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Department of Homeland Security
Federal Emergency Management Agency
National Urban Search and Rescue (US&R) Response System
US&R Task Force FY 2004 Cooperative Agreement
STATEMENT OF WORK
1. PURPOSE
The purpose of this Cooperative Agreement is to continue the development and
maintenance of National US&R Response System resources to be prepared to provide
qualified, competent US&R personnel in support of ESF-9 activities under the Federal
Response Plan. Specifically, this agreement provides a mechanism for distribution of
Cooperative Agreement funding for certain purposes in preparation for US&R disaster
response including response to incidents involving a WMD Environment. Funds are made
available to accomplish the accompanying objectives. This Cooperative Agreement allows
each US&R Task Force the opportunity to maintain a high standard and condition of
operational readiness and recommends key areas for Task Force personnel to focus
continued preparedness efforts.
The Department of Homeland Security (DHS), Federal Emergency Management Agency
(FEMA) is moving to a higher level of accountability and are providing the necessary
support and funding. US&R Task Forces coordinators are directed to use the funding to
provide definitive administrative support, training, equipment cache preparedness and
appropriate storage and maintenance.
11. BACKGROUND
DHS/FEMA, in cooperation with other federal, state, and local agencies, created the
National US&R Response System to provide a national heavy rescue capability that
provides lifesaving resources to victims of structural collapse. It is designed to rescue
victims entrapped in collapsed structures of heavy reinforced concrete construction. 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 national response.
In 1992, The Federal Response Plan was published by FEMA and coordinated 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 local sponsoring agencies in 19 States participate in the
National US&R Response System by making their Task Forces available for national
disaster response.
DI S/FEMA has no organic heavy rescue capability of its own and the best sources for
Urban Search & Rescue knowledge and skills reside at the State and local levels. The
National US&R Response System was developed and continues as a federal —state --local
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partnership, based on a system of Memoranda of Agreement (MOA) and individual
Cooperative Agreements. While the MOAs provide the basic operational "agreement"
between DHS/FNMA, the State, and sponsoring agency, the individual Cooperative
Agreement provide the mechanism for providing federal Cooperative Agreement funds to
the sponsoring agencies to the 28 US&R Task Forces.
The 2004 Cooperative Agreement's basic total for each Task Force is $935,035.
Additional funds are allocated to specifically identified Task Forces outlined in
Appendix A, I3 and C of this document.
Congress provided DHS/FEMA with funding for FY2004 for US&R response and
operational readiness preparedness. DHS received these funds in FY2004 and the funds are
to be distributed to the Task Forces no later than September 30, 2004.
The US&R Section is allocating $200,000 for Program Staffing, $125,000 for Task Force
Program Management, $125,000 for training delivery, $150,000 for equipment acquisition
and other Task Force expenses, $100,000 for Medical Screening, $138,035 for Ground
Transportation, and up to $100,000 for leasing, planning, engineering and minor renovation
costs and other costs associated with warehouse facilities. Additional funds are allocated to
support Working Group Chairs (Attachment I)), and K9 evaluations (Attachment C) to
individual task forces as shown in Attachment 13. Task Forces should apply for actual
amounts as shown in Attachment A.
The US&R Section is undertaking several projects to directly impact the preparedness of
each Task Force. Task Forces shall not duplicate activities or procurement expected to be
completed by the US&R Section. The Task Force should contact US&R for any guidance
clarification. The Period of Performance for the FY04 Cooperative Agreement funding is
specifically identified in your Articles of Agreement. Additionally, you must comply with
Article 1 of your Agreement Articles.
111. Time is of the Essence
The US&R Section stresses the importance of timely preparation of Cooperative
Agreement documents for the new FY04 Cooperative Agreement.
Strict time frames must be adhered to as part of the conditions of this Cooperative
Agreement and appropriate use of the funding as it relates to the operational readiness of
the Task Force.
The Sponsoring Organization is strongly encouraged to streamline Cooperative Agreement
acceptance procedures and seek expedited approval for the completion, acceptance and
management of Cooperative Agreement funds and for the purchase of disaster response.
equipment when authorized. Failure to meet necessary Cooperative Agreement
requirements and time frames my result in the loss of funding for this Cooperative
Agreement cycle.
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IV. OBJECTIVES
Manage and administer 'Task Force affairs and activities in accordance with accepted
standard business practices.
1. 'Train Task Force members and other National US&R Response System personnel to
perform assigned US&R duties in accordance with established DHS/FEMA approved
standards and guidance (e.g., TF Operations Manual (OM), Field Operations Guide
(FOG)), in a disaster or WMD environment).
2. Equip the 'Task Force in accordance with the US&R Cache List as approved by
DHS/FEMA and to perform US&R mission assignments as described in the US&R
Response System Task Force Operations Manual.
3. Continue preparedness and standby activities to respond to any mobilization request
according to DHS/FEMA identified standards.
V. The Task Force Sponsoring Agency shall:
1. Provide sufficient supervisory and administrative staff to manage the day-to-day
operations of the local US&R Program to accomplish required administrative duties,
training and logistical support.
2. Ensure Task Forces recruitment of full staff
3. Prepare the Task Force for ongoing Operational Readiness Inspections. Sponsor an
annual full Task Force readiness mobilization exercise and drill by June 1.
4. Maintain and repair US&R equipment regularly to ensure a high operational capability.
5. Ensure all equipment and supplies purchased, procured or maintained by the Task
Force is specifically identified on the US&R approved Task Force Equipment Cache
list, on any approved supplemental list or as authorized by US&R Section for purchase
in ADVANCE in writing.
6. Provide technical assistance and information to the DHS/FEMA US&R Section staff.
Ensure that an internal and self -evaluated operational readiness inspection and
preparedness survey is completed in accordance with DHS/FEMA specifications prior
to June I', 2005. The US&R Section will provide a blank electronic copy of the survey
90 days prior to the due date. The electronic copy shall be submitted on a compact
disk (CD) with a cover letter addressed to the US&R Section Chief.
7. Ensure training and exercise activities of the 'Task Force meet DHS/FEMA's
specifications, requirements and certifications. Ensure training records for all Task
Force personnel are kept in a central location, and that an after -action report is tiled
within 30 days after the completion of a mobilization drill/exercise or a training activity
with a duration of more than 36 hours.
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8. Ensure that "Task Force Medical personnel National Disaster Medical System (NDMS)
certifications are current for medical personnel.
Ensure personnel salaries and expenses relating to 'bask Force development,
preparedness and activation activities are paid in accordance with established
sponsoring organization policies and in a timely manner, but no later than 120 days
after returning from a disaster deployment. Appropriate personnel records are to be
kept in accordance with OMB Circulars A-102 or A-110.
10. Attend DHS/FEMA sponsored or approved US&R meetings, conferences, and training
sessions, to include Task Force Leader's meetings.
I I . Ensure all Task Force members are properly vaccinated and in good physical condition.
12. Ensure all "Task force memhers complete an annual medical evaluation as established
by the US&R Medical Working Group, which shall become part of their personal
medical record. The medical evaluation must include, as a minimum, a 12-lead
electrocardiogram and a RBC cholinesterase blood test. Medical testing procedures
must be in accordance with those described in NFPA 1582. All task force members
must meet or exceed the requirements of OSHA 1910-134 in that a quantitative flit test
must be performed, passed and documented. In addition, all US&R Hazardous
Materials Specialists must meet or exceed provisions of OSHA 1910-120 for
Hazardous Materials Technicians with respect to medical screening requirements.
13. Ensure timely reporting of expenditures for preparedness activities carried out under
this agreement.
14. Ensure any interest earned over $100.00 is reported and a check is forwarded to
DHS/FEMA for that amount at the end of the Cooperative Agreement period.
15. Maintain an accountability of acquired Federal Excess Property and provide a semi-
annual report to DHS/FFMA on the status of the property by January 31 and July 31
each year as part of self -evaluation.
16. Ensure ground transportation requirements are met according to Attachment A. A
vehicle acquisition plan must be submitted and approved by US&R Section prior to
expending funds for this purpose.
17. Ensure that funds are distributed to their Task Force members who serve as Advisory
Committee Working Group Chairs. These funds will help to defray their administrative
costs associated with their membership on the Working Group in accordance with
Attachment D.
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18. Ensure funds are distributed in support of Task Forces hosting a Canine Evaluation, as
stated on the Canine Evaluation Schedules for FY 2004 and in accordance with Canine
Evaluation schedules Attachment C.
19. Ensure funds are made available to purchase and maintain medical response kits for
your Incident Support Team Physicians.
20. Reporting of expenditures for preparedness activities carried out under this agreement.
V. DI-IS/FEMA/US&R shall:
1. Review, approve, and adopt products, including technical manuals, operational
procedures, training curriculum and supporting manuals, meeting agendas and other
requirements for the National US&R Response System.
2. Establish and disseminate policy for the National US&R Response System.
3. Approve and implement the policy, procedure and evaluation criteria.
4. Determine annual funding levels for preparedness activities.
5. When funding is available, purchase and deliver equipment on behalf of the US&R
Task Forces.
6. Review expenditure reports, personnel records, training records, and equipment cache
and excess property inventories.
7. Approve in writing any cost deviations from those outlined in this agreement or from
other DHS/FEMA established policies.
VI. TASK FORCE REQUIREMENTS
This Cooperative Agreement is for Annual Task Force Preparedness measures required to
respond to a national US&R disaster activation within a 4-hour mobilization time frame for
an over -the -road response and 6-hour mobilization time frame for an air response.
Reimbursements of disaster response activities are accomplished through a separate
Cooperative Agreement specifically for that purpose. Under this continuing agreement, the
Sponsoring Agency may use funding to accomplish the following tasks required under this
new Annual Preparedness Cooperative Agreement funding.
1. Provide sufficient staff to manage the day-to-day operations of the local US&R
Program to accomplish required supervisory, administrative, training and logistical
duties and support. Primary areas of concern are: Task Force Coordination;
Administrative Support; Training Coordination, Instruction and Support; and Logistics
Management and Accountability.
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2. Provide the sufficient "Task Force staffing to meet the minimum requirements of
90% for all positions. The current minimum staffing level is 210 personnel as based on a
seventy (70)-person level response.
3. Provide management and administration of the IJS&R day-to-day Task Force
activities. This shall include, but is not limited to, funding personnel salaries and expenses
relating to Task Force development, record -keeping, inventory and maintenance of the
primary US&R Equipment Cache and any supplemental approved equipment cache
provided by DHS/FEMA, correspondence with 'Task Force members and parties who
support task force activities, and similar management and administrative tasks..
4. Provide US&R related training for Task Force personnel, including the
development and delivery of local US&R training courses or other courses specifically
required by the US&R Position Descriptions document.
5. Provide payment of overtime or other related personnel expenses related to 'Task
Force administrative duties, training or other exercises involving Task Force personnel.
6. Provide manufacture's recommended maintenance and repair of US&R equipment
acquired and specifically identified on the DHS/FEMA approved equipment cache list,
any supplemental equipment cache list as approved by DHS/FEMA, which was
purchased with DHS/FEMA funding and delivered to the Task Forces or purchased
during a US&R field response, or was acquired with DHS/FEMA approval through the
Federal Excess Property Program. Ensure a minimum of 90% complete stand alone of
US & R equipment cache.
7. 'I'ravel to and from National US&R meetings, conferences, and training sessions,
including Incident Support Team, Working Group meetings and other activities as they
directly relate to National US&R Response System activities.
8. Provide vaccinations, immunizations and physicals as required to meet standards
outlined by DHS/FEMA and approved by the US&R Medical Working Group for
US&R Task Force personnel.
9. Provide funding for expenses related to the acquisition, training and certification
of US&R search canines and handlers and/or evaluations.
10. Provide for procurement of US&R equipment cache and supplies specifically
identified on the DHS/FEMA currently approved US&R Equipment Cache list or
approved supplemental list. As stated in Section V (16), a vehicle acquisition plan for
vehicles must he submitted and approved by DHS/FEMA prior to the purchase of any
vehicles.
I1. Provide sufficient long-term US&R equipment cache storage facility. This may
include planning and engineering and other costs for development, maintenance, or
lease of storage facilities and associated equipment for US&R equipment and supplies.
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12. With the DHSIFEMA funds included in several of the task forces' Cooperative
Agreements for the purpose of conducting canine evaluations, DHS/FEMA requires the
following:
1. The evaluators are compensated for their time at a fair market value not to
exceed a rate of $300 per day, per evaluator.
2. The evaluator's lodging is covered, up to $ I50 per day, per
evaluator.
3. The evaluator's travel is covered, up to $800 per traveler.
4. The evaluator's per diem is covered, up to $50 per day, per
evaluator.
After these required evaluator costs are covered, the hosting task force
should offset evaluation related expenses with the remaining canine
evaluation funds. If any of the funds awarded for the purpose of canine evaluations remain
alter the evaluation costs are covered, the task force should use these funds to support their
canine program.
l3. This Cooperative Agreement may not be used for funding actual construction.
However costs associated with leasing, upgrading, minor renovations and
modifications of warehouse facilities that do not change the footprint of the structure
are permitted.
VI1. COOPERATIVE AGREEMENT PRIORITIES
The priorities of the Cooperative Agreement program are as follows:
1. Administration
2. Training
3. Equipment Acquisition
4. Storage and Maintenance
VIII. US&R EQUIPMENT
The current DHS/FEMA US&R Policy concerning equipment acquisition and providing a
full stand-alone equipment cache is in full effect for this Cooperative Agreement.
Your agency is authorized to purchase equipment as approved on the DHS/FEMA Task
Force Equipment Cache List, dated August 2003 or any subsequently approved
DHSIFEMA US&R Equipment list. Task Force personnel are reminded and directed not
to exceed cache cost caps or quantity caps as listed on the cache list.
The following shall be noted: No other rolling or floating transportation equipment is
authorized for purchase as part of this Cooperative Agreement unless authorized by
the US&R Section Chief in writing.
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As part of the operational readiness of each Task Force, all US&R equipment shall be
stored in a central location and maintained at a heightened state of readiness for a
National US&R response.
Equipment purchased with federal funds or provided by DHS/FEMA shall he for the
exclusive use of the US&R Program and shall not be used for normal day-to-dav
operations of the Sponsoring or Participating Agency. However, this requirement does
not preclude the Task Force Sponsoring Agency from using this equipment on a local,
regional or state disaster response or under other exceptional circumstance. The US&R
Section office shall be notified immediately in writing of any exceptional use of the stand-
alone cache equipment that diminishes 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
Program.
Task Forces are not authorized to purchase equipment with funds authorized thro jh
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/items not associated with the US&R Program.
The DHS/FEMA Fire Cooperative Agreements Program will not provide funding where
the purchase of apparatus, equipment, training and other services may appear to be a
redundant request.
IX. Time is of the Essence
DHS/FEMA is providing an Annual Preparedness Cooperative Agreement where
funding is made available only for a specific time frame. It is encouraged and strongly
recommended the Sponsoring Agency seek expedited approval for the acceptance and
management of the Cooperative Agreement and for purchase of equipment when
authorized. The time frame provided by DHS/FEMA must be strictly adhered to. Failure
to meet necessary Cooperative Agreement requirements and time frames my result in the
loss of funding for this Cooperative Agreement period.
X. Time Line
All Cooperative Agreement application paperwork must be received by DHS/FEMA
no later than April 19, 2004. The Task Force Cooperative Agreement Lsigned 40-21)
shall be returned to DHS/FEMA no later June 19, 2004.
All activities prior to June 19, 2004 are mandatory and if deviated, the Task Force may risk
forfeiting this period's Cooperative Agreement funds. Task Force administrators are
requested to complete the applications as soon as possible. The dates provided arc firm
deadlines; however, applications may be submitted as soon as they are completed and 40-
2I s retuned as soon as they are signed.
Comment [FE1]: What date are we
going to stag this
LJS&RSOW 2/04
March 5 Task Force is sent Cooperative Agreement application package
electronically.
April 19 Application package due to DHS/FEMA Grants Management Branch.
April 19 — ,
May 19
May 19—
June 18
DHS/FEMA approves the work plan and begins to forward the FF 40-
21s to Task Forces for signature.
Task Force returns signed FF 40-21 to DHSIFEMA.
June 19 Task Force's signed 40-21 due to the DHS/FEMA Grants Management
Branch.
XI. Cooperative Agreement Funding
DHS/FEMA will provide FY 2004 basic funding in the amount of S935,035.00. The
Sponsoring Agency shall receive their funding through SmartLink, after the Cooperative
Agreement is obligated.
A quarterly financial status report is required by the Department of Health and
Human Services (NHS) every quarter (90 days) before issuance of any further
funding through SmartLink will be allowed. This report must be completed on-line at
the SmartLink website, http://www.dpm.psc.gov/, and a copy printed, and mailed to
the DHS/FEMA Grants Management Branch.
This is in addition to providing the required semi-annual Performance Report to
DHS/FEMA. The Performance Report shall explain the ase of funds and describe
accomplishments for this period. All Performance Reports for all Cooperative
Agreements are now due semi-annually beginning January 3lst, and July 31st of each
year. The January 31 report covers activities accomplished from July 1 through
December 31, and the July 31 report covers activities accomplished from January 1
through June 30.
Approval for activities or expenditures not identified above or permitted within the
scope of the US&R Section must be obtained in advance and in writing from the
Project Officer and Assistance Officer. Unapproved expenditures may be denied or
required to be reimbursed to DHS/FEMA.
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Use of Cooperative Agreement funds provided through this agreement for any
activity that occurs outside the United States and it's territories, is expressly
prohibited.
XII. PROCEDURE FOR APPLICATION
The i'ask Force shall receive a Cooperative Agreement application package from the
DI-IS/FEMA Grants Management Branch by E-mail for the FY 2004 Annual
Preparedness Cooperative Agreement. The following procedures shall he followed to
ensure completeness:
I. The Sponsoring Agency shall prepare a detailed written work plan in a Budget
Narrative format identifying the proposed use of funds. The detailed work plan
shall include the amount of funds identified for expenditure as detailed on the
FEMA Form 20-20. The narrative shall be at least two pages in length and not more
than six pages, prepared in Microsoft Word. The narrative shall include the
following subject headings at a minimum: Administration, Training, Equipment
Acquisition and Storage and Maintenance. At a minimum, the detailed work plan
shall explain how and when the Task Force will accomplish the specific goals
outlined in this document, the specific amount of funding allocated and how
the funds will be used to mcet the requirements.
2. The Sponsoring Agency shall complete the required SF 424, Application for
Federal Assistance.
3. The Sponsoring Agency shall complete the required FEMA Form 20-20, Budget
Information. This form is the budget breakout of how you plan on spending the
Cooperative Agreement funding. The grantee must comply with Agreement
Article VIII, Section A regarding the transfers of funds between total direct
cost categories.
4. The Sponsoring Agency shall complete the required FEMA Form 20-16,
Summary Sheet for Assurances and Certifications. Parts I through IV shall be
completed annually and signed by the appropriate Task Force representative.
5. The Cooperative Agreement application package shall include a "Cover
Letter". The cover letter shall be prepared on the Sponsoring Agency or Task
Force letterhead. The letter shall be addressed as indicated in item #6 below. The
letter shall be dated and contain a subject Tine. The body of the letter shall explain
your request, the documents included, and the name, telephone number and e-mail
address of the person preparing and submitting the application. This person will
serve as the point of contact for questions regarding the application. The
Sponsoring Agency shall maintain a copy of the application package for their
records.
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6. An original application package with ORIGINAL signatures and one copy
shall be submitted for review. The complete application package shall be submitted
to DHS/FEMA by an overnight express carrier identified with a tracking number. The
package shall be sent to:
US Department of Homeland Security
Federal Emergency Management Agency
Grants Management Branch
500 C Street SW, Room 334
Washington, DC 20472
Attn: Ms. Lisa Lewis
(202) 646-4572
XIII. PROCEDURE TO RECEIVE FUNDING
1. The Grants Management Branch and US&R Program Office will review the Task
Force's Cooperative Agreement application. Once approved, the Grants
Management Branch will send four copies of the obligating document, FEMA
Form 40-21 s, to your agency for signature. (Four originals)
2. Your 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 your records. Include a cover letter in an
acceptable format when returning the FF 40-21.
3. Your agency is responsible for ensuring the original application package and your
subsequent FF 40-21 are received by the Grants Management Branch by deadlines
outlined in Section X of this document. Please use the tracking number provided by
your overnight carrier to ensure delivery.
XIV. REPORTS
The Sponsoring Agency shall use the following procedure for reporting. There are three
types of reports required for this agreement, a PSC 272 Quarterly Financial Status
Report due to HHS electronically every 90 days, a Performance Report plus copies of
the PSC 272, and a Final Financial Status Report, (FF 20-10).
1. The Department of Health and Human Services (HHS) requires a quarterly financial
status report electronically, PSC 272. A copy must be printed and mailed to the
DHS/FEMA Grants Management Branch.
2. The Performance Report is a written report and is a breakout of expenditures, as
explained below. The Performance Report is due semi-annually to the
DHS/FEMA US&R Annual Preparedness Cooperative Agreements Project Officer
for the duration of this agreement. The Performance Report shall include a copy of
all PSC 272s completed by the 'Task Force during the time period covered by the
performance report. The Sponsoring Agency shall deliver the first report semi-
annually by January 31 (covers the time period of July 1 through December 31)
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and the second by July 31 (covers the time period of January I through June 30) of
each year until the Cooperative Agreement is closed.
The Performance Report shall include your accomplishments and actual
expenditures of Cooperative Agreement funding within the following areas:
Administration and Management, Equipment Acquisition and Cache Status,
Training and other US&R related and approved expenses.
3. The Final Financial Status Report shall be provided on a FF 20-10 and delivered
within 90 days after the end of the Cooperative Agreement's period of performance.
Cooperative Agreement funds shall be maintained in an account or in such a way as
use of funds is clearly identified. If funds are kept in an interest bearing account,
any interest earned over $100.00 is the property of the Federal Government and
shall be identified on the FEMA Form 20-10 and noted in Box #I2, Remarks. A
check for the earned interest, made out to DI-IS/FEMA, shall be attached to the
Final Financial Status Report FF 20-10 and submitted only one time at the end of
the Cooperative Agreement period. The reimbursed interest shall not be paid
out of Cooperative Agreement funds.
Submit two copies of all reports to:
Department of Homeland Security
Federal Emergency Management Agency
Grants Management Branch
500 C Street, SW, Room 336
Washington, DC 20472
Attn: Marilynn Grim
(202) 646-3459
Task Forces must he current with all reports at the time of award of this Cooperative
Agreement.
Performance and Financial Status reports are no longer required to be sent to the Regional
US&R Points of Contact unless requested in writing from the Regional Office. Any
request for reports for the Regional Office is approved and requests shall he made directly
to the affected task force from the Regional US&R Point of Contact.
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