
$80,6B8
$93,102
Administrative Specialist
ialist
m
Maritza Gomez
Ti
Full -me
10/11/2020 - 10/912021
10/13/19 - 10/10/2020
$10,717
$69,661
$80,378
$0
$0
$0
$0
$0
Trove/Ral mdBackfi//
$63.00 @ 600 him
$5,815
$37,800
$43,615
Part-T Task Force Memheis
$63.00 @ 3000 hrs
$189,000
$189,000
HEPPAlaintenance
$50.00 @ 420 him
$21,000
$21,000
$0
$0
$0
$0
$0
Tob/s
$87,462
$778,501
$865,963
a below is for any additional notes the Task Force may need to add for clarifying the paid staff
s. If the position is part-time list the hours, and hourly rate. Also there is a separate area (Tab 11) 0 Union Agreements
Position descriptions for each staff position listed, or position descriptions may be added as an
gent. I I City/County/Organization Negotiated Agreements
ling Manager, Logistics Manager, and Min in istiative Specialist are responsble for the day-to-day administration
.pp., t of the Task Force. Duties include procurement, personnel time management overtime administration, ❑' Historica/Data
budget oversght Grant Manager is responsible for all grant and financial requirements in sr ppoft of Task Force
ities. For a breakdown of part time staff and functions, please see Position Descriptions attachment Al funded
me postions spend 100%of their time on activities within the scope of this agreement HEPP ❑ Bids/Quotes
tenance/inventory/calibration is included under Perscnnel Salaries and Fringe Benefits Salary rates are based
contractual agreements set forth by the City of Miami and the respective Unions involved. Task Force Costs are in Comparison w/other TFs for5i nd-Tasks or Items
iing/Exercise will be used to upgrade task force preparedn—to respond to all types of events
❑ Other (List here):
Frin a Benefits
Cost Basis:
Please mark appropriate box es below.
The area below is to state the total percentage (e.g., 23%) for the Fringe Benefits (if applicable) and list
the items (e.g., health, dental, workers' comp) that are included.
❑
Union Agreements
Fridge Benefit Regular Wages Rate is 15.3847% andit includes: M dlcare, Workers Comp, Unemployment,
H lath Benefits. However, we have 27otherparticlpating agencies with d1Tfennntpercentages.
❑
City/County/Organization Negotiated Agreements
❑
Historica/Data
❑
Bid/Quotas
❑
Costs are in Comparison w/other TFs for Similar Tasks or.1mms
I I
Other (List here):
This narrative box has character limitations. For additional clarificatiob 1 n use ta2
Sonion 6
crow wawarao-tac Administration Management vage is as
Travel
Notes for Travel Section
Attend DHS/FEMA-sponsored or DHS/FEMA-approved 11S&R meetings, conferences, and training sessions, to include Task Force Leader meetings, Advisory Organization Meetings, Ad Hoc Groups and Sub -Groups, Incident Support Team (IST)
training/meetings, workshops, or others as directed by the 11S&R Program Office as they relate to the National 11S&R Response System. Other activities include on -site peer Administrative Readiness Evaluation (ARE) of other Task Forces, quality
assurance oversight of FEMA-sanctioned training courses, training with other Task Forces, grants management training, and research and development for equipment, as directed by the 11S&R Program Office. Based on approval by the 11S&R
Program Office and available funding, Task Forces can use funds to cover travel for product research and development efforts, thereby keeping apprised of cutting edge technology for equipment used within the System.
There are also miscellaneous meetings that are required due to the dynamic program. Costs can be provided in detail or by trip costs, and a detail of the costs should be listed in the comments sections, that will show how you arrived at the trip
total. The costs listed below are estimates due to travel locations that are unknown at the time of application. It is at this time when costs are generally based on historical data. There are drop down menus for some of the meetings, and you
n add others that are in line with the statement of work. The drop down menu in the section below includes all events, allowing you the flexibility to account for your travel costs in this section Admin/Management Program Category or the
Training Program Category. The Task Force is authorized to reallocate funds between Admin/Management travel and Training travel without requesting a budget change authorization. However, this change must be reflected in your
Performance Report and note the reason(s) for the change.
T-1
Event Title
No. of Personnel
No. of Trips
Cost Per Person
Lump Sum
Work Group Meeti s
4
1
$1,500
$6,000
Grant Workshop
3
1
$1,500
$4,500
Task Force Representatives' Meeting
3
1
$1,500
$4,500
Sporsonm Agency Chiefs' Meeting
2
1
$1,500
$3,000
East Coast TERM tins
4
1
$1,500
$6,000
IST Workshop
6
1
$1,500
$9,000
Additional FEMA Ta ve/Abt Yet K con
4
1
$1,500
$6,000
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$39,000
Brietty describe breakd—n of travel Cott nor Person. Provide examples a t'dherauthorisd travel"BseleRetl atovc.
Travel breakdowns are approximations based on previous values (airfare and lugguage - $600, hotel - $150 ❑ Union Agreements
per day for average 3 day trip $450; per diem - $50 per day for 3 days $150, car rental - $50 per day for 3
days $150, parking - $50, fuel $100). Travel expenses are figured at a cost of $1500 for actual travel and ❑ City/County/Organization Negotiated Agreements
$1500 per day (24 hour) backfill (line item under Staff Positions). Backfll for students is fgued at a rate of
$62.50 per hour (see salaries). Additional TFL meeting, East Coast TFL/Log meetings and Other Authorized ❑ Histonca/Data
Travel are included under Travel heading. Other authorized travel covers unfunded meetings surfacing
throughout the budget period. Work group meetings are also held at the regional level as part of the East
Coast TFL/Log meetings. Other authorized travel covers meetings that are requested in the midst of a ❑ Bids/quotes
budget cycle that were not planned or anticipated by FEMA. Examples of other travel might include: State
level 11S&R meetings and conferences, HR Canine Workshops, East Coast Logistics Meetings and State ❑ Costs are in Comparison w/other TFs for Similar Tasks or Items
Meetings such as TFL, Logisitics, ADSAR and FASAR.
This narrative box has character limitations. For additional clarification use tab 12 ❑ Other (List here),
Equipment
Notes for Equipment Section
Purchase of office furniture and equipment specifically for administrative purposes are allowable under this Cooperative Agreement. This shall include, but is not limited to, laptops and desktop computers, higher -end printers, scanners, copy
machines, desks, book shelves, etc. The costs noted in this area are for the purchase of equipment and not service agreements, which should be included under contractual or other. Rolling or floating transportation will require specifications as
part of the application and should be listed under the Equipment Program Category. The general definition out of 2 C.F.R. Part 200 is: Equipment is tangible personal property with a useful life of at least 1 year & a per unit cost of at least
$5,000 (or the non-federal entity's equivalent threshold, whichever is lower).
These are the items our Task Force anticipates requiring for this Cooperative Agreement for the equipment object class under the Administration/Management Program Category. However, due to the dynamic program, the
requirements for these items (within the amount approved at time of award for this object class) may change. Any changes to listed items will be reflected in the Performance Reports, with the reason for the change noted
and the Task Force will not be required to submit a budget change if items are on the approved cache lists, authorized by program guidance or directives.
Item Description
additional sumortina information for eauioment costs below.
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Histonca/Data
❑ Bid/Quor s
❑ Costs are in Comparison w/other TFs forSimi/r Tasks orltems
Section 6
Administration Management
additional sumortina information for eauioment costs below.
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Histonca/Data
❑ Bid/Quor s
❑ Costs are in Comparison w/other TFs forSimi/r Tasks orltems
Section 6
Administration Management
This narrative box has character limitations. For additional clarification, use tab 12.
C OMer (G"st here):
sc 16
Administration Management
Supplies
Notes for Supplies Section
In the below area, provide an approximate listing of the supplies necessary for the administration/management of this cooperative agreement. Supply items/costs that should be listed are items to support the administration/management of
the Task Force and other than what the equipment definition states in 2 C.F.R. Part 200. Supplies, on the other hand, are tangible personal property lower than the $5,000 equipment threshold or have a useful life of less than a year. Phones,
tablets, etc. would more likely be supplies than equipment. However, due to the dynamic program, the requirements for these items (within the amount approved at time of award for this object class) may change. Any changes to the listed
items will be reflected in the Performance Reports, including the reason for the change(s) noted.
Suoul e
These are the items we anticipate requiring for this Cooperative Agreement. However, due to the dynamic program, requirement of these items may change and anychanges will be reflected in
the Performance Reports, with the reason for the chanqe noted.
Abe any additional supporting information for supply costs below.
ellaneous office supplies might include paper, pens, folders, printer ink, replace old printer, etc. We will ❑ Union Agreements
need to outfit the new full-time position with a computer, printer, office equipment, office furniture,
❑ City/County/Organization Negotiated Agreements
❑ Hetonca/Data
71 Bid/Quotes
❑ Costs are in Companson w/other TFs forSimi/r Tasks orltems
narrative box has character limitations. For additional clarification, use tab 12. 1 ❑ Other (List here):
Contractual
Notes for Contractual Section
In the area below, list any contractual costs for medical exams, services, rentals, etc. The Task Force will ensure that Task Force Medical Screening will take place in accordance with Program Directive 2005-008 or a more current revised
directive issued by the JS&R Program Office.
Service
Quantity
Unit Cost
Total Cost
Medical Screening
40
$250
$10,000
Phone/ iPad Data Service (Verizon)
12
$2,570
$30,840
Phone Data Service (Sprint)
12
$609
$7,308
ATi FirstNet
6
$1,333
$7,998
Satellite Iridiums - SatCom Global
12
$350
$4,200
Satellite BGANS/G2 - SatCom Global
12
$155
$1,860
Satellite -Ground Control
12
$567
$6,800
M-Sat - NI Government
12
$727
$8,724
My DB Solution
12
$250
$3,000
$0
$0
$0
$0
$0
$0
$0
$0
Total
$80,730
ibe any additional supporting information for contractual costs below.
al screening line item will be utilized up to a cost of $250. This cost will cover deductibles and special ❑ Union Agmemsots
not covered by insurance or sponsoring agencies for compliance with team medical physical
ents. Official personnel cellphones (see attachments as to full-time and part-time staff). Service for ❑ City/County/Organization Negotiated Agreements
satellite phones which remain with the cache for emergency use only (deployments). Contractual
e period for Phone Data and Satellite will be from January 1st, 2020 to December 31st, 2020. Last 0 Histonca/Data
e period was from January 1st, 2019 to December 31st, 2019. These centractural costs do not cover
than a 12 month time frame.
o Bids/Quotes
narrative box has character limitations. For additional clarification, use tab 12.
❑ Costs are in Companson w/other TFs for Similar Tasks or Items
f Other (List here),
Sedion 6
Admin,t,atiun Management
Other
Notes for Other section
This area will cover any miscellaneous items that are not covered in the other object classes and are allowable within the Statement of Work.
Item
Quantity
Unit Cost
Total Cost
$o
$o
$o
$o
$o
$o
r tht
$o
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Histonca/Data
❑ eid/Quotes
❑ Costsare in Comp —son w/other TFs forSimi/r Tasks -Items
narrative box has character limitations. For additional clarification, use tab 12. ❑ Other (List here),
Indirect Costs
Notes for Indirect Costs Section
Indirect Its can only be listed if there is an Indirect Cost Rate Agreement that has been approved by a cognizant Federal Agency. A copy of the Indirect Cost Rate Agreement should accompany the application. The Indirect Cost Rate
Agreement you provide should state what category or categories the Indirect Costs are based on, ie equipment, salaries, all expenses, etc. The information provided below should list the description of the cost category for the base, the
mount on which it's based, the percentage, and the total. The rate or amount approved at time of award will prevail thru the term of the Cooperative Agreement.
T..A:. r
Item/Category
Item Description
Base Amount
Percentage
Total Cost
Total
$0
ibe any additional supporting information for indirect costs below. Please advise who is the Cognizant
al Agency and the date of approval. ❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Histonca/Data
❑ Bibs/Quotes
❑ Costs are in Companson w/other TFs forSimi/r Tasks orltems
❑ Other (List here):
narrative box has character limitations. For additional clarification, use tab 12.
sedion s
Ado, —Ration Management
TRAINING
Task Force General Comments
This Program Category covers the costs for the training portion of this Readiness Cooperative Agreement. The training portion of this budget/namative will cover costs for a maximum amount of time of 12 months, and will
be accomplished within the 36 month period of performance. This Task Force intends to maintain a deployable Task Force and will provide the required training to insure mission readiness, safety, and management of the
Task Force. The training will be accomplished in accordance with the Urban Search & Rescue Program Office statement of work, program guidance, directives, and will also include training to meet the NIMS compliance
requirements. The training cost details will be provided in the below object classes under this Program Category. Our Task Force will attempt to maintain the preparedness of the Task Force under this Readiness
Cooperative Agreement, in order to provide critical emergency response services as one of the 28 teams for the National Urban Search and Rescue Response System. Funding for any deployments will be handled under the
Activation Cooperative Agreement The below list of training and costs covers what is anticipated for this Readiness Cooperative Agreement. Due to the dynamic program, training scheduling and requirement changes,
some of the training listed may require revisions. Any changes will be noted within the Performance Reports, and will include the change and the reason for the change. It will not require a budget adjustment as long as
the change is within the Program Category total as noted at time of award, and is an approved training requirement within the statement of work, program guidance, and directives. The only exception to this is the
movement of travel funds between the Administration/Managmenit Program Category and the Training Program Category, which can be accomplished without requiring a budget change, however, it must be noted in the
Performance Reports, with the change and the reason for the movement of funds.
Total Training Cost
$36,080
Personnel Salaries & Fringe Benefits
The Task Force can use this category to account for the salaries of Task Force Members attending US&R-related, US&R required, and local training as well as salaries for the training coordinator. This includes, but is not
limited to, functional training, mobilization training, local training for the program, grants management training, training with other task forces, research and development for equipment, and other DHS/FEMA approved
training events, or training related to the requirements of the US&R program, as approved by the Program Manager/Grants Assistance Officer. This may also include backfill expenses for the individual(s) attending training.
If specific costs are unknown, give estimated salary hours and average salary rate. If specific dates are unknown, provide estimated time frame (e.g., 1 day per week/month, etc.). If overtime hours are listed, please note
them as a separate line item below. Put the total amount under salary. Note the hourly rate in the clarification box.
Dnrennnnl Calarine and Frinnc Rennfite
Staff Position
Training Event Description
Full/PartTime
Overtime Hours
Date Salary Charged
Fringe Benefits (If Applicable)
Salary
Total
Training/Exercise Related Backfill
FEMA Position Specific Training
Part -Time
$63.00 @ 160 Hrs
Fringe Benefits may vary
$10,080
$10,080
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Totals
$0
$10,080
$10,080
Personnel Salaries
Cost Basis: Please mark appropriate box(es) below.
The area below is to provide additional notes the Task Force may need to add for clarifying
the range of salary rates used to develop the average hourly costs.
D
Union Agreements
Backfill costs for conducting training and exercises. Examples of Training and Exercises
include: Structural Collapse Shoring, Rescue Specialist refresher courses, Water Specialist
7
City/County/Organization Negotiated Agreements
Training, Hazmat and Medical Refresher, Air Force Patriot Exercises, Search and Rescue Full
Scale Exercises, etc.
7
Histarioa/Data
❑
8ids/Quotes
Costs are in tompanson w/other TFs for Similar Tasks or Items
❑
Otber (Usthere):
This narrative box has character limitations. For additional clarification use tab 12
Frin a Benefits
Cost Basis:
Please mark appropriate box es below.
The area below is to state the total percentage (e.g., 23%) for the Fringe Benefits (if
applicable) and list the items (e.g., health, dental, workers' comp) that are included.
D
❑
Union Agreements
City/County/Organization Negotiated Agreements
Items included under Fringe Benefits are medical, Dental, Workers Compensation. Total
percentage is 26.4824 for the City of Miami Fire Rescue. However, we have 27 other
participating agencies with different percentages.
❑
Historical Data
❑
8ids/Quotes
❑
Costs are in tompanson w/other TFs for Similar Tasks or Items
❑
Otber (Usthere):
This narrative box has character limitations. For additional clarification use tab 12
section
FEMA FORM 089-0-1 OD Training Page 20 of 5
Travel
Attend DHS/FEMA-sponsored or DHS/FEMA-approved US&R meetings, conferences, and training sessions, to include Task Force Leader meetings, the Advisory Organization Meetings, Incident Support Team (IST)
training/meetings, workshops, or others as directed by the US&R Branch as they relate to the National US&R Response System. Other activities include on -site peer Administrative Readiness Evaluations (AREs) of other
US&R Task Forces, quality assurance oversight of FEMA-sanctioned training courses, training with other Task Forces, grants management training, and research and development for equipment, as directed by the US&R
Branch. Based on approval by the US&R Branch and available funding, Task Forces can use funds to cover travel for product research and development efforts, thereby keeping apprised of cutting edge technology for
equipment used within the System.
There are also miscellaneous meetings that are required due to the dynamic program. Costs can be provided in detail or by trip costs, and a detail of the costs should be listed in the comments sections, that will show how
you arrived at the trip total. The costs listed below are estimates due to travel locations are unknown at the time of application. It is at this time when costs are generally based on historical data. There are drop down
menus for some of the meetings/training, and you can add others that are in line with the statement of work, program guidance, and directives. This will allow you the flexibility to account for your travel costs in this
section (Training) or Admin/Management categories. The Task Force is authorized to reallocate travel funds between Admin/Management travel and Training travel without requesting a budget change authorization.
However, any changes must be reflected in your Performance Report, with an explanation on the reason(s) for the change.
Travel
Event Title
No. of Personnel
Cost Per Person
Lump Sum
Task Force Leader
1
$1,500
$1,500
Communications Spedalist
2
$1,500
$3,000
Heavy Equipment & Rigging Specialist
0
$1,500
$0
Logistics Specialist
0
$1,500
$0
Canine Search Specialist
0
$1,500
$0
Medical Specialist
2
$1,500
$3,000
Grants Manager Traini
1
$1,500
$1,500
Other Authorized Travel
2
$1,500
$3,000
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
TOta/
$12,000
Travel
Cost Basis: Please mark a roriate box es below.
Briefly describe breakdown of travel Cost Per Person. Provide examples of "other authorized
travel" if selected above.
❑
Union Agreements
Travel breakdowns are approximations based on previous values. (airfare and luggage-
$600, hotel $150 per day for avg 3 day trip $450, per diem $50 per day for 3 days $150, car
❑
City/County/OrganizaaYon NegoaYaied Agreer ants
rental $50 for 3 day $150, parking $50, fuel $100). Travel expenses are figured at a cost of
$1,500 for actual travel and $1,500 per day.
❑
Historical Data
❑
Bds/Quo[es
❑
Casts are in Companson w/o6er TFs for Similar Tasks or Items
❑
Offier (Usthem)
This narrative box has character limitations. For additional clarification use tab 12
section
FEMA FORM 089-0-1 OD Training Page 21 of 5
Equipment
Notes for Equipment Section
Purchase of equipment specifically for training, to include props, training materials, training facility expenses, etc. are allowable under this Cooperative Agreement. The costs noted in this area are for the purchase of
equipment and not service agreements, which should be included under contractual or other. Rolling or floating transportation, if allowable, will require specifications/approval as part of the application.
The general definition of "Equipment' out of the CFR is: "Equipment" means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or
exceeds the lesser of the capitalization level established by the governmental unit for financial statement purposes, or $5000.
Equipment
These are the items our Task Force anticipates requiring under this Cooperative Agreement for the equipment object class under the Training Program Category. However, due to the dynamic program, the requirements for
these items (within the amount approved at time of award for this object class) may change. Any changes to listed items will be reflected in the Performance Reports, noting the reason for the change and the Task Force
will not be required to submit a budget change if items are on the approved cache lists, authorized by program guidance or directives. Rolling or floating equipment requires the specifications to be submitted to the
Program Office/Grants Assistance Officer for prior approval.
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Equipment
Cost Basis: Please mark appropriate box es below.
Describe any additional supporting information for equipment costs below.
❑ Union Agreements
❑ City/County/Organization NegodatedAgreernents
❑ Historical Data
❑ Bds/Quotes
❑ Casts are in Companson w/other TFs for Similar Tasks or Items
❑ Offier (Usthem)
This narrative box has character limitations. For additional clarification use tab 12
section
FEMA FORM 089-0-1 OD Training Page Y of 5
Supplies
lotes for Supplies Section
n the area below, provide an approximate listing of the supplies necessary for preparing and/ or delivery of training within this cooperative agreement.
upply items/costs that should be listed are items other then what the equipment definition states as follows: The general definition of"Equipm r-C'out of the CFR is: "Equipment' means an article of nonexpendable,
3ngible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of the capitalization level established by the governmental unit for financial statement
urposes, or $5000.
Supplies
These are the items our Task Force anticipates requiring under this Cooperative Agreement. However, due to the dynamic program, the requirements for these items may change and any changes will be reflected in the
Performance Reports, with the reason for the change noted. A budget change is not required to be submitted if the costs in this category if costs remain the same and items are allowable under the Grant Guidance,
current Cache List and official documentation from the US&R Branch.
•r
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Describe any additional supporting information for supply costs below.
A Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Historica/Data
Bids/Quotes
7 Costs are in Comparison w/otirer TFs for Similar Tasks or Items
This narrative box has character limitations. For additional clarification use tab 12 7 Other (Usthere):
Contractual
In the area below, list any supporting information for the contractual costs of services, rentals, etc., as it pertains to training.
•f
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Describe any additional supporting information for contractual costs below.
Canine Insurance is provided to certified Task Force canines.
narrative box has character limitations. For additional clarification use tab 12
❑ Union Agreements
❑ City/County/Organization NegotiatedAgreernents
0 Historical Data
❑ Bids/Quotes
❑ Casts are in Comparison w/other TFs for Similar Tasks or Items
❑ Offier (Usthere):
section
FEMA FORM 089-0-1 OD Training Page 23 of s
Other
Notes for Other Section
This area will cover any miscellaneous items that are are training -related and allowable under the Statement of Work but not covered in the other object classes.
nth— rTf 4—H—hle1
Item
Quantity
Unit Cost
Total Cost
$0
$0
$0
$0
$0
$0
TOtal
$0
-ibe any additional supporting information for other costs below.
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Historical Data
❑ 8ids/Quotes
❑ Casts are in Companson w/other TFs for Similar Tasks or Items
narrative box has character limitations. For additional clarification use tab 12 ❑ Other (Listhem):
Indirect Costs
lotes for Indirect Costs Section
ndirect Costs can only be provided if there is an Indirect Cost Rate Agreement that has been approved by a cognizant Federal Agency. A copy of the Indirect Cost Rate Agreement should accompany the application. The
-direct Cost Rate Agreement that you provide should state what category or categories the Indirect Costs are based on, ie equipment, salaries, all expenses, etc. The information provided below should list the
escription of the cost category for the base, the amount on which it's based, the percentage, and the total. The rate or amount approved at time of award will prevail thru the term of the Cooperative Agreement.
Tnrliru- r—
Item/Category
Item Description
Base Amount
Percentage
Total Cost
TOtal
$0
Describe any additional supporting information for indirect costs below. Please advise who is
the Cognizant Federal Agency and the date of approval. ❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
Historical Data
❑ 8ids/Quotes
❑ Costs are in CDmpanson w/other TFs for Similar Tasks or Items
7 Other (List Here):
narrative box has character limitations. For additional clarification use
Section
FEMA FORM 089-0-1 OD Training Pape U of 5
EQUIPMENT
This Program Category covers the costs for the equipment portion of the Readiness Cooperative Agreement for our Task Force. The period of performance covers a 36 month period to accomplish the work in
this area. Our Task Force intends to maintain a deployable Task Force and will provide the required equipment to insure mission readiness, safety, and management of the Task Force. The equipment will be
purchased in accordance with the requirements of the Urban Search & Rescue Branch statement of work, current cache list, and official guidance from the US&R Branch. The equipment and supporting cost
details will be provided in the below object classes under this Program Category. Our Task Force will attempt to maintain the preparedness of the Task Force under this Readiness Cooperative Agreement, in
order to provide critical emergency response services as one of the 28 teams for the National Urban Search and Rescue Response System.
The below list of equipment and costs covers what is anticipated for this Readiness Cooperative Agreement. Due to the dynamic program, training scheduling and requirement changes, some of the equipment
listed may require revisions. Any changes will be noted within the Performance Reports, and will induce the change and the reason for the change. It will not require a budget adjustment as long as the change
is within the Program Category total as noted at time of award, and is an approved equipment requirement within the statement of work, current cache list, and offidal guidance from the US&R Branch.
Total Eauiciment Cost
111 036
Personnel Salaries & Fringe Benefits
The Task Force can use this category to account for the salaries of Task Force Members who pertorm duties related to maintenance of US&R equipment and vehides. This may also include backtill expenses
individual(s) who are working with the cache. If specific costs are unknown, give estimated salary hours and average salary rate. If specific dates are unknown, provide estimated time frame (e.g., 1 day per
week/month, etc.). If overtime hours are listed, please note them as a separate item below. Put the total amount under salary. Note the hourly rate in the clarification box.
P.—nnal Gla riac awl Frinna R... fihc
Staff Position
Full/Part
Overtime Hours
Date Salary Charged
Fringe Benefits (If Applicable)
Salary
Totals
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Totals
$0
$0
$0
Personnel Salaries
Cost Basis:
Please mark appropriate box es below.
The area below is to provide additional notes the Task Force may need to add for clarifying the
range of salary rates used to develop the average hourly costs.
❑
❑
Union Agreements
City/County/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
------
This narrative box has character limitations. For additional clarification use tab 12
Fringe Benefits IfApplicable)
Cost Basis: Please mark appropriate box es below.
The area below Is to state the total percentage (e.g., 23%) for the Fringe Benefits (If
applicable) and list the items (e.g., health, dental, workers' comp) that are inducted.
❑
❑
Union Agreements
City/County/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
section e
FEMA FORM 089-0-t0E Equipment Page 25 of 6
Travel
Travel in this category would cover costs relating to quality assurance on equipment or vehicle, or any other travel related to cache management within the scope of the Grant Guidance. Please note: These
expenses can be reflected within the Administrative/Management or Training travel category instead. Costs can be provided in detail or by trip costs, and a detail of the costs should be listed in
the comments sections, that will show how you arrived at the trip total. The costs listed below are estimates due to travel locations that are unknown at the time of application. It is at this time when costs are
generally based on historical data. There are drop down menus for some of the meetings, and you can add others that are in line within the Statement of Work.
Travel (If Applicable)
Event Title
No. of Personnel
Cost Per Person
No. of Trips (approm)
Total Cost
$0
$0
$0
$0
$0
$0
$0
$0
$0
If other, list here
$0
If other, list here
$0
If other, /1st here
$0
If other, list here
$0
If other, list here
$0
If other, list here
$0
Total
$0
Travel
Cost Basis:
Please mark appropriate box es below.
Briefly describe breakdown of travel Cost Per Person. Provide examples of "other authorized
travel' if selected above.
❑
❑
Union Agreements
City/County/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
section e
FEMA FORM 089-0-t0E Equipment Page 26 of 6
Equipment
Your agency is authorized to purchase equipment as listed in the approved DHS/FEMA 2015 US&R Task Force Equipment Cache List, or any subsequently approved DHS/FEMA US&R Equipment list. Task Force
personnel are reminded and directed not to exceed quantity and/or cost caps as listed on the cache list. Task Force must follow department procurement regulations, which are in accordance with 2 CFR Part
200 to ensure reasonable prices are obtained. The US&R Program Office and the Grants Office Assistance Officer must provide written approval for any other equipment not identified on approved oche list(s),
in program guidance, or spedfications. Those Task Forces who maintain an ISi Medical Cache are to include the appropriate amount below for replacement of equipment and pharmaceuticals.
However, due to the dynamic program, the requirements for these items (within the amount approved at time of award for this object class) may change. Any changes to listed items will be reflected in the
Performance Reports, noting the reason for the change and the Task Force will not be required to submit a budget change if items are on the approved oche lists, noted in the statement of work, or authorized
by program guidance or directives. Rolling or floating equipment requires the specifications to be submitted to the US&R Branch/Grants Assistance Officer for prior approval. The general definition of
"Equipment' out of the CFR is: "Equipment' means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser
of the capitalization level established by the governmental unit for financial statement purposes, or $5000.
These are the items our Task Force antidpates requiring for this Cooperative Agreement under the equipment object dass within the Equipment Program Category. However, due to the dynamic program, the
requirements for these items (within the amount approved at time of award for this object dass) may change. Any changes to listed items will be reflected in the Performance Reports, noting the reason for the
change and the Task Force will not be required to submit a budget change if items are on the approved oche lists, authorized by program guidance or directives. Rolling or floating equipment requires the
—cifiratinns and hurinpt infnrmatinn to hp suhmiffed to the Pronram Office/Grants Accistanrn nffimr fnr nrior annrnval_
Item Description
Item #
Cache #
Unit Cost
No. of Units
Total Cost
H—t,--type, iowpr.aie, ASTM/NFPA—pl—t.r
Logistics
$333
50
$16,650
Deedduamn Mo�m, iz Lad Ca brim, Dean, CPR, P—,iz
Medical
$39,790
2
$79,580
Lithium Batter HEPP fired Equip.)
N/A
$86
120
$10,320
Generator, 6500 / 7000 watt...(HEPP)
N/A
$4,488
1
$4,488
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$111,038
Equipment
Cost Basis:
Please mark appropriate box es below.
Describe any additional supporting information for equipment costs below.
❑
Union Agreements
Cache List Items shall cover what has been previously approved from the FEMA oche list
and/or Statement of Work. Examples: small engines, hydraulic tool seals, dhainsaws, medical
0
City/County/Organization Negotiated Agreements
equipment. Funds will be used in accordnnce with forthcoming guidnace from the US&R
Branch. We are currently updating all of our old/worn equipment with new equipment, along
❑
Histonca/Data
with purchasing new equipment in -order to become 100 % compliant with the current oche list.
The purpose of the HEPP Recapitalization is to replace PAPR's.
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
section 8
FEMA FORM 089-0-t0E Equipment PageV of 6
Supplies
In the area below, provide an approximate listing of necessary supplies. Supply items/costs that should be listed are items other then what the equipment definition states as follows: The general definition of
"Equipment' out of the CFR is: "Equipment' means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser
of the capitalization level established by the governmental unit for financial statement purposes, or $5000. However, due to the dynamic program, the requirements for these items (within the amount
approved at time of award for this object class) may change. Any changes to the listed items will be reflected in the Performance Reports, including the reason for the change(s) noted.
These are the items our Task Force anticipates requiring under this Cooperative Agreement. However, due to the dynamic program, the requirements for these items may change and any changes will be
reflected in the Performance Reports, with the reason for the change noted. A budget change is not required to be submitted for approval if the costs in this object class remain as approved at time of award
and the items are allowable in accordance with the statement of work, program guidance and directives.
Item
Cache #
Unit Cost
No. of Units
Total Cost
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$0
Supplies
Cost Basis: Please mark appropriate box es below.
Describe any additional supporting information for supply costs below.
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Historical Data
❑ Bids/Quotes
❑ Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑ Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
section e
FEMA FORM 089-0-t0E Equipment Page 28 of 6
Contractual
In the area below, list any supporting information for the contractual costs of services, rentals, etc., for equipment.
r.,nr.art...i
Service
Quantity
Unit Cost
Total Cost
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$0
Contractual
Cost Basis: Please mark appropriate box es below.
Describe any additional supporting information for contractual costs below.
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Historical Data
❑ Bids/Quotes
❑ Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑ Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
Other
area will cover any miscellaneous items that are are
Other
Item
Quantity
Unit Cost
Total Cost
0
$0
$0
$0
$0
$0
$0
$0
Total
$0
costs
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Historical Data
❑ Bids/Quotes
❑ Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑ Other (List here):
racter limitations. For additional clarification use
Section 8
FEMA FORM 089-0-t0E Equipment Page N of 6
Indirect Costs
Indirect Costs can only be provided if there is an Indirect Cost Rate Agreement that has been approved by a cognizant Federal Agency. A copy of the Indirect Cost Rate Agreement should accompany the
application. The Indirect Cost Rate Agreement that you provide should state what category or categories the Indirect Costs are based on, i.e., equipment, salaries, all expenses, etc. The information provided
below should list the description of the cost category for the base, the amount on which its based, the percentage, and the total. The rate or amount approved at time of award will prevail thru the term of the
Cooperative Agreement.
Indirect Costs
Item/CategoryItem/Category Item Description Base Amount Percentage Total Cost
Total 1 $0
Indirect Costs
Cost Basis:
Please mark appropriate box es below.
Describe any additional supporting information for indirect costs below. Please advise who is
the Cognizant Federal Agency and the date of approval.
❑
❑
Union Agreements
City/County/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
section e
FEMA FORM 089-0-t0E Equipment Page W of 6
STORAGE & MAINTENANCE
This Program Category covers the costs for the storage/maintenance portion of this Readiness Cooperative Agreement. The costs for the Storage/Maintenance portion of this budget/narrative will
be addressed in this section for any warehouse lease or maintenance costs for the equipment/vehicles, and the costs will occur within the 36 month period of performance. Task force management
is reminded you may only use cooperative agreement funds to pay for warehouse leases for a twelve-month consecutive period within the overall period of performance and that there is no
guarantee of cooperative agreement funding in future years (See Statement of Work, Section F, Cooperative Agreement Funding at pages 21-22). Task forces may write contracts with an available
fund's clause or option years for protection. The storage and maintenance will be in accordance with the requirements of the Urban Search & Rescue Branch statement of work, program guidance,
Our Task Force will attempt to maintain the preparedness of the Task Force under this Readiness Cooperative Agreement, in order to provide critical emergency response services as one of the 28
teams for the National Urban Search and Rescue Response System. The below list of costs covers what is anticipated for this Readiness Cooperative Agreement. Except for minor renovations and
modifications of existing warehouse facilities that do not change the footprint of the structure, construction and renovation costs are not allowed. Examples of permissible minor renovation and
Total Storage & Maintenance Cost
$84,820
Personnel Salaries & Fringe Benefits
The Task Force can use this category to account for the salaries of Task Force Members who perform duties related to storage & maintenance. This may also include badcfill expenses for
individual(s) who are working with related projects. If specific costs are unknown, give estimated salary hours and average salary rate. If specific dates are unknown, provide estimated time frame
(e.g., 1 day per week/month, etc.). If overtime hours are listed, please note them as a separate line item below. Put the total amount under salary. Note the hourly rate in the clarification box
Personnel Salaries and Frinne Benefits
Staff Position
Full/Part Time
Overtime Hours
Date Salary Charged
Fringe Benefits (If
Applicable)
Salary
Totals
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Totals
$0
$0
$0
Personnel Salaries
Cost Basis:
Please mark appropriate box es below.
The area below is to provide additional notes the Task Force may need to add for clarifying the
range of salary rates used to develop the average hourly costs.
❑
❑
Union Agreements
City/county/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
Fringe Benefits
Cost Basis:
Please mark appropriate box es below.
The area below is to state the total percentage (e.g., 23%) for the Fringe Benefits (if
applicable) and list the items (e.g., health, dental, workers' comp) that are included.
❑
❑
Union Agreements
City/county/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
Section 9
FEMA FORM 089-0-10F storage Maintenance Page 31 of 6
Travel
Notes for Travel Section
This section can be used for those travel items related to storage, maintenance and/or equipment (e.g., mileage, etc.) allowable within the scope of the Statement of Work. Please note: These
expenses can be reflected within the Administrative/ Management travel category instead. Costs can be provided in detail or by trip costs, and a detail of the costs should be listed in
the comments sections, that will show how you arrived at the trip total. The costs listed below are estimates due to travel locations that are unknown at the time of application. It is at this time
when costs are generally based on historical data. There are drop down menus for some of the meetings, and you can add others that are in line within the Statement of Work.
Travel (If Applicable)
Event Title
No. of Personnel
Cost Per Person
Number of Trips
Total Cost
$0
$0
$0
$0
$0
$0
$0
$0
$0
If other, list here
$0
If other, list here
$0
If other, list here
$0
If other, list here
$0
If other, list here
$0
If other, list here
$0
Total
$0
Travel
Cost Basis:
Please mark appropriate box es below.
Briefly describe breakdown of travel Cost Per Person. Provide examples of "other authorized
travel" if selected above.
❑
❑
Union Agreements
City/county/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use cob 12
Section 9
FEMA FORM 0894-10F Storage Maintenance Page 32 of 6
Equipment
This section may be used to reflect expenses related purchasing, maintenance and repair of equipment and vehicles, as approved by DHS/FEMA and within the scope of the Statement of Work.
Your Task Force is authorized to purchase equipment as listed in the approved DHS/FEMA 2017 US&R Task Force Equipment Cadre List, or any subsequently approved DHS/FEMA US&R Equipment
list. Task Force personnel are reminded and directed not to exceed quantity and/or cost caps as listed on the cache list. Task Force must follow department procurement regulations, which are in
accordance with 2 CFR Part 200 to ensure reasonable prices are obtained. The US&R Branch and the Grants Office Assistance Officer must provide written approval for any other equipment not
identified on approved cache list(s). Those Task Forces who maintain an IST Medical Cache are to include the appropriate amount below for replacement of equipment and pharmaceuticals.
Please note: These expenses can be reflected within the Equipment category instead.
Eauioment
Item Description
Item #
Cache #
Unit Cost
No. of Units
Total Cost
Equipment and Fleet Maintenance/Repair
$35,000
1
$35,000
HEPP Maintenance
$14,000
1
$14,000
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$49,000
Equipment
Cost Basis:
Please mark appropriate box es below.
Describe any additional supporting information for equipment costs below.
❑
Union Agreements
Fleet Repair/maintenance includes new tires, oil and fuel filter changes, shock absorbers,
replace burned out lights and other wear consumables. HEPP and Task Force Equipment
❑
City/County/Organization Negotiated Agreements
repair/maintenance is to repair any damage from wear and tear, or maintenece for any of our
gas, electric, and hydraulic equipment.
0
Historical Data
17
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
Section 9
FEMA FORM 0894-10F storage Maintenance Page 33 of 6
Supplies
In the area below, provide an approximate listing of necessary supplies. Supply items/costs that should be listed are Items other then what the equipment detmition states as tollows: The genes
definition of"Equipment' out of the CFR is: "Equipment' means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which
equals or exceeds the lesser of the capitalization level established by the governmental unit for financial statement purposes, or $5000.
S... lies
Item
Cache #
Unit Cost
No. of Units
Total cost
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$0
Supplies
Cost Basis: Please mark appropriate box es below.
Describe any additional supporting information for supply costs below.
❑ Union Agreements
❑ City/county/Organization Negotiated Agreements
❑ Historical Data
❑ Bids/Quotes
❑ Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑ Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
Section 9
FEMA FORM 0894-10F Storage Maintenance Page 34 of 6
Contractual
Notes for Contractual Section
In the area below, list any supporting information for the contractual costs of services, rentals, etc., as it pertains to the maintenance and/or lease of storage facilities and associated US&R
equipment and supplies. Under the quantity for leases please include the square footage of the warehouse. Task force management is reminded you may only use cooperative agreement funds to
pay for warehouse leases for a twelve-month consecutive period within the overall period of performance and that there is no guarantee of cooperative agreement funding in future years (See
Statement of Work, Section F, Cooperative Agreement Funding at pages 21-22). Task forces may write contracts with an available fund's clause or option years for protection.
Contractual
Service Mii A
Prior Coverage Dates
Lease Begin Date
Lease End Date
Quantity
Unit Cost
Total Cost
Alarm Service
10/1/2019 - 9/30/2020
10/1/2020
9/30/2021
12
$113
$1,356
Controlled Temperature Envoirnment
1/1/2020 - 12/31/2020
1/1/2021
12/31/2021
12
$1,046
$12,552
USAR Trailer Offices
1/1/2020 - 12/31/2020
1/1/2021
12/31/2021
12
$1,625
$19,500
Directv
1/1/2020 - 12/31/2020
1/1/2021
12/31/2021
12
$119
$1,428
AES Portable
1/1/2020 - 12/31/2020
1/1/2021
12/31/2021
12
$82
$984
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
Total
$35,820
Contractual
Cost Basis:
Please mark appropriate box es below.
Describe any additional supporting information for contractual costs below. Include square
footage and cost per for any facility leases included above.
❑
Union Agreements
FL-TF2 facilities warehouse contains an overall area of 25,000 square feet. This area includes
equipment storage, vehicle storage, training facility and administrative support. Direct TV
❑
City/County/Organization Negotiated Agreements
service is for the USAR trailer office. Alarm System is for the security of cache items, and
Controlled Temperature Enviornment is for the rental of a trailer (approx. 1,300 square feet) for
p
Historica/Data
the storage of temperature sensitive items; examples include: computers, radios, HazMat
monitors, MRE's, medical cache, etc. FL-TF2 USAR Trailer Offices contain the working offices for
full-time and part-time staff. Lease costs will not exceed a 12 month period in this FY2020 CA.
0
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12 1
Other
This area will cover any miscellaneous items that are are storage & maintenance -related and allowable under the Statement of Work but not covered in the other object classes. Except for minor
renovations and modifications of existing warehouse facilities that do not change the footprint of the structure, construction and renovation costs are not allowed. Examples of permissible minor
renovation and modification costs include but are not limited to office/storage space build-out/reconfiguration, ceilings, loading docks/doors, lighting, HVAC, and security fencing. US&R Branch
Other (List minor renovation/modification costs here)
Item
Quantity
Unit Cost
Total Cost
$0
$0
$0
$0
$0
$0
Total
$0.00
Other
Cost Basis: Please mark appropriate box es below.
Describe any additional supporting information for other costs below.
❑ Union Agreements
❑ City/County/Organization Negotiated Agreements
❑ Historical Data
❑ Bids/Quotes
❑ Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑ Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
Section 9
FEMA FORM 089-0-10F Storage Maintenance Page 35 of 6
Indirect Costs
Indirect Costs can only be provided if there is an Indirect Cost Rate Agreement that has been approved by a cognizant Federal Agency. A copy of the Indirect Cost Rate Agreement should
accompany the application. The Indirect Cost Rate Agreement that you provide should state what category or categories the Indirect Costs are based on, ie equipment, salaries, all expenses,
etc. The information provided below should list the description of the cost category for the base, the amount on which its based, the percentage, and the total. The rate or amount approved at
time of award will prevail thru the term of the Cooperative Agreement.
Indirect Costs
Item/CategoryItem/Category Item Description Base Amount Percentage Total Cost
Total $0
Indirect Costs
Cost Basis:
Please mark appropriate box es below.
Describe any additional supporting information for indirect costs below. Please advise who is
the Cognizant Federal Agency and the date of approval.
❑
❑
Union Agreements
City/county/Organization Negotiated Agreements
❑
Historical Data
❑
Bids/Quotes
❑
Costs are in Comparison w/ other TFs for Similar Tasks or Items
❑
Other (List here):
This narrative box has character limitations. For additional clarification use tab 12
Section 9
FEMA FORM 0894-10F Storage Maintenance Page 36 of 6
BUDGET TOTALS
This summary will be populated based on figures entered into other sections of this narrative.
Activity
Cost
Administration & Management
$990,693.00
Training
$36 080.00
Equipment
$111,038.00
Storage & Maintenance
$84 820.00
Object Class
Cost
Personnel
$788 581.00
Fringe Benefits
$87 462.00
Travel
$51,000.00
Equipment
$160 038.00
Supplies
$5,000.00
Contractual
$130 550.00
Other
$0.00
Indirect Charges
$0.00
Activi Sum 1 $1 222 631.00
Object Class Sum 1 $1 222 631.00
Total 1 $1 222 631.00
Section 10
FEMA FORM 089-0-10G Budget Totals
POSITION DESCRIPTIONS
Please fill in position descriptions below, or attach pre -typed descriptions.
Describe Administrative specialist functions here.
Describe Financial Grants Manager functions here.
Describe Grant Manager functions here.
Describe Logistics Coordinator functions here.
Describe Logistics Manager functions here.
Describe Program Manager functions here.
Section 11
FEMA FORM 089-0-10H Position Descriptions Page 38 of 2
7. Training Coordinator: Name
Describe Describe Training Coordinator functions here.
Other Please list position and name
Describe position functions here.
functions here.
Name
Describe Training Manager functions here.
Other Please list position and name
Describe position functions here.
functions here.
Section 11
FEMA FORM 089-0-10H Position Descriptions Page 39 of 2
BUDGET CLARIFICATION
Please use the blocks below if additional space is needed to clan other sections of the narrative
ADMINISTRATIVE MANAGEMENT ADMINISTRATIVE MANAGEMENT
Personnel salaries I Eouiamenta
Fringe Benefits. Supplies.,
Travel. Contractual;
ADMINISTRATIVE MANAGEMENT
Other;
Direct
Section 12
FEMA FORM 089.0.101 Budget Clarification Page 40 of 5
I Personnel Salaries. I
Beneritsa
Travel.
Equipment;
Contractual;
Section 12
FEMA FORM 089-0-101 Budget Clarification Page 41 of 5
TRAINING
Other;
Direct
ENT
Travel.
ING
Contractual;
Section 12
FEMA FORM 089-0-101 Budget Clarification Page 42 of 5
ENT
Direct
Section 12
FEMA FORM 089-0-101 Budget Clarification Page 43 of 5
South Florida Urban Search and Rescue
Excerpts from Strategic Plan
(Position Descriptions)
ADMINISTRATION
FL-TF2 will maintain administrative staffing organized as a Division of the City of
Miami Fire Rescue Department with the following dedicated full time personnel:
• Program Manager:
Captain Erik Sanchez: Establishes division goals and objectives.
Coordinates all task force grant goals to comply with cooperative
agreements. Oversees the day-to-day task force operations.
• Staff Lieutenant /Administrative Logistics Specialist:
Lieutenant Joseph Barber: Responsible for all Finance and Procurement
activities within the organization. Responsible for all personnel issues
within the organization (Overtime reporting, time sheets, etc). Provide
supervisory assistance to the Program Manager.
• Staff Lieutenant/Administrative Training Specialist:
Lieutenant Gustavo Arellano: Responsible for the timely delivery of training
in accordance with the requirements set forth by FEMA (Approximately 30
courses delivered in a two year period), as well as the yearly training
requirements set forth by the Program Manager (Approximately 72 hours
per member). Responsible for tracking and reconciling all Task Force
Training hours. Provides supervisory assistance to the Program Manager.
• Grants Manager:
Miroslava Diaz: Responsible for overall programmatic administration of all
grants awarded to the Urban Search and Rescue/Florida Task Force II by the
Federal Government. Daily oversight of programmatic grant matters in
support of task force activities. Responsible for fiscal reporting on all our
grants, approximately $1.3 Million in grants annually.
• Administrative Specialist:
Maritza Gomez: Responsible for overall financial administration of all
grants awarded to the Urban Search and Rescue/Florida Task Force II
by the Federal Government. Daily oversight of financial matters in support
of task force activities.
Part Time Personnel are also utilized as Discipline Coordinator positions. This
allows for the most cost effective means of personnel allocation. They are utilized
on an as needed basis and do not burden the organization with the cost of full time
salaries.
The following part time positions have been established within the Table of
Organization:
• Discipline Training Coordinator:
Frank Manaide: Responsible for assisting each discipline with their
monthly/yearly discipline training needs. Assists and facilitates our Drills
and Mobility Exercises.
• Readiness Coordinator:
Firefighter Timothy Gleason: Responsible for assuring the Task Force is in a
readiness state at both the Training, and Equipment levels. Responsible for
updating our deployment rosters.
• Financial Officers:
Julio Mestas: Responsible for the financial oversight of team activity during
deployments. During deployments he assists with the day to day financial
support and management of grant goals. Conducts all reconciliation of
reimbursement paperwork and coordinates any After -Action Reports.
• Medical Coordinator:
Firefighter Ahmed Abousaleh: Responsible for the implementation and
oversight of the Medical Team. This responsibility includes response
activities during deployments, readiness activities, and team welfare.
Coordinates yearly medical exams and oversees the HIPAA related
information within the TF personnel files.
• Communications Coordinator:
Gabriel Rodriguez: Responsible for the readiness and implementation of the
communications plan. Ensures communications equipment is functional and
deployable. Monitor and updates equipment and conducts training within
his discipline on same.
• Hazmat Coordinators:
Tony Prado and Juan Abrue: Responsible for the WMD component of the
Task Force. (One fully stocked tractor trailer containing about 1.2 million
dollars in equipment.) Oversees training and maintenance for all HazMat
components and the new HazMat Equipment Push Package Cache stored at
FL-TF2 warehouse.
• Canine Coordinator:
Lieutenant Jorge Cruz: Responsible for the readiness of the K-9 and search
component of the Task Force. Ensures that all search team members are in
compliance with requirements set forth by FEMA. Coordinates all training
for TF members within his discipline as well as oversees the coordination
and site maintenance of the FL-TF2 training prop located in Davie, Fl.
• Public Information Officer:
Captain Iggy Carroll: Ensures that the message released by this Task Force
is in line with the position of the Department of Homeland Security and the
Sponsoring Agency, The City of Miami Fire Department. Disseminates TF
related information to the local media and coordinates the TF Media Policy
as it relates to any and all media resources.
• Rescue Team Coordinator:
Captain Carlo Soldevilla: Responsible for the oversight of all Rescue
equipment. Assists with the institution of rescue methodology and the
implementation and maintenance of light, medium and heavy rescue
vehicles. Guarantees the readiness of the Rescue equipment cache and
oversees training and skill testing for every TF member in his discipline.
• Flood /Swiftwater Coordinator:
Firefighter Greg Barhorst: Responsible for the Flood/Swiftwater cache,
maintenance, and training in support of FEMA Directives. Oversees the
continuing education and training for all TF members.
• Task Force Leaders:
Chief Joseph Zahralban, Chief Scott Dean, Chief David Duenas, Chief
Alejandro Fernandez and Captain Grant Musser: Utilized on an as needed
basis for special projects requiring management oversight with regard to
higher level administrative duties (Example: hurricane
reimbursements, audits). Additionally responsible to function as non -
department member liaison and represents FL-TF2 at all local and national
US&R meetings.
• Logistics Coordinator:
Firefighter Jesus Garcia: Responsible for all response equipment contained
within the organization (over 20,000 individual items). Also responsible for
excess property and the day-to-day operations of the Warehouse Manager,
Transportation Officer, and Air Response Manager.
• Warehouse Manager:
Firefighter Jesse Santerre: Responsible for the inventory, tracking, and
maintenance of all of our equipment, apparatus, and supplies. Oversees the
day-to-day operational readiness of our equipment cache.
• Air Response Manager:
Ishmael Colon -Marquez: Responsible for assuring our equipment and
apparatus are in a state of readiness to be deployed by air. Creates load plans
for response to disasters which include our equipment pallets, transportation
vehicles and apparatus, as well as our personnel.
• Transportation Officer:
Rene Gomez: Responsible for the entire task force fleet (4 tractors, 5 fifty
foot trailers, 5 box trucks, 3 flatbeds, 2 SUV's, 5 F-350, 1 F-550, I
Excursion, 2 forklifts, 8 off road ATV's). Establishes and implements a
transportation policy for active drivers and a transportation plan during
deployments. Oversees the day-to-day operational readiness for the
Transportation Cache, including but not limited to monthly maintenance,
minor repairs, and modifications, yearly inspections, records, etc.
• Personnel Support Coordinator:
Chief David Duenas: Responsible for the administration of the Personnel
Support Program to include Critical Incident Stress Management, Employee
Assistance, Assisting personnel and family with needs during times of
deployment and coordinates CISD for the TF members and their relatives
after deployment and on an as -needed basis.
• Planning Team Coordinator:
Lieutenant Santiago Ramos: Responsible for planning drills and exercises,
conducting and preparing HSEEP AAR Reports. oversees training and skill
testing for every TF member in his discipline.
STORAGE & MAINTENANCE I
Travel.
STORAGE & MAINTENANCE I
Direct
STORAGE& MAINTENANCE I
Contractual;
STORAGE& MAINTENANCE I
Section 12
FEMA FORM 089-0-101 Budget Clarification Page 44 of 5
OMB Number: 4040-0004
Expiration Date: 12/31/2022
Application for Federal Assistance SF-424
1. Type of Submission:
❑ Preapplication
® Application
❑ Changed/Corrected Application
" 2. Type of Application: If Revision, select appropriate letter(s):
® New
❑ Continuation Other (Specify):
❑ Revision
" 3. Date Received: 4. Applicant Identifier:
E10212020
5a. Federal Entity Identifier:
5b. Federal Award Identifier:
State Use Only:
6. Date Received by State:
7. State Application Identifier: fl
8. APPLICANT INFORMATION:
`a. Legal Name:
City of Miami
• b. Employer/Taxpayer Identification Number (EIN/TIN):
` c. Organizational DUNS:
0722207910000
59-6000375
d. Address:
* Street1: 444 SW 2nd Avenue, 5th Floor
Street2:
" City:
County/Parish:
Miami
"State:
FL: Florida
Province:
• Country:
USA: UNITED STATES
" Zip / Postal Code: 33130-1910
e. Organizational Unit:
Department Name:
Division Name:
Miami Fire Department
f. Name and contact information of person to be contacted on matters involving this application:
Prefix: Captain " First Name:
Middle Name:
Erik
Last Name: Sanchez
Suffix:
Title:
Organizational Affiliation:
`Telephone Number:
(786) 554-3155
Fax Number:
`Email: usarpm@miamigov.com
Tracking Number:GRANT13158590 Funding Opportunity Number:DHS-20-DOD-025-00-01 Received Date:Jul 02, 2020 12:44:10 PM EDT
Application for Federal Assistance SF-424
" 9. Type of Applicant 1: Select Applicant Type:
C: City or Township Government
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
" Other (specify):
10. Name of Federal Agency:
Department of Homeland Security - FEMA
11. Catalog of Federal Domestic Assistance Number:
97.025
CFDA Title:
National Urban Search and Rescue (US&R) Response System
" 12. Funding Opportunity Number:
DHS-20-DOD-025-00-01
" Title:
Fiscal Year (FY) 2020 National Urban Search & Rescue (US&R) Response System Readiness Cooperative
Agreement
13. Competition Identification Number:
Title:
14. Areas Affected by Project (Cities, Counties, States, etc.):
Add Attachment Delete Attachment View Attachment
" 15. Descriptive Title of Applicant's Project:
Urban Search and Rescue Response System
Attach supporting documents as specified in agency instructions.
Add Attachments Delete Attachments View Attachments
Tracking Number:GRANT13158590 Funding Opportunity Number:DHS-20-DOD-025-00-01 Received Date:Jul 02, 2020 12:44:10 PM EDT
CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer or employee of an agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with
the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal
contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard
Form-LLL, "Disclosure of Lobbying Activities," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documents
for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and
cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification
is a material representation of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for making or entering into this transaction
imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be
subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Statement for Loan Guarantees and Loan Insurance
The undersigned states, to the best of his or her knowledge and belief, that:
If any funds have been paid or will be paid to any person for influencing or attempting to influence an officer
or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with this commitment providing for the United States to insure or
guarantee a loan, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying
Activities," in accordance with its instructions. Submission of this statement is a prerequisite for making or
entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the
required statement shall be subject to a civil penalty of not less than $10,000 and not more than $100,000
for each such failure.
• APPLICANT'S ORGANIZATION
City of Miami
• PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE
Prefix: Ms. ' First Name: I Lillian Middle Name:
" Last Name: Blondet Suffix:
. Title: Office of Grants Administration, Director
' SIGNATURE: Lillian Blondet ' DATE: 07/02/2020
Tracking Number:GRANT13158590 Funding Opportunity Number:DHS-20-DOD-025-00-01 Received Date:Jul 02, 2020 12:44:10 PM EDT
Application for Federal Assistance SF-424
16. Congressional Districts Of:
" a. Applicant FL-027 " b. Program/Project
Attach an additional list of Program/Project Congressional Districts if needed.
Add Attachment Delete Attachment L View Attachment
17. Proposed Project:
"a. Start Date: 09/O1/2020 `b. End Date: 08/31/2023
18. Estimated Funding• ($):
a. Federal 1,222,631.001
" b. Applicant 0 . 00
" c. State 0 . 0 0
"d. Local 0.00
" e. Other 0 . 00
"f. Program Income 0.00
"g.TOTAL 1,222,631.00
" 19. Is Application Subject to Review By State Under Executive Order 12372 Process?
❑ a. This application was made available to the State under the Executive Order 12372 Process for review on
❑ b. Program is subject to E.O. 12372 but has not been selected by the State for review.
® c. Program is not covered by E.O. 12372.
" 20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes," provide explanation in attachment.)
Yes ® No
If "Yes", provide explanation and attach
Add Attachment Delete Attachment View Attachrne1-t
21. "By signing this application, I certify (1) to the statements contained in the list of certifications— and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances— and agree to
comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may
subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
® "I AGREE
"" The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency
specific instructions.
Authorized Representative:
Prefix: Ms . " First Name: Lillian
Middle Name:
" Last Name:
Blondet
Suffix:
"Title:
Office of Grants Administration, Director
* Telephone Number: 305-903-1315 Fax Number:
"Email:
lblondet@miamigov.com
" Signature of Authorized Representative: Lillian Blondet ` Date Signed: 07/02/2020
Tracking Number:GRANT13158590 Funding Opportunity Number:DHS-20-DOD-025-00-01 Received Date:Jul 02, 2020 12:44:10 PM EDT
The Department of Homeland Security (DHS)
Notice of Funding Opportunity (NOFO)
National Urban Search and Rescue Response System
NOTE: If you are going to apply for this funding opportunity and have not obtained a
Data Universal Numbering System (DUNS) number and/or are not currently registered in
the System for Award Management (SAM), please take immediate action to obtain a DUNS
Number, if applicable, and then to register immediately in SAM. It may take 4 weeks or
more after you submit your SAM registration before your registration is active in SAM,
then an additional 24 hours for Grants.gov to recognize your information. Information on
obtaining a DUNS number and registering in SAM is available from Grants.gov at:
hllp://www. rg ants.gov/web/grants/register.html. Detailed information regarding DUNS and
SAM is also provided in Section D of this NOFO, subsection 4, How to Register to Apply.
A. Program Description
1. Issued By
U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency
(FEMA), Office of Response and Recovery, Response Directorate, Operations Division,
Urban Search and Rescue (US&R) Branch
2. Assistance Listings (formerly Catalog of Federal Domestic Assistance (CFDA)
Number)
97.025
3. Assistance Listings Title (formerly CFDA Title)
National Urban Search and Rescue Response System
4. Funding Opportunity Title
Fiscal Year 2020 National Urban Search and Rescue Response System Readiness
Cooperative Agreement
5. Funding Opportunity Number
DHS-20-DOD-025-00-01
6. Authorizing Authority for Program
The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Pub. L. No. 93-
288, as amended, 42 U.S.0 § 5165f
7. Appropriation Authority for Program
Department of Homeland Security Appropriations Act, 2020 (Pub. L. No. 116-93), Title
III Protection, Preparedness, Response, and Recovery, Federal Emergency
Management Agency, Operations and Support.
8. Announcement Type
Initial
Page 1 of 48
9. Program Overview, Objectives, and Priorities
The National Urban Search and Rescue (US&R) Response System (the System)
provides funding for 28 national task forces staffed and equipped to assist State and
local governments conduct around -the -clock search -and -rescue operations following a
Presidentially declared major disaster or emergency under the Stafford Act (e.g.,
earthquakes, tornadoes, floods, hurricanes, aircraft accidents, hazardous materials spills
and catastrophic structure collapses). When deployed, these task forces support State and
local emergency responders' efforts to locate survivors and manage recovery operations.
This program supports DHS Mission 5, Goal 5. 1: "Enhance National Readiness," as
provided in the DHS 2014 Quadrennial Homeland Security Review.
The objective of this Cooperative Agreement is to provide for the sustainment and
readiness of the System and local jurisdictions, through the funding of administration
and management, training, equipment, and storage and maintenance.
Program Priorities are as follows:
1. Ensure that System Sponsoring Agency Administrative Organizations manage
and administer task force affairs and activities consistent with best practices; to
include making available training and exercises that enable task force personnel to
safely perform assigned duties in accordance with established FEMA and System
standards and guidance.
2. Ensure a state of readiness and enhance operational effectiveness by acquiring
and maintaining equipment and tools in accordance with the System's current
approved FEMA Equipment Cache List.
3. Provide leased space to meet the office, training site and storage requirements of
the System.
4. Optimize standby activities by making available resources to enable catastrophic
event planning, mobilization exercises and technical assistance.
5. Provide forums to enable FEMA and System Sponsoring Agency senior
leadership coordination and discussion on System strategic issues.
10. Performance Metrics
A FEMA Urban Search & Rescue resource will arrive on scene within 16 hours of
notification for no -notice events within the Contiguous United States from the time a
request is received from the Authority Having Jurisdiction.
B. Federal Award Information
1. Available Funding for the NOFO: $37,832,000.00
2. Projected number of Awards: 28
3. Period of Performance: 36 months
Details of funding amounts can be found in the accompanying Appendices. Extensions to
the period of performance will not be permitted unless the recipient has a compelling
Page 2 of 48
justification. Recipients shall follow the steps identified in Section H of this document to
obtain an
extension to the period of performance.
4. Projected Period of Performance Start Date: 09/01/2020
5. Projected Period of Performance End Date: 08/31/2023
6. Funding Instrument Type:
Cooperative Agreement
Program authority and responsibility under this Cooperative Agreement reside with
FEMA. FEMA retains the right to terminate all or part of the Cooperative Agreement and
may conduct site visits and monitoring throughout the Period of Performance.
FEMA will work with the recipient to develop and refine the details of executing this
award, including work plans, goals and objectives, timelines, deliverables, effectiveness
measures, selection of key partners, outreach or educational materials, coordination of
multi state efforts, and definition of eligible and ineligible tasks to ensure that program is
effectively implemented. The recipient shall not engage in the development of tasks not
approved in the recipient's application without prior approval and the issuance of an
amendment to the award by FEMA. Details for implementing this Cooperative
Agreement are provided in the Statement of Work. (Appendix A)
C. Eli2ibility Information
1. Eligible Applicants
FEMA-designated Urban Search and Rescue Task Force Sponsoring Agencies (See
Appendix C)
2. Applicant Eligibility Criteria
FEMA-designated Urban Search and Rescue Task Force Sponsoring Agency.
3. Other Eligibility Criteria
There are no Other Eligibility Criteria for this program.
4. Cost Share or Match
There is no Cost Share or Cost Match requirement under this program.
D. Application and Submission Information
1. Key Dates and Times
a. Date posted to Grants.gov
06/24/2020
b. Initial Application Submission in Grants.gov (SF-424) 07/10/2020
Page 3 of 48
c. Application Submission Deadline in ND Grants: 07/24/2020 at
5:00 pm ET
d. Anticipated Funding Selection Date: 08/30/2020
e. Anticipated Award Date: 09/01/2020
f. Other Key Dates
Event
Sueeested Deadline for Completion
Obtaining DUNS Number
Four weeks before actual submission deadline
Obtaining a valid EIN
Four weeks before actual submission deadline
Updating SAM registration
Four weeks before actual submission deadline
Starting application in Grants.gov
Two weeks before actual submission deadline
Final application in ND Grants
One week before actual submission deadline
2. Agreeing to Terms and Conditions of the Award
By submitting an application, applicants agree to comply with the requirements of this
NOFO and the terms and conditions of the award, should they receive an award.
3. Address to Request Application Package
Initial Applications will be processed through the Grants.gov portal, and the complete
application will be processed through the ND Grants System. Hard copy applications will
not be accepted.
Application forms and instructions are available at Grants.gov. To access these
materials, go to http://www. rg ants.gov
Hardcopies of the NOFO may be downloaded from http://www.grants.gov
In addition, the following Telephone Device for the Deaf (TDD) and/or Federal
Information Relay Service (FIRS) number available for this Notice is: (800) 462-7585
4. Steps Required to Submit an Application, Unique Entity Identifier, and System for
Award Management (SAM)
To apply for an award under this program, all applicants must:
a. Apply for, update, or verify their Data Universal Numbering System (DUNS)
Number from Dun & Bradstreet (D&B) and Employer ID Number (EIN)
b. In the application, provide a valid Data Universal Numbering System DUNS number,
which is currently the unique entity identifier;
c. Have an account with login.gov;
d. Register for, update, or verify their SAM account and ensure the account is active
before submitting the application;
e. Create a Grants.gov account;
f. Add a profile to a Grants.gov account;
a. Establish an Authorized Organizational Representative (AOR) in Grants.gov;
Page 4 of 48
b. Submit an initial application (SF-424) in Grants.gov;
g. Submit the final application in the Non -Disaster (ND) Grants system; and
h. Continue to maintain an active SAM registration with current information at all times
during which it has an active federal award or an application or plan under
consideration by a federal awarding agency.
Applicants are advised that DHS/FEMA may not make a federal award until the applicant
has complied with all applicable DUNS and SAM requirements. Therefore, an
applicant's SAM registration must be active not only at the time of application, but also
during the application review period and when DHS/FEMA is ready to make a federal
award. Further, as noted above, an applicant's or recipient's SAM registration must
remain active for the duration of an active federal award. If an applicant's SAM
registration is expired at the time of application, expires during application review, or
expires any other time before award, DHS/FEMA may determine that the applicant is not
qualified to receive a federal award and use that determination as a basis for making a
federal award to another applicant.
5. Electronic Delivery
DHS is participating in the Grants.gov initiative to provide the grant community with a
single site to find and apply for grant funding opportunities. DHS encourages or requires
applicants to submit their applications online through Grants.gov, depending on the
funding opportunity. For this funding opportunity, the DHS/FEMA requires applicants to
submit initial applications through Grants.gov and the final and complete application
through the ND Grants System.
How to Register to Apply Instructions: Registering in Grants.gov is a multi -step
process. Read the instructions below about registering to apply for DHS funds.
Applicants should read the registration instructions carefully and prepare the
information requested before beginning the registration process. Reviewing and
assembling the required information before beginning the registration process will
alleviate last-minute searches for required information.
The registration process can take up to four weeks to complete. Therefore,
registration should be done in sufficient time to ensure it does not impact your ability
to meet required application submission deadlines.
Organizations must have a Data Universal Numbering System (DUNS) Number,
active System for Award Management (SAM) registration, and Grants.gov account to
apply for grants. If individual applicants are eligible to apply for this grant funding
opportunity, then you may begin with step 3, Create a Grants.gov account, listed
below.
Creating a Grants.gov account can be completed online in minutes, but DUNS and
SAM registrations may take several weeks. Therefore, an organization's registration
should be done in sufficient time to ensure it does not impact the entity's ability to
meet required application submission deadlines. Complete organization instructions
Page 5 of 48
can be found on Grants.gov here:
https://www. grants. gov/web/grants/applicants/organization-registration.html
1) Obtain aDUNS Number: All entities applying for funding, including renewal
funding, must have a DUNS number from Dun & Bradstreet (D&B). Applicants
must enter the DUNS number in the data entry field labeled "Organizational
DUNS" on the SF-424 form.
For more detailed instructions for obtaining a DUNS number, refer to:
https://www. rg ants.gov/web/ rag nts/applicants/organization-registration/step-I-
obtain-duns-number.html
2) Register with SAM. All organizations applying online through Grants.gov must
register with the System for Award Management (SAM). Failure to register with
SAM will prevent your organization from applying through Grants.gov. SAM
registration must be renewed annually.
For more detailed instructions for registering with SAM, refer to:
hitps://www. grants. gov/web/grants/applicants/organization-registration/step-2-
register-with-sam.html
3) Create a Grants.gov Account: The next step is to register an account with
Grants.gov. Follow the on -screen instructions or refer to the detailed instructions
here: https://www. rg ants.gov/web/ rag nts/applicants/registration.html
4) Add a Profile to a Grants.gov Account: A profile in Grants.gov corresponds to a
single applicant organization the user represents (i.e., an applicant) or an
individual applicant. If you work for or consult with multiple organizations and
have a profile for each, you may log in to one Grants.gov account to access all of
your grant applications. To add an organizational profile to your Grants.gov
account, enter the DUNS Number for the organization in the DUNS field while
adding a profile.
For more detailed instructions about creating a profile on Grants.gov, refer to:
https://www. rg ants.gov/web/ rag nts/applicants/registration/add-profile.htrnl
5) EBiz POC Authorized Profile Roles: After you register with Grants.gov and create
an Organization Applicant Profile, the organization applicant's request for
Grants.gov roles and access is sent to the EBiz POC. The EBiz POC will then log
in to Grants.gov and authorize the appropriate roles, which may include the
Authorized Organization Representative (AOR) role, thereby giving you
permission to complete and submit applications on behalf of the organization.
You will be able to submit your application online any time after you have been
assigned the AOR role.
For more detailed instructions about creating a profile on Grants.gov, refer to:
https://www. rg ants.gov/web/ rag nts/applicants/registration/authorize-roles.html
Page 6 of 48
6) Track Role Status: To track your role request, refer to:
https://www. rg ants.gov/web/ r�pplicants/registration/track-role-status.html
7) Electronic Signature: When applications are submitted through Grants.gov, the
name of the organization applicant with the AOR role that submitted the
application is inserted into the signature line of the application, serving as the
electronic signature. The EBiz POC must authorize people who are able to make
legally binding commitments on behalf of the organization as a user with the
AOR role; this step is often missed, and it is crucial for valid and timely
submissions.
6. How to Submit an Initial Application to DHS via Grants.gov
Standard Form 424 (SF-424) is the initial application for this NOFO.
Grants.gov applicants can apply online using Workspace. Workspace is a shared, online
environment where members of a grant team may simultaneously access and edit
different webforms within an application. For each NOFO, you can create individual
instances of a workspace.
Below is an overview of applying on Grants.gov. For access to complete instructions on
how to apply for opportunities using Workspace, refer to:
https://www. rg ants.gov/web/ rag nts/applicants/workspace-overview.html
a. Create a Workspace: Creating a workspace allows you to complete it online and route
it through your organization for review before submitting.
b. Complete a Workspace: Add participants to the workspace to work on the application
together, complete all the required forms online or by downloading PDF versions, and
check for errors before submission. The Workspace progress bar will display the state
of your application process as you apply. As you apply using Workspace, you may
click the blue question mark icon near the upper -right corner of each page to access
context -sensitive help.
c. Adobe Reader: If you decide not to apply by filling out webforms you can download
individual PDF forms in Workspace. The individual PDF forms can be downloaded
and saved to your local device storage, network drive(s), or external drives, then
accessed through Adobe Reader.
NOTE: Visit the Adobe Software Compatibility page on Grants.gov to download the
appropriate version of the software at:
hitps://www.grants.gov/web/grants/applicants/adobe-software-compatibili .tom
d. Mandatory Fields in Forms: In the forms, you will note fields marked with an
asterisk and a different background color. These fields are mandatory fields that must
be completed to successfully submit your application.
Page 7 of 48
e. Complete SF-424 Fields First: The forms are designed to fill in common required
fields across other forms, such as the applicant name, address, and DUNS number.
To trigger this feature, an applicant must complete the SF-424 information first.
Once it is completed, the information will transfer to the other forms.
f. Submit a Workspace: An application may be submitted through workspace by
clicking the Sign and Submit button on the Manage Workspace page, under the
Forms tab. Grants.gov recommends submitting your application package at least 24-
48 hours prior to the close date to provide you with time to correct any potential
technical issues that may disrupt the application submission.
g. Track a Workspace Submission: After successfully submitting a workspace
application, a Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically
assigned to the application. The number will be listed on the Confirmation page that
is generated after submission. Using the tracking number, access the Track My
Application page under the Applicants tab or the Details tab in the submitted
workspace.
For additional training resources, including video tutorials, refer to:
https://www. grants. gov/web/grants/Uplicants/applicant-training.html
Applicant Support: Grants.gov provides applicants 24/7 support via the toll -free number
1-800-518-4726 and email at support(cr�,grants.gov. For questions related to the specific
grant opportunity, contact the number listed in the application package of the grant you
are applying for.
If you are experiencing difficulties with your submission, it is best to call the Grants.gov
Support Center and get a ticket number. The Support Center ticket number will assist
DHS with tracking your issue and understanding background information on the issue.
7. Submitting the Final Application to DHS/FEMA in ND Grants
After submitting the initial application in Grants.gov, eligible applicants will be notified
by DHS/FEMA and asked to proceed with submitting their complete application package
in ND Grants. Applicants can register early with ND Grants and are encouraged to begin
their ND Grants registration at the time of this announcement. Early registration will
allow applicants to have adequate time to start and complete their application.
If you need assistance registering for the ND Grants system, please contact
nd_rants e,fema.dhs.gov or (800) 865-4076. For step-by-step directions on using the ND
Grants system and other guides, please see hlt2s://www.fema.gov/non-disaster-grants-
management-system.
In ND Grants, applicants will be prompted to submit the standard application information
required as described below. The Standard Forms (SF) are auto generated in ND Grants,
but applicants may access these forms in advance through the Forms tab under the SF-
424 family on Grants.gov. Applicants should review these forms before applying to
ensure they have all the information required:
Page 8 of 48
■ SF-424A, Budget Information (Non -construction)
o For construction under an award, submit SF-424C, Budget Information
(Construction) in addition to or instead of SF-424A
■ SF-424B, Standard Assurances (Non -construction)
o For construction under an award, submit SF-424D, Standard Assurances
(Construction), in addition to or instead of SF-424B
■ SF-LLL, Disclosure of Lobbying Activities
■ Indirect Cost Agreement or Proposal, if the budget includes indirect costs and the
applicant is required to have an indirect cost rate agreement or proposal. See
further information below regarding allowability of indirect costs and
documentation requirements, including if the applicant does not have or is not
required to have an indirect cost rate agreement or proposal, or contact the
relevant DHS/FEMA staff identified in Section G, "DHS Awarding Agency
Contact Information" for further instructions.
Generally, applicants have to submit either the non -construction forms (i.e., SF-424A and
SF-424B) or construction forms (i.e., SF-424C and SF-424D), meaning that applicants
that only have construction work and do not have any non -construction work need only
submit the construction forms (i.e., SF-424C and SF-424D) and not the non -construction
forms (i.e., SF-424A and SF-424B), and vice versa. However, applicants who have both
construction and non -construction work under this program need to submit both the
construction and non -construction forms.
For program -specific application submission requirements, please refer to the subsection
titled "Content and Form of Application Submission" under Section D of this NOFO,
Appendix A, and FEMA Form 089-0-10 (Available on http://www.grants.gov)
8. Timely Receipt Requirements and Proof of Timely Submission
As application submission is a two-step process, the applicant with the AOR role who
submitted the application will receive an acknowledgement of receipt and a tracking
number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of
their initial application. This notification does not serve as proof of timely submission as
the application is not complete until it is submitted in the ND Grants System. Applicants
can also view the ND Grants Agency Tracking Number by accessing the Details tab in
the submitted workspace section in Grants.gov, under the Agency Tracking Number
column. Should the Agency Tracking Number not appear, the application has not yet
migrated from Grants.gov into the ND Grants System. Please allow 24 hours for your ND
Grants application tracking number to migrate. All applications must be received in ND
Grants by 5:00 PM (ET) on 07/24/2020. Failure to submit by the deadline may result in
an applicant being denied consideration for this funding opportunity.
Proof of timely submission is automatically recorded by ND Grants. An electronic
date/time stamp is generated within the system when the application is successfully
received by ND Grants. Additionally, the applicant(s) listed as contacts on the application
will receive a system -generated email to confirm receipt.
Page 9 of 48
9. Content and Form of Application Submission
The following forms or information are required to be submitted in either Grants.gov or
ND Grants. The Standard Forms (SF) are submitted either through Grants.gov, through
forms generated in ND Grants, or as an attachment in ND Grants. Applicants may also
access the SFs at https://www. _rg ants.gov/web/grants/forms/sf-424-family.
a. Grants.gov
■ SF-424, Application for Federal Assistance (Initial Application)
■ Grants.gov Lobbying Form, Certification Regarding Lobbying
b. ND Grants: Standard Forms or Information
■ SF-424A, Budget Information (Non -construction)
o For construction under an award, submit SF-424C, Budget Information
(Construction) in addition to or instead of SF-424A
■ SF-424B, Standard Assurances (Non -construction)
o For construction under an award, submit SF-424D, Standard Assurances
(Construction), in addition to or instead of SF-424B
■ SF-LLL, Disclosure of Lobbying Activities
■ Indirect Cost Rate Agreement or Proposal if the budget includes indirect costs.
See further information below regarding allowability of indirect costs and
documentation requirements, including if the applicant does not have or is not
required to have an indirect cost rate agreement or proposal, or contact the
relevant DHS/FEMA staff identified in Section G, "DHS Awarding Agency
Contact Information" for further instructions.
c. ND Grants: Program -Specific Forms or Information
(Available on hllp://www.grants.gov or https://www.fema.gov/grant-forms)
In addition, applicants are also be required to submit the following in ND Grants:
■ Completed US&R Budget Narrative Workbook, FEMA Form 089-0-10
■ Any requests & approvals received for pre -award costs (if applicable)
■ If one or more vehicle purchases is/are included in the budget narrative,
include the following:
o Vehicle (rolling or floating) specifications of the vehicle(s) the
applicant intends to purchase
o A completed Vehicle Support Unit Purchase Replacement/Disposal
Justification Form, FEMA Form 089-0-26
10. Other Submission Requirements
Submitting Sponsoring Agency applicants must submit one complete application each,
including a budget plan that is in accordance with the items outlined in the US&R Task
Force FY 2020 Readiness Cooperative Agreement Statement of Work. (Appendix A)
11. Intergovernmental Review
An intergovernmental review may be required. Applicants must contact their state's
Single Point of Contact (SPOC) to comply with the state's process under Executive Order
12372 (See https://www.archives.gov/federal-register/codification/executive-
Page 10 of 48
order/ 123 72.html, https://www.whitehouse. og v/wp-contegt/uploads/2019/02/SPOC-
February-2019.pdf).
12. Funding Restrictions and Allowable Costs
Federal funds made available through this award may only be used for the purpose set
forth in this award and must be consistent with the statutory authority for the award.
Award funds may not be used for matching funds for any other Federal
grants/cooperative agreements, lobbying, or intervention in Federal regulatory or
adjudicatory proceedings. In addition, federal funds may not be used to sue the federal
government or any other government entity. Additional instructions on funding
restrictions and allowable costs are in US&R Task Force FY 2020 Readiness Cooperative
Agreement Statement of Work (Appendix A) and through internally issued National
US&R Response System Program Directives. (Available from the US&R Branch)
a. Pre -Award Costs
Per 2 C.F.R. § 200.458, pre -award costs are those incurred prior to the effective date
of the Federal award directly pursuant to the negotiation and in anticipation of the
Federal award where such costs are necessary for efficient and timely performance of
the scope of work. Such costs are allowable only to the extent that they would have
been allowable if incurred after the date of the Federal award and only with the
written approval from FEMA.
To apply for the approval to of pre -award costs (i.e., costs incurred prior to the
beginning of the Period of Performance for this Cooperative Agreement) the
recipient shall submit a justification as to why the pre -award cost approval is
necessary, along with a detailed estimate of costs, in the application. The US&R
Branch will review and forward the application to the Grant Programs Directorate for
approval. The recipient will then be instructed to include their request and the
approval with their application package submission.
Once the cooperative agreement is awarded, the recipient may then draw down this
funding to cover the pre -award expenses at that time.
b. Direct Costs
• Planning: Planning costs related to training or exercises are allowed under this
program.
• Training: Training related costs are allowed under this program.
• Exercises: Exercise related costs are allowed under this program.
• Equipment: Equipment costs are allowed under this program.
• Medical Monitoring: Medical Monitoring costs are allowed under this program
• Domestic: Domestic travel costs are allowed under this program.
• International: International travel is not an allowable cost under this program
unless approved in advance by FEMA.
• Except for minor renovations and modifications of existing warehouse facilities
that do not change the footprint of the structure, construction and renovation costs
are not allowed. Examples of permissible minor renovation and modification
Page 11 of 48
costs include but are not limited to office/storage space build-out/reconfiguration,
ceilings, loading docks/doors, lighting, HVAC, and security fencing. US&R
Branch approval is required for reimbursement of renovation and modification
costs. The purpose of allowing minor renovation and modification costs is to
ensure the equipment cache is maintained as required under the National Urban
Search and Rescue Response program. See 42 U.S.C. § 5165f(1)(2); 44 C.F.R. §
208.23(c)(4).
You may only use cooperative agreement funds to pay for warehouse leases for a
twelve-month consecutive period within the overall period of performance and
that there is no guarantee of cooperative agreement funding in future years. Task
forces may write contracts with an available fund's clause or option years for
protection.
c. Management and Administration (M&A) Costs
Management and Administration costs are allowed under this program, as outlined in
44 C.F.R. § 208.23. Management and Administration costs are activities directly
related to implementing the award. Funding levels for M&A costs, if proposed, will
be negotiated on a per applicant basis.
d. Indirect Facilities & Administrative (F&A) Costs
Indirect costs are allowable under this program as described in 2 C.F.R. Part 200,
including § 200.414. Applicants with a negotiated indirect cost rate agreement that
desire to charge indirect costs to an award must provide a copy of their negotiated
indirect cost rate agreement at the time of application. Applicants that are not
required by 2 C.F.R. Part 200 to have a negotiated indirect cost rate agreement but are
required by 2 C.F.R. Part 200 to develop an indirect cost rate proposal must provide a
copy of their proposal at the time of application. Post -award requests to charge
indirect costs will be considered on a case -by -case basis and based upon the
submission of an agreement or proposal as discussed above.
E. Application Review Information
1. Application Evaluation Criteria
a. Programmatic Criteria
Only FEMA-designated Urban Search and Rescue Task Force Sponsoring
Agencies (28 total, see Appendix 0 are eligible to apply for this NOFO.
Applicants must be a FEMA-designated Urban Search and Rescue Task Force
Sponsoring Agency.
Submitting Sponsoring Agency applicants must submit one complete application
each, including a budget plan that is in accordance with the items outlined in the
US&R Task Force FY 2020 Readiness Cooperative Agreement Statement of Work.
(Appendix A).
b. Financial Integrity Criteria
Prior to making a federal award, FEMA is required by 31 U.S.C. § 3321 note, 41
U.S.C. § 2313, and 2 C.F.R. § 200.205 to review information available through any
Page 12 of 48
OMB -designated repositories of government wide eligibility qualification or financial
integrity information. Therefore, application evaluation criteria may include the
following risk -based considerations of the applicant:
1) Financial stability.
2) Quality of management systems and ability to meet management standards.
3) History of performance in managing federal award.
4) Reports and findings from audits.
5) Ability to effectively implement statutory, regulatory, or other requirements.
c. Supplemental Financial Integrity Criteria and Review
Prior to making a federal award where the anticipated total federal share will be
greater than the simplified acquisition threshold, currently $250,000 (see Section 805
of the National Defense Authorization Act for Fiscal Year 2018, Pub. L. No. 115-91,
OMB Memorandum M-18-18 at hltps://www.whitehouse.gov/wp-
content/uploads/2018/06/M-18-18.pdf):
1) FEMA is required to review and consider any information about the
applicant that is in the designated integrity and performance system
accessible through SAM, which is currently the Federal Awardee
Performance and Integrity Information System (FAPIIS) and is accessible
through the https://www.sam.gov/SAM/ website.
2) An applicant, at its option, may review information in FAPIIS and
comment on any information about itself that a federal awarding agency
previously entered.
3) FEMA will consider any comments by the applicant, in addition to the
other information in FAPIIS, in making a judgment about the applicant's
integrity, business ethics, and record of performance under federal awards
when completing the review of risk posed by applicants as described in 2
C.F.R. § 200.205.
2. Review and Selection Process
FEMA staff, professionally and technically qualified in the System, will evaluate
applications and select applicants for funding. Applicants will be evaluated and selected
for funding based on the following:
a. The applicant demonstrates expertise and qualifications necessary to support
Emergency Support Function 99 (ESF #9) activities under the National
Incident Management System and the National Response Framework.
b. The applicant's proposed work plan is consistent with the US&R Task Force FY
2020 Readiness Cooperative Agreement Statement of Work. (Appendix A)
c. The applicant proposes costs that are allowable, reasonable and allocable in
relation to proposed projects and tasks.
F. Federal Award Administration Information
1. Notice of Award
Before accepting the award, the AOR and recipient should carefully read the award
package. The award package includes instructions on administering the grant award and
Page 13 of 48
the terms and conditions associated with responsibilities under federal awards.
Recipients must accept all conditions in this NOFO as well as any special terms and
conditions in the Notice of Award to receive an award under this program.
Notification of award approval is made through the ND Grants system through an
automatic e-mail to the awardee point of contact (the "authorized official") listed in the
initial application. The date FEMA approves the award is the "award date." The awardee
should follow the directions in the notification to accept the award.
Recipients must accept their awards no later than 90 days from the award date. The
recipient shall notify the awarding agency of its intent to accept and proceed with work
under the award or provide a notice of intent to decline through the ND Grants system.
For Instructions on how to accept or decline an award in the ND Grants system, please
see the ND Grants Grant Recipient User Guide. Funds will remain on hold until the
recipient accepts the award through the ND Grants system and all other conditions of
award have been satisfied, or the award is otherwise rescinded. Failure to accept the grant
award within the 90-day timeframe may result in a loss of funds.
2. Administrative and National Policy Requirements
a. DHS Standard Terms and Conditions
All successful applicants for DHS grant and cooperative agreements are required
to comply with DHS Standard Terms and Conditions, which are available online
at: DHS Standard Terms and Conditions.
The applicable DHS Standard Terms and Conditions will be those in effect at the
time the award is made. What terms and conditions will apply for the award will
be clearly stated in the award package at the time of award.
b. Environmental Planning and Historic Preservation (EHP) Compliance
As a Federal agency, FEMA is required to consider the effects of its actions on
the environment and/or historic properties to ensure that all activities and
programs funded by the agency, including grant -funded projects, comply with
Federal EHP regulations, laws, and Executive Orders as applicable.
3. Reporting
Below is an overview of the reporting requirements for this program. Additional
reporting information is in US&R Task Force FY 2020 Readiness Cooperative
Agreement Statement of Work. (Appendix A)
a. Federal Financial Reporting Requirements
The Federal Financial Report (FFR) form (SF-425) is available online at:
https ://www. grants. gov/web/grants/form s/post-award-reporting-
forms.html#sortby=l.
Recipients must report obligations and expenditures on a quarterly basis through
the FFR to DHS/FEMA. Recipients must file the FFR electronically using the
Payment and Reporting Systems (PARS).
Page 14 of 48
An FFR must be submitted quarterly throughout the period of performance (POP),
including partial calendar quarters, as well as in periods where no grant award
activity occurs. Future awards and fund drawdowns may be withheld if these
reports are delinquent, demonstrate a lack of progress, or are insufficient in detail.
b. Programmatic Performance Reporting Requirements
Awardees are responsible for providing updated performance reports using
FEMA Form 089-0-11 (Available on http://www. rg ants.gov or
hLtps://www.fema.gov/grant-forms)
on a Semi -Annual basis through ND Grants. FEMA Form 089-0-11 is due within
30 after the end of the reporting period; recipients must complete FEMA Form
089-0-11 and submit it as an attachment to the ND Grants system.
c. Financial and Programmatic Reporting Periods and Report Due Dates
Report Type
Reporting
Report Due Date
Period
Quarterly Federal Financial Report
October 1 —
January 30
SF-425
December 31
Semi -Annual Performance Report
October 1 —
January 30
(FEMA Form 089-0-11)
December 31
Quarterly Federal Financial Report
January 1 —
April 30
(SF-425)
March 31
Semi -Annual Performance Report
January 1 —
July 30
(FEMA Form 089-0-11)
June 30
Quarterly Federal Financial Report
April 1 —
July 30
(SF-425)
June 30
Quarterly Federal Financial Report
July 1 —
October 30
(SF-425)
September 30
Semi -Annual Performance Report
July 1 —
January 30
FEMA Form 089-0-11
December 31
d. Financial and Compliance Audit Report
For audits of fiscal years beginning on or after December 26, 2014, recipients that
expend $750,000 or more from Federal funding sources during their fiscal year
are required to submit an organization -wide financial and compliance audit report.
The audit must be performed in accordance with the requirements of Government
and Accountability Office's (GAO) Government Auditing Standards, located at:
hLtp://www.gao.gov/govaud/ybkOl.htm, and the requirements of Subpart F of 2
C.F.R. Part 200, located at:
httbs://w w.izovinfo.izov/abb/details/CFR-2014-title2-voll/CFR-2014-title2-voll-
art200-subpartF
e. Closeout Reporting Requirements
Page 15 of 48
Within 90 days after the end of the period of performance, or after an amendment
has been issued to close out a grant, recipients must submit the following:
1) The final request for payment, if applicable;
2) The final FFR (SF-425);
3) The final progress report detailing all accomplishments;
4) A qualitative narrative summary of the impact of those accomplishments
throughout the period of performance; and
5) Other documents required by this NOFO, terms and conditions of the award,
or other US&R Branch and GPD guidance.
If applicable, an inventory of all construction projects that used funds from this
program must be reported with the final progress report.
After these reports have been reviewed and approved by the US&R Branch and
GPD, a closeout notice will be completed to close out the grant. The notice will
indicate the period of performance as closed, list any remaining funds that will be
deobligated, and address the requirement of maintaining the grant records for
three years from the date of the final FFR, unless a longer period applies, such as
due to an audit or litigation, for equipment or real property used beyond the
period of performance, or due to other circumstances outlined in 2 C.F.R. §
200.333.
In addition, any recipient that issues subawards to any subrecipient is responsible
for closing out those subawards as described in 2 C.F.R. § 200.343. Recipients
acting as pass -through entities must ensure that they complete the closeout of their
subawards in time to submit all necessary documentation and information to
FEMA during the closeout of their prime grant award. The recipient is responsible
for returning any funds that have been drawn down but remain as unliquidated on
recipient financial records.
f. Disclosing Information per 2 C.F.R. § 180.335
This reporting requirement pertains to disclosing information related to
government -wide suspension and debarment requirements. Before a recipient
enters into a grant award with FEMA, the recipient must notify FEMA if it
knows if it or any of the recipient's principals under the award fall under one
or more of the four criteria listed at 2 C.F.R. & 180.335:
1) Are presently excluded or disqualified;
2) Have been convicted within the preceding three years of any of the offenses
listed in 2 C.F.R. § 180.800(a) or had a civil judgment rendered against it or
any of the recipient's principals for one of those offenses within that time
period;
3) Are presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state or local) with commission of any of the
offenses listed in 2 C.F.R. § 180.800(a); or
4) Have had one or more public transactions (federal, state, or local) terminated
within the preceding three years for cause or default.
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At any time after accepting the award, if the recipient learns that it or any of
its principals falls under one or more of the criteria listed at 2 C.F.R. §
180.335, the recipient must provide immediate written notice to FEMA in
accordance with 2 C.F.R. � 180.350.
g. Reporting of Matters Related to Recipient Integrity and Performance
Per 2 C.F.R. Part 200, Appendix I § F.3, the additional post -award reporting
requirements in 2 C.F.R. Part 200, Appendix XII may apply to applicants who, if
upon becoming recipients, have a total value of currently active grants,
cooperative agreements, and procurement contracts from all federal awarding
agencies that exceeds $10,000,000 for any period of time during the period of
performance of an award under this funding opportunity. Recipients that meet
these criteria must maintain current information reported in FAPIIS about civil,
criminal, or administrative proceedings described in paragraph 2 of Appendix XII
at the reporting frequency described in paragraph 4 of Appendix XII.
4. Monitoring
Per 2 C.F.R. § 200.336, FEMA, through its authorized representatives, has the right, at all
reasonable times, to make site visits to review project accomplishments and management
control systems to review project accomplishments and to provide any required technical
assistance. During site visits, FEMA will review grant recipients' files related to the
grant award. As part of any monitoring and program evaluation activities, grant
recipients must permit FEMA, upon reasonable notice, to review grant -related records
and to interview the organization's staff and contractors regarding the program.
Recipients must respond in a timely and accurate manner to FEMA requests for
information relating to the grant program.
G. DHS Awarding Agency Contact Information
Contact and Resource Information
1. The following Telephone Device for the Deaf (TDD) and/or Federal Information Relay
Service (FIRS) number available for this Notice is: (800) 462-7585.
2. For Program Questions About Applying for an Award
The Centralized Services Information Desk (CSID) is a non -emergency comprehensive
management and information resource developed by DHS for grants stakeholders. CSID
provides general information on all FEMA grant programs and maintains a
comprehensive database containing key personnel contact information at the Federal,
State, and local levels. When necessary, recipients will be directed to a Federal point of
contact who can answer specific programmatic questions or concerns. CSID can be
reached by phone at (800) 368- 6498 or by e-mail at: askcsidkfema.dhs.gov, Monday
through Friday, 8:00 a.m. — 5:00 p.m. ET.
3. For Financial and Administrative Questions About Applying for an Award
Page 17 of 48
GPD's Grant Operations Division Business Office provides financial support and
technical assistance, such as for password resets and registration requests, questions
regarding Form 1199A, payment status, amendments, closeouts, and tracking de -
obligation and award amounts. Additional guidance and information can be obtained by
contacting the FEMA Call Center at (866) 927-5646 or via e-mail to: ASK-
GMDkfema.dhs.gov.
4. Office of Environmental Planning and Historic Preservation (OEHP)
OEHP provides guidance and information about the EHP review process to FEMA
programs and its recipients and sub -recipients. All inquiries and communications about
EHP compliance for FEMA grant projects or the EHP review process should be
addressed with the US&R Branch.
H. Additional Information
1. Period of Performance Extensions
The POP for this Cooperative Agreement is 36 months to allow sufficient time to
complete and execute the budget. Extensions to the POP for this program are allowed.
Extensions to the POP identified in the award will only be considered through formal,
written requests to both the US&R Branch and the FEMA Grants Assistance Officer and
must contain specific and compelling justifications as to why an extension is required.
All extension requests must be submitted using FEMA Form 089-0-012 — Amendment
(Available on hitp://www.grants.gov or https://www.fema.gov/grant-forms)
and must address the following:
• Brief status of ongoing activity under this Cooperative Agreement
• Outline of remaining funds available and necessary to finish activity during
extension, and
• Explanation of why activity could not be completed within the Period of
Performance
Awardees should submit all proposed extension requests to DHS/FEMA for review and
approval at least 60 days before the end of the Period of Performance.
2. Payment
FEMA utilizes the Payment and Reporting System (PARS) for financial reporting,
invoicing and tracking payments. Additional information can be obtained at:
https://isource.fema.gov/sf269/execute/Login?sawContentN4essage=true .
DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of
payment to Recipients. To enroll in the DD/EFT, the Recipient must complete a
Standard Form 1199A, Direct Deposit Form.
3. Appendices:
A. National Urban Search and Rescue Response System (US&R) Task Force FY 2020
Cooperative Agreement Statement of Work
Page 18 of 48
B. Cooperative Agreement Funding — Recommended Allocations
C. Task Force Allocations and Budget Totals
D. Administration Budget
E. Special Cache Allocations (HEPP, IST, Medical)
F. Annual Advisory Organization Stipends
G. Summary of Deliverables
Page 19 of 48
Appendix A
US&R Task Force FY 2020 Readiness Cooperative Agreement
Statement of Work
A. Purpose
The U. S. Department of Homeland Security (DHS) and the Federal Emergency Management
Agency (FEMA) are accountable to provide support and funding for the maintenance and
readiness of the National Urban Search and Rescue (US&R) Response System (the System).
The purpose of this Readiness Cooperative Agreement is to support the continued
development and maintenance of a national urban search and rescue capability.
Specifically, this agreement provides a mechanism for distribution of Cooperative
Agreement funding for certain purposes in preparation of a Federal US&R capability for
disaster response. This Cooperative Agreement allows each Sponsoring Agency of a System
US&R task force the opportunity to maintain a high standard and condition of operational
readiness and includes guidance on key areas for task force management to focus on
continued preparedness efforts.
This Cooperative Agreement provides direction to the System task force's Sponsoring
Agency for the use of funding to provide administrative and program management, training,
support, equipment cache procurement, maintenance and storage.
B. Background
FEMA, in cooperation with other federal, state and local agencies created the System to
provide a national US&R capability that provides lifesaving resources to survivors of
structural collapse. When the System was developed in 1990, there was limited capability in
only a few states to perform this mission and no resources were available for a coordinated
national response.
In 1992, the Federal Response Plan (FRP) was published by FEMA and coordinated
activities with 26 federal agencies. The federal government's response to disasters was
classified into 12 Emergency Support Functions (ESFs). ESF 99 (Search and Rescue) was
established with FEMA as the Primary Agency. FEMA maintains a national consensus on
standard operating procedures, organizational structure, equipment, training and exercise
requirements. Currently, 28 state and local Sponsoring Agencies in 19 states participate in
the System by making their task forces available for national disaster response.
FEMA had no organic heavy rescue capability of its own and realized the best sources for
US&R knowledge and skills reside at the state and local level. The System was developed
and continues as a federal —state —local partnership, based on a Memorandum of Agreement
(MOA) and individual Response and Readiness Cooperative Agreements. While the MOA
provides the basic operational "Agreement" between FEMA, the state and Sponsoring
Agency, the individual Readiness Cooperative Agreement provides the mechanism for
distributing federal funds to the Sponsoring Agencies of the System's 28 US&R task forces
for continued readiness efforts.
In December 2004, the National Response Plan (NRP) was published by DHS which
integrated the Federal Response Plan. The NRP was then updated in January 2008 and is
Page 20 of 48
now referred to as the National Response Framework (NRF). At that time, ESF#9 was
expanded to encompass urban, water -borne, and land -based search and rescue environments.
C. FEMA Objectives
FEMA, through the Urban Search & Rescue (US&R) Branch or Grant Programs Directorate,
shall:
1. Provide oversight and funding to System Sponsoring Agencies to manage and administer
US&R task force affairs and activities in accordance with accepted standard business
practices.
2. Provide oversight and funding to train and exercise System personnel to safely perform
assigned US&R duties in accordance with established FEMA/System approved standards
and guidance.
3. Provide oversight and funding to acquire and maintain the equipment in accordance with
the US&R Equipment Cache List as approved by the US&R Branch.
4. Provide oversight and funding for the lease of space to provide offices, training facilities
and/or storage of vehicles and equipment, as needed.
5. Provide resources (e.g., staff, equipment, funding) to support readiness and standby
activities, subject to availability of funds (e.g., catastrophic planning, technical assistance,
mobilization exercises).
6. Provide a forum for discussion of strategic issues by facilitating the hosting of
Sponsoring Agency Chief/Head meetings with the FEMA Administrator, or designee' as
well as regularly scheduled meetings with the System's Strategic Group.
D. Approvals
Advance approval must be obtained in writing from both the US&R Branch and the FEMA
Grants Assistance Officer for the following (in accordance with 2 C.F.R. Part 200):
1. Approval for activities or expenditures not identified in the task force narrative and
budget, but that are allowable within the scope of work for this Cooperative Agreement
(i.e., budget changes)
2. Requests for extension of the Period of Performance (POP) for this Cooperative
Agreement. (The POP for this Cooperative Agreement is 36 months to allow sufficient
time to complete and execute the budget. Extensions to the POP for this program are
allowed. Extensions to the POP identified in the award will only be considered through
formal, written requests to both the US&R Branch and the FEMA Grants Assistance
Officer and must contain specific and compelling justifications as to why an extension is
required). See also section H.1 of the NOFO for more information on the POP extension
process.
3. Requests for spending Cooperative Agreement funds prior to the beginning of this period
of performance ("pre -award costs"). See also section D.12 of the NOFO for further
information on pre -award costs.
For more detailed information pertaining to submission of amendments to this Cooperative
Agreement, refer to US&R Program Directive 2016-010 — US&R Readiness Amendment
Guidance, dated September 6, 2016, and any updates. (Available by contacting the US&R
Branch)
Page 21 of 48
Unauthorized expenditures may be denied and required to be reimbursed to FEMA. Use of
Cooperative Agreement funds provided through this agreement for any activity that occurs
outside the United States and its territories is prohibited, unless authorized by the US&R
Branch, FEMA Grant Programs Directorate and FEMA International Affairs prior to
incurring costs for the activity. See also section D.12 of the NOFO for further information on
funding restrictions and allowable costs.
E. Applicable Laws and Policies/Order of Precedence
This award is subject to the laws and regulations of the United States. This Cooperative
Agreement incorporates the terms and requirements of any applicable Agency policies and
all US&R Program Directives issued by the US&R Branch, including those issued during the
term of this Cooperative Agreement.
Any inconsistency or conflict in terms and conditions specified in the award will be resolved
according to the following order of precedence: public laws, regulations, applicable notices
published in the Federal Register, Executive Orders, OMB Circulars, agency award
conditions, the terms and conditions of the Sponsoring Agency's Memorandum of
Agreement with FEMA, applicable DHS and FEMA policies, US&R Program Directives,
and US&R General Memoranda. (Available by contacting the US&R Branch)
Some of the terms and conditions contained herein may contain, by reference or substance, a
summary of the applicable statutes, regulations, Executive Orders, or OMB Circulars. To the
extent that a term or condition contained in this NOFO is a summary of an authority, such
provision is not in derogation of, or an amendment to, any such statute, regulation, Executive
Order, or OMB Circular.
F. Cooperative Agreement Funding
The FY 2020 Cooperative Agreement base total (or minimum amount) for each task force is
$1,176,631. The US&R Branch recommended allocations are outlined in Appendix B of this
NOFO. Additional funds allocated to specific task forces are provided by the US&R Branch
in Appendices C, D, and E.
Each task force can apply for up to the amount allocated to their agency as shown in
Appendix C. All Sponsoring Agencies must submit supporting documentation with each
application. The Period of Performance for the FY 2020 US&R Readiness Cooperative
Agreement funding is 36 months. Each task force should submit a budget narrative detailing
daily operation costs within that period of performance as follows. Certain costs may be
expended during any point in the period of performance while other costs must be budgeted
for a set period within the period of performance.
For costs to conduct trainings and for procurement of equipment and supplies task forces
shall only charge costs for work done in the period of performance. Where part (or all) of the
work under a grant is equipment to be put into service, then that work needs to be fully
completed (including receiving the equipment) within the period of performance. These costs
may be incurred at any point throughout the period of performance.
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Task forces are reminded that you may only use cooperative agreement funds to pay for
warehouse leases for a twelve-month consecutive period within the overall period of
performance and that there is no guarantee of cooperative agreement funding in future years.
Task forces may write contracts with an available funds clause or option years for protection.
G. FEMA/US&R Branch Responsibility
1. Review, approve, and adopt System -related products, including technical manuals,
operational procedures, training curriculum and supporting manuals, meeting agendas
and other requirements for the System.
2. Coordinate and support meetings relating to System activities, to develop and implement
policies, procedures and System documents.
3. Establish and disseminate policy and Program Directives for the System based on
established regulations and with substantial involvement and input from the partner
sponsoring agencies and their members.
4. In cooperation with the System's Strategic Group, determine annual funding levels for
readiness activities.
5. Purchase equipment and deliver to System task forces, based on need and available
funding.
6. Review and/or approve expenditure reports, performance reports, personnel records,
training records, task force self -evaluation documents, equipment cache and excess
property inventories and other deliverables required by the US&R Branch.
7. Review and approve/disapprove in writing, in conjunction with the Grants Assistance
Officer, any cost deviations or budget revisions from those prescribed in this agreement
or from other FEMA established policies.
8. Implement the policy, criteria and procedure for task force evaluations. Distribute an
annual Task Force Self -Evaluation survey with 45-day submission suspense, for
completion by the task forces. Conduct a cooperative peer -based Readiness Assessment
Program (RAP), to include Administrative Readiness Evaluations (ARE) and Operational
Readiness Exercise Evaluations (OREE).
9. Track, disseminate, and consistently update the status of recommendations generated
from the Advisory Organization to all System components.
10. Based on various planning factors, the US&R Branch may alert or activate System
resources for activities associated with scheduled National Special Security Events
(NSSE). Task forces activated under this section will be notified in advance, through
written activation orders that will provide authorization for travel and to carryout
activities required of the operations. Prior to any activities under this section, the US&R
Branch will request cost estimates from identified task forces. This item would be
funded separately from annual Readiness Cooperative Agreement funding but could be
either an amendment to this Cooperative Agreement or the Response Cooperative
Agreement.
11. Provide at least one full-time US&R Branch staff member to serve as project officer for
each of the recognized Functional Groups within the Advisory Organization to assist the
Group leader in the administration of the Group.
H. Sponsoring Agency Responsibility and Requirements
Page 23 of 48
Under this Readiness Cooperative Agreement, the Sponsoring Agency shall use funding to
prepare the task force under the following categories: Administration/ Management,
Training, Equipment, and Storage/Maintenance.
Administration and Management
a. Provide sufficient staff for management and administration of task force day-to-day
activities. This staff shall be responsible for program management, grants
management, financial management, administrative support, training coordination
and instruction, logistics management and property accountability. These
management responsibilities include, but are not limited to, task force salaries and
expenses coordination; record -keeping; inventory and maintenance of task force
equipment caches; communicating with task force members and parties who support
task force activities; and similar management and administrative tasks.
b. Maintain a comparison of expenditures with budgeted amounts for each Federal
award, per 2 C.F.R. § 200.302. This includes maintaining a budget that reflects
budgeted versus actual expenditures, tracking back to the four budget categories and
nine object classes as detailed within their budget of their application on SF-424A —
Budget Information (Non -Construction) or SF-424C — Budget Information
(Construction).
c. Task forces may purchase equipment & supplies for the administration of their
program with US&R funding, with their own funding, or both. These items may
include but are not limited to, laptop and desktop computers, cellular
telephones/wireless tablets, personal communication devices (e.g., smart phones),
printers, scanners, copy machines, office furniture, video conference capability, etc.
d. Recruit, train and maintain a roster of personnel to enable complete staffing of a
National Incident Management System (NIMS) Type 1 US&R task force. Positions
shall be staffed from within the task force organization, unless prior approval is given
by the US&R Branch. The rostered staffing level shall be a maximum 210 personnel,
plus up to 10% allowable staffing overage, to address attrition, Incident Support
Team (IST) members, etc. The task force shall pursue the goal to roster the minimum
of 140 deployable personnel; two deep at each of the 19 functional positions required
for a NIMS type 1 US&R task force configuration. Ensure all members have a
completed, signed and notarized Appointment Affidavit on file with the task force.
e. The task force shall procure and maintain the required Hazardous Materials (Hazmat)
preparedness and response equipment and supplies and train personnel according to
current System policy. Doing so will allow the task force to perform rescue
operations in a contaminated environment, as defined in the System's Hazardous
Materials (Hazmat) Concept of Operations.
f_ Ensure each task force member meets the necessary license, certification or other
professional qualification requirements of their assigned position at time of
deployment. Further ensure that the task force has the documentation on file to verify
currency.
g. The task force may use funds to cover salary and travel for product research and
development efforts, when authorized by the US&R Branch who will coordinate with
the Grant Programs Directorate.
Page 24 of 48
h. The task force may use funds to cover salary and travel to enable task force personnel
to collaborate with federal, state, or other entities (e.g., other US&R resources or
emergency responders) to enhance the capabilities of the System.
i. Ensure the task force is prepared for AREs by completing an internal self -evaluation
operational readiness and preparedness survey (Phase I Self -Evaluation) as provided
by the US&R Branch. The completed electronic copy of the self -evaluation shall be
submitted as directed by the annual Program Directive.
j. Submit to the US&R Branch the following items in accordance to instructions in
Appendix G by January 31st:
l . A current task force US&R equipment cache database in a Microsoft Access -
compatible database format. This database shall include both equipment caches.
2. A current Time -Phased Force Deployment Data (TPFDD) form ( "Aircraft
Loading Data "), in a format provided by the US&R Branch.
3. A transportation plan including all vehicles and trailers for a NIMS type 1 US&R
task force over -the -road configuration.
4. An Annual Maintenance and Inventory Log, from each task force that maintains
one of the three Incident Support Team (IST) equipment caches,
5. An Annual Maintenance and Inventory Log, from each task force that maintains
one of the seven Hazardous Materials Equipment Push Package (HEPP) caches.
h. Ensure funds are properly allocated, accounted for, and reported for those task force
members who serve as Sponsoring Agency Chief Representatives, Advisory Group
Chair, Deputy Advisory Group Chair, IST Representative, Legal Representative,
Functional Group Leaders, Deputy Functional Group Leaders, Subgroup Leaders,
National and Divisional Task Force Representatives, Incident Support Team
leadership as appropriate and authorized by the US&R Branch. These funds are
intended to defray personnel salary, backfill, travel and other administrative costs
associated with these positions for assigned task forces in accordance with
Sponsoring Agency policies and Appendices C, D, E, and F.
i. Ensure timely reporting of expenditures for readiness activities carried out under this
agreement and timely delivery of Cooperative Agreement reporting. Refer to Section
I of this Appendix, Reporting.
j. As funding allows, ensure personnel salaries and expenses relating to task force and
Incident Support Team administration, development and training preparedness
activities are paid in accordance with established Sponsoring and Participating
Agency policies/practices and in a timely manner, but no later than 120 days after
completion of a training exercise. Appropriate personnel records shall be kept in
accordance with 2 C.F.R. Part 200.
k. Compliance with NIMS is a condition for award of this Cooperative Agreement as
outlined in Homeland Security Presidential Directive-5 (HSPD-5), Management of
Domestic Incidents. Sponsoring Agencies must comply with the NIMS
Implementation Activities established annually by FEMA. Sponsoring Agencies
must report NIMS compliance activities in accordance with state and local NIMS
guidance. Additionally, a certificate of completion for each required course in
accordance with current the Position Descriptions must be in each System task force
member's personnel file. State offered NRF, NIMS, or equivalent certificates may
be substituted for those courses offered on the FEMA NIMS website provided they
Page 25 of 48
meet federal NIMS standards. For further information on compliance and guidance,
refer to the following website: https://www.fema.gov/national-incident-management-
system.
1. Attend FEMA-sponsored or FEMA-approved System meetings, conferences, and
training sessions, or other events as directed by the US&R Branch as they relate to the
System. Other activities include on -site peer AREs, OREEs, quality assurance
oversight of FEMA-sanctioned training courses, training with other task forces, grants
management training, non-federal search and rescue meetings/activities (e.g., State
Urban Search and Rescue (SUSAR) Alliance), and research & development for
equipment, as directed by the US&R Branch. The US&R Branch is recommending
allocation of certain funds as identified in Appendix B for travel. All travel funds
shall be accounted for under Management and Administration and/or Training at the
task force level.
m. Provide complete medical evaluations and immunizations to task force members as
defined by the System's Medical Subgroup. Medical screening should be conducted,
at a minimum, on a triennial basis for each task force member. Each task force
member must have a current Fit for Deployment form signed by the examining
physician on file. This document along with the medical evaluation shall become part
of each member's personal medical record. Please refer to the most current Program
Directive.
n. Expend at least 98% of the Cooperative Agreement funds for which the task force has
budgeted. Failure to expend 98% might be taken into consideration for future award
amounts.
2. Training
a. Provide System -related or System -required training for task force personnel,
including the delivery of local US&R training courses or other courses specifically
required by the System's Position Descriptions or authorized by the US&R Branch.
This should include equipment specific training provided by the manufacturer and
authorized repair technician certification training to allow task forces to have
members certified to conduct manufacturer approved repairs in-house.
b. As funding permits, complete all five modules of the OREE over a three-year period
either as individual exercise components, or as one comprehensive deployment
exercise. The task force is encouraged to exercise as many task force members as
possible during this Cooperative Agreement.
c. A task force deployment may cover all five modules or portions thereof, in which
case those components not addressed in a deployment must be exercised once every
three years.
d. When a task force completes all five modules, those funds originally set aside for a
deployment exercise may then be used for other System approved items within the
same budget category. This change must be addressed in the Semi -Annual
Performance Report. A budget change is required when funds exceeding 10% of the
Cooperative Agreement award amount are moved to another program budget
category.
e. The task force should notify the US&R Branch of mobilization or deployment
exercises as soon as the exercise is scheduled, but not later than 60 days before the
Page 26 of 48
exercise begins. Notification should be brief, but include dates, scope of exercise,
number of participants, and other agencies involved. (Appendix G) The intent of this
notification is to provide the US&R Branch planning information for AREs and
scheduling joint exercises with other DoD/federal Agencies. It does not take the
place of, and should not be confused with, sanction request letters to obtain FEMA
approval of task force sponsored training and exercises in accordance with the
Training Program Administration Manual (TPAM), dated January 27, 2020 (issued
as US&R Program Directive 2020-004), or most current training manual. (Available
from the US&R Branch)
f. Submit an after -action report within 90 days of the completion of a mobilization or
deployment exercise, or a training activity with duration of more than 24 consecutive
hours. Send the report to the attention of the US&R Branch Chief and written in a
format where lessons learned may be shared with other task forces in the System.
g. Ensure training and exercise activities of the task force meet System standards,
requirements and certifications. Ensure training records for all task force personnel
are kept in a central, secure location.
h. Provide funding for expenses related to the acquisition, maintenance, training and
certification of Canine Search Teams. This statement is not related to the funding
provided to host canine evaluations.
i. The task force is authorized to fund the acquisition, maintenance, training and
certification of Canine Search Teams — Human Remains Detection. This allows the
task force the ability to have this resource within the task force. Task force support of
this resource is voluntary.
j. When authorized, ensure funds are distributed in support of hosting a System Canine
Search Team Certification Evaluation or Preparation, as identified in Appendix D.
When funding provided for the canine evaluations exceeds actual costs, the excess
allocated funds may be redirected to other System activities that support the task
force's canine program under Items 6 & 7. If remaining funds are used to cover costs
under Items 6 and/or 7, provide this information and the associated cost(s) in their
Semi -Annual Performance Report submission.
k. Provide grants management training to assigned task force Grant Managers and
Assistants who have not previously attended training. Grant management training is
mandatory for all task force Grants Managers and Assistants. Grant management
training is optional, but highly recommended, for task force Program Managers and
other key personnel assigned to System administrative duties. Every effort shall be
made to attend continuing education by task force Grant Managers and Assistants
during the Cooperative Agreement to stay current with regulation updates/changes.
Personnel should attend training from a facility that provides a "Grants Certificate
Program" and/or the US&R Grant Manager course. The US&R Branch and/or Grants
Assistance Officer may be contacted for further information on classes offered.
Examples of some grant management course topics are:
1. Managing Federal Grants and Cooperative Agreements for Recipients
2. Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards: 2 C.F.R. Part 200
3. Applying for Federal Grants and Cooperative Agreements
4. How to Prepare the Application Budget
Page 27 of 48
5. Business Management Systems for Recipients
6. Audit of Federal Grants and Cooperative Agreements
Provide appropriate database and systems training, as needed to task force logistics
and program management personnel to maintain personnel, equipment, grant,
financial and accountability records.
Equipment and Supplies
a. In addition to the requirements in this Appendix, states must use, manage, and
dispose of equipment, as defined by 2 C.F.R. § 200.33, in accordance with state laws.
Non -state task forces must follow the 2 C.F.R. § 200.313(c)-(e) regarding the use,
management, and disposition of equipment. All task forces must comply with the
requirements of 2 C.F.R. § 200.314 for supplies, as defined by 2 C.F.R. § 200.94. All
task forces must also comply with 2 C.F.R. § 200.312 regarding federally owned
property.
Equipment is tangible personal property with a useful life of at least 1 year & a per
unit cost of at least $5,000 (or the non-federal entity's equivalent threshold,
whichever is lower). Supplies, on the other hand, are tangible personal property lower
than the $5,000 equipment threshold or have a useful life of less than a year. Phones,
tablets, etc. would more likely be supplies than equipment.
b. The Sponsoring Agency is authorized to purchase equipment as listed in the System's
most current TEAM Approved Equipment Cache List, dated March 31, 2020 (issued
as US&R Program Directive 2020-007), or most current Approved Equipment Cache
List. (Available on https://www.responsesystem.org or by contacting the US&R
Branch)
Task force personnel are reminded and directed not to exceed the current
Manufacturer Suggested Retail Price (MSRP), unless prior approval is received in
writing from the US&R Branch. The task force must follow the applicable federal
procurement requirements at 2 C.F.R. §§ 200.317 — 200.326. The rules differ
depending on whether the task force is a state entity or a non -state entity. Non -state
entities must follow their own documented procurement procedures that reflect
applicable state and local laws and regulations, provided the procurements conform to
applicable federal law and the federal procurement requirements. Part of the purpose
of following the federal procurement requirements is to ensure reasonable prices are
obtained, and reasonable costs are also a requirement of the federal cost principles per
2 C.F.R. § 200.403. Special consideration is given to the task force to purchase other
equipment items in support of training, administrative, and warehouse/maintenance
needs. Any other equipment not specified above can only be purchased after
receiving written approval from the US&R Branch.
c. Specific task forces are identified and provided funds to cover maintenance costs of
the IST "A", `B" and "C" caches and medical kits. Cooperative Agreement
regulations apply to these funds and shall not be transferred to a Participating Agency
(See Appendix E).
d. Specific task forces are also identified and provided funds to cover maintenance costs
of the seven HEPP caches in accordance with the most current version of the
System's HEPP Concept of Operations, (See Appendix E). Cooperative Agreement
Page 28 of 48
regulations apply to these funds and shall not be transferred to a Participating
Agency. These task forces are also required to submit an annual HEPP maintenance
cost estimate by October 30t' of each year to the US&R Branch's Program
Management Section Chief to assist with the budgeting for future Cooperative
Agreements, subject to the availability of funds. This cost estimate shall be based on
actual expenses incurred from the previous year and any additional costs anticipated
for the following year, as funding allows.
e. Task forces are to ensure that the full complement of Communications capability that
meets the requirements, per the current FEMA Approved Equipment Cache List has
been purchased and/or identified within the Sponsoring Agency for immediate
deployment. This Communications capability shall be maintained in a state of
readiness for response. Service agreements, as required, shall be in place for
immediate use of equipment upon activation. Communications capabilities shall be
addressed in the following priority order:
1. Radio UHF, VHF, 800MHz, Marine, and Air frequency capability, to include the
required quantities of portable handheld radio units; portable base station(s),
mobile and convertiacom unit(s), and portable repeater(s); and mobile radio units
installed and operational in all task force prime mover vehicles;
2. Satellite capability including satellite data via transportable .98-1.2M dish system,
mobile satellite data system(s), and handheld and mobile satellite phones;
3. Cellular -based data and phone capability to include wireless mobile hotspots and
wireless phones.
Correcting deficiencies in task force communications capabilities remains a priority
within the FY2020 Cooperative Agreement Period of Performance.
f. Purchase equipment or supplies necessary to conduct operations within the disciplines
of the task force (e.g., Communications, Search & Logistics). These items may
include but are not limited to, wireless tablets, personal communication devices (e.g.,
smart phones), software, printers, etc.
g. For state task forces regarding grant -purchased equipment, they must maintain and
track equipment in accordance with state laws and procedures. For non -state task
forces regarding grant -purchased equipment, all equipment must be tracked as to its
origin. Equipment that is procured with this Cooperative Agreement funding shall be
identified with the source, cache list number and Cooperative Agreement number, in
accordance with 2 C.F.R. Part 200. Additionally, for all task forces, federal
equipment shall be properly identified as to the ownership and funding source
(including Agency name and Cooperative Agreement number or Disaster/contract
number). The tracking can be accomplished through procurement documents,
through fields in a database, or spreadsheet. It is the responsibility of each task force
to develop a method of tracking in accordance with this section. However, it should
be a system that will easily and quickly identify the information. Additionally, all
procurement records and receipts should be cross-referenced and coded with the
Cooperative Agreement number, cache list item number, Statement of Work section,
or source of origin, or a system to easily and quickly identify the information. See
also 2 C.F.R. §§ 200.313, 200.318, 200.333.
h. Transportation equipment is authorized for purchase as part of this Cooperative
Agreement with prior approval from the US&R Branch in writing after submitting a
Page 29 of 48
completed FEMA Form 089-0-26. (Available on https://www.fema.gov/grant-forms)
or by contacting the US&R Branch)
i. Equipment and prime mover vehicles purchased with federal funds or provided by
FEMA shall be for the use of the System. 2 C.F.R. § 200.313(a)(1). States must
follow their own laws and procedures when using equipment. 2 C.F.R. § 200.313(b).
Non -state task forces must use the equipment in accordance with 2 C.F.R. §
200.313(c), including that equipment must be used for the original program or project
as long as needed, whether or not the program or project continues to be funded by a
federal award. 2 C.F.R. § 200.313(c)(1). The task force must make the equipment
available for its other federal programs or projects as long as it does not interfere with
the ability to use under the US&R award. 2 C.F.R. § 200.313(c)(2). The task force
may use US&R-acquired equipment for non-federal purposes as long as it does not
interfere with the ability to use the equipment under this US&R award. See 2 C.F.R. §
200.313(a)(1), (c)(1), (c)(2). For example, equipment or vehicles may be used on a
local, regional, or state disaster response or under other extraordinary circumstance as
long as the use does not interfere with the original purpose of the federal award. The
US&R Branch Chief shall be notified immediately in writing of any exceptional use
of the two US&R equipment caches that diminish the response capability of the task
force. The task force or Sponsoring Agency is responsible for replacement, re-
supply, and/or repair of equipment used or consumed during activities not associated
with the System, and for an immediate return to a state of readiness.
j. Title for the original cache, vehicles, and all equipment purchased under the
Cooperative Agreements reside with the task forces (44 C.F.R. § 208.27, 2 C.F.R.
Part 200).
k. Title to the FEMA (i.e., "Second Cache") equipment cache, as well as the IST and
HEPP Caches, which were purchased and distributed to their respective task forces by
FEMA, resides with FEMA.
1. Should a non -state task forces transfer, sell, or scrap any of the equipment and/or
vehicles, they are required to first ask for prior written approval and disposition
instructions from the US&R Branch and Grants Assistance Officer for all grant -
purchased equipment with a current per unit fair market value over $5,000 (in
accordance with 2 C.F.R. § 200.313).
m. For any federally -furnish property, upon completion of the award or when the
property is no longer needed, all task forces must report the property to FEMA or
obtain instructions from the US&R Branch and Grants Assistance Officer per 2
C.F.R. § 200.312 and FEMA Manual 119-7-1, "Personal Property", or current edition
at time of disposition. (Available on hgp://www.fema.gov)
n. For the purpose of accountability and safety, the task force is authorized to purchase
an identification (ID) system, as long as they meet the requirements outlined in
US&R Program Directive 2006-019 — Accountability and Medical Information
Cards. (Available by contacting the US&R Branch)
4. Maintenance and Storage
a. Maintain an accountability of property acquired under Cooperative Agreement
funding, distributed federal property, and acquired federal excess property. Provide
an annual report to FEMA on the status of federal property on January 31st of each
Page 30 of 48
year, as part of the database submittal to the US&R Warehouse per 2 C.F.R. §
200.312. Conduct an inventory of federal property and property acquired under
Cooperative Agreement funding, in accordance with 2 C.F.R. §§ 200.312, 200.313,
200.314.
b. Provide manufacturer's recommended maintenance and repair to US&R equipment
acquired and specifically identified on the System's current TEAM Approved
Equipment Cache List. Also, provide maintenance and repair to any supplemental
equipment as approved by FEMA, which was purchased with FEMA funding and
delivered to the task forces, purchased during a federal System response, or was
acquired with FEMA approval through the Federal Excess Property Program. Task
forces are expected to perform routine maintenance of equipment to maintain a state
of readiness.
c. As part of the operational readiness of each task force, all US&R equipment shall be
maintained in an immediate state of readiness in a cache storage facility or facilities.
This may include planning and engineering and other costs for development,
maintenance, and/or lease of storage facilities and associated equipment for US&R
equipment and supplies. Except for minor renovations and modifications of existing
warehouse facilities that do not change the footprint of the structure, construction and
renovation costs are not allowed. Examples of permissible minor renovation and
modification costs include but are not limited to office / storage space buildout /
reconfiguration, ceilings, loading docks / doors, lighting, HVAC, and security
fencing. US&R Branch approval is required for reimbursement of renovation and
modification costs. The purpose of allowing minor renovation and modification costs
is to ensure the equipment cache is maintained as required under the National Urban
Search and Rescue Response program. See 42 U.S.C. § 5165f(1)(2); 44 C.F.R. §
208.23(c)(4).
d. Task force management is reminded you may only use cooperative agreement funds
to pay for warehouse leases for a twelve-month consecutive period within the overall
period of performance and that there is no guarantee of cooperative agreement
funding in future years. See Section F of this Appendix, Cooperative Agreement
Funding. Task forces may write contracts with an available fund's clause or option
years for protection.
e. The day-to-day repair, maintenance, storage, insurance, and administrative costs for
all equipment purchased or provided by FEMA will be accomplished via this
Cooperative Agreement funding provided and in accordance with 2 C.F.R. Part 200.
1. Sponsoring Agencies and/or task forces are responsible for purchasing insurance
for all vehicles and equipment they own, including gap insurance and/or riders
necessary to insure vehicles for actual losses as described in 2 C.F.R. Part
200. The Federal government's self-insurance does not cover actual loss and/or
damage to vehicles owned by the Sponsoring Agencies and/or task forces.
2. Under the Federal Tort Claims Act (FTCA), the federal government self-
insurance program applies to all vehicles owned by the federal government. This
act applies in the context of tort liability as well as to property damage or loss
caused by employees acting within the scope of their official duties.
See 28 U.S.C. § 2671. This act does not apply to rental vehicles used by
Sponsoring Agencies and/or task forces when federally activated.
Page 31 of 48
I. Reporting
The Sponsoring Agency shall use the following procedure for reporting. There are several
types of reports required for this agreement. Refer to Appendix G for specific instructions
and points of contact to submit all reports and deliverables. See also section F.3 of the NOFO
for any additional reporting requirements.
1. Requirements
a. Task Force Self -Evaluation: As identified in Section H of this Appendix,
Subsections Li of this document is due when directed by the US&R Branch.
b. Equipment Information Submission: As identified in Section H of this Appendix,
Subsections I j and 4.a. Provide FEMA with an updated database of the task force
US&R equipment cache (both federally owned, and grant purchased). Also provide a
current TFPDD form, in a format provided by the US&R Branch and a transportation
plan including all vehicles and trailers for a NIMS type 1 US&R task force over -the -
road configuration. Submission shall include a cover letter addressed to the US&R
Branch as directed in Appendix G by January 3lst. Those task forces who have been
identified to maintain one of the three ISTs and/or one of the seven HEPP caches are
also required to submit the inventory of these caches as well.
c. HEPP Maintenance Annual Cost Estimates: Those task forces who have been
identified to maintain one of the seven HEPP caches are required to submit an annual
HEPP maintenance cost estimate by October 30th of each year to the US&R Branch's
Program Management Section Chief. This information will be used to assist with the
budgeting for future Cooperative Agreements, subject to the availability of funds.
This cost estimate shall be based on actual expenses incurred from the previous year
and any additional costs anticipated for the following year, as funding allows.
d. Semi -Annual Performance Report: This report is due to the US&R Branch for the
duration of this agreement and is a written report providing a narrative and
expenditures, as explained below.
1. The Sponsoring Agency shall electronically send a report semi-annually by
January 30th (covering the time period of July Ist through December 31st) and by
July 30th (covering the time period of January Ist through June 30th) of each year
until the Cooperative Agreement is closed.
2. The Performance Report shall include task force accomplishments and the total
budgeted, expenditures and balance for the Cooperative Agreement funding
within the following areas: Administration/Management, Training, Equipment,
and Maintenance/Storage.
3. Performance Narrative and Funds Report (FEMA Form 089-0-11- available on
hM2://www.grants.gov or https://www.fema.gov/grant-forms) shall be used.
4. Completed Performance Report shall be uploaded into the NDGrants System, or
as otherwise directed.
5. All changes, whether requiring prior approval or not, shall be noted in the
Performance Fund Reports and subsequent closeout documents.
6. The Final Performance Reports shall be included in the completed closeout
package and emailed to the US&R Branch and FEMA Grant Programs
Directorate, unless otherwise directed.
Page 32 of 48
2. Closeout Reports
The scope of work identified in the task force's approved budget plan for the Cooperative
Agreement must be completed within the Period of Performance. The task force will have 90
days after the Period of Performance to complete the final payments and prepare the closeout
documents. If unable to complete the closeout process by the due date, the task force must
contact the Grant Programs Directorate and US&R Branch to request an extension of the
liquidation and closeout reporting period. For more detailed information pertaining to
submission of the Closeout Report for this Cooperative Agreement, refer to the US&R
Program Directive applicable at the time.
At a minimum the following closeout documents must be submitted:
a. Cover Letter: The recipient's closeout cover letter should reference the closeout
cooperative agreement number. Please note in the cover letter any items that are not
applicable. If the equipment and/or supplies are maintained by the recipient, a
statement that addresses the intention to continue use of this equipment needs to be
included and that the equipment/supplies will continue to be used for their intended
purpose of the cooperative agreement over the life cycle of the equipment/ supplies.
Also provide a statement expressing the intent to continue use of Federally Furnished
Property for the Federal US&R Program, as noted in the most recent equipment
information database submission. Instructions for the Equipment Information
database submission are contained in the statement of work and are not part of the
closeout procedure.
b. Cover Page: Provides basic information pertaining to the Cooperative Agreement, to
include the Assistance Listings number, recipient name, EIN number, Cooperative
Agreement number, address, email address, contact person and a signature of
certification by an authorized official that all information contained within the
closeout package is correct.
c. Final Performance Report: Recipients must submit a final progress report detailing
all accomplishments and a qualitative summary of the impact of those
accomplishments throughout the period of performance. Provide a summary of the
qualitative accomplishments made through the duration of the FEMA cooperative
agreement period of performance. For example, if the cooperative agreement
included items under the equipment category (i.e., personal protective equipment),
indicate not just the number of pieces of equipment purchased, but also describe the
results of the purchase in terms of the response capability or safety, training, or other
respects. The report should be broken out in the four program categories:
Administrative, Training, Equipment, and Storage/Maintenance and their associated
object classes.
d. Final Financial Status Report: The Final Federal Financial Report (SF-425) is to be
submitted through the Payment and Reporting System (PARS). A copy of the PARS -
generated SF-425 report should also be included in the closeout package.
e. Refund Checks: If applicable for non -state task forces per 2 C.F.R. § 200.305, a
check should be submitted to FEMA to return any unspent federal funds plus interest
earned.
f. Record Keeping/Retention: Retain records pursuant to the Cooperative Agreement
conditions. Cooperative Agreement records should include a copy of the award
document, Cooperative Agreement articles, ledgers, documentation of expenditures,
Page 33 of 48
documentation -copies of cancelled checks, paid invoices, payrolls, time and
attendance records, contract records, etc. Upon completion of all required actions, the
submission of all required items, and any appropriate financial adjustments and
payments, FEMA will advise the task force in writing when the award can be
considered closed out. This information must be kept for at least three years after the
date of submission of the final expenditure report (SF-425). This retention period
may be longer if any litigation, claim, or audit is started before the expiration of that
three-year period, in which case the record retention period is until all litigation,
claims, or audit findings involving those records have been resolved and final action
taken. Other types of documents pertaining to indirect costs, equipment, real property,
or program income have a different start date for the record retention period. See 2
C.F.R. §§ 200.318, 200.333-200.337, 200.403(g) for further information about the
items in this paragraph.
3. Timelines (See Appendix G)
a. Task Force Self -Evaluation: Submitted as directed by the US&R Branch, by way of
a US&R Program Directive.
b. Equipment Information Submission, due January 31s' of each year, including:
1. Inventory of Federally owned equipment.
2. Inventory of HEPP and IST Caches (when applicable).
3. A current Task Force Deployment Data Form (Aircraft Loading Data), FEMA
Form 089-0-15. (Available on https://www.fema.gov/grant-forms or by contacting
the US&R Branch)
4. A current transportation plan including all vehicles and trailers for a NEWS type 1
US&R task force over -the -road configuration.
c. HEPP Maintenance Annual Cost Estimates: For those task forces who have been
identified to maintain one of the seven HEPP caches, the deadline to submit an annual
HEPP maintenance cost estimate is October 30'h of each year.
d. The Semi -Annual Performance Report: This semi-annual report is due by January
30t' and July 30'h each year during the Period of Performance.
e. The Quarterly Federal Financial Report (FFR) — SF-425: This quarterly report is
due within 30 days after the end of each quarter: January 30t', April 30t', July 30th
and October 30t'.
f. Final Cooperative Agreement Closeout Package: The closeout package is due to
FEMA within 90 days after the Period of Performance expires. This package
includes the following items:
l . Cover Letter
2. Cover Page
3. Final Performance Report
4. Final Federal Financial Report (FFR), SF-425
5. Final Payment/Unexpended Funds
Task forces must be current with all reports at the time of award of this Cooperative
Agreement.
Page 34 of 48
J. Time is of the Essence
FEMA is providing an annual Readiness Cooperative Agreement and it is strongly
recommended that the Sponsoring Agency seek expedited approval for the acceptance
and management of the Cooperative Agreement. The US&R Branch and Grant
Programs Directorate acknowledge the time -sensitive nature of processing and
awarding the Cooperative Agreement and will make every effort to expedite the
process. The United States Congress closely scrutinizes the timely spending of
Readiness Cooperative Agreement funds and failure to meet necessary requirements
and time frames may result in the loss of funding for this and future Cooperative
Agreement periods.
Page 35 of 48
Appendix B-1
Cooperative Agreement Funding — Recommended Allocations
FY 2020 - $37.832M Budget Spend Plan - 04/03/2020
2020-OS-A391-D60D-XXXX Final Budget Amount:
$ 37,832,000
Task Forces: $ 34,820,168 1 Direct Support:1
$ 3,011,832
Task Force Readiness Cooperative Agreements
8
ITEM
UNIT COST
QTYJ
EXTENDEDCOST
SUBTOTAL
1
Program Management
$ 652,000
28
$ 1,176,631
$ 32,945,668
2
Staff & Other Travel - TAVs
$ 50,000
3
Support & Mtg. Travel or as directed by US&R Branch
$ 60,000
4
Readiness Assessment Program Participation
$ 5,000
5
Support & Trvl - Nat'l & Local Trng/Exer/Canine Evals
$ 82,500
6
Equip-Veh Acquisition and Lifecycle Mgmnt
$ 157,309
7
Equip Recapitilization - Congressional Intent
$ 19,822
8
Storage/Maintenance
$ 150,000
S
ITEM
SPECIFICTFs
QTYJ
UNIT COST
SUBTOTAL
9
IST Cache
see: spend Plan TF Details
1
$ 289,500
$ 289,500
10
HEPPCache
See: Spend Plan TFDetails
1
$ 322,000
$ 322,000:
11
Nat'l Level Training Delivery Hosting
See: Spend Plan TF Details
1
$ 575,000
$ 575,000
12
Nat'l Level Training Initiatives
See: Spend Plan TF Details
1
$ 10,000
$ 10,000
13
Divisional Multi -Task Force Field Exercises
None budgeted this FY
0
$ 15,000
$ -
14
Divisional Multi -Task Force Table Top Exercises
None budgeted this FY
0
$ 10,000
$
15
IST CE Wkshp & New Mem. Orntation Hosting - CY19
None budgeted this FY
0
$ 47,000
$
16
IST National Level Training Course (S-420)
None budgeted this FY
0
$ 90,000
$
17
IST Support
see: spend Plan TF Details
1
$ 133,000
$ 133,000 t
18
Annual Meetings Hosting
see: Spend Plan TF Details
1
$ 24,000
$ 24,000
19
AnnualAdvisory Organ izationStipends
See. Spend Plan TFDetails
1
$ 326,000
$ 326,000
20
Canine Search Specialist Certification Process
see: Spend Plan TF Details
1
$ 195,000
$ 195,000 `
21
TF Readiness Cooperative Agreements Subtotal:
92.0%
$ 34,820,168
22
TF Readiness CA Supplemental Funding - End of Year US&R Funding:
23
TF Readiness CA Supplemental Funding - End of Year PDO Funding:
24
Direct Task Force Support Subtotal:
8.0%
$ 3,011,832
25
Budget Task Force Surplus/Deficit Subtotal:
$ -
26
27
Administrative Travel Spend Plan Total (amount not paid from Appropriation):
000
$
Page 36 of 48
Appendix B-2
Cooperative Agreement Funding - Recommended Allocations
Spend Plan Task Force Details
#
ITEM
I DETAILS
QTY
I UNITCOST
SUBTOTAL
28
IST Cache Maintenance (Exercises, Med Kits, database)
CA-76, TX-TF1, VA-TF2
3
$ 91,500
$ 274,500
29
IST Cache Recapitalization
C4-TF6, Tx-TF1, VA-TF2
3
$ 5,000
$ 15,000
30
Line 8: IST Cache Maintenance Total:
$ 289,500
31
HEPP Cache Maintenance
CA-77, CO-71, FL-72, IN-
TF1, MD-71, NV-TF1, Tx-
TF1
7
$ 35,000
$ 245,000
32
HEPP Cache Recapitalization(PAPR Year3 of3)
C4-TF7, CO-TF1, FL-72, IN-
TF1, MD-71, NV TF1, TX-
TF1
7
$ 11,000
$ 77,000
33
Line 9: HEPP Cache Maintenance Total:
$ 322,000
34
Nat'lLvlTrainingHosting -CSS
NY-TF1
1
$ 35,000
$ 35,000
35
Nat'l Lvl Training Hosting - Comm N Workshop
MA-TF1
1
$ 35,000
$ 35,000
36
Nat'l Lvl Training Hosting - Comm Spec
CA-72
1
$ 90,000
$ 90,000
37
Nat'l Lvl Training Hosting - HERS
OH-71
1
$ 45,000
$ 45,000
38
Nat'l Lvl Training Hosting - Log
IN-71
1
$ 40,000
$ 40,000
39
Nat'l Lvl Training Hosting - MTT
CA-TF4
1
$ 90,000
$ 90,000
40
Nat'l Lvl Training Hosting - MTT
PA-71
1
$ 90,000
$ 90,000
41
Nat'l Lvl Training Hosting - PTT
CA-TFS
1
$ 40,000
$ 40,000
42
Nat'lLvlTrainingHosting -SOFR
CO-TF1
1
$ 35,000
$ 35,000
43
Nat'lLvlTrainingHosting -TFL
NV-TF1
1
$ 35,000
$ 35,000
44
Nat'lLvlTrainingHosting -TSS
UT-TF1
1
$ 40,000
$ 40,000
45
Line 10: Nat'l Level Training Delivery Hosting Total:
$ 575,000
46
Nat'l Lvl Annual Water Cps Training Workshop MD-71/VA-71 1
I $ 10,000
$ 10,000
47
Line 11: Nat'l Level Training
Initiatives Total:
$ 10,000
48
IST Support - ISTL Stipend - Red IST
VA-TF2
1
$ 6,000
$ 6,000
49
IST Support - ISTL Stipend - White IST
CA-TFs
1
$ 6,000
$ 6,000
50
IST Support - ISTL Stipend - Blue IST
NE-71
1
$ 6,000
$ 6,000
51
IST Support - C&GS Stipend Facilitation
NE-71
10
$ 1,500
$ 15,000
52
IST Support - IST Trng Facilitation
NE-71
1
$ 100,000
$ 100,000
53
Line 16: IST Support Total:
$ 133,000
54
Annual Mtg Hosting - Bienniel SAC Meeting (CY20)
CO-71
1
$ 20,000
$ 20,000
55
Annual Mtg Hosting - CY21 Strat Mtg
CO-TF1
2
$ 1,000
$ 2,000
56
Annual Mtg Hosting - CY21 Adv Grp Mtg
CO-71
2
$ 1,000
$ 2,000
57
Annual Mtg Hosting - CY21 TFR Mtg
0
$ 40,000
$ -
58
Annual Mtg Hosting - CY21 Grants Wkshp (1 day)
0
$ 5,000
$
59
jAnnual Mtg Hosting - CY21 Trng/Exercise Wkshp (2 days)
0
$ 10,000
$
60
Annual Mtg Hosting - CY21 Adv Org Meetings
0
$ 40,000
$ -
61
Line 17: Annual Mtg Hosting Total:
$ 24,000
62
Annual Adv Org Stipends - SACR-Ds
CA-TFs, CO-TF1, OH-TF1
3
$ 8,000
$ 24,000
63
Annual Adv Org Stipends - TFR-N
Tx-TF1
1
$ 20,000
$ 20,000
64
Annual Adv Org Stipends - TFR-Ds
CA-76, CO-71, NY-TF1
3
$ 15,000
$ 45,000
65
Annual Adv Org Stipends - Adv Grp Chair
IN-71
1
$ 30,000
$ 30,000
66
Annual Adv Org Stipends - Dep Adv Grp Chair
UT-71
1
$ 24,000
$ 24,000
67
Annual Adv Org Stipends - IST Rep
CA-TFs
1
$ 15,000
$ 15,000
68
Annual Adv Org Stipends - Legal Rep
UT-71
1
$ 8,000
$ 8,000
69
Annual Adv Org Stipends - Func Grp Ldrs
see currentAdv Org List
4
$ 12,000
$ 48,000
70
Annual Adv Org Stipends - Dep FGLs & ISTGAs
See current Adv Org List
8
$ 4,000
$ 32,000
71
Annual Adv Org Stipends - Subgroup & Unit Ldrs
See current Adv Org List
15
$ 4,000
$ 60,000
72
Annual Adv Org Stipends - IT Support
UT-71
1
$ 5,000
$ 5,000
73
Annual Adv Org Stipends - Exer Unit Support
NE-TF1
1
$ 15,000
$ 15,000
74
Line 18: Annual Advisory Organization Stipends Total:
$ 326,000
75
Canine Search Specialist Certification Evaluations
C4-73, MO-TF1, UT-TF1,WA-TF1, MD-TF1, NY-TFI
6
$ 32,500
$ 195,000
76
Line 19: Canine Search Specialist Certification Process Total:
$ 195,000
Page 37 of 48
Appendix C
Task Force Allocations and Budget Totals
Sponsoring Agency/Grantee
Base Funding
Administrative Costs
Special Cache
Total Amount
Amount
Costs
1
City of Phoenix Fire Dept.
$1,1769631
$0
$0
$1,176,631
AZ-TFl
2
City of Los Angeles Fire Dept.
$1,176,631
$4,000
$0
$1,180,631
CA-TFl
3
Los Angeles County Fire Dept.
$1,176,631
$90,000
$0
$1,266,631
CA-TF2
4
Menlo Park Fire Protection
$1,176,631
$32,500
$0
$1,209,131
District CA-TF3
5
City of Oakland Fire Services
$1,176,631
$90,000
$0
$1,266,631
Agency CA-TF4
6
Orange County Fire Authority
$1,176,631
$85,000
$0
$1,261,631
CA-TFS
7
City of Riverside Fire Dept.
$1,176,631
$15,000
$96,500
$1,288,131
CA-TF6
8
City of Sacramento CA-TF
$1,176,631
$0
$46,000
$1,222,631
9
City of San Diego Fire -Rescue
$1,176,631
$4,000
$0
$1,180,631
Dept. CA-TF8
10
West Metro Fire Protection
$1,176,631
$82,000
$46,000
$1,304,631
District CO-TFl
11
Metro -Dade County Fire Dept.
$1,176,631
$0
$0
$1,176,631
FL-TFl
12
City of Miami Fire and Rescue
$1,176,631
$0
$46,000
$1,222,631
FL-TF2
13
City of Indianapolis - DPS
$1,176,631
$74,000
$46,000
$1,296,631
IN-TFl
14
City of Beverly Emergency
$1,176,631
$35,000
$0
$1,211,631
Management Agency
MA-TFl
15
Montgomery County Fire and
$1,176,631
$37,500
$46,000
$1,260,131
Rescue Service MD-TFl
16
Boone County Fire Protection
$1,176,631
$32,500
$0
$1,209,131
District O-TFl
17
City of Lincoln Fire and Rescue
$1,176,631
$156,000
$0
$1,332,631
Dept. -TFl
18
New Jersey State Police
$1,176,631
$0
$0
$1,176,631
J-TFl
19
Clark County Fire Dept.
$1,176,631
$43,000
$46,000
$1,265,631
TFl
20
NYC Office of Emergency
$1,176,631
$86,500
$0
$1,263,131
Management -TFl
21
Miami Valley Fire/EMS
$1,176,631
$77,000
$0
$15253,631
Alliance OH-TFl
22
Philadelphia Fire Dept.
$1,1765631
$98,000
$0
$1,274,631
A-TFl
23
City of Memphis Division of
$1,176,631
$4,000
$0
$1,180,631
Fire Services TN-TFl
24
Texas Engineering Extension
$1,176,631
$84,000
$142,500
$1,403,131
Service TX-TFl
25
Salt Lake Urban Search &
$1,176,631
$73,500
$0
$1,250,131
Rescue UT-TFl
26
Fairfax County Fire and
$1,176,631
$5,000
$0
$1,181,631
Rescue Dept. VA-TFl
27
Virginia Beach Fire Dept.
$1,176,631
$18,000
$96,500
$1,291,131
A-TF2
28
Pierce County Dept. of
$1,176,631
$36,500
$0
$1,213,131
Emergency Mgmt. A-TFl
Totals:
$325945,668
$1,2635000
$611,500
$34,820,168
Page 38 of 48
Appendix D
Administration Budget
SAC/National/
TFR
Strategic Group, Advisory Group Leadership
Divisional
Meetings/Advisory
Canine
National
IST ConEd,
Task
(Attachment G) &National Meeting Name/
Rep/Advisory
Group/SG
Search Spec.
Training
IST Training,
Total Amount Per
Force
Purpose of Financial Facilitation
Group
Meeting/SAC
Certification
Host
IST Support
Task Force
Member/Financial
Meeting Host $$
$$
Facilitation $$
AZ-TF1
0.00
CA-TFI
L71 - Unit Ldr - Exercise
4,000.00
4,000.00
CA-TF2
L36 - Nat'l Trng Host: Comm Spec
90,000.00
90,000.00
L75 - Canine Certification Evaluation
32,500.00
CA-TF3
32,500.00
L39 - Nat'l Trng Host: MTT
90,000.00
CA-TF4
90,000.00
L41 - Nat'l Trng Host: PTT
40,000.00
L49 - ISTL Stipend
6,000.00
L62 - SAC-D
8,000.00
CA-TFS
85,000.00
L67 - Adv Org IST Rep
15,000.00
L69 - Functional Grp Ldr - Logs
12,000.00
L70 - IST Group Adv - Ops
4,000.00
CA-TF6
L64 - TFR-D
15,000.00
15,000.00
CA-TF7
0.00
L71 - Subgroup Ldr - Training 4,000.00
CA-TF8
4,000.00
L 42 - Nat'l Trng Host: SOFR
3.5,000.00
CO-TFI
L54 - Hosting Biennial SAC Mtg
20,000.00
82,000.00
L55 - Hosting Strat Grp Mtg , 2 Mtgs
2,000.00
Page 39 of 48
L56 - Hosting Adv Grp Mtg, 2 Mtgs
2,000.00
L62 - SACR-D
8,000.00
L64 - TFR-D
15,000.00
FL-TFI
FL-TF2
L38 - Nat'l Trng Host: Logs
IN-TFI
L65 - Advisory Group Chair
30,000.00
L71 - Subgroup Ldr - Transportation
4,000.00
MA-TFI
L35 - Nat'l Trng Host: Comm N. Wkshp
L46 - Nat'l Lvl Trng - Water Ops Workshop
MD-TFI
L75 - Canine Certification Evaluation
L75 - Canine Certification Evaluation
MO-TFl
L50 - ISTL Stipend
L51 - C&GS Stipend Facilitation (10ppl
g$1,500)
L52 - IST Support - Training Facilitation
NE-TFI
L69 - Func Grp Ldr - Finance/Admin
12,000.00
L70 - Dep. Functional Grp Ldr - Ops
4,000.00
L70 - Dep. Functional Grp Ldr - Adm/Fin
4,000.00
(hold)
L73 - Exercise Unit Support
15,000.00
NJ-TFI
NV-TFI
L43 - National Training: TFL
L71 - Subgroup Ldr - Public Affairs
L71 - Subgroup Ldr - Safety
4,000.00
4,000.00
L34 - Nat'l Trng Host: CSS
NY-TFI
L64 - TFR-D
15,000.00
L71 - Subgroup Ldr - Canine
4,000.00
L75 - Canine Certification Evaluation
OH-TFI
L37 - Nat'l Trng Host: HERS
L62 - SACR-D
8,000.00
Page 40 of 48
40,000.00
35,000.00
5,000.00
32,500.00
32,500.00
35,000.00
35,000.00
32,500.00
45,000.00
6,000.00
15,000.00
100,000.00
0.00
0.00
74,000.00
35,000.00
37,500.00
32,500.00
156,000.00
0.00
43,000.00
86,500.00
77,000.00
L69 - Functional Grp Ldr - Planning
12,000.00
L71 - Subgroup Leader - Communications
4,000.00
L71 - Subgroup Leader - Management Policy
4,000.00
L71 - Subgroup Ldr - Rescue
4,000.00
L40 - Nat'l Trng Host: MTT
90,000.00
PA-TFI
L70 - Planning Functional Group - IST GA
4,000.00
98,000.00
L71 - Subgroup Ldr - Medical
4,000.00
L70 - Dep. Functional Grp Ldr - Planning
4,000.00
TN-TFI
4,000.00
L44 - Nat'l Trng Host: TSS
40,000.00
L 63 - TFR-N
20,000.00
L69 - Functional Grp Ldr - Ops
12,000.00
TX-TFI
84,000.00
L70 - ISTGA - Logistics
4,000.00
L71 - Subgroup Ldr - Equipment
4,000.00
L71 - Subgroup Ldr - Structures
4,000.00
L66 - Dep Adv Group Chair
24,000.00
L68 - Legal Rep
8,000.00
UT-TFI
L70 - ISTGA - Admin/Finance
4,000.00
73,500.00
L72 - Adv Org IT Support
5,000.00
L75 - Canine Certification Evaluation
32,500.00
L46 - Nat'l Lvl Trng - Water Ops Workshop
5,000.00
VA-TFI
5,000.00
L48 - ISTL Stipend
6,000.00
L71 - Subgroup Ldr - Search
4,000.00
VA-TF2
18,000.00
L71 - Subgroup Ldr - Hazmat
4,000.00
L70 - Dep. Functional Grp Ldr - Log
4,000.00
L71 - Subgroup Leader - Comm
4,000.00
WA-TFI
L75 - Canine Certification Evaluation
32,500.00
36,500.00
11
Totals:
326,000.00
24,000.00
195,000.00
585,000.00
133,000.00
1,263,000.00
Page 41 of 48
Appendix E
Special Cache Allocations
Task Force
HEPP Cache
Maintenance &
Recapitalization (PAPR
Year 1 of 3) — Line 10
IST Cache Maintenance
& Recapitalization —
Line 9
Total Amount per Task
Force
AZ-TF1
CA-TF1
CA-TF2
CA-TF3
CA-TF4
CA-TF5
CA-TF6
$96,500
$96,500
CA-TF7
$46,000
$46,000
CA-TF8
CO-TF1
$46,000
$46,000
FL-TF1
FL-TF2
$46,000
$46,000
IN-TF2
$46,000
$46,000
MA-TF1
MD-TF1
$46,000
$46,000
MO-TF1
NE-TF1
NJ-TF1
NV-TFI
$46,000
$46,000
NY-TFI
OH-TF1
PA-TF1
TN-TF1
TX-TF1
$46,000
$96,500
$142,500
UT-TFI
VA-TFI
VA-TF2
$96,500
$96,500
WA-TFI
Totals:
$322,000
$289,500
$611,500
Page 42 of 48
Appendix F
Annual Advisory Organization Stipends
Line #
Position
Task Force
Stipend $
62
SAC - Division Central
CO-TF1
8,000
62
SAC - Division East
OH-TF1
8,000
62
SAC - Division West
CA-TF5
8,000
63
TFR - National
TX-TF1
20,000
64
TFR - Division Central
CO-TF1
15,000
64
TFR - Division East
NY-TF1
15,000
64
TFR - Division West
CA-TF6
15,000
65
Advisory Group Chair
IN-TF1
30,000
66
Advisory Group Chair - Deputy
UT-TF1
24,000
67
Advisory Group - IST Representative
CA-TF5
15,000
68
Advisory Group - Legal Representative
UT-TF1
8,000
69
FUNCTIONAL GROUP LEADER
TX-TF1
12,000
69
FUNCTIONAL GROUP LEADER
OH-TF1
12,000
69
FUNCTIONAL GROUP LEADER
CA-TF5
12,000
69
FUNCTIONAL GROUP LEADER
NE-TF1
12,000
70
DEPUTY FUNCTIONAL GROUP LEADER
NE-TF1
4,000
70
DEPUTY FUNCTIONAL GROUP LEADER
TN-TF1
4,000
70
DEPUTY FUNCTIONAL GROUP LEADER
VA-TF2
4,000
70
DEPUTY FUNCTIONAL GROUP LEADER
NE-TF1
4,000
70
IST GROUP ADVISOR
CA-TF5
4,000
70
IST GROUP ADVISOR
TX-TF1
4,000
70
IST GROUP ADVISOR
UT-TF1
4,000
70
IST GROUP ADVISOR
PA-TF1
4,000
71
SUBGROUP LEADER - CANINE
NY-TF1
4,000
71
SUBGROUP LEADER - COMMUNICATIONS
OH-TF1
4,000
71
SUBGROUP LEADER - EQUIPMENT
TX-TF1
4,000
71
SUBGROUP LEADER - EXERCISE
CA-TF1
4,000
71
SUBGROUP LEADER - FINANCE
WA-TF1
4,000
71
SUBGROUP LEADER - HAZMAT
VA-TF2
4,000
71
SUBGROUP LEADER - MANAGEMENT - POLICY
OH-TF1
4,000
71
SUBGROUP LEADER - MEDICAL
PA-TFI
4,000
71
SUBGROUP LEADER - PUBLIC AFFAIRS
NV-TFI
4,000
71
SUBGROUP LEADER - RESCUE
OH-TFI
4,000
71
SUBGROUP LEADER - SEARCH
VA-TF2
4,000
71
SUBGROUP LEADER - STRUCTURES
TX-TFI
4,000
71
SUBGROUP LEADER - TRAINING
CA-TF8
4,000
71
SUBGROUP LEADER - TRANSPORTATION
IN-TFI
4,000
71
UNIT LEADER - SAFETY
NV-TFI
4,000
72
Annual Advisory Org Stipends - IT Support
UT-TFI
5,000
73
Annual Advisory Org Stipends - Exercise Unit Support
NE-TF1
15,000
Totals:
326,000
Page 43 of 48
Appendix G
Summary of Deliverables
YEARLY REPORTING REQUIREMENTS
Deliverable
Due Date(sl
Method(s) of Submittal
Point(s) of Contact
Additional Information
1
Grant Application
June 1 st
Submit initially through
John Conklin
Use current template
Grants.gov (www.grants.gov).
(FEMA Form 089-0-10)
Once determined eligible,
submit complete package
through NDGrants System
2
Task Force Self -Evaluation
scheduled in advance
Email
Parry Boogard
National US&R Response
System Task Force Self -
Evaluation Scoresheet
(FEMA Form 089-0-14)
3
Equipment Database
January 31st
Submit via email or by mailing
Bruce Barnett / Dave
an approved encrypted thumb
Conrad
drive to the US&R Branch
4
Inventory of Federally
January 31 st
Bruce Barnett / Dave
Owned Equipment (2nd
Conrad
Cache, HEPP & IST, where
applicable); Current copy of
18-4
5
Time -Phase Force
January 31 st
Bruce Neuhaus
Deployment Data
(TPFDD)/"Aircraft Loading
Data" form
FEMA Form 089-0-15
Page 44 of 48
6
HEPP Maintenance Annual
October 30th
Submit via email
Bruce Barnett
This cost estimate shall
Cost Estimates
be based on actual
expenses incurred from
the previous year and any
additional costs
anticipated for the
following year.
7
Semi -Annual Performance
January 30th
Submit through NDGrants
John Conklin
Report (FEMA Form 089-0-
11)
System
July 30th
8
Quarterly Financial Report
October 30th
Submit SF425 through the
Tawana Mack - Grant
Must be submitted in
(SF-425)
Payment and Reporting System
Programs Directorate
PARS to continue to draw
January 30th
(PARS)
down funds
April 30th
July 30th
9
Notification of Mobilization
No later than 60 days before
Email
Brian Smith
Notification should be
or Full -Scale Exercise
the exercise begins
brief, but include dates,
scope of exercise, number
of participants, and other
agencies involved. (not
take the place of, and
should not be confused
with sanction request
letters to obtain FEMA
approval of TF sponsored
training and exercises)
Page 45 of 48
10
Exercise After Action Report
Within 90 days of the
Submit via email or by mailing
Brian Smith
AAR should be written in
completion of a mobilization
an approved encrypted thumb
a format where lessons
or full-scale exercise, or a
drive to the US&R Branch
learned may be shared
training activity with duration
with other task forces in
of more than 24 consecutive
the National US&R
hours.
Response System.
CLOSEOUT REPORTING REQUIREMENTS - Due 90 days after end of the Cooperative Agreement Period of Performance
Deliverable
Method(s) of Submittal
Point(s) of Contact
Additional Information
USE CURRENT CLOSEOUT PACKAGE TEMPLATE
Email entire package to
Tawana Mack /
(CONTAINS THE FOLLOWING ITEMS with exception of
FEMA-USR-
Rayna Bal (FEMA-
the SF-425):
GRANTS@fema.dhs.gov
USR-
cc:
Grants@fema.dhs.gov)
Tawana.Mack fema.dhs. ov
1
Final Performance Report (should show actual expenditures,
Email as a Microsoft Word or
Consolidates and
by budget category)
PDF file
summarizes all prior
performance reports
2
Final Financial Status Report (SF-425)
Submit through the Payment
and Reporting System (PARS)
and email that submission as
.pdf file with closeout package
3
Financial Payment and Unexpended Funds (if applicable)
Discuss specific method of
Payment of all
repayment with Grants Officer
unliquidated obligations
at time of closeout
for FEMA and report
unexpended funds to
Assistance Officer
4
Cover Letter, including statement of intent for future use of
Email
Include in cover letter
equipment
stating the equipment /
supplies will be used for
their intended purpose of
the grant over the life
cycle of the equipment /
supplies.
Page 46 of 48
POC NAME
EMAIL
Phone
ADDRESS
US&R BRANCH
CONTACTS
GROUP EMAIL
ACCOUNT
FEMA-USR-
GRANTS c�fema.dhs. ov
N/A
U.S. Department of
Homeland Security
Brian Smith
briand.smith&fema.dhs.gov
202-212-4316
Federal Emergency
Mana ern Agency
Bruce Neuhaus
bruce.neuhaus&fema.dhs.gov
202-924-1707
US&R Branch, ORR-
RS-OP-UB
Buddy Ey
elwood.ey-iiinfema.dhs.gov
202-702-8854
Attn: (Appropriate
name here)
John Conklin
iohn.conklingfema.dhs.gov
202-212-7234
500 C Street, SW
Parry Boogard
parr boogardjrA_fema.dhs.gov
202-212-4570
Washington, DC
20472
Rayna Bal
Rayna.BaIkfema.dhs.gov
202-646-7933
US&R WAREHOUSE
CONTACT-
EQUIPMENT
INVENTORY ITEMS
Federal Emergency
Management Agency
US&R Warehouse
Bruce Barnett
bruce.barnettgfema.dhs.gov
202-212-1763
13990 Park Center
Road
Dave Conrad
davidp.conradkfema.dhs.gov
202-322-3717
Building 9
Herndon, VA 20171-
3222
GRANT PROGRAMS
DIRECTORATE
CONTACT
U.S. Department of
Homeland Security
Federal Emergency
Management Agency
Tawana Mack
Tawana.Mackkfema.dhs.gov
202-786-9863
DHS-FEMA-GPD
Robert Tate
Robert.Tategfema.dhs.gov
202-297-0743
Attn: (Appropriate
name here)
400 C Street, SW, 3N
Page 47 of 48
Washington, D.C.
20472-3635
ADDRESS TO RETURN
REFUND CHECKS
Please go to
www.fema.gov/how-make-
pavment-fema for further
instructions and addresses.
Page 48 of 48
U.S. Department of Homeland Security
Washington, DC 20472
ZAK�4A
5)°
FEMA
f�
US&R GENERAL MEMORANDUM — 2020-047
June 24, 2020
FOR: National Urban Search & Rescue Response System
Task Force Represe ti es d Program Managers
FROM: Buddy Ey, Chi
Admin / Finan Section
Urban Search and Rescue Branch
SUBJECT: US&R General Memorandum 2020-047 - Notice of Funding Opportunity Posted
for the FY2020 US&R Readiness Cooperative Agreement
This General Memorandum (GM) informs the National Urban Search and Rescue (US&R)
Response System (the System) that the Department of Homeland Security (DHS) Notice of
Funding Opportunity (NOFO) package for the FY2020 US&R Readiness Cooperative
Agreement has been posted to Grants.gov. In addition, the checklist used for review of each
submitted application is attached. Every task force is strongly encouraged to use this document
as a reference during application preparation.
To locate the Grant Opportunity in Grants.gov, type 97.025 into the search box and press Go.
The projected timeline for the FY2020 US&R Readiness Cooperative Agreement is as follows:
June 24, 2020: Cooperative Agreement Notice of Funding Opportunity (NOFO) package
to post on www. rg ants.gov and available for access
July 10, 2020: DUE - Submit SF424 through www.grants.gov for initial approval
July 24, 2020: DUE — All application packages submitted through the NDGrants
System. Must be received by S:OOPM Eastern Time.
August 30, 2020: Anticipated Funding Selection Date
Sept O1, 2020: Anticipated Award Date
Anticipated Period of Performance: September 01, 2020 — August 31, 2023
Please note: Previous Appendixes A (Statement of Work) and C through H (Spend Plan,
supporting documents, reporting requirements and contact lists) are no longer attachments; they
are rolled into the body of the NOFO as Appendix A - G. The former Appendix B, the Budget
Narrative, is a stand-alone attachment.
US&R Task Force members have 90 days to accept their awards from the time of ND Grants
System Notification. Note that this date is flexible, due to the time frame the task forces may need
to obtain organization approvals.
D 5 D ;D www.fema.gov
US&R General Memorandum 2020-047 — Notice of Funding Opportunity Posted for the
FY2020 US&R Readiness Cooperative Agreement Page 2
Attachments:
16162
FY2020 Application Review Checklist
US&R Strategic Group
US&R Advisory Group
US&R Branch Staff
FEMA Regional/Federal/International ESF 49 Representatives
US&R Task Force Grant Managers
www.fema.gov
Award Letter
U.S. Department of Homeland Security
Washington, D.C. 20472
Erik Sanchez
City of Miami - Florida Task Force II
444 SW 2ND Avenue, 10th Floor
Miami, FL 33130 -
Re: Grant No. EMW-2020-CA-00056
Dear Erik Sanchez:
Congratulations, on behalf of the Department of Homeland Security, your application for financial assistance submitted under
the Fiscal Year (FY) 2020 National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement
has been approved in the amount of $1,222,631.00. You are not required to match this award with any amount of non -Federal
funds.
Before you request and receive any of the Federal funds awarded to you, you must establish acceptance of the award. By
accepting this award, you acknowledge that the terms of the following documents are incorporated into the terms of your
award:
• Agreement Articles (attached to this Award Letter)
• Obligating Document (attached to this Award Letter)
• FY 2020 National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement Notice of
Funding Opportunity.
Please make sure you read, understand, and maintain a copy of these documents in your official file for this award.
In order to establish acceptance of the award and its terms, please follow these instructions:
Step 1: Please log in to the ND Grants system at https://portal.fema.gov.
Step 2: After logging in, you will see the Home page with a Pending Tasks menu. Click on the Pending Tasks menu, select the
Application sub -menu, and then click the link for "Award Offer Review" tasks. This link will navigate you to Award Packages
that are pending review.
Step 3: Click the Review Award Package icon (wrench) to review the Award Package and accept or decline the award. Please
save or print the Award Package for your records.
System for Award Management (SAM): Grant recipients are to keep all of their information up to date in SAM, in particular,
your organization's name, address, DUNS number, EIN and banking information. Please ensure that the DUNS number used
in SAM is the same one used to apply for all FEMA awards. Future payments will be contingent on the information provided
in the SAM; therefore, it is imperative that the information is correct. The System for Award Management is located at http://
www.sam.gov.
If you have any questions or have updated your information in SAM, please let your Grants Management Specialist (GMS)
know as soon as possible. This will help us to make the necessary updates and avoid any interruptions in the payment
process.
CHRISTOPHER PATRICK LOGAN GPD Assistant Administrator
Agreement Articles
Tue Sep 01 00:00:00 GMT 2020
U.S. Department of Homeland Security
Washington, D.C. 20472
AGREEMENT ARTICLES
National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement
GRANTEE: City of Miami - Florida Task Force II
PROGRAM: National Urban Search & Rescue
(US&R) Response System Readiness
Cooperative Agreement
AGREEMENT NUMBER: EMW-2020-CA-00056-S01
TABLE OF CONTENTS
Article I USA PATRIOT Act of 2001
Article II Universal Identifier and System of Award Management
Article III Nondiscrimination in Matters Pertaining to Faith -Based
Organizations
Article IV SAFECOM
Article V Copyright
Article VI Federal Debt Status
Article VI Americans with Disabilities Act of 1990
Article VIII False Claims Act and Program Fraud Civil Remedies
Article IX Duplication of Benefits
Article X Federal Leadership on Reducing Text Messaging while
Driving
Article XI Reporting Subawards and Executive Compensation
Article XII Non -Supplanting Requirement
Article XI II
Best Practices for Collection and Use of Personally
Identifiable Information (PII)
Article XIV
National Environmental Policy Act
Article XV
Rehabilitation Act of 1973
Article XVI
Limited English Proficiency (Civil Rights Act of 1964, Title VI)
Article XVII
Hotel and Motel Fire Safety Act of 1990
Article XVIII
Disposition of Equipment Acquired Under the Federal Award
Article XIX
Trafficking Victims Protection Act of 2000 (TVPA)
Article XX
Prior Approval for Modification of Approved Budget
Article XXI
Reporting of Matters Related to Recipient Integrity and
Performance
Article XXII
Acceptance of Post Award Changes
Article XXIII
Assurances, Administrative Requirements, Cost Principles,
Representations and Certifications
Article XXIV
Whistleblower Protection Act
Article XXV
Patents and Intellectual Property Rights
Article XXVI
Energy Policy and Conservation Act
Article XXVII
Civil Rights Act of 1964 - Title VI
Article XXVIII
Notice of Funding Opportunity Requirements
Article XXIX
Lobbying Prohibitions
Article XXX
Terrorist Financing
Article XXXI
Drug -Free Workplace Regulations
Article XXXII
Acknowledgement of Federal Funding from DHS
Article XXXIII
Age Discrimination Act of 1975
Article XXXIV
Activities Conducted Abroad
Article XXXV
DHS Specific Acknowledgements and Assurances
Article XXXVI
Article XXXVII
Article XXXVI II
Article XXXIX
Article XL
Article XLI
Article XLI I
Article XLIII
Article XLIV
Article XLV
Article I - USA PATRIOT Act of 2001
Civil Rights Act of 1968
Education Amendments of 1972 (Equal Opportunity in
Education Act) - Title IX
Fly America Act of 1974
Debarment and Suspension
Use of DHS Seal, Logo and Flags
Procurement of Recovered Materials
Program Income
Cooperative Agreement; Federal Involvement
Renovation and Modification Costs
Warehouse Leases
Recipients must comply with requirements of Section 817 of the Uniting and Strengthening America by Providing Appropriate
Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA PATRIOT Act), Pub. L. No. 107-56, which amends 18
U.S.C. sections 175-175c.
Article II - Universal Identifier and System of Award Management
Recipients are required to comply with the requirements set forth in the government -wide financial assistance award term
regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25, Appendix A,
the full text of which is incorporated here by reference.
Article III - Nondiscrimination in Matters Pertaining to Faith -Based Organizations
It is DHS policy to ensure the equal treatment of faith -based organizations in social service programs administered or
supported by DHS or its component agencies, enabling those organizations to participate in providing important social
services to beneficiaries. Recipients must comply with the equal treatment policies and requirements contained in 6 C.F.R.
Part 19 and other applicable statues, regulations, and guidance governing the participations of faith -based organizations in
individual DHS programs.
Article IV - SAFECOM
Recipients receiving federal financial assistance awards made under programs that provide emergency communication
equipment and its related activities must comply with the SAFECOM Guidance for Emergency Communication Grants,
including provisions on technical standards that ensure and enhance interoperable communications.
Article V - Copyright
Recipients must affix the applicable copyright notices of 17 U.S.C. sections 401 or 402 and an acknowledgement of U.S.
Government sponsorship (including the award number) to any work first produced under federal financial assistance awards.
Article VI - Federal Debt Status
All recipients are required to be non -delinquent in their repayment of any federal debt. Examples of relevant debt include
delinquent payroll and other taxes, audit disallowances, and benefit overpayments. (See OMB Circular A-129.)
Article VII - Americans with Disabilities Act of 1990
Recipients must comply with the requirements of Titles I, II, and III of the Americans with Disabilities Act, Pub. L. No. 101-336
(1990) (codified as amended at 42 U.S.C. sections 12101-12213), which prohibits recipients from discriminating on the basis
of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and
certain testing entities.
Article VIII - False Claims Act and Program Fraud Civil Remedies
Recipients must comply with the requirements of the False Claims Act, 31 U.S.C. sections 3729-3733, which prohibits the
submission of false or fraudulent claims for payment to the federal government. (See 31 U.S.C. sections 3801-3812, which
details the administrative remedies for false claims and statements made.)
Article IX - Duplication of Benefits
Any cost allocable to a particular federal financial assistance award provided for in 2 C.F.R. Part 200, Subpart E may not
be charged to other federal financial assistance awards to overcome fund deficiencies; to avoid restrictions imposed by
federal statutes, regulations, or federal financial assistance award terms and conditions; or for other reasons. However, these
prohibitions would not preclude recipients from shifting costs that are allowable under two or more awards in accordance with
existing federal statutes, regulations, or the federal financial assistance award terms and conditions.
Article X - Federal Leadership on Reducing Text Messaging while Driving
Recipients are encouraged to adopt and enforce policies that ban text messaging while driving as described in E.O. 13513,
including conducting initiatives described in Section 3(a) of the Order when on official government business or when
performing any work for or on behalf of the federal government.
Article XI - Reporting Subawards and Executive Compensation
Recipients are required to comply with the requirements set forth in the government -wide award term on Reporting Subawards
and Executive Compensation located at 2 C.F.R. Part 170, Appendix A, the full text of which is incorporated here by reference
in the award terms and conditions.
Article XII - Non -Supplanting Requirement
Recipients receiving federal financial assistance awards made under programs that prohibit supplanting by law must ensure
that federal funds do not replace (supplant) funds that have been budgeted for the same purpose through non-federal
sources.
Article XIII - Best Practices for Collection and Use of Personally Identifiable Information (PII)
Recipients who collect PII are required to have a publicly available privacy policy that describes standards on the usage and
maintenance of the PII they collect. DHS defines personally identifiable information (PII) as any information that permits the
identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual.
Recipients may also find the DHS Privacy Impact Assessments: Privacy Guidance and Privacy Template as useful resources
respectively.
Article XIV - National Environmental Policy Act
Recipients must comply with the requirements of the National Environmental Policy Act of 1969 (NEPA), Pub. L. No. 91-190
(1970) (codified as amended at 42 U.S.C. section 4321 et seq.) and the Council on Environmental Quality (CEQ) Regulations
for Implementing the Procedural Provisions of NEPA, which require recipients to use all practicable means within their
authority, and consistent with other essential considerations of national policy, to create and maintain conditions under which
people and nature can exist in productive harmony and fulfill the social, economic, and other needs of present and future
generations of Americans.
Article XV - Rehabilitation Act of 1973
Recipients must comply with the requirements of Section 504 of the Rehabilitation Act of 1973, Pub. L. No. 93-112 (1973),
(codified as amended at 29 U.S.C. section 794,) which provides that no otherwise qualified handicapped individuals in
the United States will, solely by reason of the handicap, be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving federal financial assistance.
Article XVI - Limited English Proficiency (Civil Rights Act of 1964, Title VI)
Recipients must comply with Title VI of the Civil Rights Act of 1964, (42 U.S.C. section 2000d et seq.) prohibition against
discrimination on the basis of national origin, which requires that recipients of federal financial assistance take reasonable
steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services.
For additional assistance and information regarding language access obligations, please refer to the DHS Recipient
Guidance: https://www.dhs.,qov/quidance-published-help-department-supported-organizations-provide-meaningful-access-
people-limited and additional resources on http://www.lepgov.
Article XVII - Hotel and Motel Fire Safety Act of 1990
In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. section 2225a, recipients must ensure
that all conference, meeting, convention, or training space funded in whole or in part with federal funds complies with the fire
prevention and control guidelines of the Federal Fire Prevention and Control Act of 1974, (codified as amended at 15 U.S.C.
section 2225.)
Article XVIII - Disposition of Equipment Acquired Under the Federal Award
When original or replacement equipment acquired under this award by the recipient or its sub -recipients is no longer needed
for the original project or program or for other activities currently or previously supported by DHS/FEMA, you must request
instructions from DHS/FEMA to make proper disposition of the equipment pursuant to 2 C.F.R. Section 200.313.
Article XIX - Trafficking Victims Protection Act of 2000 (TVPA)
Recipients must comply with the requirements of the government -wide financial assistance award term which implements
Section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), codified as amended at 22 U.S.C. section 7104. The
award term is located at 2 C.F.R. section 175.15, the full text of which is incorporated here by reference.
Article XX - Prior Approval for Modification of Approved Budget
Before making any change to the DHS/FEMA approved budget for this award, you must request prior written approval from
DHS/FEMA where required by 2 C.F.R. Section 200.308. DHS/FEMA is also utilizing its discretion to impose an additional
restriction under 2 C.F.R. Section 200.308(e) regarding the transfer of funds among direct cost categories, programs,
functions, or activities. Therefore, for awards with an approved budget where the Federal share is greater than the simplified
acquisition threshold (currently $250,000), you may not transfer funds among direct cost categories, programs, functions,
or activities without prior written approval from DHS/FEMA where the cumulative amount of such transfers exceeds or is
expected to exceed ten percent (10%) of the total budget DHS/FEMA last approved. You must report any deviations from
your DHS/FEMA approved budget in the first Federal Financial Report (SF-425) you submit following any budget deviation,
regardless of whether the budget deviation requires prior written approval.
Article XXI - Reporting of Matters Related to Recipient Integrity and Performance
If the total value of any currently active grants, cooperative agreements, and procurement contracts from all federal awarding
agencies exceeds $10,000,000 for any period of time during the period of performance of this federal award, then the
recipients must comply with the requirements set forth in the government -wide Award Term and Condition for Recipient
Integrity and Performance Matters located at 2 C.F.R. Part 200, Appendix XI I, the full text of which is incorporated here by
reference in the award terms and conditions.
Article XXII - Acceptance of Post Award Changes
In the event FEMA determines that changes are necessary to the award document after an award has been made, including
changes to period of performance or terms and conditions, recipients will be notified of the changes in writing. Once
notification has been made, any subsequent request for funds will indicate recipient acceptance of the changes to the
award. Please call the FEMA/GMD Call Center at (866) 927-5646 or via e-mail to ASK-GMDa_fema.dhs.gov if you have any
questions.
Article XXIII - Assurances, Administrative Requirements, Cost Principles, Representations and Certifications
DHS financial assistance recipients must complete either the Office of Management and Budget (OMB) Standard Form 424B
Assurances - Non -Construction Programs, or OMB Standard Form 424D Assurances - Construction Programs, as applicable.
Certain assurances in these documents may not be applicable to your program, and the DHS financial assistance office (DHS
FAO) may require applicants to certify additional assurances. Applicants are required to fill out the assurances applicable to
their program as instructed by the awarding agency. Please contact the DHS FAO if you have any questions.
DHS financial assistance recipients are required to follow the applicable provisions of the Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards located at Title 2, Code of Federal Regulations
(C.F.R.) Part 200, and adopted by DHS at 2 C.F.R. Part 3002.
Article XXIV - Whistleblower Protection Act
Recipients must comply with the statutory requirements for whistleblower protections (if applicable) at 10 U.S.0 section 2409,
41 U.S.C. section 4712, and 10 U.S.C. section 2324, 41 U.S.C. sections 4304 and 4310.
Article XXV - Patents and Intellectual Property Rights
Recipients are subject to the Bayh-Dole Act, 35 U.S.C. section 200 et seq, unless otherwise provided by law. Recipients are
subject to the specific requirements governing the development, reporting, and disposition of rights to inventions and patents
resulting from federal financial assistance awards located at 37 C.F.R. Part 401 and the standard patent rights clause located
at 37 C.F.R. section 401.14.
Article XXVI - Energy Policy and Conservation Act
Recipients must comply with the requirements of the Energy Policy and Conservation Act, Pub. L. No. 94- 163 (1975) (codified
as amended at 42 U.S.C. section 6201 et seq.), which contain policies relating to energy efficiency that are defined in the state
energy conservation plan issued in compliance with this Act.
Article XXVII - Civil Rights Act of 1964 - Title VI
Recipients must comply with the requirements of Title VI of the Civil Rights Act of 1964 (codified as amended at 42 U.S.C.
section 2000d et seq.), which provides that no person in the United States will, on the grounds of race, color, or national origin,
be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity
receiving federal financial assistance. DHS implementing regulations for the Act are found at 6 C.F.R. Part 21 and 44 C.F.R.
Part 7.
Article XXVIII - Notice of Funding Opportunity Requirements
All the instructions, guidance, limitations, and other conditions set forth in the Notice of Funding Opportunity (NOFO) for this
program are incorporated here by reference in the award terms and conditions. All recipients must comply with any such
requirements set forth in the program NOFO.
Article XXIX - Lobbying Prohibitions
Recipients must comply with 31 U.S.C. section 1352, which provides that none of the funds provided under a federal financial
assistance award may be expended by the recipient to pay any person to influence, or attempt to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with any federal action related to a federal award or contract, including any extension, continuation,
renewal, amendment, or modification.
Article XXX - Terrorist Financing
Recipients must comply with E.O. 13224 and U.S. laws that prohibit transactions with, and the provisions of resources and
support to, individuals and organizations associated with terrorism. Recipients are legally responsible to ensure compliance
with the Order and laws.
Article XXXI - Drug -Free Workplace Regulations
Recipients must comply with drug -free workplace requirements in Subpart B (or Subpart C, if the recipient is an individual) of 2
C.F.R. Part 3001, which adopts the Government -wide implementation (2 C.F.R. Part 182) of Sec. 5152-5158 of the Drug -Free
Workplace Act of 1988 (41 U.S.C. sections 8101-8106).
Article XXXII - Acknowledgement of Federal Funding from DHS
Recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposal, bid
invitations, and other documents describing projects or programs funded in whole or in part with federal funds.
Article XXXIII - Age Discrimination Act of 1975
Recipients must comply with the requirements of the Age Discrimination Act of 1975, Pub. L. No. 94-135 (1975) (codified as
amended at Title 42, U.S. Code, section 6101 et seq.), which prohibits discrimination on the basis of age in any program or
activity receiving federal financial assistance.
Article XXXIV - Activities Conducted Abroad
Recipients must ensure that project activities carried on outside the United States are coordinated as necessary with
appropriate government authorities and that appropriate licenses, permits, or approvals are obtained.
Article XXXV - DHS Specific Acknowledgements and Assurances
All recipients, subrecipients, successors, transferees, and assignees must acknowledge and agree to comply with applicable
provisions governing DHS access to records, accounts, documents, information, facilities, and staff.
1. Recipients must cooperate with any compliance reviews or compliance investigations conducted by DHS.
2. Recipients must give DHS access to, and the right to examine and copy, records, accounts, and other documents and
sources of information related to the federal financial assistance award and permit access to facilities, personnel, and other
individuals and information as may be necessary, as required by DHS regulations and other applicable laws or program
guidance.
3. Recipients must submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate
backup documentation to support the reports.
4. Recipients must comply with all other special reporting, data collection, and evaluation requirements, as prescribed by law
or detailed in program guidance.
5. Recipients of federal financial assistance from DHS must complete the DHS Civil Rights Evaluation Tool within thirty (30)
days of receipt of the Notice of Award or, for State Administering Agencies, thirty (30) days from receipt of the DHS Civil
Rights Evaluation Tool from DHS or its awarding component agency. After the initial submission for the first award under
which this term applies, recipients are required to provide this information once every two (2) years as long as they have an
active award, not every time an award is made. Recipients should submit the completed tool, including supporting materials,
to Civil Rig htsEvaluationCcahq.dhs.gov. This tool clarifies the civil rights obligations and related reporting requirements
contained in the DHS Standard Terms and Conditions. Subrecipients are not required to complete and submit this tool to
DHS. The evaluation tool can be found at https://www.dhs.gov/publication/dhs-civil-rights-evaluation-tool.
6. The DHS Office for Civil Rights and Civil Liberties will consider, in its discretion, granting an extension if the recipient
identifies steps and a timeline for completing the tool. Recipients should request extensions by emailing the request
to Civil Rights Evaluationahq.dhs.gov prior to expiration of the 30-day deadline.
Article XXXVI - Civil Rights Act of 1968
Recipients must comply with Title VIII of the Civil Rights Act of 1968, Pub. L. No. 90-284, as amended through Pub. L. 113-4,
which prohibits recipients from discriminating in the sale, rental, financing, and advertising of dwellings, or in the provision of
services in connection therewith, on the basis of race, color, national origin, religion, disability, familial status, and sex (see
42 U.S.C. section 3601 et seq.), as implemented by the U.S. Department of Housing and Urban Development at 24 C.F.R.
Part 100. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more
dwelling units-i.e., the public and common use areas and individual apartment units (all units in buildings with elevators and
ground -floor units in buildings without elevators) -be designed and constructed with certain accessible features. (See 24 C.F.R.
Part 100, Subpart D.)
Article XXXVII - Education Amendments of 1972 (Equal Opportunity in Education Act) - Title IX
Recipients must comply with the requirements of Title IX of the Education Amendments of 1972, Pub. L. No. 92-318 (1972)
(codified as amended at 20 U.S.C. section 1681 et seq.), which provide that no person in the United States will, on the basis
of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any educational
program or activity receiving federal financial assistance. DHS implementing regulations are codified at 6 C.F.R. Part 17 and
44 C.F.R. Part 19.
Article XXXVIII - Fly America Act of 1974
Recipients must comply with Preference for U.S. Flag Air Carriers (air carriers holding certificates under 49 U.S.C.
section 41102) for international air transportation of people and property to the extent that such service is available, in
accordance with the International Air Transportation Fair Competitive Practices Act of 1974, 49 U.S.C. section 40118, and
the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to
Comptroller General Decision B-138942.
Article XXXIX - Debarment and Suspension
Recipients are subject to the non -procurement debarment and suspension regulations implementing Executive Orders (E.O.)
12549 and 12689, which are at 2 C.F.R. Part 180 as adopted by DHS at 2 C.F.R. Part 3000. These regulations restrict
federal financial assistance awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise
excluded from or ineligible for participation in federal assistance programs or activities.
Article XL - Use of DHS Seal, Logo and Flags
Recipients must obtain permission from their DHS FAO prior to using the DHS seal(s), logos, crests or reproductions of flags
or likenesses of DHS agency officials, including use of the United States Coast Guard seal, logo, crests or reproductions of
flags or likenesses of Coast Guard officials.
Article XLI - Procurement of Recovered Materials
States, political subdivisions of states, and their contractors must comply with Section 6002 of the Solid Waste Disposal Act,
Pub. L. No. 89-272 (1965), (codified as amended by the Resource Conservation and Recovery Act, 42 U.S.C. section 6962.)
The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection
Agency (EPA) at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable, consistent with
maintaining a satisfactory level of competition.
Article XLII - Program Income
Per 2 CFR section 200.307, recipients are encouraged to earn income to defray program costs where appropriate. Program
income means gross income earned by the recipient that is directly generated by a supported activity or earned as a result
of the Federal award during the period of performance except as provided in 2 CFR section 200.307 paragraph (f). Program
income includes but is not limited to income from fees for services performed, the use or rental of real or personal property
acquired under Federal awards, the sale of commodities or items fabricated under a Federal award, and principal and interest
on loans made with Federal award funds. Interest earned on advances of Federal funds is not program income. Except
as otherwise provided in Federal statutes, regulations, or the terms and conditions of the Federal award, program income
does not include rebates, credits, discounts, and interest earned on any of them. When the recipient earns program income
under this cooperative agreement, this program income must be added to the Federal award as described by 2 CFR section
200.307(e)(2)). The program income must be used for the purposes and under the conditions of the Federal award.
Article XLIII - Cooperative Agreement; Federal Involvement
Program authority and responsibility under this cooperative agreement resides with FEMA and the recipient, consistent with
the terms of the award, including the Notice of Funding Opportunity. FEMA will work with the recipient to review and refine
work plans to ensure program goals and objectives can be effectively accomplished. The recipient and its subrecipients shall
not develop or engage in the development of tasks not approved in recipient's application without post -award approval from
the FEMA program office, and the issuance of a Grant Amendment from FEMA. FEMA will monitor the project on a continual
basis by maintaining ongoing contact with the recipient and will provide input to the program's direction, in consultation with
the recipient, as needed.
Article XLIV - Renovation and Modification Costs
Except for minor renovations and modifications of existing warehouse facilities that do not change the footprint of the
structure, construction and renovation costs are not allowed. Examples of permissible minor renovation and modification
costs include but are not limited to office/storage space build-out/reconfiguration, ceilings, loading docks/doors, lighting,
HVAC, and security fencing. The National US&R Branch approval is required for reimbursement of renovation and
modification costs. The purpose of allowing minor renovation and modification costs is to ensure the equipment cache is
maintained as required under the National Urban Search and Rescue Response program. See 42 U.S.C. 5165f(I)(2); 44
C.F.R. 208.23(c)(4).
Article XLV - Warehouse Leases
Task force management is reminded you may only use cooperative agreement funds to pay for warehouse leases for a twelve
month consecutive period within the overall period of performance and that there is no guarantee of cooperative agreement
funding in future years. See Section VI, Cooperative Agreement Funding at pages 3-4. Task forces may write contracts with
an available fund's clause or option years for protection.
BUDGET COST CATEGORIES
Personnel $788,581.00
Fringe Benefits $87,462.00
Travel $51,000.00
Equipment $160,038.00
Supplies $5,000.00
Contractual $130,550.00
Construction $0.00
Indirect Charges $0.00
Other $0.00
Obligating Document for Award/Amendment
1 a. AGREEMENT NO. 2. AMENDMENT NO. 3. 4. TYPE OF ACTION 5. CONTROL NO.
EMW-2020-CA-00056-SO1 *** RECIPIENT AWARD WX03758N2020T ,
NO. WX03757N2020T
596000375
6. RECIPIENT NAME AND
ADDRESS
City of Miami - Florida Task
Force II
444 SW 2ND Avenue, loth
Floor
Miami, FL, 33130 -
7. ISSUING FEMA OFFICE AND
ADDRESS
FEMA-GPD
400 C Street, SW, 3rd floor
Washington, DC 20472-3645
POC: 866-927-5646
8. PAYMENT OFFICE AND ADDRESS
FEMA Finance Center
430 Market Street
Winchester, VA 22603
9. NAME OF RECIPIENT PHONE NO. 10. NAME OF FEMA PROJECT COORDINATOR
PROJECT OFFICER
(786)
Central Scheduling and Information Desk
Erik Sanchez
554-3155
Phone: 800-368-6498
Email: Askcsid@dhs.gov
11. EFFECTIVE DATE OF
12.
13. ASSISTANCE ARRANGEMENT
14. PERFORMANCE PERIOD
THIS ACTION
METHOD
Cost Reimbursement
From: To:
09/01/2020
OF
09/01 /2020 08/31 /2023
PAYMENT
Budget Period
PARS
09/01 /2020 08/31 /2023
15. DESCRIPTION OF ACTION
a. (Indicate funding data for awards or financial changes)
PROGRAM CFDA NO. ACCOUNTING DATA PRIOR AMOUNT CURRENT
NAME (ACCS CODE) TOTAL AWARDED TOTAL
ACRONYM XXXX-XXX-XXXXXX- AWARD THIS AWARD
XXXxx-XXXX-XXXX-X ACTION
+ OR (-)
National Urban 97.025 2020-OS-A392-D60D--3160-D $0.00 $19,821.00 $19,821.00
Search &
Rescue (US&R)
Response
System
Readiness
Cooperative
Agreement
National Urban 97.025 2020-OS-A392-D60D--4101-D $0.00 $1,202,810.00 $1,202,810.00
Search &
Rescue (US&R)
Response
System
Readiness
Cooperative
Agreement
$0.00 $1,222,631.00 $1,222,631.00
b. To describe changes other than funding data or financial changes, attach schedule and check here.
N/A
CUMULATIVE NON-
FEDERAL COMMITMENT
See Totals
See Totals
$0.00
16 a. FOR NON -DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS
DOCUMENT TO FEMA (See Block 7 for address)
National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement recipients are not required to sign and
return copies of this document. However, recipients should print and keep a copy of this document for their records.
16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN
This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited
above.
17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE
18. FEMA SIGNATORY OFFICIAL (Name and Title)
�/, � fa V
DEBORAH SUSAN SCOTT , Assistance Officer
DATE
Fri Jul 24 20:57:03 GMT
2020