HomeMy WebLinkAboutUSAR Guidance KitFISCAL YEAR 2010
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GUIDANCE AND APPLICATION KIT
JANUARY 20'10
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U.S. DEPARTMENT O1r HOMELAND SECURITY
Title of Opportunity: 97.025 National Urban Search And Rescue (US&R) Response
System
Funding Opportunity Number: TBD
Federal Agency Name: U.S. Department of Homeland Security (DHS) Federal
Emergency Management Agency (FEMA)
Announcement Type: Initial
Dates: Completed application must be submitted no later than 11:59 PM ET, March 15,
2010.
Additional overview information: N/A
CONTENTS
Contents.......................................................................................................................1
Part I. FUNDING OPPORTUNITY DESCRIPTION.........................................................2
Part II. AWARD INFORMATION.....................................................................................3
Part 111. ELIGIBILITY INFORMATION.............................................................................4
A. Eligible Applicants...................................................................................4
B. Cost Sharing.............................................................................................4
C. Restrictions..............................................................................................4
Part IV. APPLICATION AND SUBMISSION INFORMATION........................................5
A. Address to Request Application Package.............................................5
B. Content and Form of Application............................................................5
C. Submission Dates and Times.................................................................6
D. Intergovernmental Review ....................... Error! Bookmark not defined.
E. Funding Restrictions ........................ ............6
...........................................
Part V. APPLICATION REVIEW INFORMATION...........................................................7
A. Review Criteria.........................................................................................7
B. Review and Selection Process................................................................7
C. Anticipated Announcement and Award Dates.......................................7
Part VI. AWARD ADMINISTRATION INFORMATION...................................................8
A. Notice of Award........................................................................................8
B. Administrative and National Policy Requirements................................8
C. Reporting Requirements...... .................................................................
15
Part VII. FEMA CONTACTS.........................................................................................18
Part Vlll. OTHER INFORMATION................................................................................20
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PART 1.
FUNDING OPPORTUNITY DESCRIPTION
The U. S. Department of Homeland Security (DHS) and the Federal Emergency
Management Agency (FEMA) maintain a high level of accountability and provide
support and funding to maintain the readiness of the National Urban Search & Rescue
Response System. The purpose of this funding opportunity is to establish yearly
Cooperative Agreements with the 28 State and local emergency management
Sponsoring Agencies currently designated by FEMA as members of the National Urban
Search and Rescue (US&R) Response System.
The Cooperative Agreement funding will assist the US&R Response System resources
to be prepared for mission response and provide qualified personnel in support of
Emergency Support Function -9 (ESF-9) activities under the National Incident
Management System (NIMS) and the National Response Framework (NRF).
Specifically, these Cooperative Agreements will provide a mechanism for distribution of
Cooperative Agreement funding to prepare the 28 designated Task Forces for US&R
disaster response, including response to incidents involving weapons of mass
destruction (WMD) that would require a limited hazmat capability for the core structural
collapse mission, National Special Security Events (NSSE) or other designated
disasters or emergencies. US&R Task Force Sponsoring Agencies are directed to use
the funding to meet the following objectives: provide task force administration and
management, training, equipment cache procurement, and maintenance and storage.
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PART 11.
AWARD INFORMATION
Only the 28 State and local Sponsoring Agencies currently designated by FEMA as
members of the National US&R Response System are eligible for applying for these
operations and maintenance project Cooperative Agreements. Applications and budget
plans will be reviewed by the DHS US&R Program Office and Grant Programs
Directorate. Any issues or concerns noted in the application will be negotiated with the
successful applicant prior to the award being issued. The substantial involvement is
provided under Part VIII Other Information, Article VII, DHS/FEMA/US&R Program
Office Responsibility.
Authorizing Statutes
Homeland Security Act of 2002, as amended, 6 U.S.C. §§ 101 et seq.; Section 634 of
the Post -Katrina Emergency Management Reform Act of 2006, 6 U.S.C. § 722;
Sections 303, 306, 403 and 621 of the Robert T. Stafford Disaster Relief and
Emergency Assistance Act, as amended, 42 U.S.C. §§ 5144, 5149, 5170b, and 5197;
and 44 CFR Part 208.
Period of Performance
The period of performance for the Cooperative Agreements is 18 months. Extensions
to the period of performance will be considered only through formai requests to FEMA
with specific and compelling justifications why an extension is required. The period of
performance is anticipated to be May 01, 2010 thru October 31, 2011.
Available Funding
In FY 2010, the total amount of funds distributed under the Cooperative Agreements will
be $29,620,000. The amount of funding per award will range between $1,041,900 and
$1,107,900. Cooperative Agreement Awards will be made "Subject to the Availability"
of FY 2010 Funds.
PART III.
ELIGIBILITY INFORMATION
A. Eligible Applicants
Only the 28 State and local Sponsoring Agencies currently designated by FEMA as
members of the National US&R Response System are eligible for applying for funding
for these operations and maintenance project Cooperative Agreements.
National Incident Management System Implementation Compliance
In accordance with Homeland Security Presidential Directive (HSPD)-5, Management of
Domestic Incidents, the adoption of the National Incident Management System (NIMS)
is a requirement to receive Federal assistance, through grants, contracts, and other
activities. The NIMS provides a consistent nationwide template to enable all levels of
government, tribal nations, nongovernmental organizations, and private sector partners
to work together to prevent, protect against, respond to, recover from, and mitigate the
effects of incidents, regardless of cause, size, location, or complexity.
FY 2009 NIMS implementation must be considered prior to allocation of any Federal
awards in FY 2010. The primary grantee/administrator of FY 2010 US&R Readiness
award funds is responsible for determining if sub-awardees have demonstrated
sufficient progress to disburse awards.
To be eligible to receive FY 2010 Cooperative Agreement funding, applicants must
meet NIMS compliance requirements. See Part VIII, Other Information, Article VIII,
A.13 for NIMS information. The NIMSCAST will be the required means to report FY
2010 NIMS compliance for FY 2010 award eligibility. Each Sponsoring Agency Task
Force will deal with NIMSCAST thru their State requirements_
B. Cost Sharing
There is no required cost sharing, matching, or cost participation for the FY 2010 US&R
Cooperative Agreements.
C. Restrictions
This Cooperative Agreement may not be used for funding new capital construction.
However, costs associated with leasing, upgrading, minor renovations and modifications
of existing warehouse facilities that do not change the footprint of the structure are
permitted. Refer to Part VIII, Other Information for further guidance.
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i
PART IV.
APPLICATION AND SUBMISSION
INFORMATION
A. Address to Request Application Packages
Only the 28 National DHS/FEMA designated Task Force Sponsoring Agencies are
eligible to apply.
FEMA makes all funding opportunities available through the common electronic
"storefront" -- grants.gov, accessible on the Internet at http://Www..grants.gov. If you
experience difficulties accessing information or have any questions please call the
grants.gov customer support hotline at (800) 518-4726.
Application forms and instructions are available at grants.gov. To access these
materials, go to http://www.grants.gov , select "Apply for Grants," and then select
"Download Application Package." Enter the CFDA and/or the funding opportunity
number located on the cover of this announcement. Select "Download Application
Package," and then follow the prompts to download the application package. To
download the instructions, go to "Download Application Package" and select
"Instructions."
B. Content and Form of Application
1. Application via www.prants.gov. All applicants must file their applications using
the Administration's common electronic "storefront"- www.grants.gov. Eligible
grantees must apply for funding through this portal, accessible on the Internet at
www.,qrants.gov.
The application must be completed and submitted using www.grants.gov after
Central Contractor Registration (CCR) is confirmed. The on-line application includes
the following required forms and submissions:
• Standard Form 424, Application for Federal Assistance
• Standard Form 424 A, Budget Information (Non -construction)
• Standard Form 424 B, Standard Assurances (Non -construction)
• Standard Form LLL, Disclosure of Lobbying Activities
• Grants.gov (GG) Lobbying Form, Certification Regarding Lobbying
• FEMA Form 20-16C, Certifications Regarding Lobbying; Debarment,
Suspension and Other Responsibility Matters; and Drug -Free Workplace
Requirements
The program title listed in the Catalog of Federal Domestic Assistance (CFDA) is
"National Urban Search and Rescue (US&R) Response System Cooperative
Agreement Program". The CFDA number is 97.025. When completing the application,
applicants should identify their submissions as new, non -construction applications.
1. Dun and Bradstreet Data Universal Numbering System (DUNS) number. The
applicant must provide a DUNS number with their application. This number is a
required field within www.grants.gov and for CCR Registration. Organizations
should verify that they have a DUNS number, or take the steps necessary to obtain
one, as soon as possible. Applicants can receive a DUNS number at no cost by
calling the dedicated toll-free DUNS Number request line at (866) 705-5711.
2. Valid CCR Registration. The application process also involves an updated and
current registration by the applicant. Eligible applicants must confirm CCR
registration at http:/Iwww.ccr.gov, as well as apply for funding through
www..grants. qo v.
C. Submission Dates and Times
Completed applications must be submitted through grants.gov no later than 11:59 PM
ET, March15, 2010. Additional information and instruction will be provided.
D. Funding Restrictions
DHS grant funds may only be used for the purpose set forth in the grant, and 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.
Pre -award costs are allowable only with the written consent of DHS and if they are
included in the award agreement.
Federal employees are prohibited from serving in any capacity (paid or unpaid) on any
proposal submitted under this program. Federal employees may not receive funds
under this award.
This Cooperative Agreement may not be used for funding new capital construction.
However, costs associated with leasing, upgrading, minor renovations and modifications
of existing warehouse facilities that do not change the footprint of the structure are
permitted. Refer to Part VIII, Other Information for further guidance.
M
PART V.
APPLICATION REVIEW INFORMATION
A. Review Criteria
The applications will be reviewed to ensure the items listed have costs that are
reasonable, allowable, and allocable to the program. Any questions will be submitted to
the applicants for discussion. This is not a competitive program.
B. Review and Selection Process
The applications will be reviewed by the US&R Program Office and the Grant Programs
Directorate, and the awards will be made by the Grant Programs Directorate Assistance
Officers.
Funds will not be made available for obligation, expenditure, or drawdown until the
applicant's budget and budget narrative have been approved by FEMA.
The applicant must provide a detailed budget for the funds requested. The detailed
budget must be submitted as an attachment to the grant application package in
grants.gov. The budget must be complete, reasonable, and cost-effective in relation to
the proposed project. The budget should provide the basis of computation of all project -
related costs, any appropriate narrative, and a detailed justification of Management and
Administration (M&A) costs.
C. Anticipated Announcement and Award Dates
FEMA will evaluate the applications upon receipt, and all the Cooperative Agreements
will be awarded on or before May 01, 2010. Congressional Notification is required prior
to FEMA issuing awards in excess of $1 M.
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PART VI.
AWARD ADMINISTRATION INFORMATION
A. Notice of Award
Upon approval of the applications, the Cooperative Agreements will be awarded to the
grantees (the 28 designated FEMA US&R Sponsoring Agency recipients). The date
that the documents are signed is the "award date." Once an award has been approved,
a notice is sent to the authorized grant official. Follow the directions in the notification to
accept your award documents. The authorized grant official should carefully read the
award and special condition documents. If you do not receive a notification, please
contact your FEMA Program Office for your award number. Once you have the award
number, contact the GMS Help Desk at (888) 549-9901, option three, to obtain the
username and password associated with the new award.
The period of performance is 18 months and begins on the Project Period/Budget
Period start date listed in the award package. Any unobligated funds will be de -
obligated at the end of the close-out period. Extensions to the period of performance
will be considered only through formal requests to FEMA with specific and compelling
justifications why an extension is required. All extension requests must be submitted to
FEMA at least 60 days prior to the expiration of the period of performance and must
address:
• Reason for delay;
• Current status of the activity/activities;
• Approved period of performance termination date and new project completion
date;
• Remaining available funds, both Federal and non -Federal;
• Budget outlining how remaining Federal and non -Federal funds will be expended;
• Plan for completion including milestones and timeframe for achieving each
milestone and the position/person responsible for implementing the plan for
completion; and
• Certification that the activity/activities will be completed within the extended
period of performance without any modification to the original Statement of Work
approved by FEMA
B. Administrative and National Policy Requirements
The recipient and any sub-recipient(s) must, in addition to the assurances made as part
of the application, comply and require each of its subcontractors employed in the
completion of the project to comply with all applicable statutes, regulations, executive
orders, OMB circulars, terms and conditions of the award, and the approved application.
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1. Standard Financial Requirements. The grantee and any subgrantee(s) shall
comply with all applicable laws and regulations. A non-exclusive list of regulations
commonly applicable to DHS grants are listed below:
1.1 -- Administrative Requirements.
• 44 CFR Part 13, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments
• 2 CFR Part 215, Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals, and Other
Non -Profit Organizations (OMB Circular A-110)
1.2 -- Cost Principles.
• 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal
Governments (OMB Circular A-87)
• 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular
A-21)
• 2 CFR Part 230, Cost Principles for Non -Profit Organizations (OMB
Circular A-122)
• 48 CFR 31.2, Federal Acquisition Regulations (FAR), Contracts with
Commercial Organizations
3 -- Audit Requirements.
• OMB Circular A-133, Audits of States, Local Governments, and Non -Profit
Organizations
1.4 -- Duplication of Benefits. There may not be a duplication of any Federal
assistance by governmental entities, per 2 CFR Part 225, Basic Guidelines
Section C.3 (c), which states: Any cost allocable to a particular Federal award or
cost objective under the principles provided for in this Circular may not be
charged to other Federal awards to overcome fund deficiencies, to avoid
restrictions imposed by law or terms of the Federal awards, or for other reasons.
However, this prohibition would not preclude governmental units from shifting
costs that are allowable under two or more awards in accordance with existing
program agreements. Non-governmental entities are also subject to this
prohibition per 2 CFR Parts 220 and 230 and 48 CFR 31.2.
2. Payment. DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT)
method of payment to Recipients. To enroll in the DD/EFT, the Recipient must
complete a Standard Form 1199A, Direct Deposit Form, found at
hftp://www.fms.treas.gov/eft/i 199a.pdf.
FEMA utilizes The Department of Health and Human Services, Division of Payment
Management, Payment Management System, SmartLink to transfer funds between
FEMA and Grantees.
0
2.1 — Advance Payment. In accordance with Treasury regulations at 31 CFR
Part 205, the Recipient shall maintain procedures to minimize the time elapsing
between the transfer of funds and the disbursement of said funds (See 44 CFR
Part 13.21(i)) regarding payment of interest earned on advances. In order to
request an advance, the Recipient must maintain or demonstrate the willingness
and ability to maintain procedures to minimize the time elapsing between the
transfer of funds from DHS and expenditure and disbursement by the Recipient.
When these requirements are not met, the Recipient will be required to be on a
reimbursement for costs incurred method.
NOTE: FUNDS WILL NOT BE AUTOMATICALLY TRANSFERRED UPON
ISSUANCE OF THE GRANT. GRANTEES MUST SUBMIT A REQUEST FOR
ADVANCE/REIMBURSEMENT (SF -270) IN ORDER FOR THE FUNDS TO BE /
TRANSFERRED TO THE GRANTEE'S ACCOUNT.
3. Non -supplanting Requirement. Grant funds will be used to supplement existing
funds, and will not replace (supplant) funds that have been appropriated for the
same purpose. Applicants or grantees may be required to supply documentation
certifying that a reduction in non -Federal resources occurred for reasons other than
the receipt or expected receipt of Federal funds.
4. Technology Requirements.
4.1 — National Information Exchange Model (NIEM). FEMA requires all
grantees to use the latest NIEM specifications and guidelines regarding the use
of Extensible Markup Language (XML) for all grant awards. Further information
about the required use of NIEM specifications and guidelines is available at
http://www. niem. po v.
4.2 — Geospatial Guidance. Geospatial technologies capture, store, analyze,
transmit, and/or display location -based information (i.e., information that can be
linked to a latitude and longitude). FEMA encourages grantees to align any
geospatial activities with the guidance available on the FEMA website at
hn.'11www.fema.gov/ rc rants.
4.3 — 28 CFR Part 23 Guidance. FEMA requires that any information
technology system funded or supported by these funds comply with 28 CFR Part
23, Criminal Intelligence Systems Operating Policies, if this regulation is
determined to be applicable.
5. Administrative Requirements.
5.1 -- Freedom of Information Act (FOIA). FEMA recognizes that much of the
information submitted in the course of applying for funding under this program or
provided in the course of its grant management activities may be considered law
enforcement sensitive or otherwise important to national security interests. While
this information under Federal control is subject to requests made pursuant to the
Freedom of Information Act (FOIA), 5 U.S.C. §552, all determinations concerning
10
the release of information of this nature are made on a case-by-case basis by the
FEMA FOIA Office, and may likely fall within one or more of the available
exemptions under the Act. The applicant is encouraged to consult its own State
and local laws and regulations regarding the release of information, which should
be considered when reporting sensitive matters in the grant application, needs
assessment and strategic planning process. The grantee should be familiar with
the regulations governing Sensitive Security Information (49 CFR Part 1520), as
it may provide additional protection to certain classes of homeland security
information.
5.2 -- Compliance with Federal civil rights laws and regulations. The
grantee is required to comply with Federal civil rights laws and regulations.
Specifically, the grantee is required to provide assurances as a condition for
receipt of Federal funds that its programs and activities comply with the following:
Title Vl of the Civil Rights Act of 1964, as amended, 42. U.S.C. 2000 et
seq. — Provides that no person on the grounds of race, color, or national
origin will be excluded from participation in, be denied the benefits of, or
be otherwise subjected to discrimination in any program or activity
receiving Federal financial assistance. Title VI also extends protection to
persons with Limited English Proficiency (LEP). (42 U.S.C. §2000d et
seq.)
• Title IX of the Education Amendments of 1972, as amended, 20 U.S.C.
1681 et seq. — Provides that no person, on the basis of sex, be excluded
from participation in, be denied the benefits of, or be subject to
discrimination under any education program or activity receiving Federal
financial assistance.
Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794
— Provides that no otherwise qualified individual with a disability in the
United States, shall, solely by reason of his or her disability, be excluded
from the participation in, be denied the benefits of, or subject to
discrimination in any program or activity receiving Federal financial
assistance.
• The Age Discrimination Act of 1975, as amended, 20 U.S.C. 6101 et seq.
— Provides that no person in the United States shall, on the basis of age,
be excluded from participation in, be denied the benefits of or subject to
discrimination under any program or activity receiving Federal financial
assistance.
Grantees must comply with all regulations, guidelines, and standards adopted
under the above statutes. The grantee is also required to submit information, as
required, to the DHS Office for Civil Rights and Civil Liberties concerning its
compliance with these laws and their implementing regulations.
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5.3 — Services to Limited English Proficient (LEP) persons. Recipients of
FEMA financial assistance are required to comply with several Federal civil rights
laws, including Title VI of the Civil Rights Act of 1964, as amended. These laws
prohibit discrimination on the basis of race, color, religion, natural origin, and sex
in the delivery of services. National origin discrimination includes discrimination
on the basis of limited English proficiency. To ensure compliance with Title VI,
recipients are required to take reasonable steps to ensure that LEP persons have
meaningful access to their programs. Meaningful access may entail providing
language assistance services, including oral and written translation, where
necessary. The grantee is encouraged to consider the need for language
services for LEP persons served or encountered both in developing their
proposals and budgets and in conducting their programs and activities.
Reasonable costs associated with providing meaningful access for LEP
individuals are considered allowable program costs. For additional information,
see http:/lwww.lep.gov.
5.4 — Certifications and Assurances. Certifications and assurances regarding
the following apply:
Lobbying. 31 U.S.C. §1352, Limitation on use of appropriated funds to
influence certain Federal contracting and financial transactions. — Prohibits
the use of Federal funds in lobbying members and employees of
Congress, as well as employees of Federal agencies, with respect to the
award or amendment of any Federal grant, cooperative agreement,
contract, or loan. FEMA and DHS have codified restrictions upon lobbying
at 44 CFR Part 18 and 6 CFR Part 9. (Refer to form included in application
package.)
Drug-free Workplace Act, as amended, 41 U.S.C. §701 et seq. — Requires
the recipient to publish a statement about its drug-free workplace program
and give a copy of the statement to each employee (including consultants
and temporary personnel) who will be involved in award -supported
activities at any site where these activities will be carried out. Also,
place(s) where work is being performed under the award (i.e., street
address, city, state and zip code) must be maintained on file. The
recipient must notify the Grants Officer of any employee convicted of a
violation of a criminal drug statute that occurs in the workplace. For
additional information, see 44 CFR Part 17.
Debarment and Suspension. — Executive Orders 12549 and 12689
provide protection from fraud, waste, and abuse by debarring or
suspending those persons that deal in an irresponsible manner with the
Federal government. The recipient must certify that they are not debarred
or suspended from receiving Federal assistance. For additional
information, see 2 CFR Part 3000.
Federal Debt Status. — The recipient may not be delinquent in the
repayment of any Federal debt. Examples of relevant debt include
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delinquent payroll or other taxes, audit disallowances, and benefit
overpayments. (See OMB Circular A-129) (Refer to SF -424, item
number 17.)
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. §2225a, the
recipient agrees to 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, 15 U.S.C. §2225.
Grantees must comply with all regulations, guidelines, and standards adopted
under the above statutes.
5.5 — Integrating individuals with disabilities into emergency planning.
Section 504 of the Rehabilitation Act of 1973, as amended, prohibits
discrimination against people with disabilities in all aspects of emergency
mitigation, planning, response, and recovery by entities receiving financial
funding from FEMA. In addition, Executive Order 13347, Individuals with
Disabilities in Emergency Preparedness signed in July 2004, requires the
Federal government to support safety and security for individuals with disabilities
in situations involving disasters, including earthquakes, tornadoes, fires, floods,
hurricanes, and acts of terrorism. Executive Order 13347 requires the Federal
government to encourage consideration of the needs of individuals with
disabilities served by State, local, and tribal governments in emergency
preparedness planning.
5.6 -- Environmental and Historic Preservation Compliance. FEMA is
required to consider the potential impacts to the human and natural environment
of projects proposed for FEMA grant funding. FEMA, through its Environmental
Planning and Historic Preservation (EHP) Program, engages in a review process
to ensure that FEMA -funded activities comply with various Federal laws
including: National Environmental Policy Act, National Historic Preservation Act,
Endangered Species Act, the Clean Water Act, and Executive Orders on
Floodplains (11988), Wetlands (11990), Environmental Justice (12898). The
goal of these compliance requirements is to protect our nation's water, air,
coastal, wildlife, agricultural, historical, and cultural resources, as well as to
minimize potential adverse effects to low-income and minority populations.
The grantee shall provide all relevant information to FEMA to ensure compliance
with applicable Federal EHP requirements. Any project with the potential to
impact natural or biological resources or historic properties cannot be initiated
until FEMA has completed the required EHP review. In addition to a detailed
project description that describes what is to be done with the grant funds, how it
will be done, and where it will be done, grantees shall provide detailed
information about the project (where applicable), including, but not limited to, the
following:
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• Project location (i.e., exact street address or map coordinates)
• Total extent of ground disturbance and vegetation clearing
• Extent of modification of existing structures
• Construction equipment to be used, staging areas, etc.
• Year that any affected buildings or structures were built
• Natural, biological, and/or cultural resources present within the project
area and vicinity, including wetlands, floodplains, geologic resources,
threatened or endangered species, or National Register of Historic Places
listed or eligible properties, etc.
• Visual documentation such as good quality, color and labeled site and
facility photographs, project plans, aerial photos, maps, etc.
• Alternative ways considered to implement the project (not applicable to
procurement of mobile and portable equipment)
For projects that have the potential to impact sensitive resources, FEMA must
consult with other Federal, State, and tribal agencies such as the U.S. Fish and
Wildlife Service, State Historic Preservation Offices, and the U.S. Army Corps of
Engineers, as well as other agencies and organizations responsible for the
protection and/or management of natural and cultural resources, including
Federally -recognized Indian tribes, Tribal Historic Preservation Offices, and the
Department of the Interior, Bureau of Indian Affairs. For projects with the
potential to have adverse effects on the environment and/or historic properties,
FEMA's EHP review process and consultation may result in a substantive
agreement between the involved parties outlining how the grantee will avoid the
effects, minimize the effects, or, if necessary, compensate for the effects.
Grantees who are proposing communication tower projects are encouraged to
complete their Federal Communications Commission (FCC) EHP process prior to
preparing their EHP review materials for FEMA, and to include their FCC EHP
materials with their submission to FEMA. Completing the FCC process first and
submitting all relevant EHP documentation to FEMA will help expedite FEMA's
review.
Because of the potential for adverse effects to EHP resources or public
controversy, some projects may require an additional assessment or report, such
as an Environmental Assessment, Biological Assessment, archaeological survey,
cultural resources report, wetlands delineation, or other document, as well as a
public comment period. Grantees are responsible for the preparation of such
documents, as well as for the implementation of any treatment or mitigation
measures identified during the EHP review that are necessary to address
potential adverse impacts. Grantees may use grant funds toward the costs of
preparing such documents. The use of grant funds for mitigation or treatment
measures that are not typically allowable expenses will be considered on a case-
by-case basis. Failure of the grantee to meet Federal, State, local and territorial
EHP requirements, obtain required permits, and comply with any conditions that
may be placed on the project as the result of FEMA's EHP review may
jeopardize Federal funding.
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Recipients shall not undertake any project without the prior approval of FEMA,
and must comply with all conditions placed on the project as the result of the
EHP review. Any change to the approved project description will require re-
evaluation for compliance with these EHP requirements. If ground disturbing
activities occur during project implementation, the recipient must ensure
monitoring of ground disturbance, and if any potential archeological resources
are discovered, the recipient will immediately cease construction in that area and
notify their FEMA Program Office, and the appropriate State Historic
Preservation Office. Any projects that have been initiated prior to approval will
result in a non-compliance finding and will not be eligible for funding.
For more information on FEMA's EHP requirements, Grantees should refer to
FEMA's Information Bulletin #329, Environmental Planning and Historic
Preservation Requirements for Grants, available at
http://0ip.usdoi.govlodpldocs,finfo329.pdf. Additional information and resources
can also be found at http://www.fema..qov/plan/ehp/ehp-applicant-help.shtm.
C. Reporting Requirements
Reporting requirements must be met throughout the life of the grant (refer to the
program guidance under Part VIII Other Information, Article IX Reporting and the
special conditions found in the award package for a full explanation of these
requirements). Any reports or documents prepared as a result of this grant shall be in
compliance with Federal "plain English" policies, directives, etc.
1. Federal Financial Report (FFR) — required quarterly. Obligations and
expenditures must be reported on a quarterly basis through the FFR (SF-425),which
replaced the SF -269 and SF -272, which is due within 30 days of the end of each
calendar quarter (e.g., for the quarter ending March 31, the FFR is due no later than
April 30). A report must be submitted for every quarter of the period of performance,
including partial calendar quarters, as well as for periods where no grant activity
occurs. Future awards and fund draw downs may be withheld if these reports are
delinquent. The final FFR is due 90 days after the end date of the performance
period.
FFRs must be filed according to the schedule below:
FFRs must be generated through Smartl-ink and uploaded to GMS
Reporting periods and due dates:
• October 1 — December 31; Due January 30
• January 1 —March 31; Due April 30
• April 1 —June 30; Due July 30
• July 1 — September 30; Due October 30
2. Progress Reports.
15
Programmatic reporting requirements are identified in Part VIII Section IX of this
document.
3. Financial and Compliance Audit Report. Recipients that expend $500,000 or
more of Federal funds during their fiscal year are required to submit an organization -
wide financial and compliance audit report. The audit must be performed in
accordance with GAO's Government Auditing Standards, located at
http.//www.gao..pov/govaud/ybk01.htm, and OMB CircularA-933, Audits of States,
Local Governments, and Non -Profit Organizations, located at
http://www.whitehouse.gov/omb/circulars/a933/al33.html. Audit reports are
currently due to the Federal Audit Clearinghouse no later than nine months after the
end of the recipient's fiscal year. In addition, the Secretary of Homeland Security
and the Comptroller General of the United States shall have access to any books,
documents, and records of recipients of FY 2010 US&R Readiness assistance for
audit and examination purposes, provided that, in the opinion of the Secretary or the
Comptroller, these documents are related to the receipt or use of such assistance.
The grantee will also give the sponsoring agency or the Comptroller, through any
authorized representative, access to, and the right to examine all records, books,
papers or documents related to the grant.
The State shall require that sub -grantees comply with the audit requirements set
forth in OMB CircularA-933. Recipients are responsible for ensuring that sub -
recipient audit reports are received and for resolving any audit findings.
4. Monitoring.
Grant recipients will be monitored periodically by FEMA staff, both programmatically
and financially, to ensure that the project goals, objectives, performance
requirements, timelines, milestone completion, budgets, and other related program
criteria are being met. Programmatic monitoring may also include the Regional
Federal Coordinators, when appropriate, to ensure consistency of project
investments with Regional and National goals and policies, as well as to help
synchronize similar investments ongoing at the Federal, State, and local levels.
Monitoring will be accomplished through a combination of office -based desk reviews
and on-site monitoring visits. Monitoring will involve the review and analysis of the
financial, programmatic, performance and administrative issues relative to each
program and will identify areas where technical assistance and other support may be
needed.
The recipient is responsible for monitoring award activities, to include sub -awards, to
provide reasonable assurance that the Federal award is administered in compliance
with requirements. Responsibilities include the accounting of receipts and
expenditures, cash management, maintaining adequate financial records, and
refunding expenditures disallowed by audits.
5.- Grant Close -Out Process. Within 90 days after the end of the period of
performance, grantees must submit a final FFR and final progress report detailing all
accomplishments throughout the period of performance. After these reports have
16
been reviewed and approved by FEMA, a close-out notice will be completed to close
out the grant. The notice will indicate the period of performance as closed, list any
remaining funds that will be deobligated, and address the requirement of maintaining
the grant records for three years from the date of the final FFR. The grantee is
responsible for returning any funds that have been drawndown but remain as
unliquidated on grantee financial records.
Required submissions: (7) final SF -425, due 90 days from end of
grant period; and (2) final progress report, due 90 days from the end
of the grant period.
17
PART VII.
FEMA CONTACTS
1. Grant Programs Directorate (GPD). FEMA GPD's Grants Management Division
will provide fiscal support, including pre- and post -award administration and
technical assistance, to the grant programs included in this solicitation. Additional
guidance and information can be obtained by contacting the FEMA Call Center at
(866) 927-5646 or via e-mail to ASK-GMD(a).dhs.gov.
2. US&R Program Office. The Points of Contact from the US&R Program Office for
Program Questions are:
Catherine Deel: (202) 646-3796
Email: Catherine.deel(a,dhs.gov
Marilynn Grim: (202) 646-4251
Email: Marilyn n.grimCa)dhs.gov
3, GSA's State and Local Purchasing Programs, The U.S. General Services
Administration (GSA) offers two efficient and effective procurement programs for
State and local governments to purchase products and services to fulfill homeland
security and other technology needs. The GSA Schedules (also referred to as the
Multiple Award Schedules and the Federal Supply Schedules) are long-term,
indefinite delivery, indefinite quantity, government -wide contracts with commercial
firms of all sizes.
Cooperative Purchasinq Prooram
Cooperative Purchasing, authorized by statute, allows State and local
governments to purchase a variety of supplies (products) and services under
specific GSA Schedule contracts to save time, money, and meet their
everyday needs and missions.
The Cooperative Purchasing program allows State and local governments to
purchase alarm and signal systems, facility management systems, firefighting
and rescue equipment, law enforcement and security equipment, marine craft
and related equipment, special purpose clothing, and related services off of
Schedule 84 and Information Technology products and professional services
off of Schedule 70 and the Consolidated Schedule (containing IT Special Item
Numbers) only. Cooperative Purchasing for these categories is authorized
under Federal law by the Locai Preparedness Acquisition Act (Public Law
110-248) and Section 211 of the E -Government Act of 2002 (Public Law 107-
347).
18
Under this program, State and local governments have access to GSA
Schedule contractors who have voluntarily modified their contracts to
participate in the Cooperative Purchasing program. The U.S. General
Services Administration provides a definition of State and local governments
as well as other vital information under the frequently asked questions section
on its website at http.//www.gsa..govlcooperatiyepurchasinq.
Disaster Recovery Purchasing Program
GSA plays a critical role in providing disaster recovery products and services
to Federal agencies. Now State and Local Governments can also benefit
from the speed and savings of the GSA Federal Supply Schedules_
Section 833 of the John Warner National Defense Authorization Act for Fiscal
Year 2007 (Public Law 109-384) amends 40 U.S.C. §502 to authorize GSA to
provide State and Local governments the use of ALL GSA Federal Supply
Schedules for purchase of products and services to be used to facilitate
recovery from a major disaster declared by the President under the Robert T.
Stafford Disaster Relief and Emergency Assistance Act or to facilitate
recovery from terrorism or nuclear, biological, chemical, or radiological
attack.
GSA provides additional information on the Disaster Recovery Purchasing Program
website at http:/Iwww.gsa.. ovldisasterrecovery.
State and local governments can find a list of contractors on GSA's website,
http://www,gsaelibrary.gsa.gov, denoted with a Por ae� symbol.
Assistance is available from GSA on the Cooperative Purchasing and Disaster
Purchasing Program at the local and national levels. For assistance at the local
level, visit http://www.gsa..qov/csd to find a local customer service director in your
area. For assistance at the national level, contact Tricia Reed at
tdcia.reed a)gsa..gov, (571) 259-9921. More information is available on all GSA
State and local programs at: www.gsa.gov/stateandlocal.
Note: FEMA has spoken with GSA regarding the use of Disaster Recovery Purchasing
by National Urban Search and Rescue System Task Forces to repair and replace items
in the standard equipment cache. Since any anticipated response by a US&R Task
Force would involve recovery from a Stafford Act event, terrorism, or nuclear, biological,
chemical, or radiological attack, Task Forces are permitted to use Disaster Recovery
Purchasing both before and after an event has occurred, even if there is no immediately
anticipated event. Task Forces are not permitted to use Disaster Recovery Purchasing
for items that are intended solely for use during training exercises, as such activities do
not directly aid recovery efforts.
19
OY'YAN'NFti
t FEMA
PART VIII.
OTHER INFORMA'ION
National Urban Search and Rescue Response System
US&R Task Force FY 2090 Readiness Cooperative Agreement
1. PURPOSE
The U. S. Department of Homeland Security (DHS) and the Federal Emergency
Management Agency (FEMA) are accountable to provide support and funding for the
maintenance and readiness of the National Urban Search and Rescue (US&R)
Response System. The purpose of 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 for US&R disaster response.
This Cooperative Agreement allows each Sponsoring Agency of a US&R Task Force
the opportunity to maintain a high standard and condition of operational readiness and
includes guidance on key areas for Task Force management to focus on continued
preparedness efforts.
This cooperative agreement provides direction to the US&R Task Force Sponsoring
Agency for the use of funding to provide: administrative and program management,
training, support, equipment cache procurement, maintenance and storage.
if. BACKGROUND
DHS/FEMA, in cooperation with other Federal, State and local agencies created the
National US&R Response System to provide a national rescue capability that provides
lifesaving resources to victims of structural collapse. When this 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 (ESF). ESF-9, Urban 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
20
Sponsoring Agencies in 19 states participate in the National US&R Response System
by making their Task Forces available for national disaster response.
DHS/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 National
US&R Response 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 MOAs provide the basic
operational "Agreement" between DHS/FEMA, the State and Sponsoring Agency, the
individual Readiness Cooperative Agreement provides the mechanism for distributing
Federal funds to the Sponsoring Agencies of the 28 US&R Task Forces for continued
readiness efforts.
In December 2004, the National Response Plan (NRP) was published by DHS which
integrates the Federal Response Plan into the NRF. NRP has since been updated in
January 2008 and is now referred to as the National Response Framework (NRF). At
this time, ESF-9 was expanded to include urban, water -borne, wide area, aerial, and
land-based search and rescue.
lll. DHS/FEMA OBJECTIVES
DHS/FEMA, through the National US&R Program Office and Grant Programs
Directorate, shall:
1. Provide oversight and funding to US&R Sponsoring Agencies to manage and
administer Task Force affairs and activities in accordance with accepted
standard business practices.
2. Provide oversight and funding to train and exercise Task Force members and
other National US&R Response System personnel to safely perform assigned
US&R duties in accordance with established FEMA/US&R 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 FEMA
US&R Program Office.
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, etc.).
6. Provide a forum for discussion on strategic issues by hosting an annual
Sponsoring Agency Chief/Head meeting with the DHS/FEMA Administrator, or
designee.
21
IV. APPROVALS
Advance approval must be obtained in writing from both the US&R Program Office and
the FEMA Grants Assistance Officer for the following (in accordance with Grants
Management Policy and 44 CFR Part 13 and 2 CFR Part 215):
• Approval for activities or expenditures not identified in the Task Force
narrative and budget, but are allowable within the scope of work for this
Cooperative Agreement (i.e., budget changes);
• Requests for extension of the period of performance for this Cooperative
Agreement
• Requests for spending Cooperative Agreement funds prior to the beginning of
this period of performance ("pre -award costs")
Unauthorized expenditures may be denied and required to be reimbursed to
DHS/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 Program Office, FEMA Grants Office and FEMA International
Affairs prior to incurring costs for the activity.
V. 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 Program Office, 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
(including the US&R Interim -Final Rule at 44 CFR Part 208), 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, and US&R Program
Directives.
Some of the terms and conditions contained herein may contain, by reference or
substance, a summary of the pertinent statutes, regulations, Executive Orders, or OMB
Circulars. To the extent that it is a summary, such provision is not in derogation of, or
an amendment to, any such statute, regulation, Executive Order, or OMB Circular.
VI. COOPERATIVE AGREEMENT FUNDING
The FY 2010 Cooperative Agreements basic total for each Task Force is $1,041,900.
The US&R Program Office recommended and/or required allocations are outlined in
22
Appendix A of this document. Additional funds allocated to specific Task Forces are
outlined in Appendix B and C of this document.
Each Task Force can apply for up to the amount allocated to their agency as shown in
Appendix B. All Sponsoring Agencies must submit supporting documentation with each
application.
The Period of Performance for the FY 2010 US&R Readiness Cooperative Agreement
funding is 18 months and is specifically identified in the Agreement Articles. Each Task
Force should submit budget plans covering only 12 months for salary expenses, lease
costs and scheduled training costs within the period of performance. However, the 18
month performance period is available for internal acceptance of funds and
procurement of equipment and supplies.
VII. DHS/FEMAIUS&R PROGRAM OFFICE RESPONSIBILITY
Review, approve, and adopt US&R-related products, including technical
manuals, operational procedures, training curriculum and supporting manuals,
meeting agendas and other requirements for the National US&R Response
System.
2. Coordinate and support meetings relating to the National US&R Response
System activities, to develop and implement policies, procedures and US&R
System documents.
3. Establish and disseminate policy and Program Directives for the National US&R
Response System based on 44 CFR Part 208 and with substantial involvement
and input from the partner sponsoring agencies and their members.
4. Determine annual funding levels for readiness activities.
5. Purchase equipment and deliver to US&R 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 Program Office.
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 DHS/FEMA established policies.
8. Implement the policy, criteria and procedure for Task Force evaluations.
Distribute an annual Task Force self-evaluation survey with a 90 -day submission
23
suspense, on or about March 1", for completion by the Task Forces. Conduct a
cooperative peer -based operational readiness evaluation program.
9.' Track, disseminate, and consistently update the status of Operations and Work
Group recommendations to all System components.
10. Based on available funding, the US&R Program Office may activate Task Forces
for activities associated with scheduled NSSEs. 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 of the required
operations. Prior to any activities under this section, the US&R Program Office
will request cost estimates from identified Task Forces. This item would be
funded separately from annual Cooperative Agreement funding, but could be
either an amendment to this Cooperative Agreement or the Response
Cooperative Agreement.
VIII. SPONSORING AGENCY RESPONSIBILITY AND REQUIREMENTS
Under this Readiness Cooperative Agreement, the Sponsoring Agency shall use
funding to prepare the Task Forces under the following categories: Administration/
Management, Training, Equipment, and Storage/Maintenance.
A. ADMINISTRATION AND MANAGEMENT
Provide sufficient staff for management and administration of the US&R 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 the US&R Equipment Caches; communicating with Task Force
members and parties who support Task Force activities; and similar
management and administrative tasks.
2. Purchase equipment necessary to administer the Task Force. These items may
include but are not limited to, laptop and desktop computers, cellular
telephones/wireless PDAs, printers, scanners, copy machines, office furniture,
etc.
3. Recruit, train and maintain a roster of personnel to enable complete staffing of a
Type I US&R Task Force. Positions shall be staffed from within the Task Force
organization, unless prior approval is given by the Program Office. The rostered
staffing level shall be a maximum 210 personnel, plus up to 10% allowable
staffing overage, to address attrition, IST members, etc. The Task Force shall
pursue the goal to roster the minimum of 140 deployable personnel; two deep at
each of the positions required for a Type I configuration.
24
4. The Task Force shall equip, train, and maintain CBRNE/Hazmat assets to
prepare the Task Force for limited hazmat capability for the core structural
collapse mission.
5. Ensure each Task Force member meets the necessary license, certification or
other professional qualification requirements of their assigned position. Further
ensure that the Task Force has the documentation on file to verify this
information.
6. Task Force may use funds to cover salary and travel for product research and
development efforts, when authorized by the US&R Program Office who will
coordinate with the Grant Programs Directorate, subject to available funding.
This may be authorized to keep apprised of cutting edge technology for
equipment used within the System.
7. 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
system asset(s), emergency responders) to enhance the capabilities of the
US&R system.
8. Ensure Task Force is prepared for ongoing GREs and completes an internal self-
evaluation operational readiness and preparedness survey as provided by the
National US&R Program Office. The completed electronic copy of the self-
evaluation shall be submitted to the US&R Branch Chief by June 1, or as
otherwise directed by the US&R Program Office.
9. Submit to DHS/FEMA Program Office the following items on one compact disk
(CD) by June 1St:
a. A current database of Task Force Personnel, in a format provided by the
Program Office
b. A current US&R Task Force Equipment cache database in a Microsoft
Access -compatible database format. This database shall include both
equipment caches.
c. A current Time -Phased Force Deployment Data (TPFDD) Form ("Aircraft
Loading Data"), in a format provided by the Program Office.
10. Ensure funds are properly allocated, accounted for, and reported for those Task
Force members who serve as the Operations Group Chair, Work Group Chairs,
Sub -Group Chairs and Task Force Leader Representatives, as appropriate and
authorized by the US&R Program Office,. 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 Appendices C and
D.
11. Ensure timely reporting of expenditures for readiness activities carried out under
this agreement and timely delivery of Cooperative Agreement reporting. Refer to
Section IX, Reporting.
25
12. As funding allows, ensure personnel salaries and expenses relating to Task
Force 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 44 CFR Part 13 (FEMA's codified version of OMB Circular A-
102), and 2 CFR Part 215 (OMB Circular A-110).
13. Compliance with the NIMS is a condition for award of this Cooperative
Agreement as outlined in Homeland Security Presidential Directive 5, Managing
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 must
be located in each US&R task force member's personnel file for each required
course. The following independent study courses are required for all task force
members: IS -100, IS -200, IS -700 and IS -800. 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:
hftp://www.fema.gov/emergency/nimsfindex.shtm.
14. Attend DHS/FEMA-sponsored or DHS/FEMA-approved US&R meetings,
conferences, and training sessions, to include Task Force Leader meetings, the
12 standing US&R Work Groups, Operations Group, Ad Hoc Work Groups and
Sub -Groups, IST training/meetings, workshops, Sponsoring Agency Chief/Head
Meetings or others as directed by the US&R Program Office as they relate to the
National US&R Response System. Other activities include on-site peer ORE of
other Task Forces, quality assurance oversight of FEMA -sanctioned training
courses, training with other Task Forces, grants management training, SUSAR
Alliance meetings and activities, and research and development for equipment,
as directed by the US&R Program Office. The US&R Program Office is allocating
certain funds as identified in Appendix A for travel. All travel funds shall be
accounted for under Management and Administration and/or Training at the Task
Force level.
15. Provide complete medical evaluations and immunizations to as many Task Force
members as possible (as defined by the US&R Medical Work Group). Medical
screening should be conducted, at a minimum, on a triennial basis for each Task
Force member. The medical evaluation shall become part of their personal
medical record. Please refer to US&R Program Directive 2005-008 or successor,
Task Force Medical Screening or a more current directive issued by the US&R
Program Office. .
B. TRAINING
26
Provide US&R-related or US&R-required training for Task Force personnel,
including the delivery of local US&R training courses or other courses specifically
required by the US&R Position Descriptions or the US&R Program Office.
2. As funding permits, conduct at least one Task Force mobilization or deployment
exercise during the Cooperative Agreement period of performance. Task Force
is encouraged to exercise as many Task Force members as possible during this
cooperative agreement.
a. A Federal Task Force deployment during the period of performance would
satisfy this requirement, as long as the Activation Order is filed with the
Cooperative Agreement.
b. Non -Federal Task Force deployments could satisfy this requirement, but
must be authorized by the Program Office in writing.
c. If a Task Force is deployed, those funds originally set aside for a
deployment exercise may then be used for other US&R approved items
within the same budget category. This change must be addressed in their
Semi -Annual Performance Report. A budget change is only required
when funds are moved to another program budget category.
3. 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 National US&R Response System.
4. Ensure training and exercise activities of the Task Force meet National US&R
Response System standards, requirements and certifications. Ensure training
records for all Task Force personnel are kept in a central, secure location.
5. Provide funding for expenses related to the acquisition, maintenance, training
and certification of US&R Canine Search Teams. This statement is not related to
the funding provided to host Canine Evaluations.
6. When authorized, ensure funds are distributed in support of Task Forces hosting
a Canine Evaluation, as stated in accordance with Canine Evaluation schedules
identified in Appendix F. When funding for the Canine evaluations exceeds
actual costs, the excess allocated funds may be redirected to other US&R
Program activities that support the Task Force's Canine program under Item 5. If
remaining funds are used to cover costs under Section VIII, A, Item 14, include
items and their cost in their Semi -Annual Performance Report submission.
7. Provide third party Grants Management Training to assigned Task Force Grant
Managers and Assistants who have not previously attended training. Grant
Management Training is mandatory for all US&R Grants Managers and
Assistants. Grant Management Training is optional, but highly recommended, for
US&R Program Managers and other key personnel assigned to US&R
administrative duties. Personnel should attend training from a facility that
27
provides a "Grants Certificate Program" and/or the US&R Grant Manager
Course. The Task Force shall submit information regarding the program or
classes to the Grants Assistance Officer for written approval prior to registering
or attending any classes. The Grants Assistance Officer may be contacted for
further information on classes offered. Examples of some Grants Management
courses offered are as follows:
a. Managing Federal Grants and Cooperative Agreements for Recipients,
b. Uniform Administrative Requirements: OMB Circular A-102 and 2 CFR
Part 215
c. Cost Principles: 2 CFR Part 220 (A-21), 225 (A-87), 230 ((A-122), and
FAR 31.2
d. Applying for Federal Grants and Cooperative Agreements
e. How to Prepare the Application Budget
f. Business Management Systems for Recipients
g. Audit of Federal Grants and Cooperative Agreements.
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.
8. Provide Microsoft (MS) Access database and MS Excel training, as needed to
US&R Logistics and Program Management personnel to maintain personnel,
equipment, grant, financial and accountability records. Program Managers are
authorized to use readiness funding to provide "beginner", "intermediate" and
"advanced" MS Access Database and MS Excel training to Program
Management personnel.
C. EQUIPMENT
The Sponsoring Agency is authorized to purchase equipment as listed in the
most current approved DHS/FEMA Task Force Equipment Cache List. Task
Force personnel are reminded and directed not to exceed quantity caps (per
cache) as listed on the cache list and the current manufacturer's suggested retail
price (with documentation), unless prior approval is received by the US&R
Program Office, Task Forces must follow Sponsoring Agency procurement
regulations, which are in accordance with 44 CFR Part 13 or 2 CFR Part 215 to
ensure reasonable prices are obtained. Special consideration is given to Task
Forces 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 Program Office.
2. When funding is provided, ensure that funds are made available to purchase and
maintain medical response kits for the IST Medical Officer assigned to the Task
Force identified in Appendix C.
3. Specific Task Forces are also identified and provided funds in the amount of
$10,000 covering costs to maintain the IST "B" and "C" cache. Cooperative
Agreement regulations apply to these funds and shall not be transferred to a
Participating Agency.
28
4. 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
44CFR, Part 13 or 2 CFR Part 215. Additionally, 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.
5. No transportation equipment is authorized for purchase as part of this
Cooperative Agreement unless authorized by the US&R Branch Chief and
Grants Assistance Officer in writing.
6. Equipment and prime mover vehicles purchased with Federal funds or provided
by DHS/FEMA shall be for the use of the US&R Program and shall not be used
for normal day-to-day operations of the Sponsoring or Participating
Agency. However, this requirement does not preclude the Sponsoring Agency
from using this equipment or vehicles on a local, regional or State disaster
response or under other exceptional circumstance. 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
Sponsoring Agency is responsible for replacement, re -supply and or repair of
equipment used or consumed during activities not associated with the National
US&R Response System and return to an immediate state of readiness.
7. Task Forces are not authorized to purchase equipment with funds
authorized through the DHS/FEMA Assistance to Firefighters Grant
Program. However, this does not prevent the Sponsoring Agency from applying
to the DHS/FEMA Assistance to Firefighters Grant Program for other costs or
items not associated with the US&R Program. .
8. Title for the original cache, vehicles, and all equipment purchased under the
Cooperative Agreements reside with the Task Forces (44 CFR Part 13).
9. Title to the new DHS (i.e., "Second Cache") Equipment Cache purchased and
distributed to the Task Forces by FEMA resides with DHS/FEMA.
10. Title for any equipment purchased under this Cooperative Agreement directly by
a Task Force shall reside with the Task Force.
29
11. Should the 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 Program Office and Grants Assistance Officer for all
Federally -furnished equipment and all grant -purchased equipment with a single
item value over $5,000 (in accordance with 44 CFR 13.32(e) and FEMA Manual
6150.1, dated July 1996, or current edition at time of disposition).
12. For the purpose of accountability and safety, US&R Task Forces are authorized
to purchase an ID System, as long as they meet the requirements outlined in
US&R Program Directive 2006-019 —Accountability and Medical Information
Cards.
D. MAINTENANCE AND STORAGE
Maintain an accountability of property acquired under Cooperative Agreement
funding, distributed Federal property and acquired Federal Excess Property.
Provide an annual report to DHS/FEMA on the status of Federal property each
year, as part of the database submittal to the US&R Program Office Branch
Chief. Conduct an inventory of Federal property and property acquired under
Cooperative Agreement funding, in accordance with 44 CFR Part 13 or 2 CFR
Part 215.
2. Provide manufacturer's recommended maintenance and repair to US&R
equipment acquired and specifically identified on the DHS/FEMA approved
US&R Equipment Cache Lists. Also, provide maintenance and repair to any
supplemental equipment as approved by DHS/FEMA, which was purchased with
DHS/FEMA funding and delivered to the Task Forces, purchased during a US&R
field response, or was acquired with DHS/FEMA approval through the Federal
Excess Property Program. Task Forces are expected to perform routine
maintenance of equipment to maintain a state of readiness.
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3. 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. Any costs for upgrades to existing
warehouse facilities associated with this funding must be included in the budget
narrative or submitted as a budget change and be approved by the Program
Office and the Grants Assistance Officer prior to the start of any work. Task
Force personnel are reminded, if they are relying totally on the Cooperative
Agreement for funding leased warehouse space, they are not permitted to enter
into agreements for longer than the Period of Performance of the Cooperative
Agreement. However, contracts can be written with an available funds clause or
"option" years for protection. This Cooperative Agreement may not be used for
funding new capital construction. However costs associated with leasing,
upgrading, minor renovations and modifications of existing warehouse facilities
that do not change the footprint of the structure are permitted.
4. The day-to-day repair, maintenance, storage and administrative costs for all
equipment purchased or provided by DHS/FEMA will be accomplished via this
Cooperative Agreement funding provided and in accordance with the cost
principles (2 CFR, Part 225). Refer to 2 CFR Part 225 or 2 CFR Part 230(Cost
Principles) for specific guidance on purchasing insurance.
IX. REPORTING
The Sponsoring Agency shall use the following procedure for reporting. There
are several types of reports required for this agreement. Refer to Appendix E for
specific instructions and points of contact to submit all reports and deliverables.
A. REQUIREMENTS
1. Task Force Self -Evaluation: as identified in Section Vlll, Subsections A.8 of
this document is by June 1St (or when otherwise directed by the US&R Program
Office).
2. Personnel and Equipment Database CD submittal: as identified in Section
VIII, Subsections A. 9 and D. 1. Provide DHS/FEMA with an updated database
of the Task Force Personnel and the US&R Equipment Cache in a Microsoft
Access database program. Also provide a current Task Force Phased
Deployment Data (TFPDD) Form, in a format provided by the Program Office.
Copy files onto one CD and forward the disk to the US&R Program Office by
overnight carrier. This CD shall be submitted with a cover letter addressed to the
US&R Program Office Branch Chief by June 1st.
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3. The Semi -Annual Performance Report is due to the DHS/FEMA US&R
Readiness Cooperative Agreements Project Officer for the duration of this
agreement and is a written report providing a narrative and expenditures, as
explained below.
a. The Sponsoring Agency shall electronically send the first report semi-
annually by January 30th (covering the time period of July 1st through
December 31st) and the second by July 30th (covering the time period of
January 1 st through June 30th) of each year until the Cooperative
Agreement is closed.
b. 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.
c. Performance Narrative and Funds Report (FEMA Form 089-11) shall be
used.
d. All changes, whether requiring prior approval or not, shall be noted in the
Performance Reports and closeout documents.
e. The Final Performance Reports are to be emailed to the US&R Program
Office and DHS/FEMA Grants Management Branch. Addresses listed in
Appendix E.
4. The Federal Financial Report (FFR) SF -425, also referred to as the quarterly
financial report, is due within 30 days after each quarter ends. This form is
accessible through the Department of Health and Human Services (HHS)
SMARTLINK System and will be used in lieu of the PSC 272 forms. After
completing SF -425 either manually or through SMARTLINK, the document must
be printed, scanned, and emailed as a .PDF document through the Grant
Management System (GMS). This report is required every quarter, thirty (30)
days after the end of each quarter, including partial calendar quarters, whether
funds are drawn or not from the Health and Human Services (HHS) SMARTLINK
System. Future awards and fund draw downs may be withheld if these reports
are delinquent. The quarters are separated as follows: October through
December, January through March, April through June, and July through
September.
Reporting periods and due dates:
• October 1 — December 31; Due January 30
• January 1 —March 31; Due Apr# 30
• April 1 — June 30; Due July 30
• July 1 —September 30; Due October 30
OMB has directed that the Federal Financial Report (FFR) SF -425 replace the
use of the SF -269, SF -269A, SF -272, and SF -272A, which will no longer be
available after October 1, 2009. The SF -425 is intended to provide Federal
agencies and grant recipients with a standard format and consistent reporting
requirements throughout the government.
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5. Financial and Compliance Audit Report. Recipients that expend $500,000 or
more of Federal funds during their fiscal year are required to submit an
organization -wide financial and compliance audit report. The audit must be
performed in accordance with the U.S. General Accountability Office,
Government Auditing Standards, located at
httpJ/www.gao..gov/govaug�6bk09.htm, and OMB CircularA-133, Audits of
States, Local Governments, and Non -Profit Organizations, located at
http://www. whitehouse.gov/omb/circulars/a133/a133.html. Audit reports are
currently due to the Federal Audit Clearinghouse no later than nine months after
the end of the recipient's fiscal year. In addition, the Secretary of Homeland
Security and the Comptroller General of the United States shall have access to
any books, documents, and records of recipients of FY 2010 Cooperative
Agreement assistance for audit and examination purposes, provided that, in the
opinion of the Secretary or the Comptroller, these documents are related to the
receipt or use of such assistance. The grantee will also give the sponsoring
agency or the Comptroller, through any authorized representative, access to, and
the right to examine all records, books, papers or documents related to the grant.
B. CLOSEOUT REPORTS
The scope of work approved for the Cooperative Agreement must be completed within
the Period of Performance. The task force will have 90 days after the Period of
Performance to complete the final payments, and prepare the closeout documents. If
unable to complete the closeout process by the due date, the task force must contact
the Grant Programs Directorate and Program Office to request an extension of the
closeout period. At a minimum the following closeout documents must be submitted:
Cover Letter — Should address the closeout of the Cooperative Agreement and
the number. Please note any items that are not applicable. If the equipment
and/or supplies are maintained by the Task Force then they will need to include a
statement that the equipment/supplies will be used for their intended purpose of
the Cooperative Agreement, over the life cycle of the equipment/supplies.
2. Final Performance Report should include a summary of qualitative
accomplishments that the Cooperative Agreement has made for the duration of
the grant period. Quantitative data may be used to support any impact
statements. The report should be broken out into the four (4) program
categories: Administrative/Management, Training, Equipment, and
Storage/Maintenance.
3. Final Federal Financial Report (FFR): A new FFR is provided as an
attachment along with the instructions. A standard government -wide FFR (SF -
425) is now required, in lieu of the FF20-10 or SF 269A (Short Form).
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4. Equipment Inventory: This form is required if items purchased with Federal
grant funds has a current fair market value of $5,000 or higher, per single item
must be reported (copy of form attached). If the Task Force does not have any
items to report that meet the threshold, provide a copy of the form noting such or
provide a statement in the Performance Report or Cover Letter to indicate the
same information. 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 CD submission.
5. Inventory of Unused or Residual Supplies purchased with Federal grant
funds, which in the aggregate exceed $5,000 must be reported (copy of form
attached). If the task force does not have any residual supplies in the aggregate
that exceeds $5,000, provide a copy of the form noting such or provide a
statement in the Performance Report or Cover Letter to indicate the same
information.
6. Patent/Invention Disclosure, if applicable (Form Attached). Provide a copy of
the completed form if applicable. If the Task Force does not have any patents or
inventions provide a copy of the form noting such or provide a statement in the
Performance Report or Cover Letter to indicate such.
7. Audit Requirements: There are requirements and rights for audits pursuant to
the Cooperative Agreement terms and conditions. All grantees must follow the
audit requirements of OMB circular A-133, Audits of States, Local Governments,
and Non -Profit Organizations. The OMB Circular states that grantees who
expend $500,000 or more in Federal funds (from all Federal sources within their
fiscal year) must have a single audit performed yearly in accordance with the
circular. If the Task Force falls under this category they must submit a copy
of their Single Audit Report along with their Closeout Documentation. In
addition it is a requirement to send a copy of the Audit to the Single Audit
Clearinghouse. The Single Audit Report is required to be reviewed during the
closeout process. FEMA retains the right to negotiate any shortages or findings
found in the audit reports, disallow costs and recover funds on the basis of an A-
133 single audit, other audit or other review.
8. Refund Checks: If appropriate, a check should be made payable to FEMA to
return any Federal funds drawn under the Cooperative Agreement but not
expended. This may also include interest earned in excess of the allowable $100
for State, Local, and Indian Tribal Governments, or $250 for all others that are
allowable for administrative expenses, or any other appropriate financial
adjustment due FEMA, including Audit adjustments.
9. Record Keeping/Retention: Retain records pursuant to the grant conditions.
Grant records should include a copy of the award document, grant agreement
articles, ledgers, documentation of expenditures, documentation -copies of
cancelled checks, paid invoices, payrolls, T&A records, contract records, etc. As
a reminder all Single Audits must be completed covering the period of
performance for the grant and all Single Audit Findings must be resolved prior to
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the final closeout of the Cooperative Agreement. 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 three
years after the date of submission of the final closeout documents or later date if
the sponsoring agency requires a longer record retention period. See 44 CFR 13
and 2 CFR 215 for further information about the items in this paragraph. It is
generally three years from the submittal of the final closeout documents, but may
be longer if there are audit findings or the audit covering the period of
performance for the Cooperative Agreement has not been completed.
C. TIMELINES
1. Task Force Self -Evaluation: on or about June 1St, or as directed by the
Program Office (Task Forces shall return the forms 45 days after receipt
from the Program Office)
2. Personnel and Equipment Database CD: due June 15t to US&R Program
Office only.
3. Quarterly Federal Financial Report (FFR): Submit the Federal Financial Report
Form FFR (SF -425) quarterly, within 30 days after the quarter ends. (Due by
January 30, April 30, July 30 and October 30). This form is accessible through
the HHS SMARTLINK System.
4. The Semi -Annual Performance Report: due by January 30 and July 30 each
year during the Period of Performance.
5. Final Performance Report: due to DHS/FEMA within 90 days after the Period
of Performance expires.
6. The Final Federal Financial Report (FFR), SF -425, due within 90 days after the
Period of Performance expires.
7. Equipment Inventory and Inventory of Unused or Residual Supplies due
within 90 days after the Period of Performance expires.
8. Final Payment/Unexpended Funds: due within 90 days after the Period of
Performance expires.
Task Forces must be current with all reports at the time of award of this Cooperative
Agreement.
X. TIME IS OF THE ESSENCE
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DHS/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 Program and
Grants Offices acknowledge the time -sensitive nature of processing and awarding the
Cooperative Agreement and will make every effort to expedite the process. The time
frame provided by DHS/FEMA must be strictly adhered to. The U.S. Congress is
closely scrutinizing 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.
XI. PROCEDURE TO COMPLETE APPROVAL OF COOPERATIVE AGREEMENT
The US&R Program Office and Grant Programs Directorate will review the Task
Force's Cooperative Agreement application. Once approved, the Grants
Assistance Officer will send four copies of the obligating document, FEMA Form
40-21, to the Task Force Sponsoring Agency for signature. If the cooperative
agreement is processed through the web -based Grant Management System
(GMS), the documents will be available online.
2. The Task Force Sponsoring Agency is required to obtain the proper original
signature on each document and return three signed FF 40-21 documents to the
Grants Management Branch as instructed. Keep one signed original for Task
Force records. Include a cover letter in an acceptable format when returning the
FF 40-21.
3. The Task Force Sponsoring Agency is responsible for ensuring the original
application package and subsequent FF 40-21 are signed and received by the
Grants Management Branch deadlines. Please use the tracking number
provided by overnight carrier to ensure timely delivery.
Appendices:
A Cooperative Agreement Funding — Recommended Allocations
B Task Force Allocations and Budget Totals document
C Administration Budget
D List of Work Group Chairs
E Summarized Spreadsheet of Deliverables
F US&R Annual Activity Calendar 2010
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