HomeMy WebLinkAboutFY'11 Guidance & Application KitFISCAL YEAR 2011
URBAN SEARCH & RESCUE PROGRAM
GUIDANCE AND APPLICATION KIT
JULY2011
U.S. DEPARTMENT OF HOMELAND SECURITY
Title of Opportunity: National Urban Search and Rescue (US&R) Response System
Funding Opportunity Number: DHS-11-DOD-025-000-01
CFDA Number: 97.025
Federal Agency Name: U.S. Department of Homeland Security (DHS) Federal
Emergency Management Agency (FEMA)
Announcement Type: Initial
Dates: Completed application must be submitted no later than 11:59 PM Eastern,
August 25, 2011.
Additional overview information: N/A
CONTENTS
Contents 1
Part I. FUNDING OPPORTUNITY DESCRIPTION 2
Part II. AWARD INFORMATION 3
Part III. ELIGIBILITY INFORMATION 4
A. Eligible Applicants 4
B. Cost Sharing 4
C. Restrictions 4
Part IV. APPLICATION AND SUBMISSION INFORMATION 5
A. Address to Request Application Package 5
B. Content and Form of Application 5
C. Submission Dates and Times 6
D. Funding Restrictions 6
Part V. APPLICATION REVIEW INFORMATION 8
A. Review Criteria 8
B. Review and Selection Process 8
C. Anticipated Announcement and Award Dates 8
Part VI. AWARD ADMINISTRATION INFORMATION 9
A. Notice of Award 9
B. Administrative and National Policy Requirements 9
C. Reporting Requirements 19
Part VII. FEMA CONTACTS 22
Part VIII. OTHER INFORMATION - US&R Statement of Work 25
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PART I.
FUNDING OPPORTUNITY DESCRIPTION
The U. S. Department of Homeland Security (DHS) and the Federal Emergency
Management Agency (FEMA) maintain a high level of accountability and provide
support and funding to maintain the readiness of the National Urban Search & Rescue
Response System. The purpose of this funding opportunity is to establish yearly
Cooperative Agreements with the 28 State and local emergency management
Sponsoring Agencies currently designated by FEMA as members of the National Urban
Search and Rescue (US&R) Response System.
The Cooperative Agreement funding will assist the US&R Response System resources
to be prepared for mission response and provide qualified personnel in support of
Emergency Support Function-9 (ESF-9) activities under the National Incident
Management System (NIMS) and the National Response Framework (NRF).
Specifically, these Cooperative Agreements will provide a mechanism for distribution of
Cooperative Agreement funding to prepare the 28 designated Task Forces for US&R
disaster response, including response to incidents involving weapons of mass
destruction (WMD) that would require a limited hazmat capability for the core structural
collapse mission, National Special Security Events (NSSE) or other designated
disasters or emergencies. US&R Task Force Sponsoring Agencies are directed to use
the funding to meet the following objectives: provide task force administration and
management, training, equipment cache procurement, and maintenance and storage.
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PART II.
AWARD INFORMATION
Type of Award
Only the 28 State and local Sponsoring Agencies currently designated by FEMA as
members of the National US&R Response System are eligible for applying for these
operations and maintenance project Cooperative Agreements. Applications and budget
plans will be reviewed by the DHS/FEMA US&R Program Office and Grant Programs
Directorate. Any issues or concerns noted in the application will be negotiated with the
successful applicant prior to the award being issued. The substantial involvement is
provided under Part VIII Other Information, Article VII, DHS/FEMA/US&R Program
Office Responsibility.
Authorizing Statutes
Homeland Security Act of 2002, as amended, 6 U.S.C. §§ 101 et seq.; Section 634 of
the Post -Katrina Emergency Management Reform Act of 2006, 6 U.S.C. § 722;
Sections 303, 306, 403 and 621 of the Robert T. Stafford Disaster Relief and
Emergency Assistance Act, as amended, 42 U.S.C. §§ 5144, 5149, 5170b, and 5197;
and 44 CFR Part 208; Department of Defense and Full Year Continuing Appropriations
Act, 2011 (Public Law 112-10, Section 2, Division B, Title VI Homeland Security).
Period of Performance
The period of performance for the Cooperative Agreements is 18 months. Extensions
to the period of performance will be considered only through formal requests to FEMA
with specific and compelling justifications why an extension is required. The period of
performance is anticipated to be August 01, 2011 thru January 31, 2013.
Available Funding
In FY 2011, the total amount of funds distributed under the Cooperative Agreements will
be $31,080,684. The amount of funding per award will range between $1,077,078 and
$1,197,578.
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PART III.
ELIGIBILITY INFORMATION
A. Eligible Applicants
Only the 28 State and local Sponsoring Agencies currently designated by FEMA as
members of the National US&R Response System are eligible for applying for funding
for these operations and maintenance project Cooperative Agreements.
B. Cost Sharing
There is no required cost sharing, matching, or cost participation for the FY 2011 US&R
Cooperative Agreements.
C. Restrictions
Only the 28 National DHS/FEMA designated Task Force Sponsoring Agencies are
eligible to apply.
D. Other
National Incident Management System Implementation Compliance
In accordance with Homeland Security Presidential Directive (HSPD)-5, Management of
Domestic Incidents, the adoption of the National Incident Management System (NIMS)
is a requirement to receive Federal assistance, through grants, contracts, and other
activities: The NIMS provides a consistent nationwide template to enable all levels of
government, tribal nations, nongovernmental organizations, and private sector partners
to work together to prevent, protect against, respond to, recover from, and mitigate the
effects of incidents, regardless of cause, size, location, or complexity.
FY 2010 NIMS implementation must be considered prior to allocation of any Federal
awards in FY 2011. The primary grantee/administrator of FY 2011 US&R Readiness
award funds is responsible for determining if sub-awardees have demonstrated •
sufficient progress to disburse awards.
To be eligible to receive FY 2011 Cooperative Agreement funding, applicants must
meet NIMS compliance requirements. See Part VIII, Other Information, Article VIII,
A.13 for NIMS information. The NIMSCAST will be the required means to report FY
2011 NIMS compliance for FY 2011 award eligibility. Each Sponsoring Agency Task
Force will deal with NIMSCAST thru their State requirements.
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PART IV.
APPLICATION AND SUBMISSION
INFORMATION
A. Address to Request Application Packages
FEMA makes all funding opportunities available through the common electronic
"storefront", grants.gov, accessible on the Internet at http://www.grants.gov. If you
experience difficulties accessing information or have any questions please call the
grants.gov customer support hotline at (800) 518-4726.
Application forms and instructions are available at grants.gov. To access these
materials, go to http://www.grants.gov , select "Apply for Grants," and then select
"Download Application Package." Enter the Catalog of Federal Domestic Assistance
(CFDA) and/or the funding opportunity number located on page i of this announcement.
Select "Download Application Package," and then follow the prompts to download the
application package. To download the instructions, go to "Download Application
Package" and select "Instructions."
B. Content and Form of Application
1. Application via www.grants._gov. All applicants must file their applications using
the Administration's common electronic "storefront" - www.grants.gov. Eligible
grantees must apply for funding through this portal, accessible on the Internet at
www.grants.gov.
The application must be started and submitted using www.grants.govafter Central
Contractor Registration (CCR) is confirmed. The on-line application includes the
following required forms and submissions:
• Standard Form 424, Application for Federal Assistance
The application must be completed and submitted through the ND Grants system
located at https://portal.fema.gov. If you need assistance registering for the ND Grants
system, please contact FEMAs Enterprise Service Desk at 1-888-457-3362. The ND
Grants system includes the following required forms and submissions:
Standard Form 424 A, Budget Information (Non -construction)
• Standard Form 424 B, Standard Assurances (Non -construction)
• Standard Form LLL, Disclosure of Lobbying Activities
Grants.gov ,(GG) Lobbying Form, Certification Regarding Lobbying„
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• FEMA Form 20-16C, Certifications Regarding Lobbying; Debarment,
Suspension and Other Responsibility Matters; and Drug -Free Workplace
Requirements
• Attachments: Project Narrative and the Budget Justification
The program title listed in the Catalog of Federal Domestic Assistance (CFDA) is
"National Urban Search and Rescue (US&R) Response System Cooperative
Agreement Program". The CFDA number is 97.025. When completing the application,
applicants should identify their submissions as new, non -construction applications.
2. Dun and Bradstreet Data Universal Numbering System (DUNS) number. The
applicant must provide a DUNS number with their application. This number is a
required field within www.grants.gov and for CCR Registration. Organizations
should verify that they have a DUNS number, or take the steps necessary to obtain
one, as soon as possible. Applicants can receive a DUNS number at no cost by
calling the dedicated toll -free DUNS Number request line at (866) 705-5711.
3. Valid CCR Registration. The application process also involves an updated and
current registration by the applicant. Eligible applicants must confirm CCR
registration at http://www.ccrgov, as well as apply for funding through
www.qrants.gov.
C. Submission Dates and Times
Completed applications must be submitted through grants.gov no later than 11:59 PM
Eastern, August 25, 2011. Additional information and instruction will be provided.
D. Intergovernmental Review
This funding opportunity is not subject to Executive order (EO) 12372,
"Intergovernmental Review of Federal Programs".
E. Funding Restrictions
DHS grant funds may only be used for the purpose set forth in the grant, and must be
consistent with the statutory authority for the award. Grant funds may not be used for
matching funds for other Federal grants/cooperative agreements, lobbying, or
intervention in Federal regulatory or adjudicatory proceedings. In addition, Federal
funds may not be used to sue the Federal government or any other government entity.
Pre -award costs are allowable only with the written consent of DHS and if they are
included in the award agreement.
Federal employees are prohibited from serving in any capacity (paid or unpaid) on any
proposal submitted under this program. Federal employees may not receive funds
under this award.
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This Cooperative Agreement may not be used for funding new capital construction.
However, costs associated with leasing, upgrading, minor renovations and modifications
of existing warehouse facilities that do not change the footprint of the structure are
permitted. Refer to Part VIII, Other Information for further guidance.
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PART V.
APPLICATION REVIEW INFORMATION
A. Review Criteria
Applications will be reviewed and recommended for funding by the DHS/FEMA based
on the program criteria identified in this announcement. The applications will be
reviewed to ensure the items listed have costs that are reasonable, allowable, and
allocable to the program. Any questions will be submitted to the applicants for
discussion. This is not a competitive program.
B. Review and Selection Process
The applications will be reviewed by the US&R Program Office and the Grant Programs
Directorate, and the awards will be made by the Grant Programs Directorate Assistance
Officers.
Funds will not be made available for obligation, expenditure, or drawdown until the
applicant's budget and budget narrative have been approved by FEMA.
The applicant must provide a detailed budget for the funds requested. The detailed
budget must be submitted as an attachment to the grant application package in
grants.gov. The budget must be complete, reasonable, and cost-effective in relation to
the proposed project. The budget should provide the basis of computation of all project -
related costs, any appropriate narrative, and a detailed justification of Management and
Administrative (M&A) costs.
For more information regarding a sample budget worksheet and all attachments
referenced in the guidance, please contact the program office (Points of Contact ,
are listed in Part VII, FEMA Contacts).
C. Anticipated Announcement and Award Dates
FEMA will evaluate and act on applications within 60 days following the close of the
application period. Awards will be made on or before September 30, 2011.
Congressional Notification is required prior to FEMA issuing awards in excess of $1 M.
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PART VI.
AWARD ADMINISTRATION INFORMATION
A. Notice of Award
Upon approval of an application, the grant will be awarded to the grantee. The date that
is done is the "award date." Notification of award approval is made through the ND
Grants system. Once an award has been approved, a notice is sent to the authorized
grant official. Follow the directions in the notification to accept your award documents.
The authorized grant official should carefully read the award package.
The period of performance is 18 months and begins on the Project Period/Budget
Period start date listed in the award package. Any unobligated funds will be de -
obligated at the end of the close-out period. Extensions to the period of performance
will be considered only through formal requests to FEMA with specific and compelling
justifications why an extension is required. All extension requests must be submitted to
FEMA at least 60 days prior to the expiration of the period of performance and must
address:
• Reason for delay;
• Current status of the activity/activities;
• Approved period of performance termination date and new project completion
date;
• Remaining available funds, both Federal and non -Federal;
• Budget outlining how remaining Federal and non -Federal funds will be expended;
• Plan for completion including milestones and timeframe for achieving each
milestone and the position/person responsible for implementing the plan for
completioh; and
• Certification that the activity/activities will be completed within the extended
period of performance without any modification to the original Statement of Work
approved by FEMA
B. Administrative and National Policy Requirements
The recipient and any sub-recipient(s) must, in addition to the assurances made as part
of the application, comply and require each of its subcontractors employed in the
completion of the project to comply with all applicable statutes, regulations, executive
orders, OMB Circulars, terms and conditions of the award, and the approved
application.
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1. Standard Financial Requirements. The grantee and any subgrantee(s) shall
comply with all applicable laws and regulations. A non-exclusive list of regulations
commonly applicable to DHS grants are listed below:
1.1 — Administrative Requirements. The administrative requirements that
apply to most Department of Homeland Security (DHS) award recipients
through a grant or cooperative agreement arise from two sources:
• Office of Management and Budget (OMB) Circular A-102, Uniform
Administrative Requirements for Grants and Cooperative Agreements to
State and Local Governments (also known as the "A-102 Common Rule"),
found under DHS regulations at Title 44, Code of Federal Regulations
(CFR) Part §13, "Uniform Administrative Requirements for -Grants and
Cooperative Agreements to State and Local Governments."
• OMB Circular A-110, Uniform Administrative Requirements for Grants and
Agreements with Institutions of Higher Education, Hospitals, and Other
Non -Profit Organizations, relocated to 2 CFR Part §215.
1.2 — Cost Principles. The requirements for allowable costs/cost principles are
contained in the A-102 Common Rule, OMB Circular A-110 (2 CFR §215.27),
DHS program legislation, Federal awarding agency regulations, and the
terms and conditions of the award. The four costs principles circulars are as
follows:
• OMB Circular A-21, Cost Principles for Educational Institutions, relocated
to 2 CFR Part §220.
• OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal
Governments, relocated to 2 CFR Part §225.
• OMB Circular A-122, Cost Principles for Non -Profit Organizations,
relocated to 2 CFR Part §230.
• OMB Circular A-133, Audits of States, Local Governments and Non -Profit
Organizations.
• 48 CFR Part §31.2, Federal Acquisitions Regulations (FAR), Contracts
with Commercial Organizations.
1.3 — Audit Requirements and other Assessments
• Improper Payments Information Act (IPIA) of 2002, (Public Law 107-
300). Enacted to ensure the correct use of Federal funds and to avoid
improper or erroneous payments.
1.4 - Duplication of Benefits. There may not be a duplication of any Federal
assistance by governmental entities, per 2 CFR Part 225, Basic Guidelines
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Section C.3 (c), which states: Any cost allocable to a particular Federal award or
cost objective under the principles provided for in this Authority may not be
charged to other Federal awards to overcome fund deficiencies, to avoid
restrictions imposed by law or terms of the Federal awards, or for other reasons.
However, this prohibition would not preclude governmental units from shifting
costs that are allowable under two or more awards in accordance with existing
program agreements. Non -governmental entities are also subject to this
prohibition per 2 CFR Parts 220 and 230 and 48 CFR 31.2.
To allow follow-up on A-133 audit findings or to test operational procedures
safeguarding Federal funds, the grantee or sub -grantee must give FEMA or any
authorized Federal representative access to all books, records, and related
documents supporting the management and use of these grant funds.
2. Payment. DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT)
method ofpayment to Recipients. To enroll in the DD/EFT, the Recipient must
complete a Standard Form 1199A, Direct Deposit Form, found at
http://www.fms.treas.gov/eft/1199a.pdf.
FEMA utilizes The Department of Health and Human Services, Division of Payment
Management, Payment Management System, SmartLink to transfer funds between
FEMA and Grantees.
2.1 — Advance Payment. In accordance with Treasury regulations at 31CFR
Part 205, the Recipient shall maintain procedures to minimize the time elapsing
between the transfer of funds and the disbursement of said funds (See 44 CFR
Part 13.21(i)) regarding payment of interest earned on advances. In order to
request an advance, the Recipient must maintain or demonstrate the willingness
and ability to maintain procedures to minimize the time elapsing between the
transfer of funds from DHS and expenditure and disbursement by the Recipient.
When these requirements are not met, the Recipient will be required to be on a
reimbursement for costs incurred method. •
NOTE: FUNDS WILL NOT BE AUTOMATICALLY TRANSFERRED UPON
ISSUANCE OF THE GRANT. GRANTEES MUST SUBMIT A REQUEST FOR
ADVANCE/REIMBURSEMENT (SF-270) IN ORDER FOR THE FUNDS TO BE
TRANSFERRED TO THE GRANTEE'S ACCOUNT.
3. Non -supplanting Requirement. Grant funds will be used to supplement existing
funds, and will not replace (supplant) funds that have been appropriated for the
same purpose. Applicants or grantees may be required to supply documentation
certifying that a reduction in non -Federal resources occurred for reasons other than
the receipt or expected receipt of Federal funds.
4. Technology Requirements.
-4.1 = Natior al -Information Exchange Model (NIEM). FEMA rewires all
grantees to use the latest NIEM specifications and guidemes.regarding the use
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of Extensible Markup Language (XML) for all grant awards. Further information
about the required use of NIEM specifications and guidelines is available at
httpl/www.niem.gov.
4.2 — Geospatial Guidance. Geospatial technologies capture, store, analyze,
transmit, and/or display location -based information (i.e., information that can be
linked to a latitude and longitude). FEMA encourages grantees to align any
geospatial activities with the guidance available on the FEMA website at
http://www.fem a. qov/grants.
4.3 — 28 CFR Part 23 Guidance. FEMA requires that any information
technology system funded or supported by these funds comply with 28 CFR Part
23, Criminal Intelligence Systems Operating Policies, if this regulation is
determined to be applicable.
5. Administrative Requirements.
5.1 — Freedom of Information Act (FOIA). Information submitted in the course
of applying for funding under this program or provided in the course of an entity's
grant management activities which is under Federal control is subject to the
Freedom of Information Act (FOIA), 5 U.S.C. §552. The applicant is also
encouraged to consult its own State and local laws and regulations regarding the
release of information, which should be considered when reporting sensitive
matters in the grant application, needs assessment and strategic planning
process. Note that some information, though not considered classified, may be
protected from release or in how it is released. It is important to understand
those laws and regulations that fall into an alternate category of Sensitive But
Unclassified (SBU) information.
5.2 — Compliance with Federal civil rights laws and regulations. The grantee
is required to comply with Federal civil rights laws and regulations. Specifically,
the grantee is required to provide assurances as a condition for receipt of
Federal funds that its programs and activities comply with the following:
• Civil Rights Act of 1964. All recipients of financial assistance will comply
with the requirements of Title VI of the Civil Rights Act of 1964 (42 U.S.C.
§ 2000d et seq.), which provides that no person in the United States will,
on the grounds of race, color, or national origin, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination
under any program or activity receiving Federal financial assistance.
• Civil Rights Act of 1968. All recipients of financial assistance will comply
with Title VIII of the Civil Rights Act of 1968, which prohibits recipients
from discriminating in the sale, rental, financing, and advertising of
dwellings, or in the provision of services in connection therewith, on the
basis of race, color, national origin, religion, disability, familial status, and
sex (42 U.S.C. §3601 �9t seq.), as implemented by the Department of
HOsing and Urban Development at 24-CFR Part §100 The -prohibition
12
on disability discrimination includes the requirement that new multifamily
housing with four or more dwelling units—i.e., the public and common use
areas and individual apartment units (all units in buildings with elevators
and ground -floor units in buildings without elevators) —be designed and
constructed with certain accessible features (see 24 CFR Part §100.201).
• Title IX of the Education Amendments of 1972 (Equal Opportunity in
Education Act). All recipients of financial assistance will comply with the
requirements of Title IX of the Education Amendments of 1972 (20 U.S.C.
§1681 et seq.), which provides that no person in the United States will, on
the basis of sex, be excluded from participation in, be denied the benefits
of, or be subjected to discrimination under any educational program or
activity receiving Federal financial assistance. These regulations are
codified at 44 CFR Part §19.
• Age Discrimination Act of 1975. All recipients of financial assistance will
comply with the requirements of the Age Discrimination Act of 1975 (42
U.S.C. § 6101 et seq.), which prohibits discrimination on the basis of age
in any program or activity receiving Federal financial assistance.
• Americans with Disabilities Act of 1990. All recipients of financial
assistance will comply with the requirements of Titles I, II, and III of the
Americans with Disabilities Act, which prohibits recipients from
discriminating on the basis of disability in the operation of public entities,
public and private transportation systems, places of public
accommodation, and certain testing entities (42 U.S.C. §§12101-12213).
Grantees must comply with all regulations, guidelines, and standards adopted
under the above statutes. The grantee is also required to submit information, as
required, to the DHS Office for Civil Rights and Civil Liberties concerning its
compliance with these laws and their implementing regulations. If you have any
additional questions or concerns regarding civil rights compliance, please feel
free to contact the Office for Civil Rights and Civil Liberties by telephone at 866-
644-8360, 866-644-8361 (TTY), or by email at crcl(a�dhs.gov.
5.3 — Services to Limited English Proficient (LEP) Persons
• Limited English Proficiency (Civil Rights Act of 1964, Title VI). All
- recipients of financial assistance will comply with the requirements of
Executive Order 13166, Improving Access to Services for Persons with
Limited English Proficiency, and resulting agency guidance, national origin
and resulting agency guidance, national origin discrimination includes
discrimination on the basis of limited English proficiency (LEP). To ensure
compliance with Title VI, recipients must take reasonable steps to ensure
that LEP persons have meaningful access to your programs. Meaningful
access may entail providing language assistance services, including oral
and written translation, where necessary. 'i-2ecipients are encouraged to
consider the need for language services for LEP persons served or
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encountered both in developing budgets and in conducting programs and
activities. For assistance and information regarding LEP obligations, go to
http://www.lep.gov.
5.4 — Certifications and Assurances. Certifications and assurances regarding
the following apply:
• Lobbying Prohibitions. None of the funds provided under an award may
be expended by the recipient to pay any person to influence, or attempt to
influence an officer or employee of any agency, a member of Congress,
an officer or employee of Congress, or an employee of a member of
Congress in connection with any Federal action concerning the award or
renewal of any Federal contract, grant, loan, cooperative agreement.
These lobbying prohibitions can be found at 31 U.S.C. §1352.
• Drug -Free Workplace Regulations. All recipients of financial assistance
will comply with the requirements of the Drug -Free Workplace Act of 1988
(412 U.S.C. §701 et seq.), which requires that all organizations receiving
grants from any Federal agency agree to maintain a drug -free workplace.
The recipient must notify the awarding office if an employee of the
recipient is convicted of violating a criminal drug statute. Failure to comply
with these requirements may be cause for debarment. These regulations
are codified at 44 CFR Part §17.
• Debarment and Suspension. Executive Orders 12549 and 12689
provide protection from fraud, waste, and abuse by debarring or
suspending those persons deemed irresponsible in their dealings with the
Federal government. The recipient must certify that they are not debarred
or suspended from receiving Federal assistance. For additional
information, see 2 CFR Part §3000.
• Federal Debt Status. The recipient may not be delinquent in the
repayment of any Federal debt. Examples of relevant debt include
delinquent payroll or other taxes, audit disallowances, and benefit
overpayments. (See OMB Circular A-129, also refer to SF-424, item
number 17.)
• Hotel and Motel Fire Safety Act of 1990. In accordance with section 6
of the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. §2225a, the
recipient agrees to ensure that all conference, meeting, convention, or
training space funded in whole or in part with Federal funds, complies with
the fire prevention and control guidelines of the Federal Fire Prevention
and Control Act of 1974, 15 U.S.C. §2225.
Grantees must comply with all regulations, guidelines, and standards adopted
under the above statutes.
5.5 - Integrating Individuals with Disabilities into Emergency Planning
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• Rehabilitation Act of 1973. All recipients of financial assistance will
comply with the requirements of Section 504 of the Rehabilitation Act of
1973, 29 U.S.C. §794, as amended, which provides that no otherwise
qualified handicapped individual in the United States will, solely by reason
of the handicap, be excluded from participation in, be denied the benefits
of, or be subjected to discrimination under any program or activity
receiving Federal financial assistance. These requirements pertain to the
provision of benefits or services as well as to employment.
For additional detailed information, please refer to the following:
FEMA Office of Disability Integration and Coordination. There are
many useful tools available through this office at
http://www.fema.qov/about/odic.
• Guidelines for Accommodating Individuals with Disabilities in
Disaster. These Guidelines are available at
http://www.fema.qov/oer/reference/.
• Disability and Emergency Preparedness Resource Center. The
"Resource Center" is available at
http://www.disabilitypreparedness.qov.
• ADA Best Practices. The Civil Rights Division within the U.S.
Department of Justice provides a resource entitled "the Americans with
Disabilities Act ("ADA") Best Practices Toolkit for State and Local
Governments." The ADA Best Practices Toolkit for State and Local
Governments is available at http://www.ada.qov/pcatoolkit/toolkitmain.htm.
5.6 — Environmental Planning and Historic Preservation (EHP) Compliance
• National Environmental Policy Act (NEPA) of 1969. All recipients of
financial assistance will comply with the requirements of the NEPA, as
amended, 42 U.S.C. §4331 et seq., which establishes national policy goals
and procedures to protect and enhance the environment, including protection
against natural disasters. To comply with NEPA for its grant -supported
activities, DHS requires the environmental aspects of construction grants (and
certain non -construction projects as specified by the component and
awarding office) to be reviewed and evaluated before final action on the
application.
For more information on FEMA's EHP requirements, Applicants should
refer to:
Information Bulletin 329, Environmental Planning and Historic
Preservation Requirements for Grants, available at
http://www. fema. qov/pdf/government/grant/bulletins/info329. pdf,
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• Information Bulletin 345, Programmatic Environmental
Assessment, available at
http://www.fema.qov/pdf/qovemment/qrant/bulletins/info345.pdf,
• Information Bulletin 356, EHP Screening Form, available at
http://www. fema. qov/pdf/government/qra nt/bulletins/info356. pdf.
5.7 — Animal Welfare Act of 1966. All recipients of financial assistance will
comply with the requirements of the Animal Welfare Act, as amended (7 U.S.C.
§2131 et seq.), which requires that minimum standards of care and treatment be
provided for vertebrate animals bred for commercial sale, used in research,
transported commercially, or exhibited to the public. Recipients must establish
appropriate policies and procedures for the humane care and use of animals
based on the Guide for the Care and Use of Laboratory Animals and comply with
the Public Health Service Policy and Government Principles Regarding the Care
and Use of Animals.
5.8 — Clean Air Act of 1970 and Clean Water Act of 1977. All recipients of
financial assistance will comply with the requirements of 42 U.S.C. §7401 et seq.
and Executive Order 11738, which provides for the protection and enhancement
of the quality of the Nation's air resources to promote public health and welfare
and for restoring and maintaining the chemical, physical, and biological integrity
of the nation's waters is considered research for other purposes.
5.9 — Protection of Human Subjects. All recipients of financial assistance will
comply with the requirements of the Federal regulations at 45 CFR Part §46,
which requires that recipients comply with applicable provisions/law for the
protection of human subjects for purposes of research. Recipients must also
comply with the requirements in DHS Management Directive 026-04, Protection
of Human Subjects, prior to implementing any work with human subjects. For
purposes of 45 CFR Part §46, research means a systematic investigation,
including research, development, testing, and evaluation, designed to develop or
contribute to general knowledge. Activities that meet this definition constitute
research for purposes of this policy, whether or not they are conducted or
supported under a program that is considered research for other purposes. The
regulations specify additional protections for research involving human fetuses,
pregnant women, and neonates (Subpart B); prisoners (Subpart C); and children
(Subpart D). The use of autopsy materials is governed by applicable State and
local law and is not directly regulated by 45 CFR Part §46.
5.10 — National Flood Insurance Act of 1968. All recipients of financial
assistance will comply with the requirements of Section 1306(c) of the National
Flood Insurance Act, as amended, which provides for benefit payments under the
Standard Flood Insurance Policy for demolition or relocation of a structure
insured under the Act that is located along the shore of a lake or other body of
water and that is certified by an appropriate State or local land use authority to be
subject to imminent collapse; or subsidence as:a result of erosion or undermining
16
caused by waves or currents of water exceeding anticipated cyclical levels.
These regulations are codified at 44 CFR Part §63.
5.11 — Flood Disaster Protection Act of 1973. All recipients of financial
assistance will comply with the requirements of the Flood Disaster Protection Act
of 1973, as amended (42 U.S.C. §4001 et seq.), which provides that no Federal
financial assistance to acquire, modernize, or construct property may be provided
in identified flood -prone communities in the United States, unless the community
participates in the National Flood Insurance Program and flood insurance is
purchased within one year of the identification. The flood insurance purchase
requirement applies to both public and private applicants for DHS support. Lists
of flood -prone areas that are eligible for flood insurance are published in the
FederalRegister by FEMA.
5.12 — Coastal Wetlands Planning, Protection, and Restoration Act of 1990.
All recipients of financial assistance will comply with the requirements of
Executive Order 11990, which provides that federally funded construction and
improvements minimize the destruction, loss, or degradation of wetlands. The
Executive Order provides that, in furtherance of Section 101(b)(3) of NEPA (42
U.S.C. § 4331(b)(3)), Federal agencies, to the extent permitted by law, must
avoid undertaking or assisting with new construction located in wetlands unless
the head of the agency finds that there is no practicable alternative to such
construction, and that the proposed action includes all practicable measures to
minimize harm to wetlands that may result from such use. In making this finding,
the head of the agency may take into account economic, environmental, and
other pertinent factors. The public disclosure requirement described above also
pertains to early public review of any plans or proposals for new construction in
wetlands. This is codified at 44 CFR Part §9.
5.13 — USA Patriot Act of 2001. All recipients of financial assistance will comply
with the requirements of the Uniting and Strengthening America by Providing
Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA
PATRIOT Act), which amends 18 U.S.C. §§175-175c. Among other things, it
prescribes criminal penalties for possession of any biological agent, toxin, or
delivery system of a type or in a quantity that is not reasonably justified by a
prophylactic, protective, bona fide research, or other peaceful purpose. The Act
also establishes restrictions on access to specified materials. "Restricted
persons," as defined by the Act, may not possess, ship, transport, or receive any
biological agent or toxin that is listed as a select agent.
5.14 — Trafficking Victims Protection Act of 2000. All recipients of financial
assistance will comply with the requirements of the government -wide award term
which implements Section 106(g) of the Trafficking Victims Protection Act (TVPA)
of 2000, as amended (22 U.S.C. §7104), located at 2 CFR Part §175. This is
implemented in accordance with OMB Interim Final Guidance, Federal Register,
Volume 72, No. 218, November 13, 2007. In accordance with the statutory
requirement,. in each agency award under which funding is provided to a private
entity, Section 106(g) of the TVPA, as amendod; requires the agency to include a
17
condition that authorizes the agency to terminate the award, without penalty, if
the recipient or a sub -recipient -
- Engages in severe forms of trafficking in persons during the period of
time that the award is in effect;
- Procures a commercial sex act during the period of time that the award
is in effect; or
- Uses forced labor in the performance of the award or sub -awards.
under the award. Full text of the award term is provided at 2 CFR
§175.15.
5.15 - Fly America Act of 1974. All recipients of financial assistance will
comply with the requirements of the Preference for U.S. Flag Air Carriers: Travel
supported by U.S. Government funds requirement,'which states preference for
the use of 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.
5.16 - Activities Conducted Abroad. All recipients of financial assistance will
comply with the requirements that project activities carried on outside the United
States are coordinated as necessary with appropriate government authorities
and that appropriate licenses, permits, or approvals are obtained. All recipients
of financial assistance will comply with requirements to acknowledge Federal
funding when issuing statements, press releases, requests for proposals, bid
invitations, and other documents describing projects or programs funded in whole
or in part with Federal funds.
5.17 - Copyright. All recipients of financial assistance will comply with
requirements that publications or other exercise of copyright for any work first
produced under Federal financial assistance awards hereto related unless the
work includes any information that is otherwise controlled by the Government
(e.g., classified information or other information subject to national security or
export control laws or regulations). For any scientific, technical, or other
copyright work based on or containing data first produced under this award,
including those works published in academic, technical or professional journals,
symposia proceedings, or similar works, the recipient grants the government a
royalty -free, nonexclusive and irrevocable license to reproduce, display,
distribute copies, perform, disseminate, or prepare derivative works, and to
authorize others to do so, for government purposes in all such copyrighted
works. The recipient shall affix the applicable copyright notices of 17 U.S.C. §401
or 402 and an acknowledgement of government sponsorship (including award
number) to any work first produced under an award.
5.18 - Use of DHS Seal, Lo jo, and Flags. All recipients of financial' assistance
must obtain DHS' approval prior to using the DHS seal(s), logos_ crests or:
18
reproductions of flags or likenesses of DHS agency officials, including use of the
United States Coast Guard seal, logo, crests or reproductions of flags or
likenesses of Coast Guard officials.
5.19 - DHS Specific Acknowledgements and Assurances. All recipients of
financial assistance must acknowledge and agree —and require any sub -
recipients, contractors, successors, transferees, and assignees acknowledge and
agree —to comply with applicable provisions governing DHS access to records,
accounts, documents, information, facilities, and staff.
- Recipients must cooperate with any compliance review or complaint
investigation conducted by DHS.
- Recipients must give DHS access to and the right to examine and copy
records, accounts, and other documents and sources of information
related to the grant and permit access to facilities, personnel, and other
individuals and information as may be necessary, as required by DHS
regulations and other applicable laws or program guidance.
- Recipients must submit timely, complete, and accurate reports to the
appropriate DHS officials and maintain appropriate backup
documentation to support the reports.
- Recipients must comply with all other special reporting, data collection,
and evaluation requirements, as prescribed by law or detailed in
program guidance.
- If, during the past three years, the recipient has been accused of
discrimination on the grounds of race, color, national origin (including
limited English proficiency), sex, age, disability, religion, or familial
status, the recipient must provide a list of all such proceedings,
pending or completed, including outcome and copies of settlement
agreements to the DHS awarding office and the DHS Office of Civil
Rights and Civil Liberties.
- In the.event any court or administrative agency makes a finding of
discrimination on grounds of race, color, national origin (including
limited English proficiency), sex, age, disability, religion, or familial
status against the recipient, or the recipient settles a case or matter
alleging such discrimination, recipients must forward a copy of the
complaint and findings to the DHS Component and/or awarding office.
C. Reporting Requirements
Reporting requirements must be met throughout the life of the grant (refer to the
program guidance under Part VIII Other Information, Article IX Reporting and the
special conditions found in the award package for a full explanation of these
requirements). Any reports or documents prepared as a result of this grant shall be in
compliance with Federal "plain English" policies, directives, etc.
1. Federal Financial Report (FFR) - required quarterly. Obligations and
expenditures must be reported on a quarterly basis through the FFR (SF-425),
which replaced the SF-269 and SF-272, which is due within`3D days of the end
of each calendar quarter (e.6., for the quarter ending March 31; the FFR is due
19
no later than April 30). A report must be submitted for every quarter of the period
of performance, including partial calendar quarters, as well as for periods where
no grant activity occurs. Future awards and fund draw downs may be withheld if
these reports are delinquent. The final FFR is due 90 days after the end date of
the performance period.
FFRs must be filed according to the process and schedule below:
FFRs must be filed electronically through SMARTLINK.
Reporting periods and due dates:
• October 1 — December 31; Due January 30
• January 1 _ March 31; Due April 30
• April 1 — June 30; Due July 30
• July 1 — September 30; Due October 30
2. Progress Reports.
Programmatic reporting requirements are identified in Part VI II Section IX of this
document.
3. Financial and Compliance Audit Report. Recipients that expend $500,000 or
more of Federal funds during their fiscal year are required to submit an
organization -wide financial and compliance audit report. The audit must be
performed in accordance with GAO's Government Auditing Standards, located at
http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A-133, Audits of
States, Local Governments, and Non -Profit Organizations, located at
http://www.whitehouse.gov/omb/circulars/a133/a133.html. Audit reports are
currently due to the Federal Audit Clearinghouse no later than nine months after
the end of the recipient's fiscal year. In addition, the Secretary of Homeland
Security and the Comptroller General of the United States shall have access to
any books, documents, and records of recipients of FY 2011 US&R Readiness
assistance for audit and examination purposes, provided that, in the opinion of
the Secretary or the Comptroller, these documents are related to the receipt or
use of such assistance. The grantee will also give the sponsoring agency or the
Comptroller, through any authorized representative, access to, and the right to
examine all records, books, papers or documents related to the grant.
The State shall require that sub -grantees comply with the audit requirements set
forth in OMB CircularA-133. Recipients are responsible for ensuring that sub -
recipient audit reports are received and for resolving any audit findings.
4. Monitoring.
Grant recipients will be monitored periodically by FEMA staff, both programmatically
and financially, to ensure that the project goals, objectives, performance
requirements, timelines, milestone completion, budgets, and other related program
criteria are being' meta -Programmatic monitoring tmay'also include the Regional
Federal Coordinators, when appropriate, to ensure consistency of project •
20
investments with Regional and National goals and policies, as well as to help
synchronize similar investments ongoing at the Federal, State, and local levels.
Monitoring will be accomplished through a combination of office -based desk reviews
and on -site monitoring visits. Monitoring will involve the review and analysis of the
financial, programmatic, performance and administrative issues relative to each
program and will identify areas where technical assistance and other support may be
needed.
The recipient is responsible for monitoring award activities, to include sub -awards, to
provide reasonable assurance that the Federal award is administered in compliance
with requirements. Responsibilities include the accounting of receipts and
expenditures, cash management, maintaining adequate financial records, and
refunding expenditures disallowed by audits.
5. Grant Close -Out Process. Within 90 days after the end of the period of
performance, grantees must submit a final FFR and final progress report
detailing all accomplishments throughout the period of performance. After these
reports have been reviewed and approved by FEMA, a close-out notice will be
completed to close out the grant. The notice will indicate the period of
performance as closed, list any remaining funds that will be deobligated, and
address the requirement of maintaining the grant records for three years from the
date of the final FFR. The grantee is responsible for returning any funds that
have been drawndown but remain as unliquidated on grantee financial records.
Required submissions: (1) final SF-425, due 90 days from end of
grant period; and (2) final progress report, due 90 days from the end
of the grant period. Use current grant closeout package template to
ensure all necessary documents are submitted for closeout.
21
PART VII.
FEMA CONTACTS
1. Grant Programs Directorate (GPD). FEMA GPD's Grant Administration and
Assistance Division (GAAD) will provide fiscal support, including pre- and post -
award administration and technical assistance, to the grant programs included in this
solicitation.
Tawana Mack (202) 786-9863
Email: Tawana.Mack@dhs.gov
Additional guidance and information can be obtained by contacting the FEMA Call
Center at (866) 927-5646 or via e-mail to ASK-GMDdhs.gov.
2. US&R Program Office. The Points of Contact from the US&R Program Office for
Program Questions are:
Catherine Deel: (202) 646-3796
Email: Catherine.deelna dhs.gov
Rayna Bal: (202) 646-7933
Email: Rayna.Bal(a�dhs.gov
Doretha Herald: (202) 646-4332
Email: Doretha.Herald(a�dhs.gov
3. GSA's State and Local Purchasing Programs. The U.S. General Services
Administration (GSA) offers two efficient and effective procurement programs for
State and local governments to purchase products and services to fulfill homeland
security and other technology needs. The GSA Schedules (also referred to as the
Multiple Award Schedules and the Federal Supply Schedules) are long-term,
indefinite delivery, indefinite quantity, government -wide contracts with commercial
firms of all sizes.
• Cooperative Purchasing Program
Cooperative Purchasing, authorized by statute, allows State and local
governments to purchase a variety of supplies (products) and services under
specific GSA Schedule contracts to save time, money, and meet their
everyday needs and missions.
The Cooperative Purchasing program allows State and local governments to
purchase alarm and signal systems, facility management systems
, firefighting
and rescue equipment, law enforcement and Lecurity'equlpment,'marine"craff'"
and related equipment, special purpose clothing, and related services off of
22
Schedule 84 and Information Technology products and professional services
off of Schedule 70 and the Consolidated Schedule (containing IT Special Item
Numbers) only. Cooperative Purchasing for these categories is authorized
under Federal law by the Local Preparedness Acquisition Act (Public Law
110-248) and Section 211 of the E-Government Act of 2002 (Public Law 107-
347).
Under this program, State and local governments have access to GSA
Schedule contractors who have voluntarily modified their contracts to
participate in the Cooperative Purchasing program. The U.S. General
Services Administration provides a definition of State and local governments
as well as other vital information under the frequently asked questions section
on its website at http://www.qsa.qov/cooperativepurchasinq.
• Disaster Recovery Purchasing Program
GSA plays a critical role in providing disaster recovery products and services
to Federal agencies. Now State and Local Governments can also benefit
from the speed and savings of the GSA Federal Supply Schedules.
Section 833 of the John Warner National Defense Authorization Act for Fiscal
Year 2007 (Public Law 109-364) amends 40 U.S.C. §502 to authorize GSA to
provide State and Local governments the use of ALL GSA Federal Supply
Schedules for purchase of products and services to be used to facilitate
recovery from a major disaster declared by the President under the Robert T.
Stafford Disaster Relief and Emergency Assistance Act or to facilitate
recovery from terrorism or nuclear, biological, chemical, or radiological
attack.
GSA provides additional information on the Disaster Recovery Purchasing Program
website at http.//www.gsa.gov/disasterrecovery.
State and local governments can find a list of contractors on GSA's website,
http://www.gsaelibrary.qsa.gov, denoted with a Wi or c.olvl symbol.
Assistance is available from GSA on the Cooperative Purchasing and Disaster
Purchasing Program at the local and national levels. For assistance at the local
level, visit http://www.qsa.qov/csd to find a local customer service director in your
area. For assistance at the national level, contact Tricia Reed at
tricia.reed angsa.gov, (571) 259-9921. More information is available on all GSA
State and local programs at: www.gsa.gov/stateandlocal.
Note: FEMA has spoken with GSA regarding the use of Disaster Recovery Purchasing
by National Urban Search and Rescue System Task Forces to repair and replace items
in the standard equipment cache. Since any anticipated response by a US&R Task
Force would involve recovery from a Stafford Act event, terrorism, or nuclear, biological,
chemical, or radiological attack, Task Forces are permitted to use Disaster Recovery
Purchasing both before and after an event has occurred, even if there is no immediately
anticipated event. Task Forces are not permitted to .use,Disaster_Recovery. Purchasing
23
for items that are intended solely for use during training exercises; as such activities do
not directly aid recovery efforts.
24
FE
PART VIII.
OTHER INFORMATION
National Urban Search and Rescue Response System
US&R Task Force FY 2011 Readiness Cooperative Agreement
"Statement of Work"
I. PURPOSE
a
The U. S. Department of Homeland Security (DHS) and the Federal Emergency
Management Agency (FEMA) are accountable to provide support and funding for the
maintenance and readiness of the National Urban Search and Rescue (US&R)
Response System. The purpose of this Readiness Cooperative Agreement is to
support the continued development and maintenance of a national urban search and
rescue capability.
Specifically, this agreement provides a mechanism for distribution of Cooperative
Agreement funding for certain purposes in preparation for US&R disaster response.
This Cooperative Agreement allows each Sponsoring Agency of a US&R Task Force
the opportunity to maintain a high standard and condition of operational readiness and
includes guidance on key areas for Task Force management to focus on continued
preparedness efforts.
This cooperative agreement provides direction to the US&R Task Force Sponsoring
Agency for the use of funding to provide: administrative and program management,
training, support, equipment cache procurement, maintenance and storage.
11. BACKGROUND
DHS/FEMA, in cooperation with other Federal, State and local agencies created the
National US&R Response System to provide a national rescue capability that provides
lifesaving resources to victims of structural collapse. When this system was developed
in 1990, there was limited capability in only a few States to perform this mission and no
resources were available for a coordinated national response.
In 1992, the Federal Response Plan (FRP) was published by FEMA and coordinated
activities with 26 Federal agencies. The Federal government's response to disasters
was classified into 12 Emergency Support Functions (ESF). ESF-9, Urban Search and
Rescue, was established with.FEMA as the Primary,Agency, FEMA, maintains a
national consensus on standard operating procedures; organizational structure
25
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.
DHS/FEMA had no organic heavy rescue capability of its own and realized the best
sources for US&R knowledge and skills reside at the State and local level. The National
US&R Response System was developed and continues as a Federal —State —local
partnership, based on a Memorandum of Agreement (MOA) and individual Response
and Readiness Cooperative Agreements. While the MOAs provide the basic
operational "Agreement" between DHS/FEMA, the State and Sponsoring Agency, the
individual Readiness Cooperative Agreement provides the mechanism for distributing
Federal funds to the Sponsoring Agencies of the 28 US&R Task Forces for continued
readiness efforts.
In December 2004, the National Response Plan (NRP) was published by DHS which
integrates the Federal Response Plan into the NRF. NRP has since been updated in
January 2008 and is now referred to as the National Response Framework (NRF). At
this time, ESF-9 was expanded to include urban, water -borne, wide area, aerial, and
land -based search and rescue.
III. DHS/FEMA OBJECTIVES
DHS/FEMA, through the National US&R Program Office and Grant Programs
Directorate, shall:
1. Provide oversight and funding to US&R Sponsoring Agencies to manage and
administer Task Force affairs and activities in accordance with accepted
standard business practices.
2. Provide oversight and funding to train and exercise Task Force members and
other National US&R Response System personnel to safely perform assigned
US&R duties in accordance with established FEMA/US&R approved standards
and guidance.
3. Provide oversight and funding to acquire and maintain the equipment in
accordance with the US&R Equipment Cache List as approved by the FEMA
US&R Program Office.
4. Provide oversight and funding for the lease of space to provide offices, training
facilities and/or storage of vehicles and equipment, as needed.
5. Provide resources (e.g., staff, equipment, funding) to support readiness and
standby activities, subject to availability of funds (e.g., catastrophic planning,
technical assistance, mobilization exercises, etc.).
26
6. Provide a forum for discussion on strategic issues by hosting an annual
Sponsoring Agency Chief/Head meeting with the DHS/FEMA Administrator, or
designee.
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 (Le., budget changes);
• Requests for extension of the period of performance for this Cooperative
Agreement
• -Requests for spending Cooperative Agreement funds prior to the beginning of
this period of performance ("pre -award costs")
Unauthorized expenditures may be denied and required to be reimbursed to
DHS/FEMA. Use of Cooperative Agreement funds provided through this agreement for
any activity that occurs outside the United States and its territories, is prohibited unless
authorized by the US&R Program Office, FEMA Grants Office and FEMA International
Affairs prior to incurring costs for the activity.
V. APPLICABLE LAWS AND POLICIES/ORDER OF PRECEDENCE
This award is subject to the laws and regulations of the United States. This Cooperative
Agreement incorporates the terms and requirements of any applicable Agency policies
and all US&R.Program Directives issued by the US&R Program Office, including those
issued during the term of this Cooperative Agreement.
Any inconsistency or conflict in terms and conditions specified in the award will be
resolved according to the following order of precedence: public laws, regulations
(including the US&R Interim -Final Rule at 44 CFR Part 208), applicable notices
published in the Federal Register, Executive Orders, OMB Circulars, agency award
conditions, the terms and conditions of the Sponsoring Agency's Memorandum of
Agreement with FEMA, applicable DHS and FEMA policies, and US&R Program
Directives.
Some of the terms and conditions contained herein may contain, by reference or
substance, a summary of the pertinent statutes, regulations, Executive Orders, or OMB
Circulars. To the extent that it is a summary, such provision is not in derogation of, or
an amendment to, any such statute, regulation, Executive Order, or OMB Circular.
27
VI. COOPERATIVE AGREEMENT FUNDING
The FY 2011 Cooperative Agreements basic total for each Task Force is $1,077,078.
The US&R Program Office recommended and/or required allocations are outlined in
Attachment A of this document. Additional funds allocated to specific Task Forces are
provided by the US&R Program Office in Attachments A & B.
Each Task Force can apply for up to the amount allocated to their agency as shown in
Attachment B (previously provided by US&R Program Office). All Sponsoring Agencies
must submit supporting documentation with each application.
The Period of Performance for the FY 2011 US&R Readiness Cooperative Agreement
funding is 18 months and is specifically identified in the Agreement Articles. Each Task
Force should submit budget plans covering only 12 months for salary expenses, lease
costs and scheduled training costs within the period of performance. However, the 18
month performance period is available for internal acceptance of funds and
procurement of equipment and supplies. Should a continuing resolution impact the
US&R appropriation within the FY2011 cooperative agreement period of performance, a
waiver may be given by FEMA to allow Task Forces to submit a budget change to cover
salary expenses and lease costs for more than a 12 month period.
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. Coordinate and support meetings relating to the National US&R Response
System activities, to develop and implement policies, procedures and US&R
System documents.
3. Establish and disseminate policy and Program Directives for the National US&R
Response System based on 44 CFR Part 208 and with substantial involvement
and input from the partner sponsoring agencies and their members.
4. In cooperation with the Strategic Group determine annual funding levels for
readiness activities.
5. Purchase equipment and deliver to US&R Task Forces, based on need and
available funding.
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.
28
7. Review and approve/disapprove in writing, in conjunction with the Grants
Assistance Officer, any cost deviations or budget revisions from those prescribed
in this agreement or from other DHS/FEMA established policies.
8. Implement the policy, criteria and procedure for Task Force evaluations.
Distribute an annual Task Force self -evaluation survey with a 90-day submission
suspense, on or about March 1st, for completion by the Task Forces. Conduct a
cooperative peer -based operational readiness evaluation program.
9. Track, disseminate, and consistently update the status of Operations and Work
Group recommendations to all System components.
10. Based on available funding, the US&R Program Office may activate Task Forces
for activities associated with scheduled NSSEs. Task Forces activated under
this section will be notified in advance, through written activation orders that will
provide authorization for travel and to carryout activities of the required
operations. Prior to any activities under this section, the US&R Program Office
will request cost estimates from identified Task Forces. This item would be
funded separately from annual Cooperative Agreement funding, but could be
either an amendment to this Cooperative Agreement or the Response
Cooperative Agreement.
11. Provide at least one full-time program office staff member to each of the
recognized work groups to assist the Work Group Chair in the administration of
the work group.
12. Annually provide the Sponsoring Agencies/Task Forces with an organization
chart of the program office staff delineating program staff responsibilities, and
contact information.
VIII. SPONSORING AGENCY RESPONSIBILITY AND REQUIREMENTS
Under this Readiness Cooperative Agreement, the Sponsoring Agency shall use
funding to prepare the Task Forces under the following categories: Administration/
Management, Training, Equipment, and Storage/Maintenance.
A. ADMINISTRATION AND MANAGEMENT
1. Provide sufficient staff for management and administration of the US&R Task
Force day-to-day activities. This staff shall be responsible for program
management, grants management, financial management, administrative
support, training coordination and instruction, logistics management and property
accountability. These management responsibilities include, but are not limited to,
Task Force salaries and expenses coordination; record -keeping; inventory and
maintenance of the US&R Equipment Caches; communicating with Task Force
members and Oates who support Task Force activities; and similar
management and administrative tasks.
29
2. Purchase equipment necessary to administer the Task Force. These items may
include but are not limited to, laptop and desktop computers, cellular
telephones/wireless PDAs, printers, scanners, copy machines, office furniture,
video conference capability, etc.
3. Recruit, train and maintain a roster of personnel to enable complete staffing of a
Type 1 US&R Task Force. Positions shall be staffed from within the Task Force
organization, unless prior approval is given by the Program Office. The rostered
staffing level shall be a maximum 210 personnel, plus up to 10% allowable
staffing overage, to address attrition, 1ST members, etc. The Task Force shall
pursue the goal to roster the minimum of 140 deployable personnel; two deep at
each of the positions required for a Type 1 configuration.
4. The Task Force shall equip, train, and maintain Hazmat assets to allow the Task
Force to operate in a contaminated environment as defined in the Concept of
Operations, accomplished through the application of air monitoring, detection and
contamination -reduction capabilities.
5. Ensure each Task Force member meets the necessary license, certification or
other professional qualification requirements of their assigned position. Further
ensure that the Task Force has the documentation on file to verify this
information.
6. Task Force may use funds to cover salary and travel for product research and
development efforts, when authorized by the US&R Program Office who will
coordinate with the Grant Programs Directorate, subject to available funding.
This may be authorized to keep apprised of cutting edge technology for
equipment used within the System.
7. Task Force may use funds to cover salary and travel to enable Task Force
personnel to collaborate with Federal, State, or other entities (e.g., other US&R
system asset(s), emergency responders) to enhance the capabilities of the
US&R System.
8. Ensure the Task Force is prepared for ongoing OREs and completes an internal
self -evaluation operational readiness and preparedness survey as provided by
the National US&R Program Office. The completed electronic copy of the self -
evaluation shall be submitted to the National US&R Branch Chief by June 1, or
as otherwise directed by the US&R Program Office.
9. Submit to DHS/FEMA Program Office the following items on one compact disk
(CD) by June 1st:
a. A current database of Task Force Personnel, in a format provided by the
Program Office
30
b. A current US&R Task Force Equipment cache database in a Microsoft
Access -compatible database format. This database shall include both
equipment caches.
c. A current Time -Phased Force Deployment Data (TPFDD) Form ("Aircraft
Loading Data"), in a format provided by the Program Office.
10. Ensure funds are properly allocated, accounted for, and reported for those Task
Force members who serve as the Sponsoring Agency Chief Representatives,
Operations Group Chair, Work Group Chairs, Sub -Group Chairs, National and
Divisional Task Force Representatives, as appropriate and authorized by the
US&R Program Office. These funds are intended to defray personnel salary,
backfill, travel and other administrative costs associated with these positions for
assigned Task Forces in accordance with Attachments C and D (previously
provided by US&R Program Office).
11. Ensure timely reporting of expenditures for readiness activities carried out under
this agreement and timely delivery of Cooperative Agreement reporting. Refer to
Section IX, Reporting.
12. As funding allows, ensure personnel salaries and expenses relating to Task
Force administration, development and training preparedness activities are paid
in accordance with established Sponsoring and Participating Agency
policies/practices and in a timely manner, but no later than 120 days after
completion of a training exercise. Appropriate personnel records shall be kept in
accordance with 44 CFR Part 13 (FEMA's codified version of OMB Circular A-
102), and 2 CFR Part 215 (OMB Circular A-110).
13. Compliance with the NIMS is a condition for award of this Cooperative
Agreement as outlined in Homeland Security Presidential Directive 5, Managing
Domestic Incidents. Sponsoring Agencies must comply with the NIMS
Implementation Activities established annually by FEMA. Sponsoring Agencies
must report NIMS compliance activities in accordance with State and local NIMS
guidance. Additionally, a certificate of completion for each required course must
be located in each US&R task force member's personnel file for each required
course. The following independent study courses are required for all task force
members: IS-100, IS-200, IS-700 and IS-800. State offered NRF NIMS or
equivalent certificates may be substituted for those courses offered on the FEMA
NIMS website provided they meet Federal NIMS standards. For further
information on compliance and guidance, refer to the following website:
http://www.fema.gov/emergency/nims/index.shtm.
14. Attend DHS/FEMA-sponsored or DHS/FEMA-approved US&R meetings,
conferences, and training sessions, to include Task Force Representative
meetings, the 12 standing US&R Work Groups, Operations Group, Ad Hoc Work
Groups and Sub -Groups, 1ST training/meetings, workshops, Sponsoring Agency
Chief/Head Meetings, Strategic Group Meetings, or others as directed by the
USSR Program Office as they relate to the National,US&R Response System.
Other activities include on -site peer ORE of other Task Forces, quality assurance
31
oversight of FEMA-sanctioned training courses, training with other Task Forces,
grants management training, SUSAR Alliance meetings and activities, and
research and development for equipment, as directed by the US&R Program
Office. The US&R Program Office is allocating certain funds as identified in
Attachment A (previously provided by US&R Program Office) for travel. All travel
funds shall be accounted for under Management and Administration and/or
Training at the Task Force level.
15. Provide complete medical evaluations and immunizations to as many Task Force
members as possible (as defined by the US&R Medical Work Group). Medical
screening should be conducted, at a minimum, on a triennial basis for each Task
Force member. The medical evaluation shall become part of their personal
medical record. Please refer to US&R Program Directive 2005-008 or successor,
Task Force Medical Screening or a more current directive issued by the US&R
Program Office.
B. TRAINING
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 or authorized by the US&R Program
Office. This should include equipment specific training provided by the
manufacturer and authorized repair technician certification training to allow task
forces to have members certified to conduct manufacturer approved repairs in-
house.
2. As funding permits, conduct at least one Task Force mobilization or deployment
exercise during the Cooperative Agreement period of performance. The Task
Force is encouraged to exercise as many Task Force members as possible
during this cooperative agreement.
a. A Federal Task Force deployment during the period of performance would
satisfy this requirement, as long as the Activation Order is filed with the
Cooperative Agreement.
b. Non -Federal Task Force deployments could satisfy this requirement, but
must be authorized by the Program Office in writing.
c. If a Task Force is deployed, those funds originally set aside for a
deployment exercise may then be used for other US&R approved items
within the same budget category. This change must be addressed in their
Semi -Annual Performance Report. A budget change is only required
when funds are moved to another program budget category.
3. Task forces should notify the US&R Program office of mobilization or full-scale
exercises as soon as the exercise is scheduled, but not later than 60 days before
the exercise begins. Notification should be brief, but include dates, scope of
exercise, number of participants, and other agencies involved. The intent of this
notification is tc provide the US&R Program Office planning informatir,n for
G.. Operational Readiness Evaluations, and schedul ng joint exercises with other
32
DOD/Federal Agencies. It does not take the place of, and should not be
confused with sanction request letters to obtain FEMA approval of TF sponsored
training and exercises in accordance with Program Directive 2004-001.
4. Submit an after -action report within 90 days of the completion of a mobilization or
full-scale exercise, or a training activity with duration of more than 24 consecutive
hours. Send the report to the attention of the National US&R Branch Chief and
written in a format where lessons learned may be shared with other task forces in
the National US&R Response System.
Ensure training and exercise activities of the Task Force meet National US&R
Response System standards, requirements and certifications. Ensure training
records for all.Task Force -personnel are kept in a central, secure location.
6. Provide funding for expenses related to the acquisition, maintenance, training
and certification of US&R Canine Search Teams. This statement is not related to
the funding provided to host Canine Evaluations.
7 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 F (previously provided by the US&R Program Office).
When funding for the Canine evaluations exceeds actual costs, the excess
allocated funds may be redirected to other US&R Program activities that support
the Task Force's Canine program under Item 5. If remaining funds are used to
cover costs under Section VIII, A, Item 14, include items and their cost in their
Semi -Annual Performance Report submission.
8. 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" and/or the US&R Grant Manager
Course. The Task Force shall submit information regarding the program or
classes to the Grants Assistance Officer for written approval prior to registering
or attending any classes. The Grants Assistance Officer may be contacted for
further information on classes offered. Examples of some Grants Management
courses offered are as follows:
a. Managing Federal Grants and Cooperative Agreements for Recipients,
b. Uniform Administrative Requirements: OMB Circular A-102 and 2 CFR
Part 215
c. Cost Principles: 2 CFR Part 220 (A-21), 225 (A-87), 230 ((A-122), and
FAR 31.2
d. Applying for Federal Grants and Cooperative Agreements
e. How to Prepare the Application Budget
f. Business Management Systems for Recipients
g. Audit of Federal Grants and Cooperative Agreements.
33
Every effort shall be made to attend continuing education by Task Force Grant
Managers and Assistants during the cooperative agreement to stay current with
regulation updates/changes.
9. Provide Microsoft (MS) Access database and MS Excel training, as needed to
US&R Logistics and Program Management personnel to maintain personnel,
equipment, grant, financial and accountability records. Program Managers are
authorized to use readiness funding to provide "beginner", "intermediate" and
"advanced" MS Access Database and MS Excel training to Program
Management personnel.
C. EQUIPMENT
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 caps (except
in those cases where sufficient numbers are required for sizing) as listed on the
cache list and the current manufacturer's suggested retail price (with
documentation), unless prior approval is received by the US&R Program Office.
Task Forces must follow Sponsoring Agency procurement regulations, which are
in accordance with 44 CFR Part 13 or 2 CFR Part 215 to ensure reasonable
prices are obtained. Special consideration is given to Task Forces to purchase
other equipment items in support of training, administrative, and
warehouse/maintenance needs. Any other equipment not specified above can
only be purchased after receiving written approval from the Program Office.
2. When funding is provided, ensure that funds are made available to purchase and
maintain medical response kits for the IST Medical Officer assigned to the Task
Force identified, to the extent that the funding will allow.
Specific Task Forces are also identified and provided funds in the amount of
$20,000 covering costs to maintain the IST "B" and "C" cache. Cooperative
Agreement regulations apply to these funds and shall not be transferred to a
Participating Agency.
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=r'.2ferenced and coded with
the Cooperative Agreement number, cache list item number, Statement of Work
34
section, or source of origin, or a system to easily and quickly identify the
information.
5. Transportation equipment is authorized for purchase as part of this Cooperative
Agreement with prior approval from the National US&R Branch and Grants
Assistance Officer in writing.
6. Equipment and prime mover vehicles purchased with Federal funds or provided
by DHS/FEMA shall be for the use of the US&R Program and shall not be used
for normal day-to-day operations of the Sponsoring or Participating
Agency for purposes that do not directly support the Task Force. 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 National US&R Branch Chief shall be notified
immediately in writing of any exceptional use of the two US&R Equipment
Caches that diminish the response capability of the Task Force. The Sponsoring
Agency is responsible for replacement, re -supply and or repair of equipment
used or consumed during activities not associated with the National US&R
Response System and return to an immediate state of readiness.
7 Task Forces are not authorized to purchase equipment with funds
authorized through the DHS/FEMA Assistance to Firefighters Grant
Program. However, this does not prevent the Sponsoring Agency from applying
to the DHS/FEMA Assistance to Firefighters Grant Program for other costs or
items not associated with the US&R Program.
8. Title for the original cache, vehicles, and all equipment purchased under the
Cooperative Agreements reside with the Task Forces (44 CFR Part 13).
Title to the new DHS (i.e., "Second Cache") Equipment Cache purchased and
distributed to the Task Forces by FEMA resides with DHS/FEMA.
10. Title for any equipment purchased under this Cooperative Agreement directly by
a Task Force shall reside with the Task Force.
11. Should the Task Forces transfer, sell, or scrap any of the equipment and/or
vehicles, they are required to first ask for prior written approval and disposition
instructions from the US&R Program Office and Grants Assistance Officer for all
Federally -furnished equipment and all grant -purchased equipment with a single
item value over $5,000 (in accordance with 44 CFR 13.32(e) and FEMA Manual
6150.1, dated July 1996, or current edition at time of disposition).
12. For the purpose of accountability and safety, US&R Task Forces are authorized
to purchase an ID System, as long as they meet the requirements outlined in
US&R Program Directive 2006-019 — Accountability and Medical Information
Cards.
35
D. MAINTENANCE AND STORAGE
1. Maintain an accountability of property acquired under Cooperative Agreement
funding, distributed Federal property and acquired Federal Excess Property.
Provide an annual report to DHS/FEMA on the status of Federal property each
year, as part of the database submittal to the US&R Program Office Branch
Chief. Conduct an inventory of Federal property and property acquired under
Cooperative Agreement funding, in accordance with 44 CFR Part 13 or 2 CFR
Part 215.
2. Provide manufacturer's recommended maintenance and repair to US&R
equipment acquired and specifically identified on the DHS/FEMA approved
US&R Equipment Cache Lists. Also, provide maintenance and repair to any
supplemental equipment as approved by DHS/FEMA, which was purchased with
DHS/FEMA funding and delivered to the Task Forces, purchased during a US&R
field response, or was acquired with DHS/FEMA approval through the Federal
Excess Property Program. Task Forces are expected to perform routine
maintenance of equipment to maintain a state of readiness.
3. As part of the operational readiness of each Task Force, all US&R equipment
shall be maintained in an immediate state of readiness in a cache storage facility
or facilities. This may include planning and engineering and other costs for
development, maintenance, and/or lease of storage facilities and associated
equipment for US&R equipment and supplies. Any costs for upgrades to existing
warehouse facilities associated with this funding must be included in the budget
narrative or submitted as a budget change and be approved by the Program
Office and the Grants'Assistance Officer prior to the start of any work. Task
Force personnel are reminded, if they are relying totally on the Cooperative
Agreement for funding leased warehouse space, they are not permitted to enter
into agreements for longer than the Period of Performance of the Cooperative
Agreement. However, contracts can be written with an available funds clause or
"option" years for protection. This Cooperative Agreement may not be used for
funding new capital construction. However costs associated with leasing,
upgrading, minor renovations and modifications of existing warehouse facilities
that do not change the footprint of the structure are permitted.
4. The day-to-day repair, maintenance, storage and administrative costs for all
equipment purchased or provided by DHS/FEMA will be accomplished via this
Cooperative Agreement funding provided and in accordance with the cost
principles (2 CFR, Part 225). Refer to 2 CFR Part 225 or 2 CFR Part 230(Cost
Principles) for specific guidance on purchasing insurance.
36
IX. REPORTING
The Sponsoring Agency shall use the following procedure for reporting. There
are several types of reports required for this agreement. Refer to Attachment E
for specific instructions and points of contact to submit all reports and
deliverables (previously provided by the US&R Program Office).
A. REQUIREMENTS
1. Task Force Self -Evaluation: as identified in Section VIII, Subsections A.8 of
this document is due by June 1st (or when otherwise directed by the US&R
Program Office).
2. Personnel and Equipment Database CD submittal: as identified in Section
VIII, Subsections A. 9 and D. 1. Provide DHS/FEMA with an updated database
of the Task Force Personnel and the US&R Equipment Cache in a Microsoft
Access database program. Also provide a current Task Force Phased
Deployment Data (TFPDD) Form, in a format provided by the Program Office.
Copy files onto one CD and forward the disk to the US&R Program Office by
overnight carrier. This CD shall be submitted with a cover letter addressed to the
US&R Program Office directed in Attachment E by June 1st.
3. The Semi -Annual Performance Report is due to the DHS/FEMA US&R
Readiness Cooperative Agreements Project Officer for the duration of this
agreement and is a written report providing a narrative and expenditures, as
explained below.
a. The Sponsoring Agency shall electronically send the first report semi-
annually.by January 30th (covering the time period of July 1st through
December 31 st) and the second by July 30th (covering the time period of
January 1st through June 30th) of each year until the Cooperative
Agreement is closed.
b. The Performance Report shall include Task Force accomplishments and
the total budgeted, expenditures and balance for the Cooperative
Agreement funding within the following areas:
Administration/Management, Training, Equipment, and
Maintenance/Storage.
c. Performance Narrative and Funds Report (FEMA Form 089-11) shall be
used.
d. All changes, whether requiring prior approval or not, shall be noted in the
Performance Fund Reports and closeout documents.
e. The Final Performance Reports are to be emailed to the US&R Program
Office and DHS/FEMA Grants Management Branch. Addresses listed in.
4. `' Financial and Compliance Audit Report. Recipients that expend $500,000 or
more of Federal funds during their fiscal year are required'to submit an
37
.•F
organization -wide financial and compliance audit report. The audit must be
performed in accordance with the U.S. General Accountability Office,
Government Auditing Standards, located at
http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A-133, Audits of
States, Local Governments, and Non -Profit Organizations, located at
http://www.whitehouse.qov/omb/circulars/a133/a133.html. Audit reports are
currently due to the Federal Audit Clearinghouse no later than nine months after
the end of the recipient's fiscal year. In addition, the Secretary of Homeland
Security and the Comptroller General of the United States shall have access to
any books, documents, and records of recipients of FY 2011 Cooperative
Agreement assistance for audit and examination purposes, provided that, in the
opinion of the Secretary or the Comptroller, these documents are related to the
receipt or use of such assistance: The grantee will also give the sponsoring
agency or the Comptroller, through any authorized representative, access to, and
the right to examine all records, books, papers or documents related to the grant.
B. CLOSEOUT REPORTS
The scope of work approved for the Cooperative Agreement must be completed within
the Period of Performance. The task force will have 90 days after the Period of
Performance to complete the final payments, and prepare the closeout documents. If
unable to complete the closeout process by the due date, the. task force must contact
the Grant Programs Directorate and Program Office to request an extension of the
closeout period. At a minimum the following closeout documents must be submitted:
1. Cover Letter — Should address the closeout of the Cooperative Agreement and
the number. Please note any items that are not applicable. If the equipment
and/or supplies are maintained by the Task Force then they will need to include a
statement that the equipment/supplies will be. used for their intended purpose of
the Cooperative Agreement, over the life cycle of the equipment/supplies.
2. Final Performance Report should include a summary of qualitative
accomplishments that the Cooperative Agreement has made for the duration of
the grant period. Quantitative data may be used to support any impact
statements. The report should be broken out into the four (4) program
categories: Administrative/Management, Training, Equipment, and
Storage/Maintenance.
3. Final Federal Financial Report (FFR): A new FFR is provided as an
attachment along with the instructions. A standard government -wide FFR (SF-
425) is now required, in lieu of the FF20-10 or SF 269A (Short Form).
4. Equipment Inventory: This form is required if items purchased with Federal
grant funds has a current fair market value of $5,000 or higher, per single item
must be reported (copy of form attached). If the Task Force does not have any
items to report that meet the threshold, provide a copy of the form noting such or
provide a statemont`in the Performance Report or Cover Letter to indicr_te the
* = same information. -Provide a statement expressing the -intent to continueuse of
38
Federally- Furnished Property for the Federal US&R Program, as noted in
the most recent equipment CD submission.
5. Inventory of Unused or Residual Supplies purchased with Federal grant
funds, which in the aggregate exceed $5,000 must be reported (copy of form
attached). If the task force does not have any residual supplies in the aggregate
that exceeds $5,000, provide a copy of the form noting such or provide a
statement in the Performance Report or Cover Letter to indicate .the same
information.
6. Patent/Invention Disclosure: Provide a copy of the completed form if
applicable. If the Task Force does not have any patents or inventions provide a
copy of the form noting such or provide a statement in the Performance Report or
Cover Letter to indicate such.
7. Audit Requirements: There are requirements and rights for audits pursuant to
the Cooperative Agreement terms and conditions. All grantees must follow the
audit requirements of OMB circular A-133, Audits of States, Local Governments,
and Non -Profit Organizations. The OMB Circular states that grantees who
expend $500,000 or more in Federal funds (from all Federal sources within their
fiscal year) must have a single audit performed yearly in accordance with the
circular. If the Task Force falls under this category they must submit a copy
of their Single Audit Report along with their Closeout Documentation. In
addition it is a requirement to send a copy of the Audit to the Single Audit
Clearinghouse. The Single Audit Report is required to be reviewed during the
closeout process. FEMA retains the right to negotiate any shortages or findings
found in the audit reports, disallow costs and recover funds on the basis of an A-
133 single audit, other audit or other review.
8. Refund Checks: If appropriate, a check should be made payable to FEMA to
return any Federal funds drawn under the Cooperative Agreement but not
expended. This may also include interest earned in excess of the allowable $100
for State, Local, and Indian Tribal Governments, or $250 for all others that are
allowable for administrative expenses, or any other appropriate financial
adjustment due FEMA, including Audit adjustments.
9. Record Keeping/Retention: Retain records pursuant to the grant conditions.
Grant records should include a copy of the award document, grant agreement
articles, ledgers, documentation of expenditures, documentation -copies of
cancelled checks, paid invoices, payrolls, T&A records, contract records, etc. As
a reminder all Single Audits must be completed covering the period of
performance for the grant and all Single Audit Findings must be resolved prior to
the final closeout of the Cooperative Agreement. Upon completion of all required
actions, the submission of all required items, and any appropriate financial
adjustments and payments, FEMA will advise the Task Force in writing when the
award can be considered closed out. This information must be kept for three
-years after the date ofsubmission of the final closeout documents or later date if
-the sponsoring agency requires a longer record4etention.period..-See,44,CF.R:13:;:
39
and 2 CFR 215 for further information about the items in this paragraph. It is
generally three years from the submittal of the final closeout documents, but may
be longer if there are audit findings or the audit covering the period of
performance for the Cooperative Agreement has not been completed.
C. TIMELINES
1. Task Force Self -Evaluation: on or about June 1st, or as directed by the
Program Office (Task Forces shall return the forms 45 days after receipt from the
Program Office)
z. Personnel and Equipment Database CD: due June 1st to US&R Program
Office only.
4. The Semi -Annual Performance Report: due by January 30 and July 30 each
year during the Period of Performance.
5. Final Performance Report: due to DHS/FEMA within 90 days after the Period
of Performance expires.
6. The Final Federal Financial Report (FFR), SF-425, due within 90 days after the
. Period of Performance expires.
7 Equipment Inventory and Inventory of Unused or Residual Supplies due
within 90 days after the Period of Performance expires.
8. Final Payment/Unexpended. Funds: due within 90 days after the Period of
Performance expires.
Task Forces must be current with all reports at the time of award of this Cooperative
Agreement.
40
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 US&R Program and
Grants Offices acknowledge the time -sensitive nature of processing and awarding the
Cooperative Agreement and will make every effort to expedite the process. The time
frame provided by DHS/FEMA must be strictly adhered to. The U.S. Congress is
closely scrutinizing the timely spending of Readiness Cooperative Agreement funds and
failure to meet necessary requirements and time frames may result in the loss of
funding for this -and future Cooperative Agreement periods.
XI. PROCEDURE TO COMPLETE APPROVAL OF COOPERATIVE AGREEMENT
1. The US&R Program Office and Grant Programs Directorate will review the Task
Force's Cooperative Agreement application. Once approved, the Grants
Assistance Officer will send two copies of the obligating document, FEMA Form
40-21, to the Task Force Sponsoring Agency for signature. If the cooperative
agreement is processed through the web -based Non -Disaster Grant (ND -Grants)
system, the documents will be available online.
2. The Task Force Sponsoring Agency is required to obtain the proper original
signature on each document and return one signed FF 40-21 document to the
Grants Management Branch as instructed. Keep one signed original for Task
Force records. Include a cover letter in an acceptable format when returning the
FF 40-21.
The Task Force Sponsoring Agency is responsible for ensuring the original
application package and subsequent FF 40-21 are signed and received by the
Grants Management Branch deadlines. Please use the tracking number
provided by overnight carrier to ensure timely delivery.
Please contact the US&R program office, reference Part VII, to obtain a copy of
the following documents:
A Cooperative Agreement Funding — Recommended Allocations
B Task Force Allocations and Budget Totals document
C Administration Budget
D List of US&R System Operations Work Group and Strategic Group Members
E Summarized Spreadsheet of Deliverables
F US&R Activity Calendar August 2011 - July 2012
G FY2011 Budget Narrative Template (FEMA Form 089-10)
41
National Urban Search and Rescue FY2011 Readiness Cooperative Agreements
ATTACHMENTB
Suggested Sources/Grant Recipients `.
Phoenix Fire Department (AZ-TF1)
Attn: Rick Bartee (rIck.d.bartee@phoenix.gov)
Special Operations Section
150 S. 121h Street
Phoneix, AZ 85034 (602) 534-0947
City of Los Angeles Fire Department (CA-TF1)
Attn: Jack Wise/Richard Denning (Jack.wise@lecity.org)
5021 N. Sepulveda Blvd.
Sherman Oaks, CA 91403
Los Angeles County Fire Departnment (CA-TF2)
Attn: Stephen Davis (sdavis@rire.lacounty.gov)
12608 Osborne Street (818)890-5700
Pacoima, CA 91331-2129
Menlo Park Fire Protection District (CA TF3)
Attn: Tim Campbell (timc@mentofire.org)
300 Middlefield Road
Menlo Park, CA 94025 (650) 642-1335
City of Oakland Fire Services Agency (CA TF4)
Attn: Mark Hoffman (mhoffman@oaklandnet.com)
150 Frank H. Ogawa Plaza, Suite 3354
Oakland, CA 94612-2007 (510)615-5872
Orange County Fire Authority (CA-TF5)
Attn: Rob Patterson (robpatterson@ocfa.org)
19811 Pauling Avenue
Lake Forest, CA 92610
City of Riverside Fire Department (CA-TF6)
Attn: Divison Chief Dave Lesh (dlesh@riversideca.gov)
3085 St. Lawrence Street
Riverside, CA 92504 (951)351-6292
City of Sacramento (CA-TF7)
Attn: Ed Vasques/Chris Costamagna
5770 Freeport Blvd.#200(costamagna@sfd.cityofsacramento.org)
Sacramento, CA 95822 (916)264-7522
City of San Diego Fire -Rescue Department (CA-TF8)
City of San Diego
Attn: Chris Webber (CWebber@sandiego.gov)
1010 Second Ave., Suite 400 (619)980-0434
San Diego, CA 92101
West Metro Fire Protection District (CO-TF1)
Attn: Rod Tyus (rtyus@westmetrofire.org)
447 S. Allison Park Way
Building #4, Suite 250
Lakewood, CO 80226-4332 (303) 274-0814 x11
Metro -Dade County Fire Department (FL TF1)
Attn: Alan Perry (aiperry@miamidade.gov)
9300 NW 41 St.
Miami, FL 33178 (786)331-4482
City of Miami Fire and Rescue (FL-TF2)
Attn: Joe Zahralban (usar@ckmiami.fl.us)
3425 Jefferson Street
Miami, FL 33133-5663 (305) 416-1642
City of Indianapolis - DPS (IN-TF1)
Attn: Bill Brown (b6033@indy.gov)
8309 North Perimeter Road
Indianapolis, IN 46241-3628
City of Beverly Emergency Management Agency (MA-TF1)
Attn: Mark Foster (mfoster@beverlyma.gov)
13 Momingside Drive
Beverly, MA 01915 (508) 922-5680
Montgomery County Government (MD-TF1)
Dept. of Fire & Rescue Services
Attn: Scott Graham (Scott.Graham@Montgomerycountymd.gov)
101 Monroe St., 12th Floor (240)777-2493
Rockville, MD 20850-2589 (Scott.graham@montgomercountymd.gov)
1 of 2
Base Grant
•
Administrative::
Costs
$70,500
$8,000
$0
$8,000
$90,000
$20,000
$67,500
$88,000
$0
$49,500
$70,500
$72, 500
$275,500
$71,000
$40,500
Total Grant Amount.
$1,147,578
$1,085,078
$1,077,078
$1,085,078
$1,167,078
$1,097,078
$1,144,578
$1,165,078
$1,077, 078
$1,126,578
$1,147,578
$1,149,578
$1,352,578
$1,148,078
$1,117,578
8/10/?011 2:32 PM
National Urban Search and Rescue FY2011 Readiness Cooperative Agreements
ATTACHMENT B
16
17
18
19
20
21
22
23
24
25
26
27
28
Suggested Sources/Grant Recipients
Boone County Fire Protection District (MO-TF1)
Attn: Doug Westoff (dwesthoff@bcfdmo.com)
1520 Business Loop, 70 West
Columbia, MO 65202 (573)447-5000
Lincoln Fire Department (NE TF1)
Attn: Assistant Chief John Huff (Jhuff@lincoln.ne.gov)
1801 O Street
Lincoln, NE 68508 (402) 441-8351
NM Department of Homeland Security and Emergency Mgmt
Attn: James Mason (James.mason@state.nm.us)
5880 Office Blvd NE (505)383-9701
Albuquerque, NM 87109
Clark County Fire Department (NV-TF1)
Attn: Paul Bailey (pballey@co.clark.nv.us)
575 East Flamingo Road
Las Vegas, NV 89119 (702)455-8426
NYC Office of Emergency Management •
Attn: John Grimm (jgrlmm@oem.nyc.gov)
11 Water Street 718-422-8700 (24-hr)
Booklyn, NY 11201
Miami Valley Fire/EMS Alliance (OH-TF1)
Attn: Evan Schumann (eschumann@ohtf1.com)
444 W. Third Street, Suite 20-231
Dayton, OH 45402-1460 (937)608-7939
PA-TF1 TBD
Division of Fire Services (TN-TF1)
Attn: Jim Covington (james.covington@memphistn.gov)
4341 O.K. Robertson Rd
Memphis , TN 38127 (901)354-6752
Texas Engineering Extension Service (TX-TF1)
Attn: Jeff Saunders (Jeff.Saunders@teexmail.tamu.edu)
John B. Connally Bldg. 301 Tarrow
College Station, TX 77840 (888)999-9775
Salt Lake Urban Search & Rescue (UT-TF1)
Attn: Bill Brass (bbrass@ufa-slco.org)
2651 South 600 West
Salt Lake City, UT 84115 (801)977-5123
Fairfax County Fire and Rescue Dept. (VA-TF1)
Attn: Robert Zoldos (robert.zoldos@fairfaxcounty.gov)
4600 West Ox Road
Fairfax VA 22030 (703)803-2105
Virginia Beach Fire Department (VA-TF2)
Attn: Mark Piland (mpiland@vbgov.com)
Special Operations,Municipal Center
2408 Courthouse Drive, Building #21
Virginia Beach, VA 23456-9065 (757)385-6681
Pierce County Dept. of Emerg. Mgmt (WA-TF1)
Attn: Mike McCaffree (mmccaff@co.plerce.wa.us)
2501 S 35th Street
Tacoma, WA 98409 (253)798-6595
Totals:
Base Grant, i
$1,077,078:
$1,077,078;
$ 30,158,184
Administrative
Costs
$0
$9,500
$0
$45,000
$1,500
$32, 500
$66, 000
$1,500
$57,500
$52,500
$29,500
$71,000
$9,500
$1, 307, 500
Total Grant Amount
$1,077,078
$1,086,578
$1,077,078
$1,122,078
$1,078,578
$1,109,578
$1,143,078
$1,078,578
$1,134,578
$1,129,578
$1,106,578
$1,148,078
$1,086,578
$31,465,684
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