FY 2020 NOFO FEMA NEHRP Individual State Assistance FINAL 05-26-2020.pdf

Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Individual State Earthquake Assistance

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 and Mitigation Administration, Risk Management Directorate, Planning, Safety and Building Sciences Division, Building Science Branch

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

Number) 97.082

3. Assistance Listings Title (formerly CFDA Title)

Earthquake State Assistance

4. Funding Opportunity Title Individual State Earthquake Assistance

5. Funding Opportunity Number FEMA Region 2 DHS-20-MT-082-02-01 FEMA Region 4 DHS-20-MT-082-04-01 FEMA Region 5 DHS-20-MT-082-05-01 FEMA Region 6 DHS-20-MT-082-06-01 FEMA Region 7 DHS-20-MT-082-07-01 FEMA Region 8 DHS-20-MT-082-08-02 FEMA Region 9 DHS-20-MT-082-09-01 FEMA Region 10 DHS-20-MT-082-10-01

6. Authorizing Authority for Program

Public Law No.115-307, National Earthquake Hazards Reduction Program Reauthorization Act of 2018.

http://www.grants.gov/web/grants/register.html https://www.congress.gov/bill/115th-congress/senate-bill/1768/text?q=%7B%22search%22%3A%5B%22S.1768%22%5D%7D&r=1 https://www.congress.gov/bill/115th-congress/senate-bill/1768/text?q=%7B%22search%22%3A%5B%22S.1768%22%5D%7D&r=1

7. Appropriation Authority for Program

Department of Homeland Security Appropriations Act, 2020 (Public Law No. 116-93), Title III, FEMA, OPERATIONS AND SUPPORT, paragraph 1

8. Announcement Type Initial

9. Program Overview, Objectives, and Priorities

Program Overview The National Earthquake Hazards Reduction Program NEHRP seeks to mitigate earthquake losses in the United States through basic and directed research and implementation activities in the fields of earthquake science and engineering. NEHRP is a multi-agency program consisting of the National Institute of Standards and Technology (NIST), FEMA, the United States Geological Survey (USGS), and the National Science Foundation (NSF). The NEHRP program supports the mission area of the 2018 Quadrennial Homeland Security Review titled “Strengthen National Preparedness and Resilience,” as well as the national preparedness goal of mitigation, as provided in the Presidential Policy Directive (PPD-8). NEHRP also supports the FEMA 2018-2022 Strategic Plan, by contributing to the accomplishment of Strategic Goal 1: Build a Culture of Preparedness and Strategic Goal 2: Ready the Nation for Catastrophic Disasters.

Participation in the FEMA NEHRP State Assistance program is limited to those States and Territories that have been determined to be at a High to Very High risk of earthquakes. Participation in this funding opportunity is further limited to those States and Territories that can provide the statutory 25% non-Federal cost share. The Cost Share requirement does not apply to those Territories that are considered "Insular Areas" (Guam, the Commonwealth of the Northern Mariana Islands (CNMI) and the U.S. Virgin Islands), and otherwise eligible for program participation. See Section C below for additional details.

Program Objectives The program prioritizes reducing the risks to life and property from future earthquakes in the United States through the establishment and maintenance of an effective earthquake hazards reduction program. The program objectives are:

A. Improve understanding of earthquake processes and impacts.

B. Develop cost-effective measures to reduce earthquake impacts on individuals, the built environment, and society-at-large.

C. Improve the earthquake resilience of communities nationwide.

Program Priorities

• Work with Model Building Codes and National Consensus Standards to promote implementation of research results.

https://www.congress.gov/public-laws/116th-congress https://www.nehrp.gov/ https://www.dhs.gov/publication/2014-quadrennial-homeland-security-review-qhsr https://www.fema.gov/strategic-plan https://www.fema.gov/strategic-plan

• Develop and maintain Seismic Resistant Design and Construction Guidance and Tools (books, software, training) for new and existing structures, including Performance Based Seismic Design Guidelines.

• Program Implementation and Outreach (awareness campaigns, media, articles, initiatives).

• Support multi-State groups.

• Support for State Earthquake Programs.

• Disaster Support (Subject Matter Expert (SME), post-event studies) in accordance with the FEMA Disaster Response Framework, Earthquake Incident Annex and other applicable policies.

• Support Standards for Critical Lifelines Infrastructure.

10. Performance Metrics See Appendix H for detailed Performance Metrics.

11. Allowable Activities for Funding under this NOFO

1. Develop seismic mitigation plans.

2. Develop inventories and conduct seismic safety inspections of critical structures and lifeline Infrastructure.

3. Update building codes, zoning codes, and ordinances to enhance seismic safety.

4. Increase earthquake awareness and education.

5. Participation in Emergency Management Exercises.

6. Supporting the promotion of Earthquake Insurance.

7. Assistance to multi-State groups for such purposes.

For detailed information on the seven (7) allowable activities in support of the NEHRP objectives, refer to Appendix C, FEMA NEHRP Allowable Activities.

B. Federal Award Information

1. Available Funding for the NOFO: $1,530,900.00

See appendix D for NEHRP State Allocations.

2. Projected number of Awards: 22

3. Period of Performance: 12 Months

Extensions to the Period of Performance are allowable. Refer to Section H.1. Additional Information, Period of Performance.

4. Projected Period of Performance Start Date(s): 08/01/2020

5. Projected Period of Performance End Date(s): 07/31/2021

6. Funding Instrument Type: Cooperative Agreement

Under cooperative agreements, FEMA Regional Earthquake Program Managers will provide direct oversight of recipients’ activities to ensure that they serve to reduce the risks to life and property from future earthquakes in the United States and enable the establishment of an effective earthquake hazards reduction program.

There will be substantial FEMA involvement in the activities of the recipient throughout the period of performance. FEMA’s involvement in post-award activity will be to provide ongoing programmatic and technical guidance and support to the recipients, to ensure that the programmatic goals are achieved. For more information on the FEMA NEHRP Vision, Mission, Strategic Goals, and Program Responsibilities please see Appendix L.

FEMA Regional Earthquake Program Managers will provide technical assistance to potential recipients during the development of the Work Plan to ensure compliance with Agency requirements and procedures.

FEMA will provide technical expertise and creative outreach ideas for at-risk communities within each eligible State and Territory to include QuakeSmart, building codes education, and other regional and national earthquake and community education activities. FEMA will provide technical expertise in developing materials and delivering joint messaging for State, Local and Tribal governments, as well as for private industry and local citizens.

FEMA will approve changes in key personnel and new subaward arrangements to ensure compliance with program priorities and agency requirements and procedures.

FEMA will provide assistance as required with the coordination of multi-State or national initiatives that require collaboration with State officials and other federal agencies and partners. See Appendix J. Substantial Involvement, for additional information.

C. Eligibility Information

1. Eligible Applicants

See Appendix G for a complete list of all eligible States and Territories

2. Applicant Eligibility Criteria

Determination of Risk. This funding opportunity is provided to those States and Territories that have been determined to be at a high risk of earthquakes. This determination is made and published annually by FEMA as the State Assistance Target Allocation Plan. The FY20 plan determination is based on the Seismic Design Category (SDC) per American Society of Civil Engineers and Structural Engineering Institute ASCE/SEI 7-16 Minimum Design Loads and Associated Criteria for Buildings and Other Structures, the 2018 International Residential Code (IRC) SDC maps and at-risk population in a State. A State of high earthquake risk (with areas in the State boundary designated as SDC D0 or above per the 2018 IRC SDC map and at-risk population over

50,000 based on 2010 US Census population), OR over 1000 square miles of high seismic area (SDC D or above per 2018 IRC SDC map) will be eligible for a baseline amount plus an additional award amount. Applicants should be aware that changes in areas of earthquake hazard within the State and changes in population size affect the determination.

The additional amount is in proportion to the State’s Annualized Earthquake Loss (AEL), which is from the FEMA P-377 HAZUS Estimated Annualized Earthquake Losses for the United States.

Eligibility is further limited to those States who can provide the statutory 25% non- Federal cost share for this funding opportunity (as specified below). The Cost Share requirement does not apply to those Territories that are considered "Insular Areas" (Guam, the Commonwealth of the Northern Mariana Islands (CNMI) and the U.S. Virgin Islands), and otherwise eligible for program participation.

3. Other Eligibility Criteria

Not applicable

4. Cost Share or Match Recipients must provide twenty-five (25) percent of the costs of the activities for which assistance is being given.

For a cost share, the recipient contribution is calculated based on total project cost as:

The value of the federal contribution in US$ divided by the federal contribution in percent. This requires a two-step calculation.

For example, if a program requires a 25% cost share and the federal contribution is $100,000 then:

Step 1: the federal contribution is 100% - 25% = 75%;

Step 2: the recipient contribution is calculated as $100,000/ (100%-25%) = $33,333.

The total project cost in this example is $133,333.

See Appendix D. NEHRP State Allocations, for individual State Cost Shares.

5. Third-party in-kind Contributions States and Territories may use third-party in-kind contributions to meet the twenty-five

(25) percent cost share requirement. 2 C.F.R. § 200.96 describes in-kind contributions as the value of non-cash contributions (i.e., property or services) that – (a) Benefit a federally assisted project or program; and (b) Are contributed by non-Federal third parties, without charge, to a non-Federal entity under a Federal award.

D. Application and Submission Information

1. Key Dates and Times

a. Application Start Date: 05/26/2020

b. Application Submission Deadline: 06/25/2020 at 5:00 PM

Eastern Daylight Time

c. Anticipated Funding Selection Date: 07/21/2020

d. Anticipated Award Date: 07/28/2020

All complete 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 of the full application. For additional information on how an applicant will be notified of application receipt, see the subsection titled “Timely Receipt Requirements and Proof of Timely Submission” in Section D.

DHS/FEMA will not review applications that are received after the deadline or consider these late applications for funding. DHS/FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, other exigent or emergency circumstances, or statutory requirements for DHS/FEMA to make an award.

Applicants experiencing technical problems outside of their control must notify FEMA as soon as possible and prior to the application deadline. Failure to timely notify FEMA of the issue that prevented the filing of the application within the required timeframe may preclude consideration of the award. “Timely notification” of FEMA means the following: prior to the application deadline and within 48 hours after the applicant became aware of the issue.

A list of FEMA contacts can be found in Section G, “DHS Awarding Agency Contact Information.” If applicants do not know who to contact or if there are programmatic questions or concerns, please contact the Centralized Scheduling and Information Desk (CSID) by phone at (800) 368-6498 or by e-mail at askcsid@fema.dhs.gov Monday through Friday, 9:00 AM – 5:00 PM ET.

e. Other Key Dates

Event Suggested Deadline For Completion Obtaining DUNS Number Four weeks before actual submission deadline Obtaining a valid EIN Four weeks before actual submission deadline Registering in SAM or Updating SAM registration

Four weeks before actual submission deadline mailto:askcsid@fema.dhs.gov

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 write or email to the appropriate FEMA Regional Point of Contact as indicated in Section G of this NOFO.

In addition, the following Telephone Device for the Deaf (TDD) 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 and final and complete application submissions will be processed through 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;

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

h. Submit an initial application in Grants.gov;

i. Submit the final application in ND Grants; and

j. 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/FEMA may not make a federal award until the applicant has complied with all applicable DUNS and SAM requirements. Therefore, an applicant’s SAM registration must be active not only at the time of application, but also during the application review period and when DHS/FEMA is ready to make a federal

Starting application in Grants.gov One week before actual submission deadline Submitting the final application in ND Grants System

One week before actual submission deadline http://www.grants.gov/ https://www.login.gov/ 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/FEMA may determine that the applicant is not qualified to receive a federal award and use that determination as a basis for making a federal award to another applicant.

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, FEMA requires applicants to submit initial applications through Grants.gov.

6. How to Register to Apply through Grants.gov

a. 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.

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

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

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 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-register-with-sam.html https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html 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

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/FEMA via Grants.gov

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.

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.

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

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.

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)

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

Applicants needing assistance registering for the ND Grants system should contact ndgrants@fema.dhs.gov or (800) 865-4076. For step-by-step directions on using the ND Grants system and other guides, please see https://www.fema.gov/non-disaster-grants-management-system.

In ND Grants, applicants will be prompted to submit all the information contained in the following forms. Applicants should review these forms before applying to ensure they include all required information. Forms are located at:

http://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1.

• Budget Information for Non-Construction Programs (SF-424A);

• Assurances for Non-Construction Programs (SF-424B);

• Disclosure of Lobbying Activities (SF-LLL); and

• Indirect Cost Rate Agreement or Proposal if the budget includes indirect costs and the applicant is required to have an indirect cost rate agreement or proposal. 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 https://www.grants.gov/web/grants/applicants/applicant-training.html mailto:support@grants.gov mailto:ndgrants@fema.dhs.gov https://www.fema.gov/non-disaster-grants-management-system https://www.fema.gov/non-disaster-grants-management-system https://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1 proposal, or contact the relevant DHS/FEMA staff identified in Section G, “DHS Awarding Agency Contact Information” for further instructions.

9. Timely Receipt Requirements and Proof of Timely Submission

a. All applications must be received by 5:00 PM Eastern Time on the due date established for each program. Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant with the AOR role who submitted the application will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of their application. This applicant with the AOR role will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.

When DHS successfully retrieves the application from Grants.gov, and acknowledges the download of submissions, Grants.gov will provide an electronic acknowledgment of receipt of the application to the email address of the applicant with the AOR role who submitted the application. Again, proof of timely submission shall be the official date and time that Grants.gov receives your application. Applications received by Grants.gov after the established due date for the program will be considered late and will not be considered for funding by DHS.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before Grants.gov receives your application. Again, Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role. The Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.

b. 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 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 ND Grants. All applications must be received in ND Grants by 5:00 PM Eastern Time on 06/25/2020.

10. Content and Form of Application Submission Applicants must submit the following in ND Grants at the time of they submit their application:

a. Work Plan Narrative. A summary (narrative) of an applicant’s Work Plan for cooperative agreement funding that identifies the strategies, goals, and proposed activities and elements demonstrating enhanced seismic safety must be submitted. Work Plans must include expected products and measurable improvements associated with proposed activities, as identified below. Work Plans must also include any intended sub-award plans. Appendix A provides a template.

b. Master Schedule/Deliverable Table – A sample table that combines both 1 and 2 is found in Appendix B. This one document will combine a schedule of planned activities with milestones and expected dates for completion, along with their associated deliverables (i.e. people trained, publications distributed, conferences/workshops/drills held, policies made, website improvements, etc.)

c. Cooperative Agreement Program Budget - The applicant must provide a detailed budget for the funds requested. The budget must be submitted with the grant application as a file attachment within the ND Grants system at https://portal.fema.gov. The budget must be complete, reasonable, and cost-effective in relation to the proposed project.

For State Support projects that require a lesser amount of effort, the budget must reflect a lesser associated cost. The budget should provide the basis of computation of all project-related costs, any appropriate narrative, and a detailed justification of Management and Administrative (M&A) costs.

To prepare the Cooperative Agreement Program Budget, the grantee must use Earned Value Management methodology to report the Budgeted Cost of Work Scheduled (Projected Costs), and the Actual Cost of Work Performed. The Cooperative Agreement Budget shall be prepared with Work Breakdown Structure cost categories. Tasks and sub-tasks will be categorized in terms of discrete effort and shall correlate directly with the work plan master schedule and deliverables identified in the work plan delivery table.

Use a monthly spreadsheet approved by the FEMA Headquarters Earthquake Program Manager. Recipients may obtain a sample budget spreadsheet (Microsoft Excel source file) from the FEMA Headquarters State Assistance Program Manager.

A SAMPLE Cooperative Agreement Program Budget (spreadsheet) is at Appendix F.

Funds will not be made available for obligation, expenditure, or drawdown until the applicant’s budget and budget narrative have been approved by FEMA.

11. Other Submission Requirements No additional requirements.

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

All costs charged to awards covered by this NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200, unless otherwise indicated in the NOFO or the terms and conditions of the award.

Federal funds made available through an award under this NOFO may only be used for the purpose set forth in this NOFO and the terms and conditions of the 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.

14. Allowable Costs

a. Pre-Award Costs Pre-Award Costs are NOT allowed under this program.

b. Management and Administration (M&A) Costs

M&A activities are those directly relating to the management and administration of Multi-State and National Earthquake Assistance funds, such as financial management and monitoring. Recipients may retain a maximum of 5 percent of Multi-State and National Earthquake Assistance funds awarded for M&A purposes associated with the Multi-State and National Earthquake Assistance award. An organization partnering with a recipient (limit one per recipient) may in turn retain 5 percent of the subaward they receive from the recipient for M&A purposes.

c. Indirect Facilities & Administrative (F&A) Costs

General eligible expenditures (indirect costs) are described in 44 C.F.R. § 361.7. This section also states that items which do not appear in 44 C.F.R. § 361.7, will be considered on a case-by case basis for policy determinations, based on criteria set forth in 44 C.F.R. § 361.5. Ineligible expenditures are described in 44 C.F.R. § 361.8

Indirect costs are those that have been incurred for common or joint purposes. These costs benefit more than one cost objective and cannot be readily identified with a particular final cost objective.

Indirect costs are allowable under this program as described above in combination with 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.

d. Direct Costs

The following conditions/restrictions apply to Direct Costs:

1) Planning related costs are allowed under this program.

2) Personnel costs are allowable under this program.

3) Training related costs are allowed under this program.

4) Exercise related costs are allowed under this program (See Appendix A).

5) Equipment costs are NOT allowed under this program.

6) Domestic travel costs are allowed under this program.

7) International travel is not an allowable cost under this program unless approved in advance otherwise by FEMA.

8) Construction and renovation costs are NOT allowed under this program.

9) Earth Science related costs are NOT allowed under this program.

E. Application Review Information

1. Application Evaluation Criteria

a. Programmatic Criteria

FEMA will review all applications to ensure compliance with all conditions stated in this Notice of Funding Opportunity. Once FEMA has determined that the application is eligible and complete, FEMA will make funding decisions based on the agency’s NEHRP responsibilities, and the most effective use of available funds as indicated in the Notice of Funding Opportunity on Grants.gov.

The following Programmatic Criteria will apply:

1) The applicant has proposed developing and implementing only those

Activities described in Appendix A of this Notice of Funding Opportunity.

The applicant demonstrates the expertise and experience necessary to develop, communicate, implement, and manage the activities proposed in their application Work Plan.

2) The applicant’s proposed Work Plan includes all requested information and employs realistic timetables; proposed projects are deliverable, sustainable and consistent with the goals and objectives of the National Earthquake Hazards Reduction Program.

3) The application contains all documents and all information as described in this Notice of Funding Opportunity and as explained in Part D. Application and Submission Information. Specific note should be taken regarding the Program Office requirements under Part D. 10 Content and Form of Application Submissions

4) The applicant proposes costs that are allowable, reasonable and cost-effective in relation to proposed activities.

b. Financial Integrity Criteria

Prior to making a federal award, 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 https://www.grants.gov/

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.

6) Ability to generate a 25% cost share.

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

d. Environmental Planning and Historic Preservation (EHP) Compliance As a Federal agency, FEMA is required to consider the effects of its actions on the environment and/or historic properties to ensure that all activities and programs funded by the agency, including grants-funded projects, comply with Federal EHP regulations, laws and Executive Orders as applicable. FEMA has prepared a Record of Environmental Consideration dated 02/26/2020 that documents EHP compliance for the range of activities eligible for funding under this NOFO pursuant to FEMA’s Instructions on Implementation of the Environmental Planning and Historic Preservation Responsibilities and Program requirements, FEMA Instruction 108-1-1.

2. Review and Selection Process FEMA Regional staff, professionally and technically qualified in the National Earthquake Hazards Reduction Program, will evaluate and select applications for funding.

Applicants will be evaluated for funding based on the following:

The applicant demonstrates the expertise necessary (Education, training and/or experience of project staff) to develop and implement activities proposed in 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/media-library/assets/documents/118323 support of the goals and objectives of the National Earthquake Hazards Reduction Program.

The applicant’s proposed work plan employs realistic timetables; proposed projects are deliverable, sustainable and consistent with the goals and objectives of the National Earthquake Hazards Reduction Program.

The applicant proposes costs that are allowable, reasonable and cost-effective in relation to proposed projects and tasks.

Applications are also reviewed by qualified FEMA Regional grants management staff to ensure compliance with grants management principles, such as administrative requirements and cost principles. Applicants/applications that do not meet eligibility or submission requirements are removed from consideration.

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 e-mail to the awardee point of contact (the “authorized official”) listed in the initial application. The date FEMA approves the award is the “award date.” The awardee should follow the directions in the notification to accept the award.

Recipients must accept their awards no later than 90 days from the award date. The recipient shall notify the awarding agency of its intent to accept and proceed with work under the award or provide a notice of intent to decline through the ND Grants system.

For Instructions on how to accept or decline an award in the ND Grants system, please see pages 47 – 50 in the ND Grants Grantee Training Manual. Funds will remain on hold until the recipient accepts the award through the ND Grants system and all other conditions of award have been satisfied, or the award is otherwise rescinded. Failure to accept the grant award within the 90-day timeframe may result in a loss of funds.

The amount of funds stated in the Award Letter may be withdrawn as needed through PARS, with the submission of the SF-425.

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.

https://www.fema.gov/media-library/assets/documents/25949 http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions

The applicable DHS Standard Terms and Conditions will be those in effect at the time the award was made.

3. Reporting Recipients are required to submit various financial and programmatic reports as a condition of their award acceptance. Future awards and fund drawdowns may be withheld if these reports are delinquent.

Financial and Compliance Audit Report:

For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the requirements of GAO’s Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2 C.F.R. Part 200, located here.

a. Federal Financial Report (FFR)

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

Recipients must report obligations and expenditures on a quarterly basis through the FFR (SF-425) to DHS/FEMA.

The following reporting periods and due dates apply

Reporting Period Report Due Date August 1 – September 30 October 30, 2020

October 1 – December 31 2020 January 30, 2021 January 1 – March 31, 2021 April 30, 2021

April 1 – June 30, 2021 July 30, 2021 July 1 – 31, 2021 October 30, 2021 FINAL

b. Programmatic Performance Reporting Requirements Reporting requirements must be met throughout the life of the FEMA Individual State Earthquake Assistance Cooperative Agreement.

Recipients shall submit to ND Grants a Quarterly Report in narrative, and table format. Recipients shall update the Work Plan, Master Schedule, and Deliverable Table, outlining work completed, expected products, and measurable improvements.

See Appendix E for complete reporting requirements.

The following reporting periods and due dates apply

Reporting Period Report Due Date August 1 – September 30 October 30, 2020

October 1 – December 31 2020 January 30, 2021 http://www.gao.gov/govaud/ybk01.htm https://www.ecfr.gov/cgi-bin/text-idx?SID=32e6df101f276bc0653ff9f1f9f1355c&mc=true&node=sp2.1.200.f&rgn=div6 https://www.grants.gov/web/grants/forms/post-award-reporting-forms.html#sortby=1 https://www.grants.gov/web/grants/forms/post-award-reporting-forms.html#sortby=1

January 1 – March 31, 2021 April 30, 2021 April 1 – June 30, 2021 July 30, 2021

July 1 – 31, 2021 October 30, 2021 FINAL

c. Additional Performance Reporting Requirements Not applicable

d. 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 FEMA guidance.

After these reports have been reviewed and approved by FEMA a closeout notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds that will be 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 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.

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 FEMA, the recipient must notify 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…