FY 2014 SAFER FOA-FINAL 12-19-2014.pdf

US Department of Homeland Security

Funding Opportunity Announcement (FOA)

STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE (SAFER)

Overview Information

Issued By US Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Grant Programs Directorate (GPD), Assistance to Firefighters Grant Program (AFG)

Catalog of Federal Domestic Assistance (CFDA) Number 97.083

CFDA Title Staffing for Adequate Fire and Emergency Response (SAFER)

Funding Opportunity Announcement Title Fiscal Year (FY) 2014 Staffing for Adequate Fire and Emergency Response (SAFER)

Authorizing Authority for Program Section 34 of the Federal Fire Prevention and Control Act of 1974, (Pub. L. No. 93-498), as amended (15 USC § 2229a)

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2014 (Pub. L. No. 113-76)

Opportunity ID Number

DHS-14-GPD-083-000-99

Key Dates and Time Application Start Date: February 9, 2015 at 8:00 AM EST

Application Submission Deadline: March 6, 2015 at 5:00 PM EST

Anticipated Funding Selection Date: N/A

Anticipated Award Date: No later than September 30, 2015

Other Key Dates Projected Award Start Date(s): June 1, 2015

Projected Award End Date(s): September 30, 2015

Intergovernmental Review Pursuant to Executive Order 12372, an intergovernmental review may be required by applicable State law or regulation. Applicants must contact their State’s Single Point of Contact (SPOC) to find out about and comply with the State’s process under Executive Order 12372. Name and addresses of the SPOCs are maintained at the Office of Management and Budget’s home page at http://www.whitehouse.gov/omb/grants_spoc to ensure currency.

Application Submission Extension Is an extension to the application submission deadline permitted? Yes No http://www.whitehouse.gov/omb/grants_spoc

FOA Executive Summary

Funding Category New Continuation One-time

Date of Origin for Program November 24, 2003

Funding Opportunity Category Discretionary Mandatory Competitive Non-competitive Sole Source

Application Process DHS makes all funding opportunities available through the common electronic “storefront” Grants.gov, accessible on the Internet at http://www.grants.gov. If you experience difficulties accessing information or have any questions, please call the Grants.gov Customer Support Hotline at (800) 518-4726.

The FY 2014 SAFER Grant application is accessible through the e-Grants system at https://portal.fema.gov. A link to the application will also be available via the US Fire Administration’s (USFA) Website at http://www.usfa.fema.gov during the application period.

For additional details, please Section IX of this FOA, How to Apply.

Eligible Applicants The following entities are eligible to apply directly to FEMA under this solicitation:

Fire Departments National, state, local, or tribal organizations that represent the interests of volunteer firefighters

For additional information, please see Section III of this FOA, Eligibility Information.

Type of Funding Instrument Grant Cooperative Agreement

Cost Share or Match Cost Share Cost Match Voluntary None

Maintenance of Effort Yes No

Management and Administration Management and Administration costs are activities directly related to implementing the award.

Administrative costs up to three percent of the awarded amount are allowable under the SAFER http://www.usfa.fema.gov � http:https://portal.fema.gov http:Grants.gov http:http://www.grants.gov http:Grants.gov

Recruitment and Retention of Volunteer Firefighters category only. Please refer to Section IV of this FOA, Funding Restrictions, for additional details.

Indirect Cost Indirect costs are NOT allowable under the Hiring of Firefighters category. However, national, state, local, or tribal volunteer firefighter interest organizations may be reimbursed for indirect costs under the Recruitment and Retention of Volunteer Firefighters category only if they have an approved indirect cost rate agreement with their cognizant federal agency. 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.

Please refer to Section IV of this FOA, Funding Restrictions, for additional details.

Full Funding Opportunity Announcement

I. Funding Opportunity Description

A. Program Overview The SAFER Grant Program provides funding directly to fire departments and national, state, local, or tribal organizations representing the interests of volunteer firefighters to assist them in increasing the number of firefighters to help fire departments meet industry minimum standards and attain 24-hour staffing to protect communities from fire and fire related hazards, and to fulfill traditional missions of fire departments.

The SAFER Grant Program is comprised of two categories:

• Hiring of Firefighters

or tribal organizations that represent the interests of volunteer firefighters are eligible to apply

The content of this FOA reflects DHS’s implementation of Section 34 of the Federal Fire Prevention and Control Act of 1974, as amended by Section 565 of the Department of Homeland Security Appropriations Act, 2014 (Pub. L. No. 113-76). Under this authority, the Secretary of Homeland Security has granted waivers for the following requirements for the FY 2014 SAFER Grant Program:

• Cost Share: SAFER Grantees are not required to contribute a cost share towards the cost of hiring firefighters under this program.

• Salary limits per firefighter: SAFER Grant funds may be used to fund the full cost of hiring a firefighter under this program.

• Maintenance of Effort: Applicants are not required to demonstrate that their annual budget for fire-related programs and emergency response has not been reduced below 80% of the average funding level in the three years prior to November 24, 2003.

• Supplanting requirement: Grants may be used for the purpose of retaining firefighters currently employed who are facing imminent layoffs or for the rehiring of laid off firefighters.

• Period of performance: For Hiring of Firefighters category grants, the period of performance has been reduced to two years.

B. Program Priorities

Hiring of Firefighters Category

vacated through attrition but not filled due to economic circumstances

• Third priority: Hiring new firefighters

Recruitment and Retention of Volunteer Firefighters Category

• The highest priority is to assist departments experiencing a high rate of turnover and with staffing levels significantly below the ideal staffing level required to comply with National Fire Protection Association (NFPA) standards 1710 or 1720.

C. Program Objectives The goal of the SAFER Grant Program is to assist local fire departments with staffing and deployment capabilities in order to respond to emergencies, and assure that communities have adequate protection from fire and fire-related hazards.

SAFER intends to improve or restore local fire departments’ staffing and deployment capabilities so they may more effectively and safely respond to emergencies. With enhanced or restored staffing levels, grantees should see a reduction in response times and an increase in the number of trained personnel assembled at the incident scene.

While not required for a SAFER Grant, it is preferable that the enhanced or restored staffing levels of all SAFER Grantees should ensure all first-arriving apparatus are staffed with a minimum of four qualified personnel (to meet NFPA standards) who are capable of initiating the suppression response. Ultimately, SAFER Grantees should achieve more efficient responses and safer incident scenes thereby ensuring communities have improved protection from fire and fire-related hazards.

The FY 2014 SAFER Grant plays an important role in the implementation of the National Preparedness System by supporting the building, sustainment, and delivery of core capabilities essential to achieving the National Preparedness Goal (NPG) of a secure and resilient nation.

Delivering core capabilities requires the combined effort of the whole community, rather than the exclusive effort of any single organization or level of government.

The FY 2014 SAFER Grant’s allowable costs support efforts to build and sustain core capabilities across the Prevention, Protection, Mitigation, Response, and Recovery mission areas. Examples of tangible outcomes for FY 2014 SAFER include building and sustaining core capabilities, such as Public and Private Services and Resources, and Public Health and Medical Services.

For additional details, please refer to the National Preparedness Goal, First Edition, September 2011 at http://www.fema.gov/pdf/prepared/npg.pdf.

II. Funding Information

A. Award Amounts, Important Dates, and Extensions Available Funding for the FOA: $340,000,000 Projected Number of Awards: 300 http://www.fema.gov/pdf/prepared/npg.pdf

Projected Award Start Date: 06/01/2015 Projected Award End Date: 09/30/2015

Funding Parameters The appropriated funds are to be administered as indicated below. Specific funding parameters are the outcome of recommendations from the Criteria Development (CD) process or as required by the Federal Fire Prevention and Control Act of 1974, as amended.

• 10 percent of the funding appropriated for FY 2014 SAFER Awards is set aside for the recruitment and retention of volunteer firefighters (15 USC § 2229a(a)(2))

• No more than 33 percent of the total amount allocated for the recruitment and retention of volunteers can be awarded to national, state, local, or tribal organizations that represent the interests of volunteer firefighters (CD)

• 10 percent is set aside for grants awarded to volunteer or majority volunteer departments for hiring of firefighters.

o A majority volunteer fire department is made up of more than 50 percent of personnel who do not receive financial compensation for their services, other than life, health, and worker’s compensation insurance, or a nominal stipend payment, including certain paid-on-call personnel. It may be necessary to go out of rank order to select a sufficient number of applications in order to meet the 10 percent requirement. (15 USC § 2229a(a)(1)(H))

• If less than 10 percent of the funds available for the hiring of firefighters are awarded to volunteer and majority volunteer fire departments, the remaining funds must be transferred to provide grants for the recruitment and retention of volunteer firefighters (15 USC § 2229a(a)(1)(H))

For additional details, see Appendix A, Program Priorities.

Period of Performance Hiring of Firefighters Category

under this category.

• The two year period of performance automatically starts after the 180-day recruitment period, regardless of whether the grantee has successfully hired the requested firefighters.

• If a grantee is able to rehire or hire SAFER-funded firefighters during the 180-day recruitment period, the period of performance may begin at that time. For grantees awarded retention positions, the period of performance can begin immediately. However, in both cases, grantees must submit an amendment requesting that the period of performance start before the end of the 180-day recruitment period.

• The period of performance cannot be started later than 180 days after the award date.

Recruitment and Retention of Volunteer Firefighters Category

• The period of performance will be between 12 and 48 months for all grants awarded under this category.

• A default 90-day recruitment period begins when the application is approved for award.

This period allows each grantee time to gather resources, initiate processes, and to finalize contracts needed to implement SAFER Grant activities before the start of the period of performance in order to maximize the availability of the funding.

o Grantees can seek reimbursement for grant-related costs incurred during the recruitment period as long as these costs are in the approved budget and scope of work. Grantees should be aware that incurring costs during the recruitment period will reduce the amount of grant funds available for the period of performance.

Payment for these costs may be requested when the period of performance begins.

• If a grantee is able to begin their recruitment or retention activities during the 90-day recruitment period, the period of performance may begin at that time. However grantees must submit an amendment requesting that the period of performance start before the end of the 90-day recruitment period.

• The period of performance cannot be started later than 90 days after the recruitment period.

Extensions to the Period of Performance An extension to the period of performance for this program is allowed. Extensions to the period of performance may be granted when, due to circumstances beyond the control of the grantee, activities associated with the award cannot be completed within the stated performance period.

For details on the requirements for requesting an extension to the period of performance, please refer to Section VI(C)(ix)(1) Extensions.

III. Eligibility Information

A. Eligibility Criteria Table 1 identifies, in general, eligible entities that can apply for FY 2014 SAFER Funding within each category.

Table 1: Eligible Entities

Entity Volunteer Fire Departments

Combination Fire

Departments

Career Fire Departments

National, state, local, or tribal volunteer firefighter interest organizations

Hiring of Firefighters Category ü ü ü

Recruitment and Retention of Volunteer Firefighters Category ü ü ü

• Volunteer fire departments and combination fire departments may apply for funding under both the Hiring of Firefighters category and the Recruitment and Retention of Volunteer Firefighters category. Separate applications must be completed for each category. Applicants are limited to one application per category, per application period. If an applicant submits two applications for the same category during a single application period, both applications will be disqualified.

• Career fire departments may apply for funding only under the Hiring of Firefighters category.

Applicants are limited to one application per application period. If an applicant submits two applications, both applications will be disqualified.

o Municipalities and fire districts may submit applications on behalf of fire departments lacking the legal status to do so, such as those under the support of the municipality or district. The municipality or fire district may submit only one application for hiring per application period for each eligible fire department within the municipality or fire district.

• National, state, local, or tribal organizations representing the interests of volunteer firefighters and individual fire departments (volunteer or combination) may only apply for funding under the Recruitment and Retention of Volunteer Firefighters category. Applicants are limited to one application per application period. If an applicant submits two applications, both applications will be disqualified.

i. Other Eligibility Requirements The following entity types are NOT eligible to apply under this announcement:

• Federal fire departments and fire departments under contract to the Federal Government whose sole responsibility is the suppression of fires on federal installations or lands;

• For-profit fire departments and organizations (e.g., fire departments that do not have specific nonprofit status or that are not municipally based);

• Ambulance services, emergency medical service organizations, rescue squads, auxiliaries, dive teams, and urban search and rescue teams;

• Non-federal airport or port authority fire departments whose sole responsibility is suppression of fires on the airport grounds or port facilities, unless the airport/port fire department has a formally recognized arrangement with the local jurisdiction to provide fire suppression on a first-due basis outside the confines of the airport or port facilities;

• Fire stations that are part of, controlled by, or under the day-to-day operational direction of a larger fire department or agency, or that are not otherwise independent;

• State and local agencies, such as forest service, fire marshals, emergency management offices, hospitals, and training offices;

• Career fire departments (under the Recruitment and Retention of Volunteer Firefighters category); and

• National, state, local, or tribal organizations representing the interests of volunteer firefighters, supporting firefighter volunteerism, or otherwise having an interest in volunteer firefighters (under the Hiring of Firefighters category).

IV. Funding Restrictions

A. Restrictions on Use of Award Funds Federal funds made available through this award may only be used for the purpose set forth in this award and must be consistent with the statutory authority for the award. Award funds may not be used for matching funds for any other federal grants/cooperative agreements, lobbying, or intervention in federal regulatory or adjudicatory proceedings. In addition, federal funds may not be used to sue the Federal Government or any other government entity. Failure to adhere to the award conditions will cause the grantee to be considered in default of the grant agreement, and may require the return of all federal funds disbursed under the grant.

Federal employees are prohibited from serving in any capacity (paid or unpaid) on the development of any proposal submitted under this program.

i. Pre-award Costs Pre-award costs are NOT allowed except for grant writer fees under the SAFER Recruitment and Retention of Volunteer Firefighters category, see the full FOA, Section IX(D)(iv). Grant Writer Fees (Recruitment and Retention category Only).

ii. Direct Costs

Management and Administration

Management and Administration costs are activities directly related to implementing the award. Administrative costs up to three percent of the awarded amount are allowable under the SAFER Recruitment and Retention of Volunteer Firefighters category only.

Administrative costs are identifiable costs directly associated with the implementation and management of the grant. Administrative costs should be based on actual expenses only, not a percentage of the overall grant; each expense must be specific and detailed.

Examples of eligible administrative costs include shipping, office supplies, and computers and software associated with the National Fire Incident Reporting System (NFIRS) reporting requirements.

Grant funds may not be used for insurance, Internet service provider fees, or any similar service fees.

Planning Planning related costs are NOT allowed under this program.

Training For details regarding the training related costs allowed under this program, see Appendix B. Eligible Costs/Restrictions on Cost.

Exercises Exercise related costs are NOT allowed under this program.

Equipment For details regarding the equipment costs allowed under this program, see Appendix B.

Eligible Costs/Restrictions on Cost.

Travel For details regarding the travel costs allowed under this program, see Appendix B.

Eligible Costs/Restrictions on Cost.

Construction and Renovation For details regarding construction and renovation costs allowed under this program, see Appendix B. Eligible Costs/Restrictions on Cost.

Operational Overtime For details regarding overtime costs allowed under this program, see Appendix B.

Eligible Costs/Restrictions on Cost.

iii. Indirect Costs Indirect costs are NOT allowable under the Hiring of Firefighters category. However, national, state, local, or tribal volunteer firefighter interest organizations may be reimbursed for indirect costs under the Recruitment and Retention of Volunteer Firefighters category only if they have an approved indirect cost rate agreement with FEMA or their cognizant federal agency. 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.

iv. Other Cost 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. Grantees and sub-grantees proposing projects that have the potential to impact the environment, including but not limited to construction of communication towers, modification or renovation of existing buildings, structures and facilities, or new construction including 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. The EHP review process must be completed before funds are released to carry out the proposed project. It is FEMA's policy to not fund projects that have been initiated or completed before any required EHP review has been conducted. Grantees are encouraged to submit EHP Screening Forms as soon as possible to ensure that adequate time is allowed for the EHP review. The GPD EHP Screening Form can be accessed at http://www.fema.gov/media-library/assets/documents/90195.

EHP Policy Guidance can be found in FP 108-023-1, Environmental Planning and Historic Preservation Policy Guidance, at http://www.fema.gov/media-library/assets/documents/85376, and FEMA Environmental Planning and Historical Preservation Policy 108.024.4, dated December 18, 2013, at http://www.fema.gov/media-library-data/1388411752234-6ddb79121951a68e9ba036d2569aa488/18Dec13- NoNEPAReview.pdf.

Excess Funds Due to successful competitive bid processes, some grantees have funds remaining after the completion of their obligations. Grantees that complete the approved scope of work and still have grant funds available may request to use the remaining funds provided that http://www.fema.gov/media http://www.fema.gov/media http://www.fema.gov/media the grantee has met all grant requirements during the initial period of performance and the use of the funds is consistent with the original scope of work. This shall be done through the amendment request process.

V. Application Review Information and Selection Process

A. Application Review Information All complete and eligible applications are evaluated relative to SAFER Grant funding priorities (see information on the funding priorities in the full FOA, Section I. Funding Opportunity Description, B. Program Priorities and Appendix A: Program Priorities).

In the application, fire departments applying for SAFER Grants will be asked general questions about their organization and community, as well as questions specific to the proposed project.

National, state, local, or tribal organizations that represent the interests of volunteer firefighters will be asked a number of general questions regarding their organizations and a series of activity-specific questions relative to the recruitment and retention projects they propose and the activities selected. Answers to activity-specific questions as well as information submitted throughout the application will determine an applicant’s standing relative to SAFER Grant funding priorities. Applications most consistent with the SAFER Grant funding priorities score higher in the automated evaluation. Automated evaluation scores represent 50 percent of the total application score.

A panel of at least three Peer Review Panelists performs the second phase of an application’s evaluation. These panelists evaluate the application using the Narrative Statement, answers to the general questions, and answers to the activity-specific questions. Each application is evaluated on its own merits against established criteria and is not compared to other applications. The peer review evaluation score represents 50 percent of the total application score.

i. Narrative Statement The Narrative Statement of the application must provide specific details about the activity for which applicants are seeking funding, including budget details. The applicant must explain how the proposed activity is related to the hiring or recruitment and retention program.

In applications for Recruitment and Retention, applicants must also provide details regarding how volunteers will qualify for the incentives (who is eligible for initiatives funded under the grant and discuss any prerequisites). For example, an organization might withhold paying nominal stipends until members participate in a minimum number of operational activities.

Applicants should save their work often as the electronic application includes a time-out feature. If no-save activity is detected for a period of time, the application will time-out and all information that is not saved could be lost. Therefore, it is recommended that applicants type the Narrative Statement information offline using a word processing program, such as MS Word, Word Perfect, Notepad, etc., to avoid losing any information.

Once the Narrative Statement is complete, applicants can then cut-and-paste the text into the appropriate sections within the Narrative Statement section of the online application.

Please note the Narrative Statement blocks do not allow for formatting. Do not type your narrative using only capital letters. Additionally, do not include tables, special fonts (e.g., quotation marks, bullets, etc.), or graphs.

Space for the Narrative Statement is limited. Once you save the Narrative Statement to the online application, log-out and then log back in to the application to verify that the information was successfully saved.

B. Application Selection Process Peer Review Panelists will evaluate and score each category based on the following narrative elements within each category:

i. Hiring of Firefighters Category The Narrative Statement for applications requesting funding in this category must include Elements 1 through 4. Each element will be evaluated independently by a Peer Review Panelist. The relative weight of each element in the determination of the grant award is listed below.

1) Project Description (30%)

a) Describe why the department needs the positions requested in this application.

b) Describe how the positions requested in this application will be used within the department (e.g., fourth on engine, open a new station, eliminate browned out stations, reduce overtime [provide additional details as to how this will occur], etc.).

c) Describe the specific benefits that the positions requested in this application will provide to the fire department and community.

d) Describe how the awarding of this grant would enhance the department’s ability to protect critical infrastructure.

2) Impact on Daily Operations (30%)

a) Explain how the community and the current firefighters employed by the department are at risk without the positions requested in this application.

b) Explain how that risk will be reduced if the applicant is awarded the positions requested in this application.

c) Discuss the impact the positions requested in this application will have on the department’s NFPA compliance.

3) Financial Need (30%)

a) Provide detail about the department’s operating budget, including a high-level breakdown of the budget.

b) Describe the department’s inability to address financial needs without federal assistance.

c) Discuss other actions the department has taken to meet its staffing needs (e.g., state assistance programs, other grant programs, etc.).

4) Cost Benefit (10%)

a) Describe the benefits (e.g., anticipated savings, efficiencies) the department and community will realize if awarded the positions requested in this application.

ii. Recruitment and Retention of Volunteer Firefighters Category (Fire Departments) The Narrative Statement for applications requesting funding in this category must include Elements 1 through 4. Each element will be evaluated independently by a Peer Review Panelist. The relative weight of the evaluation criteria in the determination of the grant award is listed below:

1) Project Description (30%):

a) Describe the recruitment and/or retention problems or issues identified by the department.

b) Describe the recruitment and/or retention plan to address the identified problems or issues.

c) Explain how the items or activities requested in this application will help address the identified problems or issues.

d) Describe how the recruitment of new volunteer firefighters and/or retention of current volunteer firefighters will impact the department’s operational needs or capabilities.

e) Describe the specific benefits the new volunteer firefighters and/or retention of current volunteer firefighters will provide for the fire departments and community.

f) If your grant will have a regional impact, identify the activities that are part of the regional request and explain which activities are exclusive to the host applicant, if applicable.

2) Impact on Daily Operations (30%):

a) Describe how the community and current volunteer firefighters in the department are at risk without the items or activities requested in this application.

b) Explain how the risk will be reduced if awarded the items or activities requested in this application.

c) Explain the impact the recruitment of new volunteer firefighters and/or the retention of current volunteer firefighters will have on the department’s NFPA compliance, if awarded.

3) Financial Need (30%)

a) Provide detail about the department’s operating budget, including a high-level breakdown of the expenditures for day-to-day activities.

b) Describe the department’s budget shortfalls and the inability to address financial needs without federal assistance.

c) Describe other actions the department has taken to meet its staffing needs (e.g., state assistance programs, other grant programs, etc.).

4) Cost Benefit (10%)

a) Describe the benefits (e.g., anticipated savings, efficiencies, etc.) the department and community will realize if awarded the items or activities requested in this application.

iii. Recruitment and Retention of Volunteer Firefighters Activity (National, state, local, or tribal volunteer firefighters interest organizations) The Narrative Statement for applications requesting funding in this category must include Elements 1 through 4. Each element will be evaluated independently by a Peer Review Panelist. The relative weight of the evaluation criteria in the determination of the grant award is listed below:

1) Project Description (30%):

a) Describe the recruitment and/or retention problems or issues identified by the fire departments participating in this application.

b) Describe your organization’s recruitment and/or retention plan to address the problems or issues identified by the fire departments participating in this application.

c) Describe how the items or activities requested in this application will help address the identified problems or issues.

d) Describe how the recruitment of new volunteer firefighters and/or retention of current volunteer firefighters will impact the operational needs or capabilities of the fire departments participating in this application.

e) Describe the specific benefits the new volunteer firefighters and/or retention of current volunteer firefighters will provide for the fire departments participating in this application and their respective communities.

f) Briefly describe the organization’s procurement practices and the timelines to complete the activities requested in this application.

2) Impact on Daily Operations (30%):

a) Describe how the fire departments participating in this application and their current volunteer firefighters and communities are at risk without the items or activities requested in this application.

b) Explain how that risk will be reduced if awarded the items or activities requested in this application.

c) Describe the impact that the recruitment of new volunteer firefighters and/or the retention of current volunteer firefighters will have on the NFPA compliance of the fire departments participating in this application, if awarded.

3) Financial Need (30%)

a) Provide detail about the organization’s operating budget, including a high-level breakdown of the expenditures for day-to-day activities.

b) Describe the organization’s budget shortfalls and the inability to address financial needs without federal assistance.

c) Describe other actions the organization has taken to meet the staffing needs of the fire departments participating in this application (e.g., state assistance programs, other grant programs, etc.).

departments participating in this application and their communities will realize if awarded the items or activities requested in this application.

C. Post Panel Review After the panel review, the Program Office will conduct an additional and final review to assess the request with respect to costs, quantities, feasibility, eligibility, and grantee responsibility prior to recommending any application for award. The applicant’s prior AFG, SAFER, and FP&S Grant(s) management performance will also be taken into consideration when making recommendations for award. Each application that scores high under the automated evaluation and peer review process will be deemed in the fundable range. Applications that are in the fundable range will undergo both a Technical Review by a subject matter specialist as well as a Program Office review prior to being recommended for award. All final funding determinations will be made by the Assistant Administrator of the Grant Programs Directorate.

VI. Post-Selection and Pre-Award Guidelines

A. Notice of Award Upon approval of an application, the award will be made in the form of a grant. The “award date” is the date the approval of award is entered in the e-Grant system. Notification of award approval is made through the e-Grant system by automatic e-mail to the primary point of contact listed in the initial application. Follow the directions in the notification to accept the award.

Grantees must either accept or decline their award no later than 30 days from the award notification date.

Turndown Procedure SAFER Grants are competitive. Not all applications will be successful, but all unsuccessful applicants will receive a decision letter from FEMA that briefly describes the shortcomings and weaknesses of the application. These aspects are articulated by the technical evaluation process.

Due to the historically high number of turndowns for these grants, detailed debriefs for all applicants will not be possible, and will not be offered.

B. Administrative and Federal Financial Requirements All successful applicants for all DHS Grant and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions, which are enumerated in the DHS Chief Financial Officer Financial Management Policy Manual and are available online at http://www.dhs.gov/sites/default/files/publications/Proposed%20FY%2014%20Standard%20TC %202013-12-04.pdf.

i. Payment 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 a Standard Form 1199A, Direct Deposit Form.

FEMA utilizes the e-Grants System for the full lifecycle of the grant. Please access the system by visiting https://portal.fema.gov/famsVuWeb/home.

Grantees should not expend funds or request a drawdown until all special conditions listed on the grant award document have been met and the award is approved for payment in the e-Grants system. Grant recipients should maintain procedures to minimize the time elapsing between the transfer of funds and the disbursement of those funds (see 31 CFR Part 205). If the grant recipient does not follow procedures, it will be required to be on a reimbursement for costs incurred method.

Although advance drawdown requests are permissible, grantees remain subject to the interest requirements of the Cash Management Improvement Act (CMIA) and its implementing regulations at 31 CFR Part 205. Interest under CMIA will accrue from the time federal funds are credited to a grantee’s account until the time the grantee pays out the funds for program purposes. FEMA strongly encourages recipients to draw down funds as close to disbursement or expenditure as possible to avoid accruing interest.

NOTE: Funds will not be automatically transferred upon issuance of the grant. Grantees must submit a request for advance/reimbursement through the e-Grants system in order for the funds to be transferred to the grantee’s account.

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

Any reports or documents prepared as a result of this grant shall be in compliance with federal “plain English” policies, directives, etc.

https://portal.fema.gov/famsVuWeb/home http://www.dhs.gov/sites/default/files/publications/Proposed%20FY%2014%20Standard%20TC

i. Financial and Compliance Audit Report:

For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the requirements of GAO’s Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2 CFR Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?SID=55e12eead565605b4d529d82d276105c&node=2:1.1.2.1.1.6&rgn=div6.

For audits of fiscal years beginning prior to December 26, 2014, recipients that expend $500,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with GAO’s Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, located at http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_2012. Audit reports are currently due to the Federal Audit Clearinghouse no later than nine months after the end of the recipient’s fiscal year.

ii. Financial and Program Reporting Periods and Due Dates Refer to the next two sections.

iii. Federal Funding Accountability and Transparency Act This act refers to reporting requirements under the Federal Funding Accountability and Transparency Act of 2006 (FFATA) (Public Law 109-282), as amended by Section 6202(a) of the Government Funding Transparency Act of 2008 (Public Law 110-252). As defined by the OMB, all new federal awards of $25,000 or more as of October 1, 2010, are subject to FFATA reporting requirements. Federal awards include not only prime awards for grantees, cooperators, and contractors but also awards to sub-recipients. More information can be found at http://www.usaspending.gov/news.

iv. Federal Financial Report (FFR) SAFER Grant recipients are required to submit semi-annual Federal Financial Reports (FFRs, SF-425). FFRs, to be submitted using the online e-Grant system, will be due semi-annually based on the calendar year beginning with the period after the award is made.

Grant recipients are required to submit an FFR throughout the entire period of performance of the grant. Reports are due no later than July 30 for the period January 1- June 30, and no later than January 30 for the period July 1-December 31.

Future awards and fund drawdowns may be withheld if these reports are delinquent, demonstrate lack of progress, or are insufficient in detail.

http://www.usaspending.gov/news http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_2012 http://www.gao.gov/govaud/ybk01.htm http://www.ecfr.gov/cgi-bin/text http://www.gao.gov/govaud/ybk01.htm

vii. Program Performance Reporting Requirements SAFER Grant recipients are responsible for completing and submitting a programmatic Performance Report using the e-Grants system on a quarterly basis. The programmatic Performance Report is due within 30 days of the end of each of the grant’s quarters. The first quarter will end three months after the grant’s award date and every three months after, if applicable.

viii. Monitoring Grant award recipients will be monitored programmatically and financially on an annual and as needed basis by FEMA staff to ensure that the activities and project goals, objectives, performance requirements, timelines, milestone completion, budgets, and other related program criteria are being met.

Monitoring may be accomplished through either a desk-based review or onsite monitoring visits, or both. Monitoring will involve the review and analysis of the financial, programmatic, performance, compliance and administrative processes, policies, activities, and other attributes of each federal assistance award, and will identify areas where technical assistance, corrective actions, and other support may be needed.

The recipient is responsible for monitoring all sub-award activities to ensure compliance with federal and state laws, regulations, and guidance. Responsibilities include the accounting of receipts and expenditures, cash management, maintaining of adequate financial records, reporting and refunding expenditures disallowed by audits, monitoring, or other assessments and reviews.

ix. Close Out Within 90 days after the end of the period of performance, grantees 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. Grantees must submit these reports within the closeout module in the e-Grants system.

As part of the final report, grantees may also need to submit the Tangible Personal Property Report (SF-428), available at http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf-428.pdf, to provide an inventory of all tangible personal property acquired using SAFER Grant funds.

An inventory of all construction projects that used funds from this program must be reported using the Real Property Status Report (Standard Form SF 429) available at http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf-429.pdf.

After these reports have been reviewed and approved by FEMA, a close-out notice will be completed to close out the grant. The grantee is responsible for returning any funds that have been drawn down, but remain as unliquidated on grantee financial records.

http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf-429.pdf http://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/sf-428.pdf

1. Extensions Extensions to the initial period of performance identified in the award will be considered only through formal, written requests to FEMA with specific and compelling justifications as to why an extension is required. All extension requests must address the following:

operational challenges being experienced that prevent the final outlay of awarded funds by the applicable deadline;

completion date;

expended;

8. Plan for completion including milestones and timeframes for achieving each milestone and the position/person responsible for implementing the plan for completion;

9. Certification that the activity/activities will be completed within the extended period of performance without any modification to the original Statement of Work approved by FEMA; and

10. Potential impacts if FEMA does not approve the extension request or approves the request for a shorter period of time than requested.

Awardees must submit all proposed extension requests to DHS/FEMA for review and approval at least 60 days prior to the end of the period of performance.

VII. DHS/FEMA Contact Information

This section describes several resources that may help applicants in completing a FEMA Grant Application. These points of contact are also available for successful applicants who may require assistance during execution of their award.

A. For Program Questions

i. SAFER Help Desk

The SAFER Help Desk is available to SAFER Applicants and award recipients. The Help Desk can provide assistance with navigation through the automated application, as well as provide programmatic assistance with respect to questions of eligibility. When necessary, grantees will be directed to a federal point of contact who can answer specific programmatic questions or concerns. The Help Desk can be contacted at (866) 274-0960 or via e-mail at firegrants@dhs.gov. The Help Desk hours of operation during the application period are from 8:00 a.m. to 4:30 p.m. (EST), Monday through Friday.

Additional guidance and information can be obtained by visiting http://www.fema.gov/firegrants/.

ii. FEMA Regional Fire Program Specialists Each of the FEMA regions has specialists that can assist applicants with the application process and provide pre- and post-award assistance. For more information, visit http://www.fema.gov/about/contact/regions.shtm or http://www.fema.gov/fire-grant-contact-information.

B. For Financial and Administrative Questions

i. Grant Programs Directorate (GPD)

FEMA’s GPD Grant Operations Division Business Office provides pre- and post-award administration, financial support and technical assistance, such as for password resets and registration requests, and questions regarding Form 1199A. Additional guidance and information can be obtained by contacting the FEMA Call Center at (866) 927-5646 or via e-mail to ASK-GMD@dhs.gov.

C. For e-Grant System Questions For technical assistance with the e-Grant system, please contact the Help Desk. The Help Desk can be contacted at (866) 274-0960 or by e-mail at firegrants@dhs.gov.

D. For Environmental Planning and Historic Preservation (EHP) Questions All inquiries and communications about GPD projects or the EHP review process, including the submittal of EHP review materials, should be sent to gpdehpinfo@fema.gov.

For information on FEMA’s EHP Requirements, applicants should refer to FP 108-023-1, Environmental Planning and Historic Preservation Policy Guidance, at http://www.fema.gov/media-library/assets/documents/85376, and FEMA Environmental Planning and Historical Preservation Policy 108.024.4, dated December 18, 2013, at http://www.fema.gov/media-library-data/1388411752234- 6ddb79121951a68e9ba036d2569aa488/18Dec13-NoNEPAReview.pdf.

E. Fraud, Waste, and Abuse If you have information about instances of fraud, waste, abuse, or mismanagement involving FEMA programs or operations, you should contact the DHS OIG Hotline at (800) 323-8603; by fax at (202) 254-4297; or e-mail DHSOIGHOTLlNE@dhs.gov.

mailto:DHSOIGHOTLlNE@dhs.gov http://www.fema.gov/media-library-data/1388411752234 http://www.fema.gov/media-library/assets/documents/85376 mailto:gpdehpinfo@fema.gov mailto:firegrants@dhs.gov mailto:ASK-GMD@dhs.gov http://www.fema.gov/fire-grant http://www.fema.gov/about/contact/regions.shtm http://www.fema.gov/firegrants mailto:firegrants@dhs.gov

VIII. Other Critical Information

A. National Incident Management System (NIMS) Implementation Prior to allocation of any federal preparedness awards in FY 2014, grantees 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, inventorying, and cataloging promote a strong national mutual aid capability needed to support delivery of core capabilities.

Additional information on resource management and national Tier I NIMS Resource Types can be found at http://www.fema.gov/resource-management.

NOTE: FEMA’s current policy does not require SAFER Applicants to be in compliance with the National Incident Management System (NIMS) either to apply for SAFER Funding or to successfully receive an SAFER Award. Any department that receives a FY 2014 SAFER Award must achieve the necessary NIMS compliance level prior to the end of the grant’s period of performance.

FEMA has developed the NIMS Guideline for 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 (FEROs) and emergency managers at all levels of government may use both routinely and to facilitate multijurisdictional coordinated responses.

The Guideline and the NIMS Guide 0002 can be found at the…