HomeMy WebLinkAboutPre-LegislationAGENDA ITEM SUMMARY FORM
File ID: #9542
Date: 08/23/2021
Commission Meeting Date: 09/23/2021
Requesting Department: Department of Fire -
Rescue
Sponsored By:
District Impacted: All
Type: Resolution
Subject: Authorization of City Manager - Memorandum of Agreement
Purpose of Item:
Resolution with attachment(s), authorizing the City Manager to execute, in substantially
the attached form, a Memorandum of Agreement between the City of Miami, through its
Department of Fire -Rescue as the sponsoring agency of Florida Task Force 2, under
the US Department of Homeland Security's National Urban Search & Rescue Response
System, acting through FEMA, the State of Florida, and each of the Current and
Anticipated Participating Agencies listed in "Exhibit A".
Background of Item:
The United States Department of Homeland Security's National Urban Search &
Rescue ("USAR") Response System has since 1989 annually funded the South Florida
USAR Task Force, Florida Task Force 2 ("FL-TF2"), which is coordinated by the City of
Miami ("City") Department of Fire -Rescue ("Department") as the sponsoring agency
("Sponsoring Agency") through the Federal Emergency Management Agency, State of
Florida (collectively, "FEMA"), for the operation of its USAR program.
FEMA and FL-TF2 operate under a longstanding memorandum of agreement, most
recently updated in September 2008 (the "Sponsoring Agency MOA"), pursuant to City
Commission Resolution No. 08-0504 and adopted September 11, 2008.
Pursuant to Resolution No. 01-484, adopted May 24, 2001, and Resolution No. 05-
0212, adopted April 14, 2005, the City Manager entered into several MOAs with
participating agencies ("Participating Agency MOA(s)") setting forth those agencies'
responsibilities in connection with the development and support of USAR FL-TF2, with
all costs to be reimbursed by state and/or federal funding sources.
Pursuant to Resolution No. 11-0297, adopted July 14, 2011, the City Manager entered
into revised Participating Agency MOAs in accordance with the updated Sponsoring
Agency MOA and FEMA's updated guidelines for USAR.
The Department desires to revise the Participating Agency MOAs and update the list of
participating agencies to take into account not only long-standing participating agencies
but also anticipated new participating agencies as indicated in "Exhibit A", attached and
incorporated (collectively, the "Participating Agencies").
The updated list of Participating Agencies and subsequent MOA's are necessary to
continue the operation of the ongoing USAR FL-TF2 Program without interruption.
Budget Impact Analysis
Item has NO budget impact
Item is NOT Related to Revenue
Item is NOT funded by Bonds
Total Fiscal Impact:
N/A
Department of Fire -Rescue
Department of Fire -Rescue
Department of Fire -Rescue
Office of Management and Budget
Office of Management and Budget
Legislative Division
City Manager's Office
Office of the City Attorney
Office of the City Attorney
Office of the City Attorney
City Commission
Reviewed B
Ty McGann
Johnny Duran
Eloy Garcia
Pedro Lacret
Leon P Michel
Valentin J Alvarez
Arthur Noriega V
Thomas M. Fossler
Barnaby L. Min
Victoria Mendez
Maricarmen Lopez
Fire Department Review
Fire Budget Review
Fire Chief Review
Budget Analyst Review
Budget Review
Legislative Division Review
City Manager Review
ACA Review
Deputy City Attorney Review
Approved Form and Correctness
Meeting
Completed 08/23/2021 1:14 PM
Completed 08/23/2021 1:34 PM
Completed 08/24/2021 7:09 AM
Completed 08/27/2021 1:41 PM
Completed 08/27/2021 4:18 PM
Completed 08/30/2021 4:49 PM
Completed 09/01/2021 1:15 PM
Completed 09/07/2021 11:13 AM
Completed 09/07/2021 11:23 AM
Completed 09/08/2021 11:26 AM
Completed 09/23/2021 9:00 AM
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City of Miami
Legislation
Resolution
Enactment Number: R-21-0382
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 9542 Final Action Date:9/23/2021
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENTS,
AUTHORIZING THE CITY MANAGER TO EXECUTE, IN SUBSTANTIALLY THE
FORM AS EXHIBIT "B," MEMORANDA OF AGREEMENTS ("MOAS") BETWEEN THE
CITY OF MIAMI ("CITY"), THROUGH THE DEPARTMENT OF FIRE -RESCUE
("DEPARTMENT") AS THE SPONSORING AGENCY OF FLORIDA TASK FORCE 2
UNDER THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY'S
NATIONAL URBAN SEARCH & RESCUE RESPONSE SYSTEM, ACTING THROUGH
THE FEDERAL EMERGENCY MANAGEMENT AGENCY, THE STATE OF FLORIDA,
AND EACH OF THE CURRENT AND ANTICIPATED PARTICIPATING AGENCIES IN
EXHIBIT "A," ATTACHED AND INCORPORATED; AUTHORIZING THE CITY
MANAGER TO NEGOTIATE AND EXECUTE ANY FUTURE AMENDMENTS,
EXTENSIONS, AND/OR SUPPLEMENTS TO THE MOAS, SUBJECT TO
CONSULTATION WITH THE DEPARTMENT, APPROVAL OF LEGAL FORM AND
CORRECTNESS BY THE CITY ATTORNEY, AND BUDGETARY APPROVAL AT THE
TIME OF NEED.
WHEREAS, the United States Department of Homeland Security's National Urban
Search & Rescue ("USAR") Response System has since 1989 annually funded the South
Florida USAR Task Force, Florida Task Force 2 ("FL-TF2"), which is coordinated by the City of
Miami's ("City") Department of Fire -Rescue ("Department") as the sponsoring agency
("Sponsoring Agency") through the Federal Emergency Management Agency, State of Florida
("FEMA") for the operation of its USAR program; and
WHEREAS, FEMA and FL-TF2 operate under a longstanding memorandum of
agreement most recently updated pursuant to Resolution No. R-08-0504 adopted September
11, 2008 ("Sponsoring Agency MOA"); and
WHEREAS, pursuant to Resolution No. R-01-484 adopted May 24, 2001 and Resolution
No. R-05-0212 adopted April 14, 2005, the City Manager entered into several Memoranda of
Agreements with participating agencies ("Participating Agency MOAs") setting forth those
respective agency's responsibilities in connection with the development and support of USAR
FL-TF2 with all costs to be reimbursed by state and/or federal funding sources; and
WHEREAS, pursuant to Resolution No. R-11-0297 adopted July 14, 2011, the City
Manager entered into revised Participating Agency MOAs in accordance with the updated
Sponsoring Agency MOA and FEMA's updated guidelines for USAR; and
WHEREAS, the Department desires to revise the Participating Agency MOAs as
detailed in substantially the attached form as Exhibit "B" and to update the list of participating
agencies to include both long-standing participating agencies and anticipated new participating
agencies as indicated in Exhibit "A," attached and incorporated (collectively, "Participating
Agencies"); and
WHEREAS, separate future legislation will be presented to the City Commission to
authorize the updated list of strategic individuals, such as doctors and forensic engineers in a
newly revised form of professional services agreement with those individuals; and
WHEREAS, the updated list of Participating Agencies and subsequent Memoranda of
Agreements are necessary to continue the operation of the ongoing USAR FL-TF2 Program
without interruption;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are
adopted by reference and incorporated as if fully set forth in this Section.
Section 2. The City Manager is hereby authorized to execute, in substantially the
attached form as Exhibit "B," Memoranda of Agreements between the City, through the
Department as the Sponsoring Agency of FL-TF2 under the USAR Response System, acting
through FEMA, and Participating Agencies as detailed in Exhibit "A," attached and incorporated.
Section. 3. The City Manager is authorized to negotiate and to execute any future
amendments, extensions, and/or supplements to the Memoranda of Agreements, subject to
consultation with the Department, approval of legal form and correctness by the City Attorney,
and budgetary approval at the time of need.
Section 4. This Resolution shall become effective immediately upon its adoption.
APPROVED AS TO FORM AND CORRECTNESS:
1 The herein authorization is further subject to compliance with all legal requirements that may be
imposed, including but not limited to those prescribed by applicable City Charter and City Code
provisions.
Exhibit A
FL-TF2 Current & Anticipated Participating Agencies
Boca Raton Fire Rescue
Boynton Beach Fire Rescue
Broward Fire Academy
Broward Sheriff's Fire Rescue
Coconut Creek Fire Rescue
Cooper City Fire Rescue
Coral Gables Fire Rescue
Coral Springs Fire Rescue
Davie Fire Rescue
Deerfield Beach Fire Rescue
Delray Beach Fire Rescue
Fort Lauderdale Fire Rescue
Hallandale Beach Fire Rescue
Hialeah Fire Rescue
Hollywood Fire Rescue
Hospital, UM/Mercy/JMH
Lakeland Fire Rescue
Lauderdale Lakes Fire Rescue
Margate Fire Rescue
Miami Beach Fire Rescue
Miramar Fire Rescue
Monroe County Fire Rescue
North Naples Fire Rescue
Oakland Park Fire Rescue
Palm Beach County Fire Rescue
Palm Beach Gardens Fire Rescue
Pasco Sheriff's Office
Pembroke Pines Fire Rescue
Pompano Beach Fire Rescue
Sunrise Fire Rescue
Tamarac Fire Rescue
Tampa Fire Rescue
Village of Key Biscayne Fire Rescue
West Palm Beach Fire Rescue
Exhibit B
MEMORANDUM OF AGREEMENT
BETWEEN
CITY OF MIAMI FIRE RESCUE
AS THE SPONSORING AGENCY
OF THE FLORIDA TASK FORCE 2
OF THE NATIONAL URBAN SEARCH AND RESCUE RESPONSE SYSTEM
AND
( )
AS PARTICIPATING AGENCY OF THE TASK FORCE
This "Agreement" is entered into on the day of , 20 , by
and between the parties designated in Section 1, below, who agree that subject to all of the
provisions of this Agreement, ( ) will
serve as a Participating Agency for the Florida Task Force 2 of the National Urban Search and
Rescue Response System. Each party further agrees that it assumes all of the duties and
responsibilities assigned to that party under this Agreement and that so long as this Agreement
remains in effect, the party will fully perform all of those duties and responsibilities.
1. PARTIES
The parties to this Agreement are the following entities:
1.1 City of Miami Fire Rescue ("Sponsoring Agency"):
1151 NW 7 Street 3rd Floor, Miami, Florida 33136
(305) 416-5471
1.2 ( ) ("Participating Agency")
Name: ( )
Address: ( )
Telephone number: ( )
2. RECITALS
Sponsoring Agency and Participating Agency have entered into this Agreement in
recognition of the following Recitals:
2.1 Sponsoring Agency is a cooperative party under a "Memorandum of Agreement"
dated 09-11-2008 with the Federal Emergency Management Agency ("FEMA") and the State of
Florida. A copy of the Memorandum of Agreement (the "FEMA MOA") is attached to this
Agreement as Appendix "A" and incorporated by reference.
2.2 National Urban Search & Rescue Response System. Pursuant to federal law,
principally the Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C.
§§5121 through 5206 (the "Stafford Act"), the U.S. Department of Homeland Security ("DHS"),
acting through FEMA, operates the National Urban Search & Rescue Response System ("System")
in conjunction with State and local governments.
2.3 Task Forces. Each sponsoring agency is responsible for recruiting and organizing
a Task Force consisting of individuals occupying certain specified positions plus additional
support personnel, all of whom have been properly trained with the requisite skills and capabilities
required for urban search and rescue operations and/or deployment of the Task Force. A Task
Force may be deployed as a single unit or it may be reorganized into teams for purposes of
modularized responses for limited or specialized Activations. Members of a Task Force may also
be deployed as members of a management or other technical team.
2.4 Florida Task Force 2. The City of Miami Fire Rescue is the sponsoring agency
for Florida Task Force 2 (the "Task Force") and is charged with, among other things, recruiting
and organizing members for the Task Force. In the performance of its responsibilities, the
Sponsoring Agency may enter into cooperative arrangements with federal, state, or local
government entities, or non-profit or for -profit entities, to serve as participating agencies in the
Task Force and with individuals to serve as Affiliated Personnel of the Task Force. The Sponsoring
Agency is obligated to enter into written agreements with those participating agencies and
Affiliated Personnel settling forth the relationship between the parties.
2.5 Participating Agency. Participating Agency desires to be a participating agency in
the Task Force, subject to all of the provisions of this Agreement.
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2.6 Applicable Provisions. With respect to National Urban Search and Rescue
Response System activities, this Agreement incorporates the provisions of Interim Final Rule,
"National Urban Search and Rescue Response System," 70 Fed. Reg. 9182 (Feb. 24, 2005)
("Interim Final Rule"), attached as Appendix "B," as well as the provisions of the FEMA MOA,
attached as Appendix "A." To the extent the Interim Final Rule is contrary to the FEMA MOA the
Interim Final Rule will prevail. Upon the effective date of the Final Rule governing this subject
("Final Rule"), the Final Rule shall supersede the Interim Final Rule in Appendix "B" and shall
prevail over any contrary provisions of the Interim Final Rule or the FEMA MOA.
2.7 Definitions of Terms. Capitalized words and phrases in this Agreement have the
same meaning as they do in the Interim Final Rule, unless or until superseded by the Final Rule.
Capitalized words and phrases not defined in the Interim Final Rule or the Final Rule have the
meaning given in this Agreement.
3. AGREED TERMS AND CONDITIONS
3.1 Participating Agency.
3.1.1 Participating Agency agrees to provide personnel to serve certain
designated positions on the Task Force as determined by Sponsoring Agency.
3.1.2 Participating Agency further agrees that Participants will meet the required
qualifications for the positions to be filled, will receive the required training
specified in this Agreement and will satisfy other conditions of preparedness and
response as required by the Sponsoring Agency.
3.1.3 The Parties will cooperate with each other so as to facilitate achievement of
the goals and objectives of the System as fully and completely as possible.
3.2 Third Party Liability and Worker's Compensation.
3.2.1 Participating Agency and its Participants shall be afforded such coverage
for third party liability and worker's compensation as is afforded all Task Forces
and their System Members under Federal law, the scope of which is generally
described in Appendices "A" and "B."
3.2.2 Except as afforded by the Federal Government, the responsibility for risks
associated with claims for third party liability and worker's compensation arising
out of participation in the Task Force, either organizationally by the Participating
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Agency or individually by its Participants, shall be the responsibility of the
Participating Agency and not under any circumstances, the responsibility of
Sponsoring Agency. At all times, Participating Agency shall maintain in full force
and effect, and provided proof thereof, for the benefits of its Participants and its
other employees engaged in System activities, coverage for workers compensation
and third -party liability to the full extent required by law.
3.3 Financial Provisions.
3.3.1 Preparedness Funds
3.3.1.1 In its sole discretion, Sponsoring Agency may distribute to
Participating Agency such preparedness grant funding as Sponsoring
Agency shall be eligible to and does receive from FEMA. Any such
distributions shall be subject to the requirements of the preparedness grants
and the needs of the Task Force generally.
3.3.1.2 Any other funding received by Sponsoring Agency from sources
other than the federal government may also be made available as
Sponsoring Agency determines in its discretion. Sponsoring Agency shall
make such distributions fairly and equitable taking into account the mission,
goals and objectives of the Task Force and the needs of the Sponsoring
Agency as compared to other proper needs and demands.
3.3.2 Response Funds
3.3.2.1 Sponsoring Agency shall promptly reimburse Participating Agency
for response expenses that are authorized to be incurred by or for the benefit
of Participants engaged in Task Force activities, upon receiving
reimbursement for such expenses from the federal government. Such
expenses must be properly ascertained, accumulated and reported to the
Sponsoring Agency, and the funds to be utilized for payment must have
been reimbursed by or on behalf of FEMA to Sponsoring Agency.
3.3.2.2 After an Activation, Participating Agency shall provide Sponsoring
Agency with a complete cost reimbursement package to be submitted by
Sponsoring Agency as part of an overall claim package which Sponsoring
Agency is obliged to submit to FEMA. The Participating Agency's final
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cost reimbursement package shall be submitted to the Sponsoring Agency
no later than 30 days after the end of the Personnel Rehabilitation Period
established by FEMA. It is the Participating Agency's sole responsibility to
include all eligible costs in its final cost reimbursement package. The
Sponsoring Agency shall have no obligation to reimburse any costs not
included in the final cost reimbursement package. Participating Agency's
cost reimbursement package shall be prepared in conformance with
applicable federal directives which Sponsoring Agency shall disseminate to
Participating Agency. It is the Participating Agency's sole responsibility to
ensure the timely and accurate submission of its cost reimbursement
package. Cost reimbursement packages containing significant errors or that
do not comply with applicable federal directives will be rejected at the
Sponsoring Agency's sole discretion.
3.3.2.3 Participating Agency shall provide Sponsoring Agency with
employee compensation information for its Participants at least annually, or
as changes occur in compensation rates payable to Participants. That
information and other pertinent Participant data required by Sponsoring
Agency can be accessed at FLTF2.US.
3.3.2.4 To ensure proper reimbursement from FEMA, the compensation of
Participants on the Task Force shall be in accordance with pay schedules
and policies established by Appendix "B", from the time of activation and
until the Task Force returns, is deactivated and Participants are returned to
regular work schedules.
3.3.2.5 All financial commitments of Sponsoring Agency are subject to the
availability and receipt of funds by Sponsoring Agency from FEMA and
other sources.
3.3.2.6 Neither Participating Agency nor any Participant shall be
reimbursed for costs incurred outside the scope of this Agreement.
3.3.2.7 Participating Agency is responsible for and will verify the accuracy
of all cost information included in its cost reimbursement package. In the
event FEMA audits Participating Agency's cost reimbursement package
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and determines that certain costs are ineligible for reimbursement, the
Participating Agency will promptly return to the Sponsoring Agency any
amounts received in connection with such ineligible costs within 30 days of
written notice from the Sponsoring Agency.
3.4 Reporting and Record Keeping Requirements.
3.4.1 The Participating Agency shall provide the Sponsoring Agency with
requested team member records within ten business days.
3.4.2 The Sponsoring Agency may issue a Task Force Picture Identification Card
to team members.
3.4.3 Participating Agency shall ensure that any medical or other records and
information that are afforded confidentiality under applicable law are protected
from unauthorized disclosure.
3.4.4 Participating Agency shall provide prompt and accurate reporting as
specified in this Agreement.
3.5 Mandatory Minimum Requirements for Participation. Each Participant must satisfy
all of the following for participation on the Task Force.
3.5.1 Each Participant shall be an employee in good standing of the Participating
Agency. Entry-level employees who are probationary or in a similar status are not
eligible.
3.5.2 Each Participant shall be of good character and shall not have been
convicted of any felony or any other criminal offense involving moral turpitude.
3.5.3 Participants serving in a Task Force position that requires the individual to
hold a license, registration, certificate or other similar authorization to lawfully
engage in an activity must hold the appropriate authorization, which must be current
and validly issued. A copy of each document is required on file with the Sponsoring
Agency.
3.5.4 Subject to any applicable FEMA standards, each Participant must meet the
medical/fitness standards mutually agreed upon by Sponsoring Agency and
Participating Agency and not have any medical condition or disability that will
prevent performance of the duties of the Task Force position he/she occupies.
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3.5.5 Each Participant must be available on short notice and be able to respond
on a mission for up to 14 days.
3.5.6 Each Participant must be capable of improvising and functioning for long
hours under adverse working conditions.
3.5.7 Each Participant must receive such inoculations as are specified by the
Sponsoring Agency.
3.5.8 Each Participant must be aware of the signs, symptoms and corrective
measures of Critical Incident Stress Syndrome.
3.5.9 Each Participant must understand and adhere to safe working practices and
procedures as required in the urban disaster environment.
3.5.10 Each Participant must have a working knowledge of the US&R System and
the Task Force's organizational structure, operating procedures, safety practices,
terminology and communication protocols.
3.5.11 Each Participant must have completed such courses of education and
training and other requirements as the Sponsoring Agency shall specify.
3.5.12 Sponsoring Agency has the authority the immediately suspend or terminate
a Participant' s participation on the Task Force for failure to satisfy any requirement.
3.6 Clothing and Equipment.
3.6.1 Sponsoring Agency will issue to each Participant certain items of personal
protective clothing and equipment for use in Task Force activities and operations.
In the event of Activation, Participant shall provide certain additional items of
personal clothing and equipment. Item of clothing and equipment supplied by
Sponsoring Agency shall remain the property of Sponsoring Agency and shall be
returned promptly whenever person ceases to be a Participant. It shall be the
responsibility of the Participant Agency to ensure the return of all equipment issued.
It shall be in serviceable condition or the Participating Agency will reimburse the
Task Force for the cost of the equipment.
3.6.2 Subject to FEMA requirements, all uniforms will display the official patch
of the Task Force and the official patch of the System, as specified by the
Sponsoring Agency. The Sponsoring Agency shall specify the design of the
uniform and any identifying insignia or markings.
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3.7 Command, Control and Coordination.
3.7.1 When a Participant has been Activated or has otherwise been placed at the
direction, control and funding of FEMA, such as, for example, during participation
in FEMA sponsored training, the ultimate authority for command, control and
coordination of the service of the Participant reposes with FEMA exercised through
the system chain of command. Subject to the principle just stated, the following
provisions of this Section 3.7 govern the responsibilities of the parties with respect
to supervisory, disciplinary and other specified aspects of the Participant's
employment within the context of his/her participation on the Task Force.
3.7.2 Sponsoring Agency shall exercise direct supervisory authority over
Participants during Activations, deployments and other activities of the Task Force
conducted by Sponsoring Agency, but for disciplinary purposes, that authority is
limited to temporary suspension or permanent exclusion from participation. In all
other instances where disciplinary action may be necessary, Sponsoring Agency
shall report the pertinent circumstances to Participating Agency, which shall
cooperate with Sponsoring and shall administer discipline as appropriate in
accordance with the Participating Agency's established rules and regulations.
3.7.3 Nothing in this Agreement is intended to, nor does it, affect the employer -
employee relationship between Participating Agency and its employees who are
Participants, and Participating Agency shall at all times continue to be fully
responsible for all of its employment obligations to its employee Participants,
including the compensation and benefits that the Participating Agency has agreed
to provide.
3.7.4 While participating in System activities conducted by the Task Force,
Participants shall be subject to and observe and comply with all lawful orders and
directions of the authorized representatives of Sponsoring Agency and the Task
Force. Sponsoring Agency retains the right to suspend or exclude any Participant
from participation on the Task Force for cause including failure to abide by the
provisions of this Agreement.
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3.8 Media and Information Policy.
3.8.1 Subject to applicable law, including FEMA regulations and directives, all
photographs and video taken during a deployment will be kept under the control of
Sponsoring Agency until use in internal or external education programs or other
dissemination is approved by FEMA.
3.8.2 All applicable federal, state, and local media policies will be strictly
enforced and followed.
3.8.3 Subject to applicable rules and regulations, Sponsoring Agency will have
the primary responsibility for coordination of media coverage and liaison with
media sources and representative concerning activities of the Task Force.
Sponsoring Agency shall endeavor to expose all Participating Agencies to
favorable media coverage opportunities.
3.9 Rules of Conduct.
3.9.1 All Participants will be expected to abide by the rules of conduct established
by FEMA and the Sponsoring Agency.
3.9.2 The failure of a Participant to abide by the rules of conduct constitutes may
result in suspension or exclusion from the Task Force under Section 3.7 above.
3.10 Preparedness Activities.
3.10.1 Sponsoring Agency shall conduct Task Force management, administration,
training, equipment procurement and other preparedness activities required by
FEMA. Participating Agency and its Participants shall cooperate with Sponsoring
Agency and shall participate in the activities as necessary to achieve Task Force
preparedness goals and objectives.
3.10.2 Participating Agency cooperation may be required for specific training
activities to be conducted, respectively, by Sponsoring Agency and by Participating
Agency, including training, administration and reporting requirements.
3.10.3 As established by System directives but subject to the availability of federal
funding, Sponsoring Agency shall procure and maintain required caches of
equipment and supplies. The contents of these caches shall be utilized for
deployments of the Task Force and, subject to federal rules and regulations, will be
make available for training activities of Sponsoring Agency and Participating
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Agency. Participants shall use Task Force cache equipment and supplies only for
authorized purposes and shall exercise reasonable care to protect and preserve the
property against loss or damage. The Participating Agency shall be financially
accountable for any Task Force property that is lost or damaged due to negligence
or unauthorized use by the Participating Agency.
3.11 Notification Procedures and Other Communications.
3.11.1 Alerts and Activation.
3.11.1.1 Sponsoring Agency's commander/chief executive officer or
his/her designee shall determine whether the Task Force is capable of and
will respond to Activation Orders.
3.11.1.2 Participating Agency shall maintain at all times a "Point of
Notification" for receipt of notices from Sponsoring Agency concerning
possible deployments of the Task Force. The Point of Notification shall
include 24-hour telephonic and electronic capabilities. Information
concerning the Participating Agency Point of Notification shall be set forth
in Appendix "C".
3.11.1.3 Upon receipt of Alert or Activation Orders, Sponsoring Agency
shall give prompt telephonic or electronic notice to Participating Agency's
Point of Notification. The Notice shall designate the Task Force positions
for which Participating Agency's Participants are being requisitioned, the
location of the assembly point, and to the extent known, the nature and
character of the Activation.
3.11.1.4 Participating Agency shall at all times maintain the capability of
providing requisitioned Participants for participation on a deployment of the
Task Force.
3.11.1.5 Upon receipt of an Activation Order for the Task Force,
Participating Agency shall cause the required Participants to respond to the
assembly point designated in the notice.
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3.11.2 Mobilization.
3.11.2.1 All requisitioned Participants will respond to the designated
assembly point within two hours of notification with all required personal
clothing and equipment and required documentation.
3.11.2.2 Participating Agency will select its Participants through a pre-
established selection system that ensures the requisition is promptly filled
with fully qualified Participants.
3.11.2.3 Selected Participant will be subject to a pre -deployment medical
screening. Any Participant who fails the screening will not be deployed.
3.11.2.4 Sponsoring Agency retains the sole right to determine which
Participating Agency personnel, if any, will respond with the Task Force
when Activated.
3.11.3 Other Communications. Sponsoring Agency will remain in contact with
Participating Agency through the web -based communication system if conditions
allow.
3.12 Critical Incident Stress Syndrome ("CISS") and Management.
3.12.1 Sponsoring Agency will have primary responsibility to provide CISS
training, intervention and support, before, during and after Activation.
3.12.2 Costs incurred for unauthorized CISS activities are not eligible for
reimbursement.
4. GENERAL PROVISIONS
4.1 Term. This Agreement shall be effective on the date first written above and shall
continue in effect for ten years thereafter unless terminated earlier in accordance with Section 4.4.
4.2 Authority. As more specifically indicated above and below, this Agreement is made
(a) pursuant to the provisions of the Interim Final Rule or the Final Rule; and (b under the authority
of Florida law, in furtherance of the purposes of the National Urban Search and Rescue Response
System.
4.3 Contents of the Agreement. Upon its execution, the Agreement consists of this
Agreement, along with the following Appendices and other attachments, if any:
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4.3.1 Appendix "A" — The currently effective Memorandum of Agreement
between FEMA, the State of Florida, and Sponsoring Agency, by which City of
Miami Fire Rescue is appointed as and has agreed to serve as Sponsoring Agency
for the Task Force.
4.3.2 Appendix "B" — The federal regulations published on February 24, 2005 in
the Federal Register as the Interim Final Rule at Vol. 70, No. 36, pages 9182-9203.
4.3.3 Appendix "C" — Participating Agency's Point of Notification.
4.4 Amendments and Termination.
4.4.1 Except as otherwise expressly provided, this Agreement may be modified
or amended only by another written agreement approved and executed by both
parties, and all such amendments will be attached to this Agreement.
4.4.2 Termination. The Agreement may be terminated by either party upon 30
days written notice, except that Participating Agency may not terminate this
Agreement without the written consent of Sponsoring Agency during any time
interval when the Task Force has been placed on Alert status or has been Activated
if the Alert or Activation affects Participants of the Participating Agency.
4.5 Miscellaneous Provisions.
4.5.1 The obligations of the Participating Agency set forth in this Agreement are
non -delegable and may not be assigned to or assumed by any other person without
the prior written consent of Sponsoring Agency.
4.5.2 Except and to the extent federal law controls, this Agreement shall be
construed and enforced, as between the parties, according to the laws of the State
of Florida.
4.5.3 No party shall engage in any conduct or activity in the performance of this
Agreement or participation in the System that constitutes a conflict of interest under
applicable federal, state or local law, rules and regulations.
4.5.4 Each party shall at all times observe and comply with all applicable federal,
state and local laws, rules and regulations.
4.5.5. Except as provided otherwise with respect to emergency notifications, if it
is necessary for the purpose of this Agreement for one of the named parties to give
notice to the other named party, notice shall be in writing with the expenses of
Page 12 of 16 R05252021
delivery or mailing fully prepaid and shall be delivered by personal service or a
form of public or private mail service requiring proof of delivery. Notice is effective
upon personal delivery, or by mail service, on the date of either actual receipt or
five days after posting, whichever is first. Unless changed in writing in accordance
with this Section, notice shall be served on the party at the address shown in
Sections 1.1 and 1.2 of this Agreement.
4.5.6 Titles and section headings are for convenience only and are not a part of
the parties' Agreement.
4.5.7 Should any provision of this Agreement be determined to be invalid or
unenforceable under applicable law, the provision shall, to the extent required, be
severed from the remainder of the Agreement which shall continue in full force and
effect.
4.5.8 This Agreement and its provisions are binding upon and inure to the benefit
of the parties and to their respective successors in interest, provided, however, this
Agreement does not and will not bestow any rights or remedies upon persons to
whom an unlawful delegation or assignment has been made by Participating
Agency.
4.5.9 This Agreement is made for the sole and exclusive benefit of the named
parties and their lawful successors in interest, and no other person or entity is
intended to, nor shall such other person or entity acquire or be entitled to receive
any rights or benefits as a third -party beneficiary of this Agreement.
4.5.10 Neither the United States of America nor the State of Florida is a party to
this Agreement.
4.5.11 Each person executing this Agreement represents that: he/she was and is
lawfully authorized to sign the Agreement on behalf of the party he/she represents;
execution of the Agreement was duly and regularly authorized by the parry's
governing body; and, to the person's best knowledge and belief the Agreement is a
binding and enforceable obligation of the party on whose behalf he/she acted.
4.5.12 Each party represents to the other: that the party has fully read and
understood all of the provisions of this Agreement including the Appendices and
other attachments, if any; that the party has secured and considered such legal
Page 13 of 16 R05252021
advice and other expert counsel as the party deemed necessary and advisable for
these purposes; and. That in agreeing to execute and become a signatory to this
Agreement the party has deemed itself adequately informed and advised as to all of
the risks assumed and obligations undertaken pursuant to this Agreement.
4.5.13 This Agreement, including the Appendices and attachments, if any,
constitutes the entire agreement between the parties and it supersedes any prior
agreements on this matter.
4.5.14 This Agreement supersedes and replaces in its entirety any existing
agreement by and between the parties relating to Florida Task Force 2 of the
National Urban Search and Rescue Response System as of the date of this
Agreement.
4.5.15 Counterparts and Electronic Signatures. This Agreement may be executed
in any number of counterparts, each of which so executed shall be deemed to be an
original, and such counterparts shall together constitute but one and the same
Agreement. The parties shall be entitled to sign and transmit an electronic signature
of this Agreement (whether by facsimile, PDF, or other email transmission), which
signature shall be binding on the party whose name is contained therein. Any party
providing an electronic signature agrees to promptly execute and deliver to the
other parties an original signed Agreement upon request.
SIGNATURE PAGE FOLLOWS
Page 14 of 16 R05252021
ATTEST:
Sponsoring Agency
CITY OF MIAMI,
a Florida municipal corporation
By: By:
Todd B. Hannon, City Clerk Arthur Noriega V, City Manager
APPROVED AS TO LEGAL FORM APPROVED AS TO INSURANCE AND
CORRECTNESS: REQUIREMENTS:
By:_ By:
Victoria Mendez, City Attorney Ann -Marie Sharpe, Director
Department of Risk Management
Page 15 of 16 R05252021
ATTEST: Participating Agency
Name:
Name:
By:
Title:
By:
Title:
APPROVED AS TO FORM AND
CORRECTNESS:
Participating Agency Attorney
Page 16 of 16 R05252021
APPENDIX A
City of Miami
Master Report
Resolution R-00.0004
City Hull
:1500 Pun 11nlcricnn Drive
Ivrianti, FL:13133
iwww,mieoligov,com
Hie 10 //: 08-00980
Version: I
CnactinentDate; 9/11/08
Controlling City Commission Status: Mayor's Gillet: Ibr
Body: Slgnnttuu
Title: A RESOLUTION OP THE MIAMI CITY COMMISSION, WITH ATTACI-[MENT(S), AUTHORIZING
THE CITY MANAGER TO NEGOTIATE AND TO EXECUTE, SUBJECT TO APPROVAL OF LEGAL
FORM AND CORRECTNLSS BY THE CI'('Y A'I"I'OItNEY, A MEMORANDUM OF AGREEMENT
("PICA") BETWEEN THE UNITED STA'rESDEPARTMENT OF 1-HOMELAND SECUR('I'Y, ACTING
TI-rROUGF[ TFIE FEDERAL EMERGENCY MANAGEMENT AGENCY, THE STATE OF FLORIDA, AND
TI-FE CITY OF M(AMI DEPARTMENT OF FIRE -RESCUE, THE SPONSORING AGENCY OF FLORIDA
TASK FORCE 2; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND TO EXECUTE ANY
FUTURE AMENDMENTS TO THE MOA, SUBJECT TO TFIE APPROVAL OF LEGAL FORM AND
CORRECTNESS BY TI-IE CITY ATTORNEY, AND BUDGETARY APPROVAL AT THE TIME OF NEED,
Reference:
• Introduced: 8/18/08
Name: NewMOA-"USAR"
Requester: Department of
Fire -Rescue
Notes:
cost; Mat Action: 9/I I/08
Sections:
Indexes:
Attachments: 08-00980 Leglslulicn.pdr, 08-00980 Exhibilpdf 08-0098(1 Summary Form,pdf 08-00980 Lcllcr,pdf
Action History
Var, Acting Body
Date Action Sent To Duo Date Returned Reuult
Orlice al''the City 9/3/08 Ruviewcd nod
Attorney Approved
1 City Commission 9/11/08 ADOPTED
A melior: was mule by Angc! Ganzdlcz sono,idod by Metre David Stn noPf, lh+tl this metier bu AAOOPTED, The mulien
carried by the tbllowing vole;
Ayer, 5 - Angel Oonntilez, Marc David Sareol't; doe Sanchcz,'I'omos Regnlncle nod NI iehelle Spence -,tones
Cilp al'tvlluad I'n in 1 1'r mind 00 9115/20011
APPENDIX A
City of Miami
Legislation
Resolution
City Hell
MOO Pan American
Drive
• Miami, FL 33138
www,mlarelgnv.com
File Number: 08-00980
lethal Actin Doti::
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACI-IMENT(S),
•AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND TO EXECUTE,
SUBJECT TO APPROVAL OF LEGAL FORM AND CORRECTNESS BY THE CITY
ATTORNEY, A MEMORANDUM OF AGREEMENT ("MOA") BETWEEN THE
UNITED STATES DEPARTMENT OF HOMELAND SECURITY, ACTING
THROUGH THE FEDERAL EMERGENCY MANAGEMENT AGENCY, THE STATE
OF FLORIDA, AND THE CITY OF MIAMI DEPARTMENT OF FIRE -RESCUE, THE
SPONSORING AGENCY OF FLORIDA TASK FORCE 2; AUTHORIZING THE CITY
MANAGER TO NEGOTIATE AND TO EXECUTE ANY FUTURE AMENDMENTS
TO THE MOA, SUBJECT TO THE APPROVAL OF LEGAL FORM AND
CORRECTNESS BY THE CITY ATTORNEY, AND BUDGETARY APPROVAL AT
THE TIME OF NEED.
WHEREAS, the South Florida Urban Search and Rescue ("USAR") Task Force, Florida Task
Force 2 ("FL TF 2") Is funded annually by the Federal Emergency Management Agency' ("FEMA") for
the operation of its program; and
WHEREAS, since 1989, the City of Miaml•("City") Department of Fire -Rescue has,successfully
'sponsored the existing South Florida USAR Task Force, FL TF 2 with said funding; and
WHEREAS, pursuant to Resolution No. 01-484, adopted May 24, 2001, and Resolution No. 05-
0212, adopted April 14, 2005, the City Manager entered Into a Memorandum of Agreement ("MOA")
with participating agencies setting forth the agencies' responsibilities in connection
Departmentnwith the
of
development and support of a local USAR Task Force coordinated by the City
Flre-Rescue with all costs to be reimbursed by state and federal funding sources; and
WHEREAS, FEMA and the FL TF 2 have been operating under the same MOA since 1998, and •
several operational, legal and regulatory changes have been made since then, and FEMA is requiring
all its sponsoring agencies, participating agencies and certain strategic individuals to update their
agreements with a new standard MOA that was developed, subject to some state statutory differences
for participating agencies in the various states; and
WHEREAS, separate future legislation will be presented to the City Commission to authorize the
updated list of participating agencies and strategic individuals such as doctors and forensic engineer's
In a newly formatted Memorandum of Understanding with those agencies and individuals; and
WHEREAS, the attached MOA Is necessary to continue without interrupting the operation of the
South Florida USAR Task Force Program;
NOW, THEREFORE, I3E IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
' ..- (
APPENDIX A
r=tto Num1Uor: ors-nontJO
Section 1, The'recltals and findings contained In the Preamble to this Resolution are adopted by
reference and Incorporated as if fully set forth in this Section.
Section 2. The City Manager Is authorized(1) to negotiate and to execute a MOA, subject to
approval of legal form and correctness by the City Attorney, between the United States Department of
Homeland Security, acting through FEMA, the State of Florida, and the City's Department of
Fire -Rescue, the Sponsoring Agency of FL TF 2.
Section. 3• The City Manager is authorized(1) to negotiate end to execute any future
amendments to the MOA, subject to the approval of legal form and correctness by the City Attorney,
and budgetary approval at the time of need.
. Section 4, This Resolution shall become effective Immediately upon Its adoption and signature of
the Mayor.(2)
APPROVED AS TO FORM AND CORRECTNESS:
JULIE O. BRU
CITY ATTORNEY
Footnotes;
{11.11-le..herejn.aythorizatio•q isfurthersubject to compliance with all_requirements that may be
iffiposed by the City Attorney, Including but not limited to those prescribed by applicable City Charter
and Code provisions.
{2} If•the Mayor does not sign this Resolution, It shall become effective at the end of ten calendar days
from the date it was passed and adopted. If the Mayor vetoes this Resolution, If shall become
effective Immediately upon override of the veto by the City Commission.
t{I '.SL ,
APPENDIX A
MEMORANDUM iO:V.i' AGRri'•R1.1'Y,? ;NT
TEE NA.TToN4,I, IIRB ,i'd SEARCH t'i;. RESCUE RESPONSE SYSTEM
1V1ernol'aridun'l of Agreement between theU.S, Department of Homeland Security, El cling through
the Federal Emergency IVlanagomenl: Agency, the State of Florida, and I:he Cif;y ofMianti Fire
Rescue, the Sponsoring Agency of I lorida'Cask Force 2, regarding participation in the National
Urban Search e4 Rescue Response System,
Y. PARTIES
The partied to this Agreement are the Department ofHoineland Security, acting tht'ough
the Federal Emergency Management Agency, the State of Florida, .iincl the City of Miami
Fire Rescue, the Sponsoring Agency of Florida Task Force 2,
IL AUTHORITY
This Agreement is authorized under the Homeland Security Act as amended
(6 U.S,C, §§ 101 et seq.); the Robert T. Stafford Disaster Relief and Emergency
Assistance Act, as amended (42 U.S,C. §§ 5121-5206); and the National Urban Search &
Rescue Response System Interim Final Rule, 70 Fed. Reg. 9182 (Feb. 24, 2005), codified
at 44 CFR Part 208, (Upon the effective date of' a Final Rule, the Final Rule will
supersede the cited Interim Final Rule and its provisions shall prevail over any contrary
provisions of the Interim Final Rule,)
III. PURPOSE
This Agreement sets forth responsibilities with respect to participation in the National
Urban Search & Rescue Response System,
IV. DEFINITIONS
A. DIJS means the Department of Homeland Security.
FEi1'Ld means the Federal Emergency Management Agency, an operational
component of DI -IS.
FEW -Sanctioned Training or Exercise means a training session or exercise
sponsored by en organization other than FIRMA, which has received FEMA
approval.
Resiulations nteanS the National Urban Search & Rescue Response System
regulations published at 44 CFR Part 208,
APPENDIX A
Papared)'l( COO/XVI aye.1greetlfl..ent i'ne !its a Preparednea Cooperative
Agreement as l Liried in Section 208.2 of the Regulations,
Ste fond.Act means the Robertt'T'. Stafford .Disaster Relief and Em.ot;gency
Assistance Act, as amended (42 U.LS.C. §§ 5121-5206).
Sy.rteiii.. Resources means System .Members, canines, tools and equipment
maintained by a Sponsoring Agency, Participating Agency, or Affiliated
Personnel for use as part of the System.
Task Force Pa''of?1'a)n Manager means the person Ciesignated by the Sponsoring
Agency to be responsible for the day-to-day administration and management: of
the Task Force,
The following terms, as used in this Memorandum of Agreement, have the
meaning set forth in the Stafford Act at /12 C1.S.C. § 5122:
Ivlat'oi' Disaster
L'inergericy
C. The following terms, as used ha this Agreement, have the meaning set forth in
Section 208,2 or 208,32 of the Regulations:
Activated or Activation
Advising or Advisory
Ciliated Personnel
,Alert
Demobilization Order
Participating Agency
Preparedness Cooperative Agreement •
'ponso)'i7AQA el1.Cjl
S'ya'teu'l. or .National Urbcoi.. Search. d'E Rescue Response System
System il!/ember
Task Force
US&R or Urbcu! Secii'ch. and Rescue
APPENDIX A
V. RESi?oNS}i'J UT1`.ES
A. J7.I.:1, through FEMA, is responsible fat' developing and administering the System,
and its responsibilities include:
1. Promulgating the Regulations, standards, policies, l:>•t'oc cIures, directives,
and overall concept of'operations for theSystem;
2. 1Viahtt'aining overall direction and control of System Resources engaged in
System activities, as contemplated in the Regulations, standards, policies,
procedures, directives, and overfill concept of operations for the System;
3, Maintaining all advisory and consultative structure far communicating cating and
consulting with System participants with respect to the responsibilities Set
forth in this section, as appropriate;
Preparing, providing, and maintaining a Preparedness Cooperative
Agreement and a Response Cooperative Agreement with the Sponsoring
Agency, in accordance with the Regulations, standards, policies,
procedures, directives, and overall concept of operations for the System;
5, Providing preparedness funding to the Sponsoring Agency, in accordance
with the Regulations, standards, policies, procedures, directives, and
overall concept of operations for the System;
6. Developing, scheduling, and delivering FEMA-Sponsored Training and
Exercises;
7, Granting FEMA sanction to training and exercises in accordance with the
Regulations, standards, policies, procedures, directives, and overall
concept of operations for the System;
8. Maintaining overall direction and control of System Resources engaged in
FEMA-Sanctioned Training and Exercises and FEMA-Sponsored Training
and Exercises;
9. Evaluating System aricl performance in accordance with the Regulations,
standards, policies and procedures and directives of the System;
10, Advising, Alerting, Activating and Demobilizing System Resources;
11. Obtaining the consent of the State, if applicable, and the Sponsoring
Agency to Alert or Activate System Resources; in accordance With the
R.eglila.tions, standards, policies and procedures of the System;
[2, Appointing System Members into Federal service at appropriate times;
Lk
APPENDIX A
1,3, 'raking steps its necessary to oriSurc coverage, for Syste.n•11VIerubel;s under
the Federal Employees Compensation Act., the Federal Tort Claims./1.cl:,
and the Palle Safety Officers Benefit Act during FEMA.-Sponsored
'.h'i-wining and Exet•nieeS, Fi IVIA-Sanahoned Training and Exercises, Alert,
[rid Activation, to the extent allowed by law;
14. Processing claims for Federal employee benefits, as ae[ forth in the
Regulations and this Agreement;
lJ. tviaintaining overall direction and control of System Resources engaged in
System activities during Alert or Activation;
16, Providing ground,. all', rail, o1' marine transportation for System Resources
during Alert or Activation, as required;
17. Providing resupply and logistical support for System Resources during
Activation;
18, Establishing, developing, administering, Advising, Alerting, Activating,
Demobilizing, ancl maintaining overall direction and control of System
management teams, as appropriate;
19. Notifying the Sponsoring Agency when FEMA has Alerted, Activated, or
Deactivated a Task Force member for participation on a System
management team or in a technical function;
20, Scheduling and conducting periodic meetings of System advisory
committees and other consultative bodies;
21. Processing claims for reimbursement in accordance with the Regulations;
and
22. Ensuring proper coordination and cooperation within FEMA, between
FEMA and other DHS components and entities, and between FEMA and
other Federal, state, local, and private -sector entities for the purpose of
System activities:
13, The State, if applicable, is responsible for:
1. Maintaining 24-hour per clay capability to receive a request for Alert or
Activation of System Resources and to accept or decline the request within
one hour; and
2, Using Task Forces resident within the Stale as SI:ii11e assets before
requesting additional Task Forces from FEMA. in anticipation of, or in
response to, a disaster or emergency within the State for which the State or
f S.1 Miff:,
'l.
APPENDIX A
its local governments have pi'ln.iary responsibility, unless the 'MS oiii,Cs
have been otherwise committed,
C, The Sponsoring Agency is responsible fir organizing and administering the Task
:Force, and. this responsibility includes the following:
1, Recruiting and training the 'I'ask Force, according; to the Regulations,
standards, policies, procedures, directives, and overall concept of
operations for the System promulgated by FEMA;
2. Designating a Taslc Force Program I.Vlaoager, as well as other such persons
as required by the Recitladons, standards, policies, procedures, directives,
and overall concept of operations for the System;
3. Executing a Preparedness Cooperative Agreement and a Response
Cooperative Agreement with FEMA, in accordance with the Regulations,
standards, policies, procedures, directives, and overall concept of
operations for the System; •
Providing administrative, financial, and personnel management for the
Taslc Force, to include providing FEMA with all documentation required
to appoint System Members into Federal service;
5, Maintaining such agreements with Participating Agencies and Affiliated
Personnel as are required under the Regulations, standards, policies;
directives, procedures, and overall concept of operations for the System.
Agreements with Participating Agencies and Affiliated Personnel for
System activities must be consistent with) the Regulations, standards,
policies, procedures, directives, and overall concept of operations for the
System, and this Memorandum of Agreement. All agreements with
Participating Agencies must include an express authorization for the
Sponsoring Agency to commit an employee of the Participating Agency to
Federal service. All agreements with Affiliated Personnel must include an
express authorization for the Sponsoring Agency to commit the individual
to Federal service;
6, Registering and qualifying all Task Force medical personnel, as required
under the Regulations, standards, policies, procedures, directives, and
overall concept of operations for the System;
7. Requesting PEIVIA. sanction for training and exercises, in accordance with
the Regulations, standards, policies, procedures, directives, and overall
concept of operations for the System;
8. Notifying FI iv1A when there is a change in the 'operational status of the
'Trask: Force;
4.
ti';i' ,.
5
APPENDIX A
9, Maintaining 24` iou.r per day ctthcilaility to receive a request for Alert or
Activation of System i& sources and to accept or decline the ro ucsl: within
ono hour
10, i`.criuiring, ruaintainlnf!„ and accounting for equipment, '1n accordance with
the .kegtllati0t)f, standards, policies, procedures, dim:ea Ca, and overall
concept of operations for the System;
11, Complying With iinanolal, administrative, acquisition, reimbursement, and
reporting requirements set'tortll in the Regulations, standards, policies,
procedures, directives, and overall concept of operations for the System;
12. To I:he extent that. the Sponsoring Agency chooses to provide System
Members for System management teams and technical 'functions, or for
any FEMA advisory and consultative entities, complying with financial,
administrative, acquisition, reimbursement, and reporting requirements set
forth in the Regulations, standards, policies, procedures, directives, and
overall concept of operations for the System with respect to these System
Members;
13, Keeping all. records relating to the Task Force, in accordance with the
Regulations, standards, policies, procedures, directives, and overall
concept of operations for the System;
14, Submitting to FEMA a copy of any agreements it maintains with any
Participating Agency and Affiliated Personnel; and
15. Processing state and local employee benefit claims for which a System
Member may be eligible.
VI. POINTS OF CONTACT
A. UHS/FI MA:
Acting Chief, Urban Search & Rescue Branch
Federal Emergency Management Agency
U,S, Department of Homeland Security
500 C Street, SW
'Washington, DC 20472
(202) 646-3456
B. Sponsoring Agency
Chief, City of Miami Fire Rescue
1151 NW 71111 Street •• 3rd Floor
Miami, FL 33136
305.416-5401
6
APPENDIX A
VY?, .OTHEIR 1'RO\rIaKC+.NS
A-, Pirtancial Arrangements
1, F1?l1!(A, shall provide the Sponsaring.Agency with funding for
preparedness activities pursuant to a Preparedness Cooperative
Agreement, in accordance, with the:Regulations.
2. FL:MA shall reimburse the Sponsoring Agency for costs incurred 'in
System response activities pursuant to rl ReSponse Cooperative
Agreement, i1'1 accordance with the Regulations,
3, All financial commitments are subject to the availability of funds. Nothing
in this Agreement obligates funds of the respective parties.
E. Title to Equipment
1. Title to equipment purchased and maintained by the Sponsoring Agency
with funds provided .under a cooperative agreement prior to February 24,
2005 vests in the Sponsoring Agency in accordance with
44 CFR § 13,32(a),
2. Title to equipment purchased and maintained by the Sponsoring Agency
with funds provided under a Preparedness Cooperative Agreement vests in
the Sponsoring Agency in 'accordance with el4 CFR § 13.32(a),
3, Title to equipment purchased by DHS, and distributed to and maintained
by the Sponsoring Agency, remains vested in DHS in accordance with
44 CFR § 13,32('f), unless transferred to the Sponsoring Agency under
applicable Federal regulations,
C. Use of Sponsoring Agency Resources
Offer, consent and acceptance of services, facilities and employees
The Sponsoring Agency and the State offer and consent to FEty A's use of
their services, facilities, and employees as specifically described in this
Memorandum of Agreement with respect to the System, and FEMA
accepts the offer of such services, facilities, and employees in carrying out
the purposes of the Sections 306(a) and 621(c)(1) of the Stafford Act,
42. U,S.C. §§ 5149(a) and 5197(c)(1).
' E
7
APPENDIX A
2. Appointment into Federal Service
a. FEMA will appoint )isterri Members irii:n Federal servi.oe pursuant
'to 208,11 of .the RegcdationS, EIS 'follows;
(1) When instructing or participating in, FEMA.-Sanctioned
Training and Exercises;
(2) S/i'(cn instructing or participating in FEIv1A-Sponsored
':f'raining and .exercises;
When undertaking specific duties required by FEMA
during an Alert to prepare for Activation; and
(3)
(4) 'When Activated,
b, At all such times when System Members are appointed into
Federal service, those System Members will be under FEMA's
overall direction and control,
c, A System Member's appointment into Federal service is
concurrent with a System Member's employment with the
Sponsoring Agency or other entity,
D. Coverage under Federal statutes; FEMA's intent
1. Pursuant to section 208,11 of the Regulations, it is FEMA's intent that on
the basis of subsections C.1, and 2,, above, System Members appointed
into Federiil service are Fecleral employees during the activities described
in subsection C,2,a,, above, for the purposes of the following acts:
a, The Federal Employees Compensation Act.
b, The Federal Tort Claims Act,
2, It is FEMA's intent that System Members appointed into Federal service
are Public Safely Officers during the activities described in subsection
C.2,a,, above, as defined in the Public Safety Officers Benefit Act,
42, U,S,C, § 3796b ,
3, No individual may participate in the TasIC Force who is not an employee of
the Sponsoring Agency, an employee of a Participating Agency, or no
Affiliated Personnel.,
4, Nothing contained within this Agreement is intended to diminish a System
1\Mfembei''s non -Federal employment rights, relationships, or entitlements
to non -Federal pension or welfare benefits.
8
APPENDIX A
FEMA„ I:he State, and 111e Sponsoring Agency will rlo'I: discriminate against any
System Member or applicant for a position as a. System Member on the grounds of
race, color, religion, Sex, age, national. origin, of economic status in .fulfilling any
and all obligations under I:his Memorandum of Agreernen.t,
F. Use Of Federal facilities, supplies and services will be in compliance with
regulations prohibiting duplication of benefits and guaranteeing
nondiscrimination. Distribution of supplies, processing of applications, provision
of technical assistance and other relief and assistance activities shall be
accomplished in an equitable arid impartial manner, without disoritlli.natiotl on the
grounds of race, color, religion, sex, age, national origin, or economic status,
EFFECTIVE DATE
The terms of this Agreement will become effective on the dale that the last party signs
this Agreement.
IX, MODIFICATION, AMENDMENT, AND TERMINATION
A. Any provision of this Agreement later' found to be in conflict with Federal law or
regulation, or invalidated by a court of competent jurisdiction, shall be considered
inoperable and/or superseded by that law or regulation, Any provision found
inoperable is severable from this Agreement, and the remainder of the Agreement
shall remain in full force.
B. This Agreement maybe modified or amended only with the written agreement of
all of the parties.
C, This Agreement remains in effect unless terminated. This Agreement may be
terminated by any party upon 30 days written notice.
D. This Agreement is the full and complete ag1'eeinerlt between the undersigned
ween the
withand sept on of anlny exist existing Preparedness rior agreement tCo Cooperative A.greelnenror oral,
with the exception
Response Cooperative Agreement.
e
E. This may be executed in several counterparts, each ofwhich
have alid agrexeted eeatlle t
provided that all parties to the Memorandum of Agreement
st
one original copy of the Memorandum of Agreement.
9
APPENDIX A
Glenn M. Crandon
AS81841111: Administrator
Disaster Operations Directorate
Federal .Emergency Management Agency
Date: Ltl
Regional Administrator
• Date:
• Director
State Emergency Management Agency
Date:
Please see attached required signatures for City of Miami, Florida
and City of Miami Fire -Rescue Department
Chief Executive or Designee
Sponsoring Agency
Date:
Also Attached: City of Miami, Florida Authorizing Resolution
No. 00-0504 adopted by City Commission on September 11, 2008
y..• ti:../
1J L1 � 7 ..;1 �l ��;,'
l0
APPENDIX A
"l!
phtS ct,ii;
VOIV
rr+nP,p:
1,4
A New 1'vlennn'andum of Agreement (1vt0A) for Urban Search & Rescue ("USAR")
between the US Deportment ot'Homeland security and the City of Miami
Background Information: (Continued)
Since 1989, Florida Task Force 2 has been an integral part of the l:'EMA's National Urban•Search and
fescue ("USAR") Response System. The new FEIvIA eontinucs'la establish its role ns the Nation's
premier emergency tnanagement and preparedness agency,
FEMA and FL Task Force 2 have been operating under the same MOA since 1998, Several
operational, legal and regulatory changes have been made and FEMA is requiring all its sponsoring
agencies, participating agencies, and strategic individuals to update and execute new standard MOAs.
Separate legislature will be presented later for the participating agencies and strategic individuals,
APPENDIX A
Irs. 1>eparinnia or IIoau'InnC Seat illy
>IiI> [' tireel, N14/
b44!ml!iiipinn, n(,' 2I1r72
FEMA
Chief William Bryson
City o('Miami Fire RCsc,ue
1151 NW 7lh Street - 3rd Floor
Miami, Florida 33136
Dear Chief Bryson;
Since 1989, Florida Task Force 2 has been an integral paint ol'the Federal Emergency
Management Agency's (FEMA) National Urban Search and Rescue (US&R) Response System.
As the new FEivfA continues to establish its role as the Nation's premier emergency management
and preparedness agency, wo look forward to continuing our relationship with Florida Task ,
Force 2.
FEMA and Florida Task Force 2 have been operating under the same Memorandum of
Agreement (MOA) since 1998. Several legal and regulatory changes have been made since then,
including the transfer of FEMA to the Department of Homeland Security in 2003 and the
publication of the US&R Interim -Final Rule at 44 CFR Part 208' in 2005. To update our
agreements, FEMA is requiring all US&R Task Forces to execute a new standard MOA. The
new MOA was developed by the US&R Legal Issues Work Group, which includes
representatives from US&R Task Forces, the US&R Program Office, and FEMA's Office of
ChiefCounsol; and was reviewed by all 28 US&R Task Forces,
FEIvIA is requesting that you review, sign, and return the enclosed new MOA within 60 days.
We recognize that the unique organizational structure of the 28 US&R Task Forces may require
minor modifications to the standard MOA and that additional time may be needed to review and
return thc'MOA depending on your Task Forte's review process, If you would like to discuss
making any changes or need additional time for submission, please contact Dave Webb, Acting
Chief, Urban Search and Rescue Branch, at 202-646-3456 or dave.wcbh@dhs.gov.
dhs.gov.
We look forward to continuing the strong, cooperative relationship between FEMA and Florida
Task Force 2 as we help to ensure the Nation is ready to respond to all hazards,
Sincerely,
� �. _ 1-?'1 , - n r�
Glenn M, Cannon
Assistant .Adniinistrrrtor
Disaster Operations Directorate
Encicsurc
w+,'fl'.rrnnn.guc'
APPENDIX B
CI)
e 1Q•1r4
Thursday,
February 24, 2005
1 Part III
Department of
Homeland Security
Federal Emergency Management Agency
44 CFR Part 208
National Urban Search and Rescue
Response System; Maximum Pay Rate
Table, National Urban Search and Rescue
Response System (US&R); Interim Final
Rule and Notice
APPENDIX B
9182 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
DEPARTMENT OF HOMELAND
SECURITY
Federal Emergency Management
Agency
44 CFR Part 208
RIN 1660—AA07 (formerly RIN 3067—AC93)
National Urban Search and Rescue
Response System
AGENCY: Federal Emergency
Management Agency (FEMA),
Emergency Preparedness and Response
Directorate (EP&R), Department of
Homeland Security (DHS).
ACTION: Interim rule with request for
comments.
SUMMARY: This interim rule standardizes
the financing, administration and
operation of the National Urban Search
and Rescue Response System, a
cooperative effort of the Department of
Homeland Security, participating State
emergency management agencies and
local public safety agencies across the
country. This rule addresses the
relationship between Sponsoring
Agencies1 of Urban Search & Rescue
(US&R) Task Forces and DHS and also
funding for preparedness and response
activities, including the acquisition of
equipment and supplies and training.
Concurrently we 2 are publishing as a
Notice in this issue of the Federal
Register a Maximum Pay Rate Table on
which we also request comments.
DATES: This interim rule is effective
February 24, 2005. We invite comments
on this interim rule and the Maximum
Pay Rate Table published separately
today as a Notice in this issue of the
Federal Register. We will accept
comments on both until April 11, 2005.
ADDRESSES: Mail: When submitting
comments by mail, please send the
comments to the Rules Docket Clerk,
Office of the General Counsel, Federal
Emergency Management Agency, 500 C
Street, SW., room 840, Washington, DC
20472. To ensure proper handling,
please reference RIN 1660—AA07 and
Docket No. DHS-2004-0010 on your
correspondence. This mailing address
may also be used for submitting
comments on paper, disk, or CD-ROM.
Hand Delivery/Courier: The address
for submitting comments by hand
delivery or courier is the same as that
for submitting comments by mail.
1 Sponsoring Agencies are State or local
government agencies that have signed Memoranda
of Agreement with DHS to organize and manage
US&R Task Forces.
2 Throughout the preamble to this rule the terms
"we" and "our" refer to and mean the Department
of Homeland Security. "You" refers to the reader.
Viewing Comments: You may view
comments and background material at:
http://www.epa.gov/feddocket or http://
www.regulations.gov. You may also
inspect comments in person at the
Office of the General Counsel, Federal
Emergency Management Agency, 500 C
Street, SW., room 840, Washington, DC
20472.
FOR FURTHER INFORMATION CONTACT:
Michael Tamillow, Federal Emergency
Management Agency, Emergency
Preparedness and Response Directorate,
Department of Homeland Security, 500
C Street, SW., room 326, Washington,
DC 20472, (202) 646-2549, or (e-mail)
mike.tamillow@dhs.gov.
SUPPLEMENTARY INFORMATION:
Background
The Federal Emergency Management
Agency (FEMA) published a proposed
rule, National Urban Search and Rescue
Response System, on December 18,
2002, 67 FR 77627-77640 (Proposed
Rule). On March 1, 2003, FEMA became
a part of the Emergency Preparedness
and Response Directorate (EP&R),
Department of Homeland Security
(DHS). The National Urban Search and
Rescue Response System is now a
program in FEMA under the EP&R
Directorate.
This preamble and Interim Rule
reflect certain decisions made regarding
comments that FEMA received on the
Proposed Rule, and changes resulting
from FEMA's integration into the
Department of Homeland Security. The
process for creating and updating the
Maximum Pay Rate Table (Table),
which establishes the maximum rates
that DHS will pay for certain medical,
engineering, canine handling and
backfill services, is described in
§ 208.12. The Maximum Pay Rate Table,
which was mentioned but not published
in the Proposed Rule, is incorporated in
the Interim Rule, and published
concurrently with this Interim Rule as a
Notice. Because the Maximum Pay Rate
Table was not published previously and
will become a part of the National
Urban Search and Rescue Response
System final rule, we are asking for
public comment both on the Table and
the Interim Rule.
Section 303 of the Robert T. Stafford
Disaster Relief and Emergency
Assistance Act (Stafford Act), 42 U.S.C.
5144, authorizes the President of the
United States to form emergency
support teams of Federal personnel to
be deployed in an area affected by a
major disaster or emergency. The
President delegated this function to the
Director of the FEMA under Executive
Order (E.O.) 12148. Under E.O. 13286 of
February 28, 2003, the President
amended E.O. 12148 to transfer the
FEMA Director's delegated authority to
the Secretary of Homeland Security, and
under Homeland Security Delegation
No. 9100, delegated the Secretary's
authority under Title V of the Homeland
Security Act of 2002, which includes
the Stafford Act, to the Under Secretary
for Emergency Preparedness and
Response (EP&R).
Section 306(a) of the Stafford Act
authorizes the President (as delegated to
the Under Secretary for EP&R) to accept
and use the services or facilities of any
State or local government, or of any
agency, officer or employee thereof,
with the consent of such government, in
the performance of his responsibilities
under the Stafford Act. Section 306(b) of
the Stafford Act authorizes the President
to appoint and fix the compensation of
temporary personnel without regard to
U.S. Code provisions governing
appointments in the competitive
service. Section 403(a)(3)(B) of the
Stafford Act provides further that the
President may authorize Federal
agencies to perform work on public or
private lands essential to save lives and
protect property, including search and
rescue and emergency medical care, and
other essential needs. Under section
621(c) of the Stafford Act, the Secretary
may accept and use the services of State
or local governments, and use voluntary
services by individuals or organizations
as needed.
FEMA established the National Urban
Search & Rescue Response System
(System or US&R) under the authorities
cited. The System provides specialized
lifesaving assistance during major
disasters or emergencies that the
President declares under the Stafford
Act. US&R operational activities include
locating, extricating and providing on -
site medical treatment to victims
trapped in collapsed structures, victims
of weapons of mass destruction events,
and when assigned, performing incident
command or other operational activities.
Created in consultation with State
emergency management agencies and
local public safety agencies, the System
is built around a core of Sponsoring
Agencies prepared to deploy US&R Task
Forces 3 immediately and initiate US&R
operations at DHS's direction. Members
of the Task Forces, also referred to as
"System Members," may respond as
3 The US&R System comprises 28 Task Forces in
19 States. A full Task Force consists of 70 System
Members, three deep (designed for 210 members)
specially trained and equipped to find, extricate,
and provide initial medical care to victims of
collapsed buildings, weapons of mass destruction,
as well as to perform other assigned duties.
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9183
part of Joint Management Teams (JMT) 4
or other overhead or technical teams, or
as individual resources.
The Task Forces are staffed primarily
by local fire department and emergency
services personnel specially trained and
experienced in collapsed structure
search and rescue operations, incident
management, and other emergency
operational activities. On activation by
DHS, members of the US&R Task
Forces, US&R System Members of Joint
Management Teams, and other overhead
or technical teams, operate as
Temporary Excepted Federal
Volunteers.5
The National Urban Search and
Rescue Response System presently
comprises 28 US&R Task Forces in 19
States. Typically, a State agency or local
public safety agency (Sponsoring
Agency) sponsors each of the Task
Forces. While the Sponsoring Agencies
are solely responsible for the
administrative management of their
respective Task Forces, many
Sponsoring Agencies invite other public
safety agencies and other entities in
their vicinity to contribute personnel
and other resources to the Task Force.
These public safety agencies and other
entities that enter into agreements with
the Sponsoring Agency to contribute
personnel and other resources are
Participating Agencies. In certain cases,
individuals who are not employed by a
Sponsoring Agency or Participating
Agency 6 become members of a Task
Force as Affiliated Personne1.7
DHS provides financial support in the
form of grants or Cooperative
Agreements8 (Grants) to each of the
4A Joint Management Team is a multi-
disciplinary group of National Disaster Medical
System (NDMS), Urban Search and Rescue (US&R)
and other specialists combined to provide
operational, planning, logistics, finance and
administrative support for US&R and NDMS
resources, and to provide technical advice and
assistance to State and local governments.
5 The term "Temporary Excepted Federal
Volunteer" means that a System member's status is
temporary for the period of Federal activation,
excepted from Civil Service rules regarding Federal
employment, Federal for purposes of tort claim
protection and Federal "workers' compensation",
and a volunteer in that DHS does not pay the
individual directly, but reimburses the Sponsoring
Agency for the System Member's services.
6A Participating Agency is a State or Local
Government, non-profit organization, or private
organization that has executed an agreement with
a Sponsoring Agency to participate in the National
US&R Response System.
7Affiliated Personnel are individuals not
normally employed by a Sponsoring Agency or
Participating Agency and individuals normally
affiliated with a Sponsoring Agency or Participating
Agency as volunteers.
8 Cooperative Agreements are similar to grants,
but differ from grants in the amount of government
cooperation and involvement in the
implementation of the agreement.
Sponsoring Agencies under the disaster
preparedness and training authorities of
the Stafford Act. The Sponsoring
Agencies use these Grants to train Task
Force personnel, maintain a state of
readiness and to acquire necessary
equipment and supplies. DHS awards
and administers Grants under 44 CFR
13. In return for this financial support,
each Task Force must be available for
deployment as a Federal resource when
DHS activates it.° Task Forces also must
maintain minimum training
requirements that DHS prescribes.1O
Separate non -standardized
memoranda of agreement (MOA), which
were individually negotiated at different
stages in the System's development,
currently govern the relationship
between DHS and each of the
Sponsoring Agencies. In addition, we
require the Sponsoring Agencies to
enter into separate Cooperative
Agreements on forms that our Office of
Financial Management prescribes. As
the System has matured, the
participants have concluded that it is
desirable to standardize these
relationships through a set of
comprehensive regulations. We
developed the Interim Rule with the
assistance of the National Urban Search
and Rescue Advisory Committee and its
Legal Issues Working Group.
Adoption of the Interim Rule enables
DHS to standardize our agreements with
the Sponsoring Agencies. Following
adoption of the final rule, we will ask
each of the Sponsoring Agencies to
enter into a new, streamlined MOA as
well as a Preparedness Cooperative
Agreement,11 as described in subpart B
9 The Task Forces also respond to disasters and
emergencies in their home states as State resources.
DHS does not normally and directly reimburse
Sponsoring Agencies of the Task Forces for the
costs that Task Forces incur when deploying in
their home states, although in a State deployment,
Task Forces may use equipment that they have
purchased with DHS grant funds and Federal
property that is in their custody. Subpart C of this
rule does not cover in -state deployment of US&R
resources. However, Federal reimbursement for the
cost of an in -state deployment may be available
through DHS's Public Assistance Program under
regulations published at 44 CFR part 206. In
addition, the Office of Foreign Disaster Assistance
of the U.S. Agency for International Development
(USAID) often uses the services of certain Task
Forces to deliver humanitarian assistance abroad
under agreements to which DHS is not a party. The
rule does not affect the relationships between
USAID and the Sponsoring Agencies of the Task
Forces.
1°In addition to participation on Task Forces,
participants in the System (referred to as System
Members) may also be called upon to serve as
members of Joint Management Teams or other
overhead or technical teams.
11DHS enters into a Preparedness Cooperative
Agreement with each Sponsoring Agency to provide
Federal funding to develop and maintain System
resource (personnel, equipment and supplies)
of the rule, and a Response Cooperative
Agreement,12 as described in subpart C
of this rule. These new, standardized
agreements will document our
relationship with the Sponsoring
Agencies.13 Upon the effective date of
the Interim Rule, if a conflict exists
between a provision of the rule and an
existing MOA, the provision of the rule
will control.
References in the Preamble to Parts,
Subparts or Sections
Throughout the preamble and rule,
references to part, subpart, or sections
(as "section" or "§ ") are to parts,
subparts or sections of this rule unless
specifically cited as a section of an Act,
e.g., section 306 of the Stafford Act, or
document other than this rule.
Organization of the Interim Rule
The Interim Rule is divided into four
subparts. Subpart A addresses the
organization of the National US&R
Response System, explains the
relationship among the various
components of the system, incorporates
certain provisions of other regulations
and provides for sanctions if US&R
regulations and directives are violated.
Subpart B describes the process
through which we provide grant funds
to the Sponsoring Agencies to maintain
Task Force readiness. Sponsoring
Agencies use these grant funds to
administer the Task Forces, provide
initial and recurrent training,14 and
acquire and maintain a uniform cache of
equipment and supplies.
Following adoption of the final rule,
we will ask each Sponsoring Agency to
enter into a Preparedness Cooperative
Agreement with us. In addition, from
time to time, DHS will purchase and
distribute equipment and supplies
directly to each Task Force.
capabilities and readiness for operations, including
training.
12 When DHS activates a Task Force it provides
Federal funding for the Task Force's response under
the terms of the Response Cooperative Agreement.
13 Following adoption of the final rule, DHS
expects to develop a National US&R Response
System Directive Manual, which will contain
system policies and explain other Federal
regulations, and will govern the operation of the
National US&R Response System. The Directive
Manual will be updated periodically as needed.
14 Sections 306(a) and 621(c) of the Stafford Act,
42 U.S.C. 5149(a), 5197(c), authorize DHS to
federalize members of US&R Task Forces to
participate in preparedness activities. We
periodically federalize US&R teams to participate in
DHS-sanctioned training exercises, also known as
mobilization exercises. During these periods, they
are not "Activated" within the meaning of § 208.2
of the rule and, therefore, the provisions of subpart
C do not apply to DHS-sanctioned training
exercises. Funding for participation in DHS-
sanctioned training exercises may be available
under § 208.24(b) of the rule.
APPENDIX B
9184 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
Subpart C addresses the deployment
of System Members, either as part of a
Task Force, a Joint Management Team,
or another overhead or technical team,
as a Federal resource, and the
reimbursement of the Sponsoring
Agencies for the costs that they incur as
a result of these deployments. This
subpart also explains the Response
Cooperative Agreement that we will ask
each Sponsoring Agency to sign
following adoption of the final rule.
Subpart D establishes the procedures
by which Sponsoring Agencies may
present claims to DHS for
reimbursement of costs incurred when
we use System Members as Federal
resources, including the timeframes in
which the Sponsoring Agencies must
present such claims, and procedures for
appeals, in writing and submitted
within 60 days after receipt of written
notice of DHS's determination of the
initial appeal. The timeframes and
procedures for appeals are set out in
§ 208.62, Appeals.
A glossary of defined terms that we
use throughout the Interim Rule and in
subpart A appears in § 208.2. A sub -
glossary of defined terms used 208.32
(subpart C) appears in that subpart.
Sectional Analysis
Section 208.33 sets forth the
principles under which we will
reimburse Sponsoring Agencies for
participating in Alerts 15 and
Activations.16 Subsection (a) expresses
our policy that participation in Alerts
and Activations be as cost neutral as
possible to Sponsoring Agencies and
Participating Agencies. This
commitment is critical to avoid putting
local fire departments, which are the
predominant sponsors of the Task
Forces, at risk for the cost of providing
emergency services outside of their
respective jurisdictions. Payments are
subject to 44 CFR part 13, particularly
§§ 13.21 (payment) and 13.22 (allowable
cost). 44 CFR 13.22 incorporates various
Office of Management and Budget
(OMB) circulars that address allowable
cost. However, if there is a conflict
between this rule and 44 CFR part 13 or
the OMB Circulars, this rule controls.
Section 208.39 explains how we will
compensate Sponsoring Agencies for
personnel costs during Activations.
When we deploy System Members,
15 Alert means the status of a System resource's
readiness when triggered by an Alert Order
indicating that DHS may Activate the System
resource.
is Activation means the status of a System
resource placed at the direction, control and
funding of DHS in response to, or in anticipation
of, a presidential declaration of a major disaster or
emergency under the Stafford Act.
either as part of a Task Force, or as part
of a Joint Management Team or other
overhead or technical team, we appoint
them into Federal service as Excepted
Temporary Federal Volunteers and they
work under our direction and control
for the duration of the deployment.
However, System Members who are
regularly employed by a Sponsoring
Agency or Participating Agency retain
their concurrent employment
relationship with their usual
employers.17 The maintenance of this
concurrent employment relationship is
a fundamental principle of the National
US&R Response System, and dates from
the inception of the System. We adopted
the principle after consultations with
the States, local governments and public
safety employee organizations and we
intend it to prevent System Members
from suffering a break in their service to
the usual employer while away on the
Federal deployment. While on a Federal
deployment, these System Members
receive pay and benefits from their
usual employers during the Federal
deployment just as they would if they
were not Activated.
Section 208.39(a) of this part provides
that we will reimburse the Sponsoring
Agency for personnel costs that result
from the Activation and are consistent
with this rule. The Sponsoring Agency
is responsible for reimbursing the
personnel costs of its Participating
Agencies under the provisions of
§ 208.39.
Section 208.39(b) of this part speaks
to how we compensate Sponsoring
Agencies for overtime costs that might
not have been incurred but for the
Federal deployment. Section 7(k) of the
Fair Labor Standards Act (section 7(k))
exempts public safety organizations
from paying their employees overtime
under certain circumstances. As
interpreted by Department of Labor
regulations and court decisions, the
section 7(k) exemption does not apply
unless the employee in question is
trained in fire protection, has the legal
authority and responsibility to engage in
fire suppression, is employed by a
public safety agency engaged in fire
suppression and actually engages in fire
suppression at least 80 percent of the
time.
After reviewing Department of Labor
regulations relating to section 7(k) and
relevant court decisions, we are
uncertain whether the rescue activities
17In some cases, the relationship between the
individual and the Sponsoring Agency or
Participating Agency is a contractual relationship or
a volunteer relationship. These regulations do not
create a common law employment relationship
between an individual and a Sponsoring Agency or
Participating Agency where none otherwise exists.
undertaken by Sponsoring Agencies of
the US&R Task Forces are analogous to
fire suppression. We also note that some
System Members will not fall within the
section 7(k) exemption because they are
not regularly employed in fire
suppression. It would be unfair to
compensate these individuals at one
overtime rate, when fellow System
Members, who may be volunteers or
part-time fire service employees, are
compensated at another overtime rate.
For these reasons, DHS instructs the
Sponsoring Agencies to disregard the
section 7(k) exemption when calculating
its reimbursement for personnel costs,
and reimburses Sponsoring Agencies for
regular wages and overtime wages as
described in § 208.39(d), (e) and (f).18
This instruction will not create a
windfall for Sponsoring Agencies and
Participating Agencies because they
cannot charge DHS for personnel costs
in excess of those that they actually and
normally incur.
Section 208.39(c) of this part
establishes a uniform 24-hour tour of
duty during the Federal deployment.
DHS will reimburse the Sponsoring
Agencies for 24 hours of pay for each
day that a System Member is deployed,
from his or her arrival at the Point of
Assembly 19 until his or her release from
duty, which may be the airport or Air
Force Base to which the Task Force
returns, or at the Task Force's original
Point of Assembly,20 or some other
point. This reimbursement procedure is
known as "portal to portal" pay.
We are not establishing a different
rate of reimbursement for meal periods
or scheduled sleep periods. Once
deployed, all System Members must be
available for immediate response
twenty-four hours a day during the
entire deployment period. Meal periods
and sleep periods will be interrupted if
System Members are needed to engage
in vital lifesaving activities, just as they
are in the firehouse.
Search and rescue professionals
whom we expect to respond on a
moment's notice at any time during a
24-hour period should be compensated
for 24 hours of work. Activated System
Members often work the first 24 to 48
hours of the Activation continuously, as
15 Section 208.40(b) addresses reimbursement for
various differentials paid by Sponsoring Agencies.
is Certain activated System Members will not
report to a Point of Assembly, but rather will be
instructed to travel to the incident location directly
from their home or regular place of work. These
individuals are Activated when they leave their
home or regular place of business and we will
adjust the "portal to portal" pay of these
individuals accordingly.
2s The Point of Assembly is the location where a
Task Force assembles before departure in response
to an activation order.
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9185
this initial period involves packaging
the Task Force for transport, loading
and unloading equipment, attending
briefings, receiving and adjusting to
changes in operational objectives,
establishing the base of operations and
initiating the search for live victims.
Once the search begins, we control Task
Force activities during the entire 24-
hour period and Task Forces must be
available for immediate response at any
time.
Section 208.39(g) provides for the
reimbursement of Backfilln1 expenses.
The National US&R Response System
depends upon the voluntary
participation of public safety agencies.
We recognize that these public safety
agencies may be short-handed when
some of their personnel are away on a
Federal deployment. If a public safety
agency ordinarily Backfills a position in
situations where a regular employee is
unavailable for a period of time similar
to that spent on a US&R deployment
(e.g., Family and Medical Leave,
participation in an extended mutual aid
assignment, injury or disability), then
the public safety agency may bill DHS
for the cost of Backfilling the position
for the period that the regular employee
is away on a Federal deployment.
However, we will only reimburse for the
incremental overtime salary and benefit
expenses associated with the
replacement employee. We will not
reimburse the Backfilling agency for the
regular salary and overtime cost of the
replacement employee because the
public safety agency would have to pay
this cost if the Federal deployment had
not occurred.
Public Comments on the Proposed Rule
During the comment period on the
Proposed Rule, which closed on
February 3, 2003, we received a number
of comments. We summarize the
comments and our response to them in
the materials that follow.
Usage of Terms in the SUPPLEMENTARY
INFORMATION. We received comments
concerning the use of the terms "Task
Force Member" and "System Member"
in the SUPPLEMENTARY INFORMATION to
the Proposed Rule. In the
SUPPLEMENTARY INFORMATION to the
Proposed Rule, we used the term "Task
Force Member" to denote individuals
who respond as part of the National
US&R Response System. However,
while most participants in the System
respond as part of a US&R Task Force,
participants in the System may also be
called upon to serve on Joint
21Backfill means the personnel practice of
temporarily replacing a person in his or her usual
position with another person.
Management Teams and other overhead
or technical teams. As a result, the term
"System Member" is a more accurate
and comprehensive term to describe
individuals who participate in System
activities, and the term "Task Force
Member" is best used to describe a
System Member who is Activated as
part of a Task Force. We have corrected
the usage of these terms in the
SUPPLEMENTARY INFORMATION to the
Interim Rule.
In certain parts of the SUPPLEMENTARY
INFORMATION to the Proposed Rule, we
also used the term "US&R Task Force,"
rather than "Sponsoring Agency," to
denote the agency or entity with which
DHS has entered into legal and financial
agreements with respect to the US&R
Task Forces. We have corrected the
usage of these terms in the
SUPPLEMENTARY INFORMATION to the
Interim Rule.
Finally, in the SUPPLEMENTARY
INFORMATION to the Proposed Rule, we
described the reimbursable period
during an Activation as ending when a
System Member returns to the pre -
deployment staging area. This
description conflicts both with standard
terminology and the reality of System
deployments. A more accurate
description of the duration of the
reimbursable period during an
Activation is set forth in the Interim
Rule.
Eligibility for Reimbursement and
Coverage Under Federal Statutes While
Traveling to and from the Point of
Assembly. One Task Force commented
on the time period that we propose to
pay System Members, namely from
arrival at the Point of Assembly until his
or her release from duty, which may be
the airport or Air Force Base to which
the Task Force returns, or at the Task
Force's original Point of Assembly, or
some other point. Noting that some of
its members live 2 or more hours away
from the Point of Assembly, the
Sponsoring Agency reimburses
members from the time that they are
alerted to the time that they return home
(including travel mileage).
Response: This question has two
aspects: (1) Reimbursement for time
spent traveling to and from the Point of
Assembly, and reimbursement for travel
mileage while traveling to and from the
Point of Assembly; and (2)
consideration of time spent traveling to
and from the Point of Assembly as "in
the course of employment" for the
purposes of workers' compensation (for
injuries sustained) and tort liability (for
civil wrongs or harms caused) during
that travel.
Reimbursement: This issue is related
to the Fair Labor Standards Act (FLSA),
which establishes a minimum hourly
wage for employees and requires
employers to pay overtime wages for
hours worked above the statutory
maximum. It is also related to the
Portal -to -Portal Act of 1947, which
requires that time spent "walking,
riding, or traveling to and from the
actual place of performance of the
principal activity or activities which
such employee is employed to perform"
is not compensable time under the
FLSA unless it is compensable by
contract, custom, or practice. The
general Federal rule regarding travel
mileage is: commuting to and from
work, that is, between permanent
residence and permanent duty station,
is a personal expense. The employee is
expected to be at work; how the
employee chooses to get there is entirely
his or her own business. 27 Comp. Gen.
1 (1947).
There are exceptions to the general
rule if the travel is not ordinary and is
spent outside the workday to and from
job assignments. Examples include
substantial travel to an emergency job
assignment at a location outside the
normal workplace, or the employer
requires the employee to be "on call" to
respond to emergency job assignments.
A corollary of the "substantial travel"
exception is that the travel is
noncompensable if the amount of time
spent traveling is minimal
On reconsideration of our position,
we will reimburse certain travel costs
and time spent traveling to the Point of
Assembly when a System Member
responds to an Activation and must
travel a considerable distance or time, as
determined by DHS on a case by case
basis, to reach the Point of Assembly.
Otherwise, we will follow the general
rule regarding noncompensable travel,
including minimal travel. When we
activate a Task Force or other System
resource, timely assembly of the System
Members is critical, and under those
circumstances warrants our exception to
the general rule. This exception will
apply only to Activations, and will not
apply, for instance, to Alerts, to travel
home after return to the Point of
Assembly, or to travel required for
training, which we consider to be
ordinary noncompensable travel.
In the Course of Employment:
Ordinary travel to and from a fixed
workplace is generally not within the
scope of employment for workers'
compensation purposes, under the
"going and coming" rule. Under the
rule, employees with a fixed workplace
are covered by workers' compensation
only when they are on their employer's
premises, or performing an assignment
required by the employer. One of the
APPENDIX B
9186 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
exceptions to the general rule of going
and coming is travel to and from job
assignments, where the employer
compensates the employee for the time
or expense of the travel. Consistent with
that exception and our intent to
reimburse travel costs and time spent
traveling to the Point of Assembly in
response to an Activation, on a case -by -
case basis we will meet our obligations
regarding workers' compensation claims
that arise out of injuries that System
Members incur while traveling to a
Point of Assembly in response to an
Activation, but for no other purpose.
Definitions. We received several
comments on the definitions in § 208.2,
and made the following changes:
We changed the term "Memorandum
of Understanding" to "Memorandum of
Agreement."
The definition for "Equipment Cache
List" now reads: "The DHS-issued list
that defines:
"(1) The equipment and supplies that
US&R will furnish to Sponsoring
Agencies; and
"(2) the maximum quantities and
types of equipment and supplies that a
Sponsoring Agency may purchase and
maintain with FEMA funds."
The definition for "Participating
Agency" reads: "A State or Local
Government, non-profit organization, or
private organization that has executed
an agreement with the Sponsoring
Agency to participate in the National
US&R Response System."
One Task Force expressed concern
regarding the definitions of "Program
Manager," "Program Office," and
"Project Manager." We have decided to
retain the definitions of "Program
Manager" and "Program Office" as they
are. Currently, the Program Manager is
the Chief of the US&R Section, which is
part of the Response Division of FEMA,
under the Emergency Preparedness and
Response Directorate of DHS, and the
Program Office is the US&R Section.
However, these entities may change as
the organizational structure of DHS
evolves. We will notify the Sponsoring
Agencies if we designate a different
Program Manager or Program Office. We
have deleted the definition of "Project
Manager" from the definitions set forth
in § 208.22, since that terms appears
nowhere else in the Interim Rule.
We have added the following
definition: "Program Directive means
guidance and direction for action to
ensure consistency and standardization
across the National US&R Response
System." This replaces the term
"System Order" in the proposed rule
with "Program Directive" in the interim
rule.
One commenter recommended that
DHS include a definition of "Affiliated
Member." The equivalent term is
defined at § 208.32 as "Affiliated
Personnel."
Section 208.6, System Resource
Reports. One commenter noted that
Sponsoring Agency, Participating
Agencies and System Members are to
cooperate fully in audits, investigations,
studies and evaluation, and asked, "who
pays for salary cost associated with
gathering and processing the
information?"
DHS provides funding for program
management in the Preparedness
Cooperative Agreement to support
administrative activities, including the
salary costs for gathering and processing
System resource reports.
Workers' Compensation and Other
Benefit Costs. Several Sponsoring
Agencies commented that workers'
compensation and other benefit costs
incurred by Sponsoring Agencies as the
result of an injury or death to a System
Member are not reimbursable costs. As
set forth in § 208.11 and explained in
the Supplementary Information, DHS
will appoint System Members into
Federal service, concurrent with those
individuals' local employment, to
secure protection for such employees
under the Federal Employees'
Compensation Act and the Federal Tort
Claims Act. If a System Member
sustains an injury, that System Member
may file a claim for compensation under
the Federal Employees' Compensation
Act. Because the System Member's
Federal appointment is concurrent with
his or her local employment, the System
Member may also be eligible for
compensation under his or her local
workers' compensation system. In that
case, the System Member may collect
either the incremental difference
between Federal benefits and local
benefits, or may collect local benefits in
full, depending on whether the local
benefits may be offset by the Federal
payment to the System Member.
As explained in § 208.40, DHS will
reimburse the Sponsoring Agency for
the workers' compensation insurance
premium costs associated with the time
during Activation. However, any local
benefit payment is not a reimbursable
expense, because DHS (through the U.S.
Department of Labor) provides coverage
under the Federal Employees
Compensation Act, and because we are
prohibited under our current statutory
authority from reimbursing Sponsoring
Agencies for the costs of benefit
payments.
Death or Disability in Line of Duty.
One Participating Agency asked
whether a System Member killed or
disabled while Activated would be
entitled to benefits through the agency's
municipal pension program, and
whether the death or injury would be
considered in the line of duty. We
intend that System Members remain
fully eligible for local benefits during
Federal Activation, and that, as a result,
any death or injury during Activation
should be considered to have occurred
while the System Member was acting in
the scope of employment.
Federal Death Benefits. One
Sponsoring Agency asked how a
"Federal death benefit," if incurred,
would be calculated. The "Federal
death benefit" for System Members
comprises two separate components: (1)
A benefit payment under the Federal
Employees Compensation Act; and (2) a
payment under the Public Safety
Officers' Benefit Act. The death and
injury benefits available under each of
those statutes are determined using
formulas set forth in those statutes.
Voluntary Contribution to Municipal
Pension Plans. One Sponsoring Agency
asked whether contributions to a
municipal pension plan made
voluntarily by System Members during
an Activation, rather than contributions
made by the System Member's employer
under the terms of a collective
bargaining agreement or other
arrangement, are reimbursable by DHS.
Voluntary employee contributions, as
opposed to mandatory employer
contributions, are not reimbursable
expenses.
Contributions to the Pension Plan
Based on Overtime. One Sponsoring
Agency commented that under its
benefits plan, salary is defined as the
total actual fixed cash compensation,
including overtime, and contributions to
its pension plan are based on this total
salary, including overtime. The
Sponsoring Agency asked whether
contributions to the pension plan based
on overtime pay received during
Activation reimbursable under this rule.
Under § 208.40(a)(2), these
contributions are reimbursable.
Cost Sharing. One Task Force
commented that § 208.23(f) refers to
"Cost Sharing" but makes no distinction
between "hard share," i.e., cash
contributions, and "soft share," i.e.,
other value-added benefits provided by
the Sponsoring Agency. We do not
presently require Sponsoring Agencies
to provide a cost share, either hard or
soft, for preparedness or response
funding. Please note that section
208.22(f) provides for cost sharing if it
were required in the future. If we were
to institute a cost -sharing requirement
in the future, we would clearly indicate
in the Cooperative Agreement whether
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9187
such cost share would be "hard" or
"soft."
Equipment Ownership. Several
Sponsoring Agencies commented that
the Proposed Rule does not address
ownership or disposition of equipment
purchased under this program.
OMB Circulars A-87 and A-110
specify that equipment purchased with
Federal Grant funds is the property of
the grantee. However, title, use,
management and disposition of
equipment purchased under a grant or
Cooperative Agreement is set out in 44
CFR 13.32, a government -wide rule to
which DHS adheres. While the
Sponsoring Agency has title to any
equipment purchased with Federal
preparedness and response Cooperative
Agreement funds, DHS reserves the
right to transfer title to the Federal
Government or a third party that we
may name, under 44 CFR 13.32(g). DHS
would generally expect to limit its
exercise of this right to instances when
a Sponsoring Agency indicates or
demonstrates that the Sponsoring
Agency cannot fulfill its obligations
under the Memorandum of Agreement.
Maximum Pay Rate Table. We
received the most number of comments
concerning the Maximum Pay Rate
Table (Table) identified in the Proposed
Rule. For clarity, we set forth here the
applicability of the Table and the
process we will follow for creating and
updating the Table.
Section 208.32 defines the "Maximum
Pay Rate Table" as "the DHS-issued
table that identifies the maximum pay
rates for selected System positions that
may be used for reimbursement of
Affiliated Personnel compensation and
Backfill for Activated System Members
employed by or otherwise associated
with a for -profit Participating Agency."
In that same section, "Affiliated
Personnel" are defined as "individuals
not normally employed by a Sponsoring
Agency or Participating Agency and
individuals normally affiliated with a
Sponsoring Agency or Participating
Agency as volunteers."
One Sponsoring Agency commented
that the Table seemed to contradict the
principle of cost neutrality set forth
prominently in the Proposed Rule.
However, as defined, the Table applies
only to those individuals who are not
normally employed by a Sponsoring
Agency or Participating Agency, or
whose affiliation with a Sponsoring
Agency or Participating Agency is as a
volunteer; that is, an individual whom
the Sponsoring Agency or Participating
Agency does not normally compensate
in any way, at any rate.
The Table sets forth maximum rates
for which we will reimburse the
Sponsoring Agency for compensation
paid to those individuals while
Activated. The Sponsoring Agency may
choose to compensate these individuals
at a higher rate, but we will not
reimburse the increment above the
maximum rate specified in the Table.
Likewise, the Sponsoring Agency may
choose to enter into a Participating
Agency agreement with the individual's
employer, rather than use the individual
as an Affiliated Personnel, in which
case the Table would not apply.
Consequently, only a Sponsoring
Agency's choice to exceed the
maximum rates set forth in the
Maximum Pay Rate Table would result
in an uncompensated expenditure, and
the Table would not violate the
principle of cost neutrality.
A number of parties expressed
concern that the Table was not provided
concurrently with the publishing of the
Proposed Rule. We chose not to delay
the Proposed Rule until the Table could
be developed. We have inserted a new
section 208.12, Maximum Pay Rate
Table, to establish the process for
creating, updating and using the Table.
We are also publishing the Table as a
Notice in the Federal Register and are
asking for comments on both the Interim
Rule and the Table before publishing
the final rule.
One Sponsoring Agency expressed
concern that the rates set forth in the
Table could not be used with respect to
individuals employed by the
Sponsoring Agency, and not when the
individual would serve on the Task
Force as Affiliated Personnel (e.g., a
Sponsoring Agency fire department
dispatcher affiliated with the US&R
Task Force in a non -dispatcher role as
a canine search specialist). Although the
Table would not necessarily apply to
reimbursement for salary and benefits
for that individual, Sponsoring Agencies
may use the rates in the Table as a guide
for establishing compensation levels for
Affiliated Personnel.
Affiliated Personnel. Several
commenters noted that the rule can be
interpreted to preclude the
reimbursement of Backfill expenses for
Affiliated Personnel under § 208.39(g).
Those commenters expressed concern
that, since the highly -trained civilians
such as physicians, structural engineers
and canine handlers are typically
Affiliated Personnel, reimbursement for
Backfill expenses is important to
securing the participation of these
individuals in the System. The
restriction on Backfill costs for
Affiliated Personnel could limit the
ability of Sponsoring Agencies to recruit
and retain these highly trained civilians
However, the only permissible way to
reimburse Affiliated Personnel for
Backfill costs is through Participating
Agencies —neither we nor the
Sponsoring Agencies have contractual
or employment relationships with the
individuals Backfilling the jobs of
Affiliated Personnel. If reimbursement
for Backfill expenses is a problem for
Affiliated Personnel, we encourage them
to have their employers or professional
association seek Participating Agency
status. Participating Agency status is
available to private, for -profit
organizations under the revised
definition of "Participating Agency" set
forth in this Interim Rule. (See
Definitions, § 208.2, Participating
Agency, and § 208.12, Maximum Pay
Rate Table.) Note, however, that
compensation costs, for the purposes of
reimbursement and Backfill, refer to the
System Member's actual compensation,
or the compensation of the individual
who Backfills a position (which
includes salary and benefits, as
described in §§ 208.39 and 208.40),
rather than billable or other rates that
might be charged for services rendered
to commercial clients or patients.
Creating, Updating and Using the
Maximum Pay Rate Table. We have
inserted a new section 208.12 in this
rule to establish how we will create,
update and use the Table to reimburse
Affiliated Personnel (Task Force
Physicians, Task Force Engineers, and
Canine Handlers) and Backfill for
Activated System Members employed
by or otherwise associated with a for -
profit Participating Agency; the Table
applies only to these named categories.
Section 208.12 describes the method for
determining maximum pay rates using
United States Office of Personnel
Management's (OPM) salary rates, and
provides links to OPM's applicable
salary rate tables and locality pay tables.
The section provides that DHS will
review and update the Table
periodically (at least annually). DHS is
publishing the initial Table in the
Federal Register as a Notice with
request for comments. DHS will publish
subsequent revisions to the Table as
Notices in the Federal Register.
The section further states that a
Sponsoring Agency may choose to pay
Affiliated Personnel at a higher rate, but
DHS will not reimburse the increment
above the maximum rate specified in
the Table.
Resupply and Logistics Costs During a
Federal Activation. One Sponsoring
Agency noted that, under § 208.38, we
will not reimburse costs incurred for
resupply and logistical support during
Activation. That section states that
resupply and logistical support needed
APPENDIX B
9188 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
during Activation are the responsibility
of the Joint Management Team (JMT).
The Sponsoring Agency asked, "What
happens if the Incident Management
Team [now the JMT] cannot be
established?'
During Activation, we are responsible
for resupply and logistics. Currently, we
accomplish this responsibility through
either the JMT, which operates in the
field, or the Emergency Support
Function 9 (ESF-9),22 which operates
from the National Emergency
Operations Center, an emergency
coordinating center located at FEMA
headquarters. As DHS develops and
evolves, we may change the names or
functions of these teams; however, the
responsibility for resupply and logistics
will remain with us. Task Forces should
not engage in resupply or logistical
support during Activation unless
coordinated through one of these teams.
In extraordinary circumstances, e.g., if
the Task Force cannot make contact
with either the JMT or the EST, the Task
Force should follow the instructions in
§ 208.44, Reimbursement for other costs.
Absent such circumstances, we will not
reimburse costs incurred for resupply
and logistical support during
Activation.
Compensation for Exempt System
Members. Several agencies commented
on the proposed reimbursement for
compensation paid to Exempt System
Members, i.e., System Members who are
paid a salary, rather than an hourly
wage, and are otherwise exempt from
the Fair Labor Standards Act. One
agency commented that reimbursement
for Exempt System Members should be
based on the employees' salary,
converted to a 40-hour workweek and
then paid at that rate on an hourly basis
during Activation. Another agency
commented that the different methods
of compensation calculation for Exempt
and non-exempt System Members will
result in non-exempt System Members
receiving a greater amount of
compensation during Activation than
Exempt System Members, who are
typically more experienced firefighters
holding higher ranks in the Sponsoring
Agency or Participating Agency. This
agency speculated that the method of
compensation calculation used in the
Proposed Rule would result in fewer
chief officers (who are typically
22 ESF-9, or Emergency Support Function 9,
Urban Search and Rescue, is responsible to plan
and coordinate the use of Urban Search and Rescue
assets following an event that requires locating,
extricating and providing immediate medical
treatment of victims trapped in collapsed
structures. ESF-9 also provides planning and
coordination of US&R assets when they engage in
other disaster -related assignments.
classified as Exempt System Members)
participating as System Members.
There are two guiding principles
underlying our compensation
calculation rules: (1) Cost neutrality;
and (2) customary and usual practice.
The compensation calculation system
for Exempt System Members complies
with both of these principles. If an
individual is classified as an Exempt
System Member in his or her regular
position with the Sponsoring Agency or
Participating Agency, then this
individual will receive compensation on
a daily basis, rather than an hourly
basis, regardless of the number of hours
the individual works in a day. The rule
provides reimbursement to the
Sponsoring Agency or Participant
Agency on this basis —that is, for the
amount that the individual would have
customarily and usually received. If the
Sponsoring Agency or Participating
Agency customarily and usually
compensates Exempt System Members
by paying a salary and overtime, or
customarily and usually awards
compensatory time or another overtime
substitute for hours worked above a
predetermined threshold, then the
Sponsoring Agency may request
reimbursement for the overtime amount,
or the liquidated value of the
compensatory time or other overtime
substitute, in accordance with
§§ 208.39(e)(5)(ii) and (iii). In this way,
this rule abides by the principle of cost
neutrality.
One Sponsoring Agency asked that we
examine the feasibility of giving
Sponsoring Agencies the option of
having chief officers appointed as
Disaster Assistance Employees (DAE)
(temporary DHS employees) during
Activation. In that case, those officers
would be temporary Federal employees,
would probably take a reduction in pay,
and would take vacation or
administrative leave from the
Sponsoring Agency or Participating
Agency for the period of Activation. In
turn, a DAE appointment might affect
their pension and seniority rights. We
believe that disadvantages of DAE
appointments outweigh any benefits
that chief officers might derive, and that
the current language of this rule
concerning Exempt System Members
represents the best general practice.
One Sponsoring Agency asked
whether, under § 208.39(e)(3), chiefs
compensated based on a 56-hour
workweek should be converted to a 40-
hour workweek for purposes of
calculating reimbursable compensation
under the rule. This Sponsoring Agency
also noted that compensating
individuals who customarily and
usually work a 56-hour workweek, by
converting their hourly wage rate to a
40-hour workweek, results in
approximately 40 percent higher costs
during Activation. Sponsoring Agencies
and Participating Agencies that
compensate employees based on a 56-
hour workweek take advantage of the
partial overtime exemption set forth in
section 7(k) of the Fair Labor Standards
Act. As explained herein, we require
that Sponsoring Agencies and
Participating Agencies disregard the
section 7(k) partial exemption in
calculating personnel costs, and we will
reimburse personnel costs based on a
40-hour work week, as described in
§ 208.39 of this rule.
One Sponsoring Agency notes that the
calculation of reimbursable personnel
costs will place an extra burden on
payroll staff, and there will most likely
be personnel who will be eligible for
overtime compensation immediately
upon Activation since they have already
exceeded the overtime threshold for that
week. We have included an
administrative allowance in the
reimbursement for response costs, found
at § 208.41, to compensate the
Sponsoring Agency for this increased
burden on payroll staff. We also provide
for reimbursement of any additional
salary and overtime costs in § 208.39(f),
e.g., those incurred because a System
Member is eligible for overtime
compensation immediately upon
Activation.
Reimbursement for Personnel Costs
for Equipment Cache Rehabilitation.
Under § 208.43, we will reimburse
Sponsoring Agencies for personnel costs
associated with equipment cache
rehabilitation up to the number of hours
specified in the Demobilization Order.23
One Sponsoring Agency stated that the
number of hours specified in the
Demobilization Order should be an
estimate only, rather than a fixed limit,
and asked whether there is an appeal
process for the number of hours
specified in the Demobilization Order,
or another mechanism for requesting
additional hours based on unforeseen
circumstances. There is no appeal
process for the number of hours
specified in the Demobilization Order.
However, if the Sponsoring Agency feels
that unforeseen circumstances will
prevent it from completing its
equipment cache rehabilitation within
the specified number of hours, the
Sponsoring Agency should follow the
23 A Demobilization Order is a DHS
communication that terminates an Alert or
Activation and identifies cost and time allowances
for rehabilitation.
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9189
procedures in § 208.44 for
reimbursement of other costs.
Reimbursement for Other Costs.
Section 208.44 sets a procedure for
Sponsoring Agencies to follow if the
Sponsoring Agency or the Task Force
believes that it must incur an expense
not included in subpart C for which it
expects to request reimbursement.
Section 208.44 requires that the
Sponsoring Agency request in writing
permission from DHS to make the
expenditure or, if advance permission in
writing is not possible to obtain, to meet
three criteria before making the
expenditure, including requesting and
receiving advance verbal approval.
One agency commented that during
an extreme emergency, in particular
during the initial 24- to 48-hours of an
Activation, it can be difficult to obtain
written or verbal approvals, and that
personnel authorized to approve
expenditures are not available 24 hours
a day during this period. Moreover, this
agency commented that Joint
Management Teams, in the past, have
left requests for resupply unanswered
for extended periods of time. The
agency recommended that we empower
Task Force Leaders to make
procurement decisions.
We feel that this comment addresses
operational problems rather than
regulatory issues. Many of these
problems will be alleviated by the
construction of the new DHS operations
center that will be staffed 24 hours a day
during an Activation, and by assuring
that there is at least one person on duty
in the operations center who holds
delegated authority to authorize
procurements. Moreover, the revised
Equipment Cache List 24 provides for
the purchase of multiple, back-up
methods of communication to assure
that Task Forces can communicate with
the operations center under any
circumstances. We believe that the rule
controls the costs associated with
Activation and limits duplicative
procurement without compromising
responder safety.
Advance of Funds. Section 208.45
states that we will provide the
Sponsoring Agency with an advance of
funds up to 75 percent of the estimated
personnel costs of the Activation.
Several agencies commented that we
should increase this amount to 90
percent of the estimated personnel
costs. These agencies commented that
since personnel costs of an Activation
24 The Equipment Cache List is the DHS-issued
list that defines: (a) The equipment and supplies
that US&R will furnish to Sponsoring Agencies; and
(b) the maximum quantities and types of equipment
and supplies that a Sponsoring Agency may
purchase and maintain with DHS funds.
can exceed $1 million, an advance up to
75 percent of that amount still leaves
the Sponsoring Agency with
approximately $250,000 in outlays for
personnel costs for which it must wait
for up to 120 days or more for
reimbursement. The financial burden of
these outlays would be compounded in
the event of multiple Activations within
a relatively short time period.
We believe that up to 75 percent is the
optimal amount for an advance of funds
because it balances the need for funds
against the possibility of overestimated
funds. As one commenter pointed out,
for many years we did not provide any
advance of funds, and for more recent
Activations we provided an advance
equal to 25 percent of estimated
personnel costs. The amount "up to 75
percent" is a result of our examination
of personnel cost data from a number of
previous Activations. It also recognizes
the financial burden borne by the
Sponsoring Agencies in carrying, even
temporarily, these additional salary
costs. However, Activations often last
for a shorter period of time than we use
to calculate the estimated personnel
costs for the Activation, as was the case
recently with Hurricane Isabel when
teams were activated for fewer than 7
days. As one commenter pointed out,
some percentage of personnel costs may
be questioned and ultimately
disallowed as a result of the
reimbursement review process. For
these reasons, at this time, we believe
that up to 75 percent of estimated
personnel costs is the best amount for
an advance of funds. We expect to
review Sponsoring Agencies' experience
periodically under this provision, and
will make revisions as warranted.
Deadline for Submission of Claims.
One agency commented that the
deadline for submission of claims comes
too soon after an Activation has ended.
Currently, § 208.52 specifies that
Sponsoring Agencies must submit
claims for reimbursement within 90
days of the conclusion of the Activation.
Section 208.52 also states that DHS may
extend and specify the time limitation
upon a written request and justification
from the Sponsoring Agency. The
commenting agency noted that it could
take many weeks to obtain certain items,
often because of manufacturers'
inventory status. The agency stated that
setting a deadline of 120 days would
obviate the need for a Sponsoring
Agency to apply for repeated
extensions.
We believe that the 90-day timeframe
for submission, with the opportunity for
Sponsoring Agencies to apply for 30-day
extensions, is the better policy. In the
past, we found that Sponsoring
Agencies often do not submit claims for
reimbursement in a timely manner This
tendency interferes with our ability
administratively to "close out" the
accounts we set up for each major
disaster or emergency, and also results
in Sponsoring Agencies carrying
unreimbursed costs for longer periods of
time. We believe that it is better to
require submission of claims for
reimbursement within 90 days of the
conclusion of the Activation, while
permitting Sponsoring Agencies to
apply for 30-day extensions at their
option.
Reevaluation and Potential Revision
of the Rule. One agency commented that
we should provide a date certain for
reevaluation and potential revision of
this rule. The agency believed that
providing this date certain was
important because some provisions of
the rule will require additional
discussion and development, and other
issues may arise after the rule is
implemented. We do not believe that
there is a need to provide a date certain
by which we will reevaluate and, if
necessary, revise the rule. However, we
will work with our State and Local
Government partners through the
National Urban Search and Rescue
System Advisory Committee and its
Legal Issues Working Group to evaluate
this rule, measure its efficacy, and
develop revisions as necessary.
Task Force Leader. One Sponsoring
Agency commented that this rule
should include a definition of the role
and responsibilities of the Task Force
Leader, the highest leadership position
on a US&R Task Force. The commenting
agency stated that "[t]he Task Force
Leader is the individual during a
deployment who is in control and
responsible for the entire Task Force, in
addition to reporting to FEMA (whether
the FEMA Emergency Support Team
(EST) or the IST [now JMT] the Task
Force Leader is the individual that the
Sponsoring Agency designates to
represent the Sponsoring Agency both
financially and legally while the Task
Force is deployed."
We feel that the roles and
responsibilities of the Task Force Leader
should not be included in the rule. We
have developed and published a
Position Description for the Task Force
Leader, and have described the roles
and responsibilities of the Task Force
Leader in several operational
documents. These descriptions may
change over time, and we want to retain
flexibility by including these
descriptions in operational documents
rather than in the rule. Moreover,
different Sponsoring Agencies have
vested their Task Force Leaders with
APPENDIX B
9190 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
different levels of authority. For these
reasons, we have not defined the roles
and responsibilities of the Task Force
Leader in the rule.
Use of Federally Purchased
Equipment for Local Use in Daily
Operations. One commenter noted that,
in the Federalism Summary Impact
Statement included with the Proposed
Rule, we stated that "Equipment and
supplies purchased with Federal funds
may be used to respond to state
disasters or emergencies." The
commenter asked whether the intent of
the rule was to prevent the use of
federally purchased equipment for daily
operations.
We intend the System to provide a
Federal capability to respond to major
disasters or emergencies involving
structural collapse, weapons of mass
destruction, or other incidents that the
President declares. A Sponsoring
Agency may use equipment and
supplies purchased with Federal funds
to respond to disasters or emergencies
requiring urban search and rescue
response at the state and local level, and
if necessary, to repair or replace
equipment so used at the Sponsoring
Agency's expense. However, we do not
intend that Sponsoring Agencies use
federally purchased equipment in
routine, day-to-day operations.
Indirect Costs. One Sponsoring
Agency commented on our prohibition
of reimbursement for indirect costs
related to response, and our 7.5 percent
limitation on indirect costs related to
preparedness. The commenting agency
noted that this limitation on indirect
costs is inconsistent with other FEMA
programs and diverges from standard
Federal indirect cost percentages. The
commenting agency stated that this
limitation could threaten the ability of
that Sponsoring Agency to remain in the
System, stating that the "work burden
formulas presuppose economies of scale
for a larger, pre-existing agency."
We brought this issue to the National
US&R Advisory Committee, which
recommended retention of the indirect
costs policy as in the proposed rule. We
agree. This limitation is not inconsistent
with other limitations applicable to
FEMA programs. Accordingly, we have
not changed this section. Note that this
limitation applies only to Preparedness
Cooperative Agreements, which apply
over the course of at least one year and
to which indirect cost principles can be
applied readily. Except as provided in
§ 208.41, we allow no indirect costs
under Response Cooperative
Agreements. US&R deployments are
most often short-term, on the order of
10-14 days. Consistent with section 407
of the Stafford Act, we will allow the
administrative allowance listed in
§ 208.41 of this part in lieu of
attempting to establish indirect cost
rates for short-term deployments.
Administrative Procedure Act
Determination
We are publishing this Interim Rule
under the Administrative Procedure
Act, 5 U.S.C. 553, with our request for
public comments. Concurrently with
publication of the Interim Rule, we are
publishing the Maximum Pay Rate
Table (Table) in the Federal Register as
a Notice. We published a Proposed
Rule, National Urban Search and Rescue
Response System, on December 18,
2002, 67 FR 77627-77640, and received
over 30 comments from various Task
Forces in the National US&R Response
System. We discuss the comments in
the preamble of the Interim Rule,
indicating where we agree with the
comments and have made changes, and
also where we do not agree with the
comments.
We did not have the Table prepared
at the time we published the Proposed
Rule but received a large number of
comments and questions about the
Table. To provide an opportunity for
comment before publishing the final
rule, and because of the delay between
the date of the Proposed Rule and the
Interim Rule, we request that interested
parties comment within 45 days of
today's publication.
The National US&R Response System
provides a number of public services
that are unique within the Federal
Government. Members are experienced
and trained professionals highly skilled
in the often dangerous roles of searching
for, extricating and providing initial
medical care for victims from collapsed
buildings, whether collapsed by natural
or manmade causes. The searching is
important to the public to ensure that
every effort has been made to rescue
people still alive within a collapsed
structure. Members also have an
important role in finding the bodies of
those killed in the collapse, so that
victims might be identified and returned
to grieving families. The tasks
performed and the dangers inherent in
the work benefit other firefighters and
disaster responders who do not have the
specialized training and experience of
the National US&R Response System
Members and who are not put at risk by
entering the collapsed structures when
US&R teams are present.
The Interim Rule is effective today,
the date of publication. There is an
urgent need within the National US&R
Response System to standardize
financial, administrative and
operational functions among the 28
Task Forces located in 19 States. These
needs include codifying the relationship
between the Department of Homeland
Security (DHS) and the Sponsoring
Agencies of the 28 Task Forces, and
standardizing the relationships of
Sponsoring Agencies with their
Participating Agencies and Affiliated
Personnel. Efforts to standardize the
Memoranda of Agreement between DHS
and the Sponsoring Agencies, and in
turn, the agreements between the
Sponsoring Agencies and Participating
Agencies and Affiliated Personnel, are
essential to the effective functioning of
the System and must be completed soon
to inform, guide and govern all System
participants uniformly in their
respective roles, responsibilities and
activities.
In the years since September 11, 2001,
Congress has appropriated increased
funds to US&R for equipment, training,
and other measures to ensure that each
Task Force is fully staffed, trained and
available for whatever disaster they may
be called upon for help. It is imperative
and urgent that there be full
accountability for the funds granted to
the Sponsoring Agencies, and that there
be uniform standards that the
Sponsoring Agencies can apply in the
performance of their US&R
responsibilities. This rule provides
those standards; it is urgent that they be
in effect as soon as possible.
The direct effect of this rule is on the
28 Sponsoring Agencies, their
Participating Agencies, and Affiliated
Personnel —a relatively small, well-
defined universe. The Sponsoring
Agencies, the Advisory Committee of
the National US&R Response System
(Advisory Committee),25 the Working
Groups 26 under the Advisory
Committee, and others associated with
the National US&R Response System
have frequently and repeatedly
requested publication and
implementation of this rule, which they
urgently need to fulfill their obligations
to the System, themselves and their
organizations. As matters of sound
policy, planning and management for
the entire System, it is important to
make the rule effective upon
publication.
Good cause exists and it is in the
public interest to make this Interim Rule
25 The Advisory Committee of the National US&R
Response System provides advice,
recommendations, and counsel on the continuing
development and maintenance of a National US&R
Response System to the Under Secretary for
Emergency Preparedness and Response.
26 The System has several specialized Working
Groups, e.g., command and general staff, medical,
legal issues, training, etc., that provide professional
and technical advice on US&R issues to DHS
through the National Advisory Committee.
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9191
effective upon publication (and to
request comments on the Interim Rule
and on the Table as published
separately today as a Notice). DHS will
review and evaluate any comments that
it receives and will publish the final
rule at a later date.
National Environmental Policy Act
44 CFR 10.8(d)(2)(ii) categorically
excludes from actions such as the
preparation, revision, and adoption of
regulations, and specifically 44 CFR
10.8(d)(2)(xviii)(C), which relates to
planning and administrative activities
in support of emergency and disaster
response and recovery, including
deployment of urban search and rescue
teams. Accordingly, we have not
prepared an environmental assessment
or environmental impact statement for
this rule.
Executive Order 12866, Regulatory
Planning and Review
Under Executive Order 12866, 58 FR
51735, October 4, 1993, a "significant
regulatory action" is subject to OMB
review and the requirements of
Executive Order 12866. Section 3(f) of
the Executive Order defines "significant
regulatory action" as one that is likely
to result in a rule that may:
(1) Have an annual effect on the
economy of $100 million or more, or
may adversely affect in a material way
the economy, a sector of the economy,
productivity, competition, jobs, the
environment, public health or safety, or
State, local or tribal governments or
communities;
(2) Create a serious inconsistency or
otherwise interfere with an action taken
or planned by another agency;
(3) Materially alter the budgetary
impact of entitlements, grants, user fees,
or loan programs, or the rights and
obligations of recipients thereof; or
(4) Raise novel legal or policy issues
arising out of legal mandates, the
President's priorities, or the principles
set forth in the Executive Order.
In determining whether to proceed
with the formulation and publication of
this rule, we considered three
alternatives: maintain the status quo
ante; manage the program through
administrative directives; and cancel the
program.
Maintain the Status Quo Ante. The
National US&R Response System has
operated since the early 1990s without
formal regulations. The first ten years or
so were formative years with a great
deal of flux. Federal appropriations
were minimal until the events following
September 11, 2001, which led to major
changes in planning, operations,
management, training and funding.
Twenty US&R teams responded to the
World Trade Center and five responded
to the Pentagon. After -action
evaluations showed the need for greater
interoperability of equipment,
consistency in training and operating
across the 28 teams, and many other
factors to permit 28 disparate units in 19
States to perform as a cohesive whole.
Congress appropriated larger sums to
support the program, mandating that the
program not add new task forces until
existing task forces were fully equipped
and trained. Spurred by the response of
Congress and the Administration, we
redoubled efforts to standardize the
financing, administration and operation
of the National US&R Response System.
Under the status quo ante and the low
level of Federal funding, we had little
leverage to standardize the program.
With increased appropriations and
expanding mission that followed
September 11, 2001 (e.g., response to
acts of terrorism and weapons of mass
destruction events, response to
hurricanes), operating without formal
regulations was no longer tenable.
Sound management and responsible
stewardship of the program demand
formal regulations. For these reasons,
we rejected the status quo ante.
Management by Administrative
Directives. We rejected this alternative
on grounds that administrative
directives do not have the force of law,
tend to be piecemeal, and do not
adequately support our need for
standardized practices within the US&R
program. In contrast, the rule will have
the force of law and will concisely
support our need to standardize the
financing, administration and operation
of the US&R program.
Cancel the Program. The US&R
program grew out of the evident need to
have highly skilled, specially trained
and equipped personnel swiftly
available to search for and extricate
victims from collapsed buildings,
whether from earthquakes and other
natural causes, acts of terrorism,
accidents or other human causes. The
need is greater today than perceived in
the late 1980s and early 1990s. The
program has garnered a well- and hard-
earned recognition of its effectiveness,
with strong support from Congress, the
Administration, and its Sponsoring and
Participating Agencies. With that
continuing support, cancellation of the
program is not a feasible alternative.
Interim Rule. We (FEMA) published a
Proposed Rule, National Urban Search
and Rescue Response System, on
December 18, 2002, 67 FR 77627-77640.
During the 45-day comment period, we
received about 30 comments from
Sponsoring Agencies, one from a
Participating Agency, one from a
Member of Congress, and none from the
public at large. We reviewed the
comments, accepting some, rejecting
some. This preamble and Interim Rule
reflect the decisions made regarding the
comments that we received.
When we published the Proposed
Rule, we mentioned, but had not yet
prepared, the Maximum Pay Rate Table
(Table). In order to have that part of the
rule on which we had received
comments go into effect, and to obtain
public comments on the Table, we
elected to publish the rule as an Interim
Rule, and, concurrently to publish the
Table as a Notice, with request for
comments.
Economic Significance of the Rule.
This rule will not have an annual effect
on the economy of $100 million or more
and is not an economically significant
rule under Executive Order 12866. The
rule establishes the relationship
between the Sponsoring Agencies of the
Urban Search & Rescue (US&R) Task
Forces and DHS, funding for
preparedness and response activities,
including the acquisition of equipment
and supplies and training, and the
eligibility of Task Forces to receive and
maintain Federal excess property.
This interim rule impacts 28
Sponsoring Agencies, 26 of which are
from local communities, 2 are
associated with state universities. All of
the communities have populations
greater than 50,000. Most of the
Sponsoring Agencies have agreements
with Participating Agencies for
additional support to meet the staffing,
equipment and training requirements of
the National US&R Response System.
US&R-related costs of Participating
Agencies are paid by DHS through the
Sponsoring Agencies. Similarly,
expenses of Affiliated Personnel are
reimbursed through the Sponsoring
Agencies.
DHS has designed the National US&R
Response System to be as cost neutral to
Sponsoring Agencies as Federal law
authorizes. DHS acquires equipment
and supplies, pays for training, meetings
and related travel, lodging, and per
diem expenses, and attempts to cover
Sponsoring Agencies' preparedness
costs through preparedness Cooperative
Agreements. When DHS activates a
US&R Task Force we reimburse the
Sponsoring Agency for 100 per cent of
its direct eligible costs incurred,
including overtime and Backfill costs,
and indirect costs capped at 7.5 percent
of direct costs, under the terms of the
response Cooperative Agreements.
Sponsoring Agencies will incur certain
paperwork burdens and expenses,
which are described and quantified
APPENDIX B
9192 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
below in the materials on the Paperwork
Reduction Act. We expect that our
Cooperative Agreements and their
associated indirect cost rates will cover
the eligible costs that the Sponsoring
Agencies incur to participate in the
National US&R Response System.
Costs to DHS to administer the
National US&R Response System
include the salaries and expenses of an
8-person staff, and the indirect staff
costs for financial, acquisition, logistics
and other administrative services
provided by DHS and FEMA. Current
appropriations limit administrative
costs to 3 percent of the total amount
appropriated for US&R.
FEMA's planning and program
guidance for fiscal years 2005 through
2009 set funding levels of $6.438
million for the National US&R Response
System, representing the baseline
nondisaster-specific budget for
operating expenses. In the past two
years, congressional annual
appropriations for US&R were $60
million, most of which US&R passed to
the Sponsoring Agencies pursuant to
Cooperative Agreements. FEMA passes
the amounts appropriated to the
Sponsoring Agencies in preparedness
Cooperative Agreements funded 100
percent by the Federal Government to
cover planning, training, equipment or
other essentials to fulfill the US&R
mission, which do not impose
conditions on the Sponsoring Agencies
making them economically significant.
Nor would Cooperative Agreement
funding adversely affect in a material
way the economy, a sector of the
economy, productivity, competition,
jobs, the environment, public health or
safety, or State, local or tribal
governments or communities.
This rule is a significant regulatory
action, but not an economically
significant regulatory action within the
definition of section 3(f) of Executive
Order 12866, and it adheres to the
principles of regulation of the Executive
Order. The Office of Management and
Budget has reviewed this rule under the
provisions of the Executive Order.
Regulatory Flexibility Act, 5 U.S.C. 601
Under the Regulatory Flexibility Act,
agencies must consider the impact of
their rulemakings on "small entities"
(small businesses, small organizations
and local governments). The Act also
provides that, if a regulatory flexibility
analysis is not required, the agency
must certify in the rulemaking
document that the rulemaking will not
"have a significant economic impact on
a substantial number of small entities."
This rule standardizes the financing,
administration and operation of the
National Urban Search and Rescue
Response System (System or US&R),
which FEMA established under the
Robert T. Stafford Disaster Relief and
Emergency Assistance Act. The System
currently comprises 28 US&R Task
Forces in 19 States. A State agency or
local public safety agency (Sponsoring
Agency) typically sponsors a Task
Force,27 staffed primarily by local fire
department and emergency services
personnel, and include Joint
Management Teams (JMT) and other
overhead or technical teams. None of
the Sponsoring Agencies are in
communities with populations fewer
than 50,000. The governments of the
Sponsoring Agencies are urban or State
instrumentalities and none qualify as a
"small governmental jurisdiction"
within the meaning of 5 U.S.C. 601(5).
Some of the Participating Agencies
are small businesses, such as
engineering firms and HMOs. DHS
reimburses Sponsoring Agencies for the
eligible costs that the Sponsoring
Agencies incur in reimbursing their
Participating Agencies. DHS expects
Participating Agencies to receive full
reimbursement for the salaries and
expenses of their personnel who are
participating System Members, indirect
costs up to 7.5 percent, per diem, travel
and related costs when Task Forces
activated, and backfill expenses.
DHS has designed the US&R program
to be as cost neutral to Sponsoring
Agencies as Federal law authorizes.
When DHS activates a US&R Task Force
it reimburses the Sponsoring Agency for
its direct costs incurred, including
overtime and Backfill costs, and indirect
costs capped at 7.5 percent of direct
costs. Upon activation, System Members
become Temporary Excepted Federal
Volunteers entitled to the benefits of the
Federal Employees Compensation Act
(FECA) and the Federal Tort Claims Act
(FTCA). In some instances, State
workers' compensation benefits exceed
those available under FECA, and the
27 The Task Forces also respond to disasters and
emergencies in their home states as State resources.
DHS does not directly reimburse Sponsoring
Agencies of the Task Forces for the costs that they
incur when deploying in their home state, although
in a State deployment Task Forces may use
equipment that they have purchased with DHS
grant funds and Federal property that is in their
custody. Subpart C of this rule does not cover in-
state deployment of US&R resources. However,
Federal reimbursement for the cost of an in -state
deployment may be available through DHS's Public
Assistance Program under regulations published at
44 CFR part 206. In addition, the Office of Foreign
Disaster Assistance of the U.S. Agency for
International Development (USAID) often uses the
services of certain US&R Task Forces to deliver
humanitarian assistance abroad under agreements
to which DHS is not a party. The rule does not
affect the relationships between USAID and the
Sponsoring Agencies of the Task Forces.
difference between the State benefits
and the Federal benefits may have to be
borne by the Sponsoring Agency.
US&R Task Forces also must maintain
minimum training requirements that
DHS prescribes. Under current
interpretations by the Department of
Justice, the FTCA covers System
Members during Task Force activations,
but does not apply to training activities.
This lack of FTCA coverage during
training is a potential liability that a
Sponsoring Agency might incur, but
such a circumstance has not occurred in
15 years of experience. DHS is working
with the Department of Justice to
determine what measures DHS could
take to provide liability coverage for
System Members during US&R training
events.
DHS assumes that the professional
skills necessary for preparation of the
reports and records are within the
capabilities of the Sponsoring and
Participating Agencies. DHA further
assumes that Sponsoring and
Participating Agencies incur no extra,
unreimbursed costs for sound
administration and accountability that
Federal Cooperative Agreements require
of any recipient of such awards. We
have no basis for estimating the
expected cost or range of costs per
impacted Sponsoring or Participating
Agency.
DHS is not aware of any rules that
may duplicate, overlap or conflict with
this rule. In our discussion of E.O.
12866 above, we considered several
alternatives to this rule, including status
quo ante, cancellation of the program,
management by program directives, and
this interim rule. None of the
alternatives to this rule met DHS needs
to standardize the financing,
administration and operation of the
US&R System; none provided differing
compliance or reporting requirements,
or clarified, consolidated, or simplified
compliance and reporting, or exempted
any of the Sponsoring Agencies from
coverage of the rule.
For the reasons stated, we certify
under 5 U.S.C. 605(b) that this Interim
Rule will not have a significant
economic impact on a substantial
number of small entities and does not
apply to this interim rule.
Paperwork Reduction Act of 1995
DHS has determined that the
implementation of this rule is subject to
the Paperwork Reduction Act of 1995,
44 U.S.C. 3501-3520. As the Paperwork
Reduction Act of 1995 requires and,
concurrently with this rule, we have
submitted a request for Office of
Management and Budget (OMB) review
and approval of a new collection of
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9193
information, which is contained in this
rule. The collection of information
complies with provisions of the
Paperwork Reduction Act of 1995, 44
U.S.C. 3506(c)(2)(A). We invite the
general public to comment on the
collection of information.
Collection of Information
Title: Urban Search and Rescue
Program.
US&R grant application forms
approved by OMB under Control
Number 1660-0025, which expires July
31, 2007, are:
Form Numbers: SF 424, Application
for Federal Assistance; DHS Form 20-
10, Financial Status Report; DHS Form
20-16, Summary Sheet for Assurances
and Certifications; DHS Form 20-16A,
Assurances —Non -Construction
Programs; DHS Form 20-16C,
Certifications Regarding Lobbying;
Debarment, Suspension and Other
Responsibility Matters; and Drug -Free
Workplace Requirements; DHS Form
20-20, Budget Information —Non -
Construction Programs; and SF LLL,
Disclosure of Lobbying Activities.
Abstract: This information collection
is to implement the National Urban
Search and Rescue System (US&R), by
which DHS provides specialized
lifesaving assistance during major
disaster or emergency. US&R
operational activities include locating,
extricating and providing on -site
medical treatment to victims trapped in
collapsed structures, weapons of mass
destruction events, and when assigned,
incident command or coordination of
other operational activities. In order to
implement the US&R program DHS
must collect certain types of
information, including grant
applications, budget and budget
narrative, financial status reports,
assurances and certifications,
performance information, and requests
for advances or reimbursement on forms
approved by OMB under Control
Number 1660-0025.
Affected Public: State, local and
Indian tribal governments.
Estimated Total Annual Burden
Hours: 803 hours. A breakdown of the
burden follows:
DHS forms
No. of
responders
(A)
Frequency
of response
(B)
Hours per response and record-
keeping
(C)
Annual bur-
den hours
(A x B x C)
The following forms were approved under 1660-0025:
SF-424 Application for Federal Assistance
28
1
1 hour
28 hours.
DHS Form 20-10 Financial Status Report
28
1
1 hour
28 hours.
DHS Forms 20-16, 20-16A, 20-16C, Summary Sheet for As-
surances and Certifications.
28
1
30 minutes
14 hours.
SF LLL, Disclosure of Lobbying Activities
28
1
10 minutes
5 hours.
DHS Form 20-20, Budget Information Non -Construction Pro-
grams and Budget Narrative.
28
2
9 hours
504 hours.
SF 270, Request for Advance or Reimbursement
28
2
4 hours
224 hours.
Subtotal
224
803 hours.
OMB Number: New.
Abstract: In order to implement the
US&R program, DHS must collect
certain types of information not
included in OMB Control Number
1660-0025, including memoranda of
agreement, program narrative
statements, grant awards, progress
reports, extension or change requests,
closeout information and audits.
Affected Public: State, local and
Indian tribal governments.
Estimated Total Annual Burden
Hours: 1181 hours. A breakdown of the
burden follows:
DHS forms
No. of
responders
(A)
Frequency
of response
(B)
Hours per
response and recordkeeping
(C)
Annual
burden hours
(A x B x C)
The following are new collections:
Narrative Statement
28
2
4 hours
224 hours.
Progress Reports
28
2
2 hours
112 hours.
Extension or Change Requests
5
1
1 hour
5 hours.
Audits of States, Local Governments, and Non -Profit Organi-
zations.
28
1
30 hours
840 hours.
Memoranda of Agreement
28
1
(1)
8
Subtotal
145
1181 hours.
Total hours
369
1984 hours.
1 After we publish the final rule, we will prepare a standardized, streamlined memorandum of agreement in consultation with the National
US&R Response System Advisory Committee and its Legal Issues Working Group. When completed, we will make a second Paperwork Reduc-
tion Act submission to OMB.
Estimated Times and Costs: The
approximate annual salary of State and
local staff who will complete the forms
is $35,000. The approximate hourly rate
of pay is $18.90 ($35,000 divided by
1850 hours). The total cost to grantees
is estimated to be $37,498.
The cost to DHS is largely personnel
salary costs to review and analyze the
information collected on these forms —
for all DHS grant programs, not just
US&R grants, which is a significant
portion of grants management annual
work. We estimate that for the US&R
program, DHS Headquarters would
expend approximately 672 hours on
analysis, or an average of 24 hours per
program. We estimate the cost to DHS
to be $14,112 (672 hours times $21 per
hour of staff work). Printing costs are
minimal because the forms are available
in electronic format.
APPENDIX B
9194 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
The total annual estimated time and
costs are 1984 hours and $37,498 cost to
applicants and $14,112 cost to DHS.
This calculation is based on the number
of burden hours for each type of
information collection/form, as
indicated above, and the estimated wage
rates for those individuals responsible
for collecting the information or
completing the forms. The new
collection is required for sound grants
management and compliance with OMB
Circulars and DHS regulations.
FOR FURTHER INFORMATION CONTACT:
Contact Michael Tamillow, Emergency
Preparedness and Response Directorate,
Department of Homeland Security, 500
C Street, SW., Washington, DC 20472,
telephone (202) 646-2549, facsimile
(202) 646-4684, or e-mail
mike.tamillow@dhs.gov for additional
information. You may contact Muriel B.
Anderson for copies of the proposed
collection of information at (202) 646-
2625 or (facsimile) (202) 646-3347, or e-
mail informationcollections@dhs.gov.
Executive Order 13132 Federalism -
Federalism Summary Impact Statement
Executive Order 13132 requires DHS
to develop a process to ensure
"meaningful and timely input by State
and local officials in the development of
regulatory policies that have federalism
implications." Such policies are defined
in the Executive Order to include rules
that have "substantial direct effects on
the States, on the relationship between
the national government and the States,
or on the distribution of power and
responsibilities among the various
levels of government."
We have analyzed this interim rule in
accordance with the principles and
criteria in the Executive Order and has
determined that this interim rule would
not have a substantial direct effect on
the States, on the relationship between
the national government and the States,
or on the distribution of power and
responsibilities among the various
levels of government. The rule imposes
no mandates on State or local
governments; participation in the
National US&R Response System is
strictly voluntary. Moreover, one of the
most significant objectives of this
program is to build State and local
US&R capability. The US&R program
recognizes the primary role of State and
local governments in responding to
disasters and emergencies. Equipment
and supplies purchased with Federal
funds may be used to respond to in -state
disasters and emergencies. The teams
may only be deployed across State lines
when released by their home State. The
assistance these teams provide, like
other assistance under the Stafford Act,
is only furnished when disaster or
emergency needs exceed the combined
State and local capabilities and the
Governor requests the assistance.
Therefore, we certify that this interim
rule does not have federalism
implications as defined in Executive
Order 13132.
While this interim rule does not have
federalism implications, this rule has
been developed through a collaborative
process with representatives of State
and local governments. As noted above,
the Legal Issues Working Group, a
subgroup of the National US&R
Response System Advisory Committee,
developed the original draft of these
regulations. The National US&R
Response System presented a draft to
DHS. The Legal Issues Working Group
and the National US&R Response
System Advisory Committee both
comprised Federal, State and Local
Government officials, as well as
representatives of labor organizations,
some of whose members serve on the
US&R Task Forces.
Congressional Review of Agency
Rulemaking
We have sent this final rule to the
Congress and to the General Accounting
Office under the Congressional Review
of Agency Rulemaking Act, Pub. L. 104-
121. The rule is not a "major rule"
within the meaning of that Act. It
standardizes the financing,
administration and operation of the
National Urban Search and Rescue
Response System, a cooperative effort of
the Department of Homeland Security,
participating State emergency
management agencies and local public
safety agencies across the country.
The rule will not result in a major
increase in costs or prices for
consumers, individual industries,
Federal, State, or local government
agencies, or geographic regions. It will
not have "significant adverse effects" on
competition, employment, investment,
productivity, innovation, or on the
ability of United States -based
enterprises to compete with foreign -
based enterprises. This rule is subject to
the information collection requirements
of the Paperwork Reduction Act and
OMB has assigned Control No. 1660-
0025. The rule is not an unfunded
Federal mandate within the meaning of
the Unfunded Mandates Reform Act of
1995, Pub. L. 104-4, and any
enforceable duties that we impose are a
condition of Federal assistance or a duty
arising from participation in a voluntary
Federal program.
List of Subjects in 44 CFR Part 208
Disaster assistance, Grant programs.
• Accordingly, we add part 208 to title
44, chapter I of the Code of Federal
Regulations, as follows:
PART 208-NATIONAL URBAN
SEARCH AND RESCUE RESPONSE
SYSTEM
Subpart A -General
Sec.
208.1 Purpose and scope of this part.
208.2 Definitions of terms used in this part.
208.3 Authority for the National US&R
Response System.
208.4 Purpose for System.
208.5 Authority of the Director of the
Response Division (Director).
208.6 System resource reports.
208.7 Enforcement.
208.8 Code of conduct.
208.9 Agreements between Sponsoring
Agencies and Participating Agencies.
208.10 Other regulations.
208.11 Federal status of System Members.
208.12 Maximum Pay Rate Table.
208.13-208.20 [Reserved]
Subpart B-Preparedness Cooperative
Agreements
208.21 Purpose.
208.22 Preparedness Cooperative
Agreement process.
208.23 Allowable costs under Preparedness
Cooperative Agreements.
208.24 Purchase and maintenance of items
not listed on Equipment Cache List.
208.25 Obsolete equipment.
208.26 Accountability for use of funds.
208.27 Title to equipment.
208.28-208.30 [Reserved].
Subpart C-Response Cooperative
Agreements
208.31 Purpose.
208.32 Definitions of terms used in this
subpart.
208.33 Allowable costs.
208.34 Agreements between Sponsoring
Agencies and others.
208.35 Reimbursement for Advisory.
208.36 Reimbursement for Alert.
208.37 Reimbursement for equipment and
supply costs incurred during Activation.
208.38 Reimbursement for re -supply and
logistics costs incurred during
Activation.
208.39 Reimbursement for personnel costs
incurred during Activation.
208.40 Reimbursement of fringe benefit
costs during Activation.
208.41 Administrative allowance.
208.42 Reimbursement for other
administrative costs.
208.43 Rehabilitation.
208.44 Reimbursement for other costs.
208.45 Advance of funds.
208.46 Title to equipment.
208.47-208.50 [Reserved]
Subpart D-Reimbursement Claims and
Appeals
208.51 General.
208.52 Reimbursement procedures.
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Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9195
208.53-208.59 [Reserved]
208.60 Determination of claims.
208.61 Payment of claims.
208.62 Appeals.
208.63 Request by DHS for supplemental
information.
208.64 Administrative and audit
requirements.
208.65 Mode of transmission.
208.66 Reopening of claims for
retrospective or retroactive adjustment of
costs.
208.67-208.70 [Reserved]
Authority: Robert T. Stafford Disaster
Relief and Emergency Assistance Act, 42
U.S.C. 5121 through 5206; Reorganization
Plan No. 3 of 1978, 43 FR 41943, 3 CFR, 1978
Comp., p. 329; Homeland Security Act of
2002, 6 U.S.C. 101; E.O. 12127, 44 FR 19367,
3 CFR, 1979 Comp., p. 376; E.O. 12148, 44
FR 43239, 3 CFR, 1979 Comp., p. 412; E.O.
13286, 68 FR 10619, 3 CFR, 2003 Comp., p.
166.
Subpart A —General
§ 208.1 Purpose and scope of this part.
(a) Purpose. The purpose of this part
is to prescribe policies and procedures
pertaining to the Department of
Homeland Security's (DHS) National
Urban Search and Rescue Response
System.
(b) Scope. This part applies to
Sponsoring Agencies and other
participants in the National Urban
Search and Rescue Response System
that have executed agreements governed
by this part. Part 206 of this chapter
does not apply to activities undertaken
under this part, except as provided in
§§ 208.5 and 208.10 of this part. This
part does not apply to reimbursement
under part 206, subpart H, of this
chapter.
§ 208.2 Definitions of terms used in this
part.
(a) General. Any capitalized word in
this part is a defined term unless such
capitalization results from the
application of standard capitalization or
style rules for Federal regulations. The
following definitions have general
applicability throughout this part:
Activated or Activation means the
status of a System resource placed at the
direction, control and funding of DHS in
response to, or in anticipation of, a
presidential declaration of a major
disaster or emergency under the Stafford
Act.
Activation Order means the DHS
communication placing a System
resource under the direction, control,
and funding of DHS.
Advisory means a DHS
communication to System resources
indicating that an event has occurred or
DHS anticipates will occur that may
require Alert or Activation of System
resources.
Alert means the status of a System
resource's readiness when triggered by
an Alert Order indicating that DHS may
Activate the System resource.
Alert Order means the DHS
communication that places a System
resource on Alert status.
Assistance Officer means the DHS
employee who has legal authority to
bind DHS by awarding and amending
Cooperative Agreements.
Backfill means the personnel practice
of temporarily replacing a person in his
or her usual position with another
person.
Cooperating Agency means a State or
Local Government that has executed a
Cooperative Agreement to provide
Technical Specialists.
Cooperative Agreement means a legal
instrument between DHS and a
Sponsoring Agency or Cooperating
Agency that provides funds to
accomplish a public purpose and
anticipates substantial Federal
involvement during the performance of
the contemplated activity.
Daily Cost Estimate means a
Sponsoring Agency's estimate of Task
Force personnel compensation, itemized
fringe benefit rates and amounts
including calculations, and Backfill
expenditures for a 24-hour period of
Activation.
Deputy Director means the Deputy
Director of the Response Division,
Emergency Preparedness and Response
Directorate, Department of Homeland
Security, or other person that the
Director designates.
DHS means the Department of
Homeland Security.
Director means the Director of the
Response Division, Emergency
Preparedness and Response Directorate,
DHS.
Disaster Search Canine Team means a
disaster search canine and handler who
have successfully completed the written
examination and demonstrated the
performance skills required by the
Disaster Search Canine Readiness
Evaluation Process. A disaster search
canine is a dog that has successfully
completed the DHS Disaster Search
Canine Readiness Evaluation criteria for
Type II or both Type II and Type I.
Emergency means any occasion or
instance for which, in the determination
of the President, Federal assistance is
needed to supplement State and local
efforts and capabilities to save lives and
to protect property and public health
and safety, or to lessen or avert the
threat of a catastrophe in any part of the
United States.
Equipment Cache List means the
DHS-issued list that defines:
(1) The equipment and supplies that
US&R will furnish to Sponsoring
Agencies; and
(2) The maximum quantities and
types of equipment and supplies that a
Sponsoring Agency may purchase and
maintain with DHS funds.
Federal Excess Property means any
Federal personal property under the
control of a Federal agency that the
agency head or a designee determines is
not required for its needs or for the
discharge of its responsibilities.
Federal Response Plan means the
signed agreement among various
Federal departments and agencies that
provides a mechanism for coordinating
delivery of Federal assistance and
resources to augment efforts of State and
Local Governments overwhelmed by a
Major Disaster or Emergency, supports
implementation of the Stafford Act, as
well as individual agency statutory
authorities, and supplements other
Federal emergency operations plans
developed to address specific hazards
Joint Management Team or (MT
means a multi -disciplinary group of
National Disaster Medical System
(NDMS), Urban Search and Rescue
(US&R), and other specialists combined
to provide operations, planning,
logistics, finance and administrative
support for US&R and NDMS resources,
and to provide technical advice and
assistance to States and Local
Governments.
Local Government means any county,
city, village, town, district, or other
political subdivision of any State; any
federally recognized Indian tribe or
authorized tribal organization; and any
Alaska Native village or organization.
Major Disaster means any natural
catastrophe (including any hurricane,
tornado, storm, high water, wind driven
water, tidal wave, tsunami, earthquake,
volcanic eruption, landslide, mudslide,
snowstorm, or drought), or regardless of
cause, any fire, flood, or explosion, in
any part of the United States, that in the
determination of the President, causes
damage of sufficient severity and
magnitude to warrant major disaster
assistance under the Stafford Act to
supplement the efforts and available
resources of States, Local Governments,
and disaster relief organizations in
alleviating the damage, loss, hardship,
or suffering caused thereby.
Memorandum of Agreement (MOA)
means the document signed by DHS, a
Sponsoring Agency and its State that
describes the relationship of the parties
with respect to the National Urban
Search & Rescue Response System.
Participating Agency means a State or
Local Government, non-profit
organization, or private organization
APPENDIX B
9196 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
that has executed an agreement with a
Sponsoring Agency to participate in the
National US&R Response System.
Personnel Rehabilitation Period
means the period allowed by DHS for a
person's rehabilitation to normal
conditions of living following an
Activation.
Preparedness Cooperative Agreement
means the agreement between DHS and
a Sponsoring Agency for reimbursement
of allowable expenditures incurred by
the Sponsoring Agency to develop and
maintain System capabilities and
operational readiness.
Program Directive means guidance
and direction for action to ensure
consistency and standardization across
the National US&R Response System.
Program Manager means the
individual, or his or her designee,
within DHS who is responsible for day-
to-day administration of the National
US&R Response System.
Program Office means the
organizational entity within DHS that is
responsible for day-to-day
administration of the National US&R
Response System.
Response Cooperative Agreement
means an agreement between DHS and
a Sponsoring Agency for reimbursement
of allowable expenditures incurred by
the Sponsoring Agency as a result of an
Alert or Activation.
Sponsoring Agency means a State or
Local Government that has executed an
MOA with DHS to organize and
administer a Task Force.
Stafford Act means the Robert T.
Stafford Disaster Relief and Emergency
Assistance Act, 42 U.S.C. 5121 through
5206.
State means any State of the United
States, the District of Columbia, Puerto
Rico, the Virgin Islands, Guam,
American Samoa, the Commonwealth of
the Northern Mariana Islands, the
Federated States of Micronesia or the
Republic of the Marshall Islands.
Support Specialist means a person
participating in the System who assists
the Task Force with administrative or
other support during mobilization,
ground transportation and
demobilization as directed.
System or National US&R Response
System means the national US&R
response capability administered by
DHS.
System Member means any Task
Force Member, JMT Member, Technical
Specialist, Support Specialist or
Disaster Search Canine Team.
Task Force means an integrated US&R
organization of multi -disciplinary
resources with common
communications and a leader, organized
and administered by a Sponsoring
Agency and meeting DHS standards.
Task Force Member means a person
occupying a position on a Task Force.
Technical Specialist means a person
participating in the System contributing
technical knowledge and skill who may
be placed on Alert or Activated as a
single resource and not as a part of a
JMT or a Task Force.
US&R means urban search and rescue,
the process of searching for, extricating,
and providing for the immediate
medical stabilization of victims who are
entrapped in collapsed structures.
(b) Additional definitions. Definitions
for certain terms that apply only to
individual subparts of this part are
located in those subparts.
§ 208.3 Authority for the National US&R
Response System.
(a) Enabling legislation. The Federal
Emergency Management Agency
established and operated the System
under the authority of §§ 303, 306(a),
306(b), 403(a)(3)(B) and 621(c) of the
Stafford Act, 42 U.S.C. 5144, 5149(a),
5149(b), 5170b(a)(3)(B) and 5197(c),
respectively. Section 503 of the
Homeland Security Act of 2002, 6
U.S.C. 313, transferred the functions of
the Director of FEMA to the Secretary of
Homeland Security. The President
redelegated to the Secretary of
Homeland Security in Executive Order
13286 those authorities of the President
under the Stafford Act that had been
delegated previously to the Director of
FEMA under Executive Order 12148.
(b) Implementing plan. The National
Response Plan identifies DHS as the
primary Federal agency with
responsibility for Emergency Support
Function 9, Urban Search and Rescue.
§208.4 Purpose for System.
It is DHS policy to develop and
provide a national system of
standardized US&R resources to
respond to Emergencies and Major
Disasters that are beyond the
capabilities of affected State and Local
Governments.
§ 208.5 Authority of the Director of the
Response Division (Director).
(a) Participation in activities of the
System. The Director is responsible for
determining participation in the System
and any activity thereof, including but
not limited to whether a System
resource is operationally ready for
Activation.
(b) Standards for and measurement of
System efficiency and effectiveness. In
addition to the authority provided in
§ 206.13 of this chapter, the Director
may establish performance standards
and assess the efficiency and
effectiveness of System resources.
§ 208.6 System resource reports.
(a) Reports to Director. The Director
may request reports from any System
resource relating to its activities as part
of the System.
(b) Reports to FEMA Regional
Directors, Any FEMA Regional Director
may request through the Director reports
from any System resource used within
or based within the Regional Director's
jurisdiction.
(c) Audits, investigations, studies and
evaluations. DHS and the General
Accounting Office may conduct audits,
investigations, studies, and evaluations
as necessary. Sponsoring Agencies,
Participating Agencies and System
Members are expected to cooperate fully
in such audits, investigations, studies
and evaluations.
§ 208.7 Enforcement.
(a) Remedies for noncompliance. In
accordance with the provisions of 44
CFR 13.43, if a Sponsoring Agency,
Participating Agency, Affiliated
Personnel or other System Member
materially fails to comply with a term of
a Cooperative Agreement, Memorandum
of Agreement, System directive or other
Program Directive, the Director may take
one or more of the actions provided in
44 CFR 13.43(a)(1) through (5). Any
such enforcement action taken by the
Director will be subject to the hearings,
appeals, and effects of suspension and
termination provisions of 44 CFR
13.43(b) and (c).
(b) The enforcement remedies
identified in this section, including
suspension and termination, do not
preclude a Sponsoring Agency,
Participating Agency, Affiliated
Personnel or other System Member from
being subject to "Debarment and
Suspension" under E.O. 12549, as
amended, in accordance with 44 CFR
13.43(d).
(c) Other authority for sanctions.
Nothing in this section limits or
precludes the application of other
authority to impose civil or criminal
sanctions, including 42 U.S.C. 5156.
§ 208.8 Code of conduct.
The Director will develop and
implement a code of conduct for System
Members acting under DHS's direction
and control. Nothing in this section or
the DHS code of conduct will limit the
authority of a Sponsoring Agency,
Participating Agency or Cooperating
Agency to apply its own code of
conduct to its System Members or
employees. If the DHS code is more
restrictive, it controls.
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Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9197
§208.9 Agreements between Sponsoring
Agencies and Participating Agencies.
Every agreement between a
Sponsoring Agency and a Participating
Agency regarding the System must
include a provision making this part
applicable to the Participating Agency
and its employees who engage in
System activities.
§ 208.10 Other regulations.
The following provisions of title 44
CFR, Chapter I also apply to the
program in this part:
(a) Section 206.9, which deals with
the non -liability of DHS in certain
circumstances.
(b) Section 206.11, which prescribes
nondiscrimination in the provision of
disaster assistance.
(c) Section 206.14, which deals with
criminal and civil penalties.
(d) Section 206.15, which permits
recovery of assistance by DHS.
§ 208.11 Federal status of System
Members.
The Director will appoint all
Activated System Members as
temporary excepted Federal volunteers.
The Director may appoint a System
Member who participates in Alert
activities as such a Federal volunteer.
The Director may also appoint each
System Member who participates in
DHS-sanctioned preparedness activities
as a temporary excepted Federal
volunteer. DHS intends these
appointments to secure protection for
such volunteers under the Federal
Employees Compensation Act and the
Federal Tort Claims Act and do not
intend to interfere with any preexisting
employment relationship between a
System Member and a Sponsoring
Agency, Cooperating Agency or
Participating Agency. System Members
whom DHS appoints as temporary
excepted Federal volunteers will not
receive any compensation or employee
benefit directly from the United States
of America for their service, but will be
compensated through their Sponsoring
Agency.
§208.12 Maximum Pay Rate Table.
(a) Purpose. This section establishes
the process for creating and updating
the Maximum Pay Rate Table (Table),
and the Table's use to reimburse
Affiliated Personnel (Task Force
Physicians, Task Force Engineers, and
Canine Handlers) and Backfill for
Activated System Members employed
by or otherwise associated with a for -
profit Participating Agency. Section
208.32 defines the "Maximum Pay Rate
Table" as "the DHS-issued table that
identifies the maximum pay rates for
selected System positions that may be
used for reimbursement of Affiliated
Personnel compensation and Backfill for
Activated System Members employed
by or otherwise associated with a for -
profit Participating Agency." In that
same section, the term "Affiliated
Personnel" is defined as "individuals
not normally employed by a Sponsoring
Agency or Participating Agency and
individuals normally affiliated with a
Sponsoring Agency or Participating
Agency as volunteers."
(b) Scope of this section. (1) The
Maximum Pay Rate Table applies to
those individuals who are not normally
employed by a Sponsoring Agency or
Participating Agency, or whose
affiliation with a Sponsoring Agency or
Participating Agency is as a volunteer;
that is, an individual whom the
Sponsoring Agency or Participating
Agency does not normally compensate
in any way, at any rate.
(2) The Table also applies to Backfill
for Activated System Members
employed by or otherwise associated
with a for -profit Participating Agency.
(c) Method for determining maximum
pay rates. (1) DHS uses the United
States Office of Personnel Management's
salary rates, computed under 5 U.S.C.
5504, as the basis for the maximum pay
rate schedule. DHS considers System
members' experience and sets maximum
pay rates at the maximum grade, middle
step for each position, which
demonstrates an experience level of five
years.
(2) The Office of Personnel
Management (OPM) publishes salary
and locality pay schedules each
calendar year.
(i) Physicians. DHS uses the latest
Special Salary Rate Table Number 0290
for Medical Officers (Clinical)
Worldwide for physicians. The rates
used in the initial Table can be found
at http://www.opm.gov/oca/03 tables/
SSR/HTML/0290.asp.
(ii) Engineers and Canine Handlers.
DHS uses the latest General Schedule
pay scale for both positions. Both
specialties are compared to the General
Schedule pay scale to ensure parity with
like specialties on a task force (canine
handlers are equated with rescue
specialists). The rates used in the initial
Table can be found at http://
www.opm.gov/oca/03tables/html/
gs.asp.
(iii) Locality Pay. To determine
adjustments for locality pay DHS uses
the latest locality pay areas (including
the "Rest of U.S." area) established by
OPM. The rates used in the initial Table
can be found at http://www.opm.gov/
oca/03tables/locdef. asp.
(3) Review and update. DHS will
review and update the Table
periodically, at least annually. The
comments of Sponsoring and
Participating Agencies and their
experience with the Table will be
considered and evaluated in the course
of the reviews.
(4) Initial rates and subsequent
revisions. DHS will publish the initial
maximum pay rate table in the Federal
Register as a notice with request for
comments. Subsequent revisions will be
made to the pay rate table as OPM
changes salary rates as described in this
section. When subsequent revisions are
made to the maximum pay rate table
DHS will publish the new maximum
pay rate table in the Federal Register.
The rates will be effective for the latest
year indicated by OPM.1
(d) Application of the maximum pay
rate table—(1) Applicability. The
Maximum Pay Rate Table sets forth
maximum rates for which DHS will
reimburse the Sponsoring Agency for
compensation paid to Activated
Affiliated Personnel and as Backfill for
Activated System Members employed
by or otherwise associated with a for -
profit Participating Agency.
(2) Higher rates. The Sponsoring
Agency may choose to pay Affiliated
Personnel at a higher rate, but DHS will
not reimburse the increment above the
maximum rate specified in the
Maximum Pay Rate Table. Likewise, the
Sponsoring Agency may choose to enter
into a Participating Agency agreement
with the individual's employer, rather
than use the individual as an Affiliated
Personnel, in which case the Maximum
Pay Rate Table would not apply.
(3) Compensation for Sponsoring
Agency employees serving as Affiliated
Personnel. An employee of a Sponsoring
Agency serving on a Task Force in a
capacity other than his or her normal
job, e.g., a fire department dispatcher
affiliated with the Task Force as a
canine search specialist, as an Affiliated
Personnel, would not necessarily be
subject to the Maximum Pay Rate Table
for reimbursement for salary and
benefits for that individual. However,
Sponsoring Agencies may use the rates
in the Maximum Pay Rate Table as a
guide for establishing compensation
levels for such individuals.
(4) Backfill expenses for Affiliated
Personnel under § 208.39(g). (i) The
only way that DHS can reimburse for
Backfill costs incurred for Affiliated
Personnel is through Participating
l In some years the latest year may not be the
current calendar year. For instance, OPM did not
change its pay rates for calendar year 2004, and the
2003 schedules apply.
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9198 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
Agencies. If reimbursement for Backfill
expenses is needed for Affiliated
Personnel, DHS encourages them to urge
their employers or professional
association to seek Participating Agency
status.
(ii) Private, for -profit organizations.
Participating Agency status is available
to private, for -profit organizations, e.g.,
HMOs or medical or engineering
professional associations, under the
revised definition of "Participating
Agency" set forth in this Interim rule.
(See Definitions, § 208.2, Participating
Agency, and § 208.32, Maximum Pay
Rate Table). When a for -profit
Participating Agency must backfill an
Activated System Member's position we
will compensate that Participating
Agency up to the maximum rate
provided in the Table.
(iii) Compensation costs. DHS will
reimburse for -profit organizations, for
purposes of reimbursement and Backfill,
for the System Member's actual
compensation or the actual
compensation of the individual who
Backfills a position (which includes
salary and benefits, as described in
§§ 208.39 and 208.40), but will not
reimburse for billable or other rates that
might be charged for services rendered
to commercial clients or patients.
§§208.13-208.20 [Reserved]
Subpart B—Preparedness Cooperative
Agreements
§ 208.21 Purpose.
Subpart B of this part provides
guidance on the administration of
Preparedness Cooperative Agreements.
§208.22 Preparedness Cooperative
Agreement process.
(a) Application. To obtain DHS
funding for an award or amendment of
a Preparedness Cooperative Agreement,
the Sponsoring Agency must submit an
application. Standard form SF-424
"Application for Federal Assistance"
generally will be used. However, the
application must be in a form that the
Assistance Officer specifies.
(b) Award. DHS will award a
Preparedness Cooperative Agreement to
each Sponsoring Agency to provide
Federal funding to develop and
maintain System resource capabilities
and operational readiness. For the
purposes of the Preparedness
Cooperative Agreement, the Sponsoring
Agency will be considered the
"recipient."
(c) Amendment—(1) Procedure.
Absent special circumstances, DHS will
fund and amend Preparedness
Cooperative Agreements on an annual
basis. Before amendment, the Assistance
Officer will issue a call for Cooperative
Agreement amendment applications.
The Assistance Officer will specify
required application forms and
supporting documentation to be
submitted with the application.
(2) Period of performance. Absent
special circumstances, the period of
performance for Preparedness
Cooperative Agreements will be 1 year
from the date of award. The Assistance
Officer may allow for an alternate
period of performance with the approval
of the Director.
(3) Assistance Officer. The Assistance
Officer is the only individual authorized
to award or modify a Preparedness
Cooperative Agreement.
(d) Award amounts. The Director will
determine award amounts on an annual
basis. A Task Force is eligible for an
annual award only if the Program
Manager receives and approves the Task
Force's current -year Daily Cost Estimate.
(e) DHS priorities. The Director will
establish overall priorities for the use of
Preparedness Cooperative Agreement
funds taking into consideration the
results of readiness evaluations and
actual Activations, overall priorities of
DHS, and other factors, as appropriate.
(f) Cost sharing. The Director may
subject Preparedness Cooperative
Agreement awards to cost sharing
provisions. In the call for Preparedness
Cooperative Agreement amendment
applications, the Assistance Officer
must inform Sponsoring Agencies about
any cost sharing obligations.
(g) Sponsoring Agency priorities. The
Sponsoring Agency should indicate its
spending priorities in the application.
The Program Manager will review these
priorities and will make
recommendations to the Assistance
Officer for negotiating the final
agreement.
(h) Responsibility to maintain
integrity of the equipment cache. The
Sponsoring Agency is responsible to
maintain the integrity of the equipment
cache, including but not limited to,
maintenance of the cache, replacement
of equipment or supplies expended in
training, activations, or local use of the
cache, and timely availability of the
cache for Task Force Activations.
§208.23 Allowable costs under
Preparedness Cooperative Agreements.
System Members may spend Federal
funds that DHS provides under any
Preparedness Cooperative Agreement
and any required matching funds under
44 CFR 13.22 and this section to pay
reasonable, allowable, necessary and
allocable costs that directly support
System activities, including the
following:
(a) Administration, including:
(1) Management and administration of
day-to-day System activities such as
personnel compensation and benefits
relating to System maintenance and
development, record keeping, inventory
of equipment, and correspondence;
(2) Travel to and from System
activities, meetings, conferences,
training, drills and exercises;
(3) Tests and examinations, including
vaccinations, immunizations and other
tests that are not normally required or
provided in the course of a System
Member's employment, and that DHS
requires to meet its standards.
(b) Training:
(1) Development and delivery of, and
participation in, System -related training
courses, exercises, and drills;
(2) Construction, maintenance, lease
or purchase of System -related training
facilities or materials;
(3) Personnel compensation expenses,
including overtime and other related
expenses associated with System -related
training, exercises, or drills;
(4) System -required evaluations and
certifications other than the
certifications that DHS requires System
Members to possess at the time of entry
into the System. For instance, DHS will
not pay for a medical school degree,
paramedic certification or
recertification, civil engineering license,
etc.
(c) Equipment:
(1) Procurement of equipment and
supplies specifically identified on the
then -current DHS-approved Equipment
Cache List;
(2) Maintenance and repair of
equipment included on the current
Equipment Cache List;
(3) Maintenance and repair of
equipment acquired with DHS approval
through the Federal Excess Property
program, except as provided in § 208.25
of this part;
(4) Purchase, construction,
maintenance or lease of storage facilities
and associated equipment for System
equipment and supplies.
(d) Disaster search canine expenses
limited to:
(1) Procurement for use as a System
resource;
(2) Training and certification
expenses;
(3) Veterinary care.
(e) Management and administrative
costs, actually incurred but not
otherwise specified in this section that
directly support the Sponsoring
Agency's US&R capability, provided
that such costs do not exceed 7.5
percent of the award/amendment
amount.
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9199
§208.24 Purchase and maintenance of
items not listed on Equipment Cache List.
(a) Requests for purchase or
maintenance of equipment and supplies
not appearing on the Equipment Cache
List, or that exceed the number
specified in the Equipment Cache List,
must be made in writing to the Program
Manager. No Federal funds provided
under any Preparedness Cooperative
Agreement may be expended to
purchase or maintain any equipment or
supply item unless:
(1) The equipment and supplies
directly support the Sponsoring
Agency's US&R capability;
(2) The Program Manager approves
the expenditure and gives written notice
of his or her approval to the Sponsoring
Agency before the Sponsoring Agency
purchases the equipment or supply
item.
(b) Maintenance of items approved for
purchase under this section is eligible
for reimbursement, except as provided
in § 208.26 of this subpart.
§208.25 Obsolete equipment.
(a) The Director will periodically
identify obsolete items on the
Equipment Cache List and provide such
information to Sponsoring Agencies.
(b) Neither funds that DHS provides
nor matching funds required under a
Preparedness Cooperative Agreement
may be used to maintain or repair items
that DHS has identified as obsolete.
§208.26 Accountability for use of funds.
The Sponsoring Agency is
accountable for the use of funds as
provided under the Preparedness
Cooperative Agreement, including
financial reporting and retention and
access requirements according to 44
CFR 13.41 and 13.42.
§208.27 Title to equipment.
Title to equipment purchased by a
Sponsoring Agency with funds provided
under a DHS Preparedness Cooperative
Agreement vests in the Sponsoring
Agency, provided that DHS reserves the
right to transfer title to the Federal
Government or a third party that DHS
may name, under 44 CFR 13.32(g), for
example, when a Sponsoring Agency
indicates or demonstrates that it cannot
fulfill its obligations under the
Memorandum of Agreement.
§§208.28-208.30 [Reserved]
Subpart C—Response Cooperative
Agreements
§ 208.31 Purpose.
Subpart C of this part provides
guidance on the administration of
Response Cooperative Agreements.
§ 208.32 Definitions of terms used in this
subpart.
Affiliated Personnel means
individuals not normally employed by a
Sponsoring Agency or Participating
Agency and individuals normally
affiliated with a Sponsoring Agency or
Participating Agency as volunteers.
Demobilization Order means a DHS
communication that terminates an Alert
or Activation and identifies cost and
time allowances for rehabilitation.
Exempt means any System Member
who is exempt from the requirements of
the Fair Labor Standards Act, 29 U.S.C.
201 et seq., pertaining to overtime
compensation and other labor
standards.
Maximum Pay Rate Table means the
DHS-issued table that identifies the
maximum pay rates for selected System
positions that may be used for
reimbursement of Affiliated Personnel
compensation and Backfill for Activated
System Members employed by or
otherwise associated with a for -profit
Participating Agency. The Maximum
Pay Rate Table does not apply to a
System member whom a Sponsoring
Agency or Participating Agency
employs.
Mobilization means the process of
assembling equipment and personnel in
response to an Alert or Activation.
Non -Exempt means any System
Member who is covered by 29 U.S.C.
201 et seq.
Rehabilitation means the process of
returning personnel and equipment to a
pre -incident state of readiness after DHS
terminates an Activation.
§ 208.33 Allowable costs.
(a) Cost neutrality. DHS policy is that
an Alert or Activation should be as cost
neutral as possible to Sponsoring
Agencies and Participating Agencies. To
make an Alert or Activation cost -
neutral, DHS will reimburse under this
subpart all reasonable, allowable,
necessary and allocable costs that a
Sponsoring Agency or Participating
Agency incurs during the Alert or
Activation.
(b) Actual costs. Notwithstanding any
other provision of this chapter, DHS
will not reimburse a Sponsoring Agency
or Participating Agency for any costs
greater than those that the Sponsoring
Agency or Participating Agency actually
incurs during an Alert, Activation.
(c) Normal or predetermined
practices. Consistent with Office of
Management and Budget (OMB)
Circulars A-21, A-87, A-102 and A-
110 (2 CFR part 215), as applicable,
Sponsoring Agencies and Participating
Agencies must adhere to their own
normal and predetermined practices
and policies of general application
when requesting reimbursement from
DHS except as it sets out in this subpart.
(d) Indirect costs. Indirect costs
beyond the administrative and
management costs allowance
established by § 208.41 of this part are
not allowable.
§ 208.34 Agreements between Sponsoring
Agencies and others.
Sponsoring Agencies are responsible
for executing such agreements with
Participating Agencies and Affiliated
Personnel as may be necessary to
implement the Sponsoring Agency's
Response Cooperative Agreement with
DHS. Those agreements must identify
established hourly or daily rates of pay
for System Members. The hourly or
daily rates of pay for Affiliated
Personnel must be in accordance with,
and must not exceed, the maximum pay
rates contained in the then -current
Maximum Pay Rate Table.
§ 208.35 Reimbursement for Advisory.
DHS will not reimburse costs incurred
during an Advisory.
§ 208.36 Reimbursement for Alert.
(a) Allowable costs. DHS will
reimburse costs incurred during an
Alert, up to the dollar limit specified in
the Alert Order, for the following
activities:
(1) Personnel costs, including
Backfill, incurred to prepare for
Activation.
(2) Transportation costs relating to
hiring, leasing, or renting vehicles and
drivers.
(3) The administrative allowance
provided in § 208.41 of this part.
(4) Food and beverages for Task Force
Members and Support Specialists when
DHS does not provide meals during the
Alert. DHS will limit food and beverage
reimbursement to the amount of the
then -current Federal meals daily
allowance published in the Federal
Register for the locality where such food
and beverages were provided,
multiplied by the number of personnel
who received them.
(b) Calculation of Alert Order dollar
limit. The Alert Order dollar limit will
equal:
(1) An allowance of 10 percent of the
Task Force's Daily Cost Estimate; and
(2) A supplemental allowance of 1
percent of the Task Force's Daily Cost
Estimate for each 24-hour period
beyond the first 72 hours of Alert.
(c) Non -allowable costs. DHS will not
reimburse costs incurred or relating to
the leasing, hiring or chartering of
aircraft or the purchase of any
equipment, aircraft, or vehicles.
APPENDIX B
9200 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
§ 208.37 Reimbursement for equipment
and supply costs incurred during
Activation.
(a) Allowable costs. DHS will
reimburse costs incurred for the
emergency procurement of equipment
and supplies in the number, type, and
up to the cost specified in the current
approved Equipment Cache List, and up
to the aggregate dollar limit specified in
the Activation Order. The Director may
determine emergency procurement
dollar limits, taking into account
previous Activation history, available
funding, the extent and nature of the
incident, and the current state of Task
Force readiness.
(b) Non -Allowable costs. DHS will not
reimburse costs incurred for items that
are not listed on the Equipment Cache
List; for items purchased greater than
the cost or quantity identified in the
Equipment Cache List; or for any
purchase of non -expendable items that
duplicate a previous purchase under a
Preparedness or Response Cooperative
Agreement.
§ 208.38 Reimbursement for re -supply and
logistics costs incurred during Activation.
With the exception of emergency
procurement authorized in the
Activation Order, and replacement of
consumable items provided for in
§208.43(a)(2) of this subpart, DHS will
not reimburse costs incurred for re-
supply and logistical support during
Activation. Re -supply and logistical
support of Task Forces needed during
Activation are the responsibility of the
Joint Management Team.
§ 208.39 Reimbursement for personnel
costs incurred during Activation.
(a) Compensation. DHS will
reimburse the Sponsoring Agency for
costs incurred for the compensation of
each Activated System Member during
Activation. Reimbursement of
compensation costs for Activated
Support Specialists will be limited to
periods of time during which they were
actively supporting the Activation or
traveling to or from locations at which
they were actively supporting the
Activation. The provisions of § 208.40 of
this part govern costs incurred for
providing fringe benefits to System
Members.
(b) Public Safety Exemption not
applicable. DHS will reimburse
Sponsoring Agencies for costs incurred
by Non -Exempt System Members in
accordance with 29 U.S.C. 207(a) of the
Fair Labor Standards Act, without
regard to the public safety exemption
contained in 29 U.S.C. 207(k). In other
words, DHS will reimburse Sponsoring
Agencies on an overtime basis for any
hours worked by Non -Exempt System
Members greater than 40 hours during a
regular workweek.
(c) Tour of duty. The tour of duty for
all Activated System Members will be
24 hours. DHS will reimburse the
Sponsoring Agency for salary and
overtime costs incurred in
compensating System Members for meal
periods and regularly scheduled sleep
periods during Activation. Activated
System Members are considered "on -
duty" and must be available for
immediate response at all times during
Activation.
(d) Regular rate. The regular rate for
purposes of calculating allowable salary
and overtime costs is the amount
determined in accordance with
§ 208.39(e)(1) through (3) of this
subpart.
(e) Procedures for calculating
compensation during Activation. A
Sponsoring Agency or Participating
Agency must:
(1) Convert the base hourly wage of
any Non -Exempt System Member
regularly paid under 29 U.S.C. 207(k) to
its equivalent for a 40-hour work week;
(2) Convert the annual salary of any
salaried Non -Exempt System Member to
its hourly equivalent for a 40-hour
workweek;
(3) Calculate the daily compensation
of Exempt System Members based on
their current annual salary, exclusive of
fringe benefits;
(4) Calculate the total number of
hours worked by each System Member
to be included in the Sponsoring
Agency's request for reimbursement;
and
(5) Submit a request for
reimbursement under § 208.52 of this
part according to the following table:
If the Sponsoring Agency or Participating
Agency * * *
And the Sponsoring Agency or Participating
Agency * * *
Then the following compensation costs are
allowable:
(i) Customarily and usually compensates Ex-
empt System Members by paying a salary,
but not overtime,
(ii) Customarily and usually compensates Ex-
empt System Members by paying a salary
but not overtime
(iii) Customarily and usually compensates Ex-
empt System Members by paying a salary
and overtime,
(iv) Customarily and usually compensates Non -
Exempt System Members by paying overtime
after 40 hours per week,
Does not customarily and usually grant com-
pensatory time or other form of overtime
substitute to Exempt System members.
Customarily and usually awards compen-
satory time or other overtime substitute for
Exempt System Members for hours worked
above a predetermined hours threshold (for
example, the Sponsoring Agency custom-
arily and usually grants compensatory time
for all hours worked above 60 in a given
week).
Customarily and usually calculates overtime
for Exempt System Members by paying a
predetermined overtime payment for each
hour worked above a predetermined hours
threshold,.
Does not customarily and usually grant com-
pensatory time or other form of overtime
substitute to Non -Exempt System members,.
The daily compensation equivalent calculated
under §208.39(e)(3) of this part for each
Activated Exempt System Member for each
full or partial day during Activation.
The daily compensation equivalent calculated
under §208.39(e)(3) of this part for each
Activated Exempt System Member for each
full or partial day during Activation AND the
dollar value at the time of accrual of the
compensatory time or other overtime sub-
stitute for each Activated Exempt System
Member based on the duration of the Acti-
vation.
The daily compensation equivalent calculated
under §208.39(e)(3) of this part for each
Activated Exempt System Member for each
full or partial day during Activation AND the
predetermined overtime payment for each
hour during the Activation above the pre-
viously determined hours threshold for each
Activated Exempt System Member.
For each seven-day period during the Activa-
tion, the hourly wage of each Activated
Non -Exempt System Member for the first
40 hours AND the overtime payment for
each Activated Non -Exempt System Mem-
ber for every hour over 40.
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9201
If the Sponsoring Agency or Participating
Agency * * *
And the Sponsoring Agency or Participating
Agency * * *
Then the following compensation costs are
allowable:
(v) Customarily and usually compensates Non-
Does not customarily and usually grant com-
For each seven-day period during the Activa-
Exempt System Members according to a
pensatory time or other form of overtime
tion, the hourly wage equivalent of each Ac-
compensation plan established under 29
substitute to Non -Exempt System Members,.
tivated Non -Exempt System Member cal-
U.S.C. 207(k),
culated under §208.39(e)(1) of this part for
the first 40 hours AND the overtime pay-
ment equivalent for each Activated Non -Ex-
empt System Member calculated under
§208.39(e)(1) of this part for every hour
over 40.
(vi) Activates Personnel, who are customarily
For each seven-day period during the Affili-
and usually paid an hourly wage according to
ated Activation, the hourly wage for each
the Maximum Pay Rate Table,
Activated Affiliated Personnel for the first 40
hours and one and one-half times the hour-
ly wage for each Activated Affiliated Per-
sonnel for every hour over 40.
(vii) Activates Affiliated Personnel who are cus-
The daily compensation rate for each Acti-
tomarily and usually paid a daily compensa-
vated Affiliated Personnel for each full or
tion rate according to the Maximum Pay Rate
partial day during the Activation.
Table,
(f) Reimbursement of additional
salary and overtime costs. DHS will
reimburse any identified additional
salary and overtime cost incurred by a
Sponsoring Agency as a result of the
temporary conversion of a Non -Exempt
System Member normally compensated
under 29 U.S.C. 207(k) to a 40-hour
work week under 29 U.S.C. 207(a).
(g) Reimbursement for Backfill costs
upon Activation. DHS will reimburse
the cost to Backfill System Members.
Backfill costs consist of the expenses
generated by filling the position in
which the Activated System Member
should have been working. These costs
are calculated by subtracting the non -
overtime compensation, including
fringe benefits, of Activated System
Members from the total costs (non -
overtime and overtime compensation,
including fringe benefits) paid to
Backfill the Activated System Members.
Backfill reimbursement is available only
for those positions that are normally
Backfilled by the Sponsoring Agency or
Participating Agency during Activation.
Employees exempt under the Fair Labor
Standards Act (FLSA) not normally
Backfilled by the Sponsoring Agency or
Participating Agency are not eligible for
Backfill during Activation.
§ 208.40 Reimbursement of fringe benefit
costs during Activation.
(a) Except as specified in §208.40 (c)
of this subpart, DHS will reimburse the
Sponsoring Agency for fringe benefit
costs incurred during Activation
according to the following table:
If the Sponsoring Agency or Participating
Agency * *
Then the Sponsoring Agency or Participating
Agency must * *
Example
(1) Incurs a fringe benefit cost based on the
Bill DHS for a pro-rata share of the premium
The City Fire Department incurs a premium of
number of base hours worked by a System
based on the number of base hours worked
3 percent for dental coverage based on the
Member,
during Activation.
number of base hours worked in a week
(53 hours). The City should bill DHS an ad-
ditional 3 percent of the firefighter's con-
verted compensation for the first 40 hours
Activation.
(2) Incurs a fringe benefit cost based on the
Bill DHS for a pro-rata share of the premium
The City Fire Department pays a premium of
number of hours a System Member actually
based on the number of hours each System
12 percent for retirement based on the
worked (base hours and overtime),
Member worked during Activation.
number of hours worked by a firefighter.
The City should bill DHS an additional 12
percent of the firefighter's total compensa-
tion during Activation.
(3) Incurs a fringe benefit cost on a yearly basis
Bill DHS for a pro-rata share of those fringe
The City Fire Department pays workers com-
based on the number of people employed
benefit costs based on the number of non-
pensation premiums into the City risk fund
full-time during the year,
overtime hours worked during Activation by
System Members employed full time.
for the following year, based on the number
of full-time firefighters employed during the
current year. The City should bill DHS for
workers compensation premium costs by
multiplying the hourly fringe benefit rate or
amount by the number of non -overtime
hours worked during Activation by full time
firefighters who are System Members.
(b) Differential pay. DHS will
reimburse the Sponsoring Agency for
direct costs incurred because of any
separate differential compensation paid
for work performed during an
Activation including, but not limited to,
differentials paid for holidays, night
work, hazardous duty, or other paid
fringe benefits, provided such
differentials are not otherwise
reimbursed under paragraph (a) of this
section. A detailed explanation of the
differential payment for which the
Sponsoring Agency seeks
reimbursement must accompany any
APPENDIX B
9202 Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations
request for reimbursement under this
section together with identification of
every fringe benefit sought under
§208.40(a) of this part and the method
used to calculate each such payment
and the reimbursement sought from
DHS.
(c) DHS will not reimburse the
Sponsoring Agency for fringe benefit
costs for Affiliated Personnel.
§208.41 Administrative allowance.
(a) The administrative allowance is
intended to defray costs of the following
activities, to the extent provided in
paragraph (b) of this section:
(1) Collecting expenditure
information from Sponsoring Agencies
and Participating Agencies;
(2) Compiling and summarizing cost
records and reimbursement claims;
(3) Duplicating cost records and
reimbursement claims; and
(4) Submitting reimbursement claims,
including mailing, transmittal, and
related costs.
(b) The administrative allowance will
be equal to the following:
(1) If total allowable costs are less
than $100,000, 3 percent of total
allowable costs included in the
reimbursement claim;
(2) If total allowable costs are
$100,000 or more but less than
$1,000,000, $3,000 plus 2 percent of
costs included in the reimbursement
claim greater than $100,000;
(3) If total allowable costs are
$1,000,000 or more, $21,000 plus 1
percent of costs included in the
reimbursement claim greater than
$1,000,000.
§ 208.42 Reimbursement for other
administrative costs.
Costs incurred for conducting after -
action meetings and preparing after -
action reports must be billed as direct
costs in accordance with DHS
administrative policy.
§208.43 Rehabilitation.
DHS will reimburse costs incurred to
return System equipment and personnel
to a state of readiness following
Activation as provided in this section.
(a) Costs for Equipment Cache List
items—(1) Non -consumable items. DHS
will reimburse costs incurred to repair
or replace any non -consumable item on
the Equipment Cache List that was lost,
damaged, destroyed, or donated at DHS
direction to another entity, during
Activation. For each such item, the
Sponsoring Agency must document, in
writing, the circumstances of the loss,
damage, destruction, or donation.
(2) Consumable items. DHS will
reimburse costs incurred to replace any
consumable item on the Equipment
Cache List that was consumed during
Activation.
(3) Personnel costs associated with
equipment cache rehabilitation. DHS
will reimburse costs incurred for the
compensation, including benefits,
payable for actual time worked by each
person engaged in rehabilitating the
equipment cache following Activation,
in accordance with the standard pay
policy of the Sponsoring Agency or
Participating Agency and without regard
to the provisions of § 208.39(e)(1) of this
part, up to the number of hours
specified in the Demobilization Order.
Fringe benefits are reimbursed under
the provisions of § 208.40 of this part.
(b) Costs for personnel rehabilitation.
DHS will reimburse costs incurred for
the compensation, including benefits
and Backfill, of each Activated System
Member regularly scheduled to work
during the rehabilitation period
specified in the Demobilization Order,
in accordance with the standard pay
policy of the Sponsoring Agency or
Participating Agency and without regard
to the provisions of § 208.39(e)(1) of this
part.
(c) Other allowable costs—(1) Local
transportation. DHS will reimburse
costs incurred for transporting Task
Force Members from the point of
assembly to the point of departure and
from the point of return to the location
where they are released from duty. DHS
will also reimburse transportation costs
incurred for assembling and moving the
equipment cache from its usual place(s)
of storage to the point of departure, and
from the point of return to its usual
place(s) of storage. Such reimbursement
will include costs to return the means
of transportation to its point of origin.
(2) Ground transportation. When DHS
orders a Sponsoring Agency to move its
Task Force Members and equipment
cache by ground transportation, DHS
will reimburse costs incurred for such
transportation, including but not limited
to charges for contract carriers, rented
vehicles, contract vehicle operators,
fleet vehicles, fuel and associated
transportation expenses. The Director
has authority to issue schedules of
maximum hourly or per mile
reimbursement rates for fleet and
contract vehicles.
(3) Food and beverages. DHS will
reimburse expenditures for food and
beverages for Activated Task Force
Members and Support Specialists when
the Federal government does not
provide meals during Activation.
Reimbursement of food and beverage
costs for Activated Support Specialists
will be limited to periods of time during
which they were actively supporting the
Activation or traveling to or from
locations at which they were actively
supporting the Activation. Food and
beverage reimbursement will be limited
to the amount of the then -current
Federal meals and incidental expenses
daily allowance published in the
Federal Register for the locality where
such food and beverages were provided,
multiplied by the number of personnel
who received the same.
§ 208.44 Reimbursement for other costs.
(a) Except as allowed under paragraph
(b) of this section, DHS will not
reimburse other costs incurred
preceding, during or upon the
conclusion of an Activation unless,
before making the expenditure, the
Sponsoring Agency has requested, in
writing, permission for a specific
expenditure and has received written
permission from the Program Manager
or his or her designee to make such
expenditure.
(b) At the discretion of the Program
Manager or his or her designee, a
request for approval of costs presented
after the costs were incurred must be in
writing and establish that:
(1) The expenditure was essential to
the Activation and was reasonable;
(2) Advance written approval by the
Program Manager was not feasible; and
(3) Advance verbal approval by the
Program Manager had been requested
and was given.
§ 208.45 Advance of funds.
At the time of Activation of a Task
Force, the Task Force will develop the
documentation necessary to request an
advance of funds be paid to such Task
Force's Sponsoring Agency. Upon
approval, DHS will submit the
documentation to the Assistance Officer
and will request an advance of funds up
to 75 percent of the estimated personnel
costs for the Activation. The estimated
personnel costs will include the
salaries, benefits, and Backfill costs for
Task Force Members and an estimate of
the salaries, benefits and Backfill costs
required for equipment cache
rehabilitation. The advance of funds
will not include any costs for equipment
purchase.
§ 208.46 Title to equipment.
Title to equipment purchased by a
Sponsoring Agency with funds provided
under a DHS Response Cooperative
Agreement vests in the Sponsoring
Agency, provided that DHS reserves the
right to transfer title to the Federal
Government or a third party that DHS
may name, under 44 CFR 13.32(g), when
a Sponsoring Agency indicates or
demonstrates that it cannot fulfill its
APPENDIX B
Federal Register / Vol. 70, No. 36 / Thursday, February 24, 2005 / Rules and Regulations 9203
obligations under the Memorandum of
Agreement.
§§208.47-208.50 [Reserved]
Subpart D—Reimbursement Claims
and Appeals
§ 208.51 General.
(a) Purpose. This subpart identifies
the procedures that Sponsoring
Agencies must use to request
reimbursement from DHS for costs
incurred under Response Cooperative
Agreements.
(b) Policy. It is DHS policy to
reimburse Sponsoring Agencies as
expeditiously as possible consistent
with Federal laws and regulations.
§ 208.52 Reimbursement procedures.
(a) General. A Sponsoring Agency
must present a claim for reimbursement
to DHS in such manner as the Director
specifies .
(b) Time for submission. (1) Claims for
reimbursement must be submitted
within 90 days after the end of the
Personnel Rehabilitation Period
specified in the Demobilization Order.
(2) The Director may extend and
specify the time limitation in paragraph
(b)(1) of this section when the
Sponsoring Agency justifies and
requests the extension in writing.
§§208.53-208.59 [Reserved]
§208.60 Determination of claims.
When DHS receives a reviewable
claim for reimbursement, DHS will
review the claim to determine whether
and to what extent reimbursement is
allowable. Except as provided in
§ 208.63 of this part, DHS will complete
its review and give written notice to the
Sponsoring Agency of its determination
within 90 days after the date DHS
receives the claim. If DHS determines
that any item of cost is not eligible for
reimbursement, its notice of
determination will specify the grounds
on which DHS disallowed
reimbursement.
§ 208.61 Payment of claims.
DHS will reimburse all allowable
costs for which a Sponsoring Agency
requests reimbursement within 30 days
after DHS determines that
reimbursement is allowable, in whole or
in part, at any stage of the
reimbursement and appeal processes
identified in this subpart.
§ 208.62 Appeals.
(a) Initial appeal. The Sponsoring
Agency may appeal to the Program
Manager any determination made under
§ 208.60 of this part to disallow
reimbursement of an item of cost:
(1) The appeal must be in writing and
submitted within 60 days after receipt of
DHS's written notice of disallowance
under § 208.60 of this part.
(2) The appeal must contain legal and
factual justification for the Sponsoring
Agency's contention that the cost is
allowable.
(3) Within 90 days after DHS receives
an appeal, the Program Manager will
review the information submitted, make
such additional investigations as
necessary, make a determination on the
appeal, and submit written notice of the
determination of the appeal to the
Sponsoring Agency.
(b) Final appeal. (1) If the Program
Manager denies the initial appeal, in
whole or in part, the Sponsoring Agency
may submit a final appeal to the Deputy
Director. The appeal must be made in
writing and must be submitted not later
than 60 days after receipt of written
notice of DHS's determination of the
initial appeal.
(2) Within 90 days following the
receipt of a final appeal, the Deputy
Director will render a determination and
notify the Sponsoring Agency, in
writing, of the final disposition of the
appeal.
(c) Failure to file timely appeal. If the
Sponsoring Agency does not file an
appeal within the time periods specified
in this section, DHS will deem that the
Sponsoring Agency has waived its right
to appeal any decision that could have
been the subject of an appeal.
§ 208.63 Request by DHS for supplemental
information.
(a) At any stage of the reimbursement
and appeal processes identified in this
subpart, DHS may request the
Sponsoring Agency to provide
supplemental information that DHS
considers necessary to determine either
a claim for reimbursement or an appeal.
The Sponsoring Agency must exercise
its best efforts to provide the
supplemental information and must
submit to DHS a written response that
includes such supplemental information
as the Sponsoring Agency is able to
provide within 30 days after receiving
DHS's request.
(b) If DHS makes a request for
supplemental information at any stage
of the reimbursement and appeal
processes, the applicable time within
which its determination of the claim or
appeal is to be made will be extended
by 30 days. However, without the
consent of the Sponsoring Agency, no
more than one such time extension will
be allowed for any stage of the
reimbursement and appeal processes.
§ 208.64 Administrative and audit
requirements.
(a) Non -Federal audit. For Sponsoring
Agencies and States, requirements for
non -Federal audit are contained in 44
CFR 13.26, in accordance with OMB
Circular A-133, Audits of States, Local
Governments, and Non -Profit
Organizations.
(b) Federal audit. DHS or the General
Accounting Office may elect to conduct
a Federal audit of any payment made to
a Sponsoring Agency or State.
§ 208.65 Mode of transmission.
When sending all submissions,
determinations, and requests for
supplemental information under this
subpart, all parties must use a means of
delivery that permits both the sender
and addressee to verify the dates of
delivery.
§ 208.66 Reopening of claims for
retrospective or retroactive adjustment of
costs.
(a) Upon written request by the
Sponsoring Agency DHS will reopen the
time period for submission of a request
for reimbursement after the Sponsoring
Agency has submitted its request for
reimbursement, if:
(1) The salary or wage rate applicable
to the period of an Activation is
retroactively changed due to the
execution of a collective bargaining
agreement, or due to the adoption of a
generally applicable State or local law,
ordinance or wage order or a cost -of -
living adjustment;
(2) The Sponsoring Agency or any
Participating Agency incurs an
additional cost because of a legally -
binding determination; or
(3) The Deputy Director determines
that other extenuating circumstances
existed that prevented the Sponsoring
Agency from including the adjustment
of costs in its original submission.
(c) The Sponsoring Agency must
notify DHS as early as practicable that
it anticipates such a request.
§§ 208.67-208.70 [Reserved]
Dated: February 3, 2005.
Michael D. Brown,
Under Secretary, Emergency Preparedness
and Response, Department of Homeland
Security.
[FR Doc. 05-3192 Filed 2-23-05; 8:45 am]
BILLING CODE 9110-69-P
Participating Agency's Point of Notification
Appendix C
Participating Agency [ ]
Participating Agency Director:
Name: [ ]
Phone Number: [ ]
Email: [ ]
Participating Agency Liaison for Florida Task Force 2:
Name: [ ]
Phone Number: [ ]
Email: [ ]