fy 2015 hsntp ndpc nofo - final.pdf

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

Homeland Security National Training Program (HSNTP) National Domestic Preparedness Consortium (NDPC)

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/applicants/applicant-faqs.html

A. Notice of Funding Opportunity (NOFO) Description Issued By

U.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), National Preparedness Directorate (NPD), National Training and Education Division (NTED)

Catalog of Federal Domestic Assistance (CFDA) Number 97.005

CFDA Title State and Local Homeland Security National Training Program

Notice of Funding Opportunity Title FY 2015 Homeland Security National Training Program (HSNTP) - National Domestic Preparedness Consortium (NDPC)

NOFO Number

DHS-15-NPD-105-000-02

Authorizing Authority for Program Section 1204 of the Implementing Recommendations of the 9/11 Commission Act of 2007, (Pub. L. No. 110-53), (6 U.S.C. § 1102)

Appropriation Authority for Program Department of Homeland Security Appropriations Act, 2015 (Pub. L. No. 114-4)

Program Type New

Program Overview, Objectives, and Priorities http://www.grants.gov/web/grants/applicants/applicant-faqs.html

Overview The Department of Homeland Security Fiscal Year (FY) 2015 Homeland Security National Training Program (HSNTP), National Domestic Preparedness Consortium (NDPC) 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 (the Goal) 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 2015 HSNTP/NDPC supports efforts to build and sustain core capabilities across Prevention, Protection, Mitigation, Response, and Recovery mission areas, with specific focus on addressing the training needs of our nation.

Objectives FY 2015 HSNTP/NDPC training programs will provide training solutions to address national preparedness gaps, correlate training needs with exercise activities and outcomes, incorporate the core capabilities identified in the National Preparedness Goal, and ensure training is available and accessible to a nationwide audience.

Priorities The highest priority of the HSNTP/NDPC is to build and sustain the core capabilities identified in the National Preparedness Goal. Particular emphasis will be placed on development and delivery of training programs which address training gaps reported through the annual State Preparedness Reports (SPR) and capability targets set by Threat and Hazard Identification and Risk Assessments

(THIRA).

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

Available Funding for the NOFO: $76,000,000

Projected number of Awards: Five

Period of Performance: Twenty-Four (24) Months

Extensions to the period of performance are allowed. For additional information on period of performance extensions, refer to Section H of this NOFO: Additional Information (Extensions).

Projected Period of Performance Start Date(s): 9/30/2015

Projected Period of Performance End Date(s): 10/01/2017

Funding Instrument: Cooperative Agreements

The HSNTP/NDPC program, prescribed by this NOFO, is awarded through separate cooperative agreements, as defined by 2 C.F.R. §200.24, and consistent with the Federal Grant and Cooperative Agreement Act of 1977 (Pub. L. No. 95-224), (31 U.S.C. §§6301- 6308). FEMA maintains substantial involvement with all non-federal entities in carrying out the activities contemplated by HSNTP/NDPC awards to include financial monitoring and all training development and delivery activities, including the creation and approval of course content, arrangement of learning objectives, establishment of training delivery modes and methods, and use of the four-level training evaluation model. FEMA program managers and training specialists provide approval and disapproval for all activities over the life cycle of the award.

C. Eligibility Information

Eligible Applicants

1. New Mexico Institute of Mining and Technology (NMIMT), Energetic Materials Research and Testing Center (EMRTC)

2. Louisiana State University (LSU), National Center for Bio-Medical Research and Training (NCBRT)

3. Texas A&M University’s Texas Engineering Extension Service (TEEX), National Emergency Response and Rescue Training Center (NERRTC)

4. University of Hawaii (UH), National Disaster Preparedness Training Center (NDPTC)

5. Transportation Technology Center, Inc. (TTCI), National Center for Emergency Response in Surface Transportation (NCERST)

Eligibility Criteria In order to receive funding under this program, recipients must be members of the NDPC as defined by 6 U.S.C. § 1102.

Maintenance of Effort There is no Maintenance of Effort requirement for this program.

Cost Share or Match There is no Cost Share or Cost Match requirement for this program.

D. Application and Submission Information Submission Date and Other Key Dates and Times

Date Posted to Grants.gov: 06/16/2015

Start Date of Application Submission: 06/16/2015

Application Submission Deadline: 07/31/2015 at 11:59:59 PM EST

All applications must be received by the established deadline. The Non-Disaster (ND) Grants System has a date stamp that indicates when an application is submitted.

Applicants will receive an electronic message confirming receipt of the full application.

In general, FEMA will not review applications that are not received by the deadline or consider them for funding. FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant’s control that prevent submission of the application by the deadline, or other exigent or emergency circumstances. If you experience technical issues, you must notify the respective Headquarters (HQ) Program Analyst as soon as possible.

Anticipated Funding Selection Date: No later than 09/30/2015

Anticipated Award Date: No later than 09/30/2015

Other Key Dates The chart below outlines suggested/estimated deadlines for completing the five steps required for a successful application submission prior to the deadline. These dates are only recommendations as applicants are responsible for planning far enough in advance to complete their application. The requirements outlined in the chart below are outside of FEMA’s purview. Therefore, FEMA does not guarantee the timeframes for completing those processes. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application may disqualify their application from funding.

Applicants are encouraged to register early for Authorized Organizational Representative (AOR) authorization. The registration process can take four weeks or more to be completed. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.

FEMA strongly recommends that organizations submit applications at least five (5) business days before the submission deadline.

Address to Request Application Package Application forms and instructions are available at Grants.gov. To access these materials, go to http://www.grants.gov , select “Applicants” then “Apply for Grants,”

Task Suggested Deadline For Completion Obtaining DUNS Number June 22, 2015 Obtaining a valid EIN June 22, 2015 Updating SAM registration June 22, 2015 Submitting initial application in Grants.gov July 16, 2015 Submitting application in ND Grants July 31, 2015 (firm) http://www.grants.gov/ read the registration requirements and register if necessary (Allow up to 7-10 business days after you submit before your registration is active in SAM, then an additional 24 hours for Grants.gov to recognize your information). In order to obtain the application package select “Download a Grant Application Package”. Enter the CFDA and/or the funding opportunity number located on the cover of this NOFO, select “Download Package,” and then follow the prompts to download the application package.

If you experience difficulties accessing information or have any questions please call the Grants.gov customer support hotline at (800) 518-4726.

Hard copies of the FY 2015 HSNTP/NDPC NOFO are not available.

Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Notice is: (800) 462-7585.

Applications will be processed through the Grants.gov portal and FEMA’s ND Grants System

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 that an application is submitted on time applicants are advised to start the required steps well in advance of their submission. Please review the table above under “Submission Dates and Other Key Dates and Times” for estimated deadlines to complete each of the six steps listed below. Failure of an applicant to comply with any of the required steps before the deadline for submitting their application may 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 Number;

3. Updating or verifying their SAM Number;

4. Establishing an AOR in Grants.gov;

5. Submitting an initial application in Grants.gov; and

6. Submitting the complete application in ND Grants.

For additional information regarding the DUNS Number, EIN Number, SAM Number, and AOR requirements, please see the section below entitled Dun and Bradstreet Universal Numbering System (DUNS) Number, System for Award Management (SAM), and Authorized Organizational Representative (AOR).

Submitting an Initial Application in Grants.gov All applicants must submit their initial application through Grants.gov. Applicants may need to first create a Grants.gov user profile by visiting the Get Registered section of the Grants.gov website. Successful completion of this step is necessary for DHS/FEMA to determine eligibility of the applicant. Applicants should complete this initial step on-line, which requires completing:

• Application for Federal Assistance Standard Form 424 (SF-424), and

• Grants.gov Lobbying Form The SF-424 and Grants.gov Lobbying Form are available in the Forms tab under SF-424 family. The initial application cannot be started or submitted in Grants.gov until the applicant’s registration in SAM is confirmed.

Application forms and instructions are available at Grants.gov by selecting Apply for Grants. Enter the CFDA number (97.005) or the Opportunity ID Number noted in this NOFO, select Download Application Package, and follow the prompts to download the application package. The information submitted in Grants.gov will be retrieved by ND Grants, which will allow DHS/FEMA to determine if an applicant is eligible.

Applicants are encouraged to submit their initial application in Grants.gov by July 16, 2015.

If you need assistance applying through Grants.gov, please go to the Grant Application page, contact support@grants.gov, or call 800-518-4726. FEMA cannot assist applicants with questions related to registering with Grants.gov.

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

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

In ND Grants, applicants will be prompted to submit all of the information contained in the following forms. Applicants should review these forms before applying to ensure they include all required information. Forms are located at http://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html#sortby=1

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

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

• Disclosure of Lobbying Activities (SF-LLL);

• Budget Documents (refer to Appendix B of this NOFO); and

• Indirect Cost Rate Agreement, if applicable

Dun and Bradstreet Universal Numbering System (DUNS) Number, System for Award Management (SAM), and Authorized Organizational Representative (AOR) Before you can apply for a DHS grant at Grants.gov, you must have a DUNS number and must be registered in the SAM.

Obtain a Dun and Bradstreet Data Universal Numbering System (DUNS) Number The DUNS number must be included in the data entry field labeled "Organizational DUNS" on the SF-424 form. Instructions for obtaining a DUNS number can be found at the following website: http://www.grants.gov//web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

The applicant must provide a DUNS number with their application. This number is a required field for all subsequent steps in the application submission. Applicants should verify they have a DUNS number, or take the steps necessary to obtain one.

http://www.grants.gov/web/grants/forms/sf-424-family.html%23sortby=0 http://www.grants.gov/web/grants/forms/sf-424-family.html%23sortby=0 https://portal.fema.gov/famsVuWeb/home http://www.grants.gov/web/grants/forms/sf-424-mandatory-family.html%23sortby=1 http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html http://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

Applicants can receive a DUNS number at no cost by calling the DUNS number request line at (866) 705-5711. FEMA cannot assist applicants with questions related to obtaining a current DUNS number.

Obtain an Employer Identification Number (EIN) FEMA requires both the EIN and a DUNS number prior to the issuance of a financial assistance award and for grant award payment; both EIN and DUNS are also required to register with SAM (see below). The EIN base for an organization is the Internal Revenue Service (IRS) Tax ID number, for individuals it is their social security number, (both the EIN and social security number are nine-digit numbers). Organizations and individuals submitting their applications must correctly differentiate the EIN from the DUNS since both are nine-digit numbers. If these numbers are not correctly identified in the application, this may result in a delay in the issuance of the funding award or incorrect payment to a recipient organization.

Organizations applying for an EIN should plan on a minimum of two full weeks to obtain an EIN. If you need assistance registering an EIN please contact the IRS helpline.

FEMA cannot assist applicants with questions related to obtaining a current EIN.

Register with the System for Award Management (SAM) Applicants applying for grant funds electronically through Grants.gov must register with the Federal SAM. Step-by-step instructions for registering with SAM can be found here:

http://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html. All applicants must register with SAM in order to apply online. Failure to register with SAM will result in your application being rejected by Grants.gov during the submissions process.

Payment under any FEMA award is contingent on the recipient’s having a current SAM registration. The SAM registration process must be completed by the applicant. It is imperative that the information provided by the applicant is correct and current. Please ensure that your organization’s name, address, DUNS number and EIN are up to date in SAM and that the DUNS number used in SAM is the same one used to apply for all other FEMA awards.

SAM registration is a multi-step process including validating your EIN with the IRS to obtain a Commercial and Government Entity (CAGE) code. The CAGE code is only valid for one year after issuance and must be current at the time of application.

SAM sends notifications to the registered user via email 60, 30, and 15 days prior to expiration of the SAM registration for the Entity. SAM registration may lapse due to inactivity. To update or renew your Entity records(s) in SAM you will need to create a SAM User Account and link it to your migrated Entity records.

If you need assistance registering, please go to SAM or call 866-606-8220. FEMA cannot assist applicants with questions related to registering in SAM or obtaining a current CAGE code.

Authorized Organizational Representative http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employer-Identification-Number-(EIN)-Online

The next step in the registration process is creating a username and password with Grants.gov to become an AOR. AORs will need to know the DUNS number of the organization for which they will be submitting applications to complete this process.

To read more detailed instructions for creating a profile on Grants.gov visit:

http://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html.

AOR Authorization After creating a profile on Grants.gov, the E-Biz Point of Contact (E-Biz POC), a representative from your organization who is the contact listed for SAM, will receive an email to grant the AOR permission to submit applications on behalf of their organization. The E-Biz POC will then log in to Grants.gov and approves an applicant as the AOR, thereby giving him or her permission to submit applications. To learn more about AOR Authorization visit:

http://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html. To track an AOR status visit:

http://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html.

Applicants are, therefore, encouraged to register early. The registration process can take four weeks or more to be completed. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines. After you have been approved as an AOR you will be able to submit your application online.

Electronic Signature Applications submitted through Grants.gov constitute a submission as electronically signed applications. The registration and account creation with Grants.gov with E-Biz POC approval establishes an AOR. When you submit the application through Grants.gov, the name of your AOR on file will be inserted into the signature line of the application. Applicants must register the individual who is able to make legally binding commitments for the applicant organization as the AOR; this step often is overlooked and it is crucial for valid submissions.

DHS/FEMA may not make an award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS/FEMA is ready to make an award, DHS/FEMA may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant.

Intergovernmental Review An intergovernmental review may be required. Applicants must contact their state’s Single Point of Contact (SPOC) to comply with the state’s process under Executive Order 12372 (see http://www.fws.gov/policy/library/rgeo12372.pdf). 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.

http://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html http://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html http://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html http://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html http://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html http://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html

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

Award funds may not be used for matching funds for any other Federal award, 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.

Environmental Planning and Historic Preservation (EHP) Compliance As a Federal agency, DHS/FEMA is required to consider the effects of its actions on the environment and 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 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 DHS/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 DHS/FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. In some cases, DHS/FEMA also is 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. DHS/FEMA will not fund projects that are initiated without the required EHP review.

Additionally, all recipients are required to comply with FEMA EHP Policy Guidance.

This EHP Policy Guidance can be found in FP 108-023-1, Environmental Planning and Historic Preservation Policy Guidance, and FP 108.24.4, Environmental Planning and Historical Preservation Policy

Pre-Award Costs Pre-award costs are allowable only with the prior written approval of FEMA and if they are included in the award agreement. To request pre-award costs, a written request must be included with the application. The request must be signed by the Authorized Representative of the entity. The letter must outline what the pre-award costs are for, including a detailed budget break-out of pre-award costs from the post-award costs, and a justification for approval.

Direct Costs Cost Principles Costs charged to this award must be consistent with the Cost Principles for Federal Awards located at 2 C.F.R. Part 200, Subpart E.

Equipment Equipment costs are allowed under this program only as described in this NOFO.

Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances. Large equipment purchases must be identified and explained. For more information regarding property management standards for equipment, please reference 2 C.F.R. § 200.310 – 2 C.F.R. § 200.316, located at the following website: http://www.ecfr.gov/cgi-bin/text-idx?node=2:1.1.2.2.1#se2.1.200_133

Travel Domestic travel costs are allowed under this program as described in this NOFO.

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

Construction and Renovation Construction and renovation are not allowable costs under this program.

Maintenance and Sustainment Maintenance and Sustainment related costs, such as maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable as described in FEMA Policy FP 205-402-125-1 (http://www.fema.gov/media-library/assets/documents/32474).

Management and Administration (M&A) M&A costs are allowed. Recipients may use up to five percent (5%) of the amount of the award for their M&A. M&A activities are defined as those directly relating to the management and administration of HSNTP/NDPC funds, such as financial management and monitoring.

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

Fringe Benefits: Fringe benefits should be based on actual known costs or an established formula. Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act (FICA), Workman’s Compensation, and Unemployment Compensation.

E. Application Review Information Evaluation Criteria FY 2015 HSNTP/NDPC applications will be evaluated through a review and approval process which will determine: that the applicant is eligible, all required forms and documents are submitted, all objectives and priorities as they relate to each NDPC member’s program focus and capability are addressed, and all program requirements as described in Appendix B of this notice have been properly addressed. Applications that pass this review will be submitted to the FEMA Assistant Administrator, National http://www.ecfr.gov/cgi-bin/text-idx?node=2:1.1.2.2.1%23se2.1.200_133 http://www.fema.gov/media-library/assets/documents/32474 http://www.fema.gov/media-library/assets/documents/32474

Preparedness Directorate (NPD). Applications which do not meet the requirements stated in this notice will be returned to the applicant for required changes. FEMA NTED will work with applicants to ensure appropriate changes are made, as necessary.

Review and Final Selection Process The Deputy Administrator, Protection and National Preparedness, will, on behalf of the Administrator of FEMA, approve or disapprove the training projects to be funded through this program. DHS/FEMA will use the final results of its review and selection process to make funding recommendations to the Secretary of Homeland Security. All final funding determinations will be made by the Secretary of Homeland Security, who retains the discretion to consider other factors and information in addition to DHS/FEMA’s funding recommendations.

F. Federal Award Administration Information

Notice of Award

Notification of award approval is made through the ND Grants system through an automatic e-mail to the recipient point of contact (the “authorized official”) listed in the initial application. The date FEMA approves the award is the “award date.” The recipient should follow the directions in the notification to accept the award.

Recipients must accept their awards no later than 90 days from the award date. The recipient shall notify FEMA of its intent to accept and proceed with work under the award, or provide a notice of intent to decline through the ND Grants system. For Instructions on how to accept or decline an award in the ND Grants system, please see pages 40 – 43 in the ND Grants Grantee Training Manual.

Funds will remain on hold until the recipient accepts the award through the ND Grants system and all other conditions of award have been satisfied, or the award is otherwise rescinded. Failure to accept the award within the 90 day timeframe may result in a loss of funds.

Administrative and National Policy Requirements

Successful applicants for all DHS/FEMA grant and cooperative agreements are required to comply with DHS Standard Administrative Terms and Conditions, which are available online at: http://www.dhs.gov/publication/fy15-dhs-standard-terms-and-conditions

Before accepting the award the authorized official should carefully read the award package. The award package contains instructions on administering the grant award, as well as terms and conditions with which the recipient must comply. Recipients must accept all the conditions in this NOFO as well as all Terms and Conditions in the Notice of Award to receive an award under this program. Special Terms and Conditions are provided in Appendix A of this notice.

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

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

Federal Financial Reporting Requirements

Federal Financial Report (FFR) Recipients must report obligations and expenditures ported on a quarterly basis through the FFR (SF-425) to FEMA. Recipients must file the FFR electronically using the Payment and Reporting System (PARS). A FFR must be submitted quarterly throughout the period of performance, including partial calendar quarters, as well as for periods where no grant award activity occurs. Future awards and fund drawdowns may be withheld if these reports are delinquent, demonstrate lack of progress, or are insufficient in detail.

Recipients may review the FFR Form (SF-425) here:

https://www.whitehouse.gov/sites/default/files/omb/grants/approved_forms/SF-425.pdf, SF-425 OMB #00348-0061.

Financial Reporting Periods and Due Dates The following reporting periods and due dates apply for the FFR:

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

Financial and Compliance Audit Report For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all Federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report. The audit must be performed in accordance with the requirements of GAO’s Government Auditing Standards, located at http://www.gao.gov/govaud/ybk01.htm, and the requirements of Subpart F of 2 C.F.R. Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?SID=876f827f6fae2c4bce610e9427a6d229&node=sp2.1.200.f&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

Program Performance Reporting Requirements http://www.gao.gov/govaud/ybk01.htm http://www.ecfr.gov/cgi-bin/text-idx?SID=876f827f6fae2c4bce610e9427a6d229&node=sp2.1.200.f&rgn=div6 http://www.ecfr.gov/cgi-bin/text-idx?SID=876f827f6fae2c4bce610e9427a6d229&node=sp2.1.200.f&rgn=div6 http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_2012

Performance Progress Reports (SF-PPR) Recipients are responsible for providing updated performance reports using the SF-PPR on a biannual basis. Recipients must submit the cover page of the SF-PPR as an attachment in the ND Grants system. The SF-PPR can be accessed online at http://www.na.fs.fed.us/fap/SF-PPR_Cover%20Sheet.pdf.

Program Performance Reporting Periods and Due Dates The following reporting periods and due dates apply for the PPR:

Reporting Period Report Due Date January 1 – June 30 July 30 July 1 – December 31 January 30

Close Out

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.

After these reports have been reviewed and approved by FEMA a close-out notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds that will be de-obligated, and address the requirement of maintaining the grant records for three years from the date of the final FFR.

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

G. DHS Awarding Agency Contact Information

Contact and Resource Information

Centralized Scheduling and Information Desk (CSID) The Centralized Services Information Desk (CSID) is a non-emergency comprehensive management and information resource developed by DHS for grants stakeholders. CSID provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels. When necessary, recipients will be directed to a federal point of contact who can answer specific programmatic questions or concerns. CSID can be reached by phone at (800) 368- 6498 or by e-mail at askcsid@dhs.gov, Monday through Friday, 8:00 a.m. – 5:30 p.m. EST.

GPD Grant Operations Division GPD’s Grant Operations Division Business Office provides financial support and technical assistance. The Grant Operations Division manages, administers, and http://www.na.fs.fed.us/fap/SF-PPR_Cover%20Sheet.pdf mailto:askcsid@dhs.gov conducts application budget review, creates the award package, approves, amends and closes out awards. 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.

FEMA National Training and Education Division (NTED) NPDNTED has the programmatic responsibility for the HSNTP/NDPC program and will also maintain the program management function and responsibilities throughout the life-cycle of the awarded grant. Additional guidance and information can be obtained by contacting the NTED point of contact Mr. Patrick Cowhey at (202) 786-0905 or via e-mail patrick.cowhey@fema.dhs.gov, or Mr.

Terry Pruitt at (202) 786-9565 or via e-mail terry.pruitt@fema.dhs.gov or email NTED firstrespondertraining@fema.dhs.gov.

Systems Information

Grants.gov. For technical assistance with Grants.gov, please call the customer support hotline at (800)518-4726.

ND Grants. For technical assistance with the ND Grants system, please contact ndgrants@fema.gov or (800)865-4076.

GPD Environmental Planning and Historic Preservation (GPD-EHP) The FEMA GPD-EHP Team provides guidance and information about the EHP review process to recipients. 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. EHP Technical Assistance, the EHP Screening Form, can be found at http://www.fema.gov/media-library-data/20130726-1806-25045- 2839/gpd_ehp_screening_form_omb_1660_0115_june_2011.pdf.

Telephone Device for the Deaf (TDD) The Telephone Device for the Deaf (TDD) and/or Federal Information Relay Service (FIRS) number available for this Announcement is: (800) 462-7585.

Hard Copies of the NOFO Hard Copies of the NOFO are not available.

H. Additional Information Extensions No-cost extensions to the Period of Performance for this program are allowed on a case-by-case basis. Only no-cost extensions to the initial period of performance identified in the award will be considered. Only requests for extensions made through formal, written requests to FEMA/ NTED will be considered. Extension requests must contain specific and compelling justifications as to why an extension is required. Extension requests may not exceed 12 months. Recipients are advised to coordinate with NTED as needed when preparing an extension request.

mailto:patrick.cowhey@fema.dhs.gov mailto:terry.pruitt@fema.dhs.gov mailto:firstrespondertraining@fema.dhs.gov http://www.fema.gov/media-library-data/20130726-1806-25045-2839/gpd_ehp_screening_form_omb_1660_0115_june_2011.pdf http://www.fema.gov/media-library-data/20130726-1806-25045-2839/gpd_ehp_screening_form_omb_1660_0115_june_2011.pdf http://www.fema.gov/media-library-data/20130726-1806-25045-2839/gpd_ehp_screening_form_omb_1660_0115_june_2011.pdf

All extension requests must address the following:

• Grant Program, Fiscal Year, and award number;

• Reason for delay – this must include details of the legal, policy, or operational challenges being experienced that prevent the final outlay of awarded funds by the applicable deadline;

• Current status of the activity/activities;

• Approved period of performance termination date and new project completion date;

• Amount of funds drawn down to date;

• Remaining available funds, both federal and non-federal;

• Budget outlining how remaining federal and non-federal funds will be expended;

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

• 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.

Payment FEMA utilizes PARS for financial reporting, invoicing and tracking payments.

Additional information can be obtained at the following website:

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

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.

Monitoring FEMA staff will monitor recipients on an annual and as needed basis, both programmatically and financially, to ensure that the 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 on-site 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.

Conflict of Interest To eliminate and reduce the impact of conflicts of interest in the subaward process, recipients and pass-through entities must follow their own policies and procedures regarding the elimination or reduction of conflicts of interest when making subawards.

Recipients and pass-through entities are also required to follow any applicable State, local, or tribal statutes or regulations governing conflicts of interest in the making of subawards.

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

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

Similarly, subrecipients must disclose any real or potential conflict of interest to the pass-through entity as required by the Recipient’s conflict of interest policies, or any applicable State, local, or tribal statutes or regulations.

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

Appendix A: Programmatic Terms and Conditions

Programmatic Terms and Conditions are Special Conditions or Agreement Articles that are specific to the HSNTP/NDPC, beyond the standard DHS Terms and Conditions.

The Fiscal Year 2015 DHS Standard Terms and Conditions can be found here:

https://www.dhs.gov/sites/default/files/publications/FY%2015%20Standard%20TC%20Version%205.1%202015-2-23.pdf

Programmatic Terms and Conditions

Title of Term and Condition Language/Description

Use of DHS Seal The recipient will utilize the DHS/FEMA seal and Design Standards when producing training course materials, aids, or other products funded through this award. Any use of the DHS/FEMA seal not addressed by these standards requires preauthorization and approval by NTED.

Assessments and Data Collection

The recipient agrees to cooperate with any assessments, national evaluation efforts, information, or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this Agreement.

Program Authority The recipient acknowledges that DHS/FEMA reserves a royalty-free, non-exclusive and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for federal government purposes: 1) the copyright in any work developed under an award or sub-award; and 2) any rights of copyright to which a recipient or subrecipient purchases ownership with federal support.

Learning Management/Content System Requirements

The recipient agrees that any learning management, learning content, content management systems, browser or computer-based training employed by the recipient will be standards-based, meeting Section 508 accessibility requirements of the Rehabilitation Act Amendments of 1998, 29 U.S.C. 794(d), and the Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards (36 C.F.R. Part 1194). Systems employed by the recipient will also support content interoperability specifications and standards such as Sharable Content Object Reference Model (SCORM), and ensure compatibility with industry standard relational database management systems (such as Oracle, Microsoft SQL Server, and IBM DB2). The recipient further agrees that any procurement of learning management, learning content management, or content management systems to be employed by the recipient will be commercial-off-the-shelf (COTS) or open source software (OSS). Proprietary systems shall not be procured, and functional customization of COTS products is discouraged. The recipient shall ensure that any https://www.dhs.gov/sites/default/files/publications/FY%2015%20Standard%20TC%20Version%205.1%202015-2-23.pdf data related to NTED program development, training content, and training delivery, or evaluation maintained in such a system is provided to NTED in interoperable formats in keeping with NTED specifications.

Sections 504 and 508 of the Rehabilitation Act of 1973, as amended states that "no qualified individual with a disability in the United States shall be excluded from, denied the benefits of, or be subjected to discrimination under any program or activity that either receives federal financial assistance or is conducted by any Executive agency or the United States Postal Service.” All electronic documents, files, and supporting materials for the course, including classroom materials, shall meet NTED Section 508 requirements. Department of Homeland Security interpretation of Section 508 compliant video states the video must offer closed-captioning as well as a printable transcript. See http://training.fema.gov/devres/ for detailed descriptions for testing course materials for Section 508 compliance. For additional information, please reference the following website:

http://www.section508.gov/. The contractor shall provide a letter documenting Section 508 compliance as a deliverable with the final course materials.

Submission and Approval of Course Documents and Disclaimer

The recipient shall submit to NTED for review and comment, all drafts of written documents funded by this Agreement. For documents that are printed by the government, the recipient shall submit a hard copy of the final draft of the written document along with an electronic copy in Microsoft Word or PDF format. The recipient agrees that all publications created with funding under this cooperative agreement shall prominently contain the following statement: “This project was supported by Cooperative Agreement Number (your award number goes here) administered by the U.S. Department of Homeland Security. Points of view or opinions expressed in this document are those of the author and do not represent the official position or policies of U.S.

Department of Homeland Security.” Note: This requirement excludes press releases, newsletters, or issue analyses.

Equipment Equipment may only be purchased if it directly relates to the training being conducted and if it is an approved item in the recipient’s budget.

National Guidance Documents

Training curricula developed under this agreement must be consistent with Presidential Policy Directive-8, including the National Preparedness Goal, National Preparedness System, National Incident Management System, national planning frameworks, and the National Infrastructure Protection Plan. Where possible, efforts will be made in the development and delivery of training programs to address priorities from National Preparedness Report and Capability Estimation Process. Training providers agree to modify their curricula in accordance with changes to these documents and any others, such as the core capabilities.

Training and Grant Information Dissemination

The Recipient shall coordinate training and grant information sharing and dissemination with FEMA to establish a cooperative framework whereby information that is disseminated, by any means, including but not limited to: press releases, newspapers, newsletters, and, training announcements complies with FEMA goals and objectives.

Responder Training Development Center/Course Review

The recipient is responsible for complying with the online Responder Training Development Center guidelines for the design, development, delivery, and evaluation of each of its courses. The recipient agrees to administer Level 1 and Level 2 evaluation instruments to all course participants and report data to NTED quarterly and upon request. The recipient must also adhere to NTED’s established course review process, which requires a minimum of three pilot deliveries and submission of the curriculum to a course review board

Scheduling/Data Reporting Requirements

The recipient is required to comply with the requirements of NTED for scheduling courses and providing data on the type and number of persons trained. The recipient must adhere to any changes in data reporting requirements as directed by NTED. NTED training partners should coordinate and seek approval from the State Administrative Agencies (SAAs) / Training Points of Contact (TPOC) prior to scheduling or delivering in-resident or mobile training within the State and local jurisdiction of the training location. The SAA and/or TPOC will approve the student registration, admittance; attendance and billing before the student can attend the training. For mobile deliveries, after approval is received from the SAA and/or TPOC, training can be delivered and the training partner may coordinate with the municipality points of contact for scheduling.

Patent Rights The recipient agrees to consult with NTED regarding the allocation of any patent rights that may arise from, or that are purchased with, this funding. The recipient also has the responsibility to obtain from its subrecipients and contractors all data and rights therein necessary to fulfill the recipient’s obligation to the government under this award. If a subrecipient or contractor refuses to accept terms affording the government such rights, the recipient shall promptly bring such refusal to the attention of NTED and not proceed with the subaward or contract without further authorization from NTED.

Budget Review The recipient is prohibited from obligating, expending or drawing down funds provided through this award until the required Budget Detail Worksheet and Budget Narrative are reviewed and approved by the Grants Program Directorate (GPD) and a Grant Adjustment Notice (GAN) is issued removing this special condition

EDAP Any tuition or registration fees received in connection with any training conducted during this grant period with courses produced with this grant funding, e.g. Excess Delivery Acquisition Program (EDAP), shall be considered program income and shall be used for the purposes authorized under this award and in accordance with federal regulations.

Evaluation Recipient is responsible for administering a standardized Level I evaluation to all course participants to measure reactions to the course…