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The Department of Homeland Security (DHS)
Notice of Funding Opportunity (NOFO)
Fiscal Year 2021 National Urban Search and Rescue Response System
NOTE: If you are going to apply for this funding opportunity and have not obtained
an Employer Identification Number (EIN), a Data Universal Numbering System
(DUNS) number, are not currently registered in the System for Award Management
(SAM), or your SAM registration is not active, please take immediate action to
obtain an EIN and DUNS Number, if applicable, and then register immediately in
SAM or, if applicable, renew your SAM registration. It may take four weeks or
more after you submit your SAM registration before your registration is active in
SAM, then an additional 24 hours for Grants.gov to recognize your information.
Information on obtaining a DUNS number and registering in SAM is available from
Grants.gov at: http://www.grants.gov/web/grants/register.html. Detailed information
regarding DUNS, EIN, and SAM is also provided in Section D of this NOFO under the
subsection titled "How to Register to Apply." Detailed information regarding the time
required for each registration is also provided in Section D of this NOFO under the
subsection titled "Other Key Dates."
Table of Contents
A. Program Description 3
1. Issued By 3
2. Assistance Listings Number 3
3. Assistance Listings Title 3
4. Funding Opportunity Title 3
5. Funding Opportunity Number 3
6. Authorizing Authority for Program 3
7. Appropriation Authority for Program 3
8. Announcement Type 3
9. Program Category 3
10. Program Overview, Objectives, and Priorities 3
11. Performance Measures 4
B. Federal Award Information 4
1. Available Funding for the NOFO: $35,766,584.00 4
2. Projected Number of Awards: 28 4
3. Maximum Award Amount: 4
4. Period of Performance: 36 Months 4
5. Projected Period of Performance Start Date(s): 09/01/2021 5
6. Projected Period of Performance End Date(s): 08/31/2024 5
7. Funding Instrument Type: Cooperative Agreement 5
C. Eligibility Information 5
1. Eligible Applicants 5
2. Applicant Eligibility Criteria 5
3. Other Eligibility Criteria 5
4. Maintenance of Effort (MOE) 6
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5. Cost Share or Match 6
D. Application and Submission Information 6
1. Key Dates and Times 6
2. Agreeing to Terms and Conditions of the Award 7
3. Address to Request Application Package 7
4. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award
Management (SAM), and Submit an Application 7
5. Electronic Delivery 8
6. How to Register to Apply through Grants.govJ 9
7. How to Submit an Initial Application to FEMA via Grants.gov 12
8. Submitting the Final Application in ND Grants 13
9. Timely Receipt Requirements and Proof of Timely Submission 14
10. Content and Form of Application Submission 14
11. Other Submission Requirements 15
12. Intergovernmental Review 16
13. Funding Restrictions and Allowable Costs 16
E. Application Review Information 19
1. Application Evaluation Criteria 19
2. Review and Selection Process 20
F. Federal Award Administration Information 20
1. Notice of Award 20
2. Pass -Through Requirements 21
3. Administrative and National Policy Requirements 21
4. Reporting 23
5. Monitoring and Oversight 26
G. DHS Awarding Agency Contact Information 28
1. Contact and Resource Information 28
2. Systems Information 28
H. Additional Information 29
1. Termination Provisions 29
2. Period of Performance Extensions 30
3. Disability Integration 30
4. Conflicts of Interest in the Administration of Federal Awards or Subawards 31
5. Procurement Integrity 32
6. Record Retention 36
7. National Incident Management System (NINIS) Implementation 37
8. Actions to Address Noncompliance 38
9. Audits 39
10. Payment Information 40
11. Whole Community Preparedness 40
12. Appendices 41
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A. Program Description
1. Issued By
U.S. Depailinent of Homeland Security (DHS)/Federal Emergency Management Agency
(FEMA)/U.S. Department of Homeland Security (DHS)/Federal Emergency Management
Agency (FEMA)/ Office of Response and Recovery, Response Directorate, Operations
Division, Urban Search and Rescue (US&R) Branch
2. Assistance Listings Number
97.025
3. Assistance Listings Title
National Urban Search and Rescue Response System
4. Funding Opportunity Title
Fiscal Year 2021 National Urban Search and Rescue Response System Readiness
Cooperative Agreement
5. Funding Opportunity Number
DHS-21-DOD-025-00-01
6. Authorizing Authority for Program
The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Pub. L. No. 93-288,
as amended, 42 U.S.0 § 5165f
7. Appropriation Authority for Program
Department of Homeland Security Consolidated Appropriations Act, 2021 (Pub. L. No. 116-
260), Title III — Protection, Preparedness, Response, and Recovery, Federal Emergency
Management Agency, Operations and Support.
8. Announcement Type
Initial
9. Program Category
Response
10. Program Overview, Objectives, and Priorities
a. Overview
The National Urban Search and Rescue (US&R) Response System (the System) provides
funding for 28 national task forces staffed and equipped to assist State and local
governments conduct around -the -clock search -and -rescue operations following a
Presidentially declared major disaster or emergency under the Stafford Act (e.g.,
earthquakes, tornadoes, floods, hurricanes, aircraft accidents, hazardous materials spills and
catastrophic structure collapses). When deployed, these task forces support State and local
emergency responders' efforts to locate survivors and manage recovery operations. This
program supports DHS Mission 5, Goal 5.1: "Enhance National Readiness," as provided in
the DHS 2014 Quadrennial Homeland Security Review.
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b. Objectives
The objective of this Cooperative Agreement is to provide for the sustainment and
readiness of the System and local jurisdictions, through the funding of administration and
management, training, equipment, and storage and maintenance.
c. Priorities
Program Priorities are as follows:
1. Ensure that System Sponsoring Agency Administrative Organizations manage and
administer task force affairs and activities consistent with best practices; to include
making available training and exercises that enable task force personnel to safely
perform assigned duties in accordance with established FEMA and System standards
and guidance.
2. Ensure a state of readiness and enhance operational effectiveness by acquiring and
maintaining equipment and tools in accordance with the System's current approved
FEMA Equipment Cache List.
3. Provide leased space to meet the office, training site and storage requirements of the
System.
4. Optimize standby activities by making available resources to enable catastrophic
event planning, mobilization exercises and technical assistance.
5. Provide forums to enable FEMA and System Sponsoring Agency senior leadership
coordination and discussion on System strategic issues.
11. Performance Measures
A FEMA Urban Search & Rescue resource will arrive on scene within 16 hours of
notification for no -notice events within the Contiguous United States from the time a request
is received from the Authority Having Jurisdiction.
B. Federal Award Information (Estimate)
1. Available Funding for the NOFO: $35,766,584.00
Details of funding amounts can be found in the accompanying Appendices. Extensions to the
period of performance will not be permitted unless the recipient has a compelling
justification.
2. Projected Number of Awards: 28
3. Maximum Award Amount (Estimate): $1,441,378
4. Period of Performance: 36 Months
Extensions to the period of performance are allowed. For additional information on period of
performance extensions, please refer to Section H of this NOFO.
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FEMA awards only include one budget period, so it will be same as the period of
performance. See 2 C.F.R. § 200.1 for definitions of "budget period" and "period of
performance."
5. Projected Period of Performance Start Date(s): 09/01/2021
6. Projected Period of Performance End Date(s): 08/31/2024
7. Funding Instrument Type: Cooperative Agreement
C. Eligibility Information
1. Eligible Applicants
FEMA-designated Urban Search and Rescue Task Force Sponsoring Agencies (See
Appendices B - G)
2. Applicant Eligibility Criteria
FEMA-designated Urban Search and Rescue Task Force Sponsoring Agency.
3. Other Eligibility Criteria
a. National Incident Management System (NIMS) Implementation
Prior to allocation of any federal preparedness awards, recipients must ensure and maintain
adoption and implementation of NIMS. The list of objectives used for progress and
achievement reporting is on FEMA's website at https://www.fema.gov/emergency-
managers/nims/implementati on -training.
Emergency management and incident response activities require carefully managed resources
(personnel, teams, facilities, equipment, and/or supplies) to meet incident needs. Utilization
of the standardized resource management concepts such as typing, credentialing, and
inventorying, promote a strong national mutual aid capability needed to support delivery of
core capabilities. Additional information on resource management, NIMS resource typing
definitions, job titles, and position qualifications is on FEMA's website at
https://www.fema.gov/emergency-managers/nims/components.
FEMA developed the National Incident Management System Guideline for the National
Qualification System to describe national credentialing standards and to provide written
guidance regarding the use of those standards. This guideline describes credentialing and
typing processes and identifies tools that Federal Emergency Response Officials and
emergency managers at all levels of government may use both routinely and to facilitate
multijurisdictional coordinated responses.
Although state (including territorial), local, tribal, and private sector partners (including
nongovernmental organizations) are not required to credential their personnel in accordance
with these guidelines, FEMA strongly encourages them to do so to leverage the federal
investment in the Federal Information Processing Standards 201 infrastructure and to
facilitate interoperability for personnel deployed outside their home jurisdiction.
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Additional information about NIMS in general is available on FEMA's website at
https://www.fema.goviemergency-managers/nims.
4. Maintenance of Effort (MOE)
There is no MOE requirement under this program
5. Cost Share or Match
There is no Cost Share or Cost Match requirement under this program.
D. Application and Submission Information
1. Key Dates and Times
a. Application Start Date: 06/16/2021
b. Application Submission Deadline: 07/15/2021 at 05:00:00 PM ET
All applications must be received by the established deadline.
The Non -Disaster (ND) Grants System has a date stamp that indicates when an application is
submitted. Applicants will receive an electronic message confirming receipt of their
submission. For additional information on how an applicant will be notified of application
receipt, see the subsection titled "Timely Receipt Requirements and Proof of Timely
Submission" in Section D of this NOFO.
FEMA will not review applications that are received after the deadline or consider
these late applications for funding. FEMA may, however, extend the application deadline
on request for any applicant who can demonstrate that good cause exists to justify extending
the deadline. Good cause for an extension may include technical problems outside of the
applicant's control that prevent submission of the application by the deadline, other exigent
or emergency circumstances, or statutory requirements for FEMA to make an award.
Applicants experiencing technical problems outside of their control must notify FEMA
as soon as possible and before the application deadline Failure to timely notify FEMA of
the issue that prevented the timely filing of the application may preclude consideration of the
award. "Timely notification" of FEMA means: prior to the application deadline and within
48 hours after the applicant became aware of the issue.
A list of FEMA contacts can be found in Section G of this NOFO, "DHS Awarding Agency
Contact Information." For additional assistance using the ND Grants System, please contact
the ND Grants Service Desk at (800) 865-4076 or NDGrants@fema.dhs.gov. The ND Grants
Service Desk is available Monday through Friday, 9:00 AM — 6:00 PM Eastern Time (ET).
For programmatic or grants management questions, please contact your Program Analyst or
Grants Specialist. If applicants do not know who to contact or if there are programmatic
questions or concerns, please contact the Centralized Scheduling and Information Desk
(CSID) by phone at (800) 368-6498 or by e-mail at askcsid@fema.dhs.gov, Monday through
Friday, 9:00 AM — 5:00 PM ET.
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c. Anticipated Funding Selection Date: No later than 08/31/2021
d. Anticipated Award Date:
e. Other Key Dates
No later than 09/01/2021
Event
Suggested Deadline for Completion
Obtaining DUNS Number
Four weeks before actual submission deadline
Obtaining a valid EIN
Four weeks before actual submission deadline
Creating an account with login.gov
Four weeks before actual submission deadline
Registering in SAM or Updating
SAM registration
Four weeks before actual submission deadline
Registering in Grants.gov
Four weeks before actual submission deadline
Starting application in Grants.gov
One week before actual submission deadline
Submitting the final application in
NDGrants.
By the submission deadline
2. Agreeing to Terms and Conditions of the Award
By applying, applicants agree to comply with the requirements of this NOFO and the terms
and conditions of the award, should they receive an award.
3. Address to Request Application Package
Initial applications are processed through the Grants.gov portal. Final applications are
completed and submitted through FEMA's Non -Disaster Grants (ND Grants) System.
Application forms and instructions are available at Grants.gov. To access these materials, go
to http://www.grants.gov.
Hard copies of the NOFO can be downloaded at Grants.gov or obtained via email from the
Awarding Office points of contact listed in Section G of this NOFO, "DHS Awarding
Agency Contact Information" or by TTY (800) 462-7585.
4. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award
Management (SAM), and Submit an Application
Applying for an award under this program is a multi -step process and requires time to
complete. Applicants are encouraged to register early as the registration process can take four
weeks or more to complete. Therefore, registration should be done in sufficient time to
ensure it does not impact your ability to meet required submission deadlines.
Please review the table above for estimated deadlines to complete each of the steps listed.
Failure of an applicant to comply with any of the required steps before the deadline for
submitting an application may disqualify that application from funding.
To apply for an award under this program, all applicants must:
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a. Apply for, update, or verify their Data Universal Numbering System (DUNS) number
from Dun & Bradstreet and Employer Identification Number (EIN) from the Internal
Revenue Service;
b. In the application, provide a valid DUNS number, which is currently the unique entity
identifier;
c. Have an account with login.gov;
d. Register for, update, or verify their SAM account and ensure the account is active before
submitting the application.
e. Create a Grants.gov account.
f. Add a profile to a Grants.gov account.
g. Establish an Authorized Organizational Representative (AOR) in Grants.gov.
h. Register in ND Grants
i. Submit an initial application in Grants.gov.
j. Submit the final application in ND Grants, including electronically signing applicable
forms; and
k. Always continue to maintain an active SAM registration with current information during
which it has an active federal award or an application or plan under consideration by a
federal awarding agency. As part of this, applicants must also provide information on an
applicant's immediate and highest -level owner and subsidiaries, as well as on all
predecessors that have been awarded federal contracts or federal financial assistance
within the last three years, if applicable.
Specific instructions on how to apply for, update, or verify a DUNS number or SAM
registration or establish an AOR are included below in the steps for applying through
Grants.gov.
Applicants are advised that FEMA may not make a federal award until the applicant has
complied with all applicable DUNS and SAM requirements. Therefore, an applicant's SAM
registration must be active not only at the time of application, but also during the application
review period and when FEMA is ready to make a federal award. Further, as noted above, an
applicant's or recipient's SAM registration must remain active for the duration of an active
federal award. If an applicant's SAM registration is expired at the time of application, expires
during application review, or expires any other time before award, FEMA may determine
that the applicant is not qualified to receive a federal award and use that determination as a
basis for making a federal award to another applicant.
Per 2 C.F.R. § 25.110(c)(2)(iii), if an applicant is experiencing exigent circumstances that
prevents it from receiving a DUNS number and completing SAM registration prior to
receiving a federal award, the applicant must notify FEMA as soon as possible by contacting
askcsid@fema.dhs.gov and providing the details of the circumstances that prevent
completion of these requirements. If FEMA determines that there are exigent circumstances
and FEMA has decided to make an award, the applicant will be required to obtain a DUNS
number and complete SAM registration within 30 days of the federal award date.
5. Electronic Delivery
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DHS is participating in the Grants.gov initiative to provide the grant community with a single
site to find and apply for grant funding opportunities. DHS encourages or requires applicants
to submit their applications online through Grants.gov, depending on the funding
opportunity.
For this funding opportunity, FEMA requires applicants to submit initial applications through
Grants.gov and a final application through ND Grants.
6. How to Register to Apply through Grants.gov
a. General Instructions:
Registering and applying for an award under this program is a multi -step process and
requires time to complete. Read the instructions below about registering to apply for FEMA
funds. Applicants should read the registration instructions carefully and prepare the
information requested before beginning the registration process. Reviewing and assembling
the required information before beginning the registration process will alleviate last-minute
searches for required information.
The registration process can take up to four weeks to complete. To ensure an application
meets the deadline, applicants are advised to start the required steps well in advance of their
submission.
Organizations must have a Data Universal Numbering System (DUNS) Number, Employer
Identification Number (EIN), and an active System for Award Management (SAM)
registration.
Organizations must also have a Grants.gov account to apply for an award under this program.
Creating a Grants.gov account can be completed online in minutes, but DUNS and SAM
registrations may take several weeks. Therefore, an organization's registration should be done
in sufficient time to ensure it does not impact the entity's ability to meet required application
submission deadlines. Complete organization instructions can be found on Grants.gov here:
https://www.grants. gov/web/grants/applicants/organization-registration.html.
If individual applicants are eligible to apply for this grant funding opportunity, refer to:
https://www.grants.gov/web/grants/applicants/registration.html.
b. Obtain a DUNS Number:
All entities applying for funding, including renewal funding, must have a DUNS number
from Dun & Bradstreet (D&B). Applicants must enter the DUNS number in the data entry
field labeled "Organizational DUNS" on the SF-424 form.
For more detailed instructions for obtaining a DUNS number, refer to:
https://www.grants. gov/web/grants/applicants/organization-registration/step-l-obtain-duns-
number.html
Note: At some point, the DUNS Number will be replaced by a "new, non-proprietary
identifier" requested in, and assigned by, SAM.gov. This new identifier is being called the
Unique Entity Identifier (UEI), or the Entity ID. Grants.gov has begun preparing for this
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transition by educating users about the upcoming changes and updating field labels and
references to the DUNS Number (the current identifier) within the Grants.gov system. Users
should continue using the DUNS Number in UEI fields until further notice. To learn more
about SAM's rollout of the UEI, please visit https://gsa.gov/entityid.
c. Obtain Employer Identification Number
In addition to having a DUNS number, all entities applying for funding must provide an
Employer Identification Number (EIN). The EIN can be obtained from the IRS by visiting:
https ://www.irs. gov/businesses/small-businesses-self-employed/apply-for-an-employer-
identification-number-ein-online.
d. Create a login.gov account:
Applicants must have a login.gov account in order to register with SAM or update their SAM
registration. Applicants can create a login.gov account here:
https://secure.login.gov/sign up/enter email?request id=34f19fa8-14a2-438c-8323-
a62b99571fd3.
Applicants only have to create a login.gov account once. For applicants that are existing
SAM users, use the same email address for the login.gov account as with SAM.gov so that
the two accounts can be linked.
For more information on the login.gov requirements for SAM registration, refer to:
https://www.sam.gov/SAM/pages/public/loginFAQ.j sf.
e. Register with SAM:
In addition to having a DUNS number, all organizations applying online through Grants.gov
must register with SAM. Failure to register with SAM will prevent your organization from
applying through Grants.gov. SAM registration must be renewed annually.
For more detailed instructions for registering with SAM, refer to:
https://www.grants. gov/web/grants/applicants/organization-registration/step-2-register-with-
sam.html.
Note: As a new requirement per 2 C.F.R. § 25.200, applicants must also provide the
applicant's immediate and highest -level owner, subsidiaries, and predecessors that have been
awarded federal contracts or federal financial assistance within the last three years, if
applicable.
I. ADDITIONAL SAM REMINDERS
Existing SAM.gov account holders should check their account to make sure it is
"ACTIVE." SAM registration should be completed at the very beginning of the
application period and should be renewed annually to avoid being "INACTIVE." Please
allow plenty of time before the grant application submission deadline to obtain a
DUNS number and then to register in SAM. It may be four weeks or more after an
applicant submits the SAM registration before the registration is active in SAM,
and then it may be an additional 24 hours before FEMA's system recognizes the
information.
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It is imperative that the information applicants provide is correct and current. Please
ensure that your organization's name, address, DUNS number, and Employer
Identification Number, or EIN, are up to date in SAM and that the DUNS number used in
SAM is the same one used to apply for all other FEMA awards. Payment under any
FEMA award is contingent on the recipient's having a current SAM registration.
II. HELP WITH SAM
The SAM quick start guide for new recipient registration and SAM video tutorial for new
applicants are tools created by the General Services Administration (GSA) to assist those
registering with SAM. If applicants have questions or concerns about a SAM registration,
please contact the Federal Support Desk at https://www.fsd.gov/fsd-gov/home.do or call
toll free (866) 606-8220.
f. Create a Grants.gov Account:
The next step in the registration process is to create an account with Grants.gov. Applicants
must know their organization's DUNS number to complete this process.
g•
For more information, follow the on -screen instructions or refer to:
https://www.grants.gov/web/grants/applicants/registration.html.
See also Section D.8 in this NOFO, "Submitting the Final Application in ND Grants," for
instructions on how to register early in ND Grants.
Add a Profile to a Grants.gov Account:
A profile in Grants.gov corresponds to a single applicant organization the user represents
(i.e., an applicant) or an individual applicant. If you work for or consult with multiple
organizations and have a profile for each, you may log in to one Grants.gov account to access
all of your grant applications. To add an organizational profile to your Grants.gov account,
enter the DUNS Number for the organization in the DUNS field while adding a profile.
For more detailed instructions about creating a profile on Grants.gov, refer to:
https://www.grants. gov/web/grants/applicants/registration/add-profile.html.
h. EBiz POC Authorized Profile Roles:
After you register with Grants.gov and create an Organization Applicant Profile, the
organization applicant's request for Grants.gov roles and access is sent to the EBiz POC. The
EBiz POC will then log in to Grants.gov and authorize the appropriate roles, which may
include the Authorized Organization Representative (AOR) role, thereby giving you
permission to complete and submit applications on behalf of the organization. You will be
able to submit your application online any time after you have been assigned the AOR role.
For more detailed instructions about creating a profile on Grants.gov, refer to:
https://www.grants. gov/web/grants/applicants/registration/authorize-roles.html.
i. Track Role Status:
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1•
To track your role request, refer to:
https://www.grants. gov/web/grants/applicants/registration/track-role-status.html.
Electronic Signature:
When applications are submitted through Grants.gov, the name of the organization applicant
with the AOR role that submitted the application is inserted into the signature line of the
application, serving as the electronic signature. The EBiz POC must authorize individuals
who are able to make legally binding commitments on behalf of the organization as an AOR;
this step is often missed, and it is crucial for valid and timely submissions.
7. How to Submit an Initial Application to FEMA via Grants.gov
Standard Form 424 (SF-424) is the initial application for this NOFO.
Grants.gov applicants can apply online using a workspace. A workspace is a shared, online
environment where members of a grant team may simultaneously access and edit different
web forms within an application. For each Notice of Funding Opportunity, you can create
individual instances of a workspace. Applicants are encouraged to submit their initial
applications in Grants.gov at least seven days before the application deadline.
In Grants.gov, applicants need to submit the following forms:
• SF-424, Application for Federal Assistance
• Grants.gov Lobbying Form, Certification Regarding Lobbying
Below is an overview of applying on Grants.gov. For access to complete instructions on how
to apply for opportunities using Workspace, refer to:
https : //www. grants. gov/web/grants/applicants/workspace-overvi ew.html
a. Create a Workspace:
Creating a workspace allows you to complete it online and route it through your organization
for review before submitting.
b. Complete a Workspace:
Add participants to the workspace to work on the application together, complete all the
required forms online or by downloading PDF versions, and check for errors before
submission.
c. Adobe Reader:
If you decide not to apply by filling out webforms you can download individual PDF forms
in Workspace so that they will appear similar to other Standard or DHS forms. The
individual PDF forms can be downloaded and saved to your local device storage, network
drive(s), or external drives, then accessed through Adobe Reader.
NOTE: Visit the Adobe Software Compatibility page on Grants.gov to download the
appropriate version of the software at: https://www.grants.gov/web/grants/applicants/adobe-
software-compatibility.html
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d. Mandatory Fields in Forms:
In the forms, you will note fields marked with an asterisk and a different background color.
These fields are mandatory fields that must be completed to successfully submit your
application.
e. Complete SF-424 Fields First:
The forms are designed to fill in common required fields across other forms, such as the
applicant name, address, and DUNS number. To trigger this feature, an applicant must
complete the SF-424 information first. Once it is completed, the information will transfer to
the other forms.
f. Submit a Workspace:
An application may be submitted through workspace by clicking the "Sign and Submit"
button on the Manage Workspace page, under the Forms tab. Grants.gov recommends
submitting your application package at least 24-48 hours prior to the close date to provide
you with time to correct any potential technical issues that may disrupt the application
submission.
g•
Track a Workspace:
After successfully submitting a workspace package, a Grants.gov Tracking Number
(GRANTXXXXXXXX) is automatically assigned to the application. The number will be
listed on the confirmation page that is generated after submission. Using the tracking
number, access the Track My Application page under the Applicants tab or the Details tab in
the submitted workspace.
h. Additional Training and Applicant Support:
For additional training resources, including video tutorials, refer to:
https://www.grants. gov/web/grants/applicants/applicant-training.html
Grants.gov provides applicants 24/7 (except federal holidays) support via the toll -free
number (800) 518-4726, email at support@grants.gov and the website at
https://www.grants.gov/support.html. For questions related to the specific grant opportunity,
contact the number listed in the application package of the grant you are applying for.
If you are experiencing difficulties with your submission, it is best to call the Grants.gov
Support Center and get a ticket number. The Support Center ticket number will assist FEMA
with tracking your issue and understanding background information on the issue.
8. Submitting the Final Application in ND Grants
After submitting the initial application in Grants.gov, eligible applicants will be notified by
FEMA and asked to proceed with submitting their complete application package in ND
Grants. Applicants can register early with ND Grants and are encouraged to begin their ND
Grants registration at the time of this announcement or, at the latest, seven days before the
application deadline. Early registration will allow applicants to have adequate time to start
and complete their applications.
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Applicants needing assistance registering for the ND Grants system should contact
ndgrants@fema.dhs.gov or (800) 865-4076. For step-by-step directions on using the ND
Grants system and other guides, please see https://www.fema.gov/grants/guidance-tools/non-
di saster-grants -management-system .
In ND Grants, applicants will be prompted to submit the standard application information
and any program -specific information required as described in Section D.10 of this NOFO,
"Content and Form of Application Submission.". The Standard Forms (SF) are auto
generated in ND Grants, but applicants may access these forms in advance through the Forms
tab under the SF-424 family on Grants.gov. Applicants should review these forms before
applying to ensure they have all the information required.
For additional application submission requirements, including program -specific requirements,
please refer to the subsection titled "Content and Form of Application Submission" under
Section D of this NOFO, and Appendix A, and FEMA Form 089-0-10 (Available on
http://www. grants .gov)
9. Timely Receipt Requirements and Proof of Timely Submission
As application submission is a two-step process, the applicant with the AOR role who
submitted the application in Grants.gov will receive an acknowledgement of receipt and a
tracking number (GRANT XX) from Grants.gov with the successful transmission
of its initial application. This notification does not serve as proof of timely submission, as
the application is not complete until it is submitted in ND Grants. Applicants can also
view the ND Grants Agency Tracking Number by accessing the Details tab in the submitted
workspace section in Grants.gov, under the Agency Tracking Number column. Should the
Agency Tracking Number not appear, the application has not yet migrated from Grants.gov
into the ND Grants System. Please allow 24 hours for your ND Grants application tracking
number to migrate.
All applications must be received in ND Grants by 5:00 PM ET on the application deadline.
Proof of timely submission is automatically recorded by ND Grants. An electronic date/time
stamp is generated within the system when the application is successfully received by ND
Grants. Additionally, the applicant(s) listed as contacts on the application will receive a
system -generated email to confirm receipt.
Applicants who experience system -related issues will be addressed until 3:00 PM ET on
the date applications are due. No new system -related issues will be addressed after this
deadline. Applications not received by the application submission deadline will not be
accepted.
10. Content and Form of Application Submission
a. Standard Required Application Forms and Information
The following forms or information are required to be submitted in either Grants.gov or ND
Grants. The Standard Forms (SF) are submitted either through Grants.gov, through forms
generated in ND Grants, or as an attachment in ND Grants. Applicants may also access the
SFs at https://www.grants.gov/web/grants/forms/sf-424-family.html.
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I. GRANTS.GOV
• SF-424, Application for Federal Assistance, initial application submitted through
Grants.gov
• Grants.gov Lobbying Form, Certification Regarding Lobbying, submitted through
Grants.gov
II. ND GRANTS
• SF-424A, Budget Information (Non -Construction), submitted via the forms generated
by ND Grants
o for construction under an award, submit SF-424C, Budget Information
(Construction), submitted via the forms generated by ND Grants, in addition to
or instead of SF-424A
• SF-424B, Standard Assurances (Non -Construction), submitted via the forms generated
by ND Grants
o for construction under an award, submit SF-424D, Standard Assurances
(Construction), submitted via the forms generated by ND Grants, in addition to
or instead of SF-424B
• SF-LLL, Disclosure of Lobbying Activities, submitted via the forms generated by ND
Grants
• Indirect Cost Agreement or Proposal submitted as an attachment in ND Grants if the
budget includes indirect costs and the applicant is required to have an indirect cost rate
agreement or proposal. If the applicant does not have or is not required to have an
indirect cost rate agreement or proposal, please see Section D.13 of this NOFO, "Funding
Restrictions and Allowable Costs," for further information regarding allowability of
indirect costs and whether alternatives to an indirect cost rate agreement or proposal
might be available, or contact the relevant FEMA staff identified in Section G of this
NOFO, "DHS Awarding Agency Contact Information" for further instructions.
b. Program -Specific Required Forms and Information
The following program -specific forms or information are required to be submitted in
NDGrants:
• Completed US&R Budget Narrative Workbook, FEMA Form 089-0-10
• Any requests & approvals received for pre -award costs (if applicable)
• If one or more vehicle purchases is/are included in the budget narrative, include the
following:
o Vehicle (rolling or floating) specifications of the vehicle(s) the applicant
intends to purchase
A completed Vehicle Support Unit Purchase Replacement/Disposal Justification
Form, FEMA Form 089-0-26
11. Other Submission Requirements
Submitting Sponsoring Agency applicants must submit one complete application each,
including a budget plan that is in accordance with the items outlined in the US&R Task Force
FY 2021 Readiness Cooperative Agreement Statement of Work. (Appendix A)
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12. Intergovernmental Review
An intergovernmental review may be required. Applicants must contact their state's Single
Point of Contact (SPOC) to comply with the state's process under Executive Order 12372
(See https://www.archives.gov/federal-register/codification/executive-order/12372.html;
https://www.whitehouse.gov/wp-content/uploads/2020/01/spoc 1 16 2020.pdf).
13. Funding Restrictions and Allowable Costs
All costs charged to awards covered by this NOFO must comply with the Uniform
Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200,
unless otherwise indicated in the NOFO, or the terms and conditions of the award. This
includes, among other requirements, that costs must be incurred, and products and services
must be delivered, within the period of performance of the award. See 2 C.F.R. § 200.403(h)
(referring to budget periods, which for FEMA awards is the same as the period of
performance).
In general, the Cost Principles establish standards for the allowability of costs, provide
detailed guidance on the cost accounting treatment of costs as direct or administrative costs,
and set forth allowability principles for selected items of cost. More specifically, except as
otherwise stated in this NOFO, the terms and condition of an award, or other program
materials, costs charged to awards covered by this NOFO must be consistent with the Cost
Principles for Federal Awards located at 2 C.F.R. Part 200, Subpart E. To be allowable, all
costs charged to a FEMA award or applied to the cost share must be reasonable in nature and
amount and allocable to the particular FEMA award.
Additionally, all costs charged to awards must comply with the grant program's applicable
statutes, policies, requirements in this NOFO as well as with the terms and conditions of the
award. If FEMA staff identify costs that are inconsistent with any of these requirements,
these costs may be disallowed, and FEMA may recover funds as appropriate, consistent with
applicable laws, regulations, and policies.
As part of those requirements, grant recipients and subrecipients may only use federal funds
or funds applied to a cost share for the purposes set forth in this NOFO and the terms and
conditions of the award, and those costs 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.
a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications
Equipment or Services
Recipients and subrecipients of FEMA federal financial assistance are subject to the
prohibitions described in section 889 of the John S. McCain National Defense Authorization
Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018) and 2 C.F.R. §§
200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200. Beginning August 13,
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2020, the statute — as it applies to FEMA recipients, subrecipients, and their contractors and
subcontractors — prohibits obligating or expending federal award funds on certain
telecommunications and video surveillance products and contracting with certain entities for
national security reasons.
Additional guidance is available at Prohibitions on Expending FEMA Award Funds for
Covered Telecommunications Equipment or Services (Interim) FEMA Policy #405-143-1.
Effective August 13, 2020, FEMA recipients and subrecipients may not use any FEMA
funds under open or new awards to:
(1) Procure or obtain any equipment, system, or service that uses covered
telecommunications equipment or services as a substantial or essential component of
any system, or as critical technology of any system.
(2) Enter into, extend, or renew a contract to procure or obtain any equipment, system, or
service that uses covered telecommunications equipment or services as a substantial
or essential component of any system, or as critical technology of any system; or
(3) Enter into, extend, or renew contracts with entities that use covered
telecommunications equipment or services as a substantial or essential component of
any system, or as critical technology as part of any system.
L REPLACEMENT EQUIPMENT AND SERVICES
FEMA grant funding may be permitted to procure replacement equipment and services
impacted by this prohibition, provided the costs are otherwise consistent with the
requirements of the NOFO.
II. DEFINITIONS
Per section 889(f)(2)-(3) of the FY 2019 NDAA and 2 C.F.R. § 200.216, covered
telecommunications equipment or services means:
i. Telecommunications equipment produced by Huawei Technologies Company or
ZTE Corporation, (or any subsidiary or affiliate of such entities).
ii. For the purpose of public safety, security of Government facilities, physical
security surveillance of critical infrastructure, and other national security
purposes, video surveillance and telecommunications equipment produced by
Hytera Communications Corporation, Hangzhou Hikvision Digital Technology
Company, or Dahua Technology Company (or any subsidiary or affiliate of such
entities);
iii. Telecommunications or video surveillance services provided by such entities or
using such equipment; or
iv. Telecommunications or video surveillance equipment or services produced or
provided by an entity that the Secretary of Defense, in consultation with the
Director of National Intelligence or the Director of the Federal Bureau of
Investigation, reasonably believes to be an entity owned or controlled by, or
otherwise connected to, the People's Republic of China.
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Examples of the types of products covered by this prohibition include phones, internet, video
surveillance, and cloud servers when produced, provided, or used by the entities listed in the
definition of "covered telecommunications equipment or services." See 2 C.F.R. § 200.471.
b. Pre Award Costs
Per 2 C.F.R. § 200.458, pre -award costs are those incurred prior to the effective date of the
Federal award directly pursuant to the negotiation and in anticipation of the Federal award
where such costs are necessary for efficient and timely performance of the scope of work.
Such costs are allowable only to the extent that they would have been allowable if incurred
after the date of the Federal award and only with the written approval from FEMA.
To apply for the approval to of pre -award costs (i.e., costs incurred prior to the beginning of
the Period of Performance for this Cooperative Agreement) the recipient shall submit a
justification as to why the pre -award cost approval is necessary, along with a detailed
estimate of costs, in the application. The US&R Branch will review and forward the
application to the Grant Programs Directorate for approval. The recipient will then be
instructed to include their request and the approval with their application package
submission.
Once the cooperative agreement is awarded, the recipient may then draw down this funding
to cover the pre -award expenses at that time.
c. Management and Administration (M&A) Costs
Management and Administration costs are allowed under this program, as outlined in 44
C.F.R. § 208.23. Management and Administration costs are activities directly related to
implementing the award. M&A costs are not operational costs. They are the necessary costs
incurred in direct support of the grant or because of the grant and should be allocated across
the entire lifecycle of the grant. Funding levels for M&A costs, if proposed, will be
negotiated on a per applicant basis
d. Indirect Facilities & Administrative (F&A) Costs
Indirect costs are allowable under this program as described in 2 C.F.R. Part 200, including 2
C.F.R. § 200.414. Applicants with a current negotiated indirect cost rate agreement that
desire to charge indirect costs to an award must provide a copy of their negotiated indirect
cost rate agreement at the time of application. Not all applicants are required to have a
current negotiated indirect cost rate agreement. Applicants that are not required by 2 C.F.R.
Part 200 to have a negotiated indirect cost rate agreement but are required by 2 C.F.R. Part
200 to develop an indirect cost rate proposal must provide a copy of their proposal at the time
of application. Applicants who do not have a current negotiated indirect cost rate agreement
(including a provisional rate) and wish to charge the de minimis rate must reach out to the
Grants Management Specialist or other relevant FEMA position for further instructions.
Applicants who wish to use a cost allocation plan in lieu of an indirect cost rate must also
reach out to the Grants Management Specialist or other relevant FEMA position for further
instructions. Post -award requests to charge indirect costs will be considered on a case-by-
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case basis and based upon the submission of an agreement or proposal as discussed above or
based upon on the de minimis rate or cost allocation plan, as applicable.
e. Other Direct Costs
• Planning: Planning costs related to training or exercises are allowed under this
program.
• Training: Training related costs are allowed under this program.
• Exercises: Exercise related costs are allowed under this program.
• Equipment: Equipment costs are allowed under this program.
• Medical Monitoring: Medical Monitoring costs are allowed under this program
• Domestic: Domestic travel costs are allowed under this program.
• International: International travel is not an allowable cost under this program unless
approved in advance by FEMA.
• Except for minor renovations and modifications of existing warehouse facilities that
do not change the footprint of the structure, construction and renovation costs are
not allowed. Examples of permissible minor renovation and modification costs include
but are not limited to office/storage space build-out/reconfiguration, ceilings, loading
docks/doors, lighting, HVAC, and security fencing. US&R Branch approval is required
for reimbursement of renovation and modification costs. The purpose of allowing minor
renovation and modification costs is to ensure the equipment cache is maintained as
required under the National Urban Search and Rescue Response program. See 42 U.S.C.
§ 5165f(1)(2); 44 C.F.R. § 208.23(c)(4).
• You may only use cooperative agreement funds to pay for warehouse leases for a twelve-
month consecutive period within the overall period of performance and there is no
guarantee of cooperative agreement funding in future years. Task forces may write
contracts with an available fund's clause or option years for protection.
E. Application Review Information
1. Application Evaluation Criteria
a. Programmatic Criteria
Only FEMA-designated Urban Search and Rescue Task Force Sponsoring Agencies (28
total, see Appendix B) are eligible to apply for this NOFO.
Applicants must be a FEMA-designated Urban Search and Rescue Task Force Sponsoring
Agency. Submitting Sponsoring Agency applicants must submit one complete application
each, including a budget plan that is in accordance with the items outlined in the US&R Task
Force FY 2021 Readiness Cooperative Agreement Statement of Work. (Appendix A).
b. Financial Integrity Criteria
Prior to making a federal award, FEMA is required by 31 U.S.C. § 3354, as amended by the
Payment Integrity Information Act of 2019, Pub. L. No. 116-117 (2020); 41 U.S.C. § 2313;
and 2 C.F.R. § 200.206 to review information available through any Office of Management
and Budget (OMB) -designated repositories of governmentwide eligibility qualification or
financial integrity information, including whether the applicant is suspended or debarred.
FEMA may also pose additional questions to the applicant to aid in conducting the pre -award
risk review. Therefore, application evaluation criteria may include the following risk -based
considerations of the applicant:
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i. Financial stability.
ii. Quality of management systems and ability to meet management standards.
iii. History of performance in managing federal award.
iv. Reports and findings from audits.
v. Ability to effectively implement statutory, regulatory, or other requirements.
c. Supplemental Financial Integrity Criteria and Review
Prior to making a federal award where the anticipated total federal share will be greater than
the simplified acquisition threshold, currently $250,000:
i. FEMA is required to review and consider any information about the applicant,
including information on the applicant's immediate and highest -level owner,
subsidiaries, and predecessors, if applicable, that is in the designated integrity
and performance system accessible through the System for Award
Management (SAM), which is currently the Federal Awardee Performance
and Integrity Information System (FAPIIS).
ii. An applicant, at its option, may review information in FAPIIS and comment
on any information about itself that a federal awarding agency previously
entered.
iii. FEMA will consider any comments by the applicant, in addition to the other
information in FAPIIS, in making a judgment about the applicant's integrity,
business ethics, and record of performance under federal awards when
completing the review of risk posed by applicants as described in 2 C.F.R. §
200.206.
2. Review and Selection Process
FEMA staff, professionally and technically qualified in the System, will evaluate
applications and select applicants for funding. Applicants will be evaluated and selected for
funding based on the following:
a. The applicant demonstrates expertise and qualifications necessary to support
Emergency Support Function #9 (ESF #9) activities under the National
Incident Management System and the National Response Framework.
b. The applicant's proposed work plan is consistent with the US&R Task Force FY
2021 Readiness Cooperative Agreement Statement of Work. (Appendix A)
c. The applicant proposes costs that are allowable, reasonable and allocable in
relation to proposed projects and tasks.
F. Federal Award Administration Information
1. Notice of Award
Before accepting the award, the AOR and recipient should carefully read the award package.
The award package includes instructions on administering the grant award and the terms and
conditions associated with responsibilities under federal awards. Recipients must accept all
conditions in this NOFO as well as any specific terms and conditions in the Notice of
Award to receive an award under this program.
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Notification of award approval is made through the ND Grants system through an automatic
electronic mail to the recipient's authorized official listed in the initial application. The
recipient should follow the directions in the notification to confirm acceptance of the award.
Recipients must accept their awards no later than 90 days from the award date. The recipient
shall notify FEMA of its intent to accept and proceed with work under the award or provide a
notice of intent to decline through the ND Grants system. For instructions on how to accept
or decline an award in the ND Grants system, please see the ND Grants Grant Recipient User
Guide, which is available at https://www.fema.gov/grants/guidance-tools/non-disaster-grants-
management-system along with other ND Grants materials.
Funds will remain on hold until the recipient accepts the award through the ND Grants
system and all other conditions of the award have been satisfied or until the award is
otherwise rescinded. Failure to accept a grant award within the 90-day timeframe may result
in a loss of funds.
2. Pass -Through Requirements
There are no pass -through entities under this program.
3. Administrative and National Policy Requirements
In addition to the requirements of in this section and in this NOFO, FEMA may place
specific terms and conditions on individual awards in accordance with 2 C.F.R. Part 200.
a. DHS Standard Terms and Conditions
All successful applicants for DHS grant and cooperative agreements are required to comply
with DHS Standard Terms and Conditions, which are available online at: DHS Standard
Terms and Conditions.
The applicable DHS Standard Terms and Conditions will be those in effect at the time the
award was made. What terms and conditions will apply for the award will be clearly stated in
the award package at the time of award.
b. Ensuring the Protection of Civil Rights
As the Nation works towards achieving the National Preparedness Goal, it is important to
continue to protect the civil rights of individuals. Recipients and subrecipients must carry out
their programs and activities, including those related to the building, sustainment, and
delivery of core capabilities, in a manner that respects and ensures the protection of civil
rights for protected populations.
Federal civil rights statutes, such as Section 504 of the Rehabilitation Act of 1973 and Title
VI of the Civil Rights Act of 1964, along with DHS and FEMA regulations, prohibit
discrimination on the basis of race, color, national origin, sex, religion, age, disability,
limited English proficiency, or economic status in connection with programs and activities
receiving federal financial assistance from FEMA.
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The DHS Standard Terms and Conditions include a fuller list of the civil rights provisions
that apply to recipients. These terms and conditions can be found in the DHS Standard Terms
and Conditions. Additional information on civil rights provisions is available at
https://www.fema.gov/office-equal-rights.
Monitoring and oversight requirements in connection with recipient compliance with federal
civil rights laws are also authorized pursuant to 44 C.F.R. Part 7.
c. Environmental Planning and Historic Preservation (EHP) Compliance
As a federal agency, FEMA is required to consider the effects of its actions on the
environment and historic properties to ensure that all activities and programs funded by
FEMA, including grant -funded projects, comply with federal EHP laws, Executive Orders,
regulations, and policies, as applicable.
Recipients and subrecipients proposing projects that have the potential to impact the
environment, including, but not limited to, the construction of communication towers,
modification or renovation of existing buildings, structures, and facilities, or new
construction including replacement of facilities, must participate in the FEMA EHP
review process. The EHP review process involves the submission of a detailed project
description along with any supporting documentation requested by FEMA to determine
whether the proposed project has the potential to impact environmental resources or historic
properties.
In some cases, FEMA is also required to consult with other regulatory agencies and the
public to complete the review process. Federal law requires EHP review to be completed
before federal funds are released to carry out proposed projects. FEMA may not be able to
fund projects that are not incompliance with applicable EHP laws, Executive Orders,
regulations, and policies.
DHS and FEMA EHP policy is found in directives and instructions available on the
FEMA.gov EHP page, the FEMA website page that includes documents regarding EHP
responsibilities and program requirements, including implementation of the National
Environmental Policy Act and other EHP regulations and Executive Orders. Individual
FEMA programs have separate procedures to conduct and document EHP review. Guidance
for individual grant programs are available from applicable program offices.
d. National Incident Management System (NIMS) Implementation
In expending funds under this program, recipients that are state, local, tribal, or territorial
governments must ensure and maintain adoption and implementation of NIMS. The state,
local, tribal, or territorial government must show adoption of NIMS during any point of the
period of performance. The list of objectives used for progress and achievement reporting is
at https://www.fema.gov/emergency-managers/nims/implementation-training.
Emergency management and incident response activities require carefully managed resources
(personnel, teams, facilities, equipment, and/or supplies) to meet incident needs. Using
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standardized resource management concepts such as typing, credentialing, and inventorying,
promote a strong national mutual aid capability needed to support delivery of core
capabilities. Additional information on resource management, NIMS resource typing
definitions, job titles, and position qualifications is on FEMA's website at
https://www.fema.gov/emergency-managers/nims/components.
FEMA developed the National Incident Management System Guideline for the National
Qualification System to describe national credentialing standards and to provide written
guidance regarding the use of those standards. This guideline describes credentialing and
typing processes and identifies tools which Federal Emergency Response Officials and
emergency managers at all levels of government may use both routinely and to facilitate
multijurisdictional coordinated responses.
Although state, local, tribal, and private sector partners (including nongovernmental
organizations) are not required to credential their personnel in accordance with these
guidelines, FEMA strongly encourages them to do so to leverage the federal investment in
the Federal Information Processing Standards 201 infrastructure and to facilitate
interoperability for personnel deployed outside their home jurisdiction.
Additional information about NIMS in general is available at
https://www.fema.gov/emergency-managers/nims.
4. Reporting
Recipients are required to submit various financial and programmatic reports as a condition
of award acceptance. Future awards and funds drawdown may be withheld if these reports
are delinquent.
a. Financial Reporting Requirements
I. FEDERAL FINANCIAL REPORT (FFR)
Recipients must report obligations and expenditures through the FFR form (SF-425) to
FEMA.
Recipients may review the Federal Financial Reporting Form (FFR) (SF-425) at
https ://www. grants. gov/web/grants/forms/post-award-reporting-forms.html#sortby=1
Recipients must file the FFR electronically using the Payment and Reporting Systems
(PARS).
IL FFR REPORTING PERIODS AND DUE DATES
An FFR must be submitted quarterly throughout the POP, including partial calendar quarters,
as well as in periods where no grant award activity occurs. The final FFR is due within 120
days after the end of the POP. Future awards and fund drawdowns may be withheld if these
reports are delinquent, demonstrate lack of progress, or are insufficient in detail.
Except for the final FFR due at 120 days after the end of the POP for purposes of closeout,
the following reporting periods and due dates apply for the FFR:
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Reporting Period Report Due Date
October 1 — December 31 January 30
January 1—March 31
April 30
April 1 —June 30
July 30
July 1 — September 30
October 30
Future awards and fund drawdowns may be withheld if these reports are delinquent,
demonstrate lack of progress, or are insufficient in detail.
b. Programmatic Performance Reporting Requirements
I. PERFORMANCE PROGRESS REPORT (PPR)
Awardees are responsible for providing updated performance reports using FEMA Form
089-0-11 (Available on http://www.grants.gov or https://www.fema.gov/grant-forms) on a
Semi -Annual basis through ND Grants. FEMA Form 089-0-11 is due within 30 after the end
of the reporting period; recipients must complete FEMA Form 089-0-11 and submit it as an
attachment to the ND Grants system.
II. ADDITIONAL PROGRAMMATIC REPORTING REQUIREMENTS
Awardees are responsible for providing an Annual Self -Evaluation. The submission form and
deadline are announced and distributed through a US&R Program Directive. The completed
package is due 45 days after announcement, usually in January or February.
c. Closeout Reporting Requirements
I. CLOSEOUT REPORTING
Within 120 days after the end of the period of performance for the prime award or after an
amendment has been issued to close out an award before the original POP ends, recipients
must liquidate all financial obligations and must submit the following:
i. The final request for payment, if applicable.
ii. The final FFR (SF-425).
iii The final progress report detailing all accomplishments, including a narrative
summary of the impact of those accomplishments throughout the period of
performance.
iv. Other documents required by this NOFO, terms and conditions of the award, or other
FEMA guidance.
In addition, pass -through entities are responsible for closing out their subawards as described
in 2 C.F.R. § 200.344; subrecipients are still required to submit closeout materials within 90
days of the period of performance end date. When a subrecipient completes all closeout
requirements, pass -through entities must promptly complete all closeout actions for
subawards in time for the recipient to submit all necessary documentation and information to
FEMA during the closeout of the prime award.
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After the prime award closeout reports have been reviewed and approved by FEMA, a
closeout 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 de -obligated, and address the
requirement of maintaining the grant records for at least three years from the date of the final
FFR. The record retention period may be longer, such as due to an audit or litigation, for
equipment or real property used beyond the period of performance, or due to other
circumstances outlined in 2 C.F.R. § 200.334.
The recipient is responsible for refunding to FEMA any balances of unobligated cash that
FEMA paid that are not authorized to be retained per 2 C.F.R. § 200.344(d).
II. ADMINISTRATIVE CLOSEOUT
Administrative closeout is a mechanism for FEMA to unilaterally move forward with
closeout of an award using available award information in lieu of final reports from the
recipient per 2 C.F.R. § 200.344(h)-(i). It is a last resort available to FEMA, and if FEMA
needs to administratively close an award, this may negatively impact a recipient's ability to
obtain future funding. This mechanism can also require FEMA to make cash or cost
adjustments and ineligible cost determinations based on the information it has, which may
result in identifying a debt owed to FEMA by the recipient.
When a recipient is not responsive to FEMA's reasonable efforts to collect required reports
needed to complete the standard closeout process, FEMA is required under 2 C.F.R. §
200.344(h) to start the administrative closeout process within the regulatory timeframe.
FEMA will make at least three written attempts to collect required reports before initiating
administrative closeout. If the recipient does not submit all required reports in accordance
with 2 C.F.R. § 200.344, this NOFO, and the terms and conditions of the award, FEMA must
proceed to administratively close the award with the information available within one year of
the period of performance end date. Additionally, if the recipient does not submit all required
reports within one year of the period of performance end date, per 2 C.F.R. § 200.344(i),
FEMA must report in FAPIIS the recipient's material failure to comply with the terms and
conditions of the award.
If FEMA administratively closes an award where no final FFR has been submitted, FEMA
uses that administrative closeout date in lieu of the final FFR submission date as the start of
the record retention period under 2 C.F.R. § 200.334.
In addition, if an award is administratively closed, FEMA may decide to impose remedies for
noncompliance per 2 C.F.R. § 200.339, consider this information in reviewing future award
applications, or apply special conditions to existing or future awards.
d. Additional Reporting Requirements
I. DISCLOSING INFORMATION PER 2 C.F.R. § 180.335
This reporting requirement pertains to disclosing information related to government -wide
suspension and debarment requirements. Before a recipient enters into a grant award with
FEMA, the recipient must notify FEMA if it knows if it or any of the recipient's principals
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under the award fall under one or more of the four criteria listed at 2 C.F.R. § 180.335:
i. Are presently excluded or disqualified.
ii. Have been convicted within the preceding three years of any of the offenses listed in
2 C.F.R. § 180.800(a) or had a civil judgment rendered against it or any of the
recipient's principals for one of those offenses within that time period.
iii. Are presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the offenses
listed in 2 C.F.R. § 180.800(a); or
iv. Have had one or more public transactions (federal, state, or local) terminated within
the preceding three years for cause or default.
At any time after accepting the award, if the recipient learns that it or any of its principals
falls under one or more of the criteria listed at 2 C.F.R. § 180.335, the recipient must
provide immediate written notice to FEMA in accordance with 2 C.F.R. § 180.350.
II. REPORTING OF MATTERS RELATED TO RECIPIENT INTEGRITY AND PERFORMANCE
Per 2 C.F.R. Part 200, Appendix I § F.3, the additional post -award reporting requirements in
2 C.F.R. Part 200, Appendix XII may apply to applicants who, if upon becoming recipients,
have a total value of currently active grants, cooperative agreements, and procurement
contracts from all federal awarding agencies that exceeds $10,000,000 for any period of time
during the period of performance of an award under this funding opportunity.
Recipients that meet these criteria must maintain current information reported in FAPIIS
about civil, criminal, or administrative proceedings described in paragraph 2 of Appendix XII
at the reporting frequency described in paragraph 4 of Appendix XII.
III. SINGLE AUDIT REPORT
For audits of fiscal years beginning on or after December 26, 2014, recipients that expend
$750,000 or more from all federal funding sources during their fiscal year are required to
submit an organization -wide financial and compliance audit report, also known as the single
audit report.
The audit must be performed in accordance with the requirements of U.S. Government
Accountability Office's (GAO) Government Auditing Standards, located at
https://www.gao.gov/yellowbook/overview, and the requirements of Subpart F of 2 C.F.R.
Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?node=sp2.1.200.f.
5. Monitoring and Oversight
Per 2 C.F.R. § 200.337, FEMA, through its authorized representatives, has the right, at all
reasonable times, to make site visits or conduct desk reviews to review project
accomplishments and management control systems to review award progress and to provide
any required technical assistance. During site visits or desk reviews, FEMA will review
recipients' files related to the award. As part of any monitoring and program evaluation
activities, recipients must permit FEMA, upon reasonable notice, to review grant -related
records and to interview the organization's staff and contractors regarding the program.
Recipients must respond in a timely and accurate manner to FEMA requests for information
relating to the award.
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Effective monitoring and oversight help FEMA ensure that recipients use grant funds for
their intended purpose(s); verify that projects undertaken are consistent with approved plans;
and ensure that recipients make adequate progress toward stated goals and objectives.
Additionally, monitoring serves as the primary mechanism to ensure that recipients comply
with applicable laws, rules, regulations, program guidance, and requirements. FEMA
regularly monitors all grant programs both financially and programmatically in accordance
with federal laws, regulations (including 2 C.F.R. Part 200), program guidance, and the terms
and conditions of the award. All monitoring efforts ultimately serve to evaluate progress
towards grant goals and proactively target and address issues that may threaten grant success
during the period of performance.
FEMA staff will periodically monitor recipients to ensure that administrative processes,
policies and procedures, budgets, and other related award criteria are meeting Federal
Government -wide and FEMA regulations. Aside from reviewing quarterly financial and
programmatic reports, FEMA may also conduct enhanced monitoring through either desk -
based reviews, onsite monitoring visits, or both. Enhanced monitoring will involve the
review and analysis of the financial compliance and administrative processes, policies,
activities, and other attributes of each federal assistance award, and it will identify areas
where the recipient may need technical assistance, corrective actions, or other support.
Financial and programmatic monitoring are complementary processes within FEMA's
overarching monitoring strategy that function together to ensure effective grants
management, accountability, and transparency; validate progress against grant and program
goals; and safeguard federal funds against fraud, waste, and abuse. Financial monitoring
primarily focuses on statutory and regulatory compliance with administrative grant
requirements, while programmatic monitoring seeks to validate and assist in grant progress,
targeting issues that may be hindering achievement of project goals and ensuring compliance
with the purpose of the grant and grant program. Both monitoring processes are similar in
that they feature initial reviews of all open awards, and additional, in-depth monitoring of
grants requiring additional attention.
Recipients and subrecipients who are pass -through entities are responsible for monitoring
their subrecipients in a manner consistent with the terms of the federal award at 2 C.F.R. Part
200, including 2 C.F.R. § 200.332. This includes the pass -through entity's responsibility to
monitor the activities of the subrecipient as necessary to ensure that the subaward is used for
authorized purposes, in compliance with federal statutes, regulations, and the terms and
conditions of the subaward; and that subaward performance goals are achieved.
In terms of overall award management, recipient and subrecipient responsibilities include,
but are not limited to: accounting of receipts and expenditures, cash management,
maintaining adequate financial records, reporting and refunding expenditures disallowed by
audits, monitoring if acting as a pass -through entity, or other assessments and reviews, and
ensuring overall compliance with the terms and conditions of the award or subaward, as
applicable, including the terms of 2 C.F.R. Part 200.
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G. DHS Awarding Agency Contact Information
1. Contact and Resource Information
a. Program Office Contact
For specific programmatic questions relating to this NOFO, contact the US&R Admin /
Finance Section Chief at 202-212-3799
b. Centralized Scheduling and Information Desk (CSID)
CSID is a non -emergency comprehensive management and information resource developed
by FEMA for grants 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. When necessary, recipients will be directed
to a federal point of contact who can answer specific programmatic questions or concerns.
CSID can be reached by phone at (800) 368-6498 or by e-mail at askcsid@fema.dhs.gov,
Monday through Friday, 9:00 AM — 5:00 PM ET.
c. Grant Programs Directorate (GPD) Award Administration Division
GPD's Award Administration Division (AAD) provides support regarding financial matters
and budgetary technical assistance. Additional guidance and information can be obtained by
contacting the AAD's Help Desk via e-mail at ASK-GMD@fema.dhs.gov.
d. FEMA Regional Offices
Not applicable
e. Equal Rights
The FEMA Office of Equal Rights (OER) is responsible for compliance with and
enforcement of federal civil rights obligations in connection with programs and services
conducted by FEMA and recipients of FEMA financial assistance. All inquiries and
communications about federal civil rights compliance for FEMA grants under this NOFO
should be sent to FEMA-CivilRightsOffice@fema.dhs.gov.
f. Environmental Planning and Historic Preservation
The FEMA Office of Environmental Planning and Historic Preservation (OEHP) provides
guidance and information about the EHP review process to FEMA programs and FEMA's
recipients and subrecipients. All inquiries and communications about EHP compliance for
FEMA grant projects under this NOFO or the EHP review process should be sent to FEMA-
OEHP-NOFOQuestions@fema.dhs.gov
g•
Other Contact Information
Not applicable
2. Systems Information
a. Grants.gov
For technical assistance with Grants.gov, call the customer support hotline 24 hours per day,
7 days per week (except federal holidays) at (800) 518-4726 or e-mail at
support@grants.gov.
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b. Non Disaster (ND) Grants
For technical assistance with the ND Grants system, please contact the ND Grants Helpdesk
at ndgrants@fema.dhsgov or (800) 865-4076, Monday through Friday, 9:00 AM — 6:00 PM
ET. User resources are available at https://www.fema.gov/grants/guidance-tools/non-
di s aster-grants-m anagem ent-sy stem
c. Payment and Reporting System (PARS)
FEMA uses the Payment and Reporting System (PARS) for financial reporting, invoicing,
and tracking payments. FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT)
method of payment to recipients. To enroll in the DD/EFT, recipients must complete a
Standard Form 1199A, Direct Deposit Form. If you have questions about the online system,
please call the Customer Service Center at (866) 927-5646 or email ask-
GMD@fema.dhs.gov.
H. Additional Information
1. Termination Provisions
FEMA may terminate a federal award in whole or in part for one of the following reasons.
FEMA and the recipient must still comply with closeout requirements at 2 C.F.R. §§
200.344-200.345 even if an award is terminated in whole or in part. To the extent that
subawards are permitted under this NOFO, pass -through entities should refer to 2 C.F.R. §
200.340 for additional information on termination regarding subawards.
a. Noncompliance
If a recipient fails to comply with the terms and conditions of a federal award, FEMA may
terminate the award in whole or in part. If the noncompliance can be corrected, FEMA may
First attempt to direct the recipient to correct the noncompliance. This may take the form of a
Compliance Notification. If the noncompliance cannot be corrected or the recipient is non-
responsive, FEMA may proceed with a Remedy Notification, which could impose a remedy
for noncompliance per 2 C.F.R. § 200.339, including termination. Any action to terminate
based on noncompliance will follow the requirements of 2 C.F.R. §§ 200.341-200.342 as
well as the requirement of 2 C.F.R. § 200.340(c) to report in FAPIIS the recipient's material
failure to comply with the award terms and conditions. See also the section on Actions to
Address Noncompliance in this NOFO.
b. With the Consent of the Recipient
FEMA may also terminate an award in whole or in part with the consent of the recipient, in
which case the parties must agree upon the termination conditions, including the effective
date, and in the case of partial termination, the portion to be terminated.
c. Notification by the Recipient
The recipient may terminate the award, in whole or in part, by sending written notification to
FEMA setting forth the reasons for such termination, the effective date, and in the case of
partial termination, the portion to be terminated. In the case of partial termination, FEMA
may determine that a partially terminated award will not accomplish the purpose of the
federal award, so FEMA may terminate the award in its entirety. If that occurs, FEMA will
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follow the requirements of 2 C.F.R. §§ 200.341-200.342 in deciding to fully terminate the
award.
2. Period of Performance Extensions
Extensions to the period of performance (POP) for this program are allowed. Extensions to
the POP identified in the award will only be considered through formal, written requests to
the FEMA US&R Branch and the FEMA Grants Assistance Officer and must contain
specific and compelling justifications as to why an extension is required. Recipients are
advised to coordinate with the FEMA US&R Branch and the FEMA Grants Assistance
Officer as needed when preparing an extension request.
All extension requests must address the following:
a. The grant program, fiscal year, and award number.
b. Reason for the delay —including details of the legal, policy, or operational challenges
that prevent the final outlay of awarded funds by the deadline.
c. Current status of the activity(ies).
d. Approved POP termination date and new project completion date.
f. Remaining available funds, both federal and, if applicable, non-federal.
g. Budget outlining how remaining federal and, if applicable, non-federal funds will be
expended.
h. Plan for completion, including milestones and timeframes for achieving each
milestone and the position or person responsible for implementing the plan for
completion; and
i. Certification that the activity(ies) will be completed within the extended POP without
any modification to the original statement of work, as described in the submitted
budget narrative, amendments (if applicable) and as approved by FEMA.
Extension requests will be granted only due to compelling legal, policy, or operational
challenges. Extension requests will only be considered for the following reasons:
• Contractual commitments by the recipient or subrecipient with vendors prevent
completion of the project, including delivery of equipment or services, within the
existing POP.
• The project must undergo a complex environmental review that cannot be completed
within the existing POP.
• Projects are long-term by design, and therefore acceleration would compromise core
programmatic goals; or
• Where other special or extenuating circumstances exist.
Recipients should submit all proposed extension requests to FEMA for review and approval
at least 10 days prior to the end of the POP to allow sufficient processing time.
3. Disability Integration
Pursuant to Section 504 of the Rehabilitation Act of 1973, recipients of FEMA financial
assistance must ensure that their programs and activities do not discriminate against other
qualified individuals with disabilities.
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Grant recipients should engage with the whole community to advance individual and
community preparedness and to work as a nation to build and sustain resilience. In doing so,
recipients are encouraged to consider the needs of individuals with disabilities into the
activities and projects funded by the grant.
FEMA expects that the integration of the needs of people with disabilities will occur at all
levels, including planning; alerting, notification, and public outreach; training; purchasing of
equipment and supplies; protective action implementation; and exercises/drills.
The following are examples that demonstrate the integration of the needs of people with
disabilities in carrying out FEMA awards:
• Include representatives of organizations that work with/for people with disabilities on
planning committees, work groups and other bodies engaged in development and
implementation of the grant programs and activities.
• Hold all activities related to the grant in locations that are accessible to persons with
physical disabilities to the extent practicable.
• Acquire language translation services, including American Sign Language, that
provide public information across the community and in shelters.
• Ensure shelter -specific grant funds are in alignment with FEMA's Guidance on
Planning for Integration of Functional Needs Support Services in General Population
Shelters.
• If making alterations to an existing building to a primary function area utilizing
federal funds, complying with the most recent codes and standards and making path
of travel to the primary function area accessible to the greatest extent possible.
• Implement specific procedures used by public transportation agencies that include
evacuation and passenger communication plans and measures for individuals with
disabilities.
• Identify, create, and deliver training to address any training gaps specifically aimed
toward whole -community preparedness. Include and interact with individuals with
disabilities, aligning with the designated program capability.
• Establish best practices in inclusive planning and preparedness that consider physical
access, language access, and information access. Examples of effective
communication access include providing auxiliary aids and services such as sign
language interpreters, Computer Aided Real-time Translation (CART), and materials
in Braille or alternate formats.
FEMA grant recipients can fund projects towards the resiliency of the whole community,
including people with disabilities, such as training, outreach and safety campaigns, provided
that the project aligns with this NOFO and the terms and conditions of the award.
4. Conflicts of Interest in the Administration of Federal Awards or Subawards
For conflicts of interest under grant -funded procurements and contracts, refer to the section
on Procurement Integrity in this NOFO and 2 C.F.R. §§ 200.317 — 200.327.
To eliminate and reduce the impact of conflicts of interest in the subaward process, recipients
and pass -through entities must follow their own policies and procedures regarding the
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elimination or reduction of conflicts of interest when making subawards. Recipients and
pass -through entities are also required to follow any applicable federal and state, local, tribal,
or territorial (SLTT) statutes or regulations governing conflicts of interest in the making of
subawards.
The recipient or pass -through entity must disclose to the respective Program Analyst or
Program Manager, in writing, any real or potential conflict of interest that may arise during
the administration of the federal award, as defined by the federal or SLTT statutes or
regulations or their own existing policies, within five days of learning of the conflict of
interest. Similarly, subrecipients, whether acting as subrecipients or as pass -through entities,
must disclose any real or potential conflict of interest to the recipient or next -level pass -
through entity as required by the recipient or pass -through entity's conflict of interest
policies, or any applicable federal or SLTT statutes or regulations.
Conflicts of interest may arise during the process of FEMA making a federal award in
situations where an employee, officer, or agent, any members of his or her immediate family,
his or her partner has a close personal relationship, a business relationship, or a professional
relationship, with an applicant, sub -applicant, recipient, subrecipient, or FEMA employees.
5. Procurement Integrity
Through audits conducted by the DHS Office of Inspector General (OIG) and FEMA grant
monitoring, findings have shown that some FEMA recipients have not fully adhered to the
proper procurement requirements when spending grant funds. Anything less than full
compliance with federal procurement requirements jeopardizes the integrity of the grant as
well as the grant program. To assist with determining whether an action is a procurement or
instead a subaward, please consult 2 C.F.R. § 200.331.
The below highlights the federal procurement requirements for FEMA recipients when
procuring goods and services with federal grant funds. FEMA will include a review of
recipients' procurement practices as part of the normal monitoring activities. All
procurement activity must be conducted in accordance with federal procurement
standards at 2 C.F.R. §§ 200.317 — 200.327. Select requirements under these standards are
listed below. The recipient and any of its subrecipients must comply with all requirements,
even if they are not listed below.
Under 2 C.F.R. § 200.317, when procuring property and services under a federal award,
states (including territories) must follow the same policies and procedures they use for
procurements from their non-federal funds; additionally, states must now follow 2 C.F.R. §
200.321 regarding socioeconomic steps, 200.322 regarding domestic preferences for
procurements, 200.323 regarding procurement of recovered materials, and 2 C.F.R. §
200.327 regarding required contract provisions.
All other non-federal entities, such as tribes (collectively, non -state entities), must have
and use their own documented procurement procedures that reflect applicable SLTT laws and
regulations, provided that the procurements conform to applicable federal law and the
standards identified in 2 C.F.R. Part 200. These standards include, but are not limited to,
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providing for full and open competition consistent with the standards of 2 C.F.R. § 200.319
and § 200.320.
a. Important Changes to Procurement Standards in 2 C.F.R. Part 200
OMB recently updated various parts of Title 2 of the Code of Federal Regulations, among
them, the procurement standards. States are now required to follow the socioeconomic steps
in soliciting small and minority businesses, women's business enterprises, and labor surplus
area firms per 2 C.F.R. § 200.321. All non-federal entities should also, to the greatest extent
practicable under a federal award, provide a preference for the purchase, acquisition, or use
of goods, products, or materials produced in the United States per 2 C.F.R. § 200.322.
The recognized procurement methods in 2 C.F.R. § 200.320 have been reorganized into
informal procurement methods, which include micro -purchases and small purchases; formal
procurement methods, which include sealed bidding and competitive proposals; and
noncompetitive procurements. The federal micro -purchase threshold is currently $10,000,
and non -state entities may use a lower threshold when using micro -purchase procedures
under a FEMA award. If a non -state entity wants to use a micro -purchase threshold higher
than the federal threshold, it must follow the requirements of 2 C.F.R. § 200.320(a)(1)(iii)-
(iv). The federal simplified acquisition threshold is currently $250,000, and a non -state entity
may use a lower threshold but may not exceed the federal threshold when using small
purchase procedures under a FEMA award.
See 2 C.F.R. §§ 200.216, 200.471, and Appendix II as well as section D.13.a of the NOFO
regarding prohibitions on covered telecommunications equipment or services.
b. Competition and Conflicts of Interest
Among the requirements of 2 C.F.R. § 200.319(b) applicable to all non-federal entities other
than states, in order to ensure objective contractor performance and eliminate unfair
competitive advantage, contractors that develop or draft specifications, requirements,
statements of work, or invitations for bids or requests for proposals must be excluded from
competing for such procurements. FEMA considers these actions to be an organizational
conflict of interest and interprets this restriction as applying to contractors that help a non-
federal entity develop its grant application, project plans, or project budget. This prohibition
also applies to the use of former employees to manage the grant or carry out a contract when
those former employees worked on such activities while they were employees of the non-
federal entity.
Under this prohibition, unless the non-federal entity solicits for and awards a contract
covering both development and execution of specifications (or similar elements as described
above), and this contract was procured in compliance with 2 C.F.R. §§ 200.317 — 200.327,
federal funds cannot be used to pay a contractor to carry out the work if that contractor also
worked on the development of those specifications. This rule applies to all contracts funded
with federal grant funds, including pre -award costs, such as grant writer fees, as well as post -
award costs, such as grant management fees.
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Additionally, some of the situations considered to be restrictive of competition include, but
are not limited to:
• Placing unreasonable requirements on firms for them to qualify to do business.
• Requiring unnecessary experience and excessive bonding.
• Noncompetitive pricing practices between firms or between affiliated companies.
• Noncompetitive contracts to consultants that are on retainer contracts.
• Organizational conflicts of interest.
• Specifying only a "brand name" product instead of allowing "an equal" product to be
offered and describing the performance or other relevant requirements of the
procurement; and
• Any arbitrary action in the procurement process.
Per 2 C.F.R. § 200.319(c), non-federal entities other than states must conduct procurements
in a manner that prohibits the use of statutorily or administratively imposed SLTT
geographical preferences in the evaluation of bids or proposals, except in those cases where
applicable federal statutes expressly mandate or encourage geographic preference. Nothing in
this section preempts state licensing laws. When contracting for architectural and engineering
services, geographic location may be a selection criterion provided its application leaves an
appropriate number of qualified firms, given the nature and size of the project, to compete for
the contract.
Under 2 C.F.R. § 200.318(c)(1), non-federal entities other than states are required to maintain
written standards of conduct covering conflicts of interest and governing the actions of their
employees engaged in the selection, award, and administration of contracts. No employee,
officer, or agent may participate in the selection, award, or administration of a contract
supported by a federal award if he or she has a real or apparent conflict of interest.
Such conflicts of interest would arise when the employee, officer or agent, any member of
his or her immediate family, his or her partner, or an organization that employs or is about to
employ any of the parties indicated herein, has a financial or other interest in or a tangible
personal benefit from a firm considered for a contract.
The officers, employees, and agents of the non-federal entity may neither solicit nor accept
gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.
However, non-federal entities may set standards for situations in which the financial interest
is not substantial, or the gift is an unsolicited item of nominal value. The standards of
conduct must provide for disciplinary actions to be applied for violations of such standards
by officers, employees, or agents of the non-federal entity. If the recipient or subrecipient
(other than states) has a parent, affiliate, or subsidiary organization that is not a state, local,
tribal, or territorial government, the non-federal entity must also maintain written standards
of conduct covering organizational conflicts of interest. In this context, organizational
conflict of interest means that because of a relationship with a parent company, affiliate, or
subsidiary organization, the non-federal entity is unable or appears to be unable to be
impartial in conducting a procurement action involving a related organization. The non-
federal entity must disclose in writing any potential conflicts of interest to FEMA or the pass -
through entity in accordance with applicable FEMA policy.
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c. Supply Schedules and Purchasing Programs
Generally, a non-federal entity may seek to procure goods or services from a federal supply
schedule, state supply schedule, or group purchasing agreement.
I. GENERAL SERVICES ADMINISTRATION SCHEDULES
States, tribes, and local governments, and any instrumentality thereof (such as local
education agencies or institutions of higher education) may procure goods and services from
a General Services Administration (GSA) schedule. GSA offers multiple efficient and
effective procurement programs for state, tribal, and local governments, and instrumentalities
thereof, to purchase products and services directly from pre -vetted contractors. The GSA
Schedules (also referred to as the Multiple Award Schedules and the Federal Supply
Schedules) are long-term government -wide contracts with commercial firms that provide
access to millions of commercial products and services at volume discount pricing.
Information about GSA programs for states, tribes, and local governments, and
instrumentalities thereof, can be found at https://www.gsa.gov/resources-for/programs-for-
State-and-local-governments and https://www.gsa.gov/buying-selling/purchasing-
programs/gsa-schedules/schedule-buy ers/state-and-1 ocal-governments.
For tribes, local governments, and their instrumentalities that purchase off of a GSA
schedule, this will satisfy the federal requirements for full and open competition provided
that the recipient follows the GSA ordering procedures; however, tribes, local governments,
and their instrumentalities will still need to follow the other rules under 2 C.F.R. §§ 200.317
— 200.327, such as solicitation of minority businesses, women's business enterprises, small
businesses, or labor surplus area firms (§ 200.321), domestic preferences (§ 200.322),
contract cost and price (§ 200.324), and required contract provisions (§ 200.327 and
Appendix II).
II. OTHER SUPPLY SCHEDULES AND PROGRAMS
For non-federal entities other than states, such as tribes, local governments, and nonprofits,
that want to procure goods or services from a state supply schedule, cooperative purchasing
program, or other similar program, in order for such procurements to be permissible under
federal requirements, the following must be true:
• The procurement of the original contract or purchasing schedule and its use by the
non-federal entity complies with state and local law, regulations, and written
procurement procedures.
• The state or other entity that originally procured the original contract or purchasing
schedule entered into the contract or schedule with the express purpose of making it
available to the non-federal entity and other similar types of entities.
• The contract or purchasing schedule specifically allows for such use, and the work to
be performed for the non-federal entity falls within the scope of work under the
contract as to type, amount, and geography.
• The procurement of the original contract or purchasing schedule complied with all the
procurement standards applicable to a non-federal entity other than states under at 2
C.F.R. §§ 200.317 — 200.327; and
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• With respect to the use of a purchasing schedule, the non-federal entity must follow
ordering procedures that adhere to applicable state, tribal, and local laws and
regulations and the minimum requirements of full and open competition under 2
C.F.R. Part 200.
If a non-federal entity other than a state seeks to use a state supply schedule, cooperative
purchasing program, or other similar type of arrangement, FEMA recommends the recipient
discuss the procurement plans with the FEMA US&R Branch.
d. Procurement Documentation
Per 2 C.F.R. § 200.318(i), non-federal entities other than states and territories are required to
maintain and retain records sufficient to detail the history of procurement covering at least
the rationale for the procurement method, contract type, contractor selection or rejection, and
the basis for the contract price. States and territories are encouraged to maintain and retain
this information as well and are reminded that in order for any cost to be allowable, it must
be adequately documented per 2 C.F.R. § 200.403(g).
Examples of the types of documents that would cover this information include but are not
limited to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or
requests for proposals.
• Responses to solicitations, such as quotes, bids, or proposals.
• Pre -solicitation independent cost estimates and post -solicitation cost/price analyses on
file for review by federal personnel, if applicable.
• Contract documents and amendments, including required contract provisions; and
• Other documents required by federal regulations applicable at the time a grant is
awarded to a recipient.
6. Record Retention
a. Record Retention Period
Financial records, supporting documents, statistical records, and all other non-federal entity
records pertinent to a federal award generally must be maintained for at least three years
from the date the final FFR is submitted. See 2 C.F.R. § 200.334. Further, if the recipient
does not submit a final FFR and the award is administratively closed, FEMA uses the date of
administrative closeout as the start of the general record retention period.
The record retention period may be longer than three years or have a different start date
in certain cases. These include:
• Records for real property and equipment acquired with federal funds must be retained
for three years after final disposition of the property. See 2 C.F.R. § 200.334(c).
• If any litigation, claim, or audit is started before the expiration of the three-year
period, the records must be retained until all litigation, claims, or audit findings
involving the records have been resolved and final action taken. See 2 C.F.R. §
200.334(a).
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• The record retention period will be extended if the recipient is notified in writing
of the extension by FEMA, the cognizant or oversight agency for audit, or the
cognizant agency for indirect costs. See 2 C.F.R. § 200.334(b).
• Where FEMA requires recipients to report program income after the period of
performance ends, the program income record retention period begins at the end
of the recipient's fiscal year in which program income is earned. See 2 C.F.R. §
200.334(e).
• For indirect cost rate proposals, cost allocation plans, or other rate computations
records, the start of the record retention period depends on whether the indirect cost
rate documents were submitted for negotiation. If the indirect cost rate documents
were submitted for negotiation, the record retention period begins from the date
those documents were submitted for negotiation. If indirect cost rate documents
were not submitted for negotiation, the record retention period begins at the end
of the recipient's fiscal year or other accounting period covered by that indirect
cost rate. See 2 C.F.R. § 200.334(f).
b. Types ofRecords to Retain
FEMA requires that non-federal entities maintain the following documentation for federally
funded purchases:
• Specifications
• Solicitations
• Competitive quotes or proposals
• Basis for selection decisions
• Purchase orders
• Contracts
• Invoices
• Cancelled checks
Non-federal entities should keep detailed records of all transactions involving the grant.
FEMA may at any time request copies of any relevant documentation and records, including
purchasing documentation along with copies of cancelled checks for verification. See, e.g., 2
C.F.R. §§ 200.318(i), 200.334, 200.337.
In order for any cost to be allowable, it must be adequately documented per 2 C.F.R. §
200.403(g). Non-federal entities who fail to fully document all purchases may find their
expenditures questioned and subsequently disallowed.
7. National Incident Management System (NIMS) Implementation
Incident management activities require carefully managed resources (personnel, teams,
facilities, equipment, and supplies). NIMS defines a national, interoperable approach for
sharing resources, coordinating, and managing incidents, and communicating information.
Incident management refers to how incidents are managed across all homeland security
activities, including prevention, protection, mitigation, response, and recovery.
Utilization of the standardized resource management concepts such as typing, credentialing,
and inventorying promote a strong national mutual aid capability needed to support delivery
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of core capabilities. Recipients should manage resources purchased or supported with FEMA
grant funding according to NIMS resource management guidance.
Additional information on resource management and NIMS resource typing definitions and
job titles/position qualifications is on FEMA's website at https://www.fema.gov/emergency-
managers/nims/components. Additional information about NIMS in general is available at
https://www.fema.gov/emergency-managers/nims.
8. Actions to Address Noncompliance
Non-federal entities receiving financial assistance funding from FEMA are required to
comply with requirements in the terms and conditions of their awards or subawards,
including the terms set forth in applicable federal statutes, regulations, NOFOs, and policies.
Throughout the award lifecycle or even after an award has been closed, FEMA or the pass -
through entity may discover potential or actual noncompliance on the part of a recipient or
subrecipient. This potential or actual noncompliance may be discovered through routine
monitoring, audits, closeout, or reporting from various sources.
In the case of any potential or actual noncompliance, FEMA may place special conditions on
an award per 2 C.F.R. §§ 200.208 and 200.339, FEMA may place a hold on funds until the
matter is corrected, or additional information is provided per 2 C.F.R. § 200.339, or it may do
both. Similar remedies for noncompliance with certain federal civil rights laws are authorized
pursuant to 44 C.F.R. Parts 7 and 19.
In the event the noncompliance is not able to be corrected by imposing additional conditions
or the recipient or subrecipient refuses to correct the matter, FEMA might take other
remedies allowed under 2 C.F.R. § 200.339. These remedies include actions to disallow
costs, recover funds, wholly or partly suspend or terminate the award, initiate suspension and
debarment proceedings, withhold further federal awards, or take other remedies that may be
legally available. For further information on termination due to noncompliance, see the
section on Termination Provisions in the NOFO.
FEMA may discover and take action on noncompliance even after an award has been closed.
The closeout of an award does not affect FEMA's right to disallow costs and recover funds
as long the action to disallow costs takes place during the record retention period. See 2
C.F.R. §§ 200.334, 200.345(a). Closeout also does not affect the obligation of the non-federal
entity to return any funds due as a result of later refunds, corrections, or other transactions. 2
C.F.R. § 200.345(a)(2).
The types of funds FEMA might attempt to recover include, but are not limited to, improper
payments, cost share reimbursements, program income, interest earned on advance payments,
or equipment disposition amounts.
FEMA may seek to recover disallowed costs through a Notice of Potential Debt Letter, a
Remedy Notification, or other letter. The document will describe the potential amount owed,
the reason why FEMA is recovering the funds, the recipient's appeal rights, how the amount
can be paid, and the consequences for not appealing or paying the amount by the deadline.
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If the recipient neither appeals nor pays the amount by the deadline, the amount owed will
become final. Potential consequences if the debt is not paid in full or otherwise resolved by
the deadline include the assessment of interest, administrative fees, and penalty charges;
administratively offsetting the debt against other payable federal funds; and transferring the
debt to the U.S. Department of the Treasury for collection.
FEMA notes the following common areas of noncompliance for FEMA's grant programs:
• Insufficient documentation and lack of record retention.
• Failure to follow the procurement under grants requirements.
• Failure to submit closeout documents in a timely manner.
• Failure to follow EHP requirements.
• Failure to comply with the POP deadline.
9. Audits
FEMA grant recipients are subject to audit oversight from multiple entities including the
DHS OIG, the GAO, the pass -through entity, or independent auditing firms for single audits,
and may cover activities and costs incurred under the award. Auditing agencies such as the
DHS OIG, the GAO, and the pass -through entity (if applicable), and FEMA in its oversight
capacity, must have access to records pertaining to the FEMA award. Recipients and
subrecipients must retain award documents for at least three years from the date the final
FFR is submitted, and even longer in many cases subject to the requirements of 2 C.F.R. §
200.334. In the case of administrative closeout, documents must be retained for at least three
years from the date of closeout, or longer subject to the requirements of 2 C.F.R. § 200.334.
If documents are retained longer than the required retention period, the DHS OIG, the GAO,
and the pass -through entity, as well as FEMA in its oversight capacity, have the right to
access these records as well. See 2 C.F.R. §§ 200.334, 200.337.
Additionally, non-federal entities must comply with the single audit requirements at 2 C.F.R.
Part 200, Subpart F. Specifically, non-federal entities, other than for -profit subrecipients, that
expend $750,000 or more in federal awards during their fiscal year must have a single or
program -specific audit conducted for that year in accordance with Subpart F. 2 C.F.R. §
200.501. A single audit covers all federal funds expended during a fiscal year, not just FEMA
funds. The cost of audit services may be allowable per 2 C.F.R. § 200.425, but non-federal
entities must select auditors in accordance with 2 C.F.R. § 200.509, including following the
proper procurement procedures. For additional information on single audit reporting
requirements, see section F of this NOFO under the header "Single Audit Report" within the
subsection "Additional Reporting Requirements" or, other applicable document.
The objectives of single audits are to:
• Determine if financial statements conform to generally accepted accounting
principles (GAAP);
• Determine whether the schedule of expenditures of federal awards is presented fairly;
• Understand, assess, and test the adequacy of internal controls for compliance with
major programs; and
• Determine if the entity complied with applicable laws, regulations, and contracts or
grants.
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For single audits, the auditee is required to prepare financial statements reflecting its
financial position, a schedule of federal award expenditures, and a summary of the status of
prior audit findings and questioned costs. The auditee also is required to follow up and take
appropriate corrective actions on new and previously issued but not yet addressed audit
findings. The auditee must prepare a corrective action plan to address the new audit findings.
2 C.F.R. §§ 200.508, 200.510, 200.511.
Non-federal entities must have an audit conducted, either single or program -specific, of their
financial statements and federal expenditures annually or biennially pursuant to 2 C.F.R. §
200.504. Non-federal entities must also follow the information submission requirements of 2
C.F.R. § 200.512, including submitting the audit information to the Federal Audit
Clearinghouse within the earlier of 30 calendar days after receipt of the auditor's report(s) or
nine months after the end of the audit period. The audit information to be submitted include
the data collection form described at 2 C.F.R. § 200.512(c) and Appendix X to 2 C.F.R. Part
200 as well as the reporting package described at 2 C.F.R. § 200.512(b).
The non-federal entity must retain one copy of the data collection form and one copy of the
reporting package for three years from the date of submission to the Federal Audit
Clearinghouse. 2 C.F.R. § 200.512; see also 2 C.F.R. § 200.517 (setting requirements for
retention of documents by the auditor and access to audit records in the auditor's possession).
FEMA, the DHS OIG, the GAO, and the pass -through entity (if applicable), as part of
monitoring or as part of an audit, may review a non-federal entity's compliance with the
single audit requirements. In cases of continued inability or unwillingness to have an audit
conducted in compliance with 2 C.F.R. Part 200, Subpart F, FEMA and the pass -through
entity, if applicable, are required to take appropriate remedial action under 2 C.F.R. §
200.339 for noncompliance, pursuant to 2 C.F.R. § 200.505.
10. Payment Information
FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to
recipients. To enroll in the DD/EFT, the recipient must complete SF-1199A, Direct Deposit
Form.
FEMA utilizes the Payment and Reporting System (PARS) for financial reporting, invoicing
and tracking payments. For additional information, refer to
https://isource.fema. gov/sf269/execute/Login?sawContentMessage=true.
11. Whole Community Preparedness
Preparedness is a shared responsibility that calls for the involvement of everyone —not just
the government —in preparedness efforts. By working together, everyone can help keep the
nation safe from harm and help keep it resilient when struck by hazards, such as natural
disasters, acts of terrorism, and pandemics.
Whole Community includes:
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• Individuals and families, including those with access and functional needs
• Businesses
• Faith -based and community organizations
• Nonprofit groups
• Schools and academia
• Media outlets
• All levels of government, including state, local, tribal, territorial, and federal partners
The phrase "Whole Community" often appears in preparedness materials, as it is one of the
guiding principles. It means two things:
1. Involving people in the development of national preparedness documents.
2. Ensuring their roles and responsibilities are reflected in the content of the materials.
12. Appendices
A. National Urban Search and Rescue Response System (US&R) Task Force FY 2021
Cooperative Agreement Statement of Work
B. Cooperative Agreement Funding — Recommended Allocations (Spend Plan)
C. Task Force Allocations and Budget Totals
D. Administration Budget
E. Special Equipment Cache Allocations (HEPP, IST, Medical)
F. Annual Advisory Organization Stipends
G. Summary of Deliverables and Points of Contact
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Appendix A
US&R Task Force FY 2021 Readiness Cooperative Agreement
Statement of Work
A. Purpose
The U. S. Depailiuent 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 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 of a Federal US&R capability for
disaster response. This Cooperative Agreement allows each Sponsoring Agency of a System
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 System task force's Sponsoring
Agency for the use of funding to provide administrative and program management, training,
support, equipment cache procurement, maintenance and storage.
B. Background
FEMA, in cooperation with other federal, state and local agencies created the System to
provide a national US&R capability that provides lifesaving resources to survivors of
structural collapse. When the 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 (ESFs). ESF #9 (Search and Rescue) was
established with FEMA as the Primary Agency. FEMA maintains a national consensus on
standard operating procedures, organizational structure, equipment, training and exercise
requirements. Currently, 28 state and local Sponsoring Agencies in 19 states participate in
the 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 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 MOA
provides the basic operational "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 System's 28 US&R task forces
for continued readiness efforts.
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In December 2004, the National Response Plan (NRP) was published by DHS which
integrated the Federal Response Plan. The NRP was then updated in January 2008 and is
now referred to as the National Response Framework (NRF). At that time, ESF#9 was
expanded to encompass urban, water -borne, and land -based search and rescue environments.
C. FEMA Objectives
FEMA, through the Urban Search & Rescue (US&R) Branch or Grant Programs Directorate,
shall:
1. Provide oversight and funding to System Sponsoring Agencies to manage and administer
US&R task force affairs and activities in accordance with accepted standard business
practices.
2. Provide oversight and funding to train and exercise System personnel to safely perform
assigned US&R duties in accordance with established FEMA/System 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 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).
6. Provide a forum for discussion of strategic issues by facilitating the hosting of
Sponsoring Agency Chief/Head meetings with the FEMA Administrator, or designee' as
well as regularly scheduled meetings with the System's Strategic Group.
D. 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 2 C.F.R. Part 200):
1. Approval for activities or expenditures not identified in the task force narrative and
budget, but that are allowable within the scope of work for this Cooperative Agreement
(i.e., budget changes)
2. Requests for extension of the Period of Performance (POP) for this Cooperative
Agreement. (The POP for this Cooperative Agreement is 36 months to allow sufficient
time to complete and execute the budget. Extensions to the POP for this program are
allowed. Extensions to the POP identified in the award will only be considered through
formal, written requests to both the US&R Branch and the FEMA Grants Assistance
Officer and must contain specific and compelling justifications as to why an extension is
required). See also section H.1 of the NOFO for more information on the POP extension
process.
3. Requests for spending Cooperative Agreement funds prior to the beginning of this period
of performance ("pre -award costs"). See also section D.12 of the NOFO for further
information on pre -award costs.
For more detailed information pertaining to submission of amendments to this Cooperative
Agreement, refer to US&R Program Directive 2016-010 — US&R Readiness Amendment
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Guidance, dated September 6, 2016, and any updates. (Available by contacting the US&R
Branch)
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. See also section D.12 of the NOFO for further information on
funding restrictions and allowable costs.
E. 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, 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 Memoranda. (Available by contacting the US&R Branch)
Some of the terms and conditions contained herein may contain, by reference or substance, a
summary of the applicable statutes, regulations, Executive Orders, or OMB Circulars. To the
extent that a term or condition contained in this NOFO is a summary of an authority, such
provision is not in derogation of, or an amendment to, any such statute, regulation, Executive
Order, or OMB Circular.
a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications
Equipment or Services
Effective August 13, 2020, and mandated by section 889 of the John S. McCain National
Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232
(2018), FEMA recipients and subrecipients may not use grant funds to:
i. Procure or obtain any equipment, system, or service that uses covered
telecommunications equipment or services as a substantial or essential component of
any system, or as critical technology of any system;
ii. Enter into, extend, or renew a contract to procure or obtain any equipment, system, or
service that uses covered telecommunications equipment or services as a substantial
or essential component of any system, or as critical technology of any system; or
iii. Enter into contracts or extend or renew contracts with entities that use covered
telecommunications equipment or services as a substantial or essential component of
any system, or as critical technology as part of any system.
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F. Cooperative Agreement Funding
The FY 2021 Cooperative Agreement base total (or minimum amount) for each task force is
$1,236,878.00 (estimated). The US&R Branch recommended allocations are outlined in
Appendix C of this NOFO. 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 C. All Sponsoring Agencies must submit supporting documentation with each
application. The Period of Performance for the FY 2021 US&R Readiness Cooperative
Agreement funding is 36 months. Each task force should submit a budget narrative detailing
daily operation costs within that period of performance as follows. Certain costs may be
expended during any point in the period of performance while other costs must be budgeted
for a set period within the period of performance.
For costs to conduct trainings and for procurement of equipment and supplies task forces
shall only charge costs for work done in the period of performance. Where part (or all) of the
work under a grant is equipment to be put into service, then that work needs to be fully
completed (including receiving the equipment) within the period of performance. These costs
may be incurred at any point throughout the period of performance.
Task forces are reminded that you may only use cooperative agreement funds to pay for
warehouse leases for a twelve-month consecutive period within the overall period of
performance and that there is no guarantee of cooperative agreement funding in future years.
Task forces may write contracts with an available funds clause or option years for protection.
G. FEMA/US&R Branch Responsibility
1. Review, approve, and adopt System -related products, including technical manuals,
operational procedures, training curriculum and supporting manuals, meeting agendas
and other requirements for the System.
2. Coordinate and support meetings relating to System activities, to develop and implement
policies, procedures and System documents.
3. Establish and disseminate policy and Program Directives for the System based on
established regulations and with substantial involvement and input from the partner
sponsoring agencies and their members.
4. In cooperation with the System's Strategic Group, determine annual funding levels for
readiness activities.
5. Purchase equipment and deliver to System 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.
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.
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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 Readiness Assessment
Program (RAP), to include Administrative Readiness Evaluations (ARE) and Operational
Readiness Exercise Evaluations (OREE).
9. Track, disseminate, and consistently update the status of recommendations generated
from the Advisory Organization to all System components.
10. Based on various planning factors, the US&R Branch may alert or activate System
resources for activities associated with scheduled National Special Security Events
(NSSE). 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 required of the 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 Readiness 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 serve as project officer for
each of the recognized Functional Groups within the Advisory Organization to assist the
Group leader in the administration of the Group.
H. Sponsoring Agency Responsibility and Requirements
Under this Readiness Cooperative Agreement, the Sponsoring Agency shall use funding to
prepare the task force under the following categories: Administration/ Management,
Training, Equipment, and Storage/Maintenance.
1. Administration and Management
a. Provide sufficient staff for management and administration of 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 task force
equipment caches; communicating with task force members and parties who support
task force activities; and similar management and administrative tasks.
b. Maintain a comparison of expenditures with budgeted amounts for each Federal
award, per 2 C.F.R. § 200.302. This includes maintaining a budget that reflects
budgeted versus actual expenditures, tracking back to the four budget categories and
nine object classes as detailed within their budget of their application on SF-424A —
Budget Information (Non -Construction) or SF-424C — Budget Information
(Construction).
c. Task forces may purchase equipment & supplies for the administration of their
program with US&R funding, with their own funding, or both. These items may
include but are not limited to, laptop and desktop computers, cellular
telephones/wireless tablets, personal communication devices (e.g., smart phones),
printers, scanners, copy machines, office furniture, video conference capability, etc.
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d. Recruit, train and maintain a roster of personnel to enable complete staffing of a
National Incident Management System (NIMS) Type 1 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 roster the minimum
of 140 deployable personnel; two -deep at each of the 19 functional positions required
for a NIMS type 1 US&R task force configuration. Ensure all members have a
completed, signed and notarized Appointment Affidavit on file with the task force.
e. 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.
f. 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.
g. 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 resources or
emergency responders) to enhance the capabilities of the System.
h. Ensure the task force is prepared for AREs by completing an internal self -evaluation
operational readiness and preparedness survey (Phase I Self -Evaluation) as provided
by the US&R Branch. The completed electronic copy of the self -evaluation shall be
submitted as directed by the annual Program Directive.
i. Submit to the US&R Branch the following items in accordance to instructions in
Appendix G by January 31st:
1. A current task force US&R equipment cache database in a Microsoft Access -
compatible database format. This database shall include both equipment caches.
2. A current Time -Phased Force Deployment Data (TPFDD) form ("Aircraft
Loading Data"), in a format provided by the US&R Branch.
3. A transportation plan including all vehicles and trailers for a NIMS type 1 US&R
task force over -the -road configuration.
4. An Annual Maintenance and Inventory Log, from each task force that maintains
one of the three Incident Support Team (IST) equipment caches,
5. An Annual Maintenance and Inventory Log, from each task force that maintains
one of the seven Hazardous Materials Equipment Push Package (HEPP) caches.
j. Ensure funds are properly allocated, accounted for, and reported for those task force
members who serve as Sponsoring Agency Chief Representatives, Advisory Group
Chair, Deputy Advisory Group Chair, IST Representative, Legal Representative,
Functional Group Leaders, Deputy Functional Group Leaders, Subgroup Leaders,
National and Divisional Task Force Representatives, Incident Support Team
leadership 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 C, D, E, and F.
k. Ensure funds are properly allocated, accounted for, and reported for those task forces
that receive additional funding to host meetings, deliver national training, and
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facilitate special projects. These funds are intended to defray personnel salary,
backfill, travel and other administrative costs associated with the additional funding
provided in accordance with Sponsoring Agency policies and Appendices C, D, E,
and F.
1. Ensure funds are properly allocated, accounted for, and reported for congressionally
mandated and end -of -year supplemental funding intended to recapitalize the
equipment cache.
m. Ensure timely reporting of expenditures for readiness activities carried out under this
agreement and timely delivery of Cooperative Agreement reporting. Refer to Section
I of this Appendix, Reporting.
n. As funding allows, ensure personnel salaries and expenses relating to task force and
Incident Support Team 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 2 C.F.R. Part 200.
o. Compliance with NIMS is a condition for award of this Cooperative Agreement as
outlined in Homeland Security Presidential Directive-5 (HSPD-5), Management of
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 in each System 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: https://www.fema.gov/national-incident-management-
system.
p. Attend FEMA-sponsored or FEMA-approved System meetings, conferences, and
training sessions, or other events as directed by the US&R Branch as they relate to the
System. Other activities include on -site peer AREs, OREEs, quality assurance
oversight of FEMA-sanctioned training courses, training with other task forces, grants
management training, non-federal search and rescue meetings/activities (e.g., State
Urban Search and Rescue (SUSAR) Alliance), 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 B and C for travel. All travel
funds shall be accounted for under Management and Administration and/or Training
at the task force level.
q. Provide complete medical evaluations and immunizations to task force members as
defined by the System's Medical Subgroup. 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 Program
Directive.
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r. Expend at least 98% of the Cooperative Agreement funds for which the task force has
budgeted. Failure to expend 98% might be taken into consideration for future award
amounts.
2. Training
a. Provide System -related or System -required training for task force personnel,
including the delivery of local US&R training courses or other courses specifically
required by the System's 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.
b. As funding permits, complete all five modules of the OREE over a three-year period
either as individual exercise components, or as one comprehensive deployment
exercise. The task force is encouraged to exercise as many task force members as
possible during this Cooperative Agreement.
c. A task force deployment may cover all five modules or portions thereof, in which
case those components not addressed in a deployment must be exercised once every
three years.
d. When a task force completes all five modules, those funds originally set aside for a
deployment exercise may then be used for other System approved items within the
same budget category. This change must be addressed in the Semi -Annual
Performance Report. A budget change is required when funds exceeding 10% of the
Cooperative Agreement award amount are moved to another program budget
category.
e. The task force should notify the US&R Branch of mobilization or deployment
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 AREs 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 task force
sponsored training and exercises in accordance with the Training Program
Administration Manual (TPAM), dated January 27, 2020 (issued as US&R Program
Directive 2020-004), or most current training manual. (Available from the US&R
Branch)
f. Submit an after -action report within 90 days of the completion of a mobilization or
deployment 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 System.
g. Ensure training and exercise activities of the task force meet System standards,
requirements and certifications. Ensure training records for all task force personnel
are kept in a central, secure location.
h. Provide funding for expenses related to the acquisition, maintenance, training and
certification of Canine Search Teams. This statement is not related to the funding
provided to host canine evaluations.
FY 2021 USR NOFO Back to the Top
50
i. The task force is authorized to fund the acquisition, maintenance, training and
certification of Canine Search Teams — Human Remains Detection. This allows the
task force the ability to have this resource within the task force. Task force support of
this resource is voluntary.
j. When authorized, ensure funds are distributed in support of hosting a System Canine
Search Team Certification Evaluation or Preparation, as identified in Appendix D.
When funding provided for the canine evaluations exceeds actual costs, the excess
allocated funds may be redirected to other System activities that support the task
force's canine program under Items 6 & 7. If remaining funds are used to cover costs
under Items 6 and/or 7, provide this information and the associated cost(s) in their
Semi -Annual Performance Report submission.
k. Provide grants management training to assigned task force Grant Managers and
Assistants who have not previously attended training. Grant management training is
mandatory for all task force Grants Managers and Assistants. Grant management
training is optional, but highly recommended, for task force Program Managers and
other key personnel assigned to System administrative duties. 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.
Personnel should attend training from a facility that provides a "Grants Certificate
Program" and/or the US&R Grant Manager course. The US&R Branch and/or Grants
Assistance Officer may be contacted for further information on classes offered.
Examples of some grant management course topics are:
1. Managing Federal Grants and Cooperative Agreements for Recipients
2. Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards: 2 C.F.R. Part 200
3. Applying for Federal Grants and Cooperative Agreements
4. How to Prepare the Application Budget
5. Business Management Systems for Recipients
6. Audit of Federal Grants and Cooperative Agreements
1. Provide appropriate database and systems training, as needed to task force logistics
and program management personnel to maintain personnel, equipment, grant,
financial and accountability records.
3. Equipment and Supplies
In addition to the requirements in this Appendix, states must use, manage, and
dispose of equipment, as defined by 2 C.F.R. § 200.33, in accordance with state laws.
Non -state task forces must follow the 2 C.F.R. § 200.313(c)-(e) regarding the use,
management, and disposition of equipment. All task forces must comply with the
requirements of 2 C.F.R. § 200.314 for supplies, as defined by 2 C.F.R. § 200.94. All
task forces must also comply with 2 C.F.R. § 200.312 regarding federally owned
property.
Equipment is tangible personal property with a useful life of more than one year & a
per unit cost of at least $5,000. Supplies, on the other hand, are tangible personal
FY 2021 USR NOFO Back to the Top
51
property lower than the $5,000 equipment threshold regardless of its useful life.
Phones, tablets, etc. would more likely be supplies than equipment.
a. The Sponsoring Agency is authorized to purchase equipment as listed in the System's
most current FEMA Approved Equipment Cache List, dated March 18, 2021 (issued
as US&R Program Directive 2021-005), or most current Approved Equipment Cache
List. (Available on https://www.responsesystem.org or by contacting the US&R
Branch).The task force shall procure and maintain the required Hazardous Materials
(Hazmat) preparedness and response equipment and supplies and train personnel
according to current System policy. Doing so will allow the task force to perform
rescue operations in a contaminated environment, as defined in the System's
Hazardous Materials (Hazmat) Concept of Operations (Annex B).
b. The task force shall procure and maintain all items specifically identified and funded
in the budget spend plan for the purpose of equipment cache recapitalization. The
priority for the FY21 CA recapitalization will be Self -Contained Breathing Apparatus
(SCBA). Any change to the recapitalization priority will be communicated to FEMA
US&R System resources via FEMA US&R Program Directive. Task force personnel
are reminded and directed not to exceed the current Manufacturer Suggested Retail
Price (MSRP), unless prior approval is received in writing from the US&R Branch.
The task force must follow the applicable federal procurement requirements at 2
C.F.R. §§ 200.317 — 200.326. The rules differ depending on whether the task force is
a state entity or a non -state entity. Non -state entities must follow their own
documented procurement procedures that reflect applicable state and local laws and
regulations, provided the procurements conform to applicable federal law and the
federal procurement requirements. Adherence to the federal procurement
requirements ensures reasonable prices are obtained, and reasonable costs are a
requirement of the federal cost principles per 2 C.F.R. § 200.403. Special
consideration is given to the task force 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.
c. Specific task forces are identified and provided funds to cover maintenance costs of
the IST "A", "B" and "C" caches and medical kits. Cooperative Agreement
regulations apply to these funds and shall not be transferred to a Participating Agency
(See Appendix E).
d. Specific task forces are also identified and provided funds to cover maintenance costs
of the seven HEPP caches in accordance with the most current version of the
System's HEPP Concept of Operations. 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
30th of each year to the US&R Branch's 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, as funding
allows.
FY 2021 USR NOFO Back to the Top
52
e. Task forces are to ensure that the full complement of Communications capability that
meets the requirements, per the current FEMA Approved Equipment 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:
1. 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 convertiacom unit(s), and portable repeater(s); and mobile radio units
installed and operational in all task force prime mover vehicles;
2. Satellite capability including satellite data via transportable .98-1.2M dish
system, mobile satellite data system(s), and handheld and mobile satellite phones.
3. Cellular -based data and phone capability to include wireless mobile hotspots and
wireless phones.
f. Purchase equipment or supplies necessary to conduct operations within the disciplines
of the task force (e.g., Communications, Search & Logistics). These items may
include but are not limited to, wireless tablets, personal communication devices (e.g.,
smart phones), software, printers, etc.
g. For state task forces regarding grant -purchased equipment, they must maintain and
track equipment in accordance with state laws and procedures. For non -state task
forces regarding grant -purchased equipment, 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 2 C.F.R. Part 200. Additionally, for all task forces, federal
equipment shall be properly identified as to the ownership and funding source
(including Agency name and Cooperative Agreement number or Disaster/contract
number). The tracking can be accomplished through procurement documents,
through fields in a database, or spreadsheet. It is the responsibility of each task force
to develop a method of tracking in accordance with this section. However, it should
be a system that will easily and quickly identify the information. Additionally, all
procurement records and receipts should be cross-referenced and coded with the
Cooperative Agreement number, cache list item number, Statement of Work section,
or source of origin, or a system to easily and quickly identify the information. See
also 2 C.F.R. §§ 200.313, 200.318, 200.333.
h. Transportation equipment (per the Cache Movement Plan which include but not
limited to, heavy, medium, and light weight vehicles) is authorized for purchase as
part of this Cooperative Agreement with prior approval from the US&R Branch in
writing after submitting a completed FEMA Form 089-0-26. (Available on
https://www.fema.gov/grant-forms) or by contacting the US&R Branch)
i. Equipment and prime mover vehicles purchased with federal funds or provided by
FEMA shall be for the use of the System. 2 C.F.R. § 200.313(a)(1). States must
follow their own laws and procedures when using equipment. 2 C.F.R. § 200.313(b).
Non -state task forces must use the equipment in accordance with 2 C.F.R. §
200.313(c), including that equipment must be used for the original program or project
as long as needed, whether or not the program or project continues to be funded by a
FY 2021 USR NOFO Back to the Top
53
federal award. 2 C.F.R. § 200.313(c)(1). The task force must make the equipment
available for its other federal programs or projects as long as it does not interfere with
the ability to use under the US&R award. 2 C.F.R. § 200.313(c)(2). The task force
may use US&R-acquired equipment for non-federal purposes as long as it does not
interfere with the ability to use the equipment under this US&R award. See 2 C.F.R. §
200.313(a)(1), (c)(1), (c)(2). For example, equipment or vehicles may be used on a
local, regional, or state disaster response or under other extraordinary circumstance as
long as the use does not interfere with the original purpose of the federal award. The
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 task force or Sponsoring Agency is responsible for replacement, re-
supply, and/or repair of equipment used or consumed during activities not associated
with the System, and for an immediate return to a state of readiness.
j. Title for the original cache, vehicles, and all equipment purchased under the
Cooperative Agreements reside with the task forces (44 C.F.R. § 208.27, 2 C.F.R.
Part 200).
k. 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.
1. Should a non -state 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 grant -
purchased equipment with a current per unit fair market value over $5,000 (in
accordance with 2 C.F.R. § 200.313).
m. For any federally -furnished property, upon completion of the award or when the
property is no longer needed, all task forces must report the property to FEMA or
obtain instructions from the US&R Branch and Grants Assistance Officer per 2
C.F.R. § 200.312 and FEMA Manual 119-7-1, "Personal Property", or current edition
at time of disposition. (Available on http://www.fema.gov)
n. For the purpose of accountability and safety, the task force is authorized to purchase
an identification (ID) system, as long as they meet the requirements outlined in
US&R Program Directive 2006-019 — Accountability and Medical Information
Cards. (Available by contacting the US&R Branch)
4. Maintenance and Storage
a. 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 January 31st of each
year, as part of the database submittal to the US&R Warehouse per 2 C.F.R. §
200.312. Conduct an inventory of federal property and property acquired under
Cooperative Agreement funding, in accordance with 2 C.F.R. §§ 200.312, 200.313,
200.314.
b. Provide manufacturer's recommended maintenance and repair to US&R equipment
acquired and specifically identified on the System's current FEMA Approved
Equipment Cache List. Also, provide maintenance and repair to any supplemental
equipment as approved by FEMA, which was purchased with FEMA funding and
FY 2021 USR NOFO Back to the Top
54
delivered to the task forces, purchased during a federal System 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.
c. 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. Except for minor renovations and modifications of existing
warehouse facilities that do not change the footprint of the structure, construction and
renovation costs are not allowed. Examples of permissible minor renovation and
modification costs include but are not limited to office / storage space buildout /
reconfiguration, ceilings, loading docks / doors, lighting, HVAC, and security
fencing. US&R Branch approval is required for reimbursement of renovation and
modification costs. The purpose of allowing minor renovation and modification costs
is to ensure the equipment cache is maintained as required under the National Urban
Search and Rescue Response program. See 42 U.S.C. § 5165f(1)(2); 44 C.F.R. §
208.23(c)(4).
d. Task force management is reminded you may only use cooperative agreement funds
to pay for warehouse leases for a twelve-month consecutive period within the overall
period of performance and that there is no guarantee of cooperative agreement
funding in future years. See Section F of this Appendix, Cooperative Agreement
Funding. Task forces may write contracts with an available fund's clause or option
years for protection.
e. The day-to-day repair, maintenance, storage, insurance, and administrative costs for
all equipment purchased or provided by FEMA will be accomplished via this
Cooperative Agreement funding provided and in accordance with 2 C.F.R. Part 200.
1. Sponsoring Agencies and/or task forces are responsible for purchasing insurance
for all vehicles and equipment they own, including gap insurance and/or riders
necessary to insure vehicles for actual losses as described in 2 C.F.R. Part
200. The Federal government's self-insurance does not cover actual loss and/or
damage to vehicles owned by the Sponsoring Agencies and/or task forces.
2. Under the Federal Tort Claims Act (FTCA), the federal government self-
insurance program applies to all vehicles owned by the federal government. This
act applies in the context of tort liability as well as to property damage or loss
caused by employees acting within the scope of their official duties.
See 28 U.S.C. § 2671. This act does not apply to rental vehicles used by
Sponsoring Agencies and/or task forces when federally activated.
I. Reporting
The Sponsoring Agency shall use the following procedure for reporting. There are several
types of reports required for this agreement. Refer to Appendix G for specific instructions
and points of contact to submit all reports and deliverables. See also section F.3 of the NOFO
for any additional reporting requirements.
1. Requirements
FY 2021 USR NOFO Back to the Top
55
a. Task Force Self -Evaluation: As identified in Section H of this Appendix,
Subsections 1.i of this document is due when directed by the US&R Branch.
b. Equipment Information Submission: As identified in Section H of this Appendix,
Subsections 1.j and 4.a. Provide FEMA with an updated database of the task force
US&R equipment cache (both federally owned, and grant purchased). Also provide a
current TFPDD form, in a format provided by the US&R Branch and a transportation
plan including all vehicles and trailers for a NIMS type 1 US&R task force over -the -
road configuration. Submission shall include a cover letter addressed to the US&R
Branch as directed in Appendix G by January 31st. 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.
c. HEPP Maintenance Annual Cost Estimates: Those task forces who have been
identified to maintain one of the seven HEPP caches are required to submit an annual
HEPP maintenance cost estimate by October 30th of each year to the US&R Branch's
Program Management Section Chief. This information will be used 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, as funding allows.
d. Semi -Annual Performance Report: This report is due to the US&R Branch for the
duration of this agreement and is a written report providing a narrative and
expenditures, as explained below.
1. The Sponsoring Agency shall electronically send a report semi-annually by
January 30th (covering the time period of July 1st through December 31st) and by
July 30th (covering the time period of January 1st through June 30th) of each year
until the Cooperative Agreement is closed.
2. 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.
3. Performance Narrative and Funds Report (FEMA Form 089-0-11- available on
http://www.grants.gov or https://www.fema.gov/grant-forms) shall be used.
4. Completed Performance Report shall be uploaded into the NDGrants System, or
as otherwise directed.
5. All changes, whether requiring prior approval or not, shall be noted in the
Performance Fund Reports and subsequent closeout documents.
6. 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.
2. Closeout Reports
The recipient must submit, no later than 120 calendar days after the end date of the period
of performance, all financial, performance, and other reports as required by the terms and
conditions of the Federal award. A subrecipient must submit to the pass -through entity,
no later than 90 calendar days (or an earlier date as agreed upon by the pass -through
entity and subrecipient) after the end date of the period of performance, all financial,
FY 2021 USR NOFO Back to the Top
56
performance, and other reports as required by the terms and conditions of the Federal
award. The Federal awarding agency or pass -through entity may approve extensions
when requested and justified by the non -Federal entity, as applicable.
Unless the Federal awarding agency or pass -through entity authorizes an extension, a
non -Federal entity must liquidate all financial obligations incurred under the Federal
award no later than 120 calendar days after the end date of the period of performance as
specified in the terms and conditions of the Federal award.
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
120 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 liquidation and closeout reporting period. For more detailed information
pertaining to submission of the Closeout Report for this Cooperative Agreement, refer to
the US&R Program Directive applicable at the time.
At a minimum the following closeout documents must be submitted:
a. Cover Letter: The recipient's closeout cover letter should reference the closeout
cooperative agreement number. Please note in the cover letter any items that are not
applicable. If the equipment and/or supplies are maintained by the recipient, a
statement that addresses the intention to continue use of this equipment needs to be
included and that the equipment/supplies will continue to be used for their intended
purpose of the cooperative agreement over the life cycle of the equipment/ supplies.
Also provide a statement expressing the intent to continue use of Federally Furnished
Property for the Federal US&R Program, as noted in the most recent equipment
information database submission. Instructions for the Equipment Information
database submission are contained in the statement of work and are not part of the
closeout procedure.
b. Cover Page: Provides basic information pertaining to the Cooperative Agreement, to
include the Assistance Listings number, recipient name, EIN number, Cooperative
Agreement number, address, email address, contact person and a signature of
certification by an authorized official that all information contained within the
closeout package is correct.
c. Final Performance Report: Recipients must submit a final progress report detailing
all accomplishments and a qualitative summary of the impact of those
accomplishments throughout the period of performance. Provide a summary of the
qualitative accomplishments made through the duration of the FEMA cooperative
agreement period of performance. For example, if the cooperative agreement
included items under the equipment category (i.e., personal protective equipment),
indicate not just the number of pieces of equipment purchased, but also describe the
results of the purchase in terms of the response capability or safety, training, or other
respects. The report should be broken out in the four program categories:
Administrative, Training, Equipment, and Storage/Maintenance and their associated
object classes.
FY 2021 USR NOFO Back to the Top
57
d. Final Financial Status Report: The Final Federal Financial Report (SF-425) is to be
submitted through the Payment and Reporting System (PARS). A copy of the PARS -
generated SF-425 report should also be included in the closeout package.
e. Refund Checks: If applicable for non -state task forces per 2 C.F.R. § 200.305, a
check should be submitted to FEMA to return any unspent federal funds plus interest
earned.
f. Record Keeping/Retention: Retain records pursuant to the Cooperative Agreement
conditions. Cooperative Agreement records should include a copy of the award
document, Cooperative Agreement articles, ledgers, documentation of expenditures,
documentation -copies of cancelled checks, paid invoices, payrolls, time and
attendance records, contract records, etc. 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 at least three years after the
date of submission of the final expenditure report (SF-425). This retention period
may be longer if any litigation, claim, or audit is started before the expiration of that
three-year period, in which case the record retention period is until all litigation,
claims, or audit findings involving those records have been resolved and final action
taken. Other types of documents pertaining to indirect costs, equipment, real property,
or program income have a different start date for the record retention period. See 2
C.F.R. §§ 200.318, 200.333-200.337, 200.403(g) for further information about the
items in this paragraph.
3. Timelines (See Appendix G)
a. Task Force Self -Evaluation: Submitted as directed by the US&R Branch, by way of
a US&R Program Directive.
b. Equipment Information Submission, due January 31st of each year, including:
1. Inventory of Federally owned equipment.
2. Inventory of HEPP and IST Caches (when applicable).
3. A current Task Force Deployment Data Form (Aircraft Loading Data), FEMA
Form 089-0-15. (Available on https://www.fema.gov/grant-forms or by contacting
the US&R Branch)
4. A current transportation plan including all vehicles and trailers for a NIMS type 1
US&R task force over -the -road configuration.
c. HEPP Maintenance Annual Cost Estimates: For those task forces who have been
identified to maintain one of the seven HEPP caches, the deadline to submit an annual
HEPP maintenance cost estimate is October 30th of each year.
d. The Semi -Annual Performance Report: This semi-annual report is due by January
30th and July 30th each year during the Period of Performance.
e. The Quarterly Federal Financial Report (FFR) — SF-425: This quarterly report is
due within 30 days after the end of each quarter: January 30th, April 30th, July 30th
and October 30th
f. Final Cooperative Agreement Closeout Package: The closeout package is due to
FEMA within 120days after the Period of Performance expires. This package
includes the following items:
1. Cover Letter
FY 2021 USR NOFO Back to the Top
58
2. Cover Page
3. Final Performance Report
4. Final Federal Financial Report (FFR), SF-425
5. Final Payment/Unexpended Funds
Task forces must be current with all reports at the time of award of this Cooperative
Agreement.
J. 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 United States Congress closely reviews 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.
FY 2021 USR NOFO Back to the Top
59
Appendix B — Spend Plan
1
r:1 LAf L. 1-y1..t 0.G.J'L al IJIJU 4.J1JC11 W r poll -LYFf 4fif L4J41
2O21 A391-D69D-XXXX Final Budget Amount:
$ 37,532,000
Task Forces: S 35,766,554 Di rect Support t
$ 2,065,416
Task Force Readiness Cooperative Agreements
#
1
ITEM
UNIT COST
OTT
EXTENDED COSI
SUBTOTAL
Program Management
$ 652,000
1 1.236.878+
584
2
Staff & Other Travel - TAVs
$ 50,000
3
Support & Mtg. Travel or as directed by US&R Branch
$ 60,000
4
Readiness Assessment Program Participation
$ 5,00028
5
Support & Trvl - Nat'l & Local TrnglExer?Canine Evals
$ 82,500
6
Equip-Veh Acquisition and Lifecycle Mgmnt
$ 185,650
7
Equip Recapitilization - Congressional Intent
$ 51,728
8
StoragelMaintenance
$ 150,000
#
ITEM
SPECIFIC TFs
OTY
UNIT COST
SUBTOTAL
9
ISTCache
S.a:Sp.ndPlan TFD.kairr
1
$ 289,500
$ 289,500
10
HEPPCache
Se.a:Spe.ndPlanTFDkkaio-
1
$ 672,000
$ 672,000
11
Nat'l Level Training Delivery Hosting
s...SpkndPlan TFaceai4
1
$ -
$ -
12
Nat'l Level Training Initiatives
s..: Spcnd Plan TF ackai4
1
$ -
$ -
13
Divisional Multi -Task Force Field Exercises
NunobUdg.kodth'kFV
0
$ 15,000
$ -
14
Divisional Multi -Task Force Table Top Exercises
nunob4dgokodkhirF?
0
$ 10,000
$ -
15
1ST CE Wkshp & New Mem. Orntation Hosting - C1'1?NnnabUdgaked
kid, F?
0
$ 47,000
$ -
16
1ST National Level Training Course (S-420)
NnnobadIokodkhirPi
0
$ 90,000
$ -
17
IST Support
Scc:SpkndPlan TFaoeai4
1
$ 9,000
$ 9,000
18
Annual Meetings Hosting
s..:SpendPlanTFDekairr
1
$ -
$ -
19
Annual Advisory Organization Stipends
s..:Sp.ndPlan TFD.kai4
1
$ 163,500
$ 163,500
20
Canine Search Specialist Certification Process
s..:spkndPlan rFakkai4
1
°$ -
$ -
21
TF Readiness Cooperative Agreements Subtotal:
94.5X
$ 35,766,584
22
TF Readiness CA Supplemental Funding - End of Year US&R Fund ng:
23
TF Readiness CA Supplemental Funding - End of Year PDO Funding:
24
Direct Task Force Support Subtotal:
5.5X
$ 2_065_416
25
26
Bud . et Task Force Surplus/Deficit
Subtotal:
$ -
final : ud . et om . ine . pen
• ans ota :
:1 1 1
27
Administrative Travel Spend Plan Total [amount not paid from Appropriation]:
$ -
FY 2021 USR NOFO
Back to the Top
60
Appendix B — Spend Plan (cont)
FY 2021- $37.232511 Budget Spend Plan - 04/01/2021
20121-CIS-A 391- DEICID-XXX4 Fina I Eludg et T atal Arnci wit:
5 37,332A-100
A393. - Task Forcim: $. 3S.,766„524 Direct Support:
$ 2,065,43.6
Spend Pla in Ta sk Force Details
6
1113.1
DETAIL..
-DEL'
J%1 — ED 7
SUBTOTAL
2;9
ISTCache Maintenance Nr bsr,..........,.,i.u.i..c;ei. eirS,bco ej
,.. ...
v -.J.J-
..
J
Z1
1ST Cache Ream pita liza tion
3
5 D.D::
5
30
Line A: IST Cache Ma inte no nce Teta!:
5 289_508
31
HOP Cache Main ten an ce
cA-.'.....; .. ..-..•
BEI, Juin, EF1. M.- ... : ..4 •
7F1
7
32
I I EP P Cr_he 11.A--Apitalii4711.13,11
•A-KF g 60-Fil. FL....
.-M, Jul.11-F.F1. iiv4P-...' N-
.11
7
33
Line 9 : H EPP Cie** Mliiirbt.filubtet
Total:
$ i 72,J1le
31
Nat'l Lei Train ing IILing - .IMS
5 35.131
5 •
35
Nat'l Lvl T rain ing 11.26011g - Comm N ',No- .s'll
S 3 5..DX
•
3E
Nati Lel T rain ins Ilea Ling - Ca -n-r. 3.J a.:
.
"
-, 90..1.2
5
37
Nan Lvl T rain ing I 1,-115 Lillg - I IE F1.1
•
-, L 5..X0:
•
39
Nat'l Lvl T rain ins Ilea Ling - lag
.
33
Nat'l Lv 1 T rain ing I las Cie - MIT
,.: ,
5 90..):0
5 •
40
!Nat'l Lvl T rain ing I Ica CI; - KITT
5 9.1.0111
5
Al
Nati ILA Train ing I las L'ig . PIT
5 L0..):0
5 •
42
Melba Train ing I las L'ig . &f.,FP.
5 3 5.00:1
5 •
43
Nat'l Lei T rain ing I las C.'s - TF t
5 3 5 ..:0:
5
44
Nat'l 1v1 T rain ing I lus L'-is - TS;
— •.::
-, a-0.CM
5
45
Line 1O Piael Leve I T rain ing Ere live rk. 1-kisfing Total:
$
4G
INEVILvl Annual Wale - '2. s T ..1 •I 'is VicrAs-g -, 1.0):
5 •
47
Line 11: Nat'l Leve I Tra in ing In itiatives Tat&
$
49
1ST Sopixia-L -1371. Stipend -fled GT
2_
:°... ° :,,L0
$ 3,010C
49
IST Suppori.- tS TL Stipend -VI Jite 1ST
1
..... ° :ca
$ 3,01(10.
50
1ST SUPIX141. - IS 11. Stipend -Eke 1ST
. •...:
1
51
1ST Support - CELGS Stipend Facr dation
..,... •..:
52
1ST Support - IS 7 Tang coaTrtatinin
.....- •..:
-
53
Line lc: ni- supprl I Al:
$ 9800
.54
A •ri Jal ?Mg 'Hosting - Simile] SAC Meeting 10212,1,
•
55
Awl J J Miag Ilas Ling - .012 1Strat Mig
. 2.2 2
''. •
SS
Al 'I J 3 M Ls I las Ling - 02 1.11c1t. Grp Mig
5 .
57
Awl J J !Mg I lasting - C.12 1 TM Mg
, . . ...
.. •
MI
Ai. i JA M Ls Heating - 02 1Grants1N1,31hp 11 day}
., :.. :CI.
5
93
-Ling
:: -
•
Al 1 J-3' IVI Lig I Ica - C12 1 Tmg /Exercise 1.41.3%, 12 dales I
CO
Al "I J J Isi La I lasting - 02 1 Adv Gig Meeting s
5 'L.:.':CC
5
.E1
Line 17: Annul Mfg 1-losting Total:
5 •
C2
Al 'I J J All.... L'..g 5 I ._r.i•KI - SACII-Ce.
53
Al 'I J J Allv L'..g S t'._v Ids - TFR-Isl
1
5 10..1333
5 1,0,..1.1C
Sc
Awl J J .6.LIW 2.13 3 L';..e .ids -11,11-13s
' '
1
5 7. ma
$
cs
Al 'I J J AtIv Cirg Stipends - Ark .2-.J '.:•, J •
...,. • . - :
1
5 1 5. :DJ
$ 15,01X.
56
Al 'I J J ALF,- 0-g S1.41encls - Cleo Adv il • • Li •
. . ..
1
°_,'.:0:
5 12,011:
57
Awl J J .A.Jv ..1.-,g Stipends -1ST Rep
1
5 .. 'Z.'. :CC
5 1.1,000
69
Al. i J J A :Iv 2.-8 Stipends - lewd Rep
. . .
1
5 , .. .
, 4,000
09
Awl J J .A.J.... Ors Stipends - Fteic &midis
: . -
4
5 :. 2.C.
5 24,aaa
70
.k•I 'I J J Ad... On3 Stipends - Cep FGEs & 1STGAs
, ..•• • .. .
8
5 2. 2i: :.
5 bum!
71
.411 J J .A.J.s. .2.-3 Stipends - Subgroup &Uri!. Id a
15
5 2.0.....:.
5 33,aaa
72
..%•1 'I J J AnJ).' 0-g Siiperds - lTSuppori.
• . •...;
1
5 1 5.0CC
5 15,01M
73
.411 J J .Adv Org Stipends - Etter Unit Support
74
Line 18: A rei ua I Advisor./ 0 rga nization Stipen.d5Total:
$ 1113,98,3
75
'.: J-I • i a 3s. J''_ • 1 Specialist Certification (vat tiatins
.1
5 3 2. 5.).]
5
7C
Lire 19: Canine Search Specialist Certification Pr.ozess Total:
$
FY 2021 USR NOFO
Back to the Top
61
Appendix B — Spend Plan (cont)
FY 2021-$37.832M Budget Spend Plan - 04/01/2021
202 1-A391-Ia6O OIDOCK Final Budget Total Amount:
$ 37,g341X1,0
Task Forces:
$ 35,766,554
Direct Support:
$ 2,465,416
Direct Task Force Support Spend Plan
!I
ITEM
D[TAILS
WV
LINI1C S1
SUBTOTAL
1
Balance of Planned Operati•onalTravel Oasis
,-.Q.Fre1petrel !Mao
nfa
nfa
$ 24„C CC:
2
IST and HEPP Fleet Lisa lie Maintenance
1
$ 77,000
$ 77,0X
3
IST Equipment
`7OottiVw
1
$ 5,004
$ 5 ,004
4
Learning M an agement System ,wrvu,a slsta5vnc07. -
1
$ 74,936
$ 74 °E
5
Nat'ITraining Development/Delivery
1
$ 400,ODD
$ 400,800
6
Program Documentation (Fed Register/FOC,s
1
$ 5,000
$ 5,0
7
Security Clearances rrer2 Ssxi631
2
$ 6,163
$ 1222E
8
Shipping- Freight {General
1
$ 10 DCm,
$ 10,003
9
Technical Su pportContract
NSFEMIISFENE1S'
1
$ SD,DCD
$ 30,080
10
US&R Mail
ems/wu
1
$ S,DCD
$ 5,080
11
USACE Interagency Agreement
1
$ 153,OE)
$ 153,080
12
Warehouse Services Cred it Ca rd
1
5 15,C)D
$ 15,000
13
EquipmentCache RetapitiI¢ation (Remaining Portable
Radios
228 Ax?a k °w - •
1
5 1,118,630
$ 1,188,600
14
Equipment CacheRecapitIbation (shipping;forPortable
Radios
228.xs-rase.9nr�r•
smag.9.7
1
5 iS,flaD
$ 15,000
15
OCONUSOperatons
5 -
S -
15
IT Service Cost for SIM Cards
1
5 SCC
5 5•03
16
5 -
17
18
$ -
5 -
13
$ -
$ -
23D
$ -
$ -
21
$ -
$ -
22
$ -
$ -
23
$ -
$ -
2A
$ -
$ -
25
$ -
$ -
2E
$ -
$ -
27
$ -
$ -
2S
$ -
5 -
23
$ -
5 -
3C
$ -
5 -
31
$ -
5 -
32
$ -
5 -
28
$ -
5 -
29
$ -
5 -
3,".
$ -
5 -
31
$ -
5 -
32
$ -
S -
33
DirertTaskForce 5uppart Suhtotal:
5,465E
$ 2.065.416
FY 2021 USR NOFO
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62
Appendix C — Task Force Allocations and Budget Totals
Sponsoriv AgercylCodpraiive A ort.sment Reci pierpts
Base Fircb-bg &Milli
Adni-kistrative
Costs
Special Caths
Cost
Tata I C-ooperativs
A g rserrient A mount
1
Crtyc.= =,-derpbc Rre Deparirrer t f.A.Z-TP:',.
Attn: Stew Wakshi re {steiej.walshire@phoenix gaol.
243C E. 2 rdl A...erpue
PI- .- ...,:. AZ 550:9 It•oz M8-3- 49
$1,228,1378
1,0
10
$1,228,878
2
.A.,N14. Rre Department (CA.-TF1)
Attn: Craig *Mite {craig.wkiteiglac iiy.orgli
5021 NI Sepulveda Bvd.
Et rrar'.E. CA 'Et 403 i818)7.59-9978
$1,236,878
12,090
10
11,238,979
C-7 _ rE. C.4,artrrert (_A-T F.
4 ttn. TrEvon Ep sy Itre.ronespy@fi re.lacomPty.gov)
. 47.. 7 C E.: 7 --s E • •t
=E::: --. ::- E.•:.]• I': :17-"--.T
$1,228,878
1.0
10
$1,2313878
:'S"."
Attn: e ....7-11.7. 1•.:4 n•-•!..-/ flIsFiN.:::1‘g:
•-:'.'::E's: =:7:
$1,228,878
$0
10
$1,236,878
5
Citg .1 Oakland Fire Semices Agency (CA IF4)
Attn: N ick Liasr lo Ithydoaklandca.g o.4
- 50 Frark H. .g.ao.a Plaza, St. i 3354
Daklarc , CA 94,5' 2-203T
$1,238878
,CIZP3
10
$1,8,878
6
C-arge County Fire Auttpority{CA-TF5}
Attn: St.ve Clohnian{stevedotrnaritocfa.ctu)
. - Palling Averpue
Fort, CA 9-'2,10 (949) 389-0355
$1,238,878
1E33.0110
10
$1,239,878
7
2 • i.-:.' Piersk.e Fire Ceparh-rer t [.....1-rTF-
Attn: Steve McKinster fsmckinstereiversideca.gow)
3.3E5 S. Lawrence &set
Pivgssde, CA 9204,5.M11.351,82EE
$1 ,228,878
$0
1;90.5C0
$1,233,378
8
CityoSacrmento (CA-177)
Attn: TBD
5770 Frport Blvd #2C0
Sacrareenm CA 95822 {91e3, 7137-2334
$1,238,878
$0
MOM
$1,332878
9
CitycfSat Diego Fr.e-Pa Deparirrer t (CA-TFE'y
CitycfSal Disgo
Attn: A ide Bar bat (abarbat@San deoctigaw)
10E Second A. Sur 4:-.:
San Deg], CA 92101 (619) 572-5690
$1,236,878
10
$1,238,878
IB
IllAmt lioletc Fire Prdeajc,- Dsh-ict {C:::,-TF'!
Attnc }b:hey Ty us I rty us J.,.a.estrnetref ire. ci-gf
433 S. Alison Steil
Labemcd, 00 8021--4 232 :3:3 27 4-3:." 4 x"
1,238,878
$4,600
MOM
$1,336,878
_
OfietpD-CaceCourtyFrsE't =_ T = •
Attn: Brandon Webb I Bra rid c.n.Web b@ri ia mi da de.gov;
$1„M8,878
18
10
$1,228878
12
Attn: Erik Sanchez 1Ei-iksarichEz;arliarnigavcorrii
1153 soi
kliani, FL 1.1-21 -1.2
3- ,M6,878
10
$93.000
$1,332,878
-3
C:t1,:'1.: F-.7::iE -CPS ;:IF...-TP)
Attn: Ton Nea I 1 Thomas.. Neal ?.?...ndy.00kr)
2553 FDrture Circle East Drive
I rciarrapas, IN 41241 (310327-137122
$1,238878
$17,030
$99.000
$1,349878
14
Cityci Beeerty Enperwnw ItanagenleatAgercy {PAA,TF1)
Atka Mark Foster {rriostePWaeferlyma.gon4
13 1.1hDrainosirie OTiV2
Beterty, MA o1915 p78)9-,56E0
$1,239,878
$0
10
$1,M13,878
-
Vor •Drrers.,Cois ty Fire arc FEZ:LE Ser4m 1:1.1C..-T Fl:',.
C.SDt o'Fire a. Reecte Sere;
Attn: Robert Stojinski
I nabert.stcii nski@rn ontgorvien,rootrolynid.g4:0
R:D.4.... E. '.° C 232E2 (243. 77-23E5
$1,236,875
94,01")
in5.0C0
$-',326,575
FY 2021 USR NOFO
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63
Appendix C — Task Force Allocations and Budget Totals (cont.)
Sponsoring A gencyCoop-eralive Agreement Fabric:kris
13ase Rimingflimatzt
Attnikistrarne
Costs
SpecialCa ChE
Cost
Total CswirFtiyi
4. gni nint 4. rount
-15
Borne CainiN Are Prcteolicri Dsiriot (M:I-TF1)
Attn: Charles. Leake{cleake@tichleacom}
- 520 Bt. sirtor. Loop, 70 .1.4a.
Coll. n-bis, kr0 E.52M 15.73) 447-5000
$1,236,878
le
10
5' 21! I -I
-7
.0' tyo= I 'roD!!-, NE Fre rc PasoL,e Depertn-a-t ::NE TF1)
ATTN: El rad Thavenet iwthavenetOincoln,ne.goari
- 3.1- a stsst
NE 15:11, ;:4021: 44.--S7
11,236 878
113,000
10
5' : I -I
18
New Ja.seje SLE Ft.lim {NJ-TF- )
Attn: Kevin Morrissey (I pprn onitarwri sp. aril
2350 Rat Flw.y. 34 Nod
1....tanaelari {Nail Twap.), New Ja- _ 02736 gm5 828-3340x 14
$1,236,878
$0
10
5' 21! I-1
.D
Clark Cainlai Fire Department (IW-TF1J
Attn: TBD
575 E...t Flarr r-:: R:E:
LasVe.i..., rti IE." i T2 4 52 -I.4- 7
$1,216,878
14,0D0
1Z115,0:0
11,336878
20
NYC C-im o'E--e-pnwktanagernent efY:TF1)
Attn: Jonathan Rotta{jrcittagoemnyc. gov)
11 %Atter Stre.
Br ooklm NY - -2,7." ,'S 47 , 2.: 3-34.
$1,236,878
S' 2,.500
10
$1,248,878
-..
'
Marni Valleg FireEIVE Alliance (OH-TF1
Attn: Evan Schumann {eschimanrdol-all.c.ori:
:17.7 0: Springfed Road, Suit E
C'''D 4E277 ID37-',. 742-7244
T1236,878
0.,
2soart-rer t 1=%-TF-
Mtn: Ken Pagurek ipagurekk@patf1.ord.
='iF:EY F. =A - E.- 4 • -22:2 ::2" 5) ,553-M45
$1,218878
SE. 57:
10
$1,246,378
Attn: Johnny Lock IJ ohnrry.Loc.10fleriphistn.garl
.124' C.,... 4.: ca•G:. R:
°.'a"'E
11236,878
SZ :: :
5:
$1 , 238,878
24
TEME E.-g !-.._...- g Eyt,- sc.- Serrim [TX -Tr)
Attn: Chuck J ones. (chuck.jonesdrbeex.tamLedu)
..1:kin B. arnallg Eldg. 301 Tarro....
CoPeie E.7. :-. TX T7840 .tuibl) 4.52-W70
$1,218,878
z
Ea.:YE:11Z. Ria (UT-TF-)
kttn: e Pi an Case lbcasee.nifiedfire.orgf
S.2-37CE
S' .L] .I.- L
El- : ::
5:
5' .2- i• .L- S
Fair:7.x Cola- tyFirs .E, - : 7.:ewit Cept
Attn Jeff Lewis {jeffrey.lewiserfairfamounty.gow)
4603 'Vest Or: Road
Fairfax VA 22a30 {705}803-210.5
$1,21878
S:
KI
S' .22,5.573
27
Virginia Hewn Fire Department NA-TF2)
Attn: Robert Darli ng frdarlinggfr3rbigorcixn)
Special Oper.gio-s,'.°_- ::::E :::ra-7
2408 Courthork_% Drive E. :
Virginia Bemh, VA 2345.:-?.:e:
$1,236,878
11,31-4,378
.Z.
Recce Ccurig Dept of Emerg. Mgrnt (WA-IF1)
Attn: William Palmer twpalmerdca pieroe.wa.us:
2507 5 35th Street
TaDorre, V4:4. 98409 {Z.3)798-26.1M
11,236,878
52,X0
10
11,238,878
Totals:
534,632,581-CC
1.172,51))
S964,58.8
35,.71138,584.
FY 2021 USR NOFO
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64
Appendix D — Task Force Administration Budget
Task
Force
Strategic Group, Advisor- Group Leadership
(Attachment G)& National Meeting Name/Purpose of
Financial Facilitation
SAC/National/
Divisional
Rep/Advisory Group
MemberiFhhanetal
Facilitation SS
TER
Meetmgsl.4dvimry
Group/SG
Meeting/SAC Meeting
Host $S
Canine Search Spec.
Certification SS
National T raining
Host
1ST ConEd,1ST
iraining,ISl Support
Total Amount Per
cask Force
AZ-TF1
0,0C
CA-TFI
L71- Subgroup Ld r- Exercise
2.000.0J
2,00080
CA-1F2
0.00
CA-TF3
0.00
CA-TF4
L71-Subgroup Ldr- Medical
2,000.0n
2,000.00
L49-ISTL Stipend
3.000.00
L0 - SAC-D
4,000,0C
CA-TF5
L67-Adv Org1ST Rep
18,100.00
33,000.00
L69 - Functional Grp Ldr - Logs
6,000.00
L70-I SI Group Adv -Ops
2,400.0C
4TF6
L64-TFR-D
0.0C
0.00
CA-TF7
0.00
CA-TFS
0.00
LIR - SACR-D
4.000.00
CO-TFI
L64-TFR-D
0.0D
4.000.00
FL-TF1
I too
FL-TF2
0.00
L65 - Advisory Group Chair
15,000.00
L\ TF1
L71 - Subgroup Ldr- Transportation
2,000.00
1'.0a0,00
MA-TFI
0.00
L62 - SACR-D
4,000.00
AdD-TF1
4.000.00
610-TT1
0.00
L50 - ISTL Stipend
3,o1. 00
L69 - Frmc Gap Ldr -Finance/Admiu
6.000.00
5E-TFI
L70 - Dep. Functional Grp Ldr - Ops
2.000.00
13,000.00
L70 - Dep. Functional Grp Ldr - Adm.Tin (hold)
2.000.00
NJ-TF1
0.09
L71 - Subgroup Ldr - Pubic Affairs
2.000.00
NV -Ill
L71 - Subgroup Ldr - Safely
2,000.00
4,000.00
L64 - TFR-N
10.000.00
NY -LEI
L71- Subgroup Ldr - Canine
-
2,000.00
12,000.00
L69 - Functional Grp Ldr - Planning
6,000.00
OH-TF1
L71- Subgroup Leader - Management Policy
2.000.00
8,000.00
L64 - 1ER-D
7,590.00
PA-TFl
L70 - Planning Functional Group -1ST GA
2,000.00
9,500.00
L70 - Dep. Functional Grp Ldr - Planning
2,000.00
TN-TFl
2.000.00
L69 - Functional Grp Ldr - Ops
6,000.00
L70 - ISTGA- Logistics
2,000.00
TX-TFI
L71- Subgroup Ldr - Equipment
2,000.00
12.000.00
L71- Subgroup Ldr - Structures
2,000.00
L66 - Dep Ads -Group C:hair
12,000.00
L68 - Legal Rep
4,000.00
TT-TFI
L70 - ISTGA - Adminifinance
2,000.00
2
3-.000.c0
L71- Subgroup Leader - Communications
2,000.00
L71- Subgroup Leader - Training
2.000.00
L72 - Adv Org IT Support
15,009.00
VA-TF1
0.00
L48 - ISTL Stipend
3.600.00
L70 - Dep. Functional Grp Ldr - Log
2,000.00
{A-TFO
L71- Subgaroup Ldr - HazMat
2,000.00
11.000.00
L71- Subgroup Ldr - Search
2,000.00
L71- Subgroup Ldr - Rescue
2,000.00
L71- Subgroup Ldr - Finance
2,009.00
WA-TFO
2.000 00
Totals:
163,500.00
0.00
0.00
0.00
9,000.00
1'2.500.00
FY 2021 USR NOFO
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65
Appendix E — Special Equipment Cache Allocations
pans'oring C)reanaaaonCoopemtire
3ereementRerinient
Ias1 Farce
Cache
Nfaintenatire &
Recapitsli3mtian
(P APR Year 1 of 3) -
Iiee 9
EST Carte
MiAlEnmE a
Rer atitb -
Line 3
IDEall Amatmt
Per Doh
Cit.: of Phoenix Fire Department
_XZ-Tn
i -
City of Las Angeles Fire Department
CA-TF1
S -
CA--TF2
5 -
Los Angeles County Fire Department
NIealaPsrh.Fire Pr°tertianDistrict
CA-TF9
S -
Ci.ahlaodFire Department
CATF.I
i. -
Orange C aaot4 Fire Authorir
C.i-Iss
-
City afRirerside Fire Department
L.i-I=6
S 9i1.500..90
$ 96,f40.04
C itti- of Sac ramemto Fire Department
CA -I="
S 96.000.04
$ 96,400.901
C its- of San Diego Fire-
Fe_rueDepartmens
C y I-4
S
West Metro Fire Protection District
(C-Tt 1
•S e.5G.3.04
$ 96,400.04
1liam -Dade Counts- Fire Department
FL--IF1
S -
C try of Miami Fire and Rescue
FL-IF2
S 96,000.04
S 96,400.04
C u; of Indianapolis - LIP S
- F1
5 M.000.03
1 90.400.04
C irs- of Beverly ELL#,-TF1
S -
FY 2021 USR NOFO
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66
Appendix E — Special Equipment Cache Allocations (cont.)
Sponsor* Organaaaan C°o erntit•e
Agreement Recipient
To:J.7FM.*
PPP Cache
Maintenance&
1 a�
(PAM YearLime St
ISTC:ache
Mainsenence &
Recapitalization -
Line9
I�tal_ masmt
Per Task Force
Montgomen- C minty Fire and Re:rue
Sereic e
0_17:
S 46..400.00
i 96.400.04
Boone C oanty Fire Protection Di_ trio s
M4-T' 1
S -
LocnLn Fire & Rascae
NI-TF1
S -
NJ State Police
NJ-TT1
S -
C ]ar6 Coonnv Fire Depar=eat
N't--IF
S ?n5.400.04
-s 9t5.4O0.00
:VS.( Office of Emergency :klaoagemens
NT-IF]
5 -
:Via miValley Fire EMS Alliance
0H-7F1
5 -
P hiladelphia Fire Depar mens
PA-TF1
5 -
Cis;• Of'.1erphi•. Fire Servi .e
'-71-1
5 -
Tern: Engineering Eitensian Service
1).-TF1
S 96.0t_..c0
S c'e..;30,1
n ]?-'.cG].40
Salt Lake Urban Search & Rescue
17-TF1
t -
Fnick! i County Fire and Re:ctie Dept.
'_t-TF1
5 -
Virginia Beach Fire Department
FA-TF2
S 9fl.300.40
S 00.04
Pierce {:aunty- Dept_ *f Emer&
SlgoattS.ER
5VA-IF1
5 -
Totals:
5 671_400.04
1, 2 .c-0d.00
1 4+iLe�OO.00
FY 2021 USR NOFO
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67
Appendix F - Advisory Organization Stipends
Line #
Position
First Name
Last Name
IF
Stipend
62
SAC- Di.rision Central
Don
Lombardi
CO-TF1
4,000
62
SAC - Division East
Scott
Goldstei
MD-TF1
.1,0
62
SAC- Division West
Brian
Fen nessey
CA-TF5
4,CCC
63
TFR - National
Joe
Downey
NY--F _
10,OCC
64
TFR - Drvision Central
Rod
-yus
CO--=L
64
TFR- Division East
Ken
Pagurek
PA--F_
7,500
64
TFR - Division West
Ste.: e
McK'nster
CA- F6
65
Advisory Group Chair
B.
3rc'.L;n
N-_=_
15,000
66
Advisory Group Char -Deputy
Ke-h
Bevan
UT--=_
12,000
67
Advisory Group - IST Representative
M ke
Boyle
CA--u 5
18,000
6S
Advisory Group - Legal Representative
Brian
?cI:erts
UT-TF
4_,000
69
FUNCTIONAL GROUP LEADER
Jeff
Saunders
X-TF1
6,C00
69
FUNCTIONAL GROUP LEADER
Mike
Cayse
OH- F_
6,C00
69
FUNCTIONAL GROUP LEADER
Richard
Ventura
CA= =5
6,C00
69
FUNCTIONAL GROUP LEADER
Brad
-haven et
NE-F_
6,C00
70
DEPUTY FUNCTIONAL GROUP- LEADER
Rol:
Pierson
NE--F_
2,000
70
DEPUTY FUNCTIONAL GROUPLEADER
B.
Geyer
-NI--; L
2,000
70
DEPUTY FUNCTIONAL GROUP LEADER
Wayne
3 ack
`Y',--_=
2,000
70
DEPUTY FUNCTIONAL GROUP LEADER
-B=;
-EID
NE= __
2,C00
70
IST GROUP ADVISOR
Kev'n
Fetterman
i_,_ =5
2,C00
70
IST GROUP ADVISOR
Ken
Wright
-'x:--=_
2,000
70
IST GROUPADVISOR
Jenn--cer
Bevan
I -- __
2,000
70
IST GROUID- ADVISOR
Marty
Nevil
2.A_ __
2,000
71
SU BGROUP LEADER - CANINE
Scott
Mateyaschuk
Pr--_ _
2,000
71
SUBGROUPLEADER. -COMMUNICATIONS
Justin
W ers
IJ-`=_
2,000
71
SUBGROUP LEADER - ECRUIPMENT
Keth
Brown
-'x:--=_
2,000
71
SU BGROUP LEADER - EXERCISE
Janis
'Willis
1_',_ _ L
2,000
71
SU BGROUP LEADER - FINANCE
Vanessa
Soun
',`:'A--__
2,000
71
SU BGROUP LEADER - HAZMAT
Mark
Hund ey
../ ,--_=
2,000
71
SUBGROUP LEADER - MANAGEMENT -POLICY
E:rar
Schum am
C-1= __
2,000
71
SU BGROUP LEADER - MEDICAL
Linda
Bue °`
'_._ =-
2,000
71
SU BGROUP LEADER - PUBLIC AFFA IRS
Kar
LE
r1.1--=_
2,000
71
SU BGROUP LEADER - RESCUE
Jon
D. Jc c
--_=
2,000
71
SU BGROUP LEADER - SEARCH
Jim
nz aclue
,Y.A--_=
2,000
71
SU BGROUP LEADER - STRUCTURES
Peter
,:ea: nz
-x:-_=_
2,000
71
SUBGROUP LEADER - TRAINING
Mike
U I:a'.
iJ-= __
2,000
71
SUBGROUP LEADER -TRANSPORTATION
Mark
D.aPP
N--=_
2,CCC
71
UNIT LEADER -SAFETY
Jim
Cc g on
N ./--= _
2, CCC
72
AnnualAdvisory Org Stipends - IT Support
IJ-= _ _
15,00C
73
An nu al Advisory Org Stipends - Exer Unit Support
Tota I: Sh owes on Ta b 1 Line 19 a n d T a b 2 Line 74 163500
FY 2021 USR NOFO
Back to the Top
68
Appendix G — Summary of Deliverables and Points of Contact
SL441L FEPORTENGREQL1RMIDT9
Drlima4L
Due ➢0,j1
Ile dad(r) of Sabminl
Pamds}of Gerari
Sddmoaal l:aawdoe
1
Grant Application
hme 157
Sulmuir initially through through
Ckants.gor (wu v 4rmagov). Once
detemaine 9 eligible: submit complete
package through hl3Goaol System
MI1802 Mark' Reyna 3a1
Use Current template alMA
Form O8¢0.10)
P
Task Force Self -Evaluation
shedn]ed in advance
Email
Pai,B0000d
Narrower USU.. Repoose System
Task Force Self -Evaluation.
Scamheet (MIA Ram 089{ti
14)
Equip Database
Tammy llst
Su4unir via entail or Lli5
Br1re Barnett: Dr. Conrad
4
Inventory ofFederally °vned Equipment(2od Cache,
HEPP&IST. where applicable): Current copy ofl8-4
lamay 31st
Bore Barnett' E1s.e Crud
Bore Neutous
5
Iime-Phase Fore Deployment Data
(I YYLD)("Aircraft Loading Data" farm(FEA'L1 Font
989-O-1S)
Jemmy llst
6
HEAP biainteaauce,&omral Camp Estimates
October 30th
Samaitva email
Bare Barnett
This Cost estimate shall be used
on 2=1 expenses hammed from
ILeprevions year and any
additional can andcipoted Sir
the following year.
Semi _3nm at Performance Report (FFFMA Form t189-0
Jemay34th
S1L®t through bIDChmn: System.
Bayne Ba]
FEMAFmmORO-O-11
7 3 oth
9
Quacerly Fiada ia1RePort (SF425)
October 30th
Srb®t 3E425 []rough the Payment and
System (PARS)
Tanana Mark
t5ut be submitted in PARS to
consume ro draw dawn Math
Jemmy- NthReporting
April 30th
July 30[h
p
Notification of Mobilization or Full -Scale EXErCl9e
No later than 9O days before the Vie.:.
begns
-__.:I
Brian Smnth
Nofifi 00 o should be brief, but
include d res. scope of eserdse,
amber efp:.r- fronts: and other
agetxnes tie.' 2Ked. (got ske the
place of aid hassled n. be
confined nil sanction re0ures-
letters to obtain FENLA approve]
of IF sponsored training and
exertiees)
19
Ekerdse After ACil(m Report
Within 96 days ofihe completion of a
mobilization or fall -scale nowise, or a
training acthity with duration of more than
24 consecutive Lows.
Postal or Email
Brian Smith
,ia.R should be written in
fiomtst where ]v-Rnna learned may
be shared with other task Smca
in the Natimoa] U5&RRgpoose
Scscem
CLOSEOUT RPPOR'fl'5G FEQL.amPiffi,RS -Dar 120 din rtRr rad o[dn Coopnauve ipemns Period. of Ptatormaase
Drivmaklr
ife0oWs5 41. Sables
Poinghl al (reran
Add]duml Iarormadaa
USE CURRENT CIOSEOLT PAC41A1E TEMPLATE [CONTAINS THEFOLLOWPIG
FEMA-USR-
GRirNTS5.f®a gor
Tirana Mirk .' Rayne Hal
FB]Ls.-USR-Gra igdema.dbs.gov
1TBafsnth eeepliooVale SF425):
1
=ina]Performance Report(should show actual g raw. by budget caegary}
Email as a bfivasoli Weld or PDE file
Cmsoli:in. and sm„g,a .' all
priarper5araatoce apors
2
Fine] Financial Slane Report (SF425)
Sir through the Payment and
Reporting System (PARS) and Email
that submission as.pdf He with
1oseout package
Financial Paemen,t and Lhuganded Funds (if applicable)
Discuss �,e;firmethod of repayment
with Grath Cheer at time ofelo.aa£
Payment of all rmliquidatd
obligation for Falk and report
unexpended. Hods to Assistance
Officer
J
-cptipmem lmantory
Email
Tse'um Mack: Rsyan Bal
Ime00er shouldie0ude item;
pm -chased with Fedeal gram
funds. whereemres feu market
rake is equal tam Teats M.
35 0001 per item
Inventory of unused or residual .supplies (Pir f applicable) and Tangible Personal peo Report
Email
Tswana Mack: Reyna Ba]
FIIvA-USR{im�;nferaso As.gm.
purchased with Fedaol gran:
hinds: which the aggregate
exceeds 35:C00 or provide wnttxt
statemEllt(in calm le[ter)^'her
such applies (if any) du art
eueedl5,000. U•lrol
D ar., rr, uvLr SO sr Corn
I.rgfrr
6
Cover Letter, ineladmg sTa0mew of ooeorr for femme use of equipment
Email
Include in collar letter stating the
egapmemtsupphes will be used
for their intended purpose of the
grant over the life cycle of the
e;aupmentnglp]ies.
FY 2021 USR NOFO
Back to the Top
69
Appendix G — Summary of Deliverables and Points of Contact (cont)
POC. NAME
FbaAu.
Phone
ADDR.E56
USfrR BR_ANCTI COQxTACTS
GROLP EN'_AT ACCOUNT
Brian Smith
Emu. Neuhaus
BuddyE.r
Parry Boogard
RoynaRal
FE4LA-L -GR.tiNTS lems.dh
NA
202-2124316
202-924-1707
202-702-8854
202-2124570
202-6467933
U.S. D p -tu u ofHt ate. ty
luiendanttril5ema..dh Er,ov
Federal Entese=lry\anaEen v
US&R Bici ORR-RSDP-LP
Atm: (Aplenpnatename here)
500 C Street SW
Washugtca•DC:204:2
bruce.neninaus ,. ma dk v
elamder-diafentaur'as.gm
rom•.dao r:alema.dhs Roy
RavnaBsl.iiierea.d1Ls.em-
US96RWARFHOUSE CONTACT -EQLTP =
LNV1 '4 TORY Fr EMS
Bruce Bad
Dare Conrad
tcu.e.tc rt e; ferna.dhs €t •
202-212-1763
202-3"-311"
Federal ,linergency gem .� _Agency
USR Warehouse
13990 Pik Center Road
Building
Herren, VA 20171-32L1
�.icto.c.•+3:acuEea=a.dha.got
GR.4_L-f PROGRAMS DE2ECTORATE.
CONTACT
T3.D
Rcheit Tam
TBJ
Roterr.Tate:i7feree dm ecn
MD
202-N7-0743
U.S. Jape[of ..,ettaity
F edE•:1 Georg Management Agency
DHSFEMA-GPD
Atm: (_ApEanp¢iste name Lee)
400 C Street SW. 3N
Washington, D C. 20472-3635
ADDRESS TO RETURN REFU D CHECKS
:7.4..Ilie payable to the Federal Emergency Management
AgelKY)
Yore: Please make sure address is curfew before
sardbts any Malty as this is subject to change
All Climb' ME/Money Orders:
FELA
P.O. Ban 6200-16
Portland OR 97228-6X0
.Puywernis smirk courier (e.g., LFS, DEE, Fedex)
U.S.. Hank
Alm: Covelmnent Lactbon
FEMA Finance Centersi ''00-16
17650 HE Sandy Wvd
Portland, CR 9730
.4CH FARIMILIfif Clearing House
FEMA AMA' 0510-367045
Aocmat Number. 540D4S
Fed Niue
TypcSab Type Code: 1000
Financial instin"m+. 02103004 4 TREAS NYC
Account >;. D-TC070002-F0,1A
FY 2021 USR NOFO Back to the Top
COOPERATIVE AGREEMENT BUDGET SUMMARY
BUDGET SUMMARY
Grant Program
Function
or Activity
(a)
Catalog of Federal
Domestic Assistance
Number
(b)
Estimated Unobligated Funds
New or Revised Budget
Federal
(c)
Non -Federal
(d)
Federal
(e)
Non -Federal
(f)
Total
(g)
1. US&R Readiness
Cooperative
Agreement
97.025
0.00
0.00
1,332,878.00
$
1,332,878.00
2.
0.00
3.
0.00
4.
0.00
5. Totals
$0.00
$0.00
$1,332,878.00
$0.00
$1,332,878.00
BUDGET CATEGORIES
6. Object Class Categories
GRANT PROGRAM, FUNCTION OR ACTIVITY
Total
(5)
(1)Admin. & Mgmnt. (2) Training (3) Equipment (4) Storage & Maint.
a. Personnel
$762,423.00
$10,080.00
$0.00
$0.00
$772,503.00
b. Fringe Benefits
90,817.00
0.00
0.00
0.00
90,817.00
c. Travel
39,000.00
12,000.00
0.00
0.00
51,000.00
d. Equipment
0.00
0.00
233,702.00
49,000.00
282,702.00
e. Supplies
5,000.00
0.00
0.00
0.00
5,000.00
f. Contractual
73,818.00
18,914.00
0.00
38,124.00
130,856.00
g. Construction
N/A
N/A
N/A
N/A
N/A
h. Other
0.00
0.00
0.00
0.00
0.00
i. Total Direct Charges (sum of 6a-6h)
971,058.00
40,994.00
233,702.00
87,124.00
1,332,878.00
j. Indirect Charges
0.00
0.00
0.00
0.00
0.00
k. TOTALS (sum of 6i and 6j)
$971,058.00
$40,994.00
$233,702.00
$87,124.00
$1,332,878.00
7. Program Income
$
$
$
$
$
FEMA Form 089-0-10B
Section 4
Budget Summary
Page 1 of 2
NON-FEDERAL RESOURCES
(a) Grant Program
(b) Applicant
(c) State
(d) Other Sources
(e) TOTALS
8.
$
$
$
$0.00
9.
0.00
10.
0.00
11.
0.00
12. TOTAL (sum of lines 8-11)
$0.00
$0.00
$0.00
$0.00
FORECASTED CASH NEEDS
13. Federal
Total for 1st Year
1st Quarter
2nd Quarter
3rd Quarter
4th Quarter
$0.00
$
$
$
$
14. Non -Federal
0.00
15. TOTAL (sum of lines 13 and 14)
$0.00
$0.00
$0.00
$0.00
$0.00
BUDGET ESTIMATES OF FEDERAL FUNDS NEEDED FOR BALANCE OF THE PROJECT
(a) Grant Program
FUTURE FUNDING PERIODS (Years)
(b) First
(c) Second
(d) Third
(e) Fourth
16.
$
$
$
$
17.
18.
19.
20. TOTAL (sum of lines 16-19)
$0.00
$0.00
$0.00
$0.00
OTHER BUDGET INFORMATION
21. Direct Charges:
22. Indirect Charges:
23. Remarks:
FEMA Form 089-0-10B
Section 4
Budget Summary
Page 2 of 2
South Florida Urban Search and Rescue
Excerpts from Strategic Plan
(Position Descriptions)
ADMINISTRATION
FL-TF2 will maintain administrative staffing organized as a Division of the City of
Miami Fire Rescue Department with the following dedicated full time personnel:
• Program Manager:
Captain Erik Sanchez: Establishes division goals and objectives.
Coordinates all task force grant goals to comply with cooperative
agreements. Oversees the day-to-day task force operations.
• Staff Lieutenant /Administrative Logistics Specialist:
Lieutenant Joseph Barber: Responsible for all Finance and Procurement
activities within the organization. Responsible for all personnel issues
within the organization (Overtime reporting, time sheets, etc). Provide
supervisory assistance to the Program Manager.
• Staff Lieutenant /Administrative Training Specialist:
Lieutenant Gustavo Arellano: Responsible for the timely delivery of training
in accordance with the requirements set forth by FEMA (Approximately 30
courses delivered in a two year period), as well as the yearly training
requirements set forth by the Program Manager (Approximately 72 hours
per member). Responsible for tracking and reconciling all Task Force
Training hours. Provides supervisory assistance to the Program Manager.
• Grants Manager:
Miroslava Diaz: Responsible for overall programmatic administration of all
grants awarded to the Urban Search and Rescue/Florida Task Force II by the
Federal Government. Daily oversight of programmatic grant matters in
support of task force activities. Responsible for fiscal reporting on all our
grants, approximately $1.3 Million in grants annually.
• Administrative Specialist:
Maritza Gomez: Responsible for overall financial administration of all
grants awarded to the Urban Search and Rescue/Florida Task Force II
by the Federal Government. Daily oversight of financial matters in support
of task force activities.
Part Time Personnel are also utilized as Discipline Coordinator positions. This
allows for the most cost effective means of personnel allocation. They are utilized
on an as needed basis and do not burden the organization with the cost of full time
salaries.
The following part time positions have been established within the Table of
Organization:
• Discipline Training Coordinator:
Frank Manaide: Responsible for assisting each discipline with their
monthly/yearly discipline training needs. Assists and facilitates our Drills
and Mobility Exercises.
• Readiness Coordinator:
Firefighter Timothy Gleason: Responsible for assuring the Task Force is in a
readiness state at both the Training, and Equipment levels. Responsible for
updating our deployment rosters.
• Financial Officers:
Julio Mestas: Responsible for the financial oversight of team activity during
deployments. During deployments he assists with the day to day financial
support and management of grant goals. Conducts all reconciliation of
reimbursement paperwork and coordinates any After -Action Reports.
• Medical Coordinator:
Firefighter Ahmed Abousaleh: Responsible for the implementation and
oversight of the Medical Team. This responsibility includes response
activities during deployments, readiness activities, and team welfare.
Coordinates yearly medical exams and oversees the HIPAA related
information within the TF personnel files.
• Communications Coordinator:
Gabriel Rodriguez: Responsible for the readiness and implementation of the
communications plan. Ensures communications equipment is functional and
deployable. Monitor and updates equipment and conducts training within
his discipline on same.
• Hazmat Coordinators:
Tony Prado and Juan Abrue: Responsible for the WMD component of the
Task Force. (One fully stocked tractor trailer containing about 1.2 million
dollars in equipment.) Oversees training and maintenance for all HazMat
components and the new HazMat Equipment Push Package Cache stored at
FL-TF2 warehouse.
• Canine Coordinator:
Lieutenant Jorge Cruz: Responsible for the readiness of the K-9 and search
component of the Task Force. Ensures that all search team members are in
compliance with requirements set forth by FEMA. Coordinates all training
for TF members within his discipline as well as oversees the coordination
and site maintenance of the FL-TF2 training prop located in Davie, Fl.
• Public Information Officer:
Captain Iggy Carroll: Ensures that the message released by this Task Force
is in line with the position of the Department of Homeland Security and the
Sponsoring Agency, The City of Miami Fire Depail.inent. Disseminates TF
related information to the local media and coordinates the TF Media Policy
as it relates to any and all media resources.
• Rescue Team Coordinator:
Captain Carlo Soldevilla: Responsible for the oversight of all Rescue
equipment. Assists with the institution of rescue methodology and the
implementation and maintenance of light, medium and heavy rescue
vehicles. Guarantees the readiness of the Rescue equipment cache and
oversees training and skill testing for every TF member in his discipline.
• Flood /Swiftwater Coordinator:
Firefighter Greg Barhorst: Responsible for the Flood/Swiftwater cache,
maintenance, and training in support of FEMA Directives. Oversees the
continuing education and training for all TF members.
• Task Force Leaders:
Chief Joseph Zahralban, Chief Scott Dean, Chief David Duenas, Chief
Alejandro Fernandez and Captain Grant Musser: Utilized on an as needed
basis for special projects requiring management oversight with regard to
higher level administrative duties (Example: hurricane
reimbursements, audits). Additionally responsible to function as non-
depait,uient member liaison and represents FL-TF2 at all local and national
US&R meetings.
• Logistics Coordinator:
Firefighter Jesus Garcia: Responsible for all response equipment contained
within the organization (over 20,000 individual items). Also responsible for
excess property and the day-to-day operations of the Warehouse Manager,
Transportation Officer, and Air Response Manager.
• Warehouse Manager:
Firefighter Jesse Santerre: Responsible for the inventory, tracking, and
maintenance of all of our equipment, apparatus, and supplies. Oversees the
day-to-day operational readiness of our equipment cache.
• Air Response Manager:
Ishmael Colon -Marquez: Responsible for assuring our equipment and
apparatus are in a state of readiness to be deployed by air. Creates load plans
for response to disasters which include our equipment pallets, transportation
vehicles and apparatus, as well as our personnel.
• Transportation Officer:
Rene Gomez: Responsible for the entire task force fleet (4 tractors, 5 fifty
foot trailers, 5 box trucks, 3 flatbeds, 2 SUV's, 5 F-350, 1 F-550, 1
Excursion, 2 forklifts, 8 off road ATV's). Establishes and implements a
transportation policy for active drivers and a transportation plan during
deployments. Oversees the day-to-day operational readiness for the
Transportation Cache, including but not limited to monthly maintenance,
minor repairs, and modifications, yearly inspections, records, etc.
• Personnel Support Coordinator:
Chief David Duenas: Responsible for the administration of the Personnel
Support Program to include Critical Incident Stress Management, Employee
Assistance, Assisting personnel and family with needs during times of
deployment and coordinates CISD for the TF members and their relatives
after deployment and on an as -needed basis.
• Planning Team Coordinator:
Lieutenant Santiago Ramos: Responsible for planning drills and exercises,
conducting and preparing HSEEP AAR Reports. oversees training and skill
testing for every TF member in his discipline.
U.S. Department of Homeland Security
Washington, DC 20472
FEMA
US&R GENERAL MEMORANDUM - 2021-015
June 11, 2021
FOR: National Urban Search & Rescue Response System
Task Force Represer}iratves
FROM: Buddy Ey, Ch
Admin / FinarteSection
Urban Search and Rescue Branch
SUBJECT: US&R General Memorandum 2021-015 — FY21 US&R Readiness Cooperative
Agreement Solicitation and Announcement Timeline
The solicitation, application and award timeline for the FY21 US&R Readiness Cooperative
Agreement (subject to change) is as follows:
January 28, 2021: Strategic Group Budget Planning Meeting — Virtual
April 16, 2021: FY21 US&R Notice for Funding Opportunity (NOFO) submitted to the
Grants Management Branch for review and approval.
June 3, 2021: US&R Branch received notice that the FY21 US&R NOFO was approved
June 9, 2021:
June 16, 2021:
June 30, 2021:
July 15, 2021:
July 19, 2021:
August 20, 2021:
Sept 01, 2021:
Anticipated Period
Final Federal Opportunity Announcement (with Appendices) submitted to
the Grants Management Branch for processing/posting.
Cooperative Agreement Notice of Funding Opportunity (NOFO) package
to post on www.grants.gov and available for access (projected)
DUE - Submit SF424 through www.grants.gov for initial approval
DUE — All application packages through the NDGrants System
DHS/FEMA (GPD and US&R Branch) begins review, negotiation, and
approval of 28 task force applications through NDGrants System. GPD
award packages.
Application reviews complete by US&R Branch (projected)
Anticipated Award Date
of Performance: September 01, 2021— August 31, 2024
www.fema.gov
US&R General Memorandum 2021-015 FY2021 US&R Readiness Cooperative Agreement
Solicitation and Announcement Timeline
Page 2
US&R Task Force members have 90 days to accept their awards from the time of ND Grants
System Notification. Note that this date is flexible, due to the time frame the task forces may need
to obtain organization approvals.
cc:
US&R Strategic Group
US&R Advisory Group
US&R Branch Staff
FEMA Regional/Federal/International ESF #9 Representatives
US&R Task Force Grant Managers
www.fema.gov
ArVT: c c)v'
WORKSPACE FORM
1-800-518-4726
SUPPORT@GRANTS.GOV
This Workspace form is one of the forms you need to complete prior to submitting your Application Package. This form can be completed in its entirety offline using
Adobe Reader. You can save your form by clicking the "Save" button and see any errors by clicking the "Check For Errors" button. In -progress and completed forms
can be uploaded at any time to Grants.gov using the Workspace feature.
When you open a form, required fields are highlighted in yellow with a red border. Optional fields and completed fields are displayed in white. If you enter invalid or
incomplete information in a field, you will receive an error message. Additional instructions and FAQs about the Application Package can be found in the Grants.gov
Applicants tab.
OPPORTUNITY & PACKAGE DETAILS:
Opportunity Number:
Opportunity Title:
DHS-21-DOD-025-00-01
Fiscal Year (FY) 2021 National Urban Search & Rescue (US&R) Response System
Readiness Cooperative Agreement
Opportunity Package ID: PKG00267779
CFDA Number: 97.025
CFDA Description: National Urban Search and Rescue (US&R) Response System
Competition ID:
Competition Title:
Opening Date: 06/16/2021
Closing Date: 07/15/2021
Agency:
Department of Homeland Security - FEMA
Contact Information:
Centralized Scheduling and Information Desk (CSID)
Phone: (800) 368-6498
E-mail: askcsid@fema.dhs.gov
APPLICANT & WORKSPACE DETAILS:
Workspace ID:
WS00722378
Application Filing Name: City of Miami US & R FY 2021
DUNS:
0722207910000
Organization: MIAMI, CITY OF
Form Name: Application for Federal Assistance (SF-424)
Form Version: 2.1
Requirement: Mandatory
Download Date/Time: Jun 17, 2021 03:51:20 PM EDT
Form State:
No Errors
FORM ACTIONS:
OMB Number: 4040-0004
Expiration Date: 12/31/2022
Application for Federal Assistance SF-424
1. Type of Submission:
Preapplication
Application
* 2. Type
of Application: * If Revision, select appropriate letter(s):
0 New
Continuation
Revision
* Other (Specify):
0 Application
Changed/Corrected
3. Date Received: 4. Applicant Identifier:
Completed by Grants goy upon submission.
5a. Federal Entity Identifier:
5b. Federal Award Identifier:
State Use Only:
6. Date Received by
7. State Application Identifier:
State:
8. APPLICANT INFORMATION:
* a. Legal Name: City of Miami
* b. Employer/Taxpayer Identification Number (EIN/TIN):
* c. Organizational DUNS:
596000375
0722207910000
d. Address:
Streetl:
Street2:
City:
County/Parish:
*State:
Province:
*Country:
*Zip / Postal Code:
444 SW 2nd Avenue, 5th Floor
Miami
FL: Florida
USA: UNITED STATES
33130-1910
e. Organizational Unit:
Department Name:
Division Name:
Miami Fire Department
f. Name and contact information of person to
be contacted on matters
involving this application:
* First Name:
Prefix: Captain
Erik
Middle Name:
* Last Name: Sanchez
Suffix:
Title:
Organizational Affiliation:
* Telephone Number:
7865543155 Fax Number:
* Email: usarpm@miamigov.com
Application for Federal Assistance SF-424
* 9. Type of Applicant 1: Select Applicant Type:
C: City or Township Government
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
* Other (specify):
* 10. Name of Federal Agency:
Department of Homeland Security - FEMA
11. Catalog of Federal Domestic Assistance Number:
97.025
CFDA Title:
National Urban Search and Rescue (US&R) Response System
* 12. Funding Opportunity Number:
DHS-21-DOD-025-00-01
*Title:
Fiscal Year (FY) 2021 National Urban Search & Rescue (US&R) Response System Readiness Cooperative
Agreement
13. Competition Identification Number:
Title:
14. Areas Affected by Project (Cities, Counties, States, etc.):
Add Attachment
Delete Attachment
View Attachment
* 15. Descriptive Title of Applicant's Project:
Urban Search and Rescue Response System
Attach supporting documents as specified in agency instructions.
Add Attachments
Delete Attachments
View Attachments
Application for Federal Assistance SF-424
16. Congressional Districts Of:
* a. Applicant FL-027 * b. Program/Project 0
Attach an additional list of Program/Project Congressional Districts if needed.
Add Attachment Delete Attachment View Attachment
17. Proposed Project:
* a. Start Date: 09/01/2021 * b. End Date: 08/31/2024
18. Estimated Funding ($):
*a. Federal
* b. Applicant
*c. State
* d. Local
* e. Other
* f. Program Income
*g.TOTAL
1, 332, 878. 00
0.00
0.00
0.00
0.00
0.00
1,332,878.00
* 19. Is Application
a. This application
b. Program is subject
Subject to Review By State Under Executive
was made available to the State under
to E.O. 12372 but has not been selected
covered by E.O. 12372.
Order 12372 Process?
the Executive Order 12372 Process for review on
by the State for review.
a c. Program is not
* 20. Is the Applicant Delinquent On Any Federal Debt? (If
"Yes," provide explanation in attachment.)
Yes a No
If "Yes", provide explanation and attach
Add Attachment Delete Attachment View Attachment
21. *By signing this
herein are true, complete
comply with any resulting
subject me to criminal,
application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements
and accurate to the best of my knowledge. I also provide the required assurances** and agree to
terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may
civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency
C. ** I AGREE
** The list of certifications
specific instructions.
Authorized Representative:
Prefix: Ms . * First Name: Lillian
Middle Name:
* Last Name: Blondet
Suffix:
* Title: Office of Grants Administration, Director
* Telephone Number:
305-416-1536 Fax Number:
* Email: lblondet@miamigov.com
* Signature of Authorized
Representative: Completed by Grants gov upon submission. * Date Signed: Completed by Grants gov upon submission.
Award Letter
U.S. Department of Homeland Security
Washington, D.C. 20472
Erik Sanchez
City of Miami - Florida Task Force II
444 SW 2ND Avenue, 10th Floor
Miami, FL 33130 -
Re: Grant No. EMW-2021-CA-00034
Dear Erik Sanchez:
Congratulations, on behalf of the Department of Homeland Security, your application for financial assistance submitted under
the Fiscal Year (FY) 2021 National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement
has been approved in the amount of $1,332,878.00. You are not required to match this award with any amount of non -Federal
funds.
Before you request and receive any of the Federal funds awarded to you, you must establish acceptance of the award. By
accepting this award, you acknowledge that the terms of the following documents are incorporated into the terms of your
award:
• Agreement Articles (attached to this Award Letter)
• Obligating Document (attached to this Award Letter)
• FY 2021 National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement Notice of
Funding Opportunity.
Please make sure you read, understand, and maintain a copy of these documents in your official file for this award.
In order to establish acceptance of the award and its terms, please follow these instructions:
Step 1: Please log in to the ND Grants system at https://portal.fema.gov.
Step 2: After logging in, you will see the Home page with a Pending Tasks menu. Click on the Pending Tasks menu, select the
Application sub -menu, and then click the link for "Award Offer Review" tasks. This link will navigate you to Award Packages
that are pending review.
Step 3: Click the Review Award Package icon (wrench) to review the Award Package and accept or decline the award. Please
save or print the Award Package for your records.
System for Award Management (SAM): Grant recipients are to keep all of their information up to date in SAM, in particular,
your organization's name, address, DUNS number, EIN and banking information. Please ensure 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 the SAM; therefore, it is imperative that the information is correct. The System for Award Management is located at http://
www.sam.gov.
If you have any questions or have updated your information in SAM, please let your Grants Management Specialist (GMS)
know as soon as possible. This will help us to make the necessary updates and avoid any interruptions in the payment
process.
CHRISTOPHER PATRICK LOGAN GPD Assistant Administrator
Agreement Articles
Wed Sep 01 00:00:00 GMT 2021
U.S. Department of Homeland Security
Washington, D.C. 20472
AGREEMENT ARTICLES
National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement
GRANTEE:
PROGRAM:
AGREEMENT NUMBER:
City of Miami - Florida Task Force II
National Urban Search & Rescue
(US&R) Response System Readiness
Cooperative Agreement
EMW-2021-CA-00034-S01
TABLE OF CONTENTS
Article I Limited English Proficiency (Civil Rights Act of 1964, Title VI)
Article 11 Universal Identifier and System of Award Management
Article III Americans with Disabilities Act of 1990
Article IV SAFECOM
Article V Rehabilitation Act of 1973
Article VI National Environmental Policy Act
Article VII Acknowledgement of Federal Funding from DHS
Article VI II USA PATRIOT Act of 2001
Article IX Age Discrimination Act of 1975
Article X Civil Rights Act of 1964 - Title VI
Article XI Environmental Planning and Historic Preservation (EHP)
Review
Article XII Notice of Funding Opportunity Requirements
Article XIII Trafficking Victims Protection Act of 2000 (TVPA)
Article XIV Non -Supplanting Requirement
Article XV Drug -Free Workplace Regulations
Article XVI Federal Leadership on Reducing Text Messaging while
Driving
Article XVII DHS Specific Acknowledgements and Assurances
Article XVIII
Best Practices for Collection and Use of Personally
Identifiable Information
Article XIX Civil Rights Act of 1968
Article XX Debarment and Suspension
Article XXI Activities Conducted Abroad
Article XXII Energy Policy and Conservation Act
Article XXIII Procurement of Recovered Materials
Article XXIV Acceptance of Post Award Changes
Article XXV Terrorist Financing
Article XXVI Hotel and Motel Fire Safety Act of 1990
Article XXVII Duplication of Benefits
Article XXVIII Fly America Act of 1974
Article XXIX Prior Approval for Modification of Approved Budget
Article XXX Reporting of Matters Related to Recipient Integrity and
Performance
Article XXXI
Article XXXII
Article XXXIII
Article XXXIV
Lobbying Prohibitions
False Claims Act and Program Fraud Civil Remedies
Federal Debt Status
Nondiscrimination in Matters Pertaining to Faith -Based
Organizations
Article XXXV Education Amendments of 1972 (Equal Opportunity in
Education Act) - Title IX
Article XXXVI Copyright
Article XXXVII Disposition of Equipment Acquired Under the Federal Award
Article XXXVIII Reporting Subawards and Executive Compensation
Article XXXIX Use of DHS Seal, Logo and Flags
Article XL Whistleblower Protection Act
Article XLI Assurances, Administrative Requirements, Cost Principles,
Representations and Certifications
Article XLII Patents and Intellectual Property Rights
Article XLIII Program Income
Article XLIV Cooperative Agreement
Article XLV Renovation and Modification Costs
Article XLVI Warehouse Leases
Article XLVII Performance Goals
Article I - Limited English Proficiency (Civil Rights Act of 1964, Title VI)
Recipients must comply with Title VI of the Civil Rights Act of 1964, (42 U.S.C. section 2000d et seq.) prohibition against
discrimination on the basis of national origin, which requires that recipients of federal financial assistance take reasonable
steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services. For
additional assistance and information regarding language access obligations, please refer to the DHS Recipient Guidance:
https://www.dhs.gov/guidance- published -help -department- supported -organizations -provide -meaningful -access -people -
limited and additional resources on http://www.lep.gov.
Article II - Universal Identifier and System of Award Management
Recipients are required to comply with the requirements set forth in the government -wide financial assistance award term
regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25, Appendix A,
the full text of which is incorporated here by reference.
Article III - Americans with Disabilities Act of 1990
Recipients must comply with the requirements of Titles I, II, and III of the Americans with Disabilities Act, Pub. L. No. 101-336
(1990) (codified as amended at 42 U.S.C. sections 12101- 12213), 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.
Article IV - SAFECOM
Recipients receiving federal financial assistance awards made under programs that provide emergency communication
equipment and its related activities must comply with the SAFECOM Guidance for Emergency Communication Grants,
including provisions on technical standards that ensure and enhance interoperable communications.
Article V - Rehabilitation Act of 1973
Recipients must comply with the requirements of Section 504 of the Rehabilitation Act of 1973, Pub. L. 93-112 (1973),
(codified as amended at 29 U.S.C. section 794,) which provides that no otherwise qualified handicapped individuals 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.
Article VI - National Environmental Policy Act
Recipients must comply with the requirements of the National Environmental Policy Act of 1969 (NEPA), Pub. L. 91-190
(1970) (codified as amended at 42 U.S.C. section 4321 et seq.) and the Council on Environmental Quality (CEQ) Regulations
for Implementing the Procedural Provisions of NEPA, which require recipients to use all practicable means within their
authority, and consistent with other essential considerations of national policy, to create and maintain conditions under which
people and nature can exist in productive harmony and fulfill the social, economic, and other needs of present and future
generations of Americans.
Article VII - Acknowledgement of Federal Funding from DHS
Recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposal, bid
invitations, and other documents describing projects or programs funded in whole or in part with federal funds.
Article VIII - USA PATRIOT Act of 2001
Recipients must comply with requirements of Section 817 of the Uniting and Strengthening America by Providing Appropriate
Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA PATRIOT Act), Pub. L. No. 107-56, which amends 18
U.S.C. sections 175-175c.
Article IX - Age Discrimination Act of 1975
Recipients must comply with the requirements of the Age Discrimination Act of 1975, Pub. L. No. 94-135 (1975) (codified as
amended at Title 42, U.S. Code, section 6101 et seq.), which prohibits discrimination on the basis of age in any program or
activity receiving federal financial assistance.
Article X - Civil Rights Act of 1964 - Title VI
Recipients must comply with the requirements of Title VI of the Civil Rights Act of 1964 (codified as amended at 42 U.S.C.
section 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. DHS implementing regulations for the Act are found at 6 C.F.R. Part 21 and 44 C.F.R.
Part 7.
Article XI - Environmental Planning and Historic Preservation (EHP) Review
DHS/FEMA funded activities that may require an EHP review are subject to the FEMA Environmental Planning and Historic
Preservation (EHP) review process. This review does not address all federal, state, and local requirements. Acceptance of
federal funding requires recipient to comply with all federal, state, and local laws.
DHS/FEMA is required to consider the potential impacts to natural and cultural resources of all projects funded by DHS/
FEMA grant funds, through its EHP Review process, as mandated by the National Environmental Policy Act; National Historic
Preservation Act of 1966, as amended; National Flood Insurance Program regulations; and, any other applicable laws and
Executive Orders. In order to initiate EHP review of your project(s), you must submit a detailed project description along with
supporting documentation. The EHP review process must be completed before funds are released to carry out the proposed
project; otherwise, DHS/FEMA may not be able to fund the project due to noncompliance with EHP laws, executive order,
regulations, and policies.
If ground disturbing activities occur during construction, applicant will monitor ground disturbance, and if any potential
archeological resources are discovered, applicant will immediately cease work in that area and notify the pass -through entity,
if applicable, and DHS/FEMA.
Article XII - Notice of Funding Opportunity Requirements
All the instructions, guidance, limitations, and other conditions set forth in the Notice of Funding Opportunity (NOFO) for this
program are incorporated here by reference in the award terms and conditions. All recipients must comply with any such
requirements set forth in the program NOFO.
Article XIII - Trafficking Victims Protection Act of 2000 (TVPA)
Recipients must comply with the requirements of the government -wide financial assistance award term which implements
Section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), codified as amended at 22 U.S.C. section 7104. The
award term is located at 2 C.F.R. section 175.15, the full text of which is incorporated here by reference.
Article XIV - Non -Supplanting Requirement
Recipients receiving federal financial assistance awards made under programs that prohibit supplanting by law must ensure
that federal funds do not replace (supplant) funds that have been budgeted for the same purpose through non-federal
sources.
Article XV - Drug -Free Workplace Regulations
Recipients must comply with drug -free workplace requirements in Subpart B (or Subpart C, if the recipient is an individual) of 2
C.F.R. Part 3001, which adopts the Government -wide implementation (2 C.F.R. Part 182) of Sec. 5152-5158 of the Drug -Free
Workplace Act of 1988 (41 U.S.C. sections 8101-8106).
Article XVI - Federal Leadership on Reducing Text Messaging while Driving
Recipients are encouraged to adopt and enforce policies that ban text messaging while driving as described in E.O. 13513,
including conducting initiatives described in Section 3(a) of the Order when on official government business or when
performing any work for or on behalf of the federal government.
Article XVII - DHS Specific Acknowledgements and Assurances
All recipients, subrecipients, successors, transferees, and assignees must acknowledge and agree to comply with applicable
provisions governing DHS access to records, accounts, documents, information, facilities, and staff.
1. Recipients must cooperate with any compliance reviews or compliance investigations conducted by DHS.
2. 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 federal financial assistance award 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.
3. Recipients must submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate
backup documentation to support the reports.
4. Recipients must comply with all other special reporting, data collection, and evaluation requirements, as prescribed by
law or detailed in program guidance.
5. Recipients of federal financial assistance from DHS must complete the DHS Civil Rights Evaluation Tool within thirty (30)
days of receipt of the Notice of Award or, for State Administrative Agencies, thirty (30) days from receipt of the DHS Civil
Rights Evaluation Tool from DHS or its awarding component agency. After the initial submission for the first award under
which this term applies, recipients are required to provide this information once every two (2) years if they have an active
award, not every time an award is made. Recipients should submit the completed tool, including supporting materials,
to CivilRightsEvaluation@hq.dhs.gov. This tool clarifies the civil rights obligations and related reporting requirements
contained in the DHS Standard Terms and Conditions. Subrecipients are not required to complete and submit this tool to
DHS. The evaluation tool can be found at https://www.dhs.gov/publication/dhs-civil-rights-evaluation-tool.
The DHS Office for Civil Rights and Civil Liberties will consider, in its discretion, granting an extension if the recipient
identifies steps and a timeline for completing the tool. Recipients should request extensions by emailing the request to
CivilRightsEvaluation@hq.dhs.gov prior to expiration of the 30-day deadline.
Article XVIII - Best Practices for Collection and Use of Personally Identifiable Information
Recipients who collect personally identifiable information (PII) are required to have a publicly available privacy policy that
describes standards on the usage and maintenance of the PII they collect. DHS defines PII as any information that permits the
identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual.
Recipients may also find the DHS Privacy Impact Assessments: Privacy Guidance at http://www.dhs.gov/xlibrary/assets/
privacy/privacy_pia_guidancejune2010.pdf and Privacy Template at https://www.dhs.gov/sites/default/files/publications/
privacy_pia_template 2017.pdf as useful resources respectively.
Article XIX - Civil Rights Act of 1968
Recipients must comply with Title VI II of the Civil Rights Act of 1968, Pub. L. 90-284, as amended through Pub. L. 113-4,
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 (see
42 U.S.C. section 3601 et seq.), as implemented by the U.S. Department of Housing and Urban Development at 24 C.F.R.
Part 100. The prohibition 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 C.F.R.
Part 100, Subpart D.)
Article XX - Debarment and Suspension
Recipients are subject to the non -procurement debarment and suspension regulations implementing Executive Orders (E.O.)
12549 and 12689, which are at 2 C.F.R. Part 180 as adopted by DHS at 2 C.F.R. Part 3000. These regulations restrict
federal financial assistance awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise
excluded from or ineligible for participation in federal assistance programs or activities.
Article XXI - Activities Conducted Abroad
Recipients must ensure 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.
Article XXII - Energy Policy and Conservation Act
Recipients must comply with the requirements of the Energy Policy and Conservation Act, Pub. L. 94- 163 (1975) (codified as
amended at 42 U.S.C. section 6201 et seq.), which contain policies relating to energy efficiency that are defined in the state
energy conservation plan issued in compliance with this Act.
Article XXIII - Procurement of Recovered Materials
States, political subdivisions of states, and their contractors must comply with Section 6002 of the Solid Waste Disposal Act,
Pub. L. 89-272 (1965), (codified as amended by the Resource Conservation and Recovery Act, 42 U.S.C. section 6962.) The
requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection
Agency (EPA) at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable, consistent with
maintaining a satisfactory level of competition.
Article XXIV - Acceptance of Post Award Changes
In the event FEMA determines that changes are necessary to the award document after an award has been made, including
changes to period of performance or terms and conditions, recipients will be notified of the changes in writing. Once
notification has been made, any subsequent request for funds will indicate recipient acceptance of the changes to the
award. Please call the FEMA/GMD Call Center at (866) 927-5646 or via e-mail to ASK-GMD@fema.dhs.gov if you have any
questions.
Article XXV - Terrorist Financing
Recipients must comply with E.O. 13224 and U.S. laws that prohibit transactions with, and the provisions of resources and
support to, individuals and organizations associated with terrorism. Recipients are legally responsible to ensure compliance
with the Order and laws.
Article XXVI - 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. section 2225a, recipients must 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, (codified as amended at 15 U.S.C.
section 2225.)
Article XXVII - Duplication of Benefits
Any cost allocable to a particular federal financial assistance award provided for in 2 C.F.R. Part 200, Subpart E may not
be charged to other federal financial assistance awards to overcome fund deficiencies; to avoid restrictions imposed by
federal statutes, regulations, or federal financial assistance award terms and conditions; or for other reasons. However, these
prohibitions would not preclude recipients from shifting costs that are allowable under two or more awards in accordance with
existing federal statutes, regulations, or the federal financial assistance award terms and conditions.
Article XXVIII - Fly America Act of 1974
Recipients must comply with Preference for U.S. Flag Air Carriers (air carriers holding certificates under 49 U.S.C.
section 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. section 40118, and
the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to
Comptroller General Decision B-138942.
Article XXIX - Prior Approval for Modification of Approved Budget
Before making any change to the FEMA approved budget for this award, you must request prior written approval from FEMA
where required by 2 C.F.R. section 200.308. FEMA is also utilizing its discretion to impose an additional restriction under
2 C.F.R. section 200.308(f) regarding the transfer of funds among direct cost categories, programs, functions, or activities.
Therefore, for awards with an approved budget where the federal share is greater than the simplified acquisition threshold
(currently $250,000), you may not transfer funds among direct cost categories, programs, functions, or activities without prior
written approval from FEMA where the cumulative amount of such transfers exceeds or is expected to exceed ten percent
(10%) of the total budget FEMA last approved. You must report any deviations from your FEMA approved budget in the first
Federal Financial Report (SF-425) you submit following any budget deviation, regardless of whether the budget deviation
requires prior written approval.
Article XXX - Reporting of Matters Related to Recipient Integrity and Performance
If the total value of any currently active grants, cooperative agreements, and procurement contracts from all federal awarding
agencies exceeds $10,000,000 for any period of time during the period of performance of this federal award, then the
recipients must comply with the requirements set forth in the government -wide Award Term and Condition for Recipient
Integrity and Performance Matters located at 2 C.F.R. Part 200, Appendix XII, the full text of which is incorporated here by
reference in the award terms and conditions.
Article XXXI - Lobbying Prohibitions
Recipients must comply with 31 U.S.C. section 1352, which provides that none of the funds provided under a federal financial
assistance 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 related to a federal award or contract, including any extension, continuation,
renewal, amendment, or modification.
Article XXXII - False Claims Act and Program Fraud Civil Remedies
Recipients must comply with the requirements of the False Claims Act, 31 U.S.C. sections 3729- 3733, which prohibit the
submission of false or fraudulent claims for payment to the federal government. (See 31 U.S.C. sections 3801-3812, which
details the administrative remedies for false claims and statements made.)
Article XXXII! - Federal Debt Status
All recipients are required to be non -delinquent in their repayment of any federal debt. Examples of relevant debt include
delinquent payroll and other taxes, audit disallowances, and benefit overpayments. (See OMB Circular A-129.)
Article XXXIV - Nondiscrimination in Matters Pertaining to Faith -Based Organizations
It is DHS policy to ensure the equal treatment of faith -based organizations in social service programs administered or
supported by DHS or its component agencies, enabling those organizations to participate in providing important social
services to beneficiaries. Recipients must comply with the equal treatment policies and requirements contained in 6 C.F.R.
Part 19 and other applicable statues, regulations, and guidance governing the participations of faith -based organizations in
individual DHS programs.
Article XXXV - Education Amendments of 1972 (Equal Opportunity in Education Act) - Title IX
Recipients must comply with the requirements of Title IX of the Education Amendments of 1972, Pub. L. 92-318 (1972)
(codified as amended at 20 U.S.C. section 1681 et seq.), which provide 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. DHS implementing regulations are codified at C.F.R. Part 17 and 44
C.F.R. Part 19.
Article XXXVI - Copyright
Recipients must affix the applicable copyright notices of 17 U.S.C. sections 401 or 402 and an acknowledgement of U.S.
Government sponsorship (including the award number) to any work first produced under federal financial assistance awards.
Article XXXVII - Disposition of Equipment Acquired Under the Federal Award
When original or replacement equipment acquired under this award by the recipient or its subrecipients is no longer needed
for the original project or program or for other activities currently or previously supported by a federal awarding agency, you
must request instructions from FEMA to make proper disposition of the equipment pursuant to 2 C.F.R. section 200.313.
Article XXXVIII - Reporting Subawards and Executive Compensation
Recipients are required to comply with the requirements set forth in the government -wide award term on Reporting Subawards
and Executive Compensation located at 2 C.F.R. Part 170, Appendix A, the full text of which is incorporated here by reference
in the award terms and conditions.
Article XXXIX - Use of DHS Seal, Logo and Flags
Recipients must obtain permission from their DHS FAO prior to using the DHS seal(s), logos, crests or 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.
Article XL - Whistleblower Protection Act
Recipients must comply with the statutory requirements for whistleblower protections (if applicable) at 10 U.S.0 section 2409,
41 U.S.C. section 4712, and 10 U.S.C. section 2324, 41 U.S.C. sections 4304 and 4310.
Article XLI - Assurances, Administrative Requirements, Cost Principles, Representations and Certifications
DHS financial assistance recipients must complete either the Office of Management and Budget (OMB) Standard Form 424B
Assurances - Non -Construction Programs, or OMB Standard Form 424D Assurances - Construction Programs, as applicable.
Certain assurances in these documents may not be applicable to your program, and the DHS financial assistance office (DHS
FAO) may require applicants to certify additional assurances. Applicants are required to fill out the assurances applicable to
their program as instructed by the awarding agency. Please contact the DHS FAO if you have any questions.
DHS financial assistance recipients are required to follow the applicable provisions of the Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards located at Title 2, Code of Federal Regulations
(C.F.R.) Part 200, and adopted by DHS at 2 C.F.R. Part 3002.
By accepting this agreement, the recipient and its executives, as defined in 2 C.F.R. section 170.315, certify that the
recipient's policies are in accordance with OMB's guidance located at 2 C.F.R. Part 200, all applicable federal laws, and
relevant Executive guidance.
Article XLII - Patents and Intellectual Property Rights
Recipients are subject to the Bayh-Dole Act, 35 U.S.C. section 200 et seq, unless otherwise provided by law. Recipients are
subject to the specific requirements governing the development, reporting, and disposition of rights to inventions and patents
resulting from federal financial assistance awards located at 37 C.F.R. Part 401 and the standard patent rights clause located
at 37 C.F.R. section 401.14.
Article XLIII - Program Income
Per 2 CFR section 200.307, recipients are encouraged to earn income to defray program costs where appropriate. Program
income means gross income earned by the recipient that is directly generated by a supported activity or earned as a result
of the Federal award during the period of performance except as provided in 2 CFR section 200.307 paragraph (f).Program
income includes but is not limited to income from fees for services performed, the use or rental of real or personal property
acquired under Federal awards, the sale of commodities or items fabricated under a Federal award, and principal and interest
on loans made with Federal award funds. Interest earned on advances of Federal funds is not program income. Except
as otherwise provided in Federal statutes, regulations, or the terms and conditions of the Federal award, program income
does not include rebates, credits, discounts, and interest earned on any of them. When the recipient earns program income
under this cooperative agreement, this program income must be added to the Federal award as described by 2 CFR section
200.307(e)(2)). The program income must be used for the purposes and under the conditions of the Federal award.
Article XLIV - Cooperative Agreement
Program authority and responsibility under this cooperative agreement resides with FEMA and the recipient, consistent with
the terms of the award, including the Notice of Funding Opportunity. FEMA will work with the recipient to review and refine
work plans to ensure program goals and objectives can be effectively accomplished. The recipient and its subrecipients shall
not develop or engage in the development of tasks not approved in recipient's application without post -award approval from
the FEMA program office, and the issuance of a Grant Amendment from FEMA. FEMA will monitor the project on a continual
basis by maintaining ongoing contact with the recipient and will provide input to the program's direction, in consultation with
the recipient, as needed.
Article XLV - Renovation and Modification Costs
Except for minor renovations and modifications of existing warehouse facilities that do not change the footprint of the
structure, construction and renovation costs are not allowed. Examples of permissible minor renovation and modification
costs include but are not limited to office/storage space build-out/reconfiguration, ceilings, loading docks/doors, lighting,
HVAC, and security fencing.
The National US&R Branch approval is required for reimbursement of renovation and modification costs.
The purpose of allowing minor renovation and modification costs is to ensure the equipment cache is maintained as required
under the National Urban Search and Rescue Response program. See 42 U.S.C. section 5165f(I)(2); 44 C.F.R. section
208.23(c)(4).
Article XLVI - Warehouse Leases
Task force management is reminded you may only use cooperative agreement funds to pay for warehouse leases for a twelve
month consecutive period within the overall period of performance and that there is no guarantee of cooperative agreement
funding in future years. See Section VI, Cooperative Agreement Funding at pages 3-4. Task forces may write contracts with
an available fund's clause or option years for protection.
Article XLVII - Performance Goals
The objective of the FY 2021 National Urban Search and Rescue (US&R) Response System (the System) is to provide
funding for 28 national task forces staffed and equipped to assist State and local governments to conduct around -the -
clock search -and -rescue operations following a Presidentially declared major disaster or emergency under the Stafford Act.
FEMA will measure the effectiveness of the Cooperative Agreement program by comparing the input of federal resources
used to sustain readiness of the System and local jurisdictions to respond and deploy to no -notice and notice events within
the timeframes specified for each particular category of incident and locality upon having received a request from the
Authority Having Jurisdiction. In addition, FEMA will evaluate whether the recipientA6s activities provided for the sustainment
and readiness of the System and local jurisdiction in support of DHS Mission 5, Goal 5.1: Enhance National Readiness,
which seeks to reduce the vulnerability of individuals and families and mitigate risks to communities. In order to measure
performance, FEMA may request information throughout the period of performance and in response to the recipientA6s final
performance report submitted at closeout.
BUDGET COST CATEGORIES
Personnel $772,503.00
Fringe Benefits $90,817.00
Travel $51,000.00
Equipment $282,702.00
Supplies $5,000.00
Contractual $130,856.00
Construction $0.00
Indirect Charges $0.00
Other $0.00
Obligating Document for Award/Amendment
la. AGREEMENT NO. 2. AMENDMENT NO.
EMW-2021-CA-00034-S01 * * *
6. RECIPIENT NAME AND
ADDRES S
City of Miami - Florida Task
Force II
444 SW 2ND Avenue, loth
Floor
Miami, FL, 33130 -
9. NAME OF RECIPIENT
PROJECT OFFICER
Erik Sanchez
11. EFFECTIVE DATE OF 12.
THIS ACTION METHOD
09/01/2021 OF
PAYMENT
PARS
3. 4. TYPE OF ACTION
RECIPIENT AWARD
NO.
596000375
7. ISSUING FEMA OFFICE AND
ADDRESS
FEMA-GPD
400 C Street, SW, 3rd floor
Washington, DC 20472-3645
POC: 866-927-5646
8. PAYMENT OFFICE
FEMA Finance Center
430 Market Street
Winchester, VA 22603
PHONE NO. 10. NAME OF FEMA PROJECT COORDINATOR
(786)554-3155 Central Scheduling and Information Desk
Phone: 800-368-6498
Email: Askcsid@dhs.gov
13. ASSISTANCE ARRANGEMENT
Cost Reimbursement
1 5. DESCRIPTION OF ACTION
a. (Indicate funding data for awards or financial changes)
PROGRAM CFDA NO.
NAME
ACRONYM
National Urban 97.025
Search &
Rescue (US&R)
Response
System
Readiness
Cooperative
Agreement
National Urban 97.025
Search &
Rescue (US&R)
Response
System
Readiness
Cooperative
Agreement
National Urban 97.025
Search &
Rescue (US&R)
Response
System
Readiness
Cooperative
Agreement
National Urban 97.025
Search &
Rescue (US&R)
Response
System
Readiness
ACCOUNTING DATA
(ACCS CODE)
XXXX-XXX-XXXXXX-
XXXXX-XXXX-XXXX-X
2021-0S-A392-D60D- -4101-D
2021-0S-A392-D60D- -4101-D
2021-0S-A392-D60D- -4101-D
2021-OS-A392-D6OD- -4101-D
PRIOR
TOTAL
AWARD
5. CONTROL NO.
WX04655N2021T ,
WX04656N2021T ,
WX04657N2021 T ,
WX04656N2021TA
AND ADDRESS
14. PERFORMANCE PERIOD
From:
09/01/2021
Budget Period
09/01/2021
To:
08/31/2024
08/31/2024
AMOUNT CURRENT CUMULATIVE NON -
AWARDED TOTAL
THIS AWARD
ACTION
+ OR (-)
$0.00 $1,281,150.00
$0.00
$0.00
$0.00 $51,728.00
$0.00 $0.00
$1,281,150.00
$0.00
$51,728.00
$0.00
FEDERAL COMMITMENT
See Totals
See Totals
See Totals
See Totals
Cooperative
Agreement
$0.00 $1,332,878.00 $1,332,878.00 $0.00
b. To describe changes other than funding data or financial changes, attach schedule and check here.
N/A
16 a. FOR NON -DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS
DOCUMENT TO FEMA (See Block 7 for address)
National Urban Search & Rescue (US&R) Response System Readiness Cooperative Agreement recipients are not required to sign and
return copies of this document. However, recipients should print and keep a copy of this document for their records.
16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN
This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited
above.
17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE
18. FEMA SIGNATORY OFFICIAL (Name and Title)
NICA DANNELLE MATHES , Section Chief
DATE
Tue Aug 24 17:02:02 GMT
2021