CSEPP_2019_NOFO.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

Assistance Listings Number

97.040

Assistance Listing Title

Chemical Stockpile Emergency Preparedness Program (CSEPP)

Notice of Funding Opportunity Title

Chemical Stockpile Emergency Preparedness Program

NOFO Number

DHS-19-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, 2018 (Pub. L. No. 115-141), Division C--Department of Defense Appropriations Act, 2018, Title VI--

Other Department of Defense Programs, Chemical Agents and Munitions

Destruction, Defense http://www.grants.gov/web/grants/register.html

Department of Defense and Labor, Health and Human Services, and

Education Appropriations Act, 2019 and Continuing Appropriations Act, 2019 (Pub. L. No. 115-245), Division A -- Department of Defense

Appropriations Act, 2019, 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 Office of Secretary of Defense (OSD), Assembled Chemical Weapons Alternatives (ACWA) 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 building a culture of preparedness.

CSEPP accomplishes this 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. The CSEPP benchmarks contribute to the accomplishment of the three FEMA

Strategic Plan Goals: create a culture of preparedness; ready the Nation for disasters; and reduce the complexity of FEMA. CSEPP also 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 for CSEPP to sustain the statutorily mandated maximum protection for communities, near the two remaining chemical stockpile sites. CSEPP’s performance is measured by using preparedness benchmarks established by the U.S. Army and FEMA in their joint CSEPP

Strategic Plan (November 2013). The CSEPP Strategic Plan, links to the

FEMA Strategic Plan and guides the development and assessment of

CSEPP’s capabilities, until the Army completes destruction of the stockpile, thus eliminating the risk to the public. The CSEPP 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 for all citizens, including those with access and functional needs; 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 CSEPP Strategic Plan states in the Administrative Support

Benchmark that CSEPP ensures “timely programming and budgeting actions and release of annual funding to the recipients 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 federally awarded funds 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 2019 CSEPP Cooperative Agreement:

$ 31,558,009

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: 10/01/2018

Projected Period of Performance End Date: 09/30/2020

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 and objectives.

FEMA will maintain final approval of recipient’s key personnel, who will work on activities funded through the CSEPP Cooperative Agreement, and ensure establishment of training requirements for key personnel.

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

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 2019, 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.

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 credentialing and typing processes and identifies tools which Federal

Emergency Response Officials and emergency managers at all levels of government may use both routinely and to facilitate multijurisdictional coordinated responses.

Although state, local, tribal, and private sector partners (including nongovernmental organizations) are not required to credential their personnel in accordance with these guidelines, FEMA strongly encourages them to do so to leverage the Federal investment in the Federal

Information Processing Standards 201 infrastructure and to facilitate interoperability for personnel deployed outside their home jurisdiction.

Additional information 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:

02/15/2019 (Estimated)

Application Submission Deadline:

03/01/2019 (Estimated) at 11:59 p.m. local time or receipt of all applications

Anticipated Funding Selection Date:

03/08/2019 or one business day after all eligible applications have been received

Anticipated Award Date:

No later than 04/30/2019

The appropriate FEMA Regional office must receive application packages via mail, electronic submittal, or personal/courier delivery by the date and http://www.fema.gov/nims-doctrine-supporting-guides-tools 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 CSEP 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 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.

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 submission. Applicants should allow at least 15 business days (three weeks) to complete the steps of applying listed below. Failure of an https://www.cseppwebca.net/ mailto:kevin.wells@fema.dhs.gov mailto:cheryl.layman@fema.dhs.gov 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 CSEP 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.

DHS may not make a federal award to an applicant until the applicant has 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 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

(Seehttps://www.archives.gov/federal-register/codification/executive-order/12372.html; https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.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 2019 CSEPP application package, that the recipient submitted and that FEMA approved. Activities and projects may include the sustained 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 https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.pdf https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.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 (that is, 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 CSEP 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 measurable 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 at the associated stockpile site). 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, FEMA is required by 31 U.S.C. § 3321 note, 41 U.S.C. § 2313, and 2 CFR § 200.205 to review information available through any OMB-designated repositories of government-wide eligibility qualification or financial integrity information. Therefore, application evaluation criteria may include the following risk-based considerations of the applicant:

1. Financial stability.

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

3. History of performance in managing federal award.

4. Reports and findings from audits.

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

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 CSEP 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.

Supplemental Financial Integrity Review

If the anticipated federal share of a federal award will be greater than the simplified acquisition threshold, currently $250,000 (see Section 805 of the National Defense Authorization Act for Fiscal year 2008, Pub. L. No.

115-91, OMB Memorandum M-18-18 at https://www.whitehouse.gov/wp-content/uploads/2018/06/M-18-18.pdf):

i. 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)).

ii. 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.

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

iii. 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 https://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions https://isource.fema.gov/sf269/execute/OnlineUserRegistration 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 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

CSEP 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-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 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 CSEP 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

Elton A. Newton, Grants Management Division Director, (770) 220-5231

EltonAndrew.Newton@fema.dhs.gov 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:EltonAndrew.Newton@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 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 consider 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.

mailto:cheryl.layman@fema.dhs.gov mailto:bradford.hufford@fema.dhs.gov

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 Goal defines what it means for all communities to be prepared for the threats and hazards that pose the greatest risk to the security of the United States. 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. The 2018-2022

FEMA Strategic Plan creates a shared vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country.

Information on the National Preparedness System can be found at https://www.fema.gov/national-preparedness-system https://www.fema.gov/strategic-plan https://www.fema.gov/strategic-plan 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 2019 CSEPP grant recipients are required 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)

[formerly known as the State Preparedness Report], should leverage the findings to help inform application submissions.

The SPR is an annual self-assessment. Section 652(c) of the Post-Katrina

Emergency Management Reform Act of 2006, Pub. L. No. 109-295 (6

U.S.C. § 752(c)) requires an SPR from any state or territory that receives

Federal preparedness assistance administered by DHS.

Threat and Hazard Identification and Risk Assessment (THIRA)

The THIRA is a grant requirement for all states, tribes receiving THSGP funds, territories, and high risk urban areas. 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 were to complete all steps of the revised THIRA methodology for Response, Recovery, and

Cross-Cutting capabilities only. By December 31, 2019, states, tribes, territories, and high risk urban areas will complete the entire methodology for all 32 core capabilities and will submit a THIRA every three (3) years to establish a consistent baseline for assessment.

Stakeholder Preparedness Review (SPR)

The SPR is a grant requirement for all states, tribes receiving THSGP funds, territories, and high risk urban areas. 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, tribe receiving THSGP, territory, and high risk urban area must submit an annual SPR to

DHS/FEMA. Additional information on the SPR process can be found at https://www.fema.gov/stakeholder-preparedness-review https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment https://www.fema.gov/threat-and-hazard-identification-and-risk-assessment https://www.fema.gov/stakeholder-preparedness-review

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 CSEPP may continue to use SmartLink for grants awarded in previous fiscal years using SmartLink. Additional information on PMS is available at https://pms.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.

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.

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

Procurement Integrity

Through audits conducted by DHS Office of Inspector General (OIG) and

FEMA grant monitoring, findings have shown that some FEMA recipients have not fully adhered to the proper procurement requirements when spending grant funds. Anything less than full compliance with Federal procurement policies jeopardizes the integrity of the grant as well as the grant program.

The below highlights the Federal procurement requirements for FEMA recipients when procuring goods and services with Federal grant funds.

DHS will include a review of recipients’ procurement practices as part of the normal monitoring activities. All procurement activity must be conducted in accordance with Federal Procurement Standards at 2

C.F.R. § 200.317 – 200.326. Select requirements under these standards are listed below. The recipient must comply with all requirements, even if they are not listed below.

Under 2 C.F.R. § 200.317, when procuring property and services under a

Federal award, states must follow the same policies and procedures they use for procurements from their non-Federal funds; additionally, states must follow 2 C.F.R. § 200.322 regarding procurement of recovered materials, and 2 C.F.R. § 200.326 regarding required contract provisions.

All other non-Federal entities must use their own documented procurement procedures that reflect applicable state, local, territorial, and tribal laws and regulations, provided that the procurements conform to applicable Federal law and the standards identified in 2 C.F.R. Part 200.

These standards include but are not limited to providing for full and open competition consistent with the standards of 2 C.F.R. § 200.319.

Competition and Conflicts of Interest

Among the requirements of 2 C.F.R. § 200.319(a) applicable to all non-Federal entities other than States, in order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. FEMA considers this an organizational conflict of interest and interprets this restriction as applying to contractors that help a recipient develop its grant application, project plans, or project budget. This prohibition also applies to the use of former employees to manage the grant or carry out a contract when such former employees worked on such activities while they were employees of the non-Federal entity.

Under this prohibition, unless the non-Federal entity solicits for and awards a contract covering both development and execution of specifications (or similar elements as described above), and this contract was procured in compliance with 2 C.F.R. §§ 200.317 –

200.326, Federal funds cannot be used to pay a contractor to carry out the work if that contractor also worked on the development of such specifications. This rule applies to all contracts funded with

Federal grant funds, including pre-award costs and post-award costs.

Additionally, some of the situations considered to be restrictive of competition include, but are not limited to:

Placing unreasonable requirements on firms in order for them to qualify to do business;

Requiring unnecessary experience and excessive bonding;

Noncompetitive pricing practices between firms or between affiliated companies;

Noncompetitive contracts to consultants that are on retainer contracts;

Organizational conflicts of interest;

Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and

Any arbitrary action in the procurement process.

Pursuant to 2 CFRR. § 200.319(b), non-Federal entities other than states must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state, local, or tribal geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.

Pursuant to 2 C.F.R. § 200.318(c)(1), non-Federal entities other than states are required to maintain written standards of conduct covering conflicts of interest and governing the actions of their employees engaged in the selection, award, and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such conflicts of interest would arise when the employee, officer or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

However, non-Federal entities may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value.