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HomeMy WebLinkAboutExhibit 2US&R APPLICATION TABLE OF CONTENTS Table of Contents Checklist Sample Cover Letter Preparer & Contact Information SF 424 - Application SF 424 A - Budget SF 424 B Assurances/Certifications SF LLL Lobbying Activities Form Purpose of Cooperative Agreement Administration & Management Training Equipment Storage & Maintenance Budget Summary Appendix 1- Position Descriptions Appendix 2- Form for Additional Budget Clarification Information 2 3 4 5 6 7 8 9 10 11 12 13 14 15 US&R APPLICATION CHECKLIST Due By: IMarch gem 2008 Done . Item - Notes v SF 424 (Application) v SF 424 A (Budget Form) Budget Narrative (Four Program Category Spreadsheets) v Assurances & Certifications 0 5F 424 B v SF LLL (If Lobbying) Not applicable Latest Single Audit Information Attached (if current audit is in progress, please v provide estimated date of completion in "Notes" column) Jun-08 Single Audit Corrective Action Plan (If findings) Request for authorization of pre -award costs v (If training or meetings prior to start of Cooperative Agreement) Indirect Cost Rate Agreement approved by cognizant govemment agency (If charging indirect costs) No approved rate Rolling/Floating transportation specifications (if applicable) v Position Descriptions (Attach or fill in Appendix 1 - Tab 14 ) Form for additional Budget Clarification Information (Attach or fill in Appendix 2 - Tab 15) P(iO4'Riq Florida Task Force II 1150 SW 22 Street Miami Florida 33129 28-Mar-08 US Department of Homeland Security Federal Emergency Management Agency Grants Management Branch Attn: Ms. Sylvia A. Carroll Tech World, Room 411 500 C Street, SW Washington, DC 20472 Dear Ms. Carroll: Enclosed is the US&R application of Your Sponsoring Agency Name for the year 2008 Department of Ho Security/FEMA, Urban Search & Rescue Cooperative Agreement for a total of $1,030,179.00. We are including an original application package and one copy of each: NA 1. Application for Federal Assistance, SF 424 2. Budget Information -Non Construction Programs FEMA form SF 424A 3. Budget Narrative 4. Summary sheet for Assurances and Certifications, SF 424 B 5. SF LLL 6. Single Audit Report for 2007 7. Indirect Cost Rate Authorization Please call Captain Joseph Zahralban at (786) 256-5118 or email at usar@miamigov.com for any other inf that you may need. Sincerely, Captain Joseph Zahralban, Program Manager Florida Task Force 11 City of Miami Fire Rescue NOTE: THIS INFORMATION WILL POPULATE OTHER FORMS (i.e., SF FORM 424) PREPARER INFORMATION parerE Prefix First Name Middle Name Last Name Title Agency/Organization Address 1 Address 2 City State Zip Phone Fax E-mail Captain Joseph Zahralban Program Manager City of Miami - Florida Task Force II 1150SW22ST Miami Florida 33129 786-256-5118 305-400-5090 usar(a)miamigov.com CONTACT INFORMATION PO Prefix First Name Middle Name Last Name Tide Agency/Organization Address 1 Address 2 City State Zip Phone Fax E-mail MIS Captain Joseph Zahralban Program Manager Oty of Miami - Florida Task Force II 1150SW22ST Miami Florida 786-256-5118 305-400-5090 usar a(�.miamigov.com 33129 APPLICANT INFORMATION Applicaint '; Task Force Organization Name Employer Identification Number DUNS Number Address 1 Address 2 County State Zip Country Florida Task Force II City of Miami 59-6000375 72220791 1151 NW 7 ST Miami Dade Florida 33136 US Section 4 Preparer Contact Information APPLICATION FOR Version 7/03 FEDERAL ASSISTANCE 2. DATE SUBMITTED March 28, 2008 Applicant Identifier 1. TYPE OF SUBMISSION: Application Pre -application 3. DATE RECEIVED BY STATE State Application Identifier _ x Construction Non -Construction Construction Non -Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier 5. APPLICANT INFORMATION Legal Name: City of Miami Organizational Unit: Organizational DUNS: 72220791 Department Address: 1151 NW 7 ST Division: Street: 0 Name and telephone number of person to be contacted on matters City Miami involving this application (give area code) County: Dade Prefix: Captain j_First Name: Joseph State: Florida Middle Name: 0 Country US Last Name: Zahralban 6. EMPLOYER IDENTIFICATION NUMBER (EIN): 595000375 Suffix Email: usaromlamigov.com Phone Number: 786-256-5118 J ax Number: 305-400-5090 8. TYPE OF APPLICATION: x New ContinuationRevision 8 Revision, enter appropriate letter(s) in box(es) See back of Form for description of letters 7. TYPE OF APPLICANT: (See back of Form for Application Types) Other (Specify): 9. NAME OF FEDERAL AGENCY: U.S. Department of Homeland Security l Federal Emergency Management Agency (FEMA) 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: 1 9 7 0 2 5 TITLE: Urban Search & Rescue Response System Urban Search & Rescue Response System 12. AREAS AFFECTED BY PROJECT (Cities, Counties, States, etc.): Statewide 13. PROPOSED PROJECT: Coordinate Statewide Emergency Management Program 14. CONGRESSIONAL DISTRICTS OF: Start Date: 05-01-08 Ending Date: 8/31/2009 a. Applicant b. Project 15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE a. Federal ORDER 12372 PROCESS? .00 b. Applicant .00 a. YES OTHIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 c. State 6 00 PROCESS FOR REVIEW ON: d. Local DATE: .00 e. Other 00 b. NO. _ ` PROGRAM IS NOT COVERED BY E.O. 12372 OR PROGRAM HAS NOT BEEN SELECTED BY STATE f. Program Income $ FOR REVIEW .00 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? g. TOTAL S - .DO nYes If "Yes," attach an explanation FINo 18. THE ATTACHED TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATIONIPREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ASSURANCES IF THE ASSISTANCE IS AWARDED. a. Authorized Representative: Prefix: 'First Name: Joseph Middle Name: Last Name: Suffix: b. Title: c. Telephone Number: d. Signature of Authorized Representative: e. Date Signed: Previous Edition Usable Standard Form 424 (Rev.09-2003) Authorized for Local Reproduction Prescribed by OMB Circular A-102 Section 5 BUDGET INFORMATION - N- ...�.,...... OMB Approval No. 0348-0044 SECTION A - BUDGET SUMMARY Grant Program Function or Activity (a) Catalog of Federal Domestic Assistance Number (b) Estimated Unobligated Funds New or Revised Budget Federal (c) Non -Federal (d) Federal (e) Non -Federal (fl Total 1. US&R Readiness Grant 97.025 0.00 0.00 1,030,179.00 $ (g) 1,030,179.00 2. 3. 0.00 0.00 4. 0.00 5. Totals $0.00 $0.00 $1,030,179.00 $0.00 $1,030,179.00 SECTION B - BUDGET CATEGORIES 6. Object Class Categories GRANT PROGRAM, FUNCTION OR ACTIVITY Total (5) (1)Adm1n. & Mgmnt. (2) Training (3) Equipment (4) Storage & Maint. a. Personnel $432,000.00 $0.00 $0.00 $0.00 $432,000.00 b. Fringe Benefits 89,779.00 0.00 0.00 0.00 89,779.00 c. Travel 99,000.00 0.00 0.00 0.00 99,000.00 d. Equipment 115,000.00 0.00 100,000.00 0.00 215,000.00 e. Supplies 5,000.00 0.00 0.00 0.00 5,000.00 f. Contractual 95,800.00 0.00 0.00 93,600.00 189,400.00 g. Construction N/A N/A N/A N/A N/A h. Other 0.00 0.00 0.00 0.00 0.00 i. Total Direct Charges (sum of 6a-6h) 836,579.00 0.00 100,000.00 93,600.00 1,030,179.00 j. Indirect Charges 0.00 0.00 0.00 0.00 0.00 k. TOTALS (sum of 6i and 6j) $836,579.00 $0.00 $100,000.00 $93,600.00 $1,030,179.00 7. Program Income $ $ - $ $ $ Previous Edition Usable uthorized for Local Reproduction Section 6 SF 424A Standard Form 424A (Rev. 7-97) Prescribed by OMB Circular A-102 SECTION C - NON-FEDERAL RESOURCES (a) Grant Program (b) Applicant (c) State (d) Other Sources (e) TOTALS 8. $ $ $ 9 $0.00 10. j l 0.00 12. TOTAL (sum of lines 8-11) $0.00 $0.00, $0.00 SECTION D - FORECASTED CASH NEEDS $0.00 13. Federal Total for 1st Year 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter $0.00 $ $ $ $ 14. Non -Federal 0.00 15. TOTAL (sum of lines 13 and 14) $0.00 $0.00 $0.00 $0.00 SECTION E - BUDGET ESTIMATES OF FEDERAL FUNDS NEEDED FOR BALANCE OF THE PROJECT $0.00 (a) Grant Program FUTURE FUNDING PERIODS (Years) (b) First (c) Second (d) Third (e) Fourth 16. $ $ $ $ 17. 18. 19. 20. TOTAL (sum of lines 16-19) $0.00 $0.00 $0.00 $0.00 SECTION F - OTHER BUDGET INFORMATION 21. Direct Charges: 22. Indirect Charges: 23. Remarks: utnorized for Local Reproduction Standard Form 424A (Rev. 7-97) Page 2 Section 6 SF 424A FORM LINKS Print and fill out the forms contained in these links. Once completed, please be sure to scan and email with rest of the application packet. Send original to Program and Grants offices. SF424B - Assurances http://www.grants.gov/techtib/SF424B-Vf . t .pdf SF LLL - Disclosure of Lobby Activities http://www.whitehouse.goviomb/grantsisfltl.pdf Section 7 Form Links to 424B LLL U.S. Department of Homeland Security Washington. D.C. 20472 FEMA National Urban Search and Rescue Response System US&R Task Force FY 2008 Readiness Cooperative Agreement STATEMENT OF WORK I. PURPOSE The purpose of this Readiness Cooperative Agreement is to continue the development and maintenance of National Urban Search and Rescue (US&R) Response System resources to be prepared for mission response and to provide qualified personnel in support of Emergency Support Function-9 (ESF-9) activities under the National Incident Management System (NIMS) and the National Response Framework (NRF). 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), National. Special Security Events (NSSE) or other designated disasters or emergencies. 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 includes guidance on key areas for Task Force management to focus on continued preparedness efforts. The U. S. Department of Homeland Security (DHS) and the Federal Emergency Management Agency (FEMA) maintains a high level of accountability and provides support and funding to maintain the readiness of the National US&R Response System. US&R Task Force Sponsoring Agencies are directed to use the funding to meet the following objectives: provide administrative and program management, training, support, equipment cache preparedness, maintenance and storage. II. 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. It is designed to search for and rescue victims entrapped in collapsed structures, including large steel or 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 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, Search and Rescue, was established with FEMA as the Primary Agency. FEMA maintains a national consensus on standard operating procedures, organizational structure, equipment, training and exercise requirements. Currently, 28 state and local sponsoring agencies in 19 states participate in the National US&R Response System by making their Task Forces available for national disaster response. 1 U.S. Department of Homeland Security Washington, D.C. 20472 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 Federal Response Framework (NRF). DHS/FEMA has 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. III. DHS/FEMA OBJECTIVES 1. Provide funding to US&R Sponsoring Agencies 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. 3. Provide funding to equip the Task Force in accordance with the US&R Equipment Cache List as approved by the FEMA US&R Program Office and when requested, perform US&R mission assignments. 4. Provide funding for lease of space to provide office space, training facilities and/or storage of vehicles and equipment, as needed. 5. Based on available funding, continue readiness and standby activities to respond to any mobilization request, for example: NSSE. 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; • Requests for extension of the period of performance for the Cooperative Agreement • Requests for budget changes that result in an amendment/modification to the Cooperative Agreement 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 2 U.S. Department of Homeland Security Washington, D.C. 20472 US&R Program Office, FEMA Grants Office and FEMA International Affairs prior to the 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 standard award conditions (if any), the terms and conditions of the Sponsoring Agency's Memorandum of Agreement with FEMA, the terms and conditions of this cooperative agreement, applicable agency 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 2008 Cooperative Agreements basic total for each Task Force is $1,000.179. Additional funds are allocated to specific Task Forces as outlined in Appendix A and B of this document. The US&R Program Office recommends allocations of $362,679 for Task Force program staffing, management and administration, $50,000 for medical screening, $160,000 for training, $131,000 for travel, $196,500 for equipment acquisition (which includes $130,000 for WMD equipment) and $100,000 for maintenance and storage. The totals are subject to adjustment, with the following exceptions: o Up to $90,000 of the $130,000 specified for WMD equipment can be utilized to resupply/upgrade the cache to the FEMA/US&R original 2001 WMD capability level. o Any remaining funds below this $90,000 threshold, as well as the balance of funds between $90,000 and $130,000 must be specifically reserved for the purpose of resupply/upgrade for WMD equipment only. New WMD technology/equipment priorities and standards are being finalized within the US&R System. The remaining funds described above can be budgeted for new WMD equipment that will upgrade the US&R System's WMD capability to 2008 standards once those items are formally approved and added to the 2008 US&R Equipment Cache List. The totals are subject to adjustment, with the exception of $130,000 to be used exclusively for WMD re-supply/upgrade, based on Tasks Forces' needs; within this statement of work. 3 U.S. Department of Homeland Security Washington, D.C. 20472 Additional funds are provided to specific Task Forces in the amount of $40,000 each for the National Task Force Leader Representative and Operations Group Chair, $8,000 for each Work Group or Subgroup Chairperson and $8,000 for each of the three Division Task Force Leader Representatives, as identified in Attachments B and C). Funds to maintain the IST medical kits are provided to specific Task Forces whose members are rostered as Technical Specialists — Medical (and Deputy) on primary Red, White and Blue Incident Support Teams and alternates, in the amount of $750 per medical kit. Task Forces hosting the Task Force Leaders' Meeting and/or the US&R Conference will receive additional funding to cover hotel contract and meeting room expenses (see Attachment B). The allocation of Canine Evaluation funding is provided in FY 2008 in the amount of $30,000 to specific Task Forces as identified in Attachment B. Each Task Force can apply for up to the amount allocated to their agency as shown in Attachment A. All Sponsoring Agencies must submit supporting documentation with each application. The Period of Performance for the FY 2008 Readiness Cooperative Agreement funding is sixteen (16) months and is specifically identified in your 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 16 month performance period is available for internal acceptance of funds and procurement of equipment and supplies. VII. DHS/FEMA/US&R PROGRAM OFFICE 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 based on input from the 44 CFR 208 and the US&R Advisory Committee. 3. Approve and implement the policy, criteria and procedure for Task Force evaluations. 4. Determine annual funding levels for readiness activities. 5. When funding is available, purchase equipment for and deliver to 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. 4 U.S. Department of Homeland Security Washington, D.C. 20472 7. Approve in writing, in conjunction with the Grants Assistance Officer, any cost deviations from those outlined in this agreement or from other DHS/FEMA established policies. 8. Assist with the coordination of the US&R Advisory Committee, 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. 9. Based on available funding, conduct a readiness evaluation process to include annual Task Force self -evaluations and periodic on -site peer Operational Readiness Evaluations (OREs). The Program Office will distribute annual Task Force self -evaluation survey on or about March 1 sc VIII. SPONSORING AGENCY RESPONSIBILITY AND REQUIREMENTS Under this Readiness Cooperative Agreement, the Sponsoring Agency may use funding to prepare the Task Forces under the following categories: A. ADMINISTRATION AND MANAGEMENT 1. Provide sufficient staff for management and administration of the US&R Task Force day- to-day activities to accomplish required supervisory, administrative, training and logistical duties. Specifically: program management; grants management; financial management; administrative support; training coordination and instruction; logistics management and property accountability. This shall include, but is not limited to, funding personnel salaries and expenses relating to Task Force development and management; record -keeping, inventory and maintenance of the US&R Equipment Caches; correspondence with Task Force members and parties who support Task Force activities; along with similar management and administrative tasks. 2. Purchase of office furniture and equipment specifically for administrative purposes are allowable under this Cooperative Agreement. This shall include, but is not limited to, laptops and desktop computers, cellular telephones/wireless PDAs, printers, scanners, and copy machines, desks, book shelves, etc. 3. Recruit, train and maintain a roster of personnel to enable complete staffing of a Type I or Type III Task Force. Unless approved by the Program Office, these positions shall be staffed from within the respective Task Force organization. The current staffing level shall be a maximum 210 rostered, to include a minimum of 140 deployable personnel, with up to 10% staffing overage allowable to address individual Task Force needs (e.g., attrition, IST members). 4. Ensure credentials are current for US&R medical personnel. Please refer to US&R Program Directive 2005-017, or current directive, for guidance. 5. 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 5 U.S. Department of Homeland Security Washington, D.C. 20472 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. 6. Based on approval by the US&R Program Office and available funding, Task Forces can use funds to cover salary and travel for product research and development efforts, thereby keeping apprised of cutting edge technology for equipment used within the System. 7. In addition, Task Forces may use funds to cover salary and travel for the purpose of Task Force Personnel to collaborate with a Federal, State US&R system asset(s) or other emergency responders to enhance the capabilities of the US&R system. 8. Ensure each Task Force is prepared for ongoing Operational Readiness Evaluations (OREs) and completes an internal self -evaluation operational readiness and preparedness survey in accordance with US&R specifications. The self -evaluation is an annual requirement. The requirement is for only one per calendar year. The Task Forces will complete a self -evaluation survey, provided by the US&R Program Office. The completed electronic copy of the self -evaluation shall be submitted to the US&R Section Chief by June 1 (or when otherwise directed by the US&R Program Office). 9. Following an on -site peer Operational Readiness Evaluation (ORE), Task Forces shall establish a written corrective action plan which specifies dated milestones and associated costs (if applicable) to correct deficiencies identified in the ORE report. This plan must be submitted to the Program Office no more than 60 days after the ORE report is issued. 10. By June 1st, submit to DHS/FEMA the following items on one compact disk (CD): 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 databases in a Microsoft Access database format. These databases shall include both caches. c. A current Task Force Deployment Data Form, in a format provided by the Program Office 11. On a monthly basis, continue to assess operational, logistic, management readiness and update readiness scores in the Homeland Security Information Network (HSIN) system. httus://government.hsin.gov/. 12. When authorized by the US&R Program Office, ensure funds are properly allocated and accounted for those Task Force members who serve as Work Group Chairs, Sub -Group Chairs and Task Force Leader representatives. These funds are intended to defray personnel salary, backfill and administrative costs associated with these positions for assigned Task Forces in accordance with Attachments B and C. 6 U.S. Department of Homeland Security Washington, D.C. 20472 13. Ensure timely reporting of expenditures for readiness activities carried out under this agreement and timely delivery of Cooperative Agreement reporting. Refer Section VIII, Reporting. 14. 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 are to be kept in accordance with OMB Circulars A-102 or A- 110, 44 CFR Part 13 and 2 CFR Part 215. 15. NIMS 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 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: 1S-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: http://www.fema.gov/emergency/nims/index.shtm. 16. 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, Incident Support Team (IST) training/meetings, workshops, 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 Operational Readiness Evaluation (ORE) of other Task Forces, quality assurance oversight of FEMA-sanctioned training courses, training with other Task Forces, grants management training, and research and development for equipment, as directed by the US&R Program Office. The US&R Program Office is allocating certain funds as identified in Section V, (Cooperative Agreement Funding) for travel. All travel funds should be accounted for under Management and Administration and/or Training at the Task Force level. 17. With the identified Medical Screening subcategory amount of $50,000, 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 on a biannual 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, Task Force Medical Screening or a more current directive issued by the US&R Program Office. B. TRAINING 7 U.S. Department of Homeland Security Washington, D.C. 20472 1. 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 (refer to US&R Program Directive 2006-021) or the US&R Program Office. 2. As funding permits, conduct at least one Task Force mobilization or deployment exercise each Cooperative Agreement period of performance. Task Forces are encouraged to exercise as many Task Force members as possible each calendar year per cooperative agreement. A Type I or Type III 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. 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. File an after -action report within 90 days of the completion of a deployment drill/exercise or a training activity with duration of more than 36 hours. Send the report to the attention of the Operations Unit Leader, US&R Program Office and written in a format where lessons learned may be shared with other task forces in the US&R Response System. 4. 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. 5. 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. 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 Attachment B. 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 VII, A, Item 13, 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 provides a "Grants Certificate Program". 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. Personnel attending this training shall take a minimum of four (4) courses or they may complete the Certificate Program. The Grants Assistance Officer may be contacted for further information on classes offered. Examples of some Grants Management courses offered are as follows: 8 U.S. Department of Homeland Security Washington. D.C. 20472 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, 225 and 230 (OMB Circulars A-21, A-122, and A-87), 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. 8. Provide Microsoft (MS) Access database and MS Excel training, as needed to US&R Logistics and Program Management personnel maintaining personnel and equipment accountability records. Task Force Managers are authorized to use readiness funding to provide "beginner", "intermediate" and "advanced" MS Access Database and MS Excel training to key task force personnel. C. EQUIPMENT 1. 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 and cost caps as listed on the cache list. 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 Incident Support Team Medical Unit Leaders assigned to the Task Force. Specific Task Forces identified in Attachment B, are provided funds in the amount of $750 for maintenance of assigned IST Medical Caches. The funding for the IST Medical Cache is to provide for replacement of equipment or pharmaceuticals as recommended by the IST Medical Unit Leader. Cooperative Agreement regulations apply to these funds and shall not be transferred to a Participating Agency. 3. 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. 9 U.S. Department of Homeland Security Washington, D.C. 20472 4. No rolling or floating transportation equipment is authorized for purchase as part of this Cooperative Agreement unless authorized by the US&R Section Chief and Grants Assistance Officer in writing. 5. 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 Operations Unit Leader 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 Program and return to an immediate state of readiness. 6. 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. 7. Title for the original cache, vehicles, and all equipment purchased under the Cooperative Agreements reside with the Task Forces (44 CFR Part 13). Title to the new DHS (i.e., "Second Cache") purchased Equipment Cache resides with DHS/FEMA. 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 according to current Federal regulations (FEMA Manual 6150.1, dated July 1996, or current edition at time of disposition). Remaining funds from any approved sale of equipment or vehicles would be returned to DHS/FEMA, since FEMA furnished 100% of the funding through the Cooperative Agreements. 8. 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 requirement includes vehicles purchased with Cooperative Agreement funds and used for US&R disaster response. The US&R Program Office will supply the DHS/FEMA logos to the task forces according to the DHS vehicle logo and striping policy. However, the task forces will be required to apply the striping requirement according to specifications provided by the US&R Program Office and will use Cooperative Agreement funding to address this requirement as directed. 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, or required by local, State, and/or Federal law/policies. 9. 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. 10 U.S. Department of Homeland Security Washington, D.C. 20472 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 Section Chief. Conduct an inventory of 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. Ensure a minimum of 90% of the original US&R equipment cache and 100% of the new DHS/FEMA equipment cache is maintained. Task Forces are expected to perform routine maintenance of equipment to maintain a state of readiness. This agreement excludes Task Force repair of Communications equipment owned by the Federal Government. 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 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. The repair, maintenance, and storage as well as all related insurance and administrative costs of all equipment either purchased or provided by DHS/FEMA will be accomplished via Cooperative Agreement funding provided and in accordance with the cost principles (2 CFR, Part 225). IX. REPORTING 11 U.S. Department of Homeland Security Washington, D.C. 20472 The Sponsoring Agency shall use the following procedure for reporting. There are several types of reports required for this agreement: (See Sub -heading VIII, Section C for the mailing address) A. REQUIREMENTS 1. Task Force Self -Evaluation: as identified in Section VII, Subsections A.7 of this document is due by June 1st (or when otherwise directed by the US&R Program Office). Personnel and Equipment Database CD submittal: as identified in Section VII, Subsections A. 8 and D. 1. Provide DHS/FEMA with an updated database of your Task Force Personnel and the US&R Equipment Cache in a Microsoft Access database program. Also provide a current Task Force Deployment Data Form, in a format provided by the Program Office. Copy your 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 Section Chief by June 1st. 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,PSC 272A, PSC 272B, PSC 272E and PSC 272G (listing financial details) must be printed, scanned, and emailed as a .PDF document to the US&R Program Office and DHS/FEMA Grant Programs Directorate. This report is required every quarter, thirty (30) days after the end of each quarter, whether funds are drawn or not from the Health and Human Services (HHS) Smartlink System. The quarters are separated as follows: October through December, January through March, April through June, and July through September. 4. 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 listing total expenditures, as explained below. The Sponsoring Agency shall electronically send the first report semi-annually by January 31 st (covering the time period of July 1st through December 31 st) and the second by July 31 st (covering the time period of January 1st through June 30th) of each year until the Cooperative Agreement is closed. The Performance Report shall include your accomplishments and the total budgeted, expenditures and balance for the Cooperative Agreement funding within the following areas: Administration/Management, Training, Equipment, and Maintenance/Storage. A suggested reporting format has been distributed. All changes, whether requiring prior approval or not, shall be noted in the Performance Reports and closeout documents. The Final Performance Reports are to be emailed to the US&R Program Office and DHS/FEMA Grants Management Branch. Addresses listed in Article VIII, Section C. 5. Monthly Operational Readiness Assessment: Assess operational, logistical and management readiness and updates readiness scores in the HSIN system. https://goverriment.hsin.gov/. B. CLOSEOUT REPORTS 12 U.S. Department of Homeland Security Washington, D.C. 20472 The scope of work approved for your grant must be completed within the prescribed 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 Assistance Officer and request an extension of the closeout period. At a minimum, your agency must submit the following closeout documents: 1. A Final Performance Report must be submitted to close out 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. Email an electronic copy to the Grants Assistance Officer and US&R Program Office and send a paper copy by mail to the Grants Management Branch address as listed in Article VIII, 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 are 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 (44 CFR, Part 13/OMB Circular A-102) and $250.00 for institutes of higher education, hospitals and other non -profits (OMB Circular A-110, Subpart C, Section 22(k)/2 CFR 215) 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 end of the Cooperative Agreement period. The reimbursed interest shall not be paid out of Cooperative Agreement funds. Email an electronic copy of the signed FF 20-10 to the Grants Assistance Officer and US&R Program Office and send a paper copy by mail to the Grants Management Branch address listed in Article VIII, Section C. 3. Final Payment and Unexpended Funds: Within 90 days from expiration of the Period of Performance, the grantee shall pay all uniiquidated obligations to FEMA and shall report unexpended funds to the Grants Assistance Officer. The Grants Assistance Officer will process the unobligation 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 higher, in accordance with 44 CFR, Part 13 and 2 CFR, Part 215. 5. Provide an Inventory of unused or residual supplies purchased with Federal grant funds, which in the aggregate exceed $5,000 or written statement that such supplies (if any) do not exceed $5,000. If not applicable, please indicate a written statement in your Performance Report. 6. If equipment and/or supplies procured under this Cooperative Agreement are maintained by the Task Force, then the Task Force shall submit a letter that states the 13 U.S. Department of Homeland Security Washington, D.C. 20472 equipment/supplies are being used 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, request for application, grant agreement articles, ledgers, documentation of expenditures, documentation -copies of cancelled checks, paid invoices, payrolls, T&A records, contract records, etc, including closeout documents prepared. This information must be kept for three years after the date of the final closeout letter. C. TIMELINES 1. Task Force Self -Evaluation: as directed by the US&R Program Office. 2. Personnel and Equipment Database CD: due June 1st to US&R Program Office only. 3. Quarterly Financial Report (HHS PSC report): delivered quarterly, within 30 days after the quarter ends. (Due by January 31, April 30, July 31 and October 31) 4, The Semi -Annual Performance Report: due by January 31 and July 31 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 Financial Status Report, FEMA Form 20-10, 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. Personnel and Equipment Database CDs and any paper copies the Task Force wishes to submit (in addition to email) should be sent via overnight carrier to the following addresses: U.S. Department of Homeland Security Federal Emergency Management Agency Grants Programs Directorate Attn: Sylvia Carroll/Rayna Bal 500 C Street, S.W. Room 411 — Tech World Washington, D.C. 20472 (202) 786-9483 Telephone (202) 786-9905 Fax Sylvia. Carrollndhs.gov Rayna.Bal@dhs.gov U.S. Department of Homeland Security 14 U.S. Department of Homeland Security Washington, D.C. 20472 Federal Emergency Management Agency US&R Program Office, DO-FO-SR Attn: Catherine Deel 500 C Street, SW, Room 250 Washington, DC 20472 (202) 646-3796 Telephone (202) 646-4684 Fax Catherine.Deel(a,dhs.gov (Where required, documents are to be e-mailed as .PDF files and Word Documents to Sylvia Carroll and simultaneously copied to Catherine Deel at the respective email addresses above. Also email Rayna Bal (Rayna.Bal@dhs.gov)). 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 point of contact unless requested in writing from the Regional Office. Any request for reports from the FEMA Regional Offices is approved and requests shall be made directly to the affected Task Force from the Regional US&R point of contact. X. Time is of the Essence 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 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 1. The US&R Program Office and Grants Management Branch 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 40-21s, 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 deadlines. Please use the tracking number provided by your overnight carrier to ensure timely delivery. 15 South Florida Urban Search and Rescue Excerpts from Strategic Plan (Position Descriptions) ADMINISTRATION FL-TF2 will maintain administrative staffing organized as a Division of the City of Miami Fire Rescue Department with the following dedicated full time personnel: • Program Manager: Establish division goals and objectives; coordinate all task force grant goals to comply with cooperative agreements; oversee day- to-day task force operations. • Staff Lieutenant: Responsible for all Finance and Procurement activities within the organization. Provide supervisory assistance to the Program Manager. • Staff Lieutenant: Responsible for all personnel issues within the organization. (Overtime reporting, time sheets, etc). Provides supervisory assistance to the Program Manager. Part Time Personnel are also utilized as Discipline Coordinator positions. This allows for the most cost effective means of personnel allocation. They are utilized on an as needed basis and do not burden the organization with the cost of full time salaries. The following part time positions have been established within the Table of Organization: • Administrative Assistant: Responsible for the administrative support of the team and daily reconciliation of non -emergency paperwork • Training Coordinator: Responsible for the timely delivery of training in accordance with the requirements set forth by FEMA. (Approximately 30 courses delivered in a two year period) • Logistics Coordinator / Warehouse Manager: Responsible for all response equipment contained within the organization (over 20,000 individual items). Also responsible for excess property. • Financial Officer: Responsible for the financial oversight of team activity. Assist with day to day financial support and management of grant goals. • Medical Coordinator: Responsible for the implementation and oversight of the Medical Team. This responsibility includes response activities during deployments, readiness activities, and team welfare. • Communications Coordinator: Responsible for the readiness and implementation of the communications plan. Ensures communications equipment is functional and deployable. • Hazmat Coordinator: Responsible for the WMD component of the Task Force. (One fully stocked tractor trailer containing about 1.2 million dollars in equipment.) • Canine Coordinator: Responsible for the readiness of the K-9 and search component of the Task Force. Ensures that all search team members are in compliance with requirements set forth by FEMA. • Public Information Officer: Ensures that the message released by this Task Force is in line with the position of the Department of Homeland Security and the Sponsoring Agency, The City of Miami Fire Department. • Rescue Team Coordinator: Responsible for the oversight of all Rescue equipment. Assists with the institution of rescue methodology and the implementation and maintenance of light, medium and heavy rescue vehicles. • Task Force Leaders: Utilized on an as needed basis for special projects requiring management oversight with regard to higher level administrative duties. (example: hurricane reimbursements, audits)Additionally responsible to function as non -department member liaison. • Transportation Officer: Responsible for the entire task force fleet (3 tractors, 5 fifty foot trailers, 2 box trucks, 3 flatbeds, 2 suburbans, 1 F-350, 1 F-550, 1 Excursion, 2 forklifts, 4 off road ATV's). Establishes and implements a transportation policy for active drivers and a transportation plan during deployments. • Personnel Support Coordinator: Responsible for the administration of the Personnel Support Program to include Critical Incident Stress Management, Employee Assistance, Assisting personnel and family with needs during times of deployment. • Flood / Swiftwater Coordinator: Responsible for the Flood/Swiftwater cache, maintenance, and training in support of FEMA Directives. PROGRAM NAME: NATIONAL URBAN SEARCH & RESCUE RESPONSE SYSTEM CFDA: 97.025 GRANTEE: AGREEMENT NO.: EMW-2008-CA- AMENDMENT NO.: ARTICLE I — AUTHORIZATION: A. Homeland Security Act of 2002, Public Law 107-296 B. Defense Against Weapons of Mass Destruction Act of 1966 C. National Defense Authorization Act for FY 1997, as amended D. Robert T. Stafford Disaster Relief and Emergency Assistance Act as amended by Public Law 106-390 E. Section 303 of the Robert T. Stafford Disaster Relief Act (Stafford Act), 42 U. S. C. 5144 authorizes the President of the United States to form emergency support Teams of Federal personnel to be deployed in an area affected by a major disaster or emergency. F. The President delegated this function to be Director of FEMA under Executive Order (E.O.) 12148 and as amended. G. 44 CFR Part 208 Interim Rule. ARTICLE II — PROGRAM NARRATIVE DESCRIPTION The Grantee shall furnish the necessary personnel, materials, services, equipment, and facilities to perform the work as described in the Program Guidance that was furnished with the Request for Application and the Budget Narrative, which is included as part of the application package dated , including revisions dated thru ARTICLE III - PERIOD OF PERFORMANCE/BUDGET PERIOD A. Project Period: The Project Period shall be a maximum of sixteen (16) months, beginning May 01, 2008 thru August 31, 2009, and will correspond to the applicable approved Budget Period, unless extensions have been authorized. B. Costs: The Grantee shall only incur costs or obligate funds within the Budget Period for approved activities or within the approved Period of Performance if continuation award has been authorized. All additional funding under this Grant is subject to the availability of funds and the needs of the Federal Government. 3 EMW-2008-CA- ARTICLE IV — AMOUNT OF AWARD A. Approved Budget: The approved budget for this award by category is: Object Class Management/ Administration Training Equipment Storage/ Maintenance Total Personnel Fringe Benefits _ Travel Equipment _ Supplies Contractual - Construction _ Other _ TOTAL DIRECT Indirect Charges TOTAL BUDGET FEDERAL SHARE B. There is no cost -share or match required for this funding. The Department of Homeland Security will pay up to 100% of the costs identified in the approved budget listed under Article IV. A. Approved Budget. The maximum funding amount is $ . If costs exceed the maximum amount of DHS approved funding, the Grantee shall pay the costs in excess of the approved budget. ARTICLE V— RESPONSIBILITIES A. Purpose: 1. The purpose of the FY 2008 US&R Readiness Cooperative Agreement is to provide funding 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 Initial National Response Plan and the Federal Response Plan. 2. 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. 4 EMW-2008-CA- 3. This Cooperative Agreement allows each US&R Task Force the opportunity to maintain a high standard and condition of operational readiness and recommend key areas for Task Force personnel to focus continued preparedness efforts. 4. Compliance with the National Incident Management System (NIMS), as a condition of the grant award. B. Objectives: The objectives of the FY 2008 US&R Cooperative Agreement are to provide funding: 1. For US&R Sponsoring Agency's to manage and administer Task Force affairs and activities in accordance with accepted standard business practices. 2. To train the 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. 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. To continue preparedness and standby activities to respond to any mobilization request according to FEMA/US&R identified standards. ARTICLE VI — REQUEST FOR REIMBURSEMENT A. Payments will be requested via SmartLink, the Department of -Health and Human Service's intemet-based payment system, at http://www.dpm.psc.gov/smartlink. B. In accordance with Treasury regulations at 31 CFR 205, the Grantee must maintain or demonstrate the willingness and ability to maintain procedures to minimize the time elapsing, between the transfer of the funds and their expenditures. The timing and amount of cash advances should be as close as administratively possible, to the actual cash disbursement by the Grantee. 5 EMW-2008-CA- ARTICLE VII — REPORTING There are several reporting requirements for this Cooperative Agreement and they are listed in the Program Guidance/Statement of Work provided with the request for application. ARTICLE VIII — GRANT MANAGEMENT OFFICIALS Officials for the Cooperative Agreement are as follows: A. Project Manager: The Project Manager (PM), designated by the Grantee, is responsible for performance of the activities approved in the award: The Project Manager is: Tel: Fax: Cell: Email: B. DHS Project Officer: The DHS Project Officer (PO) shall be an official who will be responsible for the technical monitoring of the stages of work and technical performance of the activities described in the program narrative statement. The DHS Project Officer is: Ms. Wanda Casey DHS/FEMA Response Division 500 C Street, SW, Room 263 Washington, DC 20472 Phone: 202-646-4013 Fax: 202-646-4684 Email: wanda.casey@dhs.gov dhs.gov C. DHS Assistance Officer: The DHS Assistance Officer (AO) is the DHS official who has full authority to negotiate, administer and execute all business matters of the Grant award. The DHS Assistance Officer is: Ms. Sylvia A. Carroll DHS/FEMA FEMA Grant Programs Directorate 500 C Street, SW Attn: Tech World, Room 411 Washington, DC 20472 Phone: 202-786-9483 Email: Sylvia.Carroll@dhs.gov 6 EMW-2008-CA- ARTICLE IX — GRANT AWARD AMENDMENTS All budget and program plan revisions shall be in compliance with OMB Circular A-102, Grants and Cooperative Agreements to States and Local Governments (44 CFR Part 13), or A-110, Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations (2 CFR Part 215), and OMB Circular A-21 Cost Principles for Educational Institutions (2 CFR Part 205), or A-87, Cost Principles for State and Local Governments (2 CFR Part 225), or A-122, Cost Principles for Non -Profit Organizations (2 CFR Part 230). In addition to these requirements, the Grantee shall submit and receive written prior approval before implementation for the following: A. Budget Revisions: 1. Grantee must obtain prior approval from DHS/FEMA for transfers of funds between direct cost categories and program categories in the approved budget, when such cumulative transfers among those direct cost categories and program categories exceed ten percent of the total budget. 2. Transfer of funds to entities, except those identified in the approved application, requires prior DHS/FEMA approval. 3. Need for additional funds. DHS is not obligated to provide additional funds prior to the submission and approval of consecutive continuation options based on satisfactory performance and availability of funds. B. Extension Request: Requests for additional time extensions to the Period of Performance will be considered, but will not be granted automatically and must be supported by adequate justification in order to be processed. They must be submitted to the Grants Management Specialist, and will also be reviewed by the Program Office. The final approval/denial will be in writing by the Grants Management Specialist or Assistance Officer. Approval of 2' extensions require concurrence by the Program Director, and the Grants Management Branch Director, and the final approval/denial will be in writing by the Grants Management Specialist or Assistance Officer. Extension requests can be submitted by priority mail, fax, or email and they must contain the following information: 1. Status of the ongoing activity. 2. An explanation as to why the activity could not be completed as required, actions taken to resolve any problems, and a description of performance measures that are necessary to complete the project. 7 EMW-2008-CA- 3. An outline of remaining funds available that is necessary to finish the activity 4. An estimated completion date for the activity. 5. Extensions to the Period of Performance shall be authorized only in writing by the DHS Assistance Officer. 6. There is no DHS obligation to provide additional funding as a result of time extensions approved. 7. Financial and Performance Status Reports must be current, and the extension justification must be submitted or extension requests will not be processed. ARTICLE X - PREAWARD COSTS Preaward costs may be approved prior to the effective date of the Grant. The following conditions apply: A. The grantee shall submit a written request for preaward costs and they must receive written approval from the Assistance Officer prior to incurring costs. B. The costs have been incurred with the understanding that they were incurred at the Grantee's risk and may not be reimbursed, if adequate funding has not been awarded to cover preaward costs and approved activities to be completed under the award. C. The costs must be necessary for the effective and economical conduct of the project. D. The costs are in compliance with the appropriate OMB Cost Principles. E. The costs are supported with source documentation. ARTICLE XI — BUDGET The following conditions apply: A. The Grantee shall follow prior approval requirements found in the Emergency Management and Assistance Regulations, 44 CFR Part 13.30, for non - construction grants. Transfers of funds between total direct cost categories and Program Categories in the approved budget shall receive the prior approval of DHS/FEMA Assistance Officer when such cumulative transfers among those direct cost categories and Program Categories are expected to exceed ten percent of the current total approved budget or result in a major change of scope. The Grantee shall obtain prior written approval for any budget revision that would result in the need for additional funds. All changes, whether requiring prior approval or not, shall be noted in the Performance Reports and Closeout Documents. 8 EMW-2008-CA- B. No transfer of funds to agencies other than those identified in the approved cooperative agreement application shall be made without prior approval of the DHS/FEMA Assistance Officer. C. If a Grantee estimates that it will have unobligated funds remaining after the end of the performance period, the Grantee should report this to FEMA Headquarters at the earliest possible time and ask for disposition instructions. ARTICLE XII — OTHER TERMS AND CONDITIONS The other terms and conditions of the agreement are as follows: A. Buy America. The Grantee, Sub -grantees and contractors receiving funds from this grant shall comply with the Buy American Act (41 U.S.C. l0a et seq.) unless it is determined that it is inconsistent with the public interest, impracticable to comply with such a requirement or that it would unreasonably increase the cost of articles, materials, or supplies. The exception shall be noted in the specifications and documentation to justify the exception will be retained in the grant file for record. B. Copyright. The Grantee is free to copyright original work developed in the course of or under this agreement. DHS reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the work preformed under this award for Government purposes. Publication resulting from work preformed under this agreement shall include an acknowledgement of financial support from DHS and include a statement that the publication does not necessarily reflect the DHS views. C. Publication and Acknowledgement of DHS Sponsorship. 1. One copy of each article planned for publication will be submitted to the DHS Project Officer simultaneously with its submission for publication. Following publication, a copy of each published paper shall be submitted to the DHS Project Officer. 2. The Grantee agrees that when releasing information relating to this Grant, the release shall include a statement that the project or effort undertaken was or is sponsored by the Department of Homeland Security. 3 Disclaimer: The Grantee is responsible for assuring that every publication submission (including World Wide Web pages) based on or developed under this award, except scientific articles or papers appearing in scientific, technical or professional journals, contains the following disclaimer: "Any opinions, findings, and conclusion or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the Department of Homeland security." 9 EMW-2008-CA- 4. For the purpose of this requirement, information includes news releases, articles, manuscripts, brochures, advertisements, still and motion pictures, speeches, trade association proceedings and symposia. 5. Publications: In compliance with the Section 623 of Treasury, Postal Service, and General Government Appropriations Act, 1993, and reenacted in Section 621 of the fiscal year 1994 Appropriations Act requires that all grantees disclose the amount and percentage of Federal funding and funding form non- governmental sources when making public announcements about Federally - funded projects in the amount of $500,000 or more. D. Patent Rights. Grantees are subject to applicable regulations governing patents and inventions, including government -wide regulations issued by the Department of Commerce, 37 CFR Part 401,"Rights to Inventions Made by Nonprofit Organizations and Small Business Firms under Government Grants, Contracts and Cooperative Agreements." E. Environmental Standards. By accepting funds under this Grant, the grantee assures they will: 1. Comply with applicable provisions of the Clean Air Act (42 U.S.C. 7401, et seq.) and Clean Water Act (33 U.S.C. 1251, et seq.), as implemented by Executive Order 11738 [3 CFR, 1971-1975 comp., p. 799] and Environmental Protection Agency (EPA) rules at 40 CFR Part 15. In accordance with the EPA rules, the Grants further agrees that it will: a. Not use any facility on the EPA's List of Violating Facilities in performing any award that is nonexempt under 40 CFR 15.5 (awards of less than $100,000, and certain other awards, exempt from the EPA regulations), as long as the facility remains on the list. b. Notify the awarding agency if it intends to use a facility in performing this award that is on the List of Violating Facilities or the Grantee knows has been recommended to be placed on the List of Violating Facilities. 2. Identify to the awarding agency any impact this award may have on: a. The quality of the human environment, and provide help the agency may need to comply with the National Environmental Policy Act (NEPA, at 42 U.S.C. 4321, et seq.) and to prepare Environmental Impact (e.g., physical disturbance of a site such as breaking of ground) until the agency provides written notification of compliance with environmental impact analysis process. 10 EMW-2008-CA- b. Coastal barriers and provide help the agency may need to comply with Coastal Barriers Resource Act (16 U.S.C. 3501, et seq.), concerning preservation of barrier resources. c. Any existing or proposed component of the National Wild and Scenic Rivers system, and provide help the agency may need to comply with the Wild and Scenic River Act of 1968 (16 U.S.C. 1271, et seq.). F. Refunds. The Grantee shall transfer to DHS the appropriate share, based on the Federal support percentage, of any refund, rebate, credit or other amounts arising from performance of this agreement, along with accrued interest. The Grantee shall take necessary action to effect prompt collection of all monies due or which may become due and to cooperate with DHS in any claim or suit in connection with amounts due. G. Overpayment and Earned Interest. Overpayment. Within ninety (90) days from the expiration date of the Performance Period, overpayment of funds shall be remitted to the Assistance Officer by check payable to DHS. An overpayment represents the difference between allowable actual expenditures and total DHS payment received by the Grantee. H. Program Income. Program income is income earned as a result of Grantee or sub -grantee grant -supported activity, or earned as a result of the grant agreement during the Period of Performance. Program income shall be added to the award of funds under this grant and shall be used to expand the approved program activities. The Grantee shall submit a written list of expanded activities to be accomplished as a result of the Program Income funds. This list shall be submitted to the DHS AO for review and the approval within 20 days of receipt of program income. . Security. The Grantee shall not be granted access to classified information under this Grant. If security restriction should happen to apply to certain aspects of the proposed activity, the Grantee will be informed. In the event that the scientific work under this Grant may either need classification or involve access to or storage of any classified data, the Government shall make a decision on the need to classify, or require such access or storage within 30 days after receipt of a written notice from the Grantee. If the decision is affirmative, the Government may invoke the Termination clause, as appropriate. J. Controlled Unclassified Information. The parties understand that information and materials provided pursuant to or resulting from this Grant may be export controlled, sensitive, for official use only, or, otherwise protected by law, executive order or regulation, The Grantee is responsible for compliance with all applicable laws and regulations. Nothing in this Grant shall be construed to permit any disclosure in violation of those restrictions. 11 EMW-2008-CA- K. Travel. Allowability of Travel Expenses. Expenses for transportation, lodging, subsistence and related items incurred by project personnel and by outside consultants employed on the project (GPM) Section 614 who are in travel status on business related to an DHS-supported project are allowable as prescribed in the governing cost principles. The requirements for prior approval contained in the governing cost principles are waived. L. Cargo Preference. The grantee agrees that it will comply with the Cargo Preference Act of 1954 (46 U.S.C. 1241), as implemented by Department of Transportation regulations at 46 CFR 381.7, which require that at least 50% of equipment, materials or Grant, and which may be transported by ocean vessel, shall be transported on privately owned U.S.-flag commercial vessels, if available. M. Fly America Act. Preference for U.S. Flag Air Carriers: Travel supported by U.S. Government funds under this Grant shall use U.S.-flag air carriers (air carriers holding certificates under 49 U.S.C. 41102) for international air transportation of people and property to the extent that such service is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974 (49 U.S.C. 40118) and the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, Amendment to Comptroller General Decision B138942. N. Site Visits. DHS, through authorized representatives, has the right, at all reasonable times, to make site visits to review project accomplishments and management control systems to provide such technical assistance as may be required. If any site visit is made by DHS on the premises of the grantee or a contractor under an award, the grantee shall provide and shall require its contractors to provide all reasonable facilities and assistance for the safety and convenience of the Government representatives in the performance of their duties. All site visits and evaluations shall be performed in such a manner that will not unduly delay the work. O. Clearances: Prior to the start of any construction activity (minor renovations only authorized under this Cooperative Agreement), the Grantee shall ensure that all applicable Federal, State, and local permits and clearances are obtained. P. Minor Renovations. Actual construction is not allowable under this grant agreement. Only minor renovations are allowable. Minor renovations are those modifications that do not change the footprint of the structure, Q. National Environmental Policy Act (NEPA). Grantees are encouraged to integrate National Environmental Policy Act (NEPA) compliance and related legislation as implemented under 44CFR, Part 10, with the initial planning and decision making process for this program. Grantees are encouraged to seek support from FEMA Environmental Officers in complying with NEPA requirements. 12 EMW-2008-CA- R. Grantees claiming indirect costs: 1. If a Grantee has an indirect cost rate approved by a cognizant Federal Agency, that includes a modified off -campus rate, the modified rate will apply. Copies of the Federal approved rate must be submitted with the application and become part of the official file. 2. If the Grantee has a third party managing the grant, FEMA will only pay the direct costs associated with the management of the grant. Indirect costs of the third party will not be applied to the total direct costs of the grant, and the direct costs associated with the management of the grant should be entered under the contractual budget object class on the SF 424A, non- construction budget form. Copies of the Federal approved indirect cost rate must be submitted with the application and become part of the official file. 3. Indirect Cost Rate Agreements that are submitted will be reviewed and negotiated if necessary. Applicants must consider the number of Task Force Members that are assigned to the Sponsoring Agency, when requesting to apply the indirect cost rate agreement. S. Government Equipment: In accordance with 44 CFR 13.32 (f) and 2 CFR Part 215, if a Grantee or Sub - grantee is provided Federally -owned equipment: 1. Title will remain vested in the Federal Government, unless stated otherwise by US&R Program Office/Grants Management Office. (See the Statement of Work for clarification on title.) 2. Grantees or Sub -grantees will manage the equipment in accordance with Federal agency rules and procedures, and submit an annual inventory listing. 3. When the equipment is no longer needed, the Grantee or Sub -grantee will request disposition instructions from the Federal agency. T. All Equipment purchased by Grantees and Sub -grantees 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 Division 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. 13 EMW-2008-CA- U. In accordance with 44 CFR 13.36 (g) and 2 CFR Part 215, Grantees and Sub - grantees must make available, upon request of the awarding agency, technical specifications on proposed procurements where the awarding agency believes such review is needed to ensure that the item and/or service specified is the one being proposed for purchase. This review generally will take place prior to the time the specification is incorporated into a solicitation document. V. In accordance with 44 CFR 13.36(a) and 2 CFR Part 215, when procuring property and services under a grant, a State will follow the same policies and procedures it uses for procurements from its non -Federal funds. The State will ensure that every purchase order or other contract includes any clauses required by Federal statutes and executive orders and their implementing regulations. If you are not a State or local government, you will comply with 2 CFR Part 215. W. To the extent required by individual states, applicants should comply with state procedures consistent with EO 12372. ARTICLE XIII — AUDIT REQUIREMENTS Grantees and Sub -grantees must follow the audit requirements under OMB Circular A- 133. Non -Federal entities that expend $500,000 or more Federal funds in a year shall have a single or program -specific audit conducted for that year in accordance with the provisions of A-133. In accordance with the OMB Circular A-133, Subpart C, Section 320, Grantees and Sub -grantees must submit their audit information to the Single Audit Clearinghouse. ARTICLE XIV — GOVERNING PROVISIONS The Grantee and any subgrantee shall comply with all applicable laws and regulations. A non-exclusive list of regulations commonly applicable to DHS grants are listed below: A. Administrative Requirements 1. OMB Circular A-102, State and Local Governments (10/07/94, amended 08/29/97) (44 CFR Part 13) 2. OMB Circular A-110, Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations (11/19/93, amended 09/30/99) (2 CFR Part 215) B. Cost Principles 1. 2 CFR, Part 225, (OMB Circular A-87), State and Local Governments 2. 2 CFR, Part 205, (OMB Circular A-21), Educational Institutions 3. 2 CFR, Part 230, (OMB Circular A-122), Non Profit Organizations 14 EMW-2008-CA- C. Audit Requirements. OMB Circular A-133, States, Local Governments, and Non -Profit Organizations (06/24/97, includes revisions published in the Federal Register 06/27/03) Grant award is approved by DHS on , including revisions dated thru 15 TIME LINE AND GOALS All Cooperative Agreement application paperwork must be received by DHS/FEMA no later than March 20, 2008 . The Task Force Cooperative Agreement (signed 40- 21) shall be returned to DHS/FEMA by May 30, 2008. All document preparation activities 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. August 28-29, 2007: November 20, 2007: February 26, 2008: March 28, 2008: March 28, 2008: May 01, 2008: May 30, 2008: Meeting at Headquarters with the Task Force Representatives, US&R Program Office/Grants Office to review the Statement of Work/Program Requirements and provide recommendations to the US&R Program Office. Final Revised Program Guidance/SOW/Application Template submitted to the Grants Management Branch. Cooperative Agreement "Request For Application " package is sent to the Task Forces electronically, Subject To The Availability of Funds (working with Grants to send out on or before this date) Application package due to DHS/FEMA Grants Management Branch (email and postal submission). DHS/FEMA begins to review/negotiate/approve the work plans and prepare the award documents. Assistance Officer has signed all 40-21's and the funding is obligated in the FEMA Financial System. All award documents have been forwarded to the Task Forces for signature. Task Forces signed 40-21 due to the DHS/FEMA Grants Management Branch. This date is flexible, due to the time frame the Task Forces may need to get the approvals from their organizations. PERIOD OF PERFORMANCE FOR FY 2008: 05/01/08 — 8/31/09 This will overlap the FY 2007 by six months and it allows some extra time for the Task Forces to process the approval/acceptance thru their Governments. Spending plans for salaries and leases are still 12 months, however, it allows some extra time for the maintenance and purchase of the supplies and equipment. OMB Approval No. 0348-0040 ASSURANCES - NON -CONSTRUCTION PROGRAMS iblic reporting burden for this collection of information is estimated to average 15 minutes per response, including time for reviewing ,structions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0040), Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. NOTE: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. if such is the case, you will be notified. As the duly authorized representative of the applicant, I certify that the applicant: 1. Has the legal authority to apply for Federal assistance and the institutional, managerial and financial capability (including funds sufficient to pay the non -Federal share of project cost) to ensure proper planning, management and completion of the project described in this application. 2. Will give the awarding agency, the Comptroller General of the United States and, if appropriate, the State, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or agency directives. 3. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 4. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C. §§4728-4763) relating to prescribed standards for merit systems for programs funded under one of the 19 statutes or regulations specified in Appendix A of OPM's Standards for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F). 6. Will comply with all Federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L 88-352) which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§1681- 1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C. §§6101-6107), which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 ee- 3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title Vlil of the Civil Rights Act of 1968 (42 U.S.C. §§3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other nondiscrimination provisions in the specific statute(s) under which application for Federal assistance Is being made; and, (j) the requirements of any other nondiscrimination statute(s) which may apply to the application. 7. Will comply, or has already complied, with the requirements of Titles 11 and 111 of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of Federal or federally -assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of Federal participation in purchases. 8. Wiii comply, as applicable, with provisions of the Hatch Act (5 U.S.C. §§1501-1508 and 7324-7328) which limit the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds. Previous Edition Usable Standard Form 424E (Rev. 7 47) Authorized for Local Reproduction Prescribed by OMB Circular A-102 g. Will comply, as applicable, with the provisions of the Davis - Bacon Act (40 U.S.C. §§276a to 276a-7), the Copeland Act (40 U.S.C. §276c and 18 U.S.C. §874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§327- 333), regarding labor standards for federally -assisted construction subagreements. 10. Will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of insurable construction and acquisition is $10,000 or more. 11 Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of project consistency with the approved State management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et seq.); (f) conformity of Federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); (g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974. as amended (P.L. 93-523); and, (h) protection of endangered species under the Endangered Species Act of 1973, as amended (P.L. 93- 205). 12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. §§1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system. 13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.S.C. §470), EO 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. §§469a-1 et seq.). 14. Will comply with P.L. 93.348 regarding the protection of human subjects involved in research, development, and related activities supported by this award of assistance. 15. Will comply with the Laboratory Animal Welfare Art of 1966 (P.L. 89-544, as amended, 7 U.S.C. §§2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for research, teaching, or other activities supported by this award of assistance. 16. Will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. §§4801 et seq.) which prohibits the use of lead -based paint in construction or rehabilitation of residence structures. 17. Will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and OMB Circular No. A-133, "Audits of States, Local Governments, and Non -Profit Organizations." 18. Will comply with all applicable requirements of all other Federal laws, executive orders. regulations, and policies goveming this program. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE Program Manager APPL ANT ORGANIZATION . ity of Miami DATE SUBMITTED March 27, 2008 Standard Form 424B (Rev. 747) Back U.S. Department of Homeland Security Washington. D.C. 20472 Attachments: A Task Force Allocations and Budget Totals document B Administration Budget C List of Work Group Chairs D Summarized Spreadsheet of Deliverables E US&R Annual Activity Calendar 2008 16 National Urban Search and Rescue 2008 Preparedness Grants 40-1 4 Attachment A Suggested Sources/Grant Recipients Base Grant Administrative Costs Total Grant Amount Phoenix Fire Department (AZ-TF 1) Attn: Larry Contreras Special Operations Section 150 S. 12th Street Phoneix, AZ 85034 (602) 262-6735 larry.r.Contrerashoenix.4ov $1,000,179 $0 $1,000,179 City of Los Angeles Fire Department (CA-TF1) Attn: Ed Bushman 200 N. Main Street, Room 1090 Los Angeles , CA 90012 (213) 485-6093 edward. bushmaVlacity.orq $1,000,179 $43,500 $1,043,679 Los Angeles County Fire Department (CA-TF2) Attn: Thomas Ewald 12608 Osbome Street Pacoima, CA 91331-2129 tewaldelifire.lacountvmov $1,000,179 30 $1,000,179 Menlo Park Fire Protection District (CA TF3) Attn: Gary Bloom 300 Middlefield Road Menlo Park, CA 94025 (650) 688-8426 gbloomfd)aol.com • $1,000,1-79 . 316,000 $1,016,179 City of Oakland Fire Services Agency (CA TF4) Attn: Mark Hoffman 150Frank H. Ogawa Plaza, Suite 3354 Oakland , CA 94612-2007 (510) 238-4011 $1,000,179. $30,000 $1,030,179 Orange County Fire Authority (CA-TF5) Attn: Battalion Chief Mark Kramer• P.O. Box 1828 Orange, CA 92856-0828 (949) 459-9053 31,000,179 $60,750 $1,060,929 City of Riverside Fire Department (CA-TF6) Attn: Divison Chief Dave Lesh 3775 Fairmount Blvd. Riverside, CA 92501 (909)351-6292 dleshtci.riverside.ca.us $1,000,179 $36,000 $1,036,179 City of Sacramento (CA-TF7) Attn: Ed Vasques 5770 Freeport Blvd. #200 Sacramento, CA 95822 (916) 433-1601 51 p00,179 $8,750 $1,008,929 City of San Diego Fire -Rescue Department (CA-TF8) City of San Diego Attn: Gerry Brewster 1010 Second Ave., Suite 400 San Diego, CA 92101 $1,000,179 .. $38,000 $1,038,179 West Metro Fire Protection District (CO-TF1) Attn: Rod Tyus 1 447 S. Allison Park Way Building #4, Suite 250 Lakewood, CO 80226-4332 (303) 989-4307 $1,000,179 $38,000 $1,038,179 Base Amount: $1,000,179 1 of 3 4/4/2008 10:40 AM 11 Metro -Dade County Fire Department (FL TF1) Attn: Alan Perry 9300 NW 41 St. Miami, FL 33178 (305) 273-4100 x 112 downeydAmiamidade.gov $1,000,179 354,000 $1,054,179 12 City of Miami Fire and Rescue (FL-TF2) Attn: Joe Zahralban 3425 Jefferson Street Miami, FL 33133-5663 (305) 416-1642 51,000,179 $30,000 $1,030,179 13 City of Indianapolis - DPS (1N-TF1) Attn: Bill Brown (317) 327-6762 200 E. Washington Street Suite E 208, City County Building Indianapolis, IN 46204 (317) 327.6092 $1,000,179 $75,000 $1,076,179 14 City of Beverly Emergency Management Agency (MA-TF1) Attn: Mark Foster (508) 922-5680 13 Momingside Drive Beverly, MA 01915 $1,000,179 $30,000 $1.030.179 15 Montgomery County Government (MD-TF1) Dept. of Fire 8 Rescue Services Attn: Michael McCarty (301) 840-2895 101 Monroe St., 12th Floor Rockville, MD 20850-2589 $1,000,179 $30,000 31,030,179 16 Boone County Fire Protection District (MO-TF1) Attn: Doug Westoff 1520 Business Loop, 70 West Columbia, MO 65202 (573) 446.6644 7 $1,000,179 $0 $1,000,179 17 Lincoln Fire Department (NE TF1) Attn: Assistant Chief John Huff 1801 O Street Lincoln, NE 68508 (402) 441-8351/F 402-441-8292 $1,000,179 $40,750 31,040,929 18 Albuquerque Fire Department (NM-TF1) Attn: Gary Jones 3520 San Andres NE Albuquerque, NM 87108 (gay.jonesnnmtfl.org) $1,000,179 $0 $1,000,179 19 . Las Clark County Fire Department (NV-TF1) Attn: Paul Bailey 575 East Flamingo Road Vegas, NV 89119 :31,000,179 • $88,250 $1,088,429 20 Attn: 11 Booklyn, NYC Office of Emergency Management John Grimm Water Street 718-422-8700 (24-hr) NY 11201 $1,000,179 ; • $30,750 $1,030,929 Miami 21 Attn: 444 Dayton, Valley Fire/EMS Alliance (OH-TF1) Evan Schumann W. Third Street, Suite 20-231 OH 45402-1460 S1,000,179 • $30,000 $1,030,179 City >2 Attn: 123 Harrisburg, of Harrisburg Fire Bureau (PA TF1) Martin Nevif Walnut Street PA 17101 $1,000,179 $40,000 $1,040,179 2of3 4/4/2008 10:40 AM Division of Fire Services (TN-TF1) 1 Mtn: Mark Kelly 4341 O.K. Robertson Rd Memphis , TN 38127 $1,000,179 $750 $1,000,929 Texas Engineering Extension Service (TX-TF1) Attn: Jeff Saunders i John B. Connally Bldg. 301 Tarrow College Station, TX 77840 arturo. alonzoeteexmalJ lamu. edu $1,000,179 $74,000 $1,074,179 Salt Lake County Fire and Emergency Services (UT-TF1) i Attn: Clair Baldwin 3380 South 900 West Salt Lake City, UT 84119 $1,000,179 $0 $1,000,179 Fairfax County Fire and Rescue Dept. (VA-TF1) i Attn: Batt Chief Dewey H. Perks (703) 815-5523 4600 West Ox Road Fairfax, VA 22030 $1,000,179 $85,250 $1,085,429 Virginia Beach Fire Department (VA-TF2) Attn: Patrick Seigh ' Special Operations,Municipai Center 2408 Courthouse Drive, Building #21 Wginia Beach, VA 23456-9065 $1,030,179 $0 $1,000,179 Pierce County Dept. of Emerg. Mgmt (WA-TF1) i Attn: Tom Miner 901 Tacoma Ave. S., Suite 300 Tacoma, WA 98402 $1,000,179 $96,250 $1,096,429 Totals:_ $28,005,012_ $977,000 $28,982,012 Attachment A 3 of 3 4/4/2008 10:40 AM National Urban Search and Rescue Adminstrative Costs - FY2008 Preparedness Grants Attachment i3 Sponsoring Organization Task Force Working Group Working Group Chair (Attachment C) Working Group Chair Budget TFL Leaders' Meetings/WG Meetings 1ST Cache Maintenance FEMA Sanctioned Training Delivery 1ST Medical Cache Canine Eva1. Budget Total Amount Per Task Force Phoenix Fire Department (AZ-TFI) Attn: Bobby Relz Special Operations Section 150 S. 12th St, Phoenix , Ariz 85034 AZ-TF1 S _ S S SO City of Los Angeles Fire Department (CAI) Atm: Wes Elder 5021 N. Sepulveda Blvd. Sherman Oaks, CA 91403 CA-TF] Training WG Command & GS Ernesto Ojeda Rick Warford S 8,000.00 S 8,000.00 S 27,500.00 $43,500 Los Angeles County Fire Department (CA2) AtM: Thomas Ewald 12608 Osborne Street Pacoima, CA 91331-2129 CA-TF2 S SO Menlo Park Fire Protection District (CA3) Attn: Randy Shurson 300 Middlefield Rd. Menlo Park, CA 94025 CA-TF3 Rescue WG Technical SG Frank A. Fraone Dave Hammond S 8,000.00 S 8,000.00 $ I G,000 City of Oakland Fire Services Agency (CA4) Attn: Mark Hoffmann 35 Hegenberger Place Oakland , CA 94621 CA-TF4 S 30,000.00 S - $30,000 Orange County Fire Authority (CA5) Attn: Battalion Chief Mark Kramer P.O. Box 1828 (949)459-9053 Orange, CA 92856-0828 CA-TF5 S - S - S - S - S - S 30,000.00 S 750.00 S 30,000.00 S - $60,750 City of Riverside Fire Department (CA6) Attn: Division Chief Dave Leah 3775 Fairmount Blvd. Riverside, CA 92501 CA-TF6 S - S 6,000.00 S 30,000.00 536,000 Sacramento Fire Department (CA7) Attn: Edward Vasques 3230 J Street Sacramento, CA 95816 (916) 433-1601 CA-TF7 Medical WG Scott T. McKenney S 8,000.00 S - S - S 750.00 58.750 City of San Diego Fire-RescueDepartment (CA8) City of San Diego Attn: Gerald Brewster 1010 Second Ave., Suite 400 San Diego, CA 92101 CA-TF8 TFL Rep West Gerry Brewster S 8,000.00 S 30,000.00 S 538,000 West Metro Fire Protection District Attn: Rod Tyus 433 South Allison Parkway Lakewood, CO 80226 Miami -Dade County Fire Department Attn: Alan Perry, US&R Coordinator 9300 NW 41 St Miami, FL 33178 City of Miami Fire and Rescue Attn: Lieutenant Joseph Zahralban 1151 NW 7 Street Miami, FL 33136 City of Indianapolis - DPS Attn: Bill Brown, TFL Program Manager 200 E. Washington Street Suite E 208, City County Building Indianapolis, IN 46204 City of Beverly EMA Attn: Mark Foster (508) 922-5680 43 Airport Road Beverly, MA 01915 Montgomery County Government Dept. of Fire & Rescue Services Attn: Michael McCarty 101 Monroe St., l2th Floor Rockville, MD 20850-2589 Boone County Fire Protection District Attn: Doug Westhoff 2201 1-70 Drive, NW Columbia, MO 65202 Lincoln Fire & Rescue Attn: Assistant Chief John Huff 1801 Q Street Lincoln, NE 68508 CO-TFI FL-TFI FL-TF2 IN-TFI MA-TF. Search WG Grants WG Legal Issues WG TFL Rep East TFL Rep Central WMD WG Rory Rehbeck S 8,000.00 $ 30,000.00 $38,000 Alle Grande Roberto Rojas Dave Downey Bill Brown Tom Neal S 8,000.00 S 8,000.00 S 8,000.00 S S 8,000.00 $ 8,000.00 S S 30,000.00 S 30,000.00 S 30,000.00 S 30,000.00 S 30,000.00 $54,000 $30,000 S76,000 $30,000 State of New Mexico Attn: Ron Breland New Mexico US&R Task Force, NM TFI 100 Industrial NE Albuquerque, NM 87102 Clark County Fire Department Attn: Paul Bailey 575 East Flamingo Road Las Vegas, NV 89119 MD-TFI MO-TF1 Operations WG NE-TFI Tim Gallagher S S 40,000.00 S 750.00 S 30,000.00 S $30,000 S0 $40,750 S NM-TFI NYC Office of Emergency Management Attn: John Grimm 11 Water Street Brooklyn, NY 11201 $ NV-TFI S 58,250.00 S S S 30,000.00 S0 $88,250 NY-TFI 5 S S 30,000.00 S 750.00 $ S30,750 Miami Valley Fire/EMS Alliance Attn: Evan Schumann 444 W. Third Street, Suite 20-231 Dayton, OH 45402-1460 O11-TF1 $ $ 30,000.00 $30,000 City of Harrisburg Fire Bureau Attn: Marty Nevil 123 Walnut Street Harrisburg, PA 17101 PA-TFl Nat'l TFL Representative Fred Endrikat S 40,000.00 $ $40,000 Division Fire Services Attn: Mark Kelly 4341 O.K. Robertson Rd Memphis , TN 38127 TN-TF1 S - S 750.00 $750 Texas Engineering Extension Service Attn: Jeff Saunders 301 Tarrow Road, US&R Division College Station, TX 77840-7896 TX-TFl Gary Parker S 8,000.00 S 6,000.00 S 30,000.00 $ 30,000.00 $74,000 Salt Lake County Fire and Emergency Services kttn: David Vialpando 2651 S. 600 W, Salt Lake City, UT 84115 UT-TFI $ - $0 Fairfax County Fire and Rescue Dept. Attn: Battalion Chief Dewey H. Perks 4600 West Ox Road Fairfax, VA 22030 vA-TFI Logistics WC Canine SubCmte Public Affairs Andy Hubert Teresa McPherson Mark Stone S 8,000.00 S 8,090.00 S 8,000.00 S 60,500.00 S - $ - $ 750.00 $ - $85,250 Virginia Beach Fire Department Attn: Vance Cooper Special Operations,Municipal Center 2408 Courthouse Drive, Building 1121 Virginia Beach, VA 23456-9065 VA-TF2 S - $0 Pierce County Dept. of Emerg. Mgmt/US&R Attn: Thomas Miner 2501 S 35a Street Tacoma, WA 98409 WA-TFI Tom Miner $ 8,000.00 $ 58,250.00 SO $ 30,000.00 $96,250 Totals: $ 216,000.00 $ 204,500.00 S 12,000.00 $ 180,000.00 $ 4,500.00 $ 360,000.00 $977,000 $ 977,000.00 Attachment C US&R RESPONSE SYSTEM OPERATIONS WORK GROUP CHAIRS WORK GROUP COMD & GEN STAFF COMMUNICATIONS RANTS INCIDENT SUPPORT TEAMS EGALISSUES LOGISTICS MEDICAL OPERATIONS PUBLIC AFFAIRS WG RESCUE SEARCH CANINE ECHNICAL FL - NATIONAL FL-W ST DIVISION FL'- CENTRAL DIVISION FL - EAST DIVISION CHAIR Rick Warlord Gary Parker Allie Grande Tom Miner Roberto Rojas And Hubert Scott T. McKenney Mark Stone Frank Fraone Ro Rehbeck Teresa MacPherson Emesto O'eda Tom Neal Dave Hammond Fred Endrikat Bill Brown Dave Downey EMAIL raw7721(8Iafd.Iacity.orq captfmc(aaol.com grandea(a,miamidade.gov tminer@co.pierce.wa.us rroias(&miamidade.gov aihubert0aol.com mcken ney. scott(7a,smfd. ca. qov ad • aila • • teexmail.tamu.edu mark.stone • fairfaxcoun .•ov frankfOmenlofire.orq rehbeck(Iightspeed.net tmac7860aol.com teachrescut aoLcom n7458 aC�.indvgov.orq dihammond(a)sbcglobal.net fendrikat • ucw•hill .rr.com brewster • sandie • o. • ov b6033 • ind •ov.or downeyd(a?,miamidade.gov TF CA-TF1 CA-TF2 FL-TF1 WA-TF1 FL-TF1 VA-TF1 CA-TF7 NE-TF1 VA-TF1 CA-TF3 CO-TF1 VA-TF1 CA-TF1 IN-TF1 CA-TF3 PA-TF1 CA-TF8 IN-TF1 FL-TF1 as of Oct 2007 FY 2008 COOPERATIVE AGREEMENT STATEMENT OF WORK — REPORTING REQUIREMENTS ATTACHMENT D YEARLY REPORTING REQUIREMENTS Deliverable Due Date(s1 Method(s) of Submittal Point s) of Contact Additional information 1 Grant Application February 15, 2008 Email complete application (recommend using budget narrative template). Postal mail original SF 424 and SF 424B ONLY Marilynn Grim/Catherine Deel Recommend use of current template; Mail directly to US&R Program Office, Attn: Rayna Bal; Email to Sylvia Carroll, Catherine Deel, and Rayna Bal 2 Task Force Self -Evaluation TBD Email John Monahan Format will be provided 90 days to due date 3 Personnel & Equpment Database CD June 1st Compact Disc (CD) via Postal Mail Catherine Deel prior Please use express courier (e.g., FedEx) to avoid damage through postal system a Financial Reports (PSC 272, 272A, 272B, 272E, 272G) January 31 st Scan and email as a .PDF file Sylvia Carroll/Catherine Deel/Rayna Bal Obtained from Smartlink April 30th July 3lth October 31st 5 Semi -Annual Performance Report January 31st Email as a Microsoft Word or .PDF file Sylvia Carroll/Catherine Deel/Rayna Bal Recommend use of current template July 31th CLOSEOUT REPORTING REQUIREMENTS - Due 90 days after end of Period of Performance Deliverable Methods) of Submittal Point(s) of Contact Additional information 6 Final Performance Report Email as a Microsoft Word or .PDF file Sylvia Carroll/Rayna Bal Consolidates and summarizes all prior performance reports 7 Final Financial Status Report (FF 20-10) Email a signed copy as a .PDF file and postal mail paper copy Sylvia Carroll//Rayne Bal Provided on FEMA'Form 20-10; see SOW, Section VIii B.2. for S. pidance on interest -bearing accounts 8 Financial Payment and Unexpended Funds (if applicable) Discuss specific method of repayment with Grants Officer at time of Closeout Sylvia Carroll/Rayna Bal Payment of all unliquidated obligations for FEMA and report unexpended funds to Assistance Officer 9 Equipment Inventory Email Joe Hiponia Inventory should include items purchased with Federal grant funds, where current fair market value is equal to or greater than S5,000 per item 10 Inventory of unused or residual supplies (if applicable) Email Joe Hiponia Inventoryshould include items purchased with Federal grant funds, which the aggregate exceeds $5,000 or provide written statement that such supplies (if an) do not exceed S5,000. If not applicable, state so to Performance Report 11 Letter of intent for future use of equipment Email Joe Hiponia Submitletter stating you will use equipment/supplies for their intended purpose of the grant over the life cycle of the equipment/supplies. POC NAME EMAIL Phone ADDRESS Catherine Deel Catherine.Deel©dhs.gov 202-646-3796 U.S. Department of Homeland Security Joe Hiponia Joe.Hiponiandhs.gov 202-646-3511 Federal Emergency Management Agency John Monahan John.Monahan@dhs.gov 202-646-4249 US&R Program Office, DO-FO-SR Marilynn Grim Marilvnn.Grim@dhs.gov 202-646-3459 Attn: (Appropriate name here) Rayna Bal Ravna.Bal©dhs.gov 202-646-7933 (@ Prgm Ofc) 500 C Street, SW, Room 260 202-786-9498 (@ Grants Ofc) Washington, DC 20472 Sylvia Carroll Svlvia.Carroll@dhs.gov 202-786-9483 U.S. Department of Homeland Security Federal Emergency Management Agency Grants Management Branch Attn: Sylvia Carroll 500 C Street, S.W. Room 411 - Tech World Washington, D.C. 20472 January 16-18 Jan • . IATA Trng,;, tinge •Co,• CA February 25.28: Feb . TFL Trng:. . San Diego, A March 04-06 Mar Corrective Action Review CA-TF7 24-28,.Mar Log Sptslat T'r+lg In6an009,:IN 2008 - FEMA US&R Activity Calendar 14-18 Apr 21-22 May Technical Technical Assistance Visit Assistance Visit A2-TF1/CA-TF7 UT-TF1 02 Jun technical Assistance Visit WA-TF1 09.13 Jun Corrective Action: Reviews OH-TF1/CA-TF3 16-17 Jul Technical Assistance Visit NE-TF1 07-11 Jul Corrective Action. Reviews TN-TF1/NM-TF1 Current as of: 10-Apr-08 August 71) / J`+r September October 27-31 Oct Struct Spcl l USAGE Trng Moffett Field, CA November 02-08 Nov On -Site Peer Evatuations co,T i/UT-TF1 10-14 Nov Tech Search Trng College Station,TX December 01-05 Dec On -Site Peer Evaluations CA-TF6/CA-TF8 08-12 Dec Medical Team Trng Miami, FL