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HomeMy WebLinkAboutUS&R Cooperative AgreementFUND TITLE: Department of Homeland Security-FEMA- USAR-Cooperative Agreement Fiscal Year 2013 RESOURCES: Federal Emergency Management Agency ("FEMA") $1,152,154.00 APPROPRIATIONS: $1,152,154.00 The Department of Homeland Security (DHS) Funding Opportunity Announcement (FOA) Urban Search & Rescue (US&R) Readiness Cooperative Agreement OVERVIEW INFORMATION Issued By U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) Catalog of Federal Domestic Assistance (CFDA) Number 97.025 CFDA Title National Urban Search & Rescue Response System Funding Opportunity Announcement Title National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement (CA) Authorizing Authority for Program Section 303 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, (42 U.S.C. § 5144) Appropriation Authority for Program The Department of Homeland Security Appropriations Act, 2013 (Public Law No: 113-6) FOA Number DHS-13-DOD-025-000-01 Key Dates and Time Application Start Date: 07/08/2013 Application Submission Deadline Date: 08/07/2013 at 11:59:59 PM EDT Anticipated Funding Selection Date: N/A Anticipated Award Date: 9/30/2013 Other Key Dates N/A Intergovernmental Review Is an intergovernmental review required? Yes No Page 1of10 Last Updated: July 3, 2013 FOA EXECUTIVE SUMMARY Program Type Select the applicable program type: New ® Continuation Date of origin for Program: Fiscal Year 1991 Funding Opportunity Category Select the applicable opportunity category: (- Discretionary ® Mandatory F. Competitive FQ Non-competitive Sole Source One-time Refer to Appendix A of this Funding Opportunity Announcement for specific information regarding the substantial involvement of the Federal Government in the US&R Readiness Cooperative Agreement, as well as the activities and services supporting a public purpose. Application Process DHS 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. Components/Directorates must ensure applicants and recipients use the appropriate OMB Standard Forms when applying for financial assistance. Application forms and instructions are available at Grants.gov. To access these materials, go to http://www.grants.gov , select "Apply for Grants," and then select "Download Application Package." Enter the CFDA and/or the funding opportunity number located on the cover of this announcement. Select "Download Application Package," and then follow the prompts to download the application package. To download the instructions, go to "Download Application Package" and select "Instructions." System for Award Management (SAM): The application process also involves an updated and current SAM registration by the applicant at http://www.sanr.gov . Please ensure that your organization's name, address, DUNS number and EIN are up to date in SAM and that the DUNS number used in SAM is the same one used to apply for all FEMA awards. Future payments will be contingent on the information provided in SAM; therefore it is imperative that the information is correct. Page 2 of 10 Last Updated: July 3, 2013 Eligible Applicants This solicitation is open only to FEMA's 28 designated US&R Task Force Sponsoring Agencies. These Sponsoring Agencies consist of State and local government entities and an educational institution. For additional information, see the Eligibility Criteria section of this FOA. Type of Funding Instrument Select the applicable funding instrument: Cooperative Agreement P Grant The US&R Readiness Cooperative Agreement with the designated 28 US&R Task Forces requires substantial involvement from FEMA throughout the period of performance. FEMA's direct involvement with this program includes, but is not limited to, training curriculum development as well as team structure and direction regarding concepts of operation when deployed. Cost Share or Match Select the applicable requirement: ( 1 Cost Match None Required Cost Share fl Voluntary Maintenance of Effort Is there a Maintenance of Effort (MOE) requirement? [ Yes ® No Management and Administration Indirect Costs. Indirect costs are allowable only if the applicant has an approved indirect cost rate with the cognizant Federal agency. A copy of the approved rate (a fully executed, agreement negotiated with the applicant's cognizant federal agency) is required at the time of application. Indirect costs will be evaluated as part of the application for Federal funds to determine if allowable and reasonable. The US&R Readiness Cooperative Agreement allows Management and Administration (M&A) costs to be paid as direct costs. Task Forces that have an Indirect Cost Rate Agreement in place at this time must account for this expense in their application and provide proof of a current negotiated indirect cost rate from their cognizant agency. Page 3of10 Last Updated: July 3, 2013 FULL ANNOUNCEMENT Funding Opportunity Description Program Overview and Priorities 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 (ESE #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. Program Objectives Details of Program Objectives and Priorities are provided in Appendix A: Statement of Work. II. Funding Information Award Amounts, Important Dates, and Extensions Available Funding for the FOA: $34,012,312 Projected number of Awards: 28 Projected Award Start Date(s): 10/01/2013 Projected Award End Date(s): 03/31/2015 Period of Performance: 18 months See Appendix C: Cooperative Agreement Funding — Recommended Allocations for funding amounts by Task Force. Page 4 of 10 Last Updated: July 3, 2013 Period of Performance Is an extension to the period of performance permitted? ® Yes n No Extensions to the period of perfonnance will be considered upon receipt of the following information, at the time of request: 1. Requested Period of Performance 2. Brief status of ongoing activity under the cooperative agreement 3. Outline of remaining funds available and necessary to finish activity during extension 4. Explanation of why activity could not be completed within the established period of perfonnance, including actions taken to resolve any problems, how these circumstances were/are beyond the Task Force's control, and justification of the new period of performance date requested All period of perfonnance extension requests shall be submitted through the NDGrants System. III. Eligibility Information Eligibility Criteria 28 Task Forces within the US&R System. All other applications received will be considered ineligible. IV. Funding Restrictions Restrictions on Use of Award Funds Pre -award costs are allowable only with the written consent of DHS and if they are included in the award agreement. Federal employees are prohibited from serving in any capacity (paid or unpaid) on any proposal submitted under this program. Federal employees may not receive funds under this award. This Cooperative Agreement may not be used for funding new capital construction. However, costs associated with leasing, upgrading, minor renovations and modifications of existing warehouse facilities that do not change the footprint of the structure are permitted. Refer to Appendix A, Statement of Work, for further guidance. V. Application Review Information and Selection Process Application Review Information Applications will be reviewed and recommended for funding by 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, Page 5of10 Last Updated: July 3, 2013 allowable, and allocable to the program. Any questions will be submitted to the applicants for discussion. This is not a competitive program. Use of provided Task Force Narrative Workbook— FEMA Form 089-0-10 (Appendix B) will assist Task Forces in providing appropriate level of information when applying for this Cooperative Agreement solicitation. Once complete applications are received, members of the FEMA US&R Branch staff will review each application to ensure all items included are within scope (see Appendix A) and have sufficient detail to ensure basis of the costs that are provided (e.g., when providing travel cost estimates, include information on how this total figure was derived or if certain cost estimates are based on historical data) Once applications have been reviewed by the US&R Branch staff, they will then be reviewed by FEMA Grant Programs Directorate (GPD) and routed through the process for approval and award. Submission and processing of these applications are completed through the NDGrants System. Application Selection Process The applications will be reviewed by members of the US&R Branch staff 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 has 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 the ND Grants System. 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. VI. Post -Selection and Pre -Award Guidelines Notice of Award Upon approval of an application, the award will be made in the form of a cooperative agreement. The date of approval of award entered into the system is the "award date". Notification of award approval is made through the ND Grants system through an automatic email to the Task Force point of contact listed in the initial application. Once an award has been approved and recorded in the system, a notice is sent to the authorized grant official. Follow the directions in the notification to accept your award documents. The authorized grant official (Task Force representative) should carefully read the award package for instructions on administering the cooperative agreement and to learn more about the terms and conditions associated with responsibilities under Federal awards. Awarded funds Page b of 10 Last Updated: July 3, 2013 will be loaded into the Payment and Reporting System (PARS) and available for drawdown by the Task Force, unless otherwise instructed. Administrative and Federal Financial Requirements Grant Close -Out Process. Within 90 days after the end of the period of performance, or after a Grant Adjustment Notice (GAN) has been issued to close out a grant, whichever comes first, grantees must submit a final FFR and final progress report detailing all accomplishments and a qualitative summary of the impact of those 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 drawn down but remain as unliquidated on grantee financial records. As part of the final report grantees should submit the Tangible Personal Property Report (Standard Form SF-428), available at http: //tiwww. whiitehouse.gov/sites/defaailt/files/oath/grunts/approved]brms/sf- 428.pdf to provide an inventory of all tangible personal property acquired using HSGP funds. An inventory of all construction projects that used HSGP funds has to be reported using the Real Property Status Report (Standard Form SF 429) available at http://www.whitehouse. vov/sites/default 'files/onlh/grants/approved_forrns/sf= 429. pdf. A complete list of Federal Financial Requirements is available at: http://www.whitehouse.gov/omh/grants forms, All successful applicants for all DHS grant and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions available in Part 6.1.1 of http://www.dhs.gov/xlibrary/assets/cfo-financial-management-policy-manual.pdf. Grantees are obligated to submit various financial and programmatic reports as a condition of their award acceptance. Please see below for a summary of financial reports as required. Future awards and fund drawdowns may be withheld if these reports are delinquent. 1. The Quarterly Federal Financial Report (FFR) — SF-425, due within 30 days after the end of each quarter: January 30th, April 301h, July 30th, October 30th. 2. The Final Federal Financial Report (FFR), SF-425, due within 90 days after the Period of Performance expires with closeout package. 3. Final Payment/Unexpended Funds: due within 90 days after the Period of Performance expires. Page 7of10 Last Updated: July 3, 2013 Program Performance Reporting Requirements 1. Task Force Self -Evaluation: November 15th, or as directed by the US&R Branch by way of a US&R Program Directive (Task forces shall return the forms 45 days after receipt from the US&R Branch) 2. Personnel and Equipment Database CD (including inventory of Federally - owned equipment, HEPP Cache and 1ST Cache, where applicable): due June lst to US&R Branch only. 3. The Semi -Annual Performance Report: due by January 30 and July 30 each year during the Period of Performance. 4. Final Performance Report: due to DHS/FEMA within 90 days after the Period of Performance expires. 5. Equipment Inventory and Inventory of Unused or Residual Supplies due within 90 days after the Period of Performance expires (SF-428-Tangible Personal Property Report http://www.whiteh ,.,govIsite.sidcfoult/files/on217/urants/appmved_forms/sf- . Additional information regarding these requirements is provided in Appendix A. VII. DHS FEMA Contact Information Contact and Resource Information This section describes several resources that may help applicants in completing a FEMA grant application. 1. Grants.gov. For assistance with grants.gov, please call the grants.gov customer support hotline at (800) 518-4726. 2. ND Grants. For assistance registering with the ND Grants system, please contact FEMA's Enterprise Service Desk at (888) 457-3362 or NDGrants(r)fema.dhs.gov 3. US&R Branch. FEMA, Office of Response and Recovery, Response Directorate, Operations Division, US&R Branch will provide fiscal and programmatic support, including pre- and post -award administration and technical assistance to the cooperative agreement included in this solicitation: Catherine Deel, Project Manager 500 C Street, SW, Room 214 Washington, D.C., 20472 202-646-3796 Catherine.Deel@fema.dhs.gov or FEMA-USR-Grants@Cema.dhs.gov Rayna Bal: (202) 646-7933 Email: Rayna.Bal(c�t,fema.dhs.gov Page 8 of 10 Last Updated: July 3, 2013 Shu-Ahn Li: (202) 646-2674 Email: Shu-Ahn.Li(a)fema.dhs.gov 4. Grant Programs Directorate (GPD). FEMA GPD's Grant Operations Division Business Office will provide fiscal support, including pre and post -award administration and technical assistance, to the cooperative agreement included in this solicitation. Tawana Mack: (202) 786-9863 Email: Tawana.Mack(ufema.dhs.gov Additional Guidance and information can be obtained by contacting the FEMA Call Center at (866) 927-5646 or via email to ASK-GMD@dhs.gov. Centralized Scheduling and Information Desk (CSID). CSID is a non -emergency comprehensive management and information resource developed by DHS for grant stakeholders. CSID provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, State, and local levels. CSID can be reached by phone at (800) 368-6498 or by email at ASKCIDAfema.dhs.gov VIII. Other Critical Information Additional Information Awardees will be notified of subsequent information and guidance to the FOA through US&R Program Directives, General Memoranda, and emails addressed to the Task Force Representative identified by each of the 28 US&R Task Forces. IX. How to Apply Application Instructions All US&R Readiness Cooperative Agreement applicants are to use the template provided in Appendix B (FEMA Form 089-0-10) to submit a budget narrative that is within the scope of this cooperative agreement (as outlined in Appendix A). Applicants should also upload the most recent audit. If a vehicle purchase is included in an applicant's budget narrative, specifications of that vehicle shall be included with the application package as well. X. Application and Submission Information Application and Submission .Information Applicants will obtain FOA Overviews and Full Announcement information from the Grants.gov website, where the full FOA is posted. Page 9 of 10 Last Updated: July 3, 2013 For a hardcopy of the full announcement, please email your request to FEMA- USR-Grants a.,fema.dhs.nov. In addition, the following Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Announcement is: Catherine Deel, Project Manager 500 C Street, SW, Room 214 Washington, D.C., 20472 202-646-3796 Catherine.Deel(c,fema.dhs.gov or FEMA-USR-Grants a,fema.dhs.gov Applications will be processed through the Grants.gov portal and the ND Grants System. Hard copies of the application will not be accepted. Page 10 of 10 Last Updated: July 3, 2013 National Urban Search and Rescue Response System US&R Task Force FY 2013 Readiness Cooperative Agreement Statement of Work I. PURPOSE The U. S. Department of Homeland Security (DHS) and the Federal Emergency Management Agency (FEMA) are accountable to provide support and funding for the maintenance and readiness of the National Urban Search and Rescue (US&R) Response System. The purpose of this Readiness Cooperative Agreement is to support the continued development and maintenance of a national urban search and rescue capability. Specifically, this agreement provides a mechanism for distribution of Cooperative Agreement funding for certain purposes in preparation for US&R disaster response. This Cooperative Agreement allows each Sponsoring Agency of a US&R task force the opportunity to maintain a high standard and condition of operational readiness and includes guidance on key areas for task force management to focus on continued preparedness efforts. This cooperative agreement provides direction to the US&R task force Sponsoring Agency for the use of funding to provide: administrative and program management, training, support, equipment cache procurement, maintenance and storage. H. BACKGROUND FEMA, in cooperation with other federal, state and local agencies created the National US&R Response System to provide a national rescue capability that provides lifesaving resources to victims of structural collapse. When this system was developed in 1990, there was limited capability in only a few states to perform this mission and no resources were available for a coordinated national response. In 1992, the Federal Response Plan (FRP) was published by FEMA and coordinated activities with 26 federal agencies. The federal government's response to disasters was classified into 12 Emergency Support Functions (ESF). ESF #9, Urban Search and Rescue, was established with FEMA as the Primary Agency. FEMA maintains a national consensus on standard operating procedures, organizational structure, equipment, training and exercise requirements. Currently, 28 state and local Sponsoring Agencies in 19 states participate in the National US&R Response System by making their task forces available for national disaster response. 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 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work "Agreement between 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 and now encompasses urban, water -borne, and land - based search and rescue environments. III. FEMA OBJECTIVES FEMA, through the US&R Branch 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 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 Branch. 4. Provide oversight and funding for the lease of space to provide offices, training facilities and/or storage of vehicles and equipment, as needed. 5. Provide resources (e.g., staff, equipment, funding) to support readiness and standby activities, subject to availability of funds (e.g., catastrophic planning, technical assistance, mobilization exercises, etc.). 6. Provide a forum for discussion on strategic issues by hosting an annual Sponsoring Agency Chief/Head meeting with the FEMA Administrator, or designee. IV. APPROVALS Advance approval must be obtained in writing from both the US&R Branch and the FEMA Grants Assistance Officer for the following (in accordance with Grants Management Policy and 44 CFR Part 13 and 2 CFR Part 215): • Approval for activities or expenditures not identified in the task force narrative and budget, but are allowable within the scope of work for this Cooperative Agreement (i.e., budget changes); • Requests for extension of the period of performance for this Cooperative Agreement Page 2 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 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 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 Branch, FEMA Grant Programs Directorate 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 Branch, 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, US&R Program Directives and US&R General Memorandums. 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. Page 3 US&R Task Force FY 2013 Readiness Cooperative Agreement - State lent of Work VI. COOPERATIVE AGREEMENT FUNDING The FY 2013 Cooperative Agreements basic total for each task force is $1,132,154. The US&R Branch recommended allocations are outlined in Appendix C of this document. Additional funds allocated to specific task forces are provided by the US&R Branch in Appendices D, E, and F. Each task force can apply for up to the amount allocated to their agency as shown in Appendix D (previously provided by US&R Branch). All Sponsoring Agencies must submit supporting documentation with each application. The Period of Performance for the FY 2013 US&R Readiness Cooperative Agreement funding is 18 months. Each task force should submit budget plans covering only 12 months for daily operation, such as salary expenses and lease costs within the period of performance. However, the 18 month performance period is available for internal acceptance of funds, cost to conduct training and procurement of equipment and supplies. Should a continuing resolution impact the US&R appropriation within the FY 2013 cooperative agreement period of performance, a waiver may be given by FEMA to allow task forces to submit a budget change to cover daily operation such as salary expenses and lease costs for more than a 12 month period. VII. FEMA/US&R BRANCH RESPONSIBILITY Review, approve, and adopt US&R-related products, including technical manuals, operational procedures, training curriculum and supporting manuals, meeting agendas and other requirements for the National US&R Response System. 2. Coordinate and support meetings relating to the National US&R Response System activities, to develop and implement policies, procedures and US&R System documents. 3. Establish and disseminate policy and Program Directives for the National US&R Response System based on 44 CFR Part 208 and with substantial involvement and input from the partner sponsoring agencies and their members. 4. in cooperation with the US&R 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. 6. Review and/or approve expenditure reports, performance reports, personnel records, training records, task force self -evaluation documents, equipment cache and excess property inventories and other deliverables required by the US&R Branch. Page 4 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 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 FEMA established policies. 8. Implement the policy, criteria and procedure for task force evaluations. Distribute an annual Task Force Self -Evaluation survey with 45-day submission suspense, for completion by the task forces. Conduct a cooperative peer -based administrative readiness evaluation program. 9. Track, disseminate, and consistently update the status of Operations and Work Group recommendations to all System components. 10. Based on various planning factors, the US&R Branch may alert or 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 Branch 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 US&R Branch 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 Agenciesffask Forces with an organization chart of the US&R Branch staff delineating program staff responsibilities. 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 parties who support task force activities; and similar management and administrative tasks. Page 5 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 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 tablets, PDAs, printers, scanners, copy machines, office furniture, video conference capability, etc. Recruit, train and maintain a roster of personnel to enable complete staffing of a Type I US&R Task Force. Positions shall be staffed from within the task force organization, unless prior approval is given by the US&R Branch. The rostered staffing level shall be a maximum 210 personnel, plus up to 10% allowable staffing overage, to address attrition, Incident Support Team (IST) members, etc. The task force shall pursue the goal to raster the minimum of 140 deployable personnel; two deep at each of the 19 functional positions required for a Type 1 configuration. 4. The task force shall procure and maintain the required Hazmat preparedness and response equipment and supplies and train personnel according to current US&R policy. Doing so will allow the Task Force to perform rescue operations in a contaminated environment, as defined in the US&R Hazmat Concept of Operations. 5. Ensure each task force member meets the necessary license, certification or other professional qualification requirements of their assigned position at time of deployment. Further ensure that the task force has the documentation on file to verify currency. 6. The task force may use funds to cover salary and travel for product research and development efforts, when authorized by the US&R Branch who will coordinate with the Grant Programs Directorate. 7. The 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 National US&R Response System. 8. Ensure the task force is prepared for Administrative Readiness Evaluations (AREs) by completing an internal self -evaluation operational readiness and preparedness survey (Phase I Evaluation) as provided by the National US&R Branch. The completed electronic copy of the self -evaluation shall be submitted to the US&R Branch Chief by November 15th, or as otherwise directed by the US&R Branch. 9. Submit to the US&R Branch the following items on one password -protected compact disk (CD) by June 1st: a. A current database of task force personnel, in a Microsoft Access - compatible database format. Page 6 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 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 US&R Branch. d. A transportation plan including all vehicles and trailers for both a Type I and Type III over -the -road configuration. e. For the seven Task Forces that maintain one of the Hazardous Materials (Hazmat) Equipment Push Packages (HEPP) caches, also submit an Annual Maintenance and Inventory Log. 10. Ensure funds are properly allocated, accounted for, and reported for those task force members who serve as the Sponsoring Agency Chief Representatives, the Operations Group Chair, Work Group Chairs, Sub -Group Chairs, the National and Divisional Task Force Representatives, as appropriate and authorized by the US&R Branch. 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 Sponsoring Agency policies and Appendices D, E. and F. 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 in accordance with current the Position Descriptions must be located in each US&R task force member's personnel file. 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: htto://wvvw.fema.qov/emergencv/nirns/index.shtm. 14. Attend FEMA-sponsored or FEMA-approved US&R meetings, conferences, and training sessions, or other events as directed by the US&R Branch as they relate to the National US&R Response System. Other activities include on -site peer Page 7 — US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work Administrative Readiness Evaluation's (ARE),Operational Readiness Exercise and Evaluation Program (OREEP) quality assurance oversight of FEMA- sanctioned training courses, training with other Task Forces, grants management training, State Urban Search and Rescue (SUSAR) Alliance meetings/activities, and research & development for equipment, as directed by the US&R Branch. The US&R Branch is recommending allocation of certain funds as identified in Appendix C 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 task force members 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. Each task force member must have a current Fit for Deployment form signed by the examining physician on file. This document along with the medical evaluation shall become part of each member's personal medical record. Please refer to the most current US&R Program Directive. 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 Branch. 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 defined as a task force arriving at a point of assembly during the period of performance would satisfy this requirement, as long as the Activation Order is filed with this Cooperative Agreement Period of Performance. b. Non-federal task force deployments could satisfy this requirement, but a request to do so must be submitted to the US&R Branch for review and approval. 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 the Semi -Annual Performance Report. A budget change is only required when funds are moved to another program budget category. More detailed exercise and evaluation criteria will be distributed by the US&R Branch within the FY 2013 period of performance, which will provide specific criteria for scheduled exercises conducted by the task force. Page 8 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 3. The task force should notify the US&R Branch 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 to provide the US&R Branch planning information for administrative readiness evaluations (ARE's) and scheduling joint exercises with other 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 the Training Program Administration Manual (TPAM), dated February 2013 (issued as US&R Program Directive 2013-005). 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 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. 5. 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 hosting a National US&R Response System Canine Evaluation or Preparation, as stated in accordance with Canine Evaluation schedules identified in Appendix I. When funding provided 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. The task force is authorized to fund registration and travel costs for System members and canines to attend Canine Search Team - Deceased Victim Identification training. This will allow the task force the ability train a Human Remains canine search team to have as a resource within the task force. Task force support of this resource is voluntary. This cooperative agreement can only be used for costs related to registration and travel for this training. All other expenses related to this effort shall be funded by the Sponsoring Agency or through other means. 9. 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 USSR 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 Page 9 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 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 FEMA 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 are: a. Managing Federal Grants and Cooperative Agreements for Recipients, b. Uniform Administrative Requirements: OMB Circular A-102 and 2 CFR Part215 c. Cost Principles: 2 CFR Part 220 (A-21), 225 (A-87), 230 ((A-122), and FAR 31.2 d. Applying for Federal Grants and Cooperative Agreements e. How to Prepare the Application Budget f. Business Management Systems for Recipients g. Audit of Federal Grants and Cooperative Agreements. Every effort shall be made to attend continuing education by task force Grant Managers and Assistants during the cooperative agreement to stay current with regulation updates/changes. 10. 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 FEMA Task Force Equipment Cache List. Task force personnel are reminded and directed not to exceed the current manufacturer's suggested retail price (MSRP) (with documentation), unless prior approval is received in writing from the US&R Branch. Task force 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 US&R Branch. 2. When funding is provided, ensure that funds are made available to purchase and maintain medical response kits for the 1ST Medical Officer assigned to the task force identified, to the extent that the funding will allow. Page 10 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statenzent of Work Specific task forces are identified and provided funds to cover maintenance costs of the IST "A", "B" and "C" caches. Cooperative Agreement regulations apply to these funds and shall not be transferred to a Participating Agency. 4. Specific task forces are also identified and provided funds to cover maintenance costs of the seven Hazardous Materials Equipment Push Package (HEPP) caches in accordance with the HEPP Concept of Operations, version 1.0, dated March 2013, or more current version of this document. Cooperative Agreement regulations apply to these funds and shall not be transferred to a Participating Agency. These task forces are also required to submit an annual HEPP maintenance cost estimate by October 301h of each year to the US&R Program Management Section Chief to assist with the budgeting for future cooperative agreements, subject to the availability of funds. This cost estimate shall be based on actual expenses incurred from the previous year and any additional costs anticipated for the following year(s), as funding allows. This estimate shall be submitted on the electronic form provided by the US&R Branch. 5. Task Forces are to ensure that the full complement of Communications capability that meets the requirements, per the current FEMA Approved Equipment Cache List or any subsequent or interim cache list, has been purchased and/or identified within the Sponsoring Agency for immediate deployment. This Communications capability shall be maintained in a state of readiness for response. Service agreements, as required, shall be in place for immediate use of equipment upon activation. Communications capabilities shall be addressed in the following priority order: a. Satellite capability including satellite data via transportable .98-1.2M dish system, mobile satellite data system(s), and handheld and mobile satellite phones; b. Radio UHF, VHF, 800MHz, Marine, and Air frequency capability, to include the required quantities of portable handheld radio units; portable base station(s), mobile and converti-com unit(s), and portable repeater(s); and mobile radio units installed and operational in all task force prime mover vehicles; Cellular -based data and phone capability to include wireless mobile hotspots and wireless phones. Correcting deficiencies in Task Force communications capabilities is a priority within the FY13 Cooperative Agreement Period of Performance. c. 6. 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 Page 11 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work a method of tracking in accordance with this section. However, it should be a system that will easily and quickly identify the information. Additionally, all procurement records and receipts should be cross-referenced and coded with the Cooperative Agreement number, cache list item number, Statement of Work section, or source of origin, or a system to easily and quickly identify the information. 7. Transportation equipment is authorized for purchase as part of this Cooperative Agreement with prior approval from the US&R Branch and Grants Assistance Officer in writing. 8. Equipment and prime mover vehicles purchased with federal funds or provided by FEMA shall be for the use of the National US&R Response System and shall not be used for normal dav-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 extraordinary circumstance. The USSR 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. 9. Task forces are not authorized to purchase equipment with funds authorized through the FEMA Assistance to Firefighters Grant Program. However, this does not prevent the Sponsoring Agency from applying to the FEMA Assistance to Firefighters Grant Program for other costs or items not associated with the National US&R Response System. 10. Title for the original cache, vehicles, and all equipment purchased under the Cooperative Agreements reside with the task forces (44 CFR Part 13). 11. Title to the FEMA (i.e., "Second Cache") equipment cache, as well as the IST and HEPP Caches, which were purchased and distributed to their respective task forces by FEMA, resides with FEMA. 12. Title for any equipment purchased under this Cooperative Agreement directly by a task force shall reside with the task force. 13. 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 Branch 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 119-7-1, or current edition at time of disposition). Page 12 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 14. For the purpose of accountability and safety, US&R task force is authorized to purchase identification (ID) system, as long as they meet the requirements outlined in US&R Program Directive 2006-019 — Accountability and Medical Information Cards. D. MAINTENANCE AND STORAGE 1. Maintain an accountability of property acquired under Cooperative Agreement funding, distributed federal property and acquired federal excess property. Provide an annual report to FEMA on the status of federal property on June 1st of each year, as part of the database submittal to the US&R Warehouse . 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 current FEMA approved US&R Equipment Cache lists. Also, provide maintenance and repair to any supplemental equipment as approved by FEMA, which was purchased with FEMA funding and delivered to the task forces, purchased during a federal US&R field response, or was acquired with 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 US&R Branch 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 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. Page 13 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work X. REPORTING The Sponsoring Agency shall use the following procedure for reporting. There are several types of reports required for this agreement. Refer to Appendix H for specific instructions and points of contact to submit all reports and deliverables. A. REQUIREMENTS 1. Task Force Self -Evaluation: as identified in Section VIII, Subsections A.8 of this document is due by November 15th, (or as otherwise directed by the US&R Branch, using the National US&R Response System Task Force Self -Evaluation Scoresheet (FEMA Form 089-0-14). 2. Personnel and Equipment Database CD submittal: as identified in Section VIII, Subsections A. 9 and D. 1, Provide FEMA with an updated database of the task force personnel and the US&R equipment cache (both federally -owned and grant purchased) in a Microsoft Access database program. Also provide a current Task Force Phased Deployment Data (TFPDD) form, in a format provided by the US&R Branch and a transportation plan including all vehicles and trailers for both a Type I and Type III over -the -road configuration. Copy files onto one CD and forward the disk to the US&R Branch by overnight carrier. This CD shall be submitted with a cover letter addressed to the US&R Branch directed in Appendix H by June 1st. Those task forces who have been identified to maintain one of the three ISTs and/or one of the seven HEPP caches are also required to submit the inventory of these caches as well, 3. The Semi -Annual Performance Report is due to the FEMA US&R Readiness Cooperative Agreements Project Officer for the duration of this agreement and is a written report providing a narrative and expenditures, as explained below, a. The Sponsoring Agency shall electronically send the first report semi- annually by January 30th (covering the time period of July 1st through December 31st) and the second by July 30th (covering the time period of January lst 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 089-0-11) shall be used. d. Completed Performance Report shall be uploaded into the NDGrants System, or as otherwise directed. e. All changes, whether requiring prior approval or not, shall be noted in the Performance Fund Reports and closeout documents. Page 14 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work f. The Final Performance Reports shall be included in the completed closeout package and emailed to the US&R Branch and FEMA Grant Programs Directorate, unless otherwise directed. 4. The Federal Financial Report (FFR) SF-425, also referred to as the quarterly financial report, is due within 30 days after each quarter ends. Each task force will complete and submit a quarterly SF-425 through the Payment and Reporting System (PARS). Future awards and fund draw downs may be withheld if these reports are delinquent. The quarters are separated as follows: October through December, January through March, April through June, and July through September. Reporting periods and due dates: • October 1 — December 31; Due January 30 • January 1 — March 31; Due April 30 • April 1 — June 30; Due July 30 • July 1 — September 30; Due October 30 5. Financial and Compliance Audit Report Recipients that expend $500,000 or more of federal funds during their fiscal year are required to submit an organization -wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accountability Office, Government Auditing Standards, located at http://www.qao.gov/govaud/vbk01.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 2013 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 identified in the task force's approved budget plan 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 US&R Branch 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 Page 15 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 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 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 statement in the Performance Report or Cover Letter to indicate the same information. Provide a statement expressing the intent to continue use of federally- furnished Property for the National US&R Response System, 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. Page 16 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work 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 ail 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 of submission of the final closeout documents or later date if the sponsoring agency requires a longer record retention period. See 44 CFR 13 and 2 CFR 215 for further information about the items in this paragraph. It is generally three years from the submittal of the final closeout documents, but may be longer if there are audit findings or the audit covering the period of performance for the Cooperative Agreement has not been completed. C. TIMELINES 1. Task Force Self -Evaluation: November 15th, or as directed by the US&R Branch, by way of a US&R Program Directive (Task forces shall return the forms 45 days after receipt from the US&R Branch) 2. Personnel and Equipment Database CD (including inventory of Federally - owned equipment, HEPP Cache and IST Cache, where applicable)due June 1st to US&R Warehouse, US&R Branch only. 4. The Semi -Annual Performance Report: due by January 30th and July 30th each year during the Period of Performance. 5. The Quarterly Federal Financial Report (FFR) — SF-425, due within 30 days after the end of each quarter: January 30th, April 30th, July 30th, October 30th, 6. Final Performance Report: due to FEMA within 90 days after the Period of Performance expires. 7. The Final Federal Financial Report (FFR), SF-425, due within 90 days after the Period of Performance expires. Page 17 US&R Task Force FY 2013 Readiness Cooperative Agreement Statement of Work 8. Equipment Inventory and Inventory of Unused or Residual Supplies due within 90 days after the Period of Performance expires. 9. 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. Page 18 US&R Task Force FY 2013 Readiness Cooperative Agreement - Statement of Work X. TIME IS OF THE ESSENCE 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 Branch and Grant Programs Directorate 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 FEMA must be strictly adhered to. The U.S. Congress closely scrutinizes 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. The US&R Branch will ensure all necessary documentation is provided to all eligible task forces: B US&R Budget Narrative Template (FEMA Form 089-0-10) C Cooperative Agreement Funding — Recommended Allocations D Task Force Allocations and Budget Totals E Administration Budget F CBRNE/HEPP Budget (specific allocations) G List of US&R System Operations Work Group and Strategic Group Members H Summary of Deliverables I US&R Activity Calendar, October 2013 — December 2014 Page 19 National Urban Search and Rescue FY2013 Readiness Cooperative Agreements APPENDIX D Sponsoring Organization/Cooperative Agreement Recipients Base Grant Administrative Costs Special Cache Costs Total Grant Amount City of Phoenix Fire Department (AZ-TF1) Attn: Rick Bartee (rick.d.bartee@phoenix.gov) 2430 S. 2nd Avenue Phoenix, AZ 85009 (602) 256-3179 $1,132,154 $137,000 60 61,269,154 2 City of Los Angeles Fire Department (CA-TF1) Attn: Mark Akahoshi (reark.akahoshi@lacity.org) 5021 N. Sepulveda Blvd. Sherman Oaks, CA 91403 (818) 756-9678 $1,132,154 $119,000 $0 $1,251,154 3 Los Angeles County Fire Department (CA-TF2) Attn: John Boyle (jboyle@fire.iacounty.gov) 12605 Osborne Street (818)890-5700 Pacoima, CA 91331 $1,132,154 $55,500 $0 $1,1t37,654 4 Menlo Park Fire Protection District (CA TF3) Attn: Tim Campbell (time@menlofire.org) 170 Middlefield Road Menlo Park, CA 94025 (650) 642-1335 $1;132,154 593,500 $0 $1,225,654 5 City of Oakland Fire Services Agency (CA TF4) Attn: Mark Hoffman/Robert Lipp (rlipp@oaklandneLcom) 150 Frank H. Ogawa Plaza, Suite 3354 Oakland , CA 94612-2007 (510)615-5872 $1,132,154 $35,000 $0 $1,167,154 6 Orange County Fire Authority (CA-TF5) Attn: Devin Leonard/Richard Ventura (richardventura@ofca.org) 19811 Pauling Avenue Lake Forest, CA 92610 $1,132,154 $112,500 $0 $1,244,654 City of Riverside Fire Department (CA-TF6) Attn: LaWayne Hearn (Lhearn@riversideca.gov) 3085 St. Lawrence Street Riverside, CA 92504 (951)351-6292 $1 132154 $32,500 $35,000 $1,199,654 8 City of Sacramento (CA-TF7) Attn: Chris Costamagna(costamagna@sfd.cityofsacramento.org) 5770 Freeport Blvd. #200 Sacramento, CA 95822 (916)264-7522 81,132,154 $162,000 $20,000 $1,314,154 9 City of San Diego Fire -Rescue Department (CA-TF8) City of San Diego Attn: Doug Nakama/Chris Webber (CWebber@sandiego.gov) 1010 Second Ave., Suite 400 (619)980-0434 San Diego, CA 92101 $1,132,154 $40,000 $0 81,172,154 10 West Metro Fire Protection District (CO-TF1) Attn: Rod Tyus (rtyus@westmetrofire.org) 433 S. Allison Street Lakewood, CO 80226-4332 (303) 274-0814 x11 $'t,132,154 $60,500 $20,000 $1,212,654 11 Metro -Dade County Fire Department (FL TF1) Attn: Alan Perry (alperry@miamidade.gov) 9300 NW 41 St. Miami, FL 33178 (786)331-4482 $1,132,154 $72,500 $0 $1,204,654 12 City of Miami Fire and Rescue (FL-TF2) Attn: Joe Zahralban/Scott Dean (usarpm@miamigov.com) 1150 SW 22nd Street Miami, FL 33129 (305) 569-4003 T $1 132,154 $0 $20,000 $1,152,154 13 City of Indianapolis - DPS (I N-TF1) Attn: Tom Neal (Thomas.Neal@indy.gov) 8309 North Perimeter Road Indianapolis, IN 46241-3628 $1,132,154 $133,000 $20,000 $1,285,154 14 City of Beverly Emergency Management Agency (MA-TF1) Attn: Mark Foster (mfoster@beverlyma.gov) 13 Momingside Drive Beverly, MA 01915 (508) 922-5680 $1,32,154 $8,000 $0 $1,140,154 15 Montgomery County Government (MD-TF1) Dept. of Fire & Rescue Services Attn: Scott Graham/Buddy Ey (buddy.ey@montgomerycountymd. gov) 101 Monroe St., 12th Floor (240)777-2493 Rockville, MD 20850-2589 81,132,154 $15,000 $20,000 $1,167,154 1 of 2 8/27/2013 8:21 AM National Urban Search and Rescue FY2013 Readiness Cooperative Agreements APPENDIX D Sponsoring O9anizatlon/Cooperative Agreement Recipients Base Grant Administrative Costs Special Cache Costs Total Grant Amount 16 Boone County Fire Protection District (MO-TF1) Attn: Scott Olsen/Doug Westoff (dwesthoff@bcfdmo.com) 1520 Business Loop, 70 West Columbia, MO 65202 (573)447-5000 $1r132,ist $95,000 $0 $1,227,154 17 City of Lincoln, NE Fire and Rescue Department (NE TF1) ATTN: John Huff/Dan Wright(DWright@Iincoln,ne.gov) 1801 Q Street Lincoln, NE 68508 (402) 441-8351 $1,132,154 $142,500 $1,500 $1,276,154 18 NM Department of Homeland Security and Emergency Mgmt Attn: Greg Myers/Greg Lee (gregorym.lee@state.nm.us) 5880 Office Blvd NE (505)383-9701 Albuquerque, NM 87109 $1,132,154 $0 $0 , $1,132,154 19 Clark County Fire Department (NV-TF1) Attn: Mario Trevino (Nvtf1@clarkcounty.gov) 575 East Flamingo Road Las Vegas, NV 89119 (702)455-8426 $1 132 154 $95,000 $20,000 $1,247,154 20 NYC Office of Emergency Management Attn: John Grimm (]grimm@oem.nyc.gov) 11 Water Street 718-422-8700 (24-hr) Booklyn, NY 11201 $1,132,154 $95,000 $1,500 $1,228,654 21 Miami Valley Fire/EMS Alliance (OH-TF1) Attn: Evan Schumann (eschumann@ohtfi.com) 444 W. Third Street, Suite 20-231 Dayton, OH 45402-1460 (937)608-7939 $1,132,154 $80,000 $0 $1,212,154 22 Philadelphia Fire Department (PA-TF1) Attn: Craig Murphy (craig,murphy@phila.gov) 1127 West Louden Street Philadelphia, PA 19141-2202 $1,132,154 $95,000 $0 $1,227,154 23 Division of Fire Services (TN-TF1) Attn: Kenneth Reeves (kenneth.reeves@memphistn.gov) 4341 O.K. Robertson Rd Memphis , TN 38127 (901)354-6752 $1 132 154 $80,500 $1,500 $1,214,154 24 Texas Engineering Extension Service (TX-TF1) Attn: Jeff Saunders(Jeff.Saunders@teexmaiitamu.edu) John B. Connally Bldg. 301 Tarrow College Station, TX 77840 (888)999-9775 $1 132 154 $16,000 $56,500 $1,204,854 25 Salt Lake Urban Search & Rescue (UT-TF1) Attn: Bill Brass {bbrass@ufa-slco.org} 6726 South Navigator Drive West Jordan, UT 84084 $1 132 154 $32,500 $0 $1,164,654 26 Fairfax County Fire and Rescue Dept. Attn: M. Chris Schaff/Matt Tamillow (Richard.Tamillow@fairfaxcounty.gov) 4600 West Ox Road Fairfax, VA 22030 $1,132,154 $127,500 $1,500 $1,261,154 27 Virginia Beach Fire Department (VA-TF2) Attn: William (Randy) Journigan (wjournig@vbgov.com) Special Operations,Municipal Center 2408 Courthouse Drive, Building #21 Virginia Beach, VA 23456-9065 (757)385-6681 $1,132,154 $28,000 $35,000 51,195,154 28 Pierce County Dept. of Emerg. Mgmt (WA-TF1) Attn: Mike McCaffree (mmccaff©co.pierce.wa.us) 2501 S 35th Street Tacoma, WA 98409 (253)798-6595 $1 132 154 $95,000 $1,500 $1,228,654 Totals: $31,700,312 $2,058,000 $254,000 $34,012,312 2 of 2 8/27/2013 8:21 AM