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National Urban Search and Rescue (US&R) Response System
US&R Task Force FY 2005 Preparedness Cooperative Agreement
STATEMENT OF WORK
i. PURPOSE
The purpose of this preparedness Cooperative Agreement is to continue the development and
maintenance of National [1S&R Response System resources to be prepared to provide qualified,
competent US&R personnel in support of Emergency Support Function-9 (ESF-9) activities
under the Initial National Response Plan and 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
weapons of mass destruction (WMD). 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 U. S. Department of Homeland Security (DHS), Federal Emergency Management Agency
(FEMA) moved to a higher level of accountability and are providing the necessary support and
finding. US&R "!'ask Force Program Managers are directed to use the funding to provide
definitive administrative and program management, support, training, equipment cache
preparedness and storage and maintenance.
>II<. 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 primarily 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 (FRP) 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-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 and state sponsoring agencies in 19 states participate in the National US&R Response
System by making their Task Forces available for national disaster response.
In October 2003, The Initial National Response Plan (INRP) was published by DHS, which
integrates the FRP into the INRP.
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DI IS/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 partnership, based on a
Memorandum of Agreement (MOA) and individual Cooperative Agreements. While the MOA's
provide the basic operational "agreement" between DHS/FEMA, the State, and sponsoring
agency, the individual Cooperative Agreement provide the mechanism for providing federal
funds to the sponsoring agencies of the 28 US&R Task Forces.
III. OBJECTIVES
1. Provide funding to t1S&R Sponsoring Agency's to manage and administer Task Force
affairs and activities in accordance with accepted standard business practices.
2. Provide funding to train Task Force members and other National US&R Response
System personnel to perform assigned US&R duties in accordance with established
FEMA/US&R approved standards and guidance (e.g., Task Force Operations Manual,
Field Operations Guide, Position Descriptions and Training Plans), in a disaster or WMD
environment.
3. Provide funding to equip the Task Force in accordance with the US&R Cache List as
approved by the FEMA US&R Program Office and when requested, perform US&R
mission assignments as described in the US&R Response System Task Force Operations
Manual.
4. Provide funding to continue preparedness and standby activities to respond to any
mobilization request according to FEMA/US&R identified standards.
IV. COOPERATIVE AGREEMENT FUNDING
The FY2005 Cooperative Agreement's basic total for each Task Force is $892,000.
Additional funds are allocated to specific Task Forces as outlined in Appendix A and B of
this document.
The US&R Program Office is providing allocations of $420,000 for program staffing,
management and medical screening for Task Force personnel, $140,000 for training delivery,
$120,000 for equipment acquisition and $100,000 for storage and maintenance.
Additionally, $1 12,000 is allocated to each Task Force for travel expenses, as directed by the
US&R Program Office for Working Group members and Chairpersons to attend nationally
sponsored US&R Work Group meetings, for team members travel expenses to attend nationally
sponsored training provided and directed by the US&R Program Office and to perform on site
peer evaluations of other Task Forces as directed by the US&R Program. The US&R Program
meetings include Task Force Leaders meetings, the 12 standing US&R Work Groups, Operations
Group, Ad Hoc Work Groups and Sub -Committees or as further directed by the US&R Program
Office. Nationally sponsored training includes the courses developed and coordinated by the
US&R Program Office and delivered throughout the year. The Peer Evaluations will be
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comprised of US&R System members traveling to other Task Force locations to conduct on -site
evaluations. Please review the distributed "Budget Changes for Directive Approved Meetings"
letter dated October 29, 2004 for further information.
Additional funds are provided to specific Task Forces in the amount of $5,000 for each Working
Group Chairperson as identified in Attachment B and BI . The allocation of K9 evaluation
funding is not being provided in the FY 2005 funding as it was provided and distributed in the
FY 2004 Cooperative Agreement for the 2005 calendar year.
Each Task Force can apply for the actual amount allocated to their agency as shown in
Attachment A.
Approval for activities or expenditures not identified in this statement of work or permitted
within the scope of the US&R Program Office must be obtained in advance and in writing from
the Project Officer and Assistance Officer. Unauthorized expenditures may be denied or
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.
The Period of Performance for the FY2005 preparedness Cooperative Agreement funding is
fifteen (15) months and is specifically identified in your Agreement Articles.
V. DHS/FEMA/US&R RESPONSIBILITY
1. 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. Establish and disseminate policy for the National US&R Response System.
3. Approve and implement the policy, procedure and Task Force evaluation criteria.
4. Determine annual funding levels for preparedness activities.
5. When funding is available, purchase and deliver equipment on behalfofthe US&R Task
Forces.
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. Approve in writing, in conjunction with the Assistance Officer, any cost deviations from
those outlined in this agreement or from other DHS/FEMA established policies.
8. Coordinate Task Force Leaders and Work Group meetings and facilitate the use of
Subject Matter Experts and Task Force Personnel to develop policies, procedures and
US&R System documents.
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VI. SPONSORING AGENCY RESPONSIBILITY AND REQUIRMENTS
When requested, US&R Task Forces are required to respond 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 response activities. Under this preparedness Cooperative Agreement,
the Sponsoring Agency may use funding to accomplish the tasks under the following categories.
A. ADMINISTRATION AND MANAGEMENT
1. Provide sufficient staff for management and administration of the US&R "Cask Force day-
to-day activities to accomplish required supervisory, administrative, training and
logistical duties. Primary areas of concern are: program management; administrative
support; training coordination, instruction and support; and logistics management and
accountability. This shall include, but is not limited to, funding personnel salaries and
expenses relating to Task Force development, management, record -keeping, inventory
and maintenance of the primary and secondary US&R Equipment Caches,
correspondence with Task Force members and parties who support Task Force activities,
and similar management and administrative tasks.
2. Recruit, train and maintain a full roster of Task Force personnel as recommended by the
US&R Program Office. Task Force staffing should meet the minimum requirements of
90% for all positions. The current minimum staffing level is 210 personnel as based
on a 70-person Task Force for a Type 1 level response.
3. Ensure National Disaster Medical System (NDMS) certifications are current for US&R
medical personnel.
4. Conduct at least one full Task Force readiness mobilization exercise each calendar year.
A full Task Force mobilization exercise consists of at least 70 personnel in a Type 1
response configuration. Where several annual preparedness Cooperative Agreements
overlap, Task Forces will be required to conduct more than one exercise per year. When
funding permits, Task Forces are encouraged to conduct more than the one required
mobilization to exercise as many Task Force members as possible each calendar year per
cooperative agreement.
5. The US&R Program Office is holding funds in reserve for activities associated with
anticipated National Special Security Events (NSSE). If the US&R System does not
participate in any NSSE's, by the end of fiscal year 2005 second quarter (March 31), the
funds will be redirected and utilized to conduct several unannounced multi -Task Force,
multi -day mobilization exercises in the third and fourth quarters of FY 2005. As part of
this Cooperative Agreement, you are agreeing to participate in NSSE's and or exercises
as directed and selected by the US&R Program Office. Task Forces activated under this
section will be notified verbally and by written activation orders that will provide
authorization for travel of personnel 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 all or certain Task Forces. The Task Force's cost estimate and
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accompanying letter will serve as a streamlined application process in order to provide
funding for these activations and to provide for reimbursement of allowable costs. The
funding may be obligated after a deployment under this section, however deployed Task
Forces are required to submit a reimbursement claim to the US&R Program Office.
6. Ensure the Task Force is prepared for ongoing Operational Readiness Evaluations and
completes an internal self -evaluation operational readiness and preparedness survey in
accordance with US&R specifications prior to June 1. This is an annual requirement and
may be identified in other Cooperative Agreements. The requirement is for only one per
calendar year. The US&R Program Office will provide a blank electronic copy of the
survey 90 days prior to the due date. The completed electronic copy shall be submitted on
a compact disk (CD) with a cover letter addressed to the US&R Section Chief If there
are overlapping Cooperative Agreements, the original evaluation will be conducted and
copies of the report placed in each Cooperative Agreement file.
7. On a monthly basis, continue to assess operational, logistic and management readiness
and update readiness scores in the Disasterhelp.gov system (when operational).
https://disasterhelp.gov
S. When authorized by the US&R Program Office, ensure funds are properly allocated and
accounted for their Task Force members who serve as Advisory Committee Working
Group Chairs. The same regulations that apply to the Cooperative Agreement funds
apply to these funds and they shall not be transferred to a Participating Agency. These
funds will help to defray the administrative costs associated with their membership on the
Working Group in accordance with Attachment B1.
9. Provide funding for expenses related to the acquisition, maintenance, training and
certification of US&R search canines and handlers. This clause is not related to the
funding provided to host Canine Evaluations.
10. When authorized, ensure funds are distributed in support of Task Forces hosting a Canine
Evaluation, as stated on the Canine Evaluation Schedules in accordance with Canine
Evaluation schedules. Attachment C. (THERE ARE NO FUNDS PROVIDED FOR
THIS FUNDING PERIOD IN THIS AGREEMENT)
11. As part of this Cooperative Agreement, the US&R Program Office is shifting
responsibility directly to the Task Force for providing Skytel pagers or other
communication devices for Task Force Management and Incident Support Team
personnel. When notified, the FEMA owned Skytel pagers shall be returned to the
US&R Program Office. Task Force Program Managers may be required to provide the
appropriate communications devices to at least 6 Task Force Managers or Leaders and to
the Incident Support Team (IST) members assigned to your Task Force. However, the
US&R Program Office is exploring the use of software or web -based communication
systems to function with a wide variety of existing paging and telecommunications
companies and Task Force members personal or business telecommunications equipment.
If a software communication notification system is implemented, it is expected there will
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be minimal or no cost to the Task Forces. Task Force Program Managers will comply
with requirements when established by the US&R Program Office.
12. Ensure timely reporting of expenditures for preparedness activities carried out under this
agreement and timely delivery of Cooperative Agreement reporting.
13. Ensure personnel salaries and expenses relating to Task Force administration,
development, training preparedness and activation response 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
and 44 CFR Part 13.
14. N1MS Compliance as required by the Department of Homeland Security policy:
Compliance with the National Incident Management System (NIMS) is a condition for
award of this Cooperative Agreement. This condition for NIMS Compliance under the
Cooperative Agreement refers to the National Urban Search and Rescue Task Force
Members. For further information on compliance and guidance, refer to the following
websites: http://www.fema.gov/nims/ and http://www.fema.gov/nims/nims about.shtm
15. Attend DHS/FEMA sponsored or approved US&R meetings, conferences, and training
sessions, to include Task Force Leader's, approved Work Group meetings and other
activities as they directly relate to the National US&R Response System or as directed
US&R Program Office. The US&R Program Office is allocating $112,000 for travel to
meetings and for travel to training for this Cooperative Agreement. All travel funds shall
be accounted for under Management and Administration for application purposes, but we
strongly encourage the Task Force Managers to keep track of the travel in at least two
separate categories (Management/Admin Travel and Training Travel) at the Task Force
level. Tracking for the Budget 10% rule will be calculated on the total travel
amount.
16. Ensure all Task Force members are properly immunized and complete an annual medical
evaluation as established by the US&R Medical Working Group. This medical
evaluation 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. The RBC test is required as an initial test for new team members, and it is not
required again until indicated after an exposure to an organophosphate/nerve agent
following a deployment. 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 fit 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.
(Note Change to Item 14 and 16 in bold italic print.)
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17. Provide DHS/FEMA with an updated database of Task Force Personnel and the US&R
Equipment Cache in a Microsoft Access database on one compact disk (CD) no later than
January 31, 2004. This CD shall be submitted on a semi-annual basis. 1'he database shall
be submitted no later than January 31 and July 31 each year with a cover letter addressed
to the US&R Section Chief
B. TRAINING
1. Provide US&R related or 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. Ensure training and exercise activities of the Task Force meet US&R specifications,
requirements and certifications. Ensure training records for all Task Force personnel are
kept in a central location. An after -action report shall be filed within 30 days after the
completion of a mobilization drill/exercise or a training activity with duration of more
than 36 hours. The report shall be sent to the attention of the U S&R Section Chief
3. Provide 3° party (mandatory) Grants Management Training for assigned Task Force
Grants Managers and Assistants as approved by the DHS/FEMA Grants Branch and.
required by the US&R Program Office. The Task Force Grants Manager or Assistant
should attend training from a facility that provides a "Grants Certificate Program". The
Task Force shall submit information regarding the program or classes to the Grants
Management Branch Assistance Officer for written approval prior to registering or
attending any classes. During the Cooperative Agreement Period of Performance, each
Grants Manager and Assistant shall take a minimum of 4 classes or they may complete
the Certificate Program. The Grants Management Branch or Assistance Officer may be
contacted for further information on classes offered. Examples of some Grants
Management classes offered are as follows: Managing Federal Grants and Cooperative
Agreements for Recipients, Uniform Administrative Requirements: OMB Circular A-
102 and 2 CFR Part 215, Cost Principles: OMB Circulars A-21, A-122, and A-87, and
Far 31.2, Applying for Federal Grants and Cooperative Agreements, How to Prepare the
Application Budget, Business Management Systems for Recipients, Audit of Federal
Grants and Cooperative Agreements.
C. EQUIPMENT
l . 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
DHS/FEMA US&R Equipment list, with the exception of identified
Communications Equipment, which will be supplied to all Task Forces (see C., 5).
Task Force personnel are reminded and directed not to exceed cache cost caps or quantity
caps as listed on the cache list. The US&R Program Office must provide written approval
for any other equipment not identified on approved cache lists. This approval may be
given in a directive or other written formats.
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2. When funding is provided, ensure funds are made available to purchase and maintain
medical response kits for the Incident Support Team Physicians assigned to your Task
Force. Refer to Attachment B for the list of Task Forces provided funding.
3. All equipment must be tracked as to the origin. Equipment that is procured with
Cooperative Agreement funding shall be identified with the source, cache list number and
Cooperative Agreement number. Additionally, equipment shall be identified as to the
ownership. (i.e. excess property, Federal, state, local agency, IST procurement, etc.) The
tracking can be accomplished thru procurement documents, through fields in a database,
or spreadsheet. It is up to the Task Force to develop a method of tracking, however, it
should be a system that will easily and quickly identify the information. Additionally, all
procurement records and/or receipts should be cross referenced and coded with the
Cooperative Agreement number, cache list item number, or source of origin, or a system
to easily and quickly identify the information.
4. The current DI-IS/FEMA US&R Program Office policy concerning equipment acquisition
and providing a full stand-alone equipment cache is in full effect for this Cooperative
Agreement.
5. The following shall be noted: No 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. Additionally, no Communications Equipment
may be purchased under this agreement unless authorized by the US&R Section
Chief.
6. 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.
7. Equipment purchased with federal funds or provided by DHS/FEMA shall be for the
exclusive 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 Task Force Sponsoring Agency from using this equipment on a
local, regional or state disaster response or under other exceptional circumstance. The
US&R Program 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.
8. 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.
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9. Title for the first cache, vehicles, and all equipment purchased under the Cooperative
Agreements reside with the Task Forces. Title of the 2nd Cache resides with
DHS/FEMA. Should the Task Forces transfer, sell, or scrap the equipment/vehicles,
they are required to first ask for prior approval and disposition instructions from the
US&R Program Office. Remaining funds from any approved sale of equipment or
vehicles would be returned to DHS/FEMA, since FEMA furnished 100% of the funding
for the Cooperative Agreements. The repair, maintenance and storage of all equipment
either purchased or provided by DHS/FEMA will be accomplished through the
Cooperative Agreement funding provided.
10. The U.S. Department of Homeland Security has established a specific vehicle marking
policy and all departments of the agency must adhere to this standard. This includes
vehicles purchased with Cooperative Agreement funds and used for US&R disaster
response. FEMA Logistics will supply or provide vendor information for the printing of
stick -on lettering of the DHS/FEMA logos according to the DHS vehicle logo policy.
Task Force's will use Cooperative Agreement funding to address this requirement as
directed by the US&R Program Office. At this time, no other decals, lettering or other
markings are permitted to be applied to designated US&R response vehicles unless
directed by the US&R Program Office.
11. The US&R Program Office is directed to develop a standardized '['ask Force designator
for all US&R command and cache transport vehicles purchased as part of the FY03 and
FY04 Preparedness Cooperative Agreements. The standard will specifically identify,
information used to identify Task Force (i.e., TF identifier, agency name), font size, type,
color, design information and location of the identifiers on vehicles. Task Force's will
use Cooperative Agreement funding to address the requirement to provide a standard TF
identifier, label printing and mounting of the labels as directed by the Program Office.
12. Additional funds are provided to specific Task Forces in the amount of $1,500 for each
IST Medical Cache as identified in Attachment B and BI. The funding for the 1ST
Medical Cache is to provide for replacement of equipment or pharmaceuticals as
recommended by the IST Medical Unit Leader. The same regulations that apply to the
Cooperative Agreement funds apply to these funds and they shall not be transferred to a
Participating Agency. These funds will help to defray the costs associated with
maintenance of the 1ST Medical Cache in accordance with Attachment B I .
E. MAINTENANCE AND STORAGE
l . Maintain an accountability of distributed Federal property and acquired Federal Excess
Property. Provide a semi-annual report to DHS/FEMA on the status of the property by
January 31 and July 31 each year, as part of the database submittal to the 11S&R Program
Office.
2. Provide manufacturer's recommended maintenance and repair to US&R equipment
acquired and specifically identified on the DHS/FEMA approved equipment cache list.
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Also, provide maintenance and repair to any supplemental equipment cache list
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.
Ensure a minimum of 90% complete stand alone of US&R equipment cache is
maintained.
3. 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 1JS&R equipment and supplies. Any costs
for upgrades to warehouse facilities associated with this funding must be included in the
annual work plan and be approved by the 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 "option" years for protection.
4. 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.
VII. REPORTING
The Sponsoring Agency shall use the following procedure for reporting. There are several types
of reports required for this agreement: (See Sub -heading VII, Section C for the mailing address)
A. REQUIREMENTS
1. Task Force Self -Evaluation: as identified in Section VI, Subsections A. 6. of this
document is due by June 1 each year.
2. Personnel and Equipment Database CD submittal: as identified in Section VI,
Subsections A. 17. Provide DHS/FEMA with an updated database of your Task Force
Personnel and the US&R Equipment Cache in a Microsoft Access database program.
Copy your files onto one CD and forward the disk to the US&R Program Office by
overnight carrier. This CD shall be submitted on a semi-annual basis no later than
January 31 and July 31 each year with a cover letter addressed to the 1.JS&R Section
Chief.
3. The Department of Health and Human Services (HHS) requires a Quarterly Financial
Report electronically, PSC 272, 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/. After completing the report online, a copy of the PSC
272 and PSC 272A (listing financial details) must be printed and mailed, e-mailed as a
PDF document or faxed to the DHS/FEMA Grants Management Branch. If no funds are
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withdrawn during a quarter, a letter must be submitted stating the reason why no funds
were utilized during this quarter.
4. The Semi -Annual Performance Report is due to the DHS/FEMA US&R Preparedness
Cooperative Agreements Project Officer for the duration of this agreement and is a
written report listing total expenditures, as explained below. The Sponsoring Agency
shall deliver the first report semi-annually by January 31 (covering the time period of
July 1 through December 31) and the second by July 31 (covers the time period of
January 1 through June 30) of each year until the Cooperative Agreement is closed. The
Performance Report shall include your accomplishments and the total actual
expenditures for the Cooperative Agreement funding within the following areas:
Administration and Management, Training, Equipment Acquisition, Cache Status and
Storage and Maintenance. All changes, whether requiring prior approval or not, shall be
noted in the Performance Reports and closeout documents. An original and one copy of
the Final Performance Report are to be submitted to the Grants Management Branch
address as listed in Article VII, Section C.
5. Monthly Operational Readiness Assessment: assess operational, logistic and
management readiness and update readiness scores in the Disasterhelp.gov system (when
operational). https://disasterhelp.gov
B. CLOSEOUT REPORTS
The scope of work approved for your grant must be completed within the Period of Performance.
You have 90 days after the Period of Performance to complete the final payments, and prepare
the closeout documents. If you are not able to complete the closeout process by the due date
you must contact the Grants Management Branch and request an extension of the closeout
period. At a minimal you must submit the following closeout documents:
1. A Final Performance Report must be submitted to closeout the Cooperative Agreement.
The Final Performance Report is due to DHS/FEMA within 90 days after the expiration
of the performance period. The final report will consolidate and summarize all prior
reports. An original and one copy of the Final Performance Report are to be submitted to
the Grants Management Branch address as listed in Article VII, Section C.
2. 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 is the property of the Federal Government and shall be identified on the FEMA
Form 20-10 and noted in Box #12, Remarks. Ensure any interest earned over $100.00 for
local and state agencies (OMB Circular A-102) and $250.00 for institutes of higher
education, hospitals and other non -profits (OMB Circular A-110 (22k)) are reported and
a check is forwarded to DHS/FEMA for that amount at the end of the Cooperative
Agreement period. A check for the earned interest, made out to DHS/FEMA, shall be
attached to the Final Financial Status Report FF 20-10 and submitted only one time at the
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end of the Cooperative Agreement period. The reimbursed interest shall not be paid
out of Cooperative Agreement funds. An original and one copy of the signed FF 20-10
are to be submitted to the Grants Management Branch address listed in Article VII,
Section C.
3. Final Payment and Unexpended Funds: Within 90 days from expiration of the Period
of Performance, the Grantee shall pay all unliquidated obligations to FEMA and shall
report unexpended funds to the Assistance Officer. The Assistance Officer will process
the de -obligation of unexpended funds.
4. Provide an Equipment Inventory of items purchased with Federal grant funds where
each piece of equipment has a current fair market value of $5,000 or more, or if your
agency requires you to track equipment where each piece of equipment has a single unit
cost lower then $5,000.
5. Provide an Inventory of unused or residual supplies purchased with Federal grant
funds, which in the aggregate exceed $5,000 (copy of form attached) or written statement
that such supplies (if any) do not exceed $5,000. If not applicable, please indicate that
status on the form or provide a written statement in your Performance Report.
6. If equipment and/or supplies procured under this Cooperative Agreement are maintained
by you, then you will need to submit a letter that states you will use the
equipment/supplies for their intended purpose of the grant, over the life cycle of the
equipment/supplies.
7. The Task Force is required to retain records pursuant to the grant conditions, which
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. This information must be kept for three
years after the date of the final closeout letter,
C. TIMELINES
1. Task Force Self -Evaluation: is due by June 1 each year.
2. Personnel and Equipment Database CD: is due by January 31 and July 31 each year.
3. Quarterly Financial Report: delivered quarterly, within 30 days after the quarter ends.
4. The Semi -Annual Performance Report: is due by January 31 and July 31 each year
during the Period of Performance.
5. Final Performance Report: is due to DHS/FEMA within 90 days after the expiration
date of the Period of Performance.
USR SOW Final 03-01-05 i'Y 2005
12
1J,S, Department or I hmieland Security
Washington, I),C, 20472
6. The, Final Financial Status Report, FEMA Form 20-10, is due within 90 days from the
expiration date of the Period of Performance.
7. Equipment Inventory and Inventory of Unused or Residual Supplies is due within 90
days from the expiration date of the Period of Performance.
8. Final Payment/Unexpended Funds: Within 90 days from the expiration date of the
Period of Performance.
Submit one original and one copy of all written reports via overnight carrier that provides a
tracking number to:
U.S. 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 Telephone
(202) 646-4156 Fax
(As an alternative to submitting paper documents, reports and documents are allowed to be e-
mailed as PDF files and Word Documents to Marilynn Grim and simultaneously copied to
Wanda Casey and Peter Smalley)
Task Forces must be 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 U S&R Point of Contact.
Vlll. Time is of the Essence
DHS/FEMA is providing an Annual Preparedness Cooperative Agreement and 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.
IX. Time Line and Goals
All Cooperative Agreement application paperwork must be received by DHS/FEMA no
later than December 16, 2005. The Task Force Cooperative Agreement (signed 40-21) shall
be returned to DHS/FEMA no later January 31, 2005.
USK SOW Final 03-01-05 FY 2005
13
U.S. Department of Homeland Security
Washington, D.C. 20472
All document preparation activities prior to January 31, 2005 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
are firm deadlines; however, applications may be submitted as soon as they are completed and
40-21 s retuned as soon as they are signed.
November 16, 2004: Cooperative Agreement application package is sent to the Task
Forces electronically.
December 15, 2004: Application package due to DHS/FEMA Grants Management
Branch.
December 16, 2004: DHS/FEMA begins to review/approve the work plans and
forwards the FF 40-21s to Task Forces for signature.
January 31, 2005: Task Forces signed 40-21 due to the DHS/FEMA Grants
Management Branch.
X. PROCEDURE TO COMPLETE APPROVAL OF COOPERATIVE AGREEMENT
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 40-21s, 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 IX. of this document. Please use the tracking number provided by
your overnight carrier to ensure delivery.
Attachments: A: Task Force Allocations and Budget Totals Document
B: Chairperson Administration Budget
B1: list of Working Group Chairs
C: No Canine Evaluation funding provided for this Cooperative Agreement
USR SOW Final 03-01-05 FY 2005
14