Chemical Stockpile Emergency Preparedness Program.pdf

The Department of Homeland Security (DHS) Notice of

Funding Opportunity

(NOFO)

Chemical Stockpile Emergency Preparedness Program

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 Notice of Funding Opportunity (NOFO), subsection “Content and Form of Application Submission.”

A. Program Description Issued By

U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA), National Preparedness Directorate, Technological Hazards Division

Catalog of Federal Domestic Assistance (CFDA) Number

97.040

CFDA Title

Chemical Stockpile Emergency Preparedness Program (CSEPP)

Notice of Funding Opportunity Title Chemical Stockpile Emergency Preparedness Program

NOFO Number

DHS-18-NPD-040-000-99

Authorizing Authority for Program

Department of Defense Authorization Act of 1986, Title 14, Part B, Section 1412, Public Law 99-145 (50 U.S.C. § 1521).

Appropriation Authority for Program

The Consolidated Appropriations Act, 2016 (Pub. L. No. 114-113)

The Consolidated Appropriations Act, 2017 (P.L. 115-31), Division C-- Department of Defense Appropriations Act, 2017, Title VI--Other http://www.grants.gov/web/grants/register.html

Department of Defense Programs, Chemical Agents and Munitions Destruction, Defense

The Consolidated Appropriations Act, 2018 (P.L. 115-141), Division C-- Department of Defense Appropriations Act, 2018, Title VI--Other Department of Defense Programs, Chemical Agents and Munitions Destruction, Defense

Program Type New

Program Overview, Objectives, and Priorities

Program Overview CSEPP has supported communities near U.S. Army depots that store our nation’s stockpile of chemical warfare agents and munitions for more than 30 years. In 1985, Congress, as described in 50 U.S.C. § 1521(d)(1), directed the Department of Defense (DOD) to dispose of its lethal unitary (pre-mixed) chemical agents and munitions while providing “maximum protection for the environment, the general public, and the personnel who are involved.” FEMA joined the Army in implementing CSEPP through a memorandum of understanding originally signed in August 1988.

Under this agreement, the Army provides protection for personnel at its chemical depots (on-post), and FEMA assists state, local, and tribal governments in executing the emergency preparedness and response functions in communities surrounding the Army’s remaining chemical stockpile sites (off-post). The Assistant Secretary of the Army for Acquisition, Logistics, and Technology Joint Program Executive Office – Chemical and Biological Defense is responsible for overseeing CSEPP execution. FEMA executes through the Technological Hazards Division of the National Preparedness Directorate of FEMA as well as FEMA regional program offices where chemical installations are located.

Recognizing that preparedness is a shared responsibility, CSEPP presents a whole community approach to build a culture of preparedness by engaging with government at all levels, communities, individuals, and the private sector to protect the general public from the unlikely event of a chemical agent accident/incident at one of the Department of the Army’s remaining chemical stockpile sites. The CSEP Program aligns with and supports the FEMA 2018-2022 Strategic Plan through the twelve CSEP Program benchmarks. These benchmarks contribute to the accomplishment of the Plan’s three Strategic Goals: create a culture of preparedness; ready the Nation for disasters; and reduce the complexity of FEMA. CSEPP contributes to the National Preparedness Goal (Goal) by building and sustaining core capabilities within all five-mission areas that address risk and vulnerabilities associated with chemical stockpile sites, and thereby strengthening community security and resiliency.

Program Priority The program priority is to sustain the statutorily mandated maximum protection for citizens at the two chemical stockpile sites. CSEPP measures performance using preparedness benchmarks established by the U.S. Army and FEMA in their joint CSEPP Strategic Plan (November 2013) to guide the development and assessment of CSEPP capabilities until the Army completes destruction of the stockpile, thus eliminating the risk to the public. The Strategic Plan specifies the actions required for recipients to achieve compliance and the performance measures for each benchmark identified in Appendix B.

Program Objectives The objectives of the program are:

To establish and enhance emergency preparedness in nearby communities, including community alert and warning systems and protective action strategies; and

To institute protective measures and hazard mitigation strategies at the chemical stockpile sites to lessen the vulnerability of the storage structures and their contents to any internally or externally generated accidents.

Performance Metrics The Chemical Stockpile Emergency Preparedness Program Strategic

Plan states in the Administrative Support Benchmark that CSEPP ensures “timely programming and budgeting actions and release of annual funding to the grantees addressing all validated requirements.”

CSEPP uses the following metrics to ensure successful program resourcing:

• 100% of funded requests are consistent with the Program

Objectives and requirements are tied to building capabilities related to the twelve program benchmarks.

• 100% of awards are obligated during specified period of performance to ensure identified capability gaps are addressed in a timely manner with appropriate year funding.

• 100% of recipients accept the award within 90 days.

• 100% of annual performance and financial progress reports demonstrate capability development or sustainment of one or more of the twelve benchmarks, and indicate that recipients are on schedule to complete approved projects.

• 100% of awards are closed out in accordance with 2 CFR.200.

B. Federal Award Information Award Amounts, Important Dates, and Extensions

Available Funding for the FY 2018 CSEPP Cooperative Agreement:

$34,454,272

Projected Number of Awards: Two (2)

Period of Performance: Twenty-four (24) months

FEMA will allow an extension to the period of performance for this program.

FEMA will consider extensions to the period of performance only through formal requests to FEMA with specific and compelling justifications as to why an extension is required. For details on the requirements for requesting an extension to the period of performance, please refer to Part H: Extensions of the Full Announcement.

Projected Period of Performance Start Date: 10/01/2017

Projected Period of Performance End Date: 09/30/2019

Funding Instrument:

Cooperative Agreement

FEMA will be substantially involved in the activities of the recipient throughout the period of performance. FEMA’s involvement in post-award activity is to provide ongoing programmatic and technical guidance and support to the CSEPP recipients to ensure the achievement of programmatic goals.

Specifically, FEMA will maintain the authority to direct or suspend the recipient’s federally funded activity where FEMA deems the activity inconsistent with or counter to the purposes and goals of the program.

FEMA will require the recipient to obtain FEMA approval of any one stage of program activity before recipients can begin work on subsequent stages or steps.

FEMA will review and retain final approval authority of recipient’s selections for contracts or sub-grants to achieve program goals.

FEMA will maintain final approval of recipient’s key personnel who will be working on activities funded through the CSEPP Cooperative Agreement.

FEMA will limit the recipient’s discretion over the scope of the services performed, and the recipient’s organizational structure, staffing, mode of operation, and other management processes.

Overall, FEMA will provide direct oversight of the recipient’s activities to ensure that the activities enhance emergency preparedness programs in communities near the two U.S. Army chemical weapons stockpile sites as identified by the Department of Defense.

Recipients have the authorization to issue procurement contracts under the CSEPP Cooperative Agreement for goods and services that support the CSEPP mission as defined by the program benchmarks.

C. Eligibility Information Eligible Applicants

Government of the State of Colorado

Government of the Commonwealth of Kentucky

Eligibility Criteria Pursuant to 50 U.S.C. § 1521(e)(2)(A), the Department of Defense has identified the State of Colorado and the Commonwealth of Kentucky as the two jurisdictions being at risk from the storage of lethal chemical agents and munitions at military installations in the continental United States.

Other Eligibility Criteria Emergency Management Assistance Compact (EMAC) Membership In support of the Goal, recipients must belong to, be located in, or act as a temporary member state of EMAC.

National Incident Management System (NIMS) Implementation Prior to allocation of any Federal preparedness awards in FY 2018, recipients must ensure and maintain adoption and implementation of NIMS. Emergency management and incident response activities require carefully managed resources (personnel, teams, facilities, equipment, and/or supplies) to meet incident needs. Utilization of the standardized resource management concepts such as typing, credentialing, and inventorying promote a strong national mutual aid capability needed to support the delivery of core capabilities. Additional information on resource management, NIMS resource typing definitions, job titles, and position qualifications is on FEMA’s website at http://www.fema.gov/resource-management-mutual-aid.

FEMA developed the NIMS Guideline for the Credentialing of Personnel to describe national credentialing standards and to provide written guidance regarding the use of those standards. This guideline describes http://www.fema.gov/resource-management-mutual-aid credentialing and typing processes, and identifies tools which Federal Emergency Response Officials and emergency managers at all levels of government may use both routinely and to facilitate multijurisdictional coordinated responses.

Although state, local, tribal, and private sector partners (including nongovernmental organizations) are not required to credential their personnel in accordance with these guidelines, FEMA strongly encourages them to do so in order to leverage the Federal investment in the Federal Information Processing Standards 201 infrastructure and to facilitate interoperability for personnel deployed outside their home jurisdiction.

Additional information is available at http://www.fema.gov/nims-doctrine-supporting-guides-tools.

Maintenance of Effort (MOE) There is no maintenance of effort requirement.

Cost Share or Match There is no cost share or match requirement.

D. Application and Submission Information Key Dates and Times

Application Start Date:

06/12/2018

Application Submission Deadline:

07/12/2018 at 11:59 p.m. local time or receipt of all applications

Anticipated Funding Selection Date:

07/12/2018 or one business day after all eligible applications have been received

Anticipated Award Date:

No later than 08/01/2018

The appropriate FEMA Regional office must receive application packages via mail, electronic submittal, or personal/courier delivery by the date and time specified as the deadline for submission. FEMA will consider late applications only if notification of a late submission is provided to the FEMA Regional CSEPP Program Manager prior to the submission deadline stating the circumstances leading to the late submission. The FEMA Program Manager will make determination of submission date and http://www.fema.gov/nims-doctrine-supporting-guides-tools time based upon electronic time/date stamps or by the stamped time/date receipt on mail or personal/courier delivery submissions. Regional offices will confirm receipt of all applications via telephone, e-mail, electronic or regular mail.

Other Key Dates

Address to Request Application Package Application forms and instructions are available through CSEPPWebCA (https://www.cseppwebca.net) or from the FEMA Regional office.

FEMA Region IV National Preparedness Division/CSEP Program Manager Attn: Kevin Wells 3003 Chamblee Tucker Road Atlanta, GA 30341

(202) 702-7605 kevin.wells@fema.dhs.gov

FEMA Region VIII National Preparedness Division/CSEP Program Manager Attn: Cheryl Layman Denver Federal Center Bldg. 710, Box 25267 Denver, CO 80225-0267

(303) 235-4761 cheryl.layman@fema.dhs.gov

Hard Copies of the NOFO Hard copies of the NOFO are available at Grants.gov or via email from the applicant’s FEMA Regional CSEP Program Manager.

Telecommunications Device for the Deaf The Telecommunications Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Notice is

(800) 462-7585.

Content and Form of Application Submission Applying for an award under this program is a multi-step process and requires time to complete. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their

Event Suggested Deadline For Completion Obtaining DUNS Number One week before actual submission deadline Obtaining a valid Employee Identification Number (EIN)

One week before actual submission deadline

Updating SAM registration One week before actual submission deadline https://www.cseppwebca.net/ mailto:kevin.wells@fema.dhs.gov submission. Applicants should allow at least 15 business days (three weeks) to complete the steps of applying listed below. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application will automatically disqualify their application from funding.

The steps involved in applying for an award under this program are:

1. Applying for, updating, or verifying their DUNS number;

2. Applying for, updating, or verifying their EIN;

3. Updating or verifying their SAM Number;

4. Creating the required documents for the application from

CSEPPWebCA; and

5. Submitting the complete application.

Recipients must print a complete application package in CSEPPWebCA, and then sign and submit the package in hard copy or electronically to the applicants’ FEMA Regional CSEPP Program Manager. The required documents for the application (available through CSEPPWebCA (https://www.cseppwebca.net) or from the FEMA Regional office) include:

1. Standard Form (SF)-424, Application for Federal Assistance;

2. A fully executed Indirect Cost Agreement negotiated with the applicant’s cognizant Federal agency (if reimbursement for indirect costs is requested);

3. Program Narrative Statement;

4. Work Plans for all CSEPP-funded personnel; and

5. Request for Funding Worksheets.

Obtain a DUNS Number

All entities applying for funding, including renewal funding, must have a Data Universal Numbering System (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

Unique Entity Identifier and System for Award Management (SAM)

All applicants for this award must:

1. Be registered in SAM before submitting its application;

2. Provide a valid DUNS number in its application; and

3. 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 DHS FAO.

https://www.cseppwebca.net/ 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

DHS may not make a federal award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make a federal 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.

Register with SAM

In addition to having a DUNS number, 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

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 http://www.fws.gov/policy/library/rgeo12372.pdf).

Funding Restrictions Recipients/sub-recipients may only use Federal funds made available through this award for the purpose set forth in this award and in a manner consistent with the statutory authority for the award. Recipients/sub-recipients may not use award funds for matching funds for any other Federal grants/cooperative agreements, lobbying, or intervention in Federal regulatory or adjudicatory proceedings. In addition, recipients/sub-recipients may not use Federal funds to sue the Federal Government or any other governmental entity.

CSEPP recipients may only fund activities and projects that were included in the FY 2018 CSEPP application package that the recipient submitted and that FEMA approved. Activities and projects may include the sustainment of capabilities supported by previous CSEPP funds.

Appendices A and B are general restrictions on the use of CSEPP award.

Table B-1 of Appendix B is CSEPP specific allowable cost principles.

Management and Administration (M&A) Costs FEMA determined that costs associated with M&A of this award are allowable. FEMA has not established any pre-determined limits on the amount of M&A funding that recipients may request. However, recipients 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 http://www.fws.gov/policy/library/rgeo12372.pdf must negotiate all M&A costs with their respective FEMA Regional Office. Management and Administration activities are those directly related to managing and administering the award such as financial management and monitoring. Refer to Table B-1 in Appendix B for guidance on allowable costs.

Indirect Facilities and Administrative Costs Indirect costs are allowable under this program as described in 2 Code of Federal Regulations (CFR) § 200.414. With the exception of recipients who have never received a negotiated indirect cost rate as described in 2 CFR § 200.414(f), recipients must have an approved indirect cost rate agreement with their cognizant Federal agency to charge indirect costs to this award. A copy of the approved rate (a fully executed agreement negotiated with the applicant’s cognizant Federal agency) is required at the time of application and must be provided to FEMA before indirect costs are charged to the award.

Other Submission Requirements

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. Recipients and sub-recipients who propose projects that have the potential to affect the environment—including but not limited to construction of communication towers; modification or renovation of existing buildings, structures, and facilities; or new construction including the replacement of facilities—must participate in the FEMA EHP review process. The EHP review process involves the submission of a detailed project description that explains the goals and objectives of the proposed project along with supporting documentation so that FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, FEMA is also required to consult with other regulatory agencies and the public in order to complete the review process. FEMA must complete the EHP review process before releasing funds to carry out the proposed project. FEMA will not fund projects without the required EHP review.

Program Narrative The program narrative for non-construction programs provides a brief description of the objective, approach, and results or benefits expected to be obtained from the assistance as outlined in 2 CFR Part 200.

A program narrative statement must be prepared for each applicable CSEPP National Benchmark (CNB). Each CNB aligns with the National Preparedness Goal core capabilities by mission area. The Help Pre-Award Section of CSEPPWebCA provides guidance for preparing narratives in the Cooperative Agreement. A suggested template for CNB program narratives is available from the Regional CSEPP Program Manager.

Narratives should be constructed in accordance with the following guidance from 2 CFR Part 200:

i. Objective (Goal) Performance goal is defined as “a target level of performance expressed as a tangible, measurable objective, against which actual achievement can be compared, including a goal expressed as a quantitative standard, value, or rate” (2 CFR Section 200.76). The measure associated with this program should monitor ongoing progress toward program success and should include a target that defines success.

ii. Approach (Plan of Action)

a. Outline a plan of action pertaining to the scope and detail how you will accomplish the proposed work for each Cooperative Agreement program.

Organize the plan of action by mission area or core capability, as appropriate.

b. Cite factors that might accelerate or decelerate the work and your reason for taking this approach as opposed to others.

c. Describe any unusual features of the program such as design or technological innovations, reductions in cost or time, or extraordinary social and community involvement.

d. Provide projections of the accomplishments that you will achieve through the Cooperative Agreement. List a schedule, in chronological order, of accomplishments.

e. Identify the kinds of data that you will collect and maintain, and discuss the criteria you will use to evaluate the results and successes of the project.

f. Explain the methodology to determine if you have met the needs identified and discussed and if you are achieving the results and benefits identified.

g. List each organization, consultant, or other key individuals who will work on the project, along with a short description of the nature of their effort or contribution.

iii. Results or Benefits Expected (Expected Outcomes)

Identify results and benefits, and annotate how these outcomes address more broadly the reliant mission area, or more narrowly the relevant core capability.

iv. Work Plans

a. Each CSEPP employee must submit an annual work plan using CSEPPWebCA. In developing work plans, the following must be considered:

1. Fully CSEPP-funded positions are restricted in their availability to perform non-CSEPP activities and must work full time on CSEPP.

2. CSEPP-funded employees can respond and support emergencies or non-federally declared disasters within their jurisdictions for a period of up to two weeks.

3. For federally declared disasters, the recipient/sub-recipient should charge employees’ time directly to the disaster code for the entire time worked.

4. If CSEPP partially funds a position, the recipient/sub-recipient must ensure that the individual’s time performing CSEPP-related work is proportional to the percentage paid by CSEPP.

b. Identify tasks that the individual staffing each fully or partially CSEPP-funded position will perform.

1. Describe tasks in measureable terms.

2. Identify expected results of task performance.

3. Identify schedules for performance of tasks.

c. If there is no other agreement in place, FEMA will offer to extend funding for personnel performing preparedness-focused activities through the end of the quarter in which demilitarization ends (rather than just up to the exact date that demilitarization operations end). After that point, all funded CSEPP personnel must have clearly defined closeout roles in their annual work plans.

E. Application and Review Information Application Evaluation Criteria

Prior to making a federal award, the DHS FAO is required by 31 U.S.C. § 3321 and 41 U.S.C. § 2313 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.

FEMA will select applications for funding that clearly demonstrate the applicant’s ability to enhance and sustain emergency preparedness programs in communities near the two U.S. Army chemical weapons stockpiles.

Review and Selection Process Submitted applications will undergo a complete content review within their respective FEMA Region. Each FEMA Regional CSEPP Program Manager will be responsible for coordinating the review of the completed application package for their respective state. Section C of Appendix B provides detailed guidance on applicable community emergency preparedness capabilities. The results from the review process may require applicants to revise submissions before the release of CSEPP funding.

Prior to making a Federal award with a total amount of Federal share greater than the simplified acquisition threshold, DHS is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently the Federal Awardee Performance and Integrity Information System (FAPIIS)).

An applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM.

DHS will consider comments by the applicant 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 CFR § 200.205, Federal awarding agency review of risk posed by applicants.

F. Federal Award Administration Information Notice of Award

The FEMA Regional Offices will provide an award package to the recipient. Award packages will include a final award letter signed by the FEMA Regional Administrator, SF-112-0-7, and the Articles of Agreement (see Appendix A). The award letter is the authorizing document for the award and will be sent to the signatory of the recipient’s application package via postal mail and electronically. The recipient must sign the SF-112-0-7 and return the document to FEMA before the recipient can draw down funds.

Administrative and National Policy Requirements All successful applicants for all DHS grant and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions, which are available online at https://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions.

The applicable DHS Standard Terms and Conditions will be for the last year specified at that URL, unless the application is for a continuation award. In that event, the terms and conditions in effect for the fiscal year that award was originally made will apply.

Before accepting the award, the AOR should carefully read the award package for 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.

Reporting Recipients are required to submit various financial and programmatic reports as a condition of their award acceptance. FEMA may withhold future awards and fund drawdowns if these reports are delinquent.

Federal Financial Reporting Requirements Recipients must report obligations and expenditures on a quarterly basis through the FFR (SF-425) to DHS/FEMA. Recipients must file the FFR electronically within the Payment and Reporting Systems (PARS) and CSEPPWebCA. An FFR must be submitted quarterly throughout the period of performance, including partial calendar quarters, as well as for periods where no grant award activity occurs. If there is no activity during a calendar quarter, the recipient must transmit a performance report noting the inactivity. If reports are delinquent, PARS will automatically prohibit the recipient’s ability to request reimbursement for expenses and FEMA may withhold future awards and fund drawdowns. The final FFR is due 90 days after the end of the performance period.

The Federal Financial Reporting Form (FFR) is available online at: SF-

425 OMB #4040-0014

Program Performance Reporting Requirements The recipient is responsible for using CSEPPWebCA for quarterly performance reporting. The recipient can require sub-recipients to provide performance data using the CSEPP Cooperative Agreement quarterly https://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions https://isource.fema.gov/sf269/execute/OnlineUserRegistration 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 worksheet in the Tools section of CSEPPWebCA or another tool as negotiated with FEMA. The sub-recipient can upload performance-reporting worksheets to the CSEPPWebCA Filing Cabinet.

Performance reporting is required for each funded benchmark for all open cooperative agreements that have expended and/or unexpended funds in the reporting quarter. CSEPPWebCA automatically determines which benchmarks are subject to reporting.

Financial and Program Reporting Periods and Due Dates The following reporting periods and due dates apply:

Reporting Period Report Due Date October 1 – December 31 January 30

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

July 1 – September 30 October 30

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, whichever comes first, recipients must submit a final FFR and final progress report detailing all accomplishments and a qualitative summary of the impact of those accomplishments throughout the period of performance.

If applicable, an inventory of all construction projects that used funds from this program must be reported with the final progress report.

After these reports have been reviewed and approved by the Regional CSEPP Program Office, 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 the recipient has not drawn down that will be de-obligated, address requirements for maintaining the grant records for three years from the date of the final FFR, and address disposition and reporting requirements for any equipment or real property purchased using CSEPP grant funding.

The recipient is responsible for returning any funds that the recipient/sub-recipient has drawn down but remains as unliquidated on recipient financial records.

In addition, CSEPP recipients are responsible for closing out all sub-grants made under the CSEPP award as described in 2 CFR § 200.343. CSEPP recipients must ensure that they complete the closeout of these sub-awards in time to submit all necessary documentation and information to FEMA during the closeout of their own award.

G. DHS Awarding Agency Contact Information Contact and Resource Information

Chemical Stockpile Emergency Preparedness Program FEMA Headquarters administers CSEPP in partnership with the CSEPP Regional Offices.

Office of Environmental Planning and Historic Preservation (OEHP) OEHP provides guidance and information about the EHP review process to FEMA programs and its recipients and sub-recipients. Recipients should send all inquiries and communications about EHP compliance for FEMA grant projects or the EHP review process to emily.blanton@fema.dhs.gov.

Program Office Contact FEMA Headquarters, FEMA CSEPP Program Office (Washington, DC, EST)

Terrance Hobbs, Branch Chief, (202) 212-7961, terry.hobbs@fema.dhs.gov Jonathan Evans, Financial Management Specialist, (202) 802-2457, jonathan.evans@fema.dhs.gov

FEMA Region Contacts FEMA Regions will provide fiscal support, including pre- and post-award administration, monitoring, and technical assistance.

Region IV (Atlanta, EST) Kevin Wells, CSEP Program Manager, (202) 702-7605 kevin.wells@fema.dhs.gov Sharrie Abrams, Grants Management Division Director, (770) 220-5231 sharrie.abrams@fema.dhs.gov

Region VIII (Denver, MST) Cheryl Layman, CSEP Program Manager (303) 235-4761 cheryl.layman@fema.dhs.gov Bradford Hufford, Grants Division Director, (303) 235-4871 bradford.hufford@fema.dhs.gov

H. Additional Information Extensions

A recipient may not obligate CSEPP funds after the expiration of the specified period of performance unless the FEMA Regional Assistance Officer extends that period.

FEMA allows extensions. A recipient may make a formal written request, no later than 60 days prior to expiration of the period of performance, for mailto:emily.blanton@fema.dhs.gov mailto:terry.hobbs@fema.dhs.gov mailto:jonathan.evans@fema.dhs.gov mailto:kevin.wells@fema.dhs.gov mailto:sharrie.abrams@fema.dhs.gov mailto:bradford.hufford@fema.dhs.gov authority to extend the period of performance and/or carry some or all of the unobligated funds forward during the extended period to complete the approved Cooperative Agreement projects. The request for an extension must provide adequate justification for the action requested and includes the following information:

Reason for delay;

Current status of the activities;

Remaining available Federal funds;

Budget outlining how remaining Federal funds will be expended;

Plan for completion, including milestones and timeframes for achieving each milestone, the position or person responsible for implementing the plan for completion, and extended period of performance date requested; and

Certification that the recipient will complete activities within the extended period of performance without any modification to the original Statement of Work approved by FEMA.

A recipient must have submitted all required financial status reports and performance reports before the FEMA Regional Assistance Officer will process a request for an extension.

The FEMA Regional Assistance Officer and the FEMA CSEPP Regional Program Manager will analyze the recipient’s justification and make the determination whether to extend the performance period.

If the FEMA Regional Office is still reviewing the request at the end of the performance period and has made no determination, the recipient should undertake no further activity until the FEMA Regional Assistance Officer provides written notification.

The recipient/sub-recipients may continue to liquidate obligated funds.

The FEMA Regional Office will not initiate closeout of the Cooperative Agreement while a decision is pending.

The FEMA Regional Assistance Officer in coordination with the FEMA CSEPP Regional Program Manager can make one extension of the initial performance period of a Cooperative Agreement; subsequent extensions must receive concurrence of the FEMA Headquarters Program Office.

Extensions require explicit prior FEMA Headquarters Program Office approval when:

The terms and conditions of the Federal award prohibit the extension;

The extension requires additional Federal funds; and

The extension involves any change in the approved objectives or scope of the project.

FEMA may extend performance periods even if no funds remain available for obligation in order to complete Cooperative Agreement management activities.

Other

National Preparedness

The National Preparedness System is the instrument the Nation employs to build, sustain, and deliver core capabilities in order to achieve the National Preparedness Goal of a secure and resilient Nation. Complex and far-reaching threats and hazards require a collaborative and whole community approach to national preparedness that engages individuals, families, communities, private and nonprofit sectors, faith-based organizations, and all levels of government. The guidance, programs, processes, and systems that support each component of the National Preparedness System allow for the integration of preparedness efforts that build, sustain, and deliver core capabilities and achieve the desired outcomes identified in the Goal.

Information on the National Preparedness System can be found at https://www.fema.gov/national-preparedness-system.

DHS/FEMA coordinates with local, state, territorial, and tribal governments as well as the private and non-profit sectors to facilitate a whole community, risk-driven, and capabilities-based approach to preparedness. This approach is grounded in the identification and assessment of risk through the Threat and Hazard Identification and Risk Assessment (THIRA). Additional information on THIRA can be found at https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment.

FY 2018 CSEPP grant recipients are encouraged to participate in the THIRA process by coordinating with the appropriate State Administrative Agency or Urban Area Working Group. Jurisdictions that have previously completed a THIRA and/or a Stakeholder Preparedness Review (SPR) should leverage the findings to help inform application submissions.

The SPR is an annual self-assessment of state preparedness submitted by the 56 states, tribes and territories to DHS/FEMA. The Post-Katrina Emergency Management Reform Act of 2006 requires an SPR from any state or territory receiving Federal preparedness assistance administered by DHS.

https://www.fema.gov/national-preparedness-system https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment

Threat and Hazard Identification and Risk Assessment (THIRA) The THIRA is a grant requirement for all states, territories, and UASIs.

The THIRA is a risk-informed assessment of capability requirements that helps jurisdictions identify, understand, and plan for its worst most plausible threats and hazards. A single THIRA submission will support multiple grant awards received by a jurisdiction. This submission is valid for the entire PoP of the individual grant award(s). By December 31, 2018, jurisdictions will complete all steps of the revised THIRA methodology for Response, Recovery, and Cross-Cutting capabilities only. By December 31, 2019, states, territories, and UASIs will complete the entire methodology for all 32 core capabilities and will submit a THIRA every three (3) years starting in 2019 to establish a consistent baseline for assessment.

The SPR is a grant requirement for all states, territories, tribes and UASIs.

The SPR is an annual capability assessment that helps jurisdictions identify capability gaps and prioritize investments required to reach the targets set in their THIRA. Completing the SPR and tying the results to funding requests creates a stronger investment justification. Each state, territory, and UASI must submit an annual SPR to DHS/FEMA.

Payment FEMA utilizes the Payment and Reporting System (PARS) and the Payment Management System (PMS) for financial reporting, invoicing, and tracking payments.

Visit https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true for additional information on PARS.

PMS, commonly referred to as Smartlink, is a web-based application hosted by the Department of Health and Human Services. FEMA uses PMS to disburse grant funds to recipients and then track and maintain payment and expenditure data. Additional information on PMS is available at http://www.dpm.psc.gov/.

DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to recipients. To enroll in the DD/EFT, the recipient must complete SF-1199A, Direct Deposit Form.

Monitoring FEMA staff will monitor recipients periodically, both programmatically and financially, to ensure that the recipient is meeting project goals, objectives, performance requirements, timelines, milestone completion, budgets, and other related program criteria.

https://isource.fema.gov/sf269/execute/LogIn?sawContentMessage=true http://www.dpm.psc.gov/

FEMA will accomplish monitoring through a combination of desk-based reviews and on-site monitoring visits. Monitoring will involve the review and analysis of the financial, programmatic, performance, and administrative issues relative to each program and will identify areas where the recipient may need technical assistance and other support.

The recipient is responsible for monitoring award activities, to include sub-awards, to provide reasonable assurance that the recipient and sub-recipient are administering the Federal award in compliance with requirements. Responsibilities include the accounting of receipts and expenditures, cash management, maintaining of adequate financial records, and refunding of expenditures disallowed by audits.

FEMA, the recipient, and sub-recipients will monitor CSEPP expenditure reports to identify any funding that may not be used and could be available either to reallocate for CSEPP requirements within the state or to return to FEMA for other CSEPP requirements.

Conflict of Interest To eliminate and reduce the impact of conflicts of interest in the sub-award process, recipients and pass-through entities must follow their own policies and procedures regarding the elimination or reduction of conflicts of interest when making sub-awards. Recipients and pass-through entities are also required to follow any applicable state, local, or tribal statutes or regulations governing conflicts of interest in the making of sub-awards.

The recipient or pass-through entity must disclose to FEMA, in writing, any real or potential conflict of interest as defined by the Federal, state, local, or tribal statutes or regulations or their own existing policies that may arise during the administration of the Federal award. Recipients and pass-through entities must disclose any real or potential conflicts to the Regional Program Manager within five days of learning of the conflict of interest. Similarly, sub-recipients must disclose any real or potential conflict of interest to the pass-through entity as required by the Recipient’s conflict of interest policies, or any applicable state, local, or tribal statutes or regulations.

Conflicts of interest may arise during the process of FEMA making a Federal award in situations where an employee, officer, or agent; any members of his or her immediate family; or his or her partner has a close personal relationship, a business relationship, or a professional relationship with an applicant, sub-applicant, recipient, sub-recipient, or FEMA employees.

Appendix A: Articles of Agreement

Federal Emergency Management Agency Agreement Articles – CSEPP Cooperative Agreement (CFDA # 97.040)

Recipient: ____________________________________________________________________

Agreement Number: _____________________ Amendment Number: _________________

Designated Agency: _____________________________________________________________

Performance Period Using Operations and Maintenance (O&M) Funds:

Period of Federal Obligational Availability, When Using Operation and Maintenance (O&M) Funds, Ends On:

Performance Period Using Procurement Funds: ____________________________________

Period of Federal Obligational Availability, When Using Procurement Funds, Ends On:

ARTICLE I: PROGRAM DESCRIPTION

The recipient shall perform the work described in the Program Narrative Statement, work plans, funding requests, and financial forms that meet the application requirements of 2 CFR Part 200, which was included as part of the application package and made part of these Cooperative Agreement Articles.

ARTICLE II: PERIOD OF PERFORMANCE

This Cooperative Agreement takes on the award date of October 1, 2017.

ARTICLE III: AMOUNT AWARDED

The recipient will undertake the tasks approved in CSEPPWebCA utilizing the funds identified on SF 112-0-7.

ARTICLE IV: REQUEST FOR ADVANCE/REIMBURSEMENT

FEMA will pay the recipient in advance using the Department of Health and Human Services Smartlink System or the PARS, provided the recipient maintains or demonstrates the willingness and ability to maintain procedures to minimize the time elapsing between the transfer of the funds and their disbursement by the recipient. When the recipient does not meet these requirements, the recipient will be required to use the reimbursement method as the preferred funding method.

ARTICLE V: FEMA OFFICIALS

FEMA officials for this Cooperative Agreement are as follows:

1. The FEMA CSEPP Regional Program Manager is (insert name here).

2. The FEMA Regional Assistance Officer is (insert name here).

ARTICLE VI: TERMS AND CONDITIONS

The specific terms and conditions of this agreement are as follows:

A. The recipients of CSEPP funding must use CSEPPWebCA for preparing, managing, and quarterly reporting on their CSEPP Cooperative Agreement.

B. States and local governments must continue to meet the minimum requirements for the National Incident Management System (NIMS).

C. The recipient will undertake the tasks approved in CSEPPWebCA utilizing the funds identified on SF 112-0-7.

D. For jurisdictions requesting indirect costs, the recipient must submit an approved indirect cost agreement or an approved cost allocation plan for each such jurisdiction at the beginning of each Federal fiscal year as an attachment to the state’s Request for Federal Assistance. Once the recipient has filed the indirect cost agreement or cost allocation plan, there will be no adjustments to the rate for the duration of the Cooperative Agreement.

E. The recipient shall only use the funds for the Cooperative Agreement to cover allowable costs that the recipient has incurred during the agreement period. If obligations are included in the claimed Cooperative Agreement costs, adequate records shall be maintained to disclose fully the date and amount incurred and the date and amount of subsequent payment. The recipient shall exclude obligations claimed in one Cooperative Agreement period from expenditures claimed in prior or subsequent periods.

F. The recipient shall follow prior approval requirements found in 2 CFR Section 200.407.

For non-construction Cooperative Agreements, transfers of funds between total direct cost categories in the approved budget shall receive the prior approval of FEMA when such transfers exceed 10 percent of the total budget.

G. The recipient shall not transfer funds to agencies other than those identified in the approved Cooperative Agreement application without prior approval of FEMA.

H. The recipient shall submit financial reports 30 days after the end of each quarter.

Reporting dates are January 30, April 30, July 30, and October 30. The final performance reports are due 90 days after the close of the Cooperative Agreement. The recipient shall submit copies of the Federal FFR SF-425 to the FEMA Regional Office, Attn: Assistance Officer.

I. The recipient shall submit performance reports for each funded CSEPP National Benchmark 30 days after the end of each quarter. Reporting dates are January 30, April 30, July 30, and October 30. The final performance report is due 90 days after the close of the Cooperative Agreement. The recipient shall submit copies of the performance report to the FEMA Regional Office, Attn: Assistance Officer.

J. The recipient shall transfer to FEMA the appropriate share, based on the Federal support percentage, of any refund, rebate, credit, or other amounts arising from the performance of this agreement, along with accrued interest, if any. The recipient shall take necessary action to effect prompt collection of all monies due or which may become due and to cooperate with FEMA in any claim or suit in connection with amounts due. When reporting CSEPP Program Income, the recipient shall deduct the amount from total allowable costs to determine the net allowable costs committed to the Cooperative Agreement by FEMA and the recipient. The recipient shall use any program income as required by this Cooperative agreement and 2 CFR § 200.307(e)(1).

K. Prior to the start of any construction activity, the recipient shall ensure compliance with all applicable Federal, state, or tribal government and local permit and clearance requirements, to include environmental planning and historic preservation compliance.

L. The recipient may copyright any…