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I The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Fiscal Year 2021 National Urban Search and Rescue Response System NOTE: If you are going to apply for this funding opportunity and have not obtained an Employer Identification Number (EIN), a Data Universal Numbering System (DUNS) number, are not currently registered in the System for Award Management (SAM), or your SAM registration is not active, please take immediate action to obtain an EIN and DUNS Number, if applicable, and then register immediately in SAM or, if applicable, renew your SAM registration. It may take four 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: http://www. rg ants.gov/web/grants/register.html. Detailed information regarding DUNS, EIN, and SAM is also provided in Section D of this NOFO under the subsection titled "How to Register to Apply." Detailed information regarding the time required for each registration is also provided in Section D of this NOFO under the subsection titled "Other Key Dates." Table of Contents A. Program Description................................................................................................ 1. Issued By.......................................................................................................... 2. Assistance Listings Number............................................................................ 3. Assistance Listings Title.................................................................................. 4. Funding Opportunity Title............................................................................... 5. Funding Opportunity Number.......................................................................... 6. Authorizing Authority for Program................................................................. 7. Appropriation Authority for Program.............................................................. 8. Announcement Type........................................................................................ 9. Program Category ............................................................................................ 10. Program Overview, Objectives, and Priorities ................................................ 11. Performance Measures..................................................................................... B. Federal Award Information..................................................................................... 1. Available Funding for the NOFO: $35,766,584.00....................................... 2. Projected Number of Awards: 28.................................................................. 3. Maximum Award Amount: ........................................................................... 4. Period of Performance: 36 Months.............................................................. 5. Projected Period of Performance Start Date(s): 09/01/2021........................... 6. Projected Period of Performance End Date(s): 08/31/2024 ............................ 7. Funding Instrument Type: Cooperative Agreement ...................................... C. Eligibility Information............................................................................................. 1. Eligible Applicants........................................................................................... 2. Applicant Eligibility Criteria........................................................................... 3. Other Eligibility Criteria................................................................................. 4. Maintenance of Effort (MOE)......................................................................... ............. 3 ............. 3 ............. 3 ............. 3 ............. 3 ............. 3 ............. 3 ............. 3 ............. 3 ............. 3 ............. 3 ............. 4 ............. 4 ............. 4 ............. 4 ............. 4 ............. 4 ............. 5 ............. 5 ............. 5 ............. 5 ............. 5 ............. 5 ............. 5 ............. 6 FY 2021 USR NOFO Back to the T 2 5. Cost Share or Match......................................................................................................... 6 D. Application and Submission Information................................................................................ 6 1. Key Dates and Times....................................................................................................... 6 2. Agreeing to Terms and Conditions of the Award............................................................ 7 3. Address to Request Application Package........................................................................ 7 4. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award Management (SAM), and Submit an Application........................................................... 7 5. Electronic Delivery .......................................................................................................... 8 6. How to Register to Apply through Grants.govJ............................................................... 9 7. How to Submit an Initial Application to FEMA via Grants.gov................................... 12 8. Submitting the Final Application in ND Grants............................................................ 13 9. Timely Receipt Requirements and Proof of Timely Submission .................................. 14 10. Content and Form of Application Submission............................................................... 14 11. Other Submission Requirements.................................................................................... 15 12. Intergovernmental Review............................................................................................ 16 13. Funding Restrictions and Allowable Costs.................................................................... 16 E. Application Review Information........................................................................................... 19 1. Application Evaluation Criteria..................................................................................... 19 2. Review and Selection Process....................................................................................... 20 F. Federal Award Administration Information.......................................................................... 20 1. Notice of Award............................................................................................................. 20 2. Pass -Through Requirements......................................................................................... 21 3. Administrative and National Policy Requirements........................................................ 21 4. Reporting........................................................................................................................23 5. Monitoring and Oversight.............................................................................................. 26 G. DHS Awarding Agency Contact Information....................................................................... 28 1. Contact and Resource Information................................................................................ 28 2. Systems Information...................................................................................................... 28 H. Additional Information..........................................................................................................29 1. Termination Provisions.................................................................................................. 29 2. Period of Performance Extensions................................................................................ 30 3. Disability Integration..................................................................................................... 30 4. Conflicts of Interest in the Administration of Federal Awards or Subawards............... 31 5. Procurement Integrity.................................................................................................... 32 6. Record Retention........................................................................................................... 36 7. National Incident Management System (NIMS) Implementation ................................. 37 8. Actions to Address Noncompliance............................................................................... 38 9. Audits.............................................................................................................................39 10. Payment Information..................................................................................................... 40 11. Whole Community Preparedness................................................................................... 40 12. Appendices.................................................................................................................... 41 FY 2021 USR NOFO Back to the T 3 A. Program Description 1. Issued By U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)/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 Number 97.025 3. Assistance Listings Title National Urban Search and Rescue Response System 4. Funding Opportunity Title Fiscal Year 2021 National Urban Search and Rescue Response System Readiness Cooperative Agreement 5. Funding Opportunity Number DHS-2 I -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 Consolidated Appropriations Act, 2021 (Pub. L. No. 116- 260), Title III — Protection, Preparedness, Response, and Recovery, Federal Emergency Management Agency, Operations and Support. 8. Announcement Type Initial 9. Program Category Response 10. Program Overview, Objectives, and Priorities a. Overview 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. FY 2021 USR NOFO Back to the T S b. Objectives 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. c. Priorities 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. 11. Performance Measures 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 (Estimate) 1. Available Funding for the NOFO: $35,766,584.00 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 justification. 2. Projected Number of Awards: 28 3. Maximum Award Amount (Estimate): $1,441,378 4. Period of Performance: 36 Months Extensions to the period of performance are allowed. For additional information on period of performance extensions, please refer to Section H of this NOFO. FY 2021 USR NOFO Back to the T 5 FEMA awards only include one budget period, so it will be same as the period of performance. See 2 C.F.R. § 200.1 for definitions of "budget period" and "period of performance." 5. Projected Period of Performance Start Date(s): 09/01/2021 6. Projected Period of Performance End Date(s): 08/31/2024 7. Funding Instrument Type: Cooperative Agreement C. Eligibility Information 1. Eligible Applicants FEMA-designated Urban Search and Rescue Task Force Sponsoring Agencies (See Appendices B - G) 2. Applicant Eligibility Criteria FEMA-designated Urban Search and Rescue Task Force Sponsoring Agency. 3. Other Eligibility Criteria a. National Incident Management System (NIMS) Implementation Prior to allocation of any federal preparedness awards, recipients must ensure and maintain adoption and implementation of NEWS. The list of objectives used for progress and achievement reporting is on FEMA's website at https://www.fema.gov/emergency- managers/nims/implementati on -training. Emergency management and incident response activities require carefully managed resources (personnel, teams, facilities, equipment, and/or supplies) to meet incident needs. Utilization of the standardized resource management concepts such as typing, credentialing, and inventorying, promote a strong national mutual aid capability needed to support delivery of core capabilities. Additional information on resource management, N11\4S resource typing definitions, job titles, and position qualifications is on FEMA's website at hllps://www.fema.gov/emergency-managers/nims/components. FEMA developed the National Incident Management System Guideline for the National Qualification System to describe national credentialing standards and to provide written guidance regarding the use of those standards. This guideline describes credentialing and typing processes and identifies tools that Federal Emergency Response Officials and emergency managers at all levels of government may use both routinely and to facilitate multijurisdictional coordinated responses. Although state (including territorial), local, tribal, and private sector partners (including nongovernmental organizations) are not required to credential their personnel in accordance with these guidelines, FEMA strongly encourages them to do so to leverage the federal investment in the Federal Information Processing Standards 201 infrastructure and to facilitate interoperability for personnel deployed outside their home jurisdiction. FY 2021 USR NOFO Back to the T Additional information about NEWS in general is available on FEMA's website at https://www.fema.gov/emergency-managers/nims. 4. Maintenance of Effort (MOE) There is no MOE requirement under this program 5. 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. Application Start Date: 06/16/2021 b. Application Submission Deadline: 07/15/2021 at 05:00:00 PM ET All applications must be received by the established deadline. The Non -Disaster (ND) Grants System has a date stamp that indicates when an application is submitted. Applicants will receive an electronic message confirming receipt of their submission. For additional information on how an applicant will be notified of application receipt, see the subsection titled "Timely Receipt Requirements and Proof of Timely Submission" in Section D of this NOFO. FEMA will not review applications that are received after the deadline or consider these late applications for funding. FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant's control that prevent submission of the application by the deadline, other exigent or emergency circumstances, or statutory requirements for FEMA to make an award. Applicants experiencing technical problems outside of their control must notify FEMA as soon as possible and before the application deadline. Failure to timely notify FEMA of the issue that prevented the timely filing of the application may preclude consideration of the award. "Timely notification" of FEMA means: prior to the application deadline and within 48 hours after the applicant became aware of the issue. A list of FEMA contacts can be found in Section G of this NOFO, "DHS Awarding Agency Contact Information." For additional assistance using the ND Grants System, please contact the ND Grants Service Desk at (800) 865-4076 or NDGrants(2fema.dhs. _og_v. The ND Grants Service Desk is available Monday through Friday, 9:00 AM — 6:00 PM Eastern Time (ET). For programmatic or grants management questions, please contact your Program Analyst or Grants Specialist. If applicants do not know who to contact or if there are programmatic questions or concerns, please contact the Centralized Scheduling and Information Desk (CSID) by phone at (800) 368-6498 or by e-mail at askcsidkfema.dhs.gov, Monday through Friday, 9:00 AM — 5:00 PM ET. FY 2021 USR NOFO Back to the T c. Anticipated Funding Selection Date: d. Anticipated Award Date: e. Other Key Dates No later than 08/31/2021 No later than 09/01/2021 Event Sueeested Deadline for Completion Obtaining DUNS Number Four weeks before actual submission deadline Obtaining a valid EIN Four weeks before actual submission deadline Creating an account with login.gov Four weeks before actual submission deadline Registering in SAM or Updating SAM registration Four weeks before actual submission deadline Registering in Grants.gov Four weeks before actual submission deadline Starting application in Grants.gov One week before actual submission deadline Submitting the final application in NDGrants. By the submission deadline 2. Agreeing to Terms and Conditions of the Award By applying, 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 are processed through the Grants.gov portal. Final applications are completed and submitted through FEMA's Non -Disaster Grants (ND Grants) System. Application forms and instructions are available at Grants.gov. To access these materials, go to hllp://www. rg ants.gov. Hard copies of the NOFO can be downloaded at Grants.gov or obtained via email from the Awarding Office points of contact listed in Section G of this NOFO, "DHS Awarding Agency Contact Information" or by TTY (800) 462-7585. 4. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award Management (SAM), and Submit an Application Applying for an award under this program is a multi -step process and requires time to complete. Applicants are encouraged to register early as the registration process can take four weeks or more to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines. Please review the table above for estimated deadlines to complete each of the steps listed. Failure of an applicant to comply with any of the required steps before the deadline for submitting an application may disqualify that application from funding. To apply for an award under this program, all applicants must: FY 2021 USR NOFO Back to the T a. Apply for, update, or verify their Data Universal Numbering System (DUNS) number from Dun & Bradstreet and Employer Identification Number (EIN) from the Internal Revenue Service; b. In the application, provide a valid 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. g. Establish an Authorized Organizational Representative (AOR) in Grants.gov. h. Register in ND Grants i. Submit an initial application in Grants.gov. j. Submit the final application in ND Grants, including electronically signing applicable forms; and k. Always continue to maintain an active SAM registration with current information during which it has an active federal award or an application or plan under consideration by a federal awarding agency. As part of this, applicants must also provide information on an applicant's immediate and highest -level owner and subsidiaries, as well as on all predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable. Specific instructions on how to apply for, update, or verify a DUNS number or SAM registration or establish an AOR are included below in the steps for applying through Grants.gov. Applicants are advised that 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 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, 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. Per 2 C.F.R. § 25.110(c)(2)(iii), if an applicant is experiencing exigent circumstances that prevents it from receiving a DUNS number and completing SAM registration prior to receiving a federal award, the applicant must notify FEMA as soon as possible by contacting askcsidkfema.dhs.gov and providing the details of the circumstances that prevent completion of these requirements. If FEMA determines that there are exigent circumstances and FEMA has decided to make an award, the applicant will be required to obtain a DUNS number and complete SAM registration within 30 days of the federal award date. 5. Electronic Delivery FY 2021 USR NOFO Back to the T Vol 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, FEMA requires applicants to submit initial applications through Grants.gov and a final application through ND Grants. 6. How to Register to Apply through Grants.gov a. General Instructions: Registering and applying for an award under this program is a multi -step process and requires time to complete. Read the instructions below about registering to apply for FEMA 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. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission. Organizations must have a Data Universal Numbering System (DUNS) Number, Employer Identification Number (EIN), and an active System for Award Management (SAM) registration. Organizations must also have a Grants.gov account to apply for an award under this program. 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 can be found on Grants.gov here: https://www. ra�nts.gov/web/ rants/applicants/organization-registration.html. If individual applicants are eligible to apply for this grant funding opportunity, refer to: hllps://www. rg ants.gov/web/ rag nts/applicants/registration.html. b. Obtain a DUNS 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: hllps://www. rg ants.gov/web/ rg ants/applicants/organization-registration/step-l-obtain-duns- number.html Note: At some point, the DUNS Number will be replaced by a "new, non-proprietary identifier" requested in, and assigned by, SAM.gov. This new identifier is being called the Unique Entity Identifier (UEI), or the Entity ID. Grants.gov has begun preparing for this FY 2021 USR NOFO Back to the T 10 transition by educating users about the upcoming changes and updating field labels and references to the DUNS Number (the current identifier) within the Grants.gov system. Users should continue using the DUNS Number in UEI fields until further notice. To learn more about SAM's rollout of the UEI, please visit hLtps://gsa.gov/entiiyi . c. Obtain Employer Identification Number In addition to having a DUNS number, all entities applying for funding must provide an Employer Identification Number (EIN). The EIN can be obtained from the IRS by visiting: hllps://www.irs. gov/businesses/small-businesses-self-employed/ilpply-for-an-employ i denti fi c ati on -numb er-ein-online. d. Create a login.gov account. Applicants must have a login.gov account in order to register with SAM or update their SAM registration. Applicants can create a login.gov account here: hops://secure.login._og v/sign up/enteremail?request id=34fl9fa8-14a2-438c-8323- a62b99571fd3. Applicants only have to create a login.gov account once. For applicants that are existing SAM users, use the same email address for the login.gov account as with SAM.gov so that the two accounts can be linked. For more information on the login.gov requirements for SAM registration, refer to: hllps://www.sam.gov/SAM/Tages/Tublic/loginFAQ.jsf. e. Register with SAM. In addition to having a DUNS number, all organizations applying online through Grants.gov must register with 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: hM2s://www. r�gov/web/ ra�pplicants/organization-registration/step-2-register-with- sam.html. Note: As a new requirement per 2 C.F.R. § 25.200, applicants must also provide the applicant's immediate and highest -level owner, subsidiaries, and predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable. I. ADDITIONAL SAM REMINDERS Existing SAM.gov account holders should check their account to make sure it is "ACTIVE." SAM registration should be completed at the very beginning of the application period and should be renewed annually to avoid being "INACTIVE." Please allow plenty of time before the grant application submission deadline to obtain a DUNS number and then to register in SAM. It may be four weeks or more after an applicant submits the SAM registration before the registration is active in SAM, and then it may be an additional 24 hours before FEMA's system recognizes the information. FY 2021 USR NOFO Back to the T 11 It is imperative that the information applicants provide is correct and current. Please ensure that your organization's name, address, DUNS number, and Employer Identification Number, or EIN, are up to date in SAM and that the DUNS number used in SAM is the same one used to apply for all other FEMA awards. Payment under any FEMA award is contingent on the recipient's having a current SAM registration. II. HELP WITH SAM The SAM quick start guide for new recipient registration and SAM video tutorial for new applicants are tools created by the General Services Administration (GSA) to assist those registering with SAM. If applicants have questions or concerns about a SAM registration, please contact the Federal Support Desk at https://www.fsd.gov/fsd-gov/home.do or call toll free (866) 606-8220. f. Create a Grants.gov Account. The next step in the registration process is to create an account with Grants.gov. Applicants must know their organization's DUNS number to complete this process. For more information, follow the on -screen instructions or refer to: hiips://www. rg ants.gov/web/ rag nts/applicants/registration.html. See also Section D.8 in this NOFO, "Submitting the Final Application in ND Grants," for instructions on how to register early in ND Grants. g. 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: hllps://www. rg ants.gov/web/ rag nts/applicants/registration/add-profile.html. h. 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.grants. gov/web/grants/applicants/registration/authorize-roles.html. i. Track Role Status: FY 2021 USR NOFO Back to the T 12 To track your role request, refer to: https://www. rg ants.gov/web/ rag nts/applicants/registration/track-role-status.html. j. 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 individuals who are able to make legally binding commitments on behalf of the organization as an AOR; this step is often missed, and it is crucial for valid and timely submissions. 7. How to Submit an Initial Application to FEMA via Grants.gov Standard Form 424 (SF-424) is the initial application for this NOFO. Grants.gov applicants can apply online using a workspace. A workspace is a shared, online environment where members of a grant team may simultaneously access and edit different web forms within an application. For each Notice of Funding Opportunity, you can create individual instances of a workspace. Applicants are encouraged to submit their initial applications in Grants.gov at least seven days before the application deadline. In Grants.gov, applicants need to submit the following forms: • SF-424, Application for Federal Assistance • Grants.gov Lobbying Form, Certification Regarding Lobbying Below is an overview of applying on Grants.gov. For access to complete instructions on how to apply for opportunities using Workspace, refer to: hltps://www.grants. gov/web/grants/applicants/workspace-overvi ew.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. c. Adobe Reader: If you decide not to apply by filling out webforms you can download individual PDF forms in Workspace so that they will appear similar to other Standard or DHS forms. 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: https://www.grants.gov/web/grants/applicants/adobe- software-compatibility.html FY 2021 USR NOFO Back to the T 13 d. Mandatory Fields in Forms: hi 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. 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: After successfully submitting a workspace package, 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. h. Additional Training and Applicant Support. For additional training resources, including video tutorials, refer to: hllps://www. rg ants.gov/web/ rg ants/applicants/applicant-training html Grants.gov provides applicants 24/7 (except federal holidays) support via the toll -free number (800) 518-4726, email at supportLgrants. gov and the website at hllps://www. rg ants. og v/support.html. 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 FEMA with tracking your issue and understanding background information on the issue. 8. Submitting the Final Application in ND Grants After submitting the initial application in Grants.gov, eligible applicants will be notified by 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 or, at the latest, seven days before the application deadline. Early registration will allow applicants to have adequate time to start and complete their applications. FY 2021 USR NOFO Back to the T 14 Applicants needing assistance registering for the ND Grants system should 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 https://www.fema.gov/ rg ants/guidance-tools/non- disaster-grants-management-s, sue. In ND Grants, applicants will be prompted to submit the standard application information and any program -specific information required as described in Section D.10 of this NOFO, "Content and Form of Application Submission.". 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. For additional application submission requirements, including program -specific requirements, please refer to the subsection titled "Content and Form of Application Submission" under Section D of this NOFO, and Appendix A, and FEMA Form 089-0-10 (Available on hllp://www. rg ants.y) 9. 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 in Grants.gov will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of its initial application. This notification does not serve as proof of timely submission, as the application is not complete until it is submitted in ND Grants. 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 the application deadline. 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. Applicants who experience system -related issues will be addressed until 3:00 PM ET on the date applications are due. No new system -related issues will be addressed after this deadline. Applications not received by the application submission deadline will not be accepted. 10. Content and Form of Application Submission a. Standard Required Application Forms and Information 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 htt2s://www.grants.gov/web/grants/forms/sf-424-family. FY 2021 USR NOFO Back to the T 15 I. GRANTs.GOv SF-424, Application for Federal Assistance, initial application submitted through Grants.gov Grants.gov Lobbying Form, Certification Regarding Lobbying, submitted through Grants.gov II. ND GRANTS • SF-424A, Budget Information (Non -Construction), submitted via the forms generated by ND Grants o for construction under an award, submit SF-424C, Budget Information (Construction), submitted via the forms generated by ND Grants, in addition to or instead of SF-424A • SF-424B, Standard Assurances (Non -Construction), submitted via the forms generated by ND Grants o for construction under an award, submit SF-424D, Standard Assurances (Construction), submitted via the forms generated by ND Grants, in addition to or instead of SF-424B • SF-LLL, Disclosure of Lobbying Activities, submitted via the forms generated by ND Grants • Indirect Cost Agreement or Proposal submitted as an attachment in ND Grants if the budget includes indirect costs and the applicant is required to have an indirect cost rate agreement or proposal. If the applicant does not have or is not required to have an indirect cost rate agreement or proposal, please see Section D.13 of this NOFO, "Funding Restrictions and Allowable Costs," for further information regarding allowability of indirect costs and whether alternatives to an indirect cost rate agreement or proposal might be available, or contact the relevant FEMA staff identified in Section G of this NOFO, "DHS Awarding Agency Contact Information" for further instructions. b. Program -Specific Required Forms and Information The following program -specific forms or information are required to be submitted in NDGrants: ■ 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 A completed Vehicle Support Unit Purchase Replacement/Disposal Justification Form, FEMA Form 089-0-26 11. 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 2021 Readiness Cooperative Agreement Statement of Work. (Appendix A) FY 2021 USR NOFO Back to the T 16 12. 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-order/12372.html, hllps://www.whitehouse. og v/wp-content/uploads/2020/01/spoc_1 16_2020.pdf). 13. Funding Restrictions and Allowable Costs All costs charged to awards covered by this NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200, unless otherwise indicated in the NOFO, or the terms and conditions of the award. This includes, among other requirements, that costs must be incurred, and products and services must be delivered, within the period of performance of the award. See 2 C.F.R. § 200.403(h) (referring to budget periods, which for FEMA awards is the same as the period of performance). In general, the Cost Principles establish standards for the allowability of costs, provide detailed guidance on the cost accounting treatment of costs as direct or administrative costs, and set forth allowability principles for selected items of cost. More specifically, except as otherwise stated in this NOFO, the terms and condition of an award, or other program materials, costs charged to awards covered by this NOFO must be consistent with the Cost Principles for Federal Awards located at 2 C.F.R. Part 200, Subpart E. To be allowable, all costs charged to a FEMA award or applied to the cost share must be reasonable in nature and amount and allocable to the particular FEMA award. Additionally, all costs charged to awards must comply with the grant program's applicable statutes, policies, requirements in this NOFO as well as with the terms and conditions of the award. If FEMA staff identify costs that are inconsistent with any of these requirements, these costs may be disallowed, and FEMA may recover funds as appropriate, consistent with applicable laws, regulations, and policies. As part of those requirements, grant recipients and subrecipients may only use federal funds or funds applied to a cost share for the purposes set forth in this NOFO and the terms and conditions of the award, and those costs must be consistent with the statutory authority for the award. Grant funds may not be used for matching funds for 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. a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services Recipients and subrecipients of FEMA federal financial assistance are subject to the prohibitions described in section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018) and 2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200. Beginning August 13, FY 2021 USR NOFO Back to the T 17 2020, the statute — as it applies to FEMA recipients, subrecipients, and their contractors and subcontractors — prohibits obligating or expending federal award funds on certain telecommunications and video surveillance products and contracting with certain entities for national security reasons. Additional guidance is available at Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services (Interim) FEMA Policy #405-143-1. Effective August 13, 2020, FEMA recipients and subrecipients may not use any FEMA funds under open or new awards to: (1) Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system. (2) Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; or (3) Enter into, extend, or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. I. REPLACEMENT EQUIPMENT AND SERVICES FEMA grant funding may be permitted to procure replacement equipment and services impacted by this prohibition, provided the costs are otherwise consistent with the requirements of the NOFO. II. DEFINITIONS Per section 889(f)(2)-(3) of the FY 2019 NDAA and 2 C.F.R. § 200.216, covered telecommunications equipment or services means: i. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation, (or any subsidiary or affiliate of such entities). ii. For the purpose of public safety, security of Government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities); iii. Telecommunications or video surveillance services provided by such entities or using such equipment; or iv. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the People's Republic of China. FY 2021 USR NOFO Back to the T 18 Examples of the types of products covered by this prohibition include phones, internet, video surveillance, and cloud servers when produced, provided, or used by the entities listed in the definition of "covered telecommunications equipment or services." See 2 C.F.R. § 200.471. b. 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. 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. M&A costs are not operational costs. They are the necessary costs incurred in direct support of the grant or because of the grant and should be allocated across the entire lifecycle of the grant. 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 2 C.F.R. § 200.414. Applicants with a current 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. Not all applicants are required to have a current negotiated indirect cost rate agreement. 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. Applicants who do not have a current negotiated indirect cost rate agreement (including a provisional rate) and wish to charge the de minimis rate must reach out to the Grants Management Specialist or other relevant FEMA position for further instructions. Applicants who wish to use a cost allocation plan in lieu of an indirect cost rate must also reach out to the Grants Management Specialist or other relevant FEMA position for further instructions. Post -award requests to charge indirect costs will be considered on a case-by- FY 2021 USR NOFO Back to the T we, case basis and based upon the submission of an agreement or proposal as discussed above or based upon on the de minimis rate or cost allocation plan, as applicable. e. Other 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 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 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. 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 B) 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 2021 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. § 3354, as amended by the Payment Integrity Information Act of 2019, Pub. L. No. 116-117 (2020); 41 U.S.C. § 2313; and 2 C.F.R. § 200.206 to review information available through any Office of Management and Budget (OMB) -designated repositories of governmentwide eligibility qualification or financial integrity information, including whether the applicant is suspended or debarred. FEMA may also pose additional questions to the applicant to aid in conducting the pre -award risk review. Therefore, application evaluation criteria may include the following risk -based considerations of the applicant: FY 2021 USR NOFO Back to the T 20 i. Financial stability. ii. Quality of management systems and ability to meet management standards. iii. History of performance in managing federal award. iv. Reports and findings from audits. v. 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: FEMA is required to review and consider any information about the applicant, including information on the applicant's immediate and highest -level owner, subsidiaries, and predecessors, if applicable, that is in the designated integrity and performance system accessible through the System for Award Management (SAM), which is currently the Federal Awardee Performance and Integri1y Information System (FAPIIS). ii. An applicant, at its option, may review information in FAPIIS and comment on any information about itself that a federal awarding agency previously entered. iii. 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. § 200.206. 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 #9 (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 2021 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 the terms and conditions associated with responsibilities under federal awards. Recipients must accept all conditions in this NOFO as well as any specific terms and conditions in the Notice of Award to receive an award under this program. FY 2021 USR NOFO Back to the T 21 Notification of award approval is made through the ND Grants system through an automatic electronic mail to the recipient's authorized official listed in the initial application. The recipient should follow the directions in the notification to confirm acceptance of the award. Recipients must accept their awards no later than 90 days from the award date. The recipient shall notify FEMA 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, which is available at hllps://www.fema.gov/ rg ants/guidance-tools/non-disaster- rg ants- management-s. s� along with other ND Grants materials. Funds will remain on hold until the recipient accepts the award through the ND Grants system and all other conditions of the award have been satisfied or until the award is otherwise rescinded. Failure to accept a grant award within the 90-day timeframe may result in a loss of funds. 2. Pass -Through Requirements There are no pass -through entities under this program. 3. Administrative and National Policy Requirements In addition to the requirements of in this section and in this NOFO, FEMA may place specific terms and conditions on individual awards in accordance with 2 C.F.R. Part 200. 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 was made. What terms and conditions will apply for the award will be clearly stated in the award package at the time of award. b. Ensuring the Protection of Civil Rights As the Nation works towards achieving the National Preparedness Goal, it is important to continue to protect the civil rights of individuals. Recipients and subrecipients must carry out their programs and activities, including those related to the building, sustainment, and delivery of core capabilities, in a manner that respects and ensures the protection of civil rights for protected populations. Federal civil rights statutes, such as Section 504 of the Rehabilitation Act of 1973 and Title VI of the Civil Rights Act of 1964, along with DHS and FEMA regulations, prohibit discrimination on the basis of race, color, national origin, sex, religion, age, disability, limited English proficiency, or economic status in connection with programs and activities receiving federal financial assistance from FEMA. FY 2021 USR NOFO Back to the T 22 The DHS Standard Terms and Conditions include a fuller list of the civil rights provisions that apply to recipients. These terms and conditions can be found in the DHS Standard Terms and Conditions. Additional information on civil rights provisions is available at hllps://www.fema.gov/office-equal-rights. Monitoring and oversight requirements in connection with recipient compliance with federal civil rights laws are also authorized pursuant to 44 C.F.R. Part 7. c. 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 historic properties to ensure that all activities and programs funded by FEMA, including grant -funded projects, comply with federal EHP laws, Executive Orders, regulations, and policies, as applicable. Recipients and subrecipients proposing projects that have the potential to impact the environment, including, but not limited to, the construction of communication towers, modification or renovation of existing buildings, structures, and facilities, or new construction including replacement of facilities, must participate in the FEMA EHP review process. The EHP review process involves the submission of a detailed project description along with any supporting documentation requested by FEMA to determine whether the proposed project has the potential to impact environmental resources or historic properties. In some cases, FEMA is also required to consult with other regulatory agencies and the public to complete the review process. Federal law requires EHP review to be completed before federal funds are released to carry out proposed projects. FEMA may not be able to fund projects that are not incompliance with applicable EHP laws, Executive Orders, regulations, and policies. DHS and FEMA EHP policy is found in directives and instructions available on the FEMA.gov EHP page, the FEMA website page that includes documents regarding EHP responsibilities and program requirements, including implementation of the National Environmental Policy Act and other EHP regulations and Executive Orders. Individual FEMA programs have separate procedures to conduct and document EHP review. Guidance for individual grant programs are available from applicable program offices. d. National Incident Management System (NIMS) Implementation In expending funds under this program, recipients that are state, local, tribal, or territorial governments must ensure and maintain adoption and implementation of NIMS. The state, local, tribal, or territorial government must show adoption of NIMS during any point of the period of performance. The list of objectives used for progress and achievement reporting is at https://www.fema.gov/emergency-managers/nims/implementation-training. Emergency management and incident response activities require carefully managed resources (personnel, teams, facilities, equipment, and/or supplies) to meet incident needs. Using FY 2021 USR NOFO Back to the T 23 standardized resource management concepts such as typing, credentialing, and inventorying, promote a strong national mutual aid capability needed to support delivery of core capabilities. Additional information on resource management, NEWS resource typing definitions, job titles, and position qualifications is on FEMA's website at hqps://www.fema.gov/emergency-managers/nims/components. FEMA developed the National Incident Management System Guideline for the National Qualification System to describe national credentialing standards and to provide written guidance regarding the use of those standards. This guideline describes credentialing and typing processes and identifies tools which Federal Emergency Response Officials and emergency managers at all levels of government may use both routinely and to facilitate multijurisdictional coordinated responses. Although state, local, tribal, and private sector partners (including nongovernmental organizations) are not required to credential their personnel in accordance with these guidelines, FEMA strongly encourages them to do so to leverage the federal investment in the Federal Information Processing Standards 201 infrastructure and to facilitate interoperability for personnel deployed outside their home jurisdiction. Additional information about NEWS in general is available at https://www.fema.gov/emergency-managers/nims. 4. Reporting Recipients are required to submit various financial and programmatic reports as a condition of award acceptance. Future awards and funds drawdown may be withheld if these reports are delinquent. a. Financial Reporting Requirements I. FEDERAL FINANCIAL REPORT (FFR) Recipients must report obligations and expenditures through the FFR form (SF-425) to FEMA. Recipients may review the Federal Financial Reporting Form (FFR) (SF-425) at hiips://www. rg ants.gov/web/grants/forms/post-award-reporting-fonns.html#sortby=l Recipients must file the FFR electronically using the Payment and Reporting Systems (PARS). IL FFR REPORTING PERIODS AND DUE DATES An FFR must be submitted quarterly throughout the POP, including partial calendar quarters, as well as in periods where no grant award activity occurs. The final FFR is due within 120 days after the end of the POP. Future awards and fund drawdowns may be withheld if these reports are delinquent, demonstrate lack of progress, or are insufficient in detail. Except for the final FFR due at 120 days after the end of the POP for purposes of closeout, the following reporting periods and due dates apply for the FFR: FY 2021 USR NOFO Back to the T 24 Reporting Period October 1 — December 31 Report Due Date January 30 January 1— March 31 April 30 April 1 —June 30 July 30 July 1— September 30 October 30 Future awards and fund drawdowns may be withheld if these reports are delinquent, demonstrate lack of progress, or are insufficient in detail. b. Programmatic Performance Reporting Requirements L PERFORMANCE PROGRESS REPORT (PPR) Awardees are responsible for providing updated performance reports using FEMA Form 089-0-11 (Available on hLtp://www.grants.gov og_v or https://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. II. ADDITIONAL PROGRAMMATIC REPORTING REQUIREMENTS Awardees are responsible for providing an Annual Self -Evaluation. The submission form and deadline are announced and distributed through a US&R Program Directive. The completed package is due 45 days after announcement, usually in January or February. c. Closeout Reporting Requirements I. CLOSEOUT REPORTING Within 120 days after the end of the period of performance for the prime award or after an amendment has been issued to close out an award before the original POP ends, recipients must liquidate all financial obligations and must submit the following: i. The final request for payment, if applicable. ii. The final FFR (SF-425). iii. The final progress report detailing all accomplishments, including a narrative summary of the impact of those accomplishments throughout the period of performance. iv. Other documents required by this NOFO, terms and conditions of the award, or other FEMA guidance. In addition, pass -through entities are responsible for closing out their subawards as described in 2 C.F.R. § 200.344; subrecipients are still required to submit closeout materials within 90 days of the period of performance end date. When a subrecipient completes all closeout requirements, pass -through entities must promptly complete all closeout actions for subawards in time for the recipient to submit all necessary documentation and information to FEMA during the closeout of the prime award. FY 2021 USR NOFO Back to the T 25 After the prime award closeout reports have been reviewed and approved by FEMA, 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 de -obligated, and address the requirement of maintaining the grant records for at least three years from the date of the final FFR. The record retention period may be longer, 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. § 200.334. The recipient is responsible for refunding to FEMA any balances of unobligated cash that FEMA paid that are not authorized to be retained per 2 C.F.R. § 200.344(d). II. ADMINISTRATIVE CLOSEOUT Administrative closeout is a mechanism for FEMA to unilaterally move forward with closeout of an award using available award information in lieu of final reports from the recipient per 2 C.F.R. § 200.344(h)-(i). It is a last resort available to FEMA, and if FEMA needs to administratively close an award, this may negatively impact a recipient's ability to obtain future funding. This mechanism can also require FEMA to make cash or cost adjustments and ineligible cost determinations based on the information it has, which may result in identifying a debt owed to FEMA by the recipient. When a recipient is not responsive to FEMA's reasonable efforts to collect required reports needed to complete the standard closeout process, FEMA is required under 2 C.F.R. § 200.344(h) to start the administrative closeout process within the regulatory timeframe. FEMA will make at least three written attempts to collect required reports before initiating administrative closeout. If the recipient does not submit all required reports in accordance with 2 C.F.R. § 200.344, this NOFO, and the terms and conditions of the award, FEMA must proceed to administratively close the award with the information available within one year of the period of performance end date. Additionally, if the recipient does not submit all required reports within one year of the period of performance end date, per 2 C.F.R. § 200.344(i), FEMA must report in FAPIIS the recipient's material failure to comply with the terms and conditions of the award. If FEMA administratively closes an award where no final FFR has been submitted, FEMA uses that administrative closeout date in lieu of the final FFR submission date as the start of the record retention period under 2 C.F.R. § 200.334. In addition, if an award is administratively closed, FEMA may decide to impose remedies for noncompliance per 2 C.F.R. § 200.339, consider this information in reviewing future award applications, or apply special conditions to existing or future awards. d. Additional Reporting Requirements I. 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 FY 2021 USR NOFO Back to the T 26 under the award fall under one or more of the four criteria listed at 2 C.F.R. § 180.335: i. Are presently excluded or disqualified. ii. 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. iii. 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 iv. Have had one or more public transactions (federal, state, or local) terminated within the preceding three years for cause or default. 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. IL 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. III. SINGLE AUDIT REPORT For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all federal funding sources during their fiscal year are required to submit an organization -wide financial and compliance audit report, also known as the single audit report. The audit must be performed in accordance with the requirements of U.S. Government Accountability Office's (GAO) Government Auditing Standards, located at hllps://www.gao.gov/vellowbook/overview, and the requirements of Subpart F of 2 C.F.R. Part 200, located at hlt2://www.ecfr.gov/cgi-bin/text-idx?node=sp2.1.200.f. 5. Monitoring and Oversight Per 2 C.F.R. § 200.337, FEMA, through its authorized representatives, has the right, at all reasonable times, to make site visits or conduct desk reviews to review project accomplishments and management control systems to review award progress and to provide any required technical assistance. During site visits or desk reviews, FEMA will review recipients' files related to the award. As part of any monitoring and program evaluation activities, 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 award. FY 2021 USR NOFO Back to the T 27 Effective monitoring and oversight help FEMA ensure that recipients use grant funds for their intended purpose(s); verify that projects undertaken are consistent with approved plans; and ensure that recipients make adequate progress toward stated goals and objectives. Additionally, monitoring serves as the primary mechanism to ensure that recipients comply with applicable laws, rules, regulations, program guidance, and requirements. FEMA regularly monitors all grant programs both financially and programmatically in accordance with federal laws, regulations (including 2 C.F.R. Part 200), program guidance, and the terms and conditions of the award. All monitoring efforts ultimately serve to evaluate progress towards grant goals and proactively target and address issues that may threaten grant success during the period of performance. FEMA staff will periodically monitor recipients to ensure that administrative processes, policies and procedures, budgets, and other related award criteria are meeting Federal Government -wide and FEMA regulations. Aside from reviewing quarterly financial and programmatic reports, FEMA may also conduct enhanced monitoring through either desk - based reviews, onsite monitoring visits, or both. Enhanced monitoring will involve the review and analysis of the financial compliance and administrative processes, policies, activities, and other attributes of each federal assistance award, and it will identify areas where the recipient may need technical assistance, corrective actions, or other support. Financial and programmatic monitoring are complementary processes within FEMA's overarching monitoring strategy that function together to ensure effective grants management, accountability, and transparency; validate progress against grant and program goals; and safeguard federal funds against fraud, waste, and abuse. Financial monitoring primarily focuses on statutory and regulatory compliance with administrative grant requirements, while programmatic monitoring seeks to validate and assist in grant progress, targeting issues that may be hindering achievement of project goals and ensuring compliance with the purpose of the grant and grant program. Both monitoring processes are similar in that they feature initial reviews of all open awards, and additional, in-depth monitoring of grants requiring additional attention. Recipients and subrecipients who are pass -through entities are responsible for monitoring their subrecipients in a manner consistent with the terms of the federal award at 2 C.F.R. Part 200, including 2 C.F.R. § 200.332. This includes the pass -through entity's responsibility to monitor the activities of the subrecipient as necessary to ensure that the subaward is used for authorized purposes, in compliance with federal statutes, regulations, and the terms and conditions of the subaward; and that subaward performance goals are achieved. In terms of overall award management, recipient and subrecipient responsibilities include, but are not limited to: accounting of receipts and expenditures, cash management, maintaining adequate financial records, reporting and refunding expenditures disallowed by audits, monitoring if acting as a pass -through entity, or other assessments and reviews, and ensuring overall compliance with the terms and conditions of the award or subaward, as applicable, including the terms of 2 C.F.R. Part 200. FY 2021 USR NOFO Back to the T 28 G. DHS Awarding A2ency Contact Information 1. Contact and Resource Information a. Program Office Contact For specific programmatic questions relating to this NOFO, contact the US&R Admin / Finance Section Chief at 202-212-3799 b. Centralized Scheduling and Information Desk (CSID) CSID is a non -emergency comprehensive management and information resource developed by FEMA 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, 9:00 AM — 5:00 PM ET. c. Grant Programs Directorate (GPD) Award Administration Division GPD's Award Administration Division (AAD) provides support regarding financial matters and budgetary technical assistance. Additional guidance and information can be obtained by contacting the AAD's Help Desk via e-mail at ASK-GMDkfema.dhs.gov. d. FEMA Regional Offices Not applicable e. Equal Rights The FEMA Office of Equal Rights (OER) is responsible for compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA and recipients of FEMA financial assistance. All inquiries and communications about federal civil rights compliance for FEMA grants under this NOFO should be sent to FEMA-CivilRightsOffice(cr�,fema.dhs.gov. f. Environmental Planning and Historic Preservation The FEMA Office of Environmental Planning and Historic Preservation (OEHP) provides guidance and information about the EHP review process to FEMA programs and FEMA's recipients and subrecipients. All inquiries and communications about EHP compliance for FEMA grant projects under this NOFO or the EHP review process should be sent to FEMA- OEHP-NOFOQuestionsgfema.dhs.gov. . g. Other Contact Information Not applicable 2. Systems Information a. Grants.gov For technical assistance with Grants.gov, call the customer support hotline 24 hours per day, 7 days per week (except federal holidays) at (800) 518-4726 or e-mail at sMportk grants. gov. FY 2021 USR NOFO Back to the T we, b. Non Disaster (ND) Grants For technical assistance with the ND Grants system, please contact the ND Grants Helpdesk at nd rg antsgfema.dhsgov or (800) 865-4076, Monday through Friday, 9:00 AM — 6:00 PM ET. User resources are available at https://www.fema.gov/ rg ants/guidance-tools/non- di saster-grants-management-system c. Payment and Reporting System (PARS) FEMA uses the Payment and Reporting System(PARS) for financial reporting, invoicing, and tracking payments. FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to recipients. To enroll in the DD/EFT, recipients must complete a Standard Form 1199A, Direct Deposit Form. If you have questions about the online system, please call the Customer Service Center at (866) 927-5646 or email ask- GMD e,fema.dhs.gov. H. Additional Information 1. Termination Provisions FEMA may terminate a federal award in whole or in part for one of the following reasons. FEMA and the recipient must still comply with closeout requirements at 2 C.F.R. §§ 200.344-200.345 even if an award is terminated in whole or in part. To the extent that subawards are permitted under this NOFO, pass -through entities should refer to 2 C.F.R. 200.340 for additional information on termination regarding subawards. a. Noncompliance If a recipient fails to comply with the terms and conditions of a federal award, FEMA may terminate the award in whole or in part. If the noncompliance can be corrected, FEMA may First attempt to direct the recipient to correct the noncompliance. This may take the form of a Compliance Notification. If the noncompliance cannot be corrected or the recipient is non- responsive, FEMA may proceed with a Remedy Notification, which could impose a remedy for noncompliance per 2 C.F.R. § 200.339, including termination. Any action to terminate based on noncompliance will follow the requirements of 2 C.F.R. §§ 200.341-200.342 as well as the requirement of 2 C.F.R. § 200.340(c) to report in FAPIIS the recipient's material failure to comply with the award terms and conditions. See also the section on Actions to Address Noncompliance in this NOFO. b. With the Consent of the Recipient FEMA may also terminate an award in whole or in part with the consent of the recipient, in which case the parties must agree upon the termination conditions, including the effective date, and in the case of partial termination, the portion to be terminated. c. Notification by the Recipient The recipient may terminate the award, in whole or in part, by sending written notification to FEMA setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. In the case of partial termination, FEMA may determine that a partially terminated award will not accomplish the purpose of the federal award, so FEMA may terminate the award in its entirety. If that occurs, FEMA will FY 2021 USR NOFO Back to the T 30 follow the requirements of 2 C.F.R. §§ 200.341-200.342 in deciding to fully terminate the award. 2. Period of Performance Extensions Extensions to the period of performance (POP) for this program are allowed. Extensions to the POP identified in the award will only be considered through formal, written requests to the FEMA US&R Branch and the FEMA Grants Assistance Officer and must contain specific and compelling justifications as to why an extension is required. Recipients are advised to coordinate with the FEMA US&R Branch and the FEMA Grants Assistance Officer as needed when preparing an extension request. All extension requests must address the following: a. The grant program, fiscal year, and award number. b. Reason for the delay —including details of the legal, policy, or operational challenges that prevent the final outlay of awarded funds by the deadline. c. Current status of the activity(ies). d. Approved POP termination date and new project completion date. f. Remaining available funds, both federal and, if applicable, non-federal. g. Budget outlining how remaining federal and, if applicable, non-federal funds will be expended. h. Plan for completion, including milestones and timeframes for achieving each milestone and the position or person responsible for implementing the plan for completion; and i. Certification that the activity(ies) will be completed within the extended POP without any modification to the original statement of work, as described in the submitted budget narrative, amendments (if applicable) and as approved by FEMA. Extension requests will be granted only due to compelling legal, policy, or operational challenges. Extension requests will only be considered for the following reasons: • Contractual commitments by the recipient or subrecipient with vendors prevent completion of the project, including delivery of equipment or services, within the existing POP. • The project must undergo a complex environmental review that cannot be completed within the existing POP. • Projects are long-term by design, and therefore acceleration would compromise core programmatic goals; or • Where other special or extenuating circumstances exist. Recipients should submit all proposed extension requests to FEMA for review and approval at least 10 days prior to the end of the POP to allow sufficient processing time. 3. Disability Integration Pursuant to Section 504 of the Rehabilitation Act of 1973, recipients of FEMA financial assistance must ensure that their programs and activities do not discriminate against other qualified individuals with disabilities. FY 2021 USR NOFO Back to the T 31 Grant recipients should engage with the whole community to advance individual and community preparedness and to work as a nation to build and sustain resilience. In doing so, recipients are encouraged to consider the needs of individuals with disabilities into the activities and projects funded by the grant. FEMA expects that the integration of the needs of people with disabilities will occur at all levels, including planning; alerting, notification, and public outreach; training; purchasing of equipment and supplies; protective action implementation; and exercises/drills. The following are examples that demonstrate the integration of the needs of people with disabilities in carrying out FEMA awards: • Include representatives of organizations that work with/for people with disabilities on planning committees, work groups and other bodies engaged in development and implementation of the grant programs and activities. • Hold all activities related to the grant in locations that are accessible to persons with physical disabilities to the extent practicable. • Acquire language translation services, including American Sign Language, that provide public information across the community and in shelters. • Ensure shelter -specific grant funds are in alignment with FEMA's Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters. • If making alterations to an existing building to a primary function area utilizing federal funds, complying with the most recent codes and standards and making path of travel to the primary function area accessible to the greatest extent possible. • Implement specific procedures used by public transportation agencies that include evacuation and passenger communication plans and measures for individuals with disabilities. • Identify, create, and deliver training to address any training gaps specifically aimed toward whole -community preparedness. Include and interact with individuals with disabilities, aligning with the designated program capability. • Establish best practices in inclusive planning and preparedness that consider physical access, language access, and information access. Examples of effective communication access include providing auxiliary aids and services such as sign language interpreters, Computer Aided Real-time Translation (CART), and materials in Braille or alternate formats. FEMA grant recipients can fund projects towards the resiliency of the whole community, including people with disabilities, such as training, outreach and safety campaigns, provided that the project aligns with this NOFO and the terms and conditions of the award. 4. Conflicts of Interest in the Administration of Federal Awards or Subawards For conflicts of interest under grant -funded procurements and contracts, refer to the section on Procurement Integrity in this NOFO and 2 C.F.R. §§ 200.317 — 200.327. To eliminate and reduce the impact of conflicts of interest in the subaward process, recipients and pass -through entities must follow their own policies and procedures regarding the FY 2021 USR NOFO Back to the T 32 elimination or reduction of conflicts of interest when making subawards. Recipients and pass -through entities are also required to follow any applicable federal and state, local, tribal, or territorial (SLTT) statutes or regulations governing conflicts of interest in the making of subawards. The recipient or pass -through entity must disclose to the respective Program Analyst or Program Manager, in writing, any real or potential conflict of interest that may arise during the administration of the federal award, as defined by the federal or SLTT statutes or regulations or their own existing policies, within five days of learning of the conflict of interest. Similarly, subrecipients, whether acting as subrecipients or as pass -through entities, must disclose any real or potential conflict of interest to the recipient or next -level pass - through entity as required by the recipient or pass -through entity's conflict of interest policies, or any applicable federal or SLTT statutes or regulations. Conflicts of interest may arise during the process of FEMA making a federal award in situations where an employee, officer, or agent, any members of his or her immediate family, his or her partner has a close personal relationship, a business relationship, or a professional relationship, with an applicant, sub -applicant, recipient, subrecipient, or FEMA employees. 5. Procurement Integrity Through audits conducted by the DHS Office of Inspector General (OIG) and FEMA grant monitoring, findings have shown that some FEMA recipients have not fully adhered to the proper procurement requirements when spending grant funds. Anything less than full compliance with federal procurement requirements jeopardizes the integrity of the grant as well as the grant program. To assist with determining whether an action is a procurement or instead a subaward, please consult 2 C.F.R. § 200.331. The below highlights the federal procurement requirements for FEMA recipients when procuring goods and services with federal grant funds. FEMA will include a review of recipients' procurement practices as part of the normal monitoring activities. All procurement activity must be conducted in accordance with federal procurement standards at 2 C.F.R. §§ 200.317 — 200.327. Select requirements under these standards are listed below. The recipient and any of its subrecipients must comply with all requirements, even if they are not listed below. Under 2 C.F.R. § 200.317, when procuring property and services under a federal award, states (including territories) must follow the same policies and procedures they use for procurements from their non-federal funds; additionally, states must now follow 2 C.F.R. § 200.321 regarding socioeconomic steps, 200.322 regarding domestic preferences for procurements, 200.323 regarding procurement of recovered materials, and 2 C.F.R. § 200.327 regarding required contract provisions. All other non-federal entities, such as tribes (collectively, non -state entities), must have and use their own documented procurement procedures that reflect applicable SLTT laws and regulations, provided that the procurements conform to applicable federal law and the standards identified in 2 C.F.R. Part 200. These standards include, but are not limited to, FY 2021 USR NOFO Back to the T 33 providing for full and open competition consistent with the standards of 2 C.F.R. § 200.319 and § 200.320. a. Important Changes to Procurement Standards in 2 C.F.R. Part 200 OMB recently updated various parts of Title 2 of the Code of Federal Regulations, among them, the procurement standards. States are now required to follow the socioeconomic steps in soliciting small and minority businesses, women's business enterprises, and labor surplus area firms per 2 C.F.R. § 200.321. All non-federal entities should also, to the greatest extent practicable under a federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States per 2 C.F.R. § 200.322. The recognized procurement methods in 2 C.F.R. § 200.320 have been reorganized into informal procurement methods, which include micro -purchases and small purchases; formal procurement methods, which include sealed bidding and competitive proposals; and noncompetitive procurements. The federal micro -purchase threshold is currently $10,000, and non -state entities may use a lower threshold when using micro -purchase procedures under a FEMA award. If a non -state entity wants to use a micro -purchase threshold higher than the federal threshold, it must follow the requirements of 2 C.F.R. § 200.320(a)(1)(iii)- (iv). The federal simplified acquisition threshold is currently $250,000, and a non -state entity may use a lower threshold but may not exceed the federal threshold when using small purchase procedures under a FEMA award. See 2 C.F.R. §§ 200.216, 200.471, and Appendix II as well as section D.13.a of the NOFO regarding prohibitions on covered telecommunications equipment or services. b. Competition and Conflicts of Interest Among the requirements of 2 C.F.R. § 200.319(b) applicable to all non-federal entities other than states, in order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. FEMA considers these actions to be an organizational conflict of interest and interprets this restriction as applying to contractors that help a non- federal entity develop its grant application, project plans, or project budget. This prohibition also applies to the use of former employees to manage the grant or carry out a contract when those former employees worked on such activities while they were employees of the non- federal entity. Under this prohibition, unless the non-federal entity solicits for and awards a contract covering both development and execution of specifications (or similar elements as described above), and this contract was procured in compliance with 2 C.F.R. §§ 200.317 — 200.327, federal funds cannot be used to pay a contractor to carry out the work if that contractor also worked on the development of those specifications. This rule applies to all contracts funded with federal grant funds, including pre -award costs, such as grant writer fees, as well as post - award costs, such as grant management fees. FY 2021 USR NOFO Back to the T 34 Additionally, some of the situations considered to be restrictive of competition include, but are not limited to: • Placing unreasonable requirements on firms for them to qualify to do business. • Requiring unnecessary experience and excessive bonding. • Noncompetitive pricing practices between firms or between affiliated companies. • Noncompetitive contracts to consultants that are on retainer contracts. • Organizational conflicts of interest. • Specifying only a "brand name" product instead of allowing "an equal" product to be offered and describing the performance or other relevant requirements of the procurement; and • Any arbitrary action in the procurement process. Per 2 C.F.R. § 200.319(c), non-federal entities other than states must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed SLTT geographical preferences in the evaluation of bids or proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. Under 2 C.F.R. § 200.318(c)(1), non-federal entities other than states are required to maintain written standards of conduct covering conflicts of interest and governing the actions of their employees engaged in the selection, award, and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. Such conflicts of interest would arise when the employee, officer or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, non-federal entities may set standards for situations in which the financial interest is not substantial, or the gift is an unsolicited item of nominal value. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the non-federal entity. If the recipient or subrecipient (other than states) has a parent, affiliate, or subsidiary organization that is not a state, local, tribal, or territorial government, the non-federal entity must also maintain written standards of conduct covering organizational conflicts of interest. In this context, organizational conflict of interest means that because of a relationship with a parent company, affiliate, or subsidiary organization, the non-federal entity is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization. The non- federal entity must disclose in writing any potential conflicts of interest to FEMA or the pass - through entity in accordance with applicable FEMA policy. FY 2021 USR NOFO Back to the T 35 c. Supply Schedules and Purchasing Programs Generally, a non-federal entity may seek to procure goods or services from a federal supply schedule, state supply schedule, or group purchasing agreement. I. GENERAL SERVICES ADMINISTRATION SCHEDULES States, tribes, and local governments, and any instrumentality thereof (such as local education agencies or institutions of higher education) may procure goods and services from a General Services Administration (GSA) schedule. GSA offers multiple efficient and effective procurement programs for state, tribal, and local governments, and instrumentalities thereof, to purchase products and services directly from pre -vetted contractors. The GSA Schedules (also referred to as the Multiple Award Schedules and the Federal Supply Schedules) are long-term government -wide contracts with commercial firms that provide access to millions of commercial products and services at volume discount pricing. Information about GSA programs for states, tribes, and local governments, and instrumentalities thereof, can be found at hllps://www.gsa.gov/resources-for/programs-for- State-and-local-governments and https://www.gsa.gov/buying-selling/purchasing- pro rg ams/gsa-schedules/schedule-buyers/state-and-local-governments. For tribes, local governments, and their instrumentalities that purchase off of a GSA schedule, this will satisfy the federal requirements for full and open competition provided that the recipient follows the GSA ordering procedures; however, tribes, local governments, and their instrumentalities will still need to follow the other rules under 2 C.F.R. §§ 200.317 — 200.327, such as solicitation of minority businesses, women's business enterprises, small businesses, or labor surplus area firms (§ 200.321), domestic preferences (§ 200.322), contract cost and price (§ 200.324), and required contract provisions (§ 200.327 and Appendix II). IL OTHER SUPPLY SCHEDULES AND PROGRAMS For non-federal entities other than states, such as tribes, local governments, and nonprofits, that want to procure goods or services from a state supply schedule, cooperative purchasing program, or other similar program, in order for such procurements to be permissible under federal requirements, the following must be true: • The procurement of the original contract or purchasing schedule and its use by the non-federal entity complies with state and local law, regulations, and written procurement procedures. • The state or other entity that originally procured the original contract or purchasing schedule entered into the contract or schedule with the express purpose of making it available to the non-federal entity and other similar types of entities. • The contract or purchasing schedule specifically allows for such use, and the work to be performed for the non-federal entity falls within the scope of work under the contract as to type, amount, and geography. • The procurement of the original contract or purchasing schedule complied with all the procurement standards applicable to a non-federal entity other than states under at 2 C.F.R. §§ 200.317 — 200.327; and FY 2021 USR NOFO Back to the T Mi • With respect to the use of a purchasing schedule, the non-federal entity must follow ordering procedures that adhere to applicable state, tribal, and local laws and regulations and the minimum requirements of full and open competition under 2 C.F.R. Part 200. If a non-federal entity other than a state seeks to use a state supply schedule, cooperative purchasing program, or other similar type of arrangement, FEMA recommends the recipient discuss the procurement plans with the FEMA US&R Branch. d. Procurement Documentation Per 2 C.F.R. § 200.318(i), non-federal entities other than states and territories are required to maintain and retain records sufficient to detail the history of procurement covering at least the rationale for the procurement method, contract type, contractor selection or rejection, and the basis for the contract price. States and territories are encouraged to maintain and retain this information as well and are reminded that in order for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g). Examples of the types of documents that would cover this information include but are not limited to: • Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals. • Responses to solicitations, such as quotes, bids, or proposals. • Pre -solicitation independent cost estimates and post -solicitation cost/price analyses on file for review by federal personnel, if applicable. • Contract documents and amendments, including required contract provisions; and • Other documents required by federal regulations applicable at the time a grant is awarded to a recipient. 6. Record Retention a. Record Retention Period Financial records, supporting documents, statistical records, and all other non-federal entity records pertinent to a federal award generally must be maintained for at least three years from the date the final FFR is submitted. See 2 C.F.R. § 200.334. Further, if the recipient does not submit a final FFR and the award is administratively closed, FEMA uses the date of administrative closeout as the start of the general record retention period. The record retention period may be longer than three years or have a different start date in certain cases. These include: • Records for real property and equipment acquired with federal funds must be retained for three years after final disposition of the property. See 2 C.F.R. § 200.334(c). • If any litigation, claim, or audit is started before the expiration of the three-year period, the records must be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken. See 2 C.F.R. § 200.334(a). FY 2021 USR NOFO Back to the T 37 The record retention period will be extended if the recipient is notified in writing of the extension by FEMA, the cognizant or oversight agency for audit, or the cognizant agency for indirect costs. See 2 C.F.R. § 200.334(b). Where FEMA requires recipients to report program income after the period of performance ends, the program income record retention period begins at the end of the recipient's fiscal year in which program income is earned. See 2 C.F.R. § 200.334(e). For indirect cost rate proposals, cost allocation plans, or other rate computations records, the start of the record retention period depends on whether the indirect cost rate documents were submitted for negotiation. If the indirect cost rate documents were submitted for negotiation, the record retention period begins from the date those documents were submitted for negotiation. If indirect cost rate documents were not submitted for negotiation, the record retention period begins at the end of the recipient's fiscal year or other accounting period covered by that indirect cost rate. See 2 C.F.R. § 200.334(f). b. Types of Records to Retain FEMA requires that non-federal entities maintain the following documentation for federally funded purchases: • Specifications • Solicitations • Competitive quotes or proposals • Basis for selection decisions • Purchase orders • Contracts • Invoices • Cancelled checks Non-federal entities should keep detailed records of all transactions involving the grant. FEMA may at any time request copies of any relevant documentation and records, including purchasing documentation along with copies of cancelled checks for verification. See, e.g., 2 C.F.R. §§ 200.318(i), 200.334, 200.337. In order for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g). Non-federal entities who fail to fully document all purchases may find their expenditures questioned and subsequently disallowed. 7. National Incident Management System (NIMS) Implementation Incident management activities require carefully managed resources (personnel, teams, facilities, equipment, and supplies). NIMS defines a national, interoperable approach for sharing resources, coordinating, and managing incidents, and communicating information. Incident management refers to how incidents are managed across all homeland security activities, including prevention, protection, mitigation, response, and recovery. Utilization of the standardized resource management concepts such as typing, credentialing, and inventorying promote a strong national mutual aid capability needed to support delivery FY 2021 USR NOFO Back to the T of core capabilities. Recipients should manage resources purchased or supported with FEMA grant funding according to NIMS resource management guidance. Additional information on resource management and NEWS resource typing definitions and job titles/position qualifications is on FEMA's website at https://www.fema.gov/emergency- managers/nims/components. Additional information about NEWS in general is available at https://www.fema.gov/emergency-managers/nims. 8. Actions to Address Noncompliance Non-federal entities receiving financial assistance funding from FEMA are required to comply with requirements in the terms and conditions of their awards or subawards, including the terms set forth in applicable federal statutes, regulations, NOFOs, and policies. Throughout the award lifecycle or even after an award has been closed, FEMA or the pass - through entity may discover potential or actual noncompliance on the part of a recipient or subrecipient. This potential or actual noncompliance may be discovered through routine monitoring, audits, closeout, or reporting from various sources. In the case of any potential or actual noncompliance, FEMA may place special conditions on an award per 2 C.F.R. §§ 200.208 and 200.339, FEMA may place a hold on funds until the matter is corrected, or additional information is provided per 2 C.F.R. § 200.339, or it may do both. Similar remedies for noncompliance with certain federal civil rights laws are authorized pursuant to 44 C.F.R. Parts 7 and 19. In the event the noncompliance is not able to be corrected by imposing additional conditions or the recipient or subrecipient refuses to correct the matter, FEMA might take other remedies allowed under 2 C.F.R. § 200.339. These remedies include actions to disallow costs, recover funds, wholly or partly suspend or terminate the award, initiate suspension and debarment proceedings, withhold further federal awards, or take other remedies that may be legally available. For further information on termination due to noncompliance, see the section on Termination Provisions in the NOFO. FEMA may discover and take action on noncompliance even after an award has been closed. The closeout of an award does not affect FEMA's right to disallow costs and recover funds as long the action to disallow costs takes place during the record retention period. See 2 C.F.R. §§ 200.334, 200.345(a). Closeout also does not affect the obligation of the non-federal entity to return any funds due as a result of later refunds, corrections, or other transactions. 2 C.F.R. § 200.345(a)(2). The types of funds FEMA might attempt to recover include, but are not limited to, improper payments, cost share reimbursements, program income, interest earned on advance payments, or equipment disposition amounts. FEMA may seek to recover disallowed costs through a Notice of Potential Debt Letter, a Remedy Notification, or other letter. The document will describe the potential amount owed, the reason why FEMA is recovering the funds, the recipient's appeal rights, how the amount can be paid, and the consequences for not appealing or paying the amount by the deadline. FY 2021 USR NOFO Back to the T tre, If the recipient neither appeals nor pays the amount by the deadline, the amount owed will become final. Potential consequences if the debt is not paid in full or otherwise resolved by the deadline include the assessment of interest, administrative fees, and penalty charges; administratively offsetting the debt against other payable federal funds; and transferring the debt to the U.S. Department of the Treasury for collection. FEMA notes the following common areas of noncompliance for FEMA's grant programs: • Insufficient documentation and lack of record retention. • Failure to follow the procurement under grants requirements. • Failure to submit closeout documents in a timely manner. • Failure to follow EHP requirements. • Failure to comply with the POP deadline. 9. Audits FEMA grant recipients are subject to audit oversight from multiple entities including the DHS OIG, the GAO, the pass -through entity, or independent auditing firms for single audits, and may cover activities and costs incurred under the award. Auditing agencies such as the DHS OIG, the GAO, and the pass -through entity (if applicable), and FEMA in its oversight capacity, must have access to records pertaining to the FEMA award. Recipients and subrecipients must retain award documents for at least three years from the date the final FFR is submitted, and even longer in many cases subject to the requirements of 2 C.F.R. § 200.334. In the case of administrative closeout, documents must be retained for at least three years from the date of closeout, or longer subject to the requirements of 2 C.F.R. § 200.334. If documents are retained longer than the required retention period, the DHS OIG, the GAO, and the pass -through entity, as well as FEMA in its oversight capacity, have the right to access these records as well. See 2 C.F.R. §§ 200.334, 200.337. Additionally, non-federal entities must comply with the single audit requirements at 2 C.F.R. Part 200, Subpart F. Specifically, non-federal entities, other than for -profit subrecipients, that expend $750,000 or more in federal awards during their fiscal year must have a single or program -specific audit conducted for that year in accordance with Subpart F. 2 C.F.R. § 200.501. A single audit covers all federal funds expended during a fiscal year, not just FEMA funds. The cost of audit services may be allowable per 2 C.F.R. § 200.425, but non-federal entities must select auditors in accordance with 2 C.F.R. § 200.509, including following the proper procurement procedures. For additional information on single audit reporting requirements, see section F of this NOFO under the header "Single Audit Report" within the subsection "Additional Reporting Requirements" or, other applicable document. The objectives of single audits are to: • Determine if financial statements conform to generally accepted accounting principles (GAAP); • Determine whether the schedule of expenditures of federal awards is presented fairly; Understand, assess, and test the adequacy of internal controls for compliance with major programs; and Determine if the entity complied with applicable laws, regulations, and contracts or grants. FY 2021 USR NOFO Back to the T For single audits, the auditee is required to prepare financial statements reflecting its financial position, a schedule of federal award expenditures, and a summary of the status of prior audit findings and questioned costs. The auditee also is required to follow up and take appropriate corrective actions on new and previously issued but not yet addressed audit findings. The auditee must prepare a corrective action plan to address the new audit findings. 2 C.F.R. §§ 200.508, 200.510, 200.511. Non-federal entities must have an audit conducted, either single or program -specific, of their financial statements and federal expenditures annually or biennially pursuant to 2 C.F.R. § 200.504. Non-federal entities must also follow the information submission requirements of 2 C.F.R. § 200.512, including submitting the audit information to the Federal Audit Clearinghouse within the earlier of 30 calendar days after receipt of the auditor's report(s) or nine months after the end of the audit period. The audit information to be submitted include the data collection form described at 2 C.F.R. § 200.512(c) and Appendix X to 2 C.F.R. Part 200 as well as the reporting package described at 2 C.F.R. § 200.512(b). The non-federal entity must retain one copy of the data collection form and one copy of the reporting package for three years from the date of submission to the Federal Audit Clearinghouse. 2 C.F.R. § 200.512; see also 2 C.F.R. § 200.517 (setting requirements for retention of documents by the auditor and access to audit records in the auditor's possession). FEMA, the DHS OIG, the GAO, and the pass -through entity (if applicable), as part of monitoring or as part of an audit, may review a non-federal entity's compliance with the single audit requirements. In cases of continued inability or unwillingness to have an audit conducted in compliance with 2 C.F.R. Part 200, Subpart F, FEMA and the pass -through entity, if applicable, are required to take appropriate remedial action under 2 C.F.R. § 200.339 for noncompliance, pursuant to 2 C.F.R. § 200.505. 10. Payment Information 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 SF- 1199A, Direct Deposit Form. FEMA utilizes the Payment and Reporting System (PARS) for financial reporting, invoicing and tracking payments. For additional information, refer to https://isource.fema. gov/sf269/execute/Logln?sawContentMessage=true. 11. Whole Community Preparedness Preparedness is a shared responsibility that calls for the involvement of everyone —not just the government —in preparedness efforts. By working together, everyone can help keep the nation safe from harm and help keep it resilient when struck by hazards, such as natural disasters, acts of terrorism, and pandemics. Whole Community includes: FY 2021 USR NOFO Back to the T 41 • Individuals and families, including those with access and functional needs • Businesses • Faith -based and community organizations • Nonprofit groups • Schools and academia • Media outlets • All levels of government, including state, local, tribal, territorial, and federal partners The phrase "Whole Community" often appears in preparedness materials, as it is one of the guiding principles. It means two things: 1. Involving people in the development of national preparedness documents. 2. Ensuring their roles and responsibilities are reflected in the content of the materials. 12. Appendices A. National Urban Search and Rescue Response System (US&R) Task Force FY 2021 Cooperative Agreement Statement of Work B. Cooperative Agreement Funding — Recommended Allocations (Spend Plan) C. Task Force Allocations and Budget Totals D. Administration Budget E. Special Equipment Cache Allocations (HEPP, IST, Medical) F. Annual Advisory Organization Stipends G. Summary of Deliverables and Points of Contact FY 2021 USR NOFO Back to the T 42 Appendix A US&R Task Force FY 2021 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. FY 2021 USR NOFO Back to the T 43 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 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 FY 2021 USR NOFO Back to the T MI Guidance, dated September 6, 2016, and any updates. (Available by contacting the US&R Branch) 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. a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services Effective August 13, 2020, and mandated by section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018), FEMA recipients and subrecipients may not use grant funds to: i. Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; ii. Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; or iii. Enter into contracts or extend or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. FY 2021 USR NOFO Back to the T 45 F. Cooperative Agreement Funding The FY 2021 Cooperative Agreement base total (or minimum amount) for each task force is $1,236,878.00 (estimated). The US&R Branch recommended allocations are outlined in Appendix C of this NOFO. Additional funds allocated to specific task forces are provided by the US&R Branch in Appendices D, E and F. 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 2021 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. 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. FY 2021 USR NOFO Back to the T irt 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 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. FY 2021 USR NOFO Back to the T EVA 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 I US&R task force configuration. Ensure all members have a completed, signed and notarized Appointment Affidavit on file with the task force. e. 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. f. 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. g. 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. h. 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. i. Submit to the US&R Branch the following items in accordance to instructions in Appendix G by January 31st: 1. 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. j. 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. k. Ensure funds are properly allocated, accounted for, and reported for those task forces that receive additional funding to host meetings, deliver national training, and FY 2021 USR NOFO Back to the T facilitate special projects. These funds are intended to defray personnel salary, backfill, travel and other administrative costs associated with the additional funding provided in accordance with Sponsoring Agency policies and Appendices C, D, E, and F. 1. Ensure funds are properly allocated, accounted for, and reported for congressionally mandated and end -of -year supplemental funding intended to recapitalize the equipment cache. m. 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. n. 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. o. Compliance with NEWS 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 meet federal NIMS standards. For further information on compliance and guidance, refer to the following website: https://www.fema.gov/national-incident-management- system. p. 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 and C for travel. All travel funds shall be accounted for under Management and Administration and/or Training at the task force level. q. 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. FY 2021 USR NOFO Back to the T we, r. 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 exercise begins. Notification should be brief, but include dates, scope of exercise, number of participants, and other agencies involved. 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. FY 2021 USR NOFO Back to the T 50 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 5. Business Management Systems for Recipients 6. Audit of Federal Grants and Cooperative Agreements 1. 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 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 more than one year & a per unit cost of at least $5,000. Supplies, on the other hand, are tangible personal FY 2021 USR NOFO Back to the T 51 property lower than the $5,000 equipment threshold regardless of its useful life. Phones, tablets, etc. would more likely be supplies than equipment. a. The Sponsoring Agency is authorized to purchase equipment as listed in the System's most current FEMA Approved Equipment Cache List, dated March 18, 2021 (issued as US&R Program Directive 2021-005), or most current Approved Equipment Cache List. (Available on https://www.responsesystem.org or by contacting the US&R Branch).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 (Annex B). b. The task force shall procure and maintain all items specifically identified and funded in the budget spend plan for the purpose of equipment cache recapitalization. The priority for the FY21 CA recapitalization will be Self -Contained Breathing Apparatus (SCBA). Any change to the recapitalization priority will be communicated to FEMA US&R System resources via FEMA US&R Program Directive. 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. Adherence to the federal procurement requirements ensures reasonable prices are obtained, and reasonable costs are 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. Cooperative Agreement 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 30th 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. FY 2021 USR NOFO Back to the T 52 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. 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 (per the Cache Movement Plan which include but not limited to, heavy, medium, and light weight vehicles) is authorized for purchase as part of this Cooperative Agreement with prior approval from the US&R Branch in writing after submitting a completed FEMA Form 089-0-26. (Available on hllps://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 FY 2021 USR NOFO Back to the T 53 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 -furnished 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 http://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 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 FEMA Approved Equipment Cache List. Also, provide maintenance and repair to any supplemental equipment as approved by FEMA, which was purchased with FEMA funding and FY 2021 USR NOFO Back to the T 54 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. 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 FY 2021 USR NOFO Back to the T 55 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 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 31st. 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 1st through December 31st) and by July 30th (covering the time period of January 1st 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 hqp://www. rg ants.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. 2. Closeout Reports The recipient must submit, no later than 120 calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of the Federal award. A subrecipient must submit to the pass -through entity, no later than 90 calendar days (or an earlier date as agreed upon by the pass -through entity and subrecipient) after the end date of the period of performance, all financial, FY 2021 USR NOFO Back to the T 56 performance, and other reports as required by the terms and conditions of the Federal award. The Federal awarding agency or pass -through entity may approve extensions when requested and justified by the non -Federal entity, as applicable. Unless the Federal awarding agency or pass -through entity authorizes an extension, a non -Federal entity must liquidate all financial obligations incurred under the Federal award no later than 120 calendar days after the end date of the period of performance as specified in the terms and conditions of the Federal award. 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 120 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. FY 2021 USR NOFO Back to the T 57 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, 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 31` 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 hgps://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 30th of each year. d. The Semi -Annual Performance Report: This semi-annual report is due by January 30th and July 30th 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 30th, April 30th, July 30th and October 30th f. Final Cooperative Agreement Closeout Package: The closeout package is due to FEMA within 120days after the Period of Performance expires. This package includes the following items: 1. Cover Letter FY 2021 USR NOFO Back to the T W. 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. 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 reviews 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. FY 2021 USR NOFO Back to the T WE Appendix B — Spend Plan 14- n _.J_a r -.J ryl- w I r rangy rl LAf L.1-y7.tf .GtiJ'LM LAii%jg JpEiiu r1aii-L"jr jr 2021 A391-D&ODA €.y€?{ Final 3u dget Am a u nt; S 37,93Z,000 Task Forces, 35,766,534 I DirectSupperul S 2,065,41{s Task Force Readiness Cooperative Agreements a ITEM UNIT COST OTY EXTENDED COV SUBTOTAL 1 Program Management $ 652,000 28 $1,236,878 $34,632,584 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 & Trul - Nat'l & Local TrnglExer?Canine Eyals $ 82,500 6 Equip-Veh Acquisition and Lifeoyole Mgmnt $ 185,650 7 Equip Recapitilization - Congressional Intent $ 51,728 8 Stora eVaintenance $ 150,000 a ITEM SPECIFIC TFs BT7 UNIT COST SUBTOTAL 9 IST Cache S..:SpondPI..TFDotailr 1 $ 289,500 $ 289,500 10 HEPP Cache Ss SpandPl— TFDatai& 1 $ 672,000 $ 672,000 11 Nat'l Le4elTraining Deli4er Hostin Sc SpondPI..TFaoeailr 1 $ - $ - 12 Nat'l Level Training lnitiatiYes Sc Spend Plan TF aoeairr 1 $ - $ - 13 Divisional Multi -Task Force Field Exercises Nuno6UdgotodthirFY 0 $ 15,000 $ - 14 Divisional Multi -Task Force Table Top Exercises nunob4dgotodthirFY 0 $ 10,000 $ - 15 s p ew Mem. Orntation Hosting- CY1 N.-16 1getedthirFY 0 47,000 $ - 16 IST National Level Training Course (S-420) Nnno6adgoeodthi,FY 0 $ 90,000 $ - 17 IST Support Sc SpondPlanTFaoeailr 1 $ 9,000 $ 9,000 18 Annual Meetings Hosting Ss SpandPla TFDetailr 1 $ - $ - 19 Annual Advisory Organization Stipends Sc SpondPI..TFDotailr 1 $ 163,500 $ 163,500 20 Canine Search Specialist Certification Process s—sp.ndPI..TFD.tair, 1 $ - $ - 21 TF Readiness Cooperative Agreements Subtotal: 9 4 - 5 X. $35,766,584 22 TF Readiness CA Supplemental Funding - End of Year US&R Funding: 23 TF Readiness CA Supplemental Funding - End of Year PDO Funding: 24 Direot Task Faroe Support Subtotal: 1 5.5x * 2,065,416 25 26 Budget Task Foroe Sur lusiDefioit Subtotal: * - III 27 Administrative Travel Spend Plan Total [amount not paid from A ro riation]: I $ - FY 2021 USR NOFO Back to the T met Appendix B — Spend Plan (cont) F Y 20 21 - $37.83 2M Budget Spend Fla n - 134/0 11202 1 EY210.5-A 39 1- DGOD-XXXX Final Gu*etTotal Amount: 5 37,33Z" A391 -Task Forrest 35,7Ei&Se4 Direct Su p p art: ZOSSAIG Spend Pia n Ta sk Force D eta i I s MEM DE7AILS -3--Y JV ED SU137MAL 78 ISTCache Maintenance ¢ &&c3, A&d.;Ii!36.3hr_�:S .,.i 2 %V�L 29 IST Cache Reca Pita li2a tion 30 Line A: IST Cache hb inte ro nce Total: 229,W10 31 ME" CAOm Maintenance CA -0- e,.iCFr.2. M, .Vj 7 DD.-XC 32 11 EPP tagheRializaticyn 1, ALI), FFA ML, �v 2. ;. N_ 7 LI - 33 Uneg: H1PPC*dh*h%ii ON M*Yntall: 672Ain 34 Nat'l Lvi Train in Ilya Li - $ 31 am 35 Nat'l Lyl T rain 'Ing I I'm Ling - CUMM N W1Y .k-P LX; S 3 5. DCC LI 31E Wnt"ll ILYI T rain in I ICE Ling - Gj -n-r, Si_-!._ 37 Katl Lyl T rain ing I I'm LiR3 - I I[ R.Si 5..m: 38 Nat'l Lv1 T rain ing I IM Ling - Lag 39 INat'l U-1 T rain in@ I kZ L'r lATT L: 40 IN at'l.Lvi T rai n i n @ I I CE L "I@ VT T L Al INan LA Train in II ZL'-C PITT L 42 Natl Lyl Train iq@ I ICZ L'-Ig • &3FR 35..3X L 43 Nat'l L-A T rain ing II -MC TFL S. -DOC L 44 N at'l 1v I Train in S I I em L'-IS T L AS Line 1&. Nat'l Lew I I rain ing De liw rV Ho -sting Total: 46 INaLl Lyl Aininual WaVu - -.j -i --ig Wct-cvi LX; L 47 Line 11: Nat'l Lew Tra in in I n kiztive.s T: to 48 IM Suvpcwt - 157L Stipend -F,,-,d LY7. 49 CST Suppmt - IS7L Stipend -W hite J57 i 50 IST Suppmrt - 57L Stipend -fillue IST I .c.3 #a 3)DQD :51 IST Supp3qt - C&GS Stipmd Facii1litatim L �A 52 IST Suppcmt - IS7 Tong Fmaiiem :C.1 Line 1,15: t5l Sur r:: rL IAA 9,MO !A7 A-i -ij,31 Mt@Vcztin@ - ffimmdiml SAC Meeting J020Y L 55, A-1-1.J.3 ML@llCZLin@-CW215Uatfdl% L 56 A'I -1 -J,.3 M LS I ICE Ling - CN2 I Adv Grp Mtg 5 7 A-i -ij.3 M Lg I lczimlg - 02 1 TFR PAC 59 A-i -ij,3 M LS I lez-Cmg - CW2 I Grani-sWilIshp ji dayj 59 A-i -ij& M LS I lczting - CW2 I Tmn@XxmCme VWlm%o 12 daws I L: ai _ L CC A-i -ij j M LS I leztinig - CW2 I Adw (hig Meetings L In I Line 17: Annual Mtg lbztin!y Total: C2 JA-i -i _jj A J -w ;:- -.g,S I m- - rJ i 5A.Ckfks. S J_ 53 A-i -i AJ-w .S 5, m! - d s TM--N 1GC.x 5 54 Al -1.Jj AJ-W L*;X! A3 - TIPR-Om 1 7.5013 7;513C: CS A-i -i _jj AJv Org:Stip!!rd!s - A& -2- A I �.Dm Is)] Im 56 A-i -ijj -%JwD-S 5tipands - Chmp AJv -S - -i-i - 2. _Cc 5 12)3W S7 A -I -1 -1 -1 .5 5 tipeffds - in flep �_:. _,kX S 18)]OG G13 A.I-I.Jj Aj-i. _,-;3!;tipeffii:13 - ic@A Rep I 4A0O 69 1.1%-1 -1 _j -i - Fmc GirpLdm a _. _L - S 24,0ai X A-i -i _jj Adw Orl;!Stipeirds - Dep FGLs & dgTGj%m a 2.1_ -, iG)lroll 71 A-i -i _j _j ;2i-S:S1kieffd:s - Subgroup K Urft,.Ld m Is 2. -X _ 30aaa 72 A-i -I _jj AJY Q-g 2;tiperd!s - ff Support I I S. Ox i5)lm 73 A-i -i _j _j ,%Jw CkgStipends -Ewer Unit Suppcwt 1:, 7. sc _,; 34 Line 1,8: A rm ua I .Wvi_sIary Orga nimtko StkwrrdsTatoll: 10-1900 7" -J-1 'I S x, -1 Speciinfut CeIrtilicatkm EvaluaLkPrim 12.DM S Lim 19-. Conine Search Specialist Cerfificofmm PircKmss Tot2d:j FY 2021 USR NOFO Back to the T 61 Appendix B — Spend Plan (coot) FY2021-$37.932M Budget Spend Plan - G4/0112021 202 1-#391-1)60D-X)= FinalBudget Total Arnaunt; $ 37,932,000 Task Forces; S 35,766,594 direct SUpport:1 4065,416 Di rect Task Force Support Spend Plan !I ITEM DITAILS QTe UN IT COST SUBTOTAL 1 Da lanceofPIanned0perationalTrave ICosts ?:gasrre.5 end",'ao nfa nfa $ 2-, C �X, 2 ISTandHEPRFleetUse &MAntenanre 1 $ 77,0130 $ 77,0X 3 IST Equipment _*GotNm 1 �" 5,0134 5fiKg 4 Learning M anagementSysten 1 �" 74,996 74 °E 5 Nat'ITrainingDevelopmEnt/Delivery 1 4DD,ODD 400 6 Program Documentation (Fed Register/FOC.5) 1 " 5,ODD 5,DCC 7 Security Clearances I7kr2 2 " 6,163 12,326 8 IShipping- Freight {General 1 lcyocm, 10,00c, 9 TechnicaISupportContract NSFE791.5FW9v 1 S a ,-Oco 5 301001) ID US &R Mail VPs/ wu 1 �" S,-Cco 5,0W 11 USACEInteragencyAgreemEnt 1 153,-,-03 153,40D 12 W a rehouse Services Cred it Ca rd 1 5 15,ODD 15,00D 13 Eq u ipm e nt Cach e Recapitil¢ation [Remaining Portable Radios 228 .rorrc,ahc �w � 1 5 1,188, 60{3 1,188,60!D 14 Equipment Cache RErapitil¢ation (shipping -far Portable Radius 22B F rtcvxno-drr 1 S IS,= $ 15,00D 15 OCONUSOperations 5 - S - 15 IT Service Cost for SIM Cards 1 5 5v: 5 5o3 16 5 17 18 S S 19 - S - 21 22" - 23 2A - S 25" - 2E $ $ 27 $ - 22 �" 5 23 5 3C 5 31 5 32 $ 5 28 $ 5 2° 5 5 3C $ 5 - 32 5 33 DirertTask Forre Suppart Suhtflti l: 5146�s 5 2.06S.416 FY 2021 USR NOFO Back to the T 62 Appendix C — Task Force Allocations and Budget Totals Spons,oring AgercyADxpwalive A greement Reci pienits Base Fun&VAmoLwt Ackninistratm Special Cache Tata I C-oaperativ& Casts costs A g m4lmerpt A ffumt Cky�-'-':roenhcRreDepanmert (ZZJP, I Attn: SteveVgalsNre(rtmej.walr.Nriptri-g-i $1.22JU78 $1.2215�1378 243C E. 2r-JAvenue 55M9 ?;y4ZE-S-49 2 Attru Craig VMNe(craig.whieWaciiy." $1.23B= $ZODO V $1.238.878 5021 Id SepuWda Byd. ShRm-ar C = �. U ?4M 1 7935678 22 �= r= rt7 t,- 3 �ttn: TrEFvc4i Ep�,,- ItrPvDrLespVffire.IamLFty.,gm) $1.23U79 $0 V V.228.878 -Yf CF - �-e -K-t c - S $1.2316.878 $0 $0 $1,236,878 City of Oakland Fire ermoes Agency7=7- 5 Attru Nick Luby [n kby@mkLandra.g m4 $1.236.878 TZODO V $1.228.878 - E0 Frank H. CLgava Pl-.Y--. SL ir= 32-54 Ct-.liirc 'A ';;2-2,-tM4 - E-5572 — �-26- 6 Attn: Sieve DdirFian(rtevednhmn@wft.i3rW $1.23B= =0w 11111 $1.20M PaulirigAwEpua 38SLODW Fbrest, CA Ai C - -,— mwersbR mTer t , 7 Attn: Stew McKmter jrfiricki rt5ter&ver5bec& gm) $1.228.879 $0 bw $1.M3,378 Yj,55 St. Lawre we Street CA 92504 4 -V51-6232 Clryo, s3rramem 8 Attn: TBD $1.2M.878 $0 MOOD $1.X12M 5TM Freeport Blyd #= Sacramento, CA 954 2 11C) 707-2204 CAyof-&m Diego Rre—Rasme Depnn-er t ',CXTFP Cnyof--.m Diego 9 Attn A kie Barbat (abarbat&-ancliiegagw) $1.226J879 $0 $0 V.228,678 1010 -%mndAw.,3uiie4�: San Diego, CA 92101 (619) 572-5690 West Melro Re P,--te:f,,, D }trd (,:D-TF-' Aftm FbdrkeyTyLt5 Irtyus@,wesftetrdire.o4 10 433 S. Affison SWea TI.Moffm $4,000 MOOD $1.335978 LahBmxd. 00 8021-4 '22 :2 2 7 4 -D.' 4 x' Vetr-Ca-,-2 CbLrty�- rem _� R, t -_ I Attn: Bra ndonWee lBra ndc-n.WLbtry, iamidadE-.gov, $1.228.978 $0 $1.228.878 at 12 Attn: Erik. w MOOD $1.332M Attn: Tori Neal I Thom& Neal.& ndy.gav) -3 2s- 5D Fortune amle Eart Dride $1,236,678 :$17.000 =01m V.MU8 IrciarapoTtE, IN 46241 (3M=-C7M CAyof BeierlV Enriergamy RariagefferaAgercy 14 Attn Mark Foster (mfiyteP@l:PLwer1WiagDv) $1.2380M $B �} $1.228= 13 Monkingsda DrNe jBiewrty, MA 0?915 JP78)9h !%1oriqon-eryLZ-LrLyF1r?FLrc R-2ai-26erwm D=,L Fir-2 & Rami..e 82r-joes Attn: Robert RDjinski $1.2315�B75 54.-MD =0m 3y-. r, 7 r, I mbert.stcji ns ki&i ontpm erycounbjm & pwj 7 " -C R-E-z R-.D".j -=. YC 2=2 124-:, 777-2355 FY 2021 USR NOFO Back to the T 63 Appendix C — Task Force Allocations and Budget Totals (cont.) Sp—ixing A gencyCimp-at- Ag--A %*krds Base FuncllirigAmaifft AcknirkMaGim Special C3 d% TOU Cor-tiv- GDsts Costs rm - re nt r,,:sjii t BDme County Fire Prdecdon Dnict (PVD-TFl) Attn: Charles Leake (clekahoWdrn-mcixii) O.Mam $0 $D - 52D BL smsss LoW, 7TM-st 31-IL[TbiF, V-0 65202 +573;' 447-5MD - �roo�r. NE Fre a - P-- BDsy--mr�e Damrlt ��.-NE TFI) ATTN: 13 rad Thweriet (wthiweneto in@cW rtne. goo ti stsst $1.236.878 WPM %: m, NE - ',4D2. 44-57, K- W,v J-Br-=W Srat= Folios ItNJ-TF- 1% 18 Attn: Kevin Nbrrts5W �pprnerr k@gwj-qsp i3rij 0.238M $0 $D 2350 Ra12 Fky. M North (732) BZB-3340 x 14 �1, r 't Mn 7 -re p rwt'�t Attn: TBD $1.236,1378 $4.000 Z96.000 $1.336,1378 st RaT r:!: R: 575 East M., 7 4 =w -�r --7 q :,- = --c-garLW Management �NY-TFI) 20 Attn: J amthan Ratta (j nftwlgpefn nyc i1m) $1.2315M 5'2,.DM $D 51.248M I I Mter Streii Brarak NY tlW�e- (U Marri Valley re lance Attn: Evan Schumann (es-chLwann@aW1.r-om: $1.236,878 10 V.244,878 - 7 X 0: Spring&M RDad, Sahe E "--C= 4P'771 - ' .93P. 42-7'44 22 Attn: Ken Pag urek [pagLwekk@patfI.or0 $1.235M S= $D $1,248.370 Fba, -4 23 Attn: J ahn uy Lcc k IJ c3hnrry. Lcc.k@r*m phism. gorl 11.236�878 S: $1.238.878 4--4' C.,� R- ,., TI% Attn: ChLckJDmr.(chuck.jomsdtmx.tiLTinLLedu) 24 John E GDmallq Bldg. 301 Tarrcm 11.238An $1.441 T18 Golf_-c TX T78C f379) 458-557-0 F% un: e P; an Ca s-e fbca5e@mnifiedire.Drgf Z- --- 77- Fair;ix CbLr tyFirs F -: =:-=SoLe CapL Attn Jeff Le M5 WrEq.lewi 9&ki rfammi rity. gm) $1.236M Y.22j5.S73 4600 West ON PoDad Fairer L (7M) 80&2105 71—rimia ire Mepartryent XT F7 Aftry. Robert Dar -ling frdaHing,&bguwAxm) 27 3pe6A0perab-s,Y-- -= 0a-r--T $111.236,1378 S ...M $95.50d V.344,378 240B CmrthDLL% Dri� E. -- - : =2' jViP,;p'PiaBewh.,VA 234----EX-: :7=- 3SE,2222 Rerne 0xity r;-Mrm—erg PbM (WATFI I z Attn: William Pak"r, [wpalim-Pr&ik *rcs.w.0 s: $1,236,878 Sz.MD 10 45Y SMhStaet Tamma, M 934M {253)79&26M -----T-ct-a7s S34,637047 FY 2021 USR NOFO Back to the T •', Appendix D — Task Force Administration Budget SAON.tianap TFR Strategic Group,Adilrnn- Croup Leadership Dtrtstonal Meetmgal.4drisorr- Task Force (Attachment G)&National M-ling Namef Purpa se of ReplAdaimrg Group GroupING Canine Seards Spec. [ereflrarion $$ National Training Host ISF ConEd, ISf iraining,ISl Supportcask TotalAmaunt Per Farrr Fina.,L.Mrlitatinn Mem_'i ancial Me.hmg/SACMeeftng F—litaflon 55 Host $$ AZ-TFI a 00 CA-ITI L71-Subgroup Ld r-E—i. 21000.01 2,000.00 CA TF' 0.00 CA-TE3 0.00 CA-TF4 L71-Subgroup Ld r- Medical 2:]00.'}n 2,000.00 L49 - I STL Stip ead L000.00 L62 - SAC-D 4,000,00 CA-TFS L67-Ad, Org lSl Rep 18,100.40 33,0M.00 L69 - Functional G rp Ldr -Logs 6'"0.00 L70-Isl Grou Adr- 2,400.00 L64-TFR-D OH C-'IF 5 0.00 CA-TF7 0.00 CA-TFS O.Mj LfC - SACR-D 4.000.x CD-TFl L64-TFR-D 4,tr7 4.000.00 FI-TFl FL IT2 L65 - Ad.smy Group Chair 15,000.00 P 1F1 L71-Suhrau Ldr-Trans ,tali.. 2000.00 1�.G0p`1i0 h1A-TH L62 - SACR-D 4,000.00 hID-iFl 4.000.00 MOTIT0.00 L50 - ISTL Stipfnd L69 - Fuuc Gap Ldr-FineucelAdudu &000.00 _NE-TFI 0 - Dep. Fuoctinual Grp Ldr° - ps O 2-011.10L70 13,000.00 '.000 0.0 NJ-TFI 0.00 L71 - Subgroup Ldr° - Pnblic Affairs IAO0.00 TFl L7] - Sub rou Ldr - Safely 2.000.00 4,000.00 L64 - TTR-N 10.000.00 NY-TFl - 12,000.00 L71- Subgroup Ldr - Canine 2,000.00 L69 - Functional Grp Ldr - Planning 6,000.00 OH-TFl L71-Sub r u Leader -\Iaua euseut Pohrr 2.000.00 3,000.00 PA-TFl 64 -TFR-D 7,500.00 9,500.00 L70 - Plauuin Fuucfional Grou - LS7 GA 2,DOOAO L70 - Dep. Fanctiaual Grp Ldr - Plavuing _',000.00 TN-TFl 2,000.00 69 - Fuortional Grp Ldr - Op, 6,000.00 70 - LSTGA - Logistics 2,000.00 TXITT12.094.00 71-Subgroup Ldr -Equipment 2,000.00 L11- Sub r a Ldr - Sh°uctures 2,000.00 .66 - Dep Ad, Group Chain 12,000.00 L69 - Legal Rep 4,111.1. TT-TFI L70-LSTGA-Ad d.Tivauce 2,000.00 2 3-.000.00 1- Subgaroup Leader - Commuuicatious 2,000.00 L71- Subgroup Leader - Training IL' 2.d00.00 L72 - Adv Or 11 Support ]5,.00.00 _a-TFI 4.00 Loa - LSTT. stipend 3.000.00 L?0 - Dep. Functional Grp Ldr - Log 2,000.00 {:A-IF2 L71-Subgaroup Ld, -HaiMa1 2,000.00 1L000.00 L?1- SOP.. p Ldr - Search 2,000.00 L?1- Su rou Ldr - Rescue 2 D00..00 L71- Subgroup Ldr - Fivaure 2,000.00 ,VA-TFl _'.004A0 Totals: 163,100MI 0.001 0.001 0.00 9',OOO.OUI 172.504.00 FY 2021 USR NOFO Back to the T 65 Appendix E — Special Equipment Cache Allocations UMcadre M CK& aan a C)teanardoaCo1g►emtire Caintemace& mace a Io��l_�mamt -I 3ereementRedmiatj Iss1 Farce Recapiear dJ Reratiae Per Tr:1;Force I City of PhoeEdi Fire Department -XZ-in i City of L as Angehs Fire Depwtnrat CIL-TFl S Las Amgeles County Fire Departurat CA-TF2 M e[da P i rL Fire Pr atertiao Dhtric G C AL-TF9 5 Oald. and Fire Deputmeut CATFJ Orange C onoty Fire _-Whorir i:.i-Iss S M:r;00..00 C.it4' of Riverside Fire Departmerr t:A-I.6 S KQW.00 C it}- of Sac ramento Fire Deparrmen[ CA -I=" $ 96,004.OQ C in' of San Mega Fire- is S T-4 S Re_rueDeparrment x 96 E.:1.00 Writ Metro Fire Protertioa District { &13.1 '� 96,000-00 llinm -Dade County Fine Department FL--IFI S S WOOd.00 C in' of 7iiami Fire and Rem w? FL-IF2 S 9+" OM.00 C ay of Indianapolis - DP S 9c000.00 C itti- of Severtr E ).L-1 -UA.-TFl S FY 2021 USR NOFO Back to the T •. Appendix E — Special Equipment Cache Allocations (coot.) Sponsarfg Ur{anaaaon. C oopri tivi. grmmentRecipimis Iai.I:Fo[re B=CacbL Usistenaace& - (PAYRYew 1 da)_ ISTC—ache �Uweeance & LLecaprtaliaaUaa Lines Total-Xmoont Per Ia:1-Foece Montgomery C n©tF Fire and Re --rue son -me S 46.".00 Saone C oanty Fire Protection. Ili_ trios MG-T 1 S L rcGUL Fire F Rescaa NE-TFI S NJ State Police -V-TT1 S C1arLCoancv Fire Department NT-IF 5 ?6,".0O -s 96.000.00 YYC Office ofEmer;eDr:� Mqwipmem NY-TF] 5 - MiimiVallew Fire EMS alliance Cili-M Philadelphia FireDepartmenc FA-TFI 5 Cin• ofMemphi•. Fire SeLvice N-TFl 5 Tera:En aeeringEvensianService IC-TF1 -fi. h .li 46..>' , - n Salt Lake Urbam Search aF Resc>te 17-71 < Fairfax C.onntr Fire andRescaeDept. 1A-TF1 5 Viraiaia Beach Fire Departmrzt VA-M 5 PUMA Pieree {-auntV Dept_ of Emery_ WA-iF1 5 FY 2021 USR NOFO Back to the T M Appendix F — Advisory Organization Stipends Line # Posrtron First Name Last Name TF Stipend 62 SAC- Dirision Central Don Lombardi CO-TF1 4.CCC 62 SAC- Dkrision East Scott Goldstein MDTF1 -, 62 SAC- Dkrision West Brian Fennessey CA-7F5 4.CCC 63 TFR - National Joe Downey NY--F _ 1QDDC 64 TFR - DNelsion Central Rod —yus CO--:-, 64 TFR- D-MisionEast Ken Pagurek PA--F_ 7,50C 64 TFR - DMsion West Ste-: e McK-nster CA= F6 65 Advisory Group Chair B' 3rc-., n N-_=_ 15.000 66 Advisory Group Ch air - Deputy K e -h Bevan UT--= _ 12. COD 67 Advisory Group - IST Representathre M k-- Boyle CA-- 3 18,000 6,9 Advisory Group - Legal Representative Brian Pcberts UT-TF1 4, DDO 69 FUNCTIONAL GROUP LEADER Jeff Saunders —X-7F1 6. DDO 69 FUNCTIONAL GROUP LEADER Mike Cayse OH= F_ 6,CDO 69 FUNCTIONAL GROUP' LEADER Richard Ventura CA= =3 6.DW 69 FUNCTIONAL GROUP LEADER Brad -havenet NE-F_ 6,CDO 70 DEPUTY FUNCTIONAL GROUP LEA DER Rol-, Patterson NE-TF' 2,CDO 70 DEPUTY FUNCTIONAL GROUP LEA DER B Geyer —N= `__ 2,000 70 DEPUTY FUNCTIONAL GROUP LEADER Wayne 3 ack 2,000 70 DEPUTY FUNCTIONAL GROUP LEA DER —B=; -BD NE: =_ 2.DDO 70 IST GROUPADViSOR Ketr'n Fetterman +_ ,_ =3 2.DDO 70 IST GROUPADViSOR Ken Vfright —°x: —=_ 2,000 7O IST GROUPADVISOR Jenn-ter Bevan i —= =_ 2. DDO 70 IST GROUPADVISOR Marty Nevil _ __ 2.DCO 71 SU BGROUP LEADER - CAN I N E Scott Mateyaschuk 2,000 71 SUBGROUPLEADER -COfVMUNCAT ION 5 Justin Waters IJ_==_ 2,000 71 SUBGROUP LEADER - EQUIPMENT Kc"h Brcovn —'x: `=_ 2,000 71 SUBGROUP' LEADER - EXERCISE Jarr's 'WiIGs 2. DDO 71 SUBGROUP' LEADER - FINANCE Vanessa Soun 2,000 71 SU BGROUP LEADER - HAZMAT Mark Hund e-, r' , —_= 2.000 71 SUEGROUP LEADER - MANAGEMENT-POLICf Evan 5churmarin C-1 __ 2,CDO 71 SU BGROUP LEADER - MEDICAL L nda Bue =K= =� 2,000 71 SUBGROUPLEADER- PUBLICAFFAIRS Kar LEL N-,'--=_ 2,000 71 SU BGROUP LEADER - RESCUE Jon ? zc c —_= 2,CDO 71 SUBGROUP LEADER - SEARCH Jim nZ edLie 2,000 71 SU BGROUP LEADER - STRUCTURES Peter :a a- JIL7 2,000 71 SU BG ROU P LEADER - TRA IN IN G M ike i_r I"a 2," 71 SUBGROUP LEADER -TRANSPORTATION Mark 'al-l- N--=_ 2.DDC 71 UN IT LEADER - SAFETY Ijim U-- 51un 1Fd.r —_ _ 2,CDC 72 An nu aIAdvrsor� Org Stipends - IT Support I IIJ—= _ _1 15.DCC 73 An nu aIAdvisoryOrgStipencs- ExerUnitSuppork Total: Shows onTab1Line 99andTab 2 Line74 163,5W FY 2021 USR NOFO Back to the T •: Appendix G — Summary of Deliverables and Points of Contact ITi.HI.1'9ZPOIRM"G LiE I&rXM--,M ➢dim�4L doe➢a Sde s1 s d%b�Ml Pam s err GelisY Addidenal l>dsawooe Jmte h- &>mm18'-Mlly ft—gh through T..— .ua : Fta}wa 3,1 Use —I template (FEMA G— L- (nuu-.pao6.pn-]. 0— Form 0®¢0.101) dstlE—d ehgbte, submit complete G—t Appli-dom package &-4, NDCG = System 1 aChedeledimad— Email P.-r Boagud atimoel Uic&R Ftepnose SYs&m Task Force 5 ]F Ex-aLoarion Task F— Sell1\^ah�ticm Sheet Or]R LU Farr P89-(F P 1 14) 7atmay 31st Database B—Bam n. Das•e Cnmad 9 1.=oxy ofFederadh, Oared Egmp—rt(2od Carbe, 7atmay"A k EEPP 4ISTman , wtr applicable): Glr oDpy, of 184 Sa rnia email or Lli5 13nxe Batnett:Dace Coamad Iime-Phase Fme Deplo9—f Duty )array }1st ICITFUWAiraaft L-d,ug Ilan° fmm [FEIIA Fmm B— Neuhaus O,wber 30th Th. [w au w.shall be taa.ed om=-L e.p—. iu—d from EEPP biamt®anCe A...i Comp Estimates S tria email Bmxe Barrett the Pms—year and am• 9dd t—J Cosa amdctpated 5a• a Poe fou—.g}�. 3amay 30th StL®r ffi—gh DII a—L System. Barra Berl FELIAF-089-0.11 7.1y loth Seri _3nmsd Ad+nu„—re R pod (FFF2 U Form 089-0 ) O,wber 301h Sib= SF42S Pomugh the P4ml= amd Tauana Mork this[ be sub-tmd is PARS m Eq-=g System (PARS) comin>p o d— dawn f—k I—ag ]0W Qua 1v Ftaa dRq n(SF-425) April 30th hdp 301h 9 Nnla[erdmt Wda}s befcme the es .e .. .:I Er si th Nohfiudi- should be brief bin begms induk dz-es. scope of eee—_ —b. afp:.r- ip-n :aodmlrer agelr1e51IP.':1.'ed. imot ske the NaLbi tim ofMobili=m u Full -Scale Esaerrise pl oC aid--Lild a.. 1. confieed nib—tioa eT—: 1emm m obtain FEk'_4 xpp-,El of IF 5p—.d aaiuine' wd v ewes) 90daysr?Poe—plad—fa Postal or Email lhiaa Smith ,I"'shw be w.aim ina mobl..t-or fmR-uale easerc+�?. o¢ a fiomaat nh—leasers leased may hammg actiaity aitb dl¢aaiom ofmore Poem be 5b..dwvh otl..task Soaca Ekmase After Am -Report 24 crmseomse homy. m the Nad®a] 1WRRgpomse Scscem 19 C'LOS@0➢T RPPUR'fl'iG oiE(�L.aiPiffisR3 -Du ll9 dm rtRr Mo[.tie Cmpnovve i�omns Period N Ptoeosmaa�se IleivmaNn iresLaeYsl of 5�l�atal PaiadsldCewrt .W�000al Iafosmada 'SECURRE.ATCLOSEOLTPACYAGETE.MPIATE (C©NTIDP5T13EFOLLOSFPIG FEIi4L-U5R- ILF_l15wither-eaA—VMd SF425): fenadh�gor Ctma I--ses wd inr,g,aronsall priap ruauce mpors 1 =foallh6o®amcelleport (shmddsbna actnale hoes; by buffet caleg¢y} E..lasaMii—ft Ward or PDF file Sahmit thraugL the PE,) —and Final Fimanoal SM= REJ f(SF425) Repmtmg System(PARS)amd F—il Taw— I Txk: Foyers Bat tbet n&mi siom as.pdf file wd& FE]LA-USR{'immsigYemadbo..goa r3osemrt parkage Pigment of all ®tlqui&ted TPivamcia]Pagmea,t ffifLx,�.,,m..,iw3 Fvads (if applitalile) D—spe a..thodofrepsymeat oWipb—lF FEMA andreport with G.= ME— A timm ofc3oseuu —p..dd funds mA—t— a OScer Im:N—sh.tldi h. &irem; pmcl.ad with Federal perm° gaipmem lm�tary Email 7--k7 k:P--Eat fords, w-hee cmres£w met robe is egaai to m Teats {,:,• $s.na➢peritem with Federal pan: hmds, w']dch the aggregate eueeis $5.00 or p—& antlxt Enaawiy of—wd os aesidmliipplies(if applicable) am Tangible Pert... Propert?• Pgxn Erroll SMM.=(mcaelY letter) Poor s ft mpplies(if any) do mt exeepd l'.,0b10. U Isseam Nfaek: Rayner Bal °gym' rr, uvLr SO sr Corn FEMA-USR-Gimmsnfema.dhs.gm. Inclmde in cot+er letter slataag Poe eTInpID tmpphes will be erased C—Lwu,Miidia sbtemlm€ofisesr-fwfanmetaeofeTaipmems Fr+mit 6ortheirmtzKbdPMP- ofdM grit —Poe life cycle of the 6 egwpmentnq�p]ies. FY 2021 USR NOFO Back to the T • J Appendix G — Summary of Deliverables and Points of Contact (cont) FOC tiANE E UL Phone AaEME5-1 USfrR BRiNCH CONT•A= GROUP S}'_kl`AOCDUNT FEMA-L-M-GP--ITr&n-fEm.&,. NA U.S.DEpztuaxofHormEland5erm-i[} bnand,=ta,.-Im ..dha.Pat- B=SmLlh 202-212-4316 FEdeaalEciugaxr ManagEmad AgEnq• BnxLLheuhsus bnKe.neui:U .-'e=dhs.=a- 202424-1707 U&&RB aoci ORR-RS-DP-UR Buddy E.r elnaod-di��lientaurhs. 202-7024M54 Arm: (Apprapmte name here) Psa3•E.roptd pa= daa rwfim a.dhs. 202-212-4570 500 C Street SR` Rsvma Ed RR maBal0:fenra.dIs. 202-6W7933 Washu�DC: 2047" US&RRAREH'GIISE DONCACT-EQLTPU= Fedeaal ? ma� LM WORYIL,E E LNU li'aikou e BnxeEwwt< hma.bsaete;fi:.dha v. 202-212-1763 13990PackCemerRoad Dm-eCamad dru. .c.•+ K!a fea=i.dhs. 03 202-3"-311" Biu]dmgP Henn:,, VA _M171-3717 CCCN7iCT U.S.Departi—toEH ElaMSermitg Fedp---1 merry tia mg—eee : nc3• T3.D TBD TBD DH FE%'-k{PD Rchm Tam RobeL7.Tat-,7#ema.dhs. m 20%297-0743 .firm: (ApEanpnste neniehere) 400 C Street SW. 31ti Washtq ua D.C. 207T2-3635 ADDRESS TO',ETURFEFLhT} C'IMM 97r neck) and -lone) t)rdsrs-- wernis suer ays cour r {r.g, LFS, DM, Fedn) FEM-4. U-S.-Sank P.O. Ekes 6200-16 Arm: {'iok:RnmwEaI LDdbm Portland ORP7228-6100 FEhtAFin=ECeatu 0200-16 L e pa)uble to the Federal Eamp2my Sfamp mmt 1765} NE Smsd} Rh•d Agemy) Pcaffikad, OR 472230 Note: Please neuke sureaddrrss b rsrrrem b an 5endbeg a y e•hexJEs, as rpn s is swbjeer re ekme 4CHG rvn�arie CdearargEvxsr) Fed Nru� TypF <Bab Type Code: 106D FEMAARA_ 0510-300-d Furyadalln dn&m 0210300M TREAS NYC AccmwNumbEn -q4)M 3.ccoimt�. D-'700"O0D2-FEMA FY 2021 USR NOFO Back to the T 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 1,332,878.00 $ 1,332,878.00 2. 0.00 3. 0.00 4. 0.00 5. Totals $0.00 $0.00 $1,332,878.00 $O.00F $1,332,878.00 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 $762,423.00 $10,080.00 $0.00 $0.00 $772,503.00 b. Fringe Benefits 90,817.00 0.00 0.00 0.00 90,817.00 c. Travel 39,000.00 12,000.00 0.00 0.00 51,000.00 d. Equipment 0.00 0.00 233,702.00 49,000.00 282,702.00 e. Supplies 5,000.00 0.00 0.00 0.00 5,000.00 f. Contractual 73,818.00 18,914.00 0.00 38,124.00 130,856.00 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) 971,058.00 40,994.00 233,702.00 87,124.00 1,332,878.00 j. Indirect Charges 0.00 0.00 0.00 0.00 0.00 k. TOTALS (sum of 6i and 6j) $971,058.00 $40,994.00 $233,702.00 $87,124.00 $1,332,878.00 7. Program Income Is Is Is Is Is Section 4 FEMA Form 089-0-10B Budget Summary Page 1 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 1 st Year 1 st Quarter 2nd Quarter 3rd Quarter 4th Quarter $0.00 $ $ $ $ 14. Non -Federal 0.00 15. TOTAL (sum of lines 13 and 14) $0.001 $0.001 $0.001 $0.001 $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: 23. Remarks: Section 4 FEMA Form 089-0-10B Budget Summary Page 2 of 2 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. U.S. Department of Homeland Security Washington, DC 20472 10tVXR F4 T y. FEMA US&R GENERAL MEMORANDUM - 2021-015 June 11, 2021 FOR: National Urban Search & Rescue Response System Task Force Represe atives FROM: Buddy Ey, Ch Admin / Fina Section Urban Search and Rescue Branch SUBJECT: US&R General Memorandum 2021-015 — FY21 US&R Readiness Cooperative Agreement Solicitation and Announcement Timeline The solicitation, application and award timeline for the FY21 US&R Readiness Cooperative Agreement (subject to change) is as follows: January 28, 2021: Strategic Group Budget Planning Meeting — Virtual April 16, 2021: FY21 US&R Notice for Funding Opportunity (NOFO) submitted to the Grants Management Branch for review and approval. June 3, 2021: US&R Branch received notice that the FY21 US&R NOFO was approved June 9, 2021: Final Federal Opportunity Announcement (with Appendices) submitted to the Grants Management Branch for processing/posting. June 16, 2021: Cooperative Agreement Notice of Funding Opportunity (NOFO) package to post on www.grants.gov and available for access (projected) June 30, 2021: DUE - Submit SF424 through www.grants.gov for initial approval July 15, 2021: DUE — All application packages through the NDGrants System July 19, 2021: DHS/FEMA (GPD and US&R Branch) begins review, negotiation, and approval of 28 task force applications through NDGrants System. GPD award packages. August 20, 2021: Application reviews complete by US&R Branch (projected) Sept 01, 2021: Anticipated Award Date Anticipated Period of Performance: September 01, 2021— August 31, 2024 �www.fema.gov (D(D@(D(D(DQ) 'l�)E�nesgF Cammunlpallpns�Hpssstlaus Ipa dFuuq Tran portalion Material US&R General Memorandum 2021-015 — FY2021 US&R Readiness Cooperative Agreement Solicitation and Announcement Timeline Page 2 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. cc: US&R Strategic Group US&R Advisory Group US&R Branch Staff FEMA Regional/Federal/International ESF #9 Representatives US&R Task Force Grant Managers www.fema.gov WORKSPACE FORM 1800NTS. 726 SUPPORT@GRATS.GOV This Workspace form is one of the forms you need to complete prior to submitting your Application Package. This form can be completed in its entirety offline using Adobe Reader. You can save your form by clicking the "Save" button and see any errors by clicking the "Check For Errors" button. In -progress and completed forms can be uploaded at any time to Grants.gov using the Workspace feature. When you open a form, required fields are highlighted in yellow with a red border. Optional fields and completed fields are displayed in white. If you enter invalid or incomplete information in a field, you will receive an error message. Additional instructions and FAQs about the Application Package can be found in the Grants.gov Applicants tab. PP*1 Opportunity Number: DHS-2I-DOD-025-00-01 Opportunity Title: Fiscal Year (FY) 2021 National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement Opportunity Package ID: PK000267779 CFDA Number: 97.025 CFDA Description: National Urban Search and Rescue (US&R) Response System Competition ID: Competition Title: Opening Date: 06/16/2021 Closing Date: 07/15/2021 Agency: Department of Homeland Security - FEMA Contact Information: Centralized Scheduling and Information Desk (CSID) Phone: (800) 368-6498 E-mail: askcsid@fema.dhs.gov Workspace ID: WS00722378 Application Filing Name: City of Miami US & R FY 2021 DUNS: 0722207910000 Organization: MIAMI, CITY OF Form Name: Application for Federal Assistance (SF-424) Form Version: 2.1 Requirement: Mandatory Download Date/Time: Jun 17, 2021 03:51:20 PM EDT Form State: No Errors 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: Completed by Grants.gov upon submission. 5a. Federal Entity Identifier: 5b. Federal Award Identifier: State Use Only: 6. Date Received by State: 7. State Application Identifier: 8. APPLICANT INFORMATION: • a. Legal Name: City of Miami • b. Employer/Taxpayer Identification Number (EIN/TIN): ' c. Organizational DUNS: 0722207910000 596000375 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: 7865543155 Fax Number: 'Email: usarpm@miamigov.com 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-2I-DOD-025-00-01 * Title: Fiscal Year (FY) 2021 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 Application for Federal Assistance SF-424 16. Congressional Districts Of: * a. Applicant FL-027 ' b. Frog ra m/ Project Attach an additional list of Frog ra m/ Project Congressional Districts if needed. Add Attachment Delete Attachment View Attachment 17. Proposed Project: * a. Start Date: 09/Ol/2021 ' b. End Date: 08/31/2024 18. Estimated Funding ($): * a. Federal 1, 332, 878. 00 * b. Applicant 0. 00 * c. State 0. 00 * d. Local 0. 00 * e. Other 0. 00 * f. Program Income 0. 00 *g.TOTAL 1,332,878.00 * 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 L.View Attachment 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: 305-416-1536 Fax Number: *Email: lblondet@miamigov.com * Signature of Authorized Representative: Completed by Grants.gov upon submission. * Date Signed: Completed by Grants.gov upon submission. 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-2021-CA-00034 Dear Erik Sanchez: Congratulations, on behalf of the Department of Homeland Security, your application for financial assistance submitted under the Fiscal Year (FY) 2021 National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement has been approved in the amount of $1,332,878.00. 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 2021 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 Wed Sep 01 00:00:00 GMT 2021 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-2021-CA-00034-S01 TABLE OF CONTENTS Article I Limited English Proficiency (Civil Rights Act of 1964, Title VI) Article 11 Universal Identifier and System of Award Management Article III Americans with Disabilities Act of 1990 Article IV SAFECOM Article V Rehabilitation Act of 1973 Article VI National Environmental Policy Act Article VI Acknowledgement of Federal Funding from DHS Article VI II USA PATRIOT Act of 2001 Article IX Age Discrimination Act of 1975 Article X Civil Rights Act of 1964 - Title VI Article XI Environmental Planning and Historic Preservation (EHP) Review Article XI Notice of Funding Opportunity Requirements Article XIII Trafficking Victims Protection Act of 2000 (TVPA) Article XIV Non -Supplanting Requirement Article XV Drug -Free Workplace Regulations Article XVI Federal Leadership on Reducing Text Messaging while Driving Article XVII DHS Specific Acknowledgements and Assurances Article XVII I Best Practices for Collection and Use of Personally Identifiable Information Article XIX Civil Rights Act of 1968 Article XX Debarment and Suspension Article XXI Activities Conducted Abroad Article XXII Energy Policy and Conservation Act Article XXIII Procurement of Recovered Materials Article XXIV Acceptance of Post Award Changes Article XXV Terrorist Financing Article XXVI Hotel and Motel Fire Safety Act of 1990 Article XXVII Duplication of Benefits Article XXVII I Fly America Act of 1974 Article XXIX Prior Approval for Modification of Approved Budget Article XXX Reporting of Matters Related to Recipient Integrity and Performance Article XXXI Lobbying Prohibitions Article XXXII False Claims Act and Program Fraud Civil Remedies Article XXXIII Federal Debt Status Article XXXIV Nondiscrimination in Matters Pertaining to Faith -Based Organizations Article XXXV Education Amendments of 1972 (Equal Opportunity in Education Act) - Title IX Article XXXVI Copyright Article XXXVII Disposition of Equipment Acquired Under the Federal Award Article XXXVIII Reporting Subawards and Executive Compensation Article XXXIX Use of DHS Seal, Logo and Flags Article XL Whistleblower Protection Act Article XLI Assurances, Administrative Requirements, Cost Principles, Representations and Certifications Article XLII Patents and Intellectual Property Rights Article XLIII Program Income Article XLIV Cooperative Agreement Article XLV Renovation and Modification Costs Article XLVI Warehouse Leases Article XLVII Performance Goals Article I - 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.gov/guidance- published -help -department- supported -organizations -provide -meaningful -access -people - limited and additional resources on http://www.lep.gov. 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 - 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 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 - Rehabilitation Act of 1973 Recipients must comply with the requirements of Section 504 of the Rehabilitation Act of 1973, Pub. L. 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 VI - National Environmental Policy Act Recipients must comply with the requirements of the National Environmental Policy Act of 1969 (NEPA), Pub. L. 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 VII - 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. I_MMVJIIdI'Mi' WelIVC611r_[a nO W41I1S 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 IX - 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 X - 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 XI - Environmental Planning and Historic Preservation (EHP) Review DHS/FEMA funded activities that may require an EHP review are subject to the FEMA Environmental Planning and Historic Preservation (EHP) review process. This review does not address all federal, state, and local requirements. Acceptance of federal funding requires recipient to comply with all federal, state, and local laws. DHS/FEMA is required to consider the potential impacts to natural and cultural resources of all projects funded by DHS/ FEMA grant funds, through its EHP Review process, as mandated by the National Environmental Policy Act; National Historic Preservation Act of 1966, as amended; National Flood Insurance Program regulations; and, any other applicable laws and Executive Orders. In order to initiate EHP review of your project(s), you must submit a detailed project description along with supporting documentation. The EHP review process must be completed before funds are released to carry out the proposed project; otherwise, DHS/FEMA may not be able to fund the project due to noncompliance with EHP laws, executive order, regulations, and policies. If ground disturbing activities occur during construction, applicant will monitor ground disturbance, and if any potential archeological resources are discovered, applicant will immediately cease work in that area and notify the pass -through entity, if applicable, and DHS/FEMA. Article XII - 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 XIII - 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 XIV - 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 XV - 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 XVI - 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 XVII - 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 Administrative 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 if they have an active award, not every time an award is made. Recipients should submit the completed tool, including supporting materials, to CivilRightsEvaluation@hq.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. 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 CivilRightsEvaluation@hq.dhs.gov prior to expiration of the 30-day deadline. Article XVIII - Best Practices for Collection and Use of Personally Identifiable Information Recipients who collect personally identifiable information (PII) are required to have a publicly available privacy policy that describes standards on the usage and maintenance of the PH they collect. DHS defines PI I 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 at http://www.dhs.gov/xlibrary/assets/ privacy/privacy_pia_guidance_june20l O.pdf and Privacy Template at https://www.dhs.gov/sites/default/files/publications/ privacy_pia_template 2017.pdf as useful resources respectively. Article XIX - Civil Rights Act of 1968 Recipients must comply with Title VI II of the Civil Rights Act of 1968, Pub. L. 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 XX - 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 XXI - 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 XXII - Energy Policy and Conservation Act Recipients must comply with the requirements of the Energy Policy and Conservation Act, Pub. L. 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 XXIII - 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. 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 XXIV - 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 XXV - 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 XXVI - 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 XXVII - 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 XXVIII - 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 XXIX - Prior Approval for Modification of Approved Budget Before making any change to the FEMA approved budget for this award, you must request prior written approval from FEMA where required by 2 C.F.R. section 200.308. FEMA is also utilizing its discretion to impose an additional restriction under 2 C.F.R. section 200.308(f) 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 FEMA where the cumulative amount of such transfers exceeds or is expected to exceed ten percent (10%) of the total budget FEMA last approved. You must report any deviations from your 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 XXX - 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 XXXI - 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 XXXII - 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 prohibit 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 XXXIII - 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 XXXIV - 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 XXXV - 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. 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 C.F.R. Part 17 and 44 C.F.R. Part 19. Article XXXVI - 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 XXXVII - Disposition of Equipment Acquired Under the Federal Award When original or replacement equipment acquired under this award by the recipient or its subrecipients is no longer needed for the original project or program or for other activities currently or previously supported by a federal awarding agency, you must request instructions from FEMA to make proper disposition of the equipment pursuant to 2 C.F.R. section 200.313. Article XXXVIII - 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 XXXIX - 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 XL - 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 XLI - 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. By accepting this agreement, the recipient and its executives, as defined in 2 C.F.R. section 170.315, certify that the recipient's policies are in accordance with OMB's guidance located at 2 C.F.R. Part 200, all applicable federal laws, and relevant Executive guidance. Article XLII - 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 XLIII - 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 XLIV - Cooperative Agreement 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 XLV - 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. section 5165f(I)(2); 44 C.F.R. section 208.23(c)(4). Article XLVI - 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. Article XLVII - Performance Goals The objective of the FY 2021 National Urban Search and Rescue (US&R) Response System (the System) is to provide funding for 28 national task forces staffed and equipped to assist State and local governments to conduct around -the - clock search -and -rescue operations following a Presidentially declared major disaster or emergency under the Stafford Act. FEMA will measure the effectiveness of the Cooperative Agreement program by comparing the input of federal resources used to sustain readiness of the System and local jurisdictions to respond and deploy to no -notice and notice events within the timeframes specified for each particular category of incident and locality upon having received a request from the Authority Having Jurisdiction. In addition, FEMA will evaluate whether the recipientA6s activities provided for the sustainment and readiness of the System and local jurisdiction in support of DHS Mission 5, Goal 5.1: Enhance National Readiness, which seeks to reduce the vulnerability of individuals and families and mitigate risks to communities. In order to measure performance, FEMA may request information throughout the period of performance and in response to the recipientA6s final performance report submitted at closeout. BUDGET COST CATEGORIES Personnel $772,503.00 Fringe Benefits $90,817.00 Travel $51,000.00 Equipment $282,702.00 Supplies $5,000.00 Contractual $130,856.00 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-2021-CA-00034-SO1 *** RECIPIENT AWARD WX04655N2021T , NO. WX04656N2021T , 596000375 WX04657N2021T , WX04656N2021 TA 6. RECIPIENT NAME AND 7. ISSUING FEMA OFFICE AND 8. PAYMENT OFFICE AND ADDRESS ADDRESS ADDRESS FEMA Finance Center City of Miami - Florida Task FEMA-GPD 430 Market Street Force II 400 C Street, SW, 3rd floor Winchester, VA 22603 444 SW 2ND Avenue, loth Washington, DC 20472-3645 Floor POC: 866-927-5646 Miami, FL, 33130 - 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF FEMA PROJECT COORDINATOR PROJECT OFFICER (786)554-3155 Central Scheduling and Information Desk Erik Sanchez Phone: 800-368-6498 Email: Askcsid@dhs.gov 11. EFFECTIVE DATE OF 12. 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION METHOD Cost Reimbursement 09/01 /2021 OF PAYMENT PARS 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM CFDA NO. ACCOUNTING DATA NAME (ACCS CODE) ACRONYM XXXX-XXX-XXXXXX- XXXxx-XXXX-XXXX-X National Urban 97.025 Search & Rescue (US&R) Response System Readiness Cooperative Agreement National Urban 97.025 Search & Rescue (US&R) Response System Readiness Cooperative Agreement National Urban 97.025 Search & Rescue (US&R) Response System Readiness Cooperative Agreement National Urban 97.025 Search & Rescue (US&R) Response System Readiness 2021-OS-A392-D60D--4101-D 2021-OS-A392-D60D--4101-D 2021-OS-A392-D60D--4101-D 2021-OS-A392-D60D--4101-D From: To: 09/01 /2021 08/31 /2024 Budget Period 09/01 /2021 08/31 /2024 PRIOR AMOUNT CURRENT TOTAL AWARDED TOTAL AWARD THIS AWARD ACTION + OR (-) $0.00 $1,281,150.00 $1,281,150.00 $0.00 $0.00 $0.00 $0.00 $51,728.00 $51,728.00 $0.00 $0.00 $0.00 CUMULATIVE NON- FEDERAL COMMITMENT See Totals See Totals See Totals See Totals Cooperative Agreement $0.00 $1,332,878.00 $1,332,878.00 b. To describe changes other than funding data or financial changes, attach schedule and check here. N/A $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) DATE �1 Tue Aug 24 17:02:02 GMT 2021 rl/ NICA DANNELLE MATHES , Section Chief