FY 2020 CAP-SSSE NOFO FINAL.pdf

The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO)

FY 20 Community Assistance Program-State Support Services Element

NOTE: If you are going to apply for this funding opportunity and have not obtained a Data Universal Numbering System (DUNS) number and/or are not currently registered in the System for Award Management (SAM), please take immediate action to obtain a DUNS Number, if applicable, and then to register immediately in SAM. It may take 4 weeks or more after you submit your SAM registration before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information.

Information on obtaining a DUNS number and registering in SAM is available from Grants.gov at: http://www.grants.gov/web/grants/register.html. Detailed information regarding DUNS and SAM is also provided in Section D of this NOFO, subsection, Content and Form of Application Submission.

A. Program Description

1. Issued By U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA), Federal Insurance & Mitigation Administration (FIMA), Risk Mitigation Directorate.

2. Assistance Listings (formerly Catalog of Federal Domestic Assistance (CFDA) Number) 97.023

3. Assistance Listings Title (formerly CFDA Title) Community Assistance Program – State Support Services Element (CAP-SSSE)

4. Funding Opportunity Title

FY 20 Community Assistance Program-State Support Services Element

5. Funding Opportunity Number

FEMA Region FEMA Region

1 DHS-20-MT-023-01-01 6 DHS-20-MT-023-06-01

2 DHS-20-MT-023-02-01 7 DHS-20-MT-023-07-01

3 DHS-20-MT-023-03-01 8 DHS-20-MT-023-08-01

4 DHS-20-MT-023-04-01 9 DHS-20-MT-023-09-01

5 DHS-20-MT-023-05-01 10 DHS-20-MT-023-10-01

6. Authorizing Authority for Program The National Flood Insurance Act of 1968 (Pub. L. No. 90-448), as amended, (42 U.S.C. § 4001 et seq.).

http://www.grants.gov/web/grants/register.html

7. Appropriation Authority for Program

The Department of Homeland Security Appropriations Act, 2020 (Pub. L. No. 116- 93), Title III Protection, Preparedness, Response and Recovery, Federal Emergency Management Agency, National Flood Insurance Fund.

8. Announcement Type

Initial

9. Program Overview, Goals, Priorities, and Performance Metrics

Overview The Community Assistance Program – State Support Services Element (CAP- SSSE) program provides funding to states to provide technical assistance to communities in the National Flood Insurance Program (NFIP) and to evaluate community performance in implementing NFIP floodplain management activities. CAP-SSSE aligns with and supports Presidential Policy Directive 8 - to Strengthen National Preparedness and Resilience. CAP- SSSE strives to leverage state knowledge and expertise to provide support to communities through activities that most effectively reduce flood losses. The CAP-SSSE cooperative agreement funds eligible activities to enable state NFIP coordinating offices to meet the provisions set forth in 44 C.F.R. §

60.25 and the goals and performance expectations of the funding agency: FEMA and the NFIP.

Goals The CAP-SSSE program goals detailed below align directly to the national Floodplain Management Program multi-year plan. These goals provide the framework for guiding the activities of the FEMA Regions and state NFIP coordinating offices as they work to meet the vision of the NFIP and the FEMA Strategic Plan. Annually, and in collaboration with FEMA, states are expected to develop and meet performance commitments for funded activities and community outcomes that align to the achievement of the CAP-SSSE program goals.

Goal 1: Grow local capacity and capability to improve resiliency through floodplain management States shall leverage engagements and relationships with communities to build their capability and capacity to manage flood risk by adopting and enforcing the minimum standards of the NFIP. States should encourage participation in the NFIP and ensure that communities are maintaining or improving their compliance with the program.

Goal 2: Build state floodplain management capability and promote strong state interagency coordination and collaboration State NFIP Coordinating offices should invest in growing their own technical expertise and capacity and position the office to better serve as the central coordination point for bringing the entire state’s capabilities and resources together to advance floodplain management and mitigation.

Goal 3: Promote the benefits and drive demand for strong floodplain management development standards and insurance States shall ensure they are employing opportunities to most effectively educate communities and the public on the value (e.g., economic, environmental, social benefits) of higher standards and insurance coverage.

Priorities

• CAP-SSSE Tiered Sate Framework (TSF): The TSF defines the characteristics of foundational, proficient, and advanced state floodplain management programs and sets forth a process by which states are assessed and aligned to a tier which subsequently guides the work activities and performance expectations for the grant period of performance. In FY2020, States are required to complete the TSF assessment and collaborate with the FEMA Regions to establish annual performance commitments that will be monitored on a quarterly basis primarily through Community Information System (CIS) reporting.

• Substantial Damage Compliance: States will be expected to ensure community compliance with substantial damage provisions of floodplain management regulations.

• State Development Compliance: States will continue to support efforts to improve compliance with the NFIP regulations for new and existing state-owned property in the Special Flood Hazard Area (SFHA).

Performance Metrics FEMA’s Floodplain Management program monitors performance through three (3) program metrics to which state NFIP Coordinating Offices are required to contribute in addition to any other annual performance commitments they have agreed upon with the FEMA Regional office. These include:

• Map Adoption. States must meet the national metric of 93% map adoptions for those participating communities that receive Letters of Final Determination (LFDs) in their state.

• Community Engagement. States must have contact with a designated percentage of the participating communities in their State by Community Assistance Visits (CAVs), Community Assistance Contacts (CACs), General Technical Assistance (GTA), Regulation Assistance, or Workshops. States and the FEMA Regional CAP Coordinator will negotiate “Expected” and “Excellence” targets for the percentage of communities that will be engaged during the POP. These targets will be documented in the Statement of Work

(SOW).

• Higher Standards Adoption. States must commit to a designated number of communities where, through various types of engagements, they will ensure the community adopts higher standards for floodplain management than what is minimally required by the NFIP. States and the FEMA Regional CAP Coordinator will negotiate “Expected” and “Excellence” targets for the number of communities adopting a higher standard during the POP. These targets will be documented in the Statement of Work (SOW).

• Additionally, in order to promote CAP-SSSE transformation success, the states will support all transformation activities and attend at least two CAP Transformation engagement activities: the Hazard Mitigation (HM) Workshop at the Emergency Management Institute (EMI), State Coordinators Session at Association of State Floodplain Managers (ASFPM) Conference, or Transformation Webinars.

B. Federal Award Information

1. Available Funding for the NOFO: $10,400,000

2. Projected number of Awards: 53

3. Period of Performance: 12 months

An extension to the Period of Performance for this program is allowed but may impact tier in TSF. For details on the requirements for requesting an extension to the Period of Performance, please refer to Section H of this announcement.

4. Projected Period of Performance Start Date(s): 07/01/2020

5. Projected Period of Performance End Date(s): 06/30/2021

6. Funding Instrument Type: Cooperative Agreement

Each state receiving a CAP-SSSE award will sign a cooperative agreement with FEMA describing the terms of the award, including the responsibilities of the recipient. There is substantial FEMA Regional Office involvement throughout the performance period of the CAP- SSSE Cooperative Agreement. FEMA retains the authority to manage and direct recipient performance in support of CAP-SSSE objectives. The FEMA Regional Office determines the appropriate number of activities and ensures performance metrics are being met.

FEMA maintains the following approval authorities on activities conducted by recipients:

FEMA retains the authority to decide whether to admit communities to the NFIP, including determinations related to state-reviewed, community-submitted regulations supporting a community’s application. FEMA requires states receiving CAP-SSSE awards to incorporate a mandatory Flood Insurance Rate Map (FIRM) adoption rate of 93% or higher into their CAP- SSSE cooperative agreements. This requirement helps to ensure that communities applying to join the NFIP have an adopted flood regulation referencing the most current updated flood map.

• FEMA collaborates with States but retains final approval as to which communities receive state-provided training and technical assistance funded under the CAP-SSSE.

• FEMA requires all States to conduct Community Assistance Visits and approves the annual number States will conduct. FEMA retains final approval for the community locations for these visits, based on application of FEMA’s priority list and after consultation with the States.

• FEMA approves compliance follow-up actions conducted by states and requires advance approval before any follow-up actions that lead towards FEMA placing a community on probation or suspension from the NFIP.

• FEMA retains final approval for states affected by declared disasters to provide CAP technical assistance to communities and negotiates these levels with states.

• FEMA provides continuous technical assistance and feedback to states on the performance of CAP activities.

• FEMA requires detailed activity descriptions and approvals of state recipient’s selections for sub-contracts to achieve program goals.

• FEMA requires state recipient’s close collaboration with FEMA mitigation staff for the purpose of monitoring all aspects of the recipient’s performance of program activities.

• FEMA must approve state requests to vary or substitute activities performed including staffing, overtime, and other management processes of the state recipient.

• FEMA may exercise its authority to stop a state’s funded activity immediately if the state fails to meet one or more of the above conditions.

C. Eligibility Information

1. Eligible Applicants

All 50 states, the District of Columbia, and the territories of Puerto Rico and the US Virgin Islands are eligible to apply for CAP-SSSE funding.

2. Applicant Eligibility Criteria

State agencies designated by statute or Governor’s declaration as a National Flood Insurance Program State Coordinating Agency as described in 44 C.F.R. § 60.25.

3. Cost Share or Match

There is a minimum 25 percent non-federal cost match required for all recipients of CAP-SSSE funds with no restrictions on the types of costs allowed (e.g., in-kind contribution).

For a cost match the recipient contribution is calculated based on the federal contribution as: Percent recipient contribution multiplied by the value of the federal contribution in US dollars.

For example, the CAP-SSSE requires a 25% cost match. If the federal contribution is

$100,000 the recipient contribution is calculated as (0.25) X $100,000 = $25,000.

D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: 05/01/2020

b. Application Submission Deadline: 06/15/2020 at 11:59:00

PM EDT

All applications must be received by the established deadline. The Non-Disaster (ND) Grants System has a date stamp that indicates when an application is submitted. Applicants will receive an electronic message confirming receipt of their submission. Applicants must confirm receipt of this message. If it is not received, the applicant must reach out to FEMA staff immediately and prior to the close of the application submission period. A list of FEMA contacts can be found in Section G: DHS Awarding Agency Contact Information. FEMA will not review applications that are not received by the deadline or consider them for funding. FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension is defined as technical problems outside of the applicant’s control that prevent submission of the application by the deadline, or other exigent or emergency circumstances.

If you experience technical issues, you must notify FEMA as soon as possible. Failure to timely notify FEMA of the issue that prevented the filing of the application within the required timeframe will preclude consideration of the cooperative agreement.

c. Other Key Dates

2. Agreeing to Terms and Conditions of the Award

By submitting an application, applicants agree to comply with the requirements of this NOFO and the terms and conditions of the award, should they receive an award.

3. Address to Request Application Package

Application forms and instructions are available at Grants.gov. To access these materials, go to http://www.grants.gov.

For a hardcopy of the full NOFO, please e-mail a request to:

Julie.grauer@fema.dhs.gov

Event Suggested Deadline for Completion Obtaining DUNS Number Four weeks before actual submission deadline Obtaining a valid EIN Four weeks before actual submission deadline Updating SAM registration Four weeks before actual submission deadline Starting application in Grants.gov Three weeks before actual submission deadline Submit final application in ND grants Two weeks before actual submission deadline http://www.grants.gov/ mailto:Julie.grauer@fema.dhs.gov

In addition, the following Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Notice is:

(800) 462-7585

Initial applications will be processed through the Grants.gov portal. Final and complete applications will be processed through the Non-Disaster Grant System (ND Grants).

4. Steps Required to Submit an Application, Unique Entity Identifier, and System for

Award Management (SAM)

To apply for an award under this program, all applicants must:

a. Apply for, update, or verify their Data Universal Numbering System (DUNS)

Number from Dun & Bradstreet (D&B) and Employer ID Number (EIN)

b. In the application, provide a valid Data Universal Numbering System DUNS number, which is currently the unique entity identifier;

c. Have an account with login.gov;

d. Register for, update, or verify their SAM account and ensure the account is active before submitting the application;

e. Create a Grants.gov account;

f. Add a profile to a Grants.gov account;

a. Establish an Authorized Organizational Representative (AOR) in Grants.gov;

b. Submit an initial application (Standard Form 424) in Grants.gov;

g. Submit the final application in the ND Grants; and

h. Continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application or plan under consideration by a federal awarding agency.

Applicants are advised that DHS may not make a federal award until the applicant has complied with all applicable DUNS and SAM requirements. Therefore, an applicant’s SAM registration must be active not only at the time of application, but also during the application review period and when DHS is ready to make a federal award. Further, as noted above, an applicant’s or recipient’s SAM registration must remain active for the duration of an active federal award. If an applicant’s SAM registration is expired at the time of application, expires during application review, or expires any other time before award, DHS may determine that the applicant is not qualified to receive a federal award and use that determination as a basis for making a federal award to another applicant.

5. Electronic Delivery

DHS is participating in the Grants.gov initiative to provide the grant community with a single site to find and apply for grant funding opportunities. DHS encourages or requires applicants to submit their applications online through Grants.gov, depending on the funding opportunity. For this funding opportunity, DHS/FEMA requires applicants to submit their initial application through Grants.gov and the complete and final application through the ND Grants System.

https://www.login.gov/

6. How to Register to Apply through Grants.gov

a. Instructions: Registering in Grants.gov is a multi-step process. Read the instructions below about registering to apply for DHS funds. Applicants should read the registration instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required application submission deadlines.

Organizations must have a Data Universal Numbering System (DUNS) Number, active System for Award Management (SAM) registration, and Grants.gov account to apply for grants. If individual applicants are eligible to apply for this grant funding opportunity, then you may begin with step 3, Create a Grants.gov account, listed below.

Creating a Grants.gov account can be completed online in minutes, but DUNS and SAM registrations may take several weeks. Therefore, an organization's registration should be done in sufficient time to ensure it does not impact the entity's ability to meet required application submission deadlines. Complete organization instructions can be found on Grants.gov here:

https://www.grants.gov/web/grants/applicants/organization-registration.html

1) Obtain a DUNS Number: All entities applying for funding, including renewal funding, must have a DUNS number from Dun & Bradstreet (D&B). Applicants must enter the DUNS number in the data entry field labeled "Organizational DUNS" on the SF-424 form.

For more detailed instructions for obtaining a DUNS number, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

2) Register with SAM: All organizations applying online through Grants.gov must register with the System for Award Management (SAM). Failure to register with SAM will prevent your organization from applying through Grants.gov. SAM registration must be renewed annually.

For more detailed instructions for registering with SAM, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-2 register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2%09register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2%09register-with-sam.html

3) Create a Grants.gov Account: The next step is to register an account with Grants.gov. Follow the on-screen instructions or refer to the detailed instructions here: https://www.grants.gov/web/grants/applicants/registration.html

4) Add a Profile to a Grants.gov Account: A profile in Grants.gov corresponds to a single applicant organization the user represents (i.e., an applicant) or an individual applicant. If you work for or consult with multiple organizations and have a profile for each, you may log in to one Grants.gov account to access all of your grant applications. To add an organizational profile to your Grants.gov account, enter the DUNS Number for the organization in the DUNS field while adding a profile.

For more detailed instructions about creating a profile on Grants.gov, refer to:

https://www.grants.gov/web/grants/applicants/registration/add-profile.html

5) EBiz POC Authorized Profile Roles: After you register with Grants.gov and create an Organization Applicant Profile, the organization applicant's request for Grants.gov roles and access is sent to the EBiz POC. The EBiz POC will then log in to Grants.gov and authorize the appropriate roles, which may include the AOR role, thereby giving you permission to complete and submit applications on behalf of the organization. You will be able to submit your application online any time after you have been assigned the AOR role.

For more detailed instructions about creating a profile on Grants.gov, refer to:

https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html

6) Track Role Status: To track your role request, refer to:

https://www.grants.gov/web/grants/applicants/registration/track-role-status.html

7) Electronic Signature: When applications are submitted through Grants.gov, the name of the organization applicant with the AOR role that submitted the application is inserted into the signature line of the application, serving as the electronic signature. The EBiz POC must authorize people who are able to make legally binding commitments on behalf of the organization as a user with the AOR role; this step is often missed, and it is crucial for valid and timely submissions.

7. How to Submit an Initial Application to DHS via Grants.gov

Standard Form 424 (SF 424) is the initial application for this announcement.

Grants.gov applicants can apply online using Workspace. Workspace is a shared, online environment where members of a grant team may simultaneously access and edit different webforms within an application. For each NOFO, you can create individual instances of a workspace.

https://www.grants.gov/web/grants/applicants/registration.html https://www.grants.gov/web/grants/applicants/registration/add-profile.html https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html https://www.grants.gov/web/grants/applicants/registration/track-role-status.html

Below is an overview of applying on Grants.gov. For access to complete instructions on how to apply for opportunities using Workspace, refer to:

https://www.grants.gov/web/grants/applicants/workspace-overview.html

a. Create a Workspace: Creating a workspace allows you to complete it online and route it through your organization for review before submitting.

b. Complete a Workspace: Add participants to the workspace to work on the application together, complete all the required forms online or by downloading PDF versions, and check for errors before submission. The Workspace progress bar will display the state of your application process as you apply. As you apply using Workspace, you may click the blue question mark icon near the upper-right corner of each page to access context-sensitive help.

c. Adobe Reader: If you decide not to apply by filling out webforms you can download individual PDF forms in Workspace. The individual PDF forms can be downloaded and saved to your local device storage, network drive(s), or external drives, then accessed through Adobe Reader.

NOTE: Visit the Adobe Software Compatibility page on Grants.gov to download the appropriate version of the software at:

https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html

d. Mandatory Fields in Forms: In the forms, you will note fields marked with an asterisk and a different background color. These fields are mandatory fields that must be completed to successfully submit your application.

e. Complete SF-424 Fields First: The forms are designed to fill in common required fields across other forms, such as the applicant name, address, and DUNS number.

To trigger this feature, an applicant must complete the SF-424 information first.

Once it is completed, the information will transfer to the other forms.

f. Submit a Workspace: An application may be submitted through workspace by clicking the Sign and Submit button on the Manage Workspace page, under the Forms tab. Grants.gov recommends submitting your application package at least 24- 48 hours prior to the close date to provide you with time to correct any potential technical issues that may disrupt the application submission.

g. Track a Workspace Submission: After successfully submitting a workspace application, a Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to the application. The number will be listed on the Confirmation page that is generated after submission. Using the tracking number, access the Track My Application page under the Applicants tab or the Details tab in the submitted workspace.

https://www.grants.gov/web/grants/applicants/workspace-overview.html https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html

For additional training resources, including video tutorials, refer to:

https://www.grants.gov/web/grants/applicants/applicant-training.html

Applicant Support: Grants.gov provides applicants 24/7 support via the toll-free number 1-800-518-4726 and email at support@grants.gov. For questions related to the specific grant opportunity, contact the number listed in the application package of the grant you are applying for.

If you are experiencing difficulties with your submission, it is best to call the Grants.gov Support Center and get a ticket number. The Support Center ticket number will assist DHS with tracking your issue and understanding background information on the issue.

8. Submitting the Final Application in Non-Disaster Grants System (ND Grants)

After submitting the initial application in Grants.gov eligible applicants will be notified by DHS/FEMA and asked to proceed with submitting their complete application package in ND Grants. Applicants can register early with ND Grants and are encouraged to begin their ND Grants registration at the time of this announcement. Early registration will allow applicants to have adequate time to start and complete their application.

If you need assistance registering for the ND Grants system, please contact ndgrants@fema.gov or (800) 865-4076.

9. Timely Receipt Requirements and Proof of Timely Submission As application submission is a two-step process, the applicant with the Authorized Organizational Representative (AOR) role who submitted the application will receive an acknowledgment of receipt, a tracking number (GRANTXXXXXXXX) from Grants.gov, and with the successful transmission of the initial application. This notification does not serve as proof of timely submission as the application is not complete until it is submitted in the ND Grants System. All applications must be received in Grants.gov by 11:59 PM Eastern Time on June 15, 2020.

10. Content and Form of Application Submission The following forms are required to be submitted in either Grants.gov or ND Grants. The Standard Forms (SF), submitted either through Grants.gov, through forms generated in ND Grants, or as an attachment in ND Grants, are available at https://www.grants.gov/web/grants/forms/sf-424-family.html.

a. Grants.gov Standard Form 424 (Initial Application)

b. ND Grants Standard Form 424A, Budget Information (Non-construction) Standard Form 424B, Standard Assurances (Non-construction) Standard Form LLL, Disclosure of Lobbying Activities https://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov http://www.grants.gov/web/grants/register.html https://portal.fema.gov/ https://www.grants.gov/web/grants/forms/sf-424-family.html

Standard Form 424C, Budget Information (Construction) Indirect Cost Rate Agreement or Proposal submitted if the budget includes indirect costs. See further information below regarding allowability of indirect costs and documentation requirements, including if the applicant does not have or is not required to have an indirect cost rate agreement or proposal.

Statement of Work (SOW): A summary (narrative) of an applicant’s Statement of Work for cooperative agreement funding that identifies the strategies, goals, and proposed activities from the Eligible Activities identified in Appendix A with any priorities identified by the Region. The SOW should also include the applicant’s completed Tiered State Assessment tool and supporting documentation.

Detailed Budget: The budget must be complete, reasonable, and cost-effective in relation to the proposed activities. The budget should provide the basis of computation of all activity-related costs, and any appropriate narrative.

If revision of the statement of work or budget is required as a result of the negotiation process (discussions between FEMA and Applicant following the submission of the application), these documents may be re-submitted directly by email to the appropriate FEMA Regional CAP-SSSE Program Manager and Grants Specialist. This review and negotiation process may continue until the applicant’s proposed Statement of Work and supporting budget is approved by the FEMA Regional CAP-SSSE Program Manager and Grants Specialist.

11. Other Submission Requirements

Statement of Work (SOW):

A summary (narrative) of an applicant’s Statement of Work for cooperative agreement funding that identifies the strategies, goals, and proposed activities from the Eligible Activities identified in Appendix A with any priorities identified by the Region. The SOW should also include the applicant’s completed Tiered State Assessment tool and supporting documentation.

12. Intergovernmental Review An intergovernmental review may be required. Applicants must contact their state’s Single Point of Contact (SPOC) to comply with the state’s process under Executive Order 12372.

(See https://www.archives.gov/federal-register/codification/executive-order/12372.html;

https://www.whitehouse.gov/wp-content/uploads/2019/02/SPOC-February-2019.pdf).

13. Funding Restrictions

Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with the statutory authority for the award.

Award funds may not be used for matching funds for any other Federal grants/cooperative agreements, lobbying, or intervention in Federal regulatory or adjudicatory proceedings. In addition, federal funds may not be used to sue the federal government or any other government entity.

https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.whitehouse.gov/wp-content/uploads/2019/02/SPOC-February-2019.pdf

CAP-SSSE funds cannot be used for: conducting floodplain studies, developing floodplain maps, supporting/maintaining web-based digital mapping platforms, Association of State Floodplain Managers (ASFPM) or other professional association dues/memberships. CAP- SSSE funds cannot be used to duplicate/reimburse states for state-required and state-funded (through appropriation or permit fee income) review activities, such as state permitting.

Recipients must request prior approval for budget and program plan revisions in accordance with 2 C.F.R. § 200.308.

CAP-SSSE funds can only be used to reimburse state staff for negotiated, eligible activities that they complete within the period of performance.

If a recipient does not maintain the necessary expertise and capability to conduct CAP- SSSE activities, the Region and recipient will develop a remedial plan. If the necessary expertise and capability has not been developed by the recipient, the following year’s CAP-SSSE funding may be reduced or withheld.

14. Allowable Costs

a. Management and Administration (M&A) Costs Management and Administration activities (M&A) are those defined as directly relating to the management and administration of CAP-SSSE funds, such as financial management, monitoring, and application development. Recipients may use up to five percent (5%) of the amount of the award for their M&A.

b. Indirect Facilities & Administrative (F&A) Costs Indirect costs are allowable under this program as described in 2 C.F.R. Part 200, including 2 C.F.R. § 200.414. Applicants with a negotiated indirect cost rate agreement that desire to charge indirect costs to an award must provide a copy of their negotiated indirect cost rate agreement at the time of application. Applicants that are not required by 2 C.F.R. Part 200 to have a negotiated indirect cost rate agreement but are required by 2 C.F.R. Part 200 to develop an indirect cost rate proposal must provide a copy of their proposal at the time of application. Post-award requests to charge indirect costs will be considered on a case-by-case basis and based upon the submission of an agreement or proposal as discussed above.

c. Direct Costs

• Planning related costs are allowed under this program.

• Training related costs are allowed under this program, including cost associated with the administration of the cooperative agreement and floodplain management training.

• Personnel costs for eligible activities are allowed under this program.

• Non-floodplain management exercise related costs are NOT allowed under this program.

• Equipment costs are allowed under this program.

• Support for Enhanced Information Technology (IT) equipment costs are allowed.

• Domestic travel costs are allowed under this program

• International travel is NOT an allowable cost under this program unless approved in advance otherwise by the managing Federal agency.

• Construction and renovation costs are NOT allowed under this program.

CAP-SSSE encourages the purchase and use of IT tools including computers (desktops and laptops), cameras, and printer/scanners for performing all aspects of State Coordinator duties related to the Community Assistance Program. The goal is to move away from printing paper products (including printed maps) and towards using and transferring products digitally. For example, FEMA encourages a recipient to use a Laptop with National Flood Hazard Layer (NFHL) mapping overlay onto Google Earth (or other platform) when conducting a Community Assistance Visit (CAV), rather than using printed paper maps. A desktop and laptop hardware and software configuration to seamlessly manage these and other activities is an approved expense subject to justification of reasonableness.

Please refer to Appendix A for Eligible Activities for the CAP-SSSE and more specific information on allowable costs for these activities.

E. Application Review Information

1. Application Evaluation Criteria

a. Programmatic Criteria The SOW will define the state’s agreement to meet the following performance metrics:

o 93% adoption rate for communities receiving LFD.

o Contact a percentage of participating communities by CAV, CAC, Regulations Assistance, GTA, or Workshop.

o Work with a designated number of communities to adopt higher regulatory standards.

o Participate in at least 2 CAP Transformation engagement activities.

Applications will be reviewed to ensure conformance with the Eligibility Criteria in Section C of this NOFO and Application Submission in D. Applicants that do not meet eligibility or application submission requirements will be removed from consideration.

Applications will be reviewed to verify that the state recipient meets the 25 percent non- federal cost match required for all recipients of CAP-SSSE funds.

However, there are no restrictions on the types of costs allowed for the match (e.g., in-kind contribution).

b. Financial Integrity Criteria Prior to making a federal award, the DHS/FEMA is required by 31 U.S.C. § 3321 note, 41 U.S.C. § 2313, and 2 C.F.R. § 200.205 to review information available through any OMB-designated repositories of government wide eligibility qualification or financial integrity information. Therefore, application evaluation criteria may include the following risk-based considerations of the applicant:

1) Financial stability.

2) Quality of management systems and ability to meet management standards.

3) History of performance in managing federal award.

4) Reports and findings from audits.

5) Ability to effectively implement statutory, regulatory, or other requirements.

c. Supplemental Financial Integrity Criteria and Review

Prior to making a federal award where the anticipated total federal share will be greater than the simplified acquisition threshold, currently $250,000 (see Section 805 of the National Defense Authorization Act for Fiscal Year 2018, Pub. L. No. 115-91, OMB Memorandum M-18-18 at https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf):

1) DHS/FEMA is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM, which is currently the Federal Awardee Performance and Integrity Information System (FAPIIS) and is accessible through the SAM website.

2) An applicant, at its option, may review information in FAPIIS and comment on any information about itself that a federal awarding agency previously entered.

3) DHS FEMA will consider any comments by the applicant, in addition to the other information in FAPIIS, in making a judgment about the applicant’s integrity, business ethics, and record of performance under federal awards when completing the review of risk posed by applicants as described in 2 C.F.R. § 200.205.

2. Review and Selection Process

FEMA Regional Offices staff are professionally and technically qualified in floodplain management and will evaluate applications and select applicants for funding. Applicants are encouraged to review CAP-SSSE requirements and eligible activities available at: https://www.fema.gov/community-assistance-program-state- support-services-element

Applicants will be evaluated and selected for funding based on their ability to demonstrate the following:

• Expertise in floodplain management or the ability to attain expertise in floodplain management through participation in the CAP-SSSE program;

https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf https://www.fapiis.gov/fapiis/index.action https://www.fapiis.gov/fapiis/index.action https://www.sam.gov/SAM/ https://www.fema.gov/community-assistance-program-state-support-services-element https://www.fema.gov/community-assistance-program-state-support-services-element

• The ability to develop, implement and manage floodplain management activities;

• Proposed projects are compatible with CAP-SSSE priorities and requirements; and

• Proposed costs are complete, reasonable and cost-effective in relation to proposed projects and tasks.

F. Federal Award Administration Information

1. Notice of Award Before accepting the award, the AOR and recipient should carefully read the award package. The award package includes instructions on administering the grant award and the terms and conditions associated with responsibilities under federal awards.

Recipients must accept all conditions in this NOFO as well as any special terms and conditions in the Notice of Award to receive an award under this program.

Notification of award approval is made through the ND Grants system through an automatic electronic mail to the recipient’s authorized official listed in the initial application. The award date will be the date that DHS approves the award. The recipient should follow the directions in the notification to confirm acceptance of the award. Funds will remain on hold until the recipient accepts the award through the ND Grants system and all other conditions of the award have been satisfied or until the award is otherwise rescinded.

Recipients must accept their awards no later than 60 days from the award date. The recipient shall notify DHS of its intent to accept and proceed with work under the award through the ND Grants system. For instructions on how to accept or decline an award in the ND Grants system, please see the ND Grants Grant Recipient User Guide. Failure to accept a grant award within the 60-day timeframe may result in a loss of funds.

2. Administrative and National Policy Requirements All successful applicants for DHS grant and cooperative agreements are required to comply with DHS Standard Terms and Conditions, which are available online at:

DHS Standard Terms and Conditions

The applicable DHS Standard Terms and Conditions will be those in effect at the time the award was made. The terms and conditions that will apply for the award will be clearly stated in the award package at the time of award.

3. Reporting Recipients are required to submit various financial and programmatic reports as a condition of award acceptance. Future awards and funds drawdown may be withheld if these reports are delinquent. The following reporting periods and due dates apply to financial and programmatic reports under this program.

mailto:https://www.fema.gov/media-library-data/1553003058332-2016d7d4ab538f3e6fa49b6e0c59e236/2019_Grant_Recipient_User_Guide.pdf http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions

Reporting Period Report Due Date July 1 – September 30 October 30 October 1 – December 31 January 30 January 1 – March 31 April 30 April 30 – June 30 July 30

a. Federal Financial Reporting Requirements

The Federal Financial Report (FFR) form is available online at: SF-425 OMB #4040-

Recipients must report obligations and expenditures through the FFR form (SF-425) to DHS/FEMA. Recipients must file the FFR electronically using the Payment and Reporting Systems (PARS).

An FFR must be submitted quarterly throughout the POP, including partial calendar quarters, as well as in periods where no grant award activity occurs. Future awards and fund drawdowns may be withheld if these reports are delinquent, demonstrate a lack of progress, or are insufficient in detail. The final FFR is due within 90 days after the end of the POP. Future awards and fund drawdowns may be withheld if these reports are delinquent, demonstrate lack of progress, or are insufficient in detail.

b. Programmatic Performance Reporting Requirements

Recipients are responsible for providing updated performance reports on a quarterly basis. The report is due within 30 days after the end of the reporting period.

Recipients must submit it as an attachment to the ND Grants system.

Community Information System (CIS) Mandatory: State recipients must use the CIS to enter and update information on regulations adoption, CAVs and CACs, training, general technical assistance, and updating all other fields they are authorized to update. Updates within the CIS are to be made as tasks are accomplished. FEMA will use quarterly CIS reports and state narratives to measure state progress on the above activities and to approve funding drawdowns.

c. Closeout Reporting Requirements

Within 90 days after the end of the period of performance, or after an amendment has been issued to close out a grant, recipients must submit the following:

1) The final request for payment, if applicable;

2) The final FFR (SF-425);

3) The final progress report detailing all accomplishments;

4) A qualitative narrative summary of the impact of those accomplishments throughout the period of performance; and

5) Other documents required by this NOFO, terms and conditions of the award, or other DHS/FEMA guidance.

https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true

After these reports have been reviewed and approved by DHS/FEMA, a closeout notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds that will be deobligated, and address the requirement of maintaining the grant records for three years from the date of the final FFR, unless a longer period applies, such as due to an audit or litigation, for equipment or real property used beyond the period of performance, or due to other circumstances outlined in 2 C.F.R. § 200.333.

In addition, any recipient that issues subawards to any subrecipient is responsible for closing out those subawards as described in 2 C.F.R. § 200.343. Recipients acting as pass-through entities must ensure that they complete the closeout of their subawards in time to submit all necessary documentation and information to DHS/FEMA during the closeout of their prime grant award.

The recipient is responsible for returning any funds that have been drawn down but remain as unliquidated on recipient financial records.

d. Administrative Closeout Administrative closeout is a mechanism for DHS to unilaterally move forward with closeout of an award using available award information in lieu of final reports from the recipient. It is a last resort available to DHS, and if DHS needs to administratively close an award, this may negatively impact a recipient’s ability to obtain future funding. This mechanism can also require DHS to make cash or cost adjustments and ineligible cost determinations based on the information it has, which may result in identifying a debt owed to DHS by the recipient.

DHS may use the administrative closeout process when a recipient is not responsive to DHS’s reasonable efforts to collect required reports needed to complete the standard closeout process. DHS will make at least three written attempts to collect required reports before initiating administrative closeout.

If DHS administratively closes an award where no final FFR has been submitted, DHS uses that administrative closeout date in lieu of the final FFR submission date as the start of the record retention period under 2 C.F.R. § 200.333.

In addition, if an award is administratively closed, DHS may decide to impose remedies for noncompliance per 2 C.F.R. § 200.338, consider this information in reviewing future award applications, or apply special conditions to existing or future awards.

e. Disclosing Information per 2 C.F.R. § 180.335

This reporting requirement pertains to disclosing information related to government-wide suspension and debarment requirements. Before a recipient enters into a grant award with DHS/FEMA, the recipient must notify DHS/FEMA if it knows if it or any of the recipient’s principals under the award fall under one or more of the four criteria listed at 2 C.F.R. § 180.335:

1) Are presently excluded or disqualified;

2) Have been convicted within the preceding three years of any of the offenses listed in 2 C.F.R. § 180.800(a) or had a civil judgment rendered against it or any of the recipient’s principals for one of those offenses within that time period;

3) Are presently indicted for or otherwise criminally or civilly charged by a governmental entity (federal, state or local) with commission of any of the offenses listed in 2 C.F.R. § 180.800(a); or

4) Have had one or more public transactions (federal, state, or local) terminated within the preceding three years for cause or default.

At any time after accepting the award, if the recipient learns that it or any of its principals falls under one or more of the criteria listed at 2 C.F.R. § 180.335, the recipient must provide immediate written notice to DHS/FEMA in accordance with 2 C.F.R. § 180.350.

f. Reporting of Matters Related to Recipient Integrity and Performance

Per 2 C.F.R. Part 200, Appendix I § F.3, the additional post-award reporting requirements in 2 C.F.R. Part 200, Appendix XII may apply to applicants who, if upon becoming recipients, have a total value of currently active grants, cooperative agreements, and procurement contracts from all federal awarding agencies that exceeds $10,000,000 for any period of time during the period of performance of an award under this funding opportunity. Recipients that meet these criteria must maintain current information reported in FAPIIS about civil, criminal, or administrative proceedings described in paragraph 2 of Appendix XII at the reporting frequency described in paragraph 4 of Appendix XII.

g. Single Audit Report

For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000.00 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report, also known as the single audit report.

The audit must be performed in accordance with the requirements of Government and Accountability Office’s (GAO) Government Auditing Standards, located at https://www.gao.gov/yellowbook/overview, and the requirements of Subpart F of 2 C.F.R. Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?node=sp2.1.200.f.

4. Monitoring

Per 2 C.F.R. § 200.336, DHS/FEMA, through its authorized representatives, has the right, at all reasonable times, to make site visits to review project accomplishments and management control systems to review project accomplishments and to provide any https://www.gao.gov/yellowbook/overview http://www.ecfr.gov/cgi-bin/text-idx?node=sp2.1.200.f required technical assistance. During site visits, DHS/FEMA will review grant recipients’ files related to the grant award. As part of any monitoring and program evaluation activities, grant recipients must permit DHS/FEMA, upon reasonable notice, to review grant-related records and to interview the organization’s staff and contractors regarding the program. Recipients must respond in a timely and accurate manner to DHS/FEMA requests for information relating to the grant program.

G. DHS Awarding Agency Contact Information

1. Contact and Resource Information For Program and Grant Administrative Questions, contact the appropriate FEMA Region at: https://www.fema.gov/community-assistance-program-state-support-services-element

Or HQ POC julie.grauer@fema.dhs.gov, 202-212-3460

H. Additional Information

1. Period of Performance Extensions

Extensions to the period of performance under this program are allowed but may impact tier in…